Preparations Continue for May 6 Special Election, Move to Geauga County Office Building and 2026 Budget Negotiations
Geauga County Board of Elections (BOE) - Regular Meeting 04/17/2025
Meeting Info: Regular Meeting on April 17, 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 (MS) Teams. An agenda was provided in advance.
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 - Janet Carson
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Board Member - Richard Piraino
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Board Member - Joan Windnagel
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Director - Michelle Lane
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Deputy Director -Nora McGinnis
County Representatives: In person, 4 representatives from Automatic Data Processing (ADP):
Chief Deputy Administrator Frank Antenucci, IT Physical Security Analyst Joe Birli, Advanced Security Specialist Robert Bushman, Network Administrator Andy Haines.
Others: One member of the public, Ohio Secretary of State Liaison Fiona Ruminsk and this LWVG Observer attended in-person. One member of the public attended virtually.
Minutes: The March 20, 2025 Board Minutes were approved 3-1 without comment or edit, with Mrs. Carson abstaining due to absence. Minutes when published can be found here.
Payment of Bills: Invoices totaling $23,698.68 were reviewed and approved for payment and included:
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$12,060.00 to Phoenix Graphics for election day ballots
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$2,500.00 to Knowink for onsite poll pad support for 11/5/2024 election
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$2,350.66 for office supplies
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$1,800.00 to B. Fink Consulting for preparation of 11/5/2024 election chargebacks
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$1,720.00 to Ohio Association of Election Officials for annual dues
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$1,655.74 to ES&S (Election Systems and Software) for voting equipment supplies
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$1,085.00 to Triad for ballot conversion
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$278.94 for monthly copier and cell phone contracts
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$195.00 to the Maple Leaf for special election notice
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$53.34 to KMI Printing for Claridon D postcards
Mrs. Lane said the Knowink invoice had been negotiated down from $5,000 to $2,500.
ADP Update: Mr. Antenucci shared this information:
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Election Readiness - ADP team is in place to provide full support to BOE for the May 6, 2025 election.
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Geauga County Office Building (GCOB)
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County Commissioners approved security cameras for the back side of the building, at a cost of about $20,000.
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The vendor who will supply cabling for the elevator security cameras is finalizing the contract. Progress has been interrupted by the departure of a key member of the County Commissioners’ maintenance staff. Even with the delays, Antenucci said the project should be completed in June.
Observer Comment: Security cameras inside the elevator are mandated by the Secretary of State in order to ensure chain of custody of ballots. Timely completion of this project is critical, as there is a narrow window between election cycles when BOE is permitted to move.
Executive Session - The board voted unanimously by roll call vote to enter into executive session under ORC 121.22(g)(6) for the purpose of discussing security arrangements and emergency response protocols for a public body or a public office. Mrs. Lane, Mrs. McGinnis, Ms. Ruminski from the Secretary of State’s Office and Mr. Antenucci, Mr. Birli, Mr. Bushman and Mr. Haines from ADP were invited to participate.
Following a short interval, the board re-entered public session and Mr. Pavella announced that they are entering into a Memorandum of Agreement (MOA) with the Secretary of State to update the Albert sensor at the 420 Center Street location. At this point the ADP team departed.
Observer Comment: An Albert sensor is a network monitoring device, specifically designed for use in state and local government organizations, that helps identify and respond to cyber threats.
Mail Opening Equipment OPEX Contract - Mrs. Lane indicated the contract with OPEX Corp. for an automated mail opening machine had been approved by both ADP and the County Prosecutor’s office and was ready for signature. The equipment was paid for from BOE’s 2025 budget and will be delivered to the new offices at the GCOB (Geauga County Office Building) in advance of the November general election. Board members executed the contract.
2026 Budget - Mrs. Lane reported they received their budget packet from the County Commissioners, which included instructions for all county agencies and departments to reduce their 2026 budgets by 10%. Reviewer Note: The Commissioners decided at their February 27, 2025 meeting to take this step to force departments to rethink their budgets since, as reported by Finance Manager Adrian Gorton, there is a lot of money not spent at the end of the year. See LWVG Report for February 27, 2025. This would require cutting $141,600 from operating expenses. Mrs. Lane also raised concerns that a step stair is not a safe, viable way for staff to access bulky voting equipment and heavy boxes from the GCOB storage area. She and Maintenance Director Glen Vernick have been discussing pallet based lift systems, which typically cost $10,000 to $12,000.
The board noted that they are accountable to the Ohio Secretary of State and that by law, must receive sufficient funds from the County Commissioners to properly execute elections. They voted 4-0 not to reduce their budget by 10% and to request additional funds for a lift system. They made plans for 2 board members to attend the budget hearing before the County Commissioners, which is scheduled for May 13 at 12:30 pm.
Observer Note: Under ORC 3501.11, Board Duties, the board shall, (N) Make an annual report to the secretary of state, on the form prescribed by the secretary of state, containing a statement of the number of voters registered, elections held, votes cast, appropriations received, expenditures made, and other data required by the secretary of state; and (O) Prepare and submit to the proper appropriating officer a budget estimating the cost of elections for the ensuing fiscal year;
May 6 Special Election Update - Mrs. Lane reported:
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Bipartisan teams are required to work the polling locations and BOE still needs about 10 registered Democrats.
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Poll worker training is underway at the GCOB. Some of the electronics did not function properly but ADP was able to assist.
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As instructed by the Ohio Secretary of State, Geauga will check-in voters using paper poll books. Check-in will be centralized using two poll books divided alphabetically by voters’ last name. Once checked in, voters will be directed to the proper precinct table and will be given their ballot. Reviewer Note: See article here regarding this change due to a decision by the Ohio Secretary of State.
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Early voter turnout is very low, with only 718 requesting absentee ballots and 285 voted ballots received.
2025 Ohio Secretary of State Summer Conference - The board approved reimbursement of mileage, meals and hotel costs for the board members, director and deputy director. Course registration decisions will be made at the May 6 meeting.
Regional Meeting - Richland County Board of Elections is hosting a regional meeting of BOEs on August 8. Board approved reimbursement of mileage, meals and hotel costs (if necessary) for board and staff.
Director’s Report - Mrs. Lane reported:
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The Secretary of State has approved decommissioning of 95 old poll pads which are unable to be updated. Board voted 4-0 to authorize proper disposal of the decommissioned iPads.
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She has been focused on poll worker training, updating forms and adding supplemental poll book training to the Poll Worker Manual.
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Paperwork has been completed for the ten Field Marshals who will support the voting locations on Election Day.
Deputy Director’s Report - Mrs. McGinnis reported:
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She has been processing bills.
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She prepared the Absentee Report.
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She has been working closely with the director to prepare the budget.
Public Comment - This observer inquired whether the new Russell Township Community Room will be a polling location for the May 6 election. Per Mr. Pavella, the site is not yet ready and voters will continue to use the Old Town Hall.
Adjourned at 10:06 am.
Next Meeting:
Special Meeting on Election Day, May 6, 2025 at 6:15 am.
Observer: Shelly Lewis
Editor: Sarah McGlone
Reviewer: Gail Roussey
Date Submitted: May 3, 2025
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