BOE Votes 3-1 in Favor of Moving to Geauga County Office Building;
Electronic Poll Pads to be Used in November Election
Geauga County Board of Elections (BOE) - Special Meeting 07/02/2025
Meeting Info - Special Meeting on July 2, 2025, at 9:15 am in BOE Conference Room at 12611 Ravenwood Drive, 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
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Office Administrator - Scott Daisher
Mrs. Carson arrived at 9:24 am, following the review and approval of bills.
County Representatives:
In person, from the Board of County Commissioners:
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Carolyn Brakey - County Commissioner
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Amy Bevan - County Administrator
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Glen Vernick - Maintenance Director
In person, from Automatic Data Processing (ADP):
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Charles E. Walder - County Auditor and Chief Administrator
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Frank Antenucci - Deputy Chief Administrator & Chief Information Security Officer
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Zach McLeod - Director, Department of Advanced Research and Cybersecurity (DARC)
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Rob Bushman - Advanced Security Specialist
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Josh Holtz - Security Technician
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Joe Burli - IT Physical Security Analyst
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Andy Haines - Network Administrator
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Jeff Vaji, Project Manager
Virtually, from the County Prosecutor’s Office
Others - Allison Wilson, reporter for the Maple Leaf, and this LWVG Observer attended in person. Two members of the public attended virtually.
Call to Order - The meeting was called to order at 9:20 am.
Minutes - No minutes were presented.
Payment of Bills - Invoices totaling $23,428.19 were reviewed approved without discussion and included:
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$20,770.00 to ES&S for voting equipment annual service contract
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$2,340.00 to B Fink Consulting for preparation of the May 6, 2025 election chargeback report
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$156.66 for routine office supplies
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$125.00 to OAEO (Ohio Assn. of Election Officials) for regional meeting registrations
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$36.53 to DEX Imaging for monthly copier contract
Report from ADP/Auditor’s Office - Mr. Antenucci shared this information:
Fire Suppression in BOE Data Center - Mr. Antenucci reported that the construction work to properly seal the data center is complete and that the tech equipment has been tested and is functioning properly. Capping of the water supply and installation of the new Fire Suppression system is scheduled for July 7-8 and the tank will be available in about 4 weeks. Observer Note: A chemical agent fire suppression system uses waterless, electrically non-conductive suppressing agents to remove heat and dissolve fires at the molecular level. Learn more about the Fike FK-5-1-12 fire suppression system.
Move from 470 Center Street to Geauga County Office Building (GCOB) - Mr. Antenucci explained that with BOE approval, ADP can immediately begin the process of moving BOE’s equipment and setting up their systems in the new office space. Moving of office contents can begin by July 14. Barring unforeseen issues, the new office can potentially be operational by July 22.
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Mrs. Lane will need a more firm date, as she must arrange a site visit with the Ohio Secretary of State’s (SOS) office and must notify the public of BOE’s move. She will confer with Mr. Antenucci in the coming week before announcing an opening date at the new location.
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Mrs. Carson inquired where the fire suppression system was being installed and Antenucci responded the work is currently limited to BOE’s server room but that bids are being sought for other “tech sensitive” areas.
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Mr. Haines inquired what needs to remain operational at the current location during the move. Mr. Daisher explained that even without live technology, staff are able to accept candidate petitions, campaign finance reports and voter registrations but may not be able to process them in their systems for about a week. He opined that extended hours may be needed in August to process any backlog of candidate petitions.
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Mr. Daisher also noted KNOWiNK is scheduled to update the poll pads around July 23 in preparation for the November 4, 2025 election. Mr. Pavella said they were informally told at the recent SOS Summer Conference that electronic poll pads would be used. Reviewer Note: More about KNOWiNK here.
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Mrs. Carson inquired about health risks to staff from chemicals that would be released if the fire suppression system ever activated. Mr. Antenucci replied that he would find out specifics but felt confident the new leadership in the County Commissioner’s office would quickly respond to her concerns with safety and evacuation plans.
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Mrs. Carson pointed out that the SOS Security Directive specifically mentions reducing the risk of voting equipment being exposed to water. She asked, “ What's the solution for the pipes running above the machines?” A discussion ensued about ways to potentially reduce risk, including installing humidity sensors and moving shut off valves to more accessible locations.
Observer Comment: Mrs. Carson is referring to the storage area where the DS200 scanners and poll pads will be stored.
Move Date - Mr. Piraino moved and Mr. Pavella seconded, a motion to immediately initiate the Geauga BOE’s move to the Geauga County Office Building (basement location), at 12611 Ravenwood Drive, Chardon, OH, 44024. The board voted 3-1 in favor of the move, with Mrs. Carson voting no.
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Mr. Piraino noted that while not ideal, the requirements of the new security directive makes it impossible for BOE to remain at its current location.
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Mrs. Carson expressed appreciation for the support provided by the Commissioners Office and ADP but feels the site ultimately does not meet the needs of Geauga County voters.
New Grant Fund - as recommended by the Auditor’s office, the board voted 4-0 to approve creation of a new fund to account for a $10,000 grant from the Ohio Secretary of State for purchase of “priority equipment” needed for compliance with Secretary of State Directive 2025-29, Security of Critical Infrastructure, dated May 29, 2025.
Director’s Report - Mrs. Lane reported:
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She remains concerned about the move coinciding with a pending National Change of Address (NCOA) mailing and potential confusion for voters. The mailing will inform voters of the new BOE address.
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SOS personnel will need to conduct a site visit to assess compliance with SOS mandates.
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She is packing the office and preparing for the KNOWiNK poll pad update.
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She plans to meet with the Chardon Postmaster to see if they can arrange for mail pick-up. Observer Note: A bipartisan team of BOE staff makes trips twice daily to the Chardon Post Office to deliver and pick up election-related mail.
Mr. Daisher commented that Campaign Finance Reports should be filed at the new address.
Deputy Director’s Report - Mrs. McGinnis reported:
Public Comment: This Observer inquired about steps being taken to reduce risk of fire or water damage to voting equipment, as mandated in Ohio Secretary of State Directive 2025-29. Mr. Vernick confirmed they are in the discussion phase of an option to relocate a water shut-off valve to a more accessible location outside of the area where voting equipment will be stored.
The meeting adjourned at 10:49 am.
Next Regular Meeting: July 17, 2025 at 9:00 am. Location TBD.
Observer: Shelly Lewis
Editor: Rooney Moy
Reviewer: Carol Benton
Date Submitted: July 16, 2025
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