HomeMy WebLinkAboutAnnual Operation Report (Form)31
Annual Operational Report
(County Highway Form No, 16)
(City & Town Form No. 225)
ATTENTION COUNTIES
These pages numbered 31-33A are to replace pages
31, 32 and 33 in the HEP. PIC "Guide Manual, Records
and Reports for Indiana County Highway Departments",
issued June 1981.
ATTENTION CITIES
These instructions have been prepared to give
guidance to City and Town Form No. 225 in
cooperation with the Indiana State Board of
Accounts a~ld the Indiana Department of Highways.
PURDUE
UNIVE~ITY
ANNUAL OPERATIONAL REPORT
(County Highway Form No. 16)
(City and Town Form No. 225)
Public Law 103, Acts 1971, (IC 8-17-4.1) requires each
county, city or town to prepare as of December 31 of each year an
annual operational report of their highway or street department.
Four (4) or more copies of this report are to be filed or distri-
buted on or before February 15th next following the operational
report year as set forth below. Cities and towns with a popula-
tion less than 20,000 are exempt from the requirement. But, they
may find many portions of the form to be helpful in the manage-
ment of their municipality.
One original mailed to the State Board of Accounts, 912 State
Office Building, Indianapolis, 46204& ~%~
One copy filed with the Office of the Mayor/Board of County
Commissioners; (to be available to the Public and Press)
One cody mailed to Plannin~ Section, Indiana Department of
Highways, 1205 State Office Building, Indianapolis, 46204;
One copy retained in the office of the county highway
department; and,
One copy mailed to HERPICC, Civil Engineering Buildinz,
Purdue University, West Lafayette, Indiana, 47907.
The law also requires that the report must be made available
to the Public and the Press. The copy furnished to HERPICC,
while not required by law, provides for a state-wide comparison
of highway costs for counties, cities and towns which should be
of interest and benefit to all such highway or street depart-
The report is divided into eight (8) sections and ~he fol-
lowing instructions should be observed in preparing each sec[ion:
Section I Financial Statements. Compiled from the fund
ledgers and shall show the receipts by source, disbursements for
each major classification and the balances in each of the respec-
tive funds listed in the report. Also includes any bond issue~
or other funds related to the county highways/city streets and
their bridges. Designed to show the "cash" balance in each fund.
If any fund has investments at that date, note below the fund
balance the words and figures "Investments (Principal) at
December 31 - $ "
Section II - ~etails of Disbursements. Compiled from the
"Detailed Ledger of Disbursements: showing the expenditures by
minor expense classification (excluding construction) for each
fund. Note that some of the minor expense accounts have been
combined into a single classification and in some cases,
33
expenditures will be reported only by major budget classifi6a-
tion. The totals disbursed for administration, maintenance and
repair, and for general and undistributed expense shall agree
with the totals for those classifications in Section I.
It is required to differentiate between Other Highway Physi-
cal Maintenance Expenditure and expenditures for Traffic Ser-
vices. Traffic Services inclues ice control and snow removal,
traffic signs, signals and street light repairs where applicable.
Traffic Signals and Street Light Repairs are reported under
"Utilities". For Ice Control and Snow Removal changes have been
suggested to isolate this expenditure into two categories:
Ice Control and Sno~ Removal by County Forces: Time costs
for personnel involved in this activity should be noted and
recorded as indicated on the form· Sand and salt expenses
should also be noted under "Supplies as shown;
Ice Control and Snow Removal by Contract: If Ice Control
and Snow Removal is undertaken by Contract, then it should
be separated from Other Maintenance and Repair Expenses
undertaken by Contract as shown;
Maintainer/Grader Blades: The expenditure on maintainer or
grader blades should be indicated as shown under Garage Sup-
plies;
~ - Cars and Pickups: Costs of repairs for cars and
sh-~d--'~e separated from other equipment repair
costs as indicated on the form. This would enable road
equipment costs to be separated from that of cars/pickups;
Expenses on equipment for Ice Control and Snow Removal
should also be separated and recorded in the appropriate
section under General and Undistributed Expense;
Section III - Maintenance and ~ Ex e~. Compile and sum-
marize a-~ of the expen~-~ures for "maintenance and repair" as
distinguished from the costs of construction and reconstruction
in Section IV. The total expenditures under each fund should
agree with the totals in Section II.
Section IV - Construction and Reconstruction. Compile :he
disbursements for construction and reconstruction. Show the
details on improvement types, iocacion and amount for each fund
as described below.
a. Definition of Improvement Types It is recommended that
counties and cities should study and use the definition of
various improvement types listed in Appendix A. Under
changes, Construction and Reconstruction Expenditure should
indicate the appropriate fund;
33A ' ~
be
ee
Location o._~ Project - This should indicate the beginning and
end of project as well as length to nearest 0.1 mile on the
road section. The system of numbering adopted should be
indicated in the section provided: (1) IDOH Road Inventory
Classification and Numbering Scheme or (2) County Numbering
System (after Pu~d.U)aqS~%.eme). e.g., 100N, 2OOw, etc.;
Type of Improvement - Identify type of improvement and tick
appropriate column for each project;
Amount - Theltotal amount spent on each project should be
recorded and summaries provided as shown on the form;
Applicable Funds - The information on Construction and
Reconstruction should be completed for each appropriat~ fund
(I) Motor Vehicle Highway Fund; (2) Local Road and Street
Fund; (3) Cumulative Bridge Fund; and (4) Other Designated
Fund to be specified by each county or Federal Revenue Shar-
ing Fund.
Section V - Classification of Employees. Report the number
of persons ~mployed by the hig~'~a~' department each month durin~
the calendar year and the work classifications of the employees,
as required in Public Law 103.
Section VI Inventory. Report the physical inventory of
county highway department equipment at the close of business
December 31. It is not necessary that a physical inventory be
taken of minor expendable supplies; however, the report must lis:
each item of equipment. In preparing the inventory of equipment,
care should be taken to see that it includes all items on the
inventory at December 31 of the preceding year, unless an item on
that inventory has been traded in or otherwise disposed of, plus
any new items purchased during the year. See also Form 315A.
Section VII - Road Mileage. The mileage entries by surface
type should yie-~Td a tota~approximates the total reported by
the Planning Division,: Indiana Department of Highways, and taking
into consideration any roads abandoned or added to the system
during the year· The changes that have been made over the previ-
ous year and the reasons for the change should be noted on :he
form as indicated.. For example: (I) paved gravel road; (2)
Reconverted paved road to gravel; (3) annexation which should
decrease or increase county, city or township mileage; (4) other
reason such as abandonment, or as appropriate.
Section VIII - Proposed'-Pro~ram 'for Followin~ Year. Lis:
all construction and reconstruction projects proposed for ~he
followin~ year to~ether with a ~eneral description of the re0a[r
pro,ram for such year. Indicate location of project, type of
improvement and fundin~ source fo~ both road and brid~e proiec~
as indicated on the form.
All of the entries in Sect: ~ : through IV should azree
the records of the auditor aed %el ~re the report is filed
official document it should be ~m:tted to the auditou
review.
IHPROVEHKNT TYPE D£.FINITION$ (This refers Co column headings os forms)
The tmprovemenc cypes used tn FHgA-$34, lines 03 through 13,
ere defined es
03--#EM ROUTEo-Conscrucclon of a new faclllc~ ChaC will hOC
replace or relocate an exisC~n~ facility. A new f&clllCy
provldec-'~a) a-'~--~'~lc~-where none existed or (b) an
and alcern&ce facility co an existing facility Chac will remain
open and continue co serve through
O&--~ELOCATIONS--~onsCrucCion of a facility on a ney loca-
tion Chac replaces a~n exisCin~ route. The new facility carries
a~l the Chroush traffic with the previous facility closed or
retained as a landservice road
0§--~Eg0NST~UgTION--gonstrucclon on approximate alignment of
an ex~scin~ route where old pavement structure i_~sremoved and
replaced. Such recouscruccion may be co the existing number o[
lanes or may include widening Co provide continuous additional
lane(s) or dua~zing, adding, or ,revising interchanges Or ocher-
wise substantially changing the general character of the highway.
06--MAJOg WIDENING--The addition of lanes or dualizacion of
an exiscin~ faciliC¥ where che exisCin~ pavemen~ is salvaged.
A~so included, where necessary, ~s the resurfacing of existing
pavement and ocher inc~dencal i~provemence such as drainaEe and
shoulder improvements.
07--MIN02 WIDENING--The addition of 2 feeC or more of width
per lane C_o_o ~he roadway of an exiscin~ facility wichouC adding
lanes, In many cases, ~he improvement wll~ include r~surfac!n~
chi exis~lnt pavement and ocher incidental improvements such as
shoulder and drainage improvements.
08--~ESTO~ATION AND ~EHABILITATION--Work required co return
an exiscin~ ~avemenc or brid~e deck (lncludin~ shoulders and
e"~anston Joint devices)--~o a condition of adequate structural
supporc (including partial or complete bridge deck replacement)
or Co a coudiclon adequace for placement of an additional stage
Of construction (loeo, bridge deck proccecClve system or rssur-
facing), There may be some upgrading of unsafe feaCures of ocher
incidental work in conjunction wL~h resCoracion and rehabillca-
Ciono Typical improvemencs wo~d ~nclude replacing spelled or
mal[uncclontng Jolncs; substantial pavemenC underseallng when
esseuCia~ for pavemenc scab~zac£on prior co resurfacing;
grinding/grooving of rigid pavements; replacing decer~oraced
materials; reworking or screngc~ea~o$ bases or subbases; addtn~
underdra£ns; and bridge deck repair.
09--RESURFACINC--~lacemenc of additional surface maceria~
over chi exisctn~ roadway or br~'-~e deck co improve serviceabil-
ity or Co provide addlclona~ strength. There may be some ~nor
widen~ng~ upgr·ding o~ unsafe ~e·Cures~ and ocher ~n~denc·l work
in conjunction with resurfac~ng. Where surfacing is constructed
by · separate project as a [~nal stage of construction, the type
of ~aprovement should be the same ·s that of the .pre¢·d~ng
stage--new route, relocation, reconstructions m~nor w~den~ng~ ·nd
eo forth°
IO--~RIDGE gEPLACEHENT--The Co,al re~acenenc o£ · structur-
ally inadequate o_~r functiona~ly obsolete brid_~ wit~-a_--ne~ ~truc-
ture constructed ~n the same general traf~ corridor, to current
geometric, construction, and structural standards. Incidental
roadway approach work is included.
ll--B~IDOE REHABILITATION--The, sa}or work required Co
restore the structural in~e~r~c~ o~ ~ bri~
necessary ~o correct major safety defects. Bridge deck replaces
sent and the w~denin~ of bridges ~o specified standards are
~nc~uded.
12--SAFETY/TAAFF~C 0PE~ATON$/TSH--A project or a signif~cant
por~ion of a project Chat ~rovides features or devices Co enhance
safety; or a traffic operat2on ~mpr~vement th-~t'"' is des-~gned ~o
reduce traffic congestion and to [a¢il~tace the flow of traffic
for boch people and vehicles on existing systems; or that is
d~e~gned to reduce vehicle use or to improve ~rans~t service.
13--ENV~0NH£NTALL¥ ~ELATED--This category includes
ments that do ~ote ~rovide any i~crease.in the level of service,
the condition--'o~f ~he ~ac2~lty, o~' sa£ecy.~ Typical ~m"~rovemen~
in th2s cacesory wou~d be no-'~se barriers, beautification, and
other environnentall~ related features built as part of ~he above
lden~l~2ed ~mprovement types.