September 22, 2008



751 Twinbrook Parkway, Rockville, Maryland


In Attendance:


                                    Board Members:


Samuel Statland, President

John Sullivan, Vice President

Nancy Dacek, Secretary           

Nahid Khozeimeh

Jerrold Garson

Rosalyn Pelles

Lucia Nazarian




Margaret Jurgensen, Director

Sara Harris, Deputy Election Director

Debra Aranmolate, IT Specialist

Leslie Hatch, Election Judge Coordinator

Betty Ann Lucey, Registration Manager

Christine Rzeszut, Operations

Gilberto Zelaya, Outreach Coordinator

Marjorie Roher, Administrative Specialist

Renee Adams, Election Aide



Philip Cormany

Bryan Hunt, Office of Management and Budget

Mary Kiraly, MD-EIC

Mark Posner, Montgomery County Democratic Central Committee

Michele Propchack

Barbara Sanders, League of Women Voters of Montgomery County

Tom Street, Assistant Chief Administrative Officer



Convene Meeting and Declare Quorum Present

            Mr. Statland called the meeting to order at 2:32 p.m. and declared a quorum present.


Approval of July 21, 2008, Minutes


Minutes from the July 21, 2008, meeting were distributed for review. A motion was made by Mrs. Nazarian to approve the July, 21, 2008, minutes as submitted.  The motion was seconded by Mrs. Khozeimeh and carried unanimously.


Additions/Changes to the Agenda


            Ms. Jurgensen stated that an Executive Session was necessary to discuss a personnel matter and an Executive Function to discuss election planning.  


Election of Board Vice President


A motion was made by Mr. Statland to nominate Mr. Sullivan for Vice President. The motion was seconded by Mrs. Dacek and carried unanimously.


Election Director Status Reports


State Board of Elections


Ms. Jurgensen reported that the Spare Unit Deployment Plan will be discussed in the Executive Session. She announced that the specimen ballot language resolution has been adopted. Ms. Jurgensen discussed the content of the mailer that includes the day, time and place of the election; polling place assignment; candidates and questions on the ballot the voter is entitled to vote; summary by Legislative Services of statewide questions; write-in candidates; encouragement to vote between 10 a.m. to 4 p.m.; SBE information and phone number; our phone and website information; a reminder to bring sample ballot to polling place; and information on virtual voting. She noted that the critical check list for the supply bags will be similar to the one used in past elections. Ms. Jurgensen asked the Board if they wanted to determine how many precincts they would verify supply bags and amount of materials being deployed to noting that staff recommends 7 precincts (3%). She added that if materials are missing, more precincts would be added for verification.  Ms. Jurgensen emphasized that the contents of each bag are verified by a member of the polling place supply team utilizing a checklist of mandatory items. The Board discussed the number of precincts and Mrs. Dacek moved that it be changed to 10 precincts. The motion was seconded by Mr. Sullivan and carried unanimously.

*** Rosalyn Pelles entered the meeting at 2:36***


Election Judge Update


            Ms. Jurgensen reported that recruiting is going well and referred to a report enclosed in the agenda packet. She noted that there is still a need for 400 election judges and 1200 stand-by judges. Ms. Jurgensen thanked Ms. Hatch and her team for their recruiting events and efforts. Ms. Hatch discussed and reviewed judge recruitment and events and Mr. Zelaya briefed the Board on outreach events. Ms. Jurgensen stated that 42 judges are needed to serve as greeters. Mr. Sullivan asked Ms. Jurgensen how the number 42 was determined and where they will be assigned. Ms. Jurgensen responded that she reviewed the voter turnout based on the last two elections, February 2008 and November 2006, using a formula. She discussed and explained the formula used. Ms. Jurgensen declined to tell where the election judges will be assigned.




Ms. Roher reported that updated budget information through August 31, 2008, from the Financial Warehouse Switchboard had been provided in the packet. She noted that she hopes to have an updated spreadsheet prior to the next meeting. Mr. Garson expressed concern about unbilled items from the SBE and Ms. Roher stated that she is confident that all FY08 bills are paid.


Facility Issues


Ms. Roher stated there was nothing new to report for the Rockville facility. She announced that the Gaithersburg lease is currently at the County Attorney’s office under review and expected sometime this week. Ms. Roher reported that due to the delay in the lease approval process, we are now looking at mid-April for relocation. She stated that three permits will be requested for the facility so that the basement warehouses may be occupied first if necessary due to the school board election in April. Ms. Roher announced that final floor plans are posted in the administrative offices and most staff has been out to see the facility. She noted that a final tour for the remaining individuals will be scheduled in the coming weeks.


Voter Registration


 Ms. Jurgensen reported that since July 1, 2008, there has been an increase of about 13,000 registered voters. She stated that last week voter registration staff processed 6432 documents requesting changes or new registrations. Ms. Jurgensen noted that staff was allowed this last Sunday off, but will be working on Saturday and Sunday through November 21. She stated that we have received 6000 absentee ballot applications.


Board Attorney Report


            Mr. Karpinski was unable to attend the meeting. The Board reviewed a handout on Proposed Legislative changes submitted by Mr. Karpinski and accepted it with minor changes.



New Business


Report on Election


            Ms. Jurgensen reported that the ballot is completed and had been signed off. She stated that the ballot order was submitted and ballots have been printed. Ms. Jurgensen noted that she is expecting ballots to arrive at the end of this week for inventory, proofing and then mailing. She announced that the sample ballot is at the Printer. Ms. Jurgensen reported that staff ran an export file for the printer to prep for mailing. She noted that the goal is to have sample ballots arriving on October 24, 2008, in county mailboxes.


            Election Task Force


            Ms. Jurgensen reported that the Election Task Force has met and polling place information has been provided to the police fire/rescue and homeland security. She stated that she has contacted and contracted additional crossing guards at specific precincts for traffic issues. Ms. Jurgensen stated that she has arranged for county security to assist with parking at the BOE for pre-election days and Election Day. She noted that she has also contacted the Police to prepare the reverse 911 database.


            Polling Place Operations


            Ms. Jurgensen provided the Board with dates for inspection of election bags, emergency supply delivery, and chief judge supply pick-up.


            Post Election Day


            Ms. Jurgensen stated that on November 5th cars will be unloaded and supplies will be placed in the warehouse in precinct order.




            Polling Places


Ms. Jurgensen reported that the school system is still in the process of getting the phones turned on, while county facilities are going well, and private facilities had to add phones to two locations.


            Call Center


Ms. Jurgensen reported that the call center will go up on a pilot status on September 23rd and go live on September 24th.




Ms. Jurgensen stated that the IVR number is 240-777-VOTE or 8500. She noted that through the IVR you are able to confirm registration, polling place, fax up to 6 voter registration or absentee applications, and request an election judge application. She noted that after October 29th all lines will be open for calls.




Ms. Jurgensen reported that Absentee Ballots will be moved from the COB on November 5 by Facilities in a box truck.






Ms. Jurgensen reported that staff is in the process of notifying schools with the delivery date of the voting units. She stated that the Emergency Polling Place list was provided to the school system and staff is attending the Building Services Meeting to review set-up instructions.




Ms. Jurgensen informed the Board that she reviewed the Farmer’s Almanac, as well as “googling” Election Day weather, and learned that on November 4 the temperature ranges from 28 to 78 degrees. She noted that she contacted Transportation regarding leaf removal and has provided them a list of polling places. She requested that they work ahead of Election Day on those streets to prevent traffic jams with heavy equipment used to remove leaves from street curbs.




Ms. Jurgensen stated that mapping for delivery to any polling place from this location has been completed and files are available for delivery personnel. She noted that roamer routes are completed and polling place support personnel have their routes completed. Ms. Jurgensen announced that Board routes will be assigned on October 30 and supply bags available that evening. She stated that each Board member will have a media precinct assignment and that they need to plan on meeting them at 7:00 a.m. or earlier, and also plan to vote absentee or in the afternoon after 1:00 p.m. Ms. Jurgensen reported that 5 runners were recruited for polling place supplies.


Electronic Poll Books


Ms. Jurgensen stated that the EPBs will be uploaded with the database beginning on October 23 with delivery on October 31 and November 3. She noted that a list has been provided to John Ford and all EPBs will be returned on Election night. Ms. Jurgensen reported that Mr. Quarshie and his team will upload pc memory cards and that information will be transferred to SBE on November 5 in order for the canvass to begin on time.


A motion was made by Mrs. Khozeimeh to direct Margaret Jurgensen, Election Director for the Montgomery County Board of Elections, to conduct Logic and Accuracy testing and preparation of all voting units to be used in the General Election in accordance with COMAR and The motion was seconded by Mr. Sullivan and carried unanimously.


Election Day


Ms. Jurgensen discussed the possibility of moving Parkside Clubhouse North to Parkside Club House South because of occupancy permit issues for Election Day.




Election Day Visitors


 Ms. Roher stated that she has received several requests for polling place/Board member visits but nothing has been finalized. She stated that she will distribute a calendar of visits to all Board members on October 30th and will provide updates when they arrive at the Board for swearing in on Election Day. Ms. Roher announced that swearing in has been scheduled for 10 a.m.


General Election Media


Ms. Roher discussed recent TV Coverage, press releases, and additional advertising through Ride-On, newspapers, PSAs, radio, and county employee paychecks.



Report on the Executive Session


At 4:18 p.m. the Board met in Executive Session pursuant to State Government Article, Sections10-508(a)(1)(i), and 10-508(a)(13), to discuss a personnel issue in addition to reviewing minutes from a previous Executive Session and Executive Planning.


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, Nancy Dacek, Nahid Khozeimeh, Jerrold Garson, Lucia Nazarian, Margaret A. Jurgensen, Sara Harris, Rosalyn Pelles, Leslie Hatch, Marjorie Roher, and Renee Adams.


Personnel Issues


Ms. Hatch distributed handout regarding Election Judges. Election Judges who were sent a letter stating that they were being placed as a stand-by election judge were able to address the Board.


Executive Session Minutes


Ms. Roher distributed minutes from the July 21, 2008, Executive Session for review.


There were no other items discussed in Executive Session.


*** Mrs. Dacek left the meeting***


Executive Function


            The Board members and senior staff met to discuss voting equipment deployment during an Executive Function.


A motion was made by Mr. Sullivan to adjourn the Executive Session and reconvene in regular session.  The motion was seconded by Mr. Garson and carried unanimously, with the Board reconvening in regular session at 5:03 p.m.



Executive Session Minutes


A motion was made by Mr. Sullivan to approve the Executive Minutes from the July 21, 2008, meeting as submitted.  The motion was seconded by Mr. Garson and carried unanimously. 


Personnel Issues


A motion was made by Mrs. Khozeimeh to reassign an election judge to a different precinct. The motion was seconded by Mr. Sullivan and carried unanimously.


A motion was made by Mrs. Khozeimeh to reassign an election judge to work only as a voting unit judge. The motion was seconded by Mr. Sullivan and carried unanimously.


A motion was made by Mrs. Khozeimeh to place an election judge on permanent standby. The motion was seconded by Mr. Sullivan and carried unanimously.


A motion was made by Mr. Sullivan to place the remaining 15 individuals identified by staff on standby. The motion was seconded by Mr. Garson and carried unanimously.


Executive Function


A motion was made by Mr. Garson to approve the Spare Unit Deployment Plan outlined by Ms. Jurgensen. The motion was seconded by Mrs. Nazarian and carried unanimously.



Future Meetings


  1. October 17, 2008 - In House Testing – 3 p.m.
  2. October 20, 2008
  3. October 22, 2008 - Public Testing – 10 a.m.
  4. October 30, 2008 –Supply Inspection -5:00 p.m.
  5. October 30, 2008 - 3:00 p.m. -  Media Briefing
  6. November 3, 2008 - Phone Check
  7. November 4, 2008 – Election Day
  8. November 6, 2008 – 10:00 a.m. –  Absentee Canvass through November 11
  9. November 10, 2008 – 10:00 a.m. –  Provisional Canvass through November 21
  10. November 14, 2008 – 10:00 a.m. – Absentee 2 Canvass through November 16
  11. December 8, 2008 – Tentative
  12. January 9, 2009





            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 5: 31p.m.


                                                                                                Respectfully submitted,




                                                                                                Marjorie M. Roher

                                                                                                Administrative Specialist






Samuel L. Statland

Board President