**APPROVED MINUTES**

 

 

Mason, Michigan

August 4, 2008

 

 

The Board of Ingham County Road Commissioners met for a rescheduled regular meeting on Monday, August 4, 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, and Shirley M. Rodgers, Member.

 

Also Present:  William M. Conklin, Managing Director, Deborah L. Bellows, Secretary to the Board, Tina M. Henry, Finance Director, and Robert H. Peterson, Director of Engineering.

 

Also Present:  Douglas J. Steffen, Engineering Dept. employee and OPEIU Local 512 Chief Steward, Rahman Shareef, Finance Department employee, Will Comstock, Western District employee, and Richard F. Phillips, Construction Engineer.

 

Absent & Excused:  James L. Charles, Interim Director of Operations.

 

AGENDA ITEM #4 – DELETIONS.

 

1.         Agenda Item #10G is deleted from the agenda.

 

AGENDA ITEM #4 – CONSENT.

 

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 and #6B, routine and special permits.

C.         Agenda Item #8A, accounts payable.

D.         Agenda Item #10A-F, pavement marking agreements and local road agreements.

 

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 July 22, 2008, be approved as presented.  3 yes, 0 no.  Motion carried unanimously.

 

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

 

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

 

08-0363 08-0368            08-0369            08-0370            08-0371            08-0372

08-0374 08-0375            08-0376            08-0377            08-0378            08-0379

08-0383 08-0391            08-0392            08-0393            08-0394            08-0395

08-0396 08-0398            08-0399            08-0355            08-0364            08-0365

08-0366 08-0382            08-0384            08-0385            08-0386            08-0387

08-0390 08-0397            08-0402

 

3 yes, 0 no.  Motion carried unanimously.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that permit #08-0400 be approved for conducting the River Pointe Subdivision neighborhood block picnic on August 16, 2008, from 4:30 pm until 9:00 pm.  The event is sponsored by the River Pointe Subdivision Neighborhood Association and is sanctioned by Delhi Charter Township.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #8A – Accounts Payable.

 

Moved by Commissioner Guenther and Supported by Commissioner that the accounts payable for the two week period of July 7-20, 2008, be approved as follows:  check numbers #91170 through #91268, totaling $529,368.41.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #10A-F – Pavement Marking and Local Road Improvement Agreements.

 

RESOLUTION APPROVING AGREEMENTS FOR PAVEMENT MARKING AND LOCAL ROAD IMPROVEMENTS.

 

RESOLUTION #072-08

 

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 following Agreements for pavement marking and local road improvements be approved:

 

A.            Agreement for Pavement Marking with the City of Williamston.

B.            Agreement for Pavement Marking with the City of Mason.

C.            Agreement for Pavement Marking with the City of Leslie.

D.         Local Road Agreement with Delhi Charter Township for improvements on various roads.

E.         Local Road Agreement with Williamstown Township for road improvements in the Baan Gan Aka Subdivision.

F.         Local Road Agreement with White Oak Township for improvements on Cooper Road.

G.         Local Road Agreement with Stockbridge Township for Phase 1 improvements on Base Line Road.

 

AGENDA ITEM #6A – MICHIGAN STATE UNIVERSITY ALTERNATIVE BUS ROUTE.

 

Michigan State University has requested authorization via the permitting process, to establish an alternative bus route to transport pedestrians after seven home football games to be held from September 6th through November 8th.  Permitted activities generally include using the southbound portion of Hagadorn Road, a divided highway, for two-way MSU football bus traffic and maintaining normal traffic, southbound only, on the northbound portion of the divided highway from Service Drive to Mt. Hope Road.  Details of the traffic control scheme are to be worked out with ICRC staff prior to the first home football game.  This route would be in effect for one hour after each football game to transport pedestrians to parking lots located at the intersection of Mt. Hope Road and Farm Lane.  Traffic control would be provided by Michigan State Police and Ingham County Sheriff’s Deputies.  Route sketches provided.

 

Commissioner Rodgers stated that while she is not opposed to this idea, she is somewhat confused on how regular traffic is going to be handled.  She asked if they will be closing off the roadway to regular traffic during this one hour period after the game?  Director of Engineering Bob Peterson said that the normal traffic patterns for all of Hagadorn Road would change for that one hour period and prohibiting normal traffic movement is expected, especially between Shaw Lane and Service Drive..  Staff was asked to make sure MSU gets this information out to the public.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that Permit #08-0381 be approved for the purpose of establishing the Michigan State University alternative bus route to transport pedestrians after seven home football games to be held from September 6th through November 8th.  3 yes, 0 no.  Motion carried unanimously.

 

AGENDA ITEM #7 – MANAGING DIRECTOR REPORTS.

 

A.         Mr. Conklin stated the proposed 2007 Annual Report has been provided to Board members.  Please review this over the next two weeks and if there are any questions or edits, please contact the Finance Director.  This will be placed on the August 19th Board Agenda for consideration.

 

B.         The Board scheduled a road tour for September 16th.  This will start at 10:00 AM and upon return, the Board will proceed with its regular business meeting.  The published meeting start time of 6:00 P.M. will be posted for change to 10:00 A.M. that day.

 

C.         The Road Commission is hosting the November 3rd quarterly meeting of the Southeast Council.  The Board members are encouraged to attend and the Chair is asked to present the welcome.  The meeting begins at 9:30 A.M.

 

The regularly scheduled meeting for November 11th falls on Veterans’ Day holiday.  The Board cancelled that meeting and rescheduled it for Monday, November 10th.

 

D.         The Road Commission is hosting one of the CRAM Public Relations workshops, currently scheduled for September 17th starting at 9:30 A.M.  The Board members are encouraged to attend.

 

E.         Mr. Conklin said he wished to discuss a change in the Finance Department and Reception.  He said employee Rahman Shareef is returning to the reception area to a reclassified position.  Mr. Shareef was asked if he wished to discuss the particulars of the move in closed session.  Mr. Shareef responded yes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that upon request of employee Rahman Shareef, the Board shall enter closed session at 6:20 P.M. for the purpose of discussing job performance and transfer with said employee.  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 6:45 P.M.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes.  3 yes, 0 no.  Motion carried unanimously.

 

RESOLUTION APPROVING RECLASSIFICATION OF THE RECEPTIONIST POSITION.

 

RESOLUTION #073-08

 

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 Receptionist position with the Ingham County Road Commission is hereby reclassified and retitled and shall now be known as the Public Relations Coordinator, and upon successful completion of a 90-day probationary period, shall be placed at the Grade 2, Step 6 position on the 2008 salary chart under the OPEIU Local 512 collective bargaining agreement.

 

The Board tabled authorization to open the Account Clerk II/Webmaster position externally pending updating of the official job description for that position. 

 

AGENDA ITEM #9A – INTERAGENCY AGREEMENT WITH MERIDIAN TOWNSHIP.

 

Director of Engineering Bob Peterson explained that during the preliminary design discussions regarding the 2008 improvements at the intersection of Haslett Road and Okemos Road, Meridian Township staff requested that some township work be included in the project.  The work would consist of sidewalk relocation, sidewalk repair, and special sanitary sewer manhole work.  This work would be done at the expense of the Township and it would reimburse the Road Commission for the expense.  He indicated that one of the areas where the sidewalk is to be relocated required acquisition of an easement.  Road Commission staff, with assistance of Township staff, negotiated and obtained the necessary easement so that the federal right of way acquisition requirements were satisfied.  Mr. Peterson recommended entering into an Agreement with Meridian Township for the reimbursement of all Township related expenses of the work, which is approximately $12,000.  Mr. Peterson stated the Board’s general counsel, George Brookover, provided the format for the Agreement.

 

RESOLUTION APPROVING INTER-AGENCY AGREEMENT WITH MERIDIAN CHARTER TOWNSHIP FOR TOWNSHIP WORK TO BE PERFORMED DURING THE 2008 INTERSECTION IMPROVEMENTS AT OKEMOS ROAD AND HASLETT ROAD.

 

RESOLUTION #074-08

 

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

 

BE IT RESOLVED that upon recommendation of the Director of Engineering, the Board approves and authorizes the Chair and Secretary to sign on its behalf, an Inter-Agency Agreement with Meridian Charter Township for the reimbursement of all Township related expenses included in the 2008 intersection improvement project at Okemos Road and Haslett Road, which is approximately $12,000.

 

AGENDA ITEM #10H – CRASIF ANNUAL MEETING.

 

The CRASIF annual meeting will be held in conjunction with the Northern Michigan Association of Road Commissions during the week of September 2-5, 2008, at Boyne Mountain.  The Board needs to appoint a voting delegate and alternate for voting purposes at the CRASIF meeting, to be held on September 3rd.  The Board Secretary stated that Mr. Peterson and Ms. Rodgers will be attending the conference all week and Mr. Conklin and Ms. Henry would be staying for one day only.

 

Moved by Commissioner Guenther and Supported by Commissioner Smith, that the Board designates Shirley M. Rodgers as the voting delegate and Robert H. Peterson as the voting alternate to attend the CRASIF annual meeting on September 3, 2008, at Boyne Mountain Resort.  3 yes, 0 no.  Motion carried unanimously.

 

AGENDA ITEM #10I – MERS ANNUAL CONFERENCE.

 

Managing Director Conklin stated the annual MERS conference is scheduled for September 30 through October 2, 2008.  He said he is unable to attend, but stated that Finance Director Tina Henry will be attending and recommended she be appointed as the Board’s voting delegate on behalf of management.  Commissioner Rodgers stated she will be unable to attend the conference, but she attended last year and the majority of Road Commission management representatives who voted were commissioners.  She did not agree that a Director level person should be voting.

 

Moved by Commissioner Guenther and Supported by Commissioner Smith, that Finance Director Tina M. Henry be designated as the Board’s voting delegate to the annual MERS conference to be held at the Grand Traverse Resort on September 30-October 2, 2008.  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, no.  2 yes, 1 no.  Motion carried.

 

Discussion:  The Board was informed that a representative of each union would be attending the conference and those units would choose an employee voting delegate and alternate.

 

AGENDA ITEM #11 – COMMISSIONER COMMENTS.

 

A.            Commissioner Guenther asked staff to investigate the possible joint purchase of road painting equipment with Clinton, Eaton and Livingston County Road Commissions.  He suggested that the equipment be purchased jointly and these road commissions perform their own paint striping.  Managing Director Conklin stated this would be an expensive and technically complex piece of equipment that not just anyone would be able to run and maintain.  Commissioner Guenther stated perhaps each road commission could have one or two individuals that could get training to operate and maintain during the summer, the painting crew would work in all four counties.  He just asked that the possibility and cost be looked in to.

 

B.            Commissioner Guenther asked about the large payment being made to the Drain Commissioner on the Tollgate Drain for the period 2002-2007.  Finance Director Tina Henry stated this has been an ongoing project and she has been attempting to get this straightened out.  There have been many adjustments made, and times when we should have been billed, but weren’t, and times when we were double billed.  This should be about caught up now.

 

AGENDA ITEM #12 – MANAGING DIRECTOR’S SIX MONTH EVALUATION.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that upon request of the Managing Director, the Board enter closed session at 7:05 P.M. for the purpose of conducting the Managing Director’s six month performance evaluation.  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 7:25 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 7:30 P.M.

 

 

 

                                                                                                                                                           

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