Board of Election Commissioners

Commissioners Marisel A. Hernandez, Chairwoman William J. Kresse, Commissioner/Secretary Jonathan T. Swain, Commissioner Lance Gough, ExecutiveDirector Board of Election Commissioners Board of Election Commissioners for the City of Chicago Minutes of the Regular Board Meeting May 23, 2017,9:00 a.m. 69 West Washington Street, 8th Floor Conference Room, Chicago, Illinois 60602 Board Members: Marisel A. Hernandez, Chairwoman William J. Kresse, Commissioner/Secretary Jonathan T. Swain, Commissioner Staff: Lance Gough, Executive Director Kelly Bateman, Assistant Executive Director (Absent) James M. Scanlon, General Counsel Jim Allen, Communications Director Peter Peso, Deputy Chief Administrative Officer Lorel Blameuser, Manager-Purchasing Lacretia Dandridge, Manager - Human Resources Bill Perez, Coordinator Hispanic Outreach Sarita Villarreal, Consultant Geneva Morris, Videographer Irish Sheehy Guests: Heiene Gabelnick, League of Women Voters - Chicago Brittany McKelvie, Republican Party Sherman Martin, Xerox Sandy Had, Election Works Sue Case, ES&S Tom Peske, Xerox Kyle Mohrbach, Xerox I. Call to Order: The Regular Board Meeting was called to order at 9:22 A.M. II. III. IV. Roll Call: Marisel A. Hernandez, Chairwoman, William J. Kresse, Commissioner/Secretary, and Jonathan T. Swain, Commissioner were present. Consideration of Agenda: The agenda was approved as presented. Approval of Minutes: A. Minutes of the Regular Board Meeting of May 9, 2017 69 West Washington Street, Suites 600/800, Chicago IL60602 1.312.269.7900 fax 1.312.263.3649 TTY 1.312.269.0027 chicagoelections.com email; cboe@chicagoelections.net

Commissioner Swain moved to approve the minutes of the Regular Board Meeting of May 9, 2017, Commissioner Kresse seconded the motion and the motion was approved by 3:0 vote of the Board. V. Executive Director's Report Executive Director Gough reported that on May 10-12 the Association of Election Commission Officials of Illinois (AECOl) held their conference in Chicago. Chairwoman Hernandez spoke, welcoming the AECOl to Chicago. Also speaking were Thomas Hicks, Vice-Chairman of the Election Assistance Commission (EAC), who spoke on Elections as Critical Infrastructure; Jonathan Brater, Counsel for the Democracy Program, Brennan Center of Justice at New York University of Law, who spoke on Automatic Voter Registration; Robert Day, AECOl General Counsel; and Board General Counsel Jim Scanlon who gave an Election Legislation Update. Mr. Gough also reported thaton May 19*"^ the Law Firm ofjones Day sponsored a well-attended luncheon to honor the more than 200 volunteers who worked with Equip for Equality and the Board during the 2016 elections to survey the accessibility of Chicago's polling places. Mr. Gough announced that at their national meeting on June 15^*^, the National Disabilities Rights Network (NDRN) will be honoring the Board, along with Equip for Equality and the Justice Department, for their work to have Chicago's polling places 100% accessible. Mr. Gough requested permission from the Board to accept the award on behalf of the Board; the Board agreed. Mr. Gough reported that Peter Peso is working on the preliminary County Budget, which needs to be submitted by Friday. Further, staff is working on the reorganization of the office (which is going well), as well as the mail canvass. A. Assistant Executive Director [ABSENT] B. Communications Director Communications Director Jim Allen reported that since the last Board meeting he has been working with Purchasing Officer Lorel Biameuser on completing and issuing the specifications for the full mail canvass, responding to vendor questions and posting samples and answers. The bid opening is scheduled for May 31 He is hopeful that there will be a recommendation forthe Board by the next Board meeting. Mr. Allen reported that he met with ES&S, the e-poll book provider, to map out any changes wanted in advance of the March 2018 election. In tandem with these meetings. Board staff has been meeting with the County Clerk's office to learn what they will be doing regarding e-poll books in order to coordinate our efforts. Chairwoman Hernandez thanked Mr. Allen for his work on the AECOl meeting. Mr. Allen gave credit to Audra Lewicki for organizing that Page 2 of 5

Commissioner Kresse inquired ifthe canvass was progressing smoothiy. Mr. Allen replied that the Board is on target for a July 19*^ mall drop, as scheduled. VI. Old Business A. infrastructure Projects and Changes in Election Administration: Mr. Gough stated that we are working on a RFP for new voting equipment. B. Electronic Poll Books: Mr. Gough stated that we are looking at modifications, as Mr. Allen reported. C. Voting Equipment: addressed above. D. Legislation: General Counsel Scanlon had previously provided the Commissioners with an updated status report on legislation. Mr. Scanlon reported that there are three bills up for consideration in committee in Springfield tomorrow (Wednesday May 25): House Bill 512 which modifies the section of the Election code which deals with publishing public notice of referenda; the Bill would expand the existing window for publishing from not sooner than 30 and not later than 10 days before an election, to not sooner than 60 and not later than 10 days before the election. This bill would not adversely affect the operations of this Board. Senate Bill 1592 which deals with the creation of County Boards of Election Commissioners within the office of County Clerk. As originally drafted, the bill only pertained to DuPage County. Further, Amendment number 2 specifically excludes Cook County and the City of Chicago and most other Election Boards throughout the State of Illinois. Senate Bill 1933 deals with Automatic Voter Registration. Mr. Scanlon had been told that there are still negotiations on possible revisions to that bill, but had not heard anything further. Mr. Scanlon had nothing further to report. VII. New Business A. Grant Authorization and Approval to participate in the State of Illinois Joint Purchasing Program for Inter-Governmental Contracts to the Purchasing Agent. Lorei Blameuser, Manager - Purchasing, reported to the Board that this action item is part of the State of Illinois' requirement for other sister agency Jurisdictions to participate in the Joint Purchasing Program. Specifically, the State of Illinois requires that the Board pass a resolution designating a representative from the Board to participate in, and be accountable for maintaining the relationship with, the Joint Purchasing Program. Ms. Blameuser asked that she be so designated. Page 3 of 5

Commissioner Kresse made a motion authorizing Lorel Blameuser, Purchasing Agent, to execute on behalf of the Chicago Board of Election Commissioners all the necessary forms, applications, requisitions and other documents related to the State of Illinois Joint Purchasing Program as stated on the Joint Purchasing Program Resolution. The motion was seconded by Commissioner Swain and was passed by unanimous vote of the Board. B. New 36 Month Lease Agreement for Digital Photocopy Equipment with Xerox Corporation Presently the Board has various pieces of photocopying equipment; some are owned by the Board, some are leased. Much of the equipment has been in place since 2006 and is now outdated. Purchasing has been working to acquire modern, uniform equipment for the Board. Before the Board today are two proposed 36-month lease agreements that would not only get the Board up-to-date tools, but also enable us to be prepared for future development. Commissioner Kresse asked about the difference between the 2 contracts. Both are for 36 pieces and for 36 months. Ms. Blameuserconfirmed that they are for a combined number of 72 pieces of equipment. One is through the State agreement and is for equipment for the Board administration offices, replacing equipment on the 6th and 8th floors at 69 W. Washington, and at the warehouse. The other agreement is for production equipmentin the copy room and registration area where they handle larger documentation and records, and is being purchased through a consortium contract. The number of pieces reflects the fact that multiple equipment pieces / components are required to make up some of the larger production units (e.g., collators, hard drives, etc.) Commissioner Swain moved to accept the Digital Photocopy Equipment, thirty-six (36) month lease contract agreementwith Xerox at $479,494.44 contract period to begin in July 2017, Commissioner Kresse seconded the motion and the motion passed by unanimous vote of the Board. C. New 36 Month Lease Agreementfor Production Equipmentwith Xerox Corporation: This would be for the heavy duty equipment in the copy room. A motion to approve a 36-Month Lease Contract Agreement with Xerox Corporation for Production Equipment in the amount of $327,578.70 was made by Commissioner Kresse, seconded by Commissioner Swain and passed by unanimous vote of the Board. D. Agreement between Board of Election Commissioners for the City of Chicago and Equip for Equality The Chairwoman reminded the Board that at the last meeting the Board gave Mr. Gough and Mr. Scanlon approval to negotiate an agreement with Equip for Equality, and inquired whether such an agreement was ready for approval. Mr. Gough stated that the Board is not prepared at this time. Page 4 of 5

As such, the Board agreed to differthis matter to the next meeting. VIII. IX. Legal Report: Mr. Scanlon had nothing to report at this time. Financial Report A. Balance Sheet and Voucher Listingsfor the City of Chicago - 2017 Appropriation - 17-04 dated May 23, 2017 In the amount of $ 1,094,520.33: Commissioner Kresse moved to approve the Balance Sheet and Voucher Listings for the City of Chicago - 2017 Appropriation -17-04 dated May 23, 2017 In the amount of $ 1,094,520.33, Commissioner Swain seconded the motion and the motion was approved by a 3:0 vote of the Board. X. Public Comment: None XI. Executive Session: None XII. Adjournment: Motion to adjourn to the next Regular Board Meeting of June 13, 2017 at 9:00 A.M. was made by Commissioner Kresse, seconded by Commissioner Swain and passed by unanimous vote of the Board. The meeting adjourned at 9:42 A.M. Submitted, Commisslon/sr William J. Kresse Secretat Page 5 of 5