081420SB.DOCX

Special Meeting Minutes
Friday, August 14, 2020 Board Members
9:30 AM Clint Hickman, Chairman, District 4
Jack Sellers, Vice Chairman, District 1
BOARD OF SUPERVISORS Steve Chucri, District 2
Maricopa County, Arizona Bill Gates, District 3
(and the Boards of Directors of the Flood Control Steve Gallardo, District 5
District, Library District, Stadium District, Improvement
Districts, Housing Authority of Maricopa County,
Housing Authority of Maricopa County and/or Board of County Manager
Deposit) Joy Rich
Clerk of the Board
"The mission of Maricopa County is Fran McCarroll
to provide regional leadership and
fiscally responsible, necessary Meeting Location
public services to its residents so
they can enjoy living in healthy and Supervisors' Conference Room
safe communities” 301 W Jefferson, 10th Floor
Phoenix, AZ 85003
BOARD OF SUPERVISORS
The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in Special Session
at 9:30 AM on Friday, August 14, 2020, in the Supervisors' Conference Room 301 W. Jefferson,
10th Floor Phoenix, AZ 85003, with the following members present: Clint Hickman, Chairman,
District 4; Jack Sellers, Vice Chairman, District 1 (telephonically); Steve Chucri, Supervisor,
District 2 (telephonically); Bill Gates, Supervisor, District 3 (telephonically); Steve Gallardo,
Supervisor, District 5 (telephonically). Also present: Fran McCarroll, Clerk; Andrea Cummings,
Legal Counsel (telephonically); Reid Spaulding, Deputy County Manager; Kelly Gardiner,
Minutes Coordinator.
ACTION
1. CANVASS THE RETURNS FOR THE AUGUST 4, 2020 PRIMARY ELECTION
Canvass the election returns for the August 4, 2020 Primary Election in accordance
with the Official Results prepared by the Maricopa County Elections Department. The
Maricopa County Elections Department has prepared the Official Returns from all
county precincts, declaring the vote for the August Primary held on August 4, 2020. The
Elections Department requests that the Board of Supervisors canvass these returns
and approve the Official Canvass for this election pursuant to A.R.S. 16-642 through
16-645. The Board of Supervisors is required to canvass these returns within ten days
following the election. The Official Canvass is on file with the Clerk of the Board of
Supervisors and retained in accordance with ASLAPR approved retention schedule.
(C-21-21-000-X-00)
Chairman Hickman opened the meeting confirming the other Supervisors were present on the
telephone as well as Scott Jarrett, Director of Election Day and Emergency Voting, Rey
Valenzuela, Elections Director, and Recorder Fontes. He called on Recorder Fontes to begin
the presentation.
Mr. Fontes stated his satisfaction with how Elections has evolved in recent times with updated
equipment and additional professional staff including career professionals and new talent who
have provided fresh ideas. He stated this election plan and executed process provided both
more access to voting and quicker/accurate tabulation of the results. He also thanked
Supervisor Gates for his work in the prior year as the entire Elections structure and Plan were
remodeled. The Primary Election exceeded his expectation and he thanked the many people
and departments that contributed to the success of this election. Finally, he mentioned the
accuracy of the hand count that was recently done.

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Chairman Hickman introduced Scott Jarrett and Rey Valenzuela to present the Election
Canvass. Scott Jarrett thanked the Board for the opportunity to give this presentation, and also
mentioned the 100% accurate hand count that was done after the tabulation.
Mr. Jarrett reviewed the slide above highlighting the challenges confronting the planning for this
election while dealing with the COVID 19 pandemic including hiring the requisite number of poll
workers and securing adequate supplies of cleaning equipment.

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Mr. Jarrett reviewed the Key Objectives and Goals. The number one objective was to provide
a safe voting option for all voters. He highlighted the importance of choice, accessibility,
communication and trust. He stated the importance of using this experience in preparation for
the November General Election.
Mr. Valenzuela reviewed the above slide comparing previous elections turnout numbers to this
Primary Election. The steady increase in total ballots cast is notable particularly with the
challenge of the pandemic added. Mr. Valenzuela attributed the success to the teamwork
involved. He noted the Provisional Voter numbers were improved due to the new site book
capabilities that were part of the new tabulation system. The Vote Center model allowed voters
to receive a personal ballot regardless of where they showed up to cast their vote. He reviewed

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a number of statistics as outlined on the slide comparing this election’s statistics with previous
elections.
Mr. Valenzuela reviewed the slide highlighting improvements for access to vote by mail
including an informational mailer.
He noted in the above slide the results of the messaging to vote by mail with an increase of
291,781 in PEVL since January 2020. Mr. Valenzuela said many voters receiving their ballot
ahead of election day had a variety of options on how to return the ballot, giving voters options
that best suited individual needs/concerns.

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Supervisor Chucri asked what portion of the 18% increase occurred in the last 3-4 months. Mr.
Valenzuela said that information is available and will provide it in future charts.
Mr. Valenzuela reviewed the early and election day voting accessibility statistics above. He
highlighted the number of Military and Overseas voter ballots that had to be mailed in time for
those voters to timely respond. Teamwork produced creative solutions for the Special Elections
Boards to accommodate Braille, Large Print, Spanish, and nursing homes.
Mr. Valenzuela reviewed the above slide that showed how the variety of In-Person voting
options increased the number of voters. Comparing the 2018 to the 2020 Primary, the increases
were substantial in each category.

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Mr. Jarrett said the many strategies being discussed overlap and were developed to flow
together to create a safe and efficient voting experience. He highlighted the significant increase
in in-person early voters which assisted their strategies to structure social distancing at the vote
centers on election day and the plans to deal with “wait times” at the vote centers on election
day. He also commented that by using CARES funding they were able to establish several vote
centers in retail space including malls. The planning also took into account location of vote
centers with access to light rail or freeway access or major arterials.
Mr. Jarrett talked about the above slide regarding improved safety and he reiterated safety
being one of the most important considerations in planning elections. The goal of having options
combined with safety for staff and the public was the driving force. He also reviewed all of the
protocols implemented at the tabulation center regarding safety and security in that location.

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Mr. Jarrett said as an Elections Department, voters are the focus and the above slide represents
a satisfied customer. He said Elections did a “secret shopper” to ensure the protocols were
being followed and there were lessons learned in that process.
In the slide above, Mr. Jarrett reviewed the foundation and guiding principles of Elections
especially related to Security and Integrity. He also commented on the ballot-on-demand
printers that eliminated the need for thousands of preprinted ballots which were used in precinct-
based voting. The vote center model allowed the voter to choose the location where they could
vote if they wanted to choose the in-person option to vote. Mr. Jarrett gave a special thanks to
all of the poll worker recruiting teams who provided the needed number of workers as well as a
list of “extra” workers who could be called if when assigned workers could not come to work on
any given days.
Mr. Valenzuela spoke about the hand count audit results that produced 100% accuracy. He
said 14 years ago, legislation was passed regarding a requirement to cross check tabulation
results with a hand count. This process is designed to improve accountability by demonstrating
the accuracy of the tabulation results. The new 90-member board was appointed by the parties
to hand-count a random sample of the ballots. This process demonstrated the integrity of the
election.

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Mr. Jarrett reviewed the above slide and spoke about the tabulation equipment being leased
from Dominion Voting Systems and the speed this new equipment can tabulate and adjudicate
ballots. Some of the comparisons are shown on the slide. In response to a question from
Supervisor Chucri regarding the ability to start earlier in processing the mail in ballots, Mr.
Valenzuela commented that the time period would have probably stretched to 10 additional
days to process those ballots, decreasing the percentage of voting results that could have been
released on election night.
Mr. Jarrett reviewed how voters were informed about voting options and timeframes as outlined
on this slide. This included information regarding options for Independent voters.

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Mr. Jarrett talked about the above slide. This is an example of a new page added to the website
to help voters find the most convenient Vote Center locations based on specific voting details.
Mr. Jarrett reviewed the above slide that looked at election day wait times. He said overall, the
wait times were minimal with room for improvement at one location. He attributed the short wait
times to several factors which included large facilities with multiple check in stations, multiple
voting stations, offering early voting, and mail-in ballots.
Chairman Hickman commented on a last-minute cancellation of a Surprise vote center and the
impact that had on election day wait times. He said that he and his staff were working with the
Elections staff to identify another location in that community to ease the wait times during those
critical hours. However, at this point no site has been found. Mr. Jarrett agreed that additional

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locations are needed and said they are also looking at redesigning the City Hall location to allow
for increased voting stations which would increase the efficiency of the site.
Supervisor Chucri also commented on the longer line issue at the Surprise Vote Center. He
asked Mr. Jarrett to review the measures taken when the report regarding the longer wait time
was received. Mr. Jarrett responded that additional technical support was sent and the City
Clerk’s Office staff responding by helping to adjust most of the line to an inside atrium area
while still allowing for social distancing. Future plans also include a curbside ballot drop-off
location.
Mr. Jarrett reviewed the Voter Feedback slide that showed overwhelming satisfaction as
recorded on social media. He also commented that they had received over 22,000 responses
to the survey they sent out asking for responses related to the voting experience. The rating
was 1-5 stars with 5 being excellent. Over 80% in the response rated it 5 start. He thanked the
many community partners, County employees, MCSO, OET, Real Estate, City Clerks, churches
and schools, all who contributed to the success of the Primary Election. “One County Serving
Elections” was the motto.
Supervisor Gates said another group to thank are the Observers who play an important role in
the integrity of elections. Mr. Jarrett agreed and added the Observers were able to offer
comments to help with making positive changes for future elections.

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Mr. Jarrett said there is continuous improvement to be considered and the above slide
summarizes some of those areas. The data collected from this election will help shape future
elections. The training teams, the logistics and warehouse teams have come up with some
solutions for continuous improvement.
Mr. Jarrett said with the Primary Election behind us, there is a transition to the timeline for the
upcoming General Election. The Key Dates are outlined in the slide above.
Mr. Valenzuela noted a change from the US Postal Service requesting ballots to be mailed back
be put in the mail seven days prior to Election Day.

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Chairman Hickman asked if any of his colleagues had questions or comments.
Supervisor Gallardo spoke about the party breakdown in this election. The Canvass does not
calculate the number of registered Independents that voted but includes them in with
Republican and Democrat numbers. He stated the electorate is composed of 1/3 Independents
and he asked if there was a way to determine how many Independents participated in this
election.
Mr. Valenzuela responded saying the information is available and he would get the numbers to
Supervisor Gallardo.
Supervisor Gallardo also asked about the number of PEVL ballots not returned. Mr. Jarrett
responded that this was a historic election regarding the number of people who voted in the
Primary election compared to previous Primary elections. The number not returned could be
researched and the numbers provided to the Supervisor.
Supervisor Gallardo commented on the lower number of Provisional Ballots cast in this election.
The stated that the decrease was significant. He asked Mr. Valenzuela: of the 1004 Provisional
Ballots not counted, what is the B12 code that disqualifies the ballot? Mr. Valenzuela said the
B12 code was primarily people who missed the stated deadline for registering to vote. He added
that there were a small number of 17-year-olds who registered to vote, but they had not yet
turned 18. Mr. Jarrett added that for the November General Election, there will be additional
emphasis on the registration deadlines.
Supervisor Gallardo also praised the Special Elections Board who made it possible for 822
voters to cast a ballot when unusual circumstances existed. Supervisor Gallardo is proud of the
level of teamwork that occurred despite the pandemic.
Recorder Fontes thanked the many individuals who pitched in to make this a successful
election. He was especially appreciative of the many poll workers who put in dozens of hours
while wearing masks, shields and gloves contributing to the free and fair election. He stated our
republic works in part because of citizen engagement and we as a country need that.
Supervisor Gates echoed Recorder Fontes comments. He stated the Maricopa County Election
Team has created a model of bipartisan cooperation for elections. It is also a hybrid model for
elections allowing citizens a choice on how to cast their ballot and a model for running an
election during a pandemic. Supervisor Gates said the level of communication between
Elections and the Board was a testament to Scott Jarrett and his attention to all of the aspects
of the election. Mr. Jarrett made sure the Board Offices were apprised of new developments
as they emerged. Additionally, he commented that it was a model of County Elected Officials
working together. Finally, he commented on the “lessoned learned” issues that were reported
in the presentation. They are so valuable as plans are developed for the November General
Election.
Supervisor Gallardo commented on the terrific teamwork among all of the parties who pulled
together and worked on this election. He said that even with detailed planning an issue can
arise that was not in the planning. The pandemic was just such an event. The plans were all
adjusted to change from precinct voting to vote centers and a number of other changes which
made this such a successful election.
Supervisor Chucri said the evolution of Maricopa County elections has spanned several years
and an improved model for the elections has been realized. He commented on the successful
change in the model and the subsequent changes due to the pandemic. He said that with many

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great minds contributing, best in class was exhibited. He said that both Scott Jarrett and Rey
Valenzuela worked so well together to bring this excellent result.
Supervisor Sellers agreed with the previous comments. He said he was impressed with the
ability of the County team to solve problems as they occurred all while staying focused on the
integrity of the election. He offered additional thanks to Mr. Jarrett and Mr. Valenzuela for all the
dedication and hard work. He had also received a number of comments from people in his
district about the excellent of the execution of this election – it was a great team effort.
Chairman Hickman said all the hard work and planning has paid off with the success of this
election. He said the experience gained will help in the coming General Election. In his
Chairman’s address back in January, Chairman Hickman committed to three successful
elections and he is proud to have two successes on record. He said that the Board’s staff were
also instrumental in both the planning issues and making sure that there was excellent
communication regarding plans and any issues of concerns. He said it is likely there will be 3
times the number of voters in the November General Election and there will be a continued
need for county workers to show up and help shoulder the load. He thanked the many teams
who have contributed up to this point. He also felt that the Maricopa County election process
could be a model for other counties or even other states. He concluded his remarks by also
thanking all those who ran for the various elective offices as it takes courage to put your name
out there for the public to make a decision and cast their vote.
Clerk’s note: The brief “Official Results” page from the Official Canvass is copied below the
motion and vote. The Official Canvass is on file with the Clerk of the Board of Supervisors and
retained in accordance with ASLAPR approved retention schedule as stated in the agenda item.
Motion by Supervisor Sellers to accept and approve the agenda item regarding the Canvass of
the Returns for the August 4, 2020, Primary Election. The motion was seconded by Supervisor
Chucri.
Ayes: Clint Hickman, Jack Sellers, Steve Chucri, Bill Gates, Steve Gallardo

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MEETING ADJOURNED
There being no further business to come before the Board, the meeting was adjourned.
______________________________
Clint Hickman, Chairman of the Board
ATTEST:
____________________________
Fran McCarroll, Clerk of the Board