Board of Election Commissioners of the City of Chicago met November 14.
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
Adam W. Lasker, General Counsel
Charles Holiday, Assistant Executive
James P. Allen, Communications Director [absent]
Peter Peso, Deputy Chief Administrative Officer
Lorel Blameuser, Manager-Purchasing
Bill Perez, Coordinator Hispanic Outreach
Gary Rycyzyn, Consultant
Sarita Villarreal, Consultant
Geneva Morris, Videographer
Irish Sheehy
Guests:
Helene Gabelnick, League of Women Voters of Chicago
Chaya Rubenstein, Clean Count Cook County
Daniel Sheehan, Clean Count Cook County
Val Miller, Pitney Bowes
Lora Chamberlain, Clean Count Cook County
Olga Pribyl, Equip For Equality
Clare Tobin, IL Ballot Integrity
Judd Ryan, ES&S
I. Call to Order: The Chairwoman called the meeting to order at 9:16 a.m.
II. Roll Call: All members were present
III. Consideration of Agenda approved as presented.
IV. Approval of Minutes:
A. Commissioner Swain moved to approve the Minutes of the Regular Board Meeting of October 10, 2017. Commissioner Kresse seconded the motion and the Minutes were approved by unanimous vote of the Board
B. Commissioner Swain moved to approve the Minutes of the Special Board Meeting of October 19,2017 Commissioner Kresse seconded the motion and the Minutes were approved by 3:0 voteof the Board
C. Commissioner Swain made a motion to approve the Minutes of the Regular Board Meeting of October 24,2017 the motion was seconded by Commissioner Kresse and approved by unanimous vote of the Board
V. Executive Director's Report
At the outset of the Executive Director's Report, the Chairwoman announced the appointment of Charles Holiday as Assistant Executive Director of the Chicago Board of Election Commissioners. The Chairwoman stated that she and the Board were pleased that Mr. Holiday accepted the position. Mr. Holiday thanked the Chairwoman and stated that he looks forward to furthering his and Mr. Gough's relationship with the Board.
Executive Director Gough reported that he and Communications Director Allen had a conference call with the Cook County Department of Corrections (CCDOC) regarding pretrial detainees. The CCDOC is requesting some changes. Mr. Gough stated that he is not sure as to the request, but will meet with the CCDOC, the Sheriffs Office and other agencies on Dec 6*'^ in our office.
Mr. Gough reported that he has a meeting scheduled with Equip For Equality (EFE) and the U.S. Department of Justice (DoJ) on Wednesday the [Mr. Gough then asked Ms. Olga Pribyl of Equip for Equality to present their status report]
Ms. Pribyl stated that EFE has completed the development and proposal for all temporary and permanent fixes to address the polling place surveys that EFE conducted at last November's election and during the Summer. Everything has been placed in an MS Excel workbook and submitted to the DoJ and the Chicago Board of Elections. Equip For Equality is looking forward to the meeting on November 15^*^ with the Board and the DoJ. After the meeting with the DoJ, EFE will develop a plan for the next step.
Mr. Gough expressed that he is pleased with the way things are progressing on the polling place accessibility project.
Mr. Gough stated that there is a meeting on November 20 with the Illinois State Board of Elections (ISBE) to talk about Cross Check. General Counsel Adam Lasker and Mr. Gough will be attending that meeting. The Chairwoman confirmed with Mr. Gough that he reported that a majority of Commissioners recommend that the ISBE withdraw from Crosscheck and encourage other states to use ERIC. Mr. Gough said that the ISBE will be telling us their plans.
Colloquy ensued between Commissioner Swain and Mr. Gough regarding the issues raised by County officials regarding handling the vote by pretrial detainees.
A. Assistant Executive Director:
AED Holiday had nothing to report at this time.
B. Communications Director
Communications Director Allen reported:
• Over the past weekend various campaigns were at the Board checking their petitions prior to the filing period; the 6th floor was very active.
• Mr. Allen was part of a panel discussion sponsored by the Illinois Campaign for Political Reform and the League of Women Voters (LWV) abopt election security.
• Mr. Gough will be participating in an event sponsored by University of Illinois at Chicago (UlC) and LWV regarding voter turnout at UlC on Friday at 10.
• Board staff attended a function sponsored by Joyce Foundation to mark the passage of Automatic Voter Registration (AVR).
• Petition checking continues.
• An Invitation For Bid (IFB) has been issued for forms and signage. We anticipate taking bids in early December.
• We are moving ahead with the Military and Overseas system.
VI. Old Business
A. Infrastructure Projects and Changes In Election Administration: Nothing to report.
B. Electronic Poll Books: Mr. Allen reported that the test of the Electronic Poll Book system Is scheduled to take place at the warehouse beginning Wednesday.
C. Voting Equipment: Still in evaluation process D. Legislation: General Counsel Lasker reported that there was not much to report regarding
State legislation, but there were a few proposals In the City Council:
• A possible ordinance to strengthen local rules on data breaches.
• A proposed ordinance Involving campaign finance disclosures and social media.
• The City Council Is considering three advisory referenda for the ballot.
VII. New Business
A. Approval of a Lease Agreement between 108 North State Street (Chicago) Owner LLC - "Block 37" and the Chicago Board of Elections for training purposes. We had entered Into such an agreement In the past for office space, suites 260 and 350 In Block 37, to be used for poll worker training centers. The contract term is for January 2,2018 through March 23,2018 In the amount of $40,000. Commissioner Kresse moved to approve the agreement. Commissioner Swain seconded the motion. The motion passed by a 3:0 vote of the Board.
B. Approval of 48-Month Lease Agreement with PItney Bowes for a Send Pro 3000 Mailing System. Purchasing Agent Lorel Blameuser reported that the proposed agreement would be for 48 months; we are currently working under an expired agreement; we are looking to upgrade the equipment and efficiencies due In part to an increase In popularity of Vote by Mail (VBM). Val Miller of Pitney Bowes addressed the Board about some of the features with the new system. A motion to approve a 48-month lease agreement with PItney Bowes for $70,224 for the contract term November 14,2017 through December 2021 was made by Commissioner Swain and seconded by Commissioner Kresse. The motion was approved by unanimous vote of the Board.
C. Approval of Contracts for Temporary Staffing Services - Administrative Positions between the Chicago Board of Elections and APRO EXECS LLC
D. Approval of Contracts for Temporary Staffing Services - Administrative Positions between the Chicago Board of Elections and Mack & Associates, Ltd.
Ms. Blameuser reported that the Board has used both agencies In the past; Apro Is a MBE/WBE, Mack Is WBE. After an evaluation process and negotiations, and an estimate of need. It Is proposed that two agencies be retained.
Colloquy ensued between Commissioner Swain, Ms. Blameuser, General Counsel Lasker and the Chairwoman regarding application of the City minimum wage ordinance and workforce diversity. 1
Motion to approve agreement with APRO Execs LLC in the amount not to exceed $700,000 for 1-year term, starting December 1,2017 through November 30,2018 was made by Commissioner Kresse and seconded by Commissioner Swain. The agreement was approved by unanimous vote of the Board. Commissioner Kresse made a motion to approve entering into a contract with Mack and Associates in an amount not to exceed $800,000 for one year starting December 1,2017 through November 30,2018. The motion was seconded be Commissioner Swain and passed. The contracts were approved by unanimous vote of the Board.
VIII. Legal Report:
General Counsel Lasker reported:
• Petition filing begins November 22"'' for the March 2018 Primary. Petition filing ends December 4^'' and the deadline for filing objections is December 11*''.
• The first Electoral Board hearing is set to convene on December 18*'' for the adoption of the rules. Mr. Lasker will circulate additional dates for the Electoral Board in the near future.
• Mr. Lasker will be meeting with the General Counsel of the City Clerk's Office regarding the Issuance of a joint memo on the Cit/s proposed municipal id and voter registration. Colloquy ensued between the General Counsel, the Charwoman, Commissioner Swain and Commissioner Kresse on this issue.
IX. Financial Report: None
X. Public Comment: j
• Lora Chamberlain Spoke on the subject of Ballot on Demand.
• Daniel Sheehan spoke on the topic of paper ballots for Early Voting.
• Chaya Rubenstein also spoke on the subject of paper ballots.
• Clare Tobin made comments regarding voting machines.
XI. Executive Session: None
XII. Adjournment: Commissioner Kresse moved to adjourn until December 5th at 9 am for a Regular Board Meeting. The motion was seconded by Commissioner Swain. There will not be a Board meeting on November 28*''. The meeting was adjourned at 10:22 a.m.
https://app.chicagoelections.com/documents/general/BoardMeetingMinutes-2017-11-14.pdf
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