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Trustees discuss itemized invoices, GPS coordinates and contractor documentation for drainage work
Summary
Drainage trustees and staff discussed improving contractor invoices and requiring GPS coordinates for work orders to make future maintenance and recordkeeping clearer; trustees suggested measures including requiring GPS on invoices as a condition of payment and providing a contractor example for itemization.
During the drainage session trustees and the drainage administrator discussed invoice clarity and contractor documentation. Trustees emphasized the need for itemized invoices that show material and labor quantities, and that include GPS coordinates or map references so future staff can find exactly where work was performed.
Courtney Morris and others said only a few local contractors currently provide GPS on invoices. Trustees discussed options including requiring GPS coordinates as a condition of payment or placing a sticker on work orders to prompt contractors. The drainage administrator said she would request itemized invoices and review questioned bills (for example an invoice that described creating a "new waterway" and replacing 60 ft of 15-inch tile), and staff will withhold payment until concerns are resolved.
Quote (drainage administrator): "So, it's reviewed it ... and I can hold it until I get further direction before I submit it for claim."
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