PRINCE WILLIAM COUNTY ELECTORAL BOARD MINUTES September 5, 2014

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1 PRINCE WILLIAM COUNTY ELECTORAL BOARD MINUTES September 5, 2014 CALL TO ORDER The Prince William County Electoral Board met on September 5, 2014, at 2:00 pm in the Office of the General Registrar. Attending the meeting were EB members Chairman Keith Scarborough, Vice Chairman Rick Hendrix and Secretary Tony Guiffré. APPROVAL OF AGENDA The meeting agenda was altered to accommodate the fifteen citizens interested in the DMV Saturday hour survey results and approved without objection. APPROVAL OF MEETING MINUTES The meeting minutes for the July 25, 2014 Electoral Board Meeting were approved without objection. CITIZENS TIME Citizens time opened at 2:05 p.m. and closed at 3:30 p.m. DMV SATURDAY HOUR SURVEY RESULTS At the July 25, 2014 EB Meeting, the EB directed GR Geib to survey public opinion regarding closing of the satellite office at the DMV during Saturday non-voting periods. CDR Cabrera presented a summary of the DMV Saturday hour public opinion survey. The results were overwhelmingly negative to closing the DMV. In the survey responses and the fifteen citizens comments to the EB, approximately one-third of respondents stated that closing the satellite office at the DMV appeared to suppress the vote by eliminating access to election staff for Saturday registration. PWC has only one DMV in the County, and we are unique among our neighboring localities in assigning a staff presence co-located with the DMV. Across the past 6-9 months, the Office of Election has assessed the types of transactions that the six part-time temporary Assistant Registrars perform by time period. Historically, at the DMV we have had temporary employees. PWC HR emphasized that, in order to comply with new healthcare laws, the positions must be structured formally as a full-time or as two permanent part-time job sharing positions. The HR requirements create more than one full-time staff person with Saturday hours, since fair labor standards cause staffing increases to cover greater than a 37.5 hour work week. Additionally, the DMV state administrators recently stopped supporting the Office of Elections technical support, logistics, and computers. Secretary Guiffré questioned the services that would be reduced with the DMV handling Saturday DMV transactions. CDR Cabrera briefed the error rate on voter registration forms, which on occasion reaches 25-40% on applications prepared at the DMV. GR Geib emphasized the DMV is required, through the Motor-Voter Law, to conduct regular DMV business and, in the course of these duties, to offer citizens the opportunity to register to vote. GR Geib believes the level of service to the public will decline without the Assistant Registrars present in the DMV on Saturdays. Chairman Scarborough thanked the demonstrators for taking the time to present their comments. The case has been made to protect the services in the eastern end of the County. He further emphasized that closing the DMV office on Saturdays was not done to suppress the vote. Motion: Secretary Guiffré made the motion. The EB directed the GR to open the satellite office at the DMV at 8:30 a.m. and close at 5:00 p.m. on weekdays and open at 8:30 a.m. and close at noon on Saturdays. The GR has the discretion when to initiate the new opening hours. The EB further directs the GR to report back at the next EB meeting regarding the feasibility of opening the main office on Saturday year round. Vice Chairman Hendrix seconded the motion. The motion was approved. Chairman Scarborough called for the vote. AYES: Scarborough, Hendrix, Guiffré NAYS: None EB meeting Page 1 of 4

2 ELECTION ADMINISTRATION COMMISSION VOTER WAIT TIME ASSESSMENT Chief Election Officer Kim Brace briefly described a Presidential Commission on Elections recommendation. The Election Administration Commission (EAC) Bi-Partisan Policy Committee has adopted a proposal to track voter wait times in the November 4, 2014 General Election as part of a baseline study. Fairfax County and Richmond County have agreed to participate in the baseline Voter Wait Time study, along with a jurisdiction in Massachusetts. Motion: Secretary Guiffré made the motion. The EB directed the GR to participate in the EAC Bi-Partisan Policy Committee proposal to assess voter wait time statistics in a representative sampling of precincts across the Magisterial districts for the November 4, 2014 General Election. The EB further directs the General Registrar (in 2014) to develop a voter wait time tracking system that would be feasible and not labor intensive for all elections. Vice Chairman Hendrix seconded the motion. The motion was approved. Chairman Scarborough called for the vote. AYES: Scarborough, Hendrix, Guiffré NAYS: None ELECTION OFFICERS REPORT Election Officer Appointments EOC Gambrill presented a list of 65 Election Officers (EOs) to be appointed for the term expiring February 28, The EB has agreed to tentatively by accept appointments and grants EOC Gambrill the flexibility to add new EOs to the list for formal appointment resolution at the next EB meeting. Action Item: The EB directed EOC Gambrill to consolidate the tentatively accepted EO appointments coordinated by with new appointments and, at the next EB meeting, those tentative appointments are to be presented to the EB for formal appointment resolution. The EB further directs DRE Holmes to include the EO appointment report on the EO web site with the EB minutes. Motion: Secretary Guiffré made the motion. The EB approved the EO appointments. Vice Chairman Hendrix seconded the motion. The motion was approved. Chairman Scarborough called for the vote. AYES: Scarborough, Hendrix, Guiffré NAYS: None Election Officer Pins EOC Gambrill reported that the EO Lapel Pins were shipped on September 2, The EO Pins will be distributed at EO training. Secretary Guiffré thanked EOC Gambrill for producing a pin that can be worn with honor. He further stated that the pins are exclusively for EOs and not to be used as gifts to anyone, including elected officials. The intent was that only serving EOs (even if for only one election) would wear the EO pins, if they desired. The Secretary asked for EB consensus on this concept, and it was granted. November, 2014 EO Recruiting and Training The Office of Elections, through EOC Gambrill, is aggressively recruiting new EOs. PWC has received EO applications from PWC employees, civic organizations, churches, Election Officer contacts, and local universities. EOC Gambrill reviewed the upcoming EO training schedule. Action Item: The EOB directed DRE Holmes to add an invitation on the main page of the EO Website for the public to attend Review Officer Training and RSVP to the ElectionOfficer@pwcgov.org . POLL CHIEF REVIEW CIS Fahey provided a Poll Chief update. All EOs are able to log in and sign up for election training. Additionally, Poll Chief uploads the polling place floor plans and emergency contact information. EB meeting Page 2 of 4

3 VEBA NORTHERN REGION MEETING The VEBA Northern Region meeting is scheduled for September 10, 2014 at Vint Hill. EAM Dutton reported approximately 75 attendees, 52 from Electoral Board members and GRs, with a great representation among the elected officials. They hope to have bipartisan Chief Co-Patrons for the Vote Centers legislation in both bodies of the General Assembly. OFFICE OF ELECTION S SPACE NEEDS (Lisa Sloan, Public Works, Property Management) Leasing Agent Sloan evaluated co-located office and warehouse space in three locations. The Euclid Avenue warehouse space is no longer available. The lease for the Office of Elections Warehouse will expire in June 2015, and the Office of Election workspace has become too small to house office operations. Locating a 10,000 sq. foot size facility in the County is significantly more expensive on the eastern side of the County ($9 per sq. ft. on western end versus $20 per sq. ft. on the eastern end). GR Geib verified with the PWC Commonwealth Attorney that the Office of Elections office for Prince William County must be located within the County. Action Item: Leasing Agent Sloan will continue to evaluate other County and retail properties to co-locate the Office of Elections administrative work space and warehouse requirements. CAMPAIGN FINANCE UPDATE EAM Dutton provided a Campaign Finance Report filing status update. There is one outstanding late Campaign Finance Reports for the period January 1, 2014 to June 30, EAM Dutton contacted the candidate by registered mail and phone. Four candidates have paid the state-mandated penalty and filed their report. Additionally, two candidates initiated candidacy and filed a Statement of Campaign Committee Organization: Sammoto Dabney, Mayor of Quantico (2016) and Austin Haynes for Clerk of the Court (2015). GENERAL REGISTRAR S REPORT HART CERTIFICATION UPDATE GR Geib reported Hart Intercivic is on track for December certification and a January Special Election pilot or June Primary certification. The monthly conference calls continue with the PWC Project Manager. Hart Intercivic filed an updated certification timeline with the Election Administration Commission (EAC), VA Department of Elections and PWC. PHOTO ID POLICY GR Geib presented the VA Department of Elections guidelines for the Photo ID program and the proposed PWC Photo ID Policy. PWC has a remote on-line solution for processing ID cards using a mobile hotspot. A state-wide off-line solution is available and requires additional preparation to deploy. As of September 5, 2014, PWC has processed seven voters requesting a photo ID. After contacting the senior centers across the county, three have requested photo ID support for 190 residents. Action Item: The EB directs GR Geib to coordinate the publicizing of the Photo ID forums with Inside NOVA. NOVEMBER ELECTION RESOURCE ALLOCATION GR Geib presented the November election resource allocation for voting machines, electronic poll books, scanners, and Election Officers (includes standby Officers and Special Assistants) REGISTRATION STATISTICS Total Registration January 1, ,320 Total Registration September 1, ,422 Total Change 3,102 EB meeting Page 3 of 4

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5 PRINCE WILLIAM COUNTY ELECTORAL BOARD MEETING AGENDA 9250 Lee Avenue Manassas, VA September 5, 2014 CALL TO ORDER 2:00 p.m. APPROVAL OF AGENDA CITIZENS TIME (3 MINUTES EACH) MINUTES July 25, 2014, Electoral Board Meeting Minutes TRACKING WAIT TIME STATISTICS ELECTION OFFICERS REPORT EO Appointments EO Pins EO Training Schedule OFFICE OF ELECTION S SPACE OPTIONS POLL CHIEF REVIEW DMV SATURDAY HOUR SURVEY RESULTS CAMPAIGN FINANCE UPDATE Violations GENERAL REGISTRAR S REPORT Hart Certification Update Photo ID Policy November Election Resource Allocation (CO Brace) (Amy) (Lisa Sloan, Leasing Agent) (Brian) (Brenda) (Diana) (Doug) EXECUTIVE SESSION PLAN FOR NEXT MEETING ADJOURNMENT

6 PRINCE WILLIAM COUNTY OFFICE OF ELECTIONS 9250 Lee Avenue, Suite 1 Manassas, Virginia Phone: (703) Fax: (703) pwcvote@pwcgov.org ELECTORAL BOARD Keith A. Scarborough, Chairman Richard E. Hendrix, Vice Chairman Guy Anthony Guiffré, Secretary GENERAL REGISTRAR Douglas L. Geib MEMORANDUM TO: FROM: Keith A. Scarborough, Chairman Richard E. Hendrix, Vice Chairman Guy Anthony Guiffré, Secretary Douglas Geib, General Registrar DATE: September 4, 2014 SUBJECT: General Registrar Report for September 5, 2014 Electoral Board Meeting I. ITEMS FOR BOARD ACTION 1. OFFICER OF ELECTION APPOINTMENTS Staff recommends that the Board approve the provided list of Officers of Election for the period beginning March 1, 2014 and ending February 28, II. INFORMATIONAL ITEMS 1. FOIA REQUESTS Since the last GR report, no FOIA requests have been submitted. No requests have been made in HART CERTIFICATION UPDATE Hart Intercivic has provided an updated certification milestone schedule that is in a revised format and is attached. Ron Clevenger reported on September 5 that the equipment is still on track for December federal certification and Virginia certification early The next conference call is scheduled September PWC PHOTO ID POLICY Department of Elections has developed a statewide policy document. A draft of a PWC policy document addresses the issue of off-site photo ID service. As of 9/3/14, seven PWC voters have been provided a free photo ID.

7 4. NOVEMBER 4 ELECTION A resource allocation spreadsheet shows the number of voting machines, EPB s and EO s per precinct. PWC Communications will be asked to assist in outreach on photo ID, reprecincting and EO recruitment. Absentee ballots being delivered by have been sent and paper ballots have arrived to mail to voters who have requested to vote absentee by mail. These will be mailed on Friday, September 12. An to the party chairs has been prepared to send with the absentee schedule REGISTRATION STATISTICS Total Registration January 1, ,320 Total Registration September 1, ,422 Total Change 3,102 New/Changed/Cancelled Voter Activity for 2014: Cancellations Registrations Added Registration Changes Deceased Felon In-State Transfers Out of State Transfers January 1, Per Choice February March 1, April 1, May 1, June 1, July 1,

8 Recruitment Sources Student GMU Student NOVA Woodbridge Student NOVA Manassas PWConnects 25 Office of Elections Staff/Webpage 9 Another Election Officer 10 Polling Place DMV Library Veterans Group Community/Service Group 1 HOA/Civic Association 3 Religious Institution 7 Prior Service (PWC + Other) 1 Other/Blank 7 Total 63 PWC Election Officers for Appointment 9/5/2014 Total D 27 Total R 19 Total N 16 Total 63

9 PWC ELECTION OFFICER STATISTICS as of Officers in Database Total D 378 Total R 286 Total N 144 Total 817 Oath Received Total D 352 Total R 256 Total N 109 Total 717 Oath Sent 76 Application Sent 9 *Veris sourced - don't expect reply Total 98 Currently Assigned 626 Total D 288 Total R 228 Total N 110 Not Assigned 109 *New Officers New Applicants Total D 6 Total R 10 Total N 5 Total 21 *Approve today Officers Assigned by Position Required CO AO SA O Total 621 Total

10 HART INTERCIVIC MILESTONE CHART September October November December January February March April May Federal Certification Pre-certification Hardware Testing at Hart Sept.15 Oct. 6 Certification Hardware Testing at VSTL Oct. 6 Oct. 31 Test Plan Execution at VSTL Nov. 3 Dec. 17 EAC Final Cert Hart Submits Virginia Cert Application Dec. 18 Virginia State Certification Review of Application Materials and Evaluation Proposal SBE Evaluation Testing Pilot Election Execution & Debrief Anticipated Final VA State Certification Mid-Feb. Target Pilot Election Date Feb. 3 June Primary Election First Delivery Feb. 18 Receive Equipment/ Acceptance Testing Training and Election Prep Primary Election Execution Absentee Voting Begins Apr. 24 Election Day June 9

11 DMV SATURDAY CLOSURE OPINION SURVEY RESULTS SURVEY QUESTION: PWC's Office of Elections currently has a satellite office located at Woodbridge DMV, 2731 Caton Hill Road. In addition to Monday-Friday hours, the satellite office is open every Saturday until 12:00 noon. As a cost saving measure, Office of Elections is considering eliminating the satellite's Saturday hours. Those who want to register to vote or make a change to their voting record would still have the opportunity to obtain, complete and submit registration forms to DMV customer service representatives. Note: during in-person absentee voting periods, Saturday hours would resume in accordance with State Code. The office is collecting public comments on the possible change and welcomes your input. Last day to comment is August 29, NO - 18 Yes 9 Neutral 4 Suggestions 3 More about Voting 9 DMV On-site Box survey Close = 6 Don't Close = 13 NO, Do Not Close - 15 Responses above do not include the 15 voters who provided public comments at the September 5, 2014 Electoral Board Meeting.

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13 Campaign Finance Report Status September 5, Total On Time CFRs Late CFRs Close Out CFRs On Time CFRs Late CFRs Close Out CFRs