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    Electoral Board Minutes

    Lynchburg Electoral Board Meeting
    July 17, 2017, 3:00 p.m.
    GLTC Transfer Station Conference Room


    Members present:        Patricia M. Bower, Chair; David B. Neumeyer, Vice Chair; John W. Cobbs, Secretary
    Others present:            Kim Conner, Deputy Registrar; Karen D. Patterson, General Registrar
    Call to Order
    The meeting was called to order by Ms. Bower at 3:05 p.m.

    Approval of Minutes
    Ms. Bower sought a motion for approval of the minutes from the May 22, 2017 meeting.  Mr. Cobbs moved that the minutes be approved, Mr. Neumeyer seconded. The minutes were unanimously approved as submitted.

    Registrar’s Report
    A brief summary of the FY2018 budget approved by City Council which includes the requested pay raise for election officials was given by Ms. Patterson.  Copies of corresponding pages from the budget were distributed.  Ms. Bower stated that the Board would like to send a thank you note to Bonnie regarding the increase.

    The tentative timeline for the November election, as well as a screenshot of dates and deadlines posted on the registrar’s website was shared with the Board.

    Ms. Patterson gave an update on the continuous problem with high humidity levels present at Kemper Street Station.  A spreadsheet with readings was given to the Board.  Discussion ensued and it was agreed that Ms. Patterson reach out to Public Works for an update on the plan for resolution and report back to the Board.

    New Business
    Report from June GR & EB Annual Training Sessions
    Mr. Neumeyer gave an informative overview highlighting topics of interest including candidate bulletins, election official training, and emergency guidelines, meetings with local officials and administering first aid to voters.  Discussion regarding techniques and ideas for best practices in election official training followed.
    Other Business
    Mr. Neumeyer reminded the Board about the desire to research other options for ballot printing in order to reduce the high cost paid per ballot.  Ms. Patterson will plan to explore additional options prior to the November election.
    Ms. Conner apprised the Board of her completion of CERA training which is quite a professional achievement.  Congratulations Kim!
    The Board was made aware of complaints and issues experienced during the June election involving unacceptable conduct of an election official.  Discussion followed.

    Consideration of Executive Session to conduct Annual Performance Review of Registrar
    At 4:10 p.m. Ms. Bower made a motion to enter Executive Session under Code of Virginia 2.2-3711 to discuss the registrar’s performance, Mr. Cobbs so moved and Mr. Neumeyer seconded and approved unanimously.
    Members present: Patricia M. Bower, David B. Neumeyer, John W. Cobbs

    At 5:20 p.m. Mr. Cobbs made a motion to exit Executive Session and Mr. Neumeyer 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.

    There being no further business, Ms. Bower adjourned the meeting at 5:40 p.m.

    The next meeting will be scheduled at a later date.

    Respectfully submitted,

    John W. Cobbs, Secretary
    Electoral Board
    City of Lynchburg

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