Board of Election Commissioners for the City of Chicago met June 13
Board of Election Commissioners for the City of Chicago met June 13.
Here is the minutes as provided by the board:
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 itappears that Automatic Voter Registration
(AVR) may soon be lawIn 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
The Board Istalking with Walgreens to see if we can use the 15W.Washington
location notonly as a future Early Voting site, but also for conducting Judges of
Election training as well, possibly for the next2 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 thisThursday for ourwork 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
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 undenwaywith 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 staffon the 19**^ to go into more detail ofall the legislation,
including AVR, where this will be addressed.
Additionally, Mr. Scanlon stated that ifAVR results in an increase in
registrations, he believes thatthe 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, alongwith the Secretary of State to jointly promulgate rules to
implement the legislation.
Mr. Gough stated that he is going to meetwith the State Board regarding
legislation later today, and that we will be meeting with them on a regular
C. Voting Equipment- As reported above, an RFP for new equipment should be
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
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
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
Mr. Allen added that the contract includes a 2"*^ mailing. The 1®* is a nonforwarding
mail to all registered voters with return service, so it would come
back to us for whateverreason. 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 fiill 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 HelpAmericaVote Act. As such, they are uniquely positioned to
assist the Board with its efforts to have all polling places 100% accessible by
The Settlement Agreement with the U.S. Department ofJustice contemplated
that the Chicago Board of Election Commissioners would be working with a
3*^ party expert to assist the Board and the Department ofJustice in
implementing the terms and conditions ofthe Settlement Agreement going
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 CommissionerSwain, seconded byCommissioner Kresse and passed by
3:0 vote of the Board
VIII. Legal Report: Nothing further to report at this time
Financial Report: None
Public Comment: None
Executive Session: None
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