**APPROVED MINUTES**

 

 

Mason, Michigan

March 22, 2007

 

 

The Board of Ingham County Road Commissioners met for a rescheduled regular meeting on Thursday, March 22, 2007, at 3:00 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, 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, Joseph D. Pulver, Director of Operations, and Robert H. Peterson, Director of Engineering.

 

Others Present:  Road Commission employees:  Duane Yerks, Fleet Manager and SEIU President, Dale Arnett, Eastern District Supervisor, Dan Chapman, Engineering Dept. employee and OPEIU Representative, William Comstock, Eastern District employee, and Rob Alling, Shop employee.

 

Chair Larry Smith called the meeting to order and led with the Pledge of Allegiance.

 

AGENDA ITEM #4 – ATTORNEY INTERVIEWS.

 

The Board conducted the following attorney interviews:

 

1)         3:00 P.M. – Peter A. Cohl and David G. Stoker.  Cohl Stoker Toskey & McGlinchey PC.

2)         3:30 P.M. – George Brookover.  Brookover Carr & Schaberg PC.

3)         4:00 P.M. – Gordon W. VanWieren, Jr., and Patrick J. Berardo.  Thrun Law Firm PC.

4)         4:30 P.M. – Larry A. Salstrom.  Larry A. Salstrom PC.

 

The interviews concluded at 5:30 P.M.

 

AGENDA ITEM #5 – LATE ITEMS.

 

The Managing Director added discussion of the Lake Lansing Road project as item #12B.

 

AGENDA ITEM #5 – CONSENT AGENDA.

 

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

 

A)         Agenda Item #6, minutes.

B)         Agenda Item #7A-D, routine and special permits.

C)         Agenda Item #9A, accounts payable.

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #6 – Minutes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the minutes of the meeting of March 8, 2007, be approved as presented.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #7A-D – Routine and Special Permits.

 

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

 

07-0109 07-0110            07-0112            07-0111            07-0113            07-0114

07-0118 07-0119            07-0120            07-0123

 

3 yes, 0 no.  Motion carried unanimously.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the following special permits be approved:

 

A.            Permit #07-0108 for a special milk haul route applied for by Every Farms of Mason.

B.            Permit #07-0121 for a haul route for Holt Products Company of Holt.

C.            Permit #07-0124 for a haul route for Garner Farms of Lansing.

D.            Permit #07-0125 for a second haul route for Garner Farms of Lansing.

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #9A – Accounts Payable.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period of March 5-18, 2007, be approved as follows:  check numbers #80015 through #88098, totaling $322,255.80 (which includes a MERS payment of $69,400.50 and payroll).  3 yes, 0 no.  Motion carried unanimously.

 

AGENDA ITEM #8 – MANAGING DIRECTOR REPORTS.

 

A.         Metro District Supervisor Larry Wilberding has submitted his notice of retirement effective at the end of May.  Chair Smith asked if there would be a party and if this position would be filled immediately?  Board Secretary Debbie Bellows responded there will be an open house on May 24th from 11-1:30 in the Board Room.  Managing Director Midgley stated he would have a recommendation at the next meeting for filling the vacancy.

 

B.         The SEIU Supervisors’ unit has requested a meeting with the Board to discuss various Road Commission related issues.  Chair Smith asked Duane Yerks if the meeting would be with or without management present?  Mr. Yerks responded, without.  Chair Smith stated he would like to make sure that all members of the unit are present for this meeting, so Mr. Yerks is to get available dates with unit members and discuss with the Secretary to the Board so that a meeting can be scheduled.

 

C.         The Road Commissioners’ seminar will be held April 15-17, 2007, at the Alpena Holiday Inn.  Commissioners Rodgers and Guenther expressed an interest in attending this year.

 

D.         An action has been brought in Circuit Court to vacate a portion of a recorded plat located in the City of Lansing known as Maple Grove Farms No. 1.  The Engineering Department has no objection to the action.  Attorney Larry Salstrom will sign a Consent Judgment on behalf of the Road Commission if the Board has no objection.  Board members indicated they have no objection.

 

AGENDA ITEM #9B – UPDATE ON THE CLEANING SEVICES.

 

Commissioner Rodgers asked for an update on the cleaning services.  Director of Administrative Services Kathy Haves stated she has not received any complaints.  However, she said she had visited the Eastern District garage facilities recently and the floors are in need of more aggressive cleaning and mopping.  Other than that, she was not aware of any other problems.  Commissioner Rodgers said she has had comments from several employees regarding the condition of the shop building and common areas of that building, especially the restrooms.  She directed that the cleaning services be increased to three days per week, i.e., Monday, Wednesday and Friday.  She asked that particular attention be paid to the restrooms in the shop building and the floors, suggesting that they be mopped on a more regular basis.  Ms. Haves stated the contractor will increase the cost by $8,000 per year to add an additional day to the current services.  The Board directed that the cleaning services be increased to three days per week.

 

RESOLUTION AUTHORIZING INCREASING THE CLEANING SERVICES.

 

RESOLUTION #043-07

 

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

 

BE IT RESOLVED that the Board authorizes a change to the contract with Simply Superior Cleaning Company to increase the number of days per week that the facilities will be cleaned.  The change will be that facilities will now be cleaned three times a week, Monday, Wednesday and Friday and will include mopping all tile floors.  The additional cost per year for the added service shall be $8,000.00.

 

AGENDA ITEM #10A – REAPPROVE FINAL PLAT OF EMBER OAKS NO. 2.

 

Director of Engineering Bob Peterson stated the Final Plat of Ember Oaks No. 2 is back before the Board for re-approval.  The State required many changes to the final plat, but nothing that affected the Road Commission.  He recommended re-approval.

 

RESOLUTION RE-APPROVING THE FINAL PLAT OF EMBER OAKS NO. 2 LOCATED IN MERIDIAN CHARTER TOWNSHIP.

 

RESOLUTION #044-07

 

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 re-approves the Final Plat of Ember Oaks No. 2 located in Section 35 of Meridian Charter Township.  The proprietor is Keith Schroeder.

 

AGENDA ITEM #10B – TITLE SHEETS FOR CMAQ PROJECTS.

 

Director of Engineering Bob Peterson reviewed and recommended for approval and signing, the title sheets for the CMAQ projects on Hagadorn Road at Hanna Blvd. and on Mt. Hope Road at Farm Lane.  He indicated the deadline for a June letting is to have everything turned in to MDOT by March 23rd.  Commissioner Rodgers stated she does not appreciate being asked to make a decision on something that is due the next day.  She said she also doesn’t like turning things in on the very day they are due.  She asked what if the Board, for whatever reason, wouldn’t be receptive to approving this now, or if there was an error and had to be postponed until the next meeting?  Mr. Peterson said if that happened, it would prolong the bid letting and the project could be delayed or cancelled.  Commissioner Rodgers asked that this not happen again and that requests for approvals such as these be brought to the Board in a more timely fashion. 

 

Managing Director Midgley stated it is a little difficult to abide by this since the projects are not approved at the same meeting as the project public hearing.  Commissioner Rodgers stated she would not consider approving projects at the same meeting as public hearings are held.  Vice Chair Guenther said that perhaps the public hearings for construction can be held earlier, perhaps in early February.

 

RESOLUTION APPROVING TITLE SHEETS FOR PROJECTS AT HAGADORN ROAD AND HANNA BLVD. AND AT MT. HOPE ROAD AND FARM LANE.

 

RESOLUTION #045-07

 

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 the title sheets for the intersection projects at Hagadorn Road and Hanna Blvd. and at Mt. Hope Road and Farm Lane.  Both projects will be funded with CMAQ funds.

 

AGENDA ITEM #10C – INTERAGENCY AGREEMENT WITH MICHIGAN STATE UNIVERSITY.

 

Director of Engineering Bob Peterson stated that the intersection improvements at Mt. Hope and Farm Lane will extend outside of the public right of way.  All of the private land to be impacted by the regrading is owned by Michigan State University (MSU).  Mr. Peterson explained that before the Road Commission can submit the final plans and proceed to bid, we must certify that we control the right of way and have permission to work on private lands, as needed for this project.  He indicated an Inter-Agency Agreement has been drafted that will allow the project contractor to build the portion of the project that is on MSU land.  The University has already signed off on the Agreement.  Mr. Peterson said this is a non-binding Agreement and will terminate when the project is done.

 

RESOLUTION APPROVING AGREEMENT WITH MICHIGAN STATE UNIVERSITY FOR PERMISSION TO WORK ON ITS PROPERTY.

 

RESOLUTION #046-07

 

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 approves and signs an Inter-Agency Agreement with Michigan State University (MSU), which gives the Ingham County Road Commission permission to access its private property as needed for the intersection improvements at Mt. Hope and Farm Lane.  The Agreement shall terminate upon completion of the project.

 

Discussion on the Motion.  Commissioner Guenther stated in his business, he has had several occasions to work on MSU property.  He cautioned staff on the cost MSU charges to replace any of the trees located on its properties.  Commissioner Guenther stated to make sure there is adequate drip fencing around all trees in the area or it will cost tens of thousands of dollars to replace.  Mr. Peterson said this has been discussed; however, there are no trees in the vicinity of the project.  Both Chair Smith and Vice Chair Guenther stated this should be put in the contract for the project.  Mr. Peterson stated the contract for this project is between MDOT and the contractor and there is no need for special provisions to protect trees on the Mt. Hope Road project.  Commissioner Rodgers stated that those types of conversations can be held directly with contractors who are awarded contracts.  Mr. Peterson said that could be done at the pre-con meeting after the contract has been awarded.

 

AGENDA ITEM #10D – AMENDMENT TO CEDAR STREET CONTRACT WITH TETRA TECH.

 

Director of Engineering Bob Peterson reviewed and recommended approval of the Third Amendment to the current Agreement with Tetra Tech for the design of the Cedar Street project in Delhi Township.  Mr. Peterson stated this amendment will cover services to complete the design of the Cedar Street improvement project and preparation of the bidding documents.  This is for the portion of Cedar Street between Dallas Street and Holbrook Drive, including a boulevard section and roundabout at Holbrook Drive.  As reported at the public hearing, the project will be bid this fall with work to begin in the spring of 2008.  This project is being funded entirely by the Delhi Township DDA.

 

RESOLUTION APPROVING AMENDMENT TO THE CURRENT AGREEMENT WITH TETRA TECH INC. FOR THE DESIGN OF THE CEDAR STREET PROJECT IN DELHI TOWNSHIP.

 

RESOLUTION #047-07

 

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 authorizes the Managing Director to sign on its behalf, an Amendment to the current Agreement with Tetra Tech Inc., for preparation of the final design and bidding documents for the Cedar Street Improvement project between Dallas Street and Holbrook Drive.

 

AGENDA ITEM #10E – PROJECT STATUS REPORT.

 

Director of Engineering Bob Peterson reviewed the project status report:

 

Lake Lansing Road.  There has been yet another problem with the Lake Lansing Road project.  There is AT&T underground duct work right in the middle of the right of way where the roundabout at New Chamberlin Drive is going to be built, and AT&T has advised that it will be a long, long time before they can schedule it for relocation.  However, if we re-route the pipe just a little, all of the duct work could be avoided, so that is the current plan.

 

Managing Director John Midgley informed the Board that when developers build new roads, the Road Commission charges a three percent fee to cover our costs for inspection.  With the Lake Lansing Road project, the Road Commission’s inspection and testing fees alone are a little over $100,000.00.  If we charge the three percent inspection fee on top of that for the New Chamberlin Drive roundabout and Sam’s Way extension construction, that would be an additional $69,000.00 (roughly).  We currently have a $45,700.00 outstanding obligation to the township for the Wood Street project a few years ago which could be applied to this fee.  Would the Board entertain the idea of waiving the three percent inspection fee?  If so, then we would also have to consider waiving that fee for Delhi Township on the Cedar Street project, since that is getting built in the same manner with township DDA funds.  Mr. Midgley stated that Steve Hayward needs to know for budgeting purposes whether the Road Commission is going to charge the additional three percent inspection fee.

 

Commissioner Rodgers stated if the fee is for the inspection on Chamberlin Drive and Sam’s Way, then she does not think it should be waived.  Since we already owe the township $45,700.00, that could easily be deducted from the three percent total, and then charge them the balance.  The Board’s consensus was to charge the three percent inspection fee. 

 

Hagadorn Road Bridge Replacement.  Chair Smith stated he stopped at BA Florist to see the owner.  He ran into a customer who said she had made a left turn off of Grand River Avenue into the property because she didn’t know she could get access from Hagadorn Road.  He suggested some sort of improved signage.  Chair Smith asked how the AT&T work was coming?

 

Mr. Peterson stated they should be done this weekend and the contractor will start up again on Monday.  The contractor feels he can complete the work within the DEQ permit time frame.  The DEQ was able to make a slight time modification to the permit to accommodate the down time while awaiting the completion of the work required by AT&T.

 

Commissioner Rodgers stated she had read all of the email communications regarding the AT&T response issues.  She asked why it was so hard to get them to do anything and why did we have to go so high up in their chain to obtain any cooperation?  Mr. Peterson stated that between SBC and AT&T, and everything in between, they just dropped the ball.  He said they admitted that.  There were also union issues involved regarding the overtime.  Mr. Peterson stated that AT&T never has been real responsive on any projects we have encountered.

 

Commissioner Rodgers asked if the Road Commission has ever tried to establish higher up relationships with these companies so there is a procedure in place to solve problems quickly.  Managing Director Midgley stated no, it has been too difficult to get names until the Chair was able to get names and phone numbers.  Mr. Peterson stated the person at AT&T who is at his level of management had only been in that position for two weeks and he would not authorize anything without approvals from higher ups.

 

Commissioner Rodgers stated if this has been an ongoing problem over a significant period of time, why not be proactive in developing those relationships?  She said as a consumer, if she has a problem, she keeps going right up the ladder until she can find someone to help her.  That isn’t that hard and the Road Commission doesn’t seem to be proactive with these types of issues.

 

Mr. Midgley stated he tried that with the Board of Water and Light on the Lake Lansing Road project and it didn’t work.  Chair Smith said that now that we have two names of management personnel at AT&T, we need to get with those people and have a discussion.  The Road Commission has a lot of work coming up which AT&T will be involved in.  Vice Chair Guenther said to discuss the Cedar Street project with them now, so they know in advance that this project is coming up.  He said they more than likely have utilities under Cedar Street that will be affected.  Chair Smith suggested this be done soon. 

 

AGENDA ITEM #11A – PROPOSAL #1498 FOR LIQUID CALCIUM CHLORIDE SOLUTION.

 

Director of Operations Joe Pulver reviewed and recommended award of Proposal #1498 for liquid calcium chloride solution.  He stated this material is used for dust control on gravel roads.  He said we have 90 miles of gravel roads in Ingham County. 

 

Commissioner Rodgers stated on some previous recommendations received from another department, the location of the bidders was provided.  She said she wanted to know where we are spending our money because if the bid prices are very close to the low bid from a local company, she will always recommend awarding to local companies.  She asked where the companies are located that are recommended for award.  Mr. Pulver indicated that Great Lakes Chloride is from Jones, Michigan, and Michigan Mineral Resource is from Albion.  The only company that is local, did not submit a bid.

 

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1498 FOR LIQUID CALCIUM CHLORIDE.

 

RESOLUTION #048-07

 

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 Operations, the Board authorizes award of Proposal #1498 for liquid calcium chloride to Great Lakes Chloride Inc. delivered for storage and applied at concentrations of 28%, 32% and 38%; and to Michigan Mineral Resource Inc. for the optional bid of mineral well brine.

 

AGENDA ITEM #11B – PROPOSAL #1499 FOR SLAG MATERIAL.

 

Director of Operations Joe Pulver reviewed and recommended award of Proposal #1499 for slag and crushed natural aggregate materials.  He recommended rejection of the low bidder because their material bid does not meet specifications for the slag material.  The second low bidder, Burroughs Materials Company is from Saginaw.  Mr. Pulver also recommended award of the crushed natural aggregate material to Sunrise Aggregate of Dansville.  He indicated the material for this proposal is used for the chip seal program.  The Road Commission will be doing less this year because of the rising cost of material, and the funding dollars not increasing.

 

Commissioner Rodgers stated that it is recommended to award to Sunrise Aggregate, however, on the bid tabulation sheet it indicates that Sunrise did not submit a bid.  Mr. Pulver indicated this was in error and it would be corrected and brought back for consideration at the next meeting.

 

AGENDA ITEM #11C – PROPOSAL #1500 FOR PROCESSED ROAD GRAVEL.

 

Director of Operations Joe Pulver recommended rejection of bids received for Proposal #1500 for processed road gravel because of confusion in the time of opening of the bids.  It would be in the best interest of the Road Commission to re-bid this proposal.

 

RESOLUTION REJECTING ALL BIDS RECEIVED FOR PROPOSAL #1500 FOR PROCESSED ROAD GRAVEL.

 

RESOLUTION #049-07

 

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 Operations, the Board approves rejection of all bids received for Proposal #1500 for processed road gravel due to confusion in the time of the bid opening.  The Board authorizes this proposal to be re-bid.

 

AGENDA ITEM #11D – PROPOSAL #1501 FOR BITUMINOUS SURFACING MIXTURE.

 

Director of Operations Joe Pulver reviewed Proposal #1501 for bituminous surfacing mixture and recommended award to the only bidder, Aggregate Industries of Mason.  This material is used for spot hot patching.  Commissioner Rodgers asked if there was anything in the Road Commission’s policies about awarding contracts to sole bidders.  Mr. Pulver stated there are no policies requiring a minimum number of bids.  Commissioner Rodgers asked if this proposal could be tabled in order to find out why Michigan Paving & Materials Company did not submit a bid.  Mr. Pulver said he would call them and bring this back for reconsideration at the next meeting.

 

AGENDA ITEM #11E – PROPOSAL #1502 FOR TREATED TIMBER STRUCTURES.

 

Director of Operations Joe Pulver reviewed Proposal #1502 for treated timber structures, stating there are only two suppliers for these structures.  He said that Art Thureson Inc. of Waterford has not bid on this material in over five years.  He recommended award to Krenn Bridge Company of Kalamazoo.  In response to a question by Commissioner Guenther, Mr. Pulver stated the structure for Kirby Road will be purchased from this bidder.

 

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1502 FOR TREATED TIMBER STRUCTURES.

 

RESOLUTION #050-07

 

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 Operations, the Board authorizes award of Proposal #1502 for treated timber structures to Krenn Bridge Company for its price of $3,795.00 per MBM.

 

AGENDA ITEM #11F – PROPOSAL #1503 FOR EMULSIFIED ASPHALT MATERIAL.

 

Director of Operations Joe Pulver reviewed the bids received for Proposal #1503 for emulsified asphalt material.  This is the material we use for paving projects by our own forces.  The prices received are for both plant pickup and delivery to job site.  Mr. Pulver indicated his recommendation for the SS1h material for plant pickup would be for the second low bidder because of its plant location.  Although this company is from Oregon, Ohio, its materials can be picked up locally via Spartan Asphalt’s plant in either Lansing or Jackson.  The other two companies’ plants are too far away, i.e., Bay City and Alma and would be too costly for plant pick up.   Commissioner Rodgers asked the process of plant pickup.  Mr. Pulver stated it takes a tanker plus driver.

 

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1503 FOR EMULSIFIED ASPHALT MATERIALS.

 

RESOLUTION #051-07

 

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 Operations, the Board authorizes award of Proposal #1503 for emulsified asphalts HFRS-2, HFRS-2M and SS-1h, to Asphalt Materials Company.

 

AGENDA ITEM #11G – PROPOSAL #1504 FOR CORRUGATED STEEL PIPE.

 

Director of Operations Joe Pulver reviewed the bids received for Proposal #1504 for corrugated steel pipe.  He recommended award to the overall low bidder, Contech Construction Products of Mason.  This material is used for installation of driveway and cross-road culverts. 

 

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1504 FOR CORRUGATED STEEL PIPE.

 

RESOLUTION #052-07

 

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 Operations, the Board authorizes award of Proposal #1504 for corrugated steel pipe to the overall low bidder, Contech Construction Products of Mason.

 

AGENDA ITEM #11H – PROPOSAL 1505 FOR POLYETHYLENE PIPE.

 

Director of Operations Joe Pulver reviewed the recommendation for award of Proposal #1505 for polyethylene pipe.  This pipe is used for various repairs by Road Commission crews.  He recommended award to the overall low bidder, Advanced Drainage Systems.

 

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1505 FOR SMOOTH LINED CORRUGATED POLYETHYLENE PIPE.

 

RESOLUTION #053-07

 

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 Operations, the Board authorizes award of Proposal #1505 for smooth lined corrugated polyethylene pipe to the overall low bidder, Advanced Drainage Systems of Owosso.

 

AGENDA ITEM #11I – PROPOSAL #1506 FOR BITUMINOUS SPRAY PATCHING.

 

Director of Operations Joe Pulver reviewed the recommendation for award of Proposal #1506 for bituminous spray patching.  He stated this is the material used for filling some of the worst pothole areas and is more of a permanent patch.  Mr. Pulver recommended awarding on a per gallon basis rather than an hourly rate for application.  Commissioner Rodgers stated that the per gallon rate is three times more expensive than the hourly rate and asked why it would be recommended to spend that much more money?  Mr. Pulver asked that this item be tabled until he could re-evaluate the bids received.

 

AGENDA ITEM #12A – CHANGE IN HOURS FOR SUMMER SEASON.

 

Managing Director John Midgley informed the Board that the AFSCME, SEIU and OPEIU bargaining units have requested the four day/10 hours per day work schedule for the 2007 summer season.  This work schedule typically runs from mid-May to Labor Day.  Chair Smith said he was going to vote no on this because he believes that the office needs to be open five days a week to adequately serve the public.

 

Commissioner Rodgers stated the Board members were provided absolutely no information in their packets regarding this request.  She said she cannot make an informed decision without some background information. 

 

Mr. Midgley said the change in work hours are beginning times of 6:30 AM, and ending times of 5:00 PM, Monday through Thursday.  Commissioner Rodgers asked if there have been comments, either in favor of or against, from the public?  Mr. Midgley stated none have been received that he knows of.  He said this has been in effect since he has been here and the public and other agencies have come to expect the change each year.

 

Commissioner Rodgers asked about employee performance.  Mr. Midgley stated that having a ten hour work day is more productive.  He indicated that the engineering department normally works six days a week during the busy construction season, so the change in hours doesn’t really affect them.  Commissioner Rodgers asked if there is a significant impact on the budget and overtime as a result of the change in hours.  Mr. Midgley stated there isn’t much change as far as he is aware.

 

Commissioner Rodgers stated that, philosophically, she has a problem with the four day/10 hours per day work week.  The Lansing School District did this the last three years she was there.  The only advantage to it that she was aware of was that the people who normally worked on Saturdays, worked on Fridays, so they were able to have a two day weekend.  She said the public wasn’t too understanding of the change in hours for the school district. 

 

Mr. Midgley stated the other governmental agencies we deal with know that they can get contact anyone from the Road Commission on Fridays.  All of the management staff, as well as supervisory, have cell phones and they can be reached at any time.

 

Commissioner Rodgers asked for the history of the change in hours and a schedule.  Dan Chapman of the OPEIU unit stated that his membership knew that last year, the Board had talked about possibly changing the length of time this would be for in 2007.  He said the membership would like to know if the length of time is going to be modified so that they can vote again.  This concern has mostly to do with child care issues.

 

Mr. Midgley stated that another option could be to do split shifts where some employees would work Monday through Thursday, and others would work Tuesday through Friday, thus keeping the offices open five days per week.

 

Chair Smith stated his problem is with the answering service and getting emergency calls to the appropriate personnel in a timely manner.  He had such an experience with them last year and he was not too impressed with the manner in which the problem was handled.  Commissioner Rodgers stated she is not convinced that there is a benefit to the four-tens. 

 

Eastern District Supervisor Dale Arnett stated that as far as being more productive, the ten hour days are much more productive.  He noted that start up ad shut down are the most time consuming and expensive costs of any project.

 

Moved by Commissioner Guenther that the Board approves the four-ten working schedule for 2007, with a start date of June 4th through August 23rd.  The motion failed for lack of support.

 

Commissioner Rodgers stated she is not unwilling to reconsider this, but she needs to see more rationale for changing the hours of operation.  She said she is not sure she is comfortable with the concept, but will look at additional information if offered.

 

AGENDA ITEM #16 – CLOSED SESSION.

 

Moved by Commissioner Rodgers and Supported by Commissioner Guenther, that the Board enter closed session at 7:05 P.M. for the purpose of discussing personnel issues.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers.  3 yes, 0 no.  Motion carried unanimously.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board return to open session at 8:05 P.M.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers.  3 yes, 0 no.  Motion carried unanimously.

 

No public comment was offered.  The meeting adjourned at 8:10 P.M.

 

 

 

                                                                                                                                                           

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