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Home My WebLink AboutBoard Meeting Agenda Packet 06-15-2021MEETING AGENDA Date: June 15, 2021 Time: 4:00 PM Location: Bd of Elections Office, Long Leaf Room 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 Derrick R. Miller, Member Russ C. Bryan, Member Visitor(s): Sheryl Kelly, Assistant County Manager AGENDA ITEMS 1.Meeting Opening a.Call to Order b.Pledge of Allegiance c.Approval of Agenda d.Approval of Minutes (5/11/2021) 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 5.New Business a.Recommended HAVA Expenditures b.Polling Place Change for Precinct W24 c.Polling Place Change for Precinct W18 6.Adjournment *Agenda packets are sent via email in advance of meetings. Regular Meeting New Hanover County Board of Elections June 15, 2021 Subject: Approval of Agenda Summary: N/A Board Action Required: Staff recommends approval Item # 1c Regular Meeting New Hanover County Board of Elections June 15, 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 5/11/2021 meeting. Board Action Required: Staff recommends approval Item # 1dItem # 1d Board Minutes – 05/11/2021 REGULAR MEETING New Hanover County Board of Elections May 11, 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: Bruce Kemp, NHC Republican Committee; Char Marker, NHC Republican Women’s Club; Mike Torbit; Barbara Amend, NHC Republican Women’s Club. Virtual Attendees: none OPENING Chair Pollard called the meeting to order at 4:00 p.m. The New Hanover County Board of Elections meeting was held at 1241-A Military Cutoff Road, Long Leaf Room, Board of Elections office, Wilmington, NC. All members were present. AGENDA Secretary Adger moved that the agenda be approved as submitted, second by Member Miller. Motion carried unanimously. MINUTES Chair Pollard requested that his calling on the telephone attendees for Public Comment be noted in future minutes. Secretary Adger moved that the minutes of the 4/13/2021 regular Board meeting be approved as submitted, second by Chair Pollard. Motion carried unanimously. Board Minutes – 05/11/2021 PUBLIC COMMENT Chair Pollard called upon the public in-person attendees for their comments or questions, limited to two minutes each. In-person attendee, Bruce Kemp commented on the April Removed Voters Report presented to the Board. He inquired whether the report could include additional information, such as the total number of voters at the first of the month, the number of voters added by category, the number of voters removed by category, and the total number of voters at the end of the month. He noted that when he reviewed the voter registration numbers as of March 31, 2021, he noted a difference from what was shown on the website. Director Hunter-Havens explained that the Removed Voter Report is generated as a public document using the existing software which is not programmed to sort into additional categories. She noted she is submitting the requested categories to the State Board of Elections (SBE) for their consideration. Reconciliation of the totals is challenging as there are different cut-off dates for different reports. In response to several questions about the format of the Report, the Director noted the County Board of Elections is not required to generate reports on demand beyond those that are required by statute, but makes every effort to respond to public data requests that allow the user to build their own spreadsheets from the statutory monthly reports. The demand for new public records diverts resources from required reporting. The Board is permitted to charge a fee for a public data request. In-person attendee Char Marker asked if she could get a list of all poll judges; how to obtain packs of voter registration forms to conduct voter registration drives; and what is the status of the Voter ID law adopted by voter referendum in 2018? Director Hunter- Havens explained how she could request the list of appointed precinct judges and voter registration forms. Chair Pollard explained that the Voter ID law is under court challenge with the trial recently completed and the judges’ decision is expected soon. Chair Pollard called on any virtual attendees for their comments or questions. Seeing and hearing no other comments, Chair Pollard closed the Public Comment period. GENERAL DISCUSSION Chair Pollard called on the Board members for any discussion. Hearing none, he closed the General Discussion period and called on the Director for her report. DIRECTOR’S REPORT a.Financial Update Director Hunter-Havens gave a budget update: •Salaries and benefits expended through April; •Operating Expenses expended through April; •Total budget expended through April. Board Minutes – 05/11/2021 She noted the revised format of the budget reports highlights the reimbursement of certain expenditures from the CARES and HAVA grants. Additional HAVA funds allocated by the State in the amount of $222,510 became available in February. The Finance Department completed reimbursement of all allowable expenses to date, totaling $59,152.31, leaving the available balance at $163,357.69. The Board authorized a list of supplemental expenditures in the amount of $82,352.53 in April. The remaining balance is $81,005.16. A supplemental list of recommended authorized elections enhancement expenditures will be presented at the June meeting. Among the proposed expenditures is the replacement of the precinct telephones discussed at the April meeting. With the assistance of the Information Technology department, a less expensive alternative using an updated flip phone was identified and will be presented, along with the acquisition of a printer/plotter. The relocation of the Elections office ended convenient access to the Planning Department’s plotter/printer which Elections has been using since our plotter/printer died. Other possible enhancements are also in development for the June meeting. These funds must be encumbered by June 30. The Finance office is aware of this deadline and is providing assistance. b.List Maintenance According to the Statewide Elections Information System (SEIMS), New Hanover County Board of Elections removed 689 voters from the registration rolls consistent with NCGS §163-82.14 (2020) and processed 950 new registrations, 431 duplicate registrations, and 1,144 registration update forms in April 2021. The Board inquired at the April meeting about the types of statistical reports available to document the number and reasons for voter removals. Currently, the only report available in SEIMS is a listing of the voter registration number, full name and address, date removed, race, sex, and reason for removal for the specific voter removed. There is no report type that breaks out the number of removals by reason removed. This report can be provided with the Director’s report each month or quarterly, or upon request of the Board or other person. The report for April runs 35 pages. Secretary Adger asked for clarification of the Administrative Removal classification. The Director advised this usually indicates correction of an administrative error by either the County or State Board. Member Washburn asked how citizenship is verified and whether a voter may be challenged on the basis of citizenship? The Director advised that the statute requires processing the registration form based on how the voter checked the box, and it is subject to challenge but does not occur as a rule with any frequency. The burden of proof in a voter registration challenge is on the person asserting the challenge. Board Minutes – 05/11/2021 NEW BUSINESS a. Polling Place Change for Precinct W25 The designated polling place for Precinct W25, New Hanover County Main Library, is not available for use during the 2021-2022 election cycle due to the potential impacts of Project Grace. Cape Fear Community College (CFCC) has agreed to permit use of the Health Sciences Building on the downtown campus, pending Board approval. The Board has previously used the CFCC-Health Sciences Building as a polling place, but was changed to the Main Library in 2020 because the CFCC voting enclosure lacked sufficient space to adhere to COVID-19 social distancing guidelines without significantly reducing the operational capacity of the site. At this time, the county board of elections is not expecting to be required to adhere to the same social distancing requirements in the 2021-2022 elections. CFCC prefers use of the Health Sciences Building over the Wilma Daniels Art Gallery which served as a One Stop voting site in 2020. The Health Sciences Building can handle the volume of the 2021 and 2022 elections, but will need to be re- evaluated for the next Presidential election. The Director reported she spoke with the DREAMS Center about serving as a polling place for Precinct W25, and while there was interest, the DREAMS board, concerned with the current unrest around voting, declined at this time. Member Washburn moved to approve the change in polling location for Precinct W25 to CFCC Health Sciences Building for the 2021-2022 election cycle, second by Secretary Adger. Motion carried unanimously. ADJOURNMENT The agenda being concluded and there being no further business, Chair Pollard moved that the meeting be adjourned, second by Member Washburn. Motion carried unanimously. The meeting adjourned at 5:09 p.m. The next Board meeting is scheduled to be held on June 15, 2021, at 4:00 p.m., at the Board of Elections office, Long Leaf Room, 1241-A Military Cutoff Road, Wilmington, NC. APPROVED BY: RESPECTFULLY SUBMITTED: ________________________________ _______________________________ EVELYN D. ADGER RAE HUNTER-HAVENS SECRETARY ELECTIONS DIRECTOR Regular Meeting New Hanover County Board of Elections June 15, 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 Regular Meeting New Hanover County Board of Elections June 15, 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 Regular Meeting New Hanover County Board of Elections June 15, 2021 Subject: Director’s Report Summary: a.Financial Update The attached reports provide the Board with a budget update, including the following: •Salaries and Benefits expended through FY20-21 11th Period (May) •Operating Expenses expended through FY20-21 11th Period (May) •Grand Total expended through FY20-21 11th Period (May) The current voting equipment maintenance contract, which was extended for six additional months (January – June 2021) to establish yearly contracts on a fiscal year basis, requires a payment of $18,285. Although funds are available in the M&R-Equipment object code, the pandemic-related overages in the other object codes (Contr Svcs, Rent, Printing, Supplies- Comput) resulted in lack of sufficient funds in the operating expenses budget to cover this expenditure. The Finance Department will transfer additional funds into our budget to cover this cost and the anticipated required expenditures through the remainder of this fiscal year. 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 416 voters from the voter registration rolls in May 2021 consistent with NC Gen. Stat. §163-82.14. •Processed 841 new registration forms, 287 duplicate registration forms, and 682 registration update forms in May 2021. Document/s Included: Financial Year-To-Date Budget Report with Project Codes 11th Period (May); NVRA Report from May 2021; NVRA Visualizations Report; NVRA Report Definitions Board Action Required: Discuss as necessary Item # 2 Item # 4 NEW HANOVER COUNTY - LIVE YEAR-TO-DATE BUDGET REPORT Report generated: 06/10/2021 18:36User: rhavensProgram ID: glytdbud Page 1 FOR 2021 11 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED 1610O BOARD OF ELECTIONS 11016100 700000 CONTR SERVS 239,590 54,644 294,234 335,130.70 28,615.19 -69,512.38 123.6% 11016100 700330 RENT 1,750 0 1,750 4,125.00 .00 -2,375.00 235.7% 11016100 700335 RENT-EQUIPMENT 200 0 200 .00 .00 200.00 .0% 11016100 700350 ADVERTISING COS 2,500 3,039 5,539 1,948.86 .00 3,590.14 35.2% 11016100 700365 CELLULAR EXPENS 456 0 456 .00 .00 456.00 .0% 11016100 700370 POSTAGE EXPENSE 53,450 5,718 59,168 59,698.56 .00 -530.56 100.9% 11016100 700430 M&R-EQUIPMENT 50,900 19,565 70,465 18,285.00 .00 52,180.00 25.9% 11016100 700500 PRINTING 61,330 4,136 65,466 89,239.16 .00 -23,773.16 136.3% 11016100 700512 PRINTER-COPIER 10,000 5,218 15,218 8,153.22 .00 7,064.78 53.6% 11016100 700520 SUPPLIES 88,901 24,832 113,733 78,167.63 .00 35,565.37 68.7% 11016100 700542 SUPPLIES-COMPUT 962 0 962 1,721.16 .00 -759.16 178.9% 11016100 700700 DUES & SUBSCRIP 470 0 470 .00 .00 470.00 .0% 11016100 700825 EMPLOYEE REIMBU 500 0 500 152.20 .00 347.80 30.4% 11016100 700905 TRAINING & TRAV 8,500 0 8,500 201.98 .00 8,298.02 2.4% 11016100 701050 INSURANCE&BONDS 4,659 -444 4,215 4,214.62 .00 .38 100.0% TOTAL BOARD OF ELECTIONS 524,168 116,708 640,876 601,038.09 28,615.19 11,222.23 98.2% 1610S BOARD OF ELECTIONS 11016100 610000 SALARIES AND WA 438,478 0 438,478 270,599.17 .00 167,878.83 61.7% 11016100 611500 CASUAL PART TIM 193,389 0 193,389 203,604.59 .00 -10,215.59 105.3% 11016100 611600 OVERTIME PAY (O 24,218 0 24,218 13,505.10 .00 10,712.90 55.8% 11016100 621000 SOCIAL SECURITY 50,193 0 50,193 27,393.94 .00 22,799.06 54.6% 11016100 622000 RETIREMENT-LOCA 36,899 0 36,899 28,975.27 .00 7,923.73 78.5% 11016100 625000 MEDICAL INSURAN 60,204 0 60,204 38,516.94 .00 21,687.06 64.0% 11016100 626000 LONG TERM DISAB 722 0 722 532.50 .00 189.50 73.8% TOTAL BOARD OF ELECTIONS 804,103 0 804,103 583,127.51 .00 220,975.49 72.5% TOTAL NO PROJECT 1,328,271 116,708 1,444,979 1,184,165.60 28,615.19 232,197.72 83.9% G0531 ELECTIONS - CARES ACT COVID-19 1610O BOARD OF ELECTIONS 11016100 700000 G0531 CONTR SERV 0 105,405 105,405 71,396.70 .00 34,008.30 67.7% NEW HANOVER COUNTY - LIVE YEAR-TO-DATE BUDGET REPORT Report generated: 06/10/2021 18:36User: rhavensProgram ID: glytdbud Page 2 FOR 2021 11 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED 11016100 700350 G0531 ADVERTISIN 0 0 0 1,089.92 .00 -1,089.92 100.0% 11016100 700370 G0531 POSTAGE EX 0 0 0 27,827.35 .00 -27,827.35 100.0% 11016100 700500 G0531 PRINTING 0 0 0 4,961.30 .00 -4,961.30 100.0% 11016100 700520 G0531 SUPPLIES 0 0 0 38.10 .00 -38.10 100.0% TOTAL BOARD OF ELECTIONS 0 105,405 105,405 105,313.37 .00 91.63 99.9% 1610S BOARD OF ELECTIONS 11016100 611500 G0531 CASUAL PAR 0 105,405 105,405 105,502.50 .00 -97.50 100.1% TOTAL BOARD OF ELECTIONS 0 105,405 105,405 105,502.50 .00 -97.50 100.1% TOTAL ELECTIONS - CARES ACT COVID-19 0 210,810 210,810 210,815.87 .00 -5.87 100.0% G0532 ELECTIONS - HAVA COVID-19 1610O BOARD OF ELECTIONS 11016100 700000 G0532 CONTR SERV 0 5,000 5,000 .00 .00 5,000.00 .0% 11016100 700512 G0532 PRINTER-CO 0 0 0 1,848.53 .00 -1,848.53 100.0% 11016100 700520 G0532 SUPPLIES 0 0 0 3,166.40 .00 -3,166.40 100.0% TOTAL BOARD OF ELECTIONS 0 5,000 5,000 5,014.93 .00 -14.93 100.3% 1610S BOARD OF ELECTIONS 11016100 611500 G0532 CASUAL PAR 0 5,000 5,000 5,000.00 .00 .00 100.0% TOTAL BOARD OF ELECTIONS 0 5,000 5,000 5,000.00 .00 .00 100.0% TOTAL ELECTIONS - HAVA COVID-19 0 10,000 10,000 10,014.93 .00 -14.93 100.1% G0540 ELECTIONS - CARES ACT SUPPLEMENTAL 1610O BOARD OF ELECTIONS 11016100 700000 G0540 CONTR SERV 0 10,000 10,000 .00 .00 10,000.00 .0% NEW HANOVER COUNTY - LIVE YEAR-TO-DATE BUDGET REPORT Report generated: 06/10/2021 18:36User: rhavensProgram ID: glytdbud Page 3 FOR 2021 11 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED 11016100 700520 G0540 SUPPLIES 0 0 0 10,091.49 .00 -10,091.49 100.0% TOTAL BOARD OF ELECTIONS 0 10,000 10,000 10,091.49 .00 -91.49 100.9% 1610S BOARD OF ELECTIONS 11016100 611500 G0540 CASUAL PAR 0 75,000 75,000 46,900.00 .00 28,100.00 62.5% TOTAL BOARD OF ELECTIONS 0 75,000 75,000 46,900.00 .00 28,100.00 62.5% TOTAL ELECTIONS - CARES ACT SUPPLEME 0 85,000 85,000 56,991.49 .00 28,008.51 67.0% G0560 ELECTIONS - HAVA 2020 1610O BOARD OF ELECTIONS 11016100 700000 G0560 CONTR SERV 0 222,510 222,510 10,032.11 .00 212,477.89 4.5% 11016100 700520 G0560 SUPPLIES 0 0 0 59,667.13 68,119.05 -127,786.18 100.0% TOTAL BOARD OF ELECTIONS 0 222,510 222,510 69,699.24 68,119.05 84,691.71 61.9% TOTAL ELECTIONS - HAVA 2020 0 222,510 222,510 69,699.24 68,119.05 84,691.71 61.9% G0562 ELECTIONS - NCBOE - CTR TECH & CIVI 1610S BOARD OF ELECTIONS 11016100 611500 G0562 CASUAL PAR 0 66,426 66,426 59,854.82 .00 6,571.18 90.1% TOTAL BOARD OF ELECTIONS 0 66,426 66,426 59,854.82 .00 6,571.18 90.1% TOTAL ELECTIONS - NCBOE - CTR TECH & 0 66,426 66,426 59,854.82 .00 6,571.18 90.1% TOTAL GENERAL FUND 1,328,271 711,454 2,039,725 1,591,541.95 96,734.24 351,448.32 82.8% TOTAL EXPENSES 1,328,271 711,454 2,039,725 1,591,541.95 96,734.24 351,448.32 NEW HANOVER COUNTY - LIVE YEAR-TO-DATE BUDGET REPORT Report generated: 06/10/2021 18:36User: rhavensProgram ID: glytdbud Page 4 FOR 2021 11 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED GRAND TOTAL 1,328,271 711,454 2,039,725 1,591,541.95 96,734.24 351,448.32 82.8% ** END OF REPORT - Generated by RAE HUNTER-HAVENS ** NEW HANOVER COUNTY BOARD OF ELECTIONS NVRA REPORT Reporting Period:-5/1/2021 5/31/2021 Totals Active 147,318 Inactive 23,279 Total Registration 170,597 REPORTING PERIOD Registrations Approved 1,032 Total Registrations Removed 416 Inactive Registrations Removed 80 New Registrations 00 - No Application Source 1 01 - Public Assistance 11 02 - Disability 0 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 773 06 - Mail-in 9 07 - In-person 1 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 12 17 - Registration Drives 33 21 - Medicaid Renewal 1 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 841 Duplicates 00 - No Application Source 0 01 - Public Assistance 3 02 - Disability 0 03 - Other (ESC) 2 04 - Armed Forces 0 05 - DMV 224 06 - Mail-in 3 07 - In-person 0 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 10 17 - Registration Drives 3 21 - Medicaid Renewal 0 95 - Voter Return of NCOA 11 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 98 - Voter Change On Confirmation 26 vtr_nvra_stat.rpt Page 1 of 5Jun 10, 2021 6:42 pm NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS 99 - Voter Change On Verification 5 287 vtr_nvra_stat.rpt Page 2 of 5Jun 10, 2021 6:42 pm NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS Changes of Information 00 - No Application Source 25 01 - Public Assistance 4 02 - Disability 2 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 535 06 - Mail-in 17 07 - In-person 5 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 30 17 - Registration Drives 11 21 - Medicaid Renewal 1 95 - Voter Return of NCOA 24 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 98 - Voter Change On Confirmation 24 99 - Voter Change On Verification 4 682 Verifications # of 1st & 2nd verification mailings sent 0 # of 1st NCOA mailings sent 0 # of 1st verification returned undeliverable 5 # of verification returned by voter 8 Confirmations # of confirmations returned by voter 50 # of confirmations sent 5 # of confirmations returned undeliverable 6 # of confirmations not returned at all 2,390 COUNTY STATISTICAL Constitution 111 Democratic 50,446 Green 140 Libertarian 1,399 Republican 52,875 Unaffiliated 65,626 American Indian 359 Asian 1,223 Black 19,078 Multi-Racial 947 Native Hawaiian or Pacific Islander 11 White 126,767 Other 2,982 Undesignated 19,230 Hispanic 3,130 Not Hispanic 112,775 Undesignated 54,692 vtr_nvra_stat.rpt Page 3 of 5Jun 10, 2021 6:42 pm NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS Female 81,562 Male 69,329 Undesignated 19,706 Unprocessed Registrations - Incomplete Queue 00 - No Application Source 0 01 - Public Assistance 3 02 - Disability 1 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 141 06 - Mail-in 2 07 - In-person 1 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 3 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 98 - Voter Change On Confirmation 11 99 - Voter Change On Verification 1 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 0 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 53 06 - Mail-in 0 07 - In-person 0 vtr_nvra_stat.rpt Page 4 of 5Jun 10, 2021 6:42 pm NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 2 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 5Jun 10, 2021 6:42 pm 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 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  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 Regular Meeting New Hanover County Board of Elections June 15, 2021 Subject: Recommended HAVA Expenditures 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 because of the pandemic. At the April meeting, the Board approved a list of elections enhancement expenditures in the amount of $82,352.53. The amount of remaining HAVA funds available in project code G0560 is $81,005.16. An updated list of proposed elections enhancements and select product images has been included for your review. Document/s Included: Supplemental List of Recommended HAVA Expenditures, Select Product Images Board Action Required: Staff recommends approval Item # 5a Recommended HAVA Expenditures - June 2021 Item Vendor Name Description Cost Per Unit Number of Units Total Costs SAVIN Printer Plotter MP CW221SP (Lease)CopyPro Digital Image Printer, Copier and Scanner for documents greater than 11" by 17", such as maps, signs and posters. ($336.24 per month) $4,034.88 1 $4,034.88 Printer Plotter (Consumables)CopyPro Extra Set of Toner (B,Y,C,M) at $236.22 and Four Rolls of Paper (36" and 30") at $382.26 $618.48 1 $618.48 IT-Related Enhancements Video Conferencing Kit Mastten (Amazon)Ring Light with Clip Clamp Mount & Tripod $20.99 4 $83.96 Web Cam Logitech (Amazon)WebCam for Virtual Meetings $32.01 4 $128.04 High Definition Document Camera IPEVO (Amazon)Document Camera for Live Demo, Web Conferencing, and Remote Teaching $109.00 1 $109.00 Microphone with Pop Filter Blue Microphones (Amazon)Built-in Metal Stand to enhance voice recordings and clarity of broadcast messaging. $159.99 1 $159.99 Vyond Animation software for election official training and voter education $999.00 2 $1,998.00 Articulate 360 Virtual training platform that includes both Storyline 360 to develop custom interactive courses that work on every device $1,299.00 2 $2,598.00 Page 1 of 6 Recommended HAVA Expenditures - June 2021 Item Vendor Name Description Cost Per Unit Number of Units Total Costs Zoom To provide easily accessible virtual training and outreach events $199.90 3 $599.70 Metal Folding Chairs FSI To Use with ADA Voting Booths $22.00 75 $1,650.00 Folding Tables (30 by 72)FSI Folding Tables for In-Person Voting Sites $96.00 80 $7,680.00 Cosco 3-in-1 Convertible Hand Truck Taff Office One-hand conversion allows for two wheel hand truck or convert to assisted hand truck or four wheel hand cart for heavy-duty loads (800 to 1000 lbs) $309.99 3 $929.97 Rubbermaid Platform Truck Taff Office Textured deck and built-in tie- downs protect loads during transport. Two fixed casters and two swivel casters for added maneuverability. 2,000 lb capacity. $683.39 4 $2,733.56 Page 2 of 6 Recommended HAVA Expenditures - June 2021 Item Vendor Name Description Cost Per Unit Number of Units Total Costs Ballot on Demand Printers/Laptops ES&S One or both laptops/printers would be used to print absentee-by-mail ballots in the office. One of the laptops and printers could also be used to expand options regarding the ratio of laptop to printers for smaller early voting sites to allow for a 1:1 ratio, as opposed to 1:2 ratio, for the laptop and printer. $8,262.50 2 $16,525.00 Transfer Belt for Ballot on Demand Printers ES&S/PrintElect Replacement belt for Ballot on Demand Printers $120.00 4 $480.00 Black Toner for Ballot on Demand Printers PrintElect Replacement toner for Ballot on Demand Printers $144.45 30 $4,333.50 Colored Toner for Ballot on Demand Printers PrintElect Replacement toner for Ballot on Demand Printers (4 toner each for Cyan, Magenta, Yellow) $158.00 12 $1,896.00 Fuser Unit for Ballot on Demand Printers PrintElect Replacement Fuser Unit for Ballot on Demand Printers $235.00 4 $940.00 Black Image Drums for Ballot on Demand Printers PrintElect Replacement Drums for black toner on Ballot on Demand Printers $120.00 30 $3,600.00 Page 3 of 6 Recommended HAVA Expenditures - June 2021 Item Vendor Name Description Cost Per Unit Number of Units Total Costs ElectionWare Upgrade ES&S Maintain compliance with NC State Board of Elections requirements for voting tabulation equipment. Upgrade operating system from Windows 7 to Windows 10. $1,689.00 1 $1,689.00 Canopy Tents with Awning and Sidewalls (10 by 20) ABCCANOPY (Amazon)A Complete Set of Accessories: 1 x 10ft by 20ft pop up canopy top (100%waterproof), 4 x Sandbags, 4 x 10ft Sidewalls,2 x 10ft door wall, 2x 10ft upgrade awning with hardware. 1 x Roller Carry bag , 4 x Ropes ,4 x Stakes. Provide Covering for Elections Officials working with Curbside Voters or assisting with Absentee by Mail In-Person Returns $382.45 8 $3,059.60 Sharp EL-1801V 12-Digit Desktop Calculator and Tape Rolls Staples To improve efficiencies in campaign finance auditing processes $118.77 1 $118.77 Crowd Control Advantage Packs Intab Crowd Control Management and Queuing at In-Person Voting Sites $119.95 10 $1,199.50 Elections Cones Intab 28" weighted cones for Curbside Voting and Parking $16.99 50 $849.50 Pocket Pal Table Top Sign Set with Bag Intab Table Top Signs for In-Person Voting Sites $37.95 50 $1,897.50 Vote Here Advantage A-Frame Signs Intab Vote Here Hanging Sign, Rugged Steel Front, Double Sided Panel, weighted 8 lbs $89.95 25 $2,248.75 Page 4 of 6 Recommended HAVA Expenditures - June 2021 Item Vendor Name Description Cost Per Unit Number of Units Total Costs Inversion Umbrella Executive Advertising For Elections Officials assisting with Curbside Voting $14.12 60 $847.20 DuoFlex LED Clip-On Light PrintElect Small gooseneck lights to attach to clipboard for curbside voting $44.99 50 $2,249.50 8gb flash drives for DS200s PrintElect Proprietary flashdrives for DS200s $215.00 14 $3,010.00 Steel Wire Shelving with Wheels Seville (Amazon)Additional Shelving for Storage of Supplies $139.55 2 $279.10 Steel Wire Shelving Liners Seville (Amazon)Lines for Shelving for Storage of Supplies $26.62 2 $53.24 Poster Sign Stand (8 by 11)KOOV (Amazon)Interior Directional Signage to Voter Enclosures $34.99 5 $174.95 Poster Sign Stand (11 by 17)KOOV (Amazon)Interior Directional Signage to Voter Enclosures $38.99 10 $389.90 USB Flashdrives (16 GB)CDW-G (through IT)Single use flash drive for 2022 elections $5.17 600 $3,102.00 Pneumatic Chair with 300 lbs Capacity with tool tray and 360 degree swivel casters Pro-Lift (Amazon)Packing suitcases $36.82 2 $73.64 Standing Desk with Storage Shelf, Adjustable Height Amazon Basics (Amazon)Assist with Election Auditing 121.76 3 $365.28 Portable Cart System 3 Tier Cart - Wide Mobile Storage, Interchange Shelves and Baskets, Powder-Coated Steel Frame Atlantic Store (Amazon)Portable 3 tier shelf for registrar's office to assist with organization of needed supplies $89.59 1 $89.59 I-Voted Stickers Intab I-Voted Stickers for In-Person Voting Sites (1000 per roll) 6.25 100 $625.00 Page 5 of 6 Recommended HAVA Expenditures - June 2021 Item Vendor Name Description Cost Per Unit Number of Units Total Costs Barricks Utility Table PlexSupply (Amazon)Purchase of same table currently used in the lobby to facilitate distribution of forms and educational materials for absentee by mail voting $136.47 1 $136.47 Wework Steel 3-Drawer Under Desk Pedestal File Cabinet Amazon Under Desk Pedestal File Cabinet for Hoteling Stations $79.99 12 $959.88 Two Push Button Door Release Buttons for Badge Access Door in Lobby Johnson Contrls Provide access to offices for vendors and non-department county staff without registrar or Front Desk staff having to physically get up to open the door and disrupting their workflow $1,263.00 1 $1,263.00 Panic Buttons Sentinel Security Systems Installation of panic button at front counter for security purposes $95.00 2 $190.00 Collapsible Folding Outdoor Utility Wagon MacSports Store (Amazon)Transporting items from vehicle to in-person voting sites, wagon collapses to ease of storage $99.98 8 $799.84 Estimated Total $76,769.29 Page 6 of 6 Product Images for Recommended HAVA Expenditures SAVIN Printer Plotter MP CW2201SP Mac Sports Collapsible Folding Utility Wagon Product Images for Recommended HAVA Expenditures Mastten Videoconferencing Kit Logitech Web Cam High-Definition Document Camera Product Images for Recommended HAVA Expenditures Microphone with Pop Filter Cosco 3-in-1 Convertible Hand Truck Rubbermaid Platform Truck Product Images for Recommended HAVA Expenditures Ballot on Demand Printing Solution Canopy Tents with Awning and Sidewalls Product Images for Recommended HAVA Expenditures Sharp EL-1801V 12-Digit Desktop Calculator Inversion Umbrellas Steel Wire Shelving with Wheels and Liners Product Images for Recommended HAVA Expenditures Poster Sign Stands (8 ½ by 11 and 11 by 17) Pro-Lift Pneumatic Chair Portable Standing Desk Product Images for Recommended HAVA Expenditures Portable Cart System 3 Tier Cart Crowd Control Advantage Packs Elections Cones Product Images for Recommended HAVA Expenditures Pocket Pal Table Top Sign Set with Bag VOTE HERE Advantage A-Frame Signs Regular Meeting New Hanover County Board of Elections June 15, 2021 Subject: Polling Place Change for Precinct W24 Applicable Statutes and/or Rules: N.C. Gen. Stat §163-128(a) Summary: The current polling place for W24, UNCW Burney Center, is unavailable for use during the upcoming election cycle. UNCW Representatives have agreed to permit use of the UNCW Warwick Center, the previous polling place for W24, as a polling place for the 2021-2022 elections. The proposed polling place has sufficient square feet in the voting enclosure as well as adequate parking to meet the needs of voters in this precinct. Document/s Included: Images of the previous and proposed polling place for precinct W24; Resolution to Adopt Polling Place Change (W24) (Provided at Board Meeting) Board Action Required: Staff recommends approval Item # 5b 1 Precinct W24 – Proposed Polling Place Change Current Polling Place Proposed Polling Place UNCW Burney Center UNCW Warwick Center 609 Union Drive Wilmington, NC 28403 629 Hamilton Drive Wilmington, NC 28403 Aerial Image of Buildings and Shared Parking Lot Aerial Image of Building 2 Polling Place Entrance Voting Enclosure 3 Lobby Regular Meeting New Hanover County Board of Elections June 15, 2021 Subject: Polling Place Change for Precinct W18 Applicable Statutes and/or Rules: N.C. Gen. Stat §163-130.1 Summary: The previous polling place for W18, First Assembly of God, is being sold and not available for use as a polling place in the upcoming election cycle. The only available public facility is Winter Park Elementary School, which lacks adequate interior space for a voting enclosure and has insufficient parking to meet the needs of voters in this precinct. I have not been able to obtain permission from any other private facilities within the precinct boundaries to use their facility as a polling place for the 2021-2022 elections. Per N.C. Gen. Stat §163-130.1, county boards of elections, by unanimous vote of all its members, may establish a polling place for a precinct that is located outside that precinct. After reviewing possible options in the adjacent precincts to precinct W18, I began to reach out to the private facilities that appeared to have suitable interior and parking capacity. The NHC Arboretum is located adjacent precinct H03 but is unavailable for use as a polling place since it serves as a backup emergency operations center for the Town of Wrightsville Beach. Sea Gate Baptist Church has agreed to permit use of the church as a polling place for precinct W18 in the 2021-2022 elections. They are requesting to limit electioneering and signage for election day only. As a result, this proposed polling place change will require submission to the Executive Director at the NC State Board of Elections for review and approval, pending approval by the Board. If granted approval by the Executive Director at the State Board, the polling place usage agreement must be reevaluated after the next general election to determine whether it is still the only available option. Document/s Included: Images of the previous and proposed polling place for precinct W18; Resolution to Adopt Polling Place Change (W18) (Provided at Board Meeting) Board Action Required: Staff recommends approval Item # 5c 1 Precinct W18 – Proposed Polling Place Change Current Polling Place Proposed Polling Place First Assembly of God Sea Gate Baptist Church 4927 Wrightsville Ave, Wilmington, NC 28403 6115 Oleander Drive, Wilmington, NC 28403 Aerial Image 2 Proposed Polling Place is 2.7 miles from current polling place. Voter Parking Lot Polling Place Entrance 3 Voting Enclosure