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    Electoral Board Minutes

    Lynchburg Electoral Board Meeting
    February 5, 2018, 4:00 p.m.
    Registrar Office Conference Room

    Minutes

     
    Members present:       Patricia M. Bower, Chair;
                                        David B. Neumeyer, Vice Chair
                                        John W. Cobbs, Secretary
     
    Others present:            Ron Feinman, Wendell Walker, Kim Conner, Deputy Registrar, Karen D. Patterson, General Registrar
     
    Call to Order
    The meeting was called to order by Ms. Bower at 4:00 p.m.

    Approval of Minutes
    A motion was sought by Ms. Bower for approval of the minutes from the July 17, 2017, October 2, 2017 and November 1, 2017 meetings.  Motion was given by Mr. Neumeyer to approve minutes as submitted, seconded by Mr. Cobbs. The minutes were unanimously approved.

    Registrar’s Report
    Ms. Patterson informed the Board of current candidate filings received for the upcoming May election and distributed a copy of the election timeline posted on the registrar’s website.
    A letter and handout received by the disability Law Center of Virginia was distributed.  Ms. Patterson explained their request to distribute the flyer to all precincts.
    The Board was apprised of several issues being experienced in the DMV registration/update process not only causing a much heavier workload from the OVR Hopper in VERIS, but also causing voters confusion and concern.  Ms. Conner and Ms. Patterson plan to make a visit to DMV this week to look into the process for more understanding and clarification.
    A listing of our emergency alternative polling place locations was given to the Board.  Each member will contact those within their assigned precincts to update and reconfirm availability.
    Ms. Patterson apprised the Board of recurring issues with false fire alarms sounding at Kemper Street Station necessitating visits to the office to reset the burglar alarm in the registrar’s office at all hours during nights/weekends and holidays.  Per Templeton Vest (alarm company) the system is outdated and it may be more cost effective to disconnect the current panel and install a new system for the building with the panel being placed in the IT closet a floor below.  It is important that this issue with the fire alarm panel be addressed as soon as possible. 

    New Business
    Appointment of new Election Officials for one year term beginning March 1, 2018
    A preliminary list of election officials was distributed to the Board.  Mr. Neumeyer motioned, Mr. Cobbs seconded acceptance of the appointments for the 2018 term as presented and it was approved unanimously.
     
    Communications during crisis situations on Election Day
    Mr. Neumeyer inquired as to the protocol to notify the public in the event of an Election Day emergency.  Ms. Bower brought the 11th Chapter of the GREB Handbook to the Board’s attention.  Following more research this topic will be revisited in March.
     
    Training for new Electoral Board members
    The Board apprised Mr. Neumeyer that training for new Board members was given at the annual VEBA meeting held at the Homestead in March.
     
    Policy on voting machine access
    Mr. Neumeyer inquired as to whether there was a written protocol for voting machine access considering the recent request by Mr. Feinman.  There is not currently a protocol in place.
     
    Mr. Feinman explained his concern with the sanctity of votes and faith in the process and expressed a desire to reinforce certainty in the integrity of Lynchburg City elections by having recounts conducted to confirm accuracy of the voting equipment.  Discussion ensued.
     
    Other Business
    Mr. Cobbs announced that Ms. Patterson will be vacating her position as General Registrar. Personal reasons necessitate that she vacate her position and focus on restoring her health, which was severely compromised by reactions to the poor environmental conditions in the basement at the DMV location.  Realizing it takes time to fill her position, Ms. Patterson assured the Board that she would do all she can to assist during the transition and upcoming elections.

    Adjournment
    There being no further business, Ms. Bower adjourned the meeting at 5:45 p.m.

    Board meetings are scheduled for Monday, February 12, 2018 and Wednesday, March 7, 2018.

    Respectfully submitted,

    John W. Cobbs, Secretary
    Electoral Board
    City of Lynchburg

    Lynchburg Electoral Board Meeting
    February 12, 2018, 4:00 p.m.
    Registrar Office Conference Room

    Minutes

    Members present:       Patricia M. Bower, Chair;
                                        David B. Neumeyer, Vice Chair
                                        John W. Cobbs, Secretary
     
    Others present:           Karen D. Patterson, General Registrar
     
     
    Call to Order
    The meeting was called to order by Ms. Bower at 4:10 p.m.
    Consideration of Executive Session in consideration of Registrar’s departure
    At 4:10 p.m. Mr. Neumeyer made a motion to enter Executive Session under Code of Virginia 2.2-3711 to discuss matters regarding the departure of Ms. Patterson as registrar, contracting an interim registrar and the process necessary to hire a new registrar. Ms. Bower so moved, seconded by Mr. Cobbs, unanimously approved.
    Members present: Patricia M. Bower, David B. Neumeyer, John W. Cobbs

    At 4:45 p.m. Mr. Neumeyer made a motion to exit Executive Session and Mr. Cobbs seconded. The motion was approved unanimously.
    Members present: Patricia M. Bower, David B. Neumeyer, John W. Cobbs

    Certification of Executive Session
    Pursuant to an affirmative recorded vote and in accordance with the Virginia Freedom of Information Act, and because Virginia Code 2.2-3711 requires the Board to certify that such Executive Session was conducted in uniformity with Virginia Law, the Board certified by roll call that, to the best of each member’s knowledge only public business matters lawfully exempted from open meeting requirements by Virginia Law were discussed in Executive Session to which their certification motion applies and only such matters as were identified in the motion convening the Executive Session were heard, discussed or considered by the Board.

    Certify by Motion: Patricia M. Bower, David B. Neumeyer, and John W. Cobbs.  Motion approved unanimously.

    Adjournment
    There being no further business, Ms. Bower adjourned the meeting at 4:50 p.m.

    The next meeting is scheduled for Wednesday, March 7, 2018.

    Respectfully submitted,

    John W. Cobbs, Secretary
    Electoral Board
    City of Lynchburg

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