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Commissioners approve contested DocuSign and ask vendor for amended agreement removing auto-renewal clause
Summary
After a vendor DocuSign was signed in error, commissioners voted to formally approve the original agreement for record purposes and to request an amended contract removing an automatic-renewal clause; the auditor will track future contract expirations in the county gateway.
DeKalb County commissioners addressed a contract-signing problem on Aug. 18 after a vendor’s DocuSign was executed before the board had formally approved a requested revision to the renewal language.
County staff explained that a digital agreement for 9-1-1 or related services was inadvertently signed on July 8 and that the commissioners had previously discussed changing automatic-renewal language. The board voted to (1) record formal approval of the originally signed agreement so the signature was covered, and (2) notify the vendor (Digital/contractor) that the county wants an amended agreement removing the automatic renewal; the board additionally authorized Bill to sign the amended agreement when the vendor provides it.
The auditor said her office will continue building a central contract-tracking process and will upload signed contracts into the county gateway so commissioners receive advance notice before renewals. She told the board, "My office is required to upload every single contract that we have into gateway." Commissioners approved motions to document the current signed agreement and to request the amended contract language.
Why it matters: The action clarifies the county’s record and prevents a multi-year automatic-renewal clause from taking effect without commissioners’ explicit approval in the future. The board also asked the auditor to provide advance notifications for upcoming contract expirations.
Next steps: The county will request an amended DocuSign from the vendor removing the auto-renewal language; once received the amended document will be placed on an agenda for a signature vote (the board authorized Bill to sign the amended agreement when produced). The auditor will continue work to improve contract-tracking and expiration notifications.
