12-02-1991 - Laserfiche WebLink

Comm. Minutes--December 2, 1991 781 c. The CCRD (Cass County Road Department) will concentrate on the functional areas of maintenance of existing roads/facilities, engineering for construction projects, and traffic control and signing. The CCRD will develop Engineer's Estimates on all construction and major maintenance projects (those over $30,000) and prepare bid specifications for all such projects. The CCRD will plan and document the major projects to be worked on in 1992 by February 17, 1992. The CCRD will submit a plan and cost estimates for all major projects for the future years at the time they submit their preliminary budgets each year. All projects with an estimated cost of over $30,000 must be put out on bids. The CCRD may bid on projects over $30,000, providing the CCRD is able to complete the project utilizing the current staff and equipment. The CCRD will use pre-qualification procedures and adequately notify all bidders of this requirement or selection procedure at the time bid specifications are advertised or given to potential contractors. d. The CCRD will not purchase any road equipment, or enter into a rental or lease agreement on equipment for more than a 30 day period, until a report is completed by the CCRD and the County Auditor's Office as to the needs as outlined in Recommendation #4 and approved by the County Commission. The CCRD will document and justify all major repairs (over $5,000) to existing equipment. The County Engineer will submit to the County Commission at the second meeting of every month the documentation on major repairs, along with the forms on pages 8 and 9 of EXHIBIT 1 (Equipment Status Report). e. The County Auditor's Office work with the CCRD in developing a new chart of accounts for both the General Ledger and the Job Costing system. Both the General Ledger and the Job Costing system are to be sufficiently detailed to provide meaningful information and to provide for the transfer of data from the Job Costing system to the General Ledger system by way of batch processing, if possible. The CCRD will have the Job Costing system closed out for the 1991 year by as soon as possible, but no later than April 1, 1992. The County Auditor will not process bills for the CCRD budget in 1992 until a detailed chart of accounts is developed and installed, that is acceptable to the Portfolio Commissioner, the County Auditor, and the County Engineer. The CCRD will utilize and submit to the commission the reconciliation form on page 3 of EXHIBIT 1 for every month. The first reconciliation will be submitted to the County Commission in time for the February 17, 1992 meeting.