**APPROVED MINUTES**

 

 

Mason, Michigan

February 19, 2008

 

 

The Board of Ingham County Road Commissioners met for a regular meeting on Tuesday, February 19, 2008, at 4:00 P.M. in the Board Room of the 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, Joseph D. Pulver, Director of Operations, and Robert H. Peterson, Director of Engineering.

 

Others Present:  Duane Yerks, Equipment Manager and SEIU Local 517M President, and Dan Chapman, Engineering Department Technician and OPEIU Local 512 Chief Steward.

 

The meeting was called to Order by the Chair and followed by the Pledge of Allegiance.

 

AGENDA ITEM #4 – CLOSED SESSION.

 

Moved by Commissioner Rodgers and Supported by Commissioner Guenther, that the Board enter closed session at 4:03 P.M. for the purpose of discussing pending labor contract negotiations with its labor counsel, Peter A. Cohl.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board return to open session at 4:55 P.M.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board hereby rejects the one year package proposal as offered by OPEIU Local 512.  3 yes, 0 no.  Motion carried unanimously.

 

AGENDA ITEM #5 – CONSENT AGENDA.

 

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

 

A.         Agenda Item #6, Minutes.

B.         Agenda Item #7, Permits.

C.         Agenda Item #10A, Accounts Payable for period January 7-20, 2008.

D.         Agenda Item #10B, Accounts Payable for period January 21-February 3, 2008.

E.         Agenda Item #10F, Spring weight restrictions.

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #6 – Minutes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the minutes of the meeting of January 22, 2008, be approved as presented.  3 yes, 0 no.  Resolution carried unanimously.

 

            Agenda Item #7 – Permits.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the following routine permits be approved:

 

08-0054 08-0055            08-0026            08-0027            08-0028            08-0029

08-0030 08-0031            08-0032            08-0033            08-0034            08-0035

08-0036 08-0037            08-0038            08-0039            08-0040            08-0041

08-0042 08-0043            08-0045            08-0046            08-0047            08-0048

08-0049 08-0050            08-0051            08-0052            08-0053

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #10A & #10B – Accounts Payable.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period from January 7-20, 2008, be approved as follows:  check numbers #89905 through #89973, totaling $227,659.11.  3 yes, 0 no.  Motion carried unanimously.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period from January 21-February 3, 2008, be approved as follows:  check numbers #90077 through #90171, totaling $431,637.98.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #10F – Spring Weight Restrictions.

 

RESOLUTION AUTHORIZING THE MANAGING DIRECTOR TO PLACE SPRING WEIGHT RESTRICTIONS ON COUNTY ROADS.

 

RESOLUTION #009-08

 

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 the Managing Director to place spring weight restrictions on county roads whenever he determines it to be necessary to do so.

 

AGENDA ITEM #8 – MANAGING DIRECTOR REPORTS.

 

A.            Managing Director Conklin reviewed a communication received from the Road Commission’s general counsel, Diane Carr, regarding snow removal on the sidewalk over the Waverly Road Bridge.  Mr. Conklin recommended placing a sign on either end notifying the public that the sidewalk is not maintained.  Commissioner Rodgers said she would prefer barricades at either end.  Since the Road Commission has already cleared the sidewalk four times, the Board requested that additional information be obtained from legal counsel.  Chair Smith stated he would like to see the legal opinion be crystal clear as to how the Road Commission can close off the sidewalk.

 

B.         Mr. Conklin informed the Board that we have requested Federal Local Safety funding for five bridge approach guardrail projects.  Those locations are at the Hagadorn Road bridge over Mud Creek, the Howell Road bridge over Doan Creek, the Marsh Road bridge over the Grand Trunk Railroad, the Okemos Road bridge over Mud Creek, and the Webberville Road bridge over the Red Cedar River.

 

C.         Mr. Conklin reported that the Road Commission received a call letter in mid-December for additional 2009 Urban STP projects.  The proposed projects were due to Tri-County by early January.  Those projects submitted are Okemos Road from Jolly Road to the Red Cedar River (2005 project reimbursement), Waverly Road from Michigan Avenue to Saginaw Hwy., and Marsh Road from Hamilton Road to Grand River Avenue.  Mr. Conklin said that the CARTS committee did not accept the Okemos Road project, but recommended that the Waverly Road and Marsh Road projects receive funding for 2009.  He said that CARTS did not want to set a precedent with the Okemos Road request by providing money for a past project. 

 

Commissioner Rodgers said that she is very disappointed that the engineering staff made these decisions without at least notifying the Board.  She said the call for projects was in December and this Board was not notified that the call had even been made.  Commissioner Rodgers said that the federal law requires that there be public comment sought for projects and this clearly was not done.  She indicated the Board should have made the decision on what projects to submit, not staff.  However, Commissioner Rodgers stated she would not oppose the projects since she does realize that timing was an issue, but she urged staff to keep in mind the federal requirements for public involvement.  She said the Board should have, at the very least, been told about what projects were being submitted.  Commissioner Rodgers said she does not like the engineering staff making decisions for the Board. 

 

Mr. Conklin explained that the call for additional projects came out in mid-December and were due by January 14th.  He indicated that he had not even started at the Road Commission yet when this happened, but he did meet with Bob Peterson prior to his start date and discuss these projects because there was such a short time frame from when we received notice and when the projects were due.  He said in the future this type of thing would be handled differently.

 

Commissioner Guenther said he would like to see a wish list of projects for situations just like this so that you could just go to the list and pick projects from it.

 

D.         Mr. Conklin stated that he and Commissioner Guenther attended a meeting recently in Alaiedon Township regarding Jackson National Life’s proposed building expansion.  When complete, it will provide 1500 new jobs.  The expansion is proposed in two phases by two buildings on the south side of the existing structure.  The first phase will provide 800 new jobs, and the second phase will provide 700 new jobs.  Mr. Conklin said that Jackson National has hired Bergman as their consultant and they will be doing a traffic study in that whole area around Jackson National, including the Sandhill Road and Hagadorn Road areas.  The study will also encompass the Okemos Road / I-96 interchange and the Jolly Road area.  They will share the results of the traffic study with the Road Commission, which should be complete in two or three months.  The Road Commission will have an opportunity to comment on the draft of the traffic study before it is released to the public.  Mr. Conklin said he would keep the Board informed of any progress.

 

AGENDA ITEM #9A – CEDAR STREET DESIGN CONTRACT AMENDMENT.

 

Managing Director Conklin informed the Board that the Road Commission has received an amendment to the Cedar Street Design Contract with Tetra Tech for additional services as a result of two meetings requested by the Township.  He reminded the Board that the Road Commission is administering the Cedar Street design and construction, with the Delhi Township DDA reimbursing us for all costs and expenses.  The DDA Director, Al McFadyen, has tentatively approved the additional design services and formal approval is anticipated from the DDA board at its meeting of February 26, 2008.  He recommended the Board approve the design contract amendment contingent upon approval of the DDA board.

 

RESOLUTION APPROVING CEDAR STREET DESIGN CONTRACT AMENDMENT FOR TETRA TECH.

 

RESOLUTION #010-08

 

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 approves an amendment to the Cedar Street design contract for an additional amount of not to exceed $63,000.  This approval is contingent upon Delhi Township DDA board approval at its meeting of February 26, 2008.

 

AGENDA ITEM #9B – VAN ATTA ROAD BRIDGE CONVERSION.

 

Managing Director Conklin reported that as a result of the 2007 Biennial Bridge inspection project, the Road Commission’s bridge consultant performed a load analysis of the Van Atta Road Bridge over the Red Cedar River in Meridian Township and found that the two lane structure should be posted as follows:  12 tons single unit (current 15 tons), 13 tons double unit (current 19 tons), and 16 tons triple unit (current 20 tons).  The new two lane posting would not allow large emergency response vehicles or Road Commission winter maintenance trucks to cross the bridge.  After the last board meeting, another load analysis was performed for the Van Atta Road bridge with a one-lane bridge configuration.  As a one lane bridge with a 16 foot clear travel lane, the bridge consultant states that the structure could then be posted as follows:  30 tons single unit, 35 tons double unit, and 38 tons triple unit.  The proposed one lane bridge posting would allow large emergency response vehicles and the Road Commission’s winter maintenance trucks to cross the bridge.  The conversion would cost approximately $3500 in materials, but that cost would be offset by more efficient winter maintenance of the area.  The labor would be performed by our own crews.

 

Mr. Conklin stated the one lane conversion and load re-posting can be accomplished once weather permits.  For the next month or so, the bridge consultant said that the bridge can remain as it is presently posted.  Therefore, Mr. Conklin recommended the conversion of the Van Atta Road bridge structure over the Red Cedar River to a one-lane bridge, install proper advance signing, and post the proper load posting for the one-lane configuration when weather permits.

 

RESOLUTION APPROVING THE CONVERSION OF THE VAN ATTA ROAD BRIDGE TO A ONE LANE STRUCTURE.

 

RESOLUTION #011-08

 

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

 

BE IT RESOLVED that the Board agrees with the recommendation of the Director of Engineering and the Managing Director to convert the Van Atta Road bridge over the Red Cedar River in Meridian Charter Township to a one lane bridge as soon as weather permits at an estimated cost of $3500.  Once the conversion is complete, the bridge will be posted as follows:  30 tons single units, 35 tons double units, and 38 tons triple units.

 

AGENDA ITEM #10C – REVIEW OF WINTER MAINTENANCE OPERATIONS & BUDGET.

 

Managing Director Conklin addressed budget concerns with the Board, pointing out that the current winter maintenance costs are near, or at, the winter maintenance budget for the 2007/2008 season.  One more slight storm and we will be over our budget.  We have 4-6 weeks left of this winter, plus November and December yet to go.  Mr. Conklin reviewed with the Board, possible areas where we can reduce current funding levels to make up for what we will need. 

 

Commissioner Rodgers asked if the projected revenues are on target?  Mr. Conklin stated the MTF was projected to be 3-5 percent down from 2007.  He needs to check with CRAM to see if they know how firm those figures are.  Commissioner Rodgers said that she would like to spend as much of the revenues as possible on fixing/repairing the county road system.  And she said not just here, but in additional staffing as well.  Commissioner Rodgers said she thought it may become necessary to pay overtime to existing staff and save the benefits cost, rather than hiring additional people to fill vacant positions.  She said that she believes this Board is getting to a point where discussions are going to have to take place regarding possibilities of imposing a hiring freeze, possible layoffs, and freezing current wages.  She commented that this may well be the last “good” year.

 

Commissioner Guenther stated that he convinced staff two years ago to hold off on purchasing any big trucks.  This year’s budget includes two new tandems.  He said that we can’t let the heavy equipment go too long without replacing older trucks, and that the purchase of these two trucks should be kept in the budget for this year if at all possible.

 

AGENDA ITEM #10D – STAFFING.

 

Managing Director Conklin stated he has had a chance to review the current staffing levels, especially in the finance department and said he would prefer to have a strong financial person in the department at a Director level.  He recommended opening and filling a Director of Finance position, at the current director level on the non-bargaining wage chart.  Mr. Conklin said he has an urgent need to have someone in the Finance department at a director level to handle the Road Commission’s budget responsibilities.  He said he has spoken with both Matt Myers, Ingham County’s Controller, and Tony Lindsey, Ingham County’s Human Resources Director, and both have offered the assistance of the County’s HR staff to participate in the interview process once the position is opened to the outside.

 

Board members expressed concern over the recommended wage range.  The Board tabled action on this recommendation until the wage range for the proposed Director of Finance position can be better defined.

 

AGENDA ITEM #10E – REQUEST FROM MERIDIAN TOWNSHIP DDA TO PLANT FLOWERS IN THE ROUNDABOUT AT MARSH & HAMILTON ROADS.

 

Mr. Conklin brought to the Board’s attention, a request, via the Meridian Township Supervisor, from the Meridian Township DDA to plant flowers in the roundabout at Marsh and Hamilton Roads.  Commissioner Rodgers suggested the DDA present a landscape and maintenance plan, preferably with low annuals.  The safety of those planting and maintaining the flowers is of utmost importance.  Also having flowers that will cause the least safety hazard for the motoring public is preferred.  Mr. Conklin stated the DDA would maintain the flowers after they are planted, but that he would contact the Supervisor and request an official landscape plan.

 

AGENDA ITEM #10G – VOTE FOR CRAM BOARD OF DIRECTORS.

 

Managing Director Conklin reviewed the ballot for the CRAM Board of Directors’ for three year terms beginning April 2008.  Mr. Conklin stated he did not know any of the candidates.  Director of Operations Joe Pulver reviewed the choices and the Board made its selection.

 

AGENDA ITEM #11 – BOARD UPDATES/COMMENTS.

 

A.            Commissioner Rodgers stated she had a conversation with Meridian Township Supervisor Susan McGillicuddy regarding the railing that the township installed along Hagadorn Road near the bridge, just south of Grand River Avenue.  Ms. McGillicuddy told Commissioner Rodgers that the Road Commission was supposed to have been notified before that railing went in.  When the township extends the sidewalk on the east side of the road, it will replace that railing and will review the proposed plan with Road Commission staff.

 

B.            Commissioner Guenther said he wanted to thank Mr. Conklin for attending the meeting with him at Alaiedon Township regarding Jackson National Life’s expansion plans.  He said he thought Mr. Conklin made some good contacts that evening. 

 

Commissioner Guenther also announced he would be out of the state beginning this Friday through Sunday, March 2nd.

 

No public comment was offered.  The meeting adjourned at 6:55 P.M.

 

 

 

                                                                                                                                                           

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