5-19-10 | Financial Statement | Audit

The regular meeting of the Board of Calhoun County Road Commissioners was held on Wednesday, May 19, 2010 at 5:30 p.m.

in their office located at 13300 Fifteen Mile Road, Marshall, Michigan. PRESENT: Commissioner Commissioner Commissioner Commissioner Commissioner Scott Brown, Chairman Hugh Coward, Vice Chairman (entered at 5:43 p.m.) Charles Monaweck, Member Eric Tobin, Member (entered at 5:39 p.m.) Christopher Vreeland, Member

ALSO PRESENT: Mary Jo Crumpton, Deputy Board Clerk General Public Chairman Scott Brown called the regular meeting of the Board of Calhoun County Road Commissioners to order at 5:30 p.m. and led the Pledge of Allegiance. Motion made by Commissioner Vreeland and supported by Commissioner Monaweck to approve the Claims Payable Listing ending May 10, 2010 for $299,608.64. Roll call vote: Vreeland-Yes; Monaweck-Yes; Brown-Yes. Motion carried. Motion made by Commissioner Vreeland and supported by Commissioner Monaweck to approve the May 5, 2010 regular meeting minutes. Voice vote: Motion carried. AUDIT PRESENTATION Mr. David Fisher of Rehmann Robson presented the 2009 Audit of the Calhoun County Parks Trustees Board, Calhoun County Board of Public Works, and Board of Calhoun County Road Commissioners.

Calhoun County Parks Trustees Board: Mr. Fisher reviewed the audited financial statements

for the year ended 12-31-09, and noted there is not a lot of activity in the fund. As of 12-31-09, the fund balance was $34,488. He reviewed the statement of activities and general fund revenues, expenditures, and changes in fund balance.

Calhoun County Board of Public Works: Mr. Fisher noted that the Board of Public Works is

involved with the construction of water and sewer projects on behalf of various municipalities and townships in Calhoun County and is responsible for servicing the debt from these projects. He reviewed the basic financial statements for the year ended 12-31-09, the independent auditor’s report, statement of net assets and governmental fund balance sheet, statement of activities and governmental fund revenues, expenditures and changes in fund balance, etc. He added that the amount due to the Road Commission as of 12-31-09 is $362,763 as a result of an inter-fund loan between the Road Commission and the Board of Public Works many years ago. In earlier years, this was considered an unlawful use of Road Commission funds, but the Treasury Department has determined that it is not since it came from general county sources. Commissioner Brown asked if Act 51 funds were used for the inter-fund loan. Mr. Fisher confirmed that they were. Commissioner Brown asked if Solid Waste was included in the audit. Mr. Fisher replied no, the Solid Waste Department was separated from the Board of Public Works audit in 2008.

Board of Calhoun County Road Commissioners Minutes of May 19, 2010

Calhoun County Road Commission: Mr. Fisher referenced the audited financial statements

for the year ended 12-31-09, the independent auditor’s report on the financial statements, and management’s discussion and analysis prepared by management to supplement the financial statements. He also reviewed, in greater detail, the statement of net assets and governmental fund balance sheet, the reconciliation of governmental fund balance sheet to statement of net assets, the statement of activities, and governmental fund revenues, expenditures, and changes in fund balance, etc. Mr. Fisher commented that 2/3 of total revenue comes from MTF and he acknowledged the decrease in MTF and its overall impact on the Road Commission. Mr. Fisher provided information on employee vs. independent contractor relationships. COMMUNICATIONS AND RESOLUTIONS Mrs. Crumpton read the communications as follows: a) Received Resolution 2010-11 supporting the clarification of the alignment of Brigden Drive and surrounding local roads b) Received bids for the Asphalt Emulsion Tank c) Received bids for Dust Control d) Received notice from Teamster Local 214 Business Agent, Joel Gutzki, that the members ratified the tentative agreement MANAGING DIRECTOR’S REPORT 2009 Audit: Mrs. Crumpton requested Board approval of the 2009 Audit of the Calhoun County Road Commission. Motion made by Commissioner Tobin and supported by Commissioner Vreeland to approve the 2009 Audit of the Calhoun County Road Commission. Roll call vote: Monaweck-Yes; Tobin-Yes; Coward-Yes; Vreeland-Yes; BrownYes. Motion carried.

Resolution 2010-11: Mrs. Crumpton requested Board approval of Resolution 2010-11 supporting the
clarification of the alignment of Brigden Drive and surrounding local roads. Motion made by Commissioner Vreeland and supported by Commissioner Coward to approve Resolution 2010-11 supporting the clarification of the alignment of Brigden Drive and surrounding local roads. Voice vote: Motion carried.

Teamster Local 214: Mrs. Crumpton requested Board approval of the ratification of the Teamster Local
214 tentative agreement. Motion made by Commissioner Coward and supported by Commissioner Vreeland to approve the ratification of the Teamster Local 214 tentative agreement. Commissioner Monaweck asked why the Labor Agreement still refers to divisions since we have gone to a centralized location. Mrs. Crumpton responded that employees report to outlying divisions/garages when needed, such as during winter months for winter maintenance operations.
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Board of Calhoun County Road Commissioners Minutes of May 19, 2010

Roll call vote: Tobin-Yes; Coward-Yes; Vreeland-Yes; Monaweck-Yes; BrownYes. Motion carried.

Other: We are averaging nine patching crews on a daily basis.

Crews are patching over culvert crossings and the Durapatchers are running on the day and night shift. We continue to replace culverts on roads scheduled for sealcoating this summer. Sealcoat operations are scheduled to begin in Bedford Township in early June. Continuing sign repair/replacement throughout the county. Mr. Henning will be attending a meeting next week to discuss the potential removal of the J Drive South Bridge over I-69 in Fredonia Township. The meeting is being held at MDOT’s Marshall TSC next Thursday, May 27th at 1 p.m. Commissioner Vreeland added that from his understanding, this is a preliminary meeting with the Road Commission, school districts, emergency services, etc. COMMISSIONERS TIME Commissioner Tobin asked if the Road Commission is aware of and following the “pothole patrols” on the radio and newspaper. Commissioner Brown explained that the program is SeeClickFix.com and a Calhoun County boundary line/watch area has been set up. Whenever a problem is reported, an email is sent to info@calhouncrc.net. Staff issue a service request based on this information. Commissioner Coward asked where the Durapatchers are working. Mrs. Crumpton replied that we are using them predominantly for sealcoat preparation. Commissioner Vreeland informed the Board that Fredonia Township had their second Road Committee meeting last Tuesday night. They will be meeting the second Tuesday of each month and will be developing a five-year plan. He also reported that at the meeting, discussion took place on Fredonia Township purchasing a Durapatcher. Commissioner Vreeland noted that when he became a Road Commissioner he was provided with a handout called “The History of Roads” that was presented to the Association of Southern Michigan Road Commissions. It is a historical perspective of our roads and he recommended it for reading. Commissioner Brown provided Board members with the evaluation packet for Mr. Henning, as well as Mr. Henning’s summary of accomplishments. The evaluation is the same as last year and he instructed the Board to complete the evaluation and bring it to the next Board meeting. ANNOUNCEMENTS The next regular meeting of the Board of Calhoun County Road Commissioners will be held on Wednesday, June 2, 2010 at 5:30 p.m. There being no additional business before the Board, Chairman Brown adjourned the meeting at 6:09 a.m.

Submitted by:

_________________________________ Mary Jo Crumpton, Deputy Board Clerk

_____________________________________ Scott A. Brown, Chairman

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