Draft MEETING AGENDA. Location of Meeting: Harrell Conference Room
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1 Draft Date: July 12, 2016 Location of Meeting: Harrell Conference Room MEETING AGENDA Scheduled Attendees: Jonathan Washburn, Chairman Jamie Getty, Secretary Thomas Pollard, Member and Parliamentarian Visitor(s): Rhonda Amoroso, State Board of Elections Avril Pinder, Deputy County Manager Sharon Boyd, UNCW Vice Chancellor for Business Services Amelie Brogden, UNCW Director of Conferences and Events Agenda Items Time of Meeting: 3:00 PM Meeting Type: Regular 1. Meeting Opening a. Call to Order b. Pledge of Allegiance c. Approval of Agenda d. Approval of Minutes (6/6/2016, 6/7/2016, 6/13/2016, 6/14/2016) 2. Director s Report Financial Update 3. Public Comment Public Comment (2-minute limit) 4. New Business a General Election Absentee One-Stop Implementation Plan b. Polling Place Change for Precinct W24 Derek L. Bowens, Elections Director Sornatha Fulford, Elections Compliance Specialist 5. General Discussion Other Elections-Related Matters 6. Closed Session (N.C. Gen. Stat (a)(6)) 7. Adjournment *Agenda packets mailed in advance of meeting (via ) 1
2 Item # 1c Regular Meeting New Hanover County Board of Elections July 12, 2016 Subject: Approval of Agenda Summary: N/A Board Action Required: Staff recommends approval 2
3 Item # 1d Regular Meeting New Hanover County Board of Elections July 12, 2016 Subject: Approval of Minutes Applicable Statutes and/or Rules N.C. Gen. Stat and (e) Summary: This includes minutes from the 6/6/2016, 6/7/2016, 6/13/2016, and 6/14/2016 Board meetings. Board Action Required: Staff recommends approval 3
4 Item # 2 Regular Meeting New Hanover County Board of Elections July 12, 2016 Subject: Director s Report Summary: Financial Update The attached graphs provide the Board with the following: o o o Salaries and Benefits through period 12 of the fiscal year Operating Expenses through period 12 of the fiscal year Fund Transfers through period 12 of the fiscal year Document/s Included: Financial Update (July 2015-June 2016) Board Action Required: Discuss as necessary 4
5 Item # 3 Regular Meeting New Hanover County Board of Elections July 12, 2016 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 5
6 Item # 4a Subject: 2016 Absentee One-Stop Implementation Plan Regular Meeting New Hanover County Board of Elections July 12, 2016 Applicable Statutes and/or Rules N.C. Gen. Stat (b), (g), (g1) and (g2) Summary: The Board of Elections is required to submit an implementation plan for One-Stop Voting for the 2016 General Election to the State Board of Elections by July 29, According to the State Board of Elections, New Hanover County is required to provide at least 580 hours of voting during the One-Stop Voting period for the 2016 General Election. Document/s Included: 2016 General Election Absentee One-Stop Voting Period Proposed Sites; 2016 General Election Absentee One-Stop Voting Period Proposed Plans; 2016 General Election Absentee One-Stop Voting Period Supplemental Data Board Action Required: Discuss as necessary and action required 6
7 2016 General Election Absentee One-Stop Voting Period Proposed Sites 7
8 Proposed Sites There are six proposed sites to be used during the 2016 General Election Absentee One-Stop Voting Period. All of the facilities are public and are permissible for use. The proposed sites are as follows: New Hanover County Government Center (Required) 230 Government Center Drive, Suite 34 Wilmington, NC New Hanover County Senior Resource Center Multi-Purpose Room 2222 South College Road Wilmington, NC
9 New Hanover County Northeast Regional Library David Paynter Room 1241 Military Cutoff Road Wilmington, NC Cape Fear Community College Health Sciences-Learning Resource Center L-112, L-110A 415 North 2 nd Street, Building L Wilmington, NC
10 Carolina Beach Municipal Complex Police Training Room 1121 Lake Park Boulevard North Carolina Beach, NC CFCC North Campus Applied Technology Building Room NB Blue Clay Road Castle Hayne, NC
11 2016 General Election Absentee One-Stop Voting Period Proposed Plans 11
12 2016 General Election Absentee One-Stop Implementation Plan_Option 1 Government Center- 230 Government Center Drive, Suite 34 Additional Sites Date Day Start Time End Time Hours Count Date Day Start Time End Time Hours Count 10/27/2016 Thursday 8:00 AM 8:00 PM 12:00 10/27/2016 Thursday 8:00 AM 7:00 PM 11:00 10/28/2016 Friday 8:00 AM 8:00 PM 12:00 10/28/2016 Friday 8:00 AM 7:00 PM 11:00 10/29/2016 Saturday 8:00 AM 8:00 PM 12:00 10/29/2016 Saturday 8:00 AM 7:00 PM 11:00 10/30/2016 Sunday 0:00 10/30/2016 Sunday 0:00 10/31/2016 Monday 8:00 AM 8:00 PM 12:00 10/31/2016 Monday 8:00 AM 7:00 PM 11:00 11/1/2016 Tuesday 8:00 AM 8:00 PM 12:00 11/1/2016 Tuesday 8:00 AM 7:00 PM 11:00 11/2/2016 Wednesday 8:00 AM 8:00 PM 12:00 11/2/2016 Wednesday 8:00 AM 7:00 PM 11:00 11/3/2016 Thursday 8:00 AM 8:00 PM 12:00 11/3/2016 Thursday 8:00 AM 8:00 PM 12:00 11/4/2016 Friday 8:00 AM 8:00 PM 12:00 11/4/2016 Friday 8:00 AM 8:00 PM 12:00 11/5/2016 Saturday 7:00 AM 1:00 PM 6:00 11/5/2016 Saturday 7:00 AM 1:00 PM 6:00 Total Hours for BOE Location 102 Total Hours Per Site 96 Additional Sites Site Name Room Address CFCC Health Sciences-LRC Rooms L-112, L-110A 415 North 2nd Street Northeast Regional Library David E. Paynter Room 1241 Military Cutoff Road CFCC North Campus-ATB Room NB Blue Clay Road Number of Additional Sites 5 Total Hours for Additional Sites 480 Senior Resource Center Multi-Purpose Room 2222 South College Road 582 Carolina Beach Town Hall Police Training Room 1121 N Lake Park Blvd Total Hours for All Locations Options are in no specific order Prepared By: Derek Bowens 12
13 2016 General Election Absentee One-Stop Implementation Plan_Option 2 Government Center- 230 Government Center Drive, Suite 34 Additional Sites Date Day Start Time End Time Hours Count Date Day Start Time End Time Hours Count 10/27/2016 Thursday 7:00 AM 8:00 PM 13:00 10/27/2016 Thursday 8:00 AM 7:00 PM 11:00 10/28/2016 Friday 7:00 AM 8:00 PM 13:00 10/28/2016 Friday 8:00 AM 7:00 PM 11:00 10/29/2016 Saturday 7:00 AM 8:00 PM 13:00 10/29/2016 Saturday 8:00 AM 7:00 PM 11:00 10/30/2016 Sunday 9:00 AM 5:00 PM 8:00 10/30/2016 Sunday 0:00 10/31/2016 Monday 7:00 AM 8:00 PM 13:00 10/31/2016 Monday 8:00 AM 7:00 PM 11:00 11/1/2016 Tuesday 7:00 AM 8:00 PM 13:00 11/1/2016 Tuesday 8:00 AM 7:00 PM 11:00 11/2/2016 Wednesday 7:00 AM 8:00 PM 13:00 11/2/2016 Wednesday 8:00 AM 7:00 PM 11:00 11/3/2016 Thursday 7:00 AM 8:00 PM 13:00 11/3/2016 Thursday 8:00 AM 7:00 PM 11:00 11/4/2016 Friday 7:00 AM 8:00 PM 13:00 11/4/2016 Friday 8:00 AM 7:00 PM 11:00 11/5/2016 Saturday 7:00 AM 1:00 PM 6:00 11/5/2016 Saturday 8:00 AM 1:00 PM 5:00 Total Hours for BOE Location 118 Total Hours Per Site 93 Additional Sites Site Name Room Address CFCC Health Sciences-LRC Rooms L-112, L-110A 415 North 2nd Street Northeast Regional Library David E. Paynter Room 1241 Military Cutoff Road Number of Additional Sites 5 Total Hours for Additional Sites 465 CFCC North Campus-ATB Room NB Blue Clay Road 583 Senior Resource Center Multi-Purpose Room 2222 South College Road Carolina Beach Town Hall Police Training Room 1121 N Lake Park Blvd Options are in no specific order Total Hours for All Locations Prepared By: Derek Bowens 13
14 2016 General Election Absentee One-Stop Implementation Plan_Option 3 Government Center- 230 Government Center Drive, Suite 34 Additional Sites Date Day Start Time End Time Hours Count Date Day Start Time End Time Hours Count 10/27/2016 Thursday 7:00 AM 8:00 PM 13:00 10/27/2016 Thursday 8:00 AM 7:00 PM 11:00 10/28/2016 Friday 7:00 AM 8:00 PM 13:00 10/28/2016 Friday 8:00 AM 7:00 PM 11:00 10/29/2016 Saturday 7:00 AM 8:00 PM 13:00 10/29/2016 Saturday 8:00 AM 7:00 PM 11:00 10/30/2016 Sunday 0:00 10/30/2016 Sunday 0:00 10/31/2016 Monday 7:00 AM 8:00 PM 13:00 10/31/2016 Monday 8:00 AM 7:00 PM 11:00 11/1/2016 Tuesday 7:00 AM 8:00 PM 13:00 11/1/2016 Tuesday 8:00 AM 7:00 PM 11:00 11/2/2016 Wednesday 7:00 AM 8:00 PM 13:00 11/2/2016 Wednesday 8:00 AM 7:00 PM 11:00 11/3/2016 Thursday 7:00 AM 8:00 PM 13:00 11/3/2016 Thursday 8:00 AM 7:00 PM 11:00 11/4/2016 Friday 7:00 AM 8:00 PM 13:00 11/4/2016 Friday 8:00 AM 7:00 PM 11:00 11/5/2016 Saturday 7:00 AM 1:00 PM 6:00 11/5/2016 Saturday 7:00 AM 1:00 PM 6:00 Total Hours for BOE Location 110 Total Hours Per Site 94 Additional Sites Site Name Room Address CFCC Health Sciences-LRC Rooms L-112, L-110A 415 North 2nd Street Northeast Regional Library David E. Paynter Room 1241 Military Cutoff Road Number of Additional Sites 5 Total Hours for Additional Sites 470 CFCC North Campus-ATB Room NB Blue Clay Road 580 Senior Resource Center Multi-Purpose Room 2222 South College Road Carolina Beach Town Hall Police Training Room 1121 N Lake Park Blvd Total Hours for All Locations Options are in no specific order Prepared By: Derek Bowens 14
15 2016 General Election Absentee One-Stop Implementation Plan_Option 4 Government Center- 230 Government Center Drive, Suite 34 Additional Sites Date Day Start Time End Time Hours Count Date Day Start Time End Time Hours Count 10/27/2016 Thursday 8:00 AM 7:00 PM 11:00 10/27/2016 Thursday 9:00 AM 7:00 PM 10:00 10/28/2016 Friday 8:00 AM 7:00 PM 11:00 10/28/2016 Friday 9:00 AM 7:00 PM 10:00 10/29/2016 Saturday 8:00 AM 7:00 PM 11:00 10/29/2016 Saturday 9:00 AM 7:00 PM 10:00 10/30/2016 Sunday 8:00 AM 7:00 PM 11:00 10/30/2016 Sunday 9:00 AM 7:00 PM 10:00 10/31/2016 Monday 8:00 AM 7:00 PM 11:00 10/31/2016 Monday 9:00 AM 7:00 PM 10:00 11/1/2016 Tuesday 8:00 AM 7:00 PM 11:00 11/1/2016 Tuesday 9:00 AM 7:00 PM 10:00 11/2/2016 Wednesday 8:00 AM 7:00 PM 11:00 11/2/2016 Wednesday 9:00 AM 7:00 PM 10:00 11/3/2016 Thursday 8:00 AM 7:00 PM 11:00 11/3/2016 Thursday 9:00 AM 7:00 PM 10:00 11/4/2016 Friday 8:00 AM 7:00 PM 11:00 11/4/2016 Friday 9:00 AM 7:00 PM 10:00 11/5/2016 Saturday 7:00 AM 1:00 PM 6:00 11/5/2016 Saturday 8:00 AM 1:00 PM 5:00 Total Hours for BOE Location 105 Total Hours Per Site 95 Additional Sites Site Name Room Address CFCC Health Sciences-LRC Rooms L-112, L-110A 415 North 2nd Street Northeast Regional Library David E. Paynter Room 1241 Military Cutoff Road Number of Additional Sites 5 Total Hours for Additional Sites 475 CFCC North Campus-ATB Room NB Blue Clay Road 580 Senior Resource Center Multi-Purpose Room 2222 South College Road Carolina Beach Town Hall Police Training Room 1121 N Lake Park Blvd Total Hours for All Locations Options are in no specific order Prepared By: Derek Bowens 15
16 2016 General Election Absentee One-Stop Implementation Plan_Option 5 Government Center- 230 Government Center Drive, Suite 34 Additional Sites Date Day Start Time End Time Hours Count Date Day Start Time End Time Hours Count 10/27/2016 Thursday 7:00 AM 8:00 PM 13:00 10/27/2016 Thursday 7:00 AM 8:00 PM 13:00 10/28/2016 Friday 7:00 AM 8:00 PM 13:00 10/28/2016 Friday 7:00 AM 8:00 PM 13:00 10/29/2016 Saturday 0:00 10/29/2016 Saturday 0:00 10/30/2016 Sunday 0:00 10/30/2016 Sunday 0:00 10/31/2016 Monday 7:00 AM 8:00 PM 13:00 10/31/2016 Monday 7:00 AM 8:00 PM 13:00 11/1/2016 Tuesday 7:00 AM 8:00 PM 13:00 11/1/2016 Tuesday 7:00 AM 8:00 PM 13:00 11/2/2016 Wednesday 7:00 AM 8:00 PM 13:00 11/2/2016 Wednesday 7:00 AM 8:00 PM 13:00 11/3/2016 Thursday 7:00 AM 8:00 PM 13:00 11/3/2016 Thursday 7:00 AM 8:00 PM 13:00 11/4/2016 Friday 7:00 AM 8:00 PM 13:00 11/4/2016 Friday 7:00 AM 8:00 PM 13:00 11/5/2016 Saturday 7:00 AM 1:00 PM 6:00 11/5/2016 Saturday 7:00 AM 1:00 PM 6:00 Total Hours for BOE Location 97 Total Hours Per Site 97 Additional Sites Site Name Room Address CFCC Health Sciences-LRC Rooms L-112, L-110A 415 North 2nd Street Northeast Regional Library David E. Paynter Room 1241 Military Cutoff Road Number of Additional Sites 5 Total Hours for Additional Sites 485 CFCC North Campus-ATB Room NB Blue Clay Road 582 Senior Resource Center Multi-Purpose Room 2222 South College Road Carolina Beach Town Hall Police Training Room 1121 N Lake Park Blvd Total Hours for All Locations Options are in no specific order Prepared By: Derek Bowens 16
17 2016 General Election Absentee One-Stop Voting Period Supplemental Data Included: 2008 General Election Absentee One-Stop Voting Period Statistics 2012 General Election Absentee One-Stop Voting Period Statistics 2016 March Primary Absentee One-Stop Voting Period Statistics 2016 March Primary Absentee One-Stop Voting Period Cost Analysis 2016 March Primary Absentee One-Stop Sunday Voting Breakdown 17
18 2008 General Election Absentee One-Stop Voting Period Voting Period 2008 General Election Absentee One-Stop Voting Period Alternate Sites BOE Site Site DEM LIB REP UNA Grand Total Date Start End Date Start End BIG /16/2008 9:00 AM 4:00 PM 10/16/2008 8:00 AM 5:00 PM CBB /17/2008 9:00 AM 4:00 PM 10/17/2008 8:00 AM 5:00 PM CFN /18/2008 9:00 AM 1:00 PM 10/18/2008 9:00 AM 1:00 PM GVT /19/ /19/2008 NLB /20/2008 9:00 AM 4:00 PM 10/20/2008 8:00 AM 5:00 PM SRC /21/2008 9:00 AM 4:00 PM 10/21/2008 8:00 AM 5:00 PM Grand Total /22/2008 9:00 AM 4:00 PM 10/22/2008 8:00 AM 5:00 PM 10/23/2008 9:00 AM 4:00 PM 10/23/2008 8:00 AM 5:00 PM 10/24/2008 9:00 AM 4:00 PM 10/24/2008 8:00 AM 5:00 PM General Election Absentee One-Stop Voting 10/25/2008 9:00 AM 1:00 PM 10/25/2008 9:00 AM 1:00 PM 10/26/ /26/ /27/2008 9:00 AM 4:00 PM 10/27/2008 8:00 AM 5:00 PM 10/28/2008 9:00 AM 4:00 PM 10/28/2008 8:00 AM 5:00 PM 10/29/2008 9:00 AM 4:00 PM 10/29/2008 8:00 AM 5:00 PM 10/30/2008 9:00 AM 4:00 PM 10/30/2008 8:00 AM 5:00 PM 10/31/2008 9:00 AM 4:00 PM 10/31/2008 8:00 AM 5:00 PM 11/1/2008 9:00 AM 1:00 PM 11/1/2008 9:00 AM 1:00 PM DEM LIB REP UNA BIG CBB CFN GVT NLB SRC Prepared By: Derek Bowens 18
19 2012 General Election Absentee One-Stop Voting Period Voting Period (All Sites) 2012 General Election Absentee One-Stop Voting Period Date Start End Site DEM LIB REP UNA Grand Total 10/18/2012 9:00 AM 5:00 PM CAB /19/2012 9:00 AM 5:00 PM CFN /20/2012 9:00 AM 5:00 PM GVT /21/2012 LIB /22/2012 9:00 AM 5:00 PM SRC /23/2012 9:00 AM 5:00 PM Grand Total /24/2012 9:00 AM 5:00 PM 10/25/2012 9:00 AM 5:00 PM 10/26/2012 9:00 AM 5:00 PM 10/27/2012 9:00 AM 5:00 PM 10/28/ General Election Absentee One-Stop Voting 10/29/2012 9:00 AM 5:00 PM /30/2012 9:00 AM 5:00 PM /31/2012 9:00 AM 5:00 PM 11/1/2012 9:00 AM 5:00 PM /2/2012 9:00 AM 5:00 PM 11/3/2012 9:00 AM 1:00 PM DEM LIB REP UNA 0 CAB CFN GVT LIB SRC Prepared By: Derek Bowens 19
20 2016 March Primary Absentee One-Stop Voting Period 2016 March Primary Absentee One-Stop Voting Period Voting Period Site DEM LIB REP UNA Grand Total BOE Site Alternate Sites CAB Date Start End Date Start End CFCC /3/2016 8:00 AM 8:00 PM 3/3/ :00 PM 8:00 PM GVT /4/2016 8:00 AM 8:00 PM 3/4/ :00 PM 8:00 PM NLB /5/2016 8:00 AM 8:00 PM 3/5/ :00 PM 8:00 PM SRC /6/ :00 PM 8:00 PM 3/6/2016 Grand Total /7/2016 8:00 AM 8:00 PM 3/7/ :00 PM 8:00 PM 3/8/2016 8:00 AM 8:00 PM 3/8/ :00 PM 8:00 PM 3/9/2016 8:00 AM 8:00 PM 3/9/ :00 PM 8:00 PM 3/10/2016 8:00 AM 8:00 PM 3/10/ :00 PM 8:00 PM 3/11/2016 8:00 AM 8:00 PM 3/11/ :00 PM 8:00 PM 3/12/2016 8:00 AM 1:00 PM 3/12/2016 8:00 AM 1:00 PM March Primary Absentee One-Stop Voting DEM LIB REP UNA CAB CFCC GVT NLB SRC Prepared By: Derek Bowens 20
21 2016 March Primary Absentee One-Stop Voting Period Cost Analysis Cost Analysis Time Base Cost Per Hour Block Total Voters Average Cost Per Voter 8:00 AM $1, $2.17 9:00 AM $1, $ :00 AM $1, $ :00 AM $1, $ :00 PM $4, $1.49 1:00 PM $4, $1.76 2:00 PM $4, $2.00 3:00 PM $4, $2.58 4:00 PM $4, $3.25 5:00 PM $4, $5.53 6:00 PM $4, $6.31 7:00 PM $4, $15.30 Cost Analysis Base Cost Per Hour Block Formula Definitions This is the minimum amount of funds expended in the hour bracket (ex. 8:00 AM to 9:00 AM occurred a total of 13 times. 13 times the base number of officials times the $10 hourly rate equals $1300) Base Cost Per Hour Block/Total Voters 7:00 PM 6:00 PM 5:00 PM 4:00 PM 3:00 PM 2:00 PM 1:00 PM 12:00 PM 11:00 AM 10:00 AM 9:00 AM 8:00 AM 7:00 PM, $ :00 PM, $6.31 5:00 PM, $5.53 4:00 PM, $3.25 3:00 PM, $2.58 2:00 PM, $2.00 1:00 PM, $ :00 PM, $ :00 AM, $ :00 AM, $1.09 9:00 AM, $1.39 8:00 AM, $2.17 Average Cost Per Voter Total Voters Base Cost Per Hour Block $0.00 $ $1, $1, $2, $2, $3, $3, $4, $4, $5, Prepared By: Derek Bowens 21
22 2016 March Primary Absentee One-Stop Sunday Voting Breakdown Government Center (3/6) Government Center (All) Time Voters Participating Date Voters Participating 12 PM Mar PM Mar PM Mar PM 81 6-Mar PM 51 7-Mar PM 28 8-Mar PM 51 9-Mar PM Mar 845 Grand Total Mar Mar 707 Grand Total 7492 Government Center (3/6) PM PM 2 PM 3 PM PM 5 PM PM 7 PM 0 12 PM 1 PM 2 PM 3 PM 4 PM 5 PM 6 PM 7 PM Prepared By: Derek Bowens 22
23 Item # 4b Regular Meeting New Hanover County Board of Elections July 12, 2016 Subject: Polling Place Change for Precinct W24 Applicable Statutes and/or Rules N.C. Gen. Stat (a) and Summary: The Board of Elections has requested that staff collaborate with UNCW representatives to find an alternative to the Madeline Suites for precinct W24 ahead of the 2016 General Election. After discussion with UNCW representatives, the following alternative sites were presented as possibilities: UNCW Warrick Center Auditorium UNCW Trask Coliseum Gymnasium Representatives from UNCW have agreed to attend the Board of Elections meeting to discuss these alternatives, provide additional information, and make recommendations for the Board to consider on the most suitable location. Document/s Included: Provided at Board Meeting Board Action Required: Discuss as necessary and action required 23
24 Item # 5 Regular Meeting New Hanover County Board of Elections July 12, 2016 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 24
25 Item # 6 Regular Meeting New Hanover County Board of Elections July 12, 2016 Subject: Closed Session Chairman Statement Prior to Closed Session: I move that the Board enter into closed session, under NCGS (a)(1) and the NC Personnel Privacy Act to discuss personnel matters in accordance with NCGS (a)(6). Applicable Statutes and/or Rules: N.C. Gen. Stat (a)(1), (a)(6), and the NC Personnel Privacy Act Summary: Closed session is required to discuss personnel matters under N.C. Gen. Stat (a)(1), (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 NCGS (a), to conduct business remaining before the Board. 25
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