Stephens County commissioners approve municipal election IGAs, 911 encryption contract, amnesty day, camper variance and two invoices

The Stephens County Board of Commissioners on April 28 approved a package of administrative and operational items, including intergovernmental agreements with three municipalities to run their elections at the county courthouse, a quote for encrypted email for the 9-1-1 center, a countywide amnesty day, a 60-day camper-permit variance and payments to two vendors.

County leaders said consolidating municipal voting at the historic county courthouse will reduce staff travel and cut costs for both the municipalities and Stephens County. “We're excited about this,” said the chairman, noting staff recommended approval. Isaac, a county staff member, told commissioners the city of Toccoa, the town of Martin and the town of Avalon had agreed to move their polling locations to the courthouse.

The commissioners approved the intergovernmental agreements (IGAs) by voice vote and authorized the chairman to sign them. The agreements were prepared by the county attorney, and county staff characterized the move as producing “substantial cost savings” because fewer poll workers would be deployed across the county on election day.

The board next approved a quote from Virtru, an encryption software vendor, and authorized the 9-1-1 director to sign the quote. County staff said the software is used to send NCIC criminal-history, licensing and tag information securely to officers in the field and that the vendor offered a contract that would lock in a 3% price increase; staff said waiting later in the year could have resulted in an 8% increase. Funds for the purchase were described as budgeted.

Commissioners also declared Saturday, May 3, 2025, as an amnesty day for residents to dispose of household debris at the county shop and approved double-time pay for county workers on that day. The chairman said the event is a “big benefit” that keeps the county cleaner and cited volunteer support from Keep Dakota Stephens County Beautiful. Commissioners noted last year’s event resulted in “over a hundred tons” of material taken to the dump. Commissioner Whitlock questioned the double-time pay but was told the board has historically approved double-time for the extra Saturday event; without that approval the event would default to time-and-a-half pay.

On a separate item the board approved a camper-permit variance for a property at 245 Oakway Drive in East Denali, Parcel No. 053 C 091, for 60 days. County staff and the chief marshal reported electrical and water services are on site and that a portable toilet was being used for sewer. The applicants had asked for “at least four weeks,” but a commissioner moved to allow 60 days; the motion carried by voice vote.

The board also approved two invoices: $10,000 to Custom K9 Unlimited for a drug-detection dog and $12,936.10 to Acre Oil Company for a gasoline delivery. A presenter said the drug-dog purchase followed direction given at an earlier planning retreat and that funds are budgeted for the gasoline drop. The motion to pay the two invoices carried by voice vote.

In other business the board approved the meeting agenda and minutes by voice vote, heard a commissioner recognition for an employee named Jessica, declined to enter executive session and adjourned the regular meeting ahead of a planned work session.

The board did not record roll-call tallies in the transcript; votes on the listed items were taken by voice and recorded as carried with aye responses.