01-27-2020 Work Session Packet
BOARD OF SUPERVISORS
WORK SESSION
Monday, January 27, 2020 – 4:30 PM
Main Conference Room
County Administration Building, 1 Center Street
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER (4:30 PM)
2. ROLL CALL
3. AGENDA ITEMS TO BE ADDED
4. APPROVAL OF AGENDA
For the citizens’ convenience, all Work Session and Committee Meetings are now being
recorded and can be viewed on the same YouTube location as the Board of Supervisor’s
Business Meetings. Please remember that the Board’s Work Session is designed for
internal Board and County Staff communication, discussion, and work. It is not a
question and answer session with the audience. Accordingly, during the Work Session,
no questions or comments from the audience will be entertained. Respectfully, any
outbursts or disorderly conduct from the audience will not be tolerated and may result in
the offending person’s removal from the Work Session. As a reminder, all County
citizens, and other appropriate parties as designated by the Board’s Bylaws, are permitted
to make comments under the Hearing of the Citizens’ Section of tonight’s Business
Meeting.
5. PRESENTATIONS
6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee);
(15 minutes)
b. 2019 Employee Satisfaction Survey Results Review (Staff Contact: Holly E.
Stanfield); (15 minutes)
c. CPMT Update (Staff Contact: Cheryl J. Boswell); (15 minutes)
d. Monthly Department Spotlight (Building and Grounds); (Staff Contact: Darrell W.
Dalton); (15 minutes)
Work Session - January 27, 2020
e. Committee Updates/Recommendations (Finance; Economic Development; and
Legislative); (Staff Contact: David M. Smitherman; J. Vaden Hunt, Esq.); (15
minutes)
7. BUSINESS MEETING DISCUSSION ITEMS
8. CLOSED SESSION
a. Discussion, consideration, or interviews of prospective candidates for employment;
assignment, appointment, promotion, performance, demotion, salaries, disciplining,
or resignation of specific public officers, appointees, or employees of any public
body.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: County Administrator and County Attorney
Purpose: Review of Annual Evaluations; Discussion
of Revisions to Employment Agreements
9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
a. Closed Session Certification
10. ADJOURNMENT
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Early Voting Projections and Budgetary Needs Report (Contact: Kelly A.
Keesee); (15 minutes)
Staff Contact(s): Kelly A. Keesee
Agenda Date: January 27, 2020 Item Number: 6.a
Attachment(s): Early Voting
Reviewed By:
Kelly A. Keesee, Registrar, will present to the Board regarding early voting projections and
corresponding budgetary needs.
6.a
Packet Pg. 3
NO-EXCUSE/EARLY VOTING REPORT
DECEMBER 2019
KELLY A. KEESEE
PITTSYLVANIA COUNTY
DIRECTOR OF ELECTIONS / GENERAL REGISTRAR
VOTER REGISTRATION AND ELECTIONS
6.a.a
Packet Pg. 4 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
•Virginia Code HB 2790 Absentee voting; no-excuse in-person summary
•Comparisons and Projected Impact
•Implementation in November 2020
•Office -Space/Parking/Security/Staffing/Costs/Voters
•Early Voting Centers -Space/Parking/Security/Staffing/Costs/Voters
•Appendix
•2020-2021 Elections Department budget submission
•Voting equipment quote
•Pollbook hardware / software system quote
•HB2790 Code section
•Information Links
No Excuse/Early Voting
Table of Contents
2December 2019
6.a.a
Packet Pg. 5 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
No Excuse/Early Voting
Virginia Code HB 2790 Absentee voting; no-excuse in-person
3
SUMMARY AS PASSED:
Absentee voting; no-excuse in-person voting available beginning on second Saturday immediately
preceding election. Allows for any registered voter to vote by absentee ballot in person beginning on the
second Saturday immediately preceding any election in which he is qualified to vote without providing a
reason or making prior application for an absentee ballot. The bill makes absentee voting in person
available beginning on the forty-fifth day prior to the election and ending at 5:00 p.m. on the Saturday
immediately preceding the election. The bill retains the current provisions for voting with an absentee
ballot by mail or in person prior to the second Saturday immediately preceding the election, including
the application requirement and the list of statutory reasons for absentee voting. The provisions of the
bill do not become effective until the November 3, 2020, general election, and the State Board of
Elections is required to submit a report on the procedures and instructions it promulgates for conducting
absentee voting pursuant to the provisions of the bill. This bill is identical to SB 1026.
2019 Impact Statement HB2790-ER
Summary:
The provisions of the bill shall apply to elections beginning with the general election on
November 3, 2020. The State Board of Elections shall submit a report by December 1, 2019,
to the Governor, the General Assembly, and the House and Senate Committees on Privileges
and Elections on the procedures and instructions promulgated for conducting absentee voting
pursuant to the bill. The report shall include recommendations to be considered by the
General Assembly for any further legislation that may be necessary to implement the bill’s
provisions.
2020 Impact Statement SB111
Summary:
The provisions of the bill shall apply to elections beginning with the general election on
November 3, 2020 that would extend current law of HB2790 that requires six days of no-excuse
absentee voting both in person and by mail extended to forty-five days prior to every election in the
future.
Fiscal Implications: (at State Level ONLY)
As stand-alone legislation, the Department of Elections considers implementation of this bill as
“routine,” and does not require additional funding. This bill would require an update to the Virginia
Election and Registration Information System (VERIS) to establish a new reason code (category) to
identify voters who vote In-person beginning on the second Saturday immediately preceding an election.
Under current law, voters must qualify under one of the current list of statutory reasons to vote by
absentee ballot, which would remain applicable for those voting absentee by mail or in person prior to
the second Saturday preceding an election. The agency would also have to update absentee forms,
reports, and other VERIS functionality to accommodate the new reason code. The Department of
Elections estimates the cost of these updates to be $8,814: $2,500 for changes to VERIS; $2,200 for
changes to forms, web materials, and guidance documents; and $4,114 to print and distribute new
forms.
December 2019
6.a.a
Packet Pg. 6 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
4
No Excuse/Early Voting
Projected Impact and Comparisons
In 1999 the North Carolina General Assembly authorized ‘no excuse’ absentee voting and for counties to
establish one-stop absentee voting sites in locations around their county, not just at the board of elections
office for even election years. In 2001 it was open to all elections. Allowing One-Stop absentee voting to
be conducted starting on the third Thursday before the election and ends on the last Saturday at 1pm
before the election.
Using the 20 years data provided by North Carolina, we have been able to project our voter turnout to assist
the locality in preparing for the 2020 Presidential Election implementation of early voting.
Presidential Elections often have the largest voter turnout out of any election and next year’s election is
forecast to make history by breaking voter turnout records.
The below chart shows early voting turnout ranges for different types of election.
60%
35%
45%
3%3%2%
37%
62%
53%
0%
10%
20%
30%
40%
50%
60%
70%
2014
Federal
2016
Presidential
2018
Federal
North Carolina Early Voting vs. Total Turnout
Precinct Voters Mailed Absentee In-Person (Early Voting)
0
10,000
20,000
30,000
40,000
50,000
Total AB
Turnout
Total Voter
Turnout
Total Registered
Voters
2016 Presidential Election Turnout
Comparisons
Surry Co, NC Pittsylvania Co, VA
December 2019
6.a.a
Packet Pg. 7 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
5
No Excuse/Early Voting
Projected Impact and Comparisons
As Shown in the chart below, presidential election total voter turnout is about 75%. In those elections absentee
voting doubles in turnout at almost 10% of the total vote. However, when no-excuse absentee voting goes into
effect, we will likely see an increase of 40-60%, with a total turnout percentage of 85%.
Historic Turnouts
No Excuse Early Voting Turnouts
If No Excuse was in effect
Election Type
Total Voter
Turnout
% of Voter
Turnout
Active
Voters
AB Voter
Turnout
% of ABs
from Total
Turnout 10%20%30%40%50%60%
Nov 2008 President 30,783 76%40,587 3,354 11%3,078 6,157 9,235 12,313 15,392 18,470
Nov 2009 Governor 16,621 40%41,271 618 4%1,662 3,324 4,986 6,648 8,311 9,973
Nov 2012 President 31,753 74%42,953 2,746 9%3,175 6,351 9,526 12,701 15,877 19,052
Nov 2013 Governor 18,354 44%42,092 758 4%1,835 3,671 5,506 7,342 9,177 11,012
Nov 2016 President 31,546 72%43,519 2,930 9%3,155 6,309 9,464 12,618 15,773 18,928
Nov 2017 Governor 19,320 45%42,609 914 5%1,932 3,864 5,796 7,728 9,660 11,592
11/1/2019 *President 38,320 85%45,000 15,328 40%3,832 7,664 11,496 15,328 19,160 22,992
In the county absentee turnout has been on average 10%, with an estimated 60% turnout at the polls. As
shown in North Carolinas data, voters are more likely to vote during the no-excuse in-person voting. The chart
below shows our last three presidential election turnout.
30,783 31,753 31,546
3,354 2,746 2,930
-
5,000
10,000
15,000
20,000
25,000
30,000
35,000
2008 2012 2016
Presidential Elections Absentee Turnout
Total Voter Turnout AB Voter Turnout
6.a.a
Packet Pg. 8 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
6
No Excuse/Early Voting
Projected Impact
When looking a turnout projections for the upcoming Presidential elections. Of those who vote prior to
election day, it is estimated that 75% of voters will wait until the last week to cast their ballot in-person
without an excuse.
The chart below shows the percentage of turnout based on our registered voters and a 85% total
turnout. Each section breaks down the turnout percentages for absentee turnout, mail absentee
ballots and in-person no excuse voting options available to voters.
Caution:there could be a higher turnout due to the media, 3rd party organizations, social media and
political parties advertising the early voting option.
December 2019
Active Voters 45,000 Projected Absentee Turnout Totals
Total Voter
Turnout %
Total Voter
Turnout 10%20%30%40%50%60%
45%20,250 2,025 4,050 6,075 8,100 10,125 12,150
50%22,500 2,250 4,500 6,750 9,000 11,250 13,500
55%24,750 2,475 4,950 7,425 9,900 12,375 14,850
60%27,000 2,700 5,400 8,100 10,800 13,500 16,200
65%29,250 2,925 5,850 8,775 11,700 14,625 17,550
70%31,500 3,150 6,300 9,450 12,600 15,750 18,900
75%33,750 3,375 6,750 10,125 13,500 16,875 20,250
80%36,000 3,600 7,200 10,800 14,400 18,000 21,600
85%38,320 3,832 7,664 11,496 15,328 19,160 22,992
90%40,500 4,050 8,100 12,150 16,200 20,250 24,300
45,000 Mailed & 1st 26 Days In-Person AB (25%)
Total Voter
Turnout %
Total Voter
Turnout 10%20%30%40%50%60%
45%20,250 506 1,013 1,519 2,025 2,531 3,038
50%22,500 563 1,125 1,688 2,250 2,813 3,375
55%24,750 619 1,238 1,856 2,475 3,094 3,713
60%27,000 675 1,350 2,025 2,700 3,375 4,050
65%29,250 731 1,463 2,194 2,925 3,656 4,388
70%31,500 788 1,575 2,363 3,150 3,938 4,725
75%33,750 844 1,688 2,531 3,375 4,219 5,063
80%36,000 900 1,800 2,700 3,600 4,500 5,400
85%38,250 958 1,916 2,874 3,832 4,790 5,748
90%40,500 1,013 2,025 3,038 4,050 5,063 6,075
45,000 No Excuse Early Voting (75%)
Total Voter
Turnout %
Total Voter
Turnout 10%20%30%40%50%60%
45%20,250 1,519 3,038 4,556 6,075 7,594 9,113
50%22,500 1,688 3,375 5,063 6,750 8,438 10,125
55%24,750 1,856 3,713 5,569 7,425 9,281 11,138
60%27,000 2,025 4,050 6,075 8,100 10,125 12,150
65%29,250 2,194 4,388 6,581 8,775 10,969 13,163
70%31,500 2,363 4,725 7,088 9,450 11,813 14,175
75%33,750 2,531 5,063 7,594 10,125 12,656 15,188
80%36,000 2,700 5,400 8,100 10,800 13,500 16,200
85%38,250 2,874 5,748 8,622 11,496 14,370 17,244
90%40,500 3,038 6,075 9,113 12,150 15,188 18,225
6.a.a
Packet Pg. 9 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
7
No Excuse/Early Voting
Projected Impact
What is shown below is the midpoint of 40% turnout projection during the absentee period.
With an estimated total projection of 3,825 mailed ballots and 11,475 in-person voters.
Additionally, 75% of Absentee voters will vote during 7 day, in-person no-excuse absentee
period, estimated at 8,606 voters.
National Conference of State Legislatures data (affirmed by the NC data) shows anywhere
from 30% to 67% of total turnout to be Early Voting.
December 2019
Presidential Voting Forecast for No Excuse/Early Voting
Total Voters:45,000
Expected Total Voter Turnout:85%
Estimated Total Voter Turnout:38,250
Estimated Voter Turnout:38,250
Expected Absentee Turnout:40%
Estimated Total Absentee Voter Turnout:15,300
Estimated Total Absentee Voter Turnout:15,300
Expected Mailed/Emailed Out Absentee Ballots:3,825
In-Person Absentee Voter Totals:11,475
Total 33 Business Day of Absentee Voting
The First 26 days -Applications
required to Absentee Vote In-Person
The Last 7 days -No Excuse and
No Application Require to vote In-Person
Est. Voters
Estimated % AB in first 26 days:25%2,869
Estimated % AB in last 7 days:75%8,606
6.a.a
Packet Pg. 10 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
8
No Excuse/Early Voting
Projected Impact
December 2019
The Chart below shows a daily estimate of in person voters during the in-person no excuse timeline
at the 40% turnout estimate.
2,295
1,721
1,033 918 918
1,721
2,869
0
500
1,000
1,500
2,000
2,500
3,000
3,500
1st Saturday Day 8 - Mon Day 7 - Tues Day 6 - Wed Day 5 - Thur Day 4 - Fri Last Saturday
No Excuse Early Voting Week
6.a.a
Packet Pg. 11 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
9
The current space used for absentee voting will not accommodate the number of voters projected to cast a no
excuse absentee ballot. Additional temp staff, equipment and security will be required. A larger space is needed
for the General Registrars office.
This office will help to provide information to the Board of Supervisors for assistance with the expansion or
relocation of the General Registrar’s office to accommodate no-excuse early voting.
Elements to consider:
•Voting Area –space for processing large numbers of
voters per day (current facility allows for up to 4
voters to be processed at a time)
•Voting Equipment Needed
•20-30 voting booths
•10 electronic pollbook (EPBs) with printers a6
tabulators (ballot scanners)
•3 ADA –Handicap Assistance Voting Device
(Current location has 4 booths, 2 Pollbooks
and 1 tabulator)
•Processing Area –workstations for 5 employees
(Current location has 3 workstations)
•Data and phone line drops for each workstation
(Current office has 3 phones)
•Ballot Security Area –Security cages or room (Current
Location filing cabinet)
•Parking –Designated voter parking and Handicap
curbside voting spaces (Current location has 16
parking spaces and 2 handicap spaces)
•Office personnel security measures
No Excuse/Early Voting
Implementation in November 2020 Office Space
Estimated Budget Costs:
County Administration:
•Voter Registration and Elections Department relocation (estimated 4,000 sq. ft) : Unknown
•Parking: Unknown
•Ballot Security Area: Unknown
•Phone: Unknown
Registrar Main Office:
Capital Improvement needs:
•10 Voting Booths: $2,000
Annual Budget needs:
•1 additional fulltime staff member –starting salary $29,500, plus benefits (Currently the department has 2
fulltime and 1 seasonal staff member)
•2-4 seasonal staff -Main office: $15,000 –(1 seasonal staff member, in 2016 presidential we had 5 seasonal
staff) This funding was cut in 2017 and our part-time position was no longer funded.
•Workstations –Neutral cost with the assumption of relocation GR’s office.
•Data Connectivity: Unknown
Annual Budget Needs-Main office:$44,500
*This estimate are only for the main office operations. December 2019
6.a.a
Packet Pg. 12 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
Elements Needed/Cost Estimates:
Main Office plus the Gretna Branch Library & Mount Hermon Branch Library as Vote Centers
•Furnished location that meets all the requirements of a public office space, as specified in §24.2-310.
Secure location for voting equipment when not in use (sole key holder)
•Parking -designated voter parking and Handicap curbside voting spaces
•Voting Equipment
•30 Booths: $6,000
•10 Electronic Pollbooks w/software: $16,500
•11 Printers: $2,000
•6 Tabulators: $35,130.00
•3 ADA Ballot Markers: $10500.00
•3 Curbside signage: $600
•Workstations –6 laptops with peripherals: $3,000
•Data and phones: Connectivity to the Dept. of Elections secure database with a Static IP Address:
Unknown
•Photo ID equipment:$500
2020-2021 Capital Improvement Total Expense: $72,230
•Staffing
•6-10 Vote Center Staff $20,992 x 2 locations = $41,984
•2-4 additional season staff/temps-Main office: $15,000
•2020-2021 Early Voting Estimated Expense: $129,214
Ongoing expenses
•Annual Contract Fee: $2,200 Pollbook, $2,145 Voting Machines = 4,345 additional
•Future budget estimate ( 2022-2023, etc.): $61,329
No Excuse/Early Voting
Implementation in November 2020 Early Voting Centers
10
§24.2-701.1.C. Additional locations in the county or city approved by the electoral boards may be
available for absentee voting in person. Any such location shall be in a public building owned or leased
by the county, city, or town within the county and may be in a facility that is owned or leased by the
Commonwealth and used as a location for Department of Motor Vehicles facilities or as an office of the general
registrar. Any such location shall have adequate facilities for the protection of all elections materials
produced in the process of absentee voting in person, the voted and unvoted absentee ballots, and any
voting systems in use at the location.
2019 December
Vote Center Recommendations:
In consideration of the county size and the estimated 45 minute travel time to our office, in addition to the
facility limitations with office space and parking, we will be unable to process an estimated 11,000-14,000
voters at our main office alone. Therefore, opening two early voting centers, one in the Gretna branch
library and one in the Mt. Hermon branch library, are ideal locations to best serve all county residence.
Minimum Vote Center Staffing
Hourly Rate Hrs.Cost (hourly)Training Total
1 Vote Center Supervisor $15 56 $840.00 $1,500.00
$2,340.00
1 Center Asst. Supervisor $12 56 $672.00 $1,500.00 $2,172.00
8 Associates $10 448 $4,480.00 $12,000.00 $16,480.00
Total of 10 Staff at each center 560 $5,992.00 $15,000.00 $20,992.00
6.a.a
Packet Pg. 13 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
Thank You
Questions?
Kelly Keesee
Director of Elections
Pittsylvania County
Kelly.Keesee@pittgov.org
434-432-1981
11
6.a.a
Packet Pg. 14 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
2020-2021 Department Budget Submission
12
ACCOUNT NUMBER DESCRIPTION 2018-2019 2018-2019 2019-2020 Debits/Credits 2020-2021 Notes/Needs
________________________________________________BUDGET YEAR-END BUDGET thru 11/30/2019 REQUEST
100-4-013100-101100 COMPENSATION-BOARD MEMBERS 10,742.00 10,741.92 10,742.00 4,609.60 $ 11,074.00
100 % Reimbursement to localities for Electoral Board and Registrar Salary -
Reimbursement Estimated $66,700 = 0 county liability
100-4-013100-110000 SALARIES AND WAGES -REGULAR 95,909.00 97,902.72 97,903.00 42,752.70 $ 127,403.00
100% Reimbursement to localities, plus the addition of a full-time assistant staff member-Main office Salary $29,500, state reimbursement of estimated $56,000, county funded salaries = $ 71,403
100-4-013100-130000 ELECTION SUPPORT STAFF-PART-T 6,500.00 4,527.50 8,000.00 1,916.20 $ 15,000.00 $15,000 Seasonal staff for election administration-Early Voting -Main office
100-4-013100-171000 ELECTION OFFICIALS-COMPENSATI 50,000.00 43,165.00 50,000.00 28,055.00 $ 50,000.00
100-4-013100-210000 FICA 8,657.00 8,419.44 9,957.00 3,670.28 $ 11,526.20
100-4-013100-221000 VRS 9,505.00 9,584.88 9,585.00 4,185.50 $ 12,933.16
100-4-013100-230000 BCBS-CO. SHARE 14,165.00 15,638.80 15,934.00 6,470.16 $ 22,887.00
100-4-013100-230100 DENTAL 288 288 288 120 $ 432.00
100-4-013100-240000 VRS-LIFE INS 1,257.00 1,282.56 1,283.00 560.1 $ 1,730.59
100-4-013100-260000 UNEMPLOYMENT INSURANCE 137 121.7 164 11.69 $ 212.80
100-4-013100-270000 WORKMAN'S COMP INS 94 76.72 108 0 $ 114.95
100-4-013100-280000 LT DISABILITY 219 224.4 219 86.2 $ 219.00
100-4-013100-331000 REPAIRS & MAINT.6,000.00 360 10,000.00 12,072.55 $ 6,000.00
100-4-013100-332000 SVC CONTRACTS-VOTING EQUIPMEN 20,000.00 36,126.97 18,000.00 21,107.32 $ 23,175.00
Voting Machine HMA & FMA Annual Contract fee -$19,175.00 , EViD Pollbook
software contract fee $4,000.00=$23,175
100-4-013100-332100 VOTING EQUIPMENT PROGRAMMING 0 0 8,000.00 3,796.98 $ 8,000.00
100-4-013100-350000 PRINTING 15,000.00 12,085.93 15,000.00 8,811.92 $ 20,000.00
100-4-013100-360000 ADVERTISING 1,000.00 0 1,000.00 0 $ 3,000.00 Vote Center Advertisement requirements
100-4-013100-521000 POSTAGE 4,000.00 6,839.10 6,500.00 4,175.60 $ 35,280.00 $6,000-daily registration mailings, $2,280 -mailing ballots, $27,000-Post 2021 Redistricting county wide mailing to all registered voters as required by code.
100-4-013100-523000 TELEPHONE 800 810.85 900 280.64 $ 900.00
100-4-013100-542000 LEASE/RENTAL-BUILDINGS 0 300 900 0 $ -
100-4-013100-550000 TRAVEL EXPENSES 5,000.00 4,076.52 5,000.00 1,926.43 $ 8,000.00 CERA training Certification in Richmond -2020-2022
100-4-013100-554100 ELECTION TRAINING 0 0 1,000.00 0 $ 1,000.00
100-4-013100-581000 DUES & MEMBERSHIPS 1,160.00 350 1,160.00 99 $ 1,160.00
100-4-013100-600100 OFFICE SUPPLIES 2,500.00 1,986.42 3,000.00 1,868.97 $ 3,000.00
100-4-013100-600110 ELECTION SUPPLIES 0 0 1,750.00 299.81 $ 1,750.00
100-4-013100-600300 FURNITURE & FIXTURES 0 771.2 0 0 $ -
100-4-013100-600500 COPIER LEASE 3,094.00 2,798.94 3,094.00 1,112.16 $ 3,094.00
100-4-013100-810200 CAPITAL OUTLAY-EQUIPMENT 0 0 16,000.00 0 $ 250,000.00
New Facility for main office: $250,000 estimated
100-4-013100-130100 VOTE CENTER SEASONAL STAFF 0 0 0.00 0 $ 41,984.00 Vote Center Staffing
100-4-013100-350100 Vote Center Ballot Printing 0 0 0.00 0 $ 15,000.00 Early voting ballots-Vote Centers
100-4-013100-810210 Vote Center Machines $ 67,630.00
10 Electronic Pollbooks w/software: $16,50011 Printers: $2,0006 Tabulators: $35,130.003 ADA Ballot Markers: $10500.00Workstations –6 laptops with peripherals: $3,000Photo ID equipment:$500
100-4-013100-600120 Vote Center Supplies 0 0 0.00 0 $ 8,600.00 30 Booths: $6,000, signs $600, office supplies $2000
*******************************************************************
TO AL ELECTORAL BOARD/REGISTRAR 256,027.00 258,479.57 295,487.00 147,988.81 $ 751,105.70
6.a.a
Packet Pg. 15 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
13
Quote
Recommended Implementation
Base Configuration of Equipment-Main Unit (EVID Edge) includes:
a. Ruggedized Tablet Computer
i. Intel Quad-Core Atom Processor
ii. 10.1” Capacitive Touchscreen
iii. 2 GB RAM
iv. 64 GB eMMC Solid State Drive
v. One (1) micro SD slot
vi. Integrated Wi-Fi Wireless Adapter
vii. Integrated Bluetooth Wireless Adapter
viii. Removable Lithium Ion Battery
ix. Dedicated Barcode Scanner
x. Hand Strap
b. Adjustable-Angle Tablet Stand/Docking Station
i. Four (4) Standard USB ports
ii. One (1) Ethernet port
iii. Main Power Port
iv. Receipt Printer Power Port
v. Tablet Docking Port
2. Peripheral Equipment for Main Unit (EVID Edge) includes:
a. Power Adapter for Stand, Tablet and Receipt Printer
b. Power Cable to Power Receipt Printer from Stand
c. Power Adapter for Tablet only.
d. 3” Thermal Receipt Printer w/Bluetooth & USB connectivity, removable battery, belt
clip, and power adapter for receipt printer only.
e. Driver License Holder
3. Carrying case: Hard-shell/storage case with handle and form fitted foam insert to
Accommodate one (1) main unit and all peripherals.
EVID EDGE PRICING - $1650.00/unit 10 units = 16,500.00
ADDITIONAL PRICING:
License Station Fee after Year –annual maintenance - $100/station yearly.
Acceptance testing and training fee $2,000.00/one- time fee.
EVID Manager License Tool for writing activators $1,200.00 yearly.
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VIRGINIA ACTS OF ASSEMBLY --2019 SESSION
CHAPTER 668
An Act to amend and reenact §§24.2-452, 24.2-612, 24.2-700, 24.2-701, 24.2-702.1, 24.2-703.1, 24.2-703.2, 24.2-706,
24.2-707, 24.2-709, and 24.2-1004 of the Code of Virginia and to amend the Code of Virginia by adding a section
numbered 24.2-701.1, relating to absentee voting; no-excuse, in-person, beginning on second Saturday immediately
preceding election.
[H 2790]
Approved March 21, 2019
Be it enacted by the General Assembly of Virginia:
1. That §§24.2-452, 24.2-612, 24.2-700, 24.2-701, 24.2-702.1, 24.2-703.1, 24.2-703.2, 24.2-706, 24.2-707, 24.2-709, and
24.2-1004 of the Code of Virginia are amended and reenacted and that the Code of Virginia is amended by adding a
section numbered 24.2-701.1 as follows:
§24.2-452. Definitions.
As used in this chapter, unless the context requires a different meaning:
1. "Covered voter" means:
a. A uniformed-service voter or an overseas voter who is registered to vote in this state;
b. A uniformed-service voter defined in subdivision 9 a whose voting residence is in this state and who otherwise satisfies
this state's voter eligibility requirements, including subdivision A 2 of §24.2-700;
c. An overseas voter who, before leaving the United States, was last eligible to vote in this state and, except for a state
residency requirement, otherwise satisfies this state's voter eligibility requirements;
d. An overseas voter who, before leaving the United States, would have been last eligible to vote in this state had the voter
then been of voting age and, except for a state residency requirement, otherwise satisfies this state's voter eligibility
requirements; or
e. An overseas voter who was born outside the United States, is not described in subdivision c or d, and, except for a state
residency requirement, otherwise satisfies this state's voter eligibility requirements, if:
(1) The last place where a parent or legal guardian of the voter was, or under this chapter would have been, eligible to
vote before leaving the United States is within this state; and
(2) The voter has not previously registered to vote in any other state.
2. "Dependent" means an individual recognized as a dependent by a uniformed service.
3. "Federal postcard application" means the application prescribed under §101(b)(2) of the Uniformed and Overseas
Citizens Absentee Voting Act, 52 U.S.C. §20301(b)(2).
4. "Federal write-in absentee ballot" means the ballot described in §103 of the Uniformed and Overseas Citizens
Absentee Voting Act, 52 U.S.C. §20303, that may be used in all elections in which the voter is eligible to vote as
provided in §24.2-702.1.
5. "Military-overseas ballot" means:
a. A federal write-in absentee ballot;
b. A ballot specifically prepared or distributed for use by a covered voter in accordance with this title; or
c. A ballot cast by a covered voter in accordance with this title.
6. "Overseas voter" means a United States citizen who is outside the United States.
7. "State" means a state of the United States, the District of Columbia, Puerto Rico, the United States Virgin Islands,
or any territory or insular possession subject to the jurisdiction of the United States.
8. "Uniformed service" means:
a. Active and reserve components of the Army, Navy, Air Force, Marine Corps, or Coast Guard of the United States;
b. The Merchant Marine, the commissioned corps of the Public Health Service, or the commissioned
corps of the National Oceanic and Atmospheric Administration of the United States; or
c. The Virginia National Guard.
9. "Uniformed-service voter" means an individual who is qualified to vote and is:
a. A member of the active or reserve components of the Army, Navy, Air Force, Marine Corps, or Coast Guard of the
United States who is on active duty;
b. A member of the Merchant Marine, the commissioned corps of the Public Health Service, or the commissioned
corps of the National Oceanic and Atmospheric Administration of the United States;
c. A member on activated status of the National Guard; or
d. A spouse or dependent of a member referred to in this definition.
10. "United States," used in the territorial sense, means the several states, the District of Columbia, Puerto Rico, the
United States Virgin Islands, and any territory or insular possession subject to the jurisdiction of the United States.
15
Appendix
Virginia Acts of Assembly –2019 Session Chapter 668 [H2790]
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VIRGINIA ACTS OF ASSEMBLY --2019 SESSION CHAPTER 668 (continued)
§24.2-612. List of offices and candidates filed with Department of Elections and checked for
accuracy; when ballots printed; number required.
Immediately after the expiration of the time provided by law for a candidate for any office to qualify to have his name
printed on the official ballot and prior to printing the ballots for an election, each general registrar shall forward to the
Department of Elections a list of the county, city, or town offices to be filled at the election and the names of all candidates
who have filed for each office. In addition, each general registrar shall forward the name of any candidate who failed to
qualify with the reason for his disqualification. On that same day, the general registrar shall also provide a copy of the
notice to each disqualified candidate. The notice shall be sent by email or regular mail to the address on the candidate's
certificate of candidate qualification, and such notice shall be deemed sufficient. The Department of Elections shall
promptly advise the general registrar of the accuracy of the list. The failure of any general registrar to send the list to the
Department of Elections for verification shall not invalidate any election.
Each general registrar shall have printed the number of ballots he determines will be sufficient to conduct the election.
Such determination shall be based on the number of active registered voters and historical election data, including voter
turnout, and shall be subject to the approval by the electoral board.
Notwithstanding any other provisions of this title, the Department of Elections may print or otherwise provide one
statewide paper ballot style for each paper ballot style in use for presidential and vice-presidential electors for use only by
persons eligible to vote for those offices only under §24.2-402 or only for federal elections under §24.2-453. The
Department of Elections may apportion or authorize the printer or vendor to apportion the costs for these ballots among the
localities based on the number of ballots ordered. Any printer employed by the Department of Elections shall execute the
statement required by §24.2-616. The Department of Elections shall designate a representative to be present at the
printing of such ballots and deliver them to the appropriate general registrars pursuant to §24.2-617. Upon receipt of such
paper ballots, the electoral board or the general registrar shall affix the seal of the electoral board. Thereafter, such ballots
shall be handled and accounted for, and the votes counted as the Department of Elections shall specifically direct.
The general registrar shall make printed ballots available for absentee voting not later than 45 days prior to any
election or within three business days of the receipt of a properly completed absentee ballot application, whichever is later.
In the case of a special election, excluding for federal offices, if time is insufficient to meet the applicable deadline
established herein, then the general registrar shall make printed ballots available as soon after the deadline as possible. For
the purposes of this chapter, making printed ballots available includes mailing of such ballots or electronic transmission of
such ballots pursuant to §24.2-706 to a qualified absentee voter who is eligible for an absentee ballot under subdivision A
2 of §24.2-700. Not later than five days after absentee ballots are made available, each general registrar shall report to the
Department of Elections, in writing on a form approved by the Department of Elections, whether he has complied with the
applicable deadline.
Only the names of candidates for offices to be voted on in a particular election district shall be printed on the ballots
for that election district.
The general registrar shall send to the Department of Elections a statement of the number of ballots ordered to be
printed, proofs of each printed ballot for verification, and copies of each final ballot. If the Department of Elections finds
that, in its opinion, the number of ballots ordered to be printed by any general registrar is not sufficient, it may direct the
general registrar to order the printing of a reasonable number of additional ballots.
§24.2-700. Persons entitled to vote by absentee ballot.
A. The following registered voters may vote by absentee ballot in accordance with the provisions of this chapter in any
election in which they are qualified to vote:
1. Any person who, in the regular and orderly course of his business, profession, or occupation or while on personal
business or vacation, will be absent from the county or city in which he is entitled to vote;
2. Any person who is (i) a member of a uniformed service, as defined in §24.2-452, on active duty, (ii) temporarily
residing outside of the United States, or (iii) the spouse or dependent residing with any person listed in clause (i) or (ii),
and who will be absent on the day of the election from the county or city in which he is entitled to vote;
3. Any student attending a school or institution of higher education, or his spouse, who will be absent on the day of
election from the county or city in which he is entitled to vote;
4. Any duly registered person with a disability, as defined in §24.2-101, who is unable to go in person to the polls on
the day of election because of his disability, illness, or pregnancy;
5. Any person who is confined while awaiting trial or for having been convicted of a misdemeanor, provided that the
trial or release date is scheduled on or after the third day preceding the election. Any person who is awaiting trial and is a
resident of the county or city where he is confined shall, on his request, be taken to the polls to vote on election day if his
trial date is postponed and he did not have an opportunity to vote absentee;
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VIRGINIA ACTS OF ASSEMBLY --2019 SESSION CHAPTER 668 (continued)
6. Any person who is a member of an electoral board, registrar, officer of election, or custodian of voting equipment;
7. Any duly registered person who is unable to go in person to the polls on the day of the election because he is
primarily and personally responsible for the care of an ill or disabled family member who is confined at home;
8. Any duly registered person who is unable to go in person to the polls on the day of the election because of an
obligation occasioned by his religion;
9. Any person who, in the regular and orderly course of his business, profession, or occupation, will be at his place of
work and commuting to and from his home to his place of work for 11 or more hours of the 13 hours that the polls are open
pursuant to §24.2-603;
10. Any person who is a law-enforcement officer, as defined in §18.2-51.1; firefighter, as defined in §65.2-102;
volunteer firefighter, as defined in §27-42; search and rescue personnel, as defined in §18.2-51.1; or emergency medical
services personnel, as defined in §32.1-111.1;
11. Any person who has been designated by a political party, independent candidate, or candidate in a primary election
to be a representative of the party or candidate inside a polling place on the day of the election pursuant to subsection C of
§24.2-604 and §24.2-639; or
12. Any person granted a protective order issued by or under the authority of any court of competent jurisdiction.
B. Any registered voter may vote by absentee ballot in person beginning on the second Saturday immediately
preceding any election in which he is qualified to vote.
§24.2-701. Application for absentee ballot.
A. The State Board shall furnish each general registrar with a sufficient number of applications for official absentee
ballots. The registrars shall furnish applications to persons requesting them.
The State Board shall implement a system that enables eligible persons to request and receive an absentee ballot
application electronically through the Internet. Electronic absentee ballot applications shall be in a form approved by the
State Board.
Except as provided in §24.2-703, a separate application shall be completed for each election in which the applicant
offers to vote. An application for an absentee ballot may be accepted the later of (i) 12 months before an election or (ii) the
day following any election held in the twelfth month prior to the election in which the applicant is applying to vote.
An application that is completed in person at the same time that the applicant registers to vote shall be held and
processed no sooner than the fifth day after the date that the applicant registered to vote; however, this requirement shall
not be applicable to any person who is qualified to vote absentee under subdivision A 2 of §24.2-700.
Any application received before the ballots are printed shall be held and processed as soon as the printed ballots for
the election are available.
For the purposes of this chapter, the general registrar's office shall be open a minimum of eight hours between the
hours of 8:00 a.m. and 5:00 p.m. on the first and second Saturday immediately preceding all general elections, except May
general elections, and on the Saturday immediately preceding any primary election, May general election, or special
election.
Unless the applicant is disabled, all applications for absentee ballots shall be signed by the applicant who shall state,
subject to felony penalties for making false statements pursuant to §24.2-1016, that to the best of his knowledge and belief
the facts contained in the application are true and correct and that he has not and will not vote in the election at any other
place in Virginia or in any other state. If the applicant is unable to sign the application, a person assisting the applicant will
note this fact on the applicant signature line and provide his signature, name, and address.
B. Applications for absentee ballots shall be completed in the following manner:
1. An application completed in person shall be made not less than three days prior to the election in
which the applicant offers to vote and completed only in the office of the general registrar. The
applicant shall sign the application and signed by the applicant in the presence of a registrar. The applicant shall provide
one of the forms of identification specified in subsection B of §24.2-643. Any applicant who does not show one of the
forms of identification specified in subsection B of §24.2-643 shall be offered a provisional ballot under the provisions of
§24.2-653. The State Board of Elections shall provide instructions to the general registrar for the handling and counting of
such provisional ballots pursuant to subsection B of §24.2-653 and this section.
2. Any other application may be made by mail, electronic or telephonic transmission to a facsimile device if one is
available to the office of the general registrar or the office of the State Board if a device is not available locally, or other
means. The application shall be on a form furnished by the registrar or, if made under subdivision A 2 of §24.2-700, may
be on a federal postcard application prescribed pursuant to 52 U.S.C. §20301(b)(2). The federal postcard application may
be accepted the later of (i) 12 months before an election or (ii) the day following any election held in the twelfth month
prior to the election in which the applicant is applying to vote. The application shall be made to the appropriate registrar no
later than 5:00 p.m. on the seventh day prior to the election in which the applicant offers to vote.
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C. Applications for absentee ballots shall contain the following information:
1. The applicant's printed name, the last four digits of the applicant's social security number, and the reason the
applicant will be absent or cannot vote at his polling place on the day of the election. However, an applicant completing the
application in person shall not be required to provide the last four digits of his social security number;
2. A statement that he is registered in the county or city in which he offers to vote and his residence address in such
county or city. Any person temporarily residing outside the United States shall provide the last date of residency at his
Virginia residence address, if that residence is no longer available to him. Any person who makes application under
subdivision A 2 of §24.2-700 who is not a registered voter may file the applications to register and for a ballot
simultaneously;
3. The complete address to which the ballot is to be sent directly to the applicant, unless the application is made in
person at a time when the printed ballots for the election are available and the applicant chooses to vote in person at the
time of completing his application. The address given shall be (i) the address of the applicant on file in the registration
records; (ii) the address at which he will be located while absent from his county or city; or (iii) the address at which he
will be located while temporarily confined due to a disability or illness. No ballot shall be sent to, or in care of, any other
person; and
4. In the case of a person, or the spouse or dependent of a person, who is on active duty as a member of the uniformed
services as defined in §24.2-452, the branch of service to which he or the spouse belongs; or
5. In the case of a student, or the spouse of a student, who is attending a school or institution of higher education, the
name of the school or institution of higher education; or
6. In the case of any duly registered person with a disability, as defined in §24.2-101, who is unable to go in person to
the polls on the day of the election because of his disability, illness, or pregnancy, that he is a person with a disability,
illness, or pregnancy; or
7. In the case of a person who is confined awaiting trial or for having been convicted of a misdemeanor, the name of
the institution of confinement; or
8. In the case of a person who will be absent on election day for business reasons, the name of his employer or
business; or
9. In the case of a person who will be absent on election day for personal business or vacation reasons, the name of the
county or city in Virginia or the state or country to which he is traveling; or
10. In the case of a person who is unable to go to the polls on the day of election because he is primarily and
personally responsible for the care of an ill or disabled family member who is confined at home, his relationship to the
family member; or
11. In the case of a person who is unable to go to the polls on the day of election because of an obligation occasioned
by his religion, that he has an obligation occasioned by his religion; or
12. In the case of a person who, in the regular and orderly course of his business, profession, or occupation, will be at
his place of work and commuting to and from his home to his place of work for
11 or more hours of the 13 hours that the polls are open pursuant to §24.2-603, the name of his business or employer
and hours he will be at the workplace and commuting on election day; or
13. In the case of a law-enforcement officer, as defined in §18.2-51.1; firefighter, as defined in §65.2-102; volunteer
firefighter, as defined in §27-42; search and rescue personnel, as defined in
§18.2-51.1; or emergency medical services personnel, as defined in §32.1-111.1, that he is a first responder; or
14. In the case of a person who has been designated by a political party, independent candidate, or candidate in a
primary election to be a representative of the party or candidate inside a polling place on the day of the election pursuant to
subsection C of §24.2-604 and §24.2-639, the fact that he is so designated; or
15. In the case of a person who has been granted a protective order issued by or under the authority of any court of
competent jurisdiction, the name of the county or city in Virginia or the state of the issuing court.
D. An application shall not be required for any registered voter appearing in person to cast an absentee ballot during
the period beginning on the second Saturday immediately preceding the election in which he is offering to vote.
§24.2-701.1. Absentee voting in person.
A. Absentee voting in person shall be available on the forty-fifth day prior to any election and shall continue until 5:00
p.m. on the Saturday immediately preceding the election.
1. Any registered voter eligible to vote absentee pursuant to subsection A of §24.2-700 may vote absentee in person
beginning on the forty-fifth day prior to the election in which he is offering to vote and continuing until the second Friday
immediately preceding such election. He shall complete the application for an absentee ballot required by §24.2-701, and
the general registrar shall process that application in accordance with the provisions of §24.2-706.
2. Any registered voter may vote absentee in person on or after the second Saturday immediately preceding the
election in which he is offering to vote. He shall provide his name and his residence address in the county or city in which
he is offering to vote. After verifying that the voter is a registered voter of that county or city, the general registrar shall
enroll the voter's name and address on the absentee voter applicant list maintained pursuant to §24.2-706.
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VIRGINIA ACTS OF ASSEMBLY --2019 SESSION CHAPTER 668 (continued)
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VIRGINIA ACTS OF ASSEMBLY --2019 SESSION CHAPTER 668 (continued)
A registered voter voting by absentee ballot in person shall provide one of the forms of identification specified in
subsection B of §24.2-643. If he does not show one of the forms of identification specified in subsection B of §24.2-643, he
shall be offered a provisional ballot under the provisions of §24.2-653. The State Board shall provide instructions to the
general registrar for the handling and counting of such provisional ballots pursuant to subsection B of §24.2-653 and this
section.
B. Absentee voting in person shall be available during regular business hours. The electoral board of each county and
city shall provide for absentee voting in person in the office of the general registrar. For purposes of this chapter, such
office shall be open a minimum of eight hours between the hours of 8:00 a.m. and 5:00 p.m. on the first and second
Saturday immediately preceding all elections.
C. Additional locations in the county or city approved by the electoral boards may be available for absentee voting in
person. Any such location shall be in a public building owned or leased by the county, city, or town within the county and
may be in a facility that is owned or leased by the Commonwealth and used as a location for Department of Motor Vehicles
facilities or as an office of the general registrar. Any such location shall have adequate facilities for the protection of all
elections materials produced in the process of absentee voting in person, the voted and unvoted absentee ballots, and any
voting systems in use at the location.
D. The general registrar may provide for the casting of absentee ballots in person pursuant to this section on voting
systems. The Department shall prescribe the procedures for use of voting systems. The procedures shall provide for
absentee voting in person on voting systems that have been certified and are currently approved by the State Board. The
procedures shall be applicable and uniformly applied by the Department to all localities using comparable voting systems.
E. At least two officers of election shall be present during all hours that absentee voting in person is available and
shall represent the two major political parties, except in the case of a party primary, when they may represent the party
conducting the primary. However, such requirement shall not apply when (i) voting systems that are being used pursuant
to subsection D are located in the office of the general registrar and (ii) the general registrar or an assistant registrar is
present.
F. The Department shall include absentee ballots voted in person in its instructions for the preparation, maintenance,
and reporting of ballots, pollbooks, records, and returns.
§24.2-702.1. Federal write-in absentee ballots.
A. Notwithstanding any other provision of this title, a qualified absentee voter who is eligible for an absentee ballot
under subdivision A 2 of §24.2-700 may use a federal write-in absentee ballot in any election. Such ballot shall be
submitted and processed in the manner provided by the Uniformed and Overseas Citizens Absentee Voting Act (52 U.S.C.
§20301 et seq.) and this article.
B. Notwithstanding any other provision of this title, a federal write-in absentee ballot submitted pursuant to subsection
A shall be considered valid for purposes of simultaneously satisfying both an absentee ballot application and a completed
absentee ballot, provided that the ballot is received no later than the deadline for the return of absentee ballots as provided
in §24.2-709 for the election in which the voter offers to vote, and the application contains the following information: (i)
the voter's signature; however, if the voter is unable to sign, the person assisting the voter will note this fact in the voter
signature box; (ii) the voter's printed name; (iii) the county or city in which he is registered and offers to vote; (iv) the
residence address at which he is registered to vote; (v) his current military or overseas address; and (vi) the signature of a
witness who shall sign the same application.
C. This section shall not be construed to require that an absentee ballot be sent to the absentee voter on receipt of a
federal write-in absentee ballot unless the voter has also submitted an absentee ballot application pursuant to §24.2-701 or
24.2-703.
§24.2-703.1. Special annual applications for absentee ballots for certain ill or disabled voters.
Any person who is eligible for an absentee ballot under subdivision A 4 of §24.2-700 because of a disability or illness
and who is likely to remain so eligible for the remainder of the calendar year shall be eligible to file a special annual
application to receive ballots for all elections in which he is eligible to vote in a calendar year. His first such application
shall be accompanied by a statement, on a form prescribed by the State Board and signed by the voter and his physician,
provider as defined in §37.2-403, or accredited religious practitioner, that the voter is eligible for an absentee ballot under
subdivision A 4 of §24.2-700 and likely to remain so eligible for the remainder of the calendar year.
In accordance with procedures established by the State Board, the general registrar shall retain the application and
form, enroll the applicant on a special absentee voter applicant list, and process the applicant's request for an absentee
ballot for each succeeding election in the calendar year. The applicant shall specify by party designation the primary
ballots he is requesting.
The general registrar shall send each such enrolled applicant a blank application by December 15 for each ensuing
calendar year, and upon completion thereof, the applicant shall be eligible to receive ballots for all elections in which he is
eligible to vote in that calendar year.
If an official reply to the application or an absentee ballot sent to the applicant is returned as undeliverable, or the
general registrar knows that the applicant is no longer a qualified voter, no ballot for any subsequent election shall be sent
to the voter until a new application is filed and accepted.
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VIRGINIA ACTS OF ASSEMBLY --2019 SESSION CHAPTER 668 (continued)
§24.2-703.2. Replacement absentee ballots for certain disabled or ill voters; penalty.
A voter seeking to cast an absentee ballot may obtain a replacement absentee ballot subject to the following
conditions: (i) the voter applied for an absentee ballot under subdivision A 4 of §24.2-700 because of a disability or illness;
(ii) the application was approved and an absentee ballot mailed to the voter; and (iii) the voter did not receive or has lost
the absentee ballot on or before the Saturday before the election. In such case, the voter may request a replacement
absentee ballot by the close of business for the local elections office on the Saturday before election day and designate, in
writing, a representative to obtain a replacement absentee ballot on his behalf from the general registrar and to return the
properly completed ballot as directed by the general registrar no later than the close of polls on the day of election for
which the absentee ballot is valid. The representative shall be age eighteen or older and shall not be an elected official, a
candidate for elected office, or the deputy, spouse, parent, or child of an elected official or candidate. The voter and
representative shall complete the form prescribed by the State Board to implement the provisions of this section. The form
shall include a statement signed by the voter that he did not receive the ballot or has lost the ballot. Statements on the form
shall be subject to felony penalties for making false statements pursuant to §24.2-1016.
§24.2-706. Duty of general registrar on receipt of application; statement of voter.
A. On receipt of an application for an absentee ballot, the general registrar shall enroll the name and address of each
registered applicant on an absentee voter applicant list that shall be maintained in the office of the general registrar with a
file of the applications of the listed applicants received. The list shall be available for inspection and copying and the
applications shall be available for inspection only by any registered voter during regular office hours. Upon request and for
a reasonable fee, the Department of Elections shall provide an electronic copy of the absentee voter applicant list to any
political party or candidate. Such list shall be used only for campaign and political purposes. Any list made available for
inspection and copying under this section shall contain the post office box address in lieu of the residence street address for
any individual who has furnished at the time of registration or subsequently, in addition to his street address, a post office
box address pursuant to subsection B of §24.2-418.
No list or application containing an individual's social security number, or any part thereof, or the individual's day and
month of birth, shall be made available for inspection or copying by anyone. The Department of Elections shall prescribe
procedures for general registrars to make the information in the lists and applications available in a manner that does not
reveal social security numbers or parts thereof, or an individual's day and month of birth.
B. The completion and timely delivery of an application for an absentee ballot shall be construed to be an offer by the
applicant to vote in the election.
The general registrar shall note on each application received whether the applicant is or is not a registered voter. In
reviewing the application for an absentee ballot, the general registrar shall not reject the application of any individual
because of an error or omission on any record or paper relating to the application, if such error or omission is not material
in determining whether such individual is qualified to vote absentee.
If the application has been properly completed and signed and the applicant is a registered voter of the precinct in
which he offers to vote, the general registrar shall, at the time when the printed ballots for the election are available, send
by the deadline set out in §24.2-612, obtaining a certificate or other evidence of either first-class or expedited mailing or
delivery from the United States Postal Service or other commercial delivery provider, or deliver to him in person in the
office of the registrar, the following items and nothing else:
1. An envelope containing the folded ballot, sealed and marked "Ballot within. Do not open except in presence of a
witness."
2. An envelope, with printing only on the flap side, for resealing the marked ballot, on which envelope is printed the
following:
"Statement of Voter."
"I do hereby state, subject to felony penalties for making false statements pursuant to §24.2-1016, that my FULL
NAME is ______________ (last, first, middle); that I am now or have been at some time since last November's general
election a legal resident of ______________ (STATE YOUR LEGAL RESIDENCE IN VIRGINIA including the house
number, street name or rural route address, city, zip code); that I received the enclosed ballot(s) upon application to the
registrar of such county or city; that I opened the envelope marked 'ballot within' and marked the ballot(s) in the presence
of the witness, without assistance or knowledge on the part of anyone as to the manner in which I marked it (or I am
returning the form required to report how I was assisted); that I then sealed the ballot(s) in this envelope; and that I have
not voted and will not vote in this election at any other time or place.
Signature of Voter ______________________________
Date ____________________
Signature of witness ______________________________"
For elections held after January 1, 2004, instead of the envelope containing the above oath, an envelope containing the
standard oath prescribed by the presidential designee under §101(b)(7) of the Uniformed and Overseas Citizens Absentee
Voting Act (52 U.S.C. §20301 et seq.) shall be sent to voters who are qualified to vote absentee under that Act.
When this statement has been properly completed and signed by the registered voter and witnessed, his ballot shall not
be subject to challenge pursuant to §24.2-651.December 2019
6.a.a
Packet Pg. 23 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
21
VIRGINIA ACTS OF ASSEMBLY --2019 SESSION CHAPTER 668 (continued)
3. A properly addressed envelope for the return of the ballot to the general registrar by mail or by the applicant in
person.
4. Printed instructions for completing the ballot and statement on the envelope and returning the ballot.
For federal elections held after January 1, 2004, for any voter who is required by subparagraph (b) of 52 U.S.C. §
21083 of the Help America Vote Act of 2002 to show identification the first time the voter votes in a federal election in the
state, the printed instructions shall direct the voter to submit with his ballot (i) a copy of a current and valid photo
identification or (ii) a copy of a current utility bill, bank statement, government check, paycheck or other government
document that shows the name and address of the voter. Such individual who desires to vote by mail but who does not
submit one of the forms of identification specified in this paragraph may cast such ballot by mail and the ballot shall be
counted as a provisional ballot under the provisions of §24.2-653. The Department of Elections shall provide instructions
to the electoral boards for the handling and counting of such provisional ballots pursuant to subsection B of §24.2-653 and
this section.
5. For any voter entitled to vote absentee under the Uniformed and Overseas Citizens Absentee Voting Act (52 U.S.C.
§20301 et seq.), information provided by the Department of Elections specific to the voting rights and responsibilities for
such citizens, or information provided by the registrar specific to the status of the voter registration and absentee ballot
application of such voter, may be included.
The envelopes and instructions shall be in the form prescribed by the Department of Elections.
C. If the applicant makes completes his application to vote in person under §24.2-701 at a time when the printed
ballots for the election are available, the general registrar, on the determination of the qualifications of the applicant to
vote, shall provide to the applicant the items set forth in subdivisions 1 through 4, and no item shall be removed by the
applicant from the office of the general registrar he may request that the general registrar send to him by mail the items set
forth in subdivisions B 1 through 4, instead of casting the ballot in person. On the request of the applicant, Such request
shall be made no later than 5:00 p.m. on the seventh day prior to the election in which the applicant offers to vote, and
the general registrar may shall send the those items set forth in subdivisions 1 through 4 to the applicant by mail, obtaining
a certificate or other evidence of mailing.
D. If the applicant states as the reason for his absence on election day any of the reasons set forth in subdivision A 2 of §
24.2-700, the general registrar, at the time when the printed ballots for the election are available, shall mail by the deadline
set forth in §24.2-612 or deliver in person to the applicant in the office of the general registrar the items as set forth in
subdivisions B 1 through 4 and, if necessary, an application for registration. A certificate or other evidence of mailing shall
not be required. If the applicant requests that such items be sent by electronic transmission, the general registrar, at the time
when the printed ballots for the election are available but not later than the deadline set forth in §24.2-612, shall send by
electronic transmission the blank ballot, the form for the envelope for returning the marked ballot, and instructions to the
voter. Such materials shall be sent using the official email address or fax number of the office of the general registrar
published on the Department of Elections website. The State Board of Elections may prescribe by regulation the format of
the email address used for transmitting ballots to eligible voters. A general registrar may also use electronic transmission
facilities provided by the Federal Voting Assistance Program. The voted ballot shall be returned to the general registrar as
otherwise required by this chapter.
When the statement prescribed in subdivision 2 has been properly completed and signed by the registered voter and
witnessed, his ballot shall not be subject to challenge pursuant to §24.2-651.
E. The circuit courts shall have jurisdiction to issue an injunction to enforce the provisions of this section upon the
application of (i) any aggrieved voter, (ii) any candidate in an election district in whole or in part in the court's jurisdiction
where a violation of this section has occurred, or is likely to occur, or (iii) the campaign committee or the appropriate
district political party chairman of such candidate. Any person who fails to discharge his duty as provided in this section
through willful neglect of duty and with malicious intent shall be guilty of a Class 1 misdemeanor as provided in
subsection A of §24.2-1001.
§24.2-707. How ballots marked and returned by mail.
On receipt of a mailed absentee ballot, the voter shall, in the presence of a witness, (i) open the sealed envelope
marked "ballot within" and (ii) mark and refold the ballot, as provided in §§24.2-644 and 24.2-646 without assistance and
without making known how he marked the ballot, except as provided by §24.2-704.
After the voter has marked his absentee ballot, he shall (a) enclose the ballot in the envelope provided for that purpose,
(b) seal the envelope, (c) fill in and sign the statement printed on the back of the envelope in the presence of a witness, who
shall sign the same envelope, (d) enclose the ballot envelope and any required assistance form within the envelope directed
to the general registrar, and (e) seal that envelope and mail it to the office of the general registrar or deliver it personally to
the general registrar. A voter's failure to provide in the statement on the back of the envelope his full middle name or his
middle initial shall not be a material omission, rendering his ballot void, unless the voter failed to provide in the statement
on the back of the envelope his full first and last name. A voter's failure to provide the date, or any part of the date,
including the year, on which he signed the statement printed on the back of the envelope shall not be considered a material
omission and shall not render his ballot void. For purposes of this chapter, "mail" shall include delivery by a commercial
delivery service, but shall not include delivery by a personal courier service or another individual except as provided by
§§24.2-703.2 and 24.2-705.December 2019
6.a.a
Packet Pg. 24 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
22
VIRGINIA ACTS OF ASSEMBLY --2019 SESSION CHAPTER 668 (continued)
An applicant who makes his application to vote in person at a time when the printed ballots for the election are
available shall follow the same procedure set forth above except that he may complete the procedure in person in the office
of the general registrar, or at another location or locations in the county or city approved by the electoral board, before a
registrar, or, if a ballot is cast at that time, before the officers of election appointed by the electoral board. Any such
location shall be in a public building owned or leased by the city, the county, or a town within the county, with adequate
facilities for the protection of all records concerning the absentee voters, the absentee ballots, both voted and unvoted, and
any voting equipment in use at the location. Such location may be in a facility owned or leased by the Commonwealth and
used as a location for Department of Motor Vehicles facilities and for an office of the general registrar. Such location shall
be deemed the equivalent of the office of the general registrar for the purpose of completing the application for an absentee
ballot in person pursuant to §§24.2-701 and 24.2-706. On the request of the applicant, made no later than 5:00 p.m. on the
seventh day prior to the election in which the applicant offers to vote, the general registrar may send the items set forth in
subdivisions 1 through 4 of §24.2-706 to the applicant by mail, obtaining a certificate or other evidence of mailing.
Failure to follow the procedures set forth above in this section shall render the applicant's ballot void.
The general registrar of any county or city using a central absentee voting precinct may provide for the casting of
absentee ballots on voting equipment prior to election day by applicants who are voting in person. The Department of
Elections shall prescribe procedures for the use of voting equipment. The procedures shall provide for the casting of
absentee ballots prior to election day by in-person applicants on voting equipment which has been certified, and is
currently approved, by the Department of Elections. The procedures shall be applicable and uniformly applied by the
Department of Elections to all jurisdictions using comparable voting equipment. At least two officers of election, one
representing each political party, shall be present during all hours that absentee voting is available at any location at
which absentee ballots are cast prior to election day.
The requirement that officers of election shall be present if ballots are cast on voting equipment prior
to election day shall not be applicable when the voting equipment is located in the office of the general
registrar and the general registrar or an assistant registrar is present.
§24.2-709. Ballot to be returned in manner prescribed by law.
A. Any ballot returned to the office of the general registrar in any manner except as prescribed by law shall be void.
Absentee ballots shall be returned to the general registrar before the closing of the polls. The registrar receiving the ballot
shall (i) seal the ballot in an envelope with the statement or declaration of the voter, or both, attached to the outside and (ii)
mark on each envelope the date, time, and manner of delivery. No returned absentee ballot shall be deemed void because
the inner envelope containing the voted ballot is imperfectly sealed so long as the outside envelope containing the ballot
envelope is sealed.
B. Notwithstanding the provisions of subsection A, absentee ballots (i) received after the close of the polls on any
election day, (ii) received before 5:00 p.m. on the second business day before the State Board meets to ascertain the results
of the election pursuant to this title, (iii) requested on or before but not sent by the deadline for making absentee ballots
available under §24.2-612, and (iv) cast by an absentee voter who is eligible for an absentee ballot under subdivision A 2
of §24.2-700 shall be counted pursuant to the procedures set forth in this chapter and, if the voter is found entitled to vote,
included in the election returns. The electoral board shall prepare an amended certified abstract, which shall include the
results of such ballots, and shall deliver such abstract to the State Board by the business day prior to its meeting pursuant to
this title, and shall deliver a copy of such abstract to the general registrar to be available for inspection when his office is
open for business.
C. Notwithstanding the provisions of clause (i) of subsection B of §24.2-427, an absentee ballot returned by a voter in
compliance with §24.2-707 and this section who dies prior to the counting of absentee ballots on election day shall be
counted pursuant to the procedures set forth in this chapter if the voter is found to have been entitled to vote at the time that
he returned the ballot.
§24.2-1004. Illegal voting and registrations.
A. Any person who wrongfully deposits a ballot in the ballot container or casts a vote on any voting equipment, is
guilty of a Class 1 misdemeanor.
B. Any person who intentionally (i) votes more than once in the same election, whether those votes are cast in Virginia
or in Virginia and any other state or territory of the United States, (ii) procures, assists, or induces another to vote more
than once in the same election, whether those votes are cast in Virginia or in Virginia and any other state or territory of the
United States, (iii) votes knowing that he is not qualified to vote where and when the vote is to be given, or (iv) procures,
assists, or induces another to vote knowing that such person is not qualified to vote where and when the vote is to be given
is guilty of a Class 6 felony.
C. Any person who intentionally (i) registers to vote at more than one residence address at the same time, whether
such registrations are in Virginia or in Virginia and any other state or territory of the United States, or (ii) procures, assists,
or induces another to register to vote at more than one address at the same time, whether such registrations are in Virginia
or in Virginia and any other state or territory of the United States, is guilty of a Class 6 felony. This subsection shall not
apply to any person who, when registering to vote, changing the address at which he is registered, transferring his
registration, or assisting another in registering, changing his address, or transferring his registration, provides the
information required by §24.2-418 on the applicant's place of last previous registration to vote.
December 2019
6.a.a
Packet Pg. 25 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
23December 2019
North Carolina Data https://www.ncsbe.gov/index.html
National Conference of State Legislatures http://www.ncsl.org
Virginia Legislative Information Services –Code of Virginia
https://law.lis.virginia.gov/vacode/title24.2/
Voter Registrars Association of Virginia No Excuse Early Voting Committee
Point of contact:
Chair, Teri Smithson –Director of Elections/General Registrar for Hanover County
tfsmithson@hanovercounty.gov (804) 365-3154
Vice-Chair, Richard Keech -Deputy Director & Deputy Registrar for Loudoun County
Richard.Keech@loudoun.gov (703) 737-8329
Member, Voter Registrars Association of Virginia No Excuse Early Voting Committee
Kelly Keesee-Director of Elections/General Registrar for Pittsylvania County
Kelly.Keesee@pittgov.org (434)432-1981
Information Sources:
6.a.a
Packet Pg. 26 Attachment: Early Voting (1903 : Early Voting Projections and Budgetary Needs Report (Contact: Kelly A. Keesee); (15 minutes))
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: 2019 Employee Satisfaction Survey Results Review (Staff Contact: Holly
E. Stanfield); (15 minutes)
Staff Contact(s): Holly E. Stanfield
Agenda Date: January 27, 2020 Item Number: 6.b
Attachment(s): 2019 2018 Employee Survey Comparison
Reviewed By:
Holly E. Stanfield, Human Resources Manager, will update the Board on the results of the 2019
Employee Satisfaction Survey.
6.b
Packet Pg. 27
Powered by
Employee Satisfaction
Survey
December 2019
6.b.a
Packet Pg. 28 Attachment: 2019 2018 Employee Survey Comparison (1904 :
About the Survey
•Survey was designed using SurveyMonkey.SurveyMonkey is an online survey development
cloud-based software service company.
•Questions used in the survey were the same questions used in the 2018 survey.Compare
apples to apples.
•Survey results were calculated by SurveyMonkey and reporting was done using SurveyMonkey.
•Survey was sent to all County employees and the following Constitutional office employees:
•Sheriff
•Commissioner of Revenue
•Treasurer
•Commonwealth Attorney
•Total responses 102
2
6.b.a
Packet Pg. 29 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Q3: Do you work for a County Department or Constitutional Office?
3
2019 2018
6.b.a
Packet Pg. 30 Attachment: 2019 2018 Employee Survey Comparison (1904 :
What’s Working
How happy are you at work? (Q5)
4
2019 2018
72% are happy at work 65% are happy at work
6.b.a
Packet Pg. 31 Attachment: 2019 2018 Employee Survey Comparison (1904 :
What’s Working
How strongly would you recommend PC as a great place to work? (Q22)
5
2019 2018
69% would recommend PC
as a great place to work
40% would recommend PC
as a great place to work
6.b.a
Packet Pg. 32 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Opportunities for Improvement
In 2018, these were the top areas that employees rated they were the most dissatisfied with:
•Health Insurance
•Recognition and Respect
•Development
•Communication
Let’s see how we did in 2019 ….
6
6.b.a
Packet Pg. 33 Attachment: 2019 2018 Employee Survey Comparison (1904 :
How satisfied are you with your County health insurance?
7
2019 2018
50% satisfied 34% satisfied
6.b.a
Packet Pg. 34 Attachment: 2019 2018 Employee Survey Comparison (1904 :
How satisfied are you with County benefits, not including health insurance?
8
2019 2018
67% satisfied 50% satisfied
6.b.a
Packet Pg. 35 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Recognition and Respect
How often do you receive recognition or praise for doing a good job at work (Q12)
9
2019 2018
44% often or frequently
receive recognition or praise
31% often or frequently
receive recognition or praise
6.b.a
Packet Pg. 36 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Recognition or Respect
How well does PC treat employees at all levels with respect? (Q19)
10
2019 2018
59% feel employees are
treated with respect
36% feel employees are
treated with respect
6.b.a
Packet Pg. 37 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Employee Development
How strongly do you feel your supervisor encourages your development? (Q15)
11
2019 2018
60% feel their supervisor
encourages their development
43% felt their supervisor
encouraged their development
6.b.a
Packet Pg. 38 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Employee Development
How often have you had opportunities at work to learn and grow? (Q16)
12
2019 2018
58% feel they have opportunities
to learn and grow at work
53% felt they had opportunities to
learn and grow at work
6.b.a
Packet Pg. 39 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Communication
How well does PC communicate information, priorities and values? (Q18)
13
2019 2018
56% feel that PC
communicates well
27% feel that PC
communicates well
6.b.a
Packet Pg. 40 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Initiatives that helped improved performance
Health Insurance
•Created a Wellness program.
•Held 1st Annual Health & Wellness Fair
•Offered a Wellness Incentive of $125 (115 employees participated)
•Introduced a new Voluntary benefits provider –Mark III (reduced premiums for employees)
Recognition and Respect
•Formed Employee Event Committee (employee engagement)
•Enhanced Service Award program
•Created employee focused newsletter to include a spotlight feature and recognition of employee accomplishments
•Introduced a performance based review and merit pay system
14
6.b.a
Packet Pg. 41 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Initiatives that helped improved performance
Development
•Introduced a new performance review system with formal development plans
•Trained supervisors and managers on how to use the new system
Communication
•Created employee focused monthly newsletter
•All employee meetings
•Sent multiple mini surveys to employees throughout the year asking for their
feedback and opinions on important matters
15
6.b.a
Packet Pg. 42 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Questions?
16
6.b.a
Packet Pg. 43 Attachment: 2019 2018 Employee Survey Comparison (1904 :
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: CPMT Update (Staff Contact: Cheryl J. Boswell); (15 minutes)
Staff Contact(s): Cheryl J. Boswell
Agenda Date: January 27, 2020 Item Number: 6.c
Attachment(s): Copy of 2019 Calendar Year CPMT attendance record
CPMT - Monica Karavanic
Reviewed By:
Cheryl J. Boswell, CPMT Coordinator, will provide the Board a CPMT update and attendance
report.
6.c
Packet Pg. 44
CPMT Member JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC
1) Parent Representative
Amy Edwards (Member as of January 2017 )PRESENT PRESENT PRESENT PRESENT PRESENT X PRESENT PRESENT PRESENT X PRESENT PRESENT
2) Pittsylvania County Schools
Ann Cassada (Member) (CPMT Chair 07/01/2014 -06/30/2016)PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT X PRESENT PRESENT PRESENT PRESENT
Robin Haymore (Alternate)X X X X X X X PRESENT X X PRESENT X
3) Pittsylvania County DSS
Christopher Spain(Member as of January 1, 2019)PRESENT X PRESENT X PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT X PRESENT
Tammy Chaney (Alternate as of Charles Warren (Alternate as of March 15, 2019) Paula Orellana (Alternate as of January 1, 2019) X X X PRESENT X X X X X X X X
4) Danville- Pittsylvania Community Services
Sandy Stephenson Irby (Member as of July 1, 2017)PRESENT PRESENT X PRESENT X PRESENT PRESENT PRESENT X PRESENT PRESENT X
Veronica Onsurez-Pannell (Alternate as of November 1, 2019) Jim Bebeau (Atlernate as of July 1, 2019)Veronica Onsurez-Pannell (Alternate as of July 1, 2017)X X PRESENT X PRESENT X X X X X PRESENT PRESENT
5) Court Services Unit
Joyce Green (Member as of June 2015)PRESENT PRESENT X X PRESENT PRESENT PRESENT PRESENT PRESENT X X X
Dawn Loving (Alternate as of January 25, 2019)PRESENT PRESENT X X X X X X X PRESENT PRESENT
6) Elected Sherriff
Mike Taylor (Member)X PRESENT PRESENT X X PRESENT PRESENT PRESENT PRESENT X PRESENT X
Donald Motley (Alternate)X X X PRESENT X X X X X X X X
7) Government Official
Ronald Scearce(Member as of January 2017)X PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT
Richard Hicks (Member as of May 2018)PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT
8) Health Department
Natalie Whitlow (Member as of Feburary 2018)PRESENT X X PRESENT PRESENT PRESENT PRESENT PRESENT X PRESENT PRESENT PRESENT
Catheryne Walker (Alternate as of February 2018)X PRESENT X X X X X X X X X X
9) Private Provider- Arc of Southside
Monica Karavanic ( Member as of February 2018)PRESENT PRESENT X PRESENT X X X PRESENT PRESENT PRESENT PRESENT X
CPMT Attendance Record 2019
**CPMT Alternate attendance only required if CPMT Member is not present**
Resolution 2014-10-02: "CPMT members shall attend 75% of regularly scheduled meetings unless mitigating circumstances are approved by the Pittsylvania County Board of Supervisors."
x = absent
6.c.a
Packet Pg. 45 Attachment: Copy of 2019 Calendar Year CPMT attendance record (1905 : CPMT Update (Staff Contact:
6.c.b
Packet Pg. 46 Attachment: CPMT - Monica Karavanic (1905 : CPMT Update (Staff Contact: Cheryl J. Boswell); (15 minutes))
6.c.b
Packet Pg. 47 Attachment: CPMT - Monica Karavanic (1905 : CPMT Update (Staff Contact: Cheryl J. Boswell); (15 minutes))
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Monthly Department Spotlight (Building and Grounds); (Staff Contact:
Darrell W. Dalton); (15 minutes)
Staff Contact(s): Darrell W. Dalton
Agenda Date: January 27, 2020 Item Number: 6.d
Attachment(s): Building and Grounds January 2020 Presentation
Reviewed By:
Darrell W. Dalton, Director of Buildings and Properties, will present the Board with a Buildings
and Grounds update.
6.d
Packet Pg. 48
Building &
Grounds
Darrell Dalton
6.d.a
Packet Pg. 49 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
Back of Jail
6.d.a
Packet Pg. 50 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
6.d.a
Packet Pg. 51 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
6.d.a
Packet Pg. 52 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
6.d.a
Packet Pg. 53 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
Sign Truck
6.d.a
Packet Pg. 54 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
6.d.a
Packet Pg. 55 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
6.d.a
Packet Pg. 56 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
6.d.a
Packet Pg. 57 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
911 Tower
6.d.a
Packet Pg. 58 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
6.d.a
Packet Pg. 59 Attachment: Building and Grounds January 2020 Presentation (1907 : Monthly Department
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Committee Updates/Recommendations (Finance; Economic
Development; and Legislative); (Staff Contact: David M. Smitherman; J.
Vaden Hunt, Esq.); (15 minutes)
Staff Contact(s): David M. Smitherman
Agenda Date: January 27, 2020 Item Number: 6.e
Attachment(s):
Osage Full Contract
01-27-2020 Mike Taylor - DRAFT
PROPOSED BUDGET CALENDAR-2020-2021
1-27-2020 Legislative Committee Meeting Packet
Spectrum Group Agreement
01-14-2020 Mark Gignac - Modifications to Spectrum Group Proposal
Reviewed By:
The Board will be updated on the following Committee Updates/Recommendations:
Finance:
1. Ambulance Funding/Contract Approval
2. Sheriff Letter Transmission Approval
3. Budget Calendar Approval
4. Fire and Rescue Commission Stipend Approval
- The Finance Committee recommended the following stipend for the Fire and Rescue
Commission: $150 per month; Commission Members must attend at least one (1)
Meeting each month that Meetings occur to receive stipend; No stipend will be paid in
the months in which there are no Meetings.
Economic Development:
1. Spectrum Group Contract Approval
Legislative:
1. PCC Changes Required for Tax Due Date Change Public Hearing Authorization
2. County Community Cat Program Adoption
3. HB 480 Support
Solid Waste Violation Penalty Escalation Ordinance Revisions Update/Potential Public Hearing
Authorization
5. Virginia Code § 58.1-3340 (Lien on real estate for taxes and levies assessed thereon;
responsibility of purchaser or trustee at sale; lien on rents) Unpaid Solid Waste Fee Issue Update
6.e
Packet Pg. 60
6.e.aPacket Pg. 61Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 62Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 63Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 64Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 65Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 66Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 67Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 68Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 69Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 70Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
6.e.aPacket Pg. 71Attachment: Osage Full Contract (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
P I TTSY LVA N I ABOARD OF SUPERVISORS
P.O. Box 426 • 1 Center Street
COUNTY.VIRGINIA Chatham, Virginia 24531
Phone (434) 432-1987
January 27, 2020
Mike Taylor, Sheriff
Pittsylvania County
P. O. Box 437
Chatham, VA 24531
Dear Sheriff Taylor:
The Board of Supervisors approved your request to create a position within the Jail to review and
submit both inmate private insurance and Medicaid eligible costs for reimbursement as part of
the adopted FY2020 Budget. Additionally, it is our understanding that County Finance staff
negotiated an agreement with Danville-Pittsylvania Community Services (DPCS) to perform a
cursory review the Jail's files to determine reimbursement eligibility of aged billings.
We were informed at our January 13, 2020 Finance Committee meeting that Jail staff has not
moved forward with this DPCS relationship, nor has the new position been advertised for filled.
Our auditors also noted in their review of the years ending June 30, 2018 and June 30 2019 that
Jail medical forms are incomplete, not dated and/or not signed by the inmate.
The Board of Supervisors is concerned about the ongoing financial exposure created by
incomplete insurance/reimbursement filings and respectfully requests that you provide a
thorough report on how this matter is to be resolved. We respectfully request your response no
later than March 30, 2020.
Sincerely yours,
Robert W. "Bob" Warren
Chairman
Pittsylvania County Board of Supervisors
BUSINESS SAVVY. PEOPLE FRIENDLY.
Joe B. Davis, Dan River District
joe.davis@pittgov.org
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Packet Pg. 72 Attachment: 01-27-2020 Mike Taylor - DRAFT (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
PROPOSED BUDGET CALENDAR FY 2020-2021
Friday, November 1, 2019: •Submission of CIP Update by Departments
Tuesday, December 31, 2019: •Department Requests deadline
Monday, January 13, 2020-3:30 pm: •Review Revenues
Finance Committee Meeting •Discussion & Approval of FY 20/21 Calendar
Week of January 27, 2020: •Departmental Budget Reviews
Monday, March 2, 2020: •Submission of County Administrator’s
Recommended Budget
Thursday, March 5, 2020-4:00 pm: • Budget approved for advertisement by the Finance
Finance Committee Meeting Committee/Board of Supervisors
•Potential meetings with Constitutional Officers/
Outside Agencies
Wednesday, March 11, 2020: •Budget will be advertised (pending approval and
date set by Finance Committee)
Thursday, March 26, 2020 – 7:00 pm: •Public Hearing on School Budget and Public
Special Meeting Hearing on full County Budget (budget cannot be
approved until 7 days after public hearing)
Thursday, April 2, 2020 – 7:00 pm: •Approval of the school budget and full county
Special Meeting budget at a special meeting of the Board of
Supervisors
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Packet Pg. 73 Attachment: PROPOSED BUDGET CALENDAR-2020-2021 (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 74 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 75 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 76 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 77 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 78 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 79 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 80 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 81 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 82 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 83 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 84 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 85 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 86 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 87 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 88 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 89 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 90 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 91 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 92 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 93 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 94 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 95 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 96 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 97 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 98 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 99 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 100 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 101 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 102 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 103 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 104 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 105 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 106 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 107 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 108 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 109 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 110 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 111 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 112 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 113 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 114 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 115 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 116 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 117 Attachment: 1-27-2020 Legislative Committee Meeting Packet (1908 : Committee Updates/Recommendations (Finance; Economic Development;
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Packet Pg. 118 Attachment: Spectrum Group Agreement (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
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Packet Pg. 119 Attachment: Spectrum Group Agreement (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
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Packet Pg. 120 Attachment: Spectrum Group Agreement (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
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Packet Pg. 121 Attachment: Spectrum Group Agreement (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
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Packet Pg. 122 Attachment: Spectrum Group Agreement (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
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Packet Pg. 123 Attachment: Spectrum Group Agreement (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
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Packet Pg. 124 Attachment: Spectrum Group Agreement (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
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Packet Pg. 125 Attachment: Spectrum Group Agreement (1908 : Committee Updates/Recommendations (Finance; Economic Development; Legislative))
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Packet Pg. 126 Attachment: 01-14-2020 Mark Gignac - Modifications to Spectrum Group Proposal (1908 : Committee Updates/Recommendations (Finance;
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Discussion, consideration, or interviews of prospective candidates for
employment; assignment, appointment, promotion, performance,
demotion, salaries, disciplining, or resignation of specific public officers,
appointees, or employees of any public body.
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: January 27, 2020 Item Number: 8.a
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: County Administrator and County Attorney
Purpose: Review of Annual Evaluations; Discussion
of Revisions to Employment Agreements
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Closed Session Certification
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: January 27, 2020 Item Number: 9.a
Attachment(s):
Reviewed By:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors
on January 27, 2020, the Board hereby certifies by a recorded vote that to the best of each Board
Member’s knowledge only public business matters lawfully exempted from the Open Meeting
requirements of the Virginia Freedom of Information Act (the “Act”) and identified in the
Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed
Meeting. If any Member believes that there was a departure from the requirements of the Act, he
shall so state prior to the vote indicating the substance of the departure. The Statement shall be
recorded in the Board's Minutes.
Vote
Joe B. Davis Yes/No
Timothy W. Dudley Yes/No
Ben L. Farmer Yes/No
William “Vic” Ingram Yes/No
Charles H. Miller, Jr. Yes/No
Ronald S. Scearce Yes/No
Robert W. ”Bob” Warren Yes/No
9.a
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