Board Meeting Agenda Packet 03-09-2021MEETING AGENDA
Date: March 9, 2021 Time: 4:00 PM
Location: Government Center Complex, Ste 34 Type: Regular
Scheduled Attendees:
Thomas C. Pollard, Chair Rae Hunter-Havens, Elections Director
Evelyn D. Adger, 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 Allegiancec.Approval of Agenda
d.Approval of Minutes (2/9/2021)
2.Public Comment and Questions
•Public Comment (2-minute limit)
3.General Discussion
•Other Elections-Related Matters
4.Director’s Report
a.Financial Update
b.List Maintenance
c.Biennial List Maintenance
d.Updated Board Meeting Calendar
e.Government Center Updates and Office Relocation
5.New Business
a.Potential Impacts of Delayed Census Data on 2021-2022
Elections
b.Use of Additional HAVA Funds for Elections Enhancements
6.Adjournment
*Agenda packets are sent via email in advance of meetings.
Draft
Regular Meeting
New Hanover County Board of Elections
March 9, 2021
Subject:
Approval of Agenda
Summary:
N/A
Board Action Required:
Staff recommends approval
Item # 1c
Draft
Regular Meeting
New Hanover County Board of Elections
March 9, 2021
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 2/9/2021 meeting.
Board Action Required:
Staff recommends approval
Item # 1dItem # 1d
Draft
Board Minutes – 02/09/2021
REGULAR MEETING
New Hanover County Board of Elections
February 9, 2021
4:00 P.M.
ATTENDANCE
Members: Thomas C. Pollard, Chairman
Evelyn D. Adger, 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: Sheryl Kelly, Assistant County Manager
Public Attendees: Patsy Odom; Alice M. Welks, You Can Vote organization;
Telephonic Attendees: None
OPENING
Chair Pollard called the meeting to order at 4:02 p.m. The New Hanover County Board of
Elections meeting was held at 230 Government Center Drive, Suite 34, Wilmington, NC.
All members were present.
AGENDA
Secretary Adger moved that the agenda be approved as submitted, second by Member
Bryan. Motion carried unanimously.
MINUTES
Chair Pollard moved that the minutes of the 01/12/2021 Board meeting be approved as
submitted, second by Secretary Adger. Motion carried unanimously.
PUBLIC COMMENT
Chair Pollard called upon the public in-person attendees for their comments or questions,
limited to two minutes each.
Draft
Board Minutes – 02/09/2021
Patsy Odom asked the status of an incident report she filed with the State Board of
Elections (SBE) on November 27, 2021, concerning the actions of a chief judge in
preventing an observer from accessing the polling place to observe the closing
procedures. Director Hunter-Havens noted she does not know how or when the SBE
would respond, but in response to the report, she plans to incorporate specific training for
the Chief Judges and Judges regarding observers during closing of the polls.
Seeing no other in-person attendees wishing to comment and noting there were no
telephone attendees, Chair Pollard closed the Public Comment period.
GENERAL DISCUSSION
Chair Pollard called the Board's attention to the draft letter in support of the proposed
Enhancement Requests in the Board’s FY2021-2022 budget, and requested the members
sign the letter before leaving the meeting. Discussion of whether the two new positions
would be offset by reduction in the number of temporary election season workers
followed. The positions add supervisory oversight, safety and security capacity but it is
difficult to predict or document budget offsets, given the changing scope of
responsibilities, complexity of tasks, and demanding election timelines which continue to
increase from one election cycle to the next. Board members voiced their support for the
proposed Enhancement Requests.
Hearing no further general discussion from the members, Chair Pollard closed the
General Discussion period and called on the Director for her report.
DIRECTOR’S REPORT
a.Financial Update
Director Hunter-Havens reported that through the 7th budget period, ending January 31,
the Board of Elections has expended 100% of the FY 2020-2021 operating budget due to
the unanticipated cost associated with conducting an election during a pandemic. She has
requested a transfer of $113,110.03 in additional County funds to pay all current
outstanding invoices. The extra pandemic-related costs include those required to conduct
a much larger absentee-by-mail process and to operate nine (9) One Stop Early Voting
sites. Neither of these increased cost centers could have been anticipated in preparing the
FY 2020-2021 budget, based on past voter trends and previous elections administrative
and statutory requirements. Overages in Printing (-$26,891.02), Postage (-$24,478.90),
Rent (-$2,375.00), and Supplies (-$17,643.13), totaling $71,388.05, are the direct
expenses associated with expanded absentee-by-mail and early voting, and contributed to
depletion of the operating budget. Federal CARES Act funds allocated to the Board of
Elections paid the additional election officials and temporary employees working in the
office during the election. In response to the pandemic, the State Board required all
county Boards to add three new positions to each in-person voting site and expand
capacity for curbside voting. The predicted increased volume for absentee-by-mail
voting required creation and operation of an expanded processing center staffed by 9 to
20 employees for three months to process over 38,000 absentee-by-mail requests.
Draft
Board Minutes – 02/09/2021
On Tuesday, February 2, 2021, the State Board informed the county boards of additional
HAVA (Help America Vote Act) funds available under Session Law 2020-17 for
distribution based on their Department of Commerce economic tier and number of
registered voters to meet the unexpected pandemic-related costs. New Hanover County’s
HAVA funds allocation is $222,510. Of the additional HAVA funds, about $95,000 will
be available to reimburse the County funds and any balance after paying outstanding
invoices is available for operational improvements not already budgeted.
The General Assembly stipulated that counties must certify that HAVA funds will not be
used to supplant county budgeted funds. Use of the funds must adhere to the categories
and permissible purposes established by the U.S. Elections Assistance Commission and
the federal standards set by the Congressional grant authorization. Allowable costs are
those necessary and reasonable for the proper and efficient performance and
administration of the grant-funded activities. Examples of allowable costs include
cleaning supplies and protective masks for staff and poll workers; resources to meet an
unanticipated increased demand for mail ballots due to self-isolation and quarantine in
response to COVID-19; temporary staff to process the increased absentee ballot demand;
and physical and cyber security improvements. Allowable costs would not include those
that are currently paid with state or local election jurisdiction funds, such as the regularly
anticipated demand for mail ballots or other regular election-related services.
b.List Maintenance
Director Hunter-Havens reported on the conduct of routine statutory list maintenance in
January 2021:
Removed 729 voters from the voter registration rolls consistent with NCGS §163-
82.14.
Processed 622 new registration forms, 308 duplicate registration forms, and 728
registration update forms.
Required biennial list maintenance is underway with 18,704 list maintenance and new
registration cards mailed in January, and 10,754 returned undeliverable, generating a
second mailing. Discussion followed on the reasons a voter registration card may be
undeliverable.
NEW BUSINESS
a.Adoption of FY 2021-22 Recommended Budget
Director Hunter-Havens reviewed the proposed budget that will cover the fiscal year
running July 1, 2021 through June 30, 2022, inclusive of the 2021 Municipal Election
and the 2022 Primary Election. The proposed budget is based on recent and anticipated
voter trends, such as increased use of absentee-by-mail voting. The budget for the
Municipal Election proposes 1 One Stop Early voting location, anticipates continued
need for the three additional COVID-related voting site officials, and continues to lease
laptops. Discussion followed regarding overtime and temporary costs, the reasons to
lease instead of purchase laptops, setting of filing fees, and anticipated facility rental.
Draft
Board Minutes – 02/09/2021
The proposed budget does not include salaries for FY2021-22 as these numbers are in
development.
Member Washburn moved to approve the recommended budget as presented, second by
Member Miller. Motion carried unanimously.
b.Office Relocation
With the North Carolina Local Government Commission approving the proposed debt
financing plan on February 3, 2021, the County is proceeding with plans to redevelop the
Government Center site. Construction is expected to begin in mid-March. Working with
Facilities Management and the County Manager’s office regarding Elections security,
storage, and functional workspace needs, it quickly became clear that the new building
was likely not the best space for the Board of Elections offices.
Working closely with Sara Warmuth, Chief Facilities Officer, and Sheryl Kelly, Assistant
County Manager, the Executive Development Center (EDC) at the Northeast Regional
Library, including the office space and three conference/meeting rooms, was the only
space that met ongoing needs, and allowed for some expansion during election seasons
through shared use of the David E. Paynter Room with the New Hanover County
Libraries for functions that require additional space, such as candidate filing, One-Stop
voting, Election Day voting, and recounts. Additional use of the space outside of those
planned times will require use of the Library’s reservation system. Discussions are on-
going, but at this time the anticipated relocation would occur in early May.
Elections will continue to use the workroom, storage cage, and Suite 34 at the current
Government Center to store and prepare bulk supplies, store and test voting equipment,
and prepare laptops for use during the election. These spaces will continue to be utilized
for these processes until the county has established a new functional storage space, which
should be completed during the summer of 2022.
Board members discussed concerns about the limited available parking near the EDC
entrance and the loss of the familiar and central Government Center (GVT) One Stop
site. Noting that the Northeast Library (NEL) and GVT sites are usually the busiest, the
Board encouraged consideration of a new site in the vicinity of the GVT site, and ample
publicity that the GVT site will not be hosting One Stop voting for the 2021 Municipal
Election due to limited access and safety concerns during construction of the new County
Government complex. Director Hunter-Havens noted that only 1 One Stop site is typical
for a Municipal Election and in 2021 that is expected to be the NEL Paynter Room site.
This move is anticipated to cover the expected construction of the new County office
building from mid-March 2021 through the 2022 Primary Election. Planning and
evaluating space for Elections will continue after the move to the EDC.
No Board action is required at this time.
Draft
Board Minutes – 02/09/2021
ADJOURNMENT
Member Washburn moved that the meeting be adjourned at 5:11 p.m., second by Chair
Pollard. Motion carried unanimously.
The next Board meeting is scheduled to be held on March 9, 2022, at 4:00 p.m., at 230
Government Center Drive, Suite 34, Wilmington, NC.
APPROVED BY:RESPECTFULLY SUBMITTED:
_______________________________ _______________________________
EVELYN D. ADGER RAE HUNTER-HAVENS
SECRETARY ELECTIONS DIRECTOR
Draft
Regular Meeting
New Hanover County Board of Elections
March 9, 2021
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
March 9, 2021
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 # 3
Draft
Regular Meeting
New Hanover County Board of Elections
March 9, 2021
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 8th Period (February)
Operating Expenses expended through FY20-21 8th Period (February)
Grand Total expended through FY20-21 8th Period (February)
Additional funds were transferred into the Elections budget to permit the processing of all
outstanding invoices from the 2020 General Elections. The need for additional funds is the
direct result of unanticipated expenditures that were a direct result of COVID-19 and required to
comply with all statutory and administrative requirements related to conducting a safe and
secure 2020 General Election.
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 10,229 voters from the voter registration rolls in February 2021
consistent with NC Gen. Stat. §163-82.14.
Processed 845 new registration forms, 645 duplicate registration forms, and 840
registration update forms in February 2021.
c.Biennial List Maintenance
As part of the biennial list maintenance process, the registrations of 9,321 inactive
voters were removed from the registration rolls. As a result, the number of registered
voters in New Hanover County decreased from 179,297 on January 31, 2021 to 169,919
on February 28, 2021.
Biennial List Maintenance is conducted in each odd-numbered year to assess the current
registered voters on the county rolls. For any voters on the rolls where there has been
no contact through two federal election cycles, we are required to send that individual
an address confirmation mailing that must be returned within 30 days for that voter to
remain in “active” status. If the voter does not return the mailing, or if it is returned to
our office as undeliverable, the voter will be marked as “inactive.” This is not a removal
of the voter from the rolls, it simply means that if/when the voter presents to vote in an
Item # 2 Item # 4
Draft
upcoming election they will be asked to verify or update the address on their voter
registration. Should there still be no contact through another federal election cycle the
registrations for these “inactive” voters will be removed in 2023.
Once a registered voter’s status becomes Inactive, if the voter remains inactive for an
additional two statewide general elections, then following the last general election, the
voter will be removed from the list of registered voters. The NVRA does not permit any
voter to be made inactive within 90 days of the date of a general election and this fact is
taken into consideration when removing voters due to biennial list maintenance. Any
inactive voter subject to removal must have been made inactive no later than 90 days
before the first statewide general election and then remained inactive (had no contact)
through the second statewide general election.
Draft
d.Updated Board Meeting Calendar
The NC State Board of Elections published a draft master calendar for the 2021-2022
election cycle which required three changes to the Board’s Meeting Schedule. Two
additional absentee meetings were added to comply with the new statutory
requirement even though municipal ballots will not be available to mail by the dates of
the meetings. The absentee meetings can be cancelled at a later date if not needed to
conduct official business.
The special meeting date and time for the administration of oaths to new board
members was updated to Tuesday, July 20, 2021 at noon.
e.Government Center Updates and Office Relocation
The construction of the new Government Center building is scheduled to begin on
Monday, March 15, 2021. During the construction, there will be areas that are not
accessible in the West parking lot adjacent to our current offices. I have included an
aerial view outlining this construction and three available parking areas around the
building prepared by Facilities Management. Each department has been assigned to one
of three lots. The Board of Elections has been assigned to the WEST lot.
As mentioned previously, the construction will impact the availability of the
Government Center as a One-Stop “Early Voting” site for the 2022 Primary Election. The
current expectation is that the Board of Elections will be able to use a large
multipurpose room with an exterior entrance at the new Government Center building as
a One-Stop site for the 2022 General Election.
Document/s Included:
Financial Update FY20-21 8th Period (February); NVRA Report from February 2021; NVRA Visualizations
Report; NVRA Report Definitions; Updated Board Meeting Schedule and Calendar; NHC Government
Center- Jobsite Plan and Parking
Board Action Required:
Discuss as necessary
Draft
March 5, 2021 BOARD OF ELECTIONS BUDGET REPORT
CHARGES FOR SERVICES FY19-20
ACTUALS
FY19-20
8TH PERIOD
ACTUALS
FY20-21
8TH 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 -10,251.00 -20.00 0.00 0.00 -15.00 133.3%
FEES -121,513.18 -121,513.18 -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 -131,764.18 -41.00 0.00 0.00 -115.00 35.7%
INTERGOV REV-FEDERAL FY19-20
ACTUALS
FY19-20
8TH PERIOD
ACTUALS
FY20-21
8TH 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 0.00 0.00 -210,810.00 0.0%
G0532 GRANT-FEDERAL 0.00 0.00 0.00 0.00 0.00 -10,000.00 0.0%
G0540 GRANT-FEDERAL 0.00 0.00 -85,000.00 0.00 0.00 -85,000.00 100.0%
G0560 GRANT-FEDERAL 0.00 0.00 0.00 0.00 0.00 -222,510.00 0.0%
TOTAL INTERGOV REV-FEDERAL 0.00 0.00 -85,000.00 0.00 0.00 -528,320.00 16.1%
SALARIES & BENEFITS FY19-20
ACTUALS
FY19-20
8TH PERIOD
ACTUALS
FY20-21
8TH PERIOD
ACTUALS
FY20-21
TRANSFERS
/ADJUSTMENTS
FY20-21
ENC/REQ
FY20-21
REVISED BUDGET
FY20-21
PERCENT USED
SALARIES AND WAGES 292,566.29 182,623.87 199,974.26 0.00 0.00 438,478.00 45.6%
CASUAL PART TIME SALARIES 205,766.14 66,908.38 430,662.71 0.00 0.00 193,389.00 222.7%
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%
G0540 CASUAL PART TIME SALARIES 0.00 0.00 0.00 75,000.00 0.00 75,000.00 0.0%
OVERTIME PAY (OTP)5,832.27 2,330.06 13,489.56 0.00 0.00 24,218.00 55.7%
SOCIAL SECURITY TAXES 23,709.84 14,662.22 21,620.72 0.00 0.00 50,193.00 43.1%
RETIREMENT-LOCAL GOVT EMPL 26,880.49 16,643.80 21,769.89 0.00 0.00 36,899.00 59.0%
MEDICAL INSURANCE EXPENSE 42,980.47 26,909.02 27,598.38 0.00 0.00 60,204.00 45.8%
LONG TERM DISABILITY INSUR 572.85 355.70 391.55 0.00 0.00 722.00 54.2%
SALARIES & BENEFITS TOTAL 598,308.35 310,433.05 715,507.07 185,405.00 0.00 989,508.00 72.3%
Draft
March 5, 2021 BOARD OF ELECTIONS BUDGET REPORT
OPERATING EXPENSES FY19-20
ACTUALS
FY19-20
8TH PERIOD
ACTUALS
FY20-21
8TH PERIOD
ACTUALS
FY20-21
TRANSFERS
/ADJUSTMENTS
FY20-21
ENC/REQ
FY20-21
REVISED BUDGET
FY20-21
PERCENT USED
CONTR SERVS 174,909.39 86,330.21 383,903.13 54,644.00 26,515.19 294,234.00 139.5%
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%
G0540 CONTR SERV 0.00 0.00 0.00 10,000.00 0.00 10,000.00 0.0%
G0560 CONTR SERV 0.00 0.00 0.00 222,510.00 0.00 222,510.00 0.0%
RENT 2,375.00 625.00 4,125.00 0.00 0.00 1,750.00 235.7%
RENT-EQUIPMENT 0.00 0.00 0.00 0.00 0.00 200.00 0.0%
ADVERTISING COST 4,078.45 2,385.60 3,038.78 3,039.00 0.00 5,539.00 54.9%
CELLULAR EXPENSE 0.00 0.00 0.00 0.00 0.00 456.00 0.0%
POSTAGE EXPENSE 30,592.65 18,738.38 83,821.57 5,718.00 0.00 59,168.00 141.7%
M&R-EQUIPMENT *21,596.22 37,066.30 18,285.00 19,565.00 0.00 70,465.00 25.9%
PRINTING 120,620.62 22,067.33 89,988.17 4,136.00 0.00 65,466.00 137.5%
PRINTER-COPIER COSTS &SUPP 6,459.36 3,051.78 9,748.29 5,218.00 0.00 15,218.00 64.1%
SUPPLIES 65,955.58 18,076.45 148,005.91 24,832.00 0.00 113,733.00 130.1%
SUPPLIES-COMPUTER&OTHER 15,227.64 11,679.64 1,721.16 0.00 0.00 962.00 178.9%
DUES & SUBSCRIPTIONS 165.00 125.00 0.00 0.00 0.00 470.00 0.0%
EMPLOYEE REIMBURSEMENTS 487.06 404.26 152.2 0.00 0.00 500.00 30.4%
TRAINING & TRAVEL 6,614.03 5,200.40 201.98 0.00 0.00 8,500.00 2.4%
INSURANCE&BONDS 3,746.71 3,746.71 4,214.62 -444.00 0.00 4,215.00 100.0%
TOTAL OPERATING EXPENSES 452,827.71 209,497.06 747,205.81 459,623.00 26,515.19 983,791.00 78.6%
*Received Credit for $15,470.08 which resulted in FY19/20 Actuals of $21,596.22.
CAPITAL OUTLAY FY19-20
ACTUALS
FY19-20
8TH PERIOD
ACTUALS
FY20-21
8TH 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 1,800,804.06 388,165.93 1,377,671.88 645,028.00 26,515.19 1,444,864.00 97.2%
Draft
NEW HANOVER COUNTY BOARD OF ELECTIONS
NVRA REPORT
Reporting Period:-2/1/2021 2/28/2021
Totals
Active 149,034
Inactive 20,885
Total Registration 169,919
REPORTING PERIOD
Registrations Approved 551
Total Registrations Removed 10,229
Inactive Registrations Removed 9,526
New Registrations
00 - No Application Source 3
01 - Public Assistance 11
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 754
06 - Mail-in 5
07 - In-person 0
08 - Library & High School 0
09 - Spanish Language Application 1
10 - Online Registration 23
17 - Registration Drives 43
21 - Medicaid Renewal 5
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
845
Duplicates
00 - No Application Source 0
01 - Public Assistance 1
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 1
05 - DMV 229
06 - Mail-in 9
07 - In-person 0
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 17
17 - Registration Drives 2
21 - Medicaid Renewal 1
95 - Voter Return of NCOA 1
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
98 - Voter Change On Confirmation 324
vtr_nvra_stat.rpt Page 1 of 5Mar 05, 2021 11:55 am
Draft
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
99 - Voter Change On Verification 60
645
vtr_nvra_stat.rpt Page 2 of 5Mar 05, 2021 11:55 am
Draft
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
Changes of Information
00 - No Application Source 6
01 - Public Assistance 12
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 2
05 - DMV 562
06 - Mail-in 59
07 - In-person 16
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 59
17 - Registration Drives 0
21 - Medicaid Renewal 2
95 - Voter Return of NCOA 0
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
98 - Voter Change On Confirmation 78
99 - Voter Change On Verification 44
840
Verifications
# of 1st & 2nd verification mailings sent 1,787
# of 1st NCOA mailings sent 0
# of 1st verification returned undeliverable 862
# of verification returned by voter 101
Confirmations
# of confirmations returned by voter 367
# of confirmations sent 921
# of confirmations returned undeliverable 2,526
# of confirmations not returned at all 8,227
COUNTY STATISTICAL
Constitution 110
Democratic 50,458
Green 137
Libertarian 1,368
Republican 52,882
Unaffiliated 64,964
American Indian 358
Asian 1,200
Black 19,110
Multi-Racial 951
Native Hawaiian or Pacific Islander 12
White 126,344
Other 2,954
Undesignated 18,990
Hispanic 3,069
Not Hispanic 112,948
Undesignated 53,902
vtr_nvra_stat.rpt Page 3 of 5Mar 05, 2021 11:55 am
Draft
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
Female 81,263
Male 69,082
Undesignated 19,574
Unprocessed Registrations - Incomplete Queue
00 - No Application Source 69
01 - Public Assistance 6
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 1
05 - DMV 161
06 - Mail-in 5
07 - In-person 0
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 1
17 - Registration Drives 0
21 - Medicaid Renewal 0
95 - Voter Return of NCOA 0
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
98 - Voter Change On Confirmation 40
99 - Voter Change On Verification 7
Unprocessed Registrations - Archive Queue
00 - No Application Source 0
01 - Public Assistance 0
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 1
06 - Mail-in 0
07 - In-person 0
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 0
17 - Registration Drives 0
21 - Medicaid Renewal 0
95 - Voter Return of NCOA 0
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
98 - Voter Change On Confirmation 1
99 - Voter Change On Verification 0
Unprocessed Registrations - Review Queue
00 - No Application Source 0
01 - Public Assistance 0
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 54
06 - Mail-in 0
07 - In-person 0
vtr_nvra_stat.rpt Page 4 of 5Mar 05, 2021 11:55 am
Draft
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 1
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 5Mar 05, 2021 11:55 am
Draft
0 5,000 10,000 15,000 20,000 25,000 30,000 35,000 40,000 45,000 50,000
APPROVED REG
REMOVED REG
NVRA Monthly Statistics: Total Removed and Approved Registrations
Dec-18 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19
Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20
Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21
Draft
0 10,000 20,000 30,000 40,000 50,000 60,000
NEW DMV REG
NEW REG ALL OTHERS
DMV DUPLICATES
ALL OTHER DUPLICATES
DMV INFO CHANGE
ALL OTHER INFO CHANGE
NVRA Monthly Statistics: Voter Registrations
Dec-18 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20
Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21
Draft
0 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 180,000
1ST & 2ND VERIFICATIONS MAILED
1ST NCOA MAILED
UNDELIVERABLE 1ST VERFICIATION
RETURNED VERIFICATIONS
MAILED CONFIRMATIONS
RETURNED CONFIRMATIONS
UNDELIVERABLE CONFIRMATIONS
NVRA Monthly Statistics: Voter Card Mailings
Dec-18 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19
Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20
Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21
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
NOTICE OF MEETINGS
In accordance with N.C. Gen. Stat. § 143-318.12(a), the New Hanover County Board of Elections will meet on
the Tuesday following the second Monday of each month at 4:00 PM unless otherwise noted on the schedule
below. All meetings are held at 230 Government Center Drive, Suite 34, Wilmington, NC 28403, unless
otherwise noted in the board meeting notice. The schedule for all meetings in 2021 is as follows:
Date Type Time Purpose
1/ 12/ 2021 Regular 4:00 P.M. Conduct business as needed
2/ 9/ 2021 Regular 4:00 P.M. Conduct business as needed
3/ 9/ 2021 Regular 4:00 P.M. Conduct business as needed
4/ 13/ 2021 Regular 4:00 P.M. Conduct business as needed
5/ 11/ 2021 Regular 4:00 P.M. Conduct business as needed
6/ 15/ 2021 Regular 4:00 P.M. Conduct business as needed
7/ 20/ 2021 Special 12:00 P.M. Administrations of Oaths
8/ 17/ 2021 Special 4:00 P.M. Chief Judge/Judge Appointments 21-23
9/ 14/ 2021 Regular 4:00 P.M. Conduct business as needed
9/ 28/ 2021 Special 5:00 P.M. Absentee Review Meeting
10/ 05/ 2021 Special 5:00 P.M. Absentee Review Meeting
10/ 12/ 2021 *Special 5:00 P.M. Absentee Review Meeting
10/ 19/ 2021 Special 5:00 P.M. Absentee Review Meeting
10/ 26/ 2021 Special 5:00 P.M. Absentee Review Meeting
11/ 1/ 2021 Special 5:00 P.M. Absentee Review Meeting
11/ 2/ 2021 Special 2:00 P.M. Count Absentee Ballots
11/ 9/ 2021 Regular 4:00 P.M. Conduct business as needed
TBD Special 2:00 P.M. Count Absentee & Provisional Ballots
11/12/2021 Special 11:00 A.M. County Canvass of Election Results
12/ 14/ 2021 Regular 4:00 P.M. Conduct business as needed
* Denotes a regular meeting that falls on the date of a special meeting required by statute
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.
Draft
Legend
Holidays Absentee One-Stop Voting Voter Registration Deadline
Regular Board Meeting Election Day Voting * Absentee Meetings
Canvass Special Meeting: Board Member Appointment Special Meeting: CJ/Judge Appointment
2021
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
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
Draft
10
97
101 92
225
AVAILABLE PARKING525 TOTAL SPACES
SOUTH
NORTH
WEST
Draft
Regular Meeting
New Hanover County Board of Elections
March 9, 2021
Subject:
Potential Impacts of Delayed Census Data on 2021-2022 Elections
Applicable Statutes and/or Rules:
N.C. Const., Art. II, Sec. 3; N.C. Const., Art. II, Sec. 5; NC Gen. Stat. §153A-22
Summary:
The 2020 Census data delivery timeline has been delayed due to the pandemic. The census data will not
be available for redistricting purposes until September 2021, a delay from the original May 1, 2021
deadline. The North Carolina constitution requires that redistricting be undertaken in the next session
after the delivery of census data, rather than when the census is taken. Every 10 years, states are
required to create new maps for state legislative and congressional races. Currently, candidate filing for
the 2021 Municipal Elections is scheduled to begin on Friday, July 2nd at noon and end on Friday, July 16th
at noon. Due to the census delay, Karen Brinson Bell, Executive Director of the North Carolina State Board
of Elections, has recommended to the General Assembly to postpone municipal elections until 2022 and
move the 2022 Primary Election from March to May of 2022. The General Assembly has the statutory
authority to alter the dates of elections and the candidate filing period.
Of the more the 500 municipalities in NC, there are 62 municipalities that need the updated census data
to review their electoral districts because candidates submit paperwork or voters cast ballots based on
their specific ward or district. The four municipalities in New Hanover County, the City of Wilmington and
Towns of Carolina Beach, Kure Beach, and Wrightsville Beach, do not use census data for this purpose and
elect their representatives at-large, with all voters in the municipality voting for all seats. Executive
Director Bell recommended to lawmakers to delay the election date for all municipalities in NC in order to
address redistricting and avoid confusing voters.
County boards of elections have not received written guidance from the NC State Board of Elections
regarding the census delay and possible changes to the election schedule thus far. The county has
requested that the New Hanover County Board of Elections review this matter to determine the
consensus of the Board regarding the possible delay of the 2021 Municipal Elections in the event that the
county has the opportunity to weigh in regarding this matter.
Below is an outline of the impacts of holding the New Hanover County Municipal Elections in November
2021 versus November 2022.
Impacts of Holding Municipal Elections in November 2021
This is the traditional election cycle that the State of North Carolina has operated under for many
years.
Shorter ballots for municipal residents.
May decrease voter confusion since municipal elections are conducted following the normal
election cycle.
Item # 5a
Draft
Costs of the election are largely absorbed by the municipalities.
Decreases the risk of a two-page ballot in 2022 Mid-Term General Election. The use of a two-
page ballot would increase both the complexity and costs associated with administering the
election.
Increases the opportunity for election official engagement and recruitment by holding an election
in 2021 as opposed to having an 18-month gap between election dates.
Does not impact the length of office for candidates elected in the 2021 Municipal Elections.
May increase voter confusion if we hold municipal elections at a different time than other
counties in NC.
Impacts of Holding Municipal Elections Concurrently with 2022 Mid-Term General Elections in November
2022
May increase voter confusion regarding the Municipal Elections since they are being held at a
different time than traditional Municipal Elections.
Increase the volume of campaign finance reports that need to be audited in a short period of
time since candidate filing in February (for a proposed May Primary) would overlap with other
report due dates.
Increase the number of electioneering complaints since Municipal Elections are characterized by
greater local complaints regarding signage and other electioneering material.
Increase the number of ballot styles for precincts with municipal splits in the City of Wilmington
(M02, M03, M04, H08, H10, H12) which presents greater challenges for election officials and
increases printing costs that must be absorbed by the county.
Municipalities would not have the option to add districts and wards based on the new census
data to their municipal elections should that be a consideration for the municipalities.
With the current vacancy in our department and potential for two to three new employees, a
delayed municipal election would give us additional time to incorporate a “Mock Election”
training program to better prepare new employees for election events.
The potential for higher municipal turnout than in previous municipal elections held in odd-
numbered years.
Document/s Included:
NA
Board Action Required:
Discuss as necessary and action required
Draft
Regular Meeting
New Hanover County Board of Elections
March 9, 2021
Subject:
Use of Additional HAVA Funds for Elections Enhancements
Applicable Statutes and/or Rules
Session Law 2020-17
Summary:
On Tuesday, February 2, 2021, the NC State Board of Elections allocated $222,510 in additional HAVA
funds to New Hanover as designated under Session Law 2020-17 as a result of the pandemic.
Reimbursement-eligible expenditures are those incurred to improve the administration of federal
elections, as authorized under HAVA Title I, Section 101. Examples of allowable expenditures include,
but are not limited to, the following:
Enhancement of election technology and security improvements.
Educating voters concerning voting procedures, voting rights, and voting technology.
Improving the accessibility and quantity of polling places, including providing physical access for
individuals with disabilities.
Expenditures incurred to prevent, prepare for, and respond to the coronavirus pandemic during
the 2020 federal elections.
We are working with the Finance Department to complete the reimbursement process for COVID-19
related election expenditures from the 2020 General Election using the CARES and HAVA funds allocated
to New Hanover County. In regards to the most recent distribution of $222, 510 in HAVA funds, I
submitted documentation to Finance for $121,427.34 in expenses that I believe can be reimbursed using
these funds. The specific amount of remaining HAVA funds available from the latest grant after these
reimbursements will be identified in the coming weeks.
In regards to utilizing the remaining HAVA funds, we have developed a list of potential options that can
be prioritized once we have completed the reimbursement process for all 2020 General Election
expenditures allowable under the grant. Additional options will be presented at the April board
meeting as we continue to explore all allowable options under the grant to improve elections
administration in New Hanover County. Below is our current list of potential options with a description
and estimated cost for your review and consideration.
ITEM DESCRIPTION ESTIMATED COST
ElectionWare
Computer/Monitor/Printer
Backup to Primary Voting Tabulation
System
$3,968.00
24" Precinct Supply
Trolley/Suitcase
Election Supply and Ballot Suitcase
Replacement to securely transport
$185 per unit for 100 =
$18,500.00
Item # 5b
Draft
ITEM DESCRIPTION ESTIMATED COST
supplies. Current Trolleys/Suitcases
were purchased in 2006 and breaking
at a high rate due to age.
Universal BallotCall Max Call
Bell System
Curbside Voter Alert System. Current
inventory includes 40 working call
bells that are breaking at a high rate
with continued use. It is an ADA
requirement for curbside voters to be
able to notify election officials by
using a call bell or other alert system
or by having an election official
stationed at the curbside voting area.
$599 per unit for 55 =
$32,945.00
Microsoft Teams Equipment
Kit for Virtual Meetings
Includes Logitech MeetUp-video
conferencing kit with Logitech
Expansion Microphone, Logitech
Wireless Presenter R400 presentation
remote control, Heckler H615
mounting component, and Tripod.
$1,090.31
Martin Yale Letter Opener Facilitate efficient processing of
Absentee-by-Mail and Voter
Registration forms and letters.
$1,314.50
Extra Storage Bins with
handles and wheels for
DS200s
Replacement Bins to Facilitate
Organization of Ballots at One-Stop
Sites
$225.00 per unit for 10=
$2,250.00
Voter's Choice Sign Stand
Heavy duty plastic A-Frame sign stand
for polling place signs.
$65.00 per unit for
10=$650.00
Social Distancing Floor Decals
Required for safety and health of
voters and election officials.
$32.00 per pack of 10 for 73
packs=$2,408.27.
Heavy Duty Platform
Transportation Cart for
Secure Transport
Platform Cart for securely moving and
packing supplies
$120.00
Heavy Duty Utility
Transportation Cart for
Secure Transport
Two Tier Utility Cart for securely
moving and packing supplies for
distribution and equipment testing.
$130.00
Small Dolly's to Move Storage
Bins for Secure Storage and
Auditing
Increase efficiencies in elections
administration as it relates to storage
and auditing of election records
$14.99 per unit for
15=$130.00.
Voter's Choice Portable Sign
System (Adjustable Heights) -
Stands
Parking Curbside Voting Only (59" at
highest with sign)
$40.00 per unit for
50=$2,000.00
Draft
ITEM DESCRIPTION ESTIMATED COST
Voter's Choice Portable Sign
System (Adjustable Heights) -
Signs
Parking Curbside Voting Only (59" at
highest with sign)
$15.00 per unit for
50=$750.00
Voter's Choice Election
Official Apron
The Voter’s Choice Election
Official Apron has three
pockets for holding precinct
supplies on election day. A portion of
current inventory of aprons need to
be replaced due to age.
$14.95 per unit for
300=$4,485.00
Distance Measuring Wheel
Facilitate accurate measurement of
buffer zones at One-Stop sites and
Polling Places in Largest Precincts
$29.95 per unit for
10=$299.50.
The Voters Choice Portable
Precinct Power
Back up supply power system that can
be deployed if needed during early
voting or on Election Day.
$795.00
The estimated total cost of these potential enhancements is $71,835.58. Other options that are being
explored include purchase of additional Ballot-On-Demand Printing Systems for use during One-Stop
voting, ADA voting booths, and new pay-as-you-go iPhone for election official use during One-Stop and
Election Day voting. Our current inventory of cell phones are older flip phones that are exhibiting
greater technical problems that interfere with their effective use by election officials to communicate
with our office.
Document/s Included:
Select Product Descriptions/Images
Board Action Required:
Discuss as necessary
Draft
Draft
Draft
Draft
Draft
Draft
Draft
Draft
Draft