**APPROVED MINUTES**

 

 

Mason, Michigan

January 11, 2007

 

 

The Board of Ingham County Road Commissioners met for their Organizational meeting on Thursday, January 11, 2007, at 5:00 P.M. in the Board Room of the Ingham County Road Commission’s Austin E. Cavanaugh Administration Building located at 301 N. Bush Street, Mason, Michigan.

 

Present:  Larry R. Smith, Commissioner, Joseph A. Guenther, Commissioner, and Shirley M. Rodgers, Commissioner.

 

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

 

Others Present:  Raymond O. Severy, Director of Engineering and Public Works, Meridian Charter Township, Will Tyler White, Chair, Okemos DDA, Dale E. Arnett, Eastern District Supervisor, Duane E. Yerks, Fleet Manager/SEIU President, Will Comstock, Eastern District employee, and Todd Pentecost, Eastern District employee/steward.

 

Secretary to the Board Deborah Bellows called the meeting to order and lead with the Pledge of Allegiance.

 

#3 – ELECTION OF OFFICERS FOR 2007.

 

Secretary Bellows opened the floor for nominations for Board Chair for 2007:

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that Larry R. Smith be nominated and appointed Chair of the Board of Ingham County Road Commissioners for 2007.  3 yes, 0 no.  Motion carried unanimously.

 

Chair Smith opened the floor for nominations for Board Vice Chair for 2007:

 

Moved by Commissioner Rodgers and Supported by Commissioner Smith, that Joseph A. Guenther be nominated and appointed Vice Chair of the Board of Ingham County Road Commissioners for 2007.  3 yes, 0 no.  Motion carried unanimously.

 

#5 – COUNTY HIGHWAY ENGINEER AND SECRETARY TO THE BOARD FOR 2007.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the County Highway Engineer and Secretary to the Board, John W. Midgley and Deborah L. Bellows, respectively, be appointed for the calendar year 2007.  3 yes, 0 no.  Motion carried unanimously.

 

#6 – DAY, TIME AND PROCEDURES FOR REGULAR BOARD MEETINGS FOR 2007.

 

RESOLUTION TO COMPLY WITH PROVISIONS OF THE OPEN MEETINGS ACT OF 1976, P.A. 267, AS AMENDED, AND SET DATES, TIME, LOCATION, MEETING RULES AND REGULATIONS OF THE BOARD OF INGHAM COUNTY ROAD COMMISSIONERS’ MEETINGS FOR 2007.

 

RESOLUTION #001-07

 

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

 

WHEREAS, it is necessary for this Board to adopt an annual resolution to comply with the provisions of the Open Meetings Act of 1976, P.A. 267, as amended, and set dates, time, location and meeting rules and regulations of Board of Ingham County Road Commissioners' meetings for 2007, pursuant to the provisions of said Act;

 

THEREFORE, BE IT RESOLVED that this Board adopts the following meeting dates for 2007, time, location and amended meeting rules and regulations, pursuant to provisions of the Open Meetings Act, Public Act 267 of the Public Acts of 1976, as amended:

 

January 11                                July 12

                        January 25                                July 26

                        February 8                                 August 9

                        February 22                               August 23

                        March 8                                    September 6

                        March 22                                   September 20

                        April  5                                      October 4

                        April 19                                     October 18

                        May 3                                       November 1

                        May 17                                     November 15

                        May 31                                     November 29

                        June 14                                     December 13

                        June 28                                     December 27

                       

 

I.  All regularly scheduled meetings shall begin at 6:00 P.M. and shall be held in the Board Room of the Ingham County Road Commission’s Austin E. Cavanaugh Administration Building located at 301 North Bush Street, P.O. Box 38, Mason, Michigan 48854-0038; telephone number 517/676-9722 or 1-800-968-9733; or at some other time and location at the discretion of the Board, which said time and location change will be advertised and posted in advance for the public’s information.

 

II.  All meetings of this Board shall be open to the public and all persons shall be permitted to attend any meeting; except a closed meeting may be held in accordance with Sections seven and eight, as required by the Open Meetings Act of 1976, Public Act 267, as amended.

 

III.  This Board authorizes the Secretary, or his/her designee, to post all required notices of regular, rescheduled or special meetings of this Board, or any other postings, as required by the Open Meetings Act of 1976, Public Act 267, as amended.

 

IV.  The Secretary, or his/her designee, shall be responsible for preparation, distribution and storage of all minutes of this Board, as required by the Open Meetings Act of 1976, Public Act 267, as amended.

 

V.  The minutes of open meetings shall be available for public inspection at the office of the Secretary and/or the Deputy Secretary, Ingham County Road Commission, 301 North Bush Street, P.O. Box 38, Mason, Michigan 48854-0038, and shall be available to the public at a reasonable copying cost, as required by the Open Meetings Act of 1976, Public Act 267, as amended.

 

VI.  

To provide the public its right to address this Board during any regular or special meeting, any member of the public may address the Board for up to three (3) minutes per individual as scheduled on the agenda at the beginning of each meeting, and up to three (3) minutes at the end of the meeting at the time scheduled on the agenda for public comment; except that any comment on an item scheduled for a public hearing shall be made only at that time pursuant to Section VIII hereof.  At the discretion of the Chair, this time may be extended by granting an additional one (1) minute.  During an agenda item, members of the public may not address the Board unless recognized by the Chair.  To accommodate public comment, the Board Chair, at his/her discretion, may combine an agenda item into the public comment portion of the meeting in order to facilitate input from the public.

 

VII.  To provide the public its right to address this Board during scheduled public hearings, any member of the public may address the Board for up to five (5) minutes per individual, when recognized by the Chair.  All comments are to be directed to the Chair.  Comments are to be specific and address only the subject of the public hearing, otherwise the speaker may be ruled out of order at the discretion of the Chair.

 

VIII.  The Chair may call to order any person who is ruled out of order or who otherwise disrupts the orderly conduct of business at meetings, including speaking without being recognized, interrupting speakers, the Chair, Board members or staff, exceeding designated time limits, failure to be germane to the issue at hand, use of vulgarities, or otherwise being disruptive.  A person may be prohibited from speaking again at the same meeting, may be asked to leave the premises or may be removed from the meeting at the discretion of the Chair and/or may be subject to arrest.

 

IX.  Members of the public desiring to speak to the Board may be required to identify themselves before speaking, as required by the Open Meetings Act of 1976, Public Act 267, as amended.

 

X.  The Ingham County Road Commission will provide necessary reasonable auxiliary aids and services, such as signers for the hearing impaired and audio tapes of printed materials being considered at meetings to individuals with disabilities, at all public meetings and public hearings upon ten (10) days notice to the Ingham County Road Commission prior to the date set for the public hearing or meeting.  Individuals with disabilities requiring auxiliary aids or services should contact the ADA Coordinator for the Ingham County Road Commission.

 

#7 – 2007 CONSTRUCTION PUBLIC HEARING.

 

 

The Board concurred with staff recommendation to set a date of March 8th to hold a public hearing regarding the Road Commission’s proposed 2007 construction program.

 

#8 – RENEWAL OF THE ACTING MANAGING DIRECTOR POSITION.

 

resolution RE-establishing the position of acting managing director.

 

resolution #002-07

 

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

 

WHEREAS, the Board of Ingham County Road Commissioners believes that it is in the best interest of the Road Commission to establish the position of Acting Managing Director and duties therefore in the event the Managing Director is unavailable for any reason; and

 

WHEREAS, the Managing Director has recommended that the Director of Operations, the Director of Engineering, or the Director of Administrative Services, serve as Acting Managing Director in the event the Managing Director is unavailable.   

 

THEREFORE, BE IT RESOLVED that the Director of Operations or, if not available, the Director of Engineering, or, if not available, the Director of Administrative Services, shall serve as Acting Managing Director in the event the Managing Director is absent.

 

BE IT FURTHER RESOLVED that all four individuals shall not, without prior approval of the Chair, simultaneously schedule the same vacation time off.

 

BE IT FURTHER RESOLVED that the Acting Managing Director(s) shall be paid an additional $4.00 per hour starting with the first day when acting in this capacity when the Managing Director is gone for three days or more.

 

BE IT FURTHER RESOLVED that this resolution shall expire on the date of the Organizational meeting of January 2008.

 

#9 – CONSENT AGENDA.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that consent items be approved as follows:

 

A.         Agenda Item #10 – Minutes.

B.         Agenda Item #11 – Routine Permits.

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #10 – Minutes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the minutes of the meeting of December 14, 2006, be approved as presented.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #11 – Routine Permits.

 

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

 

06-0847 06-0848 06-0849 06-0851 06-0852 06-0843

06-0844 06-0845 06-0846 06-0850 07-0001 07-0002

07-0003 07-0004 07-0005 07-0006 07-0007 07-0008

07-0009 07-0011 07-0012 07-0013 07-0014

 

3 yes, 0 no.  Motion carried unanimously.

 

#12 – MANAGING DIRECTOR REPORTS.

 

A.         Section 125 Plan.  There have been some problems encountered with the Section 125 plan and what expenses are eligible for reimbursement.  It will be brought to the next meeting for recommended changes as to what it can be used for.  Also, the three percent health insurance premium cost sharing with the non-bargaining employees will be done by payroll deduction, beginning with the January 25th payroll.

 

B.         Board/Union Meetings.  The Board was informed that the Managing Director, Director of Administrative Services and the Director of Operations have met with all of the employees, i.e., SEIU, OPEIU, AFSCME, to see if anyone has concerns and/or questions regarding the Road Commission and its operations.  Chair Smith stated that the Board agreed some time ago to meet with the AFSCME and SEIU employees once their labor contracts have been settled.  He said that he does not recall the Board ever meeting with the OPEIU employees, and thought it would be a good idea to give this employee group the same opportunity.  Chair Smith stated that since they are not in contract negotiations with OPEIU, this meeting could be set up relatively quickly, and directed staff to schedule the meeting as soon as possible.  Chair Smith asked what the issues are with the employees.  Managing Director Midgley stated mostly budget, layoffs, equipment, and the current cleaning service.  He said that the Eastern District employees have also asked for a Class 6 position to be assigned to their district.

 

C.         Deferred Compensation Plan.  The Board was informed of a problem that occurred in November/December with the Road Commission’s deferred compensation plan, Nationwide.  Apparently when one of the Road Commission’s deposits was sent to them for distribution to the appropriate employee accounts, it was short.  Instead of calling immediately, they waited until the next contribution payment two weeks later, and then credited the appropriate accounts.  Some employees lost two to four weeks’ worth of interest on their accounts.  The problem has been fixed and the lost interest payments will be credited back to the employee accounts.  Chair Smith asked the chronological sequence of events.

 

Todd Pentecost stated the employees told Kathy before she knew about it.  Ms. Haves said she found out two weeks ago, and her staff knew about it eight days after it happened.  Chair Smith stated the Board should have been personally notified by staff of this problem as soon as it was discovered, especially something like this that affects so many employees.  He stated it may be worthwhile to look around and see if there is another company that the Road Commission could offer to its employees.  Ms. Haves stated they are looking into an electronic method of transferring the money, which would almost eliminate the chance of human error.

 

Commissioner Rodgers asked if the Road Commission’s remittance was not handled in a timely manner.  Ms. Haves stated the procedure was proper, but that the remittance amount was in error and Nationwide did not call anyone, they just waited until the next remittance came two weeks later.  Commissioner Rodgers stated the Road Commission’s representative from Nationwide should have called immediately.  She asked if the employees have been made whole on their loss of interest, and has Nationwide acknowledged the problem.  Ms. Haves said she has spoken with them.  Commissioner Rodgers stated she does not like that the employees are offered only one place to invest their money.  There should be other choices.  She directed that staff speak with CRAM, Ingham County and/or the Township Association to see if they have something the Road Commission can umbrella under which would give the employees more choices.

 

#14A – OKEMOS ROAD ENHANCEMENT GRANT AMENDMENT.

 

Ray Severy, Director of Engineering and Public Works for Meridian Township was present for this discussion.  Director of Engineering Bob Peterson informed the Board that he met very recently with Ray Severy to work out some of the concerns he had regarding the Okemos Road Enhancement Grant amendment, which is being submitted by the Road Commission on behalf of the Township.  Mr. Peterson stated the revised grant amendment and the proposed enhancements, although vaguely described, are acceptable to him.

 

Mr. Severy stated the limits of the enhancements are proposed to be between Kinawa/Heritage to Mt. Hope Road.  Some of the enhancements include benches, street lights and trees.  Also included is stamped/stained concrete at designated areas.  He said they are asking for an additional grant of $99,600.00. 

 

Commissioner Rodgers stated she hoped there was a maintenance plan for the stained concrete that would extend the life of the concrete.  She asked who would be responsible for maintenance?  Mr. Severy said the Township would be.  Mr. Peterson stated the Road Commission would be responsible for routine maintenance such as sealing any cracks that develop in the roadway, and touch-up work.  Commissioner Rodgers said that if it hasn’t already been thought of, she would encourage developing a maintenance plan which would extend the life of the road surface for Okemos Road, as well as all the roads the Road Commission builds and maintains.  Vice Chair Guenther stated that concrete does not require as much maintenance as asphalt does, and typically lasts longer.  Mr. Peterson stated this could be coordinated with the Township (for Okemos Road).

 

RESOLUTION AUTHORIZING THE SUBMITTAL OF A GRANT AMENDMENT FOR THE OKEMOS ROAD ENHANCEMENT PROJECT.

 

RESOLUTION #003-07

 

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

 

BE IT RESOLVED that upon recommendation of the Director of Engineering, the Board authorizes the submittal of a grant amendment for the Okemos Road Enhancement project on behalf of Meridian Charter Township.

 

Board Discussion/Comment on the Motion.   Commissioner Rodgers stated she drives Okemos Road quite frequently and is not happy about seeing all those trees planted along the road.  She said she would have preferred to see a median in the design instead.

 

Discussion of Georgetown Subdivision.   The Board was presented with a communication from Meridian Township’s Director of Engineering & Public Works, Ray Severy, regarding the Georgetown Subdivision.  The township has no objection to allowing the developer, The Eyde Company, to pave only the section of Powell Road from Tihart Road to the north property line of 5088 Powell Road.  Provided, however, that when the remainder of Powell Road is paved, the Eyde Company will be responsible for the cost of paving the portion adjacent to its remaining frontage.  Chair Smith asked if this solves Mr. Eyde’s concerns that he brought to this Board last month.  Mr. Peterson said yes.  The Board agreed, that since the Township has approved the request, so does the Road Commission.

 

#12 – CONTINUATION OF MANAGING DIRECTOR REPORT.

 

D.         L & L Driveway on Cedar Street.  Both the Managing Director and the Director of Engineering have looked at the L&L Shop Rite driveway off of Cedar Street in Delhi Township.  They do not feel the need to close the driveway when the signal is installed at Cedar Street and Delhi Commerce Drive.  The Medawar property development is still on hold, but if it becomes necessary to close off the driveway in the future, the Road Commission would still have he easement from Medawar for access.

 

E.         Bond Projects.  The Board was provided a list of projects that are proposed for bonding in 2007.  Chair Smith asked how accurate the cost estimates are.  Mr. Pulver stated they were just calculated last fall, so they are as accurate as estimates can be.  Commissioner Guenther asked questions regarding the new salt storage building at Metro as it relates to runoff and leaching.  Mr. Pulver stated this will be a state-of-the-art building with asphalt pads on the flooring.  Also, where the salt will rest is shaped so that all loading and unloading is done right inside the building and the floor will be sloped so as to drain right back into the pile.  Commissioner Guenther stated it is his goal to have new salt storage buildings at all three district locations.

 

Commissioner Rodgers asked if there are any other borrowing options available to the Road Commission?  She said that $500,000 seems like a small amount of money to bond.  She wondered if the County would loan the Road Commission these funds on a short-term, no interest type basis.  Chair Smith directed the Managing Director to converse with the Interim Controller, John Nielsen, to see if it would be feasible to borrow money from the County.

 

F.         Eifert/McCue Roads Intersection.  This intersection will be closed for about two weeks while a sanitary manhole and stretch of sewer is repaired.  A large cavity underneath the road was found adjacent to the manhole and must be repaired.

 

#13A & B – ACCOUNTS PAYABLE.

 

Commissioner Rodgers asked why so many payments to insurance carriers.  Director of Administrative Services Kathy Haves stated the Road Commission offers four types of health insurance:  two (MERS Premier Health and PHP) to active employees, one to retirees, and one to those over 65 (Humana).  Commissioner Rodgers expressed her surprise that the health care was not more centralized.  Chair Smith said that all health care issues are handled through the County’s Health Coalition, which the Road Commission is a member of.  He explained the processes of the Health Coalition.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable be approved as follows:

 

A.         The two week period from December 11-24, 2006, check numbers #87498 through #87585, totaling $323,834.22 (including MERS payment of $57,752.96 and a 4D payment of $24,597.91).

 

B.         The two week period from December 25, 2006, - January 7, 2007, check numbers #87586 through #87657, totaling $166,031.69 (including MERS payment of $98,979.06, a 4D payment of $16,093.36, and the annual PEHP payment of $31,409.00).

 

3 yes, 0 no.  Motion carried unanimously.

 

13C – FILL THE VACANT CLASS 7 MECHANIC.

 

Chair Smith asked when the Board authorized hiring a mechanic?  He said the last thing he remembers talking about is temporarily transferring the former mechanics to the shop until the work could get caught up.  Managing Director Midgley stated one of the mechanics bid out last fall, which created a vacancy in the shop.  Chair Smith stated he does not recall authorizing going to the outside to hire a mechanic.  Director of Operations Joe Pulver stated he remembered talking about it last fall.  Vice Chair Guenther asked the Board Secretary to check the minutes to be sure this position was appropriately approved by the Board.  He said he remembers talking about the temporary transfers also, but not actually authorizing going to the outside. 

 

Commissioner Guenther made the motion to approve filling the vacant mechanic position provided there is verification in the minutes that the Board authorized filling the position.  The motion was supported by Commissioner Smith.

 

Board Discussion on the Motion:  Commissioner Rodgers said she would not support the motion in that format.  She asked why the Board received so much personal information on the prospective applicant?  She said it would not help her in making her decision.  Commissioner Rodgers said she is more interested in seeing what the Road Commission’s recruiting process is.  Commissioner Rodgers asked if filling this position was included in the approved budget for 2007?  Ms. Haves said yes.  Commissioner Rodgers stated her previous experience on other boards, has been that if filling certain positions is within an approved budget, then management has the latitude to just open, interview and fill the positions without Board intervention.  She said she does not believe staff should have to come back to the Board for approval of expenditures that have already been approved in the Budget.  She asked if this Board approves hiring every position?  Chair Smith said yes, this Board is involved in all hiring and gives final authorization open and fill positions.  He said the information given on each applicant is extremely helpful in learning about the applicants being considered.  Chair Smith said he is not willing to change the procedure for hiring.

 

RESOLUTION AUTHORIZING THE FILLING OF A VACANT CLASS 7 MECHANIC POSITION IN THE MASON EQUIPMENT SHOP.

 

RESOLUTION #004-07

 

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

 

BE IT RESOLVED that the Board rescinds the previous motion, and authorizes filling the vacant Class 7 mechanic position in the Mason Shop.  The position will be offered to Mr. Dain Dixon of Lansing.

 

#13D – MIOSHA ANNUAL POSTING FOR 2006.

 

Administrative Services Director Kathy Haves reviewed the MIOSHA annual posting for 2006.  No action is necessary for this item.

 

#13E – ADMINISTRATIVE CONTRACT FOR THE HUMANA HEALTH PLAN.

 

Administrative Services Director Kathy Haves reviewed the proposed Administrative Agreement with Benefit Plan Administrators, Inc. (BPA), for the supplemental medical insurance known as Humana for retirees over the age of 65.  Commissioner Rodgers stated she would abstain from vote on this issue because she does not have enough information.  Ms. Haves stated the retirees have not received their coverage cards yet and she has been unsuccessful at speaking with anyone from BPA.  Vice Chair Guenther stated he is uncomfortable letting this wait any longer for fear it may harm the retirees if the Agreement is not signed.  Ms. Haves stated there are five individuals over the age of 65 who signed up for this coverage.  She indicated the Road Commission’s attorney, Larry Salstrom, has misgivings regarding the Agreement.  Chair Smith directed this be held for two weeks and see what happens.  This should be brought back to the January 25th meeting.

 

#14B – FINAL PLAT OF BLUEBERRY HILLS PHASE 2 IN MERIDIAN CHARTER TOWNSHIP.

 

For the benefit of the new commissioner, Director of Engineering Bob Peterson explained the platting process and how and why it comes through the Road Commission.  He reviewed the Final Plat of Blueberry Hills and recommended approval of the Final Plat.

 

RESOLUTION APPROVING THE FINAL PLAT OF BLUEBERRY HILLS PHASE 2 LOCATED IN MERIDIAN CHARTER TOWNSHIP.

 

RESOLUTION #005-07

 

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

 

BE IT RESOLVED that upon recommendation of the Director of Engineering, the Board approves the Final Plat of Blueberry Hills Phase 2 located in Section 13 of Meridian Charter Township.  The proprietor is Douglas L. Eschtruth.  The Board approved and signed a Bituminous Pavement Agreement in the amount of $20,000.00.

 

#14C – DEVELOPMENT OF THE TCRPC SURFACE TRANSPORTATION IMPROVEMENT PROGRAM.

 

Director of Engineering Bob Peterson reviewed the proposed Ingham County Road Commission’s application for inclusion into the Tri-County Regional Planning Commission’s (TCRPC) Surface Transportation Improvement Program.  His memo includes proposed projects for 2008 through 2011.  Mr. Peterson included the 2007 proposed projects even though they have little to do with the four year plan, but he wanted the Board to see what is anticipated for 2007. 

 

RESOLUTION APPROVING THE UPDATED LONG RANGE PLAN TO BE SUBMITTED TO THE TRI-COUNTY REGIONAL PLANNING COMMISSION.

 

RESOLUTION #006-07

 

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

 

BE IT RESOLVED that upon recommendation of the Director of Engineering, the Board approves the application for inclusion into the Tri-County Regional Planning Commission’s (TCRPC) Surface Transportation Improvement Program for the Ingham County Road Commission.  This list includes proposed projects for 2008-2011 and is required to be submitted to the TCRPC by January 16, 2007.

 

Board Discussion on the Motion:  Commissioner Rodgers asked if the Road Commission has had any public meetings regarding its long range plans.  Chair Smith stated no, the Board holds public hearings annually on the projects planned for that particular year.  The reason for this is because the long range plans are so apt to change, that the public hearings aren’t really necessary until it is known for sure that the projects will be adequately funded.

 

#15A – BONDING COUNSEL FOR 2007 BOND PROGRAM.

 

Commissioner Rodgers requested additional information regarding the fees involved in this bonding program.  Chair Smith postponed action on this item until the next meeting.

 

#15B – MAINTENANCE & REPAIR OF THE RADIO SYSTEM.

 

Managing Director John Midgley reported that three quotes have been received for the repair and maintenance of the Road Commission’s radio system.  He recommended using all three companies on an as-needed basis, depending on which one is available when we need them.  Commissioner Rodgers expressed her belief in supporting local businesses, and said she would not agree to use the company from Troy.

 

RESOLUTION APPROVING THE USE OF COMMUNICATIONS SERVICES COMPANIES FOR THE REPAIR AND MAINTENANCE OF THE ROAD COMMISSION’S RADIO SYSTEM.

 

RESOLUTION #007-07

 

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

 

BE IT RESOLVED that the Board authorizes the use of State Electronics of Lansing and Communications Services of Mason, for the maintenance and repair of the Road Commission’s radio system, at their quoted prices.

 

#15C – AGREEMENT WITH LANSING CHARTER TOWNSHIP FOR THE LAKE LANSING ROAD IMPROVEMENT PROJECT IN 2007.

 

The Board members and staff updated Commissioner Rodgers on the history of the proposed Lake Lansing Road improvements scheduled for 2007, and how it has gotten to this point of signing an Agreement between the township and the Road Commission.  Managing Director John Midgley informed the Board that the Road Commission has been informed by the township’s consultant, DLZ, that Steve Hayward has now proposed moving forward with a bike path along the roadway between the Chamberlin Drive roundabout and the Lansing city limits; which would mean constructing a four lane section and striping it for three.  However, the Road Commission has not officially been notified by Mr. Hayward of this proposed change.  The Agreement the Board is considering this evening specifically provides for a three lane section with no mention of a bike lane.  Chair Smith and Vice Chair Guenther were extremely perturbed at this last minute change to the plans, especially since they both had so much time invested in getting to this point tonight and signing the Agreement with the township.  The Board concluded it would approve and sign the Agreement and at such time that Mr. Hayward officially advises the Road Commission of the proposed changes, the township can officially request an amendment to the Agreement.

 

RESOLUTION APPROVING AGREEMENT FOR ROAD IMPROVEMENTS WITH LANSING CHARTER TOWNSHIP FOR PROPOSED IMPROVEMENTS ON LAKE LANSING ROAD IN 2007.

 

RESOLUTION #008-07

 

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

 

BE IT RESOLVED that the Board approves and signs an Agreement for Road Improvements with the Lansing Charter Township Board of Trustees regarding the proposed Lake Lansing Road improvements in 2007.

 

#15D – SLOW DOWN AD CAMPAIGN FOR THE 2007 FAIR PREMIUM BOOK.

 

Managing Director John Midgley asked if the Board wanted to put its Slow Down slogan in the Ingham County Fair’s 2007 premium book.  He stated this has been done for the past several years. 

 

RESOLUTION APPROVING AN EXPENDITURE TO PLACE THE SLOW DOWN AD CAMPAIGN LOGO IN THE INGHAM COUNTY FAIR PREMIUM BOOK FOR 2007.

 

RESOLUTION #009-07

 

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

 

BE IT RESOLVED that the Board authorizes an expenditure to place the Slow Down ad campaign logo in the Ingham County Fair premium book for 2007.

 

#15E – QUOTES FOR LEGAL SERVICES.

 

The proposed request for quote and list of possible law firms was reviewed with the Board.  Staff was directed to send out the request for proposals to the law firms listed.  Additional firms may be added at a later date.

 

#15F – QUOTES FOR TRAFFIC ENGINEERING SERVICES.

 

Managing Director John Midgley stated he has been covering Dave Sonnenberg’s duties since Dave retired last January.  He stated he needs some help as he is unable to keep up with his own workload and the traffic engineering workload too.

 

Commissioner Rodgers asked what the scope of services would be?  Vice Chair Guenther said that we do the counts, what would someone outside the organization do?  Mr. Midgley stated it depends on the need.  An example would be when Meridian Township was considering the Wal-Mart expansion issue.  Wal-Mart’s consultants did a traffic impact study and forwarded it to the Road Commission for its opinion.  Mr. Midgley stated a consultant working for the Road Commission would review the traffic impact study and write a report and/or recommendation for submittal to the Township.  The consultant would also analyze intersections for possible signal installations.

 

The Board authorized only a request for proposal to be sent to traffic engineering consultants.  Board members stated they wanted to review proposals received and discuss this issue in more detail.

 

#15G – REQUEST FROM THE OKEMOS DDA FOR PARKING DIRECTIONAL SIGNS.

 

Mr. Will Tyler White, Chair of the Okemos DDA, was present for this discussion.  Managing Director John Midgley stated the Sign Department Manager worked up a cost estimate for the signs and has sent it to Meridian Township for approval.  The signs will not be installed until the township authorizes the cost.  Mr. Midgley pointed out that the signs are green and white, not blue and white. 

 

Mr. White asked if the Road Commission was planning to do a traffic study on Hamilton Road while it is closed off by the Township during the maintenance to the lift station.  Mr. Midgley stated yes.  Mr. White said it would be nice if they could get a study done of the entire area.

 

#15H – DIRECTORS’ VISIONS FOR THE ROAD COMMISSION.

 

Managing Director John Midgley reviewed an Action Plan for the Road Commission which has be drafted by management staff.  Vice Chair Guenther stated it is very important to complete the pavement ratings.  Commissioner Rodgers stated that holding public informational meetings should be added to the list.  She indicated the public are the ones who should be educated and convinced that an increase in the gas tax is needed as these are the people who can influence the legislators.  Chair Smith stated that the Board tries to meet annually with all of the townships, and, in fact, at last year’s meetings, extensive conversations were held regarding the need for a gas tax increase.

 

#17 – BOARD UPDATES/COMMENTS.

 

A.         Commissioner Rodgers stated she is looking forward to working with the Board and staff.  She indicated she is a member of the Public Service Board for the City of Lansing and she is a proponent of working with citizen groups.  Commissioner Rodgers stated asset management has begun at the City and she is glad to see that the Road Commission is moving in that direction.  She stated everyone is in the same situation with declining revenues.  Commissioner Rodgers stated it is time to stop playing in our own sandbox and start getting the workers together to get things done.  She said the focus needs to be on the workers.

 

B.         Both Commissioners Guenther and Smith welcomed Ms. Rodgers to the Road Commission Board and said they are looking forward to working with her.

 

C.         Vice Chair Guenther commended Mr. Pulver for the way in which the dirt removal was handled at the Eastern Garage.  It was done in a timely fashion with as little disruption to the work force as possible.

 

#19 – LIMITED PUBLIC COMMENT.

 

1.         Will Tyler White, Chair-Okemos DDA.  Mr. White informed the Board there is talk about Amtrak moving from its Harrison Road location to the old Circuit City property located at Park Lake Road and Grand River Avenue.  The township has talked about creating a regional transportation center at this location and linking bus lines and car rental agencies.  Mr. White said he wanted the Board to be apprised of this possibility because it will have an impact on traffic patterns in the area.

 

2.         Todd Pentecost, Road Commission employee from the Eastern District.  Mr. Pentecost welcomed Commissioner Rodgers to the Road Commission.  He said he liked what he heard from Commissioner Rodgers regarding maintenance and preventative maintenance.  Mr. Pentecost stated he is excited to begin working with Commissioner Rodgers to better the Road Commission’s services to the public.  He said the employees are tax payers, too, and they have ideas about saving money.  Mr. Pentecost thanked Chair Larry Smith for looking into the problem with the deferred compensation plan.  He indicated it concerns the employees that they had to bring up the problem to management, and feels management should have told them when they first found out there were issues.

 

#18 – CLOSED SESSION.

 

Moved by Commissioner Smith and Supported by Commissioner Guenther, that the Board enter closed session at 8:10 P.M. for the purpose of discussing pending labor negotiations.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes.  3 yes, 0 no.  Resolution carried unanimously.

 

Moved by Commissioner Smith and Supported by Commissioner Guenther, that the Board return to open session at 9:00 P.M.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes.  3 yes, 0 no.  Resolution carried unanimously.

 

No public comment was offered.  The meeting adjourned at 9:00 P.M.

 

 

                                                                                                                                                           

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