Clerk asks to table RBM voting equipment renewal after questions about larger cost increase

St. Joseph County Clerk of the Circuit Court Amy Rolfes asked commissioners on Tuesday to table a professional services agreement renewal with RBM Voting after staff and commissioners identified a substantial increase in the contract line total.

Rolfes described the renewal as a continuation of longstanding services supporting county elections and said hardware maintenance costs showed no increase. “What is causing an increase in cost is project management, precinct loading, blank ballot stock, freedom vote paper rolls, and election day support,” she said, adding that because she will be on the ballot in 2026 the county had to replace certain pre-purchased ballot rolls.

Commissioners said the combined line item cost on the agenda had grown substantially and that they would prefer more time to review the details. “That is a big jump in cost,” one commissioner said. The board voted to table the item; Commissioners Morton, Hazen and Baxman voted aye on the motion to table.

Rolfes and other staff did not finalize a new contract number during the meeting; agenda materials shown in the discussion indicated the combined cost rose from roughly $232,000 to about $431,000, according to the figures staff reviewed at the meeting. Rolfes recommended tabling to allow the clerk’s office and commissioners to review the cost detail and noted there is no election in 2025 that would increase immediate costs related to the added services, which would take effect in 2026.

No contract renewal was approved at the June 10 meeting. The item will return for future consideration once staff provides additional detail and justification for the increased line items.