Commissioner raises questions about missing receipts in $3.56 million Harvey Construction pay request

During the March 13 Rockingham County Board of Commissioners meeting, Commissioner Badu questioned documentation for an accounts-payable warrant that included a Harvey Construction pay application read into the record at $3,562,464.03.

"I've got two issues with this warrant," Commissioner Badu said, pointing to an application-for-payment for S L Chase Welding and Fabrication for $97,000 that he could not find in the payout list. He also said the warrant included $48,470.79 in expenses for which the county packet did not include receipts. "I cannot support this because of these missing documents," Badu said.

County staff responded in the meeting that some site items, such as porta-potty drops, had been observed on-site and that Harvey Construction is contractually required to retain documents for five years and to provide monthly progress reports. A staff member said pulling the documents together would be time-consuming but that staff would follow up. The finance director said the project is on schedule relative to the guaranteed maximum price (GMP) and that the bond had been drawn against lost revenue in one line of discussion.

Despite the concerns, the board approved the warrant. The approval included direction from commissioners that finance and facilities staff locate and present the missing receipts and the application-for-payment noted by Commissioner Badu.

Clarifying details cited during the discussion included the claimed $97,000 missing application-for-payment for S L Chase Welding and Fabrication and the $48,470.79 in warrant items lacking receipts. Staff said Harvey Construction maintains required records and that the lack of receipts in the packet does not necessarily mean the items were not invoiced or paid; staff committed to providing the missing documentation and progress reporting to the board.