**APPROVED MINUTES**

 

 

Mason, Michigan

February 22, 2007

 

 

The Board of Ingham County Road Commissioners met for a regular meeting on Thursday, February 22, 2007, at 6:00 P.M. in the Board Room of the Ingham County Road Commission’s Austin E. Cavanaugh Administration Building, located at 301 Bush Street, Mason, Michigan.

 

Present:  Larry R. Smith, Chair, Joseph A. Guenther, Vice Chair, and Shirley M. Rodgers, Member.

 

Also Present:  John W. Midgley, Managing Director, Deborah L. Bellows, Secretary to the Board, Kathryn M. Haves, Director of Administrative Services, and Joseph D. Pulver, Director of Operations.

 

Absent & Excused:  Robert H. Peterson, Director of Engineering.

 

Others Present:  Dale E. Arnett, Eastern District Supervisor, John M. Lopez, Western District Supervisor, Roberto Guevara, Assistant Metro District Supervisor, Duane E. Yerks, Equipment Manger, James L. Charles, Sign & Signal Manager, Daniel J. Chapman, Engineering Department employee and OPEIU Local 512 Chief Steward, Will Comstock, Eastern District employee, Todd Pentecost, Eastern District employee, Bryan Weiferich, Eastern District employee and AFSCME Local 1499 Chief Steward, Thomas J. Doyle, Eastern District employee, and Robert C. Alling, Equipment Shop employee.

 

#4 – CONSENT AGENDA.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the following items be approved under consent:

 

A.         Agenda Item #5, minutes.

B.         Agenda Item #6, routine permits.

C.         Agenda Item #8A, accounts payable.

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #5 – Minutes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the minutes of the meetings of January 23, 2007, February 8, 2007, and February 20, 2007, be approved as presented.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #6 – Routine Permits.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that routine permits be approved as follows:

 

06-0855 07-0065            07-0068            07-0069            07-0074            07-0076

07-0082 07-0060            07-0064            07-0066            07-0067            07-0070

07-0071 07-0072            07-0075            07-0077            07-0078            07-0079

07-0080 07-0083

 

3 yes, 0 no.  Motion carried unanimously.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period from February 5-18, 2007, be approved as follows:  check numbers #87850 through #87930, totaling $209,070.27.  3 yes, 0 no.  Motion carried unanimously.

 

#7 – MANAGING DIRECTOR REPORTS.

 

A.         Lake Lansing Road Update.  Mr. Midgley stated that if the Lake Lansing Road project is not wrapped up soon, it will have to be postponed until 2008.  Chair Smith stated that the person who will be giving the township right of way, Lyle Miller, cannot do so until they know from the Drain Commissioner where the storm drain will be.  The Drain Commissioner does not have the easements from the Board of Water and Light yet because Mayor Bernero has not signed off.  Thus, the holding ponds have yet to be started.  Chair Smith continued that if all of the required paperwork is completed within the next few weeks and MDOT can schedule a June letting, then the project will be done in September.  If not, then a July letting will be necessary and completion will not be until October.  He said that October and November are banner months for Classic Arms, which is located along the construction route on Lake Lansing Road.  If construction goes into October, it could very easily decrease business for Classic Arms.  Chair Smith stated that this Board is holding a public meeting on March 1st at the Plymouth Congregational Church and the residents need to be told one way or the other what is happening with this project.  Chair Smith stated there is a Stakeholders’ meeting tomorrow and then they should know whether to postpone construction until 2008.

 

Commissioner Rodgers asked the impact on the federal funds if this project is postponed until 2008.  Mr. Midgley stated the federal funds would not be affected if a fall letting could be scheduled with a 2008 construction date.  Commissioner Rodgers asked if the Road Commission postpones the road construction until 2008, will this have an adverse affect on the Drain Commissioner’s portion of the project?  Chair Smith said no, the Drain Commissioner still has to get the Board of Water and Light easement and paperwork signed off by Mayor Bernero before he can schedule a bond sale.  After all of this, then he can begin digging the retention ponds.  Commissioner Rodgers stated she would also be present for the Stakeholders’ meeting tomorrow.  She asked if the Drain Commissioner would be at the meeting.  Chair Smith stated the Drain Commission representative is usually Paul Pratt.

 

B.         Mr. Midgley stated an email was received from County Commissioner Randy Schafer regarding the status of the installation of a traffic signal at Grand River Avenue and Zimmer Road.  He sated he would follow up with MDOT and find out the status.  They have been monitoring this intersection for several years. 

 

Tom Doyle indicated this is his snow plow area, and the intersection is horrible.  He said it is almost impossible to get across Grand River Avenue on Zimmer Road because of the volume of traffic.  He said there is a bank, on one corner, Spags (restaurant) on another, and the post office on another corner. 

 

Mr. Midgley said that Williamstown Township requested a traffic signal a few years ago, which sparked quite a bit of controversy over the installation of a signal here.  However, MDOT will not install a signal until the proper warrants have been met.  Commissioner Rodgers asked if enough time has gone by to ask the Township if it would again request a traffic signal at this intersection.  She said perhaps this time the Road Commission could support the township’s request.  Chair Smith said that possibly the County Board could also support, in writing, the request for a signal at this intersection.  Vice Chair Guenther stated there are a couple new subdivisions on Zimmer, north of Grand River Avenue, that must have generated more traffic also.

 

Mr. Midgley said he has a call in to MDOT and he wanted to wait to see what their response is before anything else is done.  He said he would report back.  Commissioner Rodgers asked him to find out what it would take to get a signal installed at this location.

 

C.         Mr. Midgley stated he has had telephone conversations and/or meetings with five county commissioners regarding his request to meet with them individually.  Discussions have centered mostly around operations.

 

D.         Mr. Midgley stated he had a call from Richard Daly of the Shiawassee County Road Commission regarding proposed House Bills 4290 and 4291, which would give county boards the power to dissolve road commissions and manage them through the county.  Representative Barb Byrum chairs the committee overseeing these bills and Mr. Daly asked if our Board members could talk with her about these bills.  Vice Chair Guenther offered to do so.  Commissioner Rodgers asked that, in the future, copies of any proposed legislation affecting road commissions be given to her as soon as it is available.

 

#9A – SPRING WEIGHT RESTRICTIONS.

 

Managing Director Midgley stated that, by law, spring weight restrictions automatically go on unless action is otherwise taken by the governing municipality.  Several Road Commissions are putting theirs on effective next Monday (February 26th).  Mr. Midgley stated he does not think the weight restrictions for Ingham County should go on yet because of the weather.  He indicated it is supposed to stay pretty cold for the next week or so and he believes it is too early to put them on.

 

Vice Chair Guenther said he fully supports the weight restrictions being placed.  He said that people in his industry know how to get around the weighmasters, and he would encourage overtime for them so that they can be out on the roads at all times of the day, seven days a week.  Vice Chair Guenther stated there is a tremendous amount of construction going on this year and if those vehicles and equipment are beating up our roads, then that is just all the more money we have to spend to fix them.

 

Commissioner Rodgers stated she has no problem with taking action to authorize the Managing Director to place the spring weight restrictions at his discretion, but she would expect that the weighmasters working overtime would be a part of the normal function of their work duties.  She said those needs should be met administratively.  She asked what is currently being done.

 

Mr. Midgley stated that he got away from them working overtime last year because of the budget.  The problem is that with set overtime hours, the public can figure that out relatively easy.

 

Commissioner Rodgers asked if there exists an assessment of the damage that could have been avoided had the weighmasters been out working on varied shifts?  Mr. Midgley stated no.  Commissioner Rodgers said she does not want to see the road system torn up just because management isn’t willing to put the weighmasters out on overtime.  She said she will always be concerned with protecting the public dollars that are spent, but if the road system is deteriorating because the weighmasters aren’t out there protecting them, then we need to do whatever it takes to start protecting the road system again.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Managing Director is authorized to impose the spring weight restrictions on the county road system, at his discretion, when he deems it appropriate.  3 yes, 0 no.  Motion carried unanimously.

 

#9C – AWARD OF PROPOSAL #1496 FOR REFLECTIVE SIGN FACES.

 

Sign and Signal Manager Jim Charles stated that bids were received on February 6th for reflective sign faces.  The low bid price is under the budgeted amount for this item.  Mr. Charles recommended award to Rathco Safety Supply of Portage, Michigan.

 

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1496 FOR REFLECTIVE SIGN FACES.

 

RESOLUTION #036-07

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers.  3 yes, 0 no.  Resolution carried unanimously.

 

BE IT RESOLVED that upon recommendation of the Sign and Signal Manager, the Board authorizes award of Proposal #1496 for reflective sign faces to Rathco Safety Supply for a total bid price of $32,768.80.

 

#9C – AWARD OF PROPOSAL #1497 FOR ALUMINUM SIGN PANELS.

 

Sign and Signal Manager Jim Charles reviewed the recommendation for award of Proposal #1497 for aluminum sheet sign panels.  He indicated the low bid is slightly over the budgeted amount, but this overage can be made up from within his own budget by transferring the money from another line item.  In response to a question by the Chair, Mr. Charles said the sign panels bid are for a one year supply.  He indicated that for some reason, stop signs attract the vandals more than any other sign.  Many of them are replaced on an annual basis because of vandalism. 

 

Mr. Charles explained that the low bidder, Vulcan Aluminum of Foley, Alabama, is one of the largest manufacturers in the country of this material.  It is an employee owned company.  Mr. Charles stated that the other bidders who bid higher costs, would be getting the material from Vulcan.  Commissioner Rodgers indicated she would prefer to purchase from a local company.  However, she confirmed that the other higher bidders would be supplying material manufactured by Vulcan anyway?  Mr. Charles said yes.

 

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1497 FOR ALUMINUM SHEET SIGN PANELS.

 

RESOLUTION #037-07

 

Moved by Commissioner Rodgers and Supported by Commissioner Guenther.  3 yes, 0 no.  Resolution carried unanimously.

 

BE IT RESOLVED that upon recommendation of the Sign and Signal Manager, the Board authorizes award of Proposal #1497 for aluminum sheet sign panels to Vulcan Aluminum for a total bid price of $17,236.00.

 

#9D – TRAFFIC SIGNAL OPTIMIZATION PROJECT/CONTRACT WITH MDOT.

 

Managing Director Midgley recommended approval and signing of the contract with MDOT for the traffic signal optimization project.  This project utilizes CMAQ funding which will be 100 percent funded.

 

RESOLUTION AUTHORIZING ENTERING INTO A CONTRACT WITH THE MICHIGAN DEPARTMENT OF TRANSPORTATION FOR TRAFFIC SIGNAL OPTIMIZATION AND TIMING WORK FOR UP TO 61 INTERSECTIONS COUNTYWIDE.

 

RESOLUTION #038-07

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers.   3 yes, 0 no.  Resolution carried unanimously.

 

WHEREAS, a Contract has been presented to the Board of Ingham County Road Commissioners for approval by and between the Michigan Department of Transportation (herein referred to as the Department) and the Board of Ingham County Road Commissioners (herein referred to as Requesting Party); and

 

WHEREAS, in said Contract the Department and the Requesting Party agree to the following improvements:

 

Traffic signal optimization and timing work at up to 61 intersections countywide, and all together with necessary related work.

 

WHEREAS, the Requesting Party is fully cognizant of the terms and conditions of the Contract as prepared and presented by the Department.

 

NOW THEREFORE BE IT RESOLVED that the Requesting Party authorizes its Chair and its Secretary to execute this Contract on behalf of the Requesting Party; and

 

BE IT FURTHER RESOLVED that the total estimated cost for this project is as follows:

 

Job Number 87679                           Control Section CMG 33400

Project No. CMG 0633 (027)                 Federal Item No. JJ 2476

CFDA No. 20.205 (Highway Research Planning & Construction)

Contract No. 06-5622

 

            Estimated Cost:                            $ 175,000.00

            Federal Aid:                              $ 175,000.00

            Requesting Party’s Share:            $         -0-

 

BE IT FURTHER RESOLVED that the Requesting Party has designated Mr. Richard Phillips as project engineer.

 

#9E – DESIGNATION FOR VOTER REPRESENTATIVE TO VOTE ON CRAM POLICIES.

 

Managing Director Midgley indicated the CRAM annual conference starts March 6th in Lansing.  The Board should consider designating a voter representative to vote on the CRAM policies at the conference.  He said this is normally him.

 

Commissioner Rodgers stated the Board really hadn’t had a chance to review and digest the proposed policy changes, and there is no backup information to explain the reason for the changes.  She asked if, in designating the Managing Director, is the Board trusting him to vote appropriately on their behalf.  Mr. Midgley said he sits on the policy committee and is well versed in what the changes are.

 

The Board designated the Managing Director to vote on the CRAM policies at the annual meeting being held in Lansing from March 6-8, 2007.

 

#9F – CRAM BALLOT TO CHANGE THE NUMBER OF MEMBERS ON THE NOMINATING COMMITTEE.

 

Managing Director Midgley recommended voting yes on the ballot for amending Section 4, Article V of the Constitution and Bylaws of the County Road Association.  This Article provides for 12 members to the Nominating Committee with not less than one from each district council.  The proposed amendment would change this to four members, one from each of the sectional associations.  The Board agreed to vote yes on the ballot to change the number of members to the Nominating Committee to four.

 

#9G – CRAM BALLOT TO VOTE ON THE CRAM BOARD OF DIRECTORS.

 

Managing Director Midgley recommended placing a vote on the ballot for the CRAM Board of Directors for three year terms beginning April 1, 2007.  Those to be voted on would be Charles D. Erickson for the Upper Council, Luke D. Houlton for the Northern Council, Orrin Gregg for the Southern Council, and Brent O. Bair for the Urban Council.  The Board concurred.

 

#11 – BOARD UPDATES/COMMENTS.

 

1.         Vice Chair Guenther stated he would like to get started scheduling the first stakeholders’ meeting with all necessary individuals regarding the Cedar Street proposed improvements in 2008, between Dallas Street and Holbrook Drive.  A list of the affected residents also needs to be compiled for citizen notification of the construction project.  The Board should be thinking about holding the first public informational meeting too.

 

2.         Chair Smith stated he saw Dianne Byrum recently.  She has started a new business which involves public relations activities.  She may be someone the Road Commission could use for PR purposes.

 

3.         Chair Smith stated the Board intends to read over the proposals received from the attorney firms in the next couple of weeks.  At the next meeting, they will decide who they want to interview.  Commissioner Rodgers stated she wishes to discuss whether or not the Board will hire one firm to do all the legal work, or if the Board is open to having multiple firms depending on the work.

 

#12 – PUBLIC COMMENT.

 

1.         Todd Pentecost informed the Board that Eastern District has again done some patching on Meridian Road that he thinks the Board should take a look at.  He said that cold patch material was used and it just does not hold up.  Mr. Pentecost said he would like the Board to take a look at what a waste of time and money using cold patch really is.  He recommended patching be done with either hot patch material or seal material.

 

Chair Smith asked the supervisors present what their opinions were.  Dale Arnett stated hot patch is definitely a better material, but it is more expensive.  Director of Operations Joe Pulver stated that hot patch, spray patch, or seal coat materials do work best.

 

Mr. Pentecost stated that the employees would like to be included in the planning process for road repair locations.

 

Commissioner Rodgers asked if the employees make lists of locations where they think improvements need to be made.  Chair Smith said he understands that the employees work with the supervisors.  Commissioner Rodgers stated she would like to see both the employee and supervisor lists of recommended improvements.  She said she does not want to see massaged lists from the employees by management.  Chair Smith asked to see both lists.

 

#13 – CLOSED SESSION.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board enter closed session at 7:00 P.M. for the purpose of discussing pending labor contract negotiations.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes.  3 yes, 0 no.  Motion carried unanimously.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board reconvene the regular meeting at 7:25 P.M.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes.  3 yes, 0 no.  Motion carried unanimously.

 

No public comment was offered.  The meeting adjourned at 7:30 P.M.

 

 

 

                                                                                                                                                           

Larry R. Smith, Chair                                                     Deborah L. Bellows, Board Secretary