FXBG City of Fredericksburg Office of Voter Registration & Elections MINUTES Electoral Board Meeting Tuesday, April 1, 2025 5:30 pm General Registrar's Office, Fredericksburg City Center Meeting called to order by Chair Walker at 5:31 pm. Attendees: EB: Chair Scott Walker Vice Chair Michael Beyer Secretary David McLaughlin GR: Director of Elections, Jessica Atkinson Deputy Registrar II Kate McDaid Registrar Intern Shad Yoder Public Speakers: There were none. Observers: Ken Lecky, Chair, Fredericksburg Democratic Committee A. Approval of the Agenda The Agenda had two changes after it was posted. The first change corrected a typographical error to reflect that Minutes for March 4, 2025, were reviewed and accepted rather than March 4, 2024. The second change inserted Update on Replacement for New City Fellowship between June 2025 Primary and Report of the General Registrar. B. Approval of Minutes a. Electoral Board Meeting March 4, 2025. The Minutes were approved without changes. b. Electoral Board Meeting March 10, 2025. After a brief discussion about the meeting with the School Board, the Minutes were approved without changes. C. 2025 Calendar Review Important Dates between April and July 2025. The working Calendar is attached to these Minutes as Appendix B. 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote.redericsDurgyo.gow Web: www.tredericksburgVA.goy/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 2 April 1, 2025 Abstracts are due on June 23, 2025. Therefore, Provisional Canvass is tentatively scheduled for 2:00 pm on June 21, 2025. The Electoral Board Members will confirm their schedules before setting a firm date and time. D. June 17 2025 Primary Logic and Accuracy Testing is scheduled for April 25, 2025, at 2:00 pm. Canvass will be held on June 18, 2025 with the time to be determined. After discussion, the number of Ballots ordered for each Precinct will be equal to 20% of the registered voters in that Precinct for all Precincts but 401. Since 401 will be held at the Fredericksburg City Center Building for the June 17 Primary, GR will deploy the Ballot- on-Demand printers. An order for a number of Ballots equal to 10% of Precinct 401's registered Voters will be placed in case of equipment failure. Drop Box for Absentee Ballots. GR will discuss with the City the possibility of moving the Drop Box permanently to the rear of the Fredericksburg City Center building. This location is closer to the parking lot and closer to the ADA-sanctioned ramp. The rear of the building is also covered by 24-hour camera surveillance. If the move occurs, signage will be placed at the front to the building to advise Voters of the new Drop Box location. Officer of Election training is set for May 31, 2025 at 9:00 am. A make-up session will be offered on June 4 at 6:00. This will be a tabletop, role-playing exercise to familiarize the Officers with the What Ifs procedures. Parking. The Electoral Board would like to provide parking for Voters on Election Day. Discussion of possible signage in the garage instructing Voters to bring their parking receipts to the polling location for validation. Electioneer Positioning on Election Day. Discussion of placement of 40' line from front door and back door of building. Discussion of the possibility of limiting Voter access to the building through the back door. Vice Chair Beyer would like to limit electioneering to the sidewalk on Wolfe Street, with the possibility of acquiring a permit to close the sidewalk to pedestrian traffic on Election Day. Secretary McLaughlin recognizes this as an impediment to foot traffic on Wolfe Street. GR indicated that the Planning Department is working on new Ordinances regarding the sidewalks surrounding the Fredericksburg City Center Building. GR will reach out to Planning and the City Attorney regarding these new Ordinances. 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote.redericksburgva.gov Web: www.fredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 3 April 1, 2025 Notices and new maps for each Precinct must be posted 30 days before the election, May 17. There will be signage at New City Fellowship redirecting Voters to the Fredericksburg City Center building. Building Access. The Electoral Board would like to encourage Voters to use the back door, but they recognize the impossibility of limiting Voters' access to the building. Mr. Lecky also commented about this issue, noting that Voters will enter wherever they are most accustomed to entering the building. E. Update on Replacement Precinct for New City Fellowship The temporary relocation of Precinct 401 to the Fredericksburg City Center Building has not been finalized. The Petition is currently in the Policy Department of the State Board of Elections. GR expects approval by the end of April. Fredericksburg City Schools Superintendent Catlett has advised City Manager Baroody that she will provide a Memorandum of Understanding permitting the use of the School Administration Building as a polling place beginning with the November 4 election. There are no Memoranda of Understanding in place for the use of Hugh Mercer Elementary School or Walker Grant Middle School. Discussion of the need to indicate Precinct locations in their names due to possible confusion with the movement of Walker Grant Middle School to Idyllwild and the renaming of the building on Learning Lane to Gladys West Elementary School. The City Attorney's Office has drafted the Ordinance which will permanently move Precinct 401 to the School Administration Building. The Ordinance will be presented to Mayor Devine and City Council on April 8. The 1st Read with public comment will be on April 22. The 2nd Read with public comment will occur on May 13, at which time City Council can approve the Ordinance and submit it to the Virginia Attorney General's Office for approval. If there is no formal approval or denial from the Attorney General's Office within 60 days (August or September timeframe), the Ordinance will be adopted. GR can then file paperwork with ELECT and begin notifying Voters. Secretary McLaughlin will return the keys to New City Fellowship. F. Report of the General Registrar The General Registrar's Report is attached to these Minutes as Appendix C. 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.frederccksburgva.gov Web: ww.fredericksburgVAgov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 4 April 1, 2025 G. New Business Vice Chair Beyer moved to endorse and adopt the Standards of Conduct for Election and Registration Officials presented at the VEBA conference. Secretary McLaughlin seconded the Motion and it passed unanimously. Copies of these Standards will be posted in the GR's Office. H. Closed Session Vice Chair Beyer made a Motion to go into Closed Session pursuant to Virginia Code SS 24.1-410.2 and 24.2-625.1 to discuss matters concerning Election Security, Virginia Code SS 2.2-3711 and 24.2-115(c) to discuss personnel. The Motion was seconded by Secretary McLaughlin and passed unanimously. Time Into Closed Session: 7:02 pm. I. Certification of Closed Session Upon a motion by Vice Chair Beyer and seconded by Secretary McLaughlin, and passed by affirmative vote in Open Session, it was certified that only public business matters lawfully exempted from open meeting requirement and only such public business matters as were identified in the Motion by which the Closed Session was convened, were heard, discussed, or considered in the Closed Session of the Electoral Board. Time Out: 7:11 pm J. Approval of New Officers of Election There is only one new application for Officer of Election. The Electoral Board deferred consideration of Officer of Election applicants until there are more to consider. K. Next Meeting Date The next Electoral Board Meeting will be on Tuesday, May 6, 2025. Vice Chair Beyer will be out of the country from May 23 - June 15, 2025, and will need to participate in the June 3 Electoral Board Meeting electronically. GR will research Code to determine the process for allowing electronic participation and present such at the May 6 meeting. 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.redericksburgva.govy Web: www.fredericksburgVA.gov/Vote Telephone: 040-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections Electoral Board Meeting Page 5 April 1, 2025 Secretary McLaughlin will be out of town June 11 - June 16, 2025. L. Adjournment Chair Walker adjourned the Meeting at 7:11 pm. Respectfully submitted, David Martin Louis McLaughlin Secretary Chair Walker: Vice-Chair Beyer: MIP L puk Secretary McLaughlin: Date: GM42025 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: Vote@vote.redericksburgvo.gov Web: www.tredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections APPENDIX A AMENDED AGENDA Electoral Board Meeting Tuesday, April 1, 2025, 5:30 pm General Registrar's Office, Executive Plaza Public Speakers The Electoral Board provides this opportunity for comments from voters before the start of the meeting. Comments relevant to the registration of voters, the establishment of voting precincts, and polling places, and the conduct of the elections are welcome. To be fair to everyone, please observe the five-minute time limit and yield the floor when the Chair of the Electoral Board indicates that your time has expired. Observers At this point the Board will Open the Meeting. All speakers and those observers who have waived their right to speak are reminded that at this point you are clearly and only observers. You are not invited to interrupt nor attempt to engage Board members in discussion of Board Agenda items or other business. A. Approval of the Agenda B. Approval of Minutes a. Electoral Board Meeting March 4, 2025 b. Electoral Board Meeting March 10, 2025 C. 2025 Calendar Review D. June 2025 Primary E. Update on Replacement for New City Fellowship F. Report of the General Registrar G. New Business H. Closed Session I. Certification of Closed Session J. Approval of New Officers of Election K. Next Meeting Date L. Adjournment 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.fredericksburgva.gov Web: www.fredericksburgVA.goy/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections APPENDIX B June 17, 2025 Election Calendar April 2025 L UNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Electoral Board Meecing 10 11 12 Ordina and o CC 3 14 15 16 17 18 Primary Ballot Ballot Proof information reviews available 20 21 22 23 24 25 26 Ise Read- -change L&A TESTING 2- of precinct 5 PM 28 29 30 NOTES No special elections allowed berween 04/23/2025 and June 17. 2025 May 2025 SUNDAY MONDAY 1 D W EDNESI D AY THURSDAY FRIDAY SAT TURDAY FARLY VOTING BEGINS 10 12 13 14 15 16 17 2nd Read- Ciry CLOSE OF Counci BOOKS NOTICE 18 20 21 22 23 24 FIRST DAY TO BEGIN TRAINING OOE 25 26 27 2s 29 30 31 MEMORIAL DEADLINE POR SDR BEGIN omcer of DAY NEW OR UPDATE Elec tion Training REGISTR TION 9am NOTES May: 27: SPM In Person. Fax or Mail: 11:59 Online 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.redenccksburgva.gow Web: www.fredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections APPENDIX B June 17, 2025 Election Calendar, page 2 June 2025 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 3 7 Electoral Board Oficer of DEADLINE TO SATURDAY Meecing Elecsion Make Up REQUEST VOTE Training 6PM ABSENTEE 10 11 12 13 14 SATURDAY VOTE (See Note) 15 16 17 18 19 20 21 Last day to ELECTION DAYI CANVASS FUNITHENTE DEADLINE FOR request LASTE DAYT TO HOLIDAY ABSEN ES 12N emergency FILEF FOR 11/4 absenteee balloe 22 23 25 26 27 28 ABSTRACT DUE TO ELECT 29 30 NOTES June 6:5 SPMCax. mail. in person) 11:59 online June 14: Last day of Early Voring Lase day to request replac C at balloc T aining deadline for Chiefs and Deputy Chiefs July 2025 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY * SBE MEETING OFFICE CLOSED TO CERTIFY RESUL 1s 10 1 12 PETITION FOR RECOL 3 4 15 6 7 18 9 21 22 3 24 25 27 28 29 30 31 NOTES 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@votefredericksburgva.goy Web: www.tredericksburgVA.goy/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections APPENDIX C DIRECTOR'S REPORT April 1, 2025 Registration Statistics Precinct ACTIVE VOTERS INACTIVE VOTERS TOTAL VOTERS 101 4625 249 4874 201 4243 155 4390 301 5290 232 5522 401 2706 126 2832 402 2583 187 2770 Totals 19447 949 20396 *Net Loss of 18 voters ELECT 225 Voters moved to inactive on 03/10/2025. If they do not vote in two federal elections (26 and 28) their voter registration will be cancelled. ELECT Training 07/30/2025 for EBs, GRs and Locality Staff from 9-llam at the Omni Richmond. LESS submitted timely. No remediation plan needs to be submitted. CITY OF FREDERICKSBURG Budget Season is underway JUNE 2025 PRIMARY Candidate deadline is 04/03/2025 for state offices. In contact with the vendor to program the DS200s and order ballots. No response from ELECT about have June 2025 primary for 401 at new location. LEGISLATION ENACTED SB 1044 - Patron: Senator Roem. This bill will require all provisional results to be reported by precinct. This will essentially require that Provisional Results be reported in the same way that Absentee results are reported now. Director's Report 04/01/25 9 601 Caroline Street Suite 500 Fredericksburg, VA 22401 Email: vote@vote.redenicsDurgvo.gov Web: www.fredericksburgVA.gov/Vote Telephone: 540-372-1030 Fax: 540-373-8381 FXBG City of Fredericksburg Office of Voter Registration & Elections APPENDIX C (page 2) SB 991/HB 1735- Patrons: Senator Williams Graves/ Delegate Cole. This bill changes the closure of books for voter registration from 21 days to 10 days. SJ 253 - Patron: Surovell. This creates a workgroup that will study the effects of moving all state and local elections to even years. NOVEMBER 2025 ELECTION Local Candidates on Ballots O City Council Wards 1-4 1 candidate certified for Ward 1 1 candidate certified for Ward 2 School Board Wards 1-4 No incumbent Ward 1 Commonwealth Attorney Icandidate certified Sheriff lcandidate certified Treasurer No incumbent. Retiring. o Commissioner of the Revenue State Level Governor, Lt Governor, Attorney General House of Delegates District 65 Budget FY2026 Budget presented to City Council (see attached) Other News Office hosted meeting of VRAV Region 3 on March 14th, 2025. Kate McDaid started 03/31/2025 as Deputy Registrar l-Community Engagement. Interviews are scheduled for Deputy Registrar I position. Director's Report 04/01/25 2 601 Caroline Street Suite 500 Fredericksburg. VA 22401 Email: vote@vote.redericksDurgvo.gow Web: www.tredericksburgVA.gow/Vote Telephone: 540-372-1030 Fax: 540-373-838