Election commission reports higher-than-expected costs; committee orders one-month benchmark and allows transfers

Sumner County's election officials told the Budget Committee that the office exceeded budget line items for election workers and overtime after the most recent election, and the committee approved a short-term plan to avoid unpaid bills while staff compiles a benchmark of peer counties.

At the meeting, the election official clarified a public comment about "data processing": "I just want to clarify for anyone that is in the room ... that has absolutely nothing to do with our voting machines being connected to the Internet. That is an absolute incorrect fact. ... Our voting machines are never connected to Internet," the elections representative said, responding directly to a member of the public.

Committee members and staff reviewed two large overages the elections office reported: election workers (the office cited $52,007.21 in overage on that line) and overtime (about $4,561 over budget, as discussed in the packet). The elections office explained two drivers: higher turnout in the most recent presidential election compared with prior cycles and the county's new voting machines that include voter-verified paper audit trails and weigh more, which increased rental and handling costs.

To prevent unpaid, statutorily required expenses from falling through, one commissioner moved to provide an immediate supplemental amount; another commissioner amended that approach. The committee ultimately adopted an amendment directing the elections office to move remaining funds among existing line items as needed for the near term, and the county administration was directed to produce a benchmarking report comparing Sumner County election expenditures and processes with other large Middle Tennessee counties within one month. Committee members said they preferred that accounting-based transfers be used now rather than repeatedly authorizing out-of-cycle appropriations.

Why it matters: The elections office said it had paid legally required bills (for example, legal notices and vendor invoices) and that failing to fund statutorily required operations could force a chancery-court petition under state law. County counsel advised that Tennessee Code Annotated allows an election commission to petition the Chancery Court if a county does not appropriate funds reasonably necessary for discharge of statutorily mandated duties.

What the committee did: - Adopted an amendment to allow the election office to reallocate remaining funds among line items to cover overages and instructed county staff to compile a benchmark comparison against other counties to return at the next meeting. - The committee explicitly declined, at this meeting, to adopt a one-time special supplemental appropriation beyond transfers; commissioners said they wanted benchmarking data first.

Key quotes: - "Our voting machines are never connected to Internet," the elections representative said when addressing public concern about data processing. - County counsel read the relevant statute aloud: "If a county fails to pay appropriate funds sufficient to pay expenses that are reasonably necessary for the discharge of statutorily mandated duties of its election commission, such commission may petition the Chancery Court to compel the appropriation of such funds." The counsel noted the statutory phrase "reasonably necessary."

Next steps: County staff will prepare a benchmarking report comparing Sumner County election costs and practices with similar counties and present it at the next meeting. The elections office will adjust line-item spending where possible to cover the identified overages for the near term.