HomeMy WebLinkAboutBoard Meeting Agenda Packet 07-09-2024MEETING AGENDA
Date: July 9, 2024 Time: 5:30 PM
Location: Bd of Elections Office, Long Leaf Room Type: Regular
Scheduled Attendees:
Derrick R. Miller, Chair
James Battle Morgan, Jr. Secretary
Natalie Hinton-Stalling, Member
Rae Hunter-Havens, Director
Caroline Dawkins, Deputy Director
Joan Geiszler-Ludlum, Administrative Technician
Bruce Kemp, Member
Tom S. Morris, Member
Visitor(s): Tufanna Bradley, Assistant County Manager; Kemp Burpeau, Deputy County Attorney
AGENDA ITEMS
1.Meeting Opening
a.Call to Order
b.Pledge of Allegiance
c.Approval of Agenda
d.Approval of Minutes (06/11/2024)
2.Public Comment Period
•2-minute limit
•20-minute limit total
3.Director Update
a.Financial Update
b.List Maintenance
c.NC State Board of Elections Summer 2024 Training Conference
d.Voter Education and Outreach Initiatives
4.New Business
•August Meeting – Appointment of Early Voting Officials and Election Day Assistants
5.Closed Session (N.C. Gen. Stat. § 143-318.11(6))
6.General Discussion
•Other Elections-Related Matters
7.Adjournment
*Agenda packets are sent via email in advance of meetings.
Regular Meeting
New Hanover County Board of Elections
July 9, 2024
Subject:
Approval of Agenda
Summary:
N/A
Board Action Required:
Staff recommends approval
Item # 1c
Regular Meeting
New Hanover County Board of Elections
July 9, 2024
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 June 6/11/2024 meeting.
Board Action Required:
Staff recommends approval
Item # 1d Item # 1d
Board Minutes – 06/11/2024 Page | 1
REGULAR MEETING
New Hanover County Board of Elections
June 11, 2024
5:30 P.M.
ATTENDANCE
Members: Derrick R. Miller, Chair
James Battle Morgan, Jr., Secretary
Natalie Hinton-Stalling, Member
Bruce Kemp, Member
Tom Morris, Member
Staff: Rae Hunter-Havens, Executive Director
Jenna Dahlgren, Elections Logistics Specialist
Noelle Powers, Elections Systems Administrator
Joan Geiszler-Ludlum, Administrative Elections Technician
Visitors: Tufanna Bradley, Assistant County Manager; Kemp Burpeau,
Deputy County Attorney
Public Attendees: Wendy Hunt, NHCDP; Sylvia Brock, NC Election Integrity Team;
Cliff Brock
Virtual Attendees: Ricky Meeks; RS; Jana Albritton, League of Women Voters LCF
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, that the meeting is being
recorded and live streamed on the internet, and to avoid conversation and crosstalk during
Board discussion.
b. Pledge of Allegiance
Chair Miller invited all in attendance to rise and recite the Pledge of Allegiance.
Board Minutes – 06/11/2024 Page | 2
d. Approval of Agenda
Member Morris moved to approve the agenda as submitted, seconded by Secretary
Morgan. Motion carried unanimously.
e. Approval of Minutes (5/7/2024, 5/13/2024, 5/14/2024, 5/23/2024, 5/24/2024)
Chair Miller called for any corrections to the submitted minutes. He noted a typo on
page 2 of the 5/7/2024 minutes, section 3.a., the number 7 font color. Member Kemp
noted a typo on page 2 of the 5/24/2024 minutes, section 3, 4th paragraph from the
bottom, correct “Secretary Miller” to “Secretary Morgan”.
Hearing no other corrections to the minutes, Chair Miller said the minutes are approved
as corrected without objection.
2. PUBLIC COMMENT PERIOD
Chair Miller called upon the public attendees for their comments or questions, limited to
two minutes each, total of 20 minutes.
Cliff Brock questioned why voter registration records are not updated with the voter’s
driver’s license number when it is presented as the required photo ID when they vote.
Chair Miller noted that the absence of a NC driver's license number in the voter’s
registration is not necessarily a deficiency and called on Director Hunter-Havens for her
comments. Following the Director’s explanation of the current voter registration
requirements, Chair Miller said, in summary, the absence of a driver’s license number is
not automatically a registration deficiency; the electronic pollbook used during Early
Voting and on Election Day does not permit election officials to update this information
for existing registered voters; and the proper way to challenge a voter’s registration is to
file a timely and complete voter challenge.
Seeing and hearing no other public attendees wishing to comment, Chair Miller closed
the Public Comment period.
3. DIRECTOR’S UPDATE
Chair Miller called on Director Hunter-Havens for her updates.
a. Financial Update
Director Hunter-Havens said expenses are on schedule with a few outstanding invoices,
reflecting some unanticipated expenses due to the unscheduled second primary election.
Member Kemp asked about the process for budget adjustments. Director Hunter-Havens
said those are brought to the attention of the budget office representative and Assistant
Board Minutes – 06/11/2024 Page | 3
County Manager Bradley for handling. Member Kemp said he is impressed with the
budget accuracy in the face of the unscheduled second primary.
b. List Maintenance
Director Hunter-Havens reported that list maintenance between March 1 and May 31,
2024, resulted in removal of 961 voter registrations, 2,397 new registrations, 2,133
registrations without changes, and 3,303 voter registration updates. The backlog of over
5,000 voter registrations reflects the three-month period when some voter registration
activities were on hold due to the March and May primaries. In July we will be sending
out about 3,000 cards for the National Correction of Address (NCOA), the twice-yearly
process to update voter registrations based on US Postal Service changes of address. The
agenda packet includes additional information about the sources of registrations,
snapshots of administrative processes, and a breakdown of county voter registrations.
c. 2024 NC State Board of Elections Summer Conference
Director Hunter-Havens said the NC State Board of Elections Summer Conference will
be held at Koury Convention Center, Greensboro, August 4 and 5. Board members
whose terms began in July 2023 are required to attend a second conference within 2 years
of their initial appointment.
4. CLOSED SESSION
Chair Miller said there is no business requiring a closed session.
5. GENERAL DISCUSSION
Chair Miller called for any Board discussion of election-related matters.
Member Morris called for discussion of the questions in his June 9 email to the Board
forwarding the survey he received from Sylvia Brock of the NC GOP Elections Integrity
Team. Director Hunter-Havens asked about the appropriateness of responding to a
partisan survey. After brief discussion, Chair Miller said the survey spotlights cynical
concerns which are better addressed to the NCSBE and the NC General Assembly.
Member Kemp asked for an update on the new Board of Elections building. Director
Hunter-Havens said there is now a paved and lined parking lot. Work is on schedule to
receive a Certificate of Occupancy in August which will allow use of the designated
space for early voting as planned. Due to preparations for the 2024 Presidential Election,
staff will move into the new space in January 2025.
Member Morris asked if the office has a mobile voter registration unit. Director Hunter-
Havens said the office supports outside groups that sponsor voter registration drives.
The Director outlined summer voter outreach events with the mobile photo ID printer to
provide free photo IDs to registered voters. A representative from NCSBE will attend a
Board Minutes – 06/11/2024 Page | 4
seminar scheduled for August 20 in the Paynter Room on photo ID requirements with
extended office hours to 7:30 p.m. to provide free photo IDs.
Member Kemp asked the Director to outline what differences the new Board members
can expect with the 2024 Presidential Election.
Director Hunter-Havens noted the impacts on staffing and resources of the anticipated
volume of absentee ballots and early voting, voter registration, and public inquiries and
comments.
Member Kemp asked when sample ballots will become available. Director Hunter-
Havens said that will be in mid-August, after completion of the steps associated with
generating and proofread7ing ballot styles. That process will begin after candidate filing
for Soil and Water Conservation Board concludes on July 5. Mailing of absentee ballots
will begin on September 6 as required by statute.
Member Kemp asked about the status of the proposed budget enhancement for precinct
official management software. Director Hunter-Havens said the two proposed budget
enhancements for FY24/24 were not approved and are not included in the current
recommended county budget. Across the county few enhancements were approved for
next fiscal year. She said she is planning to re-submit the enhancement requests with the
FY25/26 continuation budget.
Hearing no additional matters for Board discussion, Chair Miller called for a motion to
adjourn.
6. ADJOURNMENT
Member Morris moved to adjourn the meeting, seconded by Member Hinton-Stalling.
Motion carried unanimously. The meeting adjourned at 6:23 p.m.
The next Board meeting is scheduled to be held on July 9, 2024, 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
Regular Meeting
New Hanover County Board of Elections
July 9, 2024
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
July 9, 2024
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 12th Period (June)
• Operating Expenses expended through FY23-24 12th Period (June)
• Grand Total expended through FY23-24 12th Period (June)
The current overage in cellular expense is the result of a known billing issue with the vendor.
Per the vendor, we should receive credit for this billing error in August. The small overage in
lease expense is the result of the annual rate increase for the warehouse lease that begins prior
to the end of the fiscal year. I have incorporated this rate increase into the FY24/25 allocation
for this expense.
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 in June 2024:
• Removed 1,239 voters from the voter registration rolls consistent with NC Gen. Stat.
§163-82.14.
• Processed 2,239 new registrations, 593 duplicate registrations, and 1,359 registration
updates.
c. NC State Board of Elections Summer 2024 Training Conference
The Summer Elections Training Conference is scheduled for Monday and Tuesday, August 5th,
and 6th with check-in on Sunday, August 4th. The conference will be held at Koury Convention
Center in Greensboro, NC. Hotel reservations for board members and staff who are attending
the conference have been made at the Sheraton Greensboro, located at 3121 West Gate City
Boulevard, Greensboro, NC 27407.
Per updated guidance received from the State Board, board members who have not attended
two conferences within the first two years of their initial appointment to the board are required
to attend either the 2024 August Conference or the 2025 July Conference to be in compliance
with the mandatory training requirement. Please let me know if you will not be attending the
August conference this week so I can cancel your hotel reservation without incurring any
charges and submit registrations to the training conference for all attendees.
The tentative agenda for the August conference has been included in the agenda packet for your
review.
Item # 2 Item # 3
d. Voter Education and Outreach Initiatives
During July and August, we are participating in a series of outreach events to educate voters
about their voting options and the photo ID requirement for voting. A copy of the outreach flyer
has been included in the agenda packet.
In addition, working closely with the New Hanover County Communications and Outreach
Department, a press release is slated to go out the week of July 8, 2024, highlighting the
opportunities available for volunteers interested in serving as election officials during the
upcoming 2024 General Election.
This press release is being sent out as a series of public notices that will go out ahead of the
election highlighting important elections events, deadlines, and voting opportunities going into
this busy election season. The public notice series will cover the following topics:
• Voter Photo ID Outreach Event Series- June
• Election Official Recruitment – July
• Voter Photo ID Seminar and Requirements- August
• Voter Registration Deadline/Voting Options Overview- September
• Early Voting Information/Wait Time Tracker/Election Day Polling Places- October
Document/s Included:
Financial Year-To-Date Budget Report 12th Period (June); NVRA Report (June 2024); NC State Board of
Elections Summer 2024 Elections Training Conference Tentative Agenda; 2024 Summer Photo ID and
Outreach Series Flyer
Board Action Required:
Discuss as necessary
NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
Report generated: 07/05/2024 13:05User: rhavensProgram ID: glytdbud
Page 1
FOR 2024 12
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 0 524,570 515,302.68 .00 9,267.32 98.2%
11016100 611500 CASUAL PART TIM 290,930 70,000 360,930 437,171.27 .00 -76,241.27 121.1%
11016100 611600 OVERTIME PAY (O 7,860 0 7,860 8,898.96 .00 -1,038.96 113.2%
11016100 621000 SOCIAL SECURITY 39,835 0 39,835 43,352.89 .00 -3,517.89 108.8%
11016100 622000 RETIREMENT-LOCA 67,617 0 67,617 67,569.54 .00 47.46 99.9%
11016100 623500 GENERAL 401-K M 13,114 0 13,114 13,105.30 .00 8.70 99.9%
11016100 625000 MEDICAL INSURAN 77,192 0 77,192 72,170.44 .00 5,021.56 93.5%
11016100 626000 LONG TERM DISAB 890 0 890 891.44 .00 -1.44 100.2%
TOTAL SALARIES & BENEFITS 1,022,008 70,000 1,092,008 1,158,462.52 .00 -66,454.52 106.1%
70 OPERATING EXPENSES
11016100 700000 CONTR SERVS 196,112 37,425 233,537 181,938.55 18,737.54 32,860.91 85.9%
11016100 700328 LEASE EXPENSE 45,559 2,500 48,059 48,134.63 309.50 -385.13 100.8%
11016100 700329 SUBSCRIPTION SO 15,792 0 15,792 10,214.47 .00 5,577.53 64.7%
11016100 700330 RENT 76,952 29,624 106,576 57,771.50 27,110.00 21,694.50 79.6%
11016100 700350 ADVERTISING COS 3,751 1,300 5,051 4,902.86 .00 148.14 97.1%
11016100 700365 CELLULAR EXPENS 11,400 0 11,400 17,003.54 .00 -5,603.54 149.2%
11016100 700370 POSTAGE EXPENSE 56,294 -2,323 53,971 47,267.49 .00 6,703.51 87.6%
11016100 700430 M&R-EQUIPMENT 65,461 0 65,461 65,460.94 .00 .06 100.0%
11016100 700500 PRINTING 84,715 28,932 113,647 86,599.79 .00 27,047.21 76.2%
11016100 700512 PRINTER-COPIER 6,750 0 6,750 5,930.89 .00 819.11 87.9%
11016100 700520 SUPPLIES 68,648 392 69,040 35,813.97 .00 33,226.03 51.9%
11016100 700542 SUPPLIES-COMPUT 1,600 0 1,600 71.04 .00 1,528.96 4.4%
11016100 700700 DUES & SUBSCRIP 150 0 150 .00 .00 150.00 .0%
11016100 700825 EMPLOYEE REIMBU 2,125 2,000 4,125 3,153.54 .00 971.46 76.4%
11016100 700905 TRAINING & TRAV 5,160 1,455 6,615 5,842.92 .00 772.08 88.3%
11016100 701050 INSURANCE&BONDS 40,638 0 40,638 28,503.54 .00 12,134.46 70.1%
TOTAL OPERATING EXPENSES 681,107 101,305 782,412 598,609.67 46,157.04 137,645.29 82.4%
75 DEBT SERVICE
11016100 701130 PRINCIPAL ON LE 0 3,948 3,948 3,947.59 .00 .41 100.0%
NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
Report generated: 07/05/2024 13:05User: rhavensProgram ID: glytdbud
Page 2
FOR 2024 12
ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED
11016100 701135 INTEREST ON LEA 0 87 87 87.29 .00 -.29 100.3%
TOTAL DEBT SERVICE 0 4,035 4,035 4,034.88 .00 .12 100.0%
TOTAL BOARD OF ELECTIONS 1,703,115 175,340 1,878,455 1,761,107.07 46,157.04 71,190.89 96.2%
TOTAL GENERAL FUND 1,703,115 175,340 1,878,455 1,761,107.07 46,157.04 71,190.89 96.2%
TOTAL EXPENSES 1,703,115 175,340 1,878,455 1,761,107.07 46,157.04 71,190.89
NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
Report generated: 07/05/2024 13:05User: rhavensProgram ID: glytdbud
Page 3
FOR 2024 12
ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED
GRAND TOTAL 1,703,115 175,340 1,878,455 1,761,107.07 46,157.04 71,190.89 96.2%
** END OF REPORT - Generated by RAE HUNTER-HAVENS **
NEW HANOVER COUNTY BOARD OF ELECTIONS
NVRA REPORT
Reporting Period:-6/1/2024 6/30/2024
Totals
Active 155,730
Inactive 27,628
Total Registration 183,358
REPORTING PERIOD
Registrations Approved 3,426
Total Registrations Removed 1,239
Inactive Registrations Removed 342
New Registrations
00 - No Application Source 6
01 - Public Assistance 23
02 - Disability 1
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 1,631
06 - Mail-in 40
07 - In-person 20
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 169
17 - Registration Drives 345
21 - Medicaid Renewal 3
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 1
2,239
Duplicates
00 - No Application Source 23
01 - Public Assistance 12
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 299
06 - Mail-in 64
07 - In-person 29
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 46
17 - Registration Drives 108
21 - Medicaid Renewal 3
95 - Voter Return of NCOA 4
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 2
98 - Voter Change On Confirmation 3
vtr_nvra_stat.rpt Page 1 of 5Jul 05, 2024 12:32 pm
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
99 - Voter Change On Verification 0
593
vtr_nvra_stat.rpt Page 2 of 5Jul 05, 2024 12:32 pm
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
Changes of Information
00 - No Application Source 60
01 - Public Assistance 29
02 - Disability 1
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 835
06 - Mail-in 58
07 - In-person 41
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 145
17 - Registration Drives 163
21 - Medicaid Renewal 1
95 - Voter Return of NCOA 0
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 26
98 - Voter Change On Confirmation 0
99 - Voter Change On Verification 0
1,359
Verifications
# of 1st & 2nd verification mailings sent 6,405
# of 1st NCOA mailings sent 0
# of 1st verification returned undeliverable 260
# of verification returned by voter 0
Confirmations
# of confirmations returned by voter 3
# of confirmations sent 144
# of confirmations returned undeliverable 12
# of confirmations not returned at all 40
COUNTY STATISTICAL
Constitution 0
Democratic 50,403
Green 71
Libertarian 1,466
No Labels 306
Republican 54,349
Unaffiliated 76,763
American Indian 406
Asian 1,515
Black 19,216
Multi-Racial 834
Native Hawaiian or Pacific Islander 15
White 140,601
Other 4,638
Undesignated 16,133
Hispanic 4,380
Not Hispanic 116,775
vtr_nvra_stat.rpt Page 3 of 5Jul 05, 2024 12:32 pm
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
Undesignated 62,203
Female 89,466
Male 75,979
Undesignated 17,913
Unprocessed Registrations - Incomplete Queue
00 - No Application Source 2
01 - Public Assistance 9
02 - Disability 2
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 146
06 - Mail-in 9
07 - In-person 7
08 - Library & High School 0
09 - Spanish Language Application 2
10 - Online Registration 6
17 - Registration Drives 49
21 - Medicaid Renewal 0
95 - Voter Return of NCOA 1
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 4
98 - Voter Change On Confirmation 0
99 - Voter Change On Verification 0
Unprocessed Registrations - Archive Queue
00 - No Application Source 1
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 0
99 - Voter Change On Verification 0
Unprocessed Registrations - Review Queue
00 - No Application Source 0
01 - Public Assistance 0
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 54
vtr_nvra_stat.rpt Page 4 of 5Jul 05, 2024 12:32 pm
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
06 - Mail-in 0
07 - In-person 0
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 14
17 - Registration Drives 0
21 - Medicaid Renewal 0
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 3
vtr_nvra_stat.rpt Page 5 of 5Jul 05, 2024 12:32 pm
North Carolina State Board of Elections
Summer 2024 Elections Training Conference
“Bring It!”
August 4-6, 2024 Koury Convention Center Greensboro, NC
Sunday, August 4
Time Location
3:30 – 6:00 Early Conference Check-in
5:00 NCADE Executive Committee Meeting Biltmore
Monday, August 5
Time Location
7:30 – 8:30 CONFERENCE CHECK-IN AND BREAKFAST Guilford ABC
PLENARY SESSION
8:30-8:35 Conference Opening Jessica Buie, Learning and
Operations Manager, NCSBE
Guilford ABC
8:35-8:40 Secretary’s Remarks Jeff Carmon, Secretary,
NCSBE
Guilford ABC
8:40-8:45 Executive Director’s Remarks Karen Brinson Bell, Executive
Director, NCSBE
Guilford ABC
8:45-9:45 Legal Updates Paul Cox, General Counsel,
NCSBE
Guilford ABC
9:45-10:00 Vendor Introductions Vendors Guilford ABC
10:00 – 10:30 MORNING BREAK
PLENARY SESSION
10:30 – 11:30 Gauging Voters’ Trust in Elections Charles Stewart, III, Kenan Sahin
Distinguished Professor of Political Science,
MIT
Guilford ABC
11:30-12:00 Connecting and De-Escalating with
Voters: Introducing the ARTT-LEO
Curriculum
Jordan Castelloe, Community Coordinator
at the ARTT Project, Hacks/Hackers
Ross Weistroffer, Researcher at the ARTT
Project, Hacks/Hackers
Guilford ABC
12:00-12:30 Awards NCSBE, NCADE Guilford ABC
12:30 – 1:30 LUNCH - GUILFORD ABC
BREAKOUT – DIRECTORS AND STAFF
1:30 – 2:30 Board Duties and Certifying Elections* Paul Cox, General Counsel, NCSBE Guilford ABC
Constructing the Successful Canvass Week:
Tips and Tweaks from Previous Canvass
Experiences
Tiffany Holden, Candidacy and Canvass
Specialist, NCSBE
Auditorium 1
Combating Myths while Connecting with
Voters: Strategies from the ARTT-LEO
Curriculum
Jordan Castelloe, Community Coordinator
at the ARTT Project, Hacks/Hackers
Ross Weistroffer, Researcher at the ARTT
Project, Hacks/Hackers
Auditorium 2
Tuesday, August 6
Time Location
Designing Materials to Help Voters
Succeed
Tasmin Swanson, Program and
Communications Lead, Center for Civic
Design
Allyson Gill, Information Designer, Center
for Civic Design
Colony A
Framing and Communicating Your
Message, Part 1
Valonda Calloway: The TV Lady Colony B
BREAKOUT – DIRECTORS AND STAFF
2:45 – 3:45 What to Expect if the Polls Don’t Open on
Time*
Allison Blackman, In Person Voting
Specialist, NCSBE
Adam Steele
Guilford ABC
Constructing the Successful Canvass Week:
Tips and Tweaks from Previous Canvass
Experiences
Tiffany Holden, Candidacy and Canvass
Specialist, NCSBE
Auditorium 1
Combating Myths while Connecting with
Voters: Strategies from the ARTT-LEO
Curriculum
Jordan Castelloe, Community Coordinator
at the ARTT Project, Hacks/Hackers
Ross Weistroffer, Researcher at the ARTT
Project, Hacks/Hackers
Auditorium 2
Designing Materials to Help Voters
Succeed
Tasmin Swanson, Program and
Communications Lead, Center for Civic
Design
Allyson Gill, Information Designer, Center
for Civic Design
Colony A
Framing and Communicating Your
Message, Part 2
Valonda Calloway: The TV Lady Colony B
3:45 – 4:00 AFTERNOON BEVERAGE BREAK – 3rd Level
BREAKOUT – DIRECTORS AND STAFF
4:00 – 5:00 Constructing the Successful Canvass Week:
Tips and Tweaks from Previous Canvass
Experiences
Tiffany Holden, Candidacy and Canvass
Specialist, NCSBE
Auditorium 1
Combating Myths while Connecting with
Voters: Strategies from the ARTT-LEO
Curriculum
Jordan Castelloe, Community Coordinator
at the ARTT Project, Hacks/Hackers
Ross Weistroffer, Researcher at the ARTT
Project, Hacks/Hackers
Auditorium 2
Designing Materials to Help Voters Succeed Tasmin Swanson, Program and
Communications Lead, Center for Civic
Design
Allyson Gill, Information Designer, Center
for Civic Design
Colony A
EVENING ACTIVITES
5:30-6:30 Voting Systems Demonstration - needed? Guilford D
5:30-6:30 NCADE Full Body Meeting Guilford F
5:30-6:30 EBANC Full Body Meeting Guilford ABC
7:30 – 8:30 BREAKFAST Guilford ABC
BREAKOUT 1
8:30 – 9:30 Communications for Election Officials:
Effectively Communicating When Mistakes
Are Made
TJ Pyche, The Elections Group Auditorium 1
Campaign Finance Reporting Software
Training
Jason Schrader, Lead Training Specialist, NCSBE Auditorium 2
Public Records Request Management Pat Gannon, Public Information Officer, NCSBE
Colin Loftin, Data Analyst, NCSBE
Guilford D
Handling Hazardous Materials JR Griffin and Rachel McGrath, NC Emergency
Management
Guilford F
BREAKOUT 2
9:45 – 10: 45 Communications for Election Officials:
Effectively Communicating When Mistakes
Are Made
TJ Pyche, The Elections Group Auditorium 1
Examining e-Filing Committees Greg Larimore, Campaign Finance Manager,
NCSBE
Angelique Lanier, Campaign Finance Program
Analyst, NCSBE
Auditorium 2
Public Records Request Management Pat Gannon, Public Information Officer, NCSBE
Colin Loftin, Data Analyst, NCSBE
Guilford D
Handling Hazardous Materials JR Griffin and Rachel McGrath, NC Emergency
Management
Guilford F
11:00-11:30 Vendor Meeting Karen Brinson Bell, Vendors Guilford ABC
*This topic is geared towards Board Members.
Connecting and De-Escalating with Voters: Introducing the ARTT-LEO Curriculum
In an increasingly polarized electoral landscape, local election officials are engaging with the public in increasingly
contentious conditions. How can election officials diffuse difficult conversations while keeping the lines of
communication open? To address these challenges, the ARTT-LEO curriculum draws on research from psychology, media
literacy, and conflict resolution to provide LEOs with proven communication strategies that focus on connection and de-
escalation to continue the long-term process of building trust with voters.
9:30 – 9:45 MORNING BEVERAGE BREAK -3rd Level
Constructing the Successful Canvass Week: Tips and Tweaks from Previous Canvass Experiences
A successful canvass is constructed well before 11:00 am on Canvass Day. The audience will hear from the EA team the
required foundations and the legal changes necessary for a successful Canvass. A panel of experienced directors and
staff will share their best practices in constructing the successful Canvass week.
Designing Materials to Help Voters Succeed
Information design is the process of making content clear, engaging, accessible, and usable using visual design
techniques. In this hands-on workshop, you'll learn 8 principles of information design, with time to practice applying
new skills in a design review activity. At the end of the session, you'll walk away with practical knowledge and tools to
create communication materials that help voters succeed, and increased confidence talking with others about design
decisions.
Framing and Communicating your Message
It’s not only what you say that matters. How you say it matters too. Valonda Calloway, also known as The TV Lady®, will
conduct media training for elections officials that will show attendees how to get their message across in a concise way
and with confidence. Participants in these sessions will learn about what the media wants, crafting sound bites, body
language, vocal delivery, and being comfortable in front of the camera. Some participants will be recorded, watch the
playback, and receive real time constructive feedback.
Combating Myths while Connecting with Voters: Strategies from the ARTT-LEO Curriculum
Communicating trustworthy voting information in the face of contentious conversations about elections is a critical issue
for local elections officials. Drawing from the ARTT-LEO curriculum, this session will explore communication and
engagement strategies that can help LEOs build trust with the public. Participants in this session will learn research-
backed strategies for better connecting with mistrustful voters and combating myths about the election system.
Communications for Election Officials: Effectively Communicating When Mistakes Are Made
Election administration is under more scrutiny than ever before and expectations are high, but despite all the care and
contingency planning, sometimes mistakes happen. In this session, we will equip election officials with a playbook for
crisis management and dispel the notion that mistakes are not permissible. Mistakes happen. It’s how we manage them
that can make the difference between a drizzle and a storm.
July 1, 2024 July 11, 2024 July 18, 2024
NHC SeniorResource Center-Castle Hayne
NHC SeniorResource Center-Main Location
YWCALower Cape Fear
10:45 AM - 12:45 PM 10:45 AM - 12:45 PM 5:30 PM - 7:30 PM
4544 Parmele Rd. Castle Hayne, 28429 2222 S. College Rd.Wilmington, 28403 2815 College Rd.Wilmington, 28412
July 25, 2024 August 7, 2024 August 20, 2024
NHC SeniorResource Center-Carolina Beach
NHC Main Library
NCSBEVoter Photo IDSeminar
10:45 AM - 12:45 PM 12:00 PM - 2:00 PM
308 Cape Fear Blvd.Carolina Beach, 28428 201 Chestnut St. Wilmington, 28401
5:30 PM - 7:30 PM
1241 A Military Cutoff RdWilmington, 28401
2024 Summer Photo ID &
Outreach Series
Join us this summer to learn more about voting options, registration,
absentee voting, and the NC Photo ID Requirement!
Need an ID for voting this fall?
At each event, Board of Elections staff will be available to issue NC Voter Photo IDs to eligible voters!
To obtain a NC voter photo ID at one of these events, individuals must be registered voters and
residents of New Hanover County and must complete a request form. Many voters will request and
receive their NC Voter Photo ID same-day!
To learn more about upcoming elections or to schedule an outreach event for your facility visit:
WWW.NHCVOTE.COM
Regular Meeting
New Hanover County Board of Elections
July 9, 2024
Subject:
August Meeting – Appointment of Early Voting Officials and Election Day Assistants
Applicable Statutes and/or Rules:
N.C. Gen. Stat. § 143-318.12(a) and 163-42; Session Law 2023-140
Summary:
In accordance with N.C. Gen. Stat. § 143-318.12(a), the Board has adopted a schedule of regular
business meetings on the Tuesday following the second Monday of each month at 5:30 PM. The
August meeting is current scheduled for Tuesday, August 13, 2024.
In accordance with Session Law 2023-140, the NC State Board of Elections on November 28, 2023,
adopted a resolution regarding the appointment of early voting election officials. The resolution
established that at least 21 days prior to the appointment date, the county board shall send an email
or letter via U.S. mail to the chair of each political party organized in the county, notifying the chair of
(1) the county board’s appointment date and (2) the party’s deadline to provide recommendations
for qualified early voting officials, which shall be the fifth business day before the appointment date.
In addition, NC Gen. Stat. § 163-42 permits a county board of elections, at its discretion, to appoint
two or more Election Day assistants for each precinct to assist the chief judge and judges.
Ahead of each election, Board of Elections staff reach out to begin assessing the willingness to work,
and availability of all the Election Officials. Based on previous experience, staff have determined that
the best time to begin this outreach to election officials is in mid-August. In previous elections, it was
assessed that reaching out to officials any earlier than mid-August results in a great deal of
availability changes between the initial response, and when the schedules are finalized, which
creates real disruptions to the drafting and distribution of schedules for the staff who oversee this
process. If the availability emails are sent too early, we have also found that those election officials
who leverage the summer to travel miss the email more frequently, which further limits our pool of
available officials.
Given the sensitivity of this timeline, it is important to keep in mind that recruitment and onboarding
election officials must come to an end once schedules are being drafted. This ensures that staff has a
full picture of who their available pool of officials are, so that they can build out well balanced, skilled
teams for each shift at each early voting site and build strong Election Day precincts to support and
assist voters who choose that option.
As a result, we believe the August 13, 2024, Regular Meeting would be too early to hold discussions
around the appointment of Early Voting and Election Day assistants, and the September 10, 2024,
Regular Meeting would be too late to ensure that all these appointees are onboarded, included in
the schedule, and signed up for the required training ahead of the election. Therefore, we request
that the Board cancel the August 13th Regular Meeting and schedule a Special Meeting on August
28th, 29th, or 30th to act on the appointment of Early Voting and Election Day assistants, including
Item # 2 Item # 4
those submitted by the parties. This would allow staff to collect information about who in the
existing pool is available to serve and would give adequate time to ensure that any new names
presented to the Board can be onboarded in a timely manner. At the proposed special meeting, I can
provide an update on list maintenance activities and budget expenditures through July 2024.
Board Action Required:
Discuss as Necessary and Action Recommended
Regular Meeting
New Hanover County Board of Elections
July 9, 2024
Subject:
Closed Session
Chairman Statement Prior to Closed Session:
I move that the Board enter into closed session, under N.C. Gen. Stat. § 143-318.11(6) to discuss
personnel matters.
Applicable Statutes and/or Rules:
N.C. Gen. Stat. § 143-318.11(6)
Summary:
Closed session is required to discuss personnel matters under N.C. Gen. Stat. § 143-318.11(6).
Board Action Required:
Discuss as necessary
Returning to Open Session:
I move that the Board return to open session, under N.C. Gen. Stat. § 143-318.11(6), to conduct
business remaining before the Board.
Item # 2 Item # 5
Regular Meeting
New Hanover County Board of Elections
July 9, 2024
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 # 6