DeKalb board defers renewal of marketing contract; legal to prepare draft for next meeting

The DeKalb County Board of Registration and Elections on March 13 deferred a decision on renewing a marketing and public relations contract with Profile Marketing & Public Relations and asked the county attorney to prepare a draft contract for review at the board's next meeting.

Director Smith described an updated scope of services the department seeks from the firm to support communications for precinct and polling-place changes, voter outreach, and website updates. Staff said the department is building in-house communications capacity but still needs outside expertise for targeted campaigns, branding, and some printing and signage work.

Deputy Director of Communications Tonza (identified in the meeting transcript as the division director) said the new scope places more emphasis on strategic planning, branding consistency, and making signage "reader friendly." Tonza told the board the firm would consult with an in-house team that is still being developed.

Board members raised governance questions about the review process for contracts above the board's delegated threshold. Several members said they preferred to see a written contract before approving a renewal; one board member pointed to a standing limit on executive authority for contracts under $50,000 and noted that the proposed scope implied an annual cost that would exceed that amount.

County Attorney Terry Phillips told the board the law office would prepare a contract "in a form that we can approve to your vendor no less than the end of this month" so board members would have a draft to review before the next meeting. Phillips noted the only variable would be the vendor's response and that procurement had been managing earlier steps in the process.

Board members also noted the department has worked with the vendor for multiple years. Director Smith said procurement initiated the renewal in November to avoid gaps in services; staff have continued to work with the vendor in the interim to support current communications needs.

After discussion, a motion to defer consideration passed on a unanimous voice vote. Staff said if urgent work requires payment before the board acts, the department may engage the vendor and later return to the board to ratify the expenditures.

Votes at a glance - Motion: Defer approval of the contract pending submission of a draft agreement prepared by legal counsel. Outcome: deferred (unanimous).

Context and next steps The board's deferral directs the county attorney to prepare and submit a draft contract for review prior to the next board meeting; staff said they prefer to have an executed contract to formalize ongoing communications work but will seek ratification if emergency work proceeds before approval.