**APPROVED MINUTES**

Mason, Michigan

September 30, 2008

The Board of Ingham County Road Commissioners held a regular meeting on Tuesday, September 30, 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, Robert H. Peterson, Director of Engineering, Tina M. Henry, Finance Director, James L. Charles, Interim Director of Operations, and Peter A. Cohl, the Board’s labor counsel.

Others Present: Will Comstock, Western District employee, Richard Phillips, Engineering Department Construction Engineer, and Douglas L. Steffen, Engineering Department employee and OPEIU Chief Steward.

Chair Smith called the meeting to order and lead with the Pledge of Allegiance.

The Chair excused Finance Director Tina M. Henry so she could leave for the MERS conference in Traverse City.

AGENDA ITEM #4(a) – PRESENTATION BY HEALTH DEPARTMENT.

Mr. Marcus Cheatham and Ms. Christine Hendrickson from the Ingham County Health Department were present. Mr. Cheatham presented a Resolution of Appreciation to the Road Commission and in particular, Bill Conklin and Jim Charles, to recognize the Road Commission for its involvement in the mass vaccination pandemic flu clinic exercise held on June 13, 2008. Mr. Cheatham said that pandemics and epidemics are a reality and are serious and if they should ever evolve, it requires full community participation and support.

AGENDA ITEM #5 – CONSENT AGENDA.

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the following agenda items be considered for approval under consent:

A. Agenda Item #6, Minutes of August 19 and September 16, 2008.

B. Agenda Item #7, Routine and special permits.

C. Agenda Item #9A, Accounts Payable.

D. Agenda Item #10A, Purchase of three patch trucks.

3 yes, 0 no. Motion carried unanimously.

Agenda Item #6 – Minutes.

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the minutes of the meetings of August 19, 2008, and September 16, 2008, be approved as presented. 3 yes, 0 no. Motion carried unanimously.

Agenda Item #7 – Permits.

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

08-0373 08-0477 08-0511 08-0514 08-0516 08-0517

08-0520 08-0519 08-0521 08-0522 08-0523 08-0524

08-0533 08-0534 08-0535 08-0536 08-0218 08-0513

08-0525 08-0526 08-0527 08-0528 08-0529 08-0530

08-0531 08-0532

3 yes, 0 no. Motion carried unanimously.

Agenda Item #9A – Accounts Payable.

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that accounts payable be confirmed and approved for the period of September 1-14, 2008, as follows: check numbers #91524 through #91600, totaling $746,197.69. 3 yes, 0 no. Motion carried unanimously.

Agenda Item #10A – Purchase of Patch Trucks.

RESOLUTION AUTHORIZING THE PURCHASE OF THREE PATCH TRUCKS.

RESOLUTION #092-08

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 the budgeted purchase of three GMC Sierra patch trucks from Red Holman GMC of Westland, Michigan, for the total cost of $58,612.75. This purchase is through MIDEAL (State of Michigan).

AGENDA ITEM #4(b) – CLOSED SESSION MEETING WITH LABOR COUNSEL.

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board enter closed session at 6:10 P.M. for the purpose of discussing pending labor contract negotiations/mediation with its labor counsel, Peter A. Cohl. Roll call vote: Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes. 3 yes, 0 no. Motion carried unanimously.

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board come out of closed session and reconvene the regular meeting at 7:00 P.M. Roll call vote: Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes. 3 yes, 0 no. Motion carried unanimously.

AGENDA ITEM #8 – MANAGING DIRECTOR REPORTS.

A. 2008-2009 Snow Removal. Managing Director Bill Conklin reviewed with the Board, the snow removal efforts to be undertaken this year. He suggested that we spend less overtime in the subdivisions; however, people who live in these areas are the more likely to call and complain than rural residents. Chair Smith asked what operations would be undertaken on weekends. Mr. Conklin suggested we need to wait and use our best judgment depending on the storm. Chair Smith said he would be willing to entertain a change in snow removal operations, but would like to know how that’s going to work. Vice Chair Guenther stated he would agree to make that decision based on a snowfall by snowfall assessment. He said that in the past they did their best to assess the subs based on snowfall because the older subs that have more mature trees will not thaw as fast and sometimes those are the ones that are done first. The mature trees also tend to block the sun and keep the roads icy longer than others. Mr. Conklin stated that with storms of up to six inches of snow, the primaries and bridge decks will be done first in the morning hours, then the locals and subs will be done in the pm hours.

Commissioner Rodgers said she agreed with determining what to do based on the snow type and how it accumulates. We just need to do the best we can and assess as the snow arrives.

Mr. Conklin also reviewed the new ICRC newsletter, which has been prepared by the Road Commission’s Public Relations Coordinator, Rahman Shareef. With some minor changes regarding the snow removal operations based on this evening’s discussions, he said the newsletter will be sent to all the townships, county board members, and various subdivision associations. Commissioner Rodgers said she liked the newsletter and had only a few edits, which she would review with the Managing Director after the meeting.

B. Managing Director Residency Status. Mr. Conklin stated he had his house on the market from March through August, with not one offer; even after lowering the price. He will be requesting an official extension at the end of the year.

AGENDA ITEM #12A – ICRC STAFFING PLAN RECOMMENDATION.

Vice Chair Guenther stated he would move approval of the entire plan as outlined in the written recommendation by the Managing Director. He said this is what the Board has been waiting for and he is very happy with the way this has been done and all of the work that has gone in to all of the aspects of the plan.

RESOLUTION APPROVING THE MANAGING DIRECTOR’S STAFFING PLAN FOR THE INGHAM COUNTY ROAD COMMISSION.

RESOLUTION #093-08

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

BE IT RESOLVED that the Board approves the Managing Director’s staffing plan as outlined in a Memorandum to the Board dated September 26, 2008, and equates to the following bottom line (details of the Managing Director’s complete recommendation with all details will be on file in the office of the Secretary to the Board and available for public inspection upon request):

Positions to be filled, either internally or externally:

(1) Four (4) AFSCME Highway Worker Class 3 positions.

(2) One (1) AFSCME Highway Worker Class 7-Mechanic position.

(3) One (1) OPEIU Finance Clerk.

(4) One (1) OPEIU Finance & Benefits Coordinator.

(5) One (1) OPEIU Signal Technician.

(6) One (1) OPEIU Traffic/Engineering Technician.

(7) One (1) SEIU Sign & Signal Shop Supervisor.

Discussion on the Motion: Commissioner Rodgers stated she had a little trouble following the memorandum and where the positions fall on the organizational chart, including the direct lines of supervision. She said she doesn’t necessarily need to know, but it just wasn’t clear to her, however, she has no problem with the concept. She said she would leave implementation of the plan to the Managing Director, but in the future, would like to see an organizational chart.

AGENDA ITEM #11A – AWARD OF PROPOSAL #1541.

Director of Engineering Bob Peterson reviewed his recommendation for award of Proposal #1541 for local and primary road paving projects. He stated that all of the local road bids either exceed the 5% provision contained in our existing inter-agency agreements, or require initial township board consideration. He said all of the townships have been contacted regarding the as-read bid prices. All of the townships need a little time to determine how to proceed, if at all. If they decide to proceed with the higher prices, new inter-agency agreements will be required. Mr. Peterson said since it is already late in the paving season, we need to expedite the process as much as possible to get the work done. He recommended that award of the contracts be made contingent upon township approval. Also, the primary road paving project on Grand River Avenue came in under staff’s estimate and Mr. Peterson recommended award to the low bidder, MPM (Spartan Asphalt).

RESOLUTION APPROVING AWARD OF PROPOSAL #1541 FOR 2008 LOCAL AND PRIMARY ROAD PAVING PROJECTS.

RESOLUTION #094-08

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 #1541 for primary and local road paving projects, contingent upon Township approval of the higher prices, as follows:

(a) Item VI, Lansing Township, Morris Avenue catch basin adjustments, to the low bidder Tom’s Advanced Paving, for its low bid cost of $24,000.00.

(b) Item VII, Leroy Township, Chula Vista Subdivision, to the low bidder Michigan Paving Materials, for its low bid cost of $83,298.00.

(c) Item XVI, Williamstown Township, Newman Road, to the low bidder Tom’s Advanced Paving, for its low bid cost of $28,049.00.

(d) Item XVII, primary road paving on Grand River Avenue, to the low bidder Michigan Paving Materials, for its low bid cost of $282,432.50.

AGENDA ITEM #13 – COMMISSIONER COMMENTS/UPDATES.

A. Vice Chair Guenther asked if the new salt storage building at the Metro Garage is full yet? Interim Director of Operations Jim Charles responded it has 2500 tons of salt in it.

B. Chair Smith announced that Willis Bennett has been offered, and has accepted, the position of Ingham County Parks Director.

No public comment was offered. The meeting was adjourned at 7:40 P.M.

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