**APPROVED MINUTES**

 

 

Mason, Michigan

February 8, 2007

 

 

The Board of Ingham County Road Commissioners met for a regular meeting on Thursday, February 8, 2007, 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:  John W. Midgley, Managing Director, Deborah L. Bellows, Secretary to the Board, Robert H. Peterson, Director of Engineering, Joseph D. Pulver, Director of Operations, and Kathryn M. Haves, Director of Administrative Services.

 

Others Present:  Maynard Beery, proprietor of Holley Meadows PUD, Scott Fairmont, proprietor of Champion Woods PUD, Dale Arnett, Eastern District Supervisor, Cindy Farley, Western District employee and AFSCME Local 1499 Secretary, Bryan Weiferich, Eastern District employee and AFSCME Local 1499 Chief Steward, William Comstock, Eastern District employee, Todd Pentecost, Eastern District employee, and Robert Alling, Mason Shop employee/steward.

 

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

 

#4 – CONSENT AGENDA.

 

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

 

A.         Agenda Item #5 – Approval of Minutes.

B.         Agenda Item #6 – Routine Permits.

C.         Agenda Item #8A – 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 25, 2007, be approved as presented.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #6 – Permits.

 

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

 

06-0853 06-0854            07-0035            07-0036            07-0040            07-0041

07-0047 07-0048            07-0049            07-0050            07-0051            07-0052

07-0053 07-0054            07-0055            07-0056            07-0057            07-0058

07-0059 07-0030            07-0031            07-0032            07-0033            07-0034

07-0037 07-0038            07-0039            07-0042            07-0043            07-0044

07-0045 07-0046            07-0060            07-0061            07-0062            07-0063

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #8A – Accounts Payable.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period from January 22-February 4, 2007, be approved as follows:  check numbers #87746 through #87849, totaling $601,630.60 (including 4D payment of $8,922.28 and payroll).  3 yes, 0 no.  Motion carried unanimously.

 

#9C – PRELIMINARY SITE PLAN FOR CHAMPION WOODS PUD.

 

Proprietor Scott Fairmont was present for discussion. 

 

Director of Engineering Bob Peterson stated this development is an 80 unit single family development located on 54.97 acres west of Hulett Road and north of Bennett Road.  The preliminary site plan was approved by the Road Commission in February of 2006.  He stated that subsequent to that approval, the MDEQ determined that the proposed stub road to the south would have a significant impact to the wetlands located on the Okemos Schools property to the south if it were ever to be extended.  Mr. Peterson said the site plan has been revised with the stub road located further west along the south property line to avoid future conflict with the wetlands. 

 

Commissioner Rodgers questioned the approval process and asked why this wouldn’t have gone to the MDEQ first.  She said that doesn’t make much sense to her that other agencies would give approval, but then when it gets to the DEQ, there would be problems and the proprietor would basically have to start over.  She asked why the approval process doesn’t start with the DEQ?

 

Mr. Fairmont agreed that it doesn’t make much sense, but that is how the process works.  He stated he approached the DEQ first to have them define the wetland area, but that is all they did.  He said he does not understand it either, but the process is that the DEQ doesn’t make comments or review developments until the governmental agencies have signed off.  Mr. Fairmont indicated the DEQ won’t even look at the design until the township, drain commission and road commission have all reviewed and approved the proposed development.

 

Mr. Peterson recommended re-approval of this development.

 

RESOLUTION RE-APPROVING THE PRELIMINARY SITE PLAN FOR CHAMPION WOODS PUD LOCATED IN MERIDIAN CHARTER TOWNSHIP.

 

RESOLUTION #024-07

 

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 Site Plan for Champion Woods PUD located in Section 29 of Meridian Charter Township.  The proprietor is Champion Woods LLC (Scott Fairmont).

 

#9D – PRELIMINARY SITE PLAN FOR HOLLEY MEADOWS PUD.

 

Proprietor Maynard Beery was present for discussion.

 

Director of Engineering Bob Peterson stated the current site plan for Holley Meadows PUD (dated November 2006) was modified by eliminating the roadway to the south ending on a cul-de-sac and reducing the number of lots from ten to nine.  Roadway connection to the north property line remains in place as originally required by the Road Commission.  Mr. Peterson said the proposed egress/ingress onto Aurelius Road meets Road Commission sight distance requirements. 

 

Mr. Beery stated this development consists of nine site condos, which are individual detached homes.  He said the price range will be $225,000-$350,000.

 

Mr. Peterson recommended re-approval of the preliminary site plan.

 

RESOLUTION RE-APPROVING THE PRELIMINARY SITE PLAN FOR HOLLEY MEADOWS PUD LOCATED IN DELHI CHARTER TOWNSHIP.

 

RESOLUTION #025-07

 

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 Site Plan for Holley Meadows PUD located in Section 34 of Delhi Charter Township.  The proprietor is Maynard Beery.

 

#7 – MANAGING DIRECTOR REPORTS.

 

A.         The minutes of the January 23, 2007, meeting of the Lansing Township Board of Trustees has been received.  At that meeting, the Township Board approved constructing Lake Lansing Road, west of the new Chamberlain Drive roundabout, to four lanes and striping it to three lanes with bikeways. 

 

B.         The Board will meet with the County Services Committee on March 6th to discuss the Road Commission’s 2007 budget.

 

C.         The Road Commission has been planning the installation of a traffic signal at the intersection of Cedar Street and Delhi Commerce Drive in 2007.  However, as a result of a meeting held recently with representatives of the Delhi DDA, it has been determined that the signal will not be installed until 2008 or 2009, due to the lack of development on the west side of the road, but in anticipation that the development will be completed and traffic warrants will be met by 2008 or 2009.  Staff no longer recommends the closure of the driveway off of Cedar Street that enters the L&L Shop Rite plaza.

 

D.         The proposed reconstruction of Cedar Street between Dallas Street and Holbrook Drive, which will be paid for by the Delhi DDA, is projected to begin in the spring of 2008.  The estimated cost of this project is $3,800,000.00.  It is anticipated that bids can be let in February 2008.  Mr. Peterson stated an 80 foot median is proposed on this portion of roadway, with curb and gutter and a roundabout at Holbrook Drive.  Commissioner Guenther stated public meetings need to start happening soon.  Mr. Peterson noted the first round of public meetings will begin with the 2007 construction public hearing scheduled for March 8, 2007, of which this project is listed.

 

E.         Mr. Midgley stated his computer’s hard drive has given up and needs to be replaced.  It will cost $800 to replace it, or $400 to repair the components.  Commissioner Rodgers asked what brand the computer is.  Mr. Midgley stated it is a Dell and is four years old. 

 

F.         Mr. Midgley stated he would recommend using Road Commission funds for most of the projects that were proposed to be paid for with bond funds in 2007.  Those projects would be the radio tower, the electric scales, the replacement of the Sign Shop tile floor, and the construction of the Metro District salt storage building.  Commissioner Guenther asked why the change in direction.  Mr. Midgley stated the Road Commission has some cash reserve that can be used to pay for these projects.  He indicated the cash reserve is now at a point where he is comfortable, and he feels if these project were paid for with Road Commission funds, it would save the bonding fees.

 

Commissioner Guenther stated he shot down the purchase of trucks last fall when the budget outlook was pretty bleak.  He said that is one thing we shouldn’t fall behind on is keeping up with equipment.  Now we are a year behind.  He said he would prefer using Road Commission funds to purchase more equipment and to go ahead with the bond program for the rest.  Commissioner Guenther stated there is no guarantee that the State Legislators will approve a gas tax increase now, or in the future.

 

Commissioner Rodgers stated she wanted to make it very clear that she is not opposed to bonding for these projects, she just doesn’t like paying the fees associated with it.  She said she merely asked staff to look at other alternatives and to get some information from the county.  She stated that it is her opinion that Board members should approach their colleagues to borrow this money more cost effectively from the county.  Commissioner Rodgers stated she does not know how much cash reserve the Road Commission actually has, but she doesn’t want to take that down to nothing.  However, if equipment needs to be purchased, then so be it.  She said she simply does not have enough information to make an informed decision about this issue.  Commissioner Rodgers stated, however, that she is not comfortable not having good, reliable equipment.  She said she fully supports improvements at the garages.

 

G.         Mr. Midgley asked the Board if something different can be done when entering agreements with outside entities for work done by the Road Commission.  For instance, for the Hagadorn Road Bridge replacement project this year, the sidewalk work is a non-participating cost.  The Road Commission will need to enter an Agreement with both Meridian Township and the City of East Lansing for the costs that they will reimburse the Road Commission.  In the past, an estimate is set up, and the governmental agency pays the Road Commission based on that.  At the end of the project, a final invoice goes to the other agency and is either higher, or lower, than the original estimate.  Ultimately, the Road Commission is either reimbursing the other party, or they owe the Road Commission more money.  This is a bookkeeping nightmare.  Mr. Midgley suggested that the entity be given a fixed price, either based on the best estimate or contract price.  The fixed price would be paid up front and that is the end of it.  If the total is less, the Road Commission keeps the money, if it is more, the Road Commission eats that cost.  Then there is no need to come back later and try to settle out.  This could also work with the township matching program.  The only time this would not be used is when there is a major change to the contract, then that would be settled up with the contracted agency.

 

Mr. Peterson stated he discussed this possibility with both the City of East Lansing and Meridian Township for the Hagadorn Road Bridge sidewalk work.  Both entities are agreeable to the concept.  Ray Severy of Meridian Township did ask, however, how this would work with the 11 percent overhead charges. 

 

Commissioner Rodgers asked where the money is put that is paid up front.  Mr. Midgley stated it goes into the cash reserves until it is used. 

 

The Board’s consensus was to try this method on the Hagadorn Road Bridge project with the City of East Lansing and Meridian Township and see how it works.

 

H.         Mr. Midgley stated he has contacted all of the county commissioners requesting a meeting to discuss Road Commission issues.  Eleven have responded in favor of a meeting.

 

#8B – FINAL REVISIONS TO IRS SECTION 125 PLAN.

 

Director of Administrative Services Kathy Haves reviewed the IRS Section 125 Plan.  She stated that at the last meeting, the Board made revisions that at times of employee insurance changes, both adding and removing individuals, in connection with changes in the waiver payments, would take place simultaneously.  She stated when a person drops a dependent child at age 19, the adjustment to the insurance premium doesn’t actually take place until the following January.  Should this scenario be treated in the same manner, that the waiver payment, if any, would not change until the following January?  Or would it take place right away?  The Board said it all has to be consistent with everything else, so when the insurance changes, the waiver payment will change, as with the others.

 

#8C – GASB 43 & 45.

 

Director of Administrative Services Kathy Haves recommended hiring a consultant to perform an actuarial relative to GASB 43 and 45 requirements.  This is the provision for funding retiree health care up front, instead of month to month.  Although this requirement is for private, not public, entities, it still needs to be listed as a liability.  MERS has recommended having an actuarial done to determine our liability.  Ms. Haves stated we have no funds put aside for this in the 2007 budget.  The company being recommended has been used by other county road commissions.  The reason the cost is so high is because we now have five groups of employees.

 

Commissioner Rodgers asked if any of the references were contacted.  Ms. Haves stated it was put out on the list serve through the CRAM web site.  No response was received from Eaton, Clinton or Jackson Counties.  However, positive responses were received from Kent, Washtenaw, Genesee, and Macomb Counties.  Commissioner Rodgers stated she is not opposed, but wonders why the Road Commission’s auditors aren’t doing it.  Don’t they have the expertise?  Ms. Haves stated there is a specialty to this area and an actuarial is not normally done by a CPA, they are actuaries.  Commissioner Rodgers stated the auditors should be part of the process though, and should know that it is being done.  She said that all of this should be accomplished at the same time.  Ms. Haves stated that the Road Commission needs to find out what its liability is for this and the actuarial should be done as soon as possible.

 

RESOLUTION AUTHORIZING HIRING GABRIEL ROEDER SMITH & COMPANY TO PERFORM AN ACTUARIAL STUDY TO CONFORM WITH REQUIREMENTS OF GASB 43 & 45.

 

RESOLUTION #026-07

 

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 Administrative Services, the Board authorizes hiring Gabriel Roeder Smith & Company to perform an actuarial valuation of the Ingham County Road Commission’s retiree health care benefits in order to conform with requirements of GASB 43 and 45.  The cost of the services of Gabriel Roeder Smith & Company will be $11,660.00 for the actuarial valuation.

 

#8D – CLEANING SERVICES.

 

Director of Administrative Services Kathy Haves reported that the current cleaning service has not worked out.  They are unable to provide the service we expect.  Ms. Haves recommended awarding the cleaning services contract to the next bidder, Simply Superior Cleaning of Grand Ledge for an annual cost of $40,000.00.

 

Ms. Haves stated this company will start on February 12th.  Commissioner Rodgers asked if a client list or references were requested in the RFP.  Ms. Haves stated she asks for references, but doesn’t normally ask for a client list.  Commissioner Rodgers suggested that in the future, a client list be required.

 

Commissioner Guenther asked what was being paid to the former service, Knight Cleaning Service?  Ms. Haves said $62,000.00 annually.  Director of Operations Joe Pulver stated that included the door mats, and they cleaned every day.  Commissioner Guenther stated we learned the hard way that you get what you pay for.    He said it was too bad we couldn’t get them to come back.  Chair Smith stated that he has tried to call them at all hours and never gets a response.  He is surprised that a business wouldn’t have an answering machine.  Mr. Pulver stated he had the same problem, and has also tried going to their home, but no one answers the door.

 

Commissioner Rodgers expressed her concern with only cleaning twice a week, especially bathrooms.  There are over 80 people using the various bathrooms, plus the public, and she just does not think that twice a week will be enough.  The Board indicated it could certainly increase the number of times a week the cleaning is done.  Staff is to report back if this becomes an issue.

 

RESOLUTION APPROVING CLEANING CONTRACT WITH SIMPLY SUPERIOR CLEANING OF GRAND LEDGE.

 

RESOLUTION #027-07

 

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 Administrative Services, the Board approves entering into a contract with Simply Superior Cleaning of Grand Ledge to provide cleaning services for the Road Commission’s Administration Building, Sign Shop Building, Shop Building, Metro Garage facility, and the Eastern District Garage facility, for an annual amount of $40,000.00.

 

#8E – RATIFICATION OF THE SEIU LABOR CONTRACT.

 

Director of Administrative Services Kathy Haves informed the Board that a tentative agreement has been reached with the employees of the Service Employees International Union (SEIU) Local 517M.  She stated those employees ratified the labor contract late this afternoon, with two additional word changes.  Those changes would be on page 9, Article 8, Employee Separation, Section 2-Termination, paragraph A, change the word “action” in the first line to “misconduct”.  Paragraph B (same section), fifth line, change the beginning of the new sentence from “Medical inability” to “Just or reasonable cause”.

 

Ms. Haves stated she did not have a problem with either change.  She said the union’s reasoning with the second change, is that there may be other extenuating circumstances other than medical reasons that would prevent the employee from being present for more than three days without notifying the Employer, such as jail time.  The point being that there may be other reasons than medical. 

 

Commissioner Rodgers stated that on page 16, Article 12-Hours of Work, Section 4, states:  “… Excused paid absences shall be considered as time worked.”  She stated that in today’s world, most employers are getting away from that language.  Ms. Haves stated she was aware of that, and tried, unsuccessfully, to negotiate a change in that language.  However, there were discussions during negotiations regarding this language.  Commissioner Rodgers said she didn’t know if the other two labor contracts have this same language, but she would be pursuing this change in the future.

 

Commissioner Rodgers stated she had a comment regarding Article 5-Management Rights, page 7, under the seventh paragraph of the article.  The new language added regarding temporary transfers to higher paid positions.  Commissioner Rodgers stated she has no problem paying people additional money for temporarily performing duties in a higher classification, but she is surprised that there is no language specifying how this will be implemented and paid.  She asked if a conversation was held during negotiations as to how this would be implemented?  Ms. Haves said no, after the 61st day, the employee would get the higher rate of pay for the position that was occupied.

 

Commissioner Rodgers said, yes, but there are steps to each classification.  For example, I am the purchasing agent at the top of the chart ($60,529), and you have asked me to temporarily transfer to a district supervisor position and perform those duties.  Are you going to pay me at the district supervisor rate, step 4 ($61,513) or at step 5 ($64,758)?

 

Ms. Haves said she hadn’t put much thought into that and it didn’t come up during negotiations.  Commissioner Rodgers said she has a problem with the language because it doesn’t specify how management is going to implement the temporary transfer or the rate of the higher pay level.

 

Commissioner Rodgers said she is accustomed to people getting a raise in pay to the next highest level that gives them a raise; but she is not accustomed to going from step to step.  She said she does not necessarily think that a temporarily transferred employee should get a $4200 raise (as in the scenario questioned), particularly if they are replacing someone who may not be at the top of the salary scale.  Commissioner Rodgers said she would have a problem with that and staff needs to work this out.

 

Commissioner Rodgers said she did not want to hold up approval and signing of the contract, so this needs to be accomplished with a Letter of Understanding drafted for the Board.  She said the Board needs to see the proposed language that will be proposed for implementation and pay for temporary transfers to higher paid positions.

 

Commissioner Rodgers said this would be part of this article under management rights and it doesn’t need to be agreed to by SEIU, but it does need to be discussed with them.  She said she does not believe in unilaterally making changes to something without discussion with the proper individuals.

 

RESOLUTION RATIFYING THE LABOR CONTRACT WITH THE SERVICE EMPLOYEES INTERNATIONAL UNION (SEIU) LOCAL 517M OF THE INGHAM COUNTY ROAD COMMISSION.

 

RESOLUTION #028-07

 

BE IT RESOLVED that upon recommendation of the Employer’s bargaining team, the Board hereby approves and ratifies the labor contract with the Service Employees International Union (SEIU) Local 517M employees of the Ingham County Road Commission.  The term of the contract is from January 1, 2006, through December 31, 2007.  This contract is ratified with the understanding that a Letter of Understanding will be drafted for Board approval regarding implementation and pay rates for temporarily transferred employees to higher classified positions, under Article 5-Management Rights, seventh full paragraph, page 7.

 

Discussion:            Chair Smith stated that with the ratification of the SEIU contract, the Construction Engineer and the Sign & Signal Manager are officially non-bargaining/management employees.  He said that the persons occupying these positions should now get the wage increases that the other non-bargaining employees got, retroactively paid to January, 2006. 

 

Vice Chair Guenther stated that last year, the Board approved a reclassification/promotion for the Sign Shop Supervisor and had, at that time, intended to give a pay increase commensurate with the job duties once the position was officially removed from the SEIU bargaining unit.  With the retirement of the then Director of Traffic & Safety in January 2006, the Sign Shop Supervisor took on many new duties and the creation of the Sign and Signal Manager position was established, which combined both the sign shop and the signal shop.  A new job description was also written.  Vice Chair Guenther stated that Mr. Charles (incumbent employee) has been performing all of these additional duties with no change in pay grade.  He said he would recommend placing the Sign and Signal Manager position at the pay grade 4 level, step 5, retroactive to January 1, 2006.

 

RESOLUTION APPROVING RECLASSIFICATION AND RETROACTIVE PAY FOR TWO NON-BARGAINING EMPLOYEES.

 

RESOLUTION #029-07

 

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

 

BE IT RESOLVED that the Board hereby authorizes a wage increase for the Construction Engineer in the amount of two percent for 2006 and 1.5 percent for 2007, both to be retroactively paid.  The Board also officially approves the reclassification/promotion of the Sign Shop Supervisor to Sign and Signal Manager and approves the wage to be set at Grade 4, Step 5 in the non-bargaining employees wage chart, to be retroactively paid to January 2006, which includes the two percent wage increase for 2006 and 1.5 percent wage increase for 2007, which were previously approved for non-bargaining employees.  With this action, the Construction Engineer and the Sign & Signal Manager will also pay, by payroll deduction, three percent of the monthly cost for health care premiums.

 

#8F – DECLARATION OF OBSOLETE POLICY.

 

Director of Administrative Services Kathy Haves recommended that Board Policy #BP-241, which establishes overtime payments to supervisory personnel, be declared as obsolete because it is covered in the SEIU labor contract with the supervisors.

 

Moved by Commissioner Rodgers and Supported by Commissioner Guenther, that the Board declares as obsolete, Board Policy #BP-241 which provides for the qualification for payment of overtime for supervisory personnel, because this issue is covered under the current labor contract with SEIU supervisory employees of the Road Commission.  3 yes, 0 no.  Motion carried unanimously.

 

#8G – RECOMMENDATION FOR EMPLOYEE ASSISTANCE PROGRAM VENDOR.

 

Director of Administrative Services Kathy Haves reported that a request for proposals went out last October for an employee assistance program and a substance abuse program for the Ingham County Road Commission.  Responses were received from five vendors.  An evaluation team made up of four non-bargaining employees, who evaluated the proposals received in November and December.  The evaluation team identified the top two vendors and scheduled on-site visits in January.  The evaluation team met in January with representatives of the three bargaining units and discussed the recommendation for the new vendor.  A site visit of the recommended vendor was scheduled with the representatives of the bargaining units.

 

Ms. Haves stated that based on the feedback from these visits and the total evaluation process, she would recommend that we proceed in entering a contract with HelpNet/Concern for EAP services to the Ingham County Road Commission employees.

 

RESOLUTION APPROVING ENTERING A CONTRACT WITH HELPNET/CONCERN EMPLOYEE ASSISTANCE PROGRAM FOR SERVICES TO THE INGHAM COUNTY ROAD COMMISSION AND ITS EMPLOYEES.

 

RESOLUTION #030-07

 

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

 

BE IT RESOLVED that upon recommendation of the EAP evaluation team, the Board approves entering a contract with HelpNet for Employee Assistance Program services and Substance Abuse Program services for the Ingham County Road Commission and its employees.  The cost of this program will $2,500.00 annually and will cover all employees of the Road Commission, and $600.00 per occurrence for Substance Abuse Professional services.

 

#9A – FINAL PLAT OF EMBER OAKS NO. 2.

 

Director of Engineering Bob Peterson stated the Board approved the Final Plat of Ember Oaks No. 2 in May 2006.  The final plat mylar has finally been received by the Road Commission for signature by the Board Chair.  He recommended approval for the Chair to sign the plat mylar based on Board approval from May 2006.

 

RESOLUTION AUTHORIZING THE CHAIR TO SIGN THE FINAL PLAT MYLAR FOR EMBER OAKS NO. 2 LOCATED IN MERIDIAN CHARTER TOWNSHIP.

 

RESOLUTION #031-07

 

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 its Chair to sign the final plat mylar for Ember Oaks No. 2, which was approved in May 2006, and which is located in Section 35 of Meridian Charter Township.  The proprietor is Keith Schroeder.

 

#9B – RE-APPROVAL OF THE FINAL PLAT OF ASHTON COURT.

 

Director of Engineering Bob Peterson explained that the Board approved the Final Plat of Ashton Court in April 2006.  Subsequently, there was an error in the processing of the plat by Vevay Township.  The township planning commission approved the preliminary plat, but it somehow did not find its way to the Township Board for final approval of the preliminary plat until December 2006.  Mr. Peterson stated that final plat approvals cannot be obtained from other governmental agencies until after the township’s approval of the preliminary plat, so in order to keep the dates in the proper sequence and to continue to move the plat toward recording, it is necessary to obtain re-approval from the Road Commission, showing a date of approval after the December 2006 township approval date.  He recommended that the Board re-approve the Final Plat of Ashton Court.

 

RESOLUTION RE-APPROVING THE FINAL PLAT OF ASHTON COURT LOCATED IN VEVAY TOWNSHIP.

 

RESOLUTION #032-07

 

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 Final Plat of Ashton Court located in Section 10 of Vevay Township.  The proprietor is Peachtree Associates (Tom Bergeon).

 

#9E – CONTRACT WITH MIDWESTERN CONSULTING LLC FOR THE SIGNAL OPTIMIZATION PROJECT.

 

Director of Engineering Bob Peterson recommended approval of the third party contract with Midwestern Consulting LLC for the signal optimization project to be conducted in 2007.  Mr. Peterson stated this project is 100 percent funded with CMAQ funds.  The Road Commission will cover all costs and be reimbursed by MDOT.

 

RESOLUTION APPROVING THIRD PARTY CONTRACT WITH MIDWESTERN CONSULTING LLC FOR THE SIGNAL OPTIMIZATION PROJECT TO BE CONDUCTED IN 2007.

 

RESOLUTION #033-07

 

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 approves the third party contract with Midwestern Consulting LLC for the signal optimization project to be conducted in 2007, utilizing 100 percent CMAQ funding.

 

#9F – ICRC PROJECTS FOR 2007-2011.

 

Director of Engineering Bob Peterson reviewed the projected projects for the years 2007 through 2011.  Some of these projects will be federally funded and some of them will be ICRC funded, but he wanted to include all projects so the Board could get an idea of what will be coming up in the next five years.  There are two new projects for Mt. Hope Road which have been placed in the 2010 and 2011 list of projects.  Also, the signal at Cedar Street and Delhi Commerce Drive will be moved to the 2009 projects, and the Cedar Street from Dallas Avenue to Holbrook Drive project has been moved to the 2008 projects.

 

Commissioner Rodgers asked if there would be any joint funding with Eaton County for the two sections of Waverly Road proposed improvements.  Mr. Peterson said no, Waverly Road south of Columbia Road is maintained by Eaton County, and Waverly Road north of Columbia Road is maintained by Ingham County.  This is by Agreement between the two road commissions from many years ago.

 

#10A – COST AGREEMENT FOR TRAFFIC SIGNAL CONTROL.

 

Managing Director John Midgley informed the Board that when the Waverly Community Schools were billed for their annual utility charges for the school flasher on Michigan Avenue, they called the Sign and Signal Manager to inquire about doing their own maintenance and paying for their own utility charges on this flasher.  It seems this is the only flasher they have that they pay someone else to maintain.  The original of the Agreement could not be located, so a new one was drafted.  The Waverly Community Schools have give the Road Commission notice that they wish to terminate this contract effective July 1, 2007.  In the meantime, a new Agreement needs to be on file in case something happens to the flasher which requires maintenance.  He recommended approval of the Agreement and acceptance of the termination notice effective July 1, 2007.

 

RESOLUTION APPROVING A COST AGREEMENT FOR TRAFFIC SIGNAL CONTROL WITH THE WAVERLY COMMUNITY SCHOOLS.

 

RESOLUTION #034-07

 

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 and the Sign and Signal Manager, the Board approves a Cost Agreement for Traffic Signal Control with the Waverly Community Schools for the maintenance and utility charges on the school flasher located on Michigan Avenue.  The Road Commission also accepts the School’s notification that it wishes to terminate this Agreement effective July 1, 2007.

 

#10B – MICHIGAN STATE POLICE TRAFFIC CONTROL ORDER.

 

Managing Director John Midgley stated that as the result of a complaint received by the traffic department, the Sign and Signal Manager and Sgt. Darryl Allen of the Michigan State Police conducted an on-site investigation of a perceived parking problem on Perch Street in Haslett.  This was determined not to be a problem, however, there does seem to be a problem on Columbia Street in this same vicinity.  The Michigan State Police have recommended a no parking order for Columbia Street.

 

RESOLUTION APPROVING MICHIGAN STATE POLICE TRAFFIC CONTROL ORDER TO PROHIBIT PARKING ON COLUMBIA STREET IN HASLETT.

 

RESOLUTION #035-07

 

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 and the Sign and  Signal Manager, the Board approves Michigan State Police Traffic Control Order #P33-45-06 which states there will be no parking at any time within the right of way on Columbia Street between Pike Street and Lake Street.

 

#11 – BOARD UPDATES/COMMENTS.

 

A.            Commissioner Rodgers stated she recalls a year or so ago, a John Schneider column regarding the clearing of snow from the sidewalk at the Waverly Road bridge, and three governmental agencies claiming they didn’t have jurisdiction, including the Road Commission.  She said that while she understands there is an agreement that says the Road Commission doesn’t have jurisdiction, there is still a problem of public safety.  She said there must be some mechanism in place so that people know that the Road Commission isn’t responsible for sidewalks and that we communicate that appropriately.  Commissioner Rodgers said that we need to make sure that townships and/or cities are maintaining those sidewalks because of the need to be responsive to the public and provide a safe place to walk.

 

Mr. Midgley stated that the City of Lansing did offer to maintain the sidewalks at that particular location.  The problem was that it is located right at the city limits and the township line.

 

B.         Vice Chair Guenther stated he has talked with Larry Salstrom regarding his concerns that two Road Commissioners will be attending TriCounty Regional Planning Commission (TCRPC) meetings.  Mr. Salstrom stated he does not believe it creates a problem since they are there representing different governmental agencies. 

 

Commissioner Rodgers stated that her appointment to the TCRPC is as a representative of the City of Lansing.  She said she has an opinion from Peter Cohl that says it is not a conflict for her to represent the city when she is an active member of the Road Commission.

 

Commissioner Guenther stated that he is very uneasy about the fact that the two of them will be attending the same meetings and may, at times, be voting on Road Commission projects, or monies that could benefit the Road Commission.  With the two of them both present, it could be construed as a quorum of the Road Commission Board. 

 

Commissioner Rodgers said that she understood Commissioner Guenther’s concern, but she does not believe this will be a problem, or a conflict.  Commissioner Guenther said he would feel more comfortable if all of the TCRPC meetings are posted.  Commissioner Rodgers stated she would not have a problem with that.

 

C.         Chair Smith stated he wanted another meeting scheduled with the OPEIU unit members without any management present.  The meeting should be scheduled as soon as possible.

 

D.         Chair Smith stated that it appears that the Legislature won’t be considering a gas tax increase until after the summer break.

 

#12 – CLOSED SESSION.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the Board enter closed session at 7:45 P.M. for the purpose of discussing pending labor contract negotiations.  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 reconvene the regular session at 8:28 P.M.  Roll call vote:  Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, yes.  3 yes, 0 no.  Motion carried unanimously.

 

No public comment was offered.  The meeting was adjourned at 8:30 P.M.

 

 

                                                                                                                                                           

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