Board of Civil Authority Meeting Minutes 9.24.24

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THE BOARD OF CIVIL AUTHORITY, GUILFORD, VERMONT

Meeting Minutes from 9/24/24

Attended In Person: Elly Majonen, Verandah Porche, Roberta Bremmer, Don McLean, Doug Hunt, Anna Klein, Amanda Franklin, A. Lyle Howe, Cathi Wilken

Attended vi Zoom:  Pat Haine, Todd Mandell, 

Attended via phone: Lori Nelson

Agenda:

  1. Call to order: 6:00 pm by  Elly Majonen
    1. Don was nominated as Moderator, Vote by voice. All in favor.
    2. Don noted that during polling hours, if an issue arises, the BCA is the authority to solve the issue
  2. Any changes to agenda (None)
  3. Tabulator Use:
    1. Elly will be getting trained on how to use the tabulator. Will let BCA know when that date is scheduled so anyone can attend. Potentially the week of Oct. 14th.
    2. If we receive more than 500 ballots ahead of Nov. 5th, the BCA authorizes the early processing of ballots under the requirements that there are at least two BCA members from two different parties attending/participating. Voted by Voice, All in Favor  
  4. Contested candidates cannot serve as Election Officials (exceptions: JPs, TC, Treasurer, Moderator, etc)
    1. The only Person affected is Zon Estes due to his candidacy and he has recused himself from any involvement overseeing the election
    2. Don clarified that JP’s are exempt from conflict and current JPs terms expire Feb 1st.
  5. Ballot distribution process – see attached
    1. We have posted instructions on our website about the Nov 5th General Election and how ballots will be distributed along with what steps to take if you do not receive a ballot.
    2. Should repost via FPF and have routine reminders leading up to the election.
    3. Focusing on sharing correct information in a variety of forms. about how to return your ballot.
  6. Receiving ballots process
    1. Prior to 11/5  folks can mail in ballots, drop it off into the drop box kiosk, or hand deliver to Town Office, where it will be date/time/rec’d stamped.
    2. Folks should bring their ballots (whether voted or not voted) to the polls on Nov 5th. If folks do not bring their ballots to vote at the polls on Nov. 5th, they must sign an affidavit before being permitted a new ballot to vote. 
    3. At the polls, we will have a station specifically for folks that need to sign an affidavit AND a station for same day voter registration.
    4. The voter checklist will be our most valuable tool to secure no one is voting twice.
    5. Need to be clear with voters about the poll voting process. First, they check in, then they vote, next they check out and finally run their ballot in the tabulator.
  7. Processing ballots (before / day of)
    1. State statute allows ballots to be entered early into the tabulator to prevent being overwhelmed on election day. Town clerk must be present and must have two BCA members present, from 2 different parties.  This process needs to be warned before it can happen.
    2. Withing 3 days of receiving a ballot they must be cured, which means the first outer envelope must be opened to confirm that the voter has signed and dated their “Voted Ballots Envelope”. This allows the opportunity for the Town Clerk to reach out to the voter and have them officially sign the envelope if needed.
    3. Cathi and Roberta can come in on Mondays at 12pm to cure ballots and Amanda and Don will come in on Thursday at 4pm. This does not need to be warned. Elly will email if BCA folks needed. 
  8. Volunteers –
    1. Looking for help on Election Day with setup 8am to 10am 
    2. Vets for Vote, a program asking Veterans to volunteer to work the polls as they tend to be respected members in the community
    3. Greeters: Folks at the entrance
    4. Poll watchers, to answer questions and watch over proceedings
    5. Setting up a snack station for all poll workers
    6. Making Election officer Badges, Elly.
    7. Getting more “I voted stickers”. Don will follow up.
    8. Sign up sheets for Election Day will be going out soon – Anna will help
    9. New volunteers needs to have a training before Election day and sign oath to become an Election Official
  9. Schedule for poll workers, greeters, poll watchers
    1. Polls open 10am – 7pm
    2. Transportation of ballots and equipment to / from BBCC
      1. Will reach out to the highway crew to transport voting material before and after election
  10. Physical layout of space – BBCC
    1. Traffic flow, check in / out
    2. Areas for non-voters, media, poll watchers
    3. Signage at polls very important to help voters (arrows, visuals for voting process, voter registration table, no ballot/affidavit table, etc)
    4. Accessibility for all voters
    5. We will have a logistics meeting on the layout of the voting traffic flow two weeks before the election with a focus on a 1 directional path in and out of the Polling place.
  11. Other
    1. The voter checklist is checked by the BCA via online 
    2. Getting three ring binders for the Voter Checklist and adding alphabetical tabs for Election Day. 2 binders for the check in table and 2 binders for check out. Todd willing to help with this. 
    3. We need to make sure to remove any voter that has passed away before the Election. 
    4. There were corrections that were put into the August Election checklist, we should follow up on updating information.
    5. Putting an R onto the Ballots after they have gone through the tabulator to make sure they are fully counted
    6. The Tabulator can get full with ballots, need to have a plan for where to empty the ballots into. We will be using the blue lockable bins.  
    7. If elevator fails, have space downstairs set up as back up so JP’s can bring down ballot and return it back upstairs. 
    8. Don & Verandah to inventory supplies stored at BBCC basement.
    9. Volunteers to help deliver ballots for requested home delivery: Cathi, Doug, Anna, Todd
    10. Write up procedures for BCA / volunteers
    11. Tally Sheets need room for write ins
  12. Adjourn Motioned by Don seconded by Verandah at 7:42pm, Vote by Voice. All in favor

Link to video recording: https://youtu.be/BYzWzdaz6AY