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MINUTES <br /> <br />City of Charlottesville Electoral Board <br />Meeting of May 23, 2018 <br /> <br /> <br />The meeting was called to order by the Chair at 5:15 pm at the Carver Recreation <br />Center. Those present were Electoral Board members Anne Hemenway (Chair), Jon <br />Bright (Vice Chair), and Jim Nix (Secretary), General Registrar Rosanna Bencoach, <br />Deputy Registrar Katie Mauller, and Election Manager Melissa Morton. <br /> <br />On a motion by the Vice Chair, seconded by the Chair, the agenda was approved <br />unanimously. <br /> <br />On a motion by the Vice Chair, seconded by the Chair, the minutes of the April 24, 2018 <br />meeting were approved unanimously without change. <br /> <br />Public Comment <br /> <br />There were no members of the public present at this meeting. <br /> <br />Report of the General Registrar <br /> <br />The General Registrar provided the board members with a written report. The board <br />members read the report with no questions or comments, but the Chair requested that, <br />in future, the Registrar provide copies of the report to the Board members one day in <br />advance of the meeting. <br /> <br />Discussion Items <br /> <br />The Deputy Registrar provided the Board members with copies of a proposed policy on <br />scanning documents for retention. The key element in the proposal is a requirement to <br />retain paper copies of scanned documents for one year after they are scanned. On a <br />motion by the Chair, seconded by the Vice Chair the proposed policy was unanimously <br />adopted. <br /> <br />The Election Manager provided the Board members with a draft policy on the use of the <br />office printer during the period of election preparation when ballot printing is a priority <br />task. The Vice Chair requested a change to the final sentence so that it reads in part <br />“…printers shall be used for office business only.” On a motion by the Chair, seconded <br />by the Vice Chair the policy was unanimously approved with the change requested by <br />the Vice Chair. <br />