Ad Hoc Committee on Elections

AGENDA OF THE AD HOC COMMITTEE ON ELECTIONS THURSDAY, JUNE 18, 2020, 5:00 PM Virtual Meeting A. Zoom Meeting Information 1. This item contains documents which provide call in information and instructions for the Zoom Meeting. B. Roll Call. 1. Alder Barbara Dorff; Alder Chris Wery; Clerk Teske; Chief of Staff Jeffreys; Terri Racine; Karen Schley, Susan Smith; H. Smet; Prof. Alison Staudinger. C. Approval of the Agenda. 1. Approval of the Agenda for June 18, 2020. D. Approval of Minutes. 1. Approval of the Minutes from the June 11, 2020 meeting. E. Regular Business (Polling Locations) 1. Consideration with possible action on the updated list of polling locations, both new and current, including a summary of efforts to secure additional polling locations. 2. Consideration with possible action on the WEC assessment of new polling locations. F. Regular Business (Poll Workers). 1. Consideration with possible action on updated count of poll workers. 2. Consideration with possible action on efforts to recruit new poll workers. 3. Consideration with possible action on acquisition and cost of PPE for poll workers. G. Regular Business (Early In­Person & Absentee). Agenda of the Ad Hoc Committee on Elections June 18, 2020 Page 1  1. Consideration with possible action on Outreach Plan, presented by the subcommittee. H. Regular Business (Other) 1. Consideration with possible action on creating a committee meeting schedule for 6/19 to 9/4 2020. 2. Consideration with possible action on creating a calendar of deadlines and important dates for the upcoming August and November elections. I. Adjournment. 1) THIS MEETING IS RECORDED: THE VIDEO OF THIS MEETING AND MINUTES ARE AVAILABLE ONLINE AT www.greenbaywi.gov 2) ACCESSIBILITY: Any person wishing to attend who requires special accommodation because of a disability, should contact the City Safety Manager at 920-448-3125 at least 48 hours before the scheduled meeting time so that arrangements can be made. 3) QUORUM: Please take notice that a majority or quorum of the Common Council will attend this Ad Hoc Committee meeting and will constitute a meeting of the Common Council for purposes of discussion and information gathering relative to this agenda. 4) REPRESENTATION: The party requesting the communication, or their representative, should be present at this meeting. Agenda of the Ad Hoc Committee on Elections June 18, 2020 Page 2 Agenda of the Common Council Meeting of the Page 3 Virtual Meeting Instructions Ad Hoc Committee on Elections for 6-18-20 Zoom Meeting Information Join Zoom Meeting https://us02web.zoom.us/j/85881257254?pwd=TmpjRUxZZDlsYXZBTUVBN2NqWm5BZz09 Meeting ID: 858 8125 7254 Password: 992551 One tap mobile +19292056099,,85881257254#,,1#,992551# US (New York) +13017158592,,85881257254#,,1#,992551# US (Germantown) Dial by your location +1 929 205 6099 US (New York) +1 301 715 8592 US (Germantown) +1 312 626 6799 US (Chicago) +1 669 900 6833 US (San Jose) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) Meeting ID: 858 8125 7254 Password: 992551 Find your local number: https://us02web.zoom.us/u/koEl1fk9N 1 Zoom Meeting Instructions for Members and Persons Attending Meetings—City of Green Bay Additional Information 1. Wisconsin Open Meetings Law still applies a. Persons interested in speaking to an item must give their name and address b. Committee/Commission/Board members will still follow Roberts Rules of Order 2. All zoom meetings will have a password in the instructions. Please enter when prompted. 3. Please log into the Zoom meeting 10 minutes before the meeting starts to ensure proper technology is working. a. If you are a Board Member, please log into CivicClerk with a computer, laptop, or tablet device. 4. Once you are in the meeting please mute yourselves. a. You may unmute yourself when you are called upon to speak. 5. Waiting room a. When you call in, all callers/participants will be placed in a “waiting room.” b. Persons on the agenda will be admitted to the meeting, and then once the item is concluded, the host will permanently mute you from the meeting (you can still hear the meeting). 6. Using Zoom with a tablet or computer a. Tablet—you will be asked to sign in. Download the app either with the Apple Store or the Play Store b. Computer—you will be asked to sign in. You may download the app or click on the link to open Zoom in your browser. 7. Registering a. The host may ask you to register for the meeting. A registration link will be sent to you along with the invite. You’ll receive another email confirming that you’re registered for the meeting. b. If you’re using a phone, your registration will still be tied to an email. 8. Raising your hand a. Committee members—you can either use CivicClerk and request to speak or you can “raise your hand” in the zoom meeting (you’d need to use a computer or tablet) to let the host know you’d like to speak. You can also un-mute yourselves and start speaking. b. Persons on the agenda—you can “raise your hand” but you’d need to use a computer. You will be allowed to speak, per Wisconsin Open Meetings Rules, once the committee has “opened the floor for interested parties to speak.” Once the committee is finished with your agenda item, the host will mute you permanently, unless the committee opens the floor again. 9. What devices should I use? a. Smart phone (please see more detailed instructions on page 3) b. Land line c. Tablet—well in advance of the meeting, please download the Zoom Meeting app before you join a meeting by using either the Apple Store or the Play Store. You will be asked to input your name, thus identifying you for the meeting. You’ll also be asked to verify your email. d. Computer—well in advance of the meeting, please download the Zoom Meeting app, but you can also click on a link to open the Zoom Meeting in your browser. You will be asked to input your name, thus identifying you for the meeting. e. For tablet and computer users--if you download the app you will be asked to verify your email. 10. Zoom etiquette a. Muting yourselves when you’re not talking will prevent your background noise from interfering with others’ ability to listen to and participate in the meeting. b. If you’re using a telephone, please identify yourself with your phone number and name before you speak. Zoom meeting hosts can see only your telephone number and will ask you to identify yourselves. 11. Closed session a. Persons in the Zoom meeting will be put into a waiting room while the committee meets in Closed Session. Participants will be admitted back into the Zoom meeting once the committee reconvenes in Open Session. b. Persons watching live on YouTube will see a gray screen with the City logo during closed session. 12. Persons interested in listening to the meeting can go to www.youtube.com/CityofGreenBay 2 Zoom Meeting Instructions for Members and Persons Attending Meetings—City of Green Bay Calling into the Zoom meeting using a smartphone 1. Dial the phone number listed at the beginning of this document. 2. When prompted, enter the Meeting ID number followed by # a. If you’re using a smartphone, you can access the keypad by clicking “Keypad” on your screen 3. Once you are in the meeting, notify the meeting host that you are in and state your name. 4. If you do not need to talk, please make sure your phone is on Mute a. If you’re using a smartphone, look at your screen and click the Mute button b. If you’re using a computer, you should see a Mute button in the Zoom application 3 Zoom Meeting Instructions for Members and Persons Attending Meetings—City of Green Bay  Polling Location Wards Polling LocationPolling StatusEquipment August Status 1y UWGB 1,2, and 3 NO YES YES 2y Christ of the Bay Lutheran Church 4 and 19 YES YES YES 3y Atonement Lutheran Church 5 and 8 NO YES YES 4 nw Fire Station #5 6 and 7 NO NO 5 nw Salvation Army Kroc Center 9 and 14 YES YES YES 6y St. Bernard Parish 10 and 18 YES YES YES 7y Central Assembly of God Church 11 and 12 YES YES YES 8 n/c SS Peter and Paul Catholic 13 and 20 YES NO NO 9 nw First United Church of Christ 15 YES YES 10 nw Union Congregrational Church of Christ 16 NO YES 11 n/c Our Saviour Lutheran Church 17 NO YES NO 12 y Green Bay Metro Transit Center 21 and 27 YES YES YES 13 y Curative Connections 22 and 23 YES YES YES 14 y Geen Bay Labor Temple 24 YES YES YES 15 n/c The Salvation Army 25 MAYBE YES MAYBE 16 y Neighborworks 26 YES YES YES 17 n/c First Presbyterian Church 28 and 30 MAYBE YES MAYBE 18 n/c Trintiy Lutheran Church 29 YES YES MAYBE 19 n/c St. Joseph Church 31 and 34 YES YES YES 20 y Redeemer Lutheran Church 32 YES YES YES 21 y Calvary Lutheran Church 33 and 35 YES LM YES 22 nw Seventh- Day Adventist Church 36 and 37 YES NO 23 y St. Paul's United Methodist Church 38 YES/MAYBE LM YES 24 n/c Bethel Evangelical Lutheran Church 39 NO LM MAYBE 25 n/c St. Jude Church 40 YES YES YES 26 n/c St. Elizabeth Ann Seton 41 and 45 NO YES NO 27 n/c Living Hope Church 42 and 43 YES Will Check MAYBE 28 y Bridge Point Church 44 YES YES YES 29 nw Church of Christ 46 YES YES 30 n/c Green Bay Botanical Gardens 47 NO NO MAYBE 13 yes 16 6 no word 11 either maybe or only one election November Status YES YES orphan wards both elections YES 6 7 MAYBE 9 YES 14 YES 13 MAYBE 20 15 16 NO 17 YES 25 YES 28 YES 30 MAYBE 29 YES 31 YES 34 MAYBE 36 MAYBE 37 YES 39 YES 40 41 YES 45 MAYBE 42 MAYBE 43 MAYBE 46 YES 47 YES MAYBE 15  Report to the Ad Hoc Committee on Elections of the City of Green Bay MEETING DATE PREPARED BY June 18, 2020 AGENDA ITEM # F.2 Consideration with possible action on efforts to recruit new poll workers. BACKGROUND We've updated our website so that it's easy to find. https://greenbaywi.gov/1047/Poll-Workers RECOMMENDATION FISCAL IMPACT ATTACHMENTS 1. 2020-06-16 Q90 Script for Poll Workers 100 North Jefferson Street, Green Bay, Wisconsin 54301-5026 greenbaywi.gov DUE TO THE UNIQUE SITUATION CAUSED BY COVID-19, MOST SOME GREEN BAY RESIDENTS WERE FORCED TO WAITED FOR HOURS TO VOTE IN LAST APRIL’S ELECTIONS. BECAUSE OF THE HEALTH RISKS, MANY OLDER POLL WORKERS WERE UNABLE TO FILL THE NEEDED POSITIONS AT POLLING STATIONS. TO PREVENT A REPEAT OF THAT EVENTHAVE AN SMOOTH ELECTION DAY, THE CITY OF GREEN BAY IS SEEKING OVER 200 NEW POLL WORKERS AND VOLUNTEERS FOR THE AUGUST AND NOVEMBER ELECTIONS. FOR MOST WORKERS, YOU’RE DAY WILL BEGIN AT 6 AM AND NOT END UNTIL 10 PM, SO THIS WORK IS NOT FOR THE FEINT OF HEART, BUT FOR THOSE DEDICATED TO SERVING THE COMMUNITY AND SHOWING THE HEART OF CHRIST. FOR DETAILS, GO TO GREENBAYWI.GOV/ELECTIONS OR CALL (920) 448-3010. THAT’S GREENBAYWI.GOV/ELECTIONS OR (920) 448-3010. Scotty Equipment for Election 2020 PPE for poll workers amount needed $/item total surgical gowns these are probably not obtainable hair nets these are probably not obtainable face shields 500 $ 29.95 $ 1,497.50 box of 10 Are we going to reuse the shields? If we are then I gloves 12000 $ 25.00 $ 3,000.00 hand sanitizer 47 $ 199.96 $ 2,349.53 for 4-one gallon containers containers with pumps cough guards (portable) 56 $ 99.00 $ 5,544.00 36" each ward has an 8 foot table and each table has two gu 94 $ 189.00 $ 17,766.00 48" masks 12000 $29.95 $ 7,188.00 cost is for a box of 50 pens santizing wipes paper towels santizing spray poll worker training # of attendees $/class total course course course Election Equipment cost/item total DS 450 1 $ 61,000.00 $ 61,000.00 Ballot folder and envelope opener 1 $ 4,299.00 $ 4,299.00 Electronic poll books 90 $ 2,054.00 $ 184,860.00 drop boxes 2 $ 900.00 $ 1,800.00 security cameras (City) 2 $ 5,000.00 $ 10,000.00 Package 1 – Badger Book with Integrated Column Printer • $1826.00 per Badger Book station • 3/polling location $228.00 per polling place (router, thermal receipt paper, and USB Device)  Package 2 – Badger Book with Stand-Alone Printer • $1853.00 per Badger Book station • $193.00 per polling place (router, thermal receipt paper, and USB Device) Polling locations cost/location total current loc. new locations Staff election techs DPW Dear Kris: Thank you for contacting the Wisconsin Elections Commission about Badger Books. Last year, our agency issued seve We have been working with a third-party vendor for the procurement of the devices. I am copying Dana Berner of Parag As it relates to the number of Badger Books per polling location, it somewhat depends on the number of registered vote Should you have any other questions or concerns, please do not hesitate to contact me. Thank you. Sincerely, Michelle R. Hawley Staff Development Program Specialist Wisconsin Elections Commission Direct: (608) 261-2004 Help Desk: (608) 261-2028 Michelle.Hawley@wi.gov <image003.png> From: Kris Teske <Kris.Teske@greenbaywi.gov> Sent: Tuesday, June 02, 2020 3:57 PM To: Elections HelpDesk <elections@wisconsin.gov> Subject: Badger Books Hi, Are these still the prices for Badger Books: Package 1 – Badger Book with Integrated Column Printer • $1826.00 per Badger Book station • $228.00 per polling plac Package 2 – Badger Book with Stand-Alone Printer • $1853.00 per Badger Book station • $193.00 per polling place (rou Also, how many do you recommend per polling location. Thank you, Kris Teske, WCMC Green Bay City Clerk 100 N. Jefferson St., Rm 106 Green Bay, WI 54301 920-448-3014 <image001.png> Advertising Geo-fencing $2,800 28 days Posters $2,280 28 days EDDM From looking at the info we already have for where we already have wards assigned, I believe these are 5,6,7,8,13,15,16,17,19,20,25,28,30,33,35,36,37,38,39,40,41,42,43,45,46,47 Deadline: July 1st Bay Beach Pavillion Colburn East Side Garage Fisk Park GBPD Garage Joannes Murphy Park Perkins Park Preble Park Sears Triangle Hill West Side Garage WLS  Report to the Ad Hoc Committee on Elections of the City of Green Bay MEETING DATE PREPARED BY June 18, 2020 AGENDA ITEM # G.1 Consideration with possible action on Outreach Plan, presented by the subcommittee. BACKGROUND Links to review billboard/posters encouraging voting Billboards https://blog.clearchanneloutdoor.com/billboards-encourage-voter-action https://news.utk.edu/2016/10/28/students-design-billboards-encourage-people-vote/ RECOMMENDATION FISCAL IMPACT ATTACHMENTS 1. 2020-06-18 Outreach Subcommittee Goals 100 North Jefferson Street, Green Bay, Wisconsin 54301-5026 greenbaywi.gov Outreach Subcommittee Goals 1 We aim to insure access, equity, and inclusion for the August and November 2020 elections. Overall, we recommend that the City of Green Bay use CARES act and other funds to develop a coherent traditional and social media campaign to inform, encourage, and educate voters related to the four goals articulated below (see Baltimorevotes.org for an example), and that it reach out to diverse community groups for assistance in sharing these campaign and ensuring that all Green Bay citizens have the information and support they need to vote safely and with confidence. Goal One: Increase absentee (by mail) voting for the August and November Elections Subgoal Possible Mechanisms Committee//Council City Staff Action Refer to Community Action Groups Increase absentee Place secure dropboxes Fund dropboxes Select good voting around the City (Universities, places for Grocery Stores, etc.) to collect dropboxes; install absentee ballots. Increase knowledge Create or adapt a simple and Fund advertising Share advertising about how to absentee shareable postcard/social campaign campaign on vote, including media post/flyer/billboard that social media; with recommended “send-by” can be shared in multiple community group dates by which ballots ways. such as should be requested, (or consider using a “pocket neighborhood requirements for guide” or other tools from the associations, requesting absentee Center for Civic Design: facebook groups ballots, and how to https://civicdesign.org/tool-kit- return an absentee for-scaling-up-vbm/) Commission and ballot by mail, in person, distribute physical or in a dropbox so that mailers, flyers, it is counted. etc. (perhaps via “Every Door Direct Mail) Use geofencing or other social Outreach Subcommittee Goals 2 media methods to reach voters. Ensure that shut-ins or Create a phonetree/group other absentee voters chat/facebook group of who may live alone or willing “witnesses” without a qualified voter including members of have access to Green Bay’s ethnic and witnesses. racial minority communities; partner with social/community organizations Hold events or attend events with computers/scanners and/or absentee ballots (as well as voter registration materials). Ensure that all voters Ensure that Hold events or attend have access to language events with absentee voting and assistance for computers/scanners assistance in requesting requesting or and/or absentee ballots it.. completing an (as well as voter absentee ballot is registration materials). available. Goal Two: Increase early in person absentee voting for the August and November Elections Outreach Subcommittee Goals 3 Subgoal Possible Mechanisms Committee//Council City Staff Action Refer to Action Community Groups Increase early in person Add additional hours for City Allocate Cares Act or If Cares funding absentee voting Hall early voting other funding emerges, negotiate with early voting polling Add additional locations locations; if not, focus (such as UWGB and on City Hall NWTC) for early voting Increase knowledge about Create or adapt a simple a voting “hotline” or how to early in-person and shareable other dedicated staff absentee vote, including postcard/social media who can answer requirements, time, locations post/flyer/billboard that can questions or update (especially if additional polling be shared in multiple ways. social media with locations are added or times/details for early subtracted) voting. Ensure that all voters have Encourage or plan Connect with access to early in person opportunities for faith community voting and assistance in communities, community groups to accessing it. groups, etc. to (safely) vote suggest this together as a group possibility. Goal Three: Increase voter trust and engagement by clearly communicating election plans and any change Subgoal Possible Committee//Council Action City Staff Action Refer to Mechanisms Community Groups Clear communication with Create a google map media and social media with in-person voting Outreach Subcommittee Goals 4 about polling locations, and centers and any ballot early in person voting. drop boxes Educate voters about Clarify what PPE will be in place for Press release? Covid-19 voting (safety, poll workers/what safety measures PPE, procedures) will be in place for voters and fund if Create PSA video necessary (or use CARES act or arrange news funding) story Provide transparency and Educate voters on how Create PSA video reassurance that voting by to track their absentee or arrange news mail is secure. ballot. (in future, story (show how develop civic tech VBM is counted?, app). show how to track ballot) Goal Four: Provide a civic experience for absentees, early in person, Covid-19 voting and and increase civic literacy and knowledge. Subgoal Possible Mechanisms Committee//Council City Staff Action Refer to Community Action Groups Outreach Subcommittee Goals 5 Replicate the Provide or promote “I Allocate Funds for Develop or adapt Possible partner with civic experience Voted” stickers, signs, or Civic Engagement communications strategy COVO or other org for of in person social media # or photo with coherent branding. distribution. voting frames Apply for Grants for civic Use one branding for all engagement/democracy voting related enhancement communications— Green Bay Votes! (or similar) Possible work for Democracy Fellow Consider a “party at the mailbox” or other incentive for voting absentee. Educate Green Possible work for Covo and UWGB’s Center Bay voters Democracy Fellow for Civic Engagement broadly about (re:education) partner on Elections, webinars? Connect with government etc. League of Women Voters, etc.  Report to the Ad Hoc Committee on Elections of the City of Green Bay MEETING DATE PREPARED BY June 18, 2020 AGENDA ITEM # H.1 Consideration with possible action on creating a committee meeting schedule for 6/19 to 9/4 2020. BACKGROUND Meeting less frequently will facilitate accomplishing tasks and goals. Proposed schedule is: July 2 and July 16 August 6 and August 20 September 3 RECOMMENDATION FISCAL IMPACT ATTACHMENTS None 100 North Jefferson Street, Green Bay, Wisconsin 54301-5026 greenbaywi.gov 2020 Election Calendar/Deadlines 25-Jun absentee ballots go out for August 11 election 1-Jul need to secure polling locations 13-Jul beginning of EIPAV at the clerk's office 11-Aug election day