**APPROVED MINUTES**

 

 

Mason, Michigan

March 8, 2007

 

 


The Board of Ingham County Road Commissioners met for a regular meeting on Thursday, March 8, 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 N. Bush Street, Mason, Michigan.

 

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

 

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

 

Absent & Excused:  Joseph D. Pulver, Director of Operations.

 

Others Present:  Dale E. Arnett, Eastern District Supervisor, Duane Yerks, Fleet Manager, Dan Chapman, ICRC employee and OPEIU Local 512 Steward, Cindy Farley, ICRC Western District employee and AFSCME Local 1499 Secretary, Will Comstock, ICRC Eastern District employee, Todd Pentecost, ICRC Eastern District employee, and Rob Alling, ICRC Equipment Shop employee.

 

Others Present Who Could Be Readily Identified:  Greg Minshall, Fitzgerald Henne, Maureen Turner, Fitzgerald Henne, Dianne Holman, Ingham County Commissioner, Paul Pratt, Deputy Ingham County Drain Commissioner, Ray Severy, Director of Engineering and Public Works for Meridian Charter Township, Cheryl Fritze, Okemos resident, Lynne Page, Okemos resident, and Win Stebbins, Okemos resident.

 

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

 

#3 – LIMITED PUBLIC COMMENT.

 

None was offered.

 

#4 – CONSENT AGENDA.

 

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

 

A.         Agenda Item #5, approval of Minutes of February 22nd and March 1st.

B.         Agenda Item #6A-C(7), routine and special permits.

C.         Agenda Item #10A, 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 February 22, 2007, and March 1, 2007, be approved as presented.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #6 – Routine and Special Permits.

 

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

 

07-0081 07-0094            07-0073            07-0084            07-0085            07-0086

07-0087 07-0088            07-0089            07-0090            07-0092            07-0093

07-0095 07-0097            07-0103            07-0106            07-0107

 

3 yes, 0 no.  Motion carried unanimously.

 

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

 

A.         Permit #07-0091 for the 27th annual Memorial Day Bigfoot Challenge run/walk to be held on Monday, May 28, 2007, from 9:00 A.M. to 12:00 P.M.  The event is sponsored by the Dansville Athletic Boosters and is sanctioned by Ingham Township.

B.         Permit #07-0096 for the MSU Cycling Collegiate Road Race to be held March 24, 2007, from 9:00 AM until 4:00 PM.  The sponsor of the event is MSU Cycling Club and the event is sanctioned by Ingham Township.  

C.         Confirm the following milk haul routes during spring weight restrictions:

                       

            (1)  Permit #07-0098 to Grombir Transport Inc. of New Lothrop.

            (2)  Permit #07-0099 to Wadsworth Milk Transport of Petersburg.

            (3)  Permit #07-0100 to Traver Milk Hauling of Williamston.

            (4)  Permit #07-0101 to George Mohr of Leslie.

            (5)  Permit #07-0102 to Jack Gantz Trucking of Webberville.

            (6)  Permit #07-0104 to Maxson Milk Transport Inc. of Pittsford.

            (7)  Permit #07-0105 to Robert Cooley Trucking of Bath.

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #10A – Accounts Payable.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period from February 19-March 4, 2007, be approved as follows:  check numbers #87931 through #88014, totaling $462,456.11 (which includes payroll and 4D payment).  3 yes, 0 no.  Motion carried unanimously.

 

#7 – MANAGING DIRECTOR REPORTS.

 

A.            Intersection of Zimmer Road and Grand River Avenue.  Mr. Midgley stated he had a conversation with Paul Steinman, the Manager for MDOT’s University Region in Lansing, who stated the last time they did a traffic study at this intersection was in 2005.  At that time, the warrants were not met for a traffic signal.  Mr. Steinman told Mr. Midgley that they would look at it again and report the results in late April.  Commissioner Rodgers asked if something other than traffic counts are done when performing a study like this.  Mr. Midgley stated the accident history is also reviewed.

 

B.         Deer Crossing Signs.  Mr. Midgley asked if the Board would entertain a new policy to allow for the installation of deer crossing signs if the townships pay for them?  He said the cost for two signs, which is what would be required for each location, would be $336.00.  Mr. Midgley stated the Road Commission does not currently allow the installation of these signs.  For obvious reasons, if they were to be allowed, we could end up installing literally thousands of them throughout the county.  Mr. Midgley stated the Meridian Township Supervisor has asked for the installation of deer crossing signs in Meridian Township, and, after hearing that this is not something the Road Commission allows, asked if there was anything we could do in order to get them. 

 

Commissioner Rodgers asked if the request was made verbally or in writing?  Mr. Midgley stated a resident emailed the request to the township and Supervisor McGillicuddy forwarded it to him.  Once he emailed back and told her the Road Commission doesn’t install this type of sign, she asked if we could reconsider.  Commissioner Rodgers asked if this issue has been raised before, or is this a new type of request and has the Road Commission taken a position on it previously?  Mr. Midgley stated that over the years, many requests for deer crossing signs have been received by the Road Commission.  It has always been our position not to install them, and there are currently no deer crossing signs posted on roads in Ingham County. 

 

Commissioner Rodgers asked if there is currently a policy on record prohibiting deer crossing signs from being installed in Ingham County?  Mr. Midgley said no, but if the Board wanted to entertain the idea, it could adopt a new policy of allowing the signs at township cost.  Commissioner Rodgers asked if there is a record on file of past requests that have been denied, so that those could be reconsidered if the Board agrees to adopt a new policy?  Mr. Midgley said probably not, especially if they were telephone requests.  There may possibly be a record of those that may have been submitted in writing.

 

Mr. Midgley suggested that if the Board wanted to adopt a policy to allow the signs, then the requests would have to come directly from the townships, and installation would be at township cost.  Chair Smith stated that Mr. Severy of Meridian Township would be present tonight for the public hearing and the Board would discuss this with him before they decide how to proceed.

 

#10B – AUTHORIZATION FOR 2007 SEASONAL POSITIONS.

 

Director of Administrative Services Kathy Haves recommended authorization to open recruitment for three seasonal positions for 2007.  She said there will be one assigned to the Engineering Department for assistance in doing traffic counts, and two in the Operations Department to help during construction as flagger positions.  Ms. Haves stated that consideration will be given to past seasonal employees.

 

Vice Chair Guenther said he would like to add one seasonal position to help the mechanics in the shop.  Commissioner Rodgers stated if there are only three positions covered in the budget, then that’s all she will consider right now.  Vice Chair Guenther stated he would like to look at another seasonal position in the shop and reconsider it in the near future.

 

Commissioner Rodgers asked if individuals who have been here before are required to make formal application for the positions?  Ms. Haves said yes.  Commissioner Rodgers asked about advertising and diversity recruitment.  Ms. Haves stated that we advertise on line, in the State Journal, through CapitolWorks, and through the county.  She stated we also have about 40 minority organizations that are mailed copies of the advertisement and blank application forms.

 

RESOLUTION AUTHORIZING THE RECRUITMENT PROCESS TO BEGIN FOR THREE SEASONAL POSITIONS.

 

RESOLUTION #039-07

 

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 Administrative Services, the Board authorizes starting the advertisement and recruitment process for three seasonal positions for this year.

 

#10C – UPDATE ON THE CLEANING SERVICES.

 

Commissioner Rodgers asked for an update on the cleaning services, and if the new vendor has been able to catch up yet.  Administrative Services Director stated that she has had a lot of positive comments, and has had no complaints.  However, she said that she had received comments from Ms. Bellows about the cleanliness of the bathrooms.  Ms. Haves said she has spoken with the vendor and he does not believe it is necessary at this time to come in more than twice a week.  Ms. Haves said there would, of course, be an added cost to increase the number of times per week that the cleaning service is done, but she does not know what that additional cost would be.  Commissioner Rodgers stated that when this vendor was first hired, he had asked for some time to get things caught up that had been neglected before.  Where are we with that?  Is he caught up yet?  Ms. Haves stated she believes he is just about caught up, and she has heard no complaints.  Commissioner Rodgers reiterated her concern about the restrooms being cleaned only twice a week, especially in the garage areas where there are so many people using them.  She said she wants to revisit this soon because she is not convinced that twice a week is enough.  Vice Chair Guenther asked Ms. Haves to get a cost for adding a third day to the contract.

 

#11A – MILEAGE CERTIFICATION.

 

Director of Engineering Bob Peterson stated the Road Commission’s mileage certification maps for 2006 are ready to be submitted to MDOT.  He said that we now have 1,249.8 miles of road in our jurisdiction.  Commissioner Rodgers said she didn’t see anything in the agenda packet regarding this item.  There does not appear to be any documentation.  Mr. Peterson stated he does not normally provide documentation for this item because to provide the certification maps would be pretty extreme.  But he explained that every year the Road Commission assumes jurisdiction of additional miles of roads mostly through development, that are required to be submitted to MDOT for certification on an annual basis.  Commissioner Guenther asked that in the future the Board be provided with a list of the names and locations of the new roads that have been accepted into the county road system during the year.

 

RESOLUTION APPROVING THE 2006 MILEAGE CERTIFICATION TO BE SUBMITTED TO MDOT.

 

RESOLUTION #040-07

 

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 2006 road mileage certification and maps, and authorizes the certification to be submitted to MDOT.

 

#12 – PROPOSALS FOR LEGAL SERVICES.

 

Commissioner Rodgers stated she has read all of the proposals received for legal services.  She said she would recommend interviewing three or four of the firms.  Commissioner Rodgers commented that she does not think the Board should necessarily hire someone merely because they might have the lowest rate, but that the Board should consider the ones who have the expertise in the areas we need.

 

At this point in the meeting there was a disturbance in the audience between a couple of Road Commission employees.  Chair Smith addressed Todd Pentecost and asked him what the problem was.  Mr. Pentecost stated he just had the police called on him for verbally assaulting someone.  He said he would talk to the Board about it later.  Chair Smith and Vice Chair Guenther asked employee Will Comstock if he would assist Mr. Pentecost, and thanked him for doing so.

 

Chair Smith apologized to the audience for the disruption.

 

Commissioner Rodgers stated that she would not have a problem with considering using more than one attorney based on their expertise.  She suggested interviewing the firms of Cohl Stoker Toskey & McGlinchey PC; Brookover, Carr and Schaberg PC; Thrun Law Firm PC; and Larry A. Salstrom PC.

 

Commissioner Rodgers stated she has experience with the Thrun Law Firm, indicating they have excellent expertise in labor and employment law.  She stated that Attorney Don Bonato of this firm does outstanding work in labor relations.  Commissioner Rodgers said that the hourly rate for this firm is high, but they should still be considered based on their expertise.

 

Commissioner Rodgers stated that it may also behoove the Road Commission to establish a relationship with Peter Cohl because he also represents the Ingham County Board of Commissioners.  It should be explored whether this would be beneficial.

 

Chair Smith stated that interviews would be scheduled for these four firms and asked each of the Board members to prepare questions that they want to ask.

 

A ten minute break was taken before the public hearing on the 2007 proposed construction projects was to begin.

 

#8 – PUBLIC HEARING – 2007/2008 PROPOSED CONSTRUCTION.

 

Chair Smith called the public hearing to order and introduced Board members and staff.  He stated the purpose of the public hearing is to hear public comment regarding the proposed 2007 and 2008 construction projects.  The Notice of the public hearing was published on February 4th and February 25th in the Towne Courier, East Lansing Community News, Ingham County Community News and Holt Community News.  One written/emailed communication has been received.  That would be an email received from Connie and Robert Bartlett regarding the Okemos Road Enhancement Grant from Heritage Drive to Mt. Hope Road.  “Our opinion is that decorative paving, plantings and furniture is not needed.  When there are so many Ingham County Roads that need resurfacing, why spend the extra cost of using decorative paving, plantings and furniture along a roadway?  Lansing did that on some of the streets and the furniture isn’t even used.”

 

Chair Smith turned the meeting over to Director of Engineering Bob Peterson for presentation of the proposed projects.

 

Mr. Peterson reviewed each of the projects as follows:

 

1.            Okemos Road Enhancement Grant.  Between Mt. Hope Road and Heritage Drive.  This project  involves off-road improvements consisting of decorative paving, plantings and furniture.  It is located in Meridian Township and the local match funds are being paid by Meridian Township.  The Road Commission applied for Enhancement grant funding on behalf of the township for this project.  The original grant was approved in 2005.  A request has been submitted to MDOT for additional funds and a change in the scope of the project has been included.  A response to this request has not been received to date, but the improvements are proposed to be made during the 2007 construction season.

 

2.         Lake Lansing Road.  From the Lansing City Limits east to Wood Street.  This project should also include project numbers 10 and 11 on the proposed project list that was published.  The project includes reconstructing the roadway with installation of utilities.  Also in the vicinity of the Lake Lansing Road project is Chamberlin Drive, from Lake Lansing Road north, consisting of relocating Chamberlin Drive and constructing a roundabout at Lake Lansing Road; and Sam’s Way from Wood Street to Chamberlin Drive, consisting of new construction with a roundabout at Wood Street.  All of this work is located in Lansing Township and are proposed to be paid for by the Lansing Township DDA.  The roundabout at Chamberlin Drive will actually be located 220 feet west of where Chamberlin Drive is now, and a new road, which we now call New Chamberlin Drive, will be constructed to extend north, then a road east and west opposite of the existing Sam’s Way, which will extend west of Wood Street and ultimately intersect with the New Chamberlin Drive.

 

3.         Howell Road.  Between Meridian Road and Williamston Road.  This will consist of paved shoulders and resurfacing and is located in both Ingham and Wheatfield Townships.  The Road Commission has secured federal funding for this project.

 

4.            Hagadorn Road Bridge  over the Red Cedar River, south of Grand River Avenue.  This project will consist of tearing down the existing bridge structure and replacing it.  The bridge project began on March 5th and is adjacent to the MSU campus.  The project is scheduled to be completed in August.  Mr. Peterson stated the Road Commission has secured state and federal local bridge funds for this project.

 

5.            Hagadorn Road at Hannah Blvd., located in Meridian Township.  This project consists of the construction of indirect left turns and signal improvements.  The Road Commission has secured CMAQ (Congestion Mitigation & Air Quality) funding for this project.

 

6.         Mt. Hope Road at Farm Lane, located in Meridian Township.  This project consists of the construction of dedicated left turn lanes and signal improvements.  The Road Commission has secured CMAQ funding for this project.

 

7.         Kirby Road, west of its Kinneville Road intersection in Leslie Township.  There is a culvert located here that looks like a bridge, but is classified as a culvert because the span is less than 20 feet wide.  It has become very deteriorated and has been shut down to one lane of traffic.  The Road Commission proposes to replace the existing culvert with a timber super-structure, which means that everything above the abutments will be replaced.  This project will be done late in the year with Road Commission forces and will have a wooden bridge deck.

 

8.         Cedar Street at Delhi Commerce Drive.  This is located in Delhi Township and consists of the installation of a traffic signal.  This project has been postponed until 2008 or 2009, depending on the build-out of a development that is being constructed on the west side of the road.  This project is being partnered with the Delhi DDA.

 

9.         Cedar Street between Dallas Avenue and Holbrook Drive.  This is a major reconstruct, including the construction of a boulevard section and a roundabout at the intersection of Holbrook Drive.  It is anticipated that bids will be taken in the fall of 2007, with construction to begin in the spring of 2008.  The Road Commission has partnered with the Delhi DDA for this project, with the funding being provided by the DDA.

 

10.        Marsh Road between Haslett Road and Towner Road.  This project is located in Meridian Township and consists of resurfacing, curb and gutter and storm sewer improvements.  Mr. Peterson stated the 72 year old concrete under the asphalt driving surface causes the rough ride.  The road will be resurfaced.

 

Chair Smith opened the public hearing for comment.

 

1.         Win Stebbins, 3815 Roxbury, Okemos.  Mr. Stebbins thanked the Board for the good winter maintenance received this year.  He said he is opposed to the Okemos Road Enhancement project.  Mr. Stebbins commented that it is tough to be opposed to something that is supposed to make something look better, but he has two main objections.

 

First of all, Mr. Stebbins said he is concerned that the project doesn’t extend far enough south to I-96.  In reality, the approach to Meridian Township begins when you get off the freeway and go through the Jolly Road intersection, and a mile longer to the north to Hamilton Road.  He said this should be thought through better to make a meaningful drivers’ perspective.  Mr. Stebbins said there should be some traffic calming benefits that come out of an Enhancement project.  He said that there should be some creative work done between I-96 and Jolly Road.

 

2.         Lynne Page, 3912 Raleigh Drive, Okemos.  Ms. Page indicated she is the President of the Briarwood Homeowners’ Association and thanked the Road Commission for sending her a personal notice of the public hearing and giving her an opportunity to speak.  She said she didn’t realize the Okemos Road Enhancement project was being anticipated for 2007.  Ms. Page said she would also like to see the enhancements extended south to Jolly Road.  Ms. Page stated that the Meridian Township line starts at Jolly Road and since the township is paying the local share of the grant, she didn’t think they would pay for anything south of Jolly Road.  She said she understood that application has been made for an amendment to the grant by requesting additional funds and a change in the length of the project.  Ms. Page said she, too, feels the enhancements should be extended south to the Meridian Township limits at Jolly Road.  She asked that in conjunction with the enhancement project, the speed limit on Okemos Road be lowered.  Currently the speed limit is 45 from I-96 north to Heritage Drive, then it drops to 40, then 30.  Ms. Page asked that the crash data be reviewed again and consideration be given to the fact that there are schools in the area.

 

Ms. Page asked that before the enhancement project begins, the items still left undone from the 2005 project be completed.  There are still utility pods in black plastic laying around near the Delta Dental Building and the railroad tracks.  How many years does it take to get things finalized and cleaned up?  Chair Smith stated that seriously, it takes AT&T as long as it takes for them to decide to go out and clean things up.  It is similar to how long we waited for the sidewalk to be completed.  He said that it’s AT&T and they will do it when they are ready, but we can certainly put in a call to them.

 

Ms. Page stated she met with Consumers Energy recently because during the 2005 project, they removed the meter and electrical service that lights up the neighborhood sign at the entrance to Briarwood at Heritage Drive when they removed the pole from the right of way.  She said she isn’t making much headway with them for getting the electrical services reinstated.  Mr. Peterson said he would make a phone call, but that’s about all he can do.

 

Chair Smith asked Ms. Page what the representatives of Consumers Power told her.  She said that whatever they are willing to pay for, they can have put in.  Apparently, Consumers Power took the service down and laid it on the ground and they don’t know what the “county” did with it.  Ms. Page said she would like to be able to turn the service back on at the Tamarack entrance.  Chair Smith said Mr. Peterson would see what he could do.

 

3.         Cheryl Fritze, 2207 White Owl Way, Okemos.  Ms. Fritze said she would echo the sentiments of the two previous speakers.  She said too much time, work and energy has gone into Okemos Road to do a sloppy job now.  Ms. Fritze stated she believes that to have the enhancements end at Heritage is a mistake and that it should start at either I-96 or Jolly Road.

 

Chair Smith asked if the proposed work at the intersection of Hagadorn Road and Hannah Blvd. will make the ability for someone coming from Grand River Avenue toward Mt. Hope able to make a left turn without going through the shopping mall to get to the MAC?  Mr. Peterson said yes, right now people aren’t allowed to turn left at the signal, but have to go up to Eyde Parkway and then they’re fighting with traffic trying to turn left there.  Now at Hannah there will be an indirect left turn south of there that is independent of the two driveways.  In response to a question by the Chair, Mr. Peterson indicated the plan is to have this done by August.

 

Lynne Page asked if the plans for Okemos Road are complete, or if they are just a concept plan right now?  Chair Smith referred the question to Ray Severy, Meridian Township’s Director of Public Works and Engineering.  Mr. Severy stated there are no set plans right now as they are waiting to get approval from MDOT on the amended application.  The plans depend upon whether that is approved or not.  If it is, the length of the project will be changed.  Once the approval is received, then final plans will be created.  Mr. Severy said if the grant amendment isn’t approved, then the project will be only between Heritage and Mt. Hope because that is all there is money for.  He indicated the portion of enhancements on Okemos Road between Heritage and Mt. Hope is considered Phase 1 of the project.  Mr. Severy said that the township DDA is looking at applying for the funds to do something in downtown Okemos, but as time goes on, the township will probably apply for additional Enhancement grant funds to go south of Heritage.

 

Ms. Fritze said that on the drawing here, it shows the enhancement project going from just north of Mt. Hope to Jolly Road.  She asked if that is a mistake?  Mr. Peterson said yes.  Ms. Fritze stated she hoped that was accurate.

 

Chair Smith stated if there was no further comment on any of the other projects, they would now discuss the Lake Lansing Road project, the Chamberlin Drive project and the Sam’s Way project.  Chair Smith said he would turn the meeting over to Bob Peterson for review and then to Steve Hayward to make a presentation. 

 

Road Commission Director of Engineering Bob Peterson stated that the Lake Lansing Road project starts about 500 feet west of Wood Street and goes west past the old skating rink property, through the horizontal curve to the city limits.  The project ends just before the city limits, where, in 2002, the city and the Drain Commissioner put in an outlet for the Groesbeck Park Drain plus the CSO work that was done up to the Hartman Fabco property.  The project will consist of taking out the existing concrete surface and replacing it with a new pavement and constructing a roundabout just west of existing Chamberlin Drive.  Before the road construction can begin, there is a lot of infrastructure that needs to be replaced/installed.  This includes electrical duct work, sanitary sewer, watermains, and the storm sewer system, which is the collection system for the Groesbeck Park Drain.

 

Mr. Peterson said that under a separate contract will be the extension of Chamberlin Drive from the new roundabout north to where it will intersect with a road that would extend to where Sam’s Way comes out to Wood Road.  In the new roads is also where much of the storm drain, north of Lake Lansing Road, will be located.  Once all that is in order, the plan is to vacate the existing Chamberlin Drive and redevelop the area. 

 

Steve Hayward, Lansing Township DDA Director, stated that simply put, this project was originally proposed for an October 2006 bid letting, but because of coordination concerns, it was moved to 2007.  there’s been about eight stakeholder meetings to coordinate utilities and two public forums where the residents, representatives of the Groesbeck and Northtown neighborhoods, and the business community conveyed their thoughts.  The DDA has worked diligently to try and address those concerns, including the fact that we are moving work proposed for Sam’s Way and Chamberlin Drive ahead of the Lake Lansing Road construction so there is a bypass for some of the business traffic to go around the Lake Lansing Road construction.  This was crucial for Court One business.  Court One has another business on Okemos Road so they had some experience a few years ago with how that should have been done to help accommodate business traffic.  They wanted to make sure some different things took place which is what prompted the DDA to step forward and move those two projects ahead to the forefront, which were originally scheduled for a couple of years out.  Mr. Hayward said he had four members of the DDA board present, plus five township board members. 

 

Road Commission Board member Rodgers stated she did not know all of those people, could they be introduced.  Those persons present were:  Lyle Miller, Chair of the DDA, Deena Reynolds, DDA member, Ron Reynolds, DDA member, Steve Hayward, DDA Director, John Daher, Lansing Township Supervisor, Susan Aten, Township Clerk, Howard Love, Township Trustee, Kathy Rodgers, Township Treasurer, and Tom Masseau, Township Trustee.

 

Mr. Hayward continued that one of the concerns heard from the Northtown Association was that coming around the traffic bend in Lake Lansing Road where it goes from four lanes to three lanes traveling toward the City of Lansing limits, the speed limit drops and there is an issue that they feel there is a lot of road rage occurring, because of merging traffic, slowing traffic and people racing ahead to get ahead and then slowing down in front of the person behind them.  So, the DDA has been working diligently on a variety of solution that ultimately ended with a partnership with the City of Lansing where we will be funding the installation of bikeways from Northeast Street where the Quality Dairy is, east to the Chamberlin Drive roundabout.  The bikeway would continue north up New Chamberlin Drive, then continue east along New Sam’s Way and connect with the bikeway on Wood Road.  Mr. Hayward said they are using a variation of the road width in number of lanes to slow traffic as it goes into the Northtown neighborhood, as well as trying to coordinate to make sure we keep those roads open to traffic throughout the duration of the project.

 

Mr. Hayward stated the DDA has committed to a variety of public outreach mechanisms, including digital message boards, weekly meetings on site with the contractors to make sure they are on time and, hopefully, on budget, but more importantly, getting their construction update for the week.  That will be posted on the township website, DDA website, and also at County Commissioner Debbie DeLeon’s request, allow members of the public and business community to attend those meetings so if there starts to become an issue with the contractor with dust, trash, maybe employees parking where they shouldn’t, the residents and business community can come out and have a one on one in a controlled setting.

 

Chair Smith asked when and where the meetings with the contractor would be held.  Mr. Hayward said the meetings would likely be held every Monday morning at a designated location on site.  Chair Smith stated, then, the meetings would be held at the same time, same place every Monday, so residents and businesses would always know where to go during construction? 

 

Mr. Hayward said yes, that way they can work through any problems that may occur.  He said that the DDA voted unanimously this week to set funding aside for a special signing budget.  They have identified four retail users in that corridor, the ones who rely on easy traffic as their life blood.  The office/medical users are not so impulse driven, so we need to make it as convenient as possible coming in, so people will come in and buy goods and services from those retailers.  Mr. Hayward said they will try to do some special advertising, whether it’s a block of radio time or a block of cable television time or billboard space, something to try to drive business to those businesses during the construction project.  He said the DDA feel that is an important part of the project. 

 

Vice Chair Guenther asked if, in preparing for this, is there an area where the construction is going to be staged from that you have set aside that’s not going to be actually in the road, but a staging area outside of there?  Mr. Hayward said the DDA has grading easements over both the Court One and the Messenger Building properties on the west side of the parking lot, as well as the entire eastern side.  He said there is also an area of about five acres in size on the ice arena property.  When the project is done, as part of the Purchase Agreement for the right of way, the DDA is responsible for restoring the property with top soil and grading it out and putting in a couple of catch basins back to the storm sewer so it drains, and then putting some seed down.

 

Vice Chair Guenther asked if each night when the construction crews shut down, the equipment will be restaged to that area and there will be nothing left in the roadway?  Mr. Hayward said yes, material for the project will also be stored there.  The DDA is also approaching Hartman Fabco, although it is not necessary, and negotiating a temporary access drive across their driveway and parking lot around the back side of their property so they can completely bypass the roundabout during construction.

 

Chair Smith asked Greg Minshall and Paul Pratt if the retention ponds that are going to be dug on the Board of Water & Light property as part of the storm sewer system that is being put in by the Drain Commissioner’s office, will be completed by late spring or early summer.  Mr. Minshall responded that is the current plan.  Chair Smith said that the work to be done by the Drain Commissioner that will go into the road will be done yet this year, correct? 

 

Mr. Minshall stated the utilities to be placed in the road will be done while the road is torn up.  As it stands right now, as he understands it, there will be an agreement like what was done on the Wood Street project where the drainage district will reimburse the Road Commission for the work and the Road Commission will include the work in its project, and putting in the pipe will be a part of the Road Commission project.  The Drainage District will reimburse the Road Commission for all drain related work.  Mr. Minshall stated this will all be done in conjunction with the road work so when the project is complete, the drainage work will be done and the road will not have to be dug up for any reason.

 

Mr. Hayward stated that the township and the city have finally resolved the sewer pipe installation project that occurred on the Wood Street project a few years ago.  The parties have agreed to the solution recommended, which was to repair the one breach of pipe that is damaged and install a ten inch sewer leading north along the New Chamberlin Drive, and a new ten inch sewer in the new Sam’s Way extension, and that will service 70% of the growth in that area.  That will get us 15 years down the road and from that point they will need to plan an extension of Sam’s Way further west and a connection back where Hartman Fabco is.  That’s the ultimate solution.  Mr. Hayward stated they are putting together a staged process and master plan for the sewer to ultimately cover 100% of the growth, but that is many years down the road.  Right now, no matter what they do in Lake Lansing Road, there is a stretch of sewer that will not handle the capacity without surcharging the line, but they need to be sure this is taken care of in the future.

 

Chair Smith stated in emails that were received this week from John Salman, mention was made about regarding the electrical coordination, and that if the project is to be constructed in 2007 as a township project, then the Sam’s Way section from Chamberlin to Wood is most critical and the Wood Street roundabout at Sam’s Way would most likely get delayed to some point in the future.  He said he thought all of the roundabouts were going to be built in conjunction with the Lake Lansing Road project. 

 

Mr. Hayward said both the roundabouts at Lake Lansing Road and Wood Road are going to be built this construction season.  This was a misunderstanding/miscommunication between he and Mr. Salman.  They had met for breakfast last weekend and Mr. Hayward said he asked Mr. Salman to give him the “doomsday scenario”, which would be if none of the permits got approved and the projects didn’t get bid concurrently with the permits.  He said he wanted the worse case scenario if we took the maximum amount of time for every single step and what would happen.  The result of that question, was that the roundabout becomes an issue.  Since that time, Mr. Hayward said he met with a contractor who recommended the projects be done using two crews, one working on the Sam’s Way extension and then one working on the roundabouts.  That was one of the assumptions that didn’t get worked into Mr. Salman’s analysis because he was unaware of the recommendation from the contractor.

 

Chair Smith stated this had raised a red flag when he read one of the recent emails that he received.  Mr. Hayward said absolutely, because if we don’t do the roundabout at Wood Road this year, or concurrently with the extension of Sam’s Way, it will be a long time before they can convince the public to close Sam’s Way down to construct the roundabout once they get used to using it.

 

Chair Smith asked Mr. Peterson to review his memo.  Mr. Peterson reviewed the information as follows:  There was a concern at the last stakeholder’s meeting that the letting for this project would be pushed back to June or even July because of requirements not yet being met.  Such a delay would extend construction well into fall and adversely impact businesses along Lake Lansing Road.  Rather than constructing late into 2007, the discussion turned to starting the project in early 2008, if MDOT approved.  The reasons for the delay are:

 

a.            Federal transportation funding comes with rigid procedures that follow a practice of moving from one step in the process to the next only after the previous step is satisfied.  In the case of Lake Lansing Road, we cannot move to the advertising step of the letting process until all right of way and permits are in hand and submitted as part of the final package.  The proposed sanitary sewer construction must be permitted by the MDEQ, which by most accounts, would take six weeks after the design was available.

 

b.            Same for certification of the right of way needed to construct the Lake Lansing Road roundabout.  It was stated that the right of way issue could be resolved in less time, but at this time, we do not have the right of way certification in hand.

 

c.            The storm sewer design has lagged behind expected completion dates.  Originally, the new Groesbeck Park Drain construction was to follow the old alignment along the school bus garage property, down old Chamberlin Drive, into Lake Lansing Road, and south to the new ponds.  Once the new Sam’s Way and Chamberlin Drive concept materialized, the township asked that the new storm sewer be aligned with the new Sam’s Way and Chamberlin Drive.  The drain design is still being refined.

 

Mr. Peterson continued that shortly after the last stakeholders meeting, Mr. Hayward stated that the township DDA might be willing to give up the federal funding and fund the entire project with DDA funds.  Without federal funding involved, we would not have to follow the rigid MDOT procedures.  The thought was to conduct the right of way certification, sanitary sewer permitting, advertisement and award processes concurrently.  Thus saving a lot of time and allowing a June start of construction.  There are risks associated with proceeding in this manner:

 

a.            The plans, specifications and bid quantities will need to be put out for bid based on the proposed design rather than the permitted design.  Any design, regardless of the amount of forethought or designer experience, is subject to change by the permitting agency.  Most changes will be minor and not difficult to correct, but there is a chance that the changes will involve new pay items and contractor-owner negotiations. 

 

b.            The permitting process may drag on longer than expected, thus delaying construction.

 

Mr. Peterson said we need to make sure the programmed federal funding does not go back to Washington.  He said he does not think there will be any problem using the funding elsewhere, but it is still an issue.  The Lansing Township Board addressed the funding issue at its meeting of March 6th and the DDA Board addressed the issue at its meeting of March 7th.  If the township endorsed the DDA’s funding proposal and the DDA makes the funding available, the Road Commission will need to consider whether to accept the proposal or deny it. 

 

Mr. Peterson said from a purely technical view of the funding issue, it does not matter where the Lake Lansing Road reconstruction funding comes from.  His only requirement would be that it comes from a stable pool of money with the ability to pay bills in a timely manner.  He said with all of these issues to consider, he came up with the following options:

 

a.            First would be to stick with the original Lake Lansing Road plan, which would require obligation of the federal funding in June of 2007, and delay the project construction until 2008.  The new Sam’s Way and Chamberlin Drive would be a separate project, subject to the Road Commission’s Procedures and Guidelines for Developing Public Roads regulations.

 

b.            Next (Option 1) would be that the Lake Lansing Road construction would be administered by the Road Commission, same as the original plan, but utilizing township DDA funding.  By streamlining the process, construction would be in 2007.  The new Sam’s Way and Chamberlin Drive would be a separate project, subject to the Road Commission’s Procedures and Guidelines for Developing Public Roads regulations.

 

c.            Option 2 would involve the Road Commission being responsible for both the Lake Lansing Road project and the new Sam’s Way and Chamberlin Drive project.  By streamlining the process, construction would be in 2007.

 

Mr. Peterson said he recommends Option 1, where the Road Commission controls the Lake Lansing Road project, just as the Agreement with the township states, and the township constructs New Chamberlin Drive and Sam’s Way per the Road Commission’s Procedures and Guidelines for Developing Public Roads publication.  The distinction between the two projects is that Lake Lansing Road is an existing roadway in existing public right of way.  New Chamberlin and Sam’s Way are new roadways in new right of way.  Both projects have separate plan sets and are large enough that economy of scale issues are not an issue.  The Road Commission (through its consultant contract) would pay for the inspection of the Lake Lansing Road project, as presently defined.  The Township DDA would completely fund the new Sam’s Way and Chamberlin Drive project.  Once the two new roads are finished to the Road Commission’s satisfaction, the roads could be accepted into the county road system, just like new subdivision roads are handled.

 

Mr. Peterson said the Road Commission’s exposure for the Lake Lansing Road consultant inspection and administration would be about $110,000, a little more than the $73,700 local match which is budgeted for the project.  The difference would be offset by the fee we charge to cover our developing public roads inspection and administration costs which are estimated at $69,000.  In addition, the Road Commission would erase the $45,730 obligation owed the township from a previous agreement.

 

Mr. Peterson stated the Road Commission would be living up to the Road Commission/Township agreement language, we would be consistent with our private sector road development requirements, and we would minimize the staff time out in that corner of the county.  All without affecting our budget.  The only negative is that the projects share a common boundary at the Lake Lansing Road roundabout.  Coordinating that boundary between two contracts, and possibly two contractors, would be difficult, but doable.

 

Mr. Peterson commented that the other two options would either be a huge drain on Road Commission resources (human and financial), or not meet the Township’s desires.

 

Chair Smith asked what the Road Commission would do with the federal funds it would be giving up on the Lake Lansing Road project?  Mr. Peterson stated he would like to move it somewhere else within the county.  He said he thought we could be very successful with that happening. 

 

Chair Smith asked if there were comments on these, or any other proposed projects. 

 

Lynne Page said she had a question on the Hagadorn Road Bridge project.  She said they know it was closed down this week and they were moving utilities before that.  Why would work start on a project like that before it is approved?

 

Chair Smith explained that a previous public hearing was held, as well as meetings with the adjacent property owners (two directly involved), and the project was previously approved because Michigan State University requested it be done before the students come back in the fall.  The Road Commission gave them a choice to start in May, after students leave, and not be completed until fall leave it open to one lane during construction, or start it earlier in the spring so that it is completed by August when the students return.  The University preferred the road be closed completely, get in early in the spring, get the job done, and be completed by late summer before the students returned.

 

Ms. Page asked if the funding for the work that has already been started is covered under the action taken after the last public hearing? 

 

Managing Director Midgley explained that the funds for this bridge project are from Local Road Bridge funding allocations from the state.  We are required to hold one public hearing, which was done late last fall.  Based on that hearing, we fulfilled the requirement.  The Board is attempting to hold two public hearings on projects whenever possible, but we felt the bridge replacement project was not as critical as a road reconstruct project, and with the Hagadorn Road Bridge project, there were only two adjacent property owners.  Board members and staff had met, on several occasions, with those property owners and satisfied their concerns.

 

Chair Smith stated that the Ingham County Parks Department has plans to complete the trails under the bridge.  The timing of these trails is unknown at this time as they are awaiting funding from Michigan Trails.  Contact should be made directly to the Ingham County Parks Department for details on the proposed trails.

 

Commissioner Rodgers asked if the Road Commission was going to respond to the people who send an email regarding the Enhancement project on Okemos Road?  She said the reason she asks, is that the public does not always understand that, be it the state or federal government, they categorize funds and tell you what it is they can be used for.  She said she agrees with the sentiment that, why do enhancements when there are roads to be built/fixed.  Commissioner Rodgers said she thinks we should do roads before we enhance anything, but, unfortunately, that’s not the way the federal and state governments set these programs up.  They pull money out and say you can apply for funds under this or that category, and then they tell you this is the only thing you can use the money for.  It is important for the Board to know that.  So, do we ignore an opportunity to enhance something just because we would prefer to do road improvements?  She said she doesn’t necessarily think we should, but she agrees with the people who emailed – she doesn’t like it.  Commissioner Rodgers said we have too many needs in Michigan to use some of our available dollars in this fashion, but the public doesn’t clearly understand how that works.  They think we are the ones making these decisions to use the money like this.

 

Chair Smith directed that a communication be sent back to them and explain how the process works. 

 

Ms. Page stated she thought that was a very good point and agreed that most people do not understand how federal or state funding works.  She said that it is not county money that is being used for the Okemos Road enhancement project, it is state money with township matching funds, and the Road Commission is only the applicant. 

 

Chair Smith stated if there were no other comments regarding the proposed 2007/2008 construction projects, he would adjourn the public hearing and take a ten minute recess.

 

#9 – LAKE LANSING ROAD CONSTRUCTION PROJECT.

 

No additional questions or comments were made regarding the Lake Lansing Road project, or the construction of Sam’s Way extension, new Chamberlin Drive or the roundabouts.

 

RESOLUTION APPROVING PROCESS BY WHICH THE LAKE LANSING ROAD CONSTRUCTION, SAM’S WAY EXTENSION, NEW CHAMBERLIN DRIVE AND ROUNDABOUTS WILL BE PROGRAMMED AND CONSTRUCTED.

 

RESOLUTION #041-07

 

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 the following process for the construction of Lake Lansing Road, New Chamberlin Drive and Sam’s Way:  Lake Lansing Road construction will be administered by the Ingham County Road Commission utilizing Lansing Township DDA funding.  The new Sam’s Way and Chamberlin Drive is to be a separate project, funded by the Lansing Township DDA and subject to the Road Commission’s Procedures and Guidelines for Developing Public Roads regulations.  All projects are to be constructed in 2007.

 

#13 – BOARD UPDATES/COMMENTS.

 

A.         Chair Smith asked that a kick-off meeting be held regarding the Marsh Road project and that a stakeholders group be identified and monthly meetings take place similar to what has been done with the Lake Lansing Road project.  He asked the same of the Cedar Street project.  All stakeholders meetings for both projects should be posted.

 

B.         Vice Chair Guenther stated he would like to see the Okemos Road Enhancement project phased over time so that it would extend south to Jolly Road.

 

C.            Commissioner Rodgers stated that she believes the Road Commission should think beyond moving vehicles.  She said she thinks the enhancement project on Okemos Road is a good one, and the Road Commission should think about cleaning rain water, beautification and protection of the aquifer system when it looks at large construction projects.  Commissioner Rodgers commented that she would have been in favor of the boulevards and rain gardens on Okemos Road.

 

D.         Vice Chair Guenther reported that as part of the recent CRAM annual conference held in Lansing, he and staff met, and spoke with Representative Meadows, as well as had dinner with Representative Byrum, Representative Bauer and CRAM Deputy Director Ed Noyola.  He said he believes the conversation went well and the representatives were well educated on road commission issues.  Vice Chair Guenther stated he also spoke with East Lansing Mayor Sam Singh and was asked if there was anything the city could do to help coordinate the Lake Lansing Road project.

 

#15 – LETTER OF UNDERSTANDING WITH SEIU LOCAL 517M.

 

Commissioner Rodgers stated she did not believe the Board needed to enter closed session to discuss the proposed Letter of Understanding with SEIU Local 517M.  She said this is the result of the last meeting and the Letter of Understanding outlines how Article 5, Paragraph 6, will be implemented.

 

RESOLUTION APPROVING LETTER OF UNDERSTANDING WITH SEIU LOCAL 517M.

 

RESOLUTION #042-07

 

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

 

BE IT RESOLVED that the Board approves the language established in a Letter of Understanding between the Road Commission and SEIU Local 517M regarding the implementation of Article 5, Paragraph 6, regarding being temporarily transferred to a position in a higher job classification.

 

No further public comments were offered.  The meeting adjourned at 7:45 P.M.

 

 

                                                                                                                                                           

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