Demystifying Accessible Meetings

1. Demystifying Accessible Meetings For elections administrators LUCY BAREFOOT Voter Education and Outreach Specialist Lucy.Barefoot@sos.wa.gov

2. “To conduct accessible, fair and accurate elections.” Director of Elections Lori Augino WA state elections’ mission

3. Automatic door opener

4. Coordinates and participates in… OSOS’s Disability Advisory Committee meetings OSOS’s Language Access for Voters summit Associate Member of the Governor’s Committee on Disability Issues and Employment (GDCE) member of the Outreach subcommittee member of the ACAC subcommittee Interagency Equity Workgroup Conducts accessible presentations about voting in WA

5. Types of Meetings • Work/Staff meetings • Temporary staff meetings • HR – interviews • Workshop meetings • Leadership meetings • Committee meetings • Information meetings • Open to the public meetings

6. Types of Meetings continuation… Staff meetings Known participants = Predictable Committee meetings Known participants = Predictable New participants = Somewhat predictable Canvassing meetings Open to the public = Somewhat Predictable

7. Community Guide to Accessible Events & Meetings by Age Friendly Seattle Public Meeting Accommodations Following is a list of commonly requested auxiliary aids and services: • Accessible digital communications • Assistive listening devices • Assistive listening systems • Audio recordings • Braille materials • Captioning • Computer-aided transcription services • Large print materials • Notetakers • Qualified ASL interpreters • Qualified readers • Qualified tactile interpreters • Telecommunications relay service (711) • Written materials

8. Voting Advisory Committees (aka DACs) Connection Cooperation Engagement Empowerment Equity Inclusiveness Deeper understanding of designing government

9. Choosing meeting dates • Ask and share a few suggestions • Survey • Email Communicate your meeting dates constantly. Sample Please save the dates for the following DAC meetings:   Monday, March 25, 10AM-11:30AM Friday, July 12, 10AM-11:30AM Monday, December 9, 10AM-11:30AM

10. Sample email Dear DAC member, The Office of Secretary of State – Elections Division invites you to our State DAC meeting on Monday, March 25 from 10-11:30AM. Please RSVP to join us in person at 520 Union Ave SE, Olympia WA, 98501. Call in details are provided at the end of this email. If you would like to give an update or present a question to our committee, please submit it by March 1 at Lucy.Barefoot@sos.wa.gov. An agenda will be sent shortly after. Please save the dates for the following DAC meetings:  Friday, July 12, 10-11:30 AM and Monday, December 9, 10-11:30 AM Please contact me for specific accommodations. Thank you,  To dial in by phone:+1.213.226.1066 Conference ID:574-470-503 #

11. Accommodations requests may include…. • Mobility Challenges: Accessible facilities, restroom, seating, etc • Blind or Low Vision: Large print, remote participation, service dogs, etc. • Deaf or Hard-Of-Hearing: CART, ASL interpreters or Looped venue, etc. • Accessible digital communication: E-mail messages, Word documents, PDFs, etc.

13. Reference Guide DAC

15. Reference Guide DAC

17. Resources OSOS’s Reference Guide DAC page Age Friendly Seattle Community Guide to Accessible Events and Meetings Governor’s committee on Disability Issues and Employment Accessible Meeting FacilitiesChecklist Cornell University The Division of Human Resources

18. Thank you Lucy Barefoot Voter Education and Outreach Specialist Lucy.Barefoot@sos.wa.gov (O) 360-902-4174 (C) 360-480-0493