March 31, 2008



751 Twinbrook Parkway, Rockville, Maryland


In Attendance:


                                    Board Members:


Samuel Statland, President

Mary M. Carter-Williams, Vice President                                                           John Sullivan

Nahid Khozeimeh

Jerrold Garson

Lucia Nazarian




Margaret Jurgensen, Director

Sara Harris, Deputy Election Director

Betty Ann Lucey, Registration Manager

Paul Valette, Operations Manager

Gilberto Zelaya II, Outreach Coordinator

Kevin Karpinski, Esq., Attorney

Marjorie Roher, Administrative Specialist

Renee Adams, Election Aide




Stan Boyd, Save Our Votes

Bryan Hunt, Offices of Management and Budget

Holly Joseph, Save Our Votes

Tim Lanigan, Manna Foods

Brigitta Mullican, League of Women Voters of Montgomery County

Mark Posner, Montgomery County Democratic Central Committee

                                    Barbara Sanders, League of Women Voters of Montgomery County



Mr. Statland called the meeting to order at 2:31 p.m.



Additions/Changes to the Agenda


            Mr. Statland stated that Nancy Dacek would not be attending the meeting and therefore, Ms. Nazarian would be voting. Ms. Jurgensen requested the addition of an Executive Session.



Approval of January 22, and February 7, 2008 Minutes


Minutes from the January 22 and February 7, 2008, meetings were distributed for review. Ms. Roher stated that the February 7 minutes were amended after they were mailed. She explained that there was a missing page and a corrected copy is in the folders. Ms. Roher apologized for the error. A motion was made by Mrs. Carter-Williams to approve the January 22 and February 7, 2008, minutes as submitted.  The motion was seconded by Mrs. Khozeimeh and carried unanimously.



Public Comments


There were no public comments.



Status Reports


Operating Budget


Ms. Jurgensen reported that Board of Elections is in deficit. She noted that the budget deficit is primarily in personnel and overtime for staff. She noted that additional trainers are needed for polling places for the Special Elections to revamp training to improve paperwork requirements for  Election Judges. Ms. Jurgensen stated that we have not received any bills from the State Board of Elections for ballots, supplies and other election related supplies. She also noted that a bill from the 2006 election will be included in this fiscal cycle if it is received in a timely manner from the State Board of Elections. Mr. Statland addressed Ms. Jurgensen about the cost of the Special Election, and Ms. Jurgensen responded that the cost is unknown at this time.


            Statewide Voter Registration System


            Ms. Jurgensen reported that after reviewing the Provisional Ballot process, it was discovered that the voter information was not linking to the MDVoters Provisional reports. She stated that there was a difference of about 200 voters missing from the report. Ms. Jurgensen noted that Spirit numbers 11320 and 11482 were submitted and acknowledged by the State. She stated that the Saber indicates Spirit number 11442, the Election Worker Module, has been resolved. Ms. Jurgensen sent an email to the Help Desk asking for a meaning and was told to review the June release. Ms. Jurgensen stated that Board of Elections is working with DTS staff to determine if they can provide a stable election worker database. Mr. Valette stated that DTS has assigned a group to work with BOE to identify the requirements to come to a solution. Mr. Statland asked if anything will be done by the Special Election and Mr. Valette’s response was no, but he informed DTS that data migration must be done in June and July, while noting that the database needs to be operating by August 1, 2008.  Ms. Jurgensen reported that SBE MDVoters does not provide a user friendly database for facility issues and until it does Montgomery County will continue to use in-house databases.

            State Board of Elections


            Ms. Jurgensen announced there was nothing new to report.



*** Mr. Sullivan entered the meeting at 2:43 p.m. ***


            Legislative Update


            Mrs. Harris reviewed the MAEO letter that was distributed in the folders. She reported that she had provided information to the Maryland House of Delegates Public Safety and Administration Subcommittee regarding the number of EPBs that the local jurisdictions were in need of. She requested 400 additional EPBs from State Board of Elections for Montgomery County.


Facility Issues


Ms. Roher stated that County staff is in the process of working with the County to identify a building to lease. She noted that a building had been identified and staff is currently working with the landlord and architect to develop a blueprint to ensure that all functions would fit in the building appropriately. Ms. Roher announced that should there be an agreement, it is anticipated that they will move forward and go to the County Executive with a recommendation sometime in May. She noted that once all the paperwork is completed and a contract is signed, it will take 6 or 7 months for build out, which could mean relocation in early 2009.



Old Business


            Discussion of Bylaws


            Mr. Karpinski distributed a new set of bylaws to the Board for review. The Board tabled the discussion until June.



Primary Election Review


Telephone Calls on Election Day


Ms. Jurgensen reported that the IVR received 6,348 calls and transferred 628 calls to a live operator. She stated that there were 1,157 calls answered off-site by county customer service employees, and 4,172 answered in-house, with an unknown number of hits on, and on the SBE web site. Ms. Jurgensen stated that she believes that there were over 10,000 individuals who received some sort of

communication with the Board of Elections on Election Day.  She also noted that the call center helped the majority of calls by answering basic questions, and she only received one complaint.


            Election Judge Update


Ms. Jurgensen announced that payroll was sent and received over the last week to Election Judges. She reported that the cost for Election Judges for the primary was $739,380 which included payroll and bonuses.


            Absentee and Provisional Ballot Report


            Ms. Jurgensen reported that there were a total of 23,418 absentee and provisional ballots on the GEMs report. She noted that the problem is that MDVoters is not linking provisional voter history with the total number voter report by precinct in absentee or provisional. Mr. Sullivan asked if it’s possible to receive a list of uncounted Provisional ballots by category, and Ms. Jurgensen responded that she will check MDVoters.  Mr. Garson distributed and discussed a 2 page review of what he observed on Election Day. Mr. Statland asked Ms. Jurgensen if she could develop a letter emphasizing the points that Mr. Garson made and send it to the State and Ms. Jurgensen agreed that she would draft a letter and forward it to Mr. Karpinski for review.


Media Review


 Ms. Roher distributed a report on media activities for review and offered to answer any specific questions. Mr. Statland asked if there would be another kit distributed for the Special Election, and Ms. Roher responded that a revised kit will be available on the website. Mr. Sullivan complimented staff on the way the extended hours were handled on Election Day.



Special  Election Preparation


Ms. Jurgensen reported that training is occurring at Fairland Community Center, and noted that staff and supplies for the Presidential Primary are at a minimal level of 75%.


Voting Equipment Update


 Ms. Jurgensen stated that there will be 252 units deployed to 45 sites with at least 5 units per site. She also noted that 155 EPBs will be distributed to 45 sites.


Election Judge Update


Mr. Valette reported that there were 476 election judge positions identified and filled as of earlier today. Mr. Sullivan asked if there were any new judges and Mr. Valette responded that there are no new judges being used for the Special Elections.


            Report on Election Task Force


Ms. Jurgensen reported that the Election Task Force and supporters appear to be in place from Facilities. Ms. Harris noted that sample ballots will be mailed to voters in Council District 4 next Monday.



New Business


            Report on Petition Status


            Ms. Jurgensen announced that the petition was completed and was submitted to the County Executive on March 6, 2008.


            Pilot Project


            Ms. Jurgensen discussed a possible partnership with Manna Food. Ms. Jurgensen briefly explained how Manna Foods worked with the Board of Elections in other states. Ms. Jurgensen stated that it is critical that the Manna Food logo appear on the cover of a sample ballot mailing to allow the public to understand this is a joint project. She added that Montgomery County Ride-On and the USPS use their logo to collect foods. Ms. Jurgensen explained that Manna volunteers and students will perform the leg work to get the collection boxes to precincts, and noted that Manna will cover the collection of food throughout the day. Mr. Zelaya introduced Mr. Lannigan of Manna Foods, and Mr. Lanigan gave an overview of what Manna is. Mr. Zelaya explained to the Board in great detail on how the partnership will work. Mrs. Khozeimeh addressed Mr. Zelaya about the involvement of chief judges. Mr. Zelaya responded that the chief judges will not be involved. Mr. Garson had concern that in the past, the election has not run smoothly and he doesn’t agree that the Board of Elections should have any other activities on Election Day. Mr. Sullivan requested that the banner be changed. The Board approved the partnership with the banner re-worded to remove the “Vote to”. A motion was made by Mr. Sullivan to approve the pilot project. The motion was seconded by Mrs. Carter-Williams and carried by a vote of 4 in favor and 2 opposed.



*** Mr. Zelaya and Mr. Lanigan left the meeting at 4:02 p.m. ***


Report on the Executive Session


At 4:04 p.m., Mr. Sullivan moved that the Board meet in Executive Session pursuant to State Government Article, Sections 10-508(a)(13) and 10-508 (a) to discuss a petition, a letter to the SBE, and Election Day coverage in addition to reviewing minutes from previous Executive sessions. The motion was seconded by Mr. Garson and carried unanimously. 



*** Bryan Hunt, Holly Joseph, Betty Ann Lucey, Mark Posner, Barbara Powell, Brigitta Mullican and Paul Valette left the meeting at 4:03 p.m.***


The Montgomery County Board of Elections met in closed session on this date. The following members of the Board and staff were in attendance: Samuel L. Statland, Mary M. Carter-Williams, John J. Sullivan, Nahid Khozeimeh, Jerrold Garson, Lucia Nazarian, Margaret A. Jurgensen, Sara Harris, Kevin Karpinski, Marjorie Roher, and Renee Adams.





Mr. Karpinski discussed the status of a lawsuit filed regarding the recent petition.


 Letter to SBE


Mr. Karpinski distributed a letter to the State Board for approval. After review, the Board consented to the mailing of the letter.


Election Day Attorney Coverage


            Mr. Karpinski informed the Board that he would be unavailable on Election Day, but he will have one of his partners on-site.


There were no other items discussed in Executive Session.


A motion was made by Mrs. Khozeimeh to adjourn the Executive Session and reconvene in regular session.  The motion was seconded by Mr. Sullivan and carried unanimously, with the Board reconvening in regular session at 4:30 p.m.



Executive Session Minutes


A motion was made by Mrs. Khozeimeh to approve the Executive Minutes from the December 10 and January 22, 2008, meetings as submitted.  The motion was seconded by Mr. Garson and carried unanimously. 




Future Meetings


  1. April 4, 2008-In-House Testing of Voting Equipment-10:00 a.m.
  2. April 7, 2008- Public Testing of Voting Units-10:00 a.m.
  3. April 10, 2008-Supply Inspection- 5:00 p.m.
  4. April 14, 2008- Spot checks- 7:00 p.m.
  5. April 15, 2008- Election Day-10:00 a.m.
  6. April 17, 2008- 10:00 a.m. -Absentee Canvass Begins
  7. April 21, 2008- 10:00 a.m.- Provisional Canvass Begins
  8. April 25, 2008 -10:00 a.m. -Absentee 2 Canvass Begins
  9. April 25, 2008- 11:00 a.m.
  10. May 2, 2008- In-House Testing of Voting Equipment- 10:00 a.m.
  11. May 5, 2008 – Public Testing of Voting Equipment – 10:00 a.m.
  12. May 8, 2008 – Supply Inspection- 5:00 p.m.
  13. May 13, 2008 – Election Day- 10 a.m.
  14. May 15, 2008- 10:00 a.m. -Absentee Canvass Begins
  15. May 19, 2008-10:00 a.m.- Provisional Canvass Begins
  16. May 19, 2008- 11:00
  17. May 23, 2008- 10:00 a.m. -Absentee 2 Canvass Begins
  18. June 16, 2008
  19. July 21, 2008
  20. August 18, 2008 – Tentative
  21. September 15, 2008
  22. October 20, 2008
  23. October 30, 2008 – Supply Inspection-Time TBD
  24. November 4, 2008 – Election Day
  25. November 6, 200810:00 a.m. – Absentee Canvass Begins
  26. November 10, 200810:00 a.m. – Provisional Canvass Begins
  27. November 13, 200810:00 a.m. – Overseas Absentee canvass Begins





            With no further business, a motion was made by Mr. Garson to adjourn the meeting. The motion was seconded by Mr. Sullivan and carried unanimously. The meeting was adjourned at 4:31 p.m.


                                                                                                Respectfully submitted,




                                                                                                Marjorie M. Roher

                                                                                                Administrative Specialist






Samuel L. Statland

Board President