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Electoral board reviews overdue invoices, approves multiple vendor payments
Summary
The board reviewed and approved several vendor invoices, approved a Dominion Voting Systems license payment of $2,280, and asked for itemized details on unclear or overdue bills including an Atlantic Election Services invoice totaling $7,184.05.
The Charlotte County Electoral Board on Dec. 15 reviewed multiple vendor invoices related to election operations and approved payment for several items while flagging other bills for additional documentation.
The board approved payment for a Dominion Voting Systems software license totaling $2,280 after the secretary moved and the acting chair seconded the motion; it passed without dissent. The board also approved payment for an invoice from Owen G. Dunn for election supplies (including “I voted” stickers, ladder-lock seals and blue seals) and for a Key Office Supply invoice for two boxes of envelopes totaling $45.38. For a Benjamin Franklin Printing Company statement for $84.00 the board requested an itemized invoice to verify the charge. An Atlantic Election Services invoice — listed in the minutes as $2,584.05 for ballot printing and $3,600.00 for programming of voting machines, for a total of $7,184.05 and with a due date of Nov. 4, 2021 — was identified as overdue; the board did not record payment of that invoice during the meeting but agreed that the board should review and approve all invoices before payment going forward.
Secretary Glenwood Foster told the board the assistant registrar had prepared a December leave sheet and a mileage statement but that the mileage was not on the required travel expense voucher form; the acting chair asked that travel reimbursements be submitted using the proper form before approval. The board also voted to retain the printer’s oath sheet in its records and attach a copy to the minutes.
Board members asked the secretary to contact Southside Messenger for a detailed billing breakdown on an $800 invoice and to determine whether there were additional unpaid invoices. Foster said officers of election who worked early voting had not been paid for months and that paperwork had been submitted late by the registrar; the board said it will ensure payments are more timely and noted a new budget charge of $4,296.50 for officers’ pay and other travel/mileage charges.
The board voted to adopt a standing practice that the Electoral Board approve invoices before payment out of the Electoral Board and Registrar budgets.