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Home My WebLink AboutBoard Meeting Agenda Packet 09-12-2023MEETING AGENDA Date: September 12, 2023 Time: 5:30 PM Location: Bd of Elections Office, Long Leaf Room Type: Regular Scheduled Attendees: Derrick R. Miller, Chair Rae Hunter-Havens, Director James Battle Morgan, Jr. Secretary Caroline Dawkins, Deputy Director Natalie Hinton-Stalling, Member Noelle Powers, Database & Systems Specialist Bruce Kemp, Member Joan Geiszler-Ludlum, Administrative Technician Tom S. Morris, Member Jessica O’Neill, Program & Outreach Coordinator Visitor(s): Tufanna Bradley, Assistant County Manager AGENDA ITEMS 1.Meeting Opening a.Call to Order b.Pledge of Allegiance c.Approval of Agenda d.Approval of Minutes (8/9/22, 5/17/22, 8/22/23) 2.Public Comment Period •2-minute limit •20-minute limit total 3.Director Update a.Financial Update b.List Maintenance c.2024 NC State Board of Elections Conference Dates 4.New Business a.Polling Place Change for Precinct FP07 b.Member Kemp’s request to discuss structure of board meeting minutes 5.General Discussion •Other Elections-Related Matters 6.Adjournment *Agenda packets are sent via email in advance of meetings. Regular Meeting New Hanover County Board of Elections September 12, 2023 Subject: Approval of Agenda Summary: N/A Board Action Required: Staff recommends approval Item # 1c Regular Meeting New Hanover County Board of Elections September 12, 2023 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 8/29/22, 5/17/22, and 8/22/23 meetings. Board Action Required: Staff recommends approval Item # 1dItem # 1d Board Minutes – 08/22/2023 Page | 1 SPECIAL MEETING New Hanover County Board of Elections August 22, 2023 5:30 P.M. ATTENDANCE Members: Derrick R. Miller, Chair James Battle Morgan, Jr., Secretary Natalie Hinton-Hinton-Stalling, Member Bruce Kemp, Member Tom Morris, Member Staff: Rae Hunter-Havens, Executive Director Caroline Dawkins, Deputy Director Jenna Dahlgren, Elections Logistics Specialist Jessica O’Neill, Elections Program and Outreach Coordinator Noelle Powers, Elections Systems Administrator Joan Geiszler-Ludlum, Administrative Elections Technician Visitors: Tufanna Bradley, Assistant County Manager; Kemp Burpeau, Deputy County Attorney Public Attendees: Ellen Jo Kraemer; Bob Gatewood; Susanne Werner, Wendy Hunt, NHCDP; Ellen Haragan, League of Women Voters LCF; Julius Rothlein, Matthew Emborsky, NHC GOP; Debra LaRue Morris Virtual Attendees: Ava Bevins; Anonymous; Tyler Daye; Jessica O’Neill; Jenna Dahlgren; Beth Frey 1. MEETING OPENING a. Call to Order Chair Miller called the meeting to order at 5:30 p.m. The New Hanover County Board of Elections meeting was held in the Board of Elections office, Long Leaf Room, 1241A Military Cutoff Road, Wilmington, NC. All members were present. Chair Miller reminded the audience to silence their cell phones and that the meeting is being recorded and live streamed over the internet. He also asked all in attendance to refrain from crosstalk during the meeting. Board Minutes – 08/22/2023 Page | 2 b. Pledge of Allegiance Chair Miller called on the audience to rise and recite the Pledge of Allegiance. c. Approval of Agenda Member Kemp moved approval of the agenda as submitted, second by Secretary Morgan. Motion carried unanimously. d. Approval of Minutes Chair Miller called for a motion to approve the minutes of the Board meetings of 11/08/21, 7/12/22, 11/8/22, and 7/18/23. Secretary Morgan so moved, second by Member Hinton-Stalling. Chair Miller asked for corrections to the 7/18/23 minutes, to remove Member Hinton- Stalling and Kemp Burpeau, Deputy County Attorney, from the list of attendees. Member Kemp asked for correction of the seconder of the motion to adjourn. Discussion followed about which secretary should certify the minutes for meetings in the previous term. Deputy County Attorney suggested adding “Secretary at the time of certification”. Secretary Morgan asked for correction to the 11/8/22 minutes on page 4 where a word appears to be missing. Hearing no further corrections or discussion, Chair Miller called the vote on the minutes as corrected. Motion carried unanimously. 2. PUBLIC COMMENT PERIOD Chair Miller called upon the public in-person attendees for their comments or questions, limited to two minutes each with a total maximum time of ten minutes. Chair Miller acknowledged receiving written comments from Julius Rothlein, NHC GOP, and Director Hunter-Havens response which was sent today. Susanne Werner, NHCDP, recommended that the Board consider appointing Anne Jordan Randall as an additional nominee to serve as a chief judge or judge in an appropriate position. She said she recommended Ms. Randall as a transfer for W34 but the staff has not recommended her for that location, and it is now past the deadline for the party to make recommendations. Seeing and hearing no other public attendees wishing to comment, Chair Miller closed the Public Comment period. 3._NEW BUSINESS a. Adoption of Regular Meeting Schedule Board Minutes – 08/22/2023 Page | 3 Chair Miller introduced the proposed Board meeting schedule through December 2023. He moved to amend the meeting time for the Absentee Review Meetings from 5:00 p.m. to 5:30 p.m. to allow the Board members to arrive timely coming from work at rush hour, second by Secretary Morgan. Member Kemp moved to amend the motion to keep the 5:00 p.m. meeting time to allow adequate time for review of the absentee ballots, second by Member Morris. After discussion, Chair Miller called the vote on the amendment. Members Kemp, Hinton-Hinton-Stalling and Morris voted aye; Chair Miller and Secretary Morgan voted no. Motion to amend carried by majority vote. Chair Miller called the vote on the motion to adopt the schedule as amended. Motion carried unanimously. Member Kemp suggested changing the scheduled meeting on November 14 from a regular meeting to a regular and a special meeting to give the Board flexibility to review the absentee-by-mail ballots received on or after Election Day and postmarked on or before Election Day. Director Hunter-Havens said the Board usually cancels the November regular meeting due to the number of meetings and tasks necessary to complete the canvass. A special meeting can be scheduled if needed. Chair Miller said the Board will consider the November 14 regular meeting closer to that time. Director Hunter-Havens recommended that the Board cancel the October 3 Absentee Review Meeting. In a municipal election, the first day to mail absentee ballots is thirty days before Election Day, instead of sixty days in a general election. Absentee ballots will be mailed to those who have requested them beginning Friday, October 6, 2023. Chair Miller moved to cancel the October 3 Absentee Review Meeting, second by Secretary Morgan. Hearing no discussion, Chair Miller called the vote. Motion carried unanimously. b. Resolution to Adopt a Time for Counting Absentee Ballots Chair Miller called on Director Hunter-Havens to explain the Resolution. The Director said the Board, by statute, may adopt a resolution that allows the Board to begin to count the cast absentee-by-mail ballots at 2:00 p.m. on Election Day, instead of 5:00 p.m. The earlier start time ensures the timely release of the absentee results when the polls close on Election Day. Member Kemp moved adoption of the Resolution to Adopt a Time for Counting Absentee Ballots, second by Member Morris. Hearing no discussion, Chair Miller called the vote. Motion carried unanimously. c. 2023 Municipal Elections Notice Director Hunter-Havens presented the proposed 2023 Municipal Elections Notice, which the statute requires for publication three times before the close of voter registration in a Board Minutes – 08/22/2023 Page | 4 newspaper of general circulation. This notice is revised to include information on the photo ID requirements and the locations and hours of the One Stop sites. Member Kemp moved adoption of the Notice as presented, second by Member Hinton- Hinton-Stalling. Hearing no discussion, Chair Miller called the vote. Motion carried unanimously. d. Temporary Transfer of Voters for Precinct H08 Chair Miller called on Director Hunter-Havens to present the Resolution authorizing the Temporary Transfer of Voters for Precinct H08. Director Hunter-Havens said currently there are no registered voters in precinct H08 eligible to vote in the 2023 Municipal Election, even though a small area of H08 lies within the city limits. Voters have until October 13, 2023 to register to vote in the municipal election. As a result, the North Carolina State Board of Elections (SBE) recommended that this Board temporarily transfer voters from precinct H08 to precinct H12 for the 2023 Municipal Election only. Precinct H12 is adjacent to precinct H08. When a county board of elections assigns voters from more than one precinct to the same precinct, the county board of elections must maintain separate registration and voting records to allow proper identification of the precinct in which the voters reside. The polling place for precinct H12 is the multipurpose room of Porter’s Neck Elementary School, which has sufficient space to maintain separate registration and voting in the event a voter residing in precinct H08 and eligible to vote in the City of Wilmington should register to vote. By authorizing this transfer, the Board reduces the cost of opening and staffing precinct H08 for a full day when there are few, if any, eligible voters. The municipality pays the cost of municipal elections. Member Kemp moved adoption of the Resolution to Temporarily Transfer Voters of Precinct H08, second by Secretary Morgan. Hearing no discussion, Chair Miller called the vote. Motion carried unanimously. e. 2023-25 Multipartisan Assistance Teams (MAT) Appointments Chair Miller called on Director Hunter-Havens to present the 2023-25 Multipartisan Assistance Team (MAT) Appointments. Director Hunter-Havens said NCGS §163-226.3 (a)(4) and (c) require the county boards of elections to appoint Multipartisan Assistance Teams to assist patients and residents who reside in a covered facility with requesting or casting absentee ballots. “Covered facilities” includes hospitals, clinics, nursing homes and other residential healthcare facilities licensed by the State of North Carolina. Each multipartisan team consists of one Democrat and one Republican MAT official. The Board may also unanimously appoint Unaffiliated voters to serve as MAT officials. The appointees serve two-year terms which helps to build capacity and experience. The Director recommended appointment Board Minutes – 08/22/2023 Page | 5 of the listed Democratic, Republican, and Unaffiliated voters to assure a sufficient pool of trained MAT officials to fulfill all requests to assist the targeted voters. Member Kemp moved to approve the appointment of the listed Democrats and Republicans, second by Member Hinton-Stalling. Chair Miller called for discussion of the motion. After questions from the Board regarding recruitment and training of MAT officials, Secretary Morgan moved to amend the motion to appoint the recommended list of Democratic, Republican, and Unaffiliated voters to serve as MAT officials, second by Chair Miller. Following discussion, Chair Miller called the vote on the amendment to the motion. Chair Miller, Secretary Morgan and Member Hinton-Stalling voted aye; Members Kemp and Morris voted no. The amendment carried by majority vote. Chair Miller called the vote on the motion to appoint the MAT officials as amended. Chair Miller, Secretary Morgan and Member Hinton-Stalling voted aye; Members Kemp and Morris voted no. The motion carries to appoint the Democratic and Republican MAT officials by majority. The motion to appoint the Unaffiliated officials fails for lack of a unanimous vote. Chair Miller asked the Director whether it is possible to add and train more MAT officials for the upcoming election. Director Hunter-Havens said there is no room in the election schedule for additional recruitment and training for this election. All MAT appointees serve in a nonpartisan manner. f. 2023-25 Chief Judge and Judge Appointments Chair Miller called on Director Hunter-Havens to present the recommendations of staff and the county parties. Director Hunter-Havens said county boards of elections are required to appoint one chief judge and two judges to each precinct. The most important statutory criterion for appointment is that the official is a resident of the precinct. Wherever possible, all judges should not be members of the same party. There is no statutory requirement to appoint a certain number of Democrats or Republicans, and Unaffiliated voters may be appointed. All precinct officials are expected to act as a nonpartisan team, regardless of party affiliation. Each team must have bipartisan representation wherever possible. According to SBE, examination of the voting history of an official is neither required nor appropriate. The Director said, from an administrative perspective, it is imperative that the county board of elections appoint as many qualified resident chief judges and judges as statutorily permitted to assure that the office has sufficient time to on-board, assign and train election officials to perform all required administrative and technical tasks on Election Day, and to fill last-minute vacancies with transfer officials (officials who do not Board Minutes – 08/22/2023 Page | 6 reside in the precinct). Timely appointment allows building teams to ensure all skill sets and knowledge bases are present to serve the voters in each polling place. Director Hunter-Havens called on Deputy Director Dawkins to review the work that went into preparing the list of recommendations: 1. Staff surveyed all current officials for their willingness to serve as chief judges and judges and preferences for assignment. 2. A preliminary list of recommendations was sent to the party chairs, who were asked to recommend two names of precinct residents for chief judge and two precinct residents for the judge positions. 3. If the party chairs submitted their lists by August 17, the county board must appoint the chief judges and judges from that list, even if the party lists only one name. 4. If the list was submitted by August 17 but contained names of nonresidents, the list is insufficient. The county board of elections must appoint precinct residents to the positions. There is no discretion here according to the statute. 5. The county board of elections must then, by unanimous vote, appoint as chief judge or judge names of voters in this order: a. Those who were NOT recommended by the party but ARE residents of the precinct (and must “diligently” seek residents of the precinct). b. Those whom the party recommends but ARE NOT residents of the precinct, including the names of voters received after the August 17 deadline. The statute requires the board to adopt the party chair’s recommendation “where possible.” c. By unanimous vote, the county board of elections may approve recommendations by staff to appoint a nonresident chief judge or judge so long as these recommendations meet all other statutory requirements. The appointed officials will serve a two-year term from the date of appointment and until successors are appointed and qualified. The exception is a case where a nonresident is appointed as a chief judge or judge. In that case, the nonresident judge’s term ends upon the Board’s appointment of a qualified resident of the precinct to replace the nonresident. Deputy Director Dawkins reviewed the list of the staff and party recommendations before the Board. She noted that in a number of cases the nominations submitted by the parties were similar to the recommendations of the staff. Director Hunter-Havens reminded the Board that there is no statutory prohibition on an Unaffiliated voter serving as a chief judge or judge. In fact, the statute does not mention any political party by name. NCGS §163-41 (a) states, “Not more than one judge is a precinct shall belong to the same political party as the chief judge.” And NCGS §163-41 (c) states, “In making its appointments, the county board shall assure, wherever possible, that no precinct has a chief judge and judges all of whom are registered with the same party.” After the Board reviewed and discussed the proposed list of chief judge and judge Board Minutes – 08/22/2023 Page | 7 officials, the Board agreed on appointments for the 41 Election Day precincts, except for 7 positions where the previous appointment will hold over in the absence of Board agreement on a successor appointee. In their review, the Board considered and gave preference to the party’s preferred and first-listed nominee whenever possible. One party-preferred and first-listed nominee was disqualified on a finding of repeated failure to follow and disregard of election official and staff orders, directives, instructions, protocols and procedures while serving as an election observer for the 2022 Primary constituted not being of good repute for purposes of serving as an election official. 4. CLOSED SESSION Chair Miller moved to enter closed session for the Board to discuss a personnel matter, second by Member Morris. Hearing no discussion of the motion, Chair Miller called the vote. Motion carried unanimously. The closed session began at 8:30 p.m. The closed session ended at 8:49 p.m. and the Board returned to the public meeting. 6. ADJOURNMENT Chair Miller called for any further business before the Board. Hearing none, Member Kemp moved to adjourn the meeting, second by Member Morris. Hearing no discussion, Chair Miller called the vote. Motion to adjourn carried unanimously. The meeting adjourned at 8:50 p.m. The next Board meeting is scheduled to be held on September 12, 2023, at 5:30 p.m., at the Board of Elections office, Long Leaf Room, 1241A Military Cutoff Road, Wilmington, NC APPROVED BY: RESPECTFULLY SUBMITTED: _______________________________ ______________________________ JAMES BATTLE MORGAN, JR. RAE HUNTER-HAVENS SECRETARY ELECTIONS DIRECTOR Board Minutes - 08/09/2022 Page | 1 REGULAR MEETING New Hanover County Board of Elections August 9, 2022 5:15 P.M. ATTENDANCE Members: Oliver Carter III, Chair Derrick R. Miller, Secretary Russ C. Bryan, Member [arrived 6:20 p.m.] Lyana Hunter, Member Bruce Kemp, Member Staff: Rae Hunter-Havens, Executive Director Caroline Dawkins, Deputy Director Jenna Dahlgren, Elections Logistics Specialist Jessica O’Neill, Elections Program and Outreach Coordinator Noelle Powers, Elections Systems Administrator Beth Pugh, Elections Specialist Joan Geiszler-Ludlum, Administrative Elections Technician Visitors: Lisa Wurtzbacher, Assistant County Manager; Kemp Burpeau, Deputy County Manager Public Attendees: Lee Rodio; Auley Crouch; Sylvia Brock; Clifford Brock; Yvonne Spencer; Susanne Werner, Michael Werner, NHCDP; Julius Rothlein, Will Knecht, NHC GOP Virtual Attendees: MB; Jessica O’Neill; Telephone participant. 1. MEETING OPENING a. Call to Order Chair Carter called the meeting to order at 5:17 p.m. Chair Carter, Secretary Miller, Members Kemp and Hunter were present. The New Hanover County Board of Elections meeting was held in the Board of Elections office, Long Leaf Room, 1241A Military Cutoff Road, Wilmington, NC. b. Preliminary Announcements Chair Carter reminded the audience to silence their cell phones, or mute their Board Minutes - 08/09/2022 Page | 2 microphones if attending virtually, and that the meeting is being recorded and live streamed on the internet. b. Pledge of Allegiance Chair Carter invited all in attendance to rise and recite the Pledge of Allegiance. c. Approval of Agenda Member Kemp moved the approval of the agenda as submitted, second by Member Hunter. Chair Carter called for any discussion. Member Kemp asked if there would be a General Discussion time on the agenda. He asked for the item listed under New Business but has a couple of other items for discussion. Member Kemp moved to amend the agenda to add General Discussion after New Business, second by Chair Carter. In response to a question from Secretary Miller, Chair Carter moved to amend the motion to change New Business to General Discussion, including the item Member Kemp requested, second by Member Hunter. Hearing no further discussion, Chair Carter called the vote on the motion to amend the amendment. Motion carried unanimously. Chair Carter called the vote on the motion to amend the agenda as amended. Motion carried unanimously. Chair Carter called the vote on the main motion, to approve the agenda as amended. Motion carried unanimously. 2. PUBLIC COMMENT AND QUESTION PERIOD Chair Carter called upon the public in-person attendees for their comments or questions, limited to two minutes each, total of 20 minutes. Chair Carter requested that commenters yield the floor to Board members and the Director. Chair Carter acknowledged receiving written questions from Julius Rothlein on behalf of the NHC GOP and reviewed the questions for the audience. The Board’s or Director’s responses are included with each question. 1. Will this Board review all Container-Return Envelopes1? 1When a voter submits an absentee-by-mail ballot, the voter places the completed ballot into a “Container Return Envelope”. On the outside of the Envelope is a pre-printed “Absentee Ballot Application”. The voter is required to complete this Application, and have it signed by two witnesses or have it notarized. In almost all cases, the Board must approve the Application before the Envelope is opened and the ballot is removed for counting. The terms “Absentee Ballot Application” and “Container-Return Envelope are used interchangeably. In these minutes, “Envelope” generally means the physical envelope, while “Application” generally means the form printed on the Envelope. Board Minutes - 08/09/2022 Page | 3 Chair Carter said he does not expect this Board to inspect each Container-Return Envelope once it reaches a certain volume, but the Board has not yet considered the matter or made a final decision. 2. Why is Monday, November 14, shown on the election calendar as the due date for mailed absentee-by-mail ballots for the 2022 General Election? Chair Carter said that Veterans Day is a federal and state holiday for which government offices are closed. By statute, various deadlines are based on business days, which pushes the deadline to the next business day. Since Veterans Day is the Friday following Election Day, the deadline moves to Monday, November 14. 3. Does this Board or the NC State Board of Elections (NCSBE) currently use the services of the Electronic Registration Information Center (ERIC) to perform list maintenance functions? The Director said ERIC is not part of the list maintenance process for this office. List maintenance relies on information compiled by the NCSBE and distributed to the county boards of election. 4. Do third parties have access to the pollbook or voter rolls for this county? Do any third parties have authority to update or modify county pollbooks or voter rolls? Director Hunter-Havens said no third-party group has access to county pollbooks or voter rolls. 5. Has NCSBE Numbered Memo 2020-21, issued September 16, 2020, regarding grant or in-kind donation opportunities, been rescinded or modified for the 2022 Election? Chair Carter called on Director Hunter-Haven to respond. The Director said NCSBE Numbered Memo 2020-21 remains in effect, to her knowledge. 6. During the 2020 Presidential Election, did the New Hanover County Board of Elections receive any third-party grants or in-kind donations? If so, for what purpose was the grant or donation used? Chair Carter called on Director Hunter-Havens to respond to this question. The Director said this Board did not accept any grants or in-kind donations. The NCSBE received some grants or in-kind donations and then allocated the funds or supplies to the county boards of election. Seeing and hearing no other public attendees wishing to comment, Chair Carter closed the Public Comment period. 2. DIRECTOR’S REPORT Chair Carter called on Director Hunter-Havens for her reports. a. Financial Update Director Hunter-Havens said during July the focus is on closing out the previous fiscal year. This office ended the year within its budget, particularly salaries and benefits, due to the vacant positions. Operating expenses finished a little closer to but within budget. During the first month of the new fiscal year, getting vendor contracts in place for the services and goods greater than $1,000 is the focus. Therefore, there is not a lot of Board Minutes - 08/09/2022 Page | 4 operating expense activity to report until those contracts are encumbered. Member Hunter asked whether all the requested budget enhancements for election official pay increases are included in the new budget? The Director confirmed they are included in the adopted budget. Member Kemp asked what is included in the Capital Outlay line item? Director Hunter- Havens said that is the allocation approved by the County Commissioners for construction of the new Elections office which will follow completion of the new Government Center complex. The plan is to construct a separate new building on the site of the demolished building, which will include space for a One Stop site that will also serve as meeting and training space. The new space will improve functionality for election processes. The leased offsite warehouse space will continue in use. b. List Maintenance Director Hunter-Havens reported that, according to the Statewide Elections Information Maintenance System (SEIMS), New Hanover County Board of Elections removed 604 voters from the voter registration rolls during July 2022, in accordance with NC Gen. Stat. § 163-82.14, and processed 1,075 new registrations, 629 registration forms without changes, and 1,056 registration updates. Since the last meeting, we have begun receiving responses to the 3,172 cards sent in the semi-annual National Change of Address mailing. These are the registered voters for whom the US Postal Service has a reported change of address. When the voter updates their information, it restarts the clock for changing the voter’s status to Inactive or Removed. When the card is returned undeliverable to the registration address of record, additional efforts are made to contact the voter before making a change of registration status. Chair Carter noted these steps are part of the on-going effort to keep the registration rolls up to date. These processes are governed by both state and federal law. He said that this county’s voter rolls include 90 to 100 percent of the county population, because these laws make it difficult to remove voters until several years of inactivity pass. Director Hunter said that, when a voter registers in a new jurisdiction and provides information on where the voter was previously registered, we receive a notification from the new jurisdiction which allows us to cancel their registration here. Unfortunately, not all voters do that. In response to a question from Secretary Miller regarding the 629 registration forms submitted without changes, those forms serve as a contact with the voter which resets the clock on any change in voter status. 4. STATUTORILY REQUIRED BUSINESS a. Resolution to Adopt a Time for Counting Absentee Ballots Chair Carter called for any discussion on the draft Resolution to set the time for the Board Minutes - 08/09/2022 Page | 5 counting of the absentee ballots, which includes absentee-by-mail and One Stop voting, on Election Day. By statute, the counting must begin at 5:00 p.m., unless the Board sets an earlier time between 2:00 p.m. and 5:00 p.m. on Election Day. Previous Boards have chosen to begin the absentee counting process at 2:00 p.m. on Election Day, and to count the supplemental absentee-by-mail ballots at 2:00 p.m. on the day before canvass. The draft likewise proposes to count at 2:00 p.m. on November 8 and 17, 2022. Chair Carter called on Director Hunter-Havens to add some background. Director Hunter-Havens said the reason to begin at 2:00 p.m. is due to the large number of absentee ballots received in this office. That scheduling allows time to count and upload those results so that they are available when the polls close on Election Day. She said that the public is very interested in knowing where the results stand before the Election Day results are added. She reminded the Board that the absentee-by-mail ballots are reviewed and approved by the Board at the weekly absentee meetings, with the approved ballots optically scanned but not tabulated. After the results are uploaded, a report is generated for Board review and signature. We also close the DS200s under the Board’s supervision. The DS200 results tapes are printed and the Board signs those tapes. The absentee results are tabulated on Election Day but must remain confidential and are not released to the public until after the polls close on Election Day. Discussion of the requirements of the applicable statute, NC Gen. Stat. §163-234, and review of the proposed Resolution for compliance with the statute, followed. Director Hunter-Havens explained the scanning and tabulation processes and the capabilities of the DS850. The Director also explained the publication requirements for this Resolution as contained in the statute. Chair Carter moved to adopt the Resolution as presented, setting 2:00 p.m. on November 8 and 17, 2022 as the time this Board will begin counting all absentee ballots, second by Member Hunter. Hearing no further discussion, Chair Carter called the vote. Motion carried unanimously. After the Resolution was adopted, Member Kemp proposed various edits to the language of the Resolution, as Chair Carter had invited. After discussion, Chair Carter moved to adopt the Resolution substantially in the form as presented, but with latitude for the Chair to make the revisions as they have been put on the table, second by Member Hunter. Hearing no further discussion, Chair Carter called the vote. Motion carried unanimously. b. 2022 General Elections Notice Director Hunter-Havens presented the draft Notice of General Election, New Hanover County, North Carolina. NC Gen. Stat. §163-33 (8) requires each county board of elections to place a legal notice in a newspaper of general circulation in the county once per week over a twenty-day period preceding the voter registration deadline. It must give information about the upcoming election, including: 1. The 2022 General Election Absentee One-Stop Voting Period. 2. Times for the review of absentee ballot applications (required and additional), and Board Minutes - 08/09/2022 Page | 6 3. Times for counting absentee ballots. This Notice is required in addition to the publication of the Resolution setting the dates and times for counting absentee ballots that the Board just considered, which must be published once weekly during the two-week period prior to Election Day. The Director said the Notice reflects changes the SBE made in the Notice template based on changes made since the July primary runoffs and reviewed those changes. The Director said she will revise the Board letterhead to reflect the current Board membership. Member Kemp asked to add Provisional ballots to the third paragraph for counting on November 17. Hearing no further discussion, Chair Carter moved to adopt the Notice with the addition of Provisional ballots to the third paragraph for counting on November 17, second by Member Hunter. Chair Carter called the vote. Motion carried unanimously. 5. OLD BUSINESS • Approval of Minutes (3/15/2022, 4/12/2022,4/19/2022, and 4/26/2022) Chair Carter said he has some revisions he would like to make to the 3/15/2022 and 4/12/2022 Minutes. He moved to approve the minutes of 4/19/2022, second by Secretary Miller. Hearing no discussion, Chair Carter called the vote. Motion carried unanimously. Chair Carter moved edits to the Minutes of 3/15/2022: on page 10, first paragraph to change “State Board of Elections” to “General Assembly”; and on the same page in discussing the Bergen (1938) decision, change “equivalent” to “contrary”; and in the discussion of the fourth case, clarify the name of the case is States Rights Democratic Party. And on pages 5 and 6, where “Democrat” is used as an adjective, change it t “Democratic”. Chair Carter moved to approve the Minutes of 3/15/2022 with those edits, second by Secretary Miller. Hearing no discussion, Chair Carter called the vote. Motion carried unanimously. Chair Carter moved edits to the 4/12/2022 Minutes: on pages 6 through 9, in the discussion of absentee ballots, referring to Applications and Container-Return Envelopes, add the explanatory footnotes defining those terms. Chair Carter moved to table the 4/12/2022 Minutes so he can create a red-line version showing his proposed changes, second by Member Hunter. Hearing no discussion, Chair Carter called the vote. Motion to table carried unanimously. Chair Carter said he had no edits for the 4/26/2022 Minutes and moved adoption, second by Secretary Miller. Hearing no discussion, Chair Carter called the vote. Motion carried unanimously. 7. GENERAL DISCUSSION • Discussion Regarding Appointment of Precinct Assistants (Member Kemp) Chair Carter introduced the topic by reviewing the statute, its definition of “precinct assistants”, and the role as defined in NC Gen. Stat. §163-42. The statute includes the Board Minutes - 08/09/2022 Page | 7 party chairs in the nomination process, although locally they have not engaged in the process in many years. Member Kemp said the statute requires party balance and to that end the chair of the county Republican party has nominated about 20 people for appointment as precinct assistants. He said party balance was not observed during the primary. He encouraged less emphasis on residence in the precinct and more transfers to achieve party balance. He then moved to approve the appointment of the people nominated by the county Republican chair. Member Hunter and Chair Carter questioned the propriety of acting on an item on the General Discussion agenda. The administrative deadline for on-boarding precinct officials is September 2. The motion was not seconded. Chair Carter thanked the party chairs and the staff for their efforts in staffing all voting locations and encouraged continued collaboration. • Other matters Member Kemp encouraged revision of the instruction sheets for absentee-by-mail ballots to add information about obtaining a valid postmark on the return envelopes sent by mail. Director Hunter-Havens said the SBE writes those instructions and county boards are not able to edit or add to them. Discussions between SBE and USPS are continuing. Member Bryan requested staff review the layout of the Northeast Library voting site to address the curbside concerns raised during the primary. Director Hunter-Havens said the layout complies with the current SBE guidelines which focus on security. The Northeast Library site presents challenges, and she does her best to meet all the needs, including the library’s needs, in designing the layout. Hearing no further discussion, Chair Carter closed the General Discussion. 7. ADJOURNMENT Chair Carter moved to adjourn the meeting, second by Secretary Miller. Motion carried unanimously. The meeting adjourned at 7:36 p.m. The next Board regular meeting is scheduled to be held on September 13, 2022, at 5:15 p.m., at the Board of Elections office, Long Leaf Room, 1241A Military Cutoff Road, Wilmington, NC APPROVED BY: RESPECTFULLY SUBMITTED: _______________________________ ______________________________ JAMES BATTLE MORGAN, JR. RAE HUNTER-HAVENS SECRETARY ELECTIONS DIRECTOR Board Minutes – 05/17/2022 Page | 1 SPECIAL MEETING New Hanover County Board of Elections May 17, 2022 2:00 P.M. ATTENDANCE Members: Oliver Carter, III, Chair Derrick R. Miller, Secretary Russ C. Bryan, Member Lyana Hunter, Member Bruce Kemp, Member Staff: Rae Hunter-Havens, Executive Director Caroline Dawkins, Deputy Director Jenna Dahlgren, Elections Logistics Specialist Joan Geiszler-Ludlum, Administrative Elections Technician Visitors: Lisa Wurtzbacher, Assistant County Manager; Kemp Burpeau, Deputy County Manager; Jennifer Sparks, PrintElect Public Attendees: Matthew Emborsky, NHC GOP Virtual Attendees: Jim Keefe; Lee Rodio 1. MEETING OPENING a. Call to Order Chair Carter called the meeting to order at 2:03 p.m. The New Hanover County Board of Elections meeting was held in the Board of Elections office, Long Leaf Room, 1241A Military Cutoff Road, Wilmington, NC. All members were present. Chair Carter said the purpose of the meeting was to review and process absentee-by-mail ballots. b. Preliminary Announcements Chair Carter reminded the audience to silence their cell phones and that the meeting is being recorded and live streamed on the internet. He further advised in-person attendees Board Minutes – 05/17/2022 Page | 2 to take their conversations outside the meeting room. b. Pledge of Allegiance Member Bryan invited all in attendance to rise as able and recite the Pledge of Allegiance. c. Approval of Agenda Chair Carter called for a motion to approve the agenda. Secretary Miller moved approval of the agenda as submitted, second by Member Hunter. Member Kemp asked the Board to consider a motion he sent by email earlier today to consider NC Gen. Stat. §163-182 before counting the absentee ballots, second by Member Bryan. Chair Carter called on Member Kemp to explain his motion to amend the agenda. Member Kemp said §163- 182.2 (a)(3) allows any member of the public to observe the counting of votes, and this county has not provided for public viewing. Chair Carter said he understood the email to address the counting of ballots after the polls close, so why take it up ahead of other New Business on the agenda. Member Bryan seconded the motion to amend the agenda. Chair Carter called for any discussion on the amendment. Secretary Miller said he has not seen any email proposing the addition of this discussion, and for that reason is not inclined to consider it ahead of other business. Hearing no further discussion, Chair Carter called the vote on the amendment. Chair Carter, Members Bryan and Kemp voted aye; Secretary Miller and Member Hunter voted nay. Motion to amend carried by majority vote. Chair Carter called for any discussion on the motion as amended. Hearing none, he called the vote. Chair Carter, Secretary Miller, Members Bryan and Kemp voted aye; Member Hunter voted nay. Motion carried by majority vote. 2. PUBLIC COMMENT AND QUESTION PERIOD Chair Carter called upon the public in-person attendees for their comments or questions, limited to two minutes each, total of 10 minutes. Seeing and hearing no public attendees wishing to comment, Chair Carter closed the Public Comment period. 2. NEW BUSINESS a. Absentee Ballot Challenge Chair Carter called on Director Hunter-Havens to summarize the Absentee Ballot Challenge. Director Hunter-Havens reminded explained that the voter had registered to vote on the Board Minutes – 05/17/2022 Page | 3 DMV website with a party affiliation but came to a One Stop site and asked to register. It appears that the site official either did not look up the voter or was unable to locate the voter’s previous registration. When completing the Same Day Registration form, the voter selected a different party from the one designated in his previous registration. A voter is not permitted to change or update their party affiliation at the time of voting in a primary election. Because this voter was not eligible to change his party affiliation, he was not eligible to vote the ballot he was issued, and his vote should not be counted. The way to prevent an improperly-cast ballot from being counted is by filing a Board-initiated Voter Challenge by majority vote of the Board. Member Kemp moved to challenge the One Stop Absentee ballot, second by Secretary Miller. Chair Carter asked how the voter will be notified and when the hearing will occur. The Director said the voter will be sent notice of the challenge by certified mail. The hearing will be held on the day of the canvass, May 27. Hearing no further discussion, Chair Carter called the vote. Motion carried unanimously. b. Public Review of Election Day vote counting/upload Chair Carter called on Member Kemp to present the motion he circulated earlier to some Board members regarding the public observing the counting of ballots. Member Kemp said NC Gen. Stat. §163-182.2 (a)(3) provides that any member of the public wishing to witness the vote count at any level shall be allowed to do so. He said we are not allowing members of the public to view the vote count uploading the USB drives to the local PC and then uploading to the State Board site. He moved that the Board authorize the public to witness the vote count of the precincts on election night and the absentee votes on Election Day, second by Member Bryan. Chair Carter called for discussion of the motion. Chair Carter said the Board’s policy is to circulate motions and changes to the agenda further in advance, but since this agenda was not available until this morning and it addresses something that will happen in this meeting, he is willing to consider the motion. Chair Carter said “counting” absentee-by-mail ballots takes place in the weekly absentee meetings, and the Election Day precincts takes place in the polling sites. What happens in the secure room is not counting, but rather uploading what has already been counted. Since that step is not counting, there is no requirement that the public is able to observe. Uploading takes place in a secure environment and under the supervision of two Board members. Public access is not practical. He called on Director Hunter-Havens for her comments. Director Hunter-Havens said the approved absentee-by-mail ballots are counted at each weekly meeting and the data stored on proprietary USBs. One Stop votes will be counted today when the site DS200s are closed and the results tapes are printed, all in full view of the public. The SBE does not interpret the uploading of results as “counting” votes. To Board Minutes – 05/17/2022 Page | 4 do so would require substantial physical and process changes in all counties across the state. Member Kemp asked if the Board will be counting absentee-by-mail ballots using the DS850 in this meeting, as listed on the agenda? Director Hunter-Havens said that item is on the agenda in case there are supplemental absentee-by-mail ballots, but there are none today. Only the One Stop ballots will be counted. Member Kemp withdrew his motion. c. Counting of Absentee Ballots Chair Carter said the Board will proceed with counting the One Stop Absentee Ballots. Director Hunter-Havens introduced Jennifer Sparks of PrintElect who will close the One Stop DS200s and print the results tapes. The Board completed their review and signed the printed results tapes at 2:55 p.m. Ms. Sparks removed the USB drives from each DS200 and went to the secure room to upload the data to the SBE. Secretary Miller and Member Kemp left to observe the uploading process. The upload of data was completed, and the Board reviewed and signed the abstract of the absentee-by-mail results at 3:53 p.m. Secretary Miller and Member Kemp returned to the meeting. Chair Carter reminded the Board that the Abstract results must remain confidential by law until polls close today. 4. GENERAL DISCUSSION • Other Elections-Related Matters Chair Carter called on Director Hunter-Havens to report on election administration matters. Director Hunter-Havens said one of the judges in precinct W21 had to go home due to a severe migraine. The chief judge and judge selected one of the assistants to fill the position and administered the oath. A judge at a different precinct reported last night that she would not be able to serve today due to health reasons. A substitute official was able to step in just for this election. In both cases, bipartisan representation was maintained. There were 14 no-show officials today, the largest number of no-shows to date. In addition, about 50 officials pulled off the schedule in the 4 days preceding Election Day. Using the emergency backup pool, staff were able to recruit and assign replacements. 5. ADJOURNMENT Board Minutes – 05/17/2022 Page | 5 Chair Carter called for a motion to adjourn the meeting. Member Kemp moved to adjourn, second by Member Hunter. Motion carried unanimously. The meeting adjourned at 3:54 p.m. The next Board meeting is scheduled to be held on May 26, 2022, at 2:00 p.m., at the Board of Elections office, Long Leaf Room, 1241A Military Cutoff Road, Wilmington, NC. APPROVED BY: RESPECTFULLY SUBMITTED: ________________________________ _____________________________ JAMES BATTLE MORGAN, JR. RAE HUNTER-HAVENS SECRETARY ELECTIONS DIRECTOR Regular Meeting New Hanover County Board of Elections August 22, 2023 Subject: Public Comment Period Summary: This is an opportunity for members of the public to provide comments on elections-related matters. Each commenter will be limited to two minutes. There is a limit of 20 minutes total for the public comment period. Board Action Required: Discuss as necessary Item # 2 Regular Meeting New Hanover County Board of Elections September 12, 2023 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 FY23-24 2nd Period (August) • Operating Expenses expended through FY23-24 2nd Period (August) • Grand Total expended through FY23-24 2nd Period (August) 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 1,794 voters from the voter registration rolls from June to August 2023 consistent with NC Gen. Stat. §163-82.14. • Processed 3,308 new registrations, 1,216 duplicate registrations, and 2,323 registration updates from June to August 2023. c. 2024 NC State Board of Elections Training Conference Dates The State Board has announced the training conference dates for 2024. • February 4-6, 2024 • August 4-6, 2024 The locations of these conferences will be announced at a future date. In accordance with N.C. Gen. Stat. § 163-82.24, every member of a county board of elections is required to attend one training conducted by the State Board during their first six months after the member’s initial appointment and at least once again during the first two years of the member’s service. Document/s Included: Financial Year-To-Date Budget Report 2nd Period (August); NVRA Report January 2022; NVRA Report Definitions Board Action Required: Discuss as necessary Item # 2 Item # 3 NEW HANOVER COUNTY - LIVE YEAR-TO-DATE BUDGET REPORT Report generated: 09/07/2023 13:46User: rhavensProgram ID: glytdbud Page 1 FOR 2024 02 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED 16 BOARD OF ELECTIONS 60 SALARIES & BENEFITS 11016100 610000 SALARIES AND WA 524,570 0 524,570 73,193.54 .00 451,376.46 14.0% 11016100 611500 CASUAL PART TIM 290,930 0 290,930 4,247.99 .00 286,682.01 1.5% 11016100 611600 OVERTIME PAY (O 7,860 0 7,860 23.08 .00 7,836.92 .3% 11016100 621000 SOCIAL SECURITY 39,835 0 39,835 5,734.83 .00 34,100.17 14.4% 11016100 622000 RETIREMENT-LOCA 67,617 0 67,617 9,437.61 .00 58,179.39 14.0% 11016100 623500 GENERAL 401-K M 13,114 0 13,114 1,830.45 .00 11,283.55 14.0% 11016100 625000 MEDICAL INSURAN 77,192 0 77,192 9,226.94 .00 67,965.06 12.0% 11016100 626000 LONG TERM DISAB 890 0 890 126.62 .00 763.38 14.2% TOTAL SALARIES & BENEFITS 1,022,008 0 1,022,008 103,821.06 .00 918,186.94 10.2% 70 OPERATING EXPENSES 11016100 700000 CONTR SERVS 196,112 0 196,112 222.34 202,011.12 -6,121.46 103.1% 11016100 700328 LEASE EXPENSE 45,559 0 45,559 14,664.29 31,078.10 -183.39 100.4% 11016100 700329 SUBSCRIPTION SO 15,792 0 15,792 6,849.99 .00 8,942.01 43.4% 11016100 700330 RENT 76,952 0 76,952 .00 .00 76,952.00 .0% 11016100 700350 ADVERTISING COS 3,751 0 3,751 .00 .00 3,751.00 .0% 11016100 700365 CELLULAR EXPENS 11,400 0 11,400 2,772.60 .00 8,627.40 24.3% 11016100 700370 POSTAGE EXPENSE 56,294 0 56,294 8,501.96 .00 47,792.04 15.1% 11016100 700430 M&R-EQUIPMENT 65,461 0 65,461 65,460.94 .00 .06 100.0% 11016100 700500 PRINTING 84,715 0 84,715 744.41 4,961.15 79,009.44 6.7% 11016100 700512 PRINTER-COPIER 6,750 0 6,750 423.53 .00 6,326.47 6.3% 11016100 700520 SUPPLIES 68,648 0 68,648 2,095.85 .00 66,552.15 3.1% 11016100 700542 SUPPLIES-COMPUT 1,600 0 1,600 .00 .00 1,600.00 .0% 11016100 700700 DUES & SUBSCRIP 150 0 150 .00 .00 150.00 .0% 11016100 700825 EMPLOYEE REIMBU 2,125 0 2,125 35.00 .00 2,090.00 1.6% 11016100 700905 TRAINING & TRAV 5,160 0 5,160 .00 .00 5,160.00 .0% 11016100 701050 INSURANCE&BONDS 40,638 0 40,638 28,186.41 .00 12,451.59 69.4% TOTAL OPERATING EXPENSES 681,107 0 681,107 129,957.32 238,050.37 313,099.31 54.0% TOTAL BOARD OF ELECTIONS 1,703,115 0 1,703,115 233,778.38 238,050.37 1,231,286.25 27.7% TOTAL GENERAL FUND 1,703,115 0 1,703,115 233,778.38 238,050.37 1,231,286.25 27.7% TOTAL EXPENSES 1,703,115 0 1,703,115 233,778.38 238,050.37 1,231,286.25 NEW HANOVER COUNTY - LIVE YEAR-TO-DATE BUDGET REPORT Report generated: 09/07/2023 13:46User: rhavensProgram ID: glytdbud Page 2 FOR 2024 02 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED GRAND TOTAL 1,703,115 0 1,703,115 233,778.38 238,050.37 1,231,286.25 27.7% ** END OF REPORT - Generated by RAE HUNTER-HAVENS ** NEW HANOVER COUNTY BOARD OF ELECTIONS NVRA REPORT Reporting Period:-6/1/2023 8/31/2023 Totals Active 151,118 Inactive 25,942 Total Registration 177,060 REPORTING PERIOD Registrations Approved 2,626 Total Registrations Removed 1,794 Inactive Registrations Removed 292 New Registrations 00 - No Application Source 15 01 - Public Assistance 33 02 - Disability 6 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 2,923 06 - Mail-in 48 07 - In-person 17 08 - Library & High School 2 09 - Spanish Language Application 2 10 - Online Registration 97 17 - Registration Drives 160 21 - Medicaid Renewal 4 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 1 3,308 Duplicates 00 - No Application Source 109 01 - Public Assistance 14 02 - Disability 1 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 776 06 - Mail-in 27 07 - In-person 15 08 - Library & High School 1 09 - Spanish Language Application 0 10 - Online Registration 43 17 - Registration Drives 21 21 - Medicaid Renewal 11 95 - Voter Return of NCOA 189 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 98 - Voter Change On Confirmation 7 vtr_nvra_stat.rpt Page 1 of 5Sep 06, 2023 10:31 am NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS 99 - Voter Change On Verification 2 1,216 vtr_nvra_stat.rpt Page 2 of 5Sep 06, 2023 10:31 am 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 NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS Changes of Information 00 - No Application Source 458 01 - Public Assistance 23 02 - Disability 3 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 1,508 06 - Mail-in 56 07 - In-person 43 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 156 17 - Registration Drives 60 21 - Medicaid Renewal 9 95 - Voter Return of NCOA 5 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 2 98 - Voter Change On Confirmation 0 99 - Voter Change On Verification 0 2,323 Verifications # of 1st & 2nd verification mailings sent 7,988 # of 1st NCOA mailings sent 2,912 # of 1st verification returned undeliverable 2,818 # of verification returned by voter 2 Confirmations # of confirmations returned by voter 7 # of confirmations sent 2,339 # of confirmations returned undeliverable 25 # of confirmations not returned at all 30 COUNTY STATISTICAL Constitution 0 Democratic 50,309 Green 36 Libertarian 1,475 No Labels 8 Republican 53,179 Unaffiliated 72,053 American Indian 376 Asian 1,402 Black 18,923 Multi-Racial 840 Native Hawaiian or Pacific Islander 13 White 135,834 Other 4,060 Undesignated 15,612 Hispanic 3,927 Not Hispanic 115,613 vtr_nvra_stat.rpt Page 3 of 5Sep 06, 2023 10:31 am NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS Undesignated 57,520 Female 86,377 Male 73,465 Undesignated 17,218 Unprocessed Registrations - Incomplete Queue 00 - No Application Source 203 01 - Public Assistance 14 02 - Disability 3 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 493 06 - Mail-in 27 07 - In-person 1 08 - Library & High School 0 09 - Spanish Language Application 2 10 - Online Registration 2 17 - Registration Drives 22 21 - Medicaid Renewal 2 95 - Voter Return of NCOA 42 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 1 98 - Voter Change On Confirmation 6 99 - Voter Change On Verification 2 Unprocessed Registrations - Archive Queue 00 - No Application Source 8 01 - Public Assistance 0 02 - Disability 1 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 1 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 0 99 - Voter Change On Verification 0 Unprocessed Registrations - Review Queue 00 - No Application Source 11 01 - Public Assistance 0 02 - Disability 0 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 103 vtr_nvra_stat.rpt Page 4 of 5Sep 06, 2023 10:31 am NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS 06 - Mail-in 2 07 - In-person 3 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 7 17 - Registration Drives 25 21 - Medicaid Renewal 0 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 1 vtr_nvra_stat.rpt Page 5 of 5Sep 06, 2023 10:31 am Regular Meeting New Hanover County Board of Elections September 12, 2023 Subject: Polling Place Change for Precinct FP07 Applicable Statutes and/or Rules N.C. Gen. Stat § 163-128(a) Summary: The current polling place for precinct FP07 is Eugene Ashley High School. The voting enclosure at Ashley High School is in the cafeteria, which is located at the back of the school. The Veterans Park complex is made up of sport fields, Edwin A. Anderson Elementary school, and a in a very large building that houses Ashely High School, the Minnie Evans Performing Arts Center and Charles P. Murray Middle School. The location of this voting enclosure within the large building creates many logistical concerns, including navigation and parking, and has been a point of contention for voters in this precinct. Around the large school building there are multiple parking lots and entrances which can make it very difficult for voters to find the most accessible parking lot, curbside voting area, and voting enclosure entrance. Additionally, the main access road to the closest accessible parking lot for the enclosure is unnamed, which makes it more challenging for voters to locate this road. Coupled with these challenges, the directional signs that we place around the polling place on the Monday before Election Day are frequently removed by an unknown entity. The NHC Board of Education has agreed to permit the use of Edwin A. Anderson Elementary School as a polling place for precinct FP07, pending board approval. Also located within the Veterans Park complex, Anderson Elementary School is a freestanding school at the back of the complex when turning onto Halyburton Memorial Parkway from Carolina Beach Road. Being that it is a freestanding building with fewer entrances, and given that the parking lot will be located off of a named road, we are confident that this change will help voters easily identify the enclosure and parking location when presenting to vote on Election Day. Document/s Included: Images of the previous and proposed polling place for precinct FP07; Resolution to Adopt Polling Place Change (FP07) Board Action Required: Staff recommends approval Item # 2 Item # 4a Precinct FP07 Proposed Polling Place Change Current Polling Place Eugene Ashley High School • 555 Halyburton Memorial Pkwy, Wilmington, NC 28412 Current FP07 Polling Place Images Aerial View (Entrance Point in Red) Exterior View Entrance Voting Enclosure Route to the Polling Place from the Main Road Parking Proposed Polling Place Edwin A. Anderson Elementary School • 455 Halyburton Memorial Pkwy, Wilmington, NC 28412 Proposed FP07 Polling Place Images Aerial Image (Entrance Point in Red) Exterior View Entrance Voting Enclosure Route to the Polling Place from the Main Road Parking Aerial of the Veteran’s Memorial Park Complex RESOLUTION TO ADOPT POLLING PLACE CHANGE IN NEW HANOVER COUNTY At a meeting duly called and held on the 12th day of September 2023, at 1241A Military Cutoff Road in Wilmington, North Carolina, the New Hanover County Board of Elections unanimously adopted the following resolution: WHEREAS the county board of elections shall have power from time to time, by resolution, to establish, alter, discontinue, or create such new election precincts or voting places as it may deem expedient, under G.S. 163-128(a); WHEREAS FP07 Precinct Polling Place was located at Eugene Ashley High School, at 555 Halyburton Memorial Pkwy, Wilmington, NC 28412; WHEREAS Edwin A. Anderson Elementary has agreed to provide a more suitable location for FP07 Precinct Polling Place to Edwin A. Anderson Elementary, located at 455 Halyburton Memorial Pkwy, Wilmington, NC 28412; WHEREAS a Polling Place Accessibility Survey has been completed for the new site and was found to be ADA compliant; and WHEREAS the Board of Elections shall notify all voters of the polling place change. NOW, THEREFORE, BE IT RESOLVED that the members of the New Hanover County Board of Elections approved the relocation of FP07 Precinct Polling Place to Edwin A. Anderson Elementary, at 455 Halyburton Memorial Pkwy, Wilmington, NC 28412. Derrick R. Miller, Chair Regular Meeting New Hanover County Board of Elections September 12, 2023 Subject: Member Kemp’s request to discuss structure of board meeting minutes Summary: Member Kemp has requested a new business item to discuss structure of board meeting minutes. Document/s Included: NA Board Action Required: Discuss As Necessary Item # 4b Regular Meeting New Hanover County Board of Elections September 12, 2023 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 # 5