Board Meeting Agenda Packet 05-11-2021MEETING AGENDA
Date: May 11, 2021 Time: 4:00 PM
Location: Board of Elections Office, Long Leaf
Room
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 Allegiance
c.Approval of Agenda
d.Approval of Minutes (4/13/2021)
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
5.New Business
•Polling Place Change for Precinct W25
6.Adjournnment
*Agenda packets are sent via email in advance of meetings.
Regular Meeting
New Hanover County Board of Elections
May 11, 2021
Subject:
Approval of Agenda
Summary:
N/A
Board Action Required:
Staff recommends approval
Item # 1c
Regular Meeting
New Hanover County Board of Elections
May 11, 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 4/13/2021 meeting.
Board Action Required:
Staff recommends approval
Item # 1dItem # 1d
Board Minutes – 04/13/2021
REGULAR MEETING
New Hanover County Board of Elections
April 13, 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: Bruce Kemp, NHC Republican Committee; Gloria Watkins; Char
Marker, NHC Republican Women; Mike Torbit.
Telephone attendees: 1
OPENING
Chair Pollard called the meeting to order at 4:01 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, with Member Bryan’s arrival at 4:04 p.m.
AGENDA
Secretary Adger moved that the agenda be approved as submitted, second by Member
Miller. Motion carried unanimously.
MINUTES
Chair Pollard moved that the minutes of the 3/9/2021 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.
Board Minutes – 04/13/2021
Attendee Bruce Kemp asked for additional detail in the reporting of monthly list
maintenance activity, suggesting categories that give more detail about the basis for
various list maintenance actions, for example, removals, which cause public concern.
Seeing and hearing no other public attendees wishing to comment, Chair Pollard closed
the Public Comment period.
GENERAL DISCUSSION
Chair Pollard called for any general discussion from the Board members. Hearing none,
he closed the General Discussion period.
DIRECTOR’S REPORT
Chair Pollard called on Director Rae Hunter-Havens for her report.
a.Financial Update
Director Hunter-Havens reported that all outstanding invoices for the 2020 General
Election have been paid from the additional budget allocation by the County and the
HAVA funds allocation. To date, the total FY 2020-21 revised budget amount expended
for Salaries, Benefits and Operating Expenses through March, 2021 was $983,791.00
(79.9%), after encumbrances, with a remaining balance of $461,073.00 (20.1%). She
anticipates that the vacant position and reduced travel and training due to COVID
restrictions may show that final expenditures for FY 2020-21 will be less than
budgeted.
b.List Maintenance
According to the Statewide Elections Information Maintenance System (SEIMS), New
Hanover County Board of Elections removed 684 voters from the voter registration rolls
in March, 2021consistent with NCGS §163-82.14 (2019) and processed 695 new
registrations, 583 duplicate registrations, and 879 registration updates. The majority of
the registration changes are coming through the Division of Motor Vehicles portal. The
total number of registered voters as of March 31, 2021 is 170,057.
The National Change of Address (NCOA) process takes place twice a year, from January
to March and June to August. The process begins with changes of address reported by
the US Postal Service (USPS) to the State Board of Elections (SBOE) which in turn
supplies the information to each County Board of Elections (CBE). The CBE sends a
postcard to the address received from the USPS, giving the recipient 30 days to respond.
If the voter does not respond, a follow-up postcard is sent to the registration address on
file with the CBE, again with 30 days to respond. If the voter does not respond to either
of these contacts, the voter is marked Inactive, to prompt a request for address
verification when the voter appears to vote at the next opportunity. Director Hunter-
Havens reported that 3,511 postcards have been sent in the NCOA process through
March 2021.
Board Minutes – 04/13/2021
Discussion turned to Mr. Kemp’s suggestion from the Public Comment period, to provide
additional detailed reporting of list maintenance activities. Director Hunter-Havens
reported that the monthly list maintenance report is generated from what is available in
SEIMS. Since the SBOE is in the process of updating SEIMS, she will contact SBOE to
discuss additional detail availability. Information that leads to removing a voter comes
from a number of monthly reports such as death notices, reports of duplicate registrations
both in-house and from other counties, and felony conviction reports, in addition to what
voters self-report.
c.Government Center Redevelopment Updates
Previously, Director Hunter-Havens had hoped that the Government Center
Redevelopment work would be completed in time to return to a Government Center site
for One Stop Early Voting, but that now appears to be unlikely. While the plan targets
completion of the new building in September 2022, that date may change as construction
progresses. Given this timeline, the new building will not be ready for site evaluation
and Americans with Disabilities Act survey in time for the Board to review and adopt the
2022 General Election One Stop Voting Plan in July/August 2022. Consequently, she
has reached out to representatives of CFCC and UNCW about potential use of their
facilities as One Stop Early Voting sites, pending Board approval. These facilities must
be reserved in the campus reservation system far in advance to assure their availability.
Board members expressed their support in the search for alternative sites, particularly for
a mid-town site such as UNCW.
d.Office Relocation
Director Hunter-Havens reported that renovations of the Executive Development Center
at the Northeast Library are progressing well. Secure storage spaces have been added to
the Azalea and Oleander rooms. Additional electrical outlets are being installed in all
meeting rooms and a new front counter with a badge-access door is under construction in
the lobby. Locks on all offices and training rooms are being changed with each lock
keyed independently to limit unauthorized access to each space. All five entry points into
the Executive Development Center will be secured with badge access for Elections staff
and key Facilities Management staff only to ensure compliance with security
requirements for CBE offices. Packing is underway with moving and set up to occur
May 3 and 4, and reopening scheduled for Wednesday, May 5.
The Board reviewed the proposed set-up for Board meetings in the Long Leaf Room.
Microsoft Teams virtual meeting broadcast equipment is in the ordering process and may
be in place for the May meeting, but more likely not until the June meeting.
NEW BUSINESS
a.2021-2022 Polling Place Updates
Director Hunter-Havens reported that the process of establishing polling place usage
agreements for all 43 polling places for the 2021-2022 election cycle is underway. The
Board Minutes – 04/13/2021
possibility that the General Assembly will postpone municipal elections until 2022
remains under consideration, due to the delay in releasing the 2020 census data needed
for redistricting. However, at this time, the municipal election will be held as scheduled.
The 2021-2022 election calendar, with both current and potential alternate dates, is:
2021 Municipal Elections – Current November 2, 2021
2022 Primary Election (March) – Current March 8, 2022
2022 Primary Election (May) - Potential Alternate May 3, 2022
2022 General Election – Current November 8, 2022
The Director continues to monitor the filed legislation before the General Assembly and
will update the Board as new information is available.
Several polling place changes will need to be reviewed and approved by the Board in the
coming months. All polling place changes and public notice of the adoption of a polling
place change must be completed by September 18, 2021 (N.C. Gen. Stat. § 163-128).
Polling places in three precincts, W18, W24, and W25, will need to be changed since
these facilities will not be available for use as polling places during the 2021-2022
election cycle. The polling place for W18, First Assembly of God, is being
sold and will not be available for use. Staff are reaching out to other facilities in this
precinct to find a suitable alternative to submit to the Board for approval.
The polling place for precinct W24, UNCW Burney Center, will not be available since
the center is being used as a COVID vaccination site on campus. One possible alternative
to the Burney Center is the UNCW Warwick Center, which was previously used
as a polling place in this precinct. A representative from UNCW will provide an update
on the availability of this building in the coming weeks.
The polling place for W25, the NHC Main Library, may not be available for use during
this election cycle due to possible impacts of Project Grace. A representative from Cape
Fear Community College (CFCC) is reviewing other alternatives that may be available
for use as a polling place in this precinct, including CFCC Health Sciences Building and
the Wilma W. Daniels Art Gallery. Another alternative that may be available is the
DREAMS Center for Art Education, which is located in precinct W29 but adjacent to
precinct W25. A representative from this facility hopes to provide an update on the
availability of the DREAMS Center later this month.
The polling place for precinct H13, Plantation Village, will be available for use in the
upcoming election cycle since the visitation restrictions have been lifted for the assisted
living facility. A representative from Plantation Village has completed and returned the
signed agreement to continue using their facility as a polling place in this precinct. For
the 2020 General Election, the Board authorized the temporary transfer of voters in
precinct H13 to Porters Neck Elementary School, the current polling place for
precinct H12, due to COVID-19 visitor restrictions at the facility.
Board Minutes – 04/13/2021
b.Recommended HAVA Expenditures to improve administration of federal
elections
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. The Finance Department has completed their review of the
$121,427.34 in expenses that the Director submitted for reimbursement using these funds.
The remaining HAVA funds available to improve the administration of federal elections
are $101,082.66.
The Board reviewed an updated list of recommended HAVA expenditures using the
remaining HAVA funds. Items highlighted in yellow were added to the list since the last
board meeting. The estimated total cost of these expenditures is $82,352.53. The cost
associated with the replacement of our cell phone inventory has not yet been determined.
A representative from IT is obtaining the information needed to develop a list of potential
options and their corresponding costs. This expenditure is added to the list as a
placeholder to ensure that there are remaining funds available for this enhancement. The
Director will provide an update to the Board on this expenditure at the May board
meeting. She requested that the Board approve the proposed expenditures, except the cell
phones replacement, so that the funds can be encumbered before the June 30 deadline.
After discussion about the cell phone replacement options, Chair Pollard moved approval
of the proposed expenditures in the total amount of $82,332.53, excluding the cell phone
replacement, to address operational needs to improve the administration of federal
elections, second by Member Bryan. Motion carried unanimously, with Member
Washburn excused from the meeting at 5:02 p.m., before the motion was made.
ADJOURNMENT
There being no further business, Chair Pollard moved that the meeting be adjourned,
second by Members Bryan and Adger. Motion carried unanimously. The meeting
adjourned at 5:09 p.m.
The next Board meeting is scheduled to be held on Tuesday, May 11, 2021, at 4:00 p.m.
at the Executive Development Center, 1241-A Military Cutoff Road, in the Long Leaf
Room.
APPROVED BY:RESPECTFULLY SUBMITTED:
______________________________________________________________
EVELYN D. ADGER RAE HUNTER-HAVENS
SECRETARY ELECTIONS DIRECTOR
Regular Meeting
New Hanover County Board of Elections
May 11, 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
Regular Meeting
New Hanover County Board of Elections
May 11, 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
Regular Meeting
New Hanover County Board of Elections
May 11, 2021
Subject:
Director’s Report
Summary:
a.Financial Update
The attached reports provide the Board with a budget update, including the following:
•Salaries and Benefits expended through FY20-21 10th Period (April)
•Operating Expenses expended through FY20-21 10th Period (April)
•Grand Total expended through FY20-21 10th Period (April)
I changed the format of the reports for this meeting to depict the reimbursement of certain
types of expenditures using the awarded CARES and HAVA funds more clearly. I have included a
list of the grants allocated to the New Hanover County Board of Elections with the amount and
general description of each grant below.
G0531 Elections – CARES ACT COVID-19 Total Grant 210,810.00
To be allowable under a grant, costs must be necessary, reasonable, and allocable to the
grant. This is an assessment each state makes, but the EAC is of the opinion that expenditures
related to the protection of the health and safety of poll workers, staff, and voters during
federal elections as well as those resulting from unanticipated increased demand for vote by
mail costs (e.g., printing ballots, postage, etc.), equipment, temporary staff, and similar costs
due to COVID-19 would satisfy these elements.
G0532 Elections – HAVA COVID-19 Total Grant 10,000.00
HAVA funds can be used for expenses incurred to prevent, prepare for, or
respond to the pandemic. They can also be used for election security
improvements or other administration of federal elections improvements.
G0540 Elections – CARES ACT SUPPLEMENTAL – CONTR SERVS Total Grant 10,000.00
Expenditures incurred to prevent, prepare for, and respond to the
coronavirus pandemic during the 2020 federal election cycle which were incurred for
Election Day voting.
G0540 Elections – CARES ACT SUPPLEMENTAL – CAS PT SALARIES Total Grant 75,000.00
Provide $100.00 supplemental pay to each of 750 poll workers working on
November 3, 2020.
Item # 2 Item # 4
G0560 Elections – HAVA 2020 Total Grant 222,510.00
Expenditures to improve the administration of federal elections, as authorized
under HAVA Title I, Section 101.
G0562 Elections – ELECTIONS - NCBOE - CTR FOR CIVIC & TECH Total Grant 66,425.76
Provide bonus pay to each individual who works as a voting site official during the one-
stop early voting period, October 15-31, 2020.
This Finance Department completed reimbursement of all allowable expenditures to date using
the CARES and HAVA funds. Below is a summary of the awarded CARES and HAVA funds and the
reimbursement amounts for expenditures from the 2020 General Election.
CODE TYPE AWARD JE
EXPENSE
REMAINING
BAL
NOTES
G0531 CARES ACT
COVID-19 210,810.00 210,815.87 (5.87)
G0532 HAVA COVID 19
10,000.00 10,014.93 (14.93)
G0540 CARES ACT
SUPPLEMENTAL 10,000.00 10,091.49 (91.49)
$100 BONUS
75,000.00 46,900.00 28,100.00
EXPIRED WILL NOT
BE REQUESTED
G0560 HAVA 2020
222,510.00 59,152.31 163,357.69
HAVE UNTIL 6/30
TO SPEND ON
ELIGIBLE EXPENSE
G0562 NCBOE CTR FOR
CIVIC & TECH 66,425.76 59,854.82 6,570.94
EXPIRED WILL BE
REVERTED
At the April meeting, the Board approved a list of elections enhancement expenditures
in the amount of $82,352.53. The amount of remaining HAVA funds available in project
code G0560 is $81,005.16. We have begun developing a supplemental list of
recommended elections enhancement expenditures to present to the Board for
approval at the June meeting. Specifically, we are focusing on enhancements to
improve our capacity to conduct virtual election official training and other outreach
events, enhance our ability to provide printed documentation at the request of voters,
and improve our capacity to store and distribute precinct supplies.
At the April Meeting, I reviewed the need to replace our current inventory of cell
phones used to communicate with election officials during early voting and on Election
Day. After reviewing several options, I believe that we can meet our needs by replacing
our old flip phones with newer flip phones as opposed to smartphones, which will
significantly reduce the costs associated with this expense. The Sonim XP5s flip phones
would be zero cost to purchase, and the monthly costs would be $14.99/per line while
active. In the months they are not active, it would be $.35/line. The duration of times
that the phones would be active and in use would just be one month per election event.
For FY21-22, the cost for 50 phones would be $1,499 for the two months they are active
and $175.00 for the 10 months they are inactive. The total costs of the phones would be
$1,674.00. I can add this expenditure to the supplemental list of proposed elections
enhancements that will be presented to the Board at the June meeting. After FY21-22,
we can include this expense as part of our continuation budget.
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 689 voters from the voter registration rolls in April 2021 consistent
with NC Gen. Stat. §163-82.14.
•Processed 950 new registration forms, 431 duplicate registration forms, and
1,144 registration update forms in April 2021.
At the last meeting, the Board inquired about the types of statistical reports available
to document the number of voter removals by reason category. Currently, the only
report available is a voter removal report that list the voter registration number, full
name and address, date removed, race, sex and reason for removal for each specific
voter. There is not a report that breaks out the number of removals by reason type. I
can include this report as part of the Director’s report each month or provide the
report as requested by the Board or other party. The voter removal report for the
month of April is 35 pages. A copy of this voter removal report will be provided at the
meeting for your review.
Document/s Included:
Financial Year-To-Date Budget Report 10th Period (April); Financial Year-To-Date Budget Report with
Project Codes 10th Period (April); NVRA Report from April 2021; NVRA Visualizations Report; NVRA
Report Definitions.
Board Action Required:
Discuss as necessary
NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
Report generated: 05/06/2021 18:14User:rhavensProgram ID: glytdbud
Page 1
FOR 2021 10
ACCOUNTS FOR:ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USE/COL
16 BOARD OF ELECTIONS
10 CHARGES FOR SERVICES
11016102 400122 COUNTY CANDIDAT -15 0 -15 -20.00 .00 5.00 133.3%
11016102 400165 FEES 0 0 0 -21.00 .00 21.00 100.0%
11016102 400370 PRINTING FEES -100 0 -100 .00 .00 -100.00 .0%*
TOTAL CHARGES FOR SERVICES -115 0 -115 -41.00 .00 -74.00 35.7%
33 INTERGOV REV-FEDERAL
11016103 300930 G0531 GRANT-FEDE 0 -210,810 -210,810 .00 .00 -210,810.00 .0%*
11016103 300930 G0532 GRANT-FEDE 0 -10,000 -10,000 .00 .00 -10,000.00 .0%*
11016103 300930 G0540 GRANT-FEDE 0 -85,000 -85,000 -85,000.00 .00 .00 100.0%
11016103 300930 G0560 GRANT-FEDE 0 -222,510 -222,510 .00 .00 -222,510.00 .0%*
11016103 302250 G0562 GRANT-FEDE 0 -66,426 -66,426 -66,425.76 .00 -.24 100.0%*
TOTAL INTERGOV REV-FEDERAL 0 -594,746 -594,746 -151,425.76 .00 -443,320.24 25.5%
60 SALARIES & BENEFITS
11016100 610000 SALARIES AND WA 438,478 0 438,478 250,398.43 .00 188,079.57 57.1%11016100 611500 CASUAL PART TIM 193,389 0 193,389 201,503.96 .00 -8,114.96 104.2%*11016100 611500 G0531 CASUAL PAR 0 105,405 105,405 105,502.50 .00 -97.50 100.1%*11016100 611500 G0532 CASUAL PAR 0 5,000 5,000 5,000.00 .00 .00 100.0%11016100 611500 G0540 CASUAL PAR 0 75,000 75,000 46,900.00 .00 28,100.00 62.5%11016100 611500 G0562 CASUAL PAR 0 66,426 66,426 59,854.82 .00 6,571.18 90.1%11016100 611600 OVERTIME PAY (O 24,218 0 24,218 13,489.56 .00 10,728.44 55.7%11016100 621000 SOCIAL SECURITY 50,193 0 50,193 25,766.34 .00 24,426.66 51.3%11016100 622000 RETIREMENT-LOCA 36,899 0 36,899 26,913.20 .00 9,985.80 72.9%11016100 625000 MEDICAL INSURAN 60,204 0 60,204 34,877.42 .00 25,326.58 57.9%11016100 626000 LONG TERM DISAB 722 0 722 492.09 .00 229.91 68.2%
TOTAL SALARIES & BENEFITS 804,103 251,831 1,055,934 770,698.32 .00 285,235.68 73.0%
70 OPERATING EXPENSES
11016100 700000 CONTR SERVS 239,590 54,644 294,234 334,917.08 28,615.19 -69,298.76 123.6%*
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NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
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Page 2
FOR 2021 10
ACCOUNTS FOR:ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USE/COL
11016100 700000 G0531 CONTR SERV 0 105,405 105,405 71,396.70 .00 34,008.30 67.7%
11016100 700000 G0532 CONTR SERV 0 5,000 5,000 .00 .00 5,000.00 .0%
11016100 700000 G0540 CONTR SERV 0 10,000 10,000 .00 .00 10,000.00 .0%
11016100 700000 G0560 CONTR SERV 0 222,510 222,510 10,032.11 .00 212,477.89 4.5%
11016100 700330 RENT 1,750 0 1,750 4,125.00 .00 -2,375.00 235.7%*
11016100 700335 RENT-EQUIPMENT 200 0 200 .00 .00 200.00 .0%
11016100 700350 ADVERTISING COS 2,500 3,039 5,539 1,948.86 .00 3,590.14 35.2%
11016100 700350 G0531 ADVERTISIN 0 0 0 1,089.92 .00 -1,089.92 100.0%*
11016100 700365 CELLULAR EXPENS 456 0 456 .00 .00 456.00 .0%
11016100 700370 POSTAGE EXPENSE 53,450 5,718 59,168 59,698.56 .00 -530.56 100.9%*
11016100 700370 G0531 POSTAGE EX 0 0 0 27,827.35 .00 -27,827.35 100.0%*
11016100 700430 M&R-EQUIPMENT 50,900 19,565 70,465 18,285.00 .00 52,180.00 25.9%
11016100 700500 PRINTING 61,330 4,136 65,466 89,239.16 .00 -23,773.16 136.3%*
11016100 700500 G0531 PRINTING 0 0 0 4,961.30 .00 -4,961.30 100.0%*
11016100 700512 PRINTER-COPIER 10,000 5,218 15,218 8,080.36 .00 7,137.64 53.1%
11016100 700512 G0532 PRINTER-CO 0 0 0 1,848.53 .00 -1,848.53 100.0%*
11016100 700520 SUPPLIES 88,901 24,832 113,733 77,244.69 .00 36,488.31 67.9%
11016100 700520 G0531 SUPPLIES 0 0 0 38.10 .00 -38.10 100.0%*
11016100 700520 G0532 SUPPLIES 0 0 0 3,166.40 .00 -3,166.40 100.0%*
11016100 700520 G0540 SUPPLIES 0 0 0 10,091.49 .00 -10,091.49 100.0%*
11016100 700520 G0560 SUPPLIES 0 0 0 59,152.31 .00 -59,152.31 100.0%*
11016100 700542 SUPPLIES-COMPUT 962 0 962 1,721.16 .00 -759.16 178.9%*
11016100 700700 DUES & SUBSCRIP 470 0 470 .00 .00 470.00 .0%
11016100 700825 EMPLOYEE REIMBU 500 0 500 152.20 .00 347.80 30.4%
11016100 700905 TRAINING & TRAV 8,500 0 8,500 201.98 .00 8,298.02 2.4%
11016100 701050 INSURANCE&BONDS 4,659 -444 4,215 4,214.62 .00 .38 100.0%
TOTAL OPERATING EXPENSES 524,168 459,623 983,791 789,432.88 28,615.19 165,742.44 83.2%
TOTAL BOARD OF ELECTIONS 1,328,156 116,708 1,444,864 1,408,664.44 28,615.19 7,583.88 99.5%
TOTAL GENERAL FUND 1,328,156 116,708 1,444,864 1,408,664.44 28,615.19 7,583.88 99.5%
TOTAL REVENUES -115 -594,746 -594,861 -151,466.76 .00 -443,394.24
TOTAL EXPENSES 1,328,271 711,454 2,039,725 1,560,131.20 28,615.19 450,978.12
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NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
Report generated: 05/06/2021 18:14User:rhavensProgram ID: glytdbud
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FOR 2021 10
ORIGINAL TRANFRS/ REVISED AVAILABLE PCTAPPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USE/COL
GRAND TOTAL 1,328,156 116,708 1,444,864 1,408,664.44 28,615.19 7,583.88 99.5%
** END OF REPORT - Generated by RAE HUNTER-HAVENS **
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NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
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Page 1
FOR 2021 10
ACCOUNTS FOR:ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED
1610O BOARD OF ELECTIONS
11016100 700000 CONTR SERVS 239,590 54,644 294,234 334,917.08 28,615.19 -69,298.76 123.6%
11016100 700330 RENT 1,750 0 1,750 4,125.00 .00 -2,375.00 235.7%
11016100 700335 RENT-EQUIPMENT 200 0 200 .00 .00 200.00 .0%
11016100 700350 ADVERTISING COS 2,500 3,039 5,539 1,948.86 .00 3,590.14 35.2%
11016100 700365 CELLULAR EXPENS 456 0 456 .00 .00 456.00 .0%
11016100 700370 POSTAGE EXPENSE 53,450 5,718 59,168 59,698.56 .00 -530.56 100.9%
11016100 700430 M&R-EQUIPMENT 50,900 19,565 70,465 18,285.00 .00 52,180.00 25.9%
11016100 700500 PRINTING 61,330 4,136 65,466 89,239.16 .00 -23,773.16 136.3%
11016100 700512 PRINTER-COPIER 10,000 5,218 15,218 8,080.36 .00 7,137.64 53.1%
11016100 700520 SUPPLIES 88,901 24,832 113,733 77,244.69 .00 36,488.31 67.9%
11016100 700542 SUPPLIES-COMPUT 962 0 962 1,721.16 .00 -759.16 178.9%
11016100 700700 DUES & SUBSCRIP 470 0 470 .00 .00 470.00 .0%
11016100 700825 EMPLOYEE REIMBU 500 0 500 152.20 .00 347.80 30.4%
11016100 700905 TRAINING & TRAV 8,500 0 8,500 201.98 .00 8,298.02 2.4%
11016100 701050 INSURANCE&BONDS 4,659 -444 4,215 4,214.62 .00 .38 100.0%
TOTAL BOARD OF ELECTIONS 524,168 116,708 640,876 599,828.67 28,615.19 12,431.65 98.1%
1610S BOARD OF ELECTIONS
11016100 610000 SALARIES AND WA 438,478 0 438,478 250,398.43 .00 188,079.57 57.1%
11016100 611500 CASUAL PART TIM 193,389 0 193,389 201,503.96 .00 -8,114.96 104.2%
11016100 611600 OVERTIME PAY (O 24,218 0 24,218 13,489.56 .00 10,728.44 55.7%
11016100 621000 SOCIAL SECURITY 50,193 0 50,193 25,766.34 .00 24,426.66 51.3%
11016100 622000 RETIREMENT-LOCA 36,899 0 36,899 26,913.20 .00 9,985.80 72.9%
11016100 625000 MEDICAL INSURAN 60,204 0 60,204 34,877.42 .00 25,326.58 57.9%
11016100 626000 LONG TERM DISAB 722 0 722 492.09 .00 229.91 68.2%
TOTAL BOARD OF ELECTIONS 804,103 0 804,103 553,441.00 .00 250,662.00 68.8%
TOTAL NO PROJECT 1,328,271 116,708 1,444,979 1,153,269.67 28,615.19 263,093.65 81.8%
G0531 ELECTIONS - CARES ACT COVID-19
1610O BOARD OF ELECTIONS
11016100 700000 G0531 CONTR SERV 0 105,405 105,405 71,396.70 .00 34,008.30 67.7%
Draft
NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
Report generated: 05/06/2021 18:16User:rhavensProgram ID: glytdbud
Page 2
FOR 2021 10
ACCOUNTS FOR:ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED
11016100 700350 G0531 ADVERTISIN 0 0 0 1,089.92 .00 -1,089.92 100.0%
11016100 700370 G0531 POSTAGE EX 0 0 0 27,827.35 .00 -27,827.35 100.0%
11016100 700500 G0531 PRINTING 0 0 0 4,961.30 .00 -4,961.30 100.0%
11016100 700520 G0531 SUPPLIES 0 0 0 38.10 .00 -38.10 100.0%
TOTAL BOARD OF ELECTIONS 0 105,405 105,405 105,313.37 .00 91.63 99.9%
1610S BOARD OF ELECTIONS
11016100 611500 G0531 CASUAL PAR 0 105,405 105,405 105,502.50 .00 -97.50 100.1%
TOTAL BOARD OF ELECTIONS 0 105,405 105,405 105,502.50 .00 -97.50 100.1%
TOTAL ELECTIONS - CARES ACT COVID-19 0 210,810 210,810 210,815.87 .00 -5.87 100.0%
G0532 ELECTIONS - HAVA COVID-19
1610O BOARD OF ELECTIONS
11016100 700000 G0532 CONTR SERV 0 5,000 5,000 .00 .00 5,000.00 .0%
11016100 700512 G0532 PRINTER-CO 0 0 0 1,848.53 .00 -1,848.53 100.0%
11016100 700520 G0532 SUPPLIES 0 0 0 3,166.40 .00 -3,166.40 100.0%
TOTAL BOARD OF ELECTIONS 0 5,000 5,000 5,014.93 .00 -14.93 100.3%
1610S BOARD OF ELECTIONS
11016100 611500 G0532 CASUAL PAR 0 5,000 5,000 5,000.00 .00 .00 100.0%
TOTAL BOARD OF ELECTIONS 0 5,000 5,000 5,000.00 .00 .00 100.0%
TOTAL ELECTIONS - HAVA COVID-19 0 10,000 10,000 10,014.93 .00 -14.93 100.1%
G0540 ELECTIONS - CARES ACT SUPPLEMENTAL
1610O BOARD OF ELECTIONS
11016100 700000 G0540 CONTR SERV 0 10,000 10,000 .00 .00 10,000.00 .0%
Draft
NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
Report generated: 05/06/2021 18:16User:rhavensProgram ID: glytdbud
Page 3
FOR 2021 10
ACCOUNTS FOR:ORIGINAL TRANFRS/ REVISED AVAILABLE PCT110 GENERAL FUND APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED
11016100 700520 G0540 SUPPLIES 0 0 0 10,091.49 .00 -10,091.49 100.0%
TOTAL BOARD OF ELECTIONS 0 10,000 10,000 10,091.49 .00 -91.49 100.9%
1610S BOARD OF ELECTIONS
11016100 611500 G0540 CASUAL PAR 0 75,000 75,000 46,900.00 .00 28,100.00 62.5%
TOTAL BOARD OF ELECTIONS 0 75,000 75,000 46,900.00 .00 28,100.00 62.5%
TOTAL ELECTIONS - CARES ACT SUPPLEME 0 85,000 85,000 56,991.49 .00 28,008.51 67.0%
G0560 ELECTIONS - HAVA 2020
1610O BOARD OF ELECTIONS
11016100 700000 G0560 CONTR SERV 0 222,510 222,510 10,032.11 .00 212,477.89 4.5%
11016100 700520 G0560 SUPPLIES 0 0 0 59,152.31 .00 -59,152.31 100.0%
TOTAL BOARD OF ELECTIONS 0 222,510 222,510 69,184.42 .00 153,325.58 31.1%
TOTAL ELECTIONS - HAVA 2020 0 222,510 222,510 69,184.42 .00 153,325.58 31.1%
G0562 ELECTIONS - NCBOE - CTR TECH & CIVI
1610S BOARD OF ELECTIONS
11016100 611500 G0562 CASUAL PAR 0 66,426 66,426 59,854.82 .00 6,571.18 90.1%
TOTAL BOARD OF ELECTIONS 0 66,426 66,426 59,854.82 .00 6,571.18 90.1%
TOTAL ELECTIONS - NCBOE - CTR TECH &0 66,426 66,426 59,854.82 .00 6,571.18 90.1%
TOTAL GENERAL FUND 1,328,271 711,454 2,039,725 1,560,131.20 28,615.19 450,978.12 77.9%
TOTAL EXPENSES 1,328,271 711,454 2,039,725 1,560,131.20 28,615.19 450,978.12
Draft
NEW HANOVER COUNTY - LIVE
YEAR-TO-DATE BUDGET REPORT
Report generated: 05/06/2021 18:16User:rhavensProgram ID: glytdbud
Page 4
FOR 2021 10
ORIGINAL TRANFRS/ REVISED AVAILABLE PCTAPPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED
GRAND TOTAL 1,328,271 711,454 2,039,725 1,560,131.20 28,615.19 450,978.12 77.9%
** END OF REPORT - Generated by RAE HUNTER-HAVENS **
Draft
NEW HANOVER COUNTY BOARD OF ELECTIONS
NVRA REPORT
Reporting Period:-4/1/2021 4/30/2021
Totals
Active 149,110
Inactive 21,056
Total Registration 170,166
REPORTING PERIOD
Registrations Approved 243
Total Registrations Removed 689
Inactive Registrations Removed 110
New Registrations
00 - No Application Source 8
01 - Public Assistance 14
02 - Disability 0
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 822
06 - Mail-in 8
07 - In-person 4
08 - Library & High School 1
09 - Spanish Language Application 0
10 - Online Registration 17
17 - Registration Drives 73
21 - Medicaid Renewal 1
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 2
950
Duplicates
00 - No Application Source 5
01 - Public Assistance 6
02 - Disability 1
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 259
06 - Mail-in 7
07 - In-person 0
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 10
17 - Registration Drives 8
21 - Medicaid Renewal 4
95 - Voter Return of NCOA 85
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
98 - Voter Change On Confirmation 19
vtr_nvra_stat.rpt Page 1 of 5May 06, 2021 6:06 pm
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
99 - Voter Change On Verification 27
431
vtr_nvra_stat.rpt Page 2 of 5May 06, 2021 6:06 pm
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
Changes of Information
00 - No Application Source 20
01 - Public Assistance 14
02 - Disability 1
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 700
06 - Mail-in 12
07 - In-person 5
08 - Library & High School 0
09 - Spanish Language Application 1
10 - Online Registration 31
17 - Registration Drives 16
21 - Medicaid Renewal 3
95 - Voter Return of NCOA 298
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
98 - Voter Change On Confirmation 19
99 - Voter Change On Verification 24
1,144
Verifications
# of 1st & 2nd verification mailings sent 2,454
# of 1st NCOA mailings sent 0
# of 1st verification returned undeliverable 2,861
# of verification returned by voter 47
Confirmations
# of confirmations returned by voter 35
# of confirmations sent 2,696
# of confirmations returned undeliverable 79
# of confirmations not returned at all 46
COUNTY STATISTICAL
Constitution 111
Democratic 50,398
Green 138
Libertarian 1,378
Republican 52,783
Unaffiliated 65,358
American Indian 356
Asian 1,219
Black 19,059
Multi-Racial 944
Native Hawaiian or Pacific Islander 11
White 126,484
Other 2,974
Undesignated 19,119
Hispanic 3,109
Not Hispanic 112,696
Undesignated 54,361
vtr_nvra_stat.rpt Page 3 of 5May 06, 2021 6:06 pm
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
Female 81,361
Male 69,171
Undesignated 19,634
Unprocessed Registrations - Incomplete Queue
00 - No Application Source 26
01 - Public Assistance 4
02 - Disability 2
03 - Other (ESC) 0
04 - Armed Forces 0
05 - DMV 186
06 - Mail-in 2
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 41
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
98 - Voter Change On Confirmation 17
99 - Voter Change On Verification 5
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 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 0
21 - Medicaid Renewal 0
95 - Voter Return of NCOA 2
96 - Temporary FWAB Registrant 0
97 - Temporary FPCA Registrant 0
98 - Voter Change On Confirmation 0
99 - Voter Change On Verification 0
Unprocessed Registrations - Review Queue
00 - No Application Source 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
vtr_nvra_stat.rpt Page 4 of 5May 06, 2021 6:06 pm
NVRA REPORTNEW HANOVER COUNTY BOARD OF ELECTIONS
08 - Library & High School 0
09 - Spanish Language Application 0
10 - Online Registration 0
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 5May 06, 2021 6:06 pm
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 Mar-21 Apr-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 Mar-21 Apr-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 Mar-21 Apr-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
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
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
Regular Meeting
New Hanover County Board of Elections
May 11, 2021
Subject:
Polling Place Change for Precinct W25
Applicable Statutes and/or Rules:
N.C. Gen. Stat §163-128(a)
Summary:
The previous polling place for precinct W25, New Hanover County Main Library, is not available for use
during the 2021-2022 election cycle due to the potential impacts of Project Grace. Cape Fear Community
College (CFCC) has agreed to permit use of the Health Sciences Building on the downtown campus as a
polling place for precinct W25, pending Board approval. The Board has previously used the CFCC-Health
Sciences Building as a polling place for this precinct. The Board approved the polling place change from
the CFCC-Health Sciences Building to the New Hanover County Main Library because the voting enclosure
did not have sufficient space to adhere to social distancing guidelines related to COVID-19 without
significantly reducing the operational capacity of the site. At this time, we do not believe that county
boards of elections will be required to adhere to the same social distancing requirements in the 2021-
2022 elections that were established for the 2020 General Election.
Document/s Included:
Images of the previous and proposed polling place for precinct W25; Resolution to Adopt Polling Place
Change (W25) (Provided at Board Meeting)
Board Action Required:
Staff recommends approval
Item # 5
Precinct W25 – Proposed Polling Place Change
Current Polling Place Proposed Polling Place
NHC Main Library CFCC Health Sciences Building
415 2nd Street, North
Wilmington, NC 28401
415 2nd Street, North
Wilmington, NC 28401
Aerial Image
Voter Parking Lot
Polling Place Entrance
Voting Enclosure