Board of Election Commissioners of the City of Chicago met June 13.
Board of Election Commissioners of the City of Chicago met June 13.
Here is the minutes provided by the Board:
Marisel A. Hernandez, Chairwoman
William J. Kresse, Commissioner/Secretary
Jonathan T. Swain, Commissioner
Lance Gough, Executive Director
James M. Scanlon, General Counsel
James P. Allen, Communications Director
Peter Peso, Deputy Chief Administrative Officer
Lorel Blameuser, Manager - Purchasing
Sarita Villarreal, Consultant
Bill Perez, Coordinator Hispanic Outreach
Geneva Morris, Videographer
Brittany McKelvie, on behalf of John Fogarty
Susan M. Garza, League of Women Voters of Chicago
Chaya Rubenstein, Clean County Cook County
Norma Townsend, Dominion Voting
Steve Papoulias, Dominion Voting
I. Call to Order 9:18 a.m.
II. Roll Call Marisel A. Hernandez, Chairwoman, William J. Kresse, Commissioner/Secretary and Jonathan T. Swain, Commissioner - all present
III. Consideration of Agenda: The agenda was approved as presented
IV. Approval of Minutes:
A. Minutes of the Regular Board Meeting of May 23, 2017 - Commissioner Swain moved to approve the Minutes of the Regular Board Meeting of May 23, 2017, Commissioner Kresse seconded the motion. The Minutes were approved by a 3:0 vote of the Board.
V. Executive Director's Report
Executive Director Gough stated that it appears that Automatic Voter Registration (AVR) may soon be law in Illinois. The Governor has commented that he will sign the bill that was passed by the legislature.
The office continues to work diligently on cleaning up records from the Presidential election.
The Board Is talking with Walgreens to see if we can use the 15 W. Washington location not only as a future Early Voting site, but also for conducting Judges of Election training as well, possibly for the next 2 years. Additionally, the City of Chicago may also be Interested in this space, and we may be able to work something out with the City. Currently we are spending $30,000 for space just for Judges of Election training. We should know more In the next week or two.
The National Disabilities Rights Network will be honoring the Chicago Board of Election this Thursday for our work with the Justice Department on making polling places accessible. Mr. Gough is very proud that an organization of such renown Is honoring this agency.
A. Assistant Executive Director [absent]
B. Communications Director, Mr. Jim Allen
Communications Director Allen reported that last week on behalf of Mr. Gough, both Mr. Scanlon and Mr. Allen presented to the Equip for Equality Board members about the accessibility project. The presentation was well received.
Mr. Allen also reported that Purchasing Agent Lorel Blameuser and her staff conducted a pre-bid meeting for full City canvass.(a mailing to each of the 1.6 million registered voters In the City) in order to clean up the rolls.
Plans are underway with Audra Lewlcki and Community Services and Charles Holiday and Registration for possible updates and changes to the hardware and software of the electronic poll books.
Additionally, Board staff has prepared and transmitted several documents for City agencies Including Election calendars, information pertaining to polling place accessibility, and Information regarding universal vote centers. We are also In the process of preparing Budget Documents.
VI. Old Business
A. Infrastructure Projects and Changes in Election Administration: We should have an RFP out shortly for new voting equipment.
B. Electronic Poll Books: Related to this, Commissioner Swain had a question regarding the relationship between Grace Period voting and Automatic Voter Registration (AVR). General Counsel Scanlon stated that there will be a meeting with staff on the 19**^ to go into more detail of all the legislation, including AVR, where this will be addressed.
Additionally, Mr. Scanlon stated that ifAVR results in an increase in registrations, he believes that the current e-poll books have sufficient memory to store larger files of registered voters.
Additionally, in responding to a question from Commissioner Swain, Mr. Scanlon stated that under the AVR legislation the State Board of Elections is given authority, along with the Secretary of State to jointly promulgate rules to implement the legislation.
Mr. Gough stated that he is going to meet with the State Board regarding legislation later today, and that we will be meeting with them on a regular basis.
C. Voting Equipment- As reported above, an RFP for new equipment should be out soon.
D. Legislation: General Counsel Scanlon will be meeting with Board staff on the 19*^ on new legislation. Additionally, he is hopeful that before the next Board Meeting he will have a report for the Commissioners.
As Mr. Gough mentioned, there is a meeting later this day and one of the topics that will be HB3519, which is referred to as an "omnibus bill" that was dose to being passed, but may now be presented at the Special or the Fall legislative session.
In response to Commissioner Kresse's question. General Counsel Scanlon stated that a separate bill regarding an elected Chicago School Board had passed the House and passed with amendments by the Senate; it is possible that the House may act during the Special Session.
VII. New Business
A. Attorney Contractor Agreement between Board of Election Commissioners of the City of Chicago and Joan T. Agnew, Attorney At Law: Mr. Gough asked that the Board to defer this item until the next Board meeting. Without objection, Chairwoman Hernandez agreed to move this item to the next Board meeting.
B.Award of Contract for Invitation for Bid (IFB): Printing/Mailing of July 2017 Full Voter Canvass to JJ Collins
Purchasing Agent Lore! Blameuser reported on the competitive bid process for a full voter mail canvass to all registered voters. The Board received eight bids, three were disqualified, and one was late. Of the four bids that were accepted, JJ Collins was the lowest bidder at $44,975.00. It's a 1 year contract with 1 year optional should we need to use it, but it is primarily for the July 2017 mailings. The Board has used JJ Collins before; they were the previous contractor.
Mr. Allen added that the contract includes a 2"*^ mailing. The 1®* is a non- forwarding mail to all registered voters with return service, so it would come back to us for whatever reason. The 2"^ is a forwardable piece to those whose first mailing was returned to the Board. As such, this contract covers two mailings: the first to 1.6 million voters, and the second mailing to an estimated 100,000 -170,000.
Commissioner Kresse moved to approve the contract with JJ Collins with a term of one (1) Year with one (1) year renewal at our option In the amount of $44,975.00, for the 2017 full voter canvass. Commissioner Swain seconded the motion and the motion was approved by unanimous vote of the Board
C. Ratification of the Agreement between the Board of Election Commissioners for the City of Chicago and Equip for Equality
The Board had previously given the Executive Director authorization to enter into negotiations with Equip for Equality. This Agreement is for:
• Term: June 13,2017 through December 31, 2019
• Cost: $300,000 per year (2017, 2018, 2019), for a total of $900,000.00 over the life of the contract
Under the agreement Equip for Equality will provide numerous services to the Board. Mr. Gough stated that the services focus on data collection, including, overseeing the continuing polling place survey project to ensure that polling places are accessible. Equip for Equality will also train the poll workers and Board employees that we will send out as investigators.
Mr. Scanlon stated that Equip For Equality is the Governor-designated, federally funded Protection and Advocacy System for the State of Illinois under the Help America Vote Act. As such, they are uniquely positioned to assist the Board with its efforts to have all polling places 100% accessible by November 2018.
The Settlement Agreement with the U.S. Department of Justice contemplated that the Chicago Board of Election Commissioners would be working with a 3*^ party expert to assist the Board and the Department of Justice in implementing the terms and conditions of the Settlement Agreement going forward.
Motion to approve the Professional Service Agreement with a term of June 13,2017 through December 31, 2019 for the amount of $900,000 was made by Commissioner Swain, seconded by Commissioner Kresse and passed by 3:0 vote of the Board
VIII. Legal Report: Nothing further to report at this time
IX. Financial Report: None
X. Public Comment: None
XI. Executive Session: None
XII. Adjournment: Commissioner Kresse moved to adjourn until June 27, 2017 at 10:00 a.m. The motion was seconded by Commissioner Swain. The motion passed by unanimous vote of the Board. The meeting was adjourned at 9:43 a.m.