Board of Election Commissioners of the City of Chicago met June 27.
Here is the minutes provided by the Board:
Board Members:
Marisel A. Hernandez, Chairwoman
William J. Kresse, Commissioner/Secretary
Jonathan T. Swain, Commissioner
Staff:
Lance Gough, Executive Director
Kelly Bateman, Assistant Executive Director [absent]
James M. Scanlon, General Counsel
James P. Allen, Communications Director
Peter Peso, Deputy Chief Administrative Officer
Lorel Blameuser, Manager - Purchasing
Charles Holiday, Manager - Registration
Bill Perez, Coordinator Hispanic Outreach
Geneva Morris, Videographer
Gary Rycyzyn, Consultant
Sarita Villarreal, Consultant
Irish Sheehy
Guests:
Sandy Hed, Election Works
Helene Gabelnick, League of Women Voters of Chicago
Adam Lasker, Lasker Law LLC
Tamara Head Lasker, Lasker Law LLC
Judd Ryan, ES&S
Zena Naiditch, Equip for Equality
Norma Townsend, Dominion Voting
Don Olson [only present for the Open Session that followed the Closed Executive Session]
I. Call to Order: The Regular Board Meeting was called to order at 10 a.m.
II. Roll Call: Chairwoman Marisel Hernandez, Commissioner William Kresse and Commissioner Jonathan Swain - all present.
III. Consideration of Agenda: The agenda was accepted as presented
IV. Approval of Minutes:
A. Minutes of the Regular Board Meeting of June 13, 2017-Commissioner Swain moved to approve the Minutes of the Regular Board Meeting of June 13, 2017, Commissioner Kresse seconded the motion, the Minutes were approved by unanimous vote of the Board.
V. Executive Director's Report
Executive Director Gough stated that as the Board has entered into an agreement with Equip for Equality (EFE), once a month EFE will give a report to the Board on its activities. Mr. Gough then introduced the President of EFE, Zena Naiditch to speak, noting that the National Disability Rights Network (NDRN) recently gave the Board, Equip for Equality and the Justice Department an Advocacy Award.
EFE President Zena Naiditch reported that in May, the Chicago office of the law firm Jones Day hosted a thank you luncheon for those who worked on Voting Access Chicago. Representatives of both the Board and EFE spoke at the luncheon. A recent survey conducted by EFE of its volunteers found that of the 90 volunteers out of 234 volunteers who completed the survey:
96% described Voting Access Chicago Election Day experience as excellent or good,
88% rated training for the Election Day surveying as excellent or good,
67% said that they would volunteer again,
89% said that they would recommend it to a friend.
EFE is delighted with the results as it should position them well for recruiting and retaining volunteers for future elections.
Earlier this month the National Disability Rights Network (NDRN) hosted a program with about 500 guests. The NDRN, which usually picks just one entity to honor, this year chose to honor EFE, the Chicago Board of Election Commissioners and the US Department of Justice.
EFE has reviewed and has a preliminary analysis of all Election Day polling place surveys and is now surveying the few polling places that could not be reviewed on Election Day. EFE is also resurveying some sites where there were problems with the surveys, e.g., it was incomplete.
After the completion of the polling place surveys, EFE will work with the Board and other City departments to put together a plan for each site regarding any needed temporary or permanent improvements to make them accessible.
Chairwoman Hernandez stated that the Board is excited about working with Equip For Equality and that suggested that Chicago may be an exemplary Jurisdiction for others in the United States. Commissioner Kresse thanked Ms. Naiditch and EFE for their great work and stated that he looks forward to the reports.
Mr. Gough continued his report: Board representatives met with the City of Chicago Fleet and Facilities Management (2FM). 2FM reported that the City is looking to sell buildings where the Board's warehouse is located on Pershing Road. They did say that we would be relocated. Mr. Gough is hoping that we won't have to move because such moves are difficult.
Mr. Gough reported that he had received (and the Commissioners received an email pertaining thereto) a letter from Senator Durbin's office regarding cyber security. There is Federal grant money to help In securing our system, and we will be applying for this grant.
Commissioner Kresse inquired about the status of talks over the old Walgreen's space on Washington Street. Mr. Gough reported that the Board is still talking to them.
Mr. Gough also reported that the Board has a new organizational chart. Mr. Cough also announced that after conducting tests and interviews, the new Manager of the Pre-Election Voting and Logistics Department will be Mr. Clinton Hurde. Chairwoman Hernandez stated that she is very happy with this appointment and has total confidence in Mr. Hurde and knows that he's going to excel. She thanked him for accepting the position. Mr. Hurde replied that he looks forward to getting started.
A. Assistant Executive Director
B. Communications Director
Communications Director Allen reported that he is seeing signs that there's great interest in running for office. So, working with Commissioner Swain, Mr. Allen prepared a background piece to the Commissioners on topics related to the services the Board can and cannot provide to candidates who are contemplating a run for office.
Mr. Allen also noted that long standing Board employee George Mufioz will be retiring. Over the years George has taught thousands of Judges of Election and Deputy Registrars.
Mr. Allen noted that he, Voter Registration, and Community Services have met with ES&S, our poll book vendor, to go over items to enhance our e-poll books for the next election, mainly involving data capture and making the e-poll books easier for the Judges to use.
At the last meeting, the Board approved a contract for the canvass mailing to all voters. That mailing goes to 1.6 million voters in Chicago to see if they still reside at the address on file with us. We have signed off on all the proofs and IT has delivered test files. We are still on schedule to mail it on July 19th.
There was a short meeting with staff where General Counsel Scanlon discussed recent legislation, and we are in the process of preparing the budget.
Mr. Allen reported that Jane Lau made a great appearance at the Chicago Dragon Boat Race as an outreach to the Chinese- American Community.
Mr. George Munoz was then called before the Board. The Chairwoman stated that while she was sad that he is leaving, she is excited for Mr. Munoz on his retirement.
Mr. Munoz stated that it has been an honor to work for the Board, but he's moving to Puerto Rico. He promises to visit (but only during warm weather).
VI. Old Business
A. Infrastructure Projects and Changes in Election Administration
Mr. Gough introduced General Counsel Scanlon to discuss the equipment RFP that had been distributed to the Board members.
Mr. Scanlon stated that he and Board staff have been drafting a Request for Proposal (RFP) for the Board's voting system. There have been several meetings with staff and several drafts of RFPs have been circulated for comment. Mr. Scanlon believes the Draft currently before the Board will be the final draft, except that some key dates will need to be filled-in once the Board approves the issuance of this Request for Proposal (such as the Issuance Date, Dates for vendors' conference, etc.).
Mr. Scanlon thinks the RFP attempts to be as generic and as broad as possible. It is not focused on any specific type of equipment, physical characteristics, or any particular software system. Instead, the RFP focuses on function^-equlrements found in the Election Code.
Commissioner Kresse stated that he had reviewed the proposed RFP and likes that it balances the generic requests along with some specifi :s. Specifically, in citing Illinois law calling for either paper ballots or a paper record of a DIRE system.
Mr. Scanlon added that with regards to implementation, the approach is to ask vendors to inform the Board, based upon their past experiences, the best possible scenario for a roll-out of a new voting system. As such, there is no specific end target date in this RFP as we are waiting to hear from the vendors as to how they think this should be done.
The Chairwoman asked that if there was no objection, she would like to advance the vote on the RFP on the agenda. There being no objection, the Chairwoman entertained a motion to approve the RFP. Commissioner Swain made such a Motion, Commissioner Kresse seconded the Motion and the motion to approve the RFP was approved by unanimous vote of the Board.
The Chairwoman thanked Lorel Blameuser for all her hard work on the RFP. Ms. Blameuser stated that she could not have done it without the help of Mr. Scanlon.
B. Electronic Poll Books - nothing additional to report.
C. Voting Equipment - nothing additional to report.
D. Legislation
Mr. Scanlon stated that the Illinois Legislature was in Special Session to address budget issues. To Mr. Scanlon's knowledge there has not been any movement on any election related legislation. The Governor still had not signed the Automatic Voter Registration (AVR) Bill. There were two bills that did not pass the General Assembly by its May 31®^ recess date; one was the bill for an Elected Chicago School Board and the other was the so called Omnibus Bill; both are still under consideration.
VII. New Business
A. Attorney Contractor Agreement between Board of Election Commissioners of the City Of Chicago and Joan T. Agnew, Attorney At Law, for the period of June 1,2017 through May 31, 2018
To provide legal counsel at a rate of $250 per hour and compensated for any reasonable travel and incidental.
Commissioner Kresse pointed out that Ms. Agnew, along with her duties as legal counsel serves as the Board's FOIA Officer and Ethics Advisor and has done a wonderful job.
Commissioner Kresse made a motion to approve the Attorney Contractor Agreement between Board of Election Commissioners of the City Of Chicago and Joan T. Agnew, Attorney At Law. Commissioner Swain seconded the motion. The motion was passed by unanimous vote of the Board
B. Professional Services Agreement between the Board of Election Commissioners and JPA Consulting Group Inc. a/k/a Mr. Jim Allen
The Chairwoman stated the general terms of the agreement. The term will be from July 1,2017 - June 30,2018 for services including public relations, strategic planning, community outreach, and related communications at a rate of $12,500 per month, with the Board reimbursing JPA Consulting for any actual and reasonable travel and incidental expenses.
The Chairwoman further stated that Mr. Allen's services have been Invaluable
Commissioner Swain moved to approve the Agreement with JPA Consulting Group. Commissioner Kresse seconded the motion. The motion passed by a 3:0 vote of the Board.
C. Request for Proposals (RFP) for a Voting System
Approved above at "VI. Old Business".
VIII. Legal Report
The General Counsel had nothing to report at this time, but at the appropriate time would ask the Board to move into Executive Session to discuss matters of pending litigation.
IX. Financial Report:
A. Balance Sheet and Voucher Listings for the City of Chicago - 2017 Appropriation -17-05 dated June 27,2017 in the amount of $ 254,358.11
Motion to approve the Financial Report Balance Sheet and Voucher Listings for the City of Chicago - 2017 Appropriation -17-05 dated June 27,2017 in the amount of $254,358.11 was made by Commissioner Kresse, seconded by Commissioner Swain and passed by unanimous vote of the Board.
X. Public Comment [None]
XI. Executive Session
Commissioner Kresse made a Motion to move into Executive Session for the purpose of discussing pending litigation pursuant to section 2{c){ll) of the Open Meetings Act, and to approve Minutes of prior closed meetings and to review past Minutes to determine whether a need for confidentiality exists as to the minutes of prior closed meetings pursuant to Section 2{c)(21) of the Open Meetings Act. The Motion was seconded by Commissioner Swain and passed by 3:0 vote of the Board.
The Board entered Into Executive Session at approximately 10:30 a.m.
The Board returned to Open Session at approximately 11:00 a.m.
During Executive Session the Board Approved Minutes of Closed Executive Sessions of:
• December 12,2016
• January 10,2017
• January 24,2017
• March 28,2017
Furthermore, the Board determined that the need for confidentiality stiil exists as to the written Minutes as to the following closed executive session meetings:
• September 26,2013
• October 8,2013
• November 12, 2013
• September 24,2014
• December 8,2014
• January 26,2015
• June 9, 2015
• July 16, 2015
• December 22,2015
• July 12, 2016
• July 27, 2016
• August 22, 2016
• September 13,2016
• October 4,2016
• December 12,2016
• December 29,2016
• January 10,2017
• January 24,2017
• March 28, 2017
Lastly, in Executive Session the Board approved the destruction of the verbatim records from closed sessions for meetings of:
• January 14,2014
• October 21, 2014
XII. Adjournment
Commissioner Kresse moved to adjourn to the call of the Chair. Commissioner Swain seconded the motion. The motion was passed by unanimous vote of the Board
The Meeting was adjourned at approximately 11:00 a.m.
https://app.chicagoelections.com/documents/general/BoardMeetingMinutes-2017-06-27.pdf
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