DUPAGE COUNTY ELECTION COMMISSION BOARD MEETING AGENDA MONDAY, NOVEMBER 28, 2016, 9:00 A.M.

Transcription

1 DUPAGE COUNTY ELECTION COMMISSION BOARD MEETING AGENDA MONDAY, NOVEMBER 28, 2016, 9:00 A.M. A. CALL TO ORDER B. ROLL CALL C. PLEDGE OF ALLEGIANCE D. SIGNING OF OFFICIAL CANVASS FOR NOVEMBER 8, 2016 GENERAL ELECTION RESULTS E. PUBLIC COMMENT F. APPROVAL OF MINUTES OF NOVEMBER 9, 2016 G. FINANCE COMMITTEE 1. Purchasing Update a. None at this time 2. Items for Approval a. Prager Moving and Storage Co. PO SERV Change Order H. UNFINISHED BUSINESS 1. Executive Director s Report 2. Legal Counsel Report a. Litigation Report b. Pending Matters I. NEW BUSINESS 1. Additional Business to come before the Commission J. EXECUTIVE SESSION 1. Review of the Official Record - Pursuant to 5 ILCS 120/2 (C) (21) 2. Personnel - Pursuant to 5 ILCS 120/2 (C) (1) 3. Pending and/or Probable Litigation - Pursuant to 5 ILCS 120/2 (C) (11) K. MATTERS TO BE REFERRED FROM EXECUTIVE SESSION L. ADJOURN TO WEDNESDAY, DECEMBER 7, 2016 AT 4:00PM

2 THE DU PAGE COUNTY ELECTION COMMISSION BOARD MEETING November 9, 2016 The proceedings of the DuPage County Election Commission at a regular meeting held in Room 3-500A of the Jack T. Knuepfer Building, DuPage Center, 421 North County Farm Road, Wheaton, Illinois, on Wednesday, November 9, 2016, at 4:00 p.m. Commissioner Terrill called the meeting to order. On roll call, Commissioners Terrill, Lowe and Boske were present. Commissioner Terrill led the pledge of allegiance. Also present were Robert Saar, Executive Director, Joseph Sobecki, Assistant Executive Director and Patrick Bond, Legal Counsel. questions at this time. Commissioner Terrill opened the floor for public comment. No comments or Commissioner Boske moved, seconded by Commissioner Lowe, to approve and make a matter of record the minutes of the October 26, 2016, Board Meeting. Commissioners Boske, Lowe and Terrill voted aye. Motion carried.

3 Executive Director Saar and Assistant Executive Director Sobecki, presented the purchasing update to the Board as follows; Requisition SERV to Governmental Business Systems, for the change order approval for the Precinct Kits contract. Total Change is $98, from $76, Requisition SERV to Governmental Business Systems, for the change order approval for the Election Ballot Management contract. Total Change is $362, from $336, Commissioner Terrill requested approval of Requisition SERV to Governmental Business Systems, for the change order approval for the Precinct Kits contract. Commissioner Boske moved, seconded by Commissioner Lowe to approve Requisition SERV. On roll call, Commissioners Boske, Lowe and Terrill voted aye. Motion carried. Commissioner Terrill requested approval of Requisition SERV to Governmental Business Systems, for the change order approval for the Election Ballot Management contract. Commissioner Boske moved, seconded by Commissioner Lowe to approve Requisition SERV. On roll call, Commissioners Boske, Lowe and Terrill voted aye. Motion carried. Commissioner Boske moved, seconded by Commissioner Lowe, to approve Finance Resolution F : Payment of EC Bills. After discussion, on roll call, Commissioners Boske, Lowe and Terrill voted "aye". Motion carried.

4 R E S O L U T I O N F W HEREA S, t he F i n a nc e Com m itt e e of the D u Pa g e C o un t y Election Com m is s i o n, St a t e o f Illin o is, h as exam i n ed a nd a pp roved f or t h e p a ym en t of c l a im s att ac h ed. NOW, T HER E FORE, B E IT R E SO L V E D b y the D u P ag e C o un t y E l ection Com m is s i o n t h a t t h e D u Pa g e C ou n t y T reas ur er b e an d is h e reby d ir ected a nd em po wered to m ak e pa ym e n t of eac h of the c l a im s c on t ained o n t he a tt ac h ed h ereto, p urs u an t to the a pp roval ther e of b y t h e DuPage C o u nt y E l ec t io n Com m is s i o n. B E IT F URT H E R R E SO L V E D that t he Ex ec ut i v e D ir ec tor t ransm its a c er t if i e d c o p y of t h is Res o l u tion to t he D u P ag e Count y F i na n c e D e p ar tm ent, the DuPage C o u nt y T r e as ur er an d t o t h e Chief J ud g e, of t he E i g ht e e nt h J u d ic ia l C irc uit. A DO PT E D this 9 th day of Novem ber / s / C a t h y Te r r i l l C hairp e r s o n A T TE S T: / s / J o h n B o s k e S e c r e t a r y Menards Menards Menards Menards Menards CDW-G Platt Cases Warehouse Direct Warehouse Direct Warehouse Direct Furn/Mach/Equip, Small Value $32.22 Portable key safe for Polling Place site Furn/Mach/Equip, Small Value $69.92 Lighting for polling place Operating Supplies & Materials $37.72 Supplies for lighting Furn/Mach/Equip, Small Value -$49.94 credit for returned items Operating Supplies & Materials -$26.95 credit for returned items Operating Supplies & Materials $ Cell battery Operating Supplies & Materials $1, Protective cases with foam inserts to transport election materials Operating Supplies & Materials $ AccuVote OS batteries Operating Supplies & Materials $ Waste toner cartridge for 7800 printer Operating Supplies & Materials $ color toner for 7800 printer Other Contractual Expenses $ Coffee supplies

5 Bond, Dickson & Associates. PC Taylor Uhe LLC Kalkman Investigation & Research Associates, Kalkman Investigation & Research Associates, Operating Supplies & Materials $1, T100 power cords Operating Supplies & Materials -$1, credit for returned items Operating Supplies & Materials $19.43 paper & pens Operating Supplies & Materials $23.46 Envelopes Operating Supplies & Materials $ V batteries & pens Operating Supplies & Materials $73.58 Operating Supplies & Materials $ Operating Supplies & Materials $ Operating Supplies & Materials $ AA, AAA batteries, post it notes & paper Xerox High capacity toner for 4500 printer High capacity color toner for the 7800 Printer High capacity black toner for the 7800 Printer Operating Supplies & Materials $ labels Operating Supplies & Materials $5.96 scissors Operating Supplies & Materials $ High capacity color toner for the 7800 Printer Operating Supplies & Materials $42.01 Paper, clips & card stock PO SERV Legal Legal Services $7, Services October Lobbyist Services $3, PO SERV Legislative Consultant Nov Other Professional Services $40.00 Background Check Other Professional Services $40.00 Background Check PO SERV Vote By Mail Envelopes for 11/8/2016 Other Professional Services $11, EL Other Professional Services $2, Other Professional Services $41, Other Professional Services $3, Other Professional Services $167, PO SERV 2,500 pads of Early Voting applications for 11/8/2016 EL PO SERV 284 Precinct kits, 15 EV kits, 30 Health Care kits & Vote By Mail Envelopes for 11/8/2016 EL PO SERV Additional Precinct kit supplies for 11/8/2016 EL PO SERV Election Ballot Management - 620,475 Ballots 1,687 carry boxes & 37,244 test decks for the 11/8/16 EL

6 Republic Services AT&T Other Professional Services $10, Waste Disposal Services $ Wired Communications Svc $42.01 PO SERV Election Technology Software for the 11/8/16 EL Waste services 11/1/816-11/30/16 Aurora 911 line 10/22/16-11/21/16 Verizon Toshiba Financial Services Wireless Communications Svc $ Election phones 9/27/16-10/26/16 PO Serv; E-Studio4555c Color Printer Lease Repair & Mtce Other Equipment $ /1/16-11/31/16 Western A Midwest IL, LLC Rental Of Office Space $19, Production Facility Rent, Operation Expenses & Taxes Dec Nancy Bretl Corelei Codak Carol Majchrzak George J. Reiber, Sr. Diane Saverson Patricia Smorkel Ryder MacGraphics Shaw Media FedEx Mileage Expense $26.46 Delivery of Supplies to EV site Mileage Expense $22.14 Delivery of Supplies to EV site Mileage Expense $39.96 Delivery of Supplies to EV site Mileage Expense $50.22 Delivery of Supplies to EV site Mileage Expense $ Delivery of Supplies to EV site Mileage Expense $16.20 Delivery of Supplies to EV site Travel Expense $7.77 I-Pass charges PO E ,397 Polling Place Change Notification Cards for the Printing $ /8/16 EL Advertising $40, PO SERV Notice of Election and Early Voting publication for the 11/8/15 EL Postage & Postal Charges $1, Election mailings Ryder Joseph Sobecki Augustino's Other Transportation Charges $ Software Licenses $ Other Contractual Expenses $ Truck rental 10/20/16-10/27/16 4 Licenses for On-line Agent software 10/31/16-11/29/16 Catering for Election Day dinner 11/8/2016

7 In addition to the Executive Director s Report, Executive Director Saar provided updates to the Board as follows; over 30% of DuPage County voters cast a ballot by mail or in person during the Early Voting period which helped minimize the number of voters that showed up on Election Day. The results webpage experienced performance issues with the new method of posting election results. To ensure the results were available, we reverted to the original static method of posting results until the issue was resolved. The static results were accessible on the website by 8:30 pm. The Republican organization in the three western Townships, consisting of Wayne, Winfield and Naperville, have requested to go to a Primary Election. Counsel Bond provided the following updates and legal report to the Board as follows; there was a different interpretation of the Election Code between one of the candidates for elected office and his staff pertaining to Vote by Mail ballots. If a voter has not received their Vote by Mail ballot, the voter completes a Voter Affidavit indicating they did not receive said ballot and they would be allowed to vote. Voters are issued provisional ballots, which is in fact, a full ballot. The question raised was that the affidavit did not list provisional ballot, it just listed ballot. If a voter s Vote by Mail ballot is received within the 14 day time frame, the provisional will not be counted and the voter will be notified in efforts to avoid the voter from voting twice.

8 Counsel Bond and Executive Director Saar met with the State s Attorney office to discuss the election process and the possibility of issues that may occur in preparation for Election Day. In the event that a court order was needed, Chief Judge Creswell appointed a judge to remain on hand should anything be needed on Election Day. Once approved, the Political Participation policy will be sent to a list of attorneys used by the Election Commission so they are aware ahead of time of the policy in effect. Commissioner Boske moved, seconded by Commissioner Lowe, to approve the Political Participation by Election Commission and Electoral Board Attorneys policy. After discussion, on roll call, Commissioners Boske, Lowe and Terrill voted "aye". Motion carried. POLITICAL PARTICIPATION BY ELECTION COMMISSION AND ELECTORAL BOARD ATTORNEYS The Election Commission recognizes the importance of maintaining the integrity and transparency of its election operations. In order to provide the public with full confidence in the results of elections and to ensure that those results are free from any factors which would affect the integrity of the vote tabulation or the voter confidence in the electoral

9 process, it is the policy of the Election Commission that attorneys working for the Election Commission or the Electoral Board are prohibited from engaging in certain prohibited political activity on behalf of any Candidate under the jurisdiction of the Election Commission. The Employees of the Election Commission, under the Ethics Ordinance adopted by the Election Commission, are prohibited from engaging in political activity, as set forth more fully in the Election Commission Ethics Ordinance. The Commissioners of the Election Commission, also under the Ethics Ordinance adopted by the Commission, are prohibited from engaging in certain political activity. Pursuant to State law, the Commissioners must demonstrate a party affiliation as the Election Commission is a legally constituted bi-partisan Commission, pursuant to State law. Prohibited Political Activity Any attorney performing legal services on behalf of the Election Commission, including the law firm employing said attorney, shall refrain from the political activity prohibited herein on behalf of any Candidate under the jurisdiction of the Election Commission, on behalf of the Election Commission or the Electoral Board. A. Organizing in any political meeting, political rally, political demonstration or any other political event; soliciting contributions, selling, distributing or receiving payment for tickets for any political fundraiser, political meeting, or other political event. B. Soliciting or planning the solicitation of campaign contributions or preparing any document or report regarding anything of value intended as a campaign contribution.

10 C. Assisting at the polls on Election Day on behalf of any political candidate for elective office. D. Making contributions on behalf of any candidate for elective office or in connection with a campaign for elective office for a particular office. E. Distributing, preparing for distribution or mailing campaign literature, campaign signs, or other campaign material on behalf of any candidate for elective office. F. Managing or working on a campaign for elective office. Violations Any Attorney violating the provisions of this Policy is subject to removal from service to the Election Commission or the Electoral Board, as appropriate. No contributions made prior to the effective date of this Policy shall be construed as a violation of this policy. This Policy shall become immediately effective upon the approval and passage, as provided for by law. ADOPTED this 9 th day of November 2016 /s/ Cathy Terrill Cathy Terrill, Chairperson /s/ James S. Lowe James S. Lowe, Vice Chair

11 ATTEST: /s/ John Boske John Boske, Secretary /s/ John Boske John Boske, Secretary The Board has requested the 2017 Board Meeting Schedule be amended to change the Friday, March 17, 2017 from 4:00pm, to 3:00pm.

12 Commissioner Boske moved, seconded by Commissioner Lowe, to adjourn Monday, November 28, 2016, at 9:00 a.m. in Room 3-500A. Commissioners Boske, Lowe and Terrill voted "aye". Motion carried. Secretary of the Board Reviewed: Approved:

13 Executive Director s Report November , Board Meeting Actions items: Administrative Division Administrative The official registered voter count for the 2016 General Election is 614,752; 42,643 higher than the registered voter count in the March Primary. As of Monday, November 07, 2016, the total ballots voted are 124,433. o 106,588 ballots from Early and Grace Period Voters o 17,845 (32,296 applications) ballots from Vote by Mail programs Staff has been utilizing the online chat system on the Election Commission webpage during office hours. Public response has been very positive. Purchasing Update: Prager Moving and Storage Co. PO SERV, Movers change order. Total change from $95, to $98, This item is on the agenda for board consideration. Election Division The 2016 General Election is near completion Filing process for the February 28, 2017, Consolidated Primary Election began on Monday, November 21 st. The last day to file is Tuesday, November 22 nd by end of day. Registration Division Completing provisional ballot determinations Beginning to record votes from binders Processing applications dated after close of registration 1 P a g e