Mason,
Michigan
June
28, 2007
The Board of Ingham County Road Commissioners met for a regular meeting at 6:00 P.M. on Thursday, June 28, 2007, in the Board Room of the Road Commission’s Austin E. Cavanaugh Administration Building located at 301 N. Bush Street, Mason, Michigan.
Present:
Larry R. Smith, Chair, Joseph A. Guenther, Vice Chair, and Shirley M.
Rodgers, Member.
Also Present:
Joseph D. Pulver, Acting Managing Director, Deborah L. Bellows,
Secretary to the Board, Kathryn M. Haves, Director of Administrative Services,
and Robert H. Peterson, Director of Engineering.
Others Present:
Douglas L. Brinker, Atwell-Hicks Development Consultants, Peter
Stoughton, Planner for Delhi Charter Township, Gary Arnold, James L. Charles,
Sign & Signal Manager (ICRC), Dale E. Arnett, Eastern District Supervisor
(ICRC), Dan Chapman, Engineering Technician & OPEIU Local 512 Chief Steward
(ICRC), and Will Comstock, Eastern District employee (ICRC).
AGENDA ITEM #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 and special 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 meeting of June 14, 2007, be
approved as presented. 3 yes, 0
no. Motion carried unanimously.
Agenda
Item #6A-C – Routine and Special Permits.
Moved by Commissioner Guenther and Supported by
Commissioner Rodgers that routine and special permits be approved as follows:
07-0344 07-0345 07-0346 07-0347 07-0348 07-0349
07-0353 07-0354 07-0357 07-0358 07-0360 07-0361
07-0362 07-0363 07-0364 07-0365 07-0366 07-0373
07-0381 07-0343 07-0350 07-0351 07-0352 07-0356
07-0359 07-0369 07-0370 07-0371 07-0372 07-0376
07-0377 07-0379 07-0380 07-0382 07-0383
Permit #07-0367 for the
purpose of conducting the 5th annual Origami 5k run/walk/wheel
fundraiser to be held on August 18, 2007, from 8:30 A.M. until 11:30 A.M. The event is sponsored by Origami Brain
Injury Rehab Center and is sanctioned by Alaiedon Township.
Permit #07-0378 to close
Sleepy Hollow Lane between Isaac Lane and Sacarmento Way for the purpose of
conducting a neighborhood block party on July 14, 2007, from 12:00 P.M. until
12:01 A.M. The event is sponsored by
Mike Weaver and is sanctioned by Meridian Township.
Permit #07-0384 to close
Central Park Drive just west of the Township Complex entrance to the Post
Office driveway on July 4, 2007, from 9:00 P.M. until 11:00 P.M. for the
fireworks display. The event is
sponsored by the Meridian Township Parks & Recreation Dept. and is
sanctioned by Meridian Township.
3 yes, 0 no. Motion carried unanimously.
Agenda
Item #8A – Accounts Payable.
Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period from June 11-24, 2007, be approved as follows: check numbers #88588 through #88667, totaling $336,443.75. 3 yes, 0 no. Motion carried unanimously.
AGENDA ITEM #10E – VARIANCE REQUEST FOR
COMMERCIAL DRIVE APPROACH LOCATION.
Mr. Peter Stoughton, Planner for Delhi Charter Township, and Mr. Douglas L. Brinker of Atwell-Hicks Development Consultants, were present for this discussion.
Director of Engineering Bob Peterson stated his
department has received a request for a variance for the installation of two
commercial driveways for the proposed Tim Horton’s Restaurant at 2350 Cedar
Street in Holt. Mr. Peterson said that
the Board considered a similar proposal for this same parcel last year when
Medawar Jeweler’s tried to develop the property. He explained that the proposed driveways are located along the
north and south property lines. The
north drive approach is a distance of 104 feet (edge to edge) from the drive
that services Delhi Commerce Center.
The southerly drive is located about 110 feet from the existing Auto
Zone drive approach. In accordance with
Road Commission commercial drive standards the minimum spacing required for a
road with a posted speed limit of 40 MPH is 185 feet.
The owner of Tim Horton’s Restaurant is in favor of
constructing a shared access connection to Delhi Commerce Center as shown on
the plans they submitted. The drive
approach will be constructed to the north property line and completed once the
township secures an easement from the owners of Delhi Commerce Center.
Mr. Peterson continued that there are many
commercial driveways on both sides of Cedar Street between Willoughby Road and
Aurelius Road that do not meet the Road Commission’s required spacing
standards. Due to the triangular shape
of this parcel, the proposed drive configuration would allow smooth traffic
flow and sufficient parking within the property. The proposed connection of the northerly drive with Delhi
Commerce Center may benefit the Road Commission and Delhi Township providing
the opportunity to eliminate the approach serving the L & L Food Center, if
traffic problems develop in the future.
Mr. Peterson stated this is one of five sites in the
Lansing area on which the restaurant chain intends to construct a new
restaurant. Once this area builds up
and traffic volumes warrant it, a new traffic signal will be installed at Cedar
Street and Delhi Commerce Drive. This
will probably be either 2008 or 2009.
Mr. Peterson said the proposed drive approach at the
north corner of the site will be 104 feet from the existing drive that serves
Delhi Village, and the southerly drive approach entering into the parcel will
be approximately 110 feet from the existing Auto Zone drive approach. Future plans are to remove the approach to
Delhi Village and have a shared access through the Tim Horton’s northerly drive
and eliminate the spacing conflict of these two drive approaches. Also, the reason for the location of the
southerly approach is so that it matches the existing drive that serves the
site and it aligns with Fay Avenue on the west side of Cedar Street, which will
help minimize the turning movement conflicts with vehicles exiting the Tim
Horton’s site and turning off of Fay Avenue.
RESOLUTION APPROVING VARIANCE FROM COMMERCIAL
DRIVEWAY STANDARDS FOR TIM HORTON’S RESTAURANT IN DELHI CHARTER TOWNSHIP.
RESOLUTION #097-07
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 a variance in its commercial
driveway spacing requirements to Tim Horton’s Restaurant for drive approaches
located at 2350 Cedar Street, Holt, as follows: the proposed drive approach at the north corner of the site will
be 104 feet from the existing drive that serves Delhi Village and the southerly
drive approach entering into the parcel will be approximately 110 feet from the
existing Auto Zone drive approach.
AGENDA ITEM #10D – HIDEAWAY WOODS NO. 5 FINAL
PLAT MYLAR.
Mr. Gary Arnold was present to have the Board Chair sign the final plat mylar for Hideaway Woods No. 5, which is located in Section 36 of Williamstown Township. Board approval is not required since the final plat was previously approved. Mr. Arnold misplaced the paper copy of the final plat and that we re-signed as well.
AGENDA ITEM #9A – TRAFFIC CONTROL ORDER.
Sign and Signal Manager Jim Charles presented his request to the Board for approval of a traffic control order requiring the installation of a yield location on Sequoia Trail for Comanche Drive in Meridian Township. Mr. Charles stated that while he is not an advocate of yield locations, he believed it would be proper for this area.
RESOLUTION APPROVING TRAFFIC CONTROL ORDER FOR YIELD
LOCATION IN MERIDIAN TOWNSHIP.
RESOLUTION #098-07
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 approves Traffic Control Order #Y-10-07-004
requiring southbound traffic on Sequoia Trail to Yield to northbound and
westbound traffic on Comanche Drive, located in Meridian Charter Township.
AGENDA ITEM #9B – AGREEMENTS FOR PAVEMENT
MARKING.
Sign and Signal Manager Jim Charles reviewed his
recommendation for approval of agreements with the cities of Mason, Leslie and
Williamston for painting their respective roads in 2007. Mr. Charles said this is done annually with
several of the cities and villages. He
said the painters will be back in late summer or early fall to complete the
Road Commission’s painting contract and will include the work for the cities.
RESOLUTION APPROVING AGREEMENTS FOR PAVEMENT
MARKING.
RESOLUTION #099-07
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 approves Agreements for pavement marking with the
cities of Mason, Leslie and Williamston, for 2007 pavement marking.
AGENDA ITEM #7 – ACTING MANAGING DIRECTOR
REPORTS.
A. Acting Managing Director Joe Pulver informed the Board that the Ingham County Friend of the Court has requested the use of Road Commission property to store impounded vehicles. Mr. Pulver stated he would suggested that the vehicles be stored in the open area east of the open face building. There would probably be no more than 10 cars at any one time. He recommended that the Board’s legal counsel be contacted to prepare an Agreement with the Friend of the Court and that the agreement contain a hold harmless clause. The Board authorized staff to proceed with having Mr. Brookover draft the appropriate agreement between the Road Commission and the Friend of the Court.
B. It
is suggested that a road trip be planned for the week of August 6th. Perhaps the regular meeting of August 9th
could be cancelled. This will probably
take all day and should include the regular meeting when the road trip is
concluded. The Board agreed to cancel
the August 9th meeting and reschedule it for August 8th
after the road trip.
AGENDA ITEM #8B – AFSCME LABOR CONTRACT.
Director of Administrative Services Kathy Haves
informed the Board that AFSCME Local 1499 employees voted and ratified the
labor contract at their meeting held June 27th. She reviewed the major changes. After having several questions answered,
Commissioner Rodgers stated she is very disappointed in a lot of the language
contained in the contract in general, but with one particular change under
Article 13, Wages and Benefits, Section 9(g), Long Term Disability. She indicated she cannot believe this new
language was added to provide that the Employer will pay the benefit after 90
days and be reimbursed by the provider.
Commissioner Rodgers stated if there was a problem with the provider making
timely payments, then this should have been straightened out with them, or a
new provider sought, and it should not have been solved by having the Road
Commission make the payments. She said
she strongly disagrees with this provision and she was not aware that this
change was going to be made. She said
she is also not accustomed to having “tentative agreement” language changed
after the fact.
RESOLUTION APPROVING THE NEWLY RATIFIED AFSCME LOCAL
1499 LABOR CONTRACT.
RESOLUTION #100-07
Moved by Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that the Board approves and signs,
the newly ratified AFSCME Local 1499 labor contract for the period of January
1, 2006, through December 31, 2007.
Discussion on the Motion: Commissioner Rodgers said she was approving this reluctantly.
AGENDA ITEM #8C – 2007 BUDGET ADJUSTMENTS.
Director of Administrative Services Kathy Haves reviewed the proposed 2007 budget adjustments. The Board went through each page of the proposed changes and had several questions. Commissioner Rodgers stated that she had been told by several employees that many purchases have not been allowed due to the wait for the commissioners to approve the budget adjustments. She indicated that if purchases and/or projects have been approved in the already existing budget, then to move forward with them does not require waiting for official budget adjustments. Ms. Haves stated she was not aware of this being told to employees.
The Board also discussed proceeding with the bonding
for the original list of projects.
Commissioner Rodgers stated she does not want to reduce the Board’s
equity for these projects and stated the original list of projects should
proceed under the bonding process. She
said that according to information previously received, it will be more cost
effective to bond the projects rather than borrow the money from the county.
The Board also directed that the bonding process
begin for the original list of projects.
RESOLUTION APPROVING 2007 BUDGET ADJUSTMENTS.
RESOLUTION #101-07
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 Administrative Services, the Board approves the following 2007
budget adjustments:
RESOLUTION AUTHORIZING PROCEEDING WITH BONDING FOR
VARIOUS PROJECTS.
RESOLUTION #102-07
Moved by Commissioner Rodgers and Supported by Commissioner Guenther. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that the Board authorizes staff and
its bonding counsel, Patrick J. Berardo, to proceed with the bonding
process. The bond funds will be for the
following projects and estimated costs:
1. Radio
Tower - $50,000.00
2. Metro
District Salt Storage Building - $225,000.00
3. Mason Complex – Demo Part of Block Storage Building, Repair
Roof, Repaint Building - $15,000.00
4. Mason Complex Construct New Storage Building - $150,000.00
5. Mason Complex Install Electronic Scales for Permits -
$15,000.00
6. Mason Complex Remove and Replace Tile Flooring in the Sign
Shop - $5,000.00
AGENDA ITEM #8D – FINANCIAL
REPORTS.
Director of Administrative Services Kathy Haves reviewed the new format for the cash position report and indicated it should now more adequately reflect the Road Commission’s financial position. Commissioner Rodgers stated that when she first heard about the fact that this report did not reflect the actual cash amount in the bank accounts, the Managing Director made it sound like there was an additional pot of money that staff was unaware of and that the Board should consider using its own funds for the proposed “bonded” projects. She stated that in reality, there really isn’t an “extra” pot of money, it has been there all along, just not reflected properly on the cash position report, is that correct? Ms. Haves responded that was correct.
AGENDA ITEM #10A – LAKE
LANSING ROAD CONSTRUCTION PROJECT.
Director of Engineering Bob
Peterson informed the Board that the Lake Lansing Road construction project is
no further ahead now than it was two weeks ago. Apparently, the Miller easement has not been settled yet and the
Agreement with the Drain Commissioner still has issues. Mr. Peterson said that the contractor
extended his bid prices until July 3rd and it appears he may have to
be asked to yet again extend his prices.
Regarding the Agreement with the Drain Commissioner, Paul Pratt told Mr.
Peterson that it is being reviewed by the Drain Commissioner’s legal counsel. There are issues remaining on the language
pertaining to the insurance requirements and invoicing and payment. Mr. Peterson stated that the Drain
Commissioner wants the following language added to the Agreement: “The Drain Commissioner shall approve or
reject construction draws and payment requests within three business days of
receipt of same.” Mr. Peterson said he
cannot accept this wording. The Board
agreed, stating it would be willing to back off on the Road Commission’s
requirement to have the money up front for the project, but it was not willing
to put in the Agreement that the Drain Commissioner has the right to reject any
requests for draw; and authorized Mr. Peterson to proceed accordingly.
AGENDA ITEM #10C – HAGADORN
ROAD BRIDGE INTER-AGENCY AGREEMENT.
Director of Engineering Bob Peterson reviewed an Agreement with the City of East Lansing for extra items it requested as part of the Hagadorn Road Bridge replacement project. Mr. Peterson recommended approval and signing of the Agreement. Commissioner Rodgers asked that the Agreement be sent back to the City with a letter of appreciation.
RESOLUTION APPROVING THE HAGADORN ROAD BRIDGE INTER-AGENCY AGREEMENT WITH THE CITY OF EAST LANSING.
RESOLUTION #103-07
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 and signs an Inter-Agency Agreement with the City of East Lansing for work done during the Hagadorn Road Bridge replacement project on Hagadorn Road between the bridge and Grand River Avenue, which was not covered by the federal funding.
AGENDA ITEM #11A –
MCRCSIP ANNUAL MEETING.
Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board appoint John W. Midgley as the voting delegate to attend the annual MCRCSIP meeting on July 18-19, 2007, at the Soaring Eagle Resort and Convention Center in Mt. Pleasant.
AGENDA ITEM #11B –
SALE OF PROPERTY IN WILLIAMSTOWN TOWNSHIP.
Acting Managing Director Joe Pulver stated that in accordance with previous Board action in 2005, a vacant parcel of land owned by the Road Commission has been offered to, and accepted for purchase by, one of the adjacent property owners. The parcel sold for $4,000, which has been received. Mr. Pulver recommended that a Warranty Deed be executed by the Chair and Secretary.
RESOLUTION APPROVING SALE OF VACANT LOT IN WILLIAMSTOWN TOWNSHIP.
RESOLUTION #104-07
BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board approves the sale of a vacant lot in Williamstown Township to David Byers for the purchase price of $4,000.00, and authorizes the Chair and Secretary to sign a Warranty Deed, which shall be recorded with the Ingham County Register of Deeds.
AGENDA ITEM #11C –
MDOT ENGINEERING REIMBURSEMENT.
Acting Managing Director Joe Pulver recommended the Board adopt the annual resolution certifying that we have employed a licensed professional engineer for the period July 1, 2006, through June 30, 2007. Commissioner Rodgers stated to be sure and include all engineers employed by the Road Commission on the request form.
RESOLUTION AUTHORIZING THE SUBMITTAL OF THE ANNUAL ENGINEERING REIMBURSEMENT REQUEST TO MDOT.
RESOLUTION #105-07
Moved by Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board authorizes the submittal of the annual engineering reimbursement request to MDOT certifying that the Road Commission has employed a licensed professional engineer for the period July 1, 2006, through June 30, 2007.
AGENDA ITEM #12A –
COMMUNICATIONS.
1. Commissioner Rodgers asked that the crash summary data for Okemos Road be forwarded to the Meridian Township Board of Trustees and note that the partnership of this project has accomplished its goals.
2. Chair Smith reported on the MTA section meeting held June 26th.
No public comment was received. The meeting adjourned at 7:45 P.M.
Larry R. Smith, Chair Deborah L. Bellows, Secretary