Board of Elections & Registration - Special Meeting

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[Music] Heat. Heat. N. [Music] [Music] Heat. Heat. [Music] The special called meeting for the Camden County Board of Elections and Registration is now called to order. We'll begin with our opening ceremonies with our invocation which will be delivered by Mr. Ray Holland after which will be the pledge of allegiance which will be led by Miss Claire Harden. Would everybody please stand?

Let us pray. Heavenly Father, we thank you for this beautiful day. We thank you for the opportunity to come together to represent the citizens of Camden County and to ensure fair elections for them. We thank you, we praise you, and we ask you for all of our decisions be pleasing to you in your son's name. Amen. Amen. I pledge algiance to the flag of the United States of America and to the republic for it stands, one nation under God. indivisible with liberty and justice for all.

You may have your seat. We'll now have our roll call of our board members. When I call your name, if you will please answer by present or hear and raising of your hand. Robin Mayor Knight, chair, district one, present. Miss Claire Harden, member district two, present. Joseph, Mr. Joseph Stale, member district three, here. Dr. Julia McCulla, vice chair, district 4, here. Mr. Ray Holland, member, district 5, present. Thank you. All members are present. Has everyone had a chance to review the agenda? Yes.

Yes, we have. Are there any questions or any objections? None. All right. Hearing none, then the agenda is adopted. On to item D, approval of minutes. Has everyone had a chance to review the minutes? Yes. Are there any objections or anybody have anything to say before we move on? No. All right. Can I get a motion to approve the minutes, please? So moved. Get a second. Second. All right. It's been moved and second to approve the minutes of our last board me meeting, which was June 20th. All in favor, let me know by saying I. I.

Are there any proposals? No proposals. The minutes are approved. On to item E, public comments for agenda items only. There seem to be no public comment. So, we'll move on to item F, financial report from our uh election supervisor, Miss Shannon Nettles. And Miss Shen, before you after you're done with the final report, can you just roll on into the uh supervisor update, please? I sure will. Mr. Chair.

All right. Good afternoon, board. Thank you for being here today. I do not have a financial report for you, as you might have noticed in your um books. So, it's the end of our fiscal year and if if we can hold off for a couple of more weeks, I'll be able to give you a preliminary fiscal year 25 report. So, at this time, there is no financial report. Okay. But I I believe that we are very close to coming in right at or just under budget. Okay. All right. In in addition for uh the supervisor's comments, we held a successful Tuesday runoff election attended by 69 people. Um and we did not have uh one person that was upset or angry that they had to uh drive from whatever polling location they came from. The signage was very helpful if you happen to see any of that at any of the polling places. We had notices on every door. um the day before uh the election and then we had signage up two weeks prior. Um most cases there were two signs up at the polling location uh making sure that the voters knew that they would have to travel to Woodbine to vote if they didn't come in early and we didn't have any issues. A couple of people got lost with their GPS trying to find the church in Woodbine, but other than that 69 um happy voters came in and they were not all from Woodbine. we had them from the majority of our precincts. So, that was good news, I thought. Um, now the 69 was very low. Um, but it was it was good that we did get people there. Uh, we had a work session, as you all might recall, a couple of weeks ago, a few weeks ago now, uh, on the bylaws. I have we, Dennis, Rock and myself have

been working on those bylaws to make the revisions that we discussed in our meeting. I've put a copy in your binder so that you all can have a chance to review them prior to our next meeting. Um, it's currently scheduled for August so that maybe at that time we can go ahead and review and vote on those. Not review, but you'll have time in advance to review prior to our August meeting. at our work session that we had at the end of June, we did not get to the strategic plan because we worked for quite some time on the on the bylaws, which is fine. So, we do need to keep that in mind, maybe to schedule another work session for the fall for our strategic plan. It is currently through the end of 26, but it has some guidelines in there that as mainly new members to the board, we might want to review as well. So, we'll work on a a work session for that. I want to invite you all to our Thursday next week risk limiting audit that will be held because this was a state runoff. Uh it's mandated that we have a run uh a risk limiting audit and that will be Thursday morning at 9:00. We're not going to have two teams this time. I think we'll probably just have one team of two people. Uh if anyone can help that morning, that's great. If you're not available, staff can also um handle the audit. So, just let me know if you'd like to participate. You'll see at the end when we talk about our dates, important dates, everything is booked and payments have been sent for our conference which will give us three full days of uh I think great classes, courses, um a lot of information, especially for our newer board members. Um and even returning to

the election industry, some much updated information. So, you'll learn a lot in those three and a half days that we're there. And I think that's it. The county is working on a website refresh. So, over the next few months, um, or next month, I guess, I'd like to ask you all to doublech checkck our go on to our web page, our election page, and see if you see anything on there that you'd like us to um, edit, take off, change. If you have something that you've noticed just as a a citizen voter and it's not on the website, let me know. And this this is our time we can refresh our own page and give it some personal touches. So, uh that's all I have, but I do want to turn it over to Rock who has some additional information to share.

Good afternoon. Good afternoon. I want to speak about the advanced in-person voting that we held at the annex uh with respect to our voter turnout. I'll have this in your blue. Okay. And

as you can see, our highest day was Friday, but uh Wednesday held us on for most of the week. And we had a total of 123 voters to come out during those five days. And we want to look at the last hour turnout for the week. We had nine for the hours of 5 to 6. Nine people came out and voted. And Wednesday again was the highest number of three which represented 2.44% of the total voter turnout. And if you look at the percentage of the last hour, that represented 7.32% of voters. Any questions?

None.

Okay. Hearing none, I'd like to go over our next item, which would be our ELM, which effectively is our elector list maintenance. On July 10th, there were 3,257 mailers sent out to voters with the tag of NG, which um actually just means no activity for two general elections. And of those 3,200 plus mailings, we received a whopping 487 today.

Return. Return. Yeah, they came back today. all jammed in our little baby. Yeah,

it filled Dennis's arms up. It's like he was carrying a baby, a big one. Um, but that was sent out pursuant to OCGA 21-2-235. Next, we'll have our uh crossstate mailings, and that's going to be sent to anyone with the active status that has been identified through our membership with ERIC, which is the electronic registration information center to have a driver's license or voter registration in another state. That's going scheduled to be mailed out in August. and the Secretary of State's office would take care of that mailing. Um, I failed to mention the NG mailing. We had to pay for that. And that cost us $2,377.61 at 73 per piece. Next we have in August the no contact mailing and this will be folks who have an active status but have not had any activity with us in a full uh five calendar years or no activity since December 31st of 2019. That again is pursuant to OCGA2-2-234 and we're responsible for that mailing and as you know there was a postage increase July 13th. So the favorable cost of 73 cents per piece is going to go up. We don't know how much it is as yet. Okay. And finally

in August, our NCOA, that's the national change of address. And for those folks who've moved out of state or out of county or moved within the county, we'll be sending those mailings out in August as well. Any questions? Hearing none, I'll turn it back over.

Thank you, Miss Shannon. Thank you, Mr. Rock. Are there any other questions? Any discussion before we go on to item new business? All right. All right. So, on to new business. Item H, certification of the July 15, 2025 Public Service Commission Special Democratic Primary Runoff. Do we have any questions? Everybody's good. All right.

The full reporting of the turnout is in your folder as well. So, if you have any questions, let us know. And I would like Dennis to chime in just real quick before you all make your uh vote for that and tell you about the um process that he he um completed Wednesday morning bright and early for reconciliation.

So this one was a lot easier than previous ones. Um, however, uh, I do want to inform you all that reconciliation has been completed on this on this, uh, July 15th special primary runoff and that there was a 100% match between the voter participate voter participation history report in Jarvis and the reported results on our EMS server as well as our tracking on e- pulse which uh, tracks check-in data. So, we are 100% reconciled and we know that every person that voted did receive credit for voting on their voter profiles.

Good. Thank you, Dennis. I just wanted you all to be aware of that before you took a vote on certifying the election. All right. Thank you, Dennis. All right. So, can I get a motion to uh certify the election, please? Motion made. Second. All right. It's been motioned and second that the uh election for July 15th, the special Democratic primary runoff be certified. All in favor, let be known by I. I. I.

Any oppos? No oppos. The election is certified. At this time, we will give signatures. It's just a moment, please. M chair, can I say something real quick? Uh the form that you're signing, I just wanted to make you aware that it goes into a packet of multiple other forms from early voting and election day that we have that all of our poll workers must complete and we must sign off on and make sure that everything matches. So that final certification paper um goes with another stack of papers that Leona generally works on for us right after the election. Um, and they all get signed off on. We keep a copy. We get a copy to the superior court clerk. Uh, and then the elections office in Atlanta gets a copy of all the documents as well. Um, these are taken in a a sealed gray bag to the Georgia State Patrol in Brunswick and they have to be there by next Thursday. So, that just kind of gives you an idea of that how that is important what you're signing and it does go up to the state.

Thank you. Thank you.

All right, we'll move on to item I for important upcoming dates. Uh, Miss Shannon's kind of already given it to us, but I'm just per protocol and per agenda, we're just going to go through formality. Uh the PSC runoff risk limiting, the RLA, will be held on Thursday, July 24th, 2025 at 9:00 am. The Georgia Association of Voter Registration and Election Officials Conference will be held in Savannah Sunday, August 10th through August the 13th. And our regular board meeting will be held Thursday, August 21st, 2025 at 400 PM. Are there any questions? Any comments? All right, moving on to item J. Additional public comments. That was you just mailed them last week.

Okay. So, Secretary of State's office, but Are there any other Go ahead, Miss Beckman. Um, just to be clear, the Secretary of State's office with our partnership with No Inc. mails them, but we do pay. We still pay for them, but it comes from No, Inc. Okay. Thank you. You're welcome.

Are there any other public comments at this time? When there be any being no more public comments, we'll move along. Thank you, Dr. Beckman. Um, before we adjourn our regular meeting at this time, I'd like to have Miss Claire Harden, if you would please stand. Unfortunately for us, Miss Claire Harden has put in her resignation and she is resigning from the board of election and registration. But at this time, we'd like to thank you for your years of service, everything that you've done for the the board and for the county and, you know, doing everything that you have done so willingly. I personally would have liked to had a little bit more time with you, but I have enjoyed the time that we have had together. And we just wanted to tell you thank you. And on behalf of the board of election registration, this is presented to Miss Clara Harden in recognition of your dedication and lawyer service to the voters of Camden County District 2 board member April 20, 2023 to July 2025. Presented this day, 18th day of July 2025. Thank you so very much. [Applause] Would you like to have anything to say at this time?

Okay. I just The reason I'm resigning is because I sold my home. It was a quick sale and I'm relocating to Alabama. So that's the only reason. Alabama. I'm still a Georgia fan. [Laughter] Yes. saying whole time. Would anybody have anything else to say? All right. Well, uh at this time, uh meeting move to move. Move to adjourn the meeting. So move. Second. Thank you. Meeting adjourned.