**APPROVED
MINUTES**
Mason, Michigan
July 22, 2008
The Board of Ingham County Road Commissioners met for a regular meeting on Tuesday, July 22, 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, Director of Finance, Robert H. Peterson, Director of Engineering, and James L. Charles, Interim Director of Operations.
Also Present: Dan Chapman, Engineering Department employee and OPEIU Local 512 Chief Steward, and Rick Phillips, Engineering Department Construction Engineer.
Chair Smith called the meeting to order and led with the Pledge of Allegiance.
AGENDA ITEM #4 – LATE ITEMS/DELETIONS.
1. Add as Agenda Item #6E, special permit #08-0380 for Make A Wish Foundation bicycle tour.
AGENDA ITEM #4 – CONSENT AGENDA.
Moved by Commissioner Rodgers and Supported by Commissioner Guenther, that the following items be approved under consent:
1. Agenda item #5, minutes.
2. Agenda item #6A-E, routing and special permits.
3. Agenda item #8A and B, accounts payable.
4. Agenda item #11A-E, various township local road agreements.
3 yes, 0 no. Motion carried unanimously.
Agenda
Item #5 – Minutes.
Moved by Commissioner Rodgers and Supported by Commissioner Guenther, that the minutes of the meetings of June 24, 2008, and July 1, 2008, be approved as presented. 3 yes, 0 no. Motion carried unanimously.
Agenda
Item #6A-E – Routine and Special Permits.
Moved by Commissioner Rodgers and Supported by Commissioner Guenther, that routine permits be approved as follows:
08-0267 08-0286 08-0289 08-0290 08-0291 08-0293
08-0294 08-0295 08-0297 08-0300 08-0301 08-0305
08-0306 08-0308 08-0309 08-0310 08-0314 08-0315
08-0316 08-0317 08-0318 08-0319 08-0320 08-0321
08-0323 08-0330 08-0331 08-0332 08-0334 08-0336
08-0338 08-0339 08-0340 08-0345 08-0337 08-0350
08-0351 08-0353 08-0354 08-0356 08-0360 08-0361
08-0292 08-0298 08-0302 08-0303 08-0304 08-0311
08-0312 08-0313 08-0322 08-0327 08-0328 08-0329
08-0333 08-0335 08-0342 08-0343 08-0344 08-0346
08-0349 08-0352 08-0357 08-0358 08-0359 08-0362
3 yes, 0 no. Motion carried unanimously.
Moved by Commissioner Rodgers and Supported by Commissioner Guenther, that special permits be approved as follows:
A. Permit #08-0234 for the purpose of conducting the annual Ele’s Place 5k run/walk to be held on July 27, 2008, from 8:45 am until 10:00 am. The event is sponsored by Ele’s Place and is sanctioned by Alaiedon Township.
B. Permit #08-0296 for the purpose of conducting the Holt Hometown Festival parade to be held on August 23, 2008, from 11:00 am until 12:00 pm. The event is sponsored by the holt Hometown Festival Committee and is sanctioned by Delhi Charter Township.
C. Confirm Permit #08-0347 for the purpose of conducting the National Multiple Sclerosis Society, Michigan Chapter, 2008 Bike MS-Great Lakes Breakaway Ride held on July 12, 2008. The event is sponsored by the National MS Society, Michigan Chapter, and is sanctioned by Williamstown Township.
D. Confirm Permit #08-0348 for the purpose of conducting the Leslie 5k Run/2 Mile Walk/1 mile run held on July 18, 2008, from 6:45 pm until 9:00 pm. The event is sponsored by the Ann Arbor Track Club and is sanctioned by Leslie Township.
E. Permit #08-0380 for the purpose of conducting the Wish-A-Mile Bicycle Tour to be held on July 27, 2008, from 6:00 am until 4:30 pm. The event is sponsored by Make-A-Wish Foundation and is sanctioned by the City of East Lansing.
3 yes, 0 no. Motion carried unanimously.
Agenda Item #8A-B – Accounts
Payable.
Moved by Commissioner Rodgers and Supported by Commissioner Guenther, that the accounts payable be approved as follows:
A. Accounts payable for the two week period of June 9-22, 2008, consisting of check numbers #91034 through #91093, totaling $121,772.01.
B. Accounts payable for the two week period of June 23, 2008, through July 7, 2008, consisting of check numbers #91094 through #91169, totaling $272,766.31.
3 yes, 0 no. Motion carried unanimously.
Agenda Item #11A-E – Township
Local Road Agreements.
RESOLUTION APPROVING VARIOUS TOWNSHIP LOCAL ROAD AGREEMENTS.
RESOLUTION #060-08
Moved by Commissioner Rodgers and Supported by Commissioner Guenther. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that upon recommendation of the Managing Director, the Board approves and signs Local Road Agreements with the following Townships:
A. Local Road Agreement with Locke Township for improvements on Herrington Road.
B. Local Road Agreements with Alaiedon Township for improvements on two sections of Willoughby Road and the replacement of a 60 inch cross culvert under Wolverine Road.
C. Local Road Agreement with Williamstown Township for improvements on Wild Cherry Drive, Hiddenview Lane and Harvey Drive.
D. Local Road Agreement with Leslie Township for improvements on Covert Road.
E. Local Road Agreement with Bunker Hill Township for improvements on DeCamp Road.
AGENDA ITEM #10E – REQUEST FOR VARIANCE FROM
MAC’S BAR.
Mr. Charles A. Mannino, owner of Mac’s Bar located at 2700 E. Michigan Avenue, Lansing, was present for presentation of his request for a variance.
Director of Engineering Bob Peterson stated the Road Commission has received a request for a variance from Mr. Mannino for the installation and replacement of a wooden stair access for Mac’s Bar. The bar is located at the southeast corner of Michigan Avenue and Charles Street, Lansing Township. Charles Street is under the jurisdiction of the Road Commission and the public right of way for the street is 66 feet.
Mr. Peterson continued that the road right of way line is at the west face of the building located on the east side of Charles Street. The entrance to the building consists of a 6 foot wide by 18.5 foot long wooden staircase located within the right of way of Charles Street, and referred to drawings included in the packet for this item. He indicated that according to Mr. Mannino, the deck is in poor condition and in dire need of replacement.
Mr. Mannino has proposed to remove and replace the entrance to the building with a new, but similar five foot wide by 10 foot long wooden stair rail to be located at the center of the building. A deck would be constructed on the south side of the building, out of the right of way, and be connected to the building where the existing entrance doorway is. The existing wooden stairway is to be removed and replaced with a wooden walkway to the new deck south of the building.
Mr. Peterson said that patrons to the bar park on the parcel south of the building and along the east right of way of Charles Street. He indicated that a site inspection confirmed that the bathrooms to the facility are located along the south wall of the building with electric and gas meters erected outside of the building. Major renovations to the structure will be required to remove the entrance to the building out of the road right of way and would create a hardship for Mr. Mannino. The existing wooden staircase entry is in very poor condition and needs to be replaced. The proposed renovations represent an improvement over existing conditions.
Mr. Peterson stated that staff recommends approval of the variance request with certain conditions as spelled out in the written recommendation provided the Board with their agenda information.
Mr. Mannino reviewed with the Board, his drawings for the proposed improvements and responded to questions by the Board members.
RESOLUTION APPROVING VARIANCE REQUEST FOR USE OF THE ROAD COMMISSION’S RIGHT OF WAY ON CHARLES STREET IN LANSING CHARTER TOWNSHIP.
RESOLUTION #061-08
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 the request of the owner of Mac’s Bar located at 2700 E. Michigan Avenue, Lansing, to remove and replace the entrance to the building and construct a wooden deck along the south side of the building, with the following conditions: 1) Encroachment within the right of way of Charles Street shall be limited to a 5 foot wide by 10 foot long wooden rail located at the center of the building to serve as a new entry to the building. 2) Access to the deck on the south side of the building via a 5 foot wide by 10 foot wide long walkway at the southwest corner of the building. Access to the deck directly from the road right of way will not be allowed. 3) The Charles Street right of way area adjacent to the building shall be modified and striped for parking, as directed by the County Highway Engineer. 4) No Parking signs shall be placed in front of the new entry way and walkway areas.
AGENDA ITEM #7 – MANAGING DIRECTOR REPORTS.
A. In accordance with the recommendation of the Board’s labor counsel, the Board adopted the following motion regarding AFSCME grievances:
Moved by Commissioner Rodgers and Supported by Commissioner Guenther, that the Board hereby designates Director of Engineering Robert H. Peterson to hear all grievances on its behalf as the Board’s designated representative pursuant to the current Bargaining Agreement with AFSCME, under Article 4-Grievance Procedure, Section 5, Third Step; until further notice.
B. There have been two fatal accidents in Bunker Hill Township in the last week. One was on Catholic Church Road and one was on Williams Road. No real details of either accident have been obtained as of yet.
C. The Board set a date of December 9, 2008, for the public hearing on the proposed 2009 operating budget.
D. The Board set a date of December 18, 2008, for the employee service awards luncheon, and scheduled a regular business meeting after the luncheon.
E. The Board cancelled the September 2, 2008, and the December 23, 2008, regularly scheduled meetings due in both instances to the holidays. Also, the regular meeting of August 5, 2008, is hereby cancelled due to the primary election, and is rescheduled for Monday, August 4th.
F. Staff should offer some dates at the next meeting for a fall road tour.
G. Mr. Conklin referenced recent emails between he and Meridian Township Supervisor Susan McGillicuddy regarding her request to lower the speed limit on Okemos Road through the downtown Okemos area. This may be able to be done without the input of the Michigan State Police, but Mr. Conklin said he would involve them in any meeting that is to take place to discuss this.
H. There may be federal disaster funding available for reimbursement as a result of the storm damage from June. The Road Commission incurred about $75,000 worth of storm cleanup damage. We will apply and see if we are approved for disaster funds.
I. Mr. Conklin reminded the Board of the quarterly MTA meeting tomorrow evening at White Oak Township. He said he will be making a presentation regarding the Road Commission’s administrative fee charged on projects.
AGENDA ITEM #8C – 2008 BUDGET ADJUSTMENTS.
Director of Finance Tina Henry reviewed with the Board, the proposed 2008 budget adjustments. The Board discussed each of the items proposed for adjustment and Ms. Henry responded to questions by the Board.
Commissioner Rodgers stated that in relation to the salt storage building at the Metro District, since the budget for that is next on the agenda, do these budget adjustments include the new figures for that? Ms. Henry said yes, she and Mr. Charles have reviewed those numbers on several occasions.
Mr. Conklin stated that the budget adjustments include the additional work he is recommending on Marsh Road from Towner Road to the County Line, which is a project that will be done in conjunction with Clinton County Road Commission by its contractor who is performing improvements on the Clinton County portion of Marsh Road; and a proposed project on Grand River Avenue from M-52 to Elm Road. These projects total $365,000.
RESOLUTION APPROVING 2008 BUDGET ADJUSTMENTS.
RESOLUTION #062-08
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 Finance, the Board approves the following 2008 budget adjustments:
2008 GENERAL OPERATING
FUND |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
July 2008 |
2008 Adopted |
CHANGE |
2008 Proposed |
|
|
REVENUE BUDGET |
Actual |
Budget |
NEEDED |
Adjusted Budget |
|
|
MOTOR VEHICLE HIGHWAY FUNDS |
|
|
|
|
|
|
Engineering |
|
10,000 |
|
10,000 |
|
|
Primary Road |
3,033,406 |
8,103,000 |
|
8,103,000 |
|
|
Local Road |
879,756
|
2,342,000 |
|
2,342,000 |
|
|
Primary Urban Road |
470,937 |
1,277,800 |
|
1,277,800 |
|
|
Local Urban Road |
165,092 |
380,000 |
|
380,000 |
|
|
Total |
4,549,191 |
12,112,800 |
|
12,112,800 |
|
|
|
|
|
|
|
|
|
FEDERAL AID FUNDS |
|
|
|
|
|
|
Finalization of Old Projects |
|
80,000 |
|
80,000 |
|
|
Rural STP |
|
820,000 |
-820,000 |
0 |
|
|
Urban STP |
22,613 |
|
|
|
|
|
Secondary |
|
|
|
|
|
|
Fed.Grts. Neg Contr Critical Bridge |
|
|
|
|
|
|
Safety STP |
|
|
|
|
|
|
ISTEA Enhancement |
|
436,000 |
|
436,000 |
|
|
Critical Bridge |
|
|
|
|
|
|
CMAQ |
12,063 |
690,000 |
|
690,000 |
|
|
Total |
34,676 |
2,026,000 |
-820,000 |
1,206,000 |
|
|
|
|
|
|
|
|
|
STATE AID FUNDS |
|
|
|
|
|
|
Economic Development |
|
|
|
|
|
|
Community Developm't Block Grant (CDBG) |
|
|
|
|
|
|
"A" Funds E.D.F. |
|
336,000 |
|
336,000 |
|
|
"D" Funds E.D.F. |
|
|
|
|
|
|
"F" Funds E.D.F. |
|
|
|
|
|
|
Critical Bridge |
|
|
|
|
|
|
State RR |
|
|
|
|
|
|
Total |
0 |
336,000 |
|
336,000 |
|
|
|
|
|
|
|
|
|
COUNTY RAISED FUNDS |
|
|
|
|
|
|
Other |
4,961 |
8,000 |
|
8,000 |
|
|
Township Contributions |
133,932 |
4,867,000 |
|
4,867,000 |
|
|
Permits & Inspection Fees |
127,990 |
250,000 |
|
250,000 |
|
|
Total |
266,882 |
5,125,000 |
|
5,125,000 |
|
|
|
|
|
|
|
|
|
GAIN ON DISPOSAL OF EQUIPMENT |
|
|
|
|
|
|
Gain/Loss on Equipment Usage |
|
|
|
|
|
|
Trade-In Allowances |
|
1,800 |
|
1,800 |
|
|
Equipment Retirements |
|
0 |
|
0 |
|
|
Gain/Loss on Equipment Sale |
2,895 |
25,000 |
|
25,000 |
|
|
Total Gain on Disposal of Equipment |
2,895 |
26,800 |
|
26,800 |
|
|
|
|
|
|
|
|
|
OTHER REVENUES |
|
|
|
|
|
|
Interest Earned |
22,140 |
130,000 |
|
130,000 |
|
|
Salvage Sales |
8,262 |
7,000 |
|
7,000 |
|
|
Sale of Building/Land |
|
|
|
|
|
|
Miscellaneous - Signals |
|
|
|
|
|
|
Lease Proceeds |
|
|
|
|
|
|
Land Contract Proceeds |
|
|
|
|
|
|
Other Sources-Loan |
|
|
|
|
|
|
Total |
30,402 |
137,000 |
|
137,000 |
|
|
|
|
|
|
|
|
|
TOTAL REVENUES |
4,884,046 |
19,763,600 |
-820,000 |
18,943,600 |
|
|
2008 GENERAL
OPERATING FUND |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
July 2008 |
2008 Adopted |
CHANGE |
2008 Proposed
|
|
|
EXPENSE BUDGET |
Actual |
Budget |
NEEDED |
Adjusted Budget |
|
|
PRIMARY ROAD |
|
|
|
|
|
|
Non Motorized Pathways |
|
0 |
|
0 |
|
|
Preservation - Structural Improvement 459 |
529,444 |
7,005,000 |
-659,000 |
6,346,000 |
|
|
Maintenance 467 |
1,888,110 |
3,150,000 |
310,000 |
3,460,000 |
|
|
Total |
2,417,554 |
10,155,000 |
-349,000 |
9,806,000 |
|
|
|
|
|
|
|
|
|
LOCAL ROAD |
|
|
|
|
|
|
Preservation - Structural Improvement 489 |
64,460 |
1,231,000 |
|
1,231,000 |
|
|
Maintenance 497 |
1,335,986 |
2,614,000 |
110,000 |
2,724,000 |
|
|
Total |
1,400,446 |
3,845,000 |
110,000 |
3,955,000 |
|
|
|
|
|
|
|
|
|
GROSS EQUIPMENT EXPENSE |
|
|
|
|
|
|
Direct Expense 510 |
499,632 |
1,200,000 |
|
1,200,000 |
|
|
Indirect Expense
511 |
624,263 |
1,200,000 |
|
1,200,000 |
|
|
Operating Expense
512 |
276,282 |
375,000 |
|
375,000 |
|
|
Less Rental Credits |
-1,413,415 |
-2,400,000 |
|
-2,400,000 |
|
|
Total Net Equipment Expense |
-13,238 |
375,000 |
0 |
375,000 |
|
|
|
|
|
|
|
|
|
GROSS ADMINISTRATIVE EXPENSE 515 |
453,728 |
1,062,000 |
|
1,062,000 |
|
|
Less Purchase Discounts |
-150 |
-2,000 |
|
-2,000 |
|
|
Less Handling Charges |
|
0 |
|
0 |
|
|
Less Overhead Charges |
-1,232 |
-2,000 |
|
-2,000 |
|
|
Total Net Administrative Expense |
452,346 |
1,058,000 |
0 |
1,058,000 |
|
|
|
|
|
|
|
|
|
DRAIN ASSESSMENT |
0 |
355,000 |
|
355,000 |
|
|
|
|
|
|
|
|
|
DISTRIBUTIVE EXPENSE 513/514 |
2,390,991 |
4,575,100 |
8,000 |
4,583,100 |
|
|
|
|
|
|
|
|
|
LONG TERM DEBT EXPENSE 905 |
|
|
|
|
|
|
Long Term Debt Payment |
|
0 |
|
0 |
|
|
Lease Equipment Principal |
24,061 |
25,000 |
-900 |
24,100 |
|
|
Long Term Land Contract Payment |
|
0 |
|
0 |
|
|
Interest Expense |
516 |
2,500 |
-1,900 |
600 |
|
|
Total |
24,577 |
27,500 |
-2,800 |
24,700 |
|
|
|
|
|
|
|
|
|
GROSS CAPITAL OUTLAY 900/901 |
|
|
|
|
|
|
Special Projects |
122,892 |
0 |
1,210,000 |
1,210,000 |
|
|
Less Depreciation/Depletion |
-191,487 |
-650,000 |
|
-650,000 |
|
|
Less Equipment Retirements |
0 |
0 |
|
0 |
|
|
Total Net Capital Outlay |
-68,595 |
-650,000 |
1,210,000 |
560,000 |
|
|
|
|
|
|
|
|
|
CONTINGENCY FUND |
0 |
200,000 |
|
200,000 |
|
|
|
|
|
|
|
|
|
EXPENDITURES |
6,604,080 |
19,940,600 |
976,200 |
20,916,800 |
|
|
|
|
|
|
|
|
|
LESS:
Revenues |
-4,884,046 |
-19,763,600 |
820,000 |
-18,943,600 |
|
|
|
|
|
|
|
|
|
Amount to be supplied from Fund Balance |
|
177,000 |
1,796,200 |
1,973,200 |
|
|
|
|
|
|
|
|
|
FUND BALANCE as of 12/31/07 |
4,459,775 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
AGENDA ITEM #9A – METRO DISTRICT SALT STORAGE
BUILDING PROJECT BUDGET.
Interim Director of Operations Jim Charles reviewed in detail, the budget for the Metro Garage Salt Storage Building. The project was broken down into several phases, several of which are already completed. The bottom line is that this project will be about $150,000.00 over budget if completed as outlined. Thus, the total budget for this project would be $400,000.00. Mr. Charles indicated that since he came into this project half way through, he does not know why it was so drastically under-estimated.
Chair Smith asked if it would be ready for salt by August? Mr. Charles said yes, once the asphalt is down, it should be able to be filled in August for an early fill. The remainder of the project can then be accomplished around the material.
RESOLUTION APPROVING THE ADJUSTED BUDGET FOR COMPLETION OF THE METRO DISTRICT SALT STORAGE BUILDING.
RESOLUTION #063-08
Moved by Commissioner Rodgers and Supported by Commissioner Guenther. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that upon recommendation of the Interim Director of Operations, the Board approves the adjusted budget for completion of the Metro District Salt Storage building, which includes Phases 1-12, for a total estimated project cost of $400,000.00.
AGENDA ITEM #9B – REQUEST TO FILL TWO VACANT
AFSCME CLASS 3 POSITIONS.
Interim Director of Operations Jim Charles stated he has two vacant Class 3 positions, one in the Eastern District and one in the Metro District. These vacancies are due to two employee departures and as a result of all internal bidding. Over the past 7 years, many positions have not been filled as they have become vacant. In the AFSCME group, including these two positions, the total is 14. Mr. Charles said he cannot afford to be down this many employees and still provide the type of service to the public, especially for winter maintenance, that the public has grown to expect. Also, Mr. Charles said he wishes to reinstate the winter night patrol, but he is not yet sure how many individuals he would put on this shift. Regardless, the winter night patrol will take employees from the day shift, further decreasing the numbers who are performing daily tasks. Mr. Charles stressed these two positions are not “new” positions, but rather “status quo” positions and requested authorization to advertise and fill the positions. He said he hoped to have the two new employees on staff by early fall.
RESOLUTION AUTHORIZING ADVERTISING AND FILLING TWO VACANT AFSCME CLASS 3 POSITIONS.
RESOLUTION #064-08
Moved by Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that upon recommendation of the Interim Director of Operations, the Board authorizes advertising and filling two vacant AFSCME Class 3 positions.
Discussion on the Motion: Commissioner Rodgers stated while filling these vacancies will maintain the status quo, she suggested that Mr. Charles and Mr. Conklin look at the AFSCME group for possible additional positions. Mr. Conklin stated that in the near future, he and the Directors will be looking at staffing levels and related funding.
AGENDA ITEM #9C – AGREEMENT FOR PAVEMENT MARKINGS
- VILLAGE OF WEBBERVILLE.
Vice Chair Guenther stated he thought the administrative fee was going to be waived for all projects this year. Is this not the case? Mr. Conklin stated he thought it was only for the township projects under the local road improvement program. Commissioners Smith and Rodgers concurred with Mr. Conklin’s assessment. Vice Chair Guenther stated that at some point in the future he would like to know what those actual costs are. Mr. Conklin stated the painting contracts were not included.
RESOLUTION APPROVING AN AGREEMENT WITH THE VILLAGE OF WEBBERVILLE FOR 2008 PAVEMENT MARKING.
RESOLUTION #064-08
Moved by Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that upon recommendation of the Interim Director of Operations, the Board approves and signs an Agreement for Pavement Markings with the Village of Webberville for 2008 pavement marking.
AGENDA ITEM #9D – AWARD OF PROPOSAL #1534.
Interim Director of Operations recommended award of Proposal #1534 for furnishing the equipment required for the two tandem axle trucks purchased earlier this year. Also included with this bid is the purchase of a new underbody scraper assembly for truck #509, a 1992 Freightliner truck.
RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1534.
RESOLUTION #065-08
Moved by Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
AGENDA ITEM #9E – AWARD OF PROPOSAL #1535.
Interim Director of Operations recommended award of Proposal #1535 for furnishing the equipment required for the one single axle truck purchased earlier this year. Also included with this bid is the purchase of a new dump body and hose assembly for truck #343, a 1990 International truck.
RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1535.
RESOLUTION #066-08
Moved by Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that upon recommendation of the Interim Director of Operations, the Board authorizes award of Proposal #1535 for furnishing the equipment for one already purchased single axle truck, to the low bidder, Truck and Trailer Specialties of Dutton, Michigan, for a total bid price of $26,915.00; plus an additional $6,788.00 for a new dump body and hose assembly for equipment #343, a 1990 International truck.
AGENDA ITEM #9F – AWARD OF PROPOSAL #1537.
Interim Director of Operations Jim Charles recommended award of Proposal #1537 for steel sign posts required for stock in the Sign Shop. This is a budgeted item and the bid cost is below the budget set aside for sign posts.
RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1537.
RESOLUTION #067-08
Moved by Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that upon recommendation of the Interim Director of Operations, the Board authorizes award of Proposal #1537 for steel sign posts to the low bidder, Dornbos Signs of Charlotte, Michigan, for the low bid price of $16,168.00.
Discussion/Comment: Commissioner Rodgers said she wanted to take this opportunity to tell Mr. Charles what a wonderful job she thinks he is doing as the Interim Director of Operations and his elaborate attention to detail in his presentations to the Board. She thanked him for accepting the position of Interim Director of Operations.
AGENDA ITEM #10A – AWARD OF PROPOSAL #1532 –
POLYUREA PAVEMENT MARKING.
Director of Engineering Bob Peterson stated that each year we solicit bids for both our waterborne pavement striping and polyurea pavement marking programs. Yellow and white longitudinal pavement striping is applied to our primary road system every year using waterborne paint. Approximately half of our non-subdivision local road system is painted every year. The pavement markings that utilize polyurea material are applied every year and include cross walks, stop bars, turn arrows, “only” markings, railroad cross-bucks, and “school” markings.
Mr. Peterson stated the polyurea is applied using two different compounds that are mixed together during the application process. One compound being a catalyst that chemically adheres and hardens the pigment compound to the pavement (similar to an epoxy glue). On average, the polyurea markings are expected to be effective twice as long as other products.
Mr. Peterson continued that the Road Commission solicited proposals from the same companies that we did in previous years for the polyurea pavement marking program. As was the case last year, we received only one responsible bid. A comparison of the 2006, 2007 and 2008 low bids revealed that the polyurea costs increased 11 percent from 2006 to 2007, and 27 percent from 2007 to 2008. He suggested that we need to research alternative pavement marking materials when staffing allows to see if the polyurea cost increases give us the “bang for the buck” and liability coverage over other pavement marking materials.
Mr. Peterson said the request for proposals was structured so that there are two applications of polyurea markings. The first application is for the highest priority locations and represents the $20,468.45 bid price for 2008. The second application is for locations that become known after the proposal is advertised and for work added to the contract to use up the budgeted amount, when desired. The 2008 budgeted amount for both the waterborne pavement striping and the polyurea pavement marking programs is $378,000.00. The waterborne pavement striping program, bid earlier this year, needs approximately $306,000.00 of that amount, leaving $72,000.00 for the polyurea work.
Upon answering questions by the Board, Mr. Peterson recommended allocating $50,000.00 of the remaining budget toward polyurea pavement markings, the same as last year’s program.
Commissioner Rodgers commented that it is difficult to get a handle on the industry cost of this material when there is only one bidder. Commissioner Guenther asked if staff would look at the feasibility of purchasing the required equipment and performing pavement marking with our own crews. Interim Director of Operations Jim Charles said the Road Commission used to do all of its own pavement marking many years ago and he would love to start doing this work again, but he said we are just too under-staffed to have a painting crew operating in the summer. Mr. Charles indicated one of the reasons we got out of doing our own painting was because of the issues with handling the hazardous materials. However, the paint material and ingredients have changed through the years.
RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1532 FOR THE 2008 POLYUREA PAVEMENT MARKING PROGRAM.
RESOLUTION #068-08
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 award of Proposal #1532 for the 2008 polyurea pavement marking program, to the only bidder, PK Contracting of Troy, Michigan, the contract price of not to exceed $50,000.00.
AGENDA ITEM #10B – AWARD OF PROPOSAL #1533 –
2008 LOCAL ROAD PAVING PROGRAM.
Director of Engineering Bob Peterson stated that bids were received on June 24th for the local road paving program for 2008. He said that all of the bids exceed the 5 percent provision contained in the inter-agency agreements, except for Lansing Township. Asphalt prices this year ranged anywhere from $52 to $65 per ton. Estimates were drawn using $45 per ton numbers. Mr. Peterson said all of the townships have been contacted regarding the prices. The townships have overwhelmingly expressed appreciation for the Board waiving the administrative fee for 2008. All township agreements have been revised accordingly. He indicated we need to award the contracts for the township local road work so that the contractor can start work for those townships who have signed revised agreements. He recommended award of the contracts.
RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1533 FOR THE 2008 LOCAL ROAD PAVING PROGRAM.
RESOLUTION #069-08
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 award of Proposal #1533 for the 2008 local road paving program as follows, and authorizes the Chair and Secretary to sign the contracts on the Board’s behalf:
A. Award to Aggregate Industries of Mason, Michigan, for a combined total low bid price for Item I (Alaiedon Township), Item II (Aurelius Township), Item III (Bunker Hill Township), Item IV (Delhi Charter Township), Item VII (Leslie Township), Item VIII (Vevay Township), and Item XVI (Williamstown Township), of $842,689.70.
B. Award to Michigan Paving & Materials (Spartan) of Lansing, Michigan, for a total low bid price for Item VI (Lansing Charter Township) of $108,071.45.
AGENDA ITEM #10C – AWARD OF CONTRACT FOR THE
CEDAR STREET PROJECT.
Director of Engineering Bob Peterson stated that bids were received for the Cedar Street Reconstruction project on June 16, 2008. All of the bids were reviewed, with one bid being rejected because it did not meet the MDOT pre-qualification requirement. Mr. Peterson stated the Road Commission has recommended to the Delhi DDA that a contract be awarded to the low bidder, Hoffman Brothers of Battle Creek, Michigan. The Delhi DDA has concurred with the Road Commission’s recommendation. The low cost bid is for $2,489,999.00.
Mr. Peterson reminded the Board that it has a contract with the Delhi DDA for reimbursement of 100 percent of the Cedar Street construction and construction inspection and engineering costs. The Road Commission will oversee the construction contract administration, and, from time to time, Delhi Township will be invoiced for working capital. Mr. Peterson recommended award of the Cedar Street contract to Hoffman Brothers.
In response to questions by the Board, Mr. Peterson stated that several local contractors bid on this project, but their prices were not close enough to the low bidder’s price to justify awarding to a local contractor.
RESOLUTION AUTHORIZING AWARD OF A CONSTRUCTION CONTRACT WITH HOFFMAN BROTHERS OF BATTLE CREEK, MICHIGAN, FOR THE CEDAR STREET RECONSTRUCTION PROJECT.
RESOLUTION #070-08
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 award of the construction contract for the Cedar Street Reconstruction project between Dallas Street and Holbrook Drive, to Hoffman Brothers of Battle Creek, Michigan, for the bid price of $2,489,999.00.
AGENDA ITEM #10D – CEDAR STREET CONSTRUCTION
ENGINEERING SERVICES.
Director of Engineering Bob Peterson reviewed a proposal received from Tetra Tech for construction inspection and engineering services to be performed on the Cedar Street Reconstruction project. Mr. Peterson said he solicited proposals to provide the construction inspection, staking and engineering from a number of MDOT pre-qualified consultants and received seven responses.
Mr. Peterson said he compared the work plan, project team, and billing rates, and concluded that Tetra Tech would fill the Township’s and Road Commission’s needs best during construction. The Delhi DDA was consulted and concurred with the Road Commission’s recommendation. The estimated cost for the consultant work is between $200,000.00 and $265,000.00.
Mr. Peterson recommended Board authorization to enter a contract with Tetra Tech of Brighton, Michigan, for construction inspection and engineering on the Cedar Street Reconstruction project. The Delhi DDA will reimburse the Road Commission for all costs.
Managing Director Bill Conklin informed the Board that the Board’s legal counsel, Diane Carr, is in the process of reviewing the contract with Tetra Tech. He said he would recommend approval pending any revisions recommended by her.
RESOLUTION APPROVING ENTERING A CONTRACT WITH TETRA TECH FOR CONSTRUCTION INSPECTION AND ENGINEERING ON THE CEDAR STREET RECONSTRUCTION PROJECT.
RESOLUTION #071-08
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 entering a contract with Tetra Tech pending any revisions recommended by legal counsel, for construction inspection and engineering on the Cedar Street Reconstruction project, for costs up to $264,965.00.
AGENDA ITEM #13 – BOARD COMMENTS.
A. Vice Chair Guenther asked staff to look into the pros and cons for doing the pavement marking ourselves.
B. Chair Smith announced that the Board would be conducting the Managing Director’s six month evaluation at the August 4th meeting. This would be scheduled at the end of the agenda. Commissioner Rodgers informed Mr. Conklin that this could be done in closed session at his request.
C. Chair Smith said the green paint on the railing on Hagadorn Road looks good.
D. Chair Smith reported on the result of the public hearing held at Meridian Township regarding the proposed assessment district to pay for improvements to Burcham Drive and Hulett Road. Residents were overwhelmingly opposed. He said he just didn’t know how those improvements would be made now, and the condition of the two roads would only get worse. Some of the residents actually commented that they liked the potholes because they are a speed deterrent. He said there was so much negativity generated by these proposals that they were taken off the docket for consideration. Since those are local roads, the Road Commission can only spend 50 percent of the cost out of its own funds. He said he just doesn’t know where the other 50 percent will come from, unless the Township pay for it. The roads are very badly deteriorated and will only get worse.
No public comment was offered. The meeting was adjourned at 8:10 pm.
Larry R. Smith, Chair Deborah L. Bellows, Board Secretary