Registrar of Voters
Election Advisory Committee Meeting
Friday, September 18, 2020, 11:00 a.m.-12:30 p.m.
Teams Meeting

Minutes

The Election Advisory Committee met on Friday, September 18, 2020, via Microsoft Teams due to COVID-19. The following members were present: Nancy Bell, Greg Brockbank, Robin Diederich, Cathleen Dorinson, Veda Florez, Bonnie Glaser, Peter Mendoza, Zane Morrissey, Bob Richard, Steve Silberstein

Representing the CAO’s Office: Dan Eilerman, Assistant County Administrator

Representing the Elections Department: Lynda Roberts, Registrar, Megan Stone, Elections Technician

Welcome

Lynda Roberts opened the meeting, thanked everyone for attending, and called roll. Ms. Roberts welcomed the newest Committee member Zane Morrissey as a representative of youth voters in Marin. Mr. Morrissey provided details of his background in film production and visual effects, and his interest in promoting youth voter education and highlighting the importance of voting, specially in local elections.

November Election

Updates

Ms. Roberts gave an update on the Elections Department website, mentioning there is now a list of polling places, ballot drop boxes, and a ballot drop box map lookup available to voters. She also listed the organizations that she has agreed to speak about election matters to ahead of the November Election. Megan Stone gave a brief update about the November 2020 voter outreach and education campaign. She also updated the Committee about the 2020 High School Elections Ambassador Program.

National Voter Registration Day

National Voter Registration Day (NVRD) is September 22, 2020. Veda Florez, the Elections Department communication outreach consultant, gave an update about the 2020 NVRD efforts. The Elections Department has participated in NVRD since it began in 2012. Due to COVID-19, this year’s efforts have turned mostly virtual. Ms. Florez listed particular events involving TV and radio, local college promotion, and a self-serve voter registration table at the Elections Department. She also listed new NVRD partners that help with reaching a wider audience of voters.

Open Discussion

During open discussion, Committee members asked questions regarding election procedures, how they differ from prior elections, and Ms. Roberts clarified concerns.

Meeting adjourned at 12:30 a.m. The next meeting will be held in 2021.

Registrar of Voters
Election Advisory Committee Meeting
Friday, July 17, 2020, 11:00 a.m.-12:30 p.m.
Teams Meeting

Minutes

The Election Advisory Committee met on Friday, July 17, 2020, ivia Microsoft Teams due to COVID-19. The following members were present: Nancy Bell, Greg Brockbank, Robin Diederich, Cathleen Dorinson, Veda Florez, Bonnie Glaser, Anne Layzer, Peter Mendoza, Sean Peisert, Steve Silberstein

Members of the Public: Jackie Dagg, LWVMC Voter Service Committee, Zane Morrissey, guest of the Committee

Representing the Elections Department: Lynda Roberts, Registrar, Greg Hayes, Manager of Logistics, Megan Stone, Elections Technician

Welcome

Lynda Roberts opened the meeting, thanked everyone for attending, and called roll. Ms. Roberts welcomed the members of the public: Jackie Dagg from the LWVMC and Zane Morrissey who is a potential future Committee member. Mr. Morrissey provided a brief description of his background and gave a quick tutorial on using the Microsoft Teams platform. Ms. Roberts acknowledged the Elections Department staff and applauded the diligent effort the entire team is doing to carry-out this election.

November Election

Ms. Roberts mentioned the meeting agenda would consist of November Election updates and time for open discussion.

Candidate Filing

Ms. Roberts shared with the group that candidates are following the instruction to schedule an appointment to collect and file nomination papers rather than drop-in unannounced. As of July 17, 2020, 78 people have taken out papers and 7 of those have officially filed. The offices associated with them are: North Marin Water, County Board of Education (2), Bolinas Public Utility, Strawberry Recreation, Alto Sanitary, and Stinson Beach Water. Three candidates have used a virtual method to electronically file over Teams as a signature verification alternative to in-person witnessing.

Polling Place Locations/Poll Workers

Next, the group learned that there are 23 confirmed polling place locations for the November Election. The Department is still looking for locations in East San Rafael, San Anselmo, Fairfax, and Novato in order to geographically cover the County. Ms. Roberts reminded the group that voters will be assigned to one polling place like a standard election as opposed to the vote center model.

The poll worker recruitment letters were mailed out on Monday (7/13) to roughly 4,000 former poll workers. Additionally, Marin County residents have been sending in emails offering their services at the polls. Polling places are open from Oct. 31-Nov. 3; however, poll workers are not required to work all four days, but priority of placement will go to those who can commit to four days. The polls will be open generally 9:00 a.m-5:00 p.m. on Saturday, Sunday, Monday and 7:00 a.m-8:00 p.m. on Election Day.

The polling places will be equipped with laptops using an app (EIMS Lite) that enables poll workers to access the voter database to look up voters and issue live ballots at the polls. Voters will not be required to surrender their vote-by-mail ballot for a poll ballot because EIMS Lite shows whether the voter’s VBM ballot was returned. The group was assured that VBM ballots that are dropped off during the day will be picked up, delivered to the Elections Department, and accounted for at the end of each day.

In response to a question from a Committee member regarding polling place location size, Mr. Roberts shared that we are contacting our current largest polling places first.

Voter Outreach

Megan Stone gave an update about the Department’s voter education and outreach campaign to inform voters about the changes for the upcoming election due to COVID-19. Ms. Roberts noted that Liz Acosta, hired to research and develop a plan for Marin to adopt the Voter’s Choice Act, has redirected her focus to helping the Department locate drop-off locations and assist with voter outreach, utilizing her prior community connections. Additionally, experiences from the November 3, 2020, General Election operations will be evaluated and incorporated into recommendations for VCA implementation.

Ms. Stone and Ms. Acosta have been creating a framework for messaging, determining the budget and resources, developing a plan to disseminate information, and identifying community partners to help with this effort. They are crafting a ‘2020 Outreach Kit’ including posters, flyers, "email blast" messaging, social media content, and plan to share this resources kit with all community partners who, in turn, will share it with their clients and customers. Ms. Stone then reviewed the confirmed community partners list and outlined a few more details regarding more typical outreach efforts.

Veda Florez spoke about National Disability Voter Registration Week which is July 13-17, 2020. Ms. Florez informed the group about the promotional efforts used to advertise the week and how they differed from last year as a result of the pandemic.

Open Discussion

During open discussion, some Committee members suggested Ms. Roberts write multiple letters to the editor rather than just one and offered their support.

There was conversation about some misleading vote-by-mail headlines and articles in the media recently and suggestions made about multiple ways the Registrar of Voters can use her platform to ease the minds of voters to assure them that voting by mail is safe, reliable, and secure.

In response to a question regarding a contingent plan in the event if a PSPS, Ms. Roberts noted paper rosters can be used at polling places in lieu of laptops, and the Department is looking into acquiring some back-up generators. Greg Hayes added that PG&E has developed a map outlining high fire danger regions that are likely to be affected in the event of a PSPS and mentioned it can be used to identify which of the polling place locations could be affected.

The group will skip the August meeting because there are some tight deadlines that month but will be kept informed via an ‘updates’ email.

Meeting adjourned at 12:30 a.m. The next meeting will be held on Friday, September 18, 2020.

Registrar of Voters
Election Advisory Committee Meeting
Friday, June 19, 2020, 9:30 AM
Phone Conference

Minutes

The Election Advisory Committee met on Friday, June 19, 2020,via conference call due to COVID-19. The following members were present: Nancy Bell, Greg Brockbank, Robin Diederich, Cathleen Dorinson, Veda Florez, Bonnie Glaser, Anne Layzer, Tom Montgomery, Sean Peisert, Bob Richard, Steve Silberstein, Cat Woods

Members of the public: Jackie Dagg and Lynn Dooley, LWVMC Voter Service Committee

Representing the CAO’s Office: Dan Eilerman, Assistant County Administrator

Representing the Elections Department: Lynda Roberts, Registrar, Liz Acosta, Sr. Project Coordinator, Greg Hayes, Manager of Logistics, Colleen Ksanda, Manager of Polls and Poll Workers, Dan Miller, Manager of Candidate and Filing Services, Megan Stone, Elections Technician

Welcome

Lynda Roberts opened the meeting, thanked everyone for attending, and called roll. Ms. Roberts welcomed the newest Election Advisory Committee member, Robin Diederich of the Marin County League of Women Voters. Guests of the LWVMC, Jackie Dagg and Lynn Dooley, were also introduced.

November Election

Dan Miller reviewed a list sent to the Committee of offices that will potentially be on the November ballot. Mr. Miller briefly described the impact COVID-19 has had on candidate filing with the request for meetings by appointment only and the expansion of electronic filing methods. Greg Brockbank briefly discussed his consolidated list of open offices and expressed concern over a longer ballot due to the combining of even and odd year elections. The group was informed there may be more ballot types due to jurisdictions moving from at-large to district-based elections, but it is unlikely there will be two ballot cards in November.

Ms. Roberts provided a high-level overview regarding the November Election, emphasizing the attendance of a weekly phone call with the CA Secretary of State Task

New legislation pertaining to the November election was discussed. AB 860 specifies all active voters will receive a ballot in the mail. It was passed unanimously by the Assembly Election Committee on June 16 and will go to the full Assembly for a vote, then to the Governor to sign. SB 423, related to in-person voting options, will be voted on by the Assembly Election Committee after July 13. Ms. Roberts noted that a Court of Appeal stayed the Temporary Restraining Order issued in Sutter County against Executive Order N-67-20.

Colleen Ksanda outlined the current plan regarding November’s poll place model. Marin County plans to have an estimated 20-27 super consolidated polling places. Each poll place will serve a maximum of 10,000 voters; however, some will serve less.

Challenges include securing large enough locations willing to operate as a poll place for the 3 days prior to and on Election Day; and finding people willing to work as poll workers under a potential shelter-in-place order. An estimated 30% of poll workers from the March Election were under the age of 65. Ms. Ksanda is working to secure back-up locations in the event of an emergency and is designing a plan with the Registrar and Assistant Registrar to ensure all voters have the ability to safely and securely access in-person voting assistance.

Open Discussion

Many members of the Committee expressed their willingness to serve as poll workers during the November Election. Ms. Ksanda noted any volunteers are welcome, including those over the age of 65, and emphasized that Personal Protective Equipment (PPE) will be provided to the poll workers.

The group discussed the procedural changes under the executive orders and legislation for the November Election and expressed their concerns and comments. Ms. Roberts added that there is a voter outreach component under SB 423 and the Department is currently devising a voter education plan. The Elections Department is working with the Marin County Public Health Officer and with the CA Secretary of State’s office to ensure poll places are safe and that voters understand the changes in November.

The meeting adjourned at 12:30 p.m. The next meeting will be held on Friday, July 17, 2020.

Registrar of Voters
Election Advisory Committee Meeting
Friday, April 17, 2020

UPDATE

Registrar of Voters Lynda Roberts provided the following update in lieu of the meeting scheduled for Friday, April 17 and canceled due to the current health crisis.

On a sad note, it came to Ms. Roberts’ attention recently that member Marcia Hagen passed away in mid-March. Her passing was not related to COVID-19. Ms. Hagen had been a member since 2008 and will be missed.

November 3, 2020 General Election

(This update meets Committee Objective 1: Election Integrity and Voter Confidence)

There is no news yet about whether the November election will be all vote by mail with some form of in-person voter services. The Secretary of State is expected to make a recommendation soon. The California Association of Clerks and Election Officials submitted a proposed Executive Order to the Governor supporting an all vote-by-mail election, and several counties, including Marin, have submitted recommendations of support to the Governor. Assembly Bill 860 (Berman) is in the process of being amended to support all vote by mail for November.

March 3, 2020 Presidential Primary Election

(This update meets Committee Objective 1: Election Integrity and Voter Confidence)

Statistics

Detailed statistics about vote by mail and provisional voting will be emailed as a separate attachment.

All positions were replaced except 50 clerks that dropped out after poll worker training (3 days before Election Day and Election Day).

Polling place information including precincts, total number of registered voters and number registered as vote by mail, is found at https://www.marincounty.org/depts/rv/election-info/election-schedule/page-data/tabs-collection/2020/march-3/polling-info/pollingplaces

Marin County had the highest turnout in the state. Statewide reporting statistics are found on the Secretary of State’s website: https://electionresults.sos.ca.gov/returns/status

The central counting of polling place ballots on election night was well organized and ran smoothly. The last election night results report was posted a little after Midnight. This was our first countywide election using central counting.

Vote Center Project Update

(This update meets Committee Objective 1: Election Integrity and Voter Confidence)

Sr. Project Coordinator Liz Acosta provided the following update.

Site Selection Update

VC = vote center location
DO = drop off (drop box) location

Community Participation

LAAC = Language Accessibility Advisory Committee
EAP = Election Administration Plan
VAAC = Voting Accessibility Advisory Committee
EAC = Election Advisory Committee

Ms. Acosta will reach out regularly to new partners to maintain relationships and networking. The diversity of new partners will allow Ms. Acosta to invite individuals to join the Election Advisory Committee.

Preliminary Analysis of Vote Center Site Criteria

• The County’s GIS team created several map layers using criteria set out in Elections Code sections 4005(a)(10) to help in selection of best VC/DO locations.
• Conducted a preliminary analysis of original targeted sites (chosen primarily for total and proportional population, language/ethnicity population). Several of the target regions have a confirmed VC or DO, with many options still to be contacted.

Issues/Challenges

• Considering the stay-at-home order will likely be extended through May, with potential modifications, the primary challenge will be on-site assessment of potential VC/DO sites.

Project Activity

SITE SELECTION

• To create an efficient method of selection, initial analysis was done that included evaluating location criteria and population and other key demographics, prioritizing target areas, and identifying potential locations.
• GIS technology made it possible to prioritize geographic areas for vote center and/or drop off sites.
• Significant time is now devoted to contacting representatives of potential locations, meeting with key staff to evaluate feasibility, and assessing facilities with on-site visits.
• Seventy-seven sites have been contacted and are in various stages of recruitment. Thus far, the majority of those contacted are supportive and express desire to assist; those who decline frequently cite the duration required (11 or 4 days) or scheduling conflicts with regular activities.
• Recruitment has been successful to date; there is geographic diversity and a mix of type of location among those that have expressed strong interest in being a vote center and/or ballot drop off location.
• Recruitment has been delayed due to public health orders to shelter in place. However, email and phone contact is expected to replace in-person meetings.

A list of current organizations and businesses that have expressed an interest in hosting a vote center or drop off location.

LOGISTICS

• Research and analysis continues on administration such as identifying necessary supplies and services, determining the type and patterns of staffing required, estimating budgets of ongoing and one-time costs, and anticipating timing and sequence of program activities.

OBSERVATION

• Observed four counties’ training and voter center operations over four days, including Election Day (March 3).
• Counties were diverse in their experience with VCA, size, and equipment choices.
• Observation allowed gathering of detailed feedback from temporary staff, observing voter transactions and equipment performance, anticipating potential problems, and comparing different models of implementation. The information gathered will assist the Elections Department in planning for necessary supplies, equipment, and programming.

Next meeting scheduled for Friday, May 15, 2020, will depend on status of the stay-at-home order.

Registrar of Voters
Election Advisory Committee Meeting
Friday, January 17, 2020, 9:30 AM
Room 143D, Marin Civic Center

Minutes

The Election Advisory Committee met on Friday, January 17, 2020, in Room 143D of the Marin Civic Center. The following members were present: Nancy Bell, Greg Brockbank, Cathleen Dorinson, Marcia Hagen, Ora Hatheway, Anne Layzer, Sean Peisert, Steve Silberstein, Cat Woods.

Members of the public: Robin Diedrich and Bob Haar

Representing the CAO’s Office: Dan Eilerman, Assistant County Administrator

Representing the Elections Department: Lynda Roberts, Registrar, Liz Acosta, Sr. Program Coordinator, and Megan Stone, Elections Technician

Welcome

Lynda Roberts opened the meeting and thanked everyone for attending. Ms. Roberts noted that the Elections Department is still looking for over 100 polling place clerks to help implement SB 72 (2019) that allows same-day voter registration and voting at the polls.

Registration Project

Ms. Roberts introduced Bob Haar. Mr. Haar described a voter registration project he is working on. The program involves writing and mailing postcards to voters living in areas with historic voter suppression and reminding them to register and vote. Mr. Haar shared his contact information for anyone who is interested in joining the group.

Vote Center Update

Ms. Roberts introduced Senior Program Coordinator Liz Acosta. Ms. Acosta has been hired to develop a vote center implementation plan that will be presented to the Board of Supervisors in early 2021. Ms. Acosta briefly reviewed her experience developing programs and working in the Sonoma County Elections Department.

Ms. Acosta summarized the Voter’s Choice Act and distributed copies of an executive summary that outlines the project. She also distributed an overview of project goals and a copy of Elections Code sections that specify criteria to consider when selecting vote center sites.

The Voter’s Choice Act has an extensive public outreach component, for example the election administration plan must be vetted at public meetings. The Act also requires creation of a Voting Accessibility Advisory Committee and a Language Accessibility Advisory Committee.

Ms. Acosta asked the committee for help identifying potential vote center locations and community groups that may want to participate in the public process. She reviewed potential challenges such as staffing and finding interested and available locations for drop-boxes and vote centers.

Ms. Acosta will provide regular updates at committee meetings.

Meeting adjourned at 11:30 a.m. The next meeting will be held on Friday, April 17, 2020.