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Monroe News
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Posted - 06/18/2012 :  6:09:39 PM  Show Profile  Reply with Quote Report Abuse

by Superintendent Lolli

The Monroe Local School District has been notified that the fiscal audit for FY2011 is now available on the Ohio State Auditor’s website. This state audit report identifies the actions that caused the fiscal emergency situation in the Monroe Local Schools and recommends several safeguards for future financial monitoring that the district has either implemented or will be implementing soon. The district has reviewed this audit and is working with the district legal counsel to determine what additional actions need to occur. A community meeting to discuss the state audit and the Board’s response to the audit recommendations will be held on June 25 at 7:30 PM in the Elementary Cafeteria after the regular board meeting.

Monroe, Ohio Breaking News

Mike_Irwin
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Posted - 06/18/2012 :  7:19:58 PM  Show Profile  Reply with Quote Report Abuse

For those interested:

Here are the links for the download pages for the 7/2010 through 6/2011 financial audit & Fiscal Emergency declaration:
If you just want to immediately download the PDF you can
MRI
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Mike_Irwin
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Posted - 06/18/2012 :  7:56:06 PM  Show Profile  Reply with Quote Report Abuse

Interesting read. JUST came upon a point that I have stressed for years - stressing this every year I was on the board! But it fell on deaf ears (Board and Superintendent).

The audit clearly shows that the school has NOT set aside reserve every year as required by law for books and capital improvement.
    page 47
    18. REQUIRED SET-ASIDES
      "The School District is required by State statute to annually set aside in the general fund an amount based on the statutory formula for the purchase of textbooks and other instructional materials and an equal amount for the acquisition and construction of capital improvements. Amounts not spent by year-end or offset by similarly restricted resources received during the year must be held in cash at year-end."


    In fairness, the next page it points out that the requirement for set aside for books was abolished:
      "Effective July 1, 2011, House Bill 30 repealed the State statute requiring school districts
      to annually set aside funds for acquisition of textbooks and other instructional materials."


    However, the school didn't set aside money from 2002 through 2011 for books. Interesting.

The read continues on ...

MRI
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Mike_Irwin
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Posted - 06/18/2012 :  8:13:19 PM  Show Profile  Reply with Quote Report Abuse

The meat of the report starts on page 63 and continue to page 79; findings (14 total) begin on page 64. It is interesting that the 2011 budget started at 14 million report Oct 2010 and finalized at 17 million; a 3 million increase during the year. Unbelievable!

Page 81 has a listing of findings from 2010 audit that were not corrected in the next fiscal year.

MRI

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retiredmilitary
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Posted - 06/19/2012 :  11:52:10 AM  Show Profile  Reply with Quote Report Abuse

The main problem I read is that the district lacked management.

Maybe the district lacked that management and the comunity was misinformed when they voted to break away from Middletown 12 yers ago.
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retiredmilitary
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Posted - 06/19/2012 :  11:53:40 AM  Show Profile  Reply with Quote Report Abuse

My only question is why did they only audit 2010-2011 and not go all the way back to 2005 when the problem supposidly began?
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zapp2525
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Posted - 06/19/2012 :  12:22:22 PM  Show Profile  Reply with Quote Report Abuse

http://3.bp.blogspot.com/_z1hq8eObz8M/TTJ110WcK6I/AAAAAAAAADU/KaTpdm-NQNo/s1600/Accounting+for+Dummies.jpg
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Happy HarperValley Rez
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Posted - 06/19/2012 :  12:29:47 PM  Show Profile  Reply with Quote Report Abuse

They would have bought that book Zapp but they used the money for a nice gavel for the board meetings in the new Admin Building the old one didn't go with the new decor......


quote:
[i]Originally posted by zapp2525[/i]
[br]http://3.bp.blogspot.com/_z1hq8eObz8M/TTJ110WcK6I/AAAAAAAAADU/KaTpdm-NQNo/s1600/Accounting+for+Dummies.jpg

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John Beagle
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Posted - 06/19/2012 :  2:30:10 PM  Show Profile  Visit John Beagle's Homepage  Reply with Quote Report Abuse

The results of the audit are disturbing!!!

The depth of the problem was unfathomable. In the state's analysis, Monroe lacked management oversight all the while being inaccurate, late and misleading in financial reporting to the state, county and the even the federal government.

Who is minding the finances? How could that many people, the board, the auditors, the superintendent, all miss these dozens of things, important things?

It appears that creative accounting was the norm in our school district.

I hope the state puts an end to the lack of management oversight by requiring all board members to know and enforce the law. Would a board member please ask for the latest bank reconciliation EVERY MONTH.

Going forward there has to be some sort of lawsuit. Certainly against the school district independent auditors and perhaps even against the former treasurer. I don't think we have heard the last of this. (Although the district has little chance in recovering the money with a lawsuit).

I'm glad to see a more professional and informed team heading our finances. Perhaps now we can get better answers to financial questions regarding the schools.

Also I have to say that I'm impressed with our new treasurer, Holly Cahall. She is exactly what this school district needs. And if you haven't met or spoken with Ms. Cahall, I invite you to get informed first hand before you say anything.








"I don’t know the key to success, but the key to failure is trying to please everybody" #BillCosby
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Mike_Irwin
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Posted - 06/19/2012 :  5:24:49 PM  Show Profile  Reply with Quote Report Abuse

I agree completely John, and Ms. Cahall is exactly what we have needed all along.

I am guilty of not asking for a bank reconciliation report each month. Didn't even consider it. I did, as you know, ask over and over for an accounting for all funds. I did ask why the monthly report appeared inaccurate each month. Why federal line items were always negative through each year and if there was an accounting for their being used as prescribed by law. I would question why the last two years we had to approve bills that were outstanding because staff would order things without a purchase order. And on and on and on ....

This was true for both treasurers.

My problem is that the current Board and Administration appear to be blind to the true state of finances and how there is more money every year; yet no money has ever been set aside for future expenses.

My problem is that the current Board and Administration appear to just want to blame others (past Superintendent, most recent Treasurer) without taking on responsibility to oversee WHAT was being spent.

One of the finding called for EACH school to have balances in place for the funds being used at that level. NEVER done. The Superintendent is the Day-to-Day CEO and ultimately responsible to see that things are flowing correctly. The Board is responsible for assuring the accurate and legal use of the public moneys. They should be questioning BIG picture like: With no savings, why do we continue increase our expenses from year-to-year, at the same pace as the increase in revenues? and so on ....

John, you are right on the money.

MRI
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Mike_Irwin
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Posted - 06/20/2012 :  01:23:27 AM  Show Profile  Reply with Quote Report Abuse

Touring around the Auditor of the State of Ohio's website, I came across the "Financial Forecast" report that was issued 05/09/2012.

Having spent the past two hours reviewing it, it was even more 'eye-opening' than the actual audit.
  • One of the things it details is on page 13 concerning the Open Enrollment income for 2009 - 2012.
  • It also points out the loans of $1 million and $1.4 million for the past two years.
  • Staffing levels are found on page 14 for the same three year period
      - it went up significantly in 2011 from 171 to 187 from 2010 to 2011 and dropped this year to 177.
  • Page 16 has the actual medical insurance plan costs and the percentage paid by the different levels of employees.
  • The debt service balance is found on page 18 but is lacking the Bern's property.
      - Page 18 also has a note of how the school paid for these items from the debt service fund instead of the general fund in years 2009 through 2011.
      - (Which got us in a lot of trouble)

For those interested it can be downloaded from this web page:
Or to directly download the PDF file, Click here for PDF

MRI
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zapp2525
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Posted - 06/20/2012 :  08:20:20 AM  Show Profile  Reply with Quote Report Abuse

What will Middletown do with Monroe's sports complex ?
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retiredmilitary
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Posted - 06/20/2012 :  09:04:11 AM  Show Profile  Reply with Quote Report Abuse

quote:
[i]Originally posted by zapp2525[/i]
[br]What will Middletown do with Monroe's sports complex ?



Practice fields
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Bretland
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Posted - 06/20/2012 :  09:17:39 AM  Show Profile  Reply with Quote Report Abuse

Mike,

Would it be fair to say that the school district has not had a handle on the finances since the initial formation of the school district?

I ask so that perhaps a time frame could be developed where the problems started. Also, Board members could be identified as well.

Monroe has a history of returning people over and over to the school Board. Part of that is due to the lack of new candidates, but established well known people tend to get re-elected if they run.

If there has been a problem since day one of the district - what is the community to do? It's easy to say throw them all out, but then who would be on the Board. And, should there be some sort of documented pre-requisite financial experience required prior to running for the Board?

This is a mess and will take a LONG time to fix. Hopefully, the State folks in charge can chart a course that will work and we can move forward with a new process and a new administrative structure that has some oversight.

"There are 10 types of people in this world. Those who understand binary, and those that don't."
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John Beagle
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Posted - 06/20/2012 :  09:26:38 AM  Show Profile  Visit John Beagle's Homepage  Reply with Quote Report Abuse

start rant----------------------

I think the state and the county have a lot to do with Monroe's financial troubles. Where is the feedback from these government entities? Why is the process so difficult and stringent at the same time? Do this or we will deny funds.... That's no way to run a business. You want everyone to transact business as accurately and smoothly as possible. If you have a problem with an entity, you work with them until all forms are completed correctly so that all systems have a proper accountancy of the transaction.

Some in the state, county and other entities act like they are doing you a favor when they help you. I understand that payments from the county are irregular. What's up with that, its our local money that the county collects from us and they cant even pay it back in regular intervals? They collect it in regular intervals, they should pay it in regular intervals.

The whole damn government system is broken. Its like you have to be an a$$hole to work in govt so yo can deal with all the a$$holes. And it all comes down to politics.

end rant ---------------------

"I don’t know the key to success, but the key to failure is trying to please everybody" #BillCosby
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hmmm
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Posted - 06/20/2012 :  11:47:18 AM  Show Profile  Reply with Quote Report Abuse

quote:
[i]Originally posted by Bretland[/i]
[br]Mike,



Monroe has a history of returning people over and over to the school Board. Part of that is due to the lack of new candidates, but established well known people tend to get re-elected if they run.




3/5 of the current School Board have never held a public office before being elected to the BOE.
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Bretland
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Posted - 06/20/2012 :  11:52:23 AM  Show Profile  Reply with Quote Report Abuse

I also stated: "should there be some sort of documented pre-requisite financial experience required prior to running for the Board?"

Maybe the answer to that is YES......................


"There are 10 types of people in this world. Those who understand binary, and those that don't."
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Happy HarperValley Rez
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Posted - 06/20/2012 :  12:31:01 PM  Show Profile  Reply with Quote Report Abuse

Maybe a credit report...

If you can't manage your personal finances then you are not a candidate to manage the schools?
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Bretland
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Posted - 06/20/2012 :  2:04:13 PM  Show Profile  Reply with Quote Report Abuse

A credit report might be a good start...............:)

"There are 10 types of people in this world. Those who understand binary, and those that don't."
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Mike_Irwin
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Posted - 06/20/2012 :  2:43:11 PM  Show Profile  Reply with Quote Report Abuse

I will try to answer as best I can. Understand these answers are my personal observations.

    Bretland asked,"Would it be fair to say that the school district has not had a handle on the finances since the initial formation of the school district?

YES, I believe this problem reaches back to the original formation of the school. With the board breakaway, the Board was faced with hiring a new Superintendent, Treasurer, and Principals. They relied upon the ESC (Butler County) to help them fill those position and seek out the best candidates.

In addition, the first board relied upon offering positions to the staff from the previous district. Understand NOT A BAD THING. Not sure what background checking was performed.

Some Admin positions were filled via the committee process where several committees were created and potential candidates came in to each group to speak.

In my research, I did not find any references or minutes concerning this process or records of candidates and qualifications. So I can't speak on the initial hiring directly; I was not part of the process. I am making this comment from statements made by others.

In addition, the rumor at the time and one that has continually 'raised-its-ugly-head' many times since (DURING negotiations), was that the initial board guaranteed that the staff would be the best paid in the area. I have heard this from past union reps, teachers, and other staff over the years.

Upon my election, I spent the better part of three weeks in the Administrative offices reading past financial reports and all minutes made by the past boards. These were very interesting.
    Points of Interest:

  • The District was sued by the Journal for refusal to supply information about an incident that had occurred between two administrators, resulting in one leaving the District under a cloud of suspicion. Eventually, the school settled out of court.

    SIDENOTE: Board member Tom Birdwell had a statement added to the minute in his objection to settling, believing that the Press did not have a right to know about the incident.

  • A study had been performed shortly after the creation of the District, by a local West Chester consultant, to determine potential growth.

    SIDENOTE: This study was seriously flawed in that it assumed very small growth of the district, while housing was being built at a substantial rate of growth. Bridecreek alone was creating 400 new homes. Other communities were also experiencing rapid growth. The report used statistical data that was 10 years old at the time. The minutes show acceptance of the report; but no questioning of the report and its flaws.

  • Financial reports varied fro month-to-month and just accepted into the record.
  • The new school construction had serious problems.
    1. The construction costs were considerably more (millions of dollars more) than the authorized bond levy.
    2. the funding difference and source of income for the difference was hazy at best.
    3. The razing of the old High School was initially funded in the project - but never realized.
    4. the budgets had no set-aside of funds for future costs (in direct violation of ORC).
    5. The actual construction had multiple modifications that were not approved by the Board (from the minutes). - against ORC
    6. The board at one point hired the Superintended to become the general manager of the construction of the new school - also against the law. Allegedly the additional salary he obtained was given to charity by the Superintendent; instead of returned to the school district.
    7. There were numerous changes to the construction (additions) during the building of the new property; with no apparent approval by the board.
            and on and on

  • The yearly budgets for each year showed increased revenues from year to year AND 100% of those increased revenues being spent.

  • from early on the School focused funding through general account financing extra-curricular sports BEYOND the amount allowed by ORC (law).

  • I also spoke with the initial Treasurer, who explained that with the creation of a new District, she had to create her own spreadsheets and set up the accounts for the District from scratch. It was my understanding that there was no outside assistance or consulting services to build our financial system from scratch.

  • The minutes captured by the Board were, and often still are, deliberately vague with only motions and votes. They lack clarity or understanding of what the board actual did.

  • The filing of records and information was often "LOST" or "MISS FILED" again and again. Including audits and documentation of a financial nature.

  • Several early yearly audits had findings and recommended corrections made. Often they seemed minor. There are no minutes to support the implementation of those findings by the board. In fact, it appears that the Superintendent and Board simply ignored them.

    SIDENOTE: Upon my swearing in as a board member, I asked the Superintendent about many of the recommendations and was told everything was taken care of. My first public meeting, I actually pointed out direct inconsistencies with the current budget and projected balances. I researched many financial problems and was ultimately shunned by the Treasurer and Superintendent. In fact the Treasurer told me several times that she was directed by the Superintendent NOT to answer my questions; I had to go through him instead. I even created a written document of financial questions and submitted it to the Board and Superintendent. They tried to stop my obtaining the information through the school attorney - saying I didn't have the right to know.

    These questions included issues concerning financial contracts and sources of payment for busing, stadium, the money set aside for the destruction of the old school, and many others. ULTIMATELY, some were partially answered.


So YES, the school started on a weak foundation concerning the financial state of the district and management of funds. The past boards and administration seemed more interested in 'dreams-of-grander' and unlimited funds 'will fall from heaven like manna'! The minutes do not reflect serious management of funds and serious fiduciary oversight.

    Bretland continues,"I ask so that perhaps a time frame could be developed where the problems started. Also, Board members could be identified as well."

Hopefully the previous begins to show the problems. There are far more that show a lack of management over the finances of the district. I have many boxes (at least 8) filled with files that I built based on the past minutes and records of the district and during my time in office. I turned three additional boxes over to the new Superintendent upon my retiring - dealing with active, current issues. I also have all my emails concerning the board during my term in office; and emails back, showing a lack of management or knowledge of the law by the Admin and Board - or refusal to acknowledge the law.
    Continuing, Bretland states, "If there has been a problem since day one of the district - what is the community to do? It's easy to say throw them all out, but then who would be on the Board."

I wish I had an answer to this; but I do not. The community needs to clearly attempt to get people in office that will be focused on the public education of our children; rather than a simple popularity contest. Until that day, we may continue to face problems like ours for a long time. Just because a board member sounds like s/he is representing the needs of the community; their actions or lack-there-of should speak louder. Until the board becomes independent from the Superintendent and Treasure, and remember these two (Super, Treas) answer to them; rather than simply relying upon them to 'handle everything for them'; there is no hope for the board.
    Bretland continues, "And, should there be some sort of documented pre-requisite financial experience required prior to running for the Board?"


Personally, I don't believe this should be a requirement - just good common sense and basic skills of understanding. The OSBA offers classes for all board members in Ohio to learn the aspects of their job. They have an excellent conference each year and all board members should go and ATTEND classes - not just socialize and party all night OR vendor hunt during classes.

It is a problem, that all of us need to look at seriously. Trying to find members of the community that we believe will focus on the educational issues of all children and be willing to dedicate the time necessary to take the job serious.
    In closing Bretland says, "This is a mess and will take a LONG time to fix. Hopefully, the State folks in charge can chart a course that will work and we can move forward with a new process and a new administrative structure that has some oversight. "

I wouldn't 'hold-my-breath' for the State to chart a course that will work. They are here to oversee the spending of funds and ensure that the books balance. They are here to see that we pay back all improperly spent moneys to the State and General Fund. They are here to make sure that the district shows a balanced budget and that they will operate in the black in the future.

If you and others want a solution of new direction and new administration, the State does not address this.

At least that is my understanding.

I hope this addresses your questions.

MRI
Although I am no longer in public service, I have taken the time to address these issues, based on my understanding and knowledge gained from my time in public service.
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Bretland
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Posted - 06/20/2012 :  3:45:35 PM  Show Profile  Reply with Quote Report Abuse

Mike,

THANKS for the thoughtful and thorough answers.
I appreciate you taking the time to provide such a detailed response.

Bob B

"There are 10 types of people in this world. Those who understand binary, and those that don't."
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Di Ogenes
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Posted - 06/20/2012 :  5:38:32 PM  Show Profile  Reply with Quote Report Abuse

There he goes again - crazy Mike Irwin using facts, research, law and logic to make his points.

If he's so smart, why didn't he try to bring these things up years ago?

Oh wait - he did.

I personally witnessed the former superintendant as well as two high scool principals saying publicly to staff to "avoid" Mike Irwin and that he was "dangerous" to the schools. I am aware of the struggles he faced, trying to get transparency for the community.

We the people did not re-elect him, but instead voted for rubber stampers, giving two superintendants carte blanche.

How we lookin now?
Not good.
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Les Lofton
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Posted - 06/20/2012 :  6:56:47 PM  Show Profile  Reply with Quote Report Abuse

quote:
[i]Originally posted by Di Ogenes[/i]
[br]There he goes again - crazy Mike Irwin using facts, research, law and logic to make his points.

If he's so smart, why didn't he try to bring these things up years ago?

Oh wait - he did.

I personally witnessed the former superintendant as well as two high scool principals saying publicly to staff to "avoid" Mike Irwin and that he was "dangerous" to the schools. I am aware of the struggles he faced, trying to get transparency for the community.

We the people did not re-elect him, but instead voted for rubber stampers, giving two superintendants carte blanche.

How we lookin now?
Not good.


But... but... Jamie Pierce told us that he was an idiot.

It's almost worth the Great Depression, to learn how little our big men know.
-Will Rogers
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Mike_Irwin
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Posted - 06/20/2012 :  7:57:39 PM  Show Profile  Reply with Quote Report Abuse

duh .... DUH .... DDDDDUUUUUUHHHH !!!!!!

I forgot all about that ... a memory better left in the past!

It is a shame that these things have happened and that they were SO avoidable.

MRI
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johnwells
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Posted - 06/20/2012 :  9:10:49 PM  Show Profile  Reply with Quote Report Abuse

Did you happen to notice that four of the audit findings were repeats from the 2010 audit? The findings have to do with negative fund balances and grant reporting. There were five items listed for 2010 and four of them were not corrected...20% correction rate. I think it is on page 85.
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johnwells
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Posted - 06/27/2012 :  7:59:57 PM  Show Profile  Reply with Quote Report Abuse

I"m kinda suprised that people do not find this more troubling. The audit findings from 2010 are pretty significant and we have alot of people saying that they had no idea that the district was in deficit spending.

quote:
[i]Originally posted by johnwells[/i]
[br]Did you happen to notice that four of the audit findings were repeats from the 2010 audit? The findings have to do with negative fund balances and grant reporting. There were five items listed for 2010 and four of them were not corrected...20% correction rate. I think it is on page 85.

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sunflower23
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Posted - 06/27/2012 :  11:12:49 PM  Show Profile  Reply with Quote Report Abuse

That tells us the BOE never bothered to read the 2010 audit. What a surprise.
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MoneyBags
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Posted - 06/28/2012 :  07:29:41 AM  Show Profile  Reply with Quote Report Abuse

Information overload, I need to lease-purchase a six pack.
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