Board reviews $21,705 gap in 2024 election budget and warns commissioners of possible postage shortfall

Elections staff told the Rockingham County Board of Elections there is a $21,705.62 difference between the budgeted amount and the actual cost of administering the 2024 general election, citing ballot reprinting, hand counts and election-night overtime as major drivers.

Paula Seamster, elections director, presented a line-item breakdown showing the divergence and said the figure includes the cost of printing two ballot versions and hand-count labor. The director said legal expense for the year is budgeted across the full fiscal year and the board has not yet exceeded the legal line item; about $5,000 remained in the legal budget at the time of the meeting.

The director also warned of an immediate postage concern: the office mailed more than 4,000 postcards for national change-of-address notifications and the postage account may be nearly depleted (about $3,000 left). Seamster said the office may have to request that the county commissioners transfer funds between accounts or add money for postage in the coming weeks.

Board members agreed to share the detailed expense information with the county manager and county commissioners so the county is aware of potential budget adjustments before the county budgeting process advances. The board voted to forward the packet and current expenditure summary to the county manager for the manager and commissioners' consideration.

The director said reimbursement for certain expenses such as extra ballot printing remains unresolved; if the county receives reimbursement, funds would return to the general fund, not directly to elections accounts.

Board members noted the 2025 municipal budgets are due by June 30 and asked staff to provide cost estimates to municipalities to help them plan.

Staff will send the packet to the county manager and notify municipalities of estimates for their budget processes.