Board of Elections & Registration - Special Meeting

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and registration special call board meeting is now called to order. We'll begin our opening ceremonies with the invocation by yours truly after which we'll have the pledge of allegiance which will be led by Mr. Ray Holland. Will you all please stand [snorts] as we gather here today? May we bring open minds, steady focus, and a spirit of cooperation. May our discussions be be guided by wisdom, fairness, and respect for one another's perspectives. As we begin this meeting, may it be productive, purposeful, and filled with positive intention. Amen. Has everyone had a chance on opportunity to review the agenda? Are there any questions?

No. All right. Be there know any questions or any um corrections? May I have a motion to adopt agenda, please? So moved. Second. All right. It's a motion and second that the agenda be adopted. All in favor, let be known by I. I. Any opposes? No opposes. The adoption agenda is adopted. Has everyone had a chance to review the last minutes from September 18th? Yes. Yes. Are there any corrections that are needed? No. Can I have a motion to approve the minutes, please? So moved. Second. Moved in second to approve the minutes. Um, all in favor let be known by I. I. I.

Any opposes? No opposes. The minutes are approved. And now on the agenda, it's time for the public comments for agenda items only. Will there be [clears throat] any at this time? Right. There seem to be no public comments. We'll move on to item E for our financial report for September 2025 month end report please. You've Good afternoon board members. You have the finance report in your book. Um but I think Scott's going to scroll it up scroll down to it in just a second. Make sure that you didn't have any questions regarding the finance report. This is for uh the one ending in September, I believe. Yeah. So, we're a little bit behind, but this is the one for September. Didn't really have any elections in it. Any cost associated with major elections. So, you'll see we're at about 15% of the budget for the year so far to date through November, I mean through September. Any questions?

[clears throat] Okay, that's it. Thank you. All right. Um, we'll now have our election supervisor update at this time. [clears throat]

All right. Well, I first want to say thank you all for helping with the election that we recently had on Tuesday. It was very successful and uh I mean, I wish we could have more people, but the people that we did get, that was a success and we appreciate your help. Um, staff did an amazing job. So, thank you to all of you as well. Uh, I just have a couple of things uh to go over. Just to get out for the record, we had 2,376 voters that voted advance in person. Election day voters, we had 2,841 of those voters. And then, this is my favorite part. We sent out 82 absentee ballots and we had 78 that were returned. So, a 95% return rate. Um, we make a lot of extra phone calls. I say we, but it's usually Leona that does all the phone calls. [laughter] Uh, and checks on the individuals that received absentee ballots to make sure that they know how to get them back to us and find out if they're putting them in the mail or not. So, um, I appreciate her and grateful for that. 95% turnout. And let's see. Oh, overall, and we'll we'll do more with the numbers when we certify the election, but we had over a 13 and a half% turnout for this election. 5,297 voters uh turned out. And just for comparison, like even the PSC was a special election, right? The Splast special election back in March only had a 6.9% turnout. So, somebody really turned up the whatever the heat because we did we got a lot more turnout than I was expecting. So, um I do want to tell you the most

voters that showed up at one precinct on [clears throat] election day was East Kingsland. They had 448 voters. St. Mary's which is Agape had 409 voters and West St. Mary's which is Three Rivers Church had 398 voters that turned out. So those are all pretty impressive numbers but Dennis is going to share with us a little bit about the percentage turnout because the percentage turnout for the most voters is different than this number. East Kingsland is our largest precinct in the county. So 9,000 voters or so. It has a lot of voters. So when just 448 show up out of that bunch, um uh you get what Dennis is going to share. Tell us what happens.

All right. So [snorts] um out of the f um 2,841 voters that voted on election day, um as you know, the raw numbers don't exactly tell the whole story about turnout. Um, so with regards to our turnout percentages, um, the most turned out precinct for election day with 20 over 22% was West St. Mary's. Um, so that was our third highest in terms of total turnout and the only of the highest in terms of total turnout in the top five. Um, Waverly was the second highest turnout with over 18%. South St. Mary's with over 16% was third. Um and then Harriet's Bluff with also over 16% was fourth. And of all places, My Home of Tarbor was fifth with 15% turnout across um all uh AC and the these numbers are across the whole election. So that's AIP, ED, and ABM. So I apologize for misspeaking earlier, but um it it goes to show and it's something to keep in mind for um if you are looking into these numbers is that the raw data does not tell the whole story. it needs to be taken in context of, you know, registered voters and numbers um that would tell a further story. And uh with that, our top five uh is something that not a lot of people tend to expect in terms of turnout percentage when they're looking at just the raw data.

Thank you, Dennis. Okay, just a couple more things for the supervisor's report. We will continue working on elector list maintenance um in the coming months, especially dealing with maybe individuals that we have listed or have claimed a residential address that is actually at a post office box or a business in town. We will continue to do electoral maintenance in the ongoing um weeks and months ahead. Also, next big date to note is qualifying period. So, I know we're not even out of 25 yet, but 2026 brings with it quite a few um positions that'll be up, seats that'll be open and up for grabs. Uh the qualifying period this year or next year is March 2nd through the 6th, 2026. [clears throat] Our local office qualifies only local candidates. So, while the governor and the secretary of state and the commissioner of a and US senate seats are all going to be on the upcoming ballots next year, um our office will only be qualifying the board of county commissioners will have a district two and a district 4 seat that's up for grabs next year as well as a board of education district 2 and district 4. So, they qualify in March, primaries in May, general elections in November. These offices will have individuals that start a new term January 1st of 2027. Okay. And that's all I have. Any questions? Thank you, Miss Nettles. Right on to item G, old business, approval of the updated board of election and registration bylaws.

[clears throat] Um, we postponed on the last meeting to give I believe it was Mr. Vernon a little bit more time to review because he was a newly selected member to be on the board. Um, so has everyone had a chance to review the bylaws? Yes. You have any corrections or any discussions or any discussions? Are we safe to go ahead and vote on it based on the reason for postponing the last time? Yes. Yes.

If I may, Mr. Vernon was aware that we were doing this today and he hasn't expressed any uh concerns about what he's seen on the bylaws. Um [clears throat] hopefully he's here in the next five minutes, but um he didn't share any concerns with staff. All right. So, I guess you need a motion to approve. Yes. So, moved. I get a second. Second. All right. Motion and second to approve the um newly revised board election and registration bylaws. All in favor, let it be known by I.

I. Any opposes? No poses. All right. The bylaws are approved. Thank you. Thank you. All righty. So, on to item H, our new business, uh, pres-certification of the November 4th, 2025 special election. Um, Miss Shannon, would you like to go ahead, please?

Sure. What we're going to do now, I'm going to turn it over to Rock Carter, and he's going to discuss with you all the four provisional ballots that we did receive, one during early voting, and three on election day. So, Mr. Rock, I'm going to turn it over to you to let you go over these provisional ballots with the board.

After we go through, good afternoon. Good afternoon. Good afternoon. Afternoon. Okay.

All right. We have four provisional ballots to consider. As um Shannon mentioned, there was one that was submitted or completed during advanced voting. That one staff recommends be rejected. The voter believed that they had completed registration when obtaining a new Georgia driver's license. However, there are no records found to confirm that that registration was achieved. The voters has been contacted and the process was explained to them and they have accepted it and are looking forward to their registration being completed so they are eligible in the upcoming elections. Any questions? No. Okay. Number two, staff recommends that the second one be rejected as well. The voter was initially registered in 2010, but was cancelled in 2021 due to our election list maintenance under the category of NGE, which is no activity during two consecutive general election cycles. The voter completed voter registration application to reestablish their eligibility for participation in upcoming elections. They also were contacted and however was not able to attend the meeting but is looking forward to voting on next year. Any questions with number two?

No.

All right. Number three. Staff recommends this ballot be accepted. This voter in accordance with Georgia code 21-2-418 was offered a provisional ballot due to being present in the incorrect polling place at 657. Therefore, not having ample time to get through their correct polling place was given a provisional ballot and they brought in their documentation to support like their ID card and staff again um oh I'm sorry they also filled out a provisional affidavit okay stating that they could not get to that polling place in time. So again, staff recommends that this ballot be accepted. Any questions on number three?

Uh how many voters showed up at the wrong polling place? Just I'm curious.

I have no idea. I can't give you a specific number, but what we did realize um this year many many people like and this is part isn't new show up at the annex in Kingsland to vote on election day. Um they will go all the way up to the door even though we have signage in the in the grass area outside as well as the sign on the on the door there. They'll go there to vote and they claim that is their voting precinct. Um, somebody, this is what I was told from one of our poll managers at Agape, that's the St. Mary's poll. Um, a lot of people showed up to vote at that location because they told the poll manager that they had been told by a lady at the library that all voting was for St. Mary's was at Agape, which obviously is not the case. They have what, four polls there. Um, I contacted the library, spoke with the manager at the library. She assured me there was nobody there telling uh no staff there telling people to go to Agape. So, I'm not quite sure. I didn't have time to go over there and check to see if it was just a patron that was in the library that day telling people where to go. I don't know what really happened. But as far as people that actually had to vote at a different location or couldn't make it to their poll, this particular voter was the only one. This number three, I mean, I do know there were numerous people that showed up to the wrong poll and were directed to the right place to go vote.

Okay, any more questions on number three? Wait, number four, staff recommends be accepted. The voters's registration status was challenged as a result of their residence being listed at a commercial property. However, the voter provided documentation that cured their challenge and confirmed the eligibility as per code 21-2-419. Any questions on number four? No. No. [clears throat]

So, we'll take a moment just to wait. Let Mr. Vernon get settled. Good afternoon, Mr. Vernon. Mr. Vernon, we are at item uh H of new business and Mr. Rock just went over um we have a four provisionals. So he just reviewed them for the ones that they suggested to be accepted and rejected.

[clears throat]

Open up your Are you rolling for a motion?

Well, since he's here, I want him to just open up his phone so he could see. He does November. Ma, Madam Chair,

I can make a recommendation that um if it's not too much trouble once Mr. Vernon gets his things in order for Mr. Rock to just go through real briefly if he could just so I was Mr. Vernon's up to speed. I'm we're on the same page. I was Yes. Thank you, ma'am. Thank you. You may

sure staff recommends that item number one be rejected as a result of the voter not being registered. So moved. No, no, no, no. He was I was just going to review. Yeah, I'm reviewing everything for Mr. Vern. Okay. Gotcha.

Okay. Item number two. Staff recommends it be rejected as a result of that voter being cancelled and not re-registering prior to this election. Item number three, staff recommends be accepted. Boulder was in the incorrect polling place at 657. therefore did not have time to get to their proper polling place by 7 o'clock and was provided with a provisional ballot. They also filled out their ballot affidavit. Item number four, staff recommends be accepted. The voter was in a challenged status due to being registered at a commercial property. However, the voter provided appropriate documentation to cure the challenge and staff agreed that that ballot should be accepted. Any questions, sir? All right. that was done as a part of staff's elector list maintenance and we found that there are a number of people who are either registered at commercial properties, some are registered at post office boxes and some are not registered where they have their homestead exemption and through our and most of the time um the folks who have been challenged have not voted. However, this particular person did come in and vote and which is

what prompted the provisional. You're welcome. [clears throat] Any further questions? Any other questions? All right. So, we have heard the staff's recommendation of acceptance and rejection. Um, we have a equal amount. So, two suggested to accept and to um suggested suggested to reject, excuse me. Um, can I get a motion to um adjudicate their ballots, please?

I'll make a motion that we adjudicate the uh ballots that were uh provisional ballots for this previous election on Tuesday, November the 4th, 2025 with ahead. Point of clarification. Yes. Not sure which provision was he? Which one are you? Because we have we have oh we have two that are suggested to be accepted and two suggested to be rejected. And I was making the motion for the total for the for the two accepted as well as the two rejected that we would as presented.

Yeah. And if I if I may jump in, if we if we do go down, break down and itemize them, if we could please refer to them by um item number as opposed to voter names strictly for voter privacy reasons. Okay. So, that motion is dead. So, I guess we need to go ahead, Shannon. I'm sorry. Go ahead.

I was just going to say maybe reward your motion to uh um who is being what number voters are being accepted and which ones would be rejected. I make a motion that the board would accept the results of the provisional ballot for number three and number four and that we would reject number one and number two provisional ballots for the election on November the 4th, 2025.

Second. Okay, it has been motioned and second to accept provisional ballots three and four and to reject provisional ballots one and two. All in favor, let it be known by I I I. Okay. Any opposes? There be no poses. All right. So moved. All right. So being that we have had the provisionals and we do have two that have been accepted. Uh, can I get a motion to recess to process the um those that are accepted, which would be three and four? I move to recess to process the accepted ballots. Second it.

Okay, it's been motioned and second that we recess to process the provisional ballots. Uh, at this time we will take a momentarily uh recess uh to go downstairs to process. Thank you. and anyone that would like to uh watch the process of the ballots um being opened and scanned. We would need several people. So, you're all welcome to come.

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Hey, hey, hey. Our regular meeting has been reopened from recess. All right. Um, we have processed the provisional ballots of three and four that were accepted. So, it's now time to certify the election. Yes. You want to say,

can I just say one thing real quick to clarify before we left the recess to recess? What you did when you took the motion to accept the two and reject the two was the pre-certification part of this process. Okay. So, I just wanted to clarify you're going to certify now, but what we did when we accepted those two listened to each uh individual history on the ballots, we pre-certified. So, I just wanted to make sure that was clarified to y'all. Okay. Uh, can I get a motion to certify the November 4th, 2020 2025 special election, please? So, moved.

It's been motioned and second to certify the November 4, 2025 special election. All in favor, let be known by I. I.

Any opposes? No opposes? Election has been certified. Let me get those forms, Miss Leona, please. [clears throat] Thank you. All right, we'll move on to item I of the agenda. Important upcoming dates. Veterans Day holiday will be observed Tuesday, November 11th, 2025. The office will be closed. Thanksgiving holidays to be observed is November 27th. And that Friday, November the 28th, the office will be closed as well. Our next board

meeting will be Thursday, December 18th, 2025. here. Um, Christmas holidays will be observed Wednesday, December 24th through Friday, December 26 of 2025, and the office will be closed. All right. On to item J. Are there any additional public comments? Being there no comments, may I get a motion to adjourn our meeting? So moved. Second. It's been motioned and second to adjourn our meeting. Meeting has been adjourned. [clears throat]