Loading...
HomeMy WebLinkAboutBoard Meeting Agenda Packet 01-27-2026NEW HANOVER COUNTY BOARD OF ELECTIONS AGENDA 226 Government Center Drive, Wilmington, NC 28403 P: (91 0) 798-7330 I F: (910) 798-7295 I NHCvote.com Members of the Board Jamie Getty, Chair I John Lyon, Secretary Derrick R. Miller.James Oim) Battle Morgan.Jr., Beverly Setz, Members MEETING AGENDA Date: January 27, 2026 Time: 5:00 PM Location: Board of Elections Office, Board Room Type: Special Meeting Scheduled Attendees: �rECT1efNs New Hanover County Jamie Getty, Chair Crystal Whittaker, Interim BOE Director John Lyon, Secretary Lisa Wurtzbacher, Assistant County Manager Derrick R. Miller, Member Mark Payne, Board Legal Counsel James Uim) Battle Morgan,Jr., Member Joan Geiszler-Ludlum, Administrative Technician Beverly Setz, Member Regina Stokes, Elections Specialist Joey Worsley, Database & Systems Specialist Visitor(s): AGENDA ITEMS 1.Meeting Opening a.Call to Order b.Pledge of Allegiance c.Approval of Agenda d.Approval of Minutes 2.Public Comment Period•2-minute limit•10-minute limit total 3.New Business•Review Returned Absentee Ballots 4.General Discussion•Other Elections-Related Matters 5.Closed Session (N.C. Gen. Stat.§§ 143-318.11 (a)(3) and (a)(6) 6.Adjournment *Agenda packets are sent via email in advance of meetings. Subject: Approval of Agenda Summary: N/A Board Action Required: Staff recommends approval Special Meeting New Hanover County Board of Elections January 27, 2026 ITEM# 1c �):--, ... �ra :.[,) NEW HANOVER COUNTY?, ½ BOARD OF ELECTIONS --�Y Subject: Approval of Minutes Special Meeting New Hanover County Board of Elections January 27, 2026 Applicable Statutes and/or Rules N.C. Gen. Stat.§§ 163-3He) and 143-318.1 0(e) Summary: Minutes from January 13, 2026 Board Action Required: Staff recommends approval ITEM# 1d ATTENDANCE Members: Staff: County Staff: REGULAR MEETING New Hanover County Board of Elections January 13, 2026 5:30 p.m. Jamie Getty, Chair John Lyon, Secretary Derrick R. Miller, Member James Uim) Battle Morgan, Jr., Member Beverly Setz, Member Crystal Whittaker, Interim Election Director Lisa Wurtzbacher, Assistant County Manager Mark Payne, Board Legal Counsel [attended virtually] Denise Brown, Campaign Finance Specialist Kristen Daley, Elections Education and Communications Coordinator [attended virtually] Joan Geiszler-Ludlum, Elections Administrative Technician Jessica O'Neill, Elections Program & Outreach Coordinator [attended virtually] Eric Navagh, Elections Logistics Coordinator Regina Stokes, Elections Specialist Joey Worsley, Elections Database & Systems Specialist Mark Francolini, NHC Chief Human Resources Officer Public Attendees: Spero Peratos, NAACP; Clarice Reber, Jana Albritton, League of Women Voters LCF; Stephen Axthelm; Laura Axthelm; Jill Hopman, NHCDP Virtual Attendees: Kazura Alherd 1.MEETING OPENING a.Call to Order Board Minutes -01/13/2026 Page 11 Chair Getty 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, 226 Government Center Drive, Wilmington, NC. All members were present. b.Pledge of Allegiance Chair Getty invited all in attendance to rise and recite the Pledge of Allegiance. c.ApprovalofAgenda Secretary Lyon moved to approve the agenda as submitted, seconded by Member Miller. Motion carried unanimously. d.Approval of Minutes Member Morgan moved to approve the minutes of the 12/09/2025 and 12/17/2025 Board meetings as submitted, seconded by Chair Getty. Motion carried unanimously. 2.PUBLIC COMMENT PERIOD Chair Getty called upon the public attendees for their comments or questions. Each commenter was limited to two (2) minutes, with a total public comment period not to exceed twenty (20) minutes. Clarice Reber, League of Women Voters LCF, told the Board that the League of Women Voters of North Carolina has learned that a group called NCEIT is training poll workers from one party, although none in New Hanover County so far. Steven Axthelm asked what steps the Board is taking to ensure access to voting with photo ID requirements. Interim Election Director Whittaker reported on the resources available to obtain a free photo ID if needed and that voter registration is open through February 6. Seeing and hearing no additional p�blic attendees wishing to comment, Chair Getty closed the public comment period. 3.DIRECTOR UPDATE a.List Maintenance Interim Director Whittaker reported that list maintenance in November and December 2025 resulted in removal of 1,021 voter registrations and processed 2,103 new registrations, 2,416 registrations without changes, and 2,466 voter registration updates. Board Minutes -01/13/2026 Page I 2 The agenda packet includes additional information about the sources of registration, snapshots of administrative processes, and a breakdown of county voter registrations. In response to a question from Member Miller, these registration numbers are in line with prior similar time periods. In response to a question from Secretary Lyon regarding the NCSBE Voter Registration Repair Project, Interim Election Director Whittaker said this office reviewed around 1,600 voter registrations in the first phase completed in December and awaits further guidance from NCSBE on next steps. b.Logic & Accuracy Testing Update -2026 Primary Election Interim Election Director Whittaker reported the schedule for required Logic & Accuracy testing of voting equipment will run January 20-23 and February 2-3 at the warehouse. Logic & Accuracy testing takes place before every election to verify and certify that the equipment is properly configured, accurately records votes, and produces accurate tabulation results. Staff will test the DS200 tabulators, ExpressVote ballot marking devices, and the DS850 central tabulator. The public is invited to observe the testing in person or by live stream. The daily schedule is available on the Board of Elections website. Member Setz said the procedure is difficult to observe because the back of the machine faces the observers, making it difficult to see what the tester is doing. Member Miller responded that observers misunderstand what may be observed. Logic & Accuracy testing is performed in full compliance with NCSBE requirements and protocols. c.2026 NCSBE Winter Conference January 26-27 Interim Election Director Whittaker reminded the Board members of the NCSBE Winter Conference scheduled for January 26-27. New Board members are required to attend one conference within the first six months of appointment and an additional conference within the first two years of appointment. Subsequent renewal is optional. d.YTD Financial Update Assistant County Manager Lisa Wurtzbacher presented the financial report for FY2025- 26 through December. To date, 50.3% of the budget allocation is spent or encumbered, as expected halfway through the budget year. She reviewed line items that are expected to exceed the line-item allocation, but these will be offset by underspending in other line items. She said she expects to end the fiscal year within the total department budget. 4.NEW BUSINESS a.Amendment to Adoption of 2026 Meeting Schedule Board Minutes -01/13/2026 Page I 3 Interim Election Director Whittaker recommended an amendment to the adopted 2026 Board meeting schedule. The amendment would change the Board meeting time on March 3, Primary election day, and November 3, General election day, from 5:00 p.m. to 2:00 p.m. to begin counting of absentee ballots as provided by statute. Secretary Lyon moved to approve the meeting times as recommended, seconded by Chair Getty. Motion carried unanimously. b.Moving HOS Polling Place from Port City Community Church to Blair Elementary School Logistics Coordinator Navagh presented the recommendation to move the HOS polling place from Port City Community Church (PCCC) to Blair Elementary School. He reminded the Board of their action on December 9, 2025, to amend the use agreement with PCCC to return to no electioneering at the polling site. NCSBE Executive Director Hayes must approve use agreements for such nonpublic facilities. As a result of that review for HOS, NCSBE directed the Board to transition HOS for the 2026 General election to a public location that would allow electioneering as required by law. Blair Elementary School was the HOS polling place until 2017 when the building was replaced. Staff has determined Blair Elementary meets applicable administrative and legal requirements for use as a polling place, including accessibility and sufficient space for voter check-in, voting enclosures, election official operations, and curbside voting. Implementing the location change for the Primary election will provide HOS voters with a consistent polling location for the 2026 Primary and General elections, reducing confusion and supporting clear voter expectations. Secretary Lyon moved to approve the HOS polling place change to Blair Elementary School, seconded by Member Miller. Chair Getty called for any discussion. Member Miller said consistent use of public buildings for polling places is preferred, but when considered on December 9, the Board was told there were no alternative locations available in HOS. Mr. Navagh said at that time staff understood that schools designated as emergency shelters should not serve as polling places. After consulting with the Schools Superintendent and Emergency Management, neither objected to the proposal to return to Blair Elementary for HOS. Other school buildings that are used as polling places are also on the emergency shelters list. Member Miller asked about the implications of continued use of private facilities with electioneering restrictions, given the State Board's direction for HOS. Mr. Navagh said that the staff will continue to explore transitioning to public facilities where available but there is no deadline for that work. Board Minutes -01/13/2026 Page I 4 Member Setz asked what would happen if a school was in use as an emergency shelter on election day. Mr. Navagh said there is a backup list of emergency polling places. Hearing no further discussion, Chair Getty called the vote. Motion carried unanimously. c.Appointment of Early Voting Officials Interim Election Director Whittaker said both political parties responded timely with their recommendations for appointment of early voting officials. She distributed the proposed list of appointees which is color-coded to show party affiliation and includes the party-recommended names. Program Coordinator O'Neill has successfully contacted all but two of the Republican Party nominees so far to verify their willingness to serve in the primary. Ms. O'Neill recommended that the Board appoint the proposed list as presented to give her the maximum number of officials for scheduling to work. Chair Getty moved to approve the list of early voting officials as presented, seconded by Member Miller. Motion carried unanimously. d.Fiscal Year 2027 Budget Discussion -Proposed FY27 Budget Enhancements Assistant County Manager Wurtzbacher presented the proposed 2027 budget enhancements: •Administrative Technician, 1 new full-time position, to assist with elections processes including voter registration, absentee-by-mail administration, logistics coordination, and election preparation. •Upgrade to EVS 6300 Firmware and software for the current voting system for improved functionality, greater operational efficiency, and enhanced usability for election administration. The upgraded version operates on a currently supported operating system (Windows 10), improving system performance, reliability, and long-term supportability. Ms. Wurtzbacher said the additional position would reduce reliance on and cost of contracted services for temporary employees. The primary benefit of upgrading to EVS 6.3.0 is upgrading the election management system to improve efficiency and operational stability. Member Miller asked how the proposed position would change the total staffing over the staffing level of one year ago. Ms. Wurtzbacher said the staffing would increase by two positions. Member Miller asked how that level of staffing is more correct than the 2025-26 enhancement request for 3.5 positions. Ms. Wurtzbacher said, after reviewing the 2025-26 presentation, two of those positions were pulled from existing positions to Board Minutes -01/13/2026 Page I 5 add an additional layer of staff supervision. She felt that a new director may not want the additional layer of a coordinator supervising a specialist. Secretary Lyon said that of the 4.5 positions considered last year, we added 2 positions, leaving staffing light, but making progress. Ms. Wurtzbacher said she also considered that, when adding a new position, it takes time to determine how much workload that new position can absorb. Gradual progress is the better approach. Member Miller said he has heard both Ms. Wurtzbacher and Ms. Whittaker reference identification of process efficiencies and asked for examples. Ms. Wurtzbacher said one is the process to track and pay poll workers, which is a manual and inefficient process now. Staff is working with the Strategy department to automate the process with the new lntegra software. Another example is tracking the cost of municipal elections for billing the municipalities more efficiently. Ms. Wurtzbacher presented the continuation budget showing operating costs for fiscal years 2023-25 representing base operations and projections for fiscal year 2025-26. The starred items are provided by Human Resources for salaries and benefits. She noted that the 2026 budget included a municipal election and a primary election while the 2027 budget includes only the general election, reducing the cost of temporary services and rental for laptops, among other expenditures. Chair Getty moved to approve the proposed requested budget, seconded by Secretary Lyon. Motion carried unanimously. 5.GENERAL DISCUSSION Chair Getty called on the Board members for any general discussion of election-related matters. Hearing none, she closed the general discussion. 6.CLOSED SESSION Chair Getty moved to enter closed session to discuss personnel matters and receive legal guidance pursuant to NC Gen. Stat. §143-318.11 (3) and (6), seconded by Member Morgan. Motion carried unanimously. Closed session began at 6:33 p.m. The Board returned to open session at 6:58 p.m. Secretary Lyon moved to approve the resolution recommending the appointment of De Nay Harris the New Hanover County Elections Director and submit the recommendation to the Executive Director of the North Carolina State Board of Elections for appointment, seconded by Member Miller. Motion carried unanimously. Board Minutes -01/13/2026 Page I 6 Chair Getty read the following statement: Tonight, the New Hanover County Board of Elections voted unanimously to recommend Ms. DeNay Harris for appointment as County Elections Director and to submit her name to the Executive Director of the North Carolina State Board of Elections, which holds final appointment authority under state law. The Board's recommended start date is February 3, 2026, pending State review and approval. As the State Board completes its review, the Board of Elections will continue to focus on delivering a well-organized primary election, with the continued support of Crystal Whittaker and Lisa Wurtzbacher, ensuring continuity in day­ to-day operations and strong coordination. On behalf of the Board, I want to acknowledge County Manager Chris Coudriet for the County's operational support and strong partnership throughout this transition period. The Board remains focused on transparency, compliance with state law, and delivering secure and well-organized elections for the voters of New Hanover County. Thank you. Secretary Lyon reviewed the transition and hiring process and thanked Chief Human Resources Officer Mark Francolini for his support during the hiring process. Chair Getty expressed her appreciation for work by Secretary Lyon and Member Miller. 7.AD!OURNMENT Secretary Lyon moved to adjourn the meeting, seconded by Member Miller. Motion carried unanimously. The meeting adjourned at 7:02 p.m. The next Board meeting is scheduled to be held on January 27, 2026, at 5:00 p.m., at the Board of Elections office, 226 Government Center Drive, Wilmington, NC. APPROVED BY: JOHN LYON SECRETARY Board Minutes -01/13/2026 RESPECTFULLY SUBMITTED: CRYSTAL WHITTAKER INTERIM ELECTION DIRECTOR Page I 7 Subject: Ji .. � NEW HANOVER COUNTYt. ):,I BOARD OF ELECTIONS �v Special Meeting New Hanover County Board of Elections January 27, 2026 Public Comment Period Summary: ITEM# 2 This item provides an opportunity for members of the public to comment on election-related matters. Each commenter will be limited to two (2) minutes. The total public comment period will be limited to ten (10) minutes. Board Action Required: Discuss as necessary Subject: NEW HANOVER COUNTY BOARD OF ELECTIONS Special Meeting New Hanover County Board of Elections January 27, 2026 Review and Action on Returned Absentee Ballots Applicable Statutes and/or Rules ITEM# 3 N.C. Gen. Stat.§§ 163-229(b), 163-230.1 (e) and� Session Law 2023-140 (5747); NCSBOE Numbered Memos 2020-25, 2021-03, 2022-11, 2023-03, 2025-01 Summary: Beginning on the fifth Tuesday prior to Election Day, the County Board of Elections is required to hold public absentee board meetings each Tuesday to review and take action on returned absentee ballot container-return envelopes received prior to the scheduled meeting. At each absentee board meeting, the Board must approve or disapprove all returned envelopes presented for consideration. Meetings may only be canceled if no absentee ballots have been received since the prior meeting. Absentee board meetings require a quorum of three Board members physically present in order to conduct business. Each returned civilian absentee ballot container-return envelope for the 2026 Primary Election must include the following: 1.The voter's signed certification of eligibility to vote the enclosed ballot; 2.A photocopy of an acceptable Photo ID or a completed Photo ID Exception Form; 3.Certification by two witnesses, including residence addresses, or certification by one notary public; and 4.Certification, including residence address, of any individual who assisted the voter pursuant to N.C. Gen. Stat.§ 163-226.3. Envelopes with curable deficiencies are processed in accordance with State Board cure procedures. Military and overseas voters ("covered voters") may register and request absentee ballots pursuant to the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA). Pursuant to the April 11, 2025 North Carolina Supreme Court decision and State Board guidance, covered voters must comply with Photo ID requirements for state and local contests, and voters who have never resided in North Carolina are not eligible to vote in those contests. Page 1 of 2 Subject: General Discussion Summary: Special Meeting New Hanover County Board of Elections January 27, 2026 ITEM #4 This is an opportunity for discussion on other elections-related matters not included in the meeting agenda. Board Action Required: Discuss as necessary Subject: Closed Session NEW HANOVER COUNTY BOARD OF ELECTIONS Special Meeting New Hanover County Board of Elections January 27, 2026 Chairman Statement Prior to Closed Session: ITEM# 5 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.