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Minutes, September 5, 2018 Page 1 <br />MINUTES <br /> <br />City of Charlottesville Electoral Board <br />Meeting of September 5, 2018 <br /> <br /> <br />The meeting was called to order by the Chair at 5:49 pm on Wednesday, September 5, <br />2018 in the office of the Charlottesville General Registrar. Those present were Electoral <br />Board members Anne Hemenway (Chair), Jon Bright (Vice Chair), and Jim Nix <br />(Secretary), General Registrar Rosanna Bencoach, Deputy Registrar Katie Mauller, <br />Election Manager Melissa Morton, Project Assistants (Assistant Registrars) Joyce <br />McKenney and Paul Boggs and Voter Equipment Technician Raenell Lockley. <br /> <br />On a motion by the Chair, seconded by the Vice Chair, the agenda was approved <br />unanimously without change. <br /> <br />Public Comment <br /> <br />There were no members of the public present at this meeting. <br /> <br />Planning for the November 6 Election <br /> <br />The sole agenda item for this meeting was detailed election preparation. This meeting <br />was necessitated by the announcement of a pending prolonged absence by an <br />experienced senior staff member. During the meeting, two other staff members <br />announced that they may have to incur additional absences this fall. In preparation for <br />the meeting the Secretary prepared and distributed a list of questions concerning <br />election preparation and decisions yet to be made regarding the election. The General <br />Registrar, with input from the staff, prepared responses to the questions for discussion <br />at the meeting. <br /> <br />In opening the discussion, the Chair, stressed to the referenced senior staff member <br />that this person’s well-being is primary and that this meeting was scheduled to ensure <br />that there is a plan to cover key election duties during the expected absence. <br /> <br />The discussion then followed the sequence of items in the paper prepared by the <br />Secretary and modified by the staff. Training issues were discussed first and all agreed <br />that it is essential that all election officials are made familiar with the set up and use of <br />the Touch Writer. In the interest of simplifying the training, the plan to print provisional <br />ballots, as required, in the precincts on Election Day, using the Touch Writers, was <br />scrapped in favor of a return to the standard policy of printing a small quantity of these <br />ballots in advance and distributing them to the precincts along with the regular ballots. <br />Printing from the Touch Writer would still be available for backup. <br />