(A) The Fire Department administrative assistant shall serve as the town's agent for collecting invoices and billing the responsible party for costs. Agencies of the town or other organizations responding to a hazardous material incident at the request of the town will be eligible to submit bills.
(B) Invoices that identify eligible costs under this subchapter shall be submitted to the Emergency Management Coordinator or designee within ten working days after the costs were incurred or identified. Submitted invoices should include sufficient documentation for cost reimbursement (such as copies of time sheets for specific personnel, copies of bills for materials, equipment, and supplies procured or used, and the like). Accepting invoices from agencies outside the town shall not incur liability to the town to pay costs from such agencies unless payment has been received by the town from the party or parties.
(C) The Town Finance Department or designee shall submit one or a series of consolidated invoice(s) to the responsible party or parties identifying agencies or agents and their specific costs for reimbursement. The responsible party shall issue a certified check to the town within 60 days of receiving any invoice. All funds received under the authority of this subchapter shall be disbursed according to the claims submitted. Where the reimbursement is less than the requested amount, each agency shall receive a pro rata share of such reimbursement as the agencies reimbursable costs bear to the total reimbursable cost. The town shall not be liable to the agency for any deficiency.
(Ord. passed 10-13-08)