Charlotte County electoral board secures registrar’s office, posts temporary location and opens search for registrar

The Charlotte County Electoral Board on Dec. 22 confirmed that it had secured the Registrar’s office, instituted temporary mail handling procedures and opened a temporary office at 117 Legrand Avenue in Charlotte Court House while litigation is pending and the State Department of Elections has directed offices to operate regular business hours.

The vice chairman told the board "mail has been put on hold" while he is picking up and reviewing incoming mail to preserve chain-of-custody and evidence integrity. He also said the office "has been secured, all locks changed, keys are in possession of the Vice Chairman." The steps followed several days in which the office was closed; the board said the office closed after noon Dec. 15 and remained closed Dec. 16, 17 and 20 before reopening Dec. 21 at the temporary address.

Why it matters: The board described the measures as necessary to protect the integrity of election materials while a pending litigation matter remains unresolved and while complying with a directive from the State Department of Elections that registrars maintain regular business hours. The board said Heather Harding, registrar for Halifax County, is assisting Charlotte County with daily operations during the temporary relocation.

Board actions and hiring timeline: The board reviewed the posted Registrar job description and accepted a suggested change that the Registrar keep a monthly schedule of office hours and not engage in outside businesses. The job posting lists salary at $75,135; the application deadline is Jan. 14, and applications may be mailed to Charlotte County Electoral Board, P.O. Box 118, Charlotte Court House, VA 23923, or emailed to charlottecountyvotes2022@gmail.com. The board read and approved a help-wanted advertisement and said it will begin advertising and interviewing as quickly as possible.

Other operational items: The vice chairman said notices about the move have been posted at county offices and on the county website and more notices will be posted throughout the county. The board also noted the State will reimburse counties for postage on mail-in ballots and that Heather Harding will assist with obtaining that reimbursement.

Outstanding administrative tasks: The board reviewed a software license agreement that was not signed and deferred action; the vice chairman volunteered to contact Dominion Voting Systems to clarify terms and next steps. The board also approved installing secure internet service at the temporary Registrar’s office.

Votes at a glance: - Approve Southside Messenger invoice, $800 — mover: Secretary Glenwood Foster; seconder: Vice Chairman; outcome: approved without dissent (tally: yes 3, no 0). - Approve Ben Franklin Printing invoice, $84 — mover: Vice Chairman; seconder: Secretary Glenwood Foster; outcome: approved without dissent (tally: yes 3, no 0). - Approve travel expense voucher for Dorothea Knott — mover: Vice Chairman; seconder: Secretary Glenwood Foster; outcome: approved without dissent (tally: yes 3, no 0). - Approve VEBA memberships ($60 per member, $180 total) — mover: Secretary Glenwood Foster; seconder: Vice Chairman; outcome: approved without dissent (tally: yes 3, no 0). - Approve help-wanted advertisement and job qualifications changes — mover: Vice Chairman; seconder: Secretary Glenwood Foster; outcome: approved without dissent (tally: yes 3, no 0). - Approve installation of secure internet at temporary Registrar’s office — mover: Vice Chairman; seconder: Secretary Glenwood Foster; outcome: approved without dissent (tally: yes 3, no 0).

Public comment: Rebecca Daly, voter liaison for the Democratic Party, urged cost-saving review by Heather Harding, proposed that certification of mailing be required for all absentee ballots, asked the board to update VERIS information for members, requested that audio of meetings be posted on the county website, and asked that Registrar leave sheets be reviewed by the board prior to approval.

The board opened and read a letter from the Charlotte County Circuit Court that confirmed Glenn Baker’s appointment to the board; the secretary was instructed to file the letter in the official records. The meeting adjourned following a motion by Secretary Glenwood Foster that passed without dissent.

What’s next: The board will proceed with advertising and interviewing for the Registrar post, will follow up with Dominion Voting Systems about the unsigned software agreement, and will continue operating the temporary office with assistance from Halifax County while the litigation and the State Department of Elections’ directive remain in effect.