The URL can be used to link to this page

Home My WebLink AboutBoard Meeting Agenda Packet 03-09-2021MEETING AGENDA Date: March 9, 2021 Time: 4:00 PM Location: Government Center Complex, Ste 34 Type: Regular Scheduled Attendees: Thomas C. Pollard, Chair Rae Hunter-Havens, Elections Director Evelyn D. Adger, Secretary Joan Geiszler-Ludlum, Administrative Technician Jonathan W. Washburn, Member Caroline Dawkins, Elections Program & Outreach Derrick R. Miller, Member Coordinator Russ C. Bryan, Member Visitor(s): Sheryl Kelly, Assistant County Manager AGENDA ITEMS 1.Meeting Opening a.Call to Order b.Pledge of Allegiancec.Approval of Agenda d.Approval of Minutes (2/9/2021) 2.Public Comment and Questions •Public Comment (2-minute limit) 3.General Discussion •Other Elections-Related Matters 4.Director’s Report a.Financial Update b.List Maintenance c.Biennial List Maintenance d.Updated Board Meeting Calendar e.Government Center Updates and Office Relocation 5.New Business a.Potential Impacts of Delayed Census Data on 2021-2022 Elections b.Use of Additional HAVA Funds for Elections Enhancements 6.Adjournment *Agenda packets are sent via email in advance of meetings. Draft Regular Meeting New Hanover County Board of Elections March 9, 2021 Subject: Approval of Agenda Summary: N/A Board Action Required: Staff recommends approval Item # 1c Draft Regular Meeting New Hanover County Board of Elections March 9, 2021 Subject: Approval of Minutes Applicable Statutes and/or Rules N.C. Gen. Stat. §§163-31(e) and 143-318.10(e) Summary: This includes minutes from the 2/9/2021 meeting. Board Action Required: Staff recommends approval Item # 1dItem # 1d Draft Board Minutes – 02/09/2021 REGULAR MEETING New Hanover County Board of Elections February 9, 2021 4:00 P.M. ATTENDANCE Members: Thomas C. Pollard, Chairman Evelyn D. Adger, Secretary Jonathan W. Washburn, Member Derrick R. Miller, Member Russ C. Bryan, Member Staff:Rae Hunter-Havens, Elections Director Caroline Dawkins, Elections Program & Outreach Coordinator Joan Geiszler-Ludlum, Administrative Technician Visitors: Sheryl Kelly, Assistant County Manager Public Attendees: Patsy Odom; Alice M. Welks, You Can Vote organization; Telephonic Attendees: None OPENING Chair Pollard called the meeting to order at 4:02 p.m. The New Hanover County Board of Elections meeting was held at 230 Government Center Drive, Suite 34, Wilmington, NC. All members were present. AGENDA Secretary Adger moved that the agenda be approved as submitted, second by Member Bryan. Motion carried unanimously. MINUTES Chair Pollard moved that the minutes of the 01/12/2021 Board meeting be approved as submitted, second by Secretary Adger. Motion carried unanimously. PUBLIC COMMENT Chair Pollard called upon the public in-person attendees for their comments or questions, limited to two minutes each. Draft Board Minutes – 02/09/2021 Patsy Odom asked the status of an incident report she filed with the State Board of Elections (SBE) on November 27, 2021, concerning the actions of a chief judge in preventing an observer from accessing the polling place to observe the closing procedures. Director Hunter-Havens noted she does not know how or when the SBE would respond, but in response to the report, she plans to incorporate specific training for the Chief Judges and Judges regarding observers during closing of the polls. Seeing no other in-person attendees wishing to comment and noting there were no telephone attendees, Chair Pollard closed the Public Comment period. GENERAL DISCUSSION Chair Pollard called the Board's attention to the draft letter in support of the proposed Enhancement Requests in the Board’s FY2021-2022 budget, and requested the members sign the letter before leaving the meeting. Discussion of whether the two new positions would be offset by reduction in the number of temporary election season workers followed. The positions add supervisory oversight, safety and security capacity but it is difficult to predict or document budget offsets, given the changing scope of responsibilities, complexity of tasks, and demanding election timelines which continue to increase from one election cycle to the next. Board members voiced their support for the proposed Enhancement Requests. Hearing no further general discussion from the members, Chair Pollard closed the General Discussion period and called on the Director for her report. DIRECTOR’S REPORT a.Financial Update Director Hunter-Havens reported that through the 7th budget period, ending January 31, the Board of Elections has expended 100% of the FY 2020-2021 operating budget due to the unanticipated cost associated with conducting an election during a pandemic. She has requested a transfer of $113,110.03 in additional County funds to pay all current outstanding invoices. The extra pandemic-related costs include those required to conduct a much larger absentee-by-mail process and to operate nine (9) One Stop Early Voting sites. Neither of these increased cost centers could have been anticipated in preparing the FY 2020-2021 budget, based on past voter trends and previous elections administrative and statutory requirements. Overages in Printing (-$26,891.02), Postage (-$24,478.90), Rent (-$2,375.00), and Supplies (-$17,643.13), totaling $71,388.05, are the direct expenses associated with expanded absentee-by-mail and early voting, and contributed to depletion of the operating budget. Federal CARES Act funds allocated to the Board of Elections paid the additional election officials and temporary employees working in the office during the election. In response to the pandemic, the State Board required all county Boards to add three new positions to each in-person voting site and expand capacity for curbside voting. The predicted increased volume for absentee-by-mail voting required creation and operation of an expanded processing center staffed by 9 to 20 employees for three months to process over 38,000 absentee-by-mail requests. Draft Board Minutes – 02/09/2021 On Tuesday, February 2, 2021, the State Board informed the county boards of additional HAVA (Help America Vote Act) funds available under Session Law 2020-17 for distribution based on their Department of Commerce economic tier and number of registered voters to meet the unexpected pandemic-related costs. New Hanover County’s HAVA funds allocation is $222,510. Of the additional HAVA funds, about $95,000 will be available to reimburse the County funds and any balance after paying outstanding invoices is available for operational improvements not already budgeted. The General Assembly stipulated that counties must certify that HAVA funds will not be used to supplant county budgeted funds. Use of the funds must adhere to the categories and permissible purposes established by the U.S. Elections Assistance Commission and the federal standards set by the Congressional grant authorization. Allowable costs are those necessary and reasonable for the proper and efficient performance and administration of the grant-funded activities. Examples of allowable costs include cleaning supplies and protective masks for staff and poll workers; resources to meet an unanticipated increased demand for mail ballots due to self-isolation and quarantine in response to COVID-19; temporary staff to process the increased absentee ballot demand; and physical and cyber security improvements. Allowable costs would not include those that are currently paid with state or local election jurisdiction funds, such as the regularly anticipated demand for mail ballots or other regular election-related services. b.List Maintenance Director Hunter-Havens reported on the conduct of routine statutory list maintenance in January 2021: Removed 729 voters from the voter registration rolls consistent with NCGS §163- 82.14. Processed 622 new registration forms, 308 duplicate registration forms, and 728 registration update forms. Required biennial list maintenance is underway with 18,704 list maintenance and new registration cards mailed in January, and 10,754 returned undeliverable, generating a second mailing. Discussion followed on the reasons a voter registration card may be undeliverable. NEW BUSINESS a.Adoption of FY 2021-22 Recommended Budget Director Hunter-Havens reviewed the proposed budget that will cover the fiscal year running July 1, 2021 through June 30, 2022, inclusive of the 2021 Municipal Election and the 2022 Primary Election. The proposed budget is based on recent and anticipated voter trends, such as increased use of absentee-by-mail voting. The budget for the Municipal Election proposes 1 One Stop Early voting location, anticipates continued need for the three additional COVID-related voting site officials, and continues to lease laptops. Discussion followed regarding overtime and temporary costs, the reasons to lease instead of purchase laptops, setting of filing fees, and anticipated facility rental. Draft Board Minutes – 02/09/2021 The proposed budget does not include salaries for FY2021-22 as these numbers are in development. Member Washburn moved to approve the recommended budget as presented, second by Member Miller. Motion carried unanimously. b.Office Relocation With the North Carolina Local Government Commission approving the proposed debt financing plan on February 3, 2021, the County is proceeding with plans to redevelop the Government Center site. Construction is expected to begin in mid-March. Working with Facilities Management and the County Manager’s office regarding Elections security, storage, and functional workspace needs, it quickly became clear that the new building was likely not the best space for the Board of Elections offices. Working closely with Sara Warmuth, Chief Facilities Officer, and Sheryl Kelly, Assistant County Manager, the Executive Development Center (EDC) at the Northeast Regional Library, including the office space and three conference/meeting rooms, was the only space that met ongoing needs, and allowed for some expansion during election seasons through shared use of the David E. Paynter Room with the New Hanover County Libraries for functions that require additional space, such as candidate filing, One-Stop voting, Election Day voting, and recounts. Additional use of the space outside of those planned times will require use of the Library’s reservation system. Discussions are on- going, but at this time the anticipated relocation would occur in early May. Elections will continue to use the workroom, storage cage, and Suite 34 at the current Government Center to store and prepare bulk supplies, store and test voting equipment, and prepare laptops for use during the election. These spaces will continue to be utilized for these processes until the county has established a new functional storage space, which should be completed during the summer of 2022. Board members discussed concerns about the limited available parking near the EDC entrance and the loss of the familiar and central Government Center (GVT) One Stop site. Noting that the Northeast Library (NEL) and GVT sites are usually the busiest, the Board encouraged consideration of a new site in the vicinity of the GVT site, and ample publicity that the GVT site will not be hosting One Stop voting for the 2021 Municipal Election due to limited access and safety concerns during construction of the new County Government complex. Director Hunter-Havens noted that only 1 One Stop site is typical for a Municipal Election and in 2021 that is expected to be the NEL Paynter Room site. This move is anticipated to cover the expected construction of the new County office building from mid-March 2021 through the 2022 Primary Election. Planning and evaluating space for Elections will continue after the move to the EDC. No Board action is required at this time. Draft Board Minutes – 02/09/2021 ADJOURNMENT Member Washburn moved that the meeting be adjourned at 5:11 p.m., second by Chair Pollard. Motion carried unanimously. The next Board meeting is scheduled to be held on March 9, 2022, at 4:00 p.m., at 230 Government Center Drive, Suite 34, Wilmington, NC. APPROVED BY:RESPECTFULLY SUBMITTED: _______________________________ _______________________________ EVELYN D. ADGER RAE HUNTER-HAVENS SECRETARY ELECTIONS DIRECTOR Draft Regular Meeting New Hanover County Board of Elections March 9, 2021 Subject: Public Comment Summary: This is an opportunity for members of the public to provide comment on elections-related matters. Each commenter will be limited to two minutes. Board Action Required: Discuss as necessary Item # 2 Item # 2 Draft Regular Meeting New Hanover County Board of Elections March 9, 2021 Subject: General Discussion Summary: This is an opportunity for discussion on other elections-related matters not included in the meeting agenda. Board Action Required: Discuss as necessary Item # 3 Draft Regular Meeting New Hanover County Board of Elections March 9, 2021 Subject: Director’s Report Summary: a.Financial Update The attached table provides the Board with a budget update, including the following: Salaries and Benefits expended through FY20-21 8th Period (February) Operating Expenses expended through FY20-21 8th Period (February) Grand Total expended through FY20-21 8th Period (February) Additional funds were transferred into the Elections budget to permit the processing of all outstanding invoices from the 2020 General Elections. The need for additional funds is the direct result of unanticipated expenditures that were a direct result of COVID-19 and required to comply with all statutory and administrative requirements related to conducting a safe and secure 2020 General Election. b.List Maintenance Update Per data provided from the Statewide Elections Information Management System (SEIMS), the New Hanover County Board of Elections completed the following: Removed 10,229 voters from the voter registration rolls in February 2021 consistent with NC Gen. Stat. §163-82.14. Processed 845 new registration forms, 645 duplicate registration forms, and 840 registration update forms in February 2021. c.Biennial List Maintenance As part of the biennial list maintenance process, the registrations of 9,321 inactive voters were removed from the registration rolls. As a result, the number of registered voters in New Hanover County decreased from 179,297 on January 31, 2021 to 169,919 on February 28, 2021. Biennial List Maintenance is conducted in each odd-numbered year to assess the current registered voters on the county rolls. For any voters on the rolls where there has been no contact through two federal election cycles, we are required to send that individual an address confirmation mailing that must be returned within 30 days for that voter to remain in “active” status. If the voter does not return the mailing, or if it is returned to our office as undeliverable, the voter will be marked as “inactive.” This is not a removal of the voter from the rolls, it simply means that if/when the voter presents to vote in an Item # 2 Item # 4 Draft upcoming election they will be asked to verify or update the address on their voter registration. Should there still be no contact through another federal election cycle the registrations for these “inactive” voters will be removed in 2023. Once a registered voter’s status becomes Inactive, if the voter remains inactive for an additional two statewide general elections, then following the last general election, the voter will be removed from the list of registered voters. The NVRA does not permit any voter to be made inactive within 90 days of the date of a general election and this fact is taken into consideration when removing voters due to biennial list maintenance. Any inactive voter subject to removal must have been made inactive no later than 90 days before the first statewide general election and then remained inactive (had no contact) through the second statewide general election. Draft d.Updated Board Meeting Calendar The NC State Board of Elections published a draft master calendar for the 2021-2022 election cycle which required three changes to the Board’s Meeting Schedule. Two additional absentee meetings were added to comply with the new statutory requirement even though municipal ballots will not be available to mail by the dates of the meetings. The absentee meetings can be cancelled at a later date if not needed to conduct official business. The special meeting date and time for the administration of oaths to new board members was updated to Tuesday, July 20, 2021 at noon. e.Government Center Updates and Office Relocation The construction of the new Government Center building is scheduled to begin on Monday, March 15, 2021. During the construction, there will be areas that are not accessible in the West parking lot adjacent to our current offices. I have included an aerial view outlining this construction and three available parking areas around the building prepared by Facilities Management. Each department has been assigned to one of three lots. The Board of Elections has been assigned to the WEST lot. As mentioned previously, the construction will impact the availability of the Government Center as a One-Stop “Early Voting” site for the 2022 Primary Election. The current expectation is that the Board of Elections will be able to use a large multipurpose room with an exterior entrance at the new Government Center building as a One-Stop site for the 2022 General Election. Document/s Included: Financial Update FY20-21 8th Period (February); NVRA Report from February 2021; NVRA Visualizations Report; NVRA Report Definitions; Updated Board Meeting Schedule and Calendar; NHC Government Center- Jobsite Plan and Parking Board Action Required: Discuss as necessary Draft March 5, 2021 BOARD OF ELECTIONS BUDGET REPORT CHARGES FOR SERVICES FY19-20 ACTUALS FY19-20 8TH PERIOD ACTUALS FY20-21 8TH PERIOD ACTUALS FY20-21 TRANSFERS /ADJUSTMENTS FY20-21 ENC/REQ FY20-21 REVISED BUDGET FY20-21 PERCENT USED COUNTY CANDIDATE FILING FEES -10,251.00 -10,251.00 -20.00 0.00 0.00 -15.00 133.3% FEES -121,513.18 -121,513.18 -21.00 0.00 0.00 0.00 100.0% PRINTING FEES 0.00 0.00 0.00 0.00 0.00 -100.00 0.0% TOTAL CHARGES FOR SERVICES -131,764.18 -131,764.18 -41.00 0.00 0.00 -115.00 35.7% INTERGOV REV-FEDERAL FY19-20 ACTUALS FY19-20 8TH PERIOD ACTUALS FY20-21 8TH PERIOD ACTUALS FY20-21 TRANSFERS /ADJUSTMENTS FY20-21 ENC/REQ FY20-21 REVISED BUDGET FY20-21 PERCENT USED G0531 GRANT-FEDERAL 0.00 0.00 0.00 0.00 0.00 -210,810.00 0.0% G0532 GRANT-FEDERAL 0.00 0.00 0.00 0.00 0.00 -10,000.00 0.0% G0540 GRANT-FEDERAL 0.00 0.00 -85,000.00 0.00 0.00 -85,000.00 100.0% G0560 GRANT-FEDERAL 0.00 0.00 0.00 0.00 0.00 -222,510.00 0.0% TOTAL INTERGOV REV-FEDERAL 0.00 0.00 -85,000.00 0.00 0.00 -528,320.00 16.1% SALARIES & BENEFITS FY19-20 ACTUALS FY19-20 8TH PERIOD ACTUALS FY20-21 8TH PERIOD ACTUALS FY20-21 TRANSFERS /ADJUSTMENTS FY20-21 ENC/REQ FY20-21 REVISED BUDGET FY20-21 PERCENT USED SALARIES AND WAGES 292,566.29 182,623.87 199,974.26 0.00 0.00 438,478.00 45.6% CASUAL PART TIME SALARIES 205,766.14 66,908.38 430,662.71 0.00 0.00 193,389.00 222.7% G0531 CASUAL PART TIME SALARIES 0.00 0.00 0.00 105,405.00 0.00 105,405.00 0.0% G0532 CASUAL PART TIME SALARIES 0.00 0.00 0.00 5,000.00 0.00 5,000.00 0.0% G0540 CASUAL PART TIME SALARIES 0.00 0.00 0.00 75,000.00 0.00 75,000.00 0.0% OVERTIME PAY (OTP)5,832.27 2,330.06 13,489.56 0.00 0.00 24,218.00 55.7% SOCIAL SECURITY TAXES 23,709.84 14,662.22 21,620.72 0.00 0.00 50,193.00 43.1% RETIREMENT-LOCAL GOVT EMPL 26,880.49 16,643.80 21,769.89 0.00 0.00 36,899.00 59.0% MEDICAL INSURANCE EXPENSE 42,980.47 26,909.02 27,598.38 0.00 0.00 60,204.00 45.8% LONG TERM DISABILITY INSUR 572.85 355.70 391.55 0.00 0.00 722.00 54.2% SALARIES & BENEFITS TOTAL 598,308.35 310,433.05 715,507.07 185,405.00 0.00 989,508.00 72.3% Draft March 5, 2021 BOARD OF ELECTIONS BUDGET REPORT OPERATING EXPENSES FY19-20 ACTUALS FY19-20 8TH PERIOD ACTUALS FY20-21 8TH PERIOD ACTUALS FY20-21 TRANSFERS /ADJUSTMENTS FY20-21 ENC/REQ FY20-21 REVISED BUDGET FY20-21 PERCENT USED CONTR SERVS 174,909.39 86,330.21 383,903.13 54,644.00 26,515.19 294,234.00 139.5% G0531 CONTR SERV 0.00 0.00 0.00 105,405.00 0.00 105,405.00 0.0% G0532 CONTR SERV 0.00 0.00 0.00 5,000.00 0.00 5,000.00 0.0% G0540 CONTR SERV 0.00 0.00 0.00 10,000.00 0.00 10,000.00 0.0% G0560 CONTR SERV 0.00 0.00 0.00 222,510.00 0.00 222,510.00 0.0% RENT 2,375.00 625.00 4,125.00 0.00 0.00 1,750.00 235.7% RENT-EQUIPMENT 0.00 0.00 0.00 0.00 0.00 200.00 0.0% ADVERTISING COST 4,078.45 2,385.60 3,038.78 3,039.00 0.00 5,539.00 54.9% CELLULAR EXPENSE 0.00 0.00 0.00 0.00 0.00 456.00 0.0% POSTAGE EXPENSE 30,592.65 18,738.38 83,821.57 5,718.00 0.00 59,168.00 141.7% M&R-EQUIPMENT *21,596.22 37,066.30 18,285.00 19,565.00 0.00 70,465.00 25.9% PRINTING 120,620.62 22,067.33 89,988.17 4,136.00 0.00 65,466.00 137.5% PRINTER-COPIER COSTS &SUPP 6,459.36 3,051.78 9,748.29 5,218.00 0.00 15,218.00 64.1% SUPPLIES 65,955.58 18,076.45 148,005.91 24,832.00 0.00 113,733.00 130.1% SUPPLIES-COMPUTER&OTHER 15,227.64 11,679.64 1,721.16 0.00 0.00 962.00 178.9% DUES & SUBSCRIPTIONS 165.00 125.00 0.00 0.00 0.00 470.00 0.0% EMPLOYEE REIMBURSEMENTS 487.06 404.26 152.2 0.00 0.00 500.00 30.4% TRAINING & TRAVEL 6,614.03 5,200.40 201.98 0.00 0.00 8,500.00 2.4% INSURANCE&BONDS 3,746.71 3,746.71 4,214.62 -444.00 0.00 4,215.00 100.0% TOTAL OPERATING EXPENSES 452,827.71 209,497.06 747,205.81 459,623.00 26,515.19 983,791.00 78.6% *Received Credit for $15,470.08 which resulted in FY19/20 Actuals of $21,596.22. CAPITAL OUTLAY FY19-20 ACTUALS FY19-20 8TH PERIOD ACTUALS FY20-21 8TH PERIOD ACTUALS FY20-21 TRANSFERS /ADJUSTMENTS FY20-21 ENC/REQ FY20-21 REVISED BUDGET FY20-21 PERCENT USED CAPITAL OUTLAY 749,668.00 0.00 0.00 0.00 0.00 0.00 0.0% TOTAL CAPITAL OUTLAY 749,668.00 0.00 0.00 0.00 0.00 0.00 0.0% GRAND TOTAL 1,800,804.06 388,165.93 1,377,671.88 645,028.00 26,515.19 1,444,864.00 97.2% Draft NEW HANOVER COUNTY BOARD OF ELECTIONS NVRA REPORT Reporting Period:-2/1/2021 2/28/2021 Totals Active 149,034 Inactive 20,885 Total Registration 169,919 REPORTING PERIOD Registrations Approved 551 Total Registrations Removed 10,229 Inactive Registrations Removed 9,526 New Registrations 00 - No Application Source 3 01 - Public Assistance 11 02 - Disability 0 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 754 06 - Mail-in 5 07 - In-person 0 08 - Library & High School 0 09 - Spanish Language Application 1 10 - Online Registration 23 17 - Registration Drives 43 21 - Medicaid Renewal 5 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 845 Duplicates 00 - No Application Source 0 01 - Public Assistance 1 02 - Disability 0 03 - Other (ESC) 0 04 - Armed Forces 1 05 - DMV 229 06 - Mail-in 9 07 - In-person 0 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 17 17 - Registration Drives 2 21 - Medicaid Renewal 1 95 - Voter Return of NCOA 1 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 98 - Voter Change On Confirmation 324 vtr_nvra_stat.rpt Page 1 of 5Mar 05, 2021 11:55 am Draft NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS 99 - Voter Change On Verification 60 645 vtr_nvra_stat.rpt Page 2 of 5Mar 05, 2021 11:55 am Draft NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS Changes of Information 00 - No Application Source 6 01 - Public Assistance 12 02 - Disability 0 03 - Other (ESC) 0 04 - Armed Forces 2 05 - DMV 562 06 - Mail-in 59 07 - In-person 16 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 59 17 - Registration Drives 0 21 - Medicaid Renewal 2 95 - Voter Return of NCOA 0 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 98 - Voter Change On Confirmation 78 99 - Voter Change On Verification 44 840 Verifications # of 1st & 2nd verification mailings sent 1,787 # of 1st NCOA mailings sent 0 # of 1st verification returned undeliverable 862 # of verification returned by voter 101 Confirmations # of confirmations returned by voter 367 # of confirmations sent 921 # of confirmations returned undeliverable 2,526 # of confirmations not returned at all 8,227 COUNTY STATISTICAL Constitution 110 Democratic 50,458 Green 137 Libertarian 1,368 Republican 52,882 Unaffiliated 64,964 American Indian 358 Asian 1,200 Black 19,110 Multi-Racial 951 Native Hawaiian or Pacific Islander 12 White 126,344 Other 2,954 Undesignated 18,990 Hispanic 3,069 Not Hispanic 112,948 Undesignated 53,902 vtr_nvra_stat.rpt Page 3 of 5Mar 05, 2021 11:55 am Draft NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS Female 81,263 Male 69,082 Undesignated 19,574 Unprocessed Registrations - Incomplete Queue 00 - No Application Source 69 01 - Public Assistance 6 02 - Disability 0 03 - Other (ESC) 0 04 - Armed Forces 1 05 - DMV 161 06 - Mail-in 5 07 - In-person 0 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 1 17 - Registration Drives 0 21 - Medicaid Renewal 0 95 - Voter Return of NCOA 0 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 98 - Voter Change On Confirmation 40 99 - Voter Change On Verification 7 Unprocessed Registrations - Archive Queue 00 - No Application Source 0 01 - Public Assistance 0 02 - Disability 0 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 1 06 - Mail-in 0 07 - In-person 0 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 0 17 - Registration Drives 0 21 - Medicaid Renewal 0 95 - Voter Return of NCOA 0 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 98 - Voter Change On Confirmation 1 99 - Voter Change On Verification 0 Unprocessed Registrations - Review Queue 00 - No Application Source 0 01 - Public Assistance 0 02 - Disability 0 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 54 06 - Mail-in 0 07 - In-person 0 vtr_nvra_stat.rpt Page 4 of 5Mar 05, 2021 11:55 am Draft NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 1 17 - Registration Drives 0 21 - Medicaid Renewal 0 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 vtr_nvra_stat.rpt Page 5 of 5Mar 05, 2021 11:55 am Draft 0 5,000 10,000 15,000 20,000 25,000 30,000 35,000 40,000 45,000 50,000 APPROVED REG REMOVED REG NVRA Monthly Statistics: Total Removed and Approved Registrations Dec-18 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Draft 0 10,000 20,000 30,000 40,000 50,000 60,000 NEW DMV REG NEW REG ALL OTHERS DMV DUPLICATES ALL OTHER DUPLICATES DMV INFO CHANGE ALL OTHER INFO CHANGE NVRA Monthly Statistics: Voter Registrations Dec-18 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Draft 0 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 180,000 1ST & 2ND VERIFICATIONS MAILED 1ST NCOA MAILED UNDELIVERABLE 1ST VERFICIATION RETURNED VERIFICATIONS MAILED CONFIRMATIONS RETURNED CONFIRMATIONS UNDELIVERABLE CONFIRMATIONS NVRA Monthly Statistics: Voter Card Mailings Dec-18 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Draft NVRA The SBE has an automated process, so there is no need to submit the report on a monthly basis, it is available for counties that would like to run the report for informational use. NVRA Report definitions: Prior to reviewing the NVRA report the following items need to be considered  Statistics are based on a time period  Temporary voters are ignored in these statistics.  These are interpretations of the SEIMS NVRA reports, not anything generated outside the SEIMS application.  See NVRA change explanation in the supplemental section. Description Definition Registrations Approved Number of verified voters during the time period. This is based off the following verification description: ‘NEW VOTER: VERIFIED’ Total Registrations Removed Number of voters that had their status changed to REMOVED during the time period Inactive Registrations Removed Number of voters that had their status changed from INACTIVE to REMOVED during the time period Total Registrations Removed Number of voters that had their status changed to REMOVED during the time period New Number of NVRA flagged new voter records by source code during the time period. Sources ‘15’, ‘17’, ‘19’ are combined into ‘05’, ‘07’, ‘09’ respectively. Sources ‘98’ and ‘99’ are ignored because these are change source codes Change Number of NVRA flagged change voter records by source code during the time period. Sources ‘15’, ‘17’, ‘19’ are combined into ‘05’, ‘07’, ‘09’ respectively Duplicate Number of NVRA flagged duplicate voter records by source code during the time period. Sources ‘15’, ‘17’, ‘19’ are combined into ‘05’, ‘07’, ‘09’ respectively Draft Verification:# of 1st & 2nd verification mailings sent This is based off the following verification descriptions: ‘NEW VOTER: 1ST VERIFICATION PENDING’, ‘NEW VOTER: 2ND VERIFICATION PENDING’, ‘VOTER CHG: 1ST VERIFICATION PENDING’, ‘VOTER CHG: 1ST VERIFICATION PENDING’, ‘LIST MAINT: 1ST VERIFICATION PENDING’ Verification:# of 1st verification returned undeliverable Number of 1st verification mailings returned undeliverable to the county during the time period. This is based off the following verification descriptions: ‘NEW VOTER: ADDR CONFIRMATION TO FWD ADDR (PRIOR TO MAILING)’, ‘NEW VOTER: 2ND VERIFICATION (PRIOR TO MAILING)’, ‘VOTER CHG: ADDR CONFIRMATION TO FWD ADDR (PRIOR TO MAILING)’, ‘VOTER CHG: ADDR CONFIRMATION TO OLD ADDR (PRIOR TO MAILING) Verification:# of verification returned by voter Number of verifications returned to the county by the voter during the time period. This is based off of source code ‘99’ changes Confirmation:# of confirmations returned by voter Number of verifications returned to the county by the voter during the time period. This is based off of source code ‘98’ changes Confirmation:# of confirmations sent Number of verifications returned to the county by the voter during the time period. This is based off of source code ‘98’ changes Confirmation:# of confirmations returned undeliverable Number of confirmation mailings returned undeliverable to the county during the time period. This is based off the reason changes to ‘CONFIRMATION RETURNED UNDELIVERABLE’ Confirmation:# of confirmations not returned at all Number of confirmation mailings not returned to the county at all during the time period. This is based off the reason changes to ‘CONFIRMATION NOT RETURNED’ Supplemental Explanation – NVRA Change/Duplicate Description For 1/7/2012 forward: NOTE: An NVRA Voter Change is marked if one of the following fields is changed (with a non-administrative change).  Name  Mailing Address  Birth Date Draft  Party  Residential Address NOTE: An NVRA Duplicate is marked if a voter change occurs but was not one of the fields indicated above to represent an NVRA change. Prior to 1/7/2012: NOTE: An NVRA Voter Change is marked if any of the fields below are updated for a voter.  Drivers license  Gender  Confidential Flag  Race  Party  Precinct  Mailing Address  Status  Municipality  Phone number  Name  Ward  Birth date  Residential Address  SSN NOTE: An NVRA Duplicate is flagged if none of the above occur, but one of the following fields are changed:  Reason  Registration date  Source  Application date  Comments  Language Draft NOTICE OF MEETINGS In accordance with N.C. Gen. Stat. § 143-318.12(a), the New Hanover County Board of Elections will meet on the Tuesday following the second Monday of each month at 4:00 PM unless otherwise noted on the schedule below. All meetings are held at 230 Government Center Drive, Suite 34, Wilmington, NC 28403, unless otherwise noted in the board meeting notice. The schedule for all meetings in 2021 is as follows: Date Type Time Purpose 1/ 12/ 2021 Regular 4:00 P.M. Conduct business as needed 2/ 9/ 2021 Regular 4:00 P.M. Conduct business as needed 3/ 9/ 2021 Regular 4:00 P.M. Conduct business as needed 4/ 13/ 2021 Regular 4:00 P.M. Conduct business as needed 5/ 11/ 2021 Regular 4:00 P.M. Conduct business as needed 6/ 15/ 2021 Regular 4:00 P.M. Conduct business as needed 7/ 20/ 2021 Special 12:00 P.M. Administrations of Oaths 8/ 17/ 2021 Special 4:00 P.M. Chief Judge/Judge Appointments 21-23 9/ 14/ 2021 Regular 4:00 P.M. Conduct business as needed 9/ 28/ 2021 Special 5:00 P.M. Absentee Review Meeting 10/ 05/ 2021 Special 5:00 P.M. Absentee Review Meeting 10/ 12/ 2021 *Special 5:00 P.M. Absentee Review Meeting 10/ 19/ 2021 Special 5:00 P.M. Absentee Review Meeting 10/ 26/ 2021 Special 5:00 P.M. Absentee Review Meeting 11/ 1/ 2021 Special 5:00 P.M. Absentee Review Meeting 11/ 2/ 2021 Special 2:00 P.M. Count Absentee Ballots 11/ 9/ 2021 Regular 4:00 P.M. Conduct business as needed TBD Special 2:00 P.M. Count Absentee & Provisional Ballots 11/12/2021 Special 11:00 A.M. County Canvass of Election Results 12/ 14/ 2021 Regular 4:00 P.M. Conduct business as needed * Denotes a regular meeting that falls on the date of a special meeting required by statute If any meetings of the Board of Elections are added to this calendar, or cancelled, notice will be provided. For more details on the Board of Elections, please call 910-798-7330 or visit our website at nhcvote.com. Draft Legend Holidays Absentee One-Stop Voting Voter Registration Deadline Regular Board Meeting Election Day Voting * Absentee Meetings Canvass Special Meeting: Board Member Appointment Special Meeting: CJ/Judge Appointment 2021 JANUARY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 FEBRUARY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 MARCH S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 APRIL S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 MAY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 JUNE S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 JULY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 AUGUST S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 SEPTEMBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28* 29 30 OCTOBER S M T W T F S 1 2 3 4 5* 6 7 8 9 10 11 12* 13 14 15 16 17 18 19* 20 21 22 23 24 25 26* 27 28 29 30 31 NOVEMBER S M T W T F S 1* 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 DECEMBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Draft Draft 10 97 101 92 225 AVAILABLE PARKING525 TOTAL SPACES SOUTH NORTH WEST Draft Regular Meeting New Hanover County Board of Elections March 9, 2021 Subject: Potential Impacts of Delayed Census Data on 2021-2022 Elections Applicable Statutes and/or Rules: N.C. Const., Art. II, Sec. 3; N.C. Const., Art. II, Sec. 5; NC Gen. Stat. §153A-22 Summary: The 2020 Census data delivery timeline has been delayed due to the pandemic. The census data will not be available for redistricting purposes until September 2021, a delay from the original May 1, 2021 deadline. The North Carolina constitution requires that redistricting be undertaken in the next session after the delivery of census data, rather than when the census is taken. Every 10 years, states are required to create new maps for state legislative and congressional races. Currently, candidate filing for the 2021 Municipal Elections is scheduled to begin on Friday, July 2nd at noon and end on Friday, July 16th at noon. Due to the census delay, Karen Brinson Bell, Executive Director of the North Carolina State Board of Elections, has recommended to the General Assembly to postpone municipal elections until 2022 and move the 2022 Primary Election from March to May of 2022. The General Assembly has the statutory authority to alter the dates of elections and the candidate filing period. Of the more the 500 municipalities in NC, there are 62 municipalities that need the updated census data to review their electoral districts because candidates submit paperwork or voters cast ballots based on their specific ward or district. The four municipalities in New Hanover County, the City of Wilmington and Towns of Carolina Beach, Kure Beach, and Wrightsville Beach, do not use census data for this purpose and elect their representatives at-large, with all voters in the municipality voting for all seats. Executive Director Bell recommended to lawmakers to delay the election date for all municipalities in NC in order to address redistricting and avoid confusing voters. County boards of elections have not received written guidance from the NC State Board of Elections regarding the census delay and possible changes to the election schedule thus far. The county has requested that the New Hanover County Board of Elections review this matter to determine the consensus of the Board regarding the possible delay of the 2021 Municipal Elections in the event that the county has the opportunity to weigh in regarding this matter. Below is an outline of the impacts of holding the New Hanover County Municipal Elections in November 2021 versus November 2022. Impacts of Holding Municipal Elections in November 2021  This is the traditional election cycle that the State of North Carolina has operated under for many years.  Shorter ballots for municipal residents.  May decrease voter confusion since municipal elections are conducted following the normal election cycle. Item # 5a Draft  Costs of the election are largely absorbed by the municipalities.  Decreases the risk of a two-page ballot in 2022 Mid-Term General Election. The use of a two- page ballot would increase both the complexity and costs associated with administering the election.  Increases the opportunity for election official engagement and recruitment by holding an election in 2021 as opposed to having an 18-month gap between election dates.  Does not impact the length of office for candidates elected in the 2021 Municipal Elections.  May increase voter confusion if we hold municipal elections at a different time than other counties in NC. Impacts of Holding Municipal Elections Concurrently with 2022 Mid-Term General Elections in November 2022  May increase voter confusion regarding the Municipal Elections since they are being held at a different time than traditional Municipal Elections.  Increase the volume of campaign finance reports that need to be audited in a short period of time since candidate filing in February (for a proposed May Primary) would overlap with other report due dates.  Increase the number of electioneering complaints since Municipal Elections are characterized by greater local complaints regarding signage and other electioneering material.  Increase the number of ballot styles for precincts with municipal splits in the City of Wilmington (M02, M03, M04, H08, H10, H12) which presents greater challenges for election officials and increases printing costs that must be absorbed by the county.  Municipalities would not have the option to add districts and wards based on the new census data to their municipal elections should that be a consideration for the municipalities.  With the current vacancy in our department and potential for two to three new employees, a delayed municipal election would give us additional time to incorporate a “Mock Election” training program to better prepare new employees for election events.  The potential for higher municipal turnout than in previous municipal elections held in odd- numbered years. Document/s Included: NA Board Action Required: Discuss as necessary and action required Draft Regular Meeting New Hanover County Board of Elections March 9, 2021 Subject: Use of Additional HAVA Funds for Elections Enhancements Applicable Statutes and/or Rules Session Law 2020-17 Summary: On Tuesday, February 2, 2021, the NC State Board of Elections allocated $222,510 in additional HAVA funds to New Hanover as designated under Session Law 2020-17 as a result of the pandemic. Reimbursement-eligible expenditures are those incurred to improve the administration of federal elections, as authorized under HAVA Title I, Section 101. Examples of allowable expenditures include, but are not limited to, the following:  Enhancement of election technology and security improvements.  Educating voters concerning voting procedures, voting rights, and voting technology.  Improving the accessibility and quantity of polling places, including providing physical access for individuals with disabilities.  Expenditures incurred to prevent, prepare for, and respond to the coronavirus pandemic during the 2020 federal elections. We are working with the Finance Department to complete the reimbursement process for COVID-19 related election expenditures from the 2020 General Election using the CARES and HAVA funds allocated to New Hanover County. In regards to the most recent distribution of $222, 510 in HAVA funds, I submitted documentation to Finance for $121,427.34 in expenses that I believe can be reimbursed using these funds. The specific amount of remaining HAVA funds available from the latest grant after these reimbursements will be identified in the coming weeks. In regards to utilizing the remaining HAVA funds, we have developed a list of potential options that can be prioritized once we have completed the reimbursement process for all 2020 General Election expenditures allowable under the grant. Additional options will be presented at the April board meeting as we continue to explore all allowable options under the grant to improve elections administration in New Hanover County. Below is our current list of potential options with a description and estimated cost for your review and consideration. ITEM DESCRIPTION ESTIMATED COST ElectionWare Computer/Monitor/Printer Backup to Primary Voting Tabulation System $3,968.00 24" Precinct Supply Trolley/Suitcase Election Supply and Ballot Suitcase Replacement to securely transport $185 per unit for 100 = $18,500.00 Item # 5b Draft ITEM DESCRIPTION ESTIMATED COST supplies. Current Trolleys/Suitcases were purchased in 2006 and breaking at a high rate due to age. Universal BallotCall Max Call Bell System Curbside Voter Alert System. Current inventory includes 40 working call bells that are breaking at a high rate with continued use. It is an ADA requirement for curbside voters to be able to notify election officials by using a call bell or other alert system or by having an election official stationed at the curbside voting area. $599 per unit for 55 = $32,945.00 Microsoft Teams Equipment Kit for Virtual Meetings Includes Logitech MeetUp-video conferencing kit with Logitech Expansion Microphone, Logitech Wireless Presenter R400 presentation remote control, Heckler H615 mounting component, and Tripod. $1,090.31 Martin Yale Letter Opener Facilitate efficient processing of Absentee-by-Mail and Voter Registration forms and letters. $1,314.50 Extra Storage Bins with handles and wheels for DS200s Replacement Bins to Facilitate Organization of Ballots at One-Stop Sites $225.00 per unit for 10= $2,250.00 Voter's Choice Sign Stand Heavy duty plastic A-Frame sign stand for polling place signs. $65.00 per unit for 10=$650.00 Social Distancing Floor Decals Required for safety and health of voters and election officials. $32.00 per pack of 10 for 73 packs=$2,408.27. Heavy Duty Platform Transportation Cart for Secure Transport Platform Cart for securely moving and packing supplies $120.00 Heavy Duty Utility Transportation Cart for Secure Transport Two Tier Utility Cart for securely moving and packing supplies for distribution and equipment testing. $130.00 Small Dolly's to Move Storage Bins for Secure Storage and Auditing Increase efficiencies in elections administration as it relates to storage and auditing of election records $14.99 per unit for 15=$130.00. Voter's Choice Portable Sign System (Adjustable Heights) - Stands Parking Curbside Voting Only (59" at highest with sign) $40.00 per unit for 50=$2,000.00 Draft ITEM DESCRIPTION ESTIMATED COST Voter's Choice Portable Sign System (Adjustable Heights) - Signs Parking Curbside Voting Only (59" at highest with sign) $15.00 per unit for 50=$750.00 Voter's Choice Election Official Apron The Voter’s Choice Election Official Apron has three pockets for holding precinct supplies on election day. A portion of current inventory of aprons need to be replaced due to age. $14.95 per unit for 300=$4,485.00 Distance Measuring Wheel Facilitate accurate measurement of buffer zones at One-Stop sites and Polling Places in Largest Precincts $29.95 per unit for 10=$299.50. The Voters Choice Portable Precinct Power Back up supply power system that can be deployed if needed during early voting or on Election Day. $795.00 The estimated total cost of these potential enhancements is $71,835.58. Other options that are being explored include purchase of additional Ballot-On-Demand Printing Systems for use during One-Stop voting, ADA voting booths, and new pay-as-you-go iPhone for election official use during One-Stop and Election Day voting. Our current inventory of cell phones are older flip phones that are exhibiting greater technical problems that interfere with their effective use by election officials to communicate with our office. Document/s Included: Select Product Descriptions/Images Board Action Required: Discuss as necessary Draft Draft Draft Draft Draft Draft Draft Draft Draft