Board for Registration of Voters — Burlington, VT
Date: 2025-08-05
Time: 18:00

Board for Registration of Voters



 Tuesday, August 5, 2025, 6:00 PM,

 City Hall, 1st Floor Conference Room, 149 Church Street, Burlington, VT, 05401 OR
 remotely via Zoom.



Join Zoom Meeting
https://zoom.us/j/93712437108
Meeting ID: 937 1243 7108
1. Call Meeting to Order

2. Agenda
 2.1. Motion to amend/adopt agenda

3. Meeting Length
 3.1. Set Meeting Length

4. Adopt Minutes
 4.1. Motion to adopt previous meeting's minutes
 File Attachments
 1. Minutes 07012025 Minutes 07012025.pdf

5. Public Forum

6. Clerk's Report

7. Approval of Monthly Voter Challenges

8. Biennial Challenge (Approval)

9. State District Boundary Audit (Discussion)
 9.1. State District Boundary Audit Discussion
 File Attachments
 1. State Boundary Audit Information State Boundary Audit Information.docx

10. Board Member Expectations
  10.1. Rules and Procedures for the Board for Registration of Voters
  File Attachments
  1. Rules and Procedures of the Board for the Rules and Procedures of the Board for the Registration
 Registration of Voters of Voters .docx

11. New Business

12. Adjournment
  12.1. Motion to Adjourn

Board for Registration of Voters



 Tuesday, August 5, 2025, 6:00 PM,

 City Hall, 1st Floor Conference Room, 149 Church Street, Burlington, VT, 05401 OR
 remotely via Zoom.



Join Zoom Meeting
https://zoom.us/j/93712437108
Meeting ID: 937 1243 7108
1. Call Meeting to Order

2. Agenda
 2.1. Motion to amend/adopt agenda

3. Meeting Length
 3.1. Set Meeting Length

4. Adopt Minutes
 4.1. Motion to adopt previous meeting's minutes
 File Attachments
 1. Minutes 07012025 Minutes 07012025.pdf

5. Public Forum

6. Clerk's Report

7. Approval of Monthly Voter Challenges

8. Biennial Challenge (Approval)

9. State District Boundary Audit (Discussion)
 9.1. State District Boundary Audit Discussion
 File Attachments
 1. State Boundary Audit Information State Boundary Audit Information.docx

10. Board Member Expectations

 Page 1 of 10
  10.1. Rules and Procedures for the Board for Registration of Voters
  File Attachments
  1. Rules and Procedures of the Board for the Rules and Procedures of the Board for the Registration
 Registration of Voters of Voters .docx

11. New Business

12. Adjournment
  12.1. Motion to Adjourn




 Page 2 of 10
 BURLINGTON BOARD FOR REGISTRATION OF VOTERS
 CITY HALL, 1ST FLOOR, 149 CHURCH STREET, BURLINGTON, VT, 05401 OR
 REMOTELY VIA ZOOM.

 MINUTES OF MEETING
 July 1, 2025




1. Call Meeting to Order
1. Call Meeting to Order
Meeting Called to Order by Chair Grace Grundhauser at 6:00pm

Members Present: Alison Harte, Adam Franz, Michelle Lefkowitz, Grace Grundhauser, Colleen Montgomery,
Jeanne Keller, Kevin Lewis, Lauren Ebersol, Karen Rowell, Lesley Gendron, and Youth Member Will
Cunningham

Members Absent: Annie Schneider

Also Present: Sarah Montgomery, Assistant City Clerk

2. Adopt Agenda
2. Adopt Agenda

2.1. Motion to amend/adopt agenda
2.1. Motion to amend/adopt agenda
Motion to adopt agenda made by Colleen Montgomery. Seconded by Michelle Lefkowitz. Passed
unaninimously.


3. Set Meeting Length
3. Set Meeting Length
Meeting was set to end at 7pm.

4. Introductions
4. Introductions
All members introduced themselves and shared why they are serving on the board, including the two newly
appointed members, Kevin Lewis and Adam Franz. Kevin Lewis shared that he lives in ward 2 and that he
joined the board to give back to the community. Adam Franz lives in ward 8 and has worked previously as an
inspector of election. He feels very passionately about people having the right to vote.

5. Member Position Nominations
5. Member Position Nominations
Chair: Michelle Lefkowitz nominated Grace Grundhauser. Seconded by Karen Rowell. Passed unanimously.

Vice-Chair: Jeanne Keller nominated Michelle Lefkowitz. Seconded by Karen Rowell. Michelle Lefkowitz made
a motion to nominate Lauren Ebersol and Lesley Gendron. No second. The vote for Michelle Lefkowitz as
Vice-Chair was unanimous.




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Parlimentarian: Jeanne Keller nominated Annie Schneider. Seconded by Colleen Montgomery. Grace
Grundhauser nominated Adam Franz, based on a recommendation from Annie Schneider. Seconded by
Michelle Lefkowitz. The vote for Adam Franz as Parliamentarian was unanimous.

Outreach Coordinator: Alison Harte nominated herself. Seconded by Lesley Gendron. Passed unanimously.

Volunteer Coordinator: Lauren Ebersol nominated herself. Seconded by Lesley Gendron. Passed
unanimously.

Language Access Coordinator: Jeanne Keller nominated Annie Schneider. Seconded by Michelle Lefkowitz.
Passeed unanimously.

College Student Liaison: Grace Grundhauser nominated Adam Franz. Seconded by Lesley Gendron. Passed
unanimously.

High School Student Liaison: Alison Harte nominated Will Cunningham. Seconded by Adam Franz. Passed
unanimously.

Resource Coordinator: Lesley Gendron nominated herself. Seconded by Lauren Ebersol. Passed
unanimously.


6. Adopt Minutes
6. Adopt Minutes

6.1. Motion to adopt previous meeting's minutes
File Attachments
1. BRV Minutes 6/3/25 BRV Minutes 6/3/25.pdf

6.1. Motion to adopt previous meeting's minutes
Jeanne Keller made a motion to adopt the minutes as amended to correct a typo. Seconded by Kevin Lewis.
Passed unanimously.

Lesley Gendron asked if there was data showing how many times the minutes were viewed online. Sarah
Montgomery said she would look into whether analytics around that are available. Grace Grundhauser noted
that it would also be interesting to see how often the recordings are viewed.


7. Public Forum
7. Public Forum
No members of the public expressed interest in speaking.

8. Clerk's Report
8. Clerk's Report
Sarah Montgomery reported that there are currently 29,080 registered voters on the checklist. Out of these
voters, 4,945 are currently challenged. In June, 135 new voters were registered, 113 voters were transferred
from Burlington to other Vermont towns, and 86 voters were removed from the checklist.

Sarah Montgomery asked if board members had received activation emails for the new election management
system. Members responded that they had not. Sarah will follow up with the state election team.

Grace Grundhauser asked if there were any new all legal resident registrations within the past month. Sarah
Montgomery answered no.

9. Approval of Voter Challenges
9. Approval of Voter Challenges




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Michelle Lefkowitz asked if the ward for each voter was included on the proposed challenge list, as requested
previously by the board. Sarah Montgomery answered that she did include it in the regular monthly
challenges, but was unable to on the challenges due to undeliverable ballots, due to the system-generated
report not including that information.

Grace Grundhauser noted that this challenge process is separate from the biennial challenge process. She
shared that this is the spreadsheet that Sarah Montgomery sent out to the board prior to the meeting, since
the board had previously decided not to post this list publicly.

Jeanne Keller asked if the people on the list due to having undeliverable ballots did not otherwise participate
in the election. Sarah Montgomery confirmed and also shared that voters who had undeliverable ballots, but
had updated their voter registration after the mailing data was pulled would be excluded as well.

Adam Franz asked if the proposed challenges based on property sales would include if a landlord was selling
the property or if that only applied if it was the resident. Sarah Montgomery answered that it would only
result in a proposed challenge if the property sold was also the legal address in the voter registration of the
seller, and if the seller had listed a different address on the transfer form.

Kevin Lewis asked if language barriers could be a factor in someone having an undeliverable piece of mail.
Jeanne Keller said that it would mean that the post office could not deliver the mail, so it is unlikely. Grace
Grundhauser asked if anything happens when a voter is sent a ballot, it doesn't get returned as
undeliverable, but they do not vote. Sarah Montgomery answered that those ballots are marked in the
system as "Unknown, never returned", but it does not trigger a challenge. Jeanne Keller asked if they go on
the challenge list after not voting for a certain period of time. Sarah Montgomery answered no. She clarified
that as part of the biennial challenge process, the board does their due diligence to verify if voters are still
eligible to vote in Burlington. At that time, if the board determines that the voter still resides in Burlington,
but hasn't voted in 10 years, that is not a valid reason to challenge them. Jeanne Keller added that once a
voter is challenged, they are sent a letter that can help them resolve the issue - this may be the stage where
language access could be a barrier.

Michelle Lefkowitz made a motion to approve the monthly challenges. Seconded by Colleen Montgomery. The
vote passed.


10. Biennial Challenge (Discussion)
10. Biennial Challenge (Discussion)

10.1. Biennial Challenge Process Informatation and Proposal
File Attachments
1. Biennial Challenge Process Proposal Biennial Challenge Process Proposal.docx

10.1. Biennial Challenge Process Informatation and Proposal
Grace Grundhauser and Sarah Montgomery clarified that the board was discussing the process at this
meeting and would vote on the actual challenges at a future meeting prior to 9/15, when the challenge
process needs to be completed in order to certify with the state.

The board members reviewed the statute and the process that the board followed during the last biennial
review. Jeanne Keller moved to adopt the process as presented. Seconded by Kevin Lewis.

Michelle Lefkowitz noted that during this review process, the board previously would challenge voters if they
hadn't voted for two General Election cycles. Sarah Montgomery agreed that this was the previous practice of
the board, but prior to the last biennial review, the clerk's office worked with the Secretary of State's office
and the city attorneys to determine new best practices that were in line with statute. The process that was
followed in 2023, and proposed again, is the result of that. Colleen Montgomery and Kevin Lewis asked if
there are any additional steps in the process or data sources Sarah would recommend changing or adding.
Sarah responded that she does not have any recommendations for changes.

Lauren Ebersol noted that in the previous cycle, when Sarah Montgomery shared the data, it was broken
down by each step in the process, so the board could see exactly how voters were filtered out. Jeanne Keller
made an amendment to the motion to note that each individual step taken would be reflected in the data




 Page 5 of 10
presented.

Lauren Ebersol made a motion to adopt as amended. Seconded by Grace Grundhauser. Process approved
unanimously.


11. Annual Board report to City Council (Approval)
11. Annual Board report to City Council (Approval)

11.1. Approve Annual Report to City Council
File Attachments
1. BRV Annual Report FY25 - DRAFT BRV Annual Report FY25 - DRAFT.docx
11.1. Approve Annual Report to City Council
Lesley Gendron made a motion to approve the report as presented. Seconded by Lauren Ebersol. Passed
unanimously.


12. Board Member Expectations
12. Board Member Expectations

12.1. Board Member Expectation Discussion


File Attachments
1. BRV Rules Procedures (Jun 1 2021) BRV Rules Procedures (Jun 1 2021).pdf

12.1. Board Member Expectation Discussion
Grace Grundhauser directed members to the rules and procedures that were posted with the agenda.

Jeanne Keller noted that discussing participation was one of the primary reasons for adding this item to the
agenda. She said that there are other member behaviors that may need to be addressed by the board as
well, such as conduct at polling places. Grace Grundhauser read the portion of the document that is relevant
to attendance. She noted that there is not a clear process for initiating the removal of a member. Jeanne
Keller recommended that it could be something that was self-initiated, such as a certain number of
unexcused absences, including Election Day work and meetings. The board would then be responsible for
determining what would qualify as an excused absence. Lauren Ebersol suggested that it be measured by a
percentage of participation and also said it would also be helpful to define what an excused absence is.
Lesley Gendron asked when a new expectation would become effective. Grace Grundhauser said that it
makes sense that it would not be enforced retroactively.

Grace Grundhauser said she would add continued discussion of this item to the next agenda. Jeanne Keller
suggested people bring ideas forward about what makes sense as an excused absence, and that the
availability to attend the meetings remotely should be factored into this. To address conduct, Jeanne and
Grace suggested referencing the election officials' rules and guidelines in the BRV rules and procedures.


13. New Business
13. New Business
Grace Grundhauser shared that Mike McGarghan is resigning from the board for personal reasons. The
vacant position will be advertised and filled by the City Council, but the exact timeline isn't set yet since the
resignation has just occurred.

Grace Grundhauser shared some information about the appointment process as it occurred this year. She
stated that the appointment committee is no longer automatically appointing incumbents. She noted for
members who want to reapply next year, that they should be sure to apply by the deadline and put their
best foot forward since it has become more competitive to be reappointed.

14. Adjournment



 Page 6 of 10
14. Adjournment

14.1. Motion to Adjourn
14.1. Motion to Adjourn
Lauren Ebersol made a motion to adjourn. Seconded by Kevin Lewis. Passed unanimously.




 Page 7 of 10
Requirement: AUDITS OF VOTER CHECKLISTS AND DISTRICT BOUNDARIES

Act 70 from 2025

 (a) On or before September 15, 2025, local boards of civil authority and town clerks whose
 municipal boundaries are divided for the purpose of Representative districts and Senatorial
 districts shall audit their voter checklists to ensure that those checklists accurately correspond
 to the prescribed district boundaries.
 (b) On or before October 1, 2025, each town clerk described in subsection (a) of this section shall
 provide a written summary of the audit to the Elections Division of the Secretary of State’s
 office.
 (c) On or before November 15, 2025, the Secretary shall submit a written report to the House
 Committee on Government Operations and Military Affairs and the Senate Committee on
 Government Operations with the findings of the audits.
 (d) Within two weeks after passage of this act, the Elections Division of the Secretary of State’s
 office shall notify each town clerk and board of civil authority described in subsection (a) of this
 section that they must perform the audits.
 (e) The Elections Division of the Secretary of State’s office shall provide support and training to each
 town clerk and board of civil authority described in subsection (a) of this section.

Resources

 - Reapportionment Description and Links: https://legislature.vermont.gov/reports-and-
 research/research/reapportionment/
 o Map of House Districts by Town: https://legislature.vermont.gov/reports-and-
 research/research/reapportionment/2022-house-of-representatives-
 reapportionment/districts-by-town-2/
 o Map of Senate Districts by Town: https://legislature.vermont.gov/reports-and-
 research/research/reapportionment/2022-senate-reapportionment/senate-districts-by-
 town/
 o Description of Street Segments in Act 89 (2002):
 https://legislature.vermont.gov/Documents/2022/Docs/ACTS/ACT089/ACT089%20As%2
 0Enacted.pdf
 - VCGI Map of Districts: https://vcgi.vermont.gov/data-release/2022-vermont-legislative-districts-
 now-available




 Page 8 of 10
Rules and Procedures for the Board for the Registration of Voters
(Finalized 10-5-2021)
PURPOSE: The Board for Registration of Voters is committed to the enfranchisement of eligible
residents through the voting process. Voting is a right and responsibility. The Board
encourages voter registration and acknowledges the right of voters to freely participate in
elections. The Board may actively initiate and participate in voter registration outreach.
The Board’s legal responsibility is to maintain the voting checklist for the City of Burlington by
upholding the Vermont Election Laws (Title 17 of the Vermont Statutes Annotated).
AUTHORITY AND RESPONSIBILITIES: The Board for Registration of Voters is responsible for and
has authority for all duties with respect to preparing The City of Burlington’s voter checklist
pursuant to chapters 14, 15, 16 and 43 of the City’s Charter, and Title 17 of the Vermont
Statutes Annotated. The Board shall comply with the Vermont Open Meeting Law and other
laws covering public bodies.
In order to effectively and justly carry out its responsibilities all members will be expected to
familiarize themselves with the Vermont Election Law in Title 17 of the Vermont Statutes
Annotated, along with pertinent sections of the Burlington City Charter. The Board will
maintain an office in City Hall, wherein shall be kept available for public inspection the records
of all legal voters. The Board shall advise any petitioner affected by an adverse decision of his
or her statutory right to be included in the list of legal voters to seek judicial review of such
decision.
MEMBERSHIP: As established by the City-Charter, the Board for Registration of Voters shall
consist of 12 registered Voters of the City of Burlington, appointed by the City Council, with the
Mayor presiding. Appointments to the Board for Registration of Voters shall be for five (5)
years. Members may reapply and may be appointed for successive terms without limitation.
Members of the Board may be removed for incapacity, negligence, or bad conduct when a
majority of the City Council, Mayor presiding vote to remove the member pursuant to Chapter
129 of the Burlington City Charter. In addition and pursuant to this same section, when in the
judgment of two-thirds of the City Council, on the initiative of the Mayor, a member is no
longer effectively serving the city, that member may be removed from the Board.
Therefore because members are expected to actively participate in city elections, meetings and
other Board activities, a member’s continued non-participation in Board activities may result in
the Board’s recommendation to the City Council for removal from the Board. A two-third
majority vote of the Board is required for such a recommendation to the City Council.




 Page 9 of 10
OFFICERS: At the first meeting of the Board, following the annual appointments, the Board
shall elect a Chair by majority vote. A Vice Chair and Secretary may be elected at the discretion
of the Board. Terms of office shall be one year.
QUORUM: A simple majority of the Board shall be considered a quorum
MEETINGS AND MINUTES: The Board for Registration of Voters shall hold meetings on the first
Tuesday of each month unless otherwise determined by a majority vote of the Board.
Additional meetings are scheduled to accommodate closing of the checklist prior to elections
(Vermont Statute Annotated, Title 17). All meetings of the Board shall be open to the public
except at such times when an executive session is in order. No action shall be taken at any
meeting of the Board without a quorum present. No action shall be taken in executive session.
(See open meeting law)
Roberts Rules of Order revised shall govern proceedings of the Board for all cases which are not
specifically covered by other laws, ordinances, by-laws, or regulations.
Minutes shall be kept of all meetings. The minutes shall be available for public inspection
according to open meeting laws.
WARNINGS OF MEETINGS: In accordance with Vermont Open Meeting Law, the Board shall
provide the Clerk / Treasurer’s Office with notice of regular meetings on or before the Thursday
before the week of the meeting. The Clerk / Treasurer’s Office will warn the meeting. For
special meetings, the Board shall publicly announce at least 24 hours before the meeting the
time, place and purpose with appropriate media and post with the Clerk / Treasurer’s office and
two other public places. Emergency meetings may be held without public announcement,
without posting notices and without 24 hours notices to members, provided some public notice
is given as soon as possible before such meeting.
SPECIAL MEETINGS: Special meetings of the Board for Registration of Voters may be called by
the Chair, when the Chair deems it expedient or upon the request of two (2) members of the
Board for the purpose of transacting any business designated in the call. In accordance with
Vermont Open Meeting Law, Notice for a special meeting may be made by telephone or other
appropriate technology at least twenty-four (24) hours prior to the date of such special
meeting. At such special meeting no business shall be voted on other than that specified in the
call.
ADOPTION OF RULES AND PROCEDURES: The Board may adopt rules and procedures as it may
deem wise for the regulation of its work. Rules may be amended by a two-thirds majority
provided that the proposed amendment(s) have been discussed at two meetings prior to the
meeting at which the amendment(s) will be voted upon.




 Page 10 of 10

BURLINGTON BOARD FOR REGISTRATION OF VOTERS
CITY HALL, 1ST FLOOR CONFERENCE ROOM, 149 CHURCH STREET, BURLINGTON, VT,
 05401 OR REMOTELY VIA ZOOM.

 MINUTES OF MEETING
 August 5, 2025




1. Call Meeting to Order
1. Call Meeting to Order
Meeting called to order by Chair Grace Grundhauser at 6:05pm

Members Present: Alison Harte, Adam Franz, Lauren Ebersol, Lesley Gendron, Grace Grundhauser, Kevin
Lewis, Annie Schneider, Colleen Montgomery, Jeanne Schwartz, Karen Rowell

Members Absent: Michelle Lefkowitz, Youth member WIll Cunningham

Others Present: Sarah Montgomery, Assistant City Clerk

2. Agenda
2. Agenda

2.1. Motion to amend/adopt agenda
2.1. Motion to amend/adopt agenda
Kevin Lewis made a motion to approve the agenda. 2nd by Jeanne Keller. Approved unanimously.


3. Meeting Length
3. Meeting Length

3.1. Set Meeting Length
3.1. Set Meeting Length
The meeting was set to end at 7:00 pm.


4. Adopt Minutes
4. Adopt Minutes

4.1. Motion to adopt previous meeting's minutes
File Attachments
1. Minutes 07012025 Minutes 07012025.pdf

4.1. Motion to adopt previous meeting's minutes
Karen Rowell made a motion to approve the minutes. Seconded by Lesley Gendron.

Alison Harte asked about the discussion that occurred during new business. She noted that she had to leave
at 7:00pm, which was the time the meeting was set to end, and substantive discussion took place after that.
She asked if the more substantive items could be discussed earlier in the meeting or that the board could
discuss whether they needed more than an hour for meetings.

Minutes approved unanimously.


5. Public Forum
5. Public Forum
No members of the public were present.

6. Clerk's Report
6. Clerk's Report
Sarah Montgomery reported that there are currently 29,100 registered voters. Out of those, 4,955 are
challenged. 128 of the total voters are All Legal Resident Voters and 9 of the total challenged voters are All
Legal Resident Voters. In July: 146 voters were newly registered, 83 voters were transferred from Burlington
to other Vermont towns, and 74 voters were removed from the checklist.

Sarah Montgomery announced that the remainder (2 years) of Mike McGarghan's term is currently open for
applications. Applications will be accepted until 8/20 at 4:30pm and appointments will occur at the 8/25 City
Council with Mayor Presiding meeting. Grace Grundhauser reminded members that it is a good idea for
applicants to attend the appointment meeting. Alison Harte shared that she would be advertising the vacant
position on Front Porch Forum, and asked other members to share other places where it could be advertised.
Karen Rowell said she would send her information about an additional place to advertise.

Colleen Montgomery asked if the new member being appointed would automatically be a republican, since
Mike McGarghan was a republican. Grace Grundhauser explained that Burlington City Charter allows no more
than 6 members from any major party to be on the board. She added that if there is no representation from
a major party and there is an applicant from that party that is not appointed, that party can petition City
Council to appoint a member from their party to the board. She also noted that people who declare
themselves as independents are not affiliated with any party. Adam Franz asked how members with dual
parties listed are counted toward the maximum of 6 representatives from that party. Grace Grundhauser said
that this was discussed at the appointment committee meeting, but she has not seen a definitive
determination come from the attorney's office. Sarah Montgomery will follow up with the attorney's office to
get clarification.

7. Approval of Monthly Voter Challenges
7. Approval of Monthly Voter Challenges
The board reviewed the list of proposed monthly challenges, which included 37 voters. Grace Grundhauser
noted that there were voters across most wards reflected in the challenge list, with the largest representation
of voters coming from ward 7, and the lowest from ward 8 (with 0 voters).

Jeanne Keller made a motion to approve the monthly challenges. Seconded by Lauren Ebersol. Passed
unanimously.

8. Biennial Challenge (Approval)
8. Biennial Challenge (Approval)
The board reviewed the proposed list of voters to challenge as part of the biennial review. This proposed list
included 203 voters after filtering out voters who were found to still be eligible to vote in Burlington, using
the sources the board approved in July.

Lauren Ebersol asked about the "Blind Voter" that was listed on the spreadsheet. Sarah Montgomery
answered that it indicates a voter who is in the address confidentiality program with the state. She did reach
out to the state's election team to determine if they had any data that could indicate this voter's continued
eligibility to be registered in Burlington, and they did not. Sarah also noted that a few voters had mailing
addresses listed instead of legal addresses - this is due to them being overseas or military voters. These
voters do have a legal address in Burlington in their voter registration, but it does not appear on the reports
generated from the system.
Grace Grundhauser noted that there was representation from all wards on this spreadsheet.

Lesley Gendon made a motion to approve the proposed biennial challenges. Seconded by Annie Schneider.
Passed unanimously.

9. State District Boundary Audit (Discussion)
9. State District Boundary Audit (Discussion)

9.1. State District Boundary Audit Discussion
File Attachments
1. State Boundary Audit Information State Boundary Audit Information.docx

9.1. State District Boundary Audit Discussion
Sarah Montgomery shared that in the recent legislative session, in the elections bill, language was passed
requiring municipalities with multiple state districts to audit their checklists to ensure that voters are
assigned to the correct districts. Burlington's city boundaries contain two different state senate districts and
six state representative districts, along with the eight city wards. Since these boundaries do not overlap,
Burlington has 21 different state district and city ward combination assignments that voters can fall into.
Sarah explained the process that the City went through in 2023, after the city redistricting, in order to assign
street segments to the correct districts. She noted that the language in the bill requires the local board of
civil authority (which, in Burlington, is the Board for Registration of Voters when it comes to the voter
checklist) and the town clerk to complete this audit together, then the clerk's office is required to submit a
report to the state. Sarah shared that the clerk's office is working with the IT department to do a
comprehensive audit of the voter checklist data by utilizing city mapping data and the state's boundary
mapping data, and asked the board how much they would like to be involved in the details of the process.
Alison Harte said she does not feel like she needs to be involved in the details of the process. Karen Rowell
asked Sarah if she needed help with the process. Sarah answered that it would be difficult for the board to
help with the process, but if the board wanted to be involved with the details, she could provide them with
some data to manually spot check. Jeanne Keller suggested that she would rather receive a report about the
process, what challenges came up, and how they were resolved. Annie Schneider made a motion to request
Sarah provide a report to the board in September, and have any necessary further discussion then.
Seconded by Colleen Montgomery. Passed unanaimously.


11. New Business
11. New Business
Lesley Gendron noted that she created a new voter registration election day process flowchart to reflect the
new Election Management System. She will share with the board via email and would appreciate the board's
feedback.

Jeanne Keller made a motion to add an agenda item to a future meeting to discuss voter checklist
protections. Seconded by Colleen Montgomery. Discussion: Annie Schneider asked if further information
could be brought to the discussion, including any discussions that the Clerk's office has already had with the
attorney's office about privacy regarding the All Legal Resident checklist. Sarah Montgomery said she could
share the voter registration public records request procedure with the board. Motion to add this item to a
future agenda (either September or October) passed unanimously.

10. Board Member Expectations
10. Board Member Expectations

10.1. Rules and Procedures for the Board for Registration of Voters
File Attachments
1. Rules and Procedures of the Board for the Rules and Procedures of the Board for the
 Registration of Voters Registration of Voters .docx

10.1. Rules and Procedures for the Board for Registration of Voters
Jeanne Keller discussed her recommended additions to the procedures document, noting that the proposed
addition would be an automatic trigger for board discussion, not an automatic trigger for recommendation for
removal by City Council. Alison Harte asked for a walk-through of the proposed changes so she could
understand the intent behind the additions, beyond simply noting the number of absences that are
acceptable. Jeanne Keller explained that the additions are being proposed due to a previous member being
unable to attend several meetings and also missing an election. She noted that covering all the polling places
when members are unavailable is challenging and that there is currently nothing specific in the board's
procedures to address that. She wanted to ensure that meetings, trainings, and elections were all included in
attendance requirements. Alison Harte agreed that meeting participation is important, but noted that missing
an election should likely be weighted more heavily since coverage on election day is so important. Kevin
Lewis asked if measuring by hours missed versus single events might be more effective to address this.

Grace Grundhauser said that while the board does have the authority to recommend removal to City Council,
it is awkward to initiate and additional language in the procedure to remove that ambiguity would be helpful.
She also noted that, since this is a community board of members that are volunteering their time, she thinks
the language could be less detailed. Annie Schneider noted that trainings are not required, and she doesn't
see that as necessary to count in the attendance. Annie also noted that there are other types of excused
absences, like parental leave, that might come up and need to be considered. Jeanne Keller said that she
sees election trainings as an integral part of the role, since implementing best practices for election days has
been decided on at these trainings. Grace Grundhauser said that decisions should not be made at trainings,
since they are not board meetings.

Grace Grundhauser will draft a shorter version for continued board discussion. Alison Harte recommended
that policies of other public bodies could be referred to as references. Jeanne Keller noted that she did refer
to the City Council and NPA steering committee procedures and tried to find something in the middle of those
two extremes.

Annie Schneider noted that considering people's technology access and comfort levels should be considered
when reviewing attendance expectations.

This item will be added as an agenda item at the next meeting for further discussion.


12. Adjournment
12. Adjournment

12.1. Motion to Adjourn
12.1. Motion to Adjourn
Kevin Lewis made a motion to adjourn. Seconded by Lesley Gendron. Passed unanimously. Meeting
adjourned.