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HomeMy WebLinkAboutBoard Meeting Agenda Packet 12-12-2023MEETING AGENDA Date: December 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 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 (11/14/23, 11/16/23, and 11/17/23) 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 Winter Conference d.Appointment of Early Voting Officials 4.New Business a.Resolution to Adopt a Time for Counting Absentee Ballots b.Adoption of Regular Meeting Schedule 5.General Discussion •Other Elections-Related Matters 6.Adjournment *Agenda packets are sent via email in advance of meetings. Draft Agenda Packet Regular Meeting New Hanover County Board of Elections December 12, 2023 Subject: Approval of Agenda Summary: N/A Board Action Required: Staff recommends approval Item # 1c Draft Agenda Packet Regular Meeting New Hanover County Board of Elections December 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 11/14/23, 11/16/23 and 11/17/23 meetings. Board Action Required: Staff recommends approval Item # 1d Item # 1d Draft Agenda Packet Board Minutes – 11/14/2023 Page | 1 REGULAR MEETING New Hanover County Board of Elections November 14, 2023 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 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 Attorney Public Attendees: Clarice Reber, League of Women Voters LCF; Matthew Emborsky, Julius Rothlein, NHC GOP; Deborah Brunson, NHC NAACP; Wendy Hunt, NHCDP Virtual Attendees: Ricky Meeks; telephone number 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. b.Preliminary Announcements Chair Miller reminded the audience to silence their cell phones, that the meeting is being recorded and live streamed on the internet, and to refrain from speaking except when called upon. Draft Agenda Packet Board Minutes – 11/14/2023 Page | 2 c.Pledge of Allegiance Chair Miller invited all in attendance to rise and recite the Pledge of Allegiance. d.Approval of Agenda Member Morris moved to approve the agenda as submitted, second by Member Kemp. 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, total of 20 minutes. Chair Miller acknowledged receiving two emails before the meeting and will hold them to allow the authors to speak, if so inclined. Matthew Emborsky, NHC GOP, restated his previous concern that the precinct sort data for absentee ballots from the North Carolina State Board of Elections (NCSBE) will not be available before the canvass. Seeing and hearing no other public attendees wishing to comment, Chair Miller summarized the comments the Board received by email prior to the meeting. Chair Miller said Julius Rothlein, NHC GOP, renewed his public records request for the total number of absentee-by-mail ballots requested, the number of absentee-by-mail ballots received after Election Day, the number post-marked on or before November 7, and the number received after November 7 that were not postmarked. Chair Miller said the other email came from Jill Hopman, chair of NHCDP, regarding the issues with electioneering at CFCC downtown and how those will be resolved for future elections. Chair Miller called on Director Hunter-Havens to address the public comments. Regarding electioneering at the Cape Fear Community College downtown polling site, Director Hunter-Havens said discussions with CFCC representatives continue. She is seeking written confirmation of CFCC’s no solicitation policy so that it can be clearly communicated with the parties and the public and avoid last-minute changes or surprises. Regarding the absentee-by-mail numbers, Director Hunter-Havens said the registry is available on the State Board website and will be supplemented at the November 16 pre- canvass meeting with a report on the numbers of absentee ballots received by mail on or after Election Day, recommending approval of those received with postmarks on or before November 7, and those recommended for rejection which arrived without postmarks or received past the November 13 deadline. She said the staff do not track postmarks until after Election Day when postmarks are critical to determining whether an absentee-by-mail ballot may be approved and counted. Draft Agenda Packet Board Minutes – 11/14/2023 Page | 3 Regarding the NHC GOP public records requests, Director Hunter-Havens said she is working on a time for the parties to review the absentee container-return envelopes after canvass is completed and will notify the parties once a schedule is set. According to NCSBE guidance, photo ID documents cannot be separated from the absentee-by-mail ballot envelopes before the canvass is completed. Additional preparatory steps for inspection are required due to the implementation of photo ID. Staff must remove the submitted copies of photo ID, which are not public records, from the ballot envelopes after canvass. In addition, staff must copy and redact the confidential information on any photo ID Exception Forms, which are public records. There are other, more immediate tasks that must take priority, such as the 30-day sort and the redistricting changes that must be completed before candidate filing begins on December 4 for the 2024 elections. Regarding Mr. Emborsky’s concern, one he has expressed several times before, the Director said One-Stop data is reported by One-Stop site. After canvass, One-Stop ballots are sorted and scanned by precinct as part of the 30-day sort process. The 30-day sort results will be posted on the State Board website when completed. Nothing has changed in this process since the Board purchased the current voting equipment. Seeing and hearing no other public attendees wishing to comment, Chair Miller closed the Public Comment period. 3. NEW BUSINESS •2024 Primary Election Absentee One-Stop Implementation Plan Director Hunter-Havens reviewed the statutory criteria for the Board to adopt for the 2024 Primary Election Absentee One-Stop Voting plan, which must be submitted to the NC State Board of Elections (NCSBE) by December 1, 2023. The criteria for the One- Stop Plan include: 1.County boards of election shall conduct One-Stop voting beginning the third Thursday before election day and ending on the Saturday before election day. 2.Mandatory weekday hours for One-Stop sites are 8:00 am to 7:30 pm for elections scheduled in even-numbered years. 3.Mandatory hours on the last Saturday before election day are 8:00 am to 3:00 pm. NCGS §163-227.6 further requires: •Uniform Weekday Hours: Additional One-Stop sites must follow the same schedule. If the Board of Elections office site is open for any hours outside of normal office hours, uniform weekday hours also apply to the Board office site. •Uniform Weekend Hours: If any One-Stop site is open on Saturday or Sunday, other than the last Saturday, then all One-Stop sites must be open during the same number of hours on that day. Sites may be open on one or both Sundays and sites may be open during different hours provided the number of hours is the same. •If Any Site, Then All Sites: Any day a One-Stop site is open, all One-Stop sites must be open on that day. Draft Agenda Packet Board Minutes – 11/14/2023 Page | 4 If the county board is unable to reach unanimity regarding a One-Stop plan, one or more Members of the board may petition the NCSBE to adopt a plan for it. If petitioned, NCSBE may also receive and consider an alternative petition from another member or members of the county board. NCSBE may also adopt a different plan for the county as opposed to adopting a specific plan submitted by a petitioner. Director Hunter-Havens proposed a One-Stop plan with four sites: • NHC Northeast Library, David Paynter Room (NLB) (office site • NHC Senior Resource Center, Multipurpose Room (SRC) • Carolina Beach Town Hall, Police Training Room (CAB) • CFCC Health Sciences Building (CFCC) The proposed plan is based on optimally staffing all four sites to provide maximum operational capacity at each site. Staff explored two other options for One-Stop voting as possible sites: CFCC North Campus and NHC Health and Human Services Annex (HHS). CFCC North Campus served as a One-Stop site in 2022. However, voter turnout statistics and feedback indicate that voters still preferred the two largest sites, NLB and SRC, rather than traveling to CFCC North Campus, even if it involves longer wait times. HHS Annex site is comprised of several small rooms with adjoining hallways, presenting both administrative and security concerns in managing a One-Stop site at this location. Staff will continue to explore other locations for conducting One-Stop voting for the 2024 General Election in November. Meanwhile, the proposed four-site plan is suitable to serve expected voter turnout for the 2024 Primary Election in March, based on past voter trends and current staffing plans for all sites. Director Hunter-Havens reported on the feedback from voters on the staggered schedule in use during the 2023 Municipal Elections. Many voters did not appreciate the staggered schedule and felt that certain areas of the county had better access since three sites did not open until nine days after the NLB site opened. Member Hinton-Stalling moved to approve the One-Stop plan as proposed, second by Secretary Morgan. Chair Miller called on the Board for their comments or questions. Member Kemp asked about the budget considerations with the added costs for photo ID supplies and absentee-by-mail supplies which, as he recalled, drove the staggered schedule and addition of the Carolina Beach location for the 2023 Municipal Election. Director Hunter-Havens said after consulting with the Budget Director, she was advised to move forward with the current plans for the 2024 elections. At this point, she said there are no budgetary concerns. She will provide a more detailed budget update at the December 2023 meeting. Member Morris asked about the number of calls and complaints about the municipal One-Stop schedule. Director Hunter-Havens said the office received about 40 to 60 calls Draft Agenda Packet Board Minutes – 11/14/2023 Page | 5 but not all feedback was documented. One call may represent multiple complaints as some callers noted calling on behalf of friends or relatives. Member Kemp said he noted that turnout for CFCC and CFCC North were close in the previous election and wondered if the tendency of CFCC North voters to vote at the NLB and SRC sites reflects commuters as opposed to residents. Director Hunter-Havens said a check of the voters’ precincts might show such a pattern. Given the pattern of heavier primary voting at the NLB and SRC sites, the better approach is to optimally staff these two sites to reduce wait times and increase manageability, utilizing up to three shifts for the longer day. Hearing no further discussion, Chair Miller called the vote. Chair Miller, Secretary Morgan, Members Hinton-Stalling and Morris voted aye; Member Kemp voted nay. Motion carried by majority vote but was not unanimous. Chair Miller asked Member Kemp if he would care to elaborate on his objection to the proposed One-Stop plan. Member Kemp said he was not finished asking his questions about the lower turnout at the CFCC and CFCC North sites affecting the much higher turnout at NLB and SRC sites. He said he questioned the economy and efficiency of opening either of these sites when they only attract 1,000 voters. Director Hunter-Havens said there are several other factors to consider. Without the downtown CFCC site, the other sites are located in the central and southern part of the county, affecting ease of access to a One-Stop site for voters in the northern part of the county and downtown. CFCC is more conveniently located for voters who must use bus transportation and is closer to the Castle Hayne area than the other sites in the central and southern part of the county. In addition, the CFCC site draws the northern part of the county, and voters who are more familiar with the downtown area. People tend to vote where they travel most. Previous Boards have recognized these factors by consistently having a downtown location to serve voters. After discussion, Member Kemp changed his vote on the One-Stop plan from nay to aye. Chair Miller said, unless there is an objection, he will accept Member Kemp’s change of vote and the One-Stop plan is adopted unanimously. 4. GENERAL DISCUSSION Chair Miller called for any discussion among Board members of election-related matters. He called on Director Hunter-Havens for an overview of the pre-canvass and canvass meetings. Director Hunter-Havens said the pre-canvass meeting is November 16 at 2:00 p.m. She said there will be total of 303 provisional ballots for Board action, with about 170 recommended for approval at this time. The approved provisional ballots will be scanned and tabulated. There are 89 supplemental absentee-by-mail ballots to review. And the sample audit count, one of the post-election audit processes, will take place. NCSBE does a random draw of two precincts or voting methods to determine the precincts Draft Agenda Packet Board Minutes – 11/14/2023 Page | 6 counted. The precincts selected are W26 and W35. Two bipartisan sample audit teams will each count one of the precincts doing a hand-to-eye count of the Wilmington Mayor contest to verify the machine counts. The teams will consist of one caller, two talleyers, and an observer. The caller will count five votes, the talleyers will call “tally”, and the observer will monitor the correct recording of each called vote. When done, the hand-to- eye count results will be compared to the machine-tabulated results. Some variation may occur due to the limitations of machine determination of voter intent, the governing standard for adjudicating the contents of a voted ballot. The county Board will send the machine counts and hand counts to the state along with an explanation of any discrepancies. The final canvass will take place on November 17, when the Board will receive the reconciliation report and review and sign the canvass documents. Member Kemp said the staff graciously provided him with a contest by precinct report and asked if that report can be made available to the county parties to see the absentee results. Director Hunter-Havens said that report is not part of the Board’s canvass review but would be available by a public records request. Member Kemp asked the Director when the 2024 Board meeting calendar will be available. Director Hunter-Havens said she planned to present the schedule for adoption in December. The Director said she will also have more information for the Board members about the February conference in December. Hearing no additional Board comments, Chair Miller closed the General Discussion session. 5._ADJOURNMENT Member Kemp moved to adjourn the meeting, second by Member Morris. Motion carried unanimously. The meeting adjourned at 6:08 p.m. The next Board meeting is scheduled to be held on November 16, 2023, 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 Draft Agenda Packet Board Minutes – 11/16/2023 Page | 1 SPECIAL MEETING New Hanover County Board of Elections November 16, 2023 2:00 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 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 Attorney; Jennifer Sparks, Printelect Public Attendees: Leni Fleming; Matthew Emborsky, NHC GOP; Jana Albritton, League of Women Voters LCF; Jill Hopman, Wendy Hunt, NHCDP Virtual Attendees: Jenna Dahlgren; Beth Pugh; Claire Stone; Ricky Meeks Sample Audit Count Teams: (1) Blanche Chisum, Call; Greg Stump, Emily Fountain, (Tally; Byron Waugaman, Verify. (2) Ronnie Thomas, Call; Kelli Corts, Anne Randall, Tally; Laura Martin, Verify. Observers: Wendy Hunt; Matthew Emborsky Staff: Caroline Dawkins, Deputy Director; Jessica O’Neill, Elections Program and Outreach Coordinator Draft Agenda Packet Board Minutes – 11/16/2023 Page | 2 1. MEETING OPENING a. Call to Order Chair Miller called the meeting to order at 2:00 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. b. Preliminary Announcements Chair Miller reminded the audience to silence their cell phones, that the meeting is being recorded and live streamed over the internet, and to refrain from speaking until called on. c. Pledge of Allegiance Chair Miller called on the audience to rise and recite the Pledge of Allegiance. d. Approval of Agenda Member Kemp moved to approve the agenda as submitted, second by Member Morris. Motion carried unanimously. e. Approval of Minutes Member Kemp questioned the discrepancy in number of UOCAVA ballots on pages 4 and 5 of the 11/6/23 minutes. Chair Miller asked that the figures be verified and corrected. Member Kemp moved to approve the minutes of the 11/6/23 as corrected and 11/7/23 minutes as submitted, second by Member Hinton-Stalling. Motion carried unanimously. Member Kemp said he appreciated the thoroughness and timeliness of the minutes. 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. Seeing and hearing no public attendees wishing to comment, Chair Miller closed the Public Comment period. a. Sample Audit Count Chair Miller called on Director Hunter-Havens to explain the Sample Audit Count. Director Hunter-Havens said, by statute1, all county boards of elections must complete a 1 See NCGS §163-182.1, 182.2(a)(2), 163-182 (b)(1) and (2), and NCSBE Numbered Memo 2019-07. Draft Agenda Packet Board Minutes – 11/16/2023 Page | 3 sample audit after Election Day and before canvass as part of the post-Election Day auditing process to ensure that the voting equipment counted the voter’s choices accurately. On November 8, the day after the municipal election, NC State Board of Elections conducted a random selection for each county from all voting sites and all voting methods. The random drawing determined that New Hanover County will conduct a full count of these precincts and contest: • W26, Sunset Park Elementary School, full count of Election Day ballots for City of Wilmington Mayor, and • W35, Wesley Memorial UMC Activity Building, full count of Election Day ballots for City of Wilmington Mayor. During the Sample Audit Count, bipartisan teams of election officials will hand count the ballots in the assigned precincts. The hand-counted results are compared to the tabulated machine results and any variances are reported to the State Board of Elections. Chair Miller said, unless there is an objection, the staff is authorized to conduct the Sample Audit Count in the Paynter Room next to the Elections office. Observers who wished to view the Sample Audit Count were invited to watch it in silence. b. Review of Supplemental Ballot Applications Director Hunter-Havens presented a total of 92 supplemental absentee ballot Applications with the following recommendations: • Approval: 47 civilian applications that meet all statutory requirements • Pending Board review: o 3 civilian applications with cure certifications o 6 civilian applications pending Affidavit review o 8 UOCAVA2, including 7 Overseas, 1 Military o 8 pending Board review for other reasons • Disapproval: 20 that do not meet statutory requirements Chair Miller said the Board review would begin with the 8 Applications pending Board review, and called on Director Hunter-Havens to present them: • 4 Applications were received in sealed outer envelopes, but the ballot envelope was not sealed. Following NCSBE guidance, staff immediately returned the ballot envelope to the outer envelope and sealed it, pending Board direction. 2 Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) is a federal law that requires states to allow voters who are absent from their country of residence to vote using an expedited process to register and vote by mail-in absentee ballot. The law covers active-duty members of the armed forces, Merchant Marine, the commissioned corps of the Public Health Service and NOAA, National Guard or state militia, their spouses and dependents, and US citizens residing outside the United States. Draft Agenda Packet Board Minutes – 11/16/2023 Page | 4 Chair Miller said, unless there is an objection, Ms. Pugh is directed to open and review the Applications for compliance with all statutory requirements. •2 family members live in Mexico and use a Texas-based mail service to send and receive their mail, a practice which is common among Overseas voters. NCSBE legal guidance is that delivery through a mail service does not disqualify an absentee Application. Member Kemp asked whether an Overseas voter who was temporarily in the US and mailed their UOCAVA ballot in the US is subject to a different standard. Director Hunter-Havens said that, in the absentee ballot and UOCAVA context, voters choose that voting option because they are not physically in the US. They may be traveling or may have multiple homes, which may become a gray area. It depends on the circumstances of the specific ballot as reviewed by NCSBE legal counsel. The legal guidance in this case is that mailing through a mail service does not disqualify the ballot. Member Kemp asked whether UOCAVA ballots must be postmarked by Election Day to be accepted. Director Hunter-Havens said a postmark is not required on a returned UOCAVA ballot which may be returned electronically and may be returned by mail until 5:00 p.m. the day before canvass. •2 voters living in Brazil gave their UOCAVA ballots to a friend to mail for them when the friend returned to the US. The ballots were timely mailed and timely received. Director Hunter-Havens recommended approval of these 4 UOCAVA ballots. The Board reviewed the duplicated UOCAVA ballots and their affidavits beginning at 2:21 p.m. and finishing at 2:24 p.m. Secretary Morgan moved to accept the 4 presented UOCAVA ballots, second by Member Morris. Motion carried unanimously. Director Hunter-Havens presented 3 civilian absentee-by-mail ballots with cure certifications. The Board reviewed the Applications and cure certifications, beginning at 2:25 p.m. and finishing at 2:29 p.m. Member Morris asked about the 11/13 postmark on 1 cure certification. Director Hunter- Havens said for absentee ballots received on or before Election Day with a curable deficiency, the voter must return the cure certification by 5:00 p.m. on the day before canvass. Member Kemp moved to accept the 3 ballots with cure certifications, second by Member Hinton-Stalling. Motion carried unanimously. Draft Agenda Packet Board Minutes – 11/16/2023 Page | 5 Director Hunter-Havens presented the results of the staff review of the 4 absentee-by- mail ballots received in unsealed ballot envelopes. 2 of the 4 met all requirements and the Director recommended Board approval. She recommended disapproval of the other 2 which were received without photo ID or photo ID exception forms and cannot meet the deadline to cure the deficiency. The Board reviewed 8 duplicated UOCAVA ballots beginning at 2:32 p.m. and finishing at 2:41 p.m. Member Hinton-Stalling moved to approve 12 UOCAVA ballots, second by Member Morris. Motion carried unanimously. Chair Miller suggested that the Board review 10% of the approved ballots in 2 teams. Members Hinton-Stalling and Kemp reviewed precinct FP08 (6); Secretary Morgan and Member Morris reviewed precinct M02 (7). Review began at 2:42 p.m. and finished at 2:49 p.m. Member Morris moved to approve 55 absentee-by mail ballots, second by Member Hinton-Stalling. Chair Miller called for any discussion. After clarifying the number of absentee ballots reviewed, Member Kemp said in a previous meeting, the Board spent 5 minutes reviewing 8 ballots. He said he felt it would be a better approach to review all absentee ballots under consideration and set a time limit of 20 minutes. He said it does not look good to spend only 5 minutes reviewing a percentage of the ballots. Chair Miller said that is a reasonable point and suggested deferring consideration for 2024. Hearing no further discussion, Chair Miller called the vote. Chair Miller, Secretary Morgan, Members Hinton-Stalling and Morgan voted aye; Member Kemp voted nay. Motion carried by majority vote. Chair Miller said that leaves 22 absentee ballots to disapprove and called on Director Hunter-Havens to explain the recommendations to deny. Director Hunter-Havens said the 22 break down as follows: •2 had no photo ID. •13 arrived after the 11/13 deadline or were deficient, including 1 received after 11/13, 2 with late postmarks, 9 without postmarks, and 1 was returned undeliverable. •2 Applications were deficient. •5 are pending cure with the deadline at 5:00 p.m. today. Any cure certifications received timely will be presented at the canvass meeting. Member Kemp moved to disapprove 22 absentee-by-mail ballots, second by Member Morris. Motion carried unanimously. Draft Agenda Packet Board Minutes – 11/16/2023 Page | 6 c. Review of Provisional Ballot Applications Chair Miller called on Director Hunter-Havens for her report on the provisional ballots. Director Hunter-Havens said the staff researched 313 provisional ballots and found that 11 had duplicate records that should be deleted, or the voter did not complete the provisional voting process, leaving 302 to present to the Board. Election officials cannot delete or cancel Provisional records after data entry is completed. Of the total, she recommended 172 for approval, 126 for disapproval, and 5 are pending Board review. The Director said provisional ballots are the fail-safe method of voting. Following the Board’s review, the approved provisional ballots will be opened, ballots removed, and scanned for tabulation. At Chair Miller’s request, the Director presented the 5 provisional ballots pending Board review. • 3 voters came in an assisted living facility vehicle to vote curbside and all completed photo ID exception forms. Due to confusion, the curbside coordinator placed the voted ballots in the DS200 instead of the provisional envelope. The ballots were marked as required as provisional ballots and were therefore retrievable from the DS200, but it is not possible to link which ballot belongs to which provisional application. Director Hunter-Havens recommended approval of the 3 provisional applications with completed photo ID exception forms. She said that staff made extra efforts to contact and educate the assisted living facilities on the photo ID requirements. In the absence of a photo ID, the voter has the option to vote provisionally and to bring in their photo ID by 5:00 p.m. on the day before canvass to validate their ballot, but that presents obstacles for assisted living residents. The 3 ballots in question have already been deducted from the DS200 results. If approved, the 3 ballots will be tabulated with the approved provisional ballots. Member Kemp moved to approve these 3 provisional ballots, second by Member Morris. Motion carried unanimously. • 2 voters, 1 on Election Day and 1 during One Stop Early Voting, received their ballots but then left without completing and casting the ballot. Although the ballots were spoiled, the voters have voter history because they took possession of the ballot. The voters came back and were required to vote a provisional ballot. Member Kemp moved to cancel the first voter history and approve the provisional ballot, second by Secretary Morgan. Motion carried unanimously. Director Hunter-Havens distributed two reports to the Board, one showing provisional voting data by provisional reason selected by the election official and the other listing each provisional voter with the reason for voting provisionally. Draft Agenda Packet Board Minutes – 11/16/2023 Page | 7 Member Morris moved to approve 172 provisional ballots, in addition to the 5 pending provisional ballots approved above, and to disapprove 126 provisional ballots, second by Secretary Morgan. Motion carried unanimously. Director Hunter-Havens reported that the Sample Audit Count is completed with no discrepancies in the voting for Wilmington Mayor, the sampled contest. Slight discrepancies occurred in the write-in votes, due to the voter’s failure to fill in the oval or to name variations. In each case the audit team was able to determine voter intent. 4. GENERAL DISCUSSION Chair Miller called for any discussion of election-related matters from Board members. Member Kemp said he was not prepared for discussion. Chair Miller deferred the General Discussion until after the approved ballots were scanned and tabulated. Scanning of the approved supplemental absentee ballots began at 3:20 pm and finished at 3:48 p.m. Staff presented this situation for Board review: Voter A and Voter B live in an assisted living facility and received MAT team assistance in casting their absentee ballots. Upon reviewing the voted ballots, staff found the Applications were deficient as each voter signed the other’s envelope. Staff sent a cure certification to each voter by overnight delivery and sent a different MAT team to assist the voters to complete the cure certification and bring it back. Voter B declined to meet with the MAT team. Voter A completed the cure certification successfully. Following Board acceptance of Voter A’s cure certification, staff opened the approved envelope and found that the ballot number did not match the envelope. Staff sought Board authorization to open Voter B’s uncured ballot to verify that the ballots were switched. Chair Miller said, unless a Board member objected, staff is authorized to open the uncured ballot envelope. Staff confirmed the mix-up upon opening the uncured ballot envelope. Chair Miller said, unless a Board member objects, the Board authorized accepting the correct cured ballot of Voter A and disallowing Voter B’s uncured ballot. Hearing no objection, Chair Miller so ordered. Director Hunter-Havens reported that two ballots returned from the same household were placed in the other’s envelope. These two ballots were approved. The Board declined to reconsider the previous approval as this is a common error. The Board reviewed and signed the Supplemental Absentee Abstract, and the Chair signed the Oaths. Scanning of the approved provisional ballots began at 3:56 p.m. and finished at 4:34 p.m. The Board reviewed the provisional ballot results. Chair Miller and Member Kemp went to observe the uploading of the results on the Electionware terminal. They returned at 3:53 p.m. and Chair Miller called the meeting to order. Draft Agenda Packet Board Minutes – 11/16/2023 Page | 8 No Board members raised any matters for General Discussion. Chair Miller called on Director Hunter-Havens to review what will happen in the final canvass meeting. Director Hunter-Havens said the canvass meeting begins at 11:00 a.m. on Friday. Deputy Director Dawkins will present the Reconciliation Report, which is a part of the post- election audit. The purpose of the Report is to investigate and explain any differences between the number of paper ballots cast and voter history records at each voting site. In addition, the Board will review the write-in votes for any write-in who received 5 or more write-ins and is a registered voter in New Hanover County. If the voter wrote in the name of a candidate already on the ballot, that vote will be allocated to that candidate. There were approximately 1,800 write-in votes. That process is estimated to take up to 40 minutes. The Board may authorize staff to do that preliminary work ahead of the meeting. Chair Miller said, without objection, the staff is authorized to perform the preliminary steps to allocate the write-in votes and report the results during the canvass meeting. 5.ADJOURNMENT Member Kemp moved to adjourn the meeting at 4:57 p.m., second by Member Morris. Motion carried unanimously. The next Board meeting is scheduled to be held on November 17, 2023, at 11:00 a.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 Draft Agenda Packet Board Minutes – 11/17/2023 Page | 1 SPECIAL MEETING New Hanover County Board of Elections November 17, 2023 11:00 A.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 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: Lisa Wurtzbacher, Assistant County Manager; Kemp Burpeau, Deputy County Attorney; Jennifer Sparks, Printelect Public Attendees: Emily Fountain; Matthew Emborsky, NHC GOP; Richard Poole, NHCDP; Clarice Reber, League of Women Voters LCF; Rebecca, NC Dems; Kim Fleming, NAACP Virtual Attendees: Ellen Donovan; Ann Webb; Jenna Dahlgren; Jessica O’Neill 1. MEETING OPENING a. Call to Order Chair Miller called the meeting to order at 11:00 a.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. b. Preliminary Announcements Chair Miller reminded the audience to silence their cell phones, that the meeting is being recorded and live streamed over the internet, and to refrain from speaking until called on. Draft Agenda Packet Board Minutes – 11/17/2023 Page | 2 c.Pledge of Allegiance Chair Miller called on the audience to rise and recite the Pledge of Allegiance. d.Approval of Agenda Secretary Morgan moved to approve the agenda as submitted, second by Member Morris. 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. Leni Fleming expressed her appreciation for all the effort the Board is making. She said she is concerned that the goal of everyone is to increase voter turnout and to make it as easy as possible for any registered voter to cast a ballot. Closing precinct polling places, particularly those with a concentration of African American voters, the new photo ID law where there is no history of voter fraud, even the absentee ballot curing process, can intimidate voters and add obstacles. She expressed her hope that all are focused on making it easy to vote once registered. Seeing and hearing no other public attendees wishing to comment, Chair Miller closed the Public Comment period. Chair Miller called on Director Hunter-Havens to give an overview of the canvass procedure. 3. NEW BUSINESS •Canvass of 2023 Municipal Elections Chair Miller called on Director Hunter-Havens to give an overview of the final canvass. Director Hunter-Havens said the canvass is the entire process of determining that all eligible ballots have been counted and tabulated correctly, culminating in the authentication of the results by the Board by completing the certification of the canvass abstracts for distribution to the NCSBE, municipal clerks, and for internal official records. The Director called on Deputy Director Dawkins to present the Reconciliation Report. Deputy Director Dawkins said the Reconciliation Report is an internal document which will be made available by public records request after personal identifications have been redacted. The municipal election report is shorter because fewer polling places are open for the election. 25 of the 27 Election Day precincts reconciled perfectly, and the remaining 2 reconciled with explanation: Draft Agenda Packet Board Minutes – 11/17/2023 Page | 3 • FP08 had 1 more Authorization to Vote (ATV) form than ballots cast. There is no incident report on which to base how to amend the records of voter history. • H02 had 1 more ATV than ballots cast due to an out of precinct voter who bypassed the Help Desk for assistance in completing a provisional ballot, went directly to the Ballot Distribution table where the election official who did not properly identify the Help Desk Referral form, issued the ballot in error, and the voter proceeded to cast the ballot. Each One-Stop site is reconciled daily. The Northeast Library (NEL) and the Carolina Beach (CB) sites reconciled perfectly. • The Cape Fear Community College site (CFCC) had 1 more voter history than ballots cast. A voter completed a Same Day Registration (SDR) on 11/1. After taking possession of the ballot, the voter decided not to cast a ballot at that time. An SDR, once completed, cannot be cancelled. The ballot was spoiled and an Incident Report was completed. • The Senior Resource Center had 1 more voter history than ballots cast. In the absence of an Incident Report, a bipartisan team reviewed all returned documentation from the site for 10/31, finding 1 voter who did not cast a ballot but had completed and signed a SOSA1 Application. Chair Miller asked how many ballots were cast in this election. Director Hunter-Havens said total ballots cast was 21,121. Chair Miller said it inspires confidence in elections when there are only 4 discrepancies out of over 21,000 votes cast. Director Hunter-Havens acknowledged the hard work of Deputy Director Caroline Dawkins and Program and Outreach Coordinator Jessica O’Neill who train the election officials and equip them with the necessary skills. • Provisional Report Update Director Hunter-Havens presented the provisional reports: the zero-report printed from the DS850, the final results report, including the number of provisional ballots tabulated; and the final provisional ballots list and list by precinct. The Board approved a total of 177 provisional ballots, including 5 approved in the Pre-Canvass meeting on November 16, and rejected 126. There are no changes in the “not approved” or “approved” status of the provisional ballots. As a result, these reports are the same as the reports the Board reviewed on November 16. The Director requested the Board to sign the report on the front page of the results report. That, along with the signed Abstract, will satisfy the legal requirements since the DS850 does not produce a results tape like those printed from the DS200s. The Board reviewed the reports, beginning at 11:22 a.m. and finishing at 11:34 a.m., and signed the documents. 1 SEIMS One-Stop Application. Draft Agenda Packet Board Minutes – 11/17/2023 Page | 4 Director Hunter-Havens said the next steps are Board review of the allocation of the write-in votes, publish those totals, finalize the election results in the software, and print the results reports for the Board to sign. She invited a bipartisan team of Board members to observe this process, which the Board declined. Chair Miller said, unless a Board member objects, the staff is authorized to upload the results to the NCSBE. The Director said, in addition to the copy going to the NCSBE, a copy of the Abstract is sent to each municipal clerk, and a copy is retained in this office. Final processing began at 11:37 a.m. and finished at 11:45 a.m. Member Morris asked how long the records for this election are retained. Director Hunter-Havens said that SB749 changed the records retention period for municipal elections to 22 months after certification of the election results, with further NCSBE guidance pending. Previously the retention period was generally two months for municipal elections records. Member Kemp asked if the greeters direct voters to the sample ballots. Deputy Director Dawkins said the sample ballots are posted in the voting site for public viewing and the line coordinators will direct voters with questions about the ballot to them. The primary function of greeters and line coordinators is getting voters processed quickly. Voters are also encouraged to use their cell phones to research candidates. Election officials are trained to direct voters to the sample ballots with minimal conversation. Upon completion of the printing of the finalized reports, the Board reviewed and signed 8 copies of the Canvass Abstract. Member Kemp asked about a final report of results by precincts. Director Hunter-Havens said the current report includes the results for all reporting groups except One-Stop. The report of One-Stop results by precinct is part of 30-day sort process. 4. GENERAL DISCUSSION Chair Miller said that concluded the new business before the Board and called on the Board members for any general discussion. Hearing none, he said that concludes the Board’s agenda. 5.ADJOURNMENT Member Morris moved that to adjourn the meeting at 11:58 a.m., second by Member Kemp. Motion carried unanimously. The next Board meeting is scheduled to be held on December 12, 2023, at 5:30 p.m., at the Board of Elections office, Long Leaf Room, 1241A Military Cutoff Road, Wilmington, NC. Draft Agenda Packet Board Minutes – 11/17/2023 Page | 5 APPROVED BY: RESPECTFULLY SUBMITTED: _____________________________________________________________ JAMES BATTLE MORGAN, JR.RAE HUNTER-HAVENS SECRETARY ELECTIONS DIRECTOR Draft Agenda Packet Regular Meeting New Hanover County Board of Elections December 12, 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 Draft Agenda Packet Regular Meeting New Hanover County Board of Elections December 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 5th Period (November) •Operating Expenses expended through FY23-24 5th Period (November) •Grand Total expended through FY23-24 5th Period (November) 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 1,838 voters from the voter registration rolls from September to November 2023 consistent with NC Gen. Stat. §163-82.14. •Processed 4,213 new registrations, 1,748 duplicate registrations, and 2,957 registration updates from September to November 2023. c.2024 NC State Board of Elections Winter Conference The 2024 Winter Conference will be held at the Embassy Suites in Concord, NC on February 4-6, with check-in on Sunday, February 4th. I will be able to make hotel reservations once those blocks of rooms have been released by the State Board and provide an update to the board once I can confirm the reservations. 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. The last day of the winter conference falls on the same day as the second absentee review board meeting scheduled for February 6th. Per the State Board, the conference is expected to end at 11 am so all participants can return to their counties in advance of the absentee meetings at 5:00 pm. If a county is concerned about being able to return in time from the conference and complete all the logistics needed for the absentee meeting, whether due to distance to travel, being a small office, or other issue, then the county has two options: Item # 2 Item # 3 Draft Agenda Packet •The county board could change the time to be later in the evening (7pm for example) to provide additional time to return and prepare. This would trigger the notice requirement in 163-230.1(f). •If that's not feasible, a county could open the meeting virtually at 5pm and then recess it until the following day. Even though this would not change the start time of the meeting, it should still conform to the notice requirement in 163-230.1(f) because the actual taking of action on the absentee applications and ballots would occur the next day. That way there would be no contention of lack of notice. If an example is needed in how to phrase the notice, the State Board's notice for the November 28 meeting would be helpful to track. d.Appointment of Early Voting Officials At its November 28th meeting, the NC State Board of Elections 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. To provide sufficient time to complete all requirements associated with onboarding and election official training, my recommendation is for the board to appoint early voting officials at the January 9th board meeting. If this date is deemed acceptable to the board, I will send an email to the party chairs to inform them of the appointment date and the deadline for providing recommendations for qualified early voting officials. The NC State Board of Elections will be issuing additional guidance regarding the process which should be used by the board to appoint early voting officials for the 2024 Primary Elections. Once issued, I will share this information with the board and party chairs. Document/s Included: Financial Year-To-Date Budget Report 5th Period (November); NVRA Report (September to November 2023), NVRA Report Definitions Board Action Required: Discuss as necessary Draft Agenda Packet NEW HANOVER COUNTY - LIVE YEAR-TO-DATE BUDGET REPORT Report generated: 12/07/2023 09:38User:rhavensProgram ID: glytdbud Page 1 FOR 2024 05 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 0 524,570 201,450.19 .00 323,119.81 38.4% 11016100 611500 CASUAL PART TIM 290,930 0 290,930 16,606.10 .00 274,323.90 5.7% 11016100 611600 OVERTIME PAY (O 7,860 0 7,860 3,097.35 .00 4,762.65 39.4% 11016100 621000 SOCIAL SECURITY 39,835 0 39,835 16,310.43 .00 23,524.57 40.9% 11016100 622000 RETIREMENT-LOCA 67,617 0 67,617 26,366.18 .00 41,250.82 39.0% 11016100 623500 GENERAL 401-K M 13,114 0 13,114 5,113.79 .00 8,000.21 39.0% 11016100 625000 MEDICAL INSURAN 77,192 0 77,192 28,124.08 .00 49,067.92 36.4% 11016100 626000 LONG TERM DISAB 890 0 890 348.50 .00 541.50 39.2% TOTAL SALARIES & BENEFITS 1,022,008 0 1,022,008 297,416.62 .00 724,591.38 29.1% 70 OPERATING EXPENSES 11016100 700000 CONTR SERVS 196,112 0 196,112 67,429.42 105,904.17 22,778.41 88.4% 11016100 700328 LEASE EXPENSE 45,559 0 45,559 24,242.52 23,811.93 -2,495.45 105.5% 11016100 700329 SUBSCRIPTION SO 15,792 0 15,792 10,095.07 .00 5,696.93 63.9% 11016100 700330 RENT 76,952 0 76,952 .00 61,220.00 15,732.00 79.6% 11016100 700350 ADVERTISING COS 3,751 0 3,751 .00 .00 3,751.00 .0% 11016100 700365 CELLULAR EXPENS 11,400 0 11,400 7,114.28 .00 4,285.72 62.4% 11016100 700370 POSTAGE EXPENSE 56,294 0 56,294 18,416.60 .00 37,877.40 32.7% 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 28,776.66 2,623.90 53,314.44 37.1% 11016100 700512 PRINTER-COPIER 6,750 0 6,750 2,128.04 .00 4,621.96 31.5% 11016100 700520 SUPPLIES 68,648 0 68,648 5,086.15 .00 63,561.85 7.4% 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 0 2,125 551.94 .00 1,573.06 26.0% 11016100 700905 TRAINING & TRAV 5,160 0 5,160 4,933.53 .00 226.47 95.6% 11016100 701050 INSURANCE&BONDS 40,638 0 40,638 28,503.54 .00 12,134.46 70.1% TOTAL OPERATING EXPENSES 681,107 0 681,107 262,809.73 193,560.00 224,737.27 67.0% TOTAL BOARD OF ELECTIONS 1,703,115 0 1,703,115 560,226.35 193,560.00 949,328.65 44.3% TOTAL GENERAL FUND 1,703,115 0 1,703,115 560,226.35 193,560.00 949,328.65 44.3% TOTAL EXPENSES 1,703,115 0 1,703,115 560,226.35 193,560.00 949,328.65 Draft Agenda Packet NEW HANOVER COUNTY - LIVE YEAR-TO-DATE BUDGET REPORT Report generated: 12/07/2023 09:38User:rhavensProgram ID: glytdbud Page 2 FOR 2024 05 ORIGINAL TRANFRS/ REVISED AVAILABLE PCTAPPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED GRAND TOTAL 1,703,115 0 1,703,115 560,226.35 193,560.00 949,328.65 44.3% ** END OF REPORT - Generated by RAE HUNTER-HAVENS ** Draft Agenda Packet NEW HANOVER COUNTY BOARD OF ELECTIONS NVRA REPORT Reporting Period:-9/1/2023 11/30/2023 Totals Active 151,888 Inactive 27,410 Total Registration 179,298 REPORTING PERIOD Registrations Approved 3,560 Total Registrations Removed 1,838 Inactive Registrations Removed 363 New Registrations 00 - No Application Source 14 01 - Public Assistance 92 02 - Disability 5 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 2,820 06 - Mail-in 126 07 - In-person 177 08 - Library & High School 3 09 - Spanish Language Application 0 10 - Online Registration 203 17 - Registration Drives 768 21 - Medicaid Renewal 4 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 1 4,213 Duplicates 00 - No Application Source 124 01 - Public Assistance 30 02 - Disability 2 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 695 06 - Mail-in 284 07 - In-person 418 08 - Library & High School 1 09 - Spanish Language Application 2 10 - Online Registration 80 17 - Registration Drives 24 21 - Medicaid Renewal 4 95 - Voter Return of NCOA 11 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 1 98 - Voter Change On Confirmation 68 vtr_nvra_stat.rpt Page 1 of 5Dec 08, 2023 4:06 pm Draft Agenda Packet NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS 99 - Voter Change On Verification 4 1,748 vtr_nvra_stat.rpt Page 2 of 5Dec 08, 2023 4:06 pm Draft Agenda Packet NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS Changes of Information 00 - No Application Source 268 01 - Public Assistance 84 02 - Disability 4 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 1,542 06 - Mail-in 173 07 - In-person 533 08 - Library & High School 2 09 - Spanish Language Application 0 10 - Online Registration 231 17 - Registration Drives 95 21 - Medicaid Renewal 3 95 - Voter Return of NCOA 4 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 14 98 - Voter Change On Confirmation 2 99 - Voter Change On Verification 2 2,957 Verifications # of 1st & 2nd verification mailings sent 5,120 # of 1st NCOA mailings sent 0 # of 1st verification returned undeliverable 453 # of verification returned by voter 6 Confirmations # of confirmations returned by voter 69 # of confirmations sent 569 # of confirmations returned undeliverable 2,368 # of confirmations not returned at all 23 COUNTY STATISTICAL Constitution 0 Democratic 50,519 Green 43 Libertarian 1,472 No Labels 86 Republican 53,545 Unaffiliated 73,633 American Indian 381 Asian 1,433 Black 19,008 Multi-Racial 854 Native Hawaiian or Pacific Islander 15 White 137,551 Other 4,220 Undesignated 15,836 Hispanic 4,076 Not Hispanic 116,100 vtr_nvra_stat.rpt Page 3 of 5Dec 08, 2023 4:06 pm Draft Agenda Packet NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS Undesignated 59,122 Female 87,549 Male 74,237 Undesignated 17,512 Unprocessed Registrations - Incomplete Queue 00 - No Application Source 127 01 - Public Assistance 27 02 - Disability 1 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 326 06 - Mail-in 68 07 - In-person 101 08 - Library & High School 1 09 - Spanish Language Application 0 10 - Online Registration 7 17 - Registration Drives 124 21 - Medicaid Renewal 0 95 - Voter Return of NCOA 7 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 98 - Voter Change On Confirmation 10 99 - Voter Change On Verification 1 Unprocessed Registrations - Archive Queue 00 - No Application Source 7 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 5 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 40 01 - Public Assistance 28 02 - Disability 2 03 - Other (ESC) 0 04 - Armed Forces 0 05 - DMV 613 vtr_nvra_stat.rpt Page 4 of 5Dec 08, 2023 4:06 pm Draft Agenda Packet NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS 06 - Mail-in 13 07 - In-person 12 08 - Library & High School 0 09 - Spanish Language Application 0 10 - Online Registration 73 17 - Registration Drives 72 21 - Medicaid Renewal 2 96 - Temporary FWAB Registrant 0 97 - Temporary FPCA Registrant 0 vtr_nvra_stat.rpt Page 5 of 5Dec 08, 2023 4:06 pm Draft Agenda Packet NVRA The SBE has an automated process, so there is no need to submit the report on a monthly basis, it is available for counties that would like to run the report for informational use. NVRA Report definitions: Prior to reviewing the NVRA report the following items need to be considered Statistics are based on a time period Temporary voters are ignored in these statistics. These are interpretations of the SEIMS NVRA reports, not anything generated outside the SEIMS application. See NVRA change explanation in the supplemental section. Description Definition Registrations Approved Number of verified voters during the time period. This is based off the following verification description: ‘NEW VOTER: VERIFIED’ Total Registrations Removed Number of voters that had their status changed to REMOVED during the time period Inactive Registrations Removed Number of voters that had their status changed from INACTIVE to REMOVED during the time period Total Registrations Removed Number of voters that had their status changed to REMOVED during the time period New Number of NVRA flagged new voter records by source code during the time period. Sources ‘15’, ‘17’, ‘19’ are combined into ‘05’, ‘07’, ‘09’ respectively. Sources ‘98’ and ‘99’ are ignored because these are change source codes Change Number of NVRA flagged change voter records by source code during the time period. Sources ‘15’, ‘17’, ‘19’ are combined into ‘05’, ‘07’, ‘09’ respectively Duplicate Number of NVRA flagged duplicate voter records by source code during the time period. Sources ‘15’, ‘17’, ‘19’ are combined into ‘05’, ‘07’, ‘09’ respectively Draft Agenda Packet Verification:# of 1st & 2nd verification mailings sent This is based off the following verification descriptions: ‘NEW VOTER: 1ST VERIFICATION PENDING’, ‘NEW VOTER: 2ND VERIFICATION PENDING’, ‘VOTER CHG: 1ST VERIFICATION PENDING’, ‘VOTER CHG: 1ST VERIFICATION PENDING’, ‘LIST MAINT: 1ST VERIFICATION PENDING’ Verification:# of 1st verification returned undeliverable Number of 1st verification mailings returned undeliverable to the county during the time period. This is based off the following verification descriptions: ‘NEW VOTER: ADDR CONFIRMATION TO FWD ADDR (PRIOR TO MAILING)’, ‘NEW VOTER: 2ND VERIFICATION (PRIOR TO MAILING)’, ‘VOTER CHG: ADDR CONFIRMATION TO FWD ADDR (PRIOR TO MAILING)’, ‘VOTER CHG: ADDR CONFIRMATION TO OLD ADDR (PRIOR TO MAILING) Verification:# of verification returned by voter Number of verifications returned to the county by the voter during the time period. This is based off of source code ‘99’ changes Confirmation:# of confirmations returned by voter Number of verifications returned to the county by the voter during the time period. This is based off of source code ‘98’ changes Confirmation:# of confirmations sent Number of verifications returned to the county by the voter during the time period. This is based off of source code ‘98’ changes Confirmation:# of confirmations returned undeliverable Number of confirmation mailings returned undeliverable to the county during the time period. This is based off the reason changes to ‘CONFIRMATION RETURNED UNDELIVERABLE’ Confirmation:# of confirmations not returned at all Number of confirmation mailings not returned to the county at all during the time period. This is based off the reason changes to ‘CONFIRMATION NOT RETURNED’ Supplemental Explanation – NVRA Change/Duplicate Description For 1/7/2012 forward: NOTE: An NVRA Voter Change is marked if one of the following fields is changed (with a non-administrative change). Name Mailing Address Birth Date Draft Agenda Packet Party Residential Address NOTE: An NVRA Duplicate is marked if a voter change occurs but was not one of the fields indicated above to represent an NVRA change. Prior to 1/7/2012: NOTE: An NVRA Voter Change is marked if any of the fields below are updated for a voter. Drivers license Gender Confidential Flag Race Party Precinct Mailing Address Status Municipality Phone number Name Ward Birth date Residential Address SSN NOTE: An NVRA Duplicate is flagged if none of the above occur, but one of the following fields are changed: Reason Registration date Source Application date Comments Language Draft Agenda Packet Regular Meeting New Hanover County Board of Elections December 12, 2023 Subject: Resolution to Adopt a Time for Counting Absentee Ballots Applicable Statutes and/or Rules: N.C. Gen. Stat. §§ 163-234(2), 163- 234(11), and 163-182.2(a)(4), and Session Law 2023-140 (S747) Summary: The New Hanover County Board of Elections must adopt a resolution for the counting of absentee ballots for the 2024 Primary Election if the counting of absentee ballots will begin prior to 5:00 PM on Election Day. The Board may begin counting all absentee ballots approved by the Board between the hours of 2:00 pm and 5:00 pm on Election Day upon the adoption of a resolution at least two weeks prior to the election in which the hour and place of the counting absentee ballots shall be stated. In addition, the Board may pass a resolution to provide for an additional meeting following Election Day and prior to canvass to count the supplemental absentee and provisional ballots approved by the Board. Attached is a resolution to adopt a time for counting absentee ballots, at 2:00 PM on March 5 and 14, 2024. This resolution must be run in a paper having general circulation in the county once weekly during the two-week period prior to the election. Document/s Included: Resolution to Adopt a Time for Counting Absentee Ballots Board Action Required: Staff recommends approval Item # 2 Item # 4a Draft Agenda Packet RESOLUTION TO ADOPT THE TIME FOR COUNTING OF ABSENTEE BALLOTS At a meeting duly called and held on the 12th day of December 2023, the New Hanover County Board of Elections unanimously adopted the following resolution: WHEREAS the county board of elections is authorized upon adoption of a resolution to begin counting of absentee ballots between the hours of 2:00 pm and 5:00 pm on Election Day; WHEREAS such resolution also may provide for an additional meeting following the day of the election and prior to the day of canvass to count absentee ballots received pursuant to N.C. Gen. Stat. § 163-231(b)(1) or (2); WHEREAS the time and dates designated for these meetings will be at 2:00 pm, on March 5 and March 14, for the purpose of counting absentee ballots; WHEREAS the location of these meetings shall be at the New Hanover County Board of Elections Office, 1241A Military Cutoff Road, Wilmington, NC 28405; WHEREAS the board shall not announce the results of the count before 7:30 pm on Election Day; WHEREAS these meetings are open to all who may want to attend; and, WHEREAS the adoption of this resolution is in compliance with North Carolina General Statutes §§ 163-234(2) and 163-234(11), and Session Law 2023-140, and will be published in a newspaper of general circulation in the county within the statutory time frame. NOW, THEREFORE, BE IT RESOLVED that the New Hanover County Board of Elections hereby unanimously approves the Counting of Absentee Ballots for the 2024 Primary Elections to begin at 2:00 pm on March 5 and March 14. Derrick R. Miller, Chair StarNews Publication – February 20th & February 27th Draft Agenda Packet Regular Meeting New Hanover County Board of Elections December 12, 2023 Subject: Adoption of Regular Meeting Schedule Applicable Statutes and/or Rules N.C. Gen. Stat. § 143-318.12(a) Summary: By statute, the Board may adopt a schedule of regular business meetings. The schedule implemented by the previous Board called for regular business meetings on the Tuesday following the second Monday of each month at 5:30 PM. Also included on the proposed regular meeting calendar are special meetings. Board members are required to attend special meetings, in accordance with Chapter 163 of the NC General Statutes, to review absentee ballot applications, count approved absentee ballots, and conduct the county canvass. Document/s Included: 2024 Schedule of Meetings; 2024 Board of Elections Calendar Board Action Required: Board Action Required Item # 4b Draft Agenda Packet 2024 BOARD MEETING SCHEDLULE All meeting dates are subject to change and the public will be duly notified of any changes to the Board of Elections regular meeting schedule as required by law. All meetings are held at 1241 A Military Cutoff Road, Wilmington, NC 28405, unless otherwise noted in the board meeting notice. If any meetings of the Board of Elections are added to this calendar, or cancelled, notice will be provided. For more details on the Board of Elections, please call 910-798-7330 or visit our website at nhcvote.com. Date Type Time Purpose 1/ 09/2024 Regular 5:30 P.M. Conduct business as needed 1/30/2024 Special 5:00 P.M. Absentee Review Meeting 2/06/2024 Special 5:00 P.M. Absentee Review Meeting 2/13/2024 Special 5:00 P.M. Absentee Review Meeting 2/20/2024 Special 5:00 P.M. Absentee Review Meeting 2/27/2024 Special 5:00 P.M. Absentee Review Meeting 3/04/2024 Special 5:00 P.M. Absentee Review Meeting 3/05/2024 Special 2:00 P.M.Count Absentee Ballots 3/12/2024 Regular 5:30 P.M. Conduct business as needed 3/14/2024 Special 2:00 P.M.Count Absentee & Provisional Ballots 3/15/2024 Special 11:00 A.M. County Canvass of Election Results 4/09/2024 Regular 5:30 P.M. Conduct business as needed 5/14/2024 Regular 5:30 P.M. Conduct business as needed 6/11/2024 Regular 5:30 P.M. Conduct business as needed 7/09/2024 Regular 5:30 P.M. Conduct business as needed 8/13/2024 Regular 5:30 P.M. Conduct business as needed 9/10/2024 Regular 5:30 P.M. Conduct business as needed 10/01/2024 Special 5:00 P.M. Absentee Review Meeting 10/08/2024 *Special 5:00 P.M. Absentee Review Meeting 10/15/2024 Special 5:00 P.M. Absentee Review Meeting 10/22/2024 Special 5:00 P.M. Absentee Review Meeting 10/29/2024 Special 5:00 P.M. Absentee Review Meeting 11/04/2024 Special 5:00 P.M. Absentee Review Meeting 11/05/2024 Special TBD Count Absentee Ballots 11/12/2024 Regular 5:30 P.M. Conduct business as needed 11/14/2024 Special TBD Count Absentee & Provisional Ballots 11/15/2024 Special 11:00 A.M. County Canvass of Election Results 12/10/2024 Regular 5:30 P.M Conduct business as needed *Denotes a regular meeting that falls on the date of a special meeting required by statute Draft Agenda Packet Legend Holidays Absentee One-Stop Voting Voter Registration Deadline Regular Board Meeting Election Day Voting * Absentee Meetings Canvass 2024 JANUARY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30* 31 FEBRUARY S M T W T F S 1 2 3 4 5 6* 7 8 9 10 11 12 13* 14 15 16 17 18 19 20* 21 22 23 24 25 26 27* 28 29 MARCH S M T W T F S 1 2 3 4* 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 APRIL S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 MAY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 JUNE S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 JULY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 AUGUST S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 SEPTEMBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 OCTOBER S M T W T F S 1* 2 3 4 5 6 7 8* 9 10 11 12 13 14 15* 16 17 18 19 20 21 22* 23 24 25 26 27 28 29* 30 31 NOVEMBER S M T W T F S 1 2 3 4* 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 DECEMBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Draft Agenda Packet Regular Meeting New Hanover County Board of Elections December 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 Draft Agenda Packet