**APPROVED MINUTES**

Mason, Michigan

January 22, 2008

The Board of Ingham County Road Commissioners met for a regular meeting on Tuesday, January 22, 2008, at 6:00 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: Richard Phillips, Construction Engineer.

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

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 #9B, Final Site Plan of Evergreen Village Condominium.

D. Agenda Item #9C, Re-approval of the Preliminary Plat of Georgetown Subdivision.

E. Agenda Item #10A, 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 January 8, 2007, 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:

07-0746 07-0748 08-0015 08-0019 07-0747 07-0010

08-0011 08-0012 08-0013 08-0014 08-0018 08-0020

08-0021 08-0022 08-0023 08-0024

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 #08-0016 for a temporary lane closure of westbound Central Park Drive between the Meridian Municipal Building entrance to Central Park South entrance, for the purpose of conducting a 5k run/walk to be held Saturday, January 26, 2008, from 12:00 PM to 1:30 PM. The event is sponsored by Meridian Township Parks & Recreation and is sanctioned by Meridian Township.

B. Permit #08-0017 for a temporary road closure of Kinawa Drive between Okemos Road and Dobie Road applied for by Playmakers to conduct a Super Bowl 5k race on Sunday, February 3, 2008, from 10:00 AM until 11:00 AM. The event is sponsored by Playmakers and is sanctioned by Meridian Charter Township.

3 yes, 0 no. Motion carried unanimously.

Agenda Item #9B – Final Site Plan of Evergreen Village Condominiums.

RESOLUTION APPROVING THE FINAL SITE PLAN OF EVERGREEN VILLAGE CONDOMINIUM LOCATED IN DELHI CHARTER TOWNSHIP.

RESOLUTION #003-08

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 Final Site Plan of Evergreen Village Condominiums located in Section 20 of Delhi Charter Township. The proprietor is Delhi Gardens LLC. The Board also approved and signed a Bituminous Pavement Agreement in the amount of $60,000.00.

Agenda Item #9C – Re-Approval of the Preliminary Plat of Georgetown Subdivision.

RESOLUTION RE-APPROVING THE PRELIMINARY PLAT OF GEORGETOWN LOCATED IN MERIDIAN CHARTER TOWNSHIP.

RESOLUTION #004-08

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 re-approves the Preliminary Plat of Georgetown located in Section 14 of Meridian Charter Township. The proprietor is Eyde Construction Company.

Agenda Item #10A – Accounts Payable.

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period of December 24, 2007, through January 6, 2008, be confirmed as follows: check numbers #89852 through #89904, totaling $284,750.89. 2 yes, 0 no. Motion carried unanimously.

AGENDA ITEM #7 – MANAGING DIRECTOR REPORTS.

A. Mr. Conklin reported on all of the meetings he has had in the last week and a half. He commented on the meetings that are scheduled in the next week. These meetings have included Road Commission employees and department heads, charter township officials, county elected officials, and the Board’s two law firms. He also mentioned that he is currently looking in to how he wants to restructure the Accounting and HR departments, but hasn’t made any definitive decision yet, but will, of course, share the ideas and recommendations with the Board.

Commissioner Rodgers stated she supports Mr. Conklin’s efforts in looking at the organizational structure and staffing levels and wants to make sure he understands that whatever he decides to do, the Board will support those efforts. However, any restructuring or staffing will need final approval by the Board.

Commissioner Rodgers said she supports cooperation between all governmental entities. With declining revenues, she said that the citizens are better served if county departments can partner together to meet that end. However, the Road Commission will need to retain control of those things that it is responsible for.

Mr. Conklin stated when he has had more time to contemplate what is needed as far as finance and HR, he will put a proposed plan together and discuss it with the Board. Commissioner Rodgers stated the Board would, of course, want to see the plan before it is implemented.

B. Waverly Road Bridge sidewalk situation. Director of Operations, Joe Pulver, stated that he does not feel the Road Commission can do anything about the sidewalk situation on the Waverly Road Bridge. Since the city notified us that they will no longer be clearing the sidewalk of snow, he has been working with Lansing Township officials to try and come up with a solution, but the township won’t agree to maintain the sidewalk because there are no other township sidewalks in the area. The township believes the Road Commission owns the land abutting the bridge, not just the right of way, and that, therefore, the Road Commission owns the sidewalk.

Commissioner Rodgers asked who put them there in the first place? Mr. Pulver said the bridge was rebuilt in 1984. He indicated that Bob Peterson’s predecessor, Vince Cimala, might have some knowledge. He said he has called Mr. Cimala, but has not gotten a return call yet. Commissioner Rodgers asked if that information would be in the project files? Mr. Peterson stated we should have kept those files, but so far, he has not been able to find any design files. Commissioner Rodgers asked if the design files would provide information on who did the bridge and sidewalk design and why the sidewalk was constructed. Mr. Peterson stated they would provide the name of the engineering company who performed the design, but would not provide any information as to why the sidewalk was designed and constructed.

Commissioner Rodgers said she understands that the law provides that Road Commissions are not responsible for the repair and maintenance of sidewalks; however, if the Road Commission put the sidewalk there when it reconstructed the bridge, it must have been done for a reason. And, since the Road Commission put in the sidewalk, should it not maintain it?

Vice Chair Guenther stated it would be much simpler for the Road Commission to barricade the sidewalk off and close it during the winter months. Since the sidewalk does not go anywhere on either side of the bridge, it should not be a problem with pedestrians. He asked if federal guidelines in the 80’s required us to build sidewalks on bridges that were replaced or rehabilitated? Chair Smith asked that the suggestion of closing off the sidewalk seasonally be referred to the Board’s legal counsel, George Brookover, to advise.

AGENDA ITEM #8 – LAKE LANSING TRAIL PROJECT.

Mr. Vic Randall, Assistant Park Manager for the Ingham County Parks Department, was present to present to the Board, the Parks Department’s request to possibly use the Road Commission’s Mohawk Drive right of way for a portion of the Lake Lansing Trail project. Mr. Randall stated that there is a problem with the DTN property easement for the last 800 feet of trail in Meridian Township, just east of Park Lake.

Mohawk Drive is a 750 foot residential street that begins at Grand River Avenue and dead ends at Campus Hill Drive, a private service road in the Campus Hill Apartment complex. The Campus Hill Apartment property is owned by DTN. The Parks Department is in the process of trying to finalize easements and use agreements. One of the easements that they have been trying to negotiate is contingent upon resolution of a property dispute between two private parties. The problem is that some years ago, the neighbors built a fence along the property line, but more on the DTN property, and now claim adverse possession. This is causing a problem with successful obtaining of the easement required for the trail. One of the neighbors is also an employee of DTN.

Mr. Randall continued that the Parks Department is now forced to look at other alternatives for the trailway, since all funding is in place and they need to proceed with design engineering. The other possible alternative is using Mohawk Drive, which has a 60 foot right of way, with a paved road width of 18 feet on the north half and 24 feet on the south half. This roadway is not maintained by the Road Commission as a public road. Basically, it is used by the residents as a long driveway which gives them access to their driveways. Mr. Randall said there are seven residences along the Mohawk Drive right of way.

Director of Engineering Bob Peterson stated that the proposed trailway will be a 12 foot wide paved dual purpose pathway. Commissioner Rodgers asked about the easement for the DTN property. Mr. Randall stated if they use it for more than 15 years, then they can claim adverse possession. The fence has been there for more than 15 years. If the trailway were to proceed along the DTN property line, then the fence would have to be dismantled. The neighbors are not in favor of the trailway passing through the neighborhood.

Commissioner Rodgers asked if there would be extra costs involved by using the Mohawk Drive right of way. Mr. Randall said potentially, yes. Vice Chair Guenther stated that the seven residences along Mohawk Drive currently have a nice quiet place to live. If the Mohawk Drive right of way is made into a walkway, they will then potentially be disturbed by bicyclists and pedestrians going right by their homes. He asked if the residents along Mohawk Drive have been contacted. Mr. Randall stated no, as they wanted to get the Road Commission’s blessing to use the right of way first before contacting anyone.

Chair Smith stated the Board is willing to listen and consider the request, but the Parks Department should first contact the residents along Mohawk Drive and see how they feel before the Board acts on the request to utilize the Mohawk Drive right of way. This should also require Meridian Township’s input.

The Board asked that the Parks Department, Road Commission and Meridian Township staff contact the residents along Mohawk Drive and seek their input/approval for installing the trailway along the Mohawk Drive right of way. Once that approval is granted, then the Board will reconsider the request to use the right of way for the trail project.

AGENDA ITEM #9A – HAGADORN ROAD BRIDGE RAILING.

Pictures were submitted to the Board of a new wooden railing installed on the east side of the Hagadorn Road Bridge by Meridian Township. Chair Smith asked Commissioner Guenther if he had heard that the township was going to install this railing. Vice Chair Guenther stated he had not heard this, but if he had known, he wouldn’t have asked for the one to be installed by the Road Commission. Chair Smith stated he couldn’t believe the township installed the railing without so much as a telephone call to the Road Commission. Commissioner Rodgers asked who gave the township permission to use the right of way to install the railing?

Director of Engineering Bob Peterson stated that, technically, he did, because this had been discussed in prior stakeholder meetings; however, the township did not pull a permit for it and they should have. Commissioner Rodgers stated the Board didn’t want a wooden railing along here and if one was required, it should have been of the same material the Road Commission used on its railing that was installed in late November/early December. She asked how the township managed to install that long of a railing without getting a permit, or even calling to speak with someone at the Road Commission?

Mr. Peterson stated that Townships have a right, by law, to install sidewalk within the public road right of way without a permit from the Road Commission. Commissioner Rodgers stated this isn’t a case of new sidewalk. Mr. Peterson stated that, technically, the railing is for the sidewalk so the pedestrians don’t fall off the bank into the river.

Commissioner Rodgers said she couldn’t believe the township didn’t contact the Road Commission. Vice Chair Guenther stated he would have wanted it to blend in, and this certainly makes the area look like someone didn’t know what they were doing.

Mr. Pulver stated the Road Commission would be working with the township in the near future as they are planning to continue the sidewalk up to Shaw Street. Perhaps during those meetings it can be suggested by Road Commission staff that this railing be removed.

Commissioner Rodgers said she would be seeing Township Supervisor Sue McGillicuddy in the next few days and will discuss it with her.

AGENDA ITEM #9D – BRIDGE POSTING CHANGES.

Director of Engineering Bob Peterson said that all of the bridges under the Road Commission’s jurisdiction must be inspected every two years and the results reported to the Michigan Department of Transportation (MDOT). Bridge inspections are a rigorous exercise that must follow National Bridge Inspection and MDOT standards. He said that the Road Commission retained DLZ Michigan to perform the bridge inspections in 2007. In general, only structures that span 20 feet or more are considered bridges. The Road Commission has 67 structures that fit that description.

Mr. Peterson reported that the Federal Highway Administration (FHWA) recently adopted a new method to calculate the allowable loading that a given structure can support, based on the condition of its elements. The federal law does not directly state that all bridges need new load calculations using the new method, but our partners at MDOT and FHWA strongly suggest that the new calculations be performed on all bridges. Mr. Peterson reminded the Board that it previously approved the idea that these inspections be phased in the work and that new load calculations would be performed on a third of our bridges for the next three bridge inspection cycles to satisfy the review agencies. The calculations performed this cycle consisted of all new structures built since the last inspection cycle and all the bridges that presently have reduced load postings.

Mr. Peterson said the results of the consultant bridge inspections, load calculations, and recommendations have been received. The issue at hand is the recommended load postings based on the new calculations. He said that the bridge consultant recommended 10 bridges have their load postings changed. Mr. Peterson recommended that all of the recommended postings be made except the Van Atta Road change.

Mr. Peterson stated that the structure on Van Atta Road over the Red Cedar River is recommended for a reduction in posting, but since the new posting would not allow our normal winter maintenance trucks and some emergency vehicles to cross, that we should investigate the possibility of converting it to a one lane bridge, similar to others that have been converted in the recent past. A detailed inspection and load analysis will be performed to determine the proper posting for the bridge in the one lane configuration. This could then be brought back to the Board to determine if the Van Atta Road structure should be converted to one lane. The one lane bridge conversion will cost an estimated $3,000.

RESOLUTION AUTHORIZING A DETAILED INSPECTION AND LOAD ANALYSIS TO BE PERFORMED ON THE VAN ATTA ROAD BRIDGE STRUCTURE OVER THE RED CEDAR RIVER.

RESOLUTION #005-08

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 authorizes DLZ Michigan to perform a detailed inspection and load analysis on the Van Atta Road bridge structure over the Red Cedar River located in Meridian Charter Township, to determine the proper posting for the bridge if it were to be converted to a one lane structure.

RESOLUTION APPROVING BRIDGE POSTING CHANGES.

RESOLUTION #006-08

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 approves bridge posting changes as follows:

	Current Postings			Recommended Postings
	1-Unit	2-Unit	3-Unit	1-Unit	2-Unit	3-Unit
Clark Road over Deer Creek	41	67	67	32	51	65
Columbia Rd over the Grand River	42	67	75	42	56	65
Dietz Rd over the Red Cedar River	39	48	51	42	58	70
Gramer Rd over the Red Cedar River	42	59	67	32	41	64
Holt Road over Deer Creek	42	64	77	42	55	74
Kinneville Rd over the Grand River	42	55	59	21	23	32
Small Ares Lane over the Pine Lake Outlet	28	28	28	20	25	42
Zimmer Road over Deer Creek	33	60	62	22	30	57
Zimmer Rd over the Red Cedar River	27	34	38	42	52	64

AGENDA ITEM #10B – RE-ESTABLISH THE ACTING MANAGING DIRECTOR POSITION.

Managing Director Bill Conklin recommended re-establishing the Acting Managing Director position for 2008.

RESOLUTION RE-ESTABLISHING THE POSITION OF ACTING MANAGING DIRECTOR.

RESOLUTION #007-08

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

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 Operations or the Director of Engineering serve as Acting Managing Director in the event the Managing Director is unavailable.

THEREFORE, BE IT RESOLVED that the Director of Operations or, if not available, the Director of Engineering, 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.

AGENDA ITEM #10C – 2008 TOWNSHIP MATCHING PROGRAM.

Managing Director Bill Conklin reviewed with the Board, the proposed township matching program for 2008. Mr. Conklin indicated that Ms. Henry has informed him that the same levels of funding for 2007 have been budgeted for 2008. Therefore, he would recommend adopting the 2008 local road matching program in accordance with the Board’s policy.

RESOLUTION ADOPTING THE LOCAL ROAD IMPROVEMENT ALLOCATIONS FOR 2008.

RESOLUTION #008-08

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

BE IT RESOLVED that the Board authorizes the 2008 township local road matching program and adopts the program of participating on a 50 percent matching basis with all Ingham County townships for local road improvements in 2008 as follows:

Alaiedon Township, $30,000 Locke Township, $22,200

Aurelius Township, $22,200 Meridian Township, $115,000

Bunker Hill Township, $22,200 Onondaga Township, $22,200

Delhi Township, $66,000 Stockbridge Township, $22,200

Ingham Township, $22,200 Vevay Township, $30,000

Lansing Township, $40,000 Wheatfield Township, $22,200

Leroy Township, $22,200 White Oak Township, $22,200

Leslie Township, $24,000 Williamstown Township, $30,000

BE IT FURTHER RESOLVED that the Board adopts the policy of participating on a 75%-25% matching basis on all Ingham County township matching program agreements for 2008 local bridge and culvert replacement construction with the Ingham County Road Commission providing 75% of the required funds. Each township shall be allowed additional funds on a 75%-25% matching basis over and above its specified 2007 local road improvement allocation for the replacement of culverts equal to, or equivalent to, 60 inches or larger.

AGENDA ITEM #11 – BOARD UPDATES/COMMENTS.

A. Commissioner Rodgers had a question on the cash position report. Mr. Conklin said he would get an answer and let her know.

B. Commissioner Rodgers asked the status of the audible pedestrian signals being installed at the intersection of Hagadorn Road and Lake Lansing Road. Secretary to the Board Deborah Bellows indicated the vendor has had a problem getting the parts and that the Sign and Signal Manager could give them more detailed information. Commissioner Rodgers also asked that the residents who requested the audible pedestrian signals, Mr. and Mrs. Mike Hudson, be notified of the status. Ms. Bellows stated she has been keeping them informed of the progress. The Board asked that the Sign and Signal Manager email them with a report on why the parts are taking so long.

C. Vice Chair Guenther stated he has been following the Cedar Street reconstruction project on behalf of the Board. He shared the new designs that have been submitted. He said he would be attending the next meeting, which is coming up within the next few days.

No public comment was offered. The meeting adjourned at 7:25 P.M.

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