**APPROVED MINUTES**

Mason, Michigan

March 4, 2008

The Board of Ingham County Road Commissioners met for a regular meeting on Tuesday, March 4, 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, 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, Robert H. Peterson, Director of Engineering, and James L. Charles, Sign and Signal Shop Manager.

Others Present: Richard Phillips, Construction Engineer, Daniel Troia, Design Engineer, and Will Comstock, Eastern District employee.

Absent & Excused: Joseph A. Guenther, Vice Chair.

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

AGENDA ITEM #4 – CONSENT ITEMS.

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

A. Agenda Item #5 – Minutes.

B. Agenda Item #6 – Routine Permits.

C. Agenda Item #10A – Accounts Payable.

2 yes, 0 no, 1 excused. Motion carried.

Agenda Item #5 – Minutes.

Moved by Commissioner Rodgers and Supported by Commissioner Smith, that the minutes of the meeting of February 29, 2008, be approved as presented. 3 yes, 0 no. Resolution carried unanimously.

Agenda Item #6 – Routine Permits.

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

08-0057 08-0058 08-0059 08-0060 08-0062 08-0063

08-0064 08-0065 08-0066 08-0067 08-0068 08-0069

2 yes, 0 no, 1 excused. Motion carried.

Agenda Item #10A – Accounts Payable.

Moved by Commissioner Rodgers and Supported by Commissioner Smith, that the accounts payable for the two week period of February 4-17, 2008, be confirmed as follows: check numbers #90174 through #90265, totaling $309,981.00. 2 yes, 0 no, 1 excused. Motion carried.

AGENDA ITEM #7 – MANAGING DIRECTOR REPORTS.

A. Waverly Road Sidewalk Maintenance Issue. Managing Director Conklin said he has conferred with the Board’s legal representative, Diane Carr, who has agreed that the sidewalk on the east side of the Waverly Road Bridge over the Grand River should be closed and signed that the sidewalk is closed for the winter. She has suggested that the signs also be placed on the barricades. Mr. Conklin said the barricades will be placed at each end of the bridge and will be held down with sandbags and chained to the bridge railing. He recommended this closure be done as soon as the signs can be made. The Board directed that a communication be sent to both the City and the Township informing them that the bridge sidewalk will be closed now, and during all future winter seasons.

RESOLUTION ORDERING THE WINTER CLOSURE OF THE SIDEWALK ON THE WAVERLY ROAD BRIDGE OVER THE GRAND RIVER.

RESOLUTION #012-08

Moved by Commissioner Rodgers and Supported by Commissioner Smith. 2 yes, 0 no, 1 excused. Motion carried.

BE IT RESOLVED that in accordance with the recommendation of the Managing Director and concurrence by the Board’s legal counsel, the Board hereby orders the closure of the sidewalk for winter maintenance which is located on the east side of the Waverly Road Bridge over the Grand River. Road Commissions in the state of Michigan do not have sidewalk construction and/or maintenance under their purview, nor do they receive funding for sidewalk construction and/or maintenance. Therefore, the sidewalk on the Waverly Road Bridge over the Grand River shall immediately be closed for the remainder of this winter season, and all future winter seasons, and shall be closed off with barricades at each end with proper signing.

B. Budget Update. Managing Director Conklin reported that Director of Operations Joe Pulver will be putting together a list of roads most heavily traveled that may have excessive potholes by winter’s end. These will be the locations that will require hot mix and more major repairs. The funding for this program could be obtained from both local and primary maintenance hot asphalt patching, routine surfacing and/or seal coating line items. Mr. Conklin indicated once winter is over, they will come up with a list of what needs to be done.

Chair Smith indicated there are just so many locations this year and some are very deep. Director of Operations Joe Pulver stated the worse is yet to come. He said potholes are breaking through all over the county now and once the spring thaw begins, they will only get worse. Commissioner Rodgers stated her desire to fix the existing roads, rather than building new ones. She said as we look for new construction projects, at some point it would be a better way of spending money to make repairs rather than new projects. Mr. Pulver indicated these are fixing existing problems that have become much more than a simple repair. This is the case with both the Williamston Road project and the Barnes Road project, which are slated for 2008 reconstruction. These roads are currently beyond the point of simple repair.

Mr. Conklin said he would bring the proposed list of roads to be repaired at a future meeting. Chair Smith said he would like to be able to review that list. Commissioner Rodgers suggested a press release be done when the list of repairs and the cost associated with those repairs is decided on.

C. Spring Weight Restrictions. Managing Director Conklin informed the Board that pursuant to previous Board action, he is placing the spring weight restrictions on the county road system effective on Saturday, March 8, 2008.

AGENDA ITEM #9A – AWARD OF PROPOSAL #1522.

Sign and Signal Shop Manager Jim Charles presented his recommendation for award of Proposal #1522 for aluminum sheet sign panels. He stated his recommendation for this material is to purchase from the low bidder, Vulcan Aluminum of Foley, Alabama. He stated the low bid is slightly over his budget for this material, but this overage can be made up on the sign face material because that bid is lower than the budgeted amount.

RESOLUTON AUTHORIZING AWARD OF PROPOSAL #1522 FOR ALUMINUM SHEET SIGN PANEL MATERIAL.

RESOLUTION #013-08

Moved by Commissioner Rodgers and Supported by Commissioner Smith. 2 yes, 0 no, 1 excused. Motion carried.

BE IT RESOLVED that upon recommendation of the Sign and Signal Shop Manager, the Board authorizes award of Proposal #1522 for aluminum sheet sign panel material to the low bidder, Vulcan Aluminum of Foley, Alabama, for its overall low bid cost of $17,456.40.

AGENDA ITEM #9B – AWARD OF PROPOSAL #1523.

Sign and Signal Shop Manager Jim Charles presented his recommendation for award of Proposal #1523 for reflective sign face material and complete signs. He stated his recommendation for this material is to purchase from the low bidder, Osburne Associates of Logan, Ohio. He stated the low bid is under budget for this material.

RESOLUTON AUTHORIZING AWARD OF PROPOSAL #1523 FOR REFLECTIVE SIGN FACE MATERIAL AND COMPLETE SIGNS.

RESOLUTION #014-08

Moved by Commissioner Rodgers and Supported by Commissioner Smith. 2 yes, 0 no, 1 excused. Motion carried.

BE IT RESOLVED that upon recommendation of the Sign and Signal Shop Manager, the Board authorizes award of Proposal #1523 for reflective sign face material and complete signs to the low bidder, Osburne Associates of Logan, Ohio, for its overall low bid cost of $37,083.50.

AWARD OF PROPOSAL #1524 FOR THE 2008 WATERBORNE PAVEMENT MARKING PROGRAM.

Sign and Signal Shop Manager Jim Charles reviewed his recommendation for award of Proposal #1524 for the 2008 Waterborne Pavement Marking program. He stated the 2008 total cost is less than what was paid in 2006 and 2007. Mr. Charles indicated that the cost for the waterborne pavement marking is much less than budgeted; however, the remainder of the budget amount will be used for the polyurea pavement marking program this year. He recommended award of the 2008 waterborne pavement marking program to the low bidder.

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1524 FOR THE 2008 WATERBORNE PAVEMENT MARKING PROGRAM.

PROPOSAL #015-08

Moved by Commissioner Rodgers and Supported by Commissioner Smith. 2 yes, 0 no, 1 excused. Motion carried.

BE IT RESOLVED that upon recommendation of the Sign and Signal Shop Manager, the Board authorizes award of Proposal #1524 for the 2008 waterborne pavement marking program to the low bidder, M&M Pavement Marking of Grand Blanc, Michigan, for the total low bid cost of $305,925.00.

AGENDA ITEM #8 – 2008/2009 CONSTRUCTION PUBLIC HEARING.

Chair Larry Smith opened the public hearing and stated the purpose of it is to review the proposed construction projects for 2008 and 2009, and to hear public comment regarding those proposed projects. Secretary to the Board Deborah Bellows attested to the publication of the notice in the Holt Community News, Ingham County Community News, Williamston Enterprise, and the Towne Courier on both February 3 and 24, 2008. Ms. Bellows also read into the record, the following communications that were received:

1. Telephone call from Mrs. LeRoy Hile of 4430 North Williamston Road, Williamston. Mrs. Hile said that many seniors, as well as herself, who live along Williamston Road were unable to attend the public hearing, but she requested a copy of the minutes when they are complete. Mrs. Hile also expressed her concern with the number of accidents at the intersection of Sherwood Road and Williamston Road; and her support for a traffic signal at the intersection of Grand River Avenue and Zimmer Road. Chair Smith reminded residents that although Zimmer Road is under the jurisdiction of the Road Commission, the intersection is under the jurisdiction of the Michigan Department of Transportation (MDOT) and that the installation of a traffic signal at this location will only be performed then the proper warrants for a traffic signal are met.

2. Written communication from Char Sherman of 2941 Beech Ridge Drive, Lansing. Ms. Sherman questioned the need for thousands of dollars worth of new road projects when roads are falling to pieces with potholes. Ms. Sherman stated that while she understands that many of the proposed projects are being done with grant or federal monies, she felt the priorities are not quite what they should be.

3. Email communication from Malcolm Mead-O’Brien of 4199 Hulett Road, Okemos. Mr. Mead-O’Brien raised issue with the Okemos Road Enhance project and the proposed roundabout at Burcham Drive and Park Lake Road. He requested additional information. This communication was responded to by Managing Director Bill Conklin.

4. Email communication from Howard Baldwin (no address given). Mr. Baldwin expressed his support for the resurfacing and paved shoulder on Barnes Road as it relates to the paved shoulder. Mr. Baldwin asked when Waverly Road from Holt Road to Columbia Road might be put on the master plan for resurfacing and a paved shoulder. He indicated that with the current condition of this portion of Waverly Road, he does not feel it is safe for bicycling. This communication was responded to by Director of Engineering Bob Peterson.

5. Email communication from Carolyn Malmstrom (no address given other than business). Ms. Malmstrom had some questions regarding the proposed roundabout at Park Lake Road and Burcham Drive, but is basically in favor of the proposed improvement. This communication was responded to by Director of Engineering Bob Peterson.

6. Faxed communication from Dave Card of 6045 East Lake Drive, Haslett. Mr. Card’s comments surround the proposed improvements at the intersection of Haslett Road and Okemos Road. He said he hopes this includes a center turn lane on Haslett Road. Mr. Card also commented on the asphalt specifications used for road resurfacing. He also pointed out a location on northbound Marsh Road from Central Park Drive to the railroad viaduct that is “almost unusable” and an “obstacle course”. Mr. Card also commented that while the proposed roundabout at Park Lake Road and Burcham Drive is a good idea, maybe the funding for that could better be used for mill and resurface of several miles of primary roads that are turning to “rubble”. Director of Engineering Bob Peterson responded in writing to Mr. Card’s comments.

Chair Smith asked Director of Engineering Bob Peterson to review the proposed projects for 2008. Mr. Peterson reviewed them as follows:

1. Okemos Road Enhancement between Heritage Drive and Mt. Hope Road. This project consists of decorative paving, plantings and furniture. It will not be done until late fall. A grade inspection meeting is scheduled soon and the Road Commission should be able to see the proposed design at that time. Right now there are only preliminary plans available.

2. Barnes Road between Aurelius Road and College Road. This project consists of resurfacing and paved shoulders. This will complete the southwest loop of the non-motorized travelway. This project is scheduled for June and July.

3. Williamston Road between the Williamston City Limits and Haslett Road. This project will consist of rubblizing the existing surface to gravel, repaving two lanes and paved shoulders. This will complete the northeast loop of the non-motorized travelway between Haslett and Williamston. This project will begin in early fall.

4. Haslett Road @ the Okemos Road intersection. This project involves intersection and signal improvements by constructing a center left turn lane and optimization of the signal. This project is to begin in July.

5. Delhi Township Pathway Enhancement Grant. This proposed pathway will start at Holt Road and run through Valhalla Park and Maple Ridge Cemetery to Willoughby Road. This will be a paved cross country pathway.

6. Cedar Street between Dallas Avenue to Holbrook Drive. This project will consist of reconstructing the roadway with a center median green space and constructing a roundabout at Holbrook Drive. The project is projected to begin in July.

Commissioner Rodgers commented that for the Okemos Road Enhancement project and the Delhi Township Pathway Enhancement project, the Road Commission is overseeing those projects for the respective townships. For the Cedar Street reconstruction project, the Road Commission is overseeing this project as well, but it is being paid entirely by the Delhi Township DDA. The other three projects mentioned are Road Commission projects and are funded mostly with federal funds. Commissioner Rodgers stated the Road Commission only responded to township inquiries for the two enhancement grants and applied for the funding on behalf of the townships because they can not be the recipient of grant funds. She indicated that enhancement grant funds cannot be used for road improvements, they can only be used for enhancement type work and there are strict guidelines that have to be followed.

Chair Smith opened public comment.

1. Cheryl Fritze, 2207 White Owl Way, Okemos. Ms. Fritze asked how the Road Commission could hold a public hearing for a project which there are no plans for?

Commissioner Rodgers asked if the township has provided any information or design plans to the Road Commission? Mr. Peterson said he has seen only very preliminary plans. He said those were submitted here for the Road Commission’s comments, but he does not believe the design plans are anywhere near presentable. Mr. Peterson said it will probably be fall before this project is ready to start.

Ms. Fritze said she has a problem with decorative paving because it tends to fail rapidly. She said she could accept having furniture at the bus stops along Okemos Road, but not any where else. Why would anyone want to sit down and watch traffic at any juncture along Okemos Road if it is not to wait for a bus? Ms. Fritze said she thinks this is just a ridiculous waste of money. She said if they want to use enhancement funds to beautify things, why don’t they do something with the utility boxes in her back yard? Those should be made to look more attractive. Ms. Fritze stated it is just impossible to address this project without plans to look at.

2. Lynne Page, 3912 Raleigh Drive, Okemos. Ms. Page said she is the President of the Briarwood Homeowners’ Association. Briarwood is located on the east side of Okemos Road between Tamarack and Kinawa. She indicated she realizes the Road Commission is only the grant recipient and that the township is the one requesting this project. She said that the township previously indicated it would have three public hearings to discuss the design. So far they have seen nothing. Ms. Page asked if this project can proceed without a complete design plan? She suggested that an extension be sought and asked if this project could really go through yet this year?

Mr. Peterson said it is the township’s desire to proceed with this project in 2008, stating that this year is already an extension from last year.

Ms. Page said she echoed Ms. Fritze’s comments regarding the placement of benches along Okemos Road. She asked whether any would be placed on the west side of the road? Also, Ms. Page said she thought the enhancement project limits had been changed last year to include the entire length between Jolly Road to Mt. Hope Road.

Ms. Page asked if during the traffic calming / beautification process, the speed limit could be re-determined to have a more uniform flow between I-96 and Mt. Hope. As commercial development continues to expand and additional driveways are installed, it does not make sense for the speed limit to vary from 40 to 35 to 30 through this area, especially with a school located at Kinawa. She asked that this be kept in mind when the Road Commission reviews the plans for this project.

Ms. Page said she also wanted to extend her thanks to the Road Commission crews for the great job they have done this winter keeping the roads cleared. She said it has been a long, cold, snowy winter and they have done a great job keeping up.

3. John Pool, 2495 Pine Tree Road, Holt. Regarding the Delhi Township Pathway Enhancement project, Mr. Pool said he has spoken with both the Township and Bob Peterson regarding the plans for the pathway. He asked when the project is proposed to begin? Mr. Peterson said he has not heard too much about this project either, but he believes it is slated to begin later this year.

Mr. Al McFadyen, Delhi Township DDA Director, stated the pathway will start at Holt Road and run north through Valhalla Park and Maple Ridge Cemetery and end at Willoughby Road. Mr. McFadyen said that eventually this pathway will be connected with the Lansing Trail system. Mr. McFadyen said he would be happy to meet with Mr. Pool individually to discuss this project in more detail. The plan is pretty close to completion, it is in the permitting process now.

4. Sandra Bara, 1575 Archwood Drive, Holt. Ms. Bara asked why there was going to be a roundabout at Holbrook Drive. She asked if it would slow traffic and change the speeds. Mr. Peterson stated that by virtue of the geometry of a roundabout, it forces people to slow down. It is also a good way to have intersection maneuverability. Vehicles will slow down going through the roundabout and accidents in roundabouts typically are less serious with property damage instead of personal injury. Ms. Bara asked why the Road Commission just doesn’t put up a traffic signal at this intersection. Mr. Peterson said it does not meet the required warrants for the installation of a traffic signal. \

Managing Director Bill Conklin stated that roundabouts are an entirely new concept for many communities and at first they are difficult to get used to, but they have excellent safety benefits. He said that roundabouts also help facilitate u-turn movements for large vehicles. Ms. Bara stated she felt that this is a lot of money to spend on a roundabout. Mr. Peterson said that the projected $2.5 million for this project is for the entire road reconstruction of Cedar Street from Dallas Avenue to Holbrook Drive, and includes the roundabout at Holbrook Drive. The cost is not for the roundabout alone.

5. Nancy Ruddy, 4149 Dublin Circle, Holt. Ms. Ruddy said she has lived in Holbrook Hills since 1992 and she has never seen an accident at Cedar and Holbrook Drive. She said there are turning movements at this location constantly all day long, but she has never seen more than a few cars stacked up waiting to turn in to the subdivision. Ms. Ruddy said that $2.5 million dollars is a lot to spend for a roundabout and she felt the money could be better spent somewhere else.

DDA Director Al McFadyen said that the projected $2.5 million for this project is for the complete reconstruction of Cedar Street from Dallas Avenue to Holbrook Drive, and includes the roundabout at Holbrook Drive. The cost is not for the roundabout alone. He stated that he believes the roundabout at Holbrook Drive is well justified. Mr. McFadyen stated there will be much more traffic in the future because Holbrook Hills is not any where near a complete build-out yet. Ms. Ruddy said that there are a lot of homes in there now and she does not feel traffic is an issue. Mr. McFadyen said that maybe it is not an issue today, but it will be in the future as traffic increases.

Chair Smith stated that Delhi Township is also looking at a major sewer project on Holt Road getting underway this year.

6. Leonard Provencher, 5824 Beuna Parkway, Haslett. Mr. Provencher said he supported all of the proposed projects for 2008 that are Road Commission funded. However, he said he does not think the Okemos Road Enhancement project is that critical. Mr. Provencher said he feels a higher priority project should be on Okemos Road from Central Park Drive north. This area floods every year and it is time the Road Commission started looking at improvements in this area. He said he hopes the fix will come sooner than 20-some years down the road.

Mr. Provencher commented on the Meridian Township pathway project being outside the Road Commission’s realm of interest. He also asked if the Delhi Pathway is outside the Road Commission’s right of way. Mr. Conklin stated that the general idea of an enhancement comes from federal legislation which requires a percentage of all highway funds be made available for enhancement purposes to promote alternate modes of transportation. As an Act 51 agency, the Road Commission assists the township in obtaining these grant funds by administering the project and overseeing the funds. Cities and Villages are also Act 51 agencies and handle their own enhancement projects.

There were no further questions or comments on the proposed 2008 projects. Chair Smith asked Mr. Peterson to review the proposed 2009 projects.

Mr. Peterson reviewed the projects as follows:

1. Waverly Road from Moores River Drive to Lansing Road. The project will consist of drainage improvements and concrete pavement repair. Federal funding will be used for this estimated $440,000 project.

2. Waverly Road from Saginaw Highway to Willow Street. The Road Commission will partner with Lansing West Side Water to install new watermain and reconstruct the roadway. Federal funding will be used for this estimated $865,000 project.

3. Waverly Road from Michigan Avenue to Saginaw Highway.  The project will consist of minor drainage improvements and resurfacing.  Federal funding will be used for this estimated $320,000 project.

4. Marsh Road from Grand River Avenue to Hamilton Road.  The project will consist of removal and replacement of the driving surface with some spot curb and gutter repairs.  Federal funding will be used for this estimated $200,000 project.

Mr. Peterson commented that the Waverly Road (Michigan to Saginaw) project and the Marsh Road project were not included in the public hearing notice because funding for these two projects was just recently received and since a 30 day notice on the public hearing is required, it was not known at the time of publication whether or not funding would be approved.

5. Park Lake Road @ Burcham Drive Roundabout. The intersection will be raised significantly. There are many utilities in the roadway, i.e., drain, water main, phone. The end result will be a lesser slope along Park Lake Road to the roundabout. There is also significant right of way to be obtained.

Mr. Provencher asked if the proposed changes to the Park Lake Road and Burcham Drive intersection will make it more conducive to non-motorized travel? Director of Operations Joe Pulver stated it would be much better than it is now and less steep. Mr. Peterson said it will be similar to the other roundabout locations in Ingham County.

Chair Smith indicated this will alleviate people stopping on Park Lake Road for Burcham Drive traffic, where there are currently no stop signs.

Ms. Page asked if the Road Commission would be purchasing the necessary right of way, or if it can be obtained without cost. Mr. Peterson said that three of the four quadrants need additional right of way. He said that the City of East Lansing is one of the property owners and they have signed on to the roundabout concept, but right of way negotiations have not yet begun. The property in the northwest quadrant is owned by Burcham Hills. He said that contact has been made with Burcham Hills, but they have not been too receptive. Mr. Peterson said he did not know if there would be actual costs associated with obtaining the right of way needed.

Mr. Peterson also indicated that application has been made for Congestion Mitigation & Air Quality funding for this project and it has not yet been approved. Mr. Peterson said that obtaining these funds is quite competitive. If approval is not obtained for this project, it will have to be postponed to some point in the future when funding might become available.

No additional comments were offered regarding the proposed construction projects. Chair Smith closed the public hearing at 7:25 P.M.

AGENDA ITEM #11 – BOARD UPDATES/COMMENTS.

Chair Smith stated he recently heard some very positive comments from Delhi Township commending Mr. Conklin on his presence and comments at a recent public hearing at the township.

AGENDA ITEM #12 – LIMITED PUBLIC COMMENT.

Leonard Provencher of 5824 Beuna Parkway, Haslett, indicated he had a few comments he wished to make since it had been a while since he appeared before the board. His comments were as follows:

1. He travels the intersection of Mt. Hope Road and Farm Lane several times a week. The improvements made at this location are great ones.

2. He praised the Road Commission on this year’s winter maintenance.

3. He wanted to thank whoever put Cheryl Fritze on the search committee for the Managing Director. Mr. Conklin is a good public representative and Cheryl’s participation was invaluable.

4. He hopes the Okemos Road flooding problem north of Central Park Drive gets addressed soon.

5. He recently visited his aunt at the Dobie Road facility and saw the Road Commission doing some pothole patching. In the few hours that he was at the facility, the patch material was already gone. He does not think cold patching is spending the public’s money too wisely.

6. The Road Commission’s web site has improved vastly over the last year and it is very helpful. He asked why a user i.d. is required to get access to the minutes.

7. Thank you for the mailing regarding the public hearing tonight. He appreciates being notified of these hearings.

8. He still wants to pursue an adopt-a-road program. He will be making that request again.

9. At the intersection of Hagadorn Road and Mt. Hope Road, on the southeast corner, did the road commission give up some right of way to the developer? Director of Engineering Bob Peterson said no, the Road Commission has as much right of way at this location as it ever did. Mr. Provencher commented, so much for green space in Meridian Township.

No additional public comment was offered. The meeting adjourned at 7:30 P.M.

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