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Project histories

Street paving and resurfacing: the documented record

Follow reported paving expenditure, funding proposals, and contract records across several paving efforts. The sources do not establish one continuous project or a reconciled total cost.

Approvals, contract amounts, and reported expenditure describe different stages. They are not added together as a project total.

  1. FY2019 audited federal resurfacing expenditureReported federal-award expenditure

    The federal-award schedule reports $15,805 of Highway Planning and Construction expenditure for Resurfacing Streets, STP-M-9201(15). It is not a contractor-payment record and is not linked to later paving projects.

    Amount reported at this stage: $15,805

    Search the archive: FY2019 audited federal resurfacing expenditure

  2. FY2020 Street Maintenance strip-paving actualReported aggregate spending

    The annual budget detail reports $1,940,632 of actual Strip Paving expenditure in Street Maintenance. The account total is aggregate annual spending and is not allocated to named streets or contracts in this source.

    Amount reported at this stage: $1,940,632

    Search the archive: Strip Paving · Street Maintenance

  3. FY2020 audited federal resurfacing expenditureReported federal-award expenditure

    The federal-award schedule reports $33,600 of Highway Planning and Construction expenditure for Resurfacing Streets, STP-M-9201(15). Keep separate from General Fund Strip Paving actuals.

    Amount reported at this stage: $33,600

    Search the archive: FY2020 audited federal resurfacing expenditure

  4. FY2021 Street Maintenance strip-paving actualReported aggregate spending

    The annual budget detail reports $13,487 of actual Strip Paving expenditure in Street Maintenance.

    Amount reported at this stage: $13,487

    Search the archive: Strip Paving · Street Maintenance

  5. FY2021 audited federal resurfacing expenditureReported federal-award expenditure

    The federal-award schedule reports $44,400 of Highway Planning and Construction expenditure for Resurfacing Streets, STP-M-9201(15). It does not identify a contractor or establish cash payment timing.

    Amount reported at this stage: $44,400

    Search the archive: FY2021 audited federal resurfacing expenditure

  6. Rogers Group STBG resurfacing award approvedApproved contract award · PASSED — consent agenda

    Council approved Resolution 2021-34 awarding Rogers Group the resurfacing of various city streets with STBG funds. A later resolution identifies the original award as $1,066,988.50; this is authorization, not payment.

    Amount reported at this stage: $1,066,988.5

    • Curtis: yes
    • Witt-McMahan: yes
    • Lockmiller: yes
    • Perkinson: yes
    • Pelley: yes

    Recorded vote: Approve the September 22, 2021 consent agenda as stated in the meeting minutes.

    Reviewed decisions: View decision

    Search the archive: Resolution 2021-34 · Rogers Group · STBG resurfacing

  7. Council authorizes TDOT STBG paving contractContract authorization · PASSED — consent agenda

    Consent item j authorized execution of a contract with TDOT for STBG paving. Council Member Pelley moved approval of the consent agenda and Vice Mayor Lockmiller seconded. The minutes state no amount or project PIN, so this approval is not assumed to identify the later contract amendments.

    • Curtis: yes
    • Witt-McMahan: yes
    • Lockmiller: yes
    • Perkinson: yes
    • Pelley: yes

    Recorded vote: Approve the October 19, 2021 consent agenda as stated in the meeting minutes.

    Reviewed decisions: View decision

    Search the archive: STBG paving

  8. PIN 123661.00 Rogers Group contract increaseApproved contract amendment · PASSED — consent agenda

    Council approved increasing PIN 123661.00 from $1,066,988.50 to $1,097,731.16. The finance memorandum says Mattern & Craig verified the final cost and requested the $30,742.66 increase to allow final payment. This establishes authorization, not a disbursement.

    Amount reported at this stage: $1,097,731.16

    • Witt-McMahan: yes
    • Lockmiller: yes
    • Perkinson: yes
    • Curtis: yes
    • Pelley: absent

    Recorded vote: Council collectively approved paving changes, replacement equipment, park maintenance, engineering negotiations, grant and housing resolutions, and auditors. Pelley was absent.

    Reviewed decisions: View decision

    Search the archive: PIN 123661.00 · Rogers Group · Resolution 2022-07

  9. STBG paving engineering contract approvedApproved professional-services contract · PASSED — consent agenda

    Council approved a proposal and contract with Gresham Smith for professional services for STBG paving as part of the consent agenda. The reviewed decision states no amount, and this engineering authorization remains separate from construction awards and payments.

    • Witt-McMahan: yes
    • Lockmiller: yes
    • Perkinson: yes
    • Pelley: yes
    • Curtis: absent

    Recorded vote: Council collectively approved cemetery maintenance, paving engineering, public-safety training-facility services, and a one-time retiree cost-of-living adjustment.

    Reviewed decisions: View decision

    Search the archive: Gresham Smith · STBG paving engineering

  10. FY2022 Street Maintenance strip-paving actualReported aggregate spending

    The annual budget detail reports zero actual Strip Paving expenditure in Street Maintenance for FY2022. This does not establish that every paving-related fund or project had zero activity.

    Amount reported at this stage: $0

    Search the archive: Strip Paving · Street Maintenance

  11. PIN 123661.00 Rogers Group award increased againApproved contract amendment · PASSED

    Resolution 2022-17 explicitly increases the same PIN 123661.00 Rogers Group contract from $1,097,731.16 to $1,145,611.48, an additional $47,880.32. This supplies the amount omitted from the adopted-minutes summary.

    Amount reported at this stage: $1,145,611.48

    • Curtis: yes
    • Pelley: yes
    • Witt-McMahan: yes
    • Lockmiller: yes
    • Perkinson: yes

    Recorded vote: Resolution 2022-17 explicitly increases the same PIN 123661.00 Rogers Group contract from $1,097,731.16 to $1,145,611.48, an additional $47,880.32. This supplies the amount omitted from the adopted-minutes summary.

    Reviewed decisions: View decision

    Search the archive: Resolution 2022-17 · Rogers Group · STBG Paving

  12. Rogers Group asphalt-services bid approvedApproved service bid · PASSED — consent agenda

    Council approved Rogers Group’s asphalt-services bid as part of the consent agenda. The minutes state no amount or named-street scope, so this approval is not merged with a specific paving contract or expenditure.

    • Sherlin: yes
    • Witt-McMahan: yes
    • Curtis: yes
    • Eaton: yes
    • Pelley: yes

    Recorded vote: Approve the May 2023 consent agenda.

    Reviewed decisions: View decision

    Search the archive: Rogers Group · asphalt services

  13. Paving list presented with $2.03 million cost scheduleApproved cost schedule · PASSED — consent agenda

    Council approved the paving list as part of the consent agenda. The supporting packet lists 8.8 miles, $361,188.70 for milling and $1,673,118.35 for asphalt, totaling $2,034,307.05. This is an approved cost schedule, not a contract award, invoice, or payment.

    Amount reported at this stage: $2,034,307.05

    • Sherlin: yes
    • Witt-McMahan: yes
    • Curtis: yes
    • Eaton: yes
    • Pelley: yes

    Recorded vote: Approve the June 2023 consent agenda.

    Reviewed decisions: View decision

    Search the archive: paving

  14. FY2023 STBG-L resurfacing actualReported project account spending

    Capital Improvement detail reports $25,760 of actual expenditure in account 08-0904-6061, STBG-L Resurfacing. Street Maintenance separately reports no Strip Paving amount for FY2023; the two accounts are not combined.

    Amount reported at this stage: $25,760

    Search the archive: 08-0904-6061 · STBG-L Resurfacing · Strip Paving

  15. $2 million paving encumbrance recorded — July 2023Reported encumbrance

    Later monthly finance narratives say $2,000,000 for paving was encumbered in July 2023. An encumbrance is spending authority/commitment, not an expenditure, invoice, or cash payment, and these pages do not identify the streets or contract. The source identifies the month only; July 1 is used for timeline ordering.

    Amount reported at this stage: $2,000,000

    Search the archive: $2 million paving encumbrance recorded

  16. Council approves Rosedale and Hornsby paving estimateApproved estimate · PASSED — consent agenda

    Consent item j approved a $57,000 estimated cost for paving Rosedale Street and Hornsby Street. Pelley moved and Curtis seconded consent-agenda approval. This is an approved estimate, not a verified invoice or payment.

    Amount reported at this stage: $57,000

    • Sherlin: yes
    • Witt-McMahan: yes
    • Curtis: yes
    • Eaton: yes
    • Pelley: yes

    Recorded vote: Approve the August 2023 consent agenda.

    Reviewed decisions: View decision

    Search the archive: paving

  17. Finance memo reserves paving capacityFunding plan

    The Finance Director says paving was not done in FY2022 or FY2023 and recommends retaining $1,500,000 of additional General Fund balance because the FY2025 paving allotment was planned for use in the current year. This is a funding recommendation, not spending.

    Amount reported at this stage: $1,500,000

    Search the archive: paving · FY2025 paving allotment

  18. Council approves local paving scope revisionApproved project-scope revision · PASSED — consent agenda

    Council approved removing Sweetfield Valley Road and adding Tellico Avenue from Madison Avenue to the city limits. The supporting memorandum estimates the revised project at $1,931,915.02 against a $2,040,000 Rogers Group purchase order. Neither amount is evidence of payment.

    Amount reported at this stage: $1,931,915.02

    • Curtis: yes
    • Witt-McMahan: yes
    • Pelley: yes
    • Eaton: yes
    • Sherlin: yes

    Recorded vote: Council approved all nine consent-agenda items, including the Westside School transfer, insurance renewal, purchasing and service agreements, appointments, and an IT position.

    Reviewed decisions: View decision

    Search the archive: Tellico Avenue · Sweetfield Valley Road · Rogers Group

  19. FY2024 Street Maintenance strip-paving actualReported aggregate spending

    Street Maintenance detail reports $1,485,076 of actual Strip Paving expenditure. Capital Improvement separately reports $27,832 in STBG-L Resurfacing; the sources do not allocate the Street Maintenance total to named streets or reconcile it to the May estimate.

    Amount reported at this stage: $1,485,076

    Search the archive: Strip Paving · STBG-L Resurfacing

  20. FY2025 paving actualsReported spending

    Street Maintenance reports $368,682 of Strip Paving actual expenditure, while Capital Improvement reports $14,865 in STBG-L Resurfacing. The federal-award schedule separately reports $11,790 of Highway Planning and Construction expenditure for Resurfacing Streets. These differently scoped figures are retained separately and are not summed or treated as cash payments to a named contractor.

    Amount reported at this stage: $368,682

    Search the archive: Strip Paving · STBG-L Resurfacing · Resurfacing Streets

  21. RFB 25-10 reaches bid deadline after TDOT approvalProcurement progress

    Program status records June 2025 TDOT approval and a July 23 bid deadline, while preserving the $999,000 STBG-L plus $1,068,000 city funding plan. The $2,067,000 is a project budget, not the bid or expenditure.

    Amount reported at this stage: $2,067,000

    Search the archive: RFB 25-10 reaches bid deadline after TDOT approval

  22. Nine-street STBG-L resurfacing award approvedApproved contract award · PASSED — consent agenda

    Council unanimously approved RFB 25-10 to Rogers Group for nine streets totaling 3.94 miles. The supporting packet states a $1,683,300 unit-price bid, $1,888,102 estimated construction cost including testing and inspection, and $2,067,000 project budget. Payment depends on actual quantities and the bituminous-material index.

    Amount reported at this stage: $1,683,300

    • Sherlin: yes
    • Duggan: yes
    • Pelley: yes
    • Eaton: yes
    • Curtis: yes

    Recorded vote: Council approved the consent agenda collectively: Heritage Park work, resurfacing nine streets, surplus fire hoses, three grant applications, replacement dumpsters, and the next retail-package-store application and selection schedule.

    Reviewed decisions: View decision

    Search the archive: RFB 25-10 · Rogers Group · STBG-L

  23. RFB 25-10 preconstruction meetingReported project mobilization

    A later City program-of-work status report says Council approved the nine-street list in April 2022, TDOT approved in June 2025, Council approved the award on August 19, and a preconstruction meeting occurred September 12, 2025. It anticipated spring 2026 completion. This status report is progress evidence, not payment or completion evidence.

    Search the archive: RFB 25-10 · preconstruction meeting · nine-street list

  24. Two RFB 25-10 streets reported completeReported construction progress

    The November status report identifies Mt. Verd Road and Forrest Avenue as completed after the September 12 preconstruction meeting; remaining streets were anticipated for spring 2026.

    Search the archive: Two RFB 25-10 streets reported complete

  25. RFB 25-10 reported in progressReported construction progress

    A Public Works memorandum says RFB 25-10 began late in 2025 and was scheduled for completion in April 2026. It discusses extending the project unit prices to separate Heritage Park parking-lot work; that separate proposed work is not included as part of the nine-street award history.

    Search the archive: RFB 25-10 · Heritage Park parking-lot work

  26. Dennis Street additional funding approvedApproved estimate and contingency · PASSED

    Council approved additional Capital Improvement Fund funding for Dennis Street in an estimated amount of $115,850, with a 15% contingency if costs exceed the estimate. The estimate plus full contingency totals $133,227.50; this is authorization, not proof of actual cost or payment.

    Amount reported at this stage: $115,850

    • Curtis: yes
    • Sherlin: yes
    • Eaton: yes
    • Duggan: yes

    Recorded vote: Approve an estimated $115,850 from the Capital Improvement Fund, plus a 15% contingency, for additional Dennis Street paving work.

    Reviewed decisions: View decision

    Search the archive: Dennis Street change order reported approved

  27. RFB 25-10 final construction amount estimatedFinal pay application in process

    Public Works reports the contractor's final pay application is being processed and estimates the final construction contract at approximately $1,785,000. This is a near-final estimate, not a posted payment or final executed amount.

    Amount reported at this stage: $1,785,000

    Search the archive: RFB 25-10 final construction amount estimated

  28. PIN 132258.00 engineering ceiling amendment proposedProposed professional-services amendment

    A separate engineering amendment seeks $20,000 for added Forest Avenue/Dennis Street services and TDOT closeout, raising Gresham Smith's ceiling from $177,410 to $197,410. Do not add this ceiling to construction payments without a reconciled ledger.

    Amount reported at this stage: $197,410

    Search the archive: PIN 132258.00 engineering ceiling amendment proposed

What remains unconnectedEvidence needed to complete the trail.
  • Named-street lists, invoices, pay estimates and completion records were not located in the reviewed records for the FY2020 and FY2024 Street Maintenance aggregate spending totals.
  • The reviewed records do not establish that the 2022 STBG contract, the 2024 local paving scope, and the 2025 nine-street STBG-L award are phases of one project; they remain separate events.
  • The reviewed records do not reconcile the 2022 PIN 123661.00 amended contract to annual reported Street Maintenance or Capital Improvement spending.
  • The May 2024 project estimate and purchase order are not reconciled to the FY2024 or FY2025 reported account totals.
  • The FY2025 Street Maintenance, Capital Improvement and federal-award figures have different scopes; the records reviewed do not provide transaction-level overlap or a crosswalk.
  • The June 2023 $2,034,307.05 paving list and August 2023 $57,000 Rosedale/Hornsby estimate are not reconciled to contracts, invoices, or annual spending totals.
  • The June 2023 $2,034,307.05 paving list remains unreconciled to the July 2023 $2,000,000 encumbrance, the May 2024 $1,931,915.02 estimate, annual actuals, invoices, or named-street completion records.
  • The August 2023 $57,000 Rosedale/Hornsby approved estimate remains unreconciled to a contract, purchase order, invoice, expenditure account, payment, or completion record.
  • For PIN 123661.00, Resolution 2022-17 establishes a $1,145,611.48 amended ceiling, but the reviewed batches contain no invoice ledger or proof that the additional $47,880.32 was paid; the March memo only supports final payment at the earlier $1,097,731.16 amount.
  • The reviewed 2022 design agreement is later linked by the 2026 amendment to PIN 132258.00. The records do not support joining PIN 132258.00/RFB 25-10 to PIN 123661.00 as one financial project.
  • RFB 25-10's approximately $1,785,000 final construction amount was still an estimate with the final pay application in process on August 5, 2026. A final pay application, approved final quantity statement, payment ledger, retainage release, and TDOT closeout remain needed.
  • The $20,000 Gresham Smith amendment and $197,410 engineering ceiling are professional-services authorization figures, separate from Rogers Group's construction contract. Actual engineering invoices and approval evidence remain needed.
  • Older audited STP-M-9201(15) federal expenditures ($15,805 FY2019, $33,600 FY2020, $44,400 FY2021) have no reviewed crosswalk to a named paving contract and should remain a separate series.
  • Monthly General Fund narratives describe a $2,000,000 July 2023 paving encumbrance and later variances, but no reviewed page splits encumbered, invoiced, and paid amounts or identifies the vendor/project.
  • Dennis Street authorization is established at $115,850 plus 15% contingency; executed changes, final quantities and payment remain unreconciled.

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