Board Meeting Agenda 09-15-2020MEETING AGENDA
Date: September 15, 2020 Time: 4:00 PM
Location: Government Center Complex, Ste 34 Type: Regular
Scheduled Attendees:
Thomas C. Pollard, Chair Rae Hunter-Havens, Elections Director
Evelyn A. Bryant, Secretary Joan Geiszler-Ludlum, Administrative Technician
Jonathan W. Washburn, Member Caroline Dawkins, Elections Program & Outreach
Derrick R. Miller, Member Coordinator
Russ C. Bryan, Member
Visitor(s): Sheryl Kelly, Assistant County Manager
AGENDA ITEMS
1.Meeting Opening
a.Call to Order
b.Pledge of Allegiance
c.Approval of Agenda
d.Approval of Minutes (8/11/2020)
2.Public Comment and Questions
Public Comment (2-minute limit)
3.Director’s Report
a.Financial Update
b.List Maintenance
c.Operations Update
d.Procedural safeguards to prevent double voting
e.Meeting Room for Absentee and Special Board Meetings for the November Election
4.New Business
a.Polling Place Change for Precinct FP07
b.Polling Place Change for Precinct WB
c.Temporary Transfer of Voters for Precinct H13
d.2020 General Elections Notice
e.Resolution to Adopt a Time for Counting Ballots
5.General Discussion
Other Elections-Related Matters
6.Adjournnment
*Agenda packets are sent via email in advance of meetings.
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
Subject:
Approval of Agenda
Summary:
N/A
Board Action Required:
Staff recommends approval
Item # 1c Draft
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
Subject:
Approval of Minutes
Applicable Statutes and/or Rules
N.C. Gen. Stat. §§163-31(e) and 143-318.10(e)
Summary:
This includes minutes from the 8/11/2020 meeting.
Board Action Required:
Staff recommends approval
Item # 1d Item # 1d Draft
Board Minutes – 08/11/2020
REGULAR MEETING
New Hanover County Board of Elections
August 11, 2020
4:00 P.M.
ATTENDANCE
Members: Evelyn D. Adger, Acting Chair and Secretary
Jonathan W. Washburn, Member
Derrick R. Miller, Member
Russ C. Bryan, Member
Staff: Rae Hunter-Havens, Elections Director
Caroline Dawkins, Elections Program & Outreach Coordinator
Joan Geiszler-Ludlum, Administrative Technician
Visitors: Tufanna Bradley, NHC Assistant County Manager
Sheryl Kelly, NHC Budget Officer
Public Attendees: S. Bolden, NHC NAACP; B. Gatewood
Public Attendees via Telephone: 1
OPENING
Acting Chair Adger called the meeting to order at 4:01p.m. The New Hanover County
Board of Elections meeting was held at 230 Government Center Drive, Suite 34,
Wilmington, NC. Chair Pollard was absent. A quorum was present.
AGENDA
Member Miller moved that the agenda be approved as submitted, second by Member
Bryan. Motion carried unanimously.
MINUTES
Member Miller moved that the minutes of the meetings of July 14, 2020 and July 30,
2020 be approved as submitted, second by Member Washburn. Motion carried
unanimously.
PUBLIC COMMENT AND QUESTIONS
Acting Chair Adger called on the public attendees for comments and questions.
Draft
Board Minutes – 08/11/2020
Attendee S. Bolden, NHC NAACP, asked about the reported need for additional precinct
officials for the 2020 General Election and whether looking to the currently unemployed
workers displaced by the pandemic might be an additional resource, unless it adversely
affects their unemployment benefits. Director Hunter-Havens noted that applications
continue to come in, both in the County BOE and through the State Board of Elections
recruitment effort, Step Up for Democracy. In addition, the County BOE is partnering
with a local employment agency for additional staffing.
There being no further comments or questions, Acting Chair Adger closed Public
Comments and Questions
DIRECTOR’S REPORT
Acting Chair Adger called on Director Hunter-Havens for the Director’s Report.
a. Financial Update
The County Commissioners adopted the FY 2020-21 budget for the department in the
amount of $1,354,469. The Report outlines the expenditures in the first month of the
new budget year. The County Commissioners have accepted the CARES Act and
HAVA funds, totaling around $300,000, allocated through the State Board of
Elections for the anticipated COVID-related expenses for salaries, PPE and
sanitization in addition to the adopted budget. CARES Act and HAVA funds are in
addition to the County budget funds. Members asked questions seeking assurance
that the budgeted funds will be adequate to cover the extra costs. Director Hunter-
Havens introduced Sheryl Kelly, NHC Budget Officer who has recently been named
Assistant County Manager effective August 25. They advised they are working
closely together to monitor the added costs and identify solutions.
b. List Maintenance
According to the Statewide Elections Information Management System (SEIMS),
New Hanover County Board of Elections removed 1,126 voters from the voter
registration rolls from July 1, 2020 through July 31, 2020, in accordance with NCGS
§163-82.14, and processed 1,898 new registrations, 5,024 duplicate registrations, and
2,313 registration updates. The total number of registered voters as of July 31, 2020
was 170,290.
c. Operations Update
The Elections Database & Systems Specialist position is filled by David Wells
effective August 11, 2020. Up to 25 temporary employees are being added to assist
with mail and absentee ballot requests and mailing operations to assure BOE capacity
for this election. During the 2016 General/Presidential election, the office added 15
temporary contract employees to support elections operations. To date, around 7,500
Absentee Ballot Requests have been received, which is 1,300 more than the 6,200
total received in 2016. The Absentee Ballot Processing Center will open soon in
Suite 36, next to the main BOE office. Member Washburn asked whether the ballot
Draft
Board Minutes – 08/11/2020
return container-envelope will be the same this year. Director Hunter-Havens
reported that the State Board of Elections has redesigned the envelope to make it
more streamlined, added a check box to request runoff absentee ballots, and improved
visibility of the place for the voter to sign the envelope. These changes are expected
to mitigate the confusion about where the voter signs as experienced previously.
In response to Member questions about the Absentee by Mail process for this
election, the Director reported that absentee ballots will be mailed beginning
September 4, mailing as many as requests on file up to that date. Ballot availability,
barring any court orders as have happened before, is expected to be adequate for that
initial mailing. The list of voters who requested absentee ballots is not publicly
available at this time, but will be in some form but awaiting State Board updates
which will be shared with the Board as those become available.
NEW BUSINESS
a. Polling Place Change for W24
Precinct W24 has voted in the past in the Warwick Center on the UNCW campus.
Due to changes in response to COVID-19 to meet safety and social distancing
standards for both voters and students, voting would conflict with the queueing line
for the Café in the Warwick Center and the single entrance/exit to the voting
enclosure. UNCW has offered use of the Burney Center as an alternative and in
several ways is a better alternative as shown when it was used in 2018 after Hurricane
Florence. With an additional 2,000 sq. ft., there is more room to set up a separate line
for Provisional voting. W24 typically votes the largest number of Provisional ballots.
Better access from the large parking lot will accommodate voters and allow for an
expanded dedicated curbside voting area. Located conveniently next to the Warwick
Center, the Burney Center offers more space for queuing with proper social
distancing. Member Washburn moved approval of the proposed polling place
change for W24 to the Burney Center, second by Member Miller. The motion carried
unanimously.
b. Polling Place Change for W16
Precinct W16 has voted in the past in the Halyburton Memorial Park Event Center.
The Event Center is too small to meet social distancing requirements. Lifepoint
Church, located in the Pine Valley Shopping Center on S. College Road is nearby and
offers a larger voting enclosure in a large meeting room, more interior queuing
options, and a larger parking area. Lifepoint Church’s only condition is restricting
electioneering and signage to Election Day only.
Questions from Board Members about masks in polling places followed. Director
Hunter-Havens clarified that masks will be required for precinct officials and are
encouraged for voters, with masks available for voters who request them. No voter
will be turned away for not wearing a mask. Masks with political logos on voters will
be treated the same as other clothing which is permitted in the polling place.
Draft
Board Minutes – 08/11/2020
Member Washburn moved approval of the proposed polling place change for W16 to
Lifepoint Church, second by Member Bryan. The motion carried unanimously.
GENERAL DISCUSSION
Acting Chair Adger called for any additional discussion. Director Hunter-Havens stated
that Absentee Ballots will be mailed starting September 4. October 27 is the last day to
request an Absentee Ballot. The only delay in mailing the ballots as scheduled is a court-
ordered delay which has happened before. Should that or a printing delay occur, the
printer will deliver enough ballots to begin mailing. The goal is to have enough ballots to
honor all requests received by September 4.
ADJOURNMENT
There being no further discussion, Acting Chair Adger moved that the meeting be
adjourned at 4:46 pm.
The next Board meeting is scheduled to be held on Tuesday, September 15, 2020, at 4:00
p.m.
APPROVED BY: RESPECTFULLY SUBMITTED:
EVELYN D. ADGER RAE HUNTER-HAVENS
SECRETARY ELECTIONS DIRECTOR
Draft
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
Subject:
Public Comment
Summary:
This is an opportunity for members of the public to provide comment on elections-related matters. Each
commenter will be limited to two minutes.
Board Action Required:
Discuss as necessary
Item # 2 Item # 2 Draft
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
Subject:
Director’s Report
Summary:
a.Financial Update
The attached table provides the Board with a budget update, including the following:
•Salaries and Benefits expended through FY20-21 2nd Period (August)
•Operating Expenses expended through FY20-21 2nd Period (August)
•Grand Total expended through FY20-21 2nd Period (August)
b.List Maintenance Update
Per data provided from the Statewide Elections Information Management System
(SEIMS), the New Hanover County Board of Elections completed the following:
•Removed 1,238 voters from the voter registration rolls in August 2020 consistent
with NC Gen. Stat. §163-82.14.
•Processed 2,395 new registration forms, 12,086 duplicate registration forms, and
3,881 registration update forms in August 2020.
c.Operations Update
On Friday, September 4, 2020, we sent out 18,966 absentee by mail ballots to voters
who submitted valid absentee requests. As of Friday, September 11, 2020, we have
received 23,606 absentee requests and are processing all valid requests in 24 to 48 hours.
d.Procedural safeguards to prevent double voting
On Per North Carolina General Statute § 163-275(7), it is a Class I felony for a voter, “with intent
to commit a fraud to register or vote at more than one precinct or more than one time…in the
same primary or election.” Attempting to vote twice in an election or soliciting someone to do
so also is a violation of North Carolina law. There are numerous checks in place to prevent
people from double voting. New Hanover County uses electronic pollbooks for in-person voting
during the One-Stop “Early Voting” period. During early voting, information about who has
already voted is updated throughout the day. If a voter tries to check in at any early voting site
who has already voted, they will be prevented from voting a regular ballot. A voter will be
offered a provisional ballot if they insist on voting, and this ballot will be researched after
Election Day to determine whether it should be counted.
Item # 2 Item # 3 Draft
On Election Day, voters who voted during the early voting period or cast absentee-by-mail
ballots are flagged in the electronic pollbook as “Voter Has Previously Voted” when the laptops
are updated on the Saturday after the close of early voting and before voting starts on Election
Day. Absentee ballots that are received on Election Day are not counted until after the
election, and this prevents double voting.
After each election, the NC State Board of Elections conducts statewide audits that check voter
history against ballots cast and would detect if someone tries to vote more than once in an
election. Because absentee ballots and early voting ballots are retrievable, if someone tries to
get around the system, their ballot can be retrieved and not counted, so it will not affect the
outcome of an election.
e.Meeting Room for Absentee and Special Board Meetings for the November Election
There are two options for the Board to choose from regarding the location of the
upcoming absentee and special board meetings for the November Election. Option #1
involves using a combination of Finance Meeting Room #500 and Suite 34, both of
which have sufficient space for in-person attendance by board members and limited in-
person and telephonic participation by visitors. Meeting Room #500 can be used to
conduct the absentee board meetings and the Election Day meeting while Suite 34 can
be used to conduct the pre-canvass and canvass meetings. Option #2 involves using the
Board of Elections Conference Room in Suite 38, which has sufficient space for in-person
attendance by board members and telephonic participation by visitors only. There is
not sufficient space in the Conference Room in Suite 38 to adhere to social distance
guidelines and provide for in-person attendance of board members, Board of Elections
staff members, key county employees, and visitors.
Document/s Included:
Financial Update FY20-21 2nd Period (August); NVRA Report from August 2020; NVRA Visualizations
Report; NVRA Report Definitions
Board Action Required:
Discuss as necessary
Draft
September 12, 2020 BOARD OF ELECTIONS BUDGET REPORT
CHARGES FOR SERVICES FY19-20
ACTUALS
FY19-20
2ND PERIOD
ACTUALS
FY20-21
2ND PERIOD
ACTUALS
FY20-21
TRANSFERS
/ADJUSTMENTS
FY20-21
ENC/REQ
FY20-21
REVISED BUDGET
FY20-21
PERCENT USED
COUNTY CANDIDATE FILING FEES -10,251.00 -5.00 -20.00 0.00 0.00 -15.00 133.3%
FEES -121,513.18 -10.00 -21.00 0.00 0.00 0.00 100.0%
PRINTING FEES 0.00 0.00 0.00 0.00 0.00 -100.00 0.0%
TOTAL CHARGES FOR SERVICES -131,764.18 -15.00 -41.00 0.00 0.00 -115.00 35.7%
INTERGOV REV-FEDERAL FY19-20
ACTUALS
FY19-20
2ND PERIOD
ACTUALS
FY20-21
2ND PERIOD
ACTUALS
FY20-21
TRANSFERS
/ADJUSTMENTS
FY20-21
ENC/REQ
FY20-21
REVISED BUDGET
FY20-21
PERCENT USED
G0531 GRANT-FEDERAL 0.00 0.00 0.00 -210,810.00 0.00 -210,810.00 0.0%
G0532 GRANT-FEDERAL 0.00 0.00 0.00 -10,000.00 0.00 -10,000.00 0.0%
SALARIES & BENEFITS FY19-20
ACTUALS
FY19-20
2ND PERIOD
ACTUALS
FY20-21
2ND PERIOD
ACTUALS
FY20-21
TRANSFERS
/ADJUSTMENTS
FY20-21
ENC/REQ
FY20-21
REVISED BUDGET
FY20-21
PERCENT USED
SALARIES AND WAGES 292,566.29 35,271.43 29,312.34 0.00 0.00 438,478.00 6.7%
CASUAL PART TIME SALARIES 205,766.14 2,588.40 2,627.61 0.00 0.00 193,389.00 1.4%
G0531 CASUAL PART TIME SALARIES 0.00 0.00 0.00 105,405.00 0.00 105,405.00 0.0%
G0532 CASUAL PART TIME SALARIES 0.00 0.00 0.00 5,000.00 0.00 5,000.00 0.0%
OVERTIME PAY (OTP)5,832.27 0.00 17.93 0.00 0.00 24,218.00 0.1%
SOCIAL SECURITY TAXES 23,709.84 2,778.03 2,330.57 0.00 0.00 50,193.00 4.6%
RETIREMENT-LOCAL GOVT EMPL 26,880.49 3,174.44 2,991.71 0.00 0.00 36,899.00 8.1%
MEDICAL INSURANCE EXPENSE 42,980.47 4,969.82 5,233.36 0.00 0.00 60,204.00 8.7%
LONG TERM DISABILITY INSUR 572.85 70.54 58.63 0.00 0.00 722.00 8.1%
SALARIES & BENEFITS TOTAL 598,308.35 48,852.66 42,572.15 110,405.00 0.00 914,508.00 4.7%
Draft
September 12, 2020 BOARD OF ELECTIONS BUDGET REPORT
OPERATING EXPENSES FY19-20
ACTUALS
FY19-20
2ND PERIOD
ACTUALS
FY20-21
2ND PERIOD
ACTUALS
FY20-21
TRANSFERS
/ADJUSTMENTS
FY20-21
ENC/REQ
FY20-21
REVISED BUDGET
FY20-21
PERCENT USED
CONTR SERVS 174,909.39 171.09 9,579.43 26,313.00 195,880.28 265,903.00 77.3%
G0531 CONTR SERV 0.00 0.00 0.00 105,405.00 0.00 105,405.00 0.0%
G0532 CONTR SERV 0.00 0.00 0.00 5,000.00 0.00 5,000.00 0.0%
RENT 2,375.00 0.00 0.00 0.00 0.00 1,750.00 0.0%
RENT-EQUIPMENT 0.00 0.00 0.00 0.00 0.00 200.00 0.0%
ADVERTISING COST 4,078.45 90.07 0.00 0.00 0.00 2,500.00 0.0%
CELLULAR EXPENSE 0.00 0.00 0.00 0.00 0.00 456.00 0.0%
POSTAGE EXPENSE 30,592.65 3,385.23 4,540.85 0.00 0.00 53,450.00 8.5%
M&R-EQUIPMENT 21,596.22 0.00 0.00 0.00 0.00 50,900.00 0.0%
PRINTING 120,620.62 2,122.49 0.00 0.00 1,816.50 61,330.00 3.0%
PRINTER-COPIER COSTS &SUPP 6,459.36 305.32 364.52 0.00 0.00 10,000.00 3.6%
SUPPLIES 65,955.58 1,455.44 157.84 0.00 35,096.32 88,901.00 39.7%
SUPPLIES-COMPUTER&OTHER 15,227.64 9,728.75 1,339.16 0.00 0.00 962.00 139.2%
DUES & SUBSCRIPTIONS 165.00 125.00 0.00 0.00 0.00 470.00 0.0%
EMPLOYEE REIMBURSEMENTS 487.06 0.00 0.00 0.00 0.00 500.00 0.0%
TRAINING & TRAVEL 6,614.03 1,563.08 23.00 0.00 0.00 8,500.00 0.3%
INSURANCE&BONDS 3,746.71 3,746.71 3,970.90 0.00 0.00 4,659.00 85.2%
TOTAL OPERATING EXPENSES 452,827.71 22,693.18 19,975.70 136,718.00 232,793.10 660,886.00 38.2%
CAPITAL OUTLAY FY19-20
ACTUALS
FY19-20
2ND PERIOD
ACTUALS
FY20-21
2ND PERIOD
ACTUALS
FY20-21
TRANSFERS
/ADJUSTMENTS
FY20-21
ENC/REQ
FY20-21
REVISED BUDGET
FY20-21
PERCENT USED
CAPITAL OUTLAY 749,668.00 0.00 0.00 0.00 0.00 0.00 0.0%
TOTAL CAPITAL OUTLAY 749,668.00 0.00 0.00 0.00 0.00 0.00 0.0%
GRAND TOTAL 1,800,804.06 69,989.44 62,506.85 26,313.00 232,793.10 1,354,469.00 21.8%
Draft
NEW HANOVER COUNTY BOARD OF ELECTIONS
NVRA REPORT
Reporting Period:-8/1/2020 8/31/2020
Totals
Active 146,290
Inactive 25,209
Total Registration 171,499
REPORTING PERIOD
Registrations Approved 2,335
Total Registrations Removed 1,238
Inactive Registrations Removed 270
New Registrations
00 - No Application Source 59
01 - Public Assistance 17
02 - Disability 3
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 696
06 - Mail-in 340
07 - In-person 41
08 - Library & High School 1
09 - Spanish Language Application 3
10 - Online Registration 1,038
17 - Registration Drives 171
21 - Medicaid Renewal 8
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 18
2,395
Duplicates
00 - No Application Source 15
01 - Public Assistance 5
02 - Disability 2
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 253
06 - Mail-in 10,343
07 - In-person 634
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 266
17 - Registration Drives 53
21 - Medicaid Renewal 16
95 - Voter Return of NCOA 315
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 67
98 - Voter Change On Confirmation 4
vtr_nvra_stat.rpt Page 1 of 5Sep 12, 2020 4:16 pm
Draft
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
99 - Voter Change On Verification 113
12,086
vtr_nvra_stat.rpt Page 2 of 5Sep 12, 2020 4:16 pm
Draft
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
Changes of Information
00 - No Application Source 49
01 - Public Assistance 13
02 - Disability 2
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 473
06 - Mail-in 1,661
07 - In-person 148
08 - Library & High School 3
09 - Spanish Language Application 0
10 - Online Registration 768
17 - Registration Drives 111
21 - Medicaid Renewal 16
95 - Voter Return of NCOA 534
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 23
98 - Voter Change On Confirmation 6
99 - Voter Change On Verification 74
3,881
Verifications
# of 1st & 2nd verification mailings sent 10,716
# of 1st NCOA mailings sent 0
# of 1st verification returned undeliverable 2,453
# of verification returned by voter 183
Confirmations
# of confirmations returned by voter 10
# of confirmations sent 45
# of confirmations returned undeliverable 0
# of confirmations not returned at all 0
COUNTY STATISTICAL
Constitution 85
Democratic 51,555
Green 94
Libertarian 1,311
Republican 53,327
Unaffiliated 65,127
American Indian 385
Asian 1,231
Black 20,524
Multi-Racial 999
Native Hawaiian or Pacific Islander 1
White 132,146
Other 3,134
Undesignated 13,079
Hispanic 3,203
Not Hispanic 119,636
Undesignated 48,660
vtr_nvra_stat.rpt Page 3 of 5Sep 12, 2020 4:16 pm
Draft
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
Female 85,362
Male 72,716
Undesignated 13,421
Unprocessed Registrations - Incomplete Queue
00 - No Application Source 5
01 - Public Assistance 3
02 - Disability 2
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 187
06 - Mail-in 29
07 - In-person 1
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 42
17 - Registration Drives 8
21 - Medicaid Renewal 1
95 - Voter Return of NCOA 89
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 2
98 - Voter Change On Confirmation 4
99 - Voter Change On Verification 6
Unprocessed Registrations - Archive Queue
00 - No Application Source 0
01 - Public Assistance 1
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 1
21 - Medicaid Renewal 0
95 - Voter Return of NCOA 2
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 8
98 - Voter Change On Confirmation 0
99 - Voter Change On Verification 0
Unprocessed Registrations - Review Queue
00 - No Application Source 1
01 - Public Assistance 0
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 2
06 - Mail-in 4
07 - In-person 0
vtr_nvra_stat.rpt Page 4 of 5Sep 12, 2020 4:16 pm
Draft
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 3
17 - Registration Drives 0
21 - Medicaid Renewal 0
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
vtr_nvra_stat.rpt Page 5 of 5Sep 12, 2020 4:16 pm
Draft
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
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
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
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
Subject:
Polling Place Change for Precinct FP07
Applicable Statutes and/or Rules
N.C. Gen. Stat §163-128(a)
Summary:
The previous polling place for precinct FP07, Immaculate Conception Catholic Church, has asked not to
host November's election due to the coronavirus pandemic. The New Hanover County Board of
Education has agreed to permit use of Eugene Ashley High School as a polling place for precinct FP07,
pending Board approval.
Document/s Included:
Images of the previous and proposed polling place for precinct FP07; Resolution to Adopt Polling Place
Change (FP07) (Provided at Board Meeting)
Board Action Required:
Staff recommends approval
Item # 4a Draft
Precinct FP07 – Proposed Polling Place Change
Current Polling Place Proposed Polling Place
Immaculate Conception Catholic
Church
Eugene Ashley High School
6650 Carolina Beach Road
Wilmington, NC 28412
555 Halyburton Memorial Pkwy
Wilmington, NC 28412
Aerial Image
Draft
Voter Parking Lot and Pathway
Polling Place Entrance
Draft
Voting Enclosure
Draft
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
Subject:
Polling Place Change for Precinct WB
Applicable Statutes and/or Rules
N.C. Gen. Stat §163-128(a)
Summary:
The previous polling place for precinct WB, Fran Russ Recreation Center, contains a small voting
enclosure which does not have sufficient capacity to adequately serve voters while maintaining proper
social distance. The New Hanover County Board of Education has agreed to permit use of Wrightsville
Beach Elementary School as a polling place for precinct WB, pending Board approval.
Document/s Included:
Images of the previous and proposed polling place for precinct WB; Resolution to Adopt Polling Place
Change (WB) (Provided at Board Meeting)
Board Action Required:
Staff recommends approval
Item # 4b Draft
Precinct WB – Proposed Polling Place Change
Current Polling Place Proposed Polling Place
FRAN RUSS REC CENTER WRIGHTSVILLE BEACH
ELEMENTARY SCHOOL
4 RUSS DRIVE, WRIGHTSVILLE
BEACH, 28480
220 CORAL DRIVE,
WRIGHTSVILLE BEACH, 28480
Aerial Image
Draft
Voter Parking Lot and Pathway
Polling Place Entrance
Draft
Voting Enclosure
Draft
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
Subject:
Temporary Transfer of Voters for Precinct H13
Applicable Statutes and/or Rules
N.C. Gen. Stat §163-128(a)
Summary:
The current polling place for precinct H13, Plantation Village, has asked not to host the November
General Election due to the coronavirus pandemic. As of September 13, 2020, there are 4,523 voters in
precinct H13 who are eligible to vote in the November 3rd election. NC General Statute § 163-128(a)
provides that upon a resolution adopted by the County Board of Elections, voters from a given precinct
may be temporarily transferred, for the purpose of voting, to an adjacent precinct. The county board of
elections proposal is subject to approval by the Executive Director of the NC State Board of Elections.
When such a resolution has been adopted by the county board of elections to assign voters from more
than one precinct to the same precinct, then the county board of elections shall maintain separate
registration and voting records so as to properly identify the precinct in which such voters reside. The
polling place for the adjacent precinct, H12, is Porters Neck Elementary School (formerly occupied by
Blair Elementary School), 416 Edgewater Club Rd, Wilmington, NC 28411. The voting enclosure used for
voters in precinct H12 is the multipurpose room. The proposed voting enclosure for voters in precinct
H13 is the cafeteria. While the two voting enclosures are adjacent to each other, voters from each
precinct will use two separate entrances on different sides of the school. Curbside voters will use the
parking spaces adjacent to the exterior entrances to both voting enclosures. Curbside voters will be
provided with color coded tickets that can be placed on their dashboard indicating the precinct of their
residence. Curbside officials assigned to each precinct will use the color coded tickets to determine who
should provide assistance to voters in each vehicle. All other voter parking will be located at the primary
parking lot near the front entrance road into the school.
Document/s Included:
Photos of the Porters Neck Elementary School; Resolution to Transfer Voting for Precinct H13 (Provided
at Board Meeting)
Board Action Required:
Staff recommends approval
Item # 4c Draft
PRECINCT H12 PORTERS NECK ELEMENTARY SCHOOL (FORMERLY OCCUPIED BY BLAIR ELEMENTARY SCHOOL)
H12 Entrance
H13 Entrance
Curbside Voting
ARIAL VIEW
Draft
PRECINCT H12 PORTERS NECK ELEMENTARY SCHOOL (FORMERLY OCCUPIED BY BLAIR ELEMENTARY SCHOOL)
CURBSIDE VOTING AREA FOR
PRECINCTS H12 AND H13
VOTER PARKING
PRECINCT H12 ENTRANCE PRECINCT H12 EXTERIOR QUEUING
Draft
PRECINCT H12 PORTERS NECK ELEMENTARY SCHOOL (FORMERLY OCCUPIED BY BLAIR ELEMENTARY SCHOOL)
PRECINCT H13 ENTRANCE PRECINCT H13 EXTERIOR QUEUING
Draft
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
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)
Summary:
The New Hanover County Board of Elections must adopt a resolution for the counting of
absentee ballots for the 2020 General Election if the counting of absentee ballots will begin
prior to 5:00 PM on Election Day. The Board may pass a resolution to count absentee ballots
at 2:00 PM at a meeting held after the election but before the county canvass. Attached is a
resolution to adopt a time for counting absentee ballots, at 2:00 PM on November 3 and
November 12, 2020. 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 # 4d Draft
RESOLUTION TO ADOPT THE TIME FOR COUNTING OF
ABSENTEE BALLOTS
At a meeting duly called and held on the 15th day of September 2020, 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)(i) or (ii);
WHEREAS the time and dates designated for these meetings will be at 2:00 pm, on November 3
and November 12, for the purpose of counting absentee ballots;
WHEREAS the location of these meetings shall be at the New Hanover County Government
Center Complex, 230 Government Center Drive, Wilmington, NC 28403;
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 §§ 163-238(2) and 163-238(11) 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 2020 General Election to
begin at 2:00 p.m. on November 3 and November 12.
Thomas C. Pollard, Chair
StarNews Publication – October 20th & October 27th
Draft
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
Subject:
2020 General Election Notice
Applicable Statutes and/or Rules:
N.C. Gen. Stat §163-33(8)
Summary:
County Boards of Election across North Carolina are required to place a legal notice in the paper
that informs voters of the upcoming election. This notice must be run in a newspaper having
general circulation in the county once a week during the 20-day period preceding the voter
registration deadline and posted on the courthouse door. In addition to the information on the
upcoming election, the notice includes information on the:
1. 2020 General Election Absentee One-Stop Voting Period
2. Times for the review of absentee ballot applications (required and additional)
3. Times for the counting of absentee ballots
This notice does not satisfy the legal notice requirement for changing the time of counting
absentee ballots pursuant to N.C. Gen. Stat. §§163-234 (2) and 163- 234 (11), which is required
to run once weekly during the two-week period prior to the election.
Document/s Included:
2020 General Election Notice
Board Action Required:
Staff recommends approval
Item # 4d Draft
PUBLIC NOTICE
The 2020 General Election will be held on Tuesday, November 3, 2020 in New Hanover County for the following federal, state,
and local offices: US President, US Senate, US House of Representatives District 7, NC Governor, NC Lieutenant Governor, NC
Attorney General, NC Auditor, NC Commissioner of Agriculture, NC Commissioner of Insurance, NC Commissioner of Labor, NC
Secretary of State, NC Superintendent of Public Instruction, NC Treasurer, NC State Senate District 8 & 9, NC House of
Representatives District 18, 19 and 20, NC Supreme Court Chief Justice, NC Supreme Court Associate Justice, NC Court of
Appeals Judge, NC District Court Judge District 5, New Hanover County Board of Commissioners-3 seats, New Hanover County
Board of Education- 3 seats, Register of Deeds, Soil and Water Conservation District Supervisor.
All Polling Places in the county will be open from 6:30 am to 7:30 pm on the day of the election, Tuesday, November 3.
Absentee One-Stop Voting will be held at the NHC Government Center (230 Government Center Dr., Suite 34), NHC Pine
Valley Library (3802 S. College Rd), NHC Northeast Regional Library (1241 Military Cutoff Rd), NHC Senior Resource
Center (2222 S College Road), Wilma W. Daniels Art Gallery at CFCC (200 Hanover St), Carolina Beach Community Center
(300 Cape Fear Blvd), McKeithan Center at CFCC-N (4500 Blue Clay Rd), Moose Lodge (4610 Carolina Beach Rd), NHC
Arboretum (6206 Oleander Drive). Absentee One-Stop Voting will be open from Thursday, October 15th until 3:00 pm on
Saturday, October 31st. Specific dates and times can be found on the Board of Elections website at www.nhcvote.com or by
calling our office at (910) 798-7330. Canvass will be held in the New Hanover County Board of Elections office at 11:00 am
on Friday, November 13th.
Absentee voting by mail is available. Requests for an absentee ballot must be made on an absentee request form (available on the
State Board of Elections website and, at the county board of elections office, and must be received in the New Hanover County
Board of Elections office or any one-stop early voting site by 5:00 p.m. on Tuesday, October 27, 2020. Completed request forms
may only be returned in-person to the New Hanover County Board of Elections office by the voter, the voter’s near relative or
verifiable legal guardian, or by a Multipartisan Assistance Team, or delivered by the U.S. Postal Service or designated delivery
service (DHL, FedEx, or UPS). Absentee voting requires the voter to complete an application on the return envelope that must be
witnessed by one qualified person. Completed absentee ballots must be returned to the New Hanover County Board of Elections
by 5:00 p.m. on Election Day (ballots received by mail after this time will be considered timely if they are received by 5:00 p.m.
on Friday, November 6, and postmarked on or before Election Day). Voters may receive assistance voting a mail-in absentee
ballot from a near relative or verifiable legal guardian, or by a qualified person of their choice if a near relative or legal guardian
is not available. If the voter resides in a facility such as a nursing home, and the voter’s near relative or legal guardian is not
available, the voter or the facility can arrange to have the county board of elections schedule a visit by a Multipartisan Assistance
Team to provide assistance and serve as a witness.
All persons who are registered to vote with the New Hanover County Board of Elections may vote in this election. Persons who are not
already registered to vote in the county must register by Friday, October 9 to be eligible to vote in this election. Voters who are not
registered in the county by that deadline may register and vote during one-stop early voting only, and will be required to provide
documentation of their identity and residence. Voters who fail to timely make a change to their name or address in the county must
update the information when presenting to vote, and may be required to vote a provisional ballot.
For more information contact NHC Board of Elections, 230 Government Center Dr., Suite 38, Wilmington, NC 28403,
Monday – Friday, 8am - 5pm, (910) 798-7330 – www.nhcvote.com.
Thomas C. Pollard, Chair
StarNews Publication – September 21st & 28th, October 5th
Draft
Regular Meeting
New Hanover County Board of Elections
September 15, 2020
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