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Commissioners approve $351,000 ambulance purchase and pass reimbursement resolution to enable future financing
Summary
The board approved a $351,000 budget amendment to purchase a new ambulance and passed a reimbursement resolution that permits the county to reimburse itself from future debt proceeds if it chooses to finance the purchase; the ambulance is due for delivery in August.
Caswell County commissioners on Aug. 4 approved a budget amendment to appropriate $351,000 for the purchase of a new ambulance and passed a reimbursement resolution to preserve the option of financing the purchase through a future loan.
The board approved the reimbursement resolution — a mechanism that would allow the county to use proceeds from a future borrowing to reimburse the general fund for the purchase — and then approved a budget amendment to provide the immediate appropriation needed to pay the vendor when the vehicle is delivered later in August.
Why it matters: The county will take delivery of the ambulance next week and must provide funds to complete the purchase. The reimbursement resolution does not obligate the county to borrow; it preserves the option to reimburse itself from loan proceeds should the board later choose to finance the purchase.
Discussion and details: Russell Whitaker, county manager, said the vehicle was ordered after a prior decision to buy a new ambulance; the vendor proceeded with production after receipt of a letter of intent. Commissioner Plaggart requested a timeline and questioned why the $351,000 was not previously appropriated. The county’s finance staff confirmed that debt‑service payments associated with the purchase were included in the current budget, but the capital appropriation for the purchase itself was not previously booked.
County finance advisers (Davenport) discussed Local Government Commission (LGC) review procedures. Donna Sharp, county finance, told the board that the LGC would consider the county’s financing request after the 2024 audit, and staff clarified that LGC had indicated they would not require waiting for a later audit year before considering financing.
Commissioner Hall asked whether paying cash now and borrowing later merely replaces fund balance; finance staff explained the accounting mechanics and reiterated that the reimbursement resolution is the standard mechanism to allow repayment from loan proceeds. Commissioners expressed concern about dipping into fund balance but accepted staff explanations that debt service for the purchase was budgeted at approximately $56,000 for the fiscal year.
Action taken: Commissioner Ingram moved to approve the budget amendment to purchase the ambulance; Commissioner Rose seconded. The board approved the motion by voice vote.
What happens next: The county will pay the vendor when the ambulance is delivered. If the board later decides to take a loan, proceeds could be used to reimburse the general fund under the adopted reimbursement resolution; any loan would require LGC review and a subsequent board vote.
Ending: County staff will proceed with the purchase, continue coordinating with Davenport and the LGC on financing options, and bring any required borrowing requests back to the board for approval.
