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HomeMy WebLinkAboutBoard Meeting Agenda Packet 06-18-2025MEETING AGENDA Date:June 18, 2025 Time: 5:30 PM Location: Bd of Elections Office, Conference Room Type: Emergency Scheduled Attendees: Derrick R. Miller, Chair Rae Hunter-Havens, Director James Battle Morgan, Jr. Secretary Caroline Dawkins, Deputy Director Natalie Hinton-Stalling, Member Mark Payne, Board Legal Counsel Bruce Kemp, Member Tom S. Morris, Member Visitor(s): AGENDA ITEMS 1.Meeting Opening a.Call to Order b.Pledge of Allegiance c.Approval of Agenda 2.Public Comment Period •2-minute limit •20-minute limit total 3.New Business •Impacts of FY25/26 Approved Budget 4.Closed Session (N.C. Gen. Stat. §§ 143-318.11(a)(3) and (a)(6) 5.General Discussion •Other Elections-Related Matters 6.Adjournment *Agenda packets are sent via email in advance of meetings. Emergency Meeting New Hanover County Board of Elections June 18, 2025 Subject: Approval of Agenda Summary: N/A Board Action Required: Staff recommends approval Item # 1c Emergency Meeting New Hanover County Board of Elections June 18, 2025 Subject: Public Comment Period Summary: This is an opportunity for members of the public to provide comments on election-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 Emergency Meeting New Hanover County Board of Elections June 18, 2025 Subject: Impacts of FY25-26 Approved Budget Applicable Statutes and/or Rules: N.C. Gen. Stat. § 163-37 Summary: On June 12, 2025, the New Hanover County Board of Commissioners approved the FY25-26 budget, covering July 1, 2025, through June 30, 2026. This budget includes funding for the 2025 Municipal and 2026 Primary Elections. Due to recent workforce reductions mandated by the approved FY25/26 Budget, two critical full-time positions, Elections Database and Systems Specialist and Logistics Coordinator, will remain vacant and unfunded. These positions are responsible for executing critical tasks related to elections administration, including the following: • Programming, Testing, and Tabulation of Voting Equipment, • Reporting of Election Results • Programming laptops (i.e., electronic pollbooks) • Creation and deletion of software user accounts • Allocation of Write-In Votes • Management and distribution of Election Specific Supplies • Creation and Edits to Voting Site Layouts • Oversight of Rover Teams for Setup and Breakdown of voting sites • Management of Multipartisan Assistance Team (MAT) visits • Complete Accessibility (ADA) Surveys of Voting Sites • Fulfillment of Public Records Requests • Provisional Research and Reconciliation • Technical Support of Early Voting and Election Day Sites Without these positions, we would have to begin assessing if these tasks could be redistributed to the remaining staff, all of whom are already burdened with overtime work. Given the additional demands being placed on staff, it is likely that there will be a struggle to meet new statutory requirements and deadlines, which may result in procedural irregularities that could affect the outcome of an election. The technical nature and physical skillset required to accurately execute these tasks makes it difficult to assign all the aforementioned tasks to other full-time or temporary employees. Changes in the statutory requirements related to voter registration, absentee voting, and provisional voting have already increased both the volume and complexity of work that must be completed under shortened deadlines, which further decreases our capacity to reassign these tasks to other year-round employees. That leaves only our temporary or casual part-time employees to perform critical work. Item # 2 Item # 3 Our temporary employees may not have the skill set or knowledge to manage these processes independently or execute these tasks accurately. An additional concern in continued reliance on temporary staff for critical functions lies in our inability to require these individuals to work overtime to complete these tasks, as their availability and willingness to do so can change at any time. If this availability changes, our operational capacity will be greatly diminished, which could result in procedural irregularities and/or missed deadlines. Beyond the significant impact on the New Hanover County Board of Elections administration, the potential impacts to voters as a result of these decisions could be immense. Our ability to continue to provide voters with the level of professional engagement and access they are accustomed to will likely also decline because of action already taken by the Commissioners and county leadership. Potential impacts could include fewer early voting sites, longer delays in voting to resolve technical issues, prolonged delays in fulfillment of public record requests, reduced capacity to serve voters and answer questions in the office, and less opportunity for voter outreach, education, and communication if other full-time staff are needed to assist with the execution of these critical tasks. Given that additional reductions to our continuation budget are required, I am concerned that we will not be able to carry out all legal functions related to the 2025 Municipal and 2026 Primary Elections in a timely and/or accurate manner for the voters of New Hanover County. It has always been the goal of this organization to be easy to do business with and exemplify the county’s “shared values” in our service to the community. Voters will ultimately be those who are most impacted by these decisions. Document/s Included: Position Descriptions, FY25/26 Requested Budget, FY25/26 Adopted Budget Board Action Required: Discuss as Necessary NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 1 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED 1610 BOARD OF ELECTIONS 10 CHARGES FOR SERVICES 11016102 400122 - COUNTY CANDIDATE FILING FEES -10,500.00 * Candidate Filing Fees 1.00 10,500.00 -10,500.00 Estimated county candidate filing fees f municipal candidates and candidates for General Election (excluding Soil and Wat 11016102 400165 - FEES -280,814.00 * Fees 1.00 280,814.00 -280,814.00 Fees based on estimates to conduct 2025 Elections 11016102 400370 - PRINTING FEES -25.00 * Printing Fees for Public Records 1.00 25.00 -25.00 Requests Printing charges for maps based on past TOTAL CHARGES FOR SERVICES -291,339.00 33 INTERGOV REV-FEDERAL 11016103 300930 - G0531 GRANT-FEDERAL .00 11016103 300930 - G0532 GRANT-FEDERAL .00 11016103 300930 - G0540 GRANT-FEDERAL .00 11016103 300930 - G0560 GRANT-FEDERAL .00 11016103 302250 - G0024 GRANT-FEDERAL-STATE-REV GRANT .00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 2 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED11016103 302250 - G0137 GRANT-FEDERAL-STATE REV GRANT .00 11016103 302250 - G0183 GRANT-FEDERAL-STATE REV GRANT .00 11016103 302250 - G0213 GRANT-FEDERAL-STATE REV GRANT .00 11016103 302250 - G0231 GRANT-FEDERAL-STATE REV GRANT .00 11016103 302250 - G0287 GRANT-FEDERAL-STATE REV GRANT .00 11016103 302250 - G0562 GRANT-FEDERAL-STATE REV GRANT .00 TOTAL INTERGOV REV-FEDERAL .00 48 L-T DEBT ISSUED 11016101 500130 - LEASE LIABILITES ISSUED .00 11016105 500130 - LEASE LIABILITES ISSUED .00 TOTAL L-T DEBT ISSUED .00 50 MISC REVENUE 11016101 401910 - CONTRIBUTIONS .00 TOTAL MISC REVENUE .00 60 SALARIES & BENEFITS 11016100 610000 - SALARIES AND WAGES 595,965.00 * ELECTIONS SPECIALIST (1215) 1.00 .00 60,089.00 ELECTIONS DIRECTOR (10762) 1.00 .00 116,226.00 ELECTIONS COMPLIANCE SPEC (11765) 1.00 .00 63,174.00 ELECTIONS DIRECOR, DEPUTY (12155) 1.00 .00 87,348.00 PROGRAM COORDINATOR (13265) 1.00 .00 58,247.00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 3 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED ELECTIONS SPECIALIST (16361) 1.00 .00 50,804.00 ELECTIONS LOGISTICS COORD (26208) 1.00 .00 62,586.00 ELECTIONS SYSTEMS SPECIALIST (26209) 1.00 .00 69,000.00 OT Salary Portion + Fringe place holder 1.00 28,491.00 28,491.00 11016100 611400 - TEMPORARY SALARY .00 11016100 611500 - CASUAL PART TIME SALARIES 428,697.00 * Early Voting Official Compensation 1.00 191,061.00 191,061.00 Hourly Wage $15-$17 per hour plus $25 per training class Early Voting Costs for 2025 Municipal an Primary Election includes compensation f 12 officials working staggered shifts fo 17 days for three to five sites. Site Le paid $17 per hour and all other official paid $15 per hour. All officials receiv attending a 3 to 4 hour general training Additional training classes available pe assigned role. Estimated costs are based previous early voting schedules approved Board and current statutory requirements increased rate of compensation from $10 to $15 - $17 per hour was approved by th commissioners in FY22/23. Multipartisan Assistance Team Member 1.00 6,200.00 6,200.00 Compensation $40 per visit for 2 Team Members plus $25 training Multipartisan Assistance Team Costs incl compensation for 40 visits (2 MAT member visit) to assisted living facilities to residents with completing voter registra forms, requesting absenting by mail ball completing absentee by mail ballot appli for two elections. Required by statute. increased rate of compensation from $25 to $40 per visit was approved by the cou commissioners in FY22/23. Election Official Compensation Chief 1.00 190,730.00 190,730.00 Judge, Judge, & Assistants 43 polling places Chief Judge, Judge, Assistant, and Suppl compensation includes flat rate for Elec work plus $25 for attending a 3 to 4 hou NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 4 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED mandatory training class. Additional tra classes available per assigned role. Chi and Judges receive an additional $25 for supplemental training needed to properly them to successfully execute required ta Election Day. The increased rate of comp for Chief Judges ($225 to $300), Judges $255) and Assistants ($120 to $225) was by the county commissioners in FY22/23. Day officials work, on average, a 15-hou Post-Election Audit Team Compensation. 1.00 816.00 816.00 Eights officials to conduct sample audit for average 3 hours at $15.00 per hour f elections. Board Member Compensation 1.00 14,050.00 14,050.00 Board Member Compensation is based on ma salary for one board meeting per month. salary is $4,050 for chair and $2,500 fo four (4) board members receive $2,500. Part-Time Election Administrative 1.00 25,840.00 25,840.00 Assistant (19 hours per week for 52 weeks) and Elections Technician (19 hours per week for 12 weeks) 11016100 611500 - G0231 CASUAL PART TIME SALARIES .00 11016100 611500 - G0531 CASUAL PART TIME SALARIES .00 11016100 611500 - G0532 CASUAL PART TIME SALARIES .00 11016100 611500 - G0540 CASUAL PART TIME SALARIES .00 11016100 611500 - G0562 CASUAL PART TIME SALARIES .00 11016100 611600 - OVERTIME PAY (OTP) 11,493.00 * Overtime Compensation for 2024 Primary 1.00 11,493.00 11,493.00 Election Overtime pay for five (5) full-time empl two elections. NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 5 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED11016100 611600 - G0231 OVERTIME PAY (OTP) .00 11016100 611800 - MISC PAY TAXABLE (MPAYT) .00 11016100 612000 - CELL PHONE ALLOWANCE 900.00 * Monthly cell phone allowance for 12.00 75.00 900.00 department director. 11016100 613000 - FRINGE BENEFITS - TAXABLE .00 11016100 621000 - SOCIAL SECURITY TAXES 43,038.00 * FICA .00 .00 3,717.00 MEDICARE .00 .00 869.00 FICA .00 .00 7,008.00 MEDICARE .00 .00 1,639.00 FICA .00 .00 3,917.00 MEDICARE .00 .00 916.00 FICA .00 .00 5,385.00 MEDICARE .00 .00 1,259.00 FICA .00 .00 3,602.00 MEDICARE .00 .00 842.00 FICA .00 .00 3,095.00 MEDICARE .00 .00 724.00 FICA .00 .00 3,880.00 MEDICARE .00 .00 907.00 FICA .00 .00 4,278.00 MEDICARE .00 .00 1,000.00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 6 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED11016100 621000 - G0231 SOCIAL SECURITY TAXES .00 11016100 621000 - G0531 SOCIAL SECURITY TAXES .00 11016100 621000 - G0532 SOCIAL SECURITY TAXES .00 11016100 622000 - RETIREMENT-LOCAL GOVT EMPLOYEE 81,432.00 * LOCAL GOVERNMENT RETIREMENT .00 .00 8,623.00 LOCAL GOVERNMENT RETIREMENT .00 .00 16,678.00 LOCAL GOVERNMENT RETIREMENT .00 .00 9,065.00 LOCAL GOVERNMENT RETIREMENT .00 .00 12,535.00 LOCAL GOVERNMENT RETIREMENT .00 .00 8,358.00 LOCAL GOVERNMENT RETIREMENT .00 .00 7,290.00 LOCAL GOVERNMENT RETIREMENT .00 .00 8,981.00 LOCAL GOVERNMENT RETIREMENT .00 .00 9,902.00 11016100 623500 - GENERAL 401-K MATCH 14,187.00 * 401K NHC RETIREMENT .00 .00 1,502.00 401K NHC RETIREMENT .00 .00 2,906.00 401K NHC RETIREMENT .00 .00 1,579.00 401K NHC RETIREMENT .00 .00 2,184.00 401K NHC RETIREMENT .00 .00 1,456.00 401K NHC RETIREMENT .00 .00 1,270.00 401K NHC RETIREMENT .00 .00 1,565.00 401K NHC RETIREMENT .00 .00 1,725.00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 7 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED11016100 625000 - MEDICAL INSURANCE EXPENSE 91,704.00 * BUD_MEDICAL/DENTAL .00 .00 11,463.00 BUD_MEDICAL/DENTAL .00 .00 11,463.00 BUD_MEDICAL/DENTAL .00 .00 11,463.00 BUD_MEDICAL/DENTAL .00 .00 11,463.00 BUD_MEDICAL/DENTAL .00 .00 11,463.00 BUD_MEDICAL/DENTAL .00 .00 11,463.00 BUD_MEDICAL/DENTAL .00 .00 11,463.00 BUD_MEDICAL/DENTAL .00 .00 11,463.00 11016100 626000 - LONG TERM DISABILITY INSURANCE 963.00 * LONG TERM DISABILITY .00 .00 102.00 LONG TERM DISABILITY .00 .00 198.00 LONG TERM DISABILITY .00 .00 107.00 LONG TERM DISABILITY .00 .00 148.00 LONG TERM DISABILITY .00 .00 99.00 LONG TERM DISABILITY .00 .00 86.00 LONG TERM DISABILITY .00 .00 106.00 LONG TERM DISABILITY .00 .00 117.00 TOTAL SALARIES & BENEFITS 1,268,379.00 70 OPERATING EXPENSES 11016100 700000 - CONTR SERVS 266,458.00 * Storage of Election Records 1.00 7,000.00 7,000.00 Storage of election records at the Wilmi Records Center per recommendation of Fac Management. Storage rate per box is $0.5 box for average 300 boxes. Wilmington Re Center: (0.525) * (500) * (12) = $3150. Destruction rate is $10.3125 and retriev is $4.50 per box. Current quantity vari between 250 to 500 boxes. Previously, NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 8 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED records were stored in the basement of t Library. Retention of Documents is a Sta Requirement. Document Destruction 1.00 5,000.00 5,000.00 Adherence to Retention/Destruction Guide Election Coding 1.00 12,760.00 12,760.00 Estimated costs for election coding, bal demand setup for absentee by mail voting ballot, and creation of ballot layout, s ballots, and pdf file extraction for two elections by PrintElect/ESS, a single so vendor for the certified voting equipmen the NHC Board of Elections. Based on re rates and projected costs. Delivery and Pick up of Voting 1.00 34,250.00 34,250.00 Equipment and Supplies Delivery of Voting Equipment for 2025 Mu Election (1 Truck for Early Voting and 5 for Election Day for 27 precincts) and 2 Primary Election (1 truck for Early Vot Trucks for Election Day Polling Places. increased FY23/24 due to increased gas p cost of living increases. Temp Employees through Temp Agency 1.00 184,136.00 184,136.00 for election support in the office Temporary Employees: Expenses related to utilization of a temporary agency to pro in-office clerical support prior for two elections. The estimated costs are based compensation rate of $18 per hour, with additional markup to $25.27 with differe to employment agency. The use of a temp employee agency will ensure the Board of Elections has adequate and consistent cl support in the office during the electio addition, this will ensure that the Boar Elections maintains compliance with the regarding hours worked in a year for tru temporary employees These costs have in since 2023 due to legislative and statut changes in election law that have shorte deadlines for key election processes and expansion of our operational capacity. Attorney Fees 1.00 23,312.00 23,312.00 Compensation for independent legal couns the NHC Board of Elections as voted by t on January 14, 2025. NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 9 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED 11016100 700000 - G0024 CONTR SERVS .00 11016100 700000 - G0137 CONTR SERVS .00 11016100 700000 - G0231 CONTR SERVS .00 11016100 700000 - G0531 CONTR SERVS .00 11016100 700000 - G0532 CONTR SERVS .00 11016100 700000 - G0540 CONTR SERVS .00 11016100 700000 - G0560 CONTR SERVS .00 11016100 700328 - LEASE EXPENSE 50,003.00 * Pitney Bowes Mailing Machine Lease 1.00 5,176.00 5,176.00 Mailing Machine and Postage Meter for of required to mail out voter registration and absentee-by-mail ballots in a timely to comply with statutory and administrat requirements. Plotter Lease and Maintenance 1.00 6,500.00 6,500.00 Generate maps and other outreach materia to effectively administer elections. Warehouse Lease 1.00 38,327.00 38,327.00 Current lease rate plus 3% adjustable pe stated in the contract. 11016100 700329 - SUBSCRIPTION SOFTWARE 18,012.00 * Canva Pro Plan 1.00 150.00 150.00 Yearly subscription to digital marketing that we use to create social media and m materials EasyVote 1.00 6,750.00 6,750.00 Effective Management of Election Officia Database Adobe - Creative Cloud (All Apps) 1.00 4,569.00 4,569.00 Production of outreach and training mate NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 10 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED four licenses Adobe - Pro (PDF) 1.00 497.00 497.00 Production and editing of .pdf documents three licenses Articulate 360 1.00 2,798.00 2,798.00 Virtual training platform that includes Storyline 360 to develop custom interact courses that work on every device for tw licenses Zoom 1.00 1,050.00 1,050.00 Easy access virtual training and outreac three licenses Vyond 1.00 2,198.00 2,198.00 Animation software for outreach and vote education for two users. 11016100 700330 - RENT 157,715.00 * Private Polling Place Rental Fees 1.00 2,375.00 2,375.00 Rental fees of $125 per election for up private facilities Private Early Voting Rental Fees 1.00 30,000.00 30,000.00 Rental fees of $10,000 per early voting two elections based on past board approv Rental of Laptops and Printers for two 1.00 124,220.00 124,220.00 elections Rental of Laptops and Printers for Train Early Voting, and ED. Costs for computer for electronic pollbooks and election of training for two elections. Per the recommendation of Information Technology County Management, the Board of Election transitioned from purchasing laptops to laptops for Training, Early Voting, and Day voting. Rental of Port A Johns for early voting 1.00 1,120.00 1,120.00 sites for electioneers, observers, and voters Requested by board member. There are st restrictions regarding who may enter a v site. Public restrooms may not be avail voters, observers, or electioneers depen the site. NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 11 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED 11016100 700335 - RENT-EQUIPMENT .00 11016100 700350 - ADVERTISING COST 6,000.00 * Required Legal Notices for two 1.00 6,000.00 6,000.00 Elections Statutory Requirement 11016100 700350 - G0531 ADVERTISING COST .00 11016100 700365 - CELLULAR EXPENSE 17,819.00 * Cell Phone Service Contract 1.00 17,819.00 17,819.00 Monthly costs for Sonim XP5s Flip Phones election officials, cradle points and Di IPAD 11016100 700370 - POSTAGE EXPENSE 84,820.00 * Postage for Voter Card Mailings 1.00 46,200.00 46,200.00 Voter Card mailing trends over comparabl used to estimate future needs for FY25/2 Postage for Absentee by Mail Mailings 1.00 16,000.00 16,000.00 Abs by Mail mailing trends over comparab but adjusted for addition of second inco envelope due to Photo ID requirements, w increases postage costs per outgoing pac 83 per unit. Current rate based on $2.0 packet. Business Reply Mail Account 1.00 3,000.00 3,000.00 Based on returned cards in comparable ye Administrative Mailings 1.00 8,820.00 8,820.00 Statutory requirement for Incomplete Registrations or Absentee Requests, Unde Registrations. Targeted Election Official Recruitment 1.00 10,800.00 10,800.00 Mailings Postage charge per card $0.60 for approx cards to voters in 6 precincts between a 70 yrs of age NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 12 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED11016100 700370 - G0024 POSTAGE EXPENSE .00 11016100 700370 - G0531 POSTAGE EXPENSE .00 11016100 700390 - TELEPHONE EXPENSE .00 11016100 700430 - M&R-EQUIPMENT 76,233.00 * Voting Equipment Maintenance Contract 1.00 76,233.00 76,233.00 and Repairs Firmware/Software Agreement with ES&S fo equipment and BOD Systems plus estimated for repair or replacement parts. 11016100 700500 - PRINTING 136,450.00 * Pre-printed ballots for 2025 Municipal 1.00 92,860.00 92,860.00 and 2026 Primary Elections Statutory and Administrative Requirement Voter Card Mailings 1.00 7,823.00 7,823.00 Estimated 113,300 cards x .0974 per card Envelopes for Voting Notices 1.00 6,000.00 6,000.00 Window Envelopes Envelopes for Administrative Letters 1.00 3,000.00 3,000.00 Non-window Envelopes Backup Paper Poll Book for 2025 1.00 4,806.00 4,806.00 Municipal and 2026 Primary Elections Emergency Paper Pollbook Labels. Adminis Requirements. Absentee Envelopes 1.00 8,416.00 8,416.00 Outgoing/Incoming Abs Envelopes (CIV, MI 2023, added second incoming envelope due ID requirements, which increases printin Chief Judge Manual for Chief Judges and 1.00 469.00 469.00 Call Center Staff for two elections Outsource printing and binding of fifty Chief Judge Manuals to SouthData per ele Provisional Envelopes 1.00 11,450.00 11,450.00 Statutory Requirements for Provisional V during Early Voting and on Election Day. Anticipated increase due to Photo ID req Targeted Election Official Recruitment 1.00 1,626.00 1,626.00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 13 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED Mailings 11016100 700500 - G0531 PRINTING .00 11016100 700500 - G0532 PRINTING .00 11016100 700512 - PRINTER-COPIER COSTS &SUPPLIES 69,254.00 * Regular Office Printer/Copier Costs for 1.00 9,000.00 9,000.00 standard copier usage throughout year Based on past voting trends, historical and current legal and administrative req for standard administrative processes (n voting related) Election-Specific Printer/Copier Costs 1.00 60,254.00 60,254.00 for two elections Printer Toner, Copy Paper and Card Stock Labels needed for different voting metho 11016100 700512 - G0532 PRINTER-COPIER COSTS &SUPPLIES .00 11016100 700520 - SUPPLIES 55,184.00 * Expenses related to regular office 1.00 6,400.00 6,400.00 supplies Regular office supplies, water cooler, p and postage machine consumables, and boa meeting book/paper. Expenses related to election-specific 1.00 24,367.00 24,367.00 supplies for one election Toner, BOD consumables, USBs, Seals, Duc Storage Boxes, I-Voted Stickers, Securit Polybags, DS200 paper rolls, Labels, Ret Boxes, and Cleaning Election Officials A Replacement batteries for voting 1.00 24,417.00 24,417.00 equipment To be replaced every 5 years NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 14 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED11016100 700520 - G0024 SUPPLIES .00 11016100 700520 - G0213 SUPPLIES .00 11016100 700520 - G0231 SUPPLIES .00 11016100 700520 - G0287 SUPPLIES .00 11016100 700520 - G0531 SUPPLIES .00 11016100 700520 - G0532 SUPPLIES .00 11016100 700520 - G0540 SUPPLIES .00 11016100 700520 - G0560 SUPPLIES .00 11016100 700542 - SUPPLIES-COMPUTER&OTHER 22,482.00 * Supplies-Computers 1.00 22,482.00 22,482.00 IT-Related Computer Expenses based on pa expenditures and current operational nee includes purchase of 6 cradle points for connectivity during early voting. The p of new cradle points was recommended by age of current inventory. 11016100 700542 - G0024 SUPPLIES-COMPUTER&OTHER .00 11016100 700542 - G0183 SUPPLIES-COMPUTER&OTHER .00 11016100 700542 - G0213 SUPPLIES-COMPUTER&OTHER .00 11016100 700542 - G0231 SUPPLIES-COMPUTER&OTHER .00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 15 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED11016100 700548 - SUPPLIES - EQUIPMENT .00 11016100 700592 - SUPPLIES-PURCHASE OF COPIER-NO .00 11016100 700599 - PURCHASE CARD EXPENSE .00 11016100 700680 - ENHANCEMNT & STRATIGIC INTIA 382,755.00 * New Position & Equipment-Voting 1.00 112,993.00 112,993.00 Services Manager Election Official Management Software 1.00 19,844.00 19,844.00 Increase Compensation for Election 1.00 33,645.00 33,645.00 Officials New Position & Equipment Registration 1.00 91,560.00 91,560.00 Coordinator New Position & Equipment-Education & 1.00 96,103.00 96,103.00 Comm Coordina Reclass-Specialist to Coordinator 1.00 26,689.00 26,689.00 New Positions-3 CPT Administrative 1.00 62,255.00 62,255.00 Technicians Reclass Specialist to Coordinator 1.00 26,689.00 -26,689.00 To be done in FY24-25 Increase Compensation for Election 1.00 33,645.00 -33,645.00 Officials To be done in FY24-25 11016100 700700 - DUES & SUBSCRIPTIONS 125.00 * Dues and subscriptions 1.00 125.00 125.00 Annual membership dues. Association of D of Election and North Carolina Board of Election Members Assoc NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 16 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED11016100 700825 - EMPLOYEE REIMBURSEMENTS 7,364.00 * Reimbursement for election-related 1.00 7,364.00 7,364.00 expenses Previous allocations prior to FY22/23 no comparable with current or projected exp to use of off-site warehouse for secure of voting equipment and other election-r supplies. Staff members who are require travel between our main office and wareh reimbursed for mileage. 11016100 700825 - G0231 EMPLOYEE REIMBURSEMENTS .00 11016100 700905 - TRAINING & TRAVEL 22,758.00 * Election-Related Conference Attendance 1.00 22,758.00 22,758.00 Fees Registration and Hotel Fees for staff an members for SBOE conferences and profess development for staff 11016100 701050 - INSURANCE&BONDS .00 TOTAL OPERATING EXPENSES 1,373,432.00 75 DEBT SERVICE 11016100 701130 - PRINCIPAL ON LEASED ASSETS .00 11016100 701135 - INTEREST ON LEASED ASSETS .00 TOTAL DEBT SERVICE .00 80 CAPITAL OUTLAY 11016100 800150 - CAPITAL OUTLAY-COMPUTER&OTHER .00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 17 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED11016100 800175 - CAPITAL OUTLAY-COPIERS .00 11016100 800200 - CAPITAL OUTLAY-EQUIPMENT .00 11016100 800200 - G0137 CAPITAL OUTLAY-EQUIPMENT .00 11016100 800200 - G0183 CAPITAL OUTLAY-EQUIPMENT .00 11016100 800500 - CAPITAL OUTLAY-OTHER IMPROVEME .00 11016100 800550 - CAPITAL OUTLAY-TELEPHONE&RELAT .00 11016100 800630 - CAPITAL OUTLAY-RIGHT TO USE .00 TOTAL CAPITAL OUTLAY .00 TOTAL BOARD OF ELECTIONS 2,350,472.00 TOTAL BOARD OF ELECTIONS 2,350,472.00 TOTAL REVENUE -291,339.00 TOTAL EXPENSE 2,641,811.00 GRAND TOTAL 2,350,472.00 ** END OF REPORT - Generated by GWEN HILL ** NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 02/27/2025 15:40User: ghillProgram ID: bgnyrpts Page 18 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:BOARD OF ELECTIONS VENDOR QUANTITY UNIT COST 2026 REQUESTED Field # Total Page Break Sequence 1 3 Y Y Sequence 2 4 Y Y Sequence 3 10 Y N Sequence 4 0 N N Report title: 02/27/2025 15:40 |NEW HANOVER COUNTY - LIVE |P ghill |NEXT YEAR BUDGET DETAIL REPORT |bgnyrp PROJECTION: 2026 FY25-26 Budget FOR PERIOD 99 Report type: 3 Include employee with benefit detail: N Budget level: 1 Percentage change calculation method: 1 Print detail lines: B Print first or second year of budget requests: F Print revenue as credit: Y Include cfwd in rev bud: N Include cfwd in actuals: N Print totals only: N Include segment code: N Include report grand totals by account type: Y Print full GL account: N Double space: Y Suppress zero bdgt accts: N Print as worksheet: N Print percent change or comment: C Print text: Y Amounts/totals exceed 999 million dollars: N Print five budget levels: N Report view: D NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User:ghillProgram ID: bgnyrpts Page 1 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED 16 BOARD OF ELECTIONS 1610 BOARD OF ELECTIONS 11016100 610000 - SALARIES AND WAGES 687,913.00 * ELECTIONS SPECIALIST (1215)1.00 .00 62,400.00 ELECTIONS DIRECTOR (10762)1.00 .00 120,323.00 ELECTIONS COMPLIANCE SPEC (11765)1.00 .00 66,560.00 ELECTIONS DIRECOR, DEPUTY (12155)1.00 .00 90,428.00 PROGRAM COORDINATOR (13265)1.00 .00 60,320.00 ELECTIONS SPECIALIST (16361)1.00 .00 54,080.00 ELECTIONS LOGISTICS COORD (26208)1.00 .00 64,480.00 ELECTIONS SYSTEMS SPECIALIST (26209)1.00 .00 72,800.00 COMM & OUTREACH COORDINATOR (26384)1.00 .00 68,031.00 OT Salary Portion + Fringe place holder 1.00 28,491.00 28,491.00 11016100 611400 - TEMPORARY SALARY .00 11016100 611500 - CASUAL PART TIME SALARIES 358,240.00 * Early Voting Official Compensation 1.00 191,061.00 191,061.00 Hourly Wage $15-$17 per hour plus $25 per training class Early Voting Costs for 2025 Municipal an Primary Election includes compensation f 12 officials working staggered shifts fo 17 days for three to five sites. Site Le paid $17 per hour and all other official paid $15 per hour. All officials receiv attending a 3 to 4 hour general training Additional training classes available pe assigned role. Estimated costs are based previous early voting schedules approved Board and current statutory requirements increased rate of compensation from $10 to $15 - $17 per hour was approved by th commissioners in FY22/23. Multipartisan Assistance Team Member 1.00 6,200.00 6,200.00 Compensation $40 per visit for 2 Team Members plus $25 training Multipartisan Assistance Team Costs incl NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User: ghillProgram ID: bgnyrpts Page 2 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED compensation for 40 visits (2 MAT member visit) to assisted living facilities to residents with completing voter registra forms, requesting absenting by mail ball completing absentee by mail ballot appli for two elections. Required by statute. increased rate of compensation from $25 to $40 per visit was approved by the cou commissioners in FY22/23. Election Official Compensation Chief 1.00 190,730.00 190,730.00 Judge, Judge, & Assistants 43 polling places Chief Judge, Judge, Assistant, and Suppl compensation includes flat rate for Elec work plus $25 for attending a 3 to 4 hou mandatory training class. Additional tra classes available per assigned role. Chi and Judges receive an additional $25 for supplemental training needed to properly them to successfully execute required ta Election Day. The increased rate of comp for Chief Judges ($225 to $300), Judges $255) and Assistants ($120 to $225) was by the county commissioners in FY22/23. Day officials work, on average, a 15-hou Post-Election Audit Team Compensation. 1.00 816.00 816.00 Eights officials to conduct sample audit for average 3 hours at $15.00 per hour f elections. Board Member Compensation 1.00 14,050.00 14,050.00 Board Member Compensation is based on ma salary for one board meeting per month. salary is $4,050 for chair and $2,500 fo four (4) board members receive $2,500. Part-Time Election Administrative 1.00 25,840.00 25,840.00 Assistant (19 hours per week for 52 weeks) and Elections Technician (19 hours per week for 12 weeks) reduce for 30.6 budget 1.00 70,457.00 -70,457.00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User:ghillProgram ID: bgnyrpts Page 3 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED11016100 611500 - G0231 CASUAL PART TIME SALARIES .00 11016100 611500 - G0531 CASUAL PART TIME SALARIES .00 11016100 611500 - G0532 CASUAL PART TIME SALARIES .00 11016100 611500 - G0540 CASUAL PART TIME SALARIES .00 11016100 611500 - G0562 CASUAL PART TIME SALARIES .00 11016100 611600 - OVERTIME PAY (OTP)11,187.00 *Overtime Compensation for 2024 Primary 1.00 11,493.00 11,493.00 ElectionOvertime pay for five (5) full-time empltwo elections. Reduce for 30.6 budget 1.00 306.00 -306.00 11016100 611600 - G0231 OVERTIME PAY (OTP).00 11016100 611800 - MISC PAY TAXABLE (MPAYT).00 11016100 612000 - CELL PHONE ALLOWANCE 105.00 *Monthly cell phone allowance for 12.00 75.00 900.00 department director. Reduce for 30.6 budget 1.00 795.00 -795.00 11016100 613000 - FRINGE BENEFITS - TAXABLE .00 11016100 621000 - SOCIAL SECURITY TAXES 50,075.00 *FICA .00 .00 3,860.00 MEDICARE .00 .00 903.00 FICA .00 .00 7,262.00 MEDICARE .00 .00 1,698.00 FICA .00 .00 4,127.00 MEDICARE .00 .00 965.00 FICA .00 .00 5,576.00 MEDICARE .00 .00 1,304.00 FICA .00 .00 3,731.00 MEDICARE .00 .00 873.00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User: ghillProgram ID: bgnyrpts Page 4 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED FICA .00 .00 3,298.00 MEDICARE .00 .00 771.00 FICA .00 .00 3,998.00 MEDICARE .00 .00 935.00 FICA .00 .00 4,514.00 MEDICARE .00 .00 1,056.00 FICA .00 .00 4,218.00 MEDICARE .00 .00 986.00 11016100 621000 - G0231 SOCIAL SECURITY TAXES .00 11016100 621000 - G0531 SOCIAL SECURITY TAXES .00 11016100 621000 - G0532 SOCIAL SECURITY TAXES .00 11016100 622000 - RETIREMENT-LOCAL GOVT EMPLOYEE 94,625.00 * LOCAL GOVERNMENT RETIREMENT .00 .00 8,954.00 LOCAL GOVERNMENT RETIREMENT .00 .00 17,266.00 LOCAL GOVERNMENT RETIREMENT .00 .00 9,551.00 LOCAL GOVERNMENT RETIREMENT .00 .00 12,976.00 LOCAL GOVERNMENT RETIREMENT .00 .00 8,656.00 LOCAL GOVERNMENT RETIREMENT .00 .00 7,760.00 LOCAL GOVERNMENT RETIREMENT .00 .00 9,253.00 LOCAL GOVERNMENT RETIREMENT .00 .00 10,447.00 LOCAL GOVERNMENT RETIREMENT .00 .00 9,762.00 11016100 623500 - GENERAL 401-K MATCH 16,486.00 * 401K NHC RETIREMENT .00 .00 1,560.00 401K NHC RETIREMENT .00 .00 3,008.00 401K NHC RETIREMENT .00 .00 1,664.00 401K NHC RETIREMENT .00 .00 2,261.00 401K NHC RETIREMENT .00 .00 1,508.00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User: ghillProgram ID: bgnyrpts Page 5 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED 401K NHC RETIREMENT .00 .00 1,352.00 401K NHC RETIREMENT .00 .00 1,612.00 401K NHC RETIREMENT .00 .00 1,820.00 401K NHC RETIREMENT .00 .00 1,701.00 11016100 625000 - MEDICAL INSURANCE EXPENSE 102,492.00 * BUD_MEDICAL/DENTAL .00 .00 11,388.00 BUD_MEDICAL/DENTAL .00 .00 11,388.00 BUD_MEDICAL/DENTAL .00 .00 11,388.00 BUD_MEDICAL/DENTAL .00 .00 11,388.00 BUD_MEDICAL/DENTAL .00 .00 11,388.00 BUD_MEDICAL/DENTAL .00 .00 11,388.00 BUD_MEDICAL/DENTAL .00 .00 11,388.00 BUD_MEDICAL/DENTAL .00 .00 11,388.00 BUD_MEDICAL/DENTAL .00 .00 11,388.00 11016100 626000 - LONG TERM DISABILITY INSURANCE 1,122.00 * LONG TERM DISABILITY .00 .00 106.00 LONG TERM DISABILITY .00 .00 205.00 LONG TERM DISABILITY .00 .00 113.00 LONG TERM DISABILITY .00 .00 154.00 LONG TERM DISABILITY .00 .00 102.00 LONG TERM DISABILITY .00 .00 92.00 LONG TERM DISABILITY .00 .00 110.00 LONG TERM DISABILITY .00 .00 124.00 LONG TERM DISABILITY .00 .00 116.00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User: ghillProgram ID: bgnyrpts Page 6 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED11016100 700000 - CONTR SERVS 128,063.00 * Storage of Election Records 1.00 7,000.00 7,000.00 Storage of election records at the Wilmi Records Center per recommendation of Fac Management. Storage rate per box is $0.5 box for average 300 boxes. Wilmington Re Center: (0.525) * (500) * (12) = $3150. Destruction rate is $10.3125 and retriev is $4.50 per box. Current quantity vari between 250 to 500 boxes. Previously, records were stored in the basement of t Library. Retention of Documents is a Sta Requirement. Document Destruction 1.00 5,000.00 5,000.00 Adherence to Retention/Destruction Guide Election Coding 1.00 12,760.00 12,760.00 Estimated costs for election coding, bal demand setup for absentee by mail voting ballot, and creation of ballot layout, s ballots, and pdf file extraction for two elections by PrintElect/ESS, a single so vendor for the certified voting equipmen the NHC Board of Elections. Based on re rates and projected costs. Delivery and Pick up of Voting 1.00 34,250.00 34,250.00 Equipment and Supplies Delivery of Voting Equipment for 2025 Mu Election (1 Truck for Early Voting and 5 for Election Day for 27 precincts) and 2 Primary Election (1 truck for Early Vot Trucks for Election Day Polling Places. increased FY23/24 due to increased gas p cost of living increases. Temp Employees through Temp Agency 1.00 184,136.00 184,136.00 for election support in the office Temporary Employees: Expenses related to utilization of a temporary agency to pro in-office clerical support prior for two elections. The estimated costs are based compensation rate of $18 per hour, with additional markup to $25.27 with differe to employment agency. The use of a temp employee agency will ensure the Board of Elections has adequate and consistent cl support in the office during the electio addition, this will ensure that the Boar Elections maintains compliance with the regarding hours worked in a year for tru temporary employees These costs have in NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User:ghillProgram ID: bgnyrpts Page 7 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTEDsince 2023 due to legislative and statutchanges in election law that have shortedeadlines for key election processes andexpansion of our operational capacity. Attorney Fees 1.00 23,312.00 23,312.00 Compensation for independent legal counsthe NHC Board of Elections as voted by ton January 14, 2025. level fund with FY25 AK 3.14.25 1.00 138,395.00 -138,395.00 11016100 700000 - G0024 CONTR SERVS .00 11016100 700000 - G0137 CONTR SERVS .00 11016100 700000 - G0231 CONTR SERVS .00 11016100 700000 - G0531 CONTR SERVS .00 11016100 700000 - G0532 CONTR SERVS .00 11016100 700000 - G0540 CONTR SERVS .00 11016100 700000 - G0560 CONTR SERVS .00 11016100 700328 - LEASE EXPENSE 50,003.00 *Pitney Bowes Mailing Machine Lease 1.00 5,176.00 5,176.00 Mailing Machine and Postage Meter for ofrequired to mail out voter registration and absentee-by-mail ballots in a timelyto comply with statutory and administratrequirements. Plotter Lease and Maintenance 1.00 6,500.00 6,500.00 Generate maps and other outreach materiato effectively administer elections. Warehouse Lease 1.00 38,327.00 38,327.00 Current lease rate plus 3% adjustable pestated in the contract. 11016100 700329 - SUBSCRIPTION SOFTWARE 18,012.00 *Canva Pro Plan 1.00 150.00 150.00 Yearly subscription to digital marketingthat we use to create social media and mmaterials EasyVote 1.00 6,750.00 6,750.00 Effective Management of Election OfficiaDatabase NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User: ghillProgram ID: bgnyrpts Page 8 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED Adobe - Creative Cloud (All Apps) 1.00 4,569.00 4,569.00 Production of outreach and training mate four licenses Adobe - Pro (PDF) 1.00 497.00 497.00 Production and editing of .pdf documents three licenses Articulate 360 1.00 2,798.00 2,798.00 Virtual training platform that includes Storyline 360 to develop custom interact courses that work on every device for tw licenses Zoom 1.00 1,050.00 1,050.00 Easy access virtual training and outreac three licenses Vyond 1.00 2,198.00 2,198.00 Animation software for outreach and vote education for two users. 11016100 700330 - RENT 157,715.00 * Private Polling Place Rental Fees 1.00 2,375.00 2,375.00 Rental fees of $125 per election for up private facilities Private Early Voting Rental Fees 1.00 30,000.00 30,000.00 Rental fees of $10,000 per early voting two elections based on past board approv Rental of Laptops and Printers for two 1.00 124,220.00 124,220.00 elections Rental of Laptops and Printers for Train Early Voting, and ED. Costs for computer for electronic pollbooks and election of training for two elections. Per the recommendation of Information Technology County Management, the Board of Election transitioned from purchasing laptops to laptops for Training, Early Voting, and Day voting. Rental of Port A Johns for early voting 1.00 1,120.00 1,120.00 sites for electioneers, observers, and voters Requested by board member. There are st restrictions regarding who may enter a v site. Public restrooms may not be avail voters, observers, or electioneers depen the site. NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User: ghillProgram ID: bgnyrpts Page 9 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED 11016100 700335 - RENT-EQUIPMENT .00 11016100 700350 - ADVERTISING COST 6,000.00 * Required Legal Notices for two 1.00 6,000.00 6,000.00 Elections Statutory Requirement 11016100 700350 - G0531 ADVERTISING COST .00 11016100 700365 - CELLULAR EXPENSE 17,819.00 * Cell Phone Service Contract 1.00 17,819.00 17,819.00 Monthly costs for Sonim XP5s Flip Phones election officials, cradle points and Di IPAD 11016100 700370 - POSTAGE EXPENSE 84,820.00 * Postage for Voter Card Mailings 1.00 46,200.00 46,200.00 Voter Card mailing trends over comparabl used to estimate future needs for FY25/2 Postage for Absentee by Mail Mailings 1.00 16,000.00 16,000.00 Abs by Mail mailing trends over comparab but adjusted for addition of second inco envelope due to Photo ID requirements, w increases postage costs per outgoing pac 83 per unit. Current rate based on $2.0 packet. Business Reply Mail Account 1.00 3,000.00 3,000.00 Based on returned cards in comparable ye Administrative Mailings 1.00 8,820.00 8,820.00 Statutory requirement for Incomplete Registrations or Absentee Requests, Unde Registrations. Targeted Election Official Recruitment 1.00 10,800.00 10,800.00 Mailings Postage charge per card $0.60 for approx cards to voters in 6 precincts between a 70 yrs of age NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User: ghillProgram ID: bgnyrpts Page 10 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED11016100 700370 - G0024 POSTAGE EXPENSE .00 11016100 700370 - G0531 POSTAGE EXPENSE .00 11016100 700390 - TELEPHONE EXPENSE .00 11016100 700430 - M&R-EQUIPMENT 76,233.00 * Voting Equipment Maintenance Contract 1.00 76,233.00 76,233.00 and Repairs Firmware/Software Agreement with ES&S fo equipment and BOD Systems plus estimated for repair or replacement parts. 11016100 700500 - PRINTING 136,450.00 * Pre-printed ballots for 2025 Municipal 1.00 92,860.00 92,860.00 and 2026 Primary Elections Statutory and Administrative Requirement Voter Card Mailings 1.00 7,823.00 7,823.00 Estimated 113,300 cards x .0974 per card Envelopes for Voting Notices 1.00 6,000.00 6,000.00 Window Envelopes Envelopes for Administrative Letters 1.00 3,000.00 3,000.00 Non-window Envelopes Backup Paper Poll Book for 2025 1.00 4,806.00 4,806.00 Municipal and 2026 Primary Elections Emergency Paper Pollbook Labels. Adminis Requirements. Absentee Envelopes 1.00 8,416.00 8,416.00 Outgoing/Incoming Abs Envelopes (CIV, MI 2023, added second incoming envelope due ID requirements, which increases printin Chief Judge Manual for Chief Judges and 1.00 469.00 469.00 Call Center Staff for two elections Outsource printing and binding of fifty Chief Judge Manuals to SouthData per ele Provisional Envelopes 1.00 11,450.00 11,450.00 Statutory Requirements for Provisional V during Early Voting and on Election Day. Anticipated increase due to Photo ID req Targeted Election Official Recruitment 1.00 1,626.00 1,626.00 Mailings Printing charge per card $.1016 for appr 000 cards to voters in 6 precincts betwe 40 to70 yrs of age NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User:ghillProgram ID: bgnyrpts Page 11 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED 11016100 700500 - G0531 PRINTING .00 11016100 700500 - G0532 PRINTING .00 11016100 700512 - PRINTER-COPIER COSTS &SUPPLIES 69,254.00 *Regular Office Printer/Copier Costs for 1.00 9,000.00 9,000.00 standard copier usage throughout year Based on past voting trends, historicaland current legal and administrative reqfor standard administrative processes (nvoting related) Election-Specific Printer/Copier Costs 1.00 60,254.00 60,254.00 for two electionsPrinter Toner, Copy Paper and Card StockLabels needed for different voting metho 11016100 700512 - G0532 PRINTER-COPIER COSTS &SUPPLIES .00 11016100 700520 - SUPPLIES 27,592.00 *Expenses related to regular office 1.00 6,400.00 6,400.00 suppliesRegular office supplies, water cooler, pand postage machine consumables, and boameeting book/paper. Expenses related to election-specific 1.00 24,367.00 24,367.00 supplies for one electionToner, BOD consumables, USBs, Seals, DucStorage Boxes, I-Voted Stickers, SecuritPolybags, DS200 paper rolls, Labels, RetBoxes, and Cleaning Election Officials A Replacement batteries for voting 1.00 24,417.00 24,417.00 equipmentTo be replaced every 5 years reduce for 30.6 budget 1.00 27,592.00 -27,592.00 11016100 700520 - G0024 SUPPLIES .00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User:ghillProgram ID: bgnyrpts Page 12 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED11016100 700520 - G0213 SUPPLIES .00 11016100 700520 - G0231 SUPPLIES .00 11016100 700520 - G0287 SUPPLIES .00 11016100 700520 - G0531 SUPPLIES .00 11016100 700520 - G0532 SUPPLIES .00 11016100 700520 - G0540 SUPPLIES .00 11016100 700520 - G0560 SUPPLIES .00 11016100 700542 - SUPPLIES-COMPUTER&OTHER 22,482.00 *Supplies-Computers 1.00 22,482.00 22,482.00 IT-Related Computer Expenses based on paexpenditures and current operational neeincludes purchase of 6 cradle points forconnectivity during early voting. The pof new cradle points was recommended by age of current inventory. 11016100 700542 - G0024 SUPPLIES-COMPUTER&OTHER .00 11016100 700542 - G0183 SUPPLIES-COMPUTER&OTHER .00 11016100 700542 - G0213 SUPPLIES-COMPUTER&OTHER .00 11016100 700542 - G0231 SUPPLIES-COMPUTER&OTHER .00 11016100 700548 - SUPPLIES - EQUIPMENT .00 11016100 700592 - SUPPLIES-PURCHASE OF COPIER-NO .00 11016100 700599 - PURCHASE CARD EXPENSE .00 11016100 700680 - ENHANCEMNT & STRATIGIC INTIA .00 New Position & Equipment-Voting 1.00 112,993.00 112,993.00 Services Manager Election Official Management Software 1.00 19,844.00 19,844.00 Increase Compensation for Election 1.00 33,645.00 33,645.00 Officials New Position & Equipment Registration 1.00 91,560.00 91,560.00 Coordinator New Position & Equipment-Education &1.00 96,103.00 96,103.00 Comm Coordina NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User:ghillProgram ID: bgnyrpts Page 13 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTEDReclass-Specialist to Coordinator 1.00 26,689.00 26,689.00 New Positions-3 CPT Administrative 1.00 62,255.00 62,255.00 Technicians Reclass Specialist to Coordinator 1.00 26,689.00 -26,689.00To be done in FY24-25 Increase Compensation for Election 1.00 33,645.00 -33,645.00OfficialsTo be done in FY24-25 Not Recommended-Voting Services Manager 1.00 112,993.00 -112,993.00 Not Recommended- Registration 1.00 91,560.00 -91,560.00Coordinator Not Recommended-3 CPT Admin Technicians 1.00 62,255.00 -62,255.00 Additional Staffing Flexibility 1.00 150,000.00 150,000.00 Salary/Benefits for Comm & Educ Coord 1.00 92,917.00 -92,917.00moved to pro Software for Comm & Educ Coord moved to 1.00 762.00 -762.00700329 Telephone for Comm & Educ Coord moved 1.00 500.00 -500.00to 700520 Comp Equip for Comm & Educ Coord moved 1.00 1,924.00 -1,924.00to 700542 removing Additional Staffing 1.00 150,000.00 -150,000.00Flexibilityreduction to balance at 30.5 Rate removing Election Official Management 1.00 19,844.00 -19,844.00Softwareto balance at 30.5 rate 11016100 700700 - DUES & SUBSCRIPTIONS 125.00 *Dues and subscriptions 1.00 125.00 125.00 Annual membership dues. Association of Dof Election and NorthCarolina Board of Election Members Assoc NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User:ghillProgram ID: bgnyrpts Page 14 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED11016100 700825 - EMPLOYEE REIMBURSEMENTS 1,866.00 *Reimbursement for election-related 1.00 7,364.00 7,364.00 expensesPrevious allocations prior to FY22/23 nocomparable with current or projected expto use of off-site warehouse for secure of voting equipment and other election-rsupplies. Staff members who are requiretravel between our main office and warehreimbursed for mileage. Reduce for 30.6 budget 1.00 5,498.00 -5,498.00 11016100 700825 - G0231 EMPLOYEE REIMBURSEMENTS .00 11016100 700905 - TRAINING & TRAVEL 4,311.00 *Election-Related Conference Attendance 1.00 22,758.00 22,758.00 FeesRegistration and Hotel Fees for staff anmembers for SBOE conferences and professdevelopment for staff reduce for 30.6 budget 1.00 18,447.00 -18,447.00 11016100 701050 - INSURANCE&BONDS .00 11016100 701130 - PRINCIPAL ON LEASED ASSETS .00 11016100 701135 - INTEREST ON LEASED ASSETS .00 11016100 800150 - CAPITAL OUTLAY-COMPUTER&OTHER .00 11016100 800175 - CAPITAL OUTLAY-COPIERS .00 11016100 800200 - CAPITAL OUTLAY-EQUIPMENT .00 11016100 800200 - G0137 CAPITAL OUTLAY-EQUIPMENT .00 11016100 800200 - G0183 CAPITAL OUTLAY-EQUIPMENT .00 11016100 800500 - CAPITAL OUTLAY-OTHER IMPROVEME .00 11016100 800550 - CAPITAL OUTLAY-TELEPHONE&RELAT .00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User: ghillProgram ID: bgnyrpts Page 15 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED11016100 800630 - CAPITAL OUTLAY-RIGHT TO USE .00 11016101 401910 - CONTRIBUTIONS .00 11016101 500130 - LEASE LIABILITES ISSUED .00 11016102 400122 - COUNTY CANDIDATE FILING FEES -10,500.00 * Candidate Filing Fees 1.00 10,500.00 -10,500.00 Estimated county candidate filing fees f municipal candidates and candidates for General Election (excluding Soil and Wat 11016102 400165 - FEES -280,814.00 * Fees 1.00 280,814.00 -280,814.00 Fees based on estimates to conduct 2025 Elections 11016102 400370 - PRINTING FEES -25.00 * Printing Fees for Public Records 1.00 25.00 -25.00 Requests Printing charges for maps based on past 11016103 300930 - G0531 GRANT-FEDERAL .00 11016103 300930 - G0532 GRANT-FEDERAL .00 11016103 300930 - G0540 GRANT-FEDERAL .00 11016103 300930 - G0560 GRANT-FEDERAL .00 11016103 302250 - G0024 GRANT-FEDERAL-STATE-REV GRANT .00 11016103 302250 - G0137 GRANT-FEDERAL-STATE REV GRANT .00 11016103 302250 - G0183 GRANT-FEDERAL-STATE REV GRANT .00 11016103 302250 - G0213 GRANT-FEDERAL-STATE REV GRANT .00 11016103 302250 - G0231 GRANT-FEDERAL-STATE REV GRANT .00 11016103 302250 - G0287 GRANT-FEDERAL-STATE REV GRANT .00 NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User:ghillProgram ID: bgnyrpts Page 16 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTED11016103 302250 - G0562 GRANT-FEDERAL-STATE REV GRANT .00 11016105 500130 - LEASE LIABILITES ISSUED .00 TOTAL BOARD OF ELECTIONS 1,831,651.00TOTAL BOARD OF ELECTIONS 1,831,651.00TOTAL GENERAL FUND 1,831,651.00 TOTAL REVENUE -291,339.00TOTAL EXPENSE 2,122,990.00 GRAND TOTAL 1,831,651.00 ** END OF REPORT - Generated by GWEN HILL ** NEW HANOVER COUNTY - LIVE NEXT YEAR BUDGET DETAIL REPORT Report generated: 06/17/2025 14:50User:ghillProgram ID: bgnyrpts Page 17 PROJECTION: 2026 FY25-26 Budget ACCOUNTS FOR:GENERAL FUND VENDOR QUANTITY UNIT COST 2026 ADOPTEDField # Total Page Break Sequence 1 1 Y Y Sequence 2 3 Y Y Sequence 3 4 Y N Sequence 4 0 N N Report title: 06/17/2025 14:50 |NEW HANOVER COUNTY - LIVE |P ghill |NEXT YEAR BUDGET DETAIL REPORT |bgnyrp PROJECTION: 2026 FY25-26 Budget FOR PERIOD 99 Report type:3 Include employee with benefit detail:N Budget level:3 Percentage change calculation method:1 Print detail lines:B Print first or second year of budget requests: F Print revenue as credit:Y Include cfwd in rev bud:N Include cfwd in actuals:N Print totals only:N Include segment code:N Include report grand totals by account type: Y Print full GL account:N Double space:Y Suppress zero bdgt accts:N Print as worksheet:N Print percent change or comment:C Print text:N Amounts/totals exceed 999 million dollars: N Print five budget levels:N Report view:D Emergency Meeting New Hanover County Board of Elections June 18, 2025 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(a)(3) and (a)(6) to discuss personnel matters and receive legal guidance. Applicable Statutes and/or Rules: N.C. Gen. Stat. § 143-318.11(a)(3) and (a)(6) Summary: Closed session is required to discuss personnel matters and receive any legal advice from counsel, either from the county attorney’s office or from newly selected outside counsel under §§ 143- 318.11(a)(3) and (a)(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(a)(3) and (a)(6), to conduct business remaining before the Board. Item # 2 Item # 4 Emergency Meeting New Hanover County Board of Elections June 18, 2025 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