HomeMy WebLinkAboutAgenda - 08-18-2009 - 4oORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: August 18, 2009
Action Agenda
Item No. ~ - p
_SUBJECT: Driveway Reimbursement to Efland Volunteer Fire Department
DEPARTMENT: Orange County Emergency PUBLIC HEARING: (Y/N) No
Services
ATTACHMENT(S): INFORMATION CONTACT:
Resolution Frank Montes de Oca, 245-6100
Letter from Department of Transportation Mike Tapp, 245-6100
Contractor Invoice
PURPOSE: To consider adoption of a resolution for reimbursement and authorize the invoicing
to the North Carolina Department of Transportation (NCDOT) for cost associated with paving
the drive at the Efland Fire Department Station 2 located at 5800 US Highway 70 (NCDOT has
a reimbursement plan whereby it will reimburse up to $20,333).
BACKGROUND: In 2008 Efland Volunteer Fire Department Station 2 was constructed to
enhance fire and first responder protection in the Efland Fire District. Part of the construction
included the need to pave the driveway from the fire station to the Hwy 70 connection. The fire
department was invoiced for those services by THD Construction, Inc. in the amount of $28,315.
Payment was made to THD Construction, Inc. for that amount based on the attached invoice.
NCDOT received a request from the Efland Volunteer Fire Department for reimbursement cost
for driveway construction for the new Station 2. However, under NCDOT policies, the County is
responsible for invoicing NCDOT for reimbursement of the Efland Fire station driveway project
in the amount of $20,333. NCDOT will then remit payment to the County and the County will in
turn disperse the funds to Efland Volunteer Fire Department.
FINANCIAL IMPACT: NCDOT will refund the Efland Fire department through the County up to
$20,333 based on availability of funds with the State. The remaining difference between
expenditures and reimbursement is $7,982, which has been paid by the Efland Volunteer Fire
Department.
RECOMMENDATION(S): The Interim Manager recommends that the Board:
1) Adopt a resolution for reimbursement authorizing the Financial Services Director to act as
the County's agent and submit an invoice to the NCDOT in the amount of $20,333 on
behalf of Efland Volunteer Fire Department;
2) Authorize the Clerk to sign the resolution;
3) Amend the budget of the Efland Fire District Fund in the amount of $20,333; and
4) Authorize payment to the Efland Volunteer Fire Department upon the receipt of the funds.
RES-aooq_o~a O
ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS
A RESOLUTION REQUESTING TRANSPORTATION FUNDS
TO REIMBURSE THE EFLAND VOLUNTEER FIRE DEPARTMENT
FOR DRIVEWAY COSTS
WHEREAS, the Efland Volunteer Fire Department is within Orange County on US
Highway 70; and
WHEREAS, the Efland Volunteer Fire Department has recently constructed a second
fire department building and has expended funds to construct driveway access to US
Highway 70; and
WHEREAS, the Orange County Board of County Commissioners and Efland Volunteer
Fire Department respectfully ask the North Carolina Department of Transportation for
the reimbursement of expenditures noted in the attachment as is customary; and
WHEREAS, the Orange County Board of County Commissioners will pass through this
money to the Efland Volunteer Fire Department;
NOW, THEREFORE, BE IT RESOLVED by the Orange County Board of County
Commissioners requests reimbursement in the amount of $20,333 and authorizes the
Chair to forward the request to the North Carolina Department of Transportation.
Upon motion of Commissioner ,seconded by Commissioner ,
the foregoing resolution was adopted this the day of , 2009.
I, Donna Baker, Clerk to the Board of County Commissioners for the County of Orange,
North Carolina, DO HEREBY CERTIFY that the foregoing is a true copy of so much of
the proceedings of said Board at a meeting held on , 2009, as relates in any
way to the adoption of the foregoing and that said proceedings are recorded in the
minutes of said Board.
WITNESS my hand and seal of said County, this day of , 2009.
Clerk to the Board of Commissioners
(SEAL)
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STATE OF NORTH CAROLINA
DEPARTMENT OF TRANSPORTATION
BEVERLY EAVES PERDUE EUGENE A. CONTI, Jr.
GOVERNOR SECRETARY
May 15, 2009
ORANGE COUNTY
Mike Tapp
Fire Marshal
Orange County Emergency Services
P. O. Box 8181
Hillsborough, NC 27278
Subject: Request for Reimbursement for Driveway Construction Costs
Efland Volunteer Fire Department Station 2 Located on US 70
Dear Mr. Tapp,
This office has recently received a request from the Efland Volunteer Fire Department for reimbursement
for driveway construction costs for the new Station 2. Per NCDOT policy and guidelines this project is
eligible for reimbursement of verified actual constriction costs up to $20,333.00.
In order to move forward in this process, NCDOT needs the following items:
• Resolutions from the Orange County Board of Commissioners requesting reimbursement from
NCDOT.
• Invoice from the County to NCDOT in the amount $20,333.00
• Copy of contractor's invoice and cancelled check(s) or other proof of the incurred cost and
payment.
Once all items have been received, NCDOT will process the payment request. Regretfully, due to current
revenue shortfalls, there may be some delay in the reimbursement process. Reimbursement will be made as
soon as possible subject to available funding.
Copies of invoices and cancelled checks are being forwarded to you for your use in preparing the package.
Feel free to contact me if you have any questions.
Sincerely,
~~H
C. N. EdwarTs Jr., PE
District Engineer
Enclosures
Cc: 7. M. Mills, PE
P.O. Box 766 Graham, N.C. 27263 Telephone (336)-570-6833
~~
,w,r, D „ '"` THD Construction, Inc. _•
.~.,u.,~. . .
P.O. Box 536 "~ .
Efland, NC 27243
Bill To
Efland Fire 1?ept.
5800 Hwy 70
Efland, NC 27243
0
Invoice
Date Invoice #
1!2112008 866
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' SEP 1 ~ 2fl08
~S. ~, G. pEPT, OF TRA~JSPORTATIA.~
~i'YiSiflFl OF HtGHWAY~
DISTRtG~ .~-1GR~l~-~?F'
Terms
Description ~ Amount
Pave driveway connected HWY 70
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1
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~ ~g 28,315.00
Total $28,3,S,oo