May 6, 2025 Ballot to Include Bonds for West Geauga Schools and Levy Renewals for Geauga Department on Aging and Geauga Job and Family Services
Geauga County Board of Elections (BOE) - Special Meeting 02/18/2025
Meeting Info: Special Meeting on February 18, 2025 at 9:00 am in BOE Conference Room at 470 Center St, Bldg 6A, Chardon, OH, 44024. Attendance options were both in-person and virtual, via Microsoft Teams. An agenda was provided in advance and copies were distributed to all attendees.
Public Comment Policy: The Board of Elections typically responds to questions about agenda items throughout the course of their meetings. Those exchanges are documented below as they occur.
Attendance: Present were:
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Board Chair - Dennis Pavella
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Board Member - Joan Windnagel
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Board Member - Richard Piraino
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Director - Michelle Lane
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Deputy Director - Nora McGinnis
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Office Administrator - Scott Daisher
Board member Janet Carson was absent and did not participate virtually.
County Representatives: In-person, Frank Antenucci, Chief Deputy Administrator, ADP (Automatic Data Processing)
Vendor: In person, Sam DeBiase from Phoenix Graphics
Others: In-person, 2 members of the public and LWV Geauga Observer Shelly Lewis. Virtually, 1 member of the public.
Call to Order: Not observed, but prior to this Observer’s 9:08 am arrival.
Minutes: Not observed, but confirmed minutes for the January 16, 2025 meeting were approved.
Payment of Bills: Not observed, but confirmed bills totaling $26,228.31 were approved, including:
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$21,591.00 to Triad for voter registration software annual fees
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$3,456.00 for 8 Microsoft 365 G3 licenses
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$747.79 supplies, mileage
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$238.52 monthly emergency cell phone & copier contracts
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$195.00 to Geauga County Maple Leaf for notice of special election
ADP Update: Underway as this Observer arrived.
Observer Note: In a follow up email, Director Lane indicated Mr. Antenucci provided the board with an update about some of the outstanding items at the Geauga County Office Building. He indicated the contract to install elevator cameras is in progress and should be completed soon and that the ADA controls for the lobby doors are in place.
MAY 6 SPECIAL ELECTION UPDATES & ACTIONS:
Funding From General Assembly: Mrs. Lane reported that the General Assembly is providing $15 million toward the cost of the May 6 Special Election, and Geauga will receive about $139,000. She expressed concern about a provision of the grant funding agreement that limited expenses to those incurred through May 6, noting that election expenses will be incurred beyond that date.
Observer Note: In a follow up email, Mrs. Lane indicated the Secretary of State (SOS) later provided assurances that election related expenses incurred after May 6 can be claimed.
New Polling Location: Mrs. Lane reported that Russell Township Trustee Kristina Port invited BOE staff to tour the Russell Community Room and to consider it as a new polling location. Mr. Daisher described the facility as “a huge upgrade.” Once township trustees approve use of the facility, BOE will notify affected voters via mail of the change in polling location.
Procurement of Ballot/Mail Opening Machine: Mrs. Lane reported that this purchase is expected to exceed $25,000 and is therefore subject to the public bidding process.
Certification of Local Options: After noting that sufficient, valid signatures were submitted, the Board voted 3-0 to certify these local options for the May 6, 2025 ballot:
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Issue 5 - Huntsburg Township A, liquor license for Serenity Winery
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Issue 6 - Huntsburg Township A, Sunday sales for Serenity Winery
Approval of Local Questions and Issues: The Board voted 3-0 to approve each of these local questions and issues for the May 6, 2025 ballot:
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Issue 2 - Geauga County Department on Aging Levy Renewal
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Issue 3 - Geauga County Job & Family Services Levy Renewal
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Issue 4 - Village of Hunting Valley Charter Amendment
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Issue 7 - West Geauga Local School District Bond Issue
Observer Note: Review more details about local options and issues on the Geauga Board of Elections website.
Public Test Date: The Board instructed staff to conduct the mandated public test of voting equipment on either March 25th or March 27th. Staff to determine date, time and publish notices.
Selection of Vendor for Ballot Printing: The board reviewed bids for printing of ballots for the May 6, 2025 Special Election. Based on multiple issues in recent elections, previous vendor Youngstown Printing was eliminated from consideration. The board discussed two vendors: Graphic Village, based in Cincinnati, OH and Phoenix Graphics, based in Rochester, NY. It was noted that both vendors were about 3 hours drive time from Geauga, an important factor when problems require a quick response.
Sam DeBiase of Phoenix Graphics was present and pointed to the company’s success working with County BOEs across Pennsylvania and New York. He said Geauga would be their first contract in Ohio. After detailed questioning by the board and staff about security, quality control and customer support, the board voted 3-0 to award the ballot printing contract for the May 6 Primary Election to Phoenix Graphics.
OTHER BOARD BUSINESS:
2025 Ohio Secretary of State Annual Conference: Mrs. Lane reported this conference for Ohio’s election officials is scheduled for June 30 to July 1. The Board expressed concerns about the timing and noted they may be moving. No action at this time.
Board Reorganization - The board voted 3-0 to schedule the Reorganization meeting for March 3, 2025 at 9:00 am, as mandated by Secretary of State Directive 2024-27 Appointments to the Board of Elections in Each County for Full Terms Commencing March 1, 2025; 2025 Board Reorganization.
Director Report: Mrs. Lane reported:
Observer Note: In 2021, the Ohio Secretary of State (SOS) implemented a two-process maintenance program designed to improve voter roll accuracy.
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The National Change of Address (NCOA) Process is carried out by the SOS and compares the state voter registration database against the US Postal Service’s NCOA database to identify voters who have moved and potentially need to update their registration.
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The Supplemental Process is conducted by County BOEs and identifies inactive voters for potential removal, presuming that inactivity indicates the voter is no longer a resident of the county and is therefore ineligible to vote in that county.
Registrations identified under these processes are presumed to be “abandoned” unless the voter responds to the Registration Readiness Notice Form 225-A , updates their voter registration or participates in voting activity.
Deputy Director Report - Mrs. McGinnis reported:
Public Comment:
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Sharon Madger requested more information about the Board Reorganization meeting. Mr. Pavella explained that during the meeting the board will appoint the Director and Deputy Director and affirm or remove full time staff.
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Sharon Madger requested more information about State Issue 1. Mr. Daisher explained that Issue 1 will fund statewide infrastructure and capital improvements through the issuance of general obligation bonds.
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Shelly Lewis inquired whether there were plans to share the meeting agendas on the BOE website. Board and staff to discuss.
Adjourned at 10:41 am.
Next Meeting:
Reorganization Meeting on March 3, 2025 at 9:00 am.
Regular Meeting on March 20, 2025 at 9:00 am.
Public Test of Voting Equipment on March 25 or 27, 2025. Time TBD.
Observer: Shelly Lewis
Editor: Sarah McGlone
Reviewer: Carol Benton
Date Submitted: 02/27/2025
The League of Women Voters of Geauga is a 501(c)(3) nonpartisan political organization that encourages informed and active participation in government, works to increase understanding of major public policy issues, and influences public policy through education and advocacy. They do not support or oppose individual candidates or parties. Learn more about the LWVG at www.lwvgeauga.org.