San Benito County OKs retroactive ballot-printing extension and pushes procurement reforms

The San Benito County Board of Supervisors on May 12 approved a retroactive emergency extension with vendor K & H Partners to preserve production and mailing of ballots for the June election, and members pressed county executives for stronger procurement controls to avoid future lapses.

Registrar of Voters Francisco told the board that the county’s printing contract expired Dec. 14, 2025, because of an administrative oversight in his office and that critical election materials were already in production. He asked the board to authorize an amendment extending the contract through July 31, 2026, and to allow the chair or the CEO to sign so the June election schedule would not be jeopardized. “Critical materials are already in production, and any disruption will now jeopardize the statutory deadlines,” Francisco said.

The board debated the request alongside broader concerns about recurring retroactive contracts. The CEO told supervisors that bringing retroactive amendments to the board is “a disservice” and reflected an ongoing problem across departments caused in part by staffing shortages and process gaps. County Counsel said the state controller’s office has expanded an audit into the county’s contracting and procurement procedures and indicated the counsel’s office will recommend policy and procedure reforms to reduce retroactive approvals.

Supervisors asked staff for technological and procedural fixes. Several members urged implementing contract‑tracking software and system triggers (OpenGov was discussed as a possibility) so departments receive timely alerts before contracts expire. One supervisor framed the problem as both a human‑error and systems issue and urged a “hard stop” mechanism so contracts cannot lapse without deliberate action.

After discussion the board moved to approve the narrow extension for K & H Partners, with the motion carried by roll call vote, 5–0. The approval authorized the amendment that extends the contract through July 31, 2026, and authorizes the chair or CEO to sign to ensure ballot production and mailing continue uninterrupted.

The board also approved related retroactive contract amendments for the Office of Emergency Services and a budget adjustment to pay three years of 9‑1‑1 dispatching invoices from the City of Hollister for EMS dispatching fees; both passed 5–0. County officials said the OES amendment (about $22,050) had been budgeted and arose from contract-review delays, while EMS staff explained prior administrative arrangements with the city and asked the county to process the invoices going forward.

County counsel and the CEO told the board they will pursue stronger internal controls including better recording of MOUs, eliminating contract‑splitting practices used to avoid board approval, and ensuring all intergovernmental agreements are brought to the board. The county’s auditor-controller and department heads will proceed with planned fiscal trainings and more frequent reporting to reduce the risk of late or retroactive contract approvals.

The board’s actions leave the county with a short-term extension for election printing and a clear directive to county administration to propose procurement and contract‑tracking reforms ahead of the next fiscal cycle.