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Informal Meeting Minutes Monday, February 24, 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 District, Steve Gallardo, District 5 Library District, Stadium District, Improvement Districts, Housing Authority of Maricopa County and/or Board of Deposit) County Manager Joy Rich Clerk of the Board "The mission of Maricopa County is to provide regional leadership and fiscally Fran McCarroll responsible, necessary public services to its residents so they can enjoy living in Meeting Location healthy and safe communities” Supervisors' Conference Room 301 W. Jefferson, 10th Floor Phoenix, AZ 85003 BOARD OF SUPERVISORS The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in Informal Session at 9:30 AM on Monday, February 24, 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; Steve Chucri, District 2 (entered late); Bill Gates, District 3; Steve Gallardo, District 5 (entered late). Also present: Fran McCarroll, Clerk of the Board; Maria Ceaglske, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel. PRESENTATION AND ACTION Elections 1. APPOINTMENT OF ELECTION BOARDS AND COMPENSATION RATES Approve appointment of election boards and compensation rates. In accordance with state law (A.R.S. §16-531) approve the appointment of election boards necessary to conduct the March 17, 2020 presidential preference election. In addition, approve FY2020 and FY2021 election board compensation rates. The board worker appointments are made by the Director of Election Day and Emergency Voting and are on file with the Clerk of the Board of Supervisors. This action also authorizes the Director of Election Day and Emergency Voting to pay election boards compensation wages approved by the Board of Supervisors and communications expenses in the amount set by the Director of Election Day and Emergency Voting for polling places without telephone access. This board action also authorizes the Director of Election Day and Emergency Voting to appoint additional board workers and replace central boards appointees in the event that the originally appointed board member is unable to work the election. The Director of Election Day and Emergency Voting will submit a final roster of election board workers who worked the election to the Clerk of the Board after the Election and prior to the canvas. (C-06-20-401-9-00) Scott Jarrett and Rey Valenzuela, Election Department Directors reviewed the presentation slides related to plans for the upcoming Presidential Preference and jurisdictional Elections. The Directors reviewed the key dates related to this election including dates when early voting and emergency voting would be available. The Presidential Preference election would only be open to Democrats as the Republicans and Libertarians opted out this year. Election staff have carefully watched Informal Meeting Minutes Monday, February 24, 2020 Page 2 of 7 the trending in new registrations in order to make projections about the number of voters who are eligible to vote in this election, and therefore, the determinations regarding the number of poll workers to hire. As has happened in some previous elections, some voters have switched their registration related to political party in order to vote in this particular election. The revised pay rate for all poll workers was also presented, indicating that changes have been made to align with the state’s new minimum wage standards. Regarding early voting, the use of vote centers has been an additional component making early voting accessible to many. Some of the vote centers are already open, and additional centers will open on March 7, 2020. ~Supervisors Chucri and Gallardo entered the meeting ~ The next slides provided information about the recruitment efforts and how many workers have been hired to date, and where additional recruitment is needed. The types of training classes were also reviewed with information about timing, in-person or remote classes and the numbers of workers who have already completed their training. Currently, approximately 80% of the needed poll workers have been hired which include bilingual individuals in the various positions. Recruitment and hiring will continue right up to election day and there will be some last-minute training classes for new hires. One new position is a line management clerk. This person will be continually monitoring the voter waiting line and will report on wait times at certain intervals. The final roster of poll workers will be submitted to the Clerk’s Office after the election. All issues related to security at the polling places and the security of the ballots have been reviewed. These measures include badge access, a live video feed as well as cyber security training and table-top exercises to test various aspects of the security planning. The plan for observers both at the polling locations and at the tabulation center was reviewed. This is coordinated with the pollical party chairpersons. In response to questions from the Supervisors, Mr. Jarrett and Mr. Valenzuela reviewed the voter instructions for marking the ballot, the process for proofing the ballots and the instructions, and explained the adjudication process if there is an error or a correction on a ballot. In addition, they explained that the Secretary of State’s website is the final authority on which names go on the ballot as there have been some challenges or withdrawals that can change the final list. They explained how any changes would be posted at polling locations and on the Elections website. The number of voters using each of the various methods of voting and the traffic at the vote centers will be analyzed to assist with the projections for the Primary and General Elections. For those elections the entire voter based will be “mapped” to determine the particular needs at each vote center, and/or the need to place additional centers in certain areas. Finally, the presenters explained that there are specific phone numbers for voters to use to get information about locations of vote centers or other questions they may have. A handout will be available at vote centers which explains voters who are eligible to vote in this particular election and why. It also has a phone number that voters can call if they have questions related to who can vote in this election or other questions about the process. There are separate phone connections for poll workers to either submit information about the number of voters at the centers or the wait times of the lines. Also, there is a hot line for poll workers to use to alert and to receive help regarding any specific problems that may arise. The STAR Call center and the Office of Enterprise Technology have been involved in all aspects of the notification and alert systems to make sure that no single area or agency is overwhelmed, and any issues that arise are handled quickly. A summary of the presentation can be seen in the following slides. Informal Meeting Minutes Monday, February 24, 2020 Page 3 of 7 Informal Meeting Minutes Monday, February 24, 2020 Page 4 of 7 Informal Meeting Minutes Monday, February 24, 2020 Page 5 of 7 Informal Meeting Minutes Monday, February 24, 2020 Page 6 of 7 Motion to approve by Supervisor Gallardo, seconded by Supervisor Gates Ayes: Sellers, Chucri, Gates, Hickman, Gallardo Informal Meeting Minutes Monday, February 24, 2020 Page 7 of 7 2. EXECUTIVE SESSION Vote to convene in Executive Session to consider items on the Executive Agenda dated February 24, 2020, for Board of Supervisors and relevant Special Districts pursuant to statutory authority listed for each item. Motion to approve by Supervisor Chucri, seconded by Supervisor Sellers Ayes: Sellers, Chucri, Gates, Hickman, Gallardo MEETING ADJOURNED After discussion on the executive items, and 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