Board Meeting Agenda Packet 07-20-2021MEETING AGENDA
Date: July 20, 2021 Time: 12:00 PM
Location: Bd of Elections Office, Long Leaf Room Type: Special
Scheduled Attendees:
Oliver Carter III, Chair Rae Hunter-Havens, Elections Director
Russ C. Bryan, Member Caroline Dawkins, Elections Program & Outreach
Lyana G. Hunter, Member Coordinator
Bruce Kemp, Member Joan Geiszler-Ludlum, Administrative Technician
Derrick R. Miller, Member
Visitor(s): Sheryl Kelly, Assistant County Manager
AGENDA ITEMS
1.Meeting Opening
a.Call to Orderb.Pledge of Allegiance
2.Organizational Business
a.2021-2023 Oath Ceremony for Board of Elections Members
b.Election of Secretary
c.Adoption of Regular Meeting Schedule
d.Adoption of Duties for Director of Elections
e.Review of Memorandum of Understanding
3.Public Comment and Questions
•Public Comment (2-minute limit)
4.General Discussion
•Other Elections-Related Matters
5.New Businessa.Approval of Minutes
b.Polling Place Change for Precinct W28
c.2021 Municipal Elections One-Stop Implementation Plan
6.Closed Session
7.Adjournment
*Agenda packets are sent via email in advance of meetings.
Special Meeting
New Hanover County Board of Elections
July 20, 2021
Subject:
2021-2023 Oath Ceremony for Board of Elections Members
Applicable Statutes and/or Rules
N.C. Gen. Stat. § 163-30(e)
Summary:
Per N.C. Gen. Stat. § 163-30(e), newly appointed Board members are sworn in on the Tuesday
following the third Monday in July of the year of appointment. Four (4) county board members were
appointed by the State Board of Elections on June 29, 2021. The Governor appointed the Chair of the
Board of Elections in July.
Document/s Included:
Oath Certificates (Provided at Board Meeting)
Board Action Required:
Board Action Required
Item # 2a
Special Meeting
New Hanover County Board of Elections
July 20, 2021
Subject:
Election of Secretary
Applicable Statutes and/or Rules
N.C. Gen. Stat. § 163-31(a)
Summary:
Following administration of the oath required by N.C. Gen. Stat. § 163-30, the County Board
of Elections must select one member to serve as Secretary. Per statute, the Secretary is responsible
for maintaining Board minutes. Under the supervision of the Secretary, this function can be
delegated to the Director of Elections.
Document/s Included:
N/A
Board Action Required:
Board Action Required
Item # 2b
Special Meeting
New Hanover County Board of Elections
July 20, 2021
Subject:
Adoption of Regular Meeting Schedule
Applicable Statutes and/or Rules
N.C. Gen. Stat. § 143-318.12(a)
Summary:
By statute, the Board may adopt a schedule of regular business meetings. The schedule
implemented by the previous Board called for regular business meetings on the Tuesday following the
second Monday of each month at 4:00 PM. Also included on the proposed regular meeting calendar are
special meetings. Board members are required to attend special meetings, in accordance with Chapter
163 of the NC General Statutes, in order to review absentee ballot applications, count approved
absentee ballots, and conduct the county canvass.
Document/s Included:
2021 Schedule of Meetings; 2021 Board of Elections Calendar
Board Action Required:
Board Action Required
Item # 2c
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 1141A Military Cutoff Road, Wilmington, NC 28405, 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. Board Member Appointments
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
TBD Special 2:00 P.M. Count Absentee & Provisional Ballots
11/9/2021 *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.
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
Special Meeting
New Hanover County Board of Elections
July 20, 2021
Subject:
Adoption of Duties of the Director
Applicable Statutes and/or Rules
N.C. Gen. Stat. § 163-35(d)
Summary:
The county board of elections shall have authority, by resolution adopted by majority vote, to
delegate to its director of elections so much of the administrative detail of the election, functions, duties,
and work of the board, its officers and members, as is now, or may hereafter be vested in the board or
its members as the county board of elections may see fit.
The Board does not have the authority to delegate to the director of elections any of its quasi-judicial
or policy-making duties and authority.
Document/s Included:
Duties of Director of Elections (Current); Resolution Adopting Duties for the Director of Elections
Board Action Required:
Staff recommends approval
Item # 2d
STATE OF NORTH CAROLINA )
COUNTY OF NEW HANOVER ) DUTIES OF DIRECTOR OF ELECTIONS
Under the general supervision of the New Hanover County Board of Elections, and in conformity with the Board’s rules as
provided in GS §163-35(b)(d), the Director of Elections shall:
1.Direct the daily work in the office and supervise the full-time and part-time personnel employed by the Board;
2.Maintain Board records, prepare all agendas, minutes or documents concerning the Board, attend to routine
correspondence of the Board, keep the Board members informed of any matters requiring their attention;
3.Maintain contact with precinct officials, keep them informed of changes in the laws, be responsible for training them in
conducting elections and supplying them with election or other necessary materials, GS §163-46;
4.To perform administrative duties related to the permanent registration system such as list maintenance and keeping in an
up-to-date condition the registration records, adding all new registrations, making transfers, party changes and removing
names of deceased persons and persons who no longer reside in the county, GS §163-35(d); Administer the List Maintenance
Procedures, GS §163-82.14;
5.Prepare the ballots for voting equipment, supervise the testing of voting equipment before issue for each election,
supervise the storage, maintenance and delivery to or from the polls of all equipment, GS §163-33.2; 163-182.10; 163-165.10;
163A-165.2(a); 163-165.3(b); 163-166.1; 8 NCAC 4.0307
6.Procure suitable polling places and provide telephones where needed;
7.Assist the Board in establishing or changing precinct boundaries, creating new precincts;
8.Prepare all public notices relative to elections, registrations, absentee voting and precinct changes, GS §163-33(8);
9.Receive notification of candidacy for elective office, communicate with candidates in regard to established laws and
procedures, receive filing fees for same and keep a record thereof, GS §163-106;
10.Supervise the issuing of absentee ballot applications and absentee ballots;
11.Prepare abstracts and assist the Board in the canvassing the returns of all elections, GS §163-33(9);
12.Upon request furnish list or labels of registered voters to the public either by paper list, magnetic medium or electronic
transfer, GS §163-82.10(c);
13.Accept and maintain campaign reports from candidates and political committees and supervise auditing of such reports,
GS §163-278.9;
14.Receive training and certification as conducted by the North Carolina State Board of Elections, GS §163-82.24;
15.Represent the Elections Department as a county department head and perform all personnel duties with the advice and
consent of the Board. Maintain contact with county municipalities concerning election matters, prepare the budget and
conduct other election business, GS §163-35;
16.Perform in a professional manner the above enumerated duties and any other duties as may be assigned by the Board or
the Chairman. GS §163-35; and
17.To be the contact and spokesperson with respect to external communications, public affairs, public relations or similar
matters related to or involving the Board, its business, its Officers, its Members or its employees, including but not limited to
those with or involving any employee, official or representative of (i) any television media; (ii) any online or print newspaper
media; (iii) any social, internet or other media; (iv) any agency of the state of North Carolina; (v) any County or County
Attorney in North Carolina; (vi) any political party or candidate; and/or (vii) any other external person.
____________________________________________ ___________________________________________
(Director of Elections) (Board Chair)
Dated: April 9, 2019
RESOLUTION TO ADOPT DUTIES OF THE DIRECTOR
On July 20, 2021 the New Hanover County Board of Elections (“Board”) met and
adopted the following Resolution:
WHEREAS, the Board shall have authority, by resolution adopted by majority
vote, to delegate to its Director of Elections (“Director”) so much of the
administrative detail of the election functions, duties, and work of the Board, its
Officers and Members, as is now or may hereafter be vested by law in the Board,
its Officers or its Members; and
WHEREAS, the Board shall not delegate to a Director any of its quasi-judicial or
policy-making duties and authority; and
WHEREAS, such a Resolution shall require adherence to the powers and duties
delegated to the Board pursuant to NC General Statute § 163-33; and
WHEREAS, within the limitations imposed upon the Director by Resolution of the
Board, the acts of a properly appointed Director shall be deemed to be the acts of
the Board, its Officers and Members; and
WHEREAS, the Director may be empowered by the Board to perform such
administrative duties attached herein, or any other duties assigned by the Board or
the Chairman, all of which the Director shall perform in a professional manner, in
coordination with and at the direction of the Board Chairman; and
WHEREAS, the adoption of this Resolution is in compliance with North
Carolina General Statutes § 163-35(d).
NOW, THEREFORE, BE IT RESOLVED that the members of the New
Hanover County Board of Elections unanimously approved the duties and
responsibilities of the Director of Elections as presented on July 20, 2021.
___________________________
Oliver Carter III, Chair
Special Meeting
New Hanover County Board of Elections
July 20, 2021
Subject:
Review of Memorandum of Understanding
Applicable Statutes and/or Rules
N.C. Gen. Stat. § 163-33
Summary:
This is a standing agreement between New Hanover County and the New Hanover County Board
of Elections for the former to provide personal leave, sick leave, benefits, and an employee evaluation
system per New Hanover County policy. The memorandum also provides that any policies inconsistent
with applicable laws empowering the Board of Elections in employment matters, shall not supplant
statutory authority. In this memorandum, the Chairperson of the Board is responsible for submitting the
annual performance evaluation for the Director of Elections to the Human Resources Department of New
Hanover County.
Document/s Included:
Memorandum of Understanding (Current)
Board Action Required:
Discuss as necessary
Item # 2e
Special Meeting
New Hanover County Board of Elections
July 20, 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 # 3
Regular Meeting
New Hanover County Board of Elections
July 20, 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 # 4
Special Meeting
New Hanover County Board of Elections
July 20, 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 06/15/2021 meeting.
Board Action Required:
Staff recommends approval
Item # 1dItem # 5a
Board Minutes – 06/15/2021
REGULAR MEETING
New Hanover County Board of Elections
June 15, 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
Joan Geiszler-Ludlum, Administrative Technician
Visitors: Sheryl Kelly, Assistant County Manager
Public Attendees: Rob Zapple, County Commissioner; Sarah Giachino; Susan
Kreamer; Bruce Kemp, NHC Republicans; Mike Torbit; Richard
Poole, NHC Democrats; Deborah Dicks Maxwell, NHC NAACP;
2 unidentified attendees
Virtual Attendees: 3
OPENING
Chair Pollard called the meeting to order at 4:01 p.m. The New Hanover County Board of
Elections meeting was held at the Board of Elections office, Long Leaf Room, 1241A
Military Cutoff Road, Wilmington, NC. All members were present.
AGENDA
Secretary Adger moved that the agenda be approved as submitted, second by Chair
Pollard. Motion carried unanimously.
MINUTES
Chair Pollard moved that the minutes of the 05/11/2021 Board meeting be approved as
submitted, second by Member Miller. Motion carried unanimously.
Board Minutes – 06/15/2021
PUBLIC COMMENT
Chair Pollard called upon the public in-person attendees for their comments or questions,
limited to two minutes each.
Chair Pollard recognized County Commissioner Zapple for his comments.
Commissioner Zapple, speaking for himself and not on behalf of the Board of
Commissioners, offered his congratulations to Chair Pollard for his six years of service
on the County Board of Elections and to the entire Board for their good work in
conducting the 2020 General Election and keeping the County out of the news. The
Board of Elections is an asset to the County.
Chair Pollard recognized Richard Poole for his comments. Mr. Poole offered his thanks
and appreciation for Chair Pollard as he concludes six years of service on the County
Board of Elections.
Chair Pollard recognized Bruce Kemp for his comments. Mr. Kemp expressed his
appreciation to County Elections Director Rae Hunter-Havens for working with him on
the month-to-month voter registration reconciliations from the reported data.
Chair Pollard recognized Deborah Dicks Maxwell for her comments. Ms. Dicks
Maxwell offered her congratulations to Chair Pollard for his service as a member and as
chair of the County Board of Elections.
Seeing no other in-person attendees wishing to speak, Chair Pollard called for any public
comments from the virtual attendees. Hearing none, he closed the Public Comment
period.
GENERAL DISCUSSION
Chair Pollard opened the General Discussion period, expressing that it has been an honor
to be nominated to serve on the New Hanover County Board of Elections and expressed
his appreciation to the Board Members with whom he has served. Together they shared a
common goal: to assure fair and accurate elections and provide New Hanover County
residents the opportunity and access to vote. He expressed his appreciation to the many
election workers, essentially volunteers, who serve New Hanover County election after
election, and to the staff who work, day and night to the point of exhaustion, election
after election. He has learned a lot from the staff and all did a very good job in the most
recent election in the face of numerous challenges.
Member Washburn expressed his appreciation to Chair Pollard for the time he has
devoted to the Board of Elections, including writing briefs, going to Raleigh to attend
legislative meetings and the State Board of Elections meetings, adding value to his
service as Chair.
Secretary Adger presented Chair Pollard with a Certificate of Appreciation from the State
Board of Elections Director which she read aloud, and a gift to commemorate his service
to the County Board of Elections. She expressed her appreciation to Chair Pollard for
Board Minutes – 06/15/2021
what she has learned from working with him. Chair Pollard thanked the Board for the
gift and said he could not think of a better group with whom to work.
There being no further comments from the Board Members, he called on Director
Hunter-Havens for her report.
DIRECTOR’S REPORT
a.Financial Update
Director Hunter-Havens gave a budget update through FY 20-21 11th reporting period
(May):
•Salaries and benefits expended through May 2021;
•Operating expenses expended through May 2021;
•Total expenditures through May 2021.
The Director noted that the current voting equipment maintenance contract was extended
for six additional months (January – June 2021) to establish the contract on a fiscal year
basis, at a cost of $18,285. Although funds are available in the M&R Equipment line,
pandemic-related overages in other lines (Contracted Services, Rent, Printing, Supplies-
Computer) resulted in insufficient funds in the operating expense budget to cover the
maintenance contract extension. The Finance Department will transfer additional funds
into the budget to cover the shortfall and the anticipated required expenditures through
the remainder of this fiscal year.
b.List Maintenance
According to the Statewide Elections Information System (SEIMS), New Hanover
County Board of Elections removed 416 voters from the registration rolls consistent with
N. C. Gen. Stat. §163-82.14 (2020) and processed 841 new registrations, 287 duplicate
registrations, and 682 registration updates in May 2021. She expects voter registration
activity will increase over the coming months approaching the 2022 primaries and mid-
term elections.
Member Miller asked if there is any update on legislation addressing the municipal
elections and availability of 2020 census data. The Director reported that New Hanover
County is following the current schedule. The General Assembly is considering
legislation that may shift scheduling some municipal elections with district voting.
Because none of the municipalities in New Hanover County conduct elections using
district representation, she anticipates no impact on the up-coming municipal elections
schedule.
Member Washburn asked whether the list maintenance numbers reflect any changes by
the State Board in SEIMS to reflect more consistency in the report. The State Board of
Elections is considering changes in SEIMS during the planned update but these are not
yet implemented. Member Washburn would like the data to be more accessible to the
Board Minutes – 06/15/2021
public and not leave the public questioning the data due to lack of consistency,
undermining public confidence in the reported data.
NEW BUSINESS
a.Recommended HAVA Expenditures
Director Hunter-Havens presented a list of proposed election process enhancements to
encumber the available HAVA funds balance of $81,005.16 by June 30. In developing
the list, the staff reviewed operational needs looking ahead the next five years with the
goals of improving in-person voting processes, training for election officials and voters,
and outreach to the voting community. The prices shown are based on bids or are best
estimates from open sources such as Amazon where prices can fluctuate day to day. She
pointed out several items on the list for further explanation:
•Replacing precinct cell phones was removed after further consideration. There
seems no point to committing the funds for the replacement in June of this fiscal
year when the phones will not be activated until October. Replacements will be
considered in the new fiscal year which begins July 1.
•Working with IT, the purchase of video conferencing equipment including
software and Zoom licenses supports virtual training of election officials and
public outreach.
•Purchase of tables and chairs, including ADA-compliant tables, for school polling
places reduces reliance on school equipment.
•Purchase of equipment for two ballot on demand stations to incorporate into the
absentee by mail process, add flexibility for smaller One Stop sites, and provide
backup systems. One ballot on demand laptop runs two printers. The cost is
partially offset by ordering fewer pre-printed ballots and cardstock is usable for
subsequent elections.
Member Washburn questioned whether the list of proposed expenditures represented
nice-to-have luxury items. Director Hunter-Havens looked at what would improve
current election processes that would have benefits five to ten years into the future. The
last federal HAVA grant came in 2006 to replace voting equipment. This list of proposed
expenditures reflects care to identify needed enhancements for the total elections
processes and not just spend money.
Chair Pollard asked if the list includes consumables that will become on-going expenses
in future budgets? Director Hunter-Havens has factored those costs into the FY2021-22
adopted budget. In some cases supplies not used one year will be available the next year,
reducing future costs.
Secretary Adger asked whether having the video conferencing equipment enables more
training for the voters on voting processes and procedures? Director Hunter-Havens will
leverage the virtual platforms for election official training and public outreach to include
on-line access to training videos.
Board Minutes – 06/15/2021
Secretary Adger moved approval of the proposed HAVA grant expenditures, second by
Chair Pollard. Motion carried unanimously.
b.Polling Place Change for Precinct W24
The current polling place for Precinct W24 is the Burney Center on the UNCW campus.
The Burney Center will not be available in 2021 due to its continued use as a coronavirus
testing and vaccination center. UNCW officials offered the use of the Warwick Center
which is adjacent to the Burney Center, shares the same parking lot, and has served as a
polling place previously. It has sufficient square footage in the voting enclosure and
adequate convenient parking to serve the voters in this precinct. Notice of the polling
place change will be sent timely to the registered voters and additional signage is planned
to redirect voters to the new location.
Member Washburn moved approval of the polling place change for Precinct W24, second
by Secretary Adger. Motion carried unanimously.
Director Hunter-Havens reported that planned improvements to the Osher Lifelong
Learning Center, the polling place for Precinct W13, offers promise as a future One Stop
site substituting for the Government Center location in 2022. UNCW is planning
modular classroom units in the parking lot behind the Osher Center that will provide a
larger space to serve both One Stop and the precinct. She will report further as those
plans develop.
c.Polling Place Change for Precinct W18
The current polling place for Precinct W18, First Assembly of God, is being sold and is
not available for use as a polling place in the upcoming election cycle. After a thorough
search, there are no suitable public buildings or willing private property owners to serve
as a polling place within the precinct boundaries. The only public facility in the precinct
is Winter Park Elementary School, an older building which lacks adequate interior space
for a voting enclosure and has insufficient parking to meet the needs of voters. The
Municipal Golf Course clubhouse was also considered but is not available due to major
renovations.
N. C. Gen. Stat. §163-130.1 (2020) permits a county board of elections, by unanimous
vote of its members, to establish a polling place for a precinct that is located outside the
precinct. After checking with public facilities in adjacent precincts, including the New
Hanover County Arboretum (not available because it serves as the Town of Wrightsville
Beach backup Emergency Operations Center), and reaching out to private facilities with
adequate interior and parking capacity, Sea Gate Baptist Church agreed to permit use of
its building as the W18 polling place. Their only special request was to limit
electioneering and signage to Election Day only. This stipulation will require submission
to the Executive Director of the State Board of Elections for review and approval,
pending approval of this Board. The polling place usage agreement must be reevaluated
after the next general election to determine whether it is still the only available option.
Board Minutes – 06/15/2021
After further discussion, Chair Pollard moved approval of the polling place change for
Precinct W18, second by Secretary Adger. Motion carried unanimously.
Director Hunter-Havens reminded the Board that municipal candidate filing begins July 2
and ends July 16 at the New Hanover County Board of Elections Office in the Paynter
Room. The Board’s next meeting is July 20 at 12 noon to swear in the new members and
conduct regular business. She will present a proposed One Stop voting plan to begin
review at the July meeting with approval scheduled for the August 17 meeting. Also the
Board will appoint Chief Judges and Judges for the next biennial term at the August
meeting.
ADJOURNMENT
The agenda being completed and there being no further business, Chair Pollard moved
that the meeting be adjourned, second by Member Washburn. Motion carried
unanimously. The meeting adjourned at 5:12 p.m.
The next Board meeting is scheduled to be held on Tuesday, July 20, 2017, at 12:00 p.m.,
at the Board of Elections office, Long Leaf Room, 1241A Military Cutoff Road,
Wilmington, NC.
APPROVED BY: RESPECTFULLY SUBMITTED:
_________________________________ ______________________________
EVELYN D. ADGER RAE HUNTER-HAVENS
SECRETARY ELECTIONS DIRECTOR
Special Meeting
New Hanover County Board of Elections
July 20, 2021
Subject:
Polling Place Change for Precinct W28
Applicable Statutes and/or Rules:
N.C. Gen. Stat § 163-130.1
Summary:
The previous polling place for W28, Trinity Church, is no longer available for use as a polling place in the
upcoming election cycle. The only available public facility within or adjacent to the precinct boundary is
Winter Park Elementary School, which lacks adequate interior space for a voting enclosure and has
insufficient parking to meet the needs of voters in this precinct. I have not been able to obtain
permission from any other private facilities within the precinct boundaries to use their facility as a
polling place for the 2021-2022 elections. There is school, Roland Grise Middle School, located in an
adjacent precinct to precinct W28 but the school does not have the capacity to host elections during a
municipal election when school is in session on Election Day. Per N.C. Gen. Stat § 163-130.1, county
boards of elections, by unanimous vote of all its members, may establish a polling place for a precinct
that is located outside that precinct. After reviewing possible options in the adjacent precincts to
precinct W28, I began to reach out to the private facilities that appeared to have suitable interior and
parking capacity. Cape Fear Free Will Baptist Church has agreed to permit use of the church as a polling
place for precinct W28 in the 2021-2022 elections. They are requesting to limit electioneering and
signage for election day only. As a result, this proposed polling place change will require submission to
the Executive Director at the NC State Board of Elections for review and approval, pending approval by
the Board.
If granted approval by the Executive Director at the State Board, the polling place usage agreement must
be reevaluated after the next general election to determine whether it is still the only available option.
Document/s Included:
Images of the previous and proposed polling place for precinct W28; Resolution to Adopt Polling Place
Change (W28) (Provided at Board Meeting)
Board Action Required:
Staff recommends approval
Item # 5b
1
Precinct W28 – Proposed Polling Place Change
Current Polling Place Proposed Polling Place
Trinity Church Cape Fear Free Will Baptist Church
3801 Wilshire Blvd,
Wilmington, NC 28403
5350 Holly Tree Rd
Wilmington, NC 28409
Aerial Image
Proposed Polling Place is 2.8 miles from current polling place.
2
Voter Parking Lot
Polling Place Entrance
3
Voting Enclosure
RESOLUTION TO ADOPT POLLING PLACE
CHANGE IN NEW HANOVER COUNTY
At a meeting duly called and held on the 20th day of July 2021, at 1241A Military Cutoff Road in
Wilmington, North Carolina, the New Hanover County Board of Elections unanimously adopted
the following resolution:
WHEREAS the county board of elections shall have power from time to time, by
resolution, to establish, alter, discontinue, or create such new election precincts or voting places
as it may deem expedient, under G.S. § 163-128(a);
WHEREAS W28 Precinct Polling Place was located at Trinity Church, 3801 Wilshire
Boulevard, Wilmington, NC 28403;
WHEREAS Cape Fear Free Will Baptist Church has agreed to provide a more suitable
location for W28 Precinct Polling Place to Cape Fear Free Will Baptist Church, located at 5350
Holly Tree Road, Wilmington, NC 28409;
WHEREAS a Polling Place Accessibility Survey has been completed for the new site
and was found to be ADA compliant; and
WHEREAS the Board of Elections shall notify all voters of the polling place change.
NOW, THEREFORE, BE IT RESOLVED that the members of the New Hanover
County Board of Elections unanimously approved the relocation of W28 Precinct Polling Place
to Cape Fear Free Will Baptist Church, at 5350 Holly Tree Road, Wilmington, NC 28409.
..
.
Oliver Carter III, Chair
Regular Meeting
New Hanover County Board of Elections
July 20, 2021
Subject:
2021 Municipal Elections Absentee One-Stop Plan
Applicable Statutes and/or Rules:
N.C. Gen. Stat §§ 163-227.2(b) and 163-227.6(e); Session Law 2019-239 and 2019-22
Summary:
The New Hanover County Board of Elections must determine hours for the 2021 Municipal Elections
Absentee One-Stop “Early” voting period by August 20, 2021. The early voting period begins on the
third Thursday before the election and ends on the Saturday before the election. Absentee One-Stop
Voting must be available at a minimum within the county board of elections office from 8:00 am to
5:00 pm on weekdays and 8:00 am to 3:00 pm on the last Saturday. Unless the Board desires to offer
hours beyond those required by statute for the 2021 Municipal Elections, a One-Stop Implementation
Plan will not be required. In recent municipal elections, the Board has chosen to offer extended voting
hours during weekdays and/or weekends. The Board may wait to vote on the 2021 Municipal Elections
Absentee One-Stop Plan until the August 17th meeting.
Document/s Included:
2021 Municipal Elections Base Plan; Absentee One-Stop Supplemental Data Analysis
Board Action Required:
Discuss as necessary
Item # 5c
2021 Municipal Elections Proposed One-Stop Implementation Plan - Base Plan
Week #Days
Week 1 Thurs - Fri
Mon - Fri
Sat
Sun
Mon - Fri
Sat
125
$19,580.00
15
Total Hours of Operation
Estimated Costs
Days of Operation
Estimated cost to operate a one-stop site on Saturday or Sunday for five (5) hours of operation
is approximately $780 for 13 officials.
Proposed One-Stop Site
Address
NHC Board of Elections Office David E. Paynter Room 1241 Military Cutoff Rd
Week 3
8-5
8-3
Week 2
8-5
12-5
12-5
RoomAll Sites
8-5
Schedule Location and Times
Site Name
Municipal Elections Supplemental Data
Election Date Registered Voters-
Municipalities
Total Ballots Cast % Voter Turnout
11/5/2013 90,044 11,571 12.85%
11/3/2015 90,604 9,468 10.45%
11/7/2017 95,531 13,990 14.64%
11/5/2019 95,154 18,292 19.22%
Total Votes Cast 11,571 Total Votes Cast 13,990
Total One-Stop Ballots Cast 2,337 Total One-Stop Ballots Cast 2,769
% Vote at One-Stop 20.20%% Vote at One-Stop 19.79%
Total Votes Cast 9,468 Total Votes Cast 18,292
Total One-Stop Ballots Cast 1,455 Total One-Stop Ballots Cast 4,191
% Vote at One-Stop 15.37%% Vote at One-Stop 22.91%
2013 Municipal Elections
2015 Municipal Elections
2017 Municipal Elections
2019 Municipal Elections
0
10
20
30
40
50
60
70
80
Thurs, 10/17 Fri, 10/18 Mon, 10/21 Tues, 10/22 Wed, 10/23 Thurs, 10/24 Fri, 10/25 Mon, 10/28 Tues, 10/29 Wed, 10/30 Thurs, 10/31 Fri, 11/1 Sat, 11/2OS Votes CastDate
2013 Municipal Elections Absentee One-Stop Votes Cast by Date and Time of Day
8 AM
9 AM
10 AM
11 AM
12 PM
1 PM
2 PM
3 PM
4 PM
84
196
326
383
328 319
286 263
152
0
50
100
150
200
250
300
350
400
450
8 AM 9 AM 10 AM 11 AM 12 PM 1 PM 2 PM 3 PM 4 PMOS Votes CastTime of Day
2013 Municipal Elections Absentee One-Stop Votes Cast
by Time of Day
Total
0
10
20
30
40
50
60
Thurs, 10/22 Fri, 10/23 Mon, 10/26 Tues, 10/27 Wed, 10/28 Thurs, 10/29 Fri, 10/30 Sat, 10/31OS Votes CastDate
2015 Municipal Elections Absentee One-Stop Votes Cast by Date and Time of Day
8 AM
9 AM
10 AM
11 AM
12 PM
1 PM
2 PM
3 PM
4 PM
69
155
221 213 229
194
147 159
68
0
50
100
150
200
250
8 AM 9 AM 10 AM 11 AM 12 PM 1 PM 2 PM 3 PM 4 PMOS Votes CastTime of Day
2015 Municipal Elections Absentee One-Stop Votes Cast
by Time of Day
Total
0
10
20
30
40
50
60
70
80
90
Thurs, 10/19 Fri, 10/20 Mon, 10/23 Tues, 10/24 Wed, 10/25 Thurs, 10/26 Fri, 10/27 Sat, 10/28 Mon, 10/30 Tues, 10/31 Wed, 11/1 Thurs, 11/2 Fri, 11/3 Sat, 11/4OS Votes CastDate
2017 Municipal Elections Absentee One-Stop Votes Cast by Date and Time of Day
8 AM
9 AM
10 AM
11 AM
12 PM
1 PM
2 PM
3 PM
4 PM
130
211
383
456 442
353 354
302
138
0
50
100
150
200
250
300
350
400
450
500
8 AM 9 AM 10 AM 11 AM 12 PM 1 PM 2 PM 3 PM 4 PMOS Votes CastTime of Day
2017 Municipal Elections Absentee One-Stop Votes Cast
by Time of Day
Total
0
20
40
60
80
100
120
140
Wed, 10/16 Thurs, 10/17 Fri, 10/18 Mon, 10/21 Tues, 10/22 Wed, 10/23 Thurs, 10/24 Fri, 10/25 Sat, 10/26 Sun, 10/27 Mon, 10/28 Tues, 10/29 Wed, 10/30 Thurs, 10/31 Fri, 11/1
Date
2019 Municipal Elections Absentee One-Stop Votes Cast by Date and Time of Day
8 AM
9 AM
10 AM
11 AM
12 PM
1 PM
2 PM
3 PM
4 PM
5 PM
6 PM
137
296
509 508
626 580 572
490
281
116 76
0
100
200
300
400
500
600
700
8 AM 9 AM 10 AM 11 AM 12 PM 1 PM 2 PM 3 PM 4 PM 5 PM 6 PMOS Votes CastTime of Day
2019 Municipal Elections Absentee One-Stop Votes Cast
by Time of Day
Total
Special Meeting
New Hanover County Board of Elections
July 20, 2021
Subject:
Closed Session
Chairman Statement Prior to Closed Session:
I move that the Board enter into closed session, under NC Gen. Stat. § 143-318.11 (a)(1) and the
NC Personnel Privacy Act to discuss personnel matters in accordance with NC Gen. Stat. §143-
318.11(a)(6).
Applicable Statutes and/or Rules:
NC Gen. Stat §§ 143-318.11(a)(1), 143-318.11(a)(6), and the NC Personnel Privacy Act
Summary:
Closed session is required to discuss personnel matters under NC Gen. Stat. §§ 143-318.11(a)(1),
143-318.11 (a)(6), and the NC Personnel Privacy Act.
Board Action Required:
Discuss as necessary
Returning to Open Session:
I move that the Board return to open session, under NC Gen. Stat. § 143-318.10(a) to conduct business
remaining before the Board.
Item # 6