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Home My WebLink AboutHCBOE Board Meeting Minutes - February 1st, 2022 - Regular MeetingHARNETT COUNTY BOARD OF ELECTIONS REGULAR MEETING FEBRUARY 1, 2022 5:30 P.M. Present were; Board Chairwoman Allison Fenderson, Secretary Lin Coker, Members: Betsy McCormick, James Currin and Lewis Bell Also Present were; Director Claire Jones and Election Technician Jessica Higginbotham Also present: See sign in sheet Ms. Fenderson called the meeting to order at 5:30 pm with a moment of silence. Ms. Fenderson moved to open meetings with a moment of silence and pledge of allegiance. Mr. Bell seconded. Approved without dissent. The Board then recited the pledge. Public Comment Allen Truhan Vince Schimmoller Rebekah Brock Murray Simpkins Danna Vazquez Minutes: The Board reviewed the minutes from January 19, 2022. Ms. Fenderson stated that she wanted the February minutes to reflect that she wanted separate motions when the Board approved the Job descriptions on January 19. After some discussion, Mrs. McCormick moved to approve the minutes. Mr. Coker seconded. Approved without dissent. Business: Mrs. Jones submitted to the Board a public comment policy/statement, attached hereto. After some discussion, Mrs. McCormick moved to approve the policy. Mr. Currin seconded. Approved without dissent. The Board reviewed the One -Stop plan previously approved for the March Primary. Mrs. Jones stated that they Board will need to approve the plan again with the dates for the Primary since it was moved to May 17. Mr. Currin moved to approve the Primary One -Stop dates below. Ms. Fenderson seconded. Approved without dissent. One -Stop Early Voting Locations Harnett County Commons Area, 309 W. Cornelius Harnett Blvd., Lillington (in lieu of the Board of Elections Office) Western Harnett High School Gym, 10637 NC 27 W., Lillington Erwin Parks and Recreation Gym, 810 S. 16th St., Erwin Angier Elementary School, 130 E. McIver St., Angier Hours for all One -Stop Voting Locations Weekdays, April 28 — May 13, 8:00 am - 7:30 pm Saturdays, April 30 and May 7, 8:00 am - 5:00 pm Sundays, May 1 and 8, 1:00 pm - 5:00 pm Last Saturday, May 14, 8:00 am-3:00 pm `larnett County Board of Elections 1 308 W. Duncan Street Lillington, NC 27546 SIGN -IN SHEET Meeting Date: - 70 z Z Meeting Type: Print Name Position/Title (if applicable) — Address —� -- Phone Number - - _03 37 t P 2-6 4 �V� eAJ (-1A4 5 jJ& k) �i �0.- 4443�-x� y et l�cf' � e 0 A L.• D Hta&j h (t 5L1.7-1 D'IF Page 1 of 2 PUBLIC COMMENT POLICY HARNETT COUNTY BOARD OF ELECTIONS 1. Public comment periods will be held at the beginning of the scheduled meeting and limited to a maximum of thirty (30) minutes. 2. Each person desiring to speak shall clearly state their name and will have a maximum of three (3) minutes to make his or her remarks. A speaker may not speak more than once during the same public comment period and unused time may not be yielded to another speaker. 3. To avoid repetition, groups of individuals who expect to have the same or similar comments are encouraged to select a spokesperson to speak on their behalf. 4. Speakers shall address the Board from the podium and begin their remarks by stating their name and residential address. r 5. Public comment is not intended to require the Board to answer any impromptu questions. The Board should refrain from engaging in a dialogue, except to the extent necessary to clarify the speaker's position. The Board shall not entertain questions from the audience, and discussions between speakers and members of the audience shall be prohibited. 6. Speakers shall maintain proper decorum and shall make their comments in a civil manner. Personal attacks and use of obscene and profane language are prohibited. 7. Speaker comments should be limited to subjects that are within the Board's jurisdiction. Speakers shall not discuss matters that concern the candidacy of any person seeking public office, including the candidacy of the speaker, closed session matters, those matters that are the subject of public hearings, and any matters intended to promote any individuals' commercial or pecuniary interest. 8. Action on items brought up during the Public Comment Period will be at the discretion of the Board. DUTIES OF DIRECTOR OF ELECTIONS COUNTY OF HARNETT STATE OF NORTH CAROLINA 1. Work is performed in accordance with state election laws, NC General Statutes, NC Administrative Code, and established policies and guidelines of the State Board of Elections and the County Board of Elections. The County Board of Elections is responsible for evaluations and merit increases for the director. 2. Direct the daily work in the office and supervise the full-time and part-time personnel, be in daily charge of the Board's office 163-35(d). The director shall maintain professional work atmosphere among board employees with integrity and fairness at all times, as governed by the Board. 3. Supervise and maintain full security of the office by not allowing any adult(s) or children that are not employees or members of the Board into the secured areas. Integrity of the office and the elections must be maintained at all times. 4. The Director shall maintain current positions/job descriptions of all staff, internally, and with county Human Resources. 5. With Board oversight, the Director is permitted to hire staff, salary adjustments, merit increases, job evaluations, and terminations for the full-time and part-time office staff {G.S. 163-33 (10)); and to appoint and remove precinct transfer assistants as provided in G.S. 163-82.15(G). The Director shall communicate with the Board prior to any action taken related to personnel issues. 6. Provide recommendations for merit increases. However, such recommendations must be accompanied with detailed documentation to support request (ex. Continued education, certifications, special assignments/projects, etc.). Additionally, Staff will be permitted to provide any information to the Director in support of job evaluation/performance. 7. Exercise supervision over employees and precinct officials. Receive supervision from the County Board of Elections, who may evaluate work by reviewing the efficiency of office operations and through periodic conferences. 8. Create agenda and send to the chairperson for review; forward to the board for review. 9. Supervise the maintenance of Board records, preparation of documents concerning the Board, routine correspondence of the Board and keep the Board members informed on a monthly basis of activities of the staff and of any matters requiring their attention, especially communications from the State Board of Elections 163-35(d); 10. Maintain contact with precinct officials, keep them informed of changes in the laws concerning their duties. Assist the Board in training precinct officials in conducting elections and supplying them with election materials, and awarding formal recognition for precinct officials who successfully complete their term of service; Version Date: 2.1.2022 1 11. Perform administrative duties related to National Voter Registration Act & NC voter registration laws 163-35(d), 163-82.3(c), 163-82.6-163-82.10B; 12. Prepare voting ballot proof for Board approval. Ensure that programming and testing of voting equipment is completed for each election. Supervise the storage, maintenance and delivery of all equipment to the polls 163-33(6), 163-165.3(b) 163-165.9; 13. Under the direction of the Board, supervise the issuing of absentee ballot applications and absentee ballots, and keep correct records of same 163-228; 163-232; 163-232.1. 163-236; 14. Supervise the preparation of abstracts and assist the Board in canvassing the returns of all elections 163-33(9); 15. Supervise the receipt of notifications of candidacy for elective office, receipt of filing fees for the same and records thereof 163-106; 16. Prepare budget proposal for submission to the proper appropriating officers estimating the cost of elections for the ensuing fiscal year 163-33(11); 17. Make recommendations to the Board for approval of capital improvements. 18. Ensure that the necessary facilities and equipment are available on election days and at other periods of above normal activity in connection with conducting election business; 19. Assist in serving the general public and maintaining a website for communicating to the public about the elections office and providing an online opportunity for the public to ask questions of the office within the offices of the Harnett County Board of Elections and be available to provide assistance; 20. Unless directed otherwise, provide Board members copies of the latest minutes of the Board of Elections and transmit copies of all correspondence received from the North Carolina State Board of Elections to each member; 21. Supervise processing and auditing of campaign reports received from candidates for local and county offices 163-278.6(3); 163-278.9. Supervise processing and auditing of campaign reports for municipal campaigns as provided in 163-278.40 through 163.278.40J 22. Release material and information concerning registration and elections to the public and news media; 23. Supervise processing of absentee ballots in accordance with 163.230.1 Version Date: 2.1.2022 2 24. Prepare recommendations for the Board regarding the establishment, division, discontinuance or combination of election precincts. Divide or alter precincts upon authority of the Board. Prepare necessary information including maps, etc. for submission to the State Director of Elections for approval. 163-33(4), 163-132. 25. Carry out all other duties or responsibilities as assigned by Chapter 163 of the General Statutes of the State of North Carolina as requested by members of the Board in accordance with the laws of the State of North Carolina, G.S. 163-35 (d). 26. Provide courteous, friendly customer service to all patrons of the Election Office. Adopted this day of , 2022. HARNETT COUNTY BOARD OF ELECTIONS Chair Secretary Member Member Member Version Date: 2.1.2022 3