**APPROVED MINUTES**

 

 

Mason, Michigan

October 4, 2007

 

 

The Board of Ingham County Road Commissioners met for a regular meeting on Thursday, October 4, 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, Member.

 

Also Present:  Sandra F. Montgomery, Interim Managing Director, Deborah L. Bellows, Secretary to the Board, Robert H. Peterson, Director of Engineering, and Joseph D. Pulver, Director of Operations.

 

Others Present:  Richard Phillips, Road Commission employee and Construction Engineer, and William Comstock, Road Commission Eastern District employee.

 

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

 

AGENDA ITEM #4 – LATE ITEMS, DELETIONS OR CONSENT ITEMS.

 

A.         Delete Agenda Item #10B – Vacant Metro District Supervisor position.

B.         Consent items:

 

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

 

1.         Agenda Item #5 – Minutes.

2.         Agenda Item #6-Routine and special permits.

3.         Agenda Item #8A – Accounts Payable.

 

3 yes, 0 no.  Motion carried unanimously.

 

 

            Agenda Item #5 – Minutes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the minutes of the meetings of September 17, 2007, and September 20, 2007, be approved as presented.  2 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #6 – Routine and Special Permits.

 

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

 

07-0577 07-0579            07-0580            07-0581            07-0582            07-0583

07-0584 07-0587            07-0588            07-0589            07-0590            07-0592

07-0593 07-0594            07-0597            07-0599            07-0600            07-0601

07-0602 07-0614            07-0619            07-0620            07-0621            07-0623

07-0626 07-0595            07-0596            07-0598            07-0603            07-0604

07-0605 07-0606            07-0607            07-0608            07-0609            07-0610

07-0611 07-0612            07-0613            07-0614            07-0616            07-0618

07-0625

 

Permit #07-0586 to hold the Okemos High School Homecoming parade on October 12, 2007, from 4:00 P.M. until 6:00 P.M.  The parade is sponsored by Okemos High School and is sanctioned by Meridian Township.

 

Confirm Permit #07-0622 to hold the Webberville Schools Homecoming parade on September 28, 2007, from 5:30 P.M. until 6:30 P.M.  The event is sponsored by the Webberville Community Schools and is sanctioned by the Village of Webberville.

 

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 be approved for the two week period from September 17-30, 2007, as follows:  check numbers 89191 through #89266, totaling $257,120.37.  2 yes, 0 no.  Motion carried unanimously.

 

AGENDA ITEM #7 – INTERIM MANAGING DIRECTOR REPORTS.

 

A.         Ms. Montgomery informed the Board of a grievance filed by AFSCME concerning the closure of the Eastern District garage facility being extended until November 5, 2007.  She asked if the Board would consider waiving Step 3, the Board level hearing, because this grievance is for the same reason as the one filed June 20, 2007, which is currently awaiting an Arbitration hearing date.  The Board agreed it would waive the Step 3 hearing on the AFSCME grievance filed September 19, 2007, regarding the extension of the closure of the Eastern District garage facility.

 

B.            Meridian Township has invited the Road Commission to participate in a community forum focusing on the maintenance and preservation of our local road system, in conjunction with a ballot proposal before the voters on November 6th for a road millage.  The forum is scheduled for October 11, 2007, beginning at 7:00 P.M. at the Meridian Township Town Hall Room.  Ms. Montgomery indicated Joe Pulver will be sitting on the panel to present the maintenance issues.  She said the she and Mr. Peterson would also be present as not only Road Commission representatives, but as Meridian Township residents too.

 

C.         Ms. Montgomery asked at which upcoming County Board meeting the Board would like to present the Road Commission’s 2006 annual report.  The Board agreed on October 23rd.

 

D.         Ms. Montgomery reported the status of in-house bidding for the job vacancies.  There is now a vacancy in the Sign Shop and a mechanic vacancy in the Maintenance Shop.

 

E.         As a result of AFSCME contract ratification earlier this year, representatives from AFLAC will be coming in next week to meet with employees regarding short term care policies to be offered.  These plans are offered at employee cost through payroll deduction.  Ms. Montgomery stated that AFLAC will also draft a 125 plan for the Road Commission at no cost and will administer a flex plan for half of the cost of the current carrier.

 

Commissioner Rodgers asked if the employee cost for the AFLAC coverage is pre-tax since it is being offered so late in the year?  Ms. Montgomery said, yes, because it is a new plan we don’t have to wait until open enrollment.

 

F.         Ms. Montgomery said she met today with Ron Callen of the Westside Neighborhood Association regarding the traffic signals near the old Fisher Body plant.  One signal is located at Clare and Hungerford, and the other is located at Clare and St. Joe.  Mr. Callen called recently and indicated he had contacted the Road Commission a year ago regarding the possibility of removing the signals and he never received a response.  Originally, the signals were installed to help with the traffic flow in and out of the Fisher Body plant.  Since that plant has closed down and the buildings removed, Mr. Callen sees little benefit for the traffic signals.  Ms. Montgomery said she will meet with Mr. Charles and Mr. Peterson and find out their thoughts on removing the signals.

 

G.         The refund from CRASIF has been received.  It was $86,000.  This is based on experience.

 

H.         Ms. Montgomery said she has heard nothing from David Stoker regarding his preparation of a 457 plan policy.  She indicated she drafted one and sent it over to him to review.  She has also begun working with their office on redrafting the personnel policy.

 

AGENDA ITEM #8B – CONSULTANT TO PERFORM NETWORK SUPPORT.

 

Interim Managing Director Sandy Montgomery stated she received a proposal from Precision Computer Services for network monitoring and support.  She indicated she has cancelled the contract with OAS effective October 1st.  The proposal received from Precision is half the cost of the current company.

 

RESOLUTION AUTHORIZING ENTERING A CONTRACT WITH PRECISION COMPUTER SERVICES FOR NETWORK MONITORING AND SUPPORT. 

 

RESOLUTION #158-07

 

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

 

BE IT RESOLVED that upon recommendation of the Interim Managing Director, the Board authorizes entering an Agreement with Precision Computer Services for network monitoring and support for an annual cost of $10,530.00, plus additional services regarding the Microsoft server, printers and desktops at an additional cost on an as-needed basis for up to 40 hours in 2007 not to exceed $6500.00.  Interim Managing Director Sandy Montgomery is authorized to sign the Agreement on behalf of the Board Chair.

 

Discussion on the Motion:  Commissioner Rodgers asked that since the IT position with the Road Commission is vacant, who would be the point person on staff?  Ms. Montgomery stated it would be Sheila Lewis in the Accounting Department.

 

AGENDA ITEM #8C – AUDIT SERVICES.

 

Interim Managing Director Sandy Montgomery stated that Ingham County has terminated the audit services of Abraham & Gaffney for the 2007-1020 audits.  It has hired Rehmann Robson to perform those audits.  Ms. Montgomery stated it is her understanding that the Road Commission was quite pleased with the result of the Road Commission’s 2006 audit, which was performed by Abraham & Gaffney.  In her discussions with the Financial Services Department for Ingham County, she has been informed that the county will not require the Road Commission to be part of their audit.  If the Road Commission were to choose Abraham & Gaffney to perform the audits, there would be no additional cost to have the Road Commission’s auditors provide the required information to the County’s auditors.  Therefore, Ms. Montgomery recommended the Board hire Abraham & Gaffney to perform the Road Commission’s audits for the years 2007-2010.  This company has provided a quote, which is less than the one Rehmann Robson provided.

 

Commissioner Rodgers stated it was her belief that Abraham & Gaffney were simply following accepted accounting practices from the federal level by including the comments they did in the management letter.  In the past, these types of comments were not included as part of the official audit.  She understands the reasoning, given the ENRON disaster and other similar situations of a few years ago.  Commissioner Rodgers stated that according to County Controller Matt Myers, the staff from the Financial Services Department were very unhappy about the auditors’ comments that were made in the County’s report.  She said she believes the comments made in the management letter should be made public; like it or not, and that is not justification to cancel the contract.

 

Commissioner Rodgers said she informed Mr. Myers that the Road Commission was happy with its audit report and the Board members, as well as staff, had a good working relationship with staff of Abraham and Gaffney.  She said she also told Mr. Myers that the Board was not in favor of canceling the contract and automatically going back to Rehmann Robson without going out for new bids.  Commissioner Rodgers said she told Mr. Myers that if the County was going to obtain new bids, then the Road Commission would wait to see what they get.  But, apparently, the recommendation made to the County Board was to revert services to Rehmann Robson. 

 

Vice Chair Guenther said he agreed with Commissioner Rodgers’ comments and stated he saw only positives for keeping Abraham & Gaffney.  Chair Smith said he was rather stunned that the County went automatically to Rehmann Robson without taking bids.

 

RESOLUTION AUTHORIZING ENTERING AN AGREEMENT WITH THE AUDITING FIRM OF ABRAHAM & GAFFNEY TO PERFORM ROAD COMMISSION AUDITS FOR THE YEARS 2007-2011.

 

RESOLUTION #159-07

 

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

 

BE IT RESOLVED that the Board authorizes hiring the auditing firm of Abraham and Gaffney to perform the Road Commission’s financial audits for the years 2007 through 2011, for the following costs:  2007-$7,300; 2008-$7,500; 2009-$7,700; 2010-$7,900; and 2011-$8,100.  The Board authorizes the Chair and Secretary to sign the Agreement when it is presented.

 

AGENDA ITEM #8D – MANAGING DIRECTOR RECRUITMENT PROCESS UPDATE.

 

Interim Managing Director Sandy Montgomery updated the Board on the Managing Director recruitment process.  The Board agreed with Mr. Blockett’s recommendation to have the finalists interviewed by two advisory panels the day prior to the Board’s interview.  One panel will include eight Road Commission employees, made up of representatives from each bargaining unit and the non-bargaining employees.  The other panel would include township representatives, county commissioners and county citizens.  The tentative schedule is that the panel interviews would be conducted on November 26th followed that evening with a public open house to meet the candidates, Board interviews to be conducted on November 27th and Board consideration at its meeting of November 29th.  The Board also agreed to conduct a public forum to discuss qualities to be looking for in the new manager on October 18th at 5:00 P.M.  Community leaders, county commissioners, county elected officials and township officials will be invited to participate in this forum.

 

AGENDA ITEM #9A – DESIGNATE WILLOUGHBY ROAD BRIDGE OVER SYCAMORE CREEK A ONE LANE BRIDGE.

 

Director of Engineering Bob Peterson stated the Willoughby Road Bridge over Sycamore Creek (in Alaiedon Township) is one of the five bridges that will be considered for 2010 replacement funding.  He said the announcement for 2010 funding is supposed to be made in December by the Local Bridge Advisory Committee.  The Willoughby Road bridge currently has two way traffic, an Average Daily Traffic count of 2,000, and is posted at 8, 10, and 11 tons for a single, double, and triple unit truck, respectively.  The existing posting does not allow school buses, large emergency response vehicles, or Road Commission winter maintenance trucks to cross the bridge.  Mr. Peterson said he and the Director of Operations have discussed the winter maintenance issues with this bridge and as a result, had our bridge consultants determine what the posting could be if the bridge were converted to a one lane structure.  The consultant reported back that the bridge, if converted to a one lane bridge, could be posted at 19, 22, and 72 tons for a single, double, and triple unit truck, respectively. 

 

Mr. Peterson continued if a one lane bridge designation were to occur, it would allow school buses, large emergency response vehicles, and our winter maintenance trucks to cross the bridge legally.  The conversion would cost an estimated $3,500 in materials, but that cost would be offset by more efficient winter maintenance of the area.  The labor would be performed by Road Commission crews.  Currently, when winter maintenance occurs, we send a one ton truck out to clear the bridge deck, which is inefficient and leaves the salt loader unattended.

 

Mr. Peterson recommended converting the Willoughby Road bridge to one lane structure and install the proper advance signing.  The appropriate load ratings would then be posted.

 

Vice Chair Guenther asked if the structure needs to be posted that high after the one lane designation takes place?  He stated if funding may not be available until 2010 or beyond, we need to make sure what is there will last another three or more years.  He said he is reluctant to post the bridge at 72 tons for a triple unit truck.  Why not just post it to accommodate the highest weight of the largest township emergency vehicle.  Vice Chair Guenther stated he believes converting the bridge to a one lane structure so that it can carry emergency vehicles, school busses and Road Commission maintenance equipment is a good idea, but he just does not want to post it as high as 72 tons. 

 

Commissioner Rodgers asked if she is correct in making the assumption that this work is not currently in the budget?  Mr. Peterson stated that is correct.  Commissioner Rodgers asked if there was enough money in the maintenance budget to cover this cost?  She said she agrees that the posting should be somewhat lower because there is no guarantee that funding for 2010 will be approved.  Commissioner Rodgers agreed with Vice Chair Guenther to find out the weight of Delhi Township’s heaviest emergency vehicle and post the bridge accordingly.  Director of Operations Joe Pulver stated he thought that weight would be around 50 tons, but they would confirm this with Delhi Township.

 

RESOLUTION APPROVING THE CONVERSION OF THE WILLOUGHBY ROAD BRIDGE OVER SYCAMORE CREEK IN ALAIEDON TOWNSHIP TO A ONE LANE STRUCTURE.

 

RESOLUTION #160-07

 

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 conversion of the Willoughby Road Bridge over Sycamore Creek in Alaiedon Township to a one lane structure, at a cost of $3,500.  The bridge will then be posted in accordance with the weight of Delhi Township’s largest emergency vehicle.

 

AGENDA ITEM #9B – 2007 TRAFFIC COUNTS.

 

Director of Engineering Bob Peterson reported that as a result of discussion at the last meeting, he had reviewed the traffic engineering service proposals submitted in March.  Task specific information, such as traffic count work, was not requested.  Mr. Peterson said he spoke with the three Lansing area based consultants and found that there is about six weeks of good weather left this year to perform the counts.  In mid-November the threat of snow ends the traffic count season. 

 

Mr. Peterson continued that Traffic Engineering Associates (TEA) has 26 classifiers, but they have a large amount of MDOT work and are not able to provide the service this year.  DLZ Michigan typically contracts their local traffic county work out to TEA.  Mr. Peterson said that Crossbearer Engineering of Holt, did not return his phone call, but this is a one person firm and it is unlikely that they will have the equipment necessary to provide the traffic counting service.

 

Mr. Peterson said that Midwestern Consulting of Ann Arbor is the consultant we hired to handle the CMAQ funded traffic signal optimization and management system project.  They are currently collecting counts for us at those locations covered under the optimization project.  They believe they can start the additional counts the second week of October.  They have 28 classifiers and could collect up to 56 counts a week, but with errors and equipment problems, they said plan on 50 a week.  Therefore, they could perform between 200 and 300 counts for us at $110 per count.

 

Mr. Peterson said there were 455 counts scheduled for this year.  Knowing we would not be able to get all of them done, we paired the list down this spring to about 365 counts.  Those counts in Locke and Williamstown Townships have been performed by Road Commission staff and others are being performed by Midwestern Consulting as part of the optimization project.  Thus, there are about 250 counts yet to be performed.

 

Mr. Peterson recommended hiring Midwestern Consulting to perform designated traffic counts not to exceed $30,000, provided there is adequate funding available.

 

Commissioner Rodgers stated that while she does not like to spend money that isn’t budgeted, she also does not want to not have updated information necessary for state and federal projects.  Vice Chair Guenther asked if there was money in the budget to cover this expense?  Ms. Montgomery stated there is money available for the traffic technician position that was budgeted for this year, but was not filled.

 

RESOLUTION AUTHORIZING HIRING MIDWESTERN CONSULTING TO PERFORM TRAFFIC COUNTS FOR 2007 DESIGNATED AREAS.

 

RESOLUTION #161-07

 

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

 

BE IT RESOLVED that upon recommendation of the Director of Engineering, the Board authorizes hiring Midwestern Consulting to perform up to 275 traffic counts at a cost of $110.00 per count.  These counts will be performed before the end of 2007.

 

AGENDA ITEM #10A – LOCAL ROAD AGREEMENT WITH WILLIAMSTOWN TOWNSHIP.

 

Director of Operations Joe Pulver reviewed and recommended approval of a local road agreement with Williamstown Township for micro-surfacing on the streets in Oakleaf Hills Subdivision, and on the entire length of Ebright Road and Damon Road.  He stated this cost is 100 percent township cost.

 

RESOLUTION APPROVING LOCAL ROAD AGREEMENT WITH WILLIAMSTOWN TOWNSHIP.

 

RESOLUTION #162-07

 

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 approves a local road agreement with Williamstown for micro-surfacing on the streets in Oakleaf Hills Subdivision, and on the entire length of Ebright Road and Damon Road.  The cost of this project will be funded at 100 percent township cost.

 

AGENDA ITEM #13 – BOARD UPDATES/COMMENTS.

 

A.         Chair Smith asked about the paint striping, in particular the double yellow no passing, at the entrance to Ember Oaks Subdivision, and if it was going to be done.  Mr. Peterson said he would check into it.

 

B.         Vice Chair Guenther said he would like to attend the Ingham County Chapter meeting of the MTA, but it will conflict with the Board attending the County Board meeting to present the Road Commission’s 2006 annual report.  The Board said it could attend the tour of the Clerk’s office as they will have to be at the Courthouse anyway.

 

C.            Commissioner Rodgers stated that since agenda item #10B for the Metro District Supervisor was deleted, she just wanted to say that she thought the Board made it pretty clear at the last meeting that it is unwilling to fill any vacancies until the new Managing Director starts. 

 

D.         Vice Chair Guenther thanked Ms. Montgomery for coming out of retirement to act as the Board’s Interim Managing Director.  He said he has heard good feedback from the employees.

 

AGENDA ITEM #11 – CLOSED SESSION.

 

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

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board return to open session at 7:35 P.M.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes.  3 yes, 0 no.  Motion carried unanimously.

 

No public comment was offered.  The meeting adjourned at 7:35 P.M.

 

 

 

                                                                                                                                                           

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