Mason, Michigan

June 14, 2007

 

 

The Board of Ingham County Road Commissioners met for a regular meeting on Thursday, June 14,2007, 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, Joseph A. Guenther, Vice Chair, and Shirley M. Rodgers, Member.

 

Also Present:  Joseph D. Pulver, Acting Managing Director and Director of Operations, Deborah L. Bellows, Secretary to the Board, Kathryn M. Haves, Director of Administrative Services, and Robert H. Peterson, Director of Engineering.

 

Others Present:  Greg Minshall, Fitzgerald Henne & Associates, Steve Hayward, Lansing Township DDA Director, Road Commission Employees:  Duane E. Yerks, Fleet Manager and SEIU Local 517M President, Dale E. Arnett, Eastern District Supervisor, Jim Benjamin, Eastern District Assistant Supervisor, Dan Chapman, Engineering Dept. employee and OPEIU Local 512 Chief Steward, Will Comstock, Eastern District employee, John Gonzalez, Eastern District employee, Chuck Hicks, Eastern District employee, Todd Hull, Eastern District employee, Tom Doyle, Eastern District employee, Jason Barnhart, Eastern District employee, Carl Langham, Eastern District employee, Bryan Wieferich, Eastern District employee, Wayne Oglesbee, Eastern District employee, Terry Bowen, Eastern District employee, Mike Glenn, retired Eastern District employee, Chuck Barrett, Western District employee, Tom Gamez, Western District employee, and Robin Wilcox, Western District employee.

 

Absent & Excused:  John W. Midgley, Managing Director.

 

AGENDA ITEM #3 – LIMITED PUBLIC COMMENT.

 

1.         Chuck Barrett, Western District Employee.            Mr. Barrett stated he transferred out of the Eastern District garage because of the Supervisor.  He said that the Supervisor harassed him continually and Management did nothing.  Mr. Barrett said the Supervisor in charge of the Western District, where he now works, treats him like a human being.  He said his life is better and asked why the Board was reassigning the Eastern District Supervisor to Mason?  Mr. Barrett said he has known the Eastern District Supervisor a very long time, even before he came to work here, and his behavior has been a long standing problem.  He asked what he is supposed to do now if the Supervisor comes after him and starts harassing him again?

 

2.         Wayne Oglesbee, Eastern District Employee.            Mr. Oglesbee asked the Board why it is reassigning the employees at the Eastern District?  He said that in the case of an after hours emergency, it would take him only five minutes to report to the garage from his residence.  Now, it will take him up to 30 minutes to report to the Western District garage.  Mr. Oglesbee stated he felt the closing of the Eastern District garage is an unwise decision, one which will cost the county, as well as the employees.

 

3.         Jim Benjamin, Eastern District Assistant Supervisor.            Mr. Benjamin read from a prepared statement.  Mr. Benjamin stated he has worked for the Road Commission for 20 years.  He said we are not here to make money, but to spend it, and to do it efficiently.  Mr. Benjamin said that by closing down the Eastern District Garage, it would not only increase the cost of doing business, but would increase the cost for employees to commute to their respective work assignments, both personally and work related commutes.

 

AGENDA ITEM #5 – PRESENTATION OF THE 2006 AUDIT.

 

Mr. Steve Kirinovic of Abraham & Gaffney presented the Board with the completed 2006 audit of the Road Commission’s financial records.  Mr. Kirinovic stated that the numbers are all in accordance with the Act 51 Financial Report. 

 

Commissioner Rodgers stated that she participated in the management meeting with Mr. Kirinovic.  She noted that the audit points out some areas that are lacking regarding policies that should be in place.  She said this is good timing because the entire policy manual is in the process of being updated and reformatted.  Commissioner Rodgers said that next year this shouldn’t have to be noted.

 

Commissioner Rodgers stated that while she is pleased to see a fund balance, she is not normally one to want to hang on to a lot of money, especially since we have so many needs for the use of the public’s money.  She commented on her concerns for internal control.  Commissioner Rodgers stated that while she understands we are a small organization, could Mr. Kirinovic’s firm be contacted to specifically look at the internal controls?  Mr. Kirinovic stated yes, they can assess, review and analyze the Road Commission’s internal control system.  Commissioner Rodgers asked if they could assess the entire financial arena, i.e., staffing, support and efficiency?  Mr. Kirinovic said yes.  Commissioner Rodgers stated the Road Commission doesn’t have a Financial Director and she wants to make sure all the bases are covered.

 

RESOLUTION ACCEPTING THE INGHAM COUNTY ROAD COMMISSION’S 2006 AUDIT REPORT.

 

RESOLUTION #087-07

 

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

 

BE IT RESOLVED that the Board accepts the completed Ingham County Road Commission Audit for the year 2006, as prepared by the firm of Abraham & Gaffney.

 

AGENDA ITEM #4 – DELETIONS.

 

Delete Item #9, Managing Director reports.

 

AGENDA ITEM #4 – CONSENT AGENDA.

 

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

 

A.         Agenda Item #7, approval of minutes.

B.         Agenda Item #8, routine permits.

C.         Agenda Item #10A, accounts payable.

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #7 – Minutes.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the minutes of the meetings of May 31, 2007, and June 5, 2007, be approved as presented.  3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #8 – Routine Permits.

 

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

 

07-0211 07-0306            07-0307            07-0308            07-0309            07-0310

07-0311 07-0312            07-0313            07-0314            07-0317            07-0318

07-0319 07-0320            07-0323            07-0324            07-0326            07-0327

07-0329 07-0328            07-0336            07-0338            07-0340            07-0274

07-0305 07-0315            07-0316            07-0320            07-0322            07-0325

07-0330 07-0331            07-0332            07-0333            07-0334            07-0335

07-0337 07-0339            07-0341            07-0342

 

3 yes, 0 no.  Motion carried unanimously.

 

            Agenda Item #10A – Accounts Payable.

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period from May 28-June 8, 2007, be approved as follows:  check numbers #88510 through #88587, totaling $338,118.56.  3 yes, 0 no.  Motion carried unanimously.

 

AGENDA ITEM #10B – MEDICAL REIMBURSEMENT PLAN.

 

Director of Administrative Services Kathy Haves stated that upon the suggestion of Attorney Dave Stoker, she has contacted MERS regarding trying to set up the drug co-pay annual maximum and trying to figure out how to deal with the current situation with the employee who surpassed that maximum in March and others who may soon be in the same situation.  The problem is that the 4-D self-insured plan has provisions for this annual maximum, but MERS does not, and employees and retirees who switched to the MERS health insurance believed they had the same coverage as PHP.  Now we need to try and set something up to accommodate the situation.  MERS is unable to set anything up at this point in time.

 

Chair Smith stated he had a conversation with the representative from MERS.  Due to insurance regulations they cannot change the contract mid-year.  He suggested that this, as well as the dental crown reimbursement issue be turned over to Attorney David Stoker to sort through.

 

Commissioner Rodgers stated she was not accustomed to “cherry picking” health plans.  When you sign up for a particular plan, that is what you get.  She said she gets the impression that we led people to believe certain coverage existed that didn’t.  This should have been included in the insurance contract.  Most insurance companies have a time line for changes, probably during open enrollment, and employees can pick the coverage they want by what is defined.  However, Commissioner Rodgers said that didn’t appear to be the case here.  Apparently, someone made representations for coverage that did not at the time, or does not currently exist through MERS.  She said this is not something that can be addressed retroactively.

 

Commissioner Rodgers stated we apparently have an employee who has expectations based on something they were told existed, but that we knew didn’t exist, and now we are trying to figure out how to get out of the situation without harming the employee further.  She said she doesn’t want this type of situation to happen again, we should be communicating with employees honestly and openly.  Commissioner Rodgers said that the intent is to save money, but this will end up costing plenty in trying to sort out the whole range of issues.  She said she does not like doing business this way and it needs to stop.

 

Chair Smith stated that not only have the employees been deceived, but the Board has as well, and this deception had better not ever happen again.  Commissioner Guenther asked when the Board might look for answers from Mr. Stoker.  Chair Smith said he hoped at one of the meetings in July.  Commissioner Guenther stated the Board intends to rectify the problem for those employees who have been harmed.

 

Commissioner Rodgers stated that whatever is crafted should take everyone into account.  She said she is not comfortable with us doing anything that doesn’t go through a review process by legal counsel.  She said that employees just should not be misled because now look at the problems and expense it has caused.  The Chair directed the Secretary to review these matters with David Stoker and provide him with all necessary documents in order for him to make an informed decision/recommendation.

 

AGENDA ITEM #10C – DENTAL INSURANCE COVERAGE FOR CROWNS.

 

Director of Administrative Services Kathy Haves stated she has been approached by representatives of SEIU Local 517M regarding the AFSCME settlement of its grievance for 75 percent coverage of crown dental work under the MERS insurance plan.  SEIU has requested that the provisions of the settlement be extended to the members of SEIU.  Ms. Haves recommended granting their request and also offering this same consideration to members of OPEIU Local 512 and the non-bargaining employees as well.

 

Chair Smith stated this would also be referred to Dave Stoker for plan implementation.

 

RESOLUTION EXTENDING CROWN DENTAL WORK COVERAGE TO ALL INGHAM COUNTY ROAD COMMISSION EMPLOYEES.

 

RESOLUTION #088-07

 

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 hereby extends, by Letter of Understanding, the 75 percent coverage of crown dental work under the MERS insurance plan to members of OPEIU Local 512, members of SEIU Local 517M and non-bargaining employees.  This shall be turned over to Attorney David Stoker for recommendation and implementation.

 

AGENDA ITEM #11 – LAKE LANSING ROAD CONSTRUCTION PROJECT.

 

Present for discussion were Steve Hayward, Lansing Township DDA Director, and Greg Minshall of Fitzgerald Henne and Associates. 

 

Mr. Hayward informed the Board that the City of Lansing has until Monday to respond to the DEQ Part 41 permit in conjunction with a sewer agreement with the City of Lansing.  If this does not go through, it will not affect the Road Commission’s work on Lake Lansing Road.  He said it would only affect the Sam’s Way extension construction and the construction of the roundabout at Wood Street.  Mr. Hayward stated the right of way across the Miller property is nearly completed and should close early next week. 

 

Road Commission Director of Engineering Bob Peterson asked if the bypass road is all set to go except for the Miller easement finalization?  Mr. Hayward stated the soil erosion and sedimentation permit from the Drain Commissioner has not been approved yet.  He said the permit was submitted two phases; Phase 1 is the Sam’s way bypass road, and Phase 2 is the roundabout at Sam’s Way and Wood Street.  The number one priority for the contractor (MacKenzie) is the bypass route.  The Hartman Fabco and Miller easements are complete except for the closing on the Miller easements.  Mr. Hayward said they have agreed to everything the Drain Commissioner required for the soil erosion and sedimentation permit, so there should be nothing to hold that up.

 

Chair Smith asked when the project can begin.  Mr. Minshall stated as soon as the Road Commission gives the okay to proceed and the construction contract is signed.  A pre-con meeting will be scheduled after that.  He said the project could likely start within a month, possibly right after the July 4th holiday.  Mr. Minshall stated if the Board wants this project to proceed, it could make the award tonight subject to receiving the soil erosion and sedimentation permit from the Drain Office and completion of the right of way easements.  This way, the project wouldn’t be held up another two weeks waiting for the next Road Commission Board meeting. 

 

Commissioner Rodgers asked if the Township DDA has a “Plan B” if the City of Lansing does not approve the DEQ Part 41 permit?  Mr. Hayward said yes, they would bore the work instead of using an open cut method.  Commissioner Rodgers stated she thought the Board made it clear that it would not do anything until all of the required documentation is completed and in our hands.  She said it does not appear that is the case.  Mr. Hayward said they cannot magically appear with the soil erosion and sedimentation control permit.  He said they submitted it to the Drain Commissioner 50 days ago.  There were substantial changes required by that office which have been addressed.  Mr. Hayward stated the sewer issue with the City of Lansing does not affect the Road Commission’s project on Lake Lansing Road.

 

Commissioner Rodgers stated she wanted to make it clear that this entire project was being paid for by the DDA, even any extras that may occur.  Mr. Hayward stated he has made that pretty clear that they are paying the entire cost.  When the Road Commission submits invoices, they will be paid in a timely manner.  He said that the Road Commission could go ahead and award the construction contract so that the contractor can begin ordering materials and mobilize to the site.  Mr. Peterson indicated without the soil erosion and sedimentation control permit, it would hold up the construction of the roundabout at Wood Street, but other things can begin while waiting for that permit to be issued by the Drain Commissioner. 

 

RESOLUTION AWARDING CONSTRUCTION CONTRACT FOR THE LAKE LANSING ROAD PROJECT.

 

RESOLUTION #089-07

 

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

 

BE IT RESOLVED that the Board hereby awards the Lake Lansing Road construction project to the low bidder, C & D Hughes, subject to all conditions being met and start up funds being received from Lansing Charter Township.  The conditions to be met are as follows:  1) All the right of way documents and grading permits are in hand and acceptable; 2) Assurance from the Ingham County Drain Commissioner that the project storm water will be accepted; 3) Cost sharing Agreement with the Drain Commissioner is reached; 4) The bypass route using Sam’s Way, which includes Sam’s Way Extension, is constructed, or all set to be constructed.

 

AGENDA ITEM #6 – PETITION FOR EMBER OAKS DRAIN DRAINAGE DISTRICT.

 

Ingham County Drain Commissioner Pat Lindemann and Developer Keith Schroeder were present for this presentation. 

 

Mr. Lindemann explained that in this particular case, the Ember Oaks development has “flaws” in the paperwork which would make the storm drains public.  The simplest and quickest way to rectify the problem would be to have a public body (the Road Commission) petition his office to correct the problem.  In response to a question by Chair Smith, Mr. Lindemann stated that based on the benefit derived, there will be very little financial obligation for the Road Commission.   This would be very time consuming if the residents petitioned for the drainage district; thus, the process can move along much quicker and more efficiently if the Road Commission were the petitioner.

 

Commissioner Rodgers stated she was not happy that she couldn’t get a more specific answer on the financial obligation of the Road Commission as a result of petitioning for this drainage district.  Mr. Lindemann stated the law does not allow him to make assumptions or estimates prior to the petitioning process.  He said that all he can say is that there should be very little financial obligation on the Road Commission’s behalf.

 

RESOLUTION APPROVING PETITIONING THE INGHAM COUNTY DRAIN COMMISSIONER TO LOCATE AND ESTABLISH ADDED BRANCHES TO THE EMBER OAKS DRAIN.

 

RESOLUTION #090-07

 

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

 

WHEREAS, the Board of Ingham County Road Commissioners recognizes that it is necessary for the maintenance of public roads under its jurisdiction to locate and establish added branches to the Ember Oaks Drain, a county drain within Meridian Charter Township, pursuant to Chapter 8 of the Michigan Drain Code, MCL 280.191, et seq.;

 

WHEREAS, the Board of Ingham County Road Commissioners recognize that it is also necessary to add lands to the Ember Oaks Drain Drainage District, pursuant to Chapter 8 of the Michigan Drain Code, MCL 280.191, et seq., so as to include lands within Ember Oaks Subdivision Phase I (Lots 1-34 and commons area);

 

WHEREAS, lands to be benefited by the proposed added branches to the Ember Oaks Drain, and lands to be benefited by the added lands to the Ember Oaks Drain Drainage District are located within Meridian Charter Township and the public roads of the Ember Oaks Subdivision are within the jurisdiction of the Ingham County Road Commission;

 

NOW, THEREFORE, BE IT RESOLVED THAT, pursuant to Chapter 8 of the Michigan Drain Code, MCL 280.191, et seq., a Petition to Establish Branches of Drain and for the Adding of Lands to a Drainage District is authorized to be executed by the Chairperson and Secretary of the Board of Ingham County Road Commissioners.

 

BE IT FURTHER RESOLVED, that the Board Secretary shall forward to the Ingham County Drain Commissioner, a copy of this Resolution and file the Petition to Establish Branches of Drain and for the Adding of Lands to a Drainage District, as permitted under the Michigan Drain Code.

 

AGENDA ITEM #11A(2) – AGREEMENT WITH DRAIN COMMISSIONER FOR REIMBURSEMENT OF COSTS FOR THE GROESBECK PARK EXTENSION DRAINAGE DISTRICT.

 

Mr. Lindemann said he has some issues with the proposed Agreement for reimbursement of costs to the Road Commission for the Groesbeck Park Extension Drainage District that are being done as part of the Lake Lansing Road construction project.  Mr. Lindemann said he disagrees with the 25 percent reimbursement cost for the various items of work listed on the Exhibit A to the agreement.  He said he calculates that cost to be closer to 18.5 percent, rather than 25 percent.  Secondly, Mr. Lindemann stated he is borrowing the $300,000 cost and he will pay as he is invoiced.  He does not wish to pay the entire $300,000 cost up front.  Mr. Lindemann said he needs to keep the money in the drainage district account and to pay in increments as invoiced. 

 

Mr. Lindemann stated that the contractor will be required to name the drainage district as additionally insured, as required in the Drain Code.  Last, Mr. Lindemann said he doesn’t typically pay administrative fees.  The Road Commission has added a seven percent administrative fee to the total cost.  He said he has a problem with how the job is inspected by the Road Commission, but if they will perform inspection in accordance with his wishes, then he would be willing to negotiate the administrative fee.

 

Director of Engineering Bob Peterson stated the Road Commission has built plenty of drains and its inspectors know what they are doing.  Mr. Lindemann stated that may be so, but they don’t do it the way he requires them to be inspected and he doesn’t pay administrative fees.

 

Mr. Lindemann said that the Agreement is fine with the exception of these four items, which he is willing to negotiate.  Mr. Peterson said he could meet with the Drain Commissioner and Fitzgerald Henne’s consultant, Greg Minshall, in the next few days to try and iron out the concerns of the Drain Commissioner.  This Agreement can be brought back for consideration at the June 28th meeting.

 

AGENDA ITEM #11B – WEIGHT POSTINGS FOR THE NOBLE ROAD BRIDGE.

 

Director of Engineering Bob Peterson indicated that the repairs to the Noble Road Bridge have been completed and the bridge structure needs to have the weight limits posted accordingly.  Mr. Peterson said this is a temporary fix and we have made application for Local Bridge Program replacement funding.  The repair included stiffening the beam ends at both abutments and installing mid-span bracing so that our winter maintenance trucks can cross the one-lane bridge.  Mr. Peterson answered questions by Commissioner Rodgers regarding the recommended weight postings.

 

RESOLUTION AUTHORIZING THE POSTING OF WEIGHT LIMITS ON THE NOBLE ROAD BRIDGE OVER DOAN CREEK IN LEROY TOWNSHIP.

 

RESOLUTION #091-07

 

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 the posting of weight limits on the Noble Road Bridge over Doan Creek in Leroy Township as follows:

 

            26 tons (single unit)            38 tons (double unit)            54 tons (triple unit)

 

AGENDA ITEM #11C – AWARD OF PROPOSAL #1513.

 

Director of Engineering Bob Peterson reviewed his recommendation for award of Proposal #1513 for the 2007 polyurea pavement marking program.  Mr. Peterson explained that the proposal is structured so that there are two applications of polyurea markings.  The first and largest quantity is for the highest priority locations and represents the actual bid price.  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.  The budget for polyurea pavement marking is $50,000.  Mr. Peterson recommended award of the contract to PK Contracting, and to authorize the addition of other “as needed” work to the contract, not to exceed $50,000.

 

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1513 FOR THE 2007 POLYUREA PAVEMENT MARKING PROGRAM.

 

RESOLUTION #092-07

 

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 Engineering, the Board authorizes award of Proposal #1513 for the 2007 polyurea pavement marking program, to PK Contracting, for its bid price of $33,316.30; plus any additional markings as needed not to exceed the budgeted amount of $50,000.

 

AGENDA ITEM #11D – MDOT CONTRACT FOR HOWELL ROAD RESURFACING.

 

Director of Engineering Bob Peterson reviewed his recommendation for approval of the MDOT contract for the 2007 resurfacing project on Howell Road between Meridian Road and Williamston Road. 

 

RESOLUTION AUTHORIZING ENTERING INTO A CONTRACT WITH THE MICHIGAN DEPARTMENT OF TRANSPORTATION FOR IMPROVEMENTS ON HOWELL ROAD BETWEEN MERIDIAN ROAD AND WILLIAMSTON ROAD LOCATED IN INGHAM AND WHEATFIELD TOWNSHIPS.

 

RESOLUTION #093-07

 

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

 

WHEREAS, a Contract has been presented to the Board of Ingham County Road Commissioners for approval by and between the Michigan Department of Transportation (herein referred to as the Department) and the Board of Ingham County Road Commissioners (herein referred to as Requesting Party); and

 

WHEREAS, in said Contract the Department and the Requesting Party agree to the following improvements:

 

Rehabilitation and widening work along Howell Road from Meridian Road to Williamston Road, including grading, minor grading improvements, guardrail replacement, hot mix asphalt paving, pavement marking, and slope restoration work; and all together with necessary related work.

 

WHEREAS, the Requesting Party is fully cognizant of the terms and conditions of the Contract as prepared and presented by the Department.

 

NOW THEREFORE BE IT RESOLVED that the Requesting Party authorizes its Chair and its Secretary to execute this Contract on behalf of the Requesting Party; and

 

BE IT FURTHER RESOLVED that the total estimated cost for this project is as follows:

 

Job Number:  59626                                    Control Section:  EDDF 33555

MDOT Contract No. 07-5300             Project:  EBSL 0733(036)

Federal Item No. RR 5743                 CFDA No. 20.205

 

ESTIMATED COST

 

CONTRACTED WORK

 

                                               

Estimated Cost:                                        $ 675,300

 

COST PARTICIPATION

 

GRAND TOTAL ESTIMATED COST:            $675,300

Less Federal Equity Bonus Funds

     Being used as TED Funds               $540,200

BALANCE (Requesting Party’s Share)            $135,100

 

NO DEPOSIT

 

BE IT FURTHER RESOLVED that the Requesting Party has designated Mr. Richard Phillips as project engineer:

 

            Business Address:                    301 Bush Street, Mason, Michigan 48854

            Telephone Number:                   517/676-9722

 

AGENDA ITEM #11E – ACT 150 PUBLIC HEARING.

 

Director of Engineering Bob Peterson recommended setting a date for an Act 150 public hearing on the Road Commission’s upcoming 2007 and 2008 proposed projects.  In accordance with Board policy, two public hearings must be held on large projects.  The proposed date for the public hearing is July 26th.  This will be the first hearing for the proposed 2008 projects. 

 

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that staff is authorized to set a date for an Act 150 public hearing on July 26th for proposed 2007 and 2008 road projects.  The notice of the public hearing shall be published in accordance with Act 150.  3 yes, 0 no.  Motion carried unanimously.

 

AGENDA ITEM #14 – BOARD UPDATES/COMMENTS.

 

A.         Chair Smith stated he would attend the MTA local chapter meeting scheduled for June 27th at Vevay Township.  Commissioner Rodgers said she would also try to stop in.

 

B.         Chair Smith said he would be attending the Cedar Street stakeholders meeting scheduled for tomorrow at 1:30 P.M. at the Road Commission.

 

C.            Commissioner Guenther stated he had a call from Molly Wingrove regarding the rezoning request of a ten acre parcel adjacent to the Wardcliff neighborhood in Meridian Township.  Even though the Meridian Township Planning Commission has denied the rezoning, it will be before the township board next Tuesday.  Ms. Wingrove wanted to pass this information along to the Road Commission and let the Board members know that the neighborhood still opposes the development of the proposed 115 housing unit complex adjacent to their neighborhood.  MDOT has said that it will close off the Grand River Avenue drive at Tom’s Party Store if this rezoning is granted; thus, forcing the developer to request access through the Wardcliff neighborhood.

 

D.            Commissioner Rodgers stated that Diane Carr (Brookover Carr & Schaberg) is currently working on updating and reformatting the current Board Policy manual.  Commissioner Rodgers said that she has met with County Commissioner Deb DeLeon and discussed getting copies of the county’s policies for review and possible incorporation/adoption of the ones that apply.

 

E.            Commissioner Rodgers stated that the Administrative Services Director has begun gathering information regarding the what is offered to the employees under the Deferred Comp program.  She stated she believes the employees should have choices and representatives who are local that they can meet with privately.  Commissioner Rodgers said she has contacted Mr. Eric Gill of Ameriprise Financial.  Mr. Gill can look at what we currently have, and can also do all the leg work for administering any plan that the Road Commission may decide to offer.  There may be some costs involved, but she does not believe they would be unreasonable.  Commissioner Rodgers said she would like the Road Commission to approach this from a business standpoint and get advice from the experts before doing anything.  Ms. Haves stated she has just started researching the possibilities.  Commissioner Rodgers said that Mr. Gill and his company would do all the research and leg work and would then make a recommendation to the Road Commission on how to proceed.  She asked Ms. Haves to contact Mr. Gill.

 

AGENDA ITEM #15 – LIMITED PUBLIC COMMENT.

 

1.         Tom Doyle, Eastern District Garage Employee.              Mr. Doyle stated that the employees of the Eastern District received letters that they were being temporarily transferred for the summer to other districts.  He indicated in the letter, which was signed by Joe Pulver, Mr. Pulver offered to answer any question anyone had.  Mr. Doyle said Mr. Pulver was invited out to the garage to meet with the employees and he refused.  He said that the Eastern District employees feel that they have been left out of the Road Commission family.  Some of the employees have worked in this district since 1980.  Mr. Doyle stated he felt they have been dealt a disservice and asked the Board to reconsider the decision to close the Eastern District Garage.

 

2.         Ernie Nims.    1534 Alchin Road, Webberville.  Mr. Nims said that on behalf of the Fire Department and MDOT, it is a mistake closing the Eastern District garage.  He said that the residents in the part of the county tend to get forgotten and with the employees so far away now, emergency services will suffer.

 

3.         Tom Gamez, Western District Employee.     Mr. Gamez said he is pleased to hear that other options are being looked at with regard to the Deferred Comp program.  He said that with the current company, the employees can only see them once or twice a year when they come to the Road Commission.  Other than that, business is conducted via telephone or internet. 

 

Chair Smith stated that this needs to change.  When he worked for the University, there were three companies that served the employees, and meetings were between the provider and the employee, the employer had no involvement with employee meetings.  He agreed there should be someone locally who is available for employees to see any time they wish. 

 

Mr. Gamez said there are plenty of other companies out there who provide the same services.  Commissioner Rodgers agreed that most of the big companies have local offices in the Lansing area.   Mr. Gamez said it shouldn’t be too hard to find someone who wants to do business with the Road Commission, since it probably does half a million dollars in business a year, or more.

 

Mr. Gamez said his only other comment would be that he is disappointed that the employees were not involved in the decision making process to close the Eastern District garage, or at the very least, told about it before they heard it on the television today.

 

4.         Mike Glenn.   Mr. Glenn said he is no longer employed by the Road Commission, but he is a tax paying citizen who lives in the area that the Eastern District serves.  He stated that people who live east of Meridian Road are not represented well and the closing of the garage is a good example.  He said that actions speak louder than words.  Mr. Glenn stated this garage covers half of the county and should remain open.

 

5.         Director of Engineering Bob Peterson and Fitzgerald Henne Consultant Greg Minshall stated they did not believe that agenda item 11A(1) had been addressed.  This is the contract amendment with Fitzgerald Henne for the construction phase engineering on the Lake Lansing Road project.  Mr. Peterson explained that this was in two parts, one for the award of the construction contract to C & D Hughes, and the other was to approve a contract amendment with Fitzgerald Henne for the construction oversight.  The recommended action for the contract amendment with Fitzgerald Henne was apparently overlooked.

 

Commissioner Rodgers stated she thought that what she made the motion for was to approve the contract amendment with Fitzgerald Henne.  She said she was approving what was in her packet, which was the contract amendment.  Commissioner Rodgers said she didn’t have anything in her packet to consider for the construction contract.  Commissioner Guenther said the Board received the bid information at the last meeting.  He said he thought Commissioner Rodgers made the motion to approve the construction contract with C & D Hughes; but that the contract amendment with Fitzgerald Henne was an oversight on his part.  Commissioner Rodgers said no, she was making her motion on the Fitzgerald Henne contract amendment.

 

Commissioner Rodgers withdrew her previous motion for approval of the construction contract with C & D Hughes for the Lake Lansing Road project because she thought she was making a motion on the contract amendment with Fitzgerald Henne.

 

RESOLUTION AWARDING CONSTRUCTION CONTRACT FOR THE LAKE LANSING ROAD PROJECT.

 

RESOLUTION #096-07

 

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

 

BE IT RESOLVED that the Board hereby awards the Lake Lansing Road construction project to the responsible low bidder, C & D Hughes, in the amount of $1,656,738.35, subject to all conditions being met and start up funds being received from Lansing Charter Township.  The conditions to be met are as follows:  1) All the right of way documents and grading permits are in hand and acceptable; 2) Assurance from the Ingham County Drain Commissioner that the project storm water will be accepted; 3) Cost sharing Agreement with the Drain Commissioner is reached; 4) The bypass route using Sam’s Way, which includes Sam’s Way Extension to New Chamberlin Drive, is constructed, or all set to be constructed.

 

RESOLUTION APPROVING CONTRACT AMENDMENT WITH FITZGERALD HENNE FOR CONSTRUCTION PHASE ENGINEERING ON THE LAKE LANSING ROAD CONSTRUCTION PROJECT IN 2007.

 

RESOLUTION #096-07

 

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 Engineering, the Board approves a contract amendment with Fitzgerald Henne for construction phase engineering on the 2007 Lake Lansing Road construction project.  The cost for construction engineering is $91,300.  The Board also approves a separate Lake Lansing Road construction project line item of $25,000 for geotechnical services.

 

No additional public comment was offered.  The meeting adjourned at 8:15 P.M.

 

 

 

                                                                                                                                                           

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