**APPROVED MINUTES**

 

 

 Mason, Michigan

April 29, 2008

 

 

The Board of Ingham County Road Commissioners met for a regular meeting on Tuesday, April 29, 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, and Joseph A. Guenther, Vice Chair.

 

Also Present:  William M. Conklin, Managing Director (late arrival due to late day meeting out of the office), Deborah L. Bellows, Secretary to the Board, Robert H. Peterson, Director of Engineering, and James L. Charles, Sign and Signal Shop Manager.

 

Others Present:  Will Comstock, Eastern District employee, Daniel J. Chapman, Engineering Department employee and OPEIU Local 512 Chief Steward, Duane E. Yerks, Fleet Manager and SEIU Local 517M President, Richard Phillips, Construction Engineer, and Dale E. Arnett, Eastern District Supervisor.

 

Absent & Excused:  Shirley M. Rodgers, Commissioner.

 

AGENDA ITEM #4 – LATE ITEMS FOR THE AGENDA.

 

Secretary to the Board, Deborah Bellows, indicated there were two additions to the agenda:

 

1.            Approval of the Act 51 Financial Report, add as Agenda Item #9B.

2.            Approval of an Agreement with the Delhi Township DDA for the Cedar Street Construction Cost Reimbursement, add as Agenda Item #9C.

 

AGENDA ITEM #4 – CONSENT AGENDA.

 

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

 

1.         Agenda Item #5, Minutes.

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

 

2 yes, 1 excused.  Motion carried.

 

            Agenda Item #5 – Minutes.

 

Moved by Commissioner Guenther and Supported by Commissioner Smith, that the minutes of the meeting of April 15, 2008, be approved as presented.  2 yes, 1 excused.  Motion carried.

 

            Agenda Item #6 – Routine and Special Permits.

 

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

 

08-0114 08-0116            08-0118            08-0119            08-0120            08-0121

08-0122 08-0123            08-0124            08-0125            08-0127            08-0128

08-0129 08-0135            08-0136            08-0139            08-0140            08-0126

08-0130 08-0131            08-0132            08-0133            08-0138            08-0141

08-0142 08-0143

 

2 yes, 1 excused.  Motion carried.

 

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

 

A.         Permit #08-0099 applied for by the Dansville Athletic Boosters for the annual Memorial Day Bigfoot Challenge 8k run/5k run/5k walk, to be held on May 26, 2008.  The event is sanctioned by Ingham Township.

B.         Permit #08-0115 applied for by the Webberville Community Schools for the Second Annual Webberville Lest They Be Forgotten Memorial Day 5k run/walk to be held May 26, 2008.  The event is sanctioned by the Village of Webberville.

C.         Permit #08-0117 applied for by the Lake Lansing Park Band Shell Committee to hang a banner over Hamilton Road from May 14, 2008, through June 6, 2008, announcing the summer Friday night concert series.  The event is sanctioned by Meridian Township.

D.         Permit #08-0137 applied for by the American Legion #238 for the annual Memorial Day Parade on May 26, 2008, from 1:30 PM to 3:30 PM.  The event is sanctioned by Delhi Township.

 

2 yes, 1 excused.  Motion carried.

 

AGENDA ITEM #8A – AWARD OF PROPOSAL #1525.

 

Sign and Signal Shop Manager Jim Charles reviewed the recommendation for award of Proposal #1525 for bituminous surfacing mixture.  This is for plant pickup of asphalt applied by our own forces.  Mr. Charles recommended award to all three bidders on an as-needed basis depending on location and availability of product. 

 

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1525 FOR BITUMINOUS SURFACING MIXTURE.

 

RESOLUTION #030-08

 

Moved by Commissioner Guenther and Supported by Commissioner Smith.  2 yes, 1 excused.  Resolution carried.

 

BE IT RESOLVED that upon recommendation of the Sign and Signal Shop Manager, the Board authorizes award of Proposal #1525 for bituminous surfacing mixture to all bidders on an as-needed basis, depending on location and availability, as follows:

 

A.            Aggregate Industries.  Purchased through June 29, 2008:  Price per ton for 13A - $38.30.  Price per ton for 36A - $40.00.  Purchased June 30-August 31, 2008:  Price per ton for 13A - $41.80.  Price per ton for 36A - $43.50.  Purchased September 1-December 1, 2008:  Price per ton for 13A - $43.30.  Price per ton for 36A - $45.00.

B.            Michigan Paving & Materials.  Price per ton for 13A - $43.00.  Price per ton for 36A - $50.00.

C.         Rieth-Riley.  Price per ton for 13A - $40.25.  Price per ton for 36A – 43.00.

 

AGENDA ITEM #9A – ACCOUNTS PAYABLE.

 

Secretary to the Board Deborah Bellows recommended confirmation of the accounts payable for the two week period of March 31-April 6, 2008.

 

Moved by Commissioner Guenther and Supported by Commissioner Smith, that the accounts payable for the two week period of March 31-April 6, 2008, be confirmed as follows:  check numbers #90545 through #90631, totaling $565,831.90.  2 yes, 1 excused.  Motion carried.

 

Managing Director William Conklin entered the meeting.

 

AGENDA ITEM #7 – MANAGING DIRECTOR REPORTS.

 

A.         The Director of Finance vacancy has closed.  48 Resumes have been received.  Ingham County’s Human Resources Department will be assisting the Managing Director in selecting candidates to be called for interviews.

 

B.         Jim Vanderley, Equipment Repair Shop Supervisor, has officially retired.  His last day was April 23rd.

 

C.         Terry Ream, Class 5 operator from the Metro District, is retiring effective May 14th.  We will post internally for his vacant Class 5 position.

 

D.         Due to the recent resignation of Joe Pulver, Managing Director Conklin reviewed his memorandum to the Board regarding appointing an individual as Interim Director of Operations.  Mr. Conklin stated he offered the position to Jim Charles, current Sign and Signal Shop Manager, and Mr. Charles has agreed to postpone his retirement date from December 12, 2008, to May 1, 2009.  Mr. Charles will assume the day to day duties of the Director of Operations.  This time frame will allow the Managing Director to evaluate the qualifications and management philosophy desired in a permanent Director of Operations to be hired within the next 12 months. 

 

Mr. Conklin stated that current Sign Shop crew leader Gary Strickland has been asked to fill in as Sign Shop Manager in lieu of Mr. Charles for this interim period.  At some point within the next year, the Sign Shop Manager position will also be posted internally for competitive bids for the permanent position.  In the meantime, authorization is requested to hire a temp to assist in the sign shop until all positions are finalized.

 

The Board agreed to have Gary Strickland fill in as the Sign Shop Manager in lieu of Mr. Charles and authorized staff to hire a temporary employee to assist in the sign shop for up to a year, or until all positions are finalized.

 

RESOLUTION APPOINTING AN INTERIM DIRECTOR OF OPERATIONS.

 

RESOLUTION #031-08

 

Moved by Commissioner Guenther and Supported by Commissioner Smith.  2 yes, 1 excused.  Resolution carried.

 

BE IT RESOLVED that upon recommendation of the Managing Director, the Board confirms the appointment of James L. Charles as Interim Director of Operations for a period of approximately one year until such time that the qualifications and management philosophy desired in a permanent Director of Operations can be determined and the position filled on a more permanent basis.  The Board also authorizes Mr. Charles to be compensated at the Grade 7, 4-year level under the 2007 Non-Bargaining pay rates; and that Mr. Charles be allowed to carry his accumulated leave credits into 2009.

 

RESOLUTION RE-ESTABLISHING THE POSITION OF ACTING MANAGING DIRECTOR.

 

RESOLUTION #032-08

 

Moved by Commissioner Guenther and Supported by Commissioner Smith.  2 yes, 1 excused.  Resolution carried.

 

WHEREAS, the Board of Ingham County Road Commissioners believes that it is in the best interest of the Road Commission to establish the position of Acting Managing Director and duties therefore in the event the Managing Director is unavailable for any reason; and

 

WHEREAS, the Managing Director has recommended that the Director of Engineering or the Interim Director of Operations serve as Acting Managing Director in the event the Managing Director is unavailable.

 

THEREFORE, BE IT RESOLVED that the Director of Engineering or, if not available, the Interim Director of Operations, shall serve as Acting Managing Director in the event the Managing Director is absent.

 

BE IT FURTHER RESOLVED that all three individuals shall not, without prior approval of the Chair, simultaneously schedule the same vacation time off.

 

BE IT FURTHER RESOLVED that the Acting Managing Director shall be paid an additional $4.00 per hour starting with the first day when acting in this capacity when the Managing Director is gone for three days or more.

 

BE IT FURTHER RESOLVED that this resolution shall expire on the date of the Organizational meeting of January 2009.

 

E.         Mr. Conklin stated that 18 employees have submitted resumes for the two vacant supervisor positions.  Interviews will be conducted with 17 of them (one withdrew). 

 

F.         Mr. Conklin stated he will be out of the office on May 7th and 8th on a class trip to Chicago with his son; May 16-21 for the roundabout conference in Kansas City, Missouri, with Dan Troia; and on May 23rd to have a long holiday weekend up north.  He will be able to be reached by cell phone.  Both Bob Peterson and Jim Charles will be in the office to respond to anything that may come up.

 

AGENDA ITEM #9B – 2007 ACT 51 FINANCIAL REPORT.

 

Mr. Conklin stated this report was an add on to the agenda and was emailed to all three commissioners last Friday.  There was some confusion as to when agenda items were to be submitted to the Board Secretary and copies missed the packets that day.  This financial report is due to MDOT on May 1st.  Mr. Conklin said it looks like the Road Commission may be able to expend up to $1,000,000 this year for resurfacing projects.

 

Chair Smith asked if staff is preparing the list of pothole repairs to be made this spring.  Managing Director Conklin said yes, they are in the process of preparing both the chip seal locations and hot mix patch locations.  Chair Smith said the Board would expect to see these complete lists, along with estimates of cost at a future meeting.

 

RESOLUTION APPROVING THE 2007 ACT 51 FINANCIAL REPORT.

 

RESOLUTION #033-08

 

Moved by Commissioner Guenther and Supported by Commissioner Smith.  2 yes, 1 excused.  Resolution carried.

 

BE IT RESOLVED that upon recommendation of the Managing Director, the Board approves and authorizes the Chair to sign, the Ingham County Road Commission’s 2007 Act 51 Financial Report to be submitted to MDOT by May 1st.

 

AGENDA ITEM #9C – AGREEMENT WITH DELHI DDA FOR CEDAR STREET CONSTRUCTION COST REIMBURSEMENT.

 

Director of Engineering Bob Peterson recommended approval and signing of the Agreement with the Delhi Township DDA for the Cedar Street reconstruction project between Dallas Street and Holbrook Drive, which will be done this summer.  The Agreement was prepared by the Board’s legal counsel, George Brookover, and has been approved and signed by the Delhi DDA.

 

RESOLUTION APPROVING AN AGREEMENT WITH THE DELHI TOWNSHIP DDA FOR CEDAR STREET CONSTRUCTION COST REIMBURSEMENT.

 

RESOLUTION #034-08

 

Moved by Commissioner Guenther and Supported by Commissioner Smith.  2 yes, 1 excused.  Resolution carried.

 

BE IT RESOLVED that upon recommendation of the Director of Engineering, the Board approves and signs an Agreement with the Delhi Township DDA for Cedar Street construction cost reimbursement.  The Cedar Street reconstruction project, located between Dallas Street and Holbrook Drive, which includes the construction of a roundabout at Holbrook Drive, is scheduled to start this summer.

 

AGENDA ITEM #10 – BOARD COMMENTS.

 

A.            Managing Director Conklin reported he met with Wheatfield and Williamstown Townships today.  Both townships indicated they are happy with the Road Commission and this past winter’s maintenance operations.  Commissioner Guenther stated we must be doing something right as his phone rings less and less.  Mr. Conklin said he is concentrating many of his efforts right now on the township local road projects to be done this summer.  Commissioner Guenther said he is pleased with the team approach being done.  Commissioner Smith commented there are many roads throughout the County that need major work.

 

B.         Director of Engineering Bob Peterson informed the Board that Meridian Township staff has requested time on the next agenda for a presentation to the Board of the proposed plan for the Okemos Road Enhancement project.

 

No public comment was offered.  The meeting adjourned at 6:30 P.M.

 

 

 

                                                                                                                                                           

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