MINUTES ELECTORAL BOARD MEETING 5 MAY 2025 Chair Wellard called the meeting to order at 10:25 AM on May 5, 2025. Members Present: Wellard, Coffey, Doyle Guest: GR McDonald Vice Chair Coffey moved approval of the minutes of April 7, 2025, as presented. Motion seconded by Secretary Doyle, carried unanimously. GR McDonald presented her report, copy attached. The request to relocate the St. Luke Precinct was approved by the Board of Supervisors at the. April 22nd meeting. The County Attorney has forwarded the request to the. Attorney General's office for approval. As a follow-up to the FOIA discussion at the April 7th meeting, a revised FOIA Cost Assessment Policy was approved unanimously upon motion by Secretary Doyle, seconded by Vice Chair Coffey. Discussion of the June 17th Democratic Primary included scheduling for L. & A testing to be conducted either May 30 or June 6; Election Official training materials were reviewed and approved. All training dates were confirmed. Aj process for hiring new election officials was discussed and outlined. Chair Wellard will produce an outline of steps to be implemented. Vice Chair Coffey moved the Board enter into closed session as authorized by section 2.2-3711- A34 to discuss measures for ballot security. Motion seconded by Secretary Doyle; passed unanimously. With respect to thej just concluded closed session, and to the best of each members knowledge, only public business matters lawfully exempted from open meeting requirements under the Virginia Freedom of Information Act and only such public business matters as were identified in the motion were discussed by the Electoral Board members. Vice Chair Coffey motioned to return to open session at 12:18 pm. Motion seconded by Secretary Doyle. Passed unanimously. There being no further business, the meeting adjourned at 12:25 pm. The next scheduled meetings will be Canvass: June 17 @ 7 pm; June 18 @ 2 pm; June 20 @ noon and June 23 @ 10 am. GR Report for Monday, May 5, 2025 @ 10:00 a.m. SCEB Meeting FROM: Lisa W. McDonald, GR TO: SCEB Shenandoah County Electoral Board): Gayle Wellard, Allie Coffey, & Denise Doyle Cc: minutes > SCEB and GR are working with the Shenandoah County Board of Supervisors (BOS) to relocate the St. Luke polling place from the St. Luke Lutheran Church to the Mt. Zion Lutheran Church due to safety issues with crossing the road from the parking lot to the polling place on a busy country road. EB Chair, Gayle Wellard and EB Secretary, Denise Doyle, and GR have conducted site visits at the Mt. Zion Church, along with Building Inspector, Tim Ferguson, who approved the site for ADA (Americans with Disabilities) compliance. GR and EB Secretary attended the BOS meetings, on April gth and April 22nd. The County Attorney has forwarded the paperwork to the Attorney General's office. We now await approval from the AG. > GR has ordered law books for SCEB, office, and precincts. Any changes to laws will take place on July 1st, and the new books should arrive shortly thereafter. The GR submitted the LESS (Local Election Security Standards) Acknowledgement to ELECT on behalf of the SCEB by the May 1st deadline. > GR completed and submitted all ballot forms for coding and ordering for the June 17th Primary. Republican candidate, Patrick "Pat" Herrity, withdrew for health reasons, leaving John Reid unopposed forl Lt. Governor. Now there is only a Democratic Primary for Lt. Governor and Attorney General. > GR prepped materials for L&A testing, which was conducted by Voting Equipment Technician Michael Shoemaker. GR completed and submitted L&A survey and certification timely to ELECT. GR trained the newest Deputy Registrar, Kim Mohr, regarding absentee application/ballot processing. All Staff and GR assembled all absentee packets and completed paperwork. > GR and Deputy Registrar, Kim Mohr, completed the timely mail out of all absentee ballots. GR completed and submitted absentee and ballot surveys and certification timely to ELECT. > - have submitted the event set-up work orders for the BOS room for Officer of Election trainings in May and June. > GR continues to receive FOIA requests. > GR spoke to the Community Forum on Saturday, April 26th regarding elections. > Early voting began on time and without incident on Friday, May 2nd > Staff and GR continue prep work for the June 17th Democratic Primary. > GR continues to process candidate paperwork for the November 4th general elections. Future Planning: > Officer of Election training to be conducted on May 19th, 20th, & June 2nd & 3rd > Chiefs & Assistant Chiefs training to be conducted on June gth, 11th, & 12th > CAP will pre-process absentees on June 10th & 13th > Per ELECT the annual VSS (Voting Security System) Plan review and attestation letter from the SCEB are due August 29th.