**APPROVED MINUTES**

 

 

Mason, Michigan

April 15, 2008

 

 

The Board of Ingham County Road Commissioners met for a regular meeting on Tuesday, April 15, 2008, 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, Shirley M. Rodgers, Member.

 

Also Present:  William M. Conklin, Managing Director, Deborah L. Bellows, Secretary to the Board, Robert H. Peterson, Director of Engineering, and Joseph D. Pulver, Director of Operations.

 

Others Present:  Randy Maiville, Onondaga Township Supervisor, Will Comstock, Eastern District employee, Daniel J. Chapman, Engineering Department employee and OPEIU Local 512 Chief Steward, Richard Phillips, Construction Engineer, Dale E. Arnett, Eastern District Supervisor, and Duane E. Yerks, Fleet Manager.

 

AGENDA ITEM #3 – PUBLIC COMMENT.

 

Onondaga Township Supervisor Randy Maiville.  Mr. Maiville said that the township hasn’t decided what it wants to do this year for local road paving.  He said he has an idea and would like to do a whole mile, but is not sure what.  He said as soon as they have identified a project, he will contact the Road Commission. 

 

Mr. Maiville said he also wanted to recognize Joe Pulver and thank him for the great working relationship they have developed over the years.  Mr. Maiville said he has Joe’s office, cell and home phone numbers and has used them all on occasion.  He said he wanted to wish Joe well in Clinton County and hoped he would have the same working relationship with the person who takes Joe’s place.

 

Mr. Maiville relayed his appreciation to the Road Commission for the great snow removal efforts this past winter.  He said that during the Board of Review process in March, there were roughly 40 people there who were protesting their taxes, and two of the residents complimented the road maintenance during the past winter.  He thanked the Board for the Road Commission’s guidance.

 

Commissioner Rodgers asked if it is helpful for the township board to have the Road Commission’s decision on funding levels for local roads in February?  Mr. Maiville said yes, because they start their budgeting process in late April.  The Township’s budget is July to July.

 

Director of Engineering Bob Peterson told Mr. Maiville that if he had a few candidates for local road work this summer, he could provide estimates for him to take to his next Board meeting.  Mr. Maiville said he would get those to him as soon as he decides what to do.

 

AGENDA ITEM #4 – CONSENT AGENDA.

 

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

 

A.         Agenda Item #5 – Minutes.

B.         Agenda Item #6, #6A and #6B – Routine and special permits.

C.         Agenda Item #8A – Accounts payable.

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #5 – Minutes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the minutes of the meeting of April 1, 2008, be approved as presented.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #6, #6A and #6B – Routine and Special Permits.

 

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

 

08-0101 08-0102            08-0104            08-0105            08-0110            08-0111

08-0096 08-0097            08-0098            08-0100            08-0103            08-0106

08-0107 08-0109

 

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 #08-0099 for Zeeland Farm Services Inc. for agricultural transport during weight restrictions.

B.         Permit #08-0108 for Okemos Schools Drama Boosters to hang a banner to announce the Okemos High School Spring Play.  The banner will hang over Hamilton Road between Ardmore and Okemos and will not obstruct traffic signals.  The event is sanctioned by Meridian Township.

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #8A – Accounts Payable.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period of March 17-30, 2008, be approved as presented:  check numbers #90436 through #90542, totaling $642,111.98.  3 yes, 0 no.  Motion carried unanimously.

 

AGENDA ITEM #7 – MANAGING DIRECTOR REPORTS.

 

A.         The frost laws were lifted at 6:00 A.M. on Monday, April 14, 2008.

 

B.         Mr. Conklin said that applications have been prepared for submittal for Category F funding.  As discussed at the last meeting, the priority of those projects is Waverly Road from Willow Street to Grand River, then Marsh Road from Grand River to Central Park Drive, then Cedar Street from Holt Road to Keller Road.  Now we wait to see which one is approved.  The Waverly Road project would be first priority, and would complete reconstruction of the entire length from Lansing Road north.  He asked the Board if they needed further review of the proposed projects.  Commissioner Guenther said this is fine with him and he sees no reason to further delay submitting the applications.  Commissioner Rodgers stated she thought the projects were approved at the last meeting.

 

C.         Disaster Training.  Mr. Conklin said this is an effort with the Health Department, Sheriff’s Department and emergency responders.  The training is coordinated with various agencies in responding to a county-wide disaster.  The Road Commission’s Metro Garage facility will be used in case of a disaster as the central dispatch location.  It will be used as a redistribution center for supplies that will be loaded on trucks and sent to refugee camps and schools.  The Metro Garage will have to be refitted for generator power; but this will be paid for with funds from a federal grant.  There will be a full scale “mock exercise” on June 13th.  Press releases will no doubt be publicized prior to June 13th.

 

D.         A public informational meeting has been scheduled for Thursday, May 1st, from 4:00 PM until 7:00 PM at the Meridian Township offices regarding the Haslett Road and Okemos Road Intersection improvements scheduled for this summer.  Chair Smith asked if staff would be working with the businesses on all four corners.  Director of Engineering Bob Peterson said yes.

 

E.         Director of Operations Joe Pulver’s official resignation has been received.  April 18th is his last day at Ingham County Road Commission.

 

AGENDA ITEM #8B – COST ANALYSIS OF CLOSING EASTERN GARAGE.

 

Managing Director Bill Conklin reviewed his cost analysis for closing the Eastern Garage for five months during the summer.  Mr. Conklin said that as he understands the issue, the garage was closed last summer for a period of months and those employees assigned to the Eastern District were temporarily assigned to both the Metro District and the Western District.  He indicated that since he was not here, he does not know all the details, but he did prepare this analysis in preparation of the Board considering the closure again this year.

 

Mr. Conklin stated that in light of his projected cost to close the Eastern Garage for five months, he would not recommend the closure.

 

Commissioner Rodgers said she thinks that the garage should be open for Mr. Conklin’s experience.  She said she does not know what Road Commission’s use for this type of cost analysis, but that this is not exactly what she had in mind.  She said Mr. Conklin’s analysis seems to be based on employee placement costs, and she would have also expected using project costs as well.

 

Mr. Conklin said his analysis is based on time spent on crew deployments, and performing typical activities, such as tree trimming/removal and the chip seal program.  He attempted to analyze a typical day for the Eastern District employees.  Mr. Conklin said it was his understanding that the Eastern District employees were sent to that district whenever work needed to be accomplished. 

 

Commissioner Rodgers said the Board was led to believe that Metro and Western District employees also worked in the Eastern District last year, depending on what the crews were doing and how they were sent out in the morning. 

 

Mr. Conklin said that whether you took them all, or mixed them up, there are still 14 people on a typical day who perform work in the Eastern District.  That is what he based his calculations on. 

 

Commissioner Rodgers thanked him for his information.  Commissioner Guenther commented that Mr. Conklin did just exactly what he expected him to do as far as analyzing the cost associated with closure of the garage facility during the summer months.  Typical duties of the employees in that district are so miscellaneous that you couldn’t possible pin it down to an exact job.

 

The Board agreed with Mr. Conklin’s recommendation to keep the garage open this summer.

 

AGENDA ITEM #8C AND #8D – METRO AND WESTERN DISTRICT SUPERVISOR VACANCIES.

 

Managing Director Conklin first wanted to recommend to the Board that each district be fully staffed with one supervisor and one assistant.  These two positions in each district are essential so they can cover each other for vacations, sick leave, conferences, etc. and because the districts are too large for just one person to handle.  That being said, Mr. Conklin recommended that both the Western and Metro District Supervisor vacancies be posted internally.  He said that John Lopez, the Western District Supervisor, recently submitted his notice of retirement effective April 15, 2008.  Bob Guevara, the Acting Supervisor in the Metro District, has been Acting for almost a year.  It is time to make this position permanent.

 

Commissioner Guenther asked if we are required to post for the Metro District Supervisor position.  Chair Smith said no, the labor contract is silent on vacancies.  Commissioner Rodgers said that as an EEO employer, we should post these vacancies internally in order to keep consistent with past practices.  Chair Smith said he thought the Board authorized the internal posting for the Metro District Supervisor vacancy at the last meeting.  He said to go ahead and post both vacancies internally.

 

Director of Operations Joe Pulver stated that Charley Davis, the Assistant Supervisor for the Western District, is currently the Acting Supervisor, and will have the crew leader fill in as needed.

 

AGENDA ITEM #8E – SUMMER WORK HOURS.

 

Managing Director Bill Conklin reviewed his recommendation for the four-10 hour work day weeks during the summer months.  He said that all three bargaining units have requested the 10 hour day schedule.  He said the nature of our summer work lends itself to longer work days; especially considering job set up, traffic control, deliveries, etc.  Mr. Conklin said there is much lost time in job set up.  He said he did a cost benefit analysis similar to what he did for the Eastern garage closure, and estimates that the Road Commission could save over $25,000 in just three months by not working on Fridays.  Mr. Conklin said he would recommend the schedule to begin Memorial Day week, and end the week before Labor Day. 

 

Mr. Conklin stated that in light of Board member concerns of the past regarding service to the public and being open five days a week, the OPEIU bargaining unit has offered a staggered work schedule in order to accommodate that concern.  He also added that the temporary receptionist would work a regular eight hour day, five day week, so that the phones are covered.  Mr. Conklin also said that between he, Bob Peterson and Jim Charles, they will cover Mondays, Fridays and each other’s vacations.

 

Commissioner Guenther thanked Mr. Conklin for the in depth report and said, again, it is exactly what he was looking for.  Commissioner Rodgers said this is by far better than anything that they got last year.  She said she is glad to see that the OPEIU bargaining unit has worked out a staggered work schedule.  Chair Smith stated that although he has never been in favor of this work schedule, if you can prove that you will save that kind of money for three months, he would expect that next year the request would be for a longer period, such as April through November.

 

RESOLUTION AUTHORIZING THE FOUR DAY, 10 HOUR WORK SCHEDULE FOR THE SUMMER MONTHS.

 

RESOLUTION #028-08

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers.  Commissioner Smith, no, Commissioner Guenther, yes, Commissioner Rodgers, yes.  2 yes, 1 no.  Resolution carried.

 

BE IT RESOLVED that upon recommendation of the Managing Director, the Board authorizes the four day, 10 hour a day work schedule for the period of May 27 through August 28, 2008.  The Board recognizes that the members of the OPEIU Local 512 bargaining unit will stagger their hours so that the office is open to the public five days a week.

 

AGENDA ITEM #8F – OUT OF STATE TRAVEL REQUEST.

 

Managing Director Bill Conklin requested out of state travel for he and the Design Engineer to attend a conference and training sponsored by the TRB Chair Smith stated this is the most thorough request for out of state travel that he has ever seen.  Mr. Conklin stated this conference will be excellent training for the Road Commission’s Design Engineer, Dan Troia.  He indicated that ultimately he would like to have roundabouts designed internally.

 

RESOLUTION AUTHORIZING OUT OF STATE TRAVEL FOR THE MANAGING DIRECTOR AND THE DESIGN ENGINEER.

 

RESOLUTION #029-08

 

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

 

BE IT RESOLVED that upon recommendation of the Managing Director, the Board authorizes out of state travel for the Managing Director and the Design Engineer to attend the TRB National Roundabout Conference and Training in Kansas City, Missouri, May 16-21, 2008.

 

Vice Chair Guenther asked if there is any information available on pedestrian and/or bicycle use in roundabouts, to please bring it back.  He is very interested in seeing information on that.  Commissioner Rodgers asked for any information on sample policies that might be available.

 

AGENDA ITEM #9A –COMMUNICATIONS.

 

The Board discussed the invitation from the Ingham County Chapter of the Michigan Townships Association for their quarterly pot luck dinner meeting on April 23rd at the Williamstown Township office.  Commissioners Guenther and Rodgers stated they may be available to attend this meeting with the Managing Director.

 

AGENDA ITEM #10 – COMMISSIONER COMMENTS.

 

A.            Commissioner Rodgers said she saw orange barrels on Cedar Street and wondered when that project starts.  Director of Engineering Bob Peterson said this is for a DDA lighting project and will close one lane starting on Monday.  The closure will be for about two weeks.

 

B.            Commissioner Rodgers suggested that software may be helpful that would track all jobs when the crews go out.  She said she thought the Road Commission already had this type of software, but apparently not, after hearing the Managing Director explain how he obtained costs for the reports he presented tonight.  This would have been helpful for him while putting these memorandums together.  Commissioner Rodgers suggested this be included for the future in the strategic plans.

 

Director of Operations Joe Pulver said that routine maintenance can now only be tracked by township for local and primary road projects.  The current system does not allow us to track by project.

 

Commissioner Rodgers said this updated software would be helpful in trying to plan for the future, and it would be much more efficient.

 

C.         Chair Smith said to Joe Pulver, from the entire Board, they appreciate all he has done for the Road Commission, and the Board wishes him the best at the Clinton County Road Commission.  Commissioner Guenther wished Joe good luck and Godspeed.

 

No public comment was offered.  The meeting adjourned at 7:00 P.M.

 

 

 

                                                                                                                                                           

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