Board approves $24,377 fueling-computer replacement after lightning strike; funding shifted to transportation fuel budget

The Caswell County Board of Education approved replacement of the district’s fueling-management computer after the existing system was rendered unrepairable by a lightning strike.

Transportation staff said the pump hardware still dispenses fuel, but the software that tracks gallons, vehicle mileage and preventive-maintenance data is offline and cannot be repaired because replacement circuit boards are no longer manufactured for the model. Staff presented multiple quotes; trustees approved the lowest quote in the meeting packet for $24,377 to replace the software and related interface so staff can track fuel use electronically.

Board members expressed concern about where the payment would come from. A trustee moved to amend the funding source so the purchase be paid from the transportation fuel/operating budget rather than the capital fund. The board approved the amendment and then approved the purchase. Staff said the district could instead have continued manual, clipboard-based tracking, but that the replacement reduces risk of untracked fuel dispensed from the pumps.

Staff also noted they had inquired with insurance providers; because the purchase is an upgrade rather than a like-for-like replacement, staff said they were cautious about filing a claim that might raise future premiums. Staff said the system has no ongoing subscription fees and integrates with existing vehicle-management software.

Trustees approved the expenditure with the amended funding source by voice vote; board minutes did not record a roll-call tally.