DeKalb County board approves shortened program‑management renewal amid demands for clearer reporting and transition plan

The DeKalb County Board of Education approved a shortened renewal of its program‑management contract on Sept. 25, 2024, to keep capital projects moving while the district procures a new vendor. The board approved a renewal for the program‑management services under RFP #22‑752‑025 with a revised contract term running 10/01/2024 through 05/31/2025 and a total not‑to‑exceed amount of $2,059,360.03, according to Chief Hofstetter.

The vote followed more than two hours of discussion about whether shortening the contract term alone would address long‑standing reporting and document‑control problems identified in the SPLOST audit. Superintendent Dr. Devon Q. Horton and Chief Hofstetter told the board the eight‑month term would allow time to procure a new partner while preserving the summer construction season and avoiding delays that could push projects out a year and increase change orders and costs. "That is where it's key for us in order to stay on schedule," Chief Hofstetter said when describing the risks of missing a construction season.

Board members pressed district leaders for specifics about how management would change during the eight‑month term. Board member Anna Hill cited audit findings that auditors "could not validate that the reporting within the annual reports is a complete and accurate representation of project spend" and asked what in the proposed relationship would correct those deficiencies. Chief Hofstetter and Superintendent Horton said the district has identified finance staff to be elevated to support reporting and that they are partnering with Plante Moran (audit firm) and planning to present details to the audit committee. "We are making that commitment to clearly identify that," Horton said about responsibilities for the cleanup and transition.

Chief Hilton read the contract deliverables the program manager is responsible for, including monthly reporting and updated program schedules, attendance at meetings as owner’s representative, delay notifications, quarterly cash‑flow analysis, document control, project reviews with architects, bid preparation, project administration, RFI responses, pay request and change‑order reviews, and safety oversight. "Those are the heart of the contractual items that they're responsible for in the contract," Chief Hilton said.

Several board members said the presentation arrived too late for careful review. Board member Whitney McGinnis asked whether shrinking the contract length addressed the board's concerns and pressed for a transition plan and clearer internal capacity to oversee contractors. Dr. Joyce Morley objected to the timing of the item and said she would not support taking a vote without a written plan and more robust assurances. "You can't just throw the organization and say, OK, what are we gonna do now?" Morley said during the meeting.

Board Member Vicky Turner moved to approve the renewal as presented; Allison Gebirtz seconded. The transcript records Dr. Morley stating, "I abstain." The chair announced the motion passed and said "Vote, passes 6 2," but the transcript does not include a complete roll call listing each member's vote.

What happens next: District staff said they will provide additional timeline materials and convene follow‑up sessions, involve the ACERM representative at planning tables, and bring audit‑committee updates on proposed remedies and procurement steps. The board adjourned the public portion of the meeting to executive session after handling the contract votes.

Ending note: The renewal keeps program managers on the job through May 2025 to avoid immediate construction delays, while board members continue to demand written transition plans, clearer reporting, and evidence that internal controls will be strengthened during the short renewal period.