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Special Meeting Minutes Tuesday, January 23, 2018 Board Members 9:00 AM Steve Chucri, Chairman, District 2 Bill Gates, Vice Chairman, District 3 BOARD OF SUPERVISORS Denny Barney, District 1 Maricopa County, Arizona Clint Hickman, District 4 (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 Supervisors' Conference Room and 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 9:00 AM on Tuesday, January 23, 2018, in the Supervisors' Conference Room, 301 W. Jefferson, 10th Floor, Phoenix, AZ 85003, with the following members present: Steve Chucri, Chairman, District 2; Bill Gates, Vice Chairman, District 3 (via phone); Denny Barney, District 1; Clint Hickman, District 4; Steve Gallardo, District 5. Also present: Fran McCarroll, Clerk of the Board; Maria Ceaglske, Minutes Coordinator; Joy Rich, County Manager; and Andrea Cummings, Legal Counsel. Recorder/Elections 1. POLLING PLACES, ELECTION/TALLY BOARDS FOR SPECIAL PRIMARY AND GENERAL ELECTION 2018 Pursuant to A.R.S. §§16-411 and 16-531, for the Special Primary and General elections to be conducted February 27, 2018 and April 24, 2018 to fill the vacancy in Congressional District 8, the Board approves the following Congressional District 8 (“CD8”) Special Election Plan (January 19, 2018) (“Election Plan”): 1. The specific finding that based on the statutory criteria in A.R.S. §16-411(B), the use of 53 polling places for the 143 voting precincts contained within Congressional District 8 is appropriate; and, authorization of the Director of Elections to select and designate additional polling places if needed due to changes or unavailability of polling places. The specific findings include: • Polling places for specific voting precincts are designated in an adjacent precinct because no suitable polling place is available within a voting precinct (A.R.S. § 16- 411(B)(1)); • Due to the number of persons on the Permanent Early Voting List (PEVL) pursuant to A.R.S. § 16-544, the number of voters expected to appear at polling places on the day of the election will likely be substantially reduced, which justifies the consolidation and combination of adjacent polling places and precinct boards for these special elections. (A.R.S. § 16-411(B)(3)); • The use of voting centers in place of or in addition to specifically designated polling places is appropriate. A voting center shall allow any voter qualified to vote in CD 8 to receive the appropriate ballot for that voter on election day and lawfully cast a ballot (A.R.S. § 16-411(B)(4)); and, • The Director of Elections may select and designate additional polling places if needed due to changes or unavailability of polling places. Special Meeting Minutes Tuesday, January 23, 2018 Page 2 of 7 Based on these findings, 53 polling places is appropriate. Support for this action is provided in the Election Plan, at page 4, attached at Exhibit A; Historical Turnout Data, attached at Exhibit B; Voting Location Map, attached at Exhibit C; and, the List of Voting Locations, attached at Exhibit D. The 53 polling places are on file with the Clerk of the Board of Supervisors. 2. The appointment of election boards and tally boards necessary to conduct the election upon selection by the Director of Elections and filing with the Clerk of the Board of Supervisors, and authorize payment of election board communication expenses in the amount set by the Director for polling places without telephone access; 3. The use of electronic poll books (referred to as “SiteBooks”) instead of paper signature rosters; 4. The use of at least one (1) Ballot on Demand printer (referred to as “BOD” printer) to print out ballots unique to each voter, in lieu of using pre-printed ballots, at each polling place; and, 5. The use of tabulation machines at each polling place, giving voters at their assigned polling place the ability to place their ballot in the tabulator machines. There will be at least one tabulation machine per polling place. The Board has the statutory authority to approve the Action Requested based on the following statutory authority: Election Plan, Generally The Congressional District 8 (CD8) Special Election Plan (“Election Plan”) is attached at Exhibit A. Polling Places The Board of Supervisors is required by state law to designate a reasonable and adequate number of polling places for the Primary and General election (A.R.S. §16- 411(B)). The proposed board action approves the polling places for these elections, makes the required finding for those precincts where a suitable polling place is not available in a voting precinct, but where accessible polling places are nearby in adjacent precincts, and authorizes the Elections Director to designate additional locations if needed due to changes or unavailability of polling places. Support for this action is provided in the Election Plan, at page 4, attached at Exhibit A; Historical Turnout Data, attached at Exhibit B; Voting Location Map, attached at Exhibit C; and, the List of Voting Locations, attached at Exhibit D. The 53 polling places are on file with the Clerk of the Board of Supervisors. Election of Boards and Tally Boards The Board of Supervisors is required by state law to appoint members of election and tally boards for the elections. See A.R.S. §6-531. The proposed board action approves the appointment of election board and tally boards to conduct the election. These appointments are made by the Elections Director and filed with the Clerk of the Board of Supervisors and retained in accordance with LAPR approved Retention Schedule. This action also authorizes the Election Director to pay election and tally board expenses in the amount set by the Director for polling places. See A.R.S. §16-536 (“The compensation of the election and tally board officers shall be fixed by the board of supervisors and shall be a county charge. In no case shall an election or tally board member be paid less than thirty dollars per day.”). Special Meeting Minutes Tuesday, January 23, 2018 Page 3 of 7 Use of Electronic Poll Books Pursuant to A.R.S. § 16-511(B), the Board of Supervisors shall furnish at least two electronic poll book systems (or SiteBooks) for each polling place, and shall have the capability of printing poll lists, tally lists, and lists of voters if needed. The election official in charge of the SiteBook shall request a valid form of identification and require each qualified elector sign the SiteBook. See A.R.S. § 16-579(A). Use of Ballot on Demand Printer Pursuant to A.R.S. § 16-411(B)(4), the Board of Supervisors may authorize the use of voting centers in place of or in addition to specifically designated polling places. A voting center shall allow any voter in that county to receive the appropriate ballot for that voter on election day and lawfully cast the ballot. Voting centers may be established in coordination and consultation with the county recorder, at other county offices or at other locations in the county deemed appropriate. (C-36-18-006-7-00) Adrian Fontes, County Recorder, noted the general purpose of the item of discussion is to fill a vacancy in Congressional District 8. Governor Ducey has set the following dates to hold the February 27, 2018 Special Primary Election and April 24, 2018 for the Special General Election. There will be new technologies in use at the polling locations. He referred to the map and locations of the polling locations. They will be utilizing the SiteBook check-in system as a replacement to the e-pollbook system which was used successfully in the Fall 2017 jurisdictional elections. The board workers and voters gave the technology great reviews. There used to be two check-ins per site and now there will be three to six depending on the expected voter turnout in each of the polling locations. They will be executing the election with ballot on demand printers which prints one ballot per individual voter, and reduce the amount of waste in pre-printed ballots. It also significantly increases ballot security and accountability. The only difference for the voter now is their ballot will be printed individually versus coming out of a stack. If a voter is voting in their assigned precinct they will submit the ballots immediately into a tabulation machine. The same process will be utilized for the vast majority of voters on the permanent early voter list if they are affiliated with a party. They have reached out to the independent voters on the early voter list so they are aware they must request a ballot for one of the political parties. This is the case with every Primary Election. Chairman Chucri asked about independent voter education as there is typically confusion on their ability to vote. Mr. Fontes responded that would be communicated within the presentation. Mr. Fontes noted the ballot tabulation system is very old but it is dependable and should be able to utilize the technology for another couple of cycles. He noted the map currently has 53 confirmed polling location. He stated they still have the capacity to open a few more polling locations if necessary and are making every effort to make that happen. Approval is necessary for this particular map so they can move forward with public outreach. One public meeting has been held and another is set to take place on Saturday, January 27, 2018, in Sun City. There are two more public meetings set before the February 27, 2018, Special Primary Election. Every registered voter in Congressional District 8 will be mailed correspondence regarding the elections. Those voters that indicated email accounts or text message ability while registering will also receive correspondence. The email and text ballot system will notify voters on the permanent early vote list as well by pushing out messages to inform the voter of the date of the election, when the ballot was mailed to them, when the Elections Department received the ballot, when it is in signature verification and when it is in central counting. He noted the robust public information and advertising campaign via social media and traditional media. There will be advertising in all of the community newspapers in Special Meeting Minutes Tuesday, January 23, 2018 Page 4 of 7 Congressional District 8 and many of the local media outlets. Regarding budget concerns: the Legislature currently has two bills related to election costs. If turnout is lower, which is what may happen, there will be a savings from the original projection of $3.5 million. In addition, Senator Burgess has indicated she would be willing to help in legislation if additional funds were necessary. He explained that the County would normally expense staff hours, but only staff overtime is being billed and noted most of the costs are associated with subcontractor billings. He introduced Talia Offord, Legal Counsel, and Ray Valenzuela, Director of the Elections Department. Chairman Chucri asked if the Board would be aware if additional polling locations were added. Mr. Fontes responded that they would come back to the Board if needed. Supervisor Gates thanked Mr. Fontes and his staff for their work on the special elections and noted the difficult timeline. He asked if advertising would be utilized in parts of Supervisory District 3 in the North Phoenix and Foothill News. Mr. Fontes responded that he was unsure but would check to make sure they are included on the list. Supervisor Gates commented on the additional polling place in New River and asked if Mr. Fontes was confident that the number of polling locations available will accommodate the voters. Mr. Fontes responded that the plan will handle a very robust voter turnout noting each site can handle one voter every 3.5-4 minutes with three Sitebooks for check- ins at one minute or less. Mr. Fontes said that 1/6th of the County is a part of this Congressional District 8 Election, and he is confident long lines will be avoided because the Sitebooks are directly linked to the election system which eliminates a great number of the provisional ballots. Supervisor Gates stated that based on the assurances he will support the plan. He thanked the following for their assistance in finding polling locations: Laura Etter, Chief of Staff for District 3; Zach Schira, Deputy Chief of Staff for District 3; Legislative District staff; Daisy Mountain Fire District; Supervisor Hickman and Scott Isham, Chief of Staff for District 4. Supervisor Gallardo stated he is not a fan of consolidated polling places as they do not serve the public well; however, considering the time frame given for the special election, we are limited in terms of the number of precincts available. He asked if the 53 sites are well prepared and if six board workers per site would be enough. Mr. Valenzuela responded that the number of board workers is the base number of any given site. After looking into past history it was found that six board workers is sufficient with the assistance of the new technology. He also explained monitoring of locations throughout the elections and stated six board workers is a statutory requirement. Supervisor Gallardo asked if 19 troubleshooters would be enough as they will be working 3-4 precincts each. Mr. Valenzuela responded most of the troubleshooters’ coverage areas are no more than 2.5-3 miles in radius. In addition, there will be one troubleshooter tech assigned for every three troubleshooters. County IT staff can also be utilized and there is a secured group that could be deployed as well. Supervisor Gallardo spoke about public engagement in making sure voters know where to go to vote and said there will be voters that will go to their normal polling location to find out it is not there. It is the County’s responsibility to make sure voters are engaged and informed of where to go to vote. He stated his concern of consolidating polling locations and voters not being well informed about the new location. Mr. Valenzuela responded that voters are becoming familiar with the consolidated polling locations and they will continue to keep the public informed. Special Meeting Minutes Tuesday, January 23, 2018 Page 5 of 7 Chairman Chucri requested that an additional document be placed in the mailing to indicate “your polling place may have changed” because in some cases it may not have changed. Mr. Fontes explained that a separate postcard will be mailed to voters with the designated polling locations. Chairman Chucri noted the extra mailing efforts are great and since voters notice when they receive their ballots the additional document regarding a possible polling place change could be mailed with the ballots. Supervisor Hickman noted he has been working with Mr. Fontes and his staff to get in front of any possible election issues. He spoke about the costs associated with holding the recent special elections, and the time spent appointing individuals to Legislature positions. He read the following statement, “Though I had hoped for more polling places I will have to rely on your experience and expertise. I believe you when you say your staff isn’t able to find more locations in a short timeframe.” He reminded everyone this is a special election on a quick resignation timeframe. He read on in his statement, “from the beginning my main concern has been with Sun City’s aging population. I have heard you speak many times on the need to remember the voter experience and to not disenfranchise our voters. I wanted those voters to have the same experience voting as they did in the last election of Fall of 2016. We came close, all but about six locations stayed the same. You have even added a location in Sun City Grand of which those people are exceedingly happy to see the pending location and now to hear it is a firm location is a wonderful thing. Even though we are voting on this draft today, your election director is still allowed to add locations going forward. I would hope that if your staff can find a couple more in the Sun City area that you would do that posthaste. I’ve also shared some concerns about locations number 25, number 45 and number 32. Those concerns stem from finding more centralized locations in those shared precincts.” He explained the areas are quite a ways to drive and also outside of Sun City in Peoria. Supervisor Hickman continued reading the statement, “if you could remember that and keep looking that would be helpful. Again much thanks to all of your staff that had to not just work with my office but all of the Supervisors’ offices on this election. He thanked Mr. Fontes for getting Districts 3 and 5 brought up to speed on the elections as well.” He noted the election is to fill a federal position as the candidate would not only be working on Congressional District 8 issues but also federal and national issues so it is important for the Board to give them the best shot at a good election. Supervisor Hickman also thanked Supervisors Barney and Chucri that as Chairman they helped to keep the focus of details of this election. It is a compressed time frame and the Governor compressed it even more. He thanked Mr. Fontes for taking the time to meet with him on several occasions. He thanked Keeley Varvel and Ray Valenzuela for their hard work. He apologized to their staff for the extra work but it is their time to shine and he intends to work with the Election staff especially when it comes to making sure the costs are reimbursed by the Legislature. The Board needs to know that all of the bills and receipts are true to the penny because they will be verified. He will be working with Elections staff to submit the costs as it is a federal election, to ensure the County is reimbursed by the State. Supervisor Barney thanked Supervisor Hickman for his work in consulting with Supervisor Gates and Supervisor Gallardo and for taking care of the majority of the arrangements because a large number of the constituents are within District 4. He thanked Supervisor Hickman for his diligence. He thanked Chairman Chucri for his work in pushing the special election forward. He thanked Ms. Varvel for her outreach efforts. While there has been a lot of dialog, he noted his gratitude for the outreach made to the Special Meeting Minutes Tuesday, January 23, 2018 Page 6 of 7 Board specifically from Ms. Varvel and the Election team. He asked what the cost is to add more precincts. Mr. Valenzuela responded that for this particular election, because of the lease- purchase for ballot-on-demand equipment, each machine is $1,000.00 to lease. Supervisor Barney acknowledged the $1,000.00 and explained he is asking about all of the costs such as personnel. Mr. Valenzuela responded the average polling location costs about $13,000.00 which includes the cost of equipment, staffing, delivery, set up, etc. Supervisor Barney said the reason why he asked was because that is a lot of money, but it is not a lot of money when we take into account the importance of making the precincts available. He noted the work that Supervisor Gates did in the north part of the county and Supervisor Gallardo in the Southwest portion of the county as well as Supervisor Hickman with everything in the middle, in making sure that the unique constituencies, boundaries or barriers were covered. The key is that we are balancing both the need to manage the fiduciary side of the house but also never compromising the more important element of making these precincts available. Supervisor Barney noted the use of the Sitebooks, number of polling location workers, total hours worked per polling location, high and low voter turnout times throughout the day and the need to track voter traffic. All of which will assist the Board in monitoring and managing resources to fund and prepare for future elections. Chairman Chucri noted the difference between a voting center and polling location within one’s precinct. Supervisor Hickman questioned the number of polling location workers, training and noted the special election as an opportunity to train additional individuals. Mr. Fontes responded that the website GetInvolved.Vote is available to those interested in working at a polling location and explained the four tracks of the citizens’ academy. He noted Kristi Passarelli's assistance as she is the Assistant Director of Services. She and her staff have been working diligently over the last four weeks for training. Mr. Valenzuela stated the County is hiring 10% more board workers. There are 280 board workers that are hired and there will be almost 30 at the hub that will have the ability to be sent out as well. Chairman Chucri noted Ms. Passerelli is known by the Board as reliable and congratulated Mr. Fontes on having her as part of his staff. Supervisor Hickman thanked Scott Isham, Chief of Staff for District 4, and Michelle Montijo, Deputy Administrator for District 4, for their work on the item. He thanked Ms. Varvel and the Election staff for their assistance during the process. Chairman Chucri stated Supervisor Hickman and Supervisor Gates covered some good points. Supervisor Gallardo spoke of a robust effort to educate people including a notice as well as a separate mailing. Lastly a few additional polling locations are needed in consultation with Supervisor Hickman. Dianne Barker, resident, noted her interest in public access and vote count, said she follows the Board's mission for regional services and public outreach and questioned the lack of call to the public item on the agenda with no speaker sign in. Special Meeting Minutes Tuesday, January 23, 2018 Page 7 of 7 Chairman Chucri responded that Ms. Barker's sign-in is her speaker request. Ms. Barker continued and spoke of public inclusion, how she utilizes the County website for meeting information, she questioned the use of provisional ballots, spoke on the use and procedures used on Early Voter Ballots and requested time to speak with Mr. Fontes in regards to election laws and insurances. Motion to approve this item regarding polling places, and election boards for the Special Primary and General Election 2018 by Supervisor Hickman, seconded by Supervisor Gallardo Supervisor Gallardo asked that Government Relations look into the statute regarding the timing of a Special Election. He noted the short time frame and suggested that revisions be brought before the Legislature in the future as these special elections do not happen often. It may be beneficial for the State and County to look at the statute, as this particular case gave the State only 72 hours to call for the election which gave the County and the candidates 90 days before the election was held. It does not give time for the candidates and voters to get familiar with the special election. He noted his appreciation of vote centers and his concerns for consolidated precincts. He commended the Recorder, Election staff, Supervisor Hickman and District 4 staff in organizing the special election in such a short timeframe and the preparations made in getting constituents election-ready. He noted the importance in having the statute revised for voters throughout Arizona. Ayes: Barney, Chucri, Gates, Hickman, Gallardo MEETING ADJOURNED There being no further business to come before the Board, the meeting was adjourned. ______________________________ Steve Chucri, Chairman of the Board ATTEST: ____________________________ Fran McCarroll, Clerk of the Board