Okay, Commissioners.

Yes, we're printing a couple copies of the memo now.

We're printing a couple copies of the memo now.

Um the next section was section 16.

We have one, two, three, four, five, six left to get through in this section.

Yes, ma'am.

Um, section 19 budgeting control of expenditures.

Um, in this section, the language clarified that the CEO serves as the budget officer of the county and may specify the manner in which the budget is presented to the BOC may specify the manner in which the budget is presented to them.

Um the changes, if this allows the BOC to direct the CEO in the preparation and presentation of the budget, then it changes the powers and will require state action.

Um Madam CEO does not support this change as it blurs the line between the legislative and executive powers.

Um the budget will be prepared in accordance with the standards established by the governing government finance office officers association.

Okay, yeah, so um, you know, I I don't think that we should be able to do that.

I think that we've said we've already changed uh when the budget will be presented to us, but as to how it is presented, I think that that should be left to the CEO's office, but we'll like comments.

I know that you're gonna comment, but we'll let comments from our commission, I mean not uh committee member, yeah.

John, you said that we're gonna be we're in section 16.

I thought we left off on 17.

No, we are on section 19.

Oh 19.

Yes, sir.

There will be page 14 in the memo, page 36 of the red line if you have a copy of that.

Um the specific language added speaks to an October 1st uh presentation of the proposed budget, and it adds language that the commission may specify the manner in which the budget report to the commissioners is prepared, presented, and supported with documentation.

Other new language in section C upon submitting the budget report to the commission, the budget officer shall give notice to the public regarding the availability of the budget report and the schedule of any public hearings required by OCGA 36-81-1 as now or hereafter amended.

The budget office shall also cause to be published in the official organ of the CAB County a summary of the proposed budget, the summary and the entirety of the budget shall be posted on the county website.

And I believe that these are language clarifications.

Um there's some additional language in section C.

December 31st, December 31st, prior to the year and to which it pertains in the event the commission fails to approve the budget by December 31st.

The budget presented by the CEO shall serve as the budget document for the county until a final budget is approved by the commission.

Uh-huh.

Haven't we already discussed that?

Well, what we discussed in a previous section was changing the date of presentation to the board, but we did not settle on a date in which the budget must be approved by yes, ma'am.

And and so what are we addressing right now?

Well, this language would change that date to the October 1st.

It would change the presentation, the presentation date to October 1st, and then it would change the approval date to December 31st.

It seems to also clarify language about the publishing of the budget on the county organ and the website, and it also has language about additional language regarding what happens if the board does not pass the budget.

Okay.

So let's deal with these dates.

And then we'll go back to the next.

And you want to speak to that?

Yes.

CJ.

I may.

Thank you, Madam Chair.

So I believe it was in November.

There was a memo that I had drafted that was passed out to the committee members.

And the suggested dates in that memo were for the budget we presented on November 1st and then adopted in January.

And the reasoning behind that, one is to allow more time for the preparation of the budget.

I think going from where we are currently in December to October really kind of compresses that schedule that we have, which we already have difficulty sometimes getting everything done by December.

And then the other um main reason behind it is that we have to have public hearings on the budget.

Having that in December along with the holidays, it just present difficulty scheduling.

So what date in January would you recommend?

So we've looked at this with other jurisdictions.

And for instance, I think in Gwyneth, they do it the first meeting in December, or not, excuse me, in January.

Otherwise, it would I would probably suggest a second meeting in in January.

Okay.

Okay.

Okay, so let's um talk about the dates.

Yeah, and then we'll go back through this.

I'm sorry.

What page are you on?

Uh John.

Um let's see.

It's on page 36, that's the October 1st date, and then on page 37 is the December 31st date.

Paige.

Paige, say that again.

Page page 37 of the red line document.

And I have more copies of that coming as well, the red.

Oh, okay.

Okay.

So what you're recommending, CJ is November 1st, and maybe the second week in January.

Well, really, just to shift everything one month.

So instead of October 1st, November 1st, instead of December 31st, January 31st.

Okay.

Do y'all have any comments on that?

Yeah.

Yeah, that seems reasonable to me.

Okay.

That's fine.

Okay.

So we find with those date changes.

November the first.

And by and the budget be ready by well, we will have voted by January the 31st.

Correct.

Okay.

I think that's good.

Okay.

So what's the next one?

Uh John.

Um the manner.

Yeah, we're going back to that one.

Yes.

The next.

The the next one was um the manner.

Would we decide that or would the CEO's office decide that?

Right.

So that is a new language edition in Section B of section or subsection B of Section 19, and the new language states the commission may specify the manner in which the budget report to the commission is to be prepared, presented, and supported with documentation.

So Mr.

Welch's notes say that if this allows the BOC to direct the CEO in the preparation presentation of the budget, then it changes the powers and will require state match.

And why should we be able to do that?

What's the benefit of it?

I think that this is one of their recommendations.

Okay.

Because I don't see why we should be involved in that, but tell me if I'm wrong.

What's the benefits and what's the cons?

No, uh, I mean, I think the point is well taken that it would involve you know the commission directing the CEO.

Uh, what I would offer though is that we're receptive to whatever suggestions you have about the form of the budget or how you'd like to see it presented.

Um, but I do think that ultimately is a CEO function of how they want to present the budget.

Yeah, I would think so.

Uh what you all have a comment input on that.

What what would be another way that the budget could be presented that would be an alternative and somehow in theory clearer, more understandable than what we currently get.

And I guess that TJ, I know you'll have an answer, but uh that question might be directed more towards John.

Okay, excuse me, Tad.

But we'll call upon you.

So now I remember commissioners in in staff's research of different ways that budgets are presented around the nation in different counties, there are multiple different ways.

Um whether it's an online or having department heads come down and speak to it before we actually start the budget process and speak to their needs.

Um and I think that there are areas where you all might be able to change something without specifically changing this language.

Um but like for example, we have open gov now that might give us a little bit different presentation option than we currently have, but I don't know if we've explored every aspect of open gov and how it can change how we do budget process yet.

DJ?

Sure.

And I will just say that over the years it has changed, it's evolved partly based on what systems we're using.

So open gov, this is our second year that we've used it.

We're still kind of learning the system and trying to um develop better ways to present the information.

Um I I think in terms of presentation, um, especially from department heads or or whoever from the administration about the budget, that is within your power to have public hearings or hold committee hearings uh to discuss the budget.

So I don't know that that requires a change in the organizational act.

Okay.

All right, thank you.

Thank you, Madam Chair.

I I just want to affirm that it seems like there's a consensus, but I I don't think we should include the part about directing the CEO's presentation, if we could remove that.

Yes, ma'am.

Everybody okay with that change?

Yeah, but okay.

Excuse me.

I yield back.

Okay.

Um so I would just suggest that there's no one here from the charter review committee.

So if we're gonna go through these items and and opine about why the recommendations recommendations were made, and we don't actually ask the people that we appointed to make those recommendations, then we're kind of almost just in a way not even taking into account anything they did for four years, because you just said I don't know why we would do that, but I'll tell you why we need to do it, because I paid attention to the charter review committee, and the the reason why this is here is because many years, including years that y'all have been on the board, the CEO has presented basically a shell budget up until like the last month.

Okay, do you have anything that you would like to add to this in a bit?

Because we understand that the we understand that the Charter Review Committee made these recommendations.

So that's the reason we end here, because but to get their intent, I mean you can't go back if if something is in a court of law, you don't go back to the legislature and ask them, well, why did y'all intend to do this?

So what we're looking at is we've taken into the consider we take it into consideration what they're recommending, and we're discussing do we want to accept that or do we want to change it, or do we want to leave it like it is?

Okay, well and why?

So if you have some input in the I was literally saying that.

Okay, well, like the so I was saying the reason why it's there is because the manner of which we've received the budget is a shell budget, it's not an actual budget.

Okay, that so the reason why that these this line is here is because if we actually got a budget, a true budget December 15th, then we would have you know, until a true two-month period to actually go through the budget.

As of today, we don't actually have the details of the budget we're supposed to vote on next Thursday.

So the reason why this is here is because of that.

Now, without getting into the details of whether the CEO should be told to do something or not, I think the point remains is why don't we just ex put in the organizational act what the expectation is?

The commission doesn't need to dictate it each year, because that could change, but if it was just very clear that what we're looking for is an actual budget, and the key this the lineigator, which I don't think is in this section, I think it's in another section, the CEO can budget at the departmental level.

And what that means is they can just give you a high-level budget, but we don't actually have the detailed versions, or they don't have to give us the detailed versions.

So okay.

So you want to comment on that, uh, TJ.

Yes, madam chair.

So uh I believe what Commissioner Terry is referring to is that the legal level of control is at the department level.

So when you actually adopt the budget, you're not adopting the the book, the adopted book, you're adopting a resolution that has the budget by that by the department of fund.

So there is, I think somewhere in it might be in state law, so um law department might have to help me out with that that says you can change the legal level of control.

But I think that is a different point than what we're discussing right now, which is just the presentation of the budget.

And the way that we present the budget typically is we show it at the cost center level, so it's it's the department and the uh fund, but then it's broken down by cost center as well as by the object codes or the object categories, excuse me.

And one of the things we did do with open gov this year is if you go online and you're looking at the budget, that's what it's shown that level of detail, but you can actually click a link and it'll take you to the report where you can see it at the line item level as well.

So um really kind of the challenge that we've had um most recently with open gov is just trying to figure out how to show the proposals, what those are and what status of that is, and try to explain that.

So that's what we're working through in in order to be able to present the budget more clearly.

Um but I do think you know what is presented, you know, is you know more than what's required currently.

Um, but as I said, we're receptive to to any suggestions as well.

Okay.

Thank you.

Well, and just to um just to clarify the the um the difference between approving at the departmental level and then actually knowing what is at the department level are two different things.

So I think the the intent here was just for more detail, basically.

Right.

And let me ask you this man.

Can we request the department has to come up and discuss their budget?

I believe so.

Yes.

Yeah, I think that we've done so in the past, and if we needed to adjust a man or give input, we have the ability to do that.

That's correct.

Okay.

Did you want to say something?

Um there's a delicate balance, Commissioner, between the budgetary approval process for the commission and the operational control of the CEO.

Right.

That's why the legal level of control is at the departmental level, and even your review and questioning.

I understood Commissioner Terry's comment to be more one of understanding for the sake of approval from a space of having adequate info and understanding.

And I understood your comment to be hearing from the source on why Department X is asking for certain things.

Um, those understanding questions are probably safe.

But to change that becomes a very different dynamic.

So you to change what we have to change the level of control would be a huge issue because it would bleed into the powers of the CEO.

And that's a very different dynamic than what you're discussing.

Okay, thank you.

Um you finished.

I I would like to add one other thing, just based on what I've heard, and forgive me, but this is something critical, critical for you to understand.

Right.

I I defer to Mr.

Siegler, but please consider the distinction between your budget approval process when an administration is in place as the current administration is and the difference when a new administration starts.

If you're asking a new administration to pass a budget on January 31st, that could be a real challenge.

So you may want to have just an alternative approach when a new CEO walks in to extend to maybe your old process to give that new administration an opportunity to present a full budget to have some flexibility when a new administration comes in.

So I would I would draw your attention to section 19 subsection B.

Um would that cover that?

Well, it it addresses it.

So it was recommended that the language in an election year, it starts with that sentence in an election year.

If the incumbent chief executive is not re-elected, this date may be extended to January 15th.

Okay.

Well, let's let's go back where we are, and then when we get to that, yes, we'll discuss it.

Okay.

Thank you.

Um county attorney.

Um other discussion on that.

Madam Chair, just to clarify the the the sentence where they were debating right now, I think actually can be broken up into two different thoughts.

So specifying the manner that to me that just it's like you can like print it, it's gonna be on the website.

I mean, I guess you could talk about what that means, but I think the key factor here is supported with documentation.

And I don't I don't see a problem with having a budget that you know at this point is 1.9 billion when it's presented to us be supported with documentation on that date, not a month and a half later.

Yeah, well, I think that that should be done.

Um if we go to the website, or if we ask the uh a department head to come in.

Yeah, I think that um TJ, I mean, yeah.

Uh-huh.

The budget is is there not documentation that would support the budget?

There is, and you know, I think it's maybe just a matter of level of detail that's provided.

Um, and again, that's that's been something that has changed over the years and we're trying to find the right balance between um providing enough information and not you know it becoming overkill so much that it's just not digestible for the average reader.

Um but also I uh you know we're always available for sort of clarifying questions, right?

To the individual uh commissioners as collective.

I know when I came, uh when I first came in 2015, uh there was someone that went over the budget with me.

If I had any particular questions about any department, I could ask those questions as as well, and then if a department felt that they needed more than what was in the budget, they would talk to us, we would talk about it with the administration, the da-da-da-da-da.

That still happens.

Is that correct?

That's correct.

Yeah.

And so what is it?

What is it?

So I mean, do you have that experience?

If you have a question about a um, if you have a question from a different department, maybe that you oversee.

I I'll be honest, I usually put my questions to Zach, and then he eventually through the process gets me gets me answers.

Um I appreciate what Commissioner Terry is getting at what he is saying.

The flip side, I don't necessarily know if I need to know, you know, how many paper clips are being bought for that level of minutiae.

But the idea of additional information, I think is is sort of helpful.

Um I'm not really interested in in you know telling the CEO to use PowerPoint versus uh uh some other documentation that's out there.

So um I I guess uh if we had a little more time to maybe come back and discuss this one, I think I would appreciate that myself.

But okay, that's that's sort of where I'm at right now.

Okay, we we're trying to get through this, and I'm trying to get through it uh to give it to before crossover to give it to the legislature.

But if we need more time, we need more time.

I can't okay.

I I'd like to clarify whether asking for more detail would require or would um prompt us to have to take this to the legislature because we're changing powers.

Is that right?

Just asking for more detail.

Well, yeah, let me look at questions.

I get changed.

It if you're just asking for information, and that's what I tried to speak to a moment ago when I pointed to Commissioner Terry's comments and then Commissioner Davis Johnson's comments.

If you want to control what goes in the line level below the departmental level, that could bleed into the CEO's control of the operations of the county.

Um, and making those kind of changes, as you know, Commissioner, is a very different dynamic than what you're looking at here.

Any changes to the powers of the CEO and the commission require a referendum.

So that's a very different dynamic.

And we have the powers and I'm looking at that.

We have the power to approve or not to approve, correct?

The budget.

Correct.

And so if there's um, I mean, if there's uh questions or problems or details that we want to know, we have the option of speaking with the administration about that.

You do.

Um Commissioner, I'm gonna I'm gonna pick what I hope is a safe political example.

Okay.

I've been here so long, I've watched when we were in very lean times and we had a very difficult proposition with the sheriff of DeCab County at that time, um, Thomas Brown coming before the commission at that time and explaining that the budget that was being identified by the commission in their discussion would not work for him carrying out his constitutional duty as sheriff, and it was a very difficult proposition, and ultimately the commission found a way to approve a budget for the sheriff that he could live with.

By analogy, if you were to tell the CEO of DeCab County your thoughts about the number of XYZ personnel in ABC department, you're bleeding into the CEO's control there.

Okay.

I got you.

Yeah, I just don't feel that we should get into the powers of the CEO's office.

But I do feel that if we want detail, or if we want explanation, that we have a right to do that.

And historically that has been done.

Yeah.

And I will just tell you, in my observation, what has been very common over the years is where a department changes its budget, the commission gets a quick explanation as to what changed so that they can understand what the difference is between the previous year and the upcoming year and what they're asking to approve in the way of that change.

Right.

A la director from Apartment X through COO Williams would come and say we're adding two or three code officers because we want to take on, I don't know, Commissioner.

Uh to the board of process that wasn't in place before.

Right.

As an example.

Right.

Yeah.

So the reason that I ask whether that would bleed into the powers, I know you say could, but I'm interested in seeing where that line is.

Because when we do get presentations from the departments, each of their presentations, how they show their line items, it looks different.

So, and we don't get it all as one document to review.

We we get each, it's piecemealed essentially.

So without telling the CEO how to prepare her budget, I would like something that's more easily digested, something more streamlined that looks similar across the board, similar to how we're doing the Oric Act and the charter review presentations.

We talked about it for months, and then when you guys put it into something more streamlined and was more digestible, we're getting through it just in a couple of weeks, essentially, two months, something like that.

So just streamlining the presentation so it's easier to see what everybody is doing and proposing is that bleeding over into powers.

Is it bleeding over into the powers?

Listen carefully, Dr.

Bolton.

I don't think as you described it, it is.

Again, the distinction would be where through the budget process, you want to control the number of code officers.

You want to control some of those operational nuances that are reserved for the CEO.

But what I hear you saying is you're like a uniform presentation for easy evaluation and understanding as a commission.

Yes.

And that's where your input is.

That's a matter of presentation, not control of what's in it.

So I see that as not bleeding into those powers and being a good question.

But the language did say about presentation determining the presentation of the budget.

Understood.

So can we wordsmith that to be clear about what we would like to see they unified presentation as opposed to the way that it's written?

I think you could, but I think what you're moving away from is an identified way of presenting a budget.

And I would defer to Mr.

Sigler and CFO McNabb because you want your budget crafted in a way that is conducive for proper monitoring and auditing, so that from the beginning, what's presented to you for approval is available to use throughout the process and document how the county is spending its money and able to pass audits and clarify that funds were used properly, et cetera.

Is that a fair point, Mr.

Siegler?

I would just defer to them on what would be an appropriate form.

Because I hear you, Dr.

Bolton, you want a form that's easy to understand and uniform from department to department.

Like I would just ask that they help you in identifying that form and then trying to use it consistently throughout the budget for your purposes.

Okay, because we talked about it last year, I remember, and we tried it and it didn't work.

So I'm thinking we need something in writing.

So if I may, I just want to talk a little bit about what's presented now and kind of the evolution it's gone through.

So this is a printed copy of the 26th budget recommendation.

And so current, usually in the front, it has some summary documents, so it'll have the the budget message, which was released later this year, um, as well as what we call the control sheet, which just basically shows every single fund in every single department.

Uh you know, all in one table.

Then we have our tax funds roll-up sheet, which is just specifically the tax funds.

And then as you go through the book, you have um what we call the yellow sheets, which are the uh budget at the fund level, and then later on we have the blue sheets, which are the um budget at the department level.

And so we would be, as I said, um, you know, receptive to any suggestions about how we could present this in a better manner that would make it more digestible.

Um when I started in the budget department, um, we were doing everything in Excel.

So everything was an Excel spreadsheet, and then it just got converted to PDF, and that was the budget we presented.

Um then we moved to another budgeting system called BBCS, and part of the promise that with that budget system is it was gonna automate those reports, and we never got it to work correctly that way.

Um is the system we're with now that we've been with for the last two years, and it was actually a recommendation from the Charter Review Commission that we go with OpenGov as our budgeting system because they provide a lot of um transparency features where you can go online and view the budget.

Uh, we're still working on some of those features.

Um, but you know, we're we're always trying to improve the process.

Um, I mean, it for us as the administration, um, we need you to vote on the budget.

So we need to provide the information that you're looking for so you're comfortable voting on the budget.

So um I I think that's all I can offer at this point is that you know, definitely if there are things we can do better, let us know.

Um, but I yeah, I I don't know that that's changed that's needed in the the organizational act.

And that's usually what we get after the budget is approved, or is that for the proposed budget?

This is what is proposed.

It's just right, okay.

I yield back.

Okay, okay.

Yes, ma'am.

Um so it seems like we have a lot of discussion on this particular session.

So I mean we discuss we uh discussing it.

Yes, ma'am.

And so that we would not have to make changes.

That's the reason we've been discussing it.

Yes, and to get an understanding.

And so, what is your position?

What is what are your position on it?

Do we need discussion?

If we need discussion, we'll have more discussion.

But um, you know, I think we've you know, I mean, what more can you explain?

Either it's up or down, is recommended or not.

So madam chair, there's a member of the charter review commission in the audience.

I'm sorry.

Uh there's a member of the charter review commission.

We know what's in the charter.

Well, but you you asked why would they recommend that and then someone's here and can ask the question.

Yeah, you wondered why would they put that in there?

Okay, you don't have the floor right now.

All right, we're just ignoring the the facts.

Do you all want to move on?

Do you want to uh continue discussion?

I mean, why don't you ask a member of the charter review committee?

I will say for that in particular, where it says the commission may specify that that in itself is vague.

I understand the purpose, but unless we're gonna put some clarifying language there, I don't think we should keep that sentence.

Or you could ask the charter review commission member who can answer that.

Well, I've already spoken on that we're talking about recognized.

He's right there.

Why don't you all turn his mic off, please?

Could somebody turn his mic off?

This is the most important thing that we're doing, and you're just glossing over it.

Who is literally glossing over it?

Okay.

I'm still gonna spot speak.

The mic's off.

Okay.

So um where are we on this?

Because nothing stops us, like you said, from at from asking for the additional information.

Okay.

You could ask the charter review commission right there.

Um why don't you ask us asking them?

I'm gonna ask police to escort you off.

Oh, go go for it.

Go for it.

And if you are going to could love to see that meeting, I would love to see that.

Okay.

Love to see it.

I mean, you're running like a dictator.

Okay.

And y'all are just ignoring it.

Complicit in it.

Y'all know too much.

You're not even paying attention.

He's right there.

He's a charter review commission member.

Why don't you ask him?

Can you're disrespectful to his time for being here?

Just ignoring it.

Okay.

You can't even speak about it.

What what do we what do y'all have a recommendation on this one?

Jesus Christ.

I say let's move past 19.

Let's look into the other items and then we can double back.

Okay.

A little more time.

Is to uh go come do the agenda items and we'll come back to the yes, ma'am.

Review.

Okay, so the first one.

We're not gonna take all of them today.

But the first one would be uh 25 1661.

And that is uh all commissioned districts.

It has come out of audit.

It is a change order to contract number 1365939.

In quest inquister, annual uh hosting maintenance and support, sole source for use by the Department of Watershed Management, the Department of Innovation and Technology consists of the annual hosting, maintenance, and support of state of the yard custom information system uh solutions for the counties uh customer billing system integration.

This request six to increase contract funds awarded to systems and software inc amount not to exceed exceed seven million five hundred and fifty thousand dollars.

Yes, but good afternoon, madam chair and commissioners.

So this is the item that we brought before you before where we're requesting the 7.5 million uh out of the 7.5 million, roughly 600,000 is for the the maintenance of the inquest of software, and the remainder is is for um I'll let Miss McNabb speak.

That's mainly for our uh charge charge card uh payments and things like that that allow people to uh pay their water bills using PayPal or charge cards, etc.

This has come back from audit as substantiated.

Okay.

Are there any questions?

Comments, okay.

Seeing none, is there a motion?

Uh motion to approve 1661.

Second.

Okay, that item is approved.

The next item is 25.

The next item is 251831.

All commission districts, source maintenance and support of the county's audio visual equipment.

So source for use by the Department of Innovation and Technology consists of maintenance and support of DCR, digital uh recording system, audio, and uh video equipment used in the county's uh courtroom, conference rooms, and the Maloof Auditorium.

This request seeks approval of the sole source and um verification of previously issued purchase order number 505 8654, amount one and um awarded to BSI BIS uh digital ink, amount not to exceed 266,581 dollars and 23 cents.

Yes, we just we want to continue our our maintenance contract with BIS for the maintenance and support of the audio and video equipment within the courtrooms and conference rooms and eventually the the new Maloof Auditorium.

Okay.

Are there any questions?

Yeah concerns this is to call out the who is it the third party, whomever that vendor is, it's to call them and have them come on site to do maintenance.

If if maintenance is required, okay.

I yield back.

Okay, is there a motion?

I move to approve item 2025 1831.

Second.

All in favor.

Aye.

Aye.

Okay, that item is approved.

The next item is um 26010.

It's a uh change order to contract number 12505.

Software corporation.

Source, but used by the Department of Innovation and Technology to be used by the Department of Planning and Sustainability.

This contract consists of the purchase of Project 1 software to allow citizens to uh submit commercial and residential plans electronically for review and approval.

This request seeks to increase funds for continued support maintenance and training services in order to above software corporation not to exceed 134, 352 dollars.

Yes, the software is called Project Docs that allows, like you mentioned, citizens and contractors and and and design professionals to submit their building uh and development plans electronically for planning and sustainability to review.

Like it are any questions, comments does project docs work with other software that they use in the department, or is it a separate platform altogether?

It's a separate platform that's integrated with their current in for public sector system.

Okay, it is integrated.

Yes.

All right, thank you.

I yield back.

Uh just to follow up, uh, I know a couple concerns I've heard over the years is um the upload software, not necessarily speaking with the payment software.

Are you saying in for this will take care of those concerns?

No, this is just for the the for the reviews of the loan.

Okay.

Yep.

For the building and development plans.

Okay, all right, thank you.

Is there a motion?

Motion to approve 0110.

Second.

Okay, all in favor?

Aye.

Okay, that item is approved.

We're gonna go to the top of page um three with um 2526 0359.

All commission districts to amend agenda item 250376.

Dependent care reimbursement program palette to add a form and cons correct uh civilist errors.

Yes, ma'am.

This is a uh policy that we approved last year, and the policy itself is speaks to an application form, so we added that application form, and there were just a couple of scriveners errors of backslash instead of an apostrophe, little things like that that were corrected.

Okay.

Are there um any questions, concerns?

Okay, I didn't say a motion.

But was there a date for this to go into effect that the law department was to actively start working on it?

No, ma'am.

No, ma'am.

There was, I mean, it would the policy became effective upon passage, um, but we wanted to ensure that before we started actually implementing the program, we had all the documentation in place and everything was correct.

Um, but the funding is still allocated and we are ready to move forward with implementing the policy now.

Okay, I yield back.

Thank you.

Um motion to advance without a recommendation.

Because I voted against it the first time.

I don't want to I understand the needs need to happen.

Okay.

All right.

Okay.

Okay, I will.

Thank you.

I move to approve item 2025 1855.

Okay, so that again, you move to approve 260359.

Hold on, wait a minute.

What is it?

No, right here.

We're skipping.

So of course, you know, this is my item.

I move to approve item 2026 0359.

Okay, second.

All in favor.

Aye.

Okay.

Are you voting against or you abstain?

Just to clarify what I said, this is my item.

I meant to say I was the only one on this committee that supported the item.

Thank you so much for proposing it.

Okay.

Okay.

So what are you doing?

I'm I'm opposed.

Okay.

Okay.

So but it's been approved by the committee with one opposing.

Yes, ma'am.

Okay.

So the next item that we will take will be on page four, the top of page four 26012.

And that is all commission districts.

It's a low bid invitation, bid number uh 2509 dash ITB auction services for disposal of surplus properties, two-year contract with one option to renew revenue generating for use for public works fleet management consists of generating revenue for the county through the own site and online umtrasing of surplus supplies, trucks, trailers, heavy equipment, parts, ties, and miscellaneous fleet related items, as well as real property as needed, recommended award to the law's responsive and responsible bidding bidder equaline auction group amount not to exceed 8% fee for online and on-site sales.

Good afternoon, madam chair.

How are you?

Hi.

Um the fleet management department.

Uh we are requesting the approval of the new um auction vendor to conduct the disposal of the county's surplus vehicles and pieces of equipment, parts, tires, and other miscellaneous items that's automotive related.

Our previous vendor um ended their contract um over a year ago because they decided to go a different direction, and therefore with this particular contract, we had six bidders, um, and we selected the one that's before you today.

We selected this vendor because they provided both um on-site, which is an in-person and online auction, a hybrid model, which we have used in the past.

Um I've been involved with the auction for over 15 years, and we've always utilized more of a hybrid style, and that has been successful for us.

Um we find that some bid vendors, some bidders, they like to inspect the vehicles, they like to touch and feel, while others prefer to do it online.

So this particular vendor will provide the experience for the different types of bidders, and it drives um more participation, and they also provide full service for the county.

Okay.

Thank you.

And uh what is the I see that we will provided a substitute.

What is oh I'm sorry?

The substitute because um so what's on the agenda is to approve the actual vendor.

The substitute is to approve for uh for fleet management to actually hold the um auction.

Oh okay, so you put an addition, it's an additional service on the substitute, not a service, it's just an additional Michelle.

Um just assisting.

Um the substitute that you have is giving you a bit more information on now the process works.

So, yes, as mentioned, we are requesting uh recommended award to the recommended vendor, and we're also requesting authorization to conduct those audits and the sale of the items in those auctions.

I'm sorry, I'm used to audits, I'm sorry.

Uh conduct those auctions as well as the sale of the items in those auctions.

Okay.

Are there any questions?

Uh if none it the eight percent is that consistent with previous years.

Uh no, it's uh a little more.

You know, with the auction auction that we had before, we had them for like 10 years, and they never changed their um percentage.

So going to a new auction, like cost of everything has gone up, so of course they went up a few cents.

Okay.

I yield back.

Anything?

Okay.

Okay.

Is there a motion?

I move to approve item 2026 0122.

The substitute.

Second.

Okay.

All in favor?

Aye.

Okay, that item is approved.

Thank you.

Okay, the next item will be on page.

Would be on page seven.

And that is the um, that's the going back to the child of review.

Yes.

So I think that um Mr.

C O.

Oh, I think that we have um addressed all of your items were that you needed to dress today.

Is that correct?

So we're gonna go back to the charter review.

And we're gonna put I believe there's one hyper.

One more okay.

One more from voter registration.

Okay.

Okay.

So um would item okay?

Thank you for being here, Ms.

Smith.

And you know we're gonna add you if you came all the way from more drive.

Thank you, madam chair.

Do you want to do that?

Okay.

Commissioners, there are a number of items on your agenda today for voter registration.

And these items have implications for the upcoming election.

Okay, could you give me the numbers?

You want to run through those numbers for all numbers in the page that they're beginning on at the bottom of page five, 2626, 2026 dash 0131.

0131.

Okay and on page six zero one three four.

Okay, hold on.

And this at the top.

Yes.

Of page six.

Uh-huh.

Zero one seven nine.

Zero one seven nine.

Zero one eight six.

Zero one eight six.

And zero one nine three.

Zero one nine three.

Is that it?

Yes, ma'am.

Okay.

So we're gonna go back to um zero uh I mean 260131.

It is a change order to contract number 1361554.

Commercial mover to transport voter equipment and material emergency for use by the Department of Voter Registration and election.

This contract consists of renting 26 foot lift gate trucks and other vehicles to transport electric election equipment and material to polling sites for the 2026.

Yeah, I got time time.

Uh election cycle.

This request seeks to approve to ratify previously provided contract term uh increase.

This request also seek approval to increase the uh contract amount and term through December the 31st, 2026 to continue services for the 2026 election cycle awarded to writer, uh truck, transportation services in amount not to exceed 45,000 dollars.

Yes, ma'am, and I do want to make a note that the title should be commercial rental and not mover.

Um, and that's what we provided in terms of um the text.

So writer trucks are utilized to transport um the election equipment, and then later on on the next page you'll find the actual mover that we use.

Okay also, so this is for the actual the rental of the trucks.

Uh-huh.

Can we just scratch out move and put rent on, or is it something else that needs to be done?

You can, and to the extent the clerk needs more, we'll make sure she gets it.

Okay, okay, okay.

Are there any questions?

And I see that it does say for the gubernatorial and midterm election, but I want to clarify it's for all of the elections through potentially December if there's a runoff for any of the local races.

Yes.

That's correct.

Okay.

I yield back.

Okay.

Uh just to follow up with uh Commissioner Bolton's question.

This also covers the special election coming up for uh House District 95, I think it was.

That's correct.

That covers that as well.

Okay.

And if this needs to be a substitute because that one word you guys can handle that and get used.

We're good.

We're good.

Okay.

Okay, thank you.

Okay.

Is there a motion?

I move to approve item 2026 0131.

Second.

Okay.

All in favor.

All right.

Okay.

That item is approved.

The next item is um 26 0134.

All commission districts is a change order.

Um contract number 1382 vote by mail packages, emergency for use by the department of voter registration in election.

This contract consists of purchase of vote by mail packages printed by designated certified manufacturer and finisher of the image of the image cast ballot for the 20 uh 26.

Google told them to see midterm election cycle.

This request seeks to ratify previous provided contract terms increase.

This request also seek approval to increase contract funds in terms through June the 30th, 2026 to continue services awarded to first orange press amount not to exceed uh $10,000.

Yes, ma'am.

Um so this is for, and I apologize, gubernatorial.

I've been saying it for 20 years.

It's in all of the writing.

And we submitted this tax to uh purchasing before the special election was called, and so that's why you just see the 2026 uh midterm and gubernatorial um as the cycle, but it's for if it's mentioned, then that's for the whole 2026 year.

Um and so with this um for Ford Orange Press, they do our um mail ballots, and so we're asking for this extension to cover us.

Okay.

Are they any questions?

Even though it says to increase through June 30th, this will cover us for mailings through the year.

Is that correct?

So this we started this process with purchasing last year to kind of get ahead of things, and I believe maybe they have an update in terms of where they are in the procurement process.

Um, because I don't have that update from them.

If Director Butler wants to speak to that uh there is a procurement process in place now, so the June is is to get us through to that.

So um it's to make sure that she has a smooth transition into the next member.

Okay.

And I also want to ask about um I want to try to be subtle with my question, but I need to ask it because there is, and this may be for Director Smith, because there is some fear and anxiety around the polls for this year, we might see an uptick of Mellon requests.

Was that taken into account?

Have we budgeted for potentially more, or how does that work when it comes to the mail in ballots?

So we actually um looked at the mail and ballot um numbers from 2024 as well as um 2018, I believe.

And 2026.

And so it's a I believe it's a good estimate based on the abs and flows of the um that voting method.

So I'm confident that it would cover okay.

Well, people aren't doing this.

Okay, yeah.

Um they may not be doing it, but they may more folks are paying attention to what the requirements are.

So not everybody was attempting to vote by mail, but more folks who are qualified may intend to do it this year, is one of the reasons that I asked.

I think we have all of those faces covered, and so um I'm confident in this amount.

Okay.

And just to follow up on what Commissioner Bolton was saying, um Yeah, I think because of the current climate.

Because of what's happening in the current climate, um, you may see more people registering to vote.

And so I think her question, and I guess mine too.

Are you comfortable that um looking at that that you feel that we have enough?

Yes.

And if we don't have enough, what?

We will come back.

Um I mean, if you look at the uh track, our previous uh budgets, we since my um arrival have never overspent.

And so uh we have our uh finger to the pulse of our um budget, and I I'm confident in these numbers, name and passwords, but we are you know assessing daily and actually have meetings with the administration that we have before each election, it's a playbook meeting, and um we can discuss other things, this including our um strategy for election day in the event you know what is anticipated happening happens and so yeah, okay.

Okay, do you have any okay?

No.

Okay, so with that, is there a is there a motion?

I move to approve item two zero two six zero one three four.

Second.

All in favor.

Aye.

Okay, that item is approved.

The next item.

Excuse me, uh, Commissioner Terry.

If you want to be recognized, if you would raise your hand, and then I would recognize you.

So we haven't gotten to the next item.

Um, so if you have a comment on the next item, then we can well we've already approved this one.

Okay.

260179, all commission districts, change order number one, the contract number one three six nine five three one for integrated communications for use by the department of voter registration and election.

This contract consists of providing integrated communications to educate, engage, and inform the Camp County voters about information related to the election cycle, which require robust voter engagement and communication.

This request seeks approval to ratify previously, provided contract term increases increase.

This request also seek approval to increase the contract funds in terms through April the 30th, 2025 2026 awarded to profile marketing and public relations, LLC amount not to exceed $32,000.

Yes, ma'am.

So this actually is through April 30th because I believe that the bidding process has concluded, and so we should receive a recommendation from purchasing regarding um the full year's contract and and who uh the awardee would be.

So we're just asking as a stop gap.

Okay.

Are there any questions or concerns?

Do you have any?

Okay.

Okay.

Um, yes, I just wanted to point out that we actually haven't gone through your budget recommendation or requests.

And you know, I appreciate that we're getting into the weaves of these individual budget items because they're important.

But if we're really concerned about this election this year, maybe we should know what your plan is.

But that's not on the agenda, hasn't been discussed at all.

And we're supposed to approve your budget next Thursday.

We have no idea what's in it.

Okay.

Um yeah, we'll bring that back at a different time.

Do you have any um questions on 0179?

Okay, if nothing further, is there a motion?

Motion to approve 0179.

Second.

All in favor.

Aye.

Okay, that item is approved.

The next item is uh 260186.

All commission districts change order number two to contract number two zero zero zero zero two seven commercial mover to transport voter uh voter voting equipment and material to use by the department of voter registration and election.

This contract consists of providing services to transport election equipment and material for polling sites.

This request seeks to verify previously provide a contract term increase.

This request also seek approval to increase contract terms through June the 30th, 2026.

Order to Atlanta Peach Movers Inc.

Contract term increase only.

Okay.

And this is based on the recommendation from um purchasing while the procurement process is underway for the actual moving company who we um procure to move the equipment.

Um and so we're asking for this uh change to get us through the primary.

Are there any questions?

Comments.

I I do just a clarifying question.

So 0131 was for the vehicles for the trucks, and then 0186 is for the folks who will be driving those trucks.

No, so they have their own trucks.

We have staff who deliver our equipment for early voting and ride behind the mover um during election day.

So the Atlanta movers, they transport the equipment to the 150 plus sites for election day.

Our warehouse staff use rider trucks to transport the equipment for early voting.

So it's election day has one um logistics um plan, and then early voting has the internal plan with our staff utilizing the rider trucks.

Okay, I got you.

I yield back.

Okay, okay.

Um yes, I'm okay with this agenda item.

Um I'll just just would like to say that um Director Smith, I really would like you to present your budget.

Um so since we can't do it at the ops committee, um, we'll just reach out to you through the FAB committee and ask you to present that.

Uh, it is really important that we know what the budget is for this election year.

Okay, so and right now the ops committee is refusing to even hear that item.

Okay, thank you.

Where the fuck is this gonna get off?

Okay, so um, do we have a motion for 0186?

Motion to approve 0186.

Second.

All in favor?

Aye.

Okay.

That item is approved.

The next item is 260193.

Change order to contract number 2000 two zero six, image cast ballots printing, single source for use by the department of voter registration and elections.

This contract consists of providing battle ballot printing services by a uh designated certified manufacturer and finisher of image cast uh ballots for the 2026 gubernatorial.

I got it.

Okay.

Uh midterm election cycle.

This request seeks approval to increase increase contract term through December 31st, 2026.

Awarded to uh tape mall journal doing business and take tape mall, is it nail, take mail uh ballot solutions inc, contract term extension only.

Thank you, Madam Chair.

So the Tatnal group prints our emergency ballot.

So that's different from the Fort Orange Press or company that prints the vote by mail ballots and and mails them.

So this is asking for um your approval to continue to engage with the tental ballot solutions, and this extension is through the end of the year.

Okay, thank you.

Okay, and uh that will conclude, John.

We do not have time to go over.

Oh, okay.

I'm sorry.

But I do have a question.

Do we have a motion?

We'll have a question.

Okay.

For the techno ballot solutions, is this a pay as you go contract?

It's pay uh for service, so yes, the number there's a prescribed um amount, number the number of emergency ballots we have to have each election, and so we know how many that is based on the code.

Gotcha.

Thank you.

I yield back.

Okay.

Do you have anything?

I move to approve item 2026 0193.

Second.

Okay.

All in favor?

All right.

All right.

Yeah, I would just like to uh note while you're here.

I think you've been very informative to this community to this committee.

Uh any time that we have asked you to come, you have come and you have presented.

And um I'm gonna, and as you know, I'm not a show boat, and I don't do stuff for media coverage, I do it for the necessity of it.

And so um today you are not on the agenda to do anything other than these agenda items, and I know that what we present and asked of you have consequences, and so I always take those consequences into consideration before I make a presentation at this committee.

And so I want you to know that uh I have no qualms, I have uh no regrets of uh what you have presented to us because you have been very cooperative, and um and you have not only to the commission, but to the administration as well.

And I think and I was here before you came, and so I know what we have in you, and so I just want you to know how much we appreciate you and how much we trust your judgment and how much we appreciate the information that you give us as requested.

So thank you.

Is there a motion to uh motion to adjourn?

Okay, second second.

All in favor?