BOARD OF ELECTION COMMISSIONERS FOR THE CITY OF CHICAGO MINUTES OF REGULAR BOARD MEETING Tuesday June 12, 2012 9:00 A.M. 69 West Washington 8 th Floor Conference Room; Chicago, Illinois 60602 Present Board Members: Langdon D. Neal Chairman, Chicago Board of Elections (CBOE) Richard A. Cowen Secretary/Commissioner, CBOE Marisel Hernandez Commissioner, CBOE In Attendance: Lance Gough Executive Director, CBOE Kelly Bateman Assistance Executive Director James M. Scanlon Legal Council James P. Allen Communications Director Gary Rycyzyn Consultant, CBOE Patti Battista Executive Assistant, CBOE Mary Anne Mupo Executive Assistant, CBOE Peter Peso Director: Human Resources, CBOE Bill Perez Interim Director: Finance Department, CBOE Sandy Hed Representative, Election Words Judd Ryan Representative, ES&S Terry Williams Representative, League of Women Voters I. CALL TO ORDER Chairman Neal called the meeting to order at 9:25 A.M. II. CONSIDERATION OF AGENDA The agenda was approved as presented. III. APPROVAL OF MINUTES MOTION by Commissioner Hernandez to approve the minutes of the Regular Board Meeting of May 8, 2012. Motion seconded by Commissioner Cowen and passed by unanimous vote of the Board. IV. EXECUTIVE DIRECTOR S REPORT Mr. Gough referred to the draft of the map passed by the Chicago City Council on January 18, 2012 He reported: Work is continuing on redistricting. There was a meeting with representatives of Cook County and the County has a preliminary map of County districts. The Chicago staff is working with the County in efforts to eliminate as many split precincts as possible. The County wants to adopt the district lines this Friday. Communications are ongoing with several Aldermen who are eager to receive the information regarding Ward boundaries. The new Ward lines were compared with the Early Voting sites from the 2012 Primary Election. Reference was made to the chart prepared by Mr. Allen indicating this comparison. The comparison shows 10 sites are now outside of the new Wards; 36 sites are inside the new lines, and 4 Wards are questionable. Mr. Gough also referred to the new grids for the city s garbage collection. He indicated that collaboration will be needed with General Services. Commissioner Cowen inquired about an Early Voting site which had a very low turnout. Mr. Gough replied that this site is in the 12 th Ward and can no longer be used; a more centrally-located site in that Ward is being sought. Page 1 (of 5)
Mr. Gough is reviewing a new policy regarding carry-over of vacation hours. Carryover will be reduced from two years to one year with implementation in the near future. This item is to be considered for voting at the next Board meeting. The Budget for 2013 is being formulized. Ms. Bateman is currently working on the salary schedules with Mr. Peso and the Managers. Assistant Executive Director Kelly Bateman reported: The public is currently in the process of checking petitions. Post-Election debriefing sessions are currently being conducted. Communications Director Mr. Allen reported: Work is in process with the Civic Consulting Alliance to determine collaboration and shared services with Cook County. Some identified areas are: 1) uniformity of forms, 2) uniformity in signage, 3) joint publication of Judges of Election books, 4) efforts regarding legislation for implementation of election-management systems and state-wide voter registration systems; 5) joint purchasing where possible. In addition, the County wishes to curb costs on legal notices; the County s cost for legal notices is currently two-thirds the amount of the City s costs. On a long-term basis, the County also wishes to pursue joint contracts with Dominion and the purchase of poll books. The subject of Hearing Officers was also addressed. Per Commissioner Hernandez s inquiry regarding the status of poll books, Ms. Bateman replied that vendors have made presentations to both the City and the County. She noted that the County is considering a pilot implementation of poll books. Per Commissioner Cowen s question regarding the status of poll books in the City, Mr. Gough replied that Cook County is planning to do a pilot for the November election. He is awaiting the evaluation of that pilot before further action is taken. V. OLD BUSINESS A. Voting Equipment No report. B. Legislation Mr. Scanlon referred to his communication concerning the status of election Bills. He cited Senate Bill 3722, which becomes law on July 1, 2012. Senate Bill 3722: Moves the start of Early Voting to the 15 th (now the 22 nd ) day) before election day and extends the last day of Early Voting to the 3 rd (now the 5 th ) day before the election. The Saturday before election day would be the last day for Early Voting. Permits any person to produce (statute now permits any person to reproduce, distribute or return ) an application for absentee ballot. The Bill requires that the form be substantially similar to that required by Section 19-13 of the code, and including any substantially similar production or reproduction generated by the applicant. Adds the following language to the application for absentee ballot: I understand that this application is made for an official ballot or ballots to be voted by me at the election specified in this application and that I must submit a separate application for an official absentee ballot or ballots to be voted by me at any subsequent election. Extends Grace Period Registration and Voting to the 3 rd day (now the 7 th day) before Election Day (Saturday). Mr. Scanlon stated there are four (4) other Bills which have been passed by the General Assembly: HB 5203 provides that two (2) or more petitions filed within the last hour of the filing deadline shall be deemed filed simultaneously. Page 2 (of two)
HB 5207 provides that if a statewide projection of valid signatures on a petition for a advisory public question establishes a total number of valid petition signatures greater that 95.0% of the minimum number of signatures required to qualify the proposed statewide advisory public question for the ballot, the results of the sample shall be considered inconclusive and the State Board of Elections shall issue a final order declaring the petition to be valid. HB 5877 creates the Judicial Privacy Act. It provides that election authorities more carefully maintain and disclose the election records of judicial officers. If voter registration information is requested, it provides that election officials block personal information such as the address and social security number of the individual. SB 3576 affects municipal candidates and aldermen in cities under 500,000; this does not affect Chicago. C. Report from the Community Forum Commissioner Cowen reported on feedback from participants at the recent meeting of AECOI, (Association of Election Commissioner Officials of Illinois) concerning the recommendations of the Community Forum. 1. Same-Day Registration There was no support. 2. Early Voting There was some support to continue Early Voting, at least through the Saturday before the election, and perhaps longer. 3. On-Line Registration There was strong support for not only obtaining the application on line, but also on signing and returning the application on line. 4. Votes Centers There was little discussion on this issue. The details, costs, and implementation were not addressed. 5. Internet Voting and Voting by Phone There was no support. 6. Increasing Voter Turnout There was general discussion but no specific recommendations. Commissioner Cowen concluded that on-line registration received support. He suggested that the Board discuss this item at the next meeting. Mr. Allen added that the current manner of implementing redistricting was discussed, with the view that the process needs improvement. Chairman Neal thanked Commissioner Cowen for representing the Board at AECOI. VI. NEW BUSINESS A. Electoral Board Rules of Procedure Mr. Scanlon referred to the draft of the Electoral Board Rules of Procedures. He pointed out a change based on the decision of the Circuit Court of Cook County in the Caldwell case, which addresses affidavits. He cited Rule 10, C: All affidavits must be sworn to, signed, and notarized before a Notary Public or other officer authorized to administer oaths in the State of Illinois verifications under Section 1-109 of the Code of Civil Procedure (735 ILCS 5/1-109) are not acceptable. Commissioner Cowen recommended that notice of the change should be posted on the Board s website. In addition, the information should be communicated as broadly as possible, including the CBA Election Law Committee. Mr. Gough suggested that Mr. Scanlon prepare a letter from the Board to public officials regarding the changes. Minutes of Regular Board Meeting: June12, 2012 Page 3 (of five)
B. Guidelines for Advisory Referenda Mr. Scanlon stated that the document was an update to the Guidelines for Advisory Referenda. MOTION by Chairman Neal to approve the Guidelines for Advisory Referenda. Motion seconded by Commissioner Cowen and passed by unanimous vote of the Board. C. Contracts 1. Intergovernmental Agreement for 1819-1869 W. Pershing MOTION by Commissioner Hernandez to approve the Intergovernmental Agreement for the warehouse at 1819-1869 West Pershing Road. Motion seconded by Commissioner Hernandez and passed by unanimous vote of the Board. 2. Lance Gough MOTION by Commissioner Hernandez to approve the contract with Mr. Lance Gough for the position of Executive Director for the Chicago. Motion seconded by Commissioner Cowen and passed by unanimous vote of the Board. 3. JPA Consulting Group MOTION by Commissioner Cowen to approve the contract with JPA Consulting Group, Inc. Motion seconded by Commissioner Hernandez and passed by unanimous vote of the Board. 4. kdezign MOTION by Commissioner Cowen to approve the contract with kdezign for the period of April 1, 2012 to March 31, 2013. Motion seconded by Commissioner Hernandez and passed by unanimous vote of the Board. 5. Dean Ftikas MOTION by Commissioner Cowen to approve the contract with Mr. Dean Ftikas for the period of July 1, 2012 to June 30, 2013. Motion seconded by Commissioner Hernandez and passed by unanimous vote of the Board. 6. William Perez MOTION by Commissioner Hernandez to approve the contract with Mr. Guillrtmo (Bill) Perez for the period of July 1, 2012 to June 30, 2013. Motion seconded by Commissioner Cowen and passed by unanimous vote of the Board. 7. Gary Rycyzyn MOTION by Commissioner Cowen to approve the contract with Mr. Gary Rycyzyn for the period of July 1, 2012 to June 20, 2013. Motion seconded by Commissioner Hernandez and passed by unanimous vote of the Board. 8. AT&T MOTION by Commissioner Hernandez to ratify the Board s request to add the accounts of the Chicago Board of Elections to the s account. Motion seconded by Commissioner Cowen and passed by unanimous vote of the Board. 9. James M. Scanlon & Associates, P.C. MOTION by Commissioner Hernandez ro approve the contract with James M. Scanlon & Associates, P.C. for the period of July 1, 2012 to June 30, 2013. Motion seconded by Commissioner Cowen and passed by unanimous vote of the Board. 10. 2012 Canvass and October, 2012 Polling Place Notices Mr. Allen referred to the communication from Ms. Diane Soto, Purchasing Director, dated June 5, 2012. Mr. Allen explained that seven (7) bids were received. Commissioner Hernandez inquired if the bidders were representative of either Women or Minority-Owned businesses. Mr. Allen replied that the available information was indicated on the communication from Ms. Soto. Per Chairman Neal s request, Mr. Gough will ask Ms. Soto for a compilation of all the minority and women-owned business for all the vendors of the Board. Mr. Gough stated that Johnson and Quin have been in business since 1908. Page 4 (of five)
MOTION by Commissioner Cowen to award the bid for the 2012 Canvass and October, 2012 Polling Place Notices to Johnson and Quin in the amounts indicated: 1) 2012 Full Canvass for $34,255.00; 2) 2012 Polling Place Notices for $24,777.50. Motion seconded by Commissioner Hernandez and passed by unanimous vote of the Board. Commissioner Cowen asked what was involved in the polling place notices. Mr. Allen replied that the poling place notice is a household mailing that lists the location of one s polling place, the identification of the household s ward and precinct and the location of the nearest Early Voting site. He added that the cost includes all printing and preparation for mailing, with postage of $400,000.00 to be paid by the Board. VII. LEGAL REPORT Mr. Scanlon reported that thirteen (13) objections filed with the Illinois State Board of Elections are within the jurisdictions of the Chicago Board of Elections. He added that several of the objections are duplicates and most of the objections involve signature checks. Mr. Scanlon stated that a meeting of the Electoral Board is scheduled for June 18 at 9:00 A.M. Mr. Scanlon noted that he will review the objections to ascertain the scheduling of Hearing Officers. VIII. FINANCIAL REPORT IX. PUBLIC COMMENT X. EXECUTIVE SESSION XI. ADJOURNMENT MOTION by Chairman Neal to adjourn the meeting at 10:45 A.M. Motion seconded by Commissioner Cowen and passed by unanimous vote of the Board. Submitted, Commissioner Richard A. Cowen Secretary Page 5 (of five)