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ARF- 2882

Regular Agenda Item 2. I.

Regular BOS Meeting

Meeting Date:	11/18/2014
Submitted For:	Jeffrey Hessenius
Submitted By:	Jeannie Sgroi, Contracts Administrator, Finance Division
Department:	Finance
Fiscal Year:	2014-2015	Budgeted?:	No
Contract Dates Begin & End:	N/A	Grant?:	No
Matching Requirement?:	No	Fund?:	Replacement

Information

Request/Subject

Adopt Resolution No. 14-11-02 to Reimburse County for preliminary expenditures on the Copper Administration Building.

Background Information

At the September 30, 2014, Board of Supervisors' regular meeting, the Board of Supervisors approved the purchase of a used modular structure building. The purpose of the building will be to relocate existing County departments and personnel from private leased offices to County property. All phases of construction through completion to erect the modular structure building will be known as the "Copper Administration Building Project".

A Cost Analysis/Itemized Cost Sheet was attached to the agenda item that identified the estimated cost to purchase the modular building, along with building and site improvements and preparation costs associated with the Copper Administration Building Project. The estimated cost identified was approximately $1,650,000.

Evaluation

At the September 30, 2014, Board of Supervisors' regular meeting, the Board of Supervisors approved the purchase of a used modular structure building. The purpose of the building acquisition is to relocate existing County Department personnel from private leased space to County property and non-leased space. All phases of construction through completion to erect the modular structure building will be known as the "Copper Administration Building Project". The cost of the project at the time of the September 30, 2014 Board of Supervisor's regular meeting was estimated to be $1,650,000. Staff recommended at that time the purchase and accompanying building and building/site improvement to be financed rather than expensed. However, the County may have a need to extend payment to vendors for project expenses prior to financing being secured. The attached reimbursement Resolution No. 14-11-02, if approved by the Board would allow the County to reimburse itself for expenses related to the project prior to the financing being secured.

Conclusion

By adopting Resolution No. 14-11-02, the County will be able to provide reimbursement to itself for expenses incurred prior to the completion of project financing.

Recommendation

It is the recommendation of the Finance Department Director that the Board of Supervisors adopt Resolution No. 14-11-02.

Suggested Motion

Information/Discussion/Action to adopt Resolution No. 14-11-02, that would allow Gila County the ability to provide reimbursement to the County for preliminary expenditures related to the Copper Administration Building project in an amount up to, but not to exceed $1,000,000 prior to securing of permanent financing for the project. (Jeff Hessenius)

Attachments
Resolution No. 14-11-02