**APPROVED MINUTES**

 

 

Mason, Michigan

June 24, 2008

 

 

The Board of Ingham County Road Commissioners met for a regular meeting on Tuesday, June 24, 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, and James L. Charles, Interim Director of Operations.

 

Others Present:  Dan Chapman, Engineering Department employee, and Will Comstock, Eastern District employee.

 

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 #6A, special permit #08-0299 for Meridian Township’s 4th of July celebration.

 

2.         Delete Agenda Item #8B, local road agreement with Vevay Township.

 

AGENDA ITEM #4 – CONSENT AGENDA.

 

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

 

1.         Agenda item #5, Minutes.

2.         Agenda item #6 and #6A, routine and special permits.

3.         Agenda item #8A, accounts payable.

4.         Agenda item #8C, local road agreement with Locke Township.

 

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 June 10, 2008, be approved as presented.  3 yes, 0 no.  Motion carried unanimously.

 

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

 

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

 

08-0262 08-0265            08-0266            08-0267            08-0272            08-0273

08-0274 08-0276            08-0277            08-0279            08-0283            08-0284

08-0285 08-0287            08-0288            08-0268            08-0269            08-0270

08-0275 08-0280            08-0281            08-0282

 

3 yes, 0 no.  Motion carried unanimously.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that Special Permit #08-0299 be approved for Meridian Township to hold its annual 4th of July celebration fireworks on July 4, 2008, from 7:00 PM until 11:30 PM for the purpose of conducting a fireworks display over Central Park Drive west of the township complex.  The event is sponsored by Meridian Township Parks and Recreation and is sanctioned by the Township.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #8A – Accounts Payable.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board confirms the accounts payable for the period June 9-22, 2008, as follows:  check numbers #90946 through #91033, totaling $166,319.95.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #8C – Local Road Agreement with Locke Township.

 

RESOLUTION APPROVING A LOCAL ROAD AGREEMENT WITH LOCKE TOWNSHIP FOR IMPROVEMENTS ON HERRINGTON ROAD.

 

RESOLUTION #057-08

 

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 a Local Road Agreement with Locke Township for improvements on Herrington Road in 2008.

 

AGENDA ITEM #7 – MANAGING DIRECTOR REPORTS.

 

1.         Mr. Conklin reviewed the results of the bids received today for the local road paving projects.  The as-read bids are substantially higher than the estimates, about 10-20 percent higher.  The Agreements with the Townships provide for a five percent overrun, but anything higher must get Township approval.  We will need to contact all the townships to inform them of the prices.  This is the purpose of removing the Vevay Township Agreement from the agenda, due to the higher cost of the project.  This also relates to the next item on the Manger’s report to consider canceling the July 8th meeting.  Award of the contract for the local road work would have been on that agenda, but since we need the approval of the townships because of the high prices, we will not be ready to recommend award by July 8th.  Mr. Conklin said he would not recommend award of the contract until all townships have been notified. 

 

Commissioner Guenther asked why the bids were so much higher than the estimates?  Where are the prices off?  Mr. Conklin stated we estimated about $45 per ton for asphalt, and the bid prices were actually $60-65 per ton. 

 

This all relates to agenda items #8E and #8F.

 

Agenda item #8E relates to the road repair lists for 2008 for chip sealing, spray patching, bituminous pads and wedging.  The Road Commission obtained bids several weeks ago for plant pickup material at a cost of $38-40 per ton, so the higher asphalt prices will not affect these projects. 

 

Commissioner Rodgers commented that the townships have budgeted for this work based on our estimates, and if we tell them the cost will be higher due to bid results, then they have to come up with more money; but our costs are up too, right?  Mr. Conklin said no, the Board adopted a specific dollar amount to be matched by the townships.  If the cost goes up due to inflation, the Road Commission’s match stays the same, it is the township that would have to come up with additional dollars. 

 

Commissioner Rodgers stated in light of the various budget issues, the upcoming budget adjustments will have to be looked at very closely.  She said she is also supportive of the additional primary road projects the Manager has talked about which will be before the Board at the next meeting.  While reviewing the budget, she would like to look at the local road funding equity as well.  Commissioner Rodgers stated she believes the Road Commission has an obligation to share in the increased cost of the local road projects.

 

Mr. Conklin said as long as budget adjustments are being looked at for the July 22nd meeting, this is something that can be discussed.  Increasing the Road Commission’s match to the townships is a decision the Board will have to make; but today, even with the increased project costs, it does not affect the Road Commission’s township allocation. 

 

Commissioner Rodgers stated we could perhaps lower the administrative fee currently being charged, or eliminate it altogether, at least for 2008.  She said she did not think she would be willing to eliminate it permanently, but would consider it for a one time only reduction.  Mr. Conklin said he has asked the Finance Department to analyze the administrative fee for the actual costs it includes.  The Board stated it had these figures once last year when they reduced the fee from 11 percent to seven percent.

 

Commissioner Guenther asked the status of the salt storage building at the Metro Garage.  Interim Director of Operations Jim Charles stated the building itself is complete and was $600 over budget.  Yet to be done is the floor, a conveyor, and a 6,000 gallon tank from which to spray the beet juice.  The project was extremely under estimated.  Mr. Charles stated he is working on an estimate to complete the project.  Commissioner Guenther asked that he come back at the next meeting with a complete itemized estimate of costs for what needs to be done yet.  He said he thought the Board was expecting to be able to fill the building during the early fill this year.  Mr. Charles said he hoped it would be full by the end of August.

 

Commissioner Rodgers stated the Board was led to believe that all of the items were covered in the estimate.  They were assured that what was budgeted for the building was more than enough.  She said she expects to have a quality building, even if the actual costs are higher than the estimate.  She does not expect these additional items to be scrimped on just to save a buck.  She said she wants this done well, and on time.

 

2.         The regular meeting of July 8 is cancelled.

 

AGENDA ITEM #8D – FINANCE DIRECTOR VACANCY.

 

Managing Director Bill Conklin stated he worked with Ingham County’s Human Resources Director in the selection and interview process for filling the Finance Director vacancy.  Mr. Conklin indicated that he and Mr. Lindsey jointly recommend the selection of Ms. Tina Henry to fill the vacant position.  He said that Ms. Henry is currently the Accounting Coordinator for the Road Commission and her knowledge and background in public sector accounting procedures, and especially with Road Commission budgeting and finance, exceeds the other candidates.

 

Mr. Conklin stated that since resumes’ were accepted, there are no EEO statistics to report.  Those forms are voluntary only and are attached to application forms.  These forms were not available to those who submitted a resume.  The very basic of statistics is that of 42 applicants, 19 were female.  Chair Smith asked that in the future when accepting resumes, also send out an application form to the applicants and ask that those be filled out as well.

 

Commissioner Rodgers stated her continuing concern about promotions being made from within the organization without equal opportunity being offered to everyone.  If we are going to continue these types of promotions, management will need to, at some point, address EEO.  If there is no EEO data for the Finance Director position, how can she be assured that this was an open, fair and equitable process.

 

RESOLUTION APPROVING THE FILLING OF THE VACANT FINANCE DIRECTOR POSITION.

 

RESOLTUTION #058-08

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers.  Vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, abstain.  2 yes, 1 abstain.  Resolution carried.

 

BE IT RESOLVED that upon recommendation of the Managing Director and Ingham County’s Human Resources Director, the Board approves the promotion of employee Tina M. Henry to the vacant position of Finance Director.  Ms. Henry shall be placed at the third year level of the Ingham County Road Commission’s Non-Bargaining Grade 5 salary scale.

 

Discussion on the Motion:            Commissioner Rodgers said she would continue to abstain from vote on filling of vacant positions until such time that she is convinced that equal opportunity is offered to all through an open and equitable process.

 

AGENDA ITEM #9 – BOARD COMMENTS.

 

1.            Commissioner Guenther stated that at the last meeting, Will White had commented on the unnecessary sign on Hamilton Road, just west of Okemos Road, which has the Speed Kills logo on it.  Commissioner Guenther said he agrees that the sign appears to be  “overkill” and would agree to remove it.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the large sign with the “Speed Kills” logo on it that is located on Hamilton Road just west of Okemos Road be removed as soon as possible.  3 yes, 0 no.  Motion carried unanimously.

 

2.            Commissioner Rodgers asked if the Board was going to schedule the Managing Director’s mid-year evaluation soon.  Chair Smith said yes, it would be a little late, but would be done at one of the August meetings.

 

3.         Chair Smith said he has noticed that the railing on the Hagadorn Road Bridge has not been painted yet and wondered the hold-up.  Interim Director of Operations Jim Charles stated the employee who was going to do that, has been out after having knee surgery.  He said he hoped to have it done by the end of next week.

 

4.         Chair Smith asked if Lansing Township DDA Director Steve Hayward is scheduled to make a presentation to the Board at an upcoming meeting regarding future development of the Eastwood area.  Secretary to the Board Debbie Bellows responded that she has requested his presence at a future meeting, but Mr. Hayward has not confirmed.  Chair Smith said he would attempt to make contact.

 

No public comment was offered.  The meeting adjourned at 7:05 P.M.

 

 

 

                                                                                                                                                           

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