A: Contact Melissa Pryor at (302)760-2085. Gloria maintains a listing of all approved suburban developments. Only civic associations with State Maintained streets are eligible to participate in the program.
A: Print out and complete the application form (link at the bottom of the web page) and mail to the address indicated on the form. The Division of Accounting requires a DE W9 which can be completed on their website.
A: No, but associations are asked to sign and return the data sheet enclosed in the annual informational packet stating that the information listed is correct and they do wish to continue to participate in the program. A self addressed envelope is included in the informational packet for this purpose.
A: Any change in association information should be noted on the data sheet enclosed in the annual informational packet. You may notify DelDOT of association changes that occur after submission of the data sheet by completing a change form (link at the bottom of web page) and mailing to the address indicated on the form or email the information to email@example.com.
A: We will accept copies of bank statements in the name of your civic association or maintenance organization. The intent of this is to ensure that proof of payment by the civic association can be substantiated. No reimbursements will be made based on payments from personal checking accounts.
A: If your community has a cash flow problem DelDOT will accept a notarized "Good Faith Statement" in lieu of providing a cleared check. This statement is provided at the bottom of the billing form (link at the bottom of the web page). The statement must be signed and notarized.
A: DelDOT will reimburse based on 5 storm categories, the 1st category beginning with pavement snow accumulation of 4" to 8". The formula is based on a mobilization fee + mileage rate + cul de sac/dead end rate. These rates are explained in detail in the informational letter mailed to enrolled associations in the fall.
A: The formula is based on the actual cost of the entire population of snow bills received from the previous year, the very high and very low values are eliminated so they do not distort the calculation. Typically allowances are added in for inflation such as fuel.
A: The University of Delaware maintains twenty-six weather stations statewide equipped with automated snow sensors which will be used for the
official snowfall measurement. Accumulation totals are updated hourly on this website.
Each association's snow zone is noted on their annual informational letter.
Reimbursement for snow zones with multiple DEOS stations will be based on the highest measurement recorded by any of the DEOS stations
within that particular snow zone.
A: A request for reimbursement form is included with the informational packet mailed to each registered association in early Fall. Complete and sign the request form, attach a copy of the snow contractor's bill along with a copy of the cleared check that paid the snow plow contractor and mail to the address indicated on the form. NOTE: The request form and the contractor's invoice must have a daily breakdown of service charges and material charges. Feeder roads must be predetermined by DelDOT. They must be invoiced separately and recorded separately on the reimbursement request form with a daily breakdown of service charges and material charges.
A: If you have an annual contract in which you paid an agreed upon annual amount up front, complete and sign the request form, attach a copy of the contract, and a copy of the cleared check that paid the snow plow contractor and mail to the address indicated on the form. You will automatically receive the maximum reimbursement allowed for each qualifying event in your area until 75% of the amount paid to the contractor has been reached.
A: Knowing the financial restrictions placed on Home Owners Associations and Civic Associations during active snow seasons, DelDOT has, in the past, issued checks between 7 and 10 days. However, please be aware that statewide storms impact a larger number of associations and may slow the processing of documents. The State of Delaware requires that payment be made within 30 days of receiving all required documentation.
A: Although DelDOT does not reimburse snow falls of less than 4 inches in suburban developments, the state road system is maintained at much lower snow accumulation because of the highway safety factor. The state road system has considerable higher traffic levels and speeds in excess of those in suburban developments, so we plow and treat the roads whenever there is a threat of snow in order to reduce accidents and the loss of life and property.