News / Articles

BOE Officials Express Concern about Adverse Effects

 of Space Limitations on Election Preparation

Geauga County Board of Elections (BOE) Regular Meeting - September 18, 2025 

Meeting Info - Regular Meeting on September 18, 2025 at 9:00 am in the BOE Conference Room at 12611 Ravenwood Drive, Suite 004 (Basement), Chardon, OH, 44024. Attendance was in-person only, which is a departure from the BOE’s typical practice of offering both in-person and virtual public attendance. An agenda was provided in advance. Observer Note: As previously reported, the board is in favor of live-streaming and potentially recording meetings for greater transparency, but needs to finalize technical logistics, determine funding responsibility, and ascertain a recording retention policy.

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:

• Board Chair - Dennis Pavella

• Board Member - Richard Piraino 

• Board Member - Joan Windnagel

• Director - Michelle Lane

• Office Administrator - Scott Daisher

Board Member Janet Carson and Deputy Director Nora McGinnis were absent.

County Representatives: Frank Antenucci, Deputy Chief Administrator & Chief Information Security Officer, Automatic Data Processing (ADP)

Others: Geauga Maple Leaf reporter Allison Wilson, this Observer, and Ohio Secretary of State (SoS) Regional Liaison Dustin Russell.

Call to Order - The meeting was called to order at 9:06 am.

 

Minutes - Minutes for the Special Meetings on August 14, 2025 and August 28, 2025 were both approved without edits or discussion.

 

Payment of Bills - Invoices totaling $23,673.64 were approved unanimously and included:

•  $12,500.00 to KNOWiNK for PollSync (poll pad) software

•  $4,844.44 to replace 3 SoS Computers

• $3,415.00 to OPEX for the annual contract for a mail opening machine

•  $575.58 to SHI Corp for 3 Windows 11 licenses

•  $614.42 to Uline for a tub cart with lid

•  $375.00 to Kiwanis Lake Community Center for poll location rental

•  $333.73 to Uline for 3 wire shelves

•  $252.78 to Southern Computer Warehouse for 6 headphones

•  $203.95 for monthly emergency cell phone contract

• $143.90 to Quill for office and kitchen supplies

Mr. Piraino asked how the new mail opening machine was working, noting it looked “pretty awesome.” Mrs. Lane said that if it works like it does for the surrounding counties who have one, they will be very pleased. She said OPEX will be there on September 25 to train staff and invited interested board members to attend.

 

Report from ADP/Auditor’s Office – Mr. Antenucci reported that they are gearing up for the October 1 election lockdown of the network in anticipation of the November election. He noted they are currently in a “soft” lockdown, as is usual for 30 days out from an election.

 

Mr. Piraino asked about the status of the BOE’s livestreaming capability for their meetings. Observer Note: The BOE does not currently have livestreaming due to their move to new offices. Mr. Antenucci said that hardware is on order, and they will work with the vendor to install it. He estimated about a month for delivery. He said they are happy with the product, which was first used by Russell Township and now the County Commissioners. He stated the system is easy to use, “basically plug and play,” and is well-priced at under $3,000. 

Mr. Antenucci asked the board where on the conference room wall the livestreaming equipment should be installed. The board agreed that the television currently on the wall would have to be moved to the side to accommodate the new equipment.

 

Mrs. Windnagel asked if they would have the livestreaming by the October board meeting. Mr. Antenucci said it was possible to have the hardware by then, but use will depend on the maintenance department’s availability to move the television. Observer Note: The Board of County Commissioners announced Maintenance Department Chair Glen Vernick’s resignation at its September 23 meeting.

 

Mr. Pavella asked about the status of the additional fire suppression systems. Mr. Antenucci said he hasn’t “heard a peep.” He again mentioned the issues with the maintenance department and said the current plan is to “give them some space.” 

 

Mrs. Lane complimented Mr. Antenucci’s staff for their helpfulness to her workers in programming their new laptops. He noted they probably get faster tech support now that it’s just a walk down the stairs rather than a 30-minute drive away.

 

Mr. Antenucci said he would send out an email to all users on or about October 1 to let them know the network was going into election lockdown. He stated that this will cause tickets to be slower and said the BOE would be prioritized. He noted that staff seem to be used to the process now, and he has not received any complaints as staff understand its importance. The lockdown will be for about 60 days: 20 days before the election and 21 to 30 days afterward.

 

Mrs. Lane confirmed with Mr. Antenucci that they would have the usual 3 shifts of ADP staff devoted to election issues throughout election day. She said they would coordinate with ADP on where in the new offices teams would set up.

 

Campaign Finance – The board voted 3-0 to accept the audited campaign finance reports and candidate waiver forms per staff recommendations.  For the list of accepted audited campaign finance reports, click here.

 

Before the votes, Mr. Daisher advised the board that he had sent an audit letter to the Better with Brakey campaign asking for clarification on their report and had received their reply that day. Mrs. Lane said they had queried the Secretary of State (SOS) about the matter and are waiting for their answer.

 

At issue were two unusual expenditures:

o   $975 for preparation of 2024 taxes.

o   $500 for “photography.”

 

Regarding the photography expense, the Brakey committee clarified it was for professional photos of the swearing-in ceremony, intended for future campaign literature.

 

The board agreed this use was acceptable, though the initial vague description “photography” raised concerns it could have been for personal/family use. They ultimately determined that the photography expense was permitted and required no further explanation.

 

The board discussed at length the tax preparation expense, including:

• Committees normally don’t file tax returns unless they have paid employees. Mr. Pavella said he would have accepted that explanation.

• The committee’s response was simply that the expense was for preparing the campaign’s 2024 tax filings. Board members felt this explanation didn’t sufficiently show how the expense related to campaign activity and wanted a clearer justification (e.g., confirmation of employees).

• The Secretary of State’s office indicated such expenses are allowable if the committee explains how they relate to the campaign. Mr. Daisher expressed skepticism that the Brakey campaign’s explanation satisfied this requirement.

• Mr. Pavella noted it was the first such expense he’d seen in 14 years of reviewing campaign finance filings.

After discussion, the board determined that the tax expense explanation remains unsatisfactory but may be permissible under SOS guidance. Pending further clarification from the SOS office, the board decided they wanted the campaign’s explanation in a signed letter (rather than an email) and directed Mr. Daisher to send the campaign a letter making that request. No further action on this matter was taken.

 

In a  discussion about campaign finance reports earlier in the meeting, Mr. Daisher explained that the campaigns recommended for approval had met all requirements, and campaign treasurers will now need to monitor expenses for compliance. If a campaign goes over the $2,000 expense limit, they must file the proper paperwork that shows the activity and where the money came from. He said filing for expenses under $2,000 does not have to be done until 2027. Mrs. Lane and others noted very few local office races spend over $2,000.

 

Mr. Daisher stated that two committees, one for a judge and one for a commissioner, filed for next year. He said candidates understand that they can’t start raising or spending money until the middle of November.

Training Videos – The board voted 3-0 to approve new training videos prepared by Creative Government Outreach LLC for $5,000. Mrs. Lane said the videos are needed as the current videos are outdated. Mrs. Lane stated they would be paid out of this year’s budget. She said she expects the poll pad video to be ready for the November election. Other videos would be ready by the primary. 

 

Mr. Piraino asked if the BOE had used this supplier in the past. Mrs. Lane replied that the supplier had been their sole video person, and his prices were reasonable. She said the videos would be posted on the BOE website to give workers a tool for review.

 

Mrs. Windnagel asked if the video could incorporate information about the new location, such as showing the new lobby. Mrs. Lane said the videos would be strictly for training. 

 

Public Test – Mrs. Lane said the public test is scheduled for Wednesday, September 24. Mr. Daisher reported that the tests of the 450s (digital scan ballot tabulators) were completed. The process with the DS200s (voting machines) is ongoing and needs to be completed before the public test. Mrs. Lane said she plans to provide notice in the newspaper for September 19.

 

Logic and Accuracy Testing – Mr. Daisher reported the 450s have been tested and run through the tabulation system with perfect results. He stated they are also testing the DS200s and that staff member Tyler Plant was able to perform the testing in his absence. 

 

Mr. Pavella noted that the plan to diversify Mr. Plant’s duties was working well. 

 

Mr. Daisher said he expects the testing to be finished that day (September 18) or the next. He mentioned a photo he had sent to board members of the equipment storage room showing the lack of space for equipment testing. He said that limited space in the room doesn’t allow them to wheel the machines forward for testing and then back, as originally envisioned. Mr. Daisher stated they must now wheel the machines into a different area, test them and then return them to storage, a situation Mr. Pavella agreed was “far from ideal.” Mr. Daisher said he has rearranged the machines to create a small open area to improve safety.

 

Mrs. Lane also expressed concern with the staff’s ability to safely access equipment stored on higher storeroom shelves. She stated that she has asked the County Commissioners, Human Resources Administrator Kathy Hostutler and County Administrator Amy Bevan for recommendations to improve their warehouse safety.

 

Mr. Piraino asked about disseminating the storage room photo to the media and others and Mr. Daisher said he believed it was office-related, making it public record. 

There was discussion about ongoing concerns over the new building’s limitations, including storage space and parking. Mr. Piraino and others agreed they need to keep pushing the BOCC for off-site storage. 

 

Mr. Piraino commented about Secretary of State Frank LaRose’s recent statements about election integrity indicating that 78 non-citizens had registered to vote (out of 6 million Ohio voters), with proof that 9 of those non-citizens had voted. Mr. Piraino said he didn’t think 9 votes would change an election. Mr. Pavella agreed, saying he’s always found Ohio’s election integrity to be outstanding and that with all the safeguards “it would be the greatest conspiracy of the world if you were having something going on.” 

 

Directive 2025-52 – Mrs. Lane said they are working on complying with new SOS Directive 2025-52

that requires BOEs to maintain accuracy of the statewide voter registration database. She stated they have many files on voter information that need to be checked and cross-referenced. 

 

She said they are working on fulfilling the directive requirement to purchase a business reply permit and are exploring how they might reactivate a reply permit that had been used in one of their departments, noting that it would save a lot of time and paperwork. She said she received permission from the SOS’ office to use their current process until a new account was set up. 

 

Mrs. Lane stated the SOS is offering a $4,300 grant to cover expenses associated with implementation, including mailing costs. The application is due September 26. Mrs. Lane encouraged board members to read the grant application and the directive and offer feedback.

 

Mr. Pavella pointed out that the grant has limitations, noting they could use it to pay for seasonal part-time staff, mailing costs and printing costs of reply permit envelopes, but not full-time staff. Mrs. Lane explained that the grant covers only the initial cost of the permit but not the $300 renewal fee.

 

Winter 2026 Conference Ohio Association of Election Officials – The board approved 3-0 a motion for four board members and all full-time staff to attend the Winter conference of the Ohio Association of Election Officials and for the BOE to pay for their room, meal and travel expenses.

Mrs. Windnagel said attendees will be encouraged to take classes of interest even if they have their certification.

 

Director’s Report – Mrs. Lane reported:

• Staff has been doing a lot of proofreading of ballots.

• Additional signs regarding the BOE’s new location have been ordered. 

• They are preparing for the start of in-person and absentee voting. 

• They have been reviewing the Directive 2025-52. She, Mrs. McGinnis, and Mr. Daisher attended a webinar about the Directive.

• Scheduled training on the OPEX mail machine training on September 25.

• Have ordered a lot of election supplies.

• They are in the process of doing Logic and Accuracy Testing.

• Programmed new computers with the help of Dustin Russell, liaison with SOS, and ADP. 

• She has been overseeing the dropbox installation with Mrs. McGinnis and Mr. Daisher

• Ordered a cart for the dropbox 

Mrs. Windnagel asked how many UOCAVA (Uniformed & Overseas Citizens Absentee Voting Act) ballots had been received. There are 7.

 

Mrs. Lane said long-time Marshall Bill Clark will not participate this year and plans to ask Wayne Mansfield to take over that role.

 

Mrs. Windnagel asked if they were approved to use Russell’s Old Town Hall as a polling location in November and Mrs. Lane said yes.

 

Deputy Director’s Report – Mrs. Lane reported in Mrs. McGinnis’ absence:

• Working on absentee ballot applications

• Proofing the poll worker manuals

• Proofing ballots

There was discussion about how to designate the “no-electioneering” zone at the new BOE location. Mr. Pavella clarified that the 100 feet boundary starts at the door of the county office building, not the BOE office door.  

 

Mrs. Windnagel asked about plans to manage the flow of voters on the stairs and from the elevator during early voting. Mr. Pavella and Mrs. Lane said they would bring in extra part-time people to monitor the lines. Mrs. Lane said she has mentioned her concerns about logistics to the maintenance department and was told not to worry about it.

 

Mrs. Lane stated she is also very concerned about the stairs becoming slippery when wet. There was discussion on how to address this potential problem, including carpeting and weather strips.

 

Mrs. Windnagel predicted that there will be a higher volume of voters than usual based on the heavy campaigning she has already observed, especially from write-in candidates. She stated she had “never seen signs out this early.” She also cited the number of contested races in Russell, Chardon Township, Montville, and Chester as indicators of higher turnout.

 

Mrs. Lane said she thinks the large number of write-in candidates will make vote tabulation take longer than usual for this type of election. In order to expedite the counting process, Mr. Daisher suggested that one half-hour before the ballots start to come from polling locations on election day, they start reviewing write-in votes on early voting and absentee ballots already received. The board members agreed with the idea.

 

Mr. Pavella said he has discussed with Commissioner Dvorak using a room in the nearby library building for storage. He stated having this extra space would enable the BOE to use the current storage room as an early voting center as had been originally envisioned. If approved, Mr. Pavella noted that it would take time to add the necessary security and climate controls to a new space.

 

After a brief discussion, the board and staff agreed to again designate Equipment Marshalls, who are specially assigned Marshalls who handle equipment problems. They agreed that this system helps keep other Marshalls available in the polling locations, which they feel is important. 

 

Mr. Piraino wondered if there would be many poll observers given the high number of write-in candidates. Mrs. Windnagel said that her contact didn’t think there was much interest in poll watching this election cycle.

Meeting adjourned at 10:35 am

Next Meeting: The next regular Board meeting is scheduled for October 16, 2025 at 9:00 am.

Observer: Rooney Moy

Editor: Gail Roussey

Reviewer: Sarah McGlone

Date Submitted: September 23, 2025

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