*APPROVED MINUTES*

Mason, Michigan

September 20, 2007

The Board of Ingham County Road Commissioners met for a regular meeting on Thursday, September 20, 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: Joseph D. Pulver, Director of Operations, Deborah L. Bellows, Secretary to the Board, and Robert H. Peterson, Director of Engineering.

Others Present: Dan Chapman, OPEIU Chief Steward and Engineering Dept. employee and Rick Phillips, Construction Engineer.

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

AGENDA ITEM #4 – LATE ITEMS, DELETIONS OR CONSENT ITEMS.

A. Delete Agenda Item #7 – Acting Managing Director reports.

B. Add as Agenda Item #11T – Local Road Agreement with Onondaga and Aurelius Townships.

C. Consent Items:

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

1. Agenda Item #5 – Minutes.

2. Agenda Item #6A-E – Routine and special permits.

3. Agenda Item #11A and B – 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 August 23, 2007, be approved as presented. 3 yes, 0 no. Motion carried unanimously.

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

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

07-0516 07-0528 07-0529 07-0530 07-0531 07-0532

07-0533 07-0535 07-0536 07-0537 07-0539 07-0540

07-0541 07-0542 07-0545 07-0549 07-0550 07-0551

07-0552 07-0558 07-0559 07-0560 07-0561 07-0562

07-0563 07-0564 07-0565 07-0574 07-0576 07-0566

07-0450 07-0520 07-0521 07-0522 07-0534 07-0538

07-0543 07-0544 07-0546 07-0547 07-0548 07-0553

07-0555 07-0554 07-0557 07-0567 07-0568 07-0569

07-0570 07-0571 07-0573 07-0575

3 yes, 0 no. Motion carried unanimously.

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the following special permits be approved:

A. Permit #07-0368 for J.R.’s Sand & Gravel for a haul route on various roadways in White Oak Township. This is an annual permit.

B. Confirm Permit #07-0556 to close Gander Hill Drive between Tagalak Trail and Caplina Drive in Delhi Township for a neighborhood block party on September 15, 2007, from 4:00 P.M. until 11:00 P.M. The event is sponsored by the Countryview Estates Neighborhood and is sanctioned by Delhi Township.

C. Permit #07-0572 to conduct the Fireman’s Field Day Parade on Grand River Avenue between Franklin Street and Elm Road in Leroy Township, on September 22, 2007, from 2:00 P.M. until 3:00 P.M. The event is sponsored by the Leroy Township Fire Department and is sanctioned by Leroy Township.

D. Permit #07-0578 for the Holt High School Homecoming Parade to be held September 21, 2007, from 4:00 P.M. until 5:00 P.M. The event is sponsored by Holt High School and is sanctioned by Delhi Township.

E. Permit #07-0585 for the Haslett High School Homecoming Parade to be held September 28, 2007, from 5:30 P.M. until 6:30 P.M. The event is sponsored by Haslett Public Schools and is sanctioned by Meridian Township.

3 yes, 0 no. Motion carried unanimously.

Agenda Item #11A&B – Accounts Payable.

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period of August 20-September 2, 2007, be approved as follows: check numbers #89002 through #89094, totaling $273,062.26. 3 yes, 0 no. Motion carried unanimously.

Moved by Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts payable for the two week period of September 3-16, 2007, be approved as follows: check numbers #89095 through #89189, totaling $551,671.72. 3 yes, 0 no. Motion carried unanimously.

AGENDA ITEM #8 – POLICY ON THE ANNUAL TOWNSHIP LOCAL ROAD COST SHARING PROGRAM.

Commissioner Rodgers stated the proposed policy change came about as a result of Delhi Township’s request at the last meeting to carryover unused local road matching funds for more than one year. The current policy does not allow for that to occur. She explained the proposed change, which would provide for an automatic carryover of one year and anything in addition to that will require a specific project.

RESOLUTION SETTING POLICY ON THE TOWNSHIP LOCAL ROAD COST SHARING PROGRAM AND CARRYOVERS.

RESOLUTION #144-07

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

BE IT RESOLVED that upon recommendation of the Board’s legal counsel, the Board adopts the following policy on the township local road cost sharing program and carryover:

Prior to February 1 of each calendar year, the Commissioners shall authorize by Board resolution, the allocation or restoration of the local matching program and specify the dollar amount applicable to each of the townships in Ingham County.

Cost sharing of unused funds will automatically carry over one year. Any township that desires to carryover the unused funds beyond the one-year must identify the reasons necessitating the carry over and a specific project for which the money is to be used. The Commissioners will approve or reject any request to carry over funds beyond one year by February 1 of each calendar year. Any unused funds that are not carried over for the next year will return to the Road Commission general fund.

Nothing in this policy affects the matching of funds for culverts. The cost sharing allocation addressed in this policy is in addition to the 75/25 match for culverts.

AGENDA ITEM #10A – REQUEST FROM DELHI TOWNSHIP TO CARRYOVER UNUSED LOCAL ROAD MATCHING FUNDS.

Delhi Township Manager John Elsinga was present for this discussion.

Commissioner Rodgers stated with the adoption this evening of the new policy on local road allocations and carryovers for the townships, the unused 2007 allocation will now automatically be carried over to 2008. What the Board needs to discuss is whether it will approve the carryover of unused 2006 funds to 2008. The money will be earmarked for ten projects, which the Township will be working on the assessment process over the winter months.

RESOLUTION APPROVING REQUEST OF DELHI CHARTER TOWNSHIP TO CARRY OVER UNUSED 2006 LOCAL ROAD ALLOCATION FUNDS TO 2008.

RESOLUTION #145-07

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 the request of Delhi Charter Township to carry over its unused 2006 local road allocation funds to 2008. The combination of 2006, 2007 and 2008 funds will be earmarked for ten projects in 2008.

AGENDA ITEM #10B – REQUEST OF MERIDIAN TOWNSHIP TO DETERMINE 2008 MATCHING PROGRAM FOR CULVERT REPLACEMENT.

Director of Engineering Bob Peterson reminded the Board that the paving of Tihart Road was discussed at a Board meeting last November, during which Louis Eyde requested that his required paving limits for both Powell Road and Tihart Road shortened. Paving of the roads, along the Georgetown Estates plat boundaries, is required as part of our subdivision regulations. The Board heard Mr. Eyde’s argument that he should only have to pave the two gravel roads through the entrances to his development and that the remainder of the road paving should be accomplished using special assessment funding, per Meridian Township’s ordinance.

Mr. Peterson went on to say that Mr. Eyde had explained at that meeting that a special assessment petition had been submitted to the Township for the paving of Powell Road from Tihart Road, south past his property, all the way to Grand River Avenue. But, the petition had not been acted upon by the Township Board. Mr. Eyde also stated that a special assessment for paving of Tihart Road would be submitted if the Board of Ingham County Road Commissioners approved of the concept. The Board agreed to shorten the paving limits of Powell Road and tabled the Tihart Road issue until the Township’s position was known. Mr. Peterson said that subsequent to the meeting, the Township asked the Road Commission to put together an estimate for the Tihart Road paving work.

Mr. Peterson said that shortly after a meeting where the then Managing Director John Midgley, Joe Pulver and he had discussed the estimate with Township Manager Gerald Richards and Township Director of Public Works, Ray Severy, Mr. Richards sent a letter requesting that the Road Commission participate in funding of the drainage portion of the Tihart Road improvements pursuant to the Road Commission’s annual local road improvement program (75/25 on culvert replacements).

Mr. Peterson stated that a portion of the work proposed for Tihart Road is replacement of the deteriorated cross culverts that convey the Foster Drain under the road. The existing side by side 60 inch steel culverts are half submerged and in poor condition. He said that past Road Commission practice has been to fund 75 percent with the local agency funding the remaining 25 percent of such replacements. The Township has requested the Board consider the 75-25 percent funding split for the Foster Drain crossing, which will be done in 2008 in conjunction with the Tihart Road improvements.

Mr. Peterson indicated the proposed concrete box culvert in the cost estimate ($50,000) is an educated guess based on the hydraulic capacity of the existing culverts. The actual culvert needed has yet to be determined. The culvert replacement, as well as the road project, must be designed and permits secured before the culvert size, configuration, and estimated costs can be finalized. Road Commission crews will perform all the construction work, except the asphalt paving. The paving will be included in our annual local road paving program for 2008. The culvert permitting and construction administration effort should be covered in our seven percent administrative fee of $16,170.00. The total project construction estimate is $231,000.00.

Mr. Peterson said the Township has requested a response to their request now so that they know what dollar amounts to include in their assessment district and so they can begin the process and work on it over the winter months.

Commissioner Rodgers said the Board does not have any idea of what it will do next year for the local road improvement program and what funding will be available. She asked how she could approve this request without knowing whether there will even be a township matching program next year. It is difficult to promise money that isn’t there yet. Commissioner Rodgers said she does not want to commit to this yet and asked if staff had any indication from MDOT on the funding for 2008. Director of Engineering Bob Peterson stated that CRAM has predicted a four percent overall decrease in MTF revenue. Commissioner Rodgers said the Road Commission’s budget has to be planned accordingly.

Vice Chair Guenther asked how far Engineering is behind in its design work? If this decision is tabled, will it affect the design timeline? Mr. Peterson said that his department will be unable to start work on this project design until December or January.

The Board agreed to table a decision on this request and reconsider it after the Road Commission’s 2008 budget has been set in early December.

AGENDA ITEM #9 – REQUEST FOR AUDIBLE PEDESTRIAN SIGNALS AT THE INTERSECTION OF LAKE LANSING ROAD AND HAGADORN ROAD.

Present for this discussion: Michael & Karla Hudson of East Lansing (authors of the request), Donna Rose of East Lansing, and Al Puzzuoli of East Lansing.

Mr. Michael Hudson presented his request to the Board stating that he and his wife are both unsighted and have lived in the area of Lake Lansing Road and Hagadorn Road for 16 years. Mr. Hudson said they are requesting audible pedestrian crossing indicators at this intersection because it is becoming increasingly difficult to cross the roads due to the heavier volumes of traffic and walking their children to the nearby school (Donley Elementary). Mr. Hudson said he and his wife are excellent travelers despite blindness and walk at least a mile every day. He said the intersection is an important connector for pedestrians like them who need to cross Lake Lansing Road from their homes on Skyline Drive and neighboring streets. Mr. Hudson said the intersection has always brought a level of anxiety for them and other unsighted people who cannot see the visual pedestrian indicators and must interpret a relatively complex pattern of turning and straight traveling traffic. He said that the intersection seems to be increasingly busy with automotive traffic which increases the distractions that they must filter in making a decision on when to cross. Mr. Hudson stated there are at least seven additional blind persons living in the area who would derive benefit from an audible pedestrian crossing at this location.

Mr. Hudson added that starting this year, crossing this intersection became mandatory on a daily basis as their oldest child started school at Donley Elementary. He continued that his wife is responsible for escorting their daughter to and from school daily along with a two year old. Mr. Hudson stated that while a largely accurate guessing game was sufficient for times when they had no children and were crossing periodically, the situation has become urgent as they must cross daily.

Mr. Hudson said he has extensive experience with the Polara Engineering Navigator audible/tactile crossing indicators and believes this system represents a solid and cost effective solution for this intersection. He said his analysis is based on personal and professional experience with this technology as deployed widely at Michigan State University (8 locations on campus), the City of East Lansing (1 location), and other locations around the state, including MDOT controlled intersections. Mr. Hudson submitted for information, Michigan State University’s Standard Crossing messages and settings for Audible Pedestrian Signals.

Mr. Hudson said these audible crossings will also be used when the Farm Lane underpass is completed. He said they are proven to work well and not only do they work with the signals, but they also sense noise. Mr. Hudson stated while he understands the Road Commission staff wants to look into possible grant monies for these signals, they are not something that would be required at all signalized intersections.

Ms. Rose stated she is Mrs. Hudson’s sister and she is also unsighted. Ms. Rose stated that the intersection of Lake Lansing Road and Hagadorn Road is hard to cross as the traffic pattern is difficult to memorize. Even with an audible pedestrian crossing, they will still have to pay close attention to traffic.

Chair Smith stated that staff and the Board will look into this and will keep them informed of the progress being made. Mrs. Hudson asked how long this process would take? Chair Smith said they have to look at the cost and the feasibility of installing the audible signals at this location. Mr. Hudson stated there are also signals available that vibrate for the blind and hearing impaired.

Commissioner Rodgers indicated she used to live in this area and, in fact, drove it a week ago. She asked if the children are sighted? She stated if the children have visual limitations, then possibly the Road Commission could partner with the school in the cost. Mrs. Hudson said both of her children are sighted.

Commissioner Rodgers said she wanted staff and the Board to make sure due diligence is taken in responding to this request, but she also wants to make sure it is done right and the proper equipment is installed and is warranted. She asked how long a study would take. Director of Engineering Bob Peterson said he did not know as he had never been asked to do a study of this nature before. Vice Chair Guenther suggested meeting with this group of unsighted individuals to get their input as to what is needed. He also asked staff to see if there are any grants available on a larger scale.

The Board indicated it would make a decision at its meeting on October 18^th.

AGENDA ITEM #10C – REQUEST TO FILL VACANT ENGINEERING TECHNICIAN POSITION.

Director of Engineering Bob Peterson referred to his memorandum requesting the vacant Engineering Technician position in his department be filled. Mr. Peterson stated this person will be cross-trained so that he/she can perform project inspection in the summer, as well as perform traffic counts. By having this position filled, it will give the Engineering Department much more flexibility. Right now, the current employees have a very heavy work load and are putting in a lot of overtime. On top of this, the traffic counts are not getting done and the work is piling up.

Vice Chair Guenther stated he would be in favor of authorizing staff to fill the vacant engineering technician position.

Commissioner Rodgers said this concerns her because the Board is embarking on a quest to hire a new Managing Director and she feels it would behoove the Board to leave this position vacant. She said that she feels those things that can wait until the new manager arrives, should wait. This should be a decision that the new Managing Director should be involved in. If this is done before he or she arrives, Commissioner Rodgers said she feels that it would be taking away from their ability to reorganize and by filling this position now, it could potentially impede the restructuring process.

Commissioner Rodgers asked if a traffic consultant was still needed. Mr. Peterson said yes, we need to deal with the vacant Traffic Engineering position and consider filling the position at some point in the near future. Work in the traffic engineering arena is backlogged and far behind.

Commissioner Rodgers stated that while she supports the need, she has to think of the entire organization. She asked if the seasonal position could be extended through the end of the year. Mr. Peterson stated the person in that position is busy with his assigned duties, is not versed in traffic and safety, and cannot perform the traffic counts. He said construction would be winding down after December, but he could be used until then.

Commissioner Rodgers asked Dan Chapman if he would be amenable to work additional overtime if he and his co-workers are assured of a light at the end of the tunnel?

Mr. Pulver indicated it is too late for this construction season now because it will take three months to fill the position. Mr. Peterson said he would like to fill the position no later than March 2008.

Mr. Chapman stated the position being asked for is not a new position, it is to fill an already vacant position. He said the work is not getting done. In order to meet quality standards, the position needs to be filled.

Commissioner Rodgers asked if the seasonal person could help out with the things that need to be done. Mr. Peterson said yes it would help, but he is not able to perform the traffic counts. Commissioner Rodgers said she would prefer to keep him on longer if that will help, because, as she stated, she is reluctant to fill any positions until a new manager is on board.

Rick Phillips, Construction Engineer, stated even if the engineering technician person was hired today, the traffic counts would still not get done. Commissioner Rodgers stated she would consider hiring an engineering consultant to do those counts if that would help. She asked that this come back in two weeks for consideration by the Board. Mr. Chapman stated that there is only about four to six weeks left of good weather to do the traffic counts, and he’s not sure how much can get done in that little time. Mr. Peterson said there are about 455 locations waiting for counts. Commissioner Rodgers said she would be willing to do as much as possible with the consultant. Mr. Peterson said we have had the engineering consultant proposals for about six month now, he’s not even sure if the proposal prices are still good, but he said he would take a look at them and check to see if prices are still good.

AGENDA ITEM #10D – MDOT CONTRACT FOR THE OLD INTER-URBAN PATHWAY PROJECT IN MERIDIAN CHARTER TOWNSHIP.

Director of Engineering Bob Peterson stated the contract with MDOT has been received for consideration for the Old Inter-Urban Pathway construction project, which is located on the old abandoned Consumers Energy right of way located from Burcham Drive to Okemos Road in Meridian Township. He indicated the project utilizes STP Enhancement funding with a 65-35 percent federal to local match split. Meridian Township is paying the 35 percent local match. Mr. Peterson recommended approval of the contract.

RESOLUTION AUTHORIZING ENTERING INTO A CONTRACT WITH THE MICHIGAN DEPARTMENT OF TRANSPORTATION FOR THE CONSTRUCTION OF A NON-MOTORIZED PATHWAY ALONG THE OLD ABANDONED RAILROAD RIGHT OF WAY LOCATED IN MERIDIAN CHARTER TOWNSHIP.

RESOLUTION #146-07

Moved by Commissioner Rodgers and Supported by Commissioner Guenther. 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:

Non-motorized pathway work along abandoned railroad right of way from Okemos Road to Burcham Drive, including grading, aggregate base, and hot mix asphalt paving 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 73846 Control Section STE 33010

MDOT Contract No. 07-5353 Project STP 0733(045)

Federal Item No. YY 0340 CFDA No. 20.205

Grand Total Estimated Cost: $ 217,900

Less Federal Funds* $ 130,065

Balance (Requesting Party’s Share) $ 87,835

* Federal funds shall be applied to the eligible items of the Project Cost at a participation ratio equal to 65 percent up to an amount not to exceed $130,065.

No Deposit Required.

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 #11C – APPOINTMENT OF A COUNTY HIGHWAY ENGINEER.

Acting Managing Director Joe Pulver reviewed a memorandum and recommendation from Interim Managing Director Sandy Montgomery regarding the appointment of a County Highway Engineer. Normally, this appointment is made at the Organizational meeting in January. Historically, the Managing Director has served as the County Highway Engineer for Ingham County. This is a statutorily required position. He continued that with the departure of Mr. Midgley in August, the Road Commission does not currently have a County Highway Engineer. The recommendation is for the Board to appoint Robert H. Peterson as the Ingham County Road Commission’s County Highway Engineer for Ingham County to serve until the end of the year. It is also recommended that if the new Managing Director is not a professional engineer, that Mr. Peterson be reappointed in January and annually thereafter.

RESOLUTION APPOINTING A COUNTY HIGHWAY ENGINEER FOR INGHAM COUNTY.

RESOLUTION #147-07

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

BE IT RESOLVED that upon recommendation of both the Interim and Acting Managing Directors, the Board hereby appoints Robert H. Peterson as the Ingham County Road Commission’s County Highway Engineer to serve the citizens of Ingham County for the remainder of 2007. A re-appointment will be reconsidered in January during the re-organizational meeting.

AGENDA ITEM #11D – MERS PERMIER HEALTH MEETING DELEGATE.

Acting Managing Director Joe Pulver stated that Interim Managing Director Sandy Montgomery has recommended that Employee Services Clerk Stephanie Barnhart represent the Road Commission as a delegate to the annual board meeting of the MERS Premier Health program. The meeting will be held in Lansing on October 23, 2007. Mr. Pulver said he concurred with the recommendation.

RESOLUTION APPOINTING A ROAD COMMISSION DELEGATE TO ATTEND THE ANNUAL MEETING OF THE MERS PERMIER HEALTH PROGRAM BOARD.

RESOLUTION #148-07

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

BE IT RESOLVED that upon recommendation of both the Interim and Acting Managing Directors, the Board appoints Employee Services Clerk Stephanie Barnhart as the Road Commission’s delegate to the annual meeting of the MERS Premier Health program board to be held in Lansing on October 23, 2007.

AGENDA ITEM #11E – RECONSIDERATION OF LOCAL ROAD ALLOCATION CARRYOVERS FOR AURELIUS TOWNSHIP.

In light of the newly adopted policy regarding local road allocation carryovers, staff recommended that the Board reconsider the request of Aurelius Township to carryover unused local road funds from 2005, 2006, and 2007 to 2008 for a major reconstruct project on Toles Road between Waverly Road and Gale Road and a resurfacing project on Eifert Road between Bunker Road and Columbia Road.

RESOLUTION RECONSIDERING AND APPROVING THE REQUEST OF AURELIUS TOWNSHIP TO CARRY OVER UNUSED LOCAL ROAD MATCHING FUNDS FROM 2005, 2006, AND 2007 TO ANTICIPATED 2008 MATCHING FUNDS.

RESOLUTION #149-07

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

BE IT RESOLVED that upon recommendation of staff, the Board reconsiders and approves the request of Aurelius Township to carryover unused matching funds from 2005, 2006, and 2007 to anticipated 2008 allocations for the purpose of performing a resurfacing project on Eifert Road between Bunker Road and Columbia Road and a reconstruct project on Toles Road between Waverly Road and Gale Road.

AGENDA ITEM #F – REQUEST FROM VEVAY TOWNSHIP TO CARRY OVER UNUSED 2007 LOCAL ROAD MATCHING FUNDS TO 2008.

With the adoption of the new matching program and carryover policy, any unused 2007 local road funds will automatically carry over to 2008; thus, formal approval is no longer needed.

AGENDA ITEM #11G – AWARD OF PROPOSAL #1517 FOR UNIFORM RENTAL SERVICES.

Acting Managing Director Joe Pulver recommended award of Proposal #1517 for uniform rental services to Arrow Uniform of Taylor for their overall low bid price of $35,727.12 over a five year period.

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1517 FOR UNIFORM RENTAL SERVICES.

RESOLUTION #150-07

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

BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board authorizes award of Proposal #1517 for uniform rental services to Arrow Uniform of Taylor, Michigan, for its overall low bid price of $35,727.12 over a five year period.

Discussion on the Motion: Commissioner Rodgers asked how the award of this proposal is justified to an out of town vendor? She reiterated her previous comments about doing business right here at home whenever possible. She asked where you draw the line on whether to award to local bidders and is there enough of a difference in price between the first and second bidder that would make it not in the public’s best interest to award locally? Commissioner Rodgers stated she does not always want to go with the low bidder if they are out of town, and prefers to give the business to those who pay taxes in Ingham County. However, she said she realizes that sometimes that will not be possible.

Commissioner Guenther said that he thought 10 percent would be an adequate number, and if the second low bidder is less than 10 percent higher and they are local, then the award would go to the second low bidder. In this instance, he said there is more than a 10 percent spread between the low bidder and the second low bidder.

AGENDA ITEM #11H – AWARD OF PROPOSAL #1518 FOR MICRO SURFACING.

Acting Managing Director Joe Pulver reviewed and recommended award of Proposal #1518 for micro-surfacing. This is a preventative maintenance method being recommended to the townships for use in the subdivisions. The material is an alternative to re-paving and/or chip sealing while still placing a new surface down and sealing all the cracks at a less expensive price than asphalt. This particular bid is for work that has been requested by Williamstown Township. Meridian Township is considering this method and may also choose some areas for micro-surfacing. The second, and only other bid received, was from a company in Clarksville, Michigan, and was $11,330.00 higher.

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1518 FOR MICRO-SURFACING IN WILLIAMSTOWN TOWNSHIP.

RESOLUTION #151-07

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

BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board authorizes award of Proposal #1518 for micro-surfacing in Williamstown Township to the low bidder, Pavement Maintenance Systems Inc. of Imlay City, Michigan, for their low bid price of $54,870.00.

AGENDA ITEM #11I – AWARD OF PROPOSAL #1519 FOR CONSTRUCTION OF A NEW SALT STORAGE BUILDING AT THE METRO DISTRICT GARAGE FACILITY.

Acting Managing Director Joe Pulver reviewed the bids received for the proposed new salt storage building to be constructed at the Metro District garage facility. This project is part of the Road Commission’s loan program for 2007 and 2008. Mr. Pulver indicated the low bid is from Boesch Builders of Sebewaing, Michigan. The structure offered by this company did not meet Road Commission specifications because it has a plain arch roof, which provides for 30 feet of clearance, 34 feet across and 35 feet center height. The second low bidder is Laux Construction of Dansville, Michigan, and their bid offers a high arch roof, which is what the specifications required, with 30 feet of clearance, 48 feet across and 42 feet center height. Mr. Pulver said the building offered by Laux Construction with the arched roof is the preferred building and is what the proposal specifications required. There is $1,641.00 difference between the low and second low bids.

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1519 FOR CONSTRUCTION OF A NEW SALT STORAGE BUILDING AT THE METRO DISTRICT GARAGE FACILITY.

RESOLUTION #152-07

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

BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board authorizes award of Proposal #1519 for the construction of the salt storage building for the Metro District garage facility to the second low bidder, Laux Construction of Dansville, Michigan, for their price of $186,264.00. This bid is being awarded to the second low bidder because the low bidder did not meet Road Commission proposal specifications.

Discussion on the Motion: Commissioner Rodgers said that the memorandum from Mr. Pulver lists the Canadian manufactured steel and fabric as a disadvantage. Why is that? Mr. Pulver said because past board members required American made materials whenever possible.

AGENDA ITEM #11J – AWARD OF PROPOSAL #1520 FOR GRADER BLADES.

Acting Managing Director Joe Pulver reviewed and recommended award of Proposal #1519 for grader blades to the low bidder. This material is used for the underbody scrapers for snow removal.

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1520 FOR GRADER BLADES.

RESOLUTION #153-07

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

BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board authorizes award of Proposal #1520 for grader blades to the low bidder, Truck & Trailer Specialties, for their low bid price of $40.43 per foot.

AGENDA ITEM #11K – AWARD OF PROPOSAL #1521 FOR BITUMINOUS PATCHING MATERIAL.

Acting Managing Director Joe Pulver reviewed and recommended award of Proposal #1521 for bituminous patching material. He said this is the material used for filling potholes. He recommended award to the low bidder, Ajax Materials Corporation, of Troy, Michigan.

RESOLUTION AUTHORIZING AWARD OF PROPOSAL #1521 FOR BITUMINOUS PATCHING MATERIAL.

RESOLUTION #154-07

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

BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board authorizes award of Proposal #1521 for bituminous patching material to the low bidder, Ajax Materials Corporation of Troy, Michigan, for their low bid prices on CP-6 and CP-7 material.

AGENDA ITEM #11L – PURCHASE OF EIGHT PICKUP TRUCKS.

Acting Managing Director Joe Pulver reviewed the request to purchase eight pickup trucks through the State of Michigan’s MIDEAL program. These are vehicles that were included in the 2007 budget.

Commissioner Rodgers asked how long the prices are good for? Mr. Pulver said these are for 2008 vehicles and are good until the State takes bids for 2009 models, which will be sometime next year. Vice Chair Guenther stated these vehicles were approved earlier and are included in the budget. Commissioner Rodgers asked if they all have to be purchased at the same time? Mr. Pulver stated no, but they are budgeted and the vehicles they are replacing are junk, not even worthy of selling at auction.

Commissioner Rodgers expressed her concern with obligating funds of this nature before the new Manager comes in. Mr. Pulver stated the vehicles are needed. He said the fleet needs to be kept up and vehicles that are older with more miles need to be removed from the fleet.

RESOLUTION AUTHORIZING THE PURCHASE OF EIGHT BUDGETED PICKUP TRUCKS FROM THE STATE OF MICHIGAN MIDEAL PROGRAM.

RESOLUTION #155-07

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

BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board authorizes the purchase of eight budgeted pickup trucks from the State of Michigan MIDEAL program for a total cost of $167,129.00.

AGENDA ITEM #11M – FILL TWO VACANT AFSCME POSITIONS.

Acting Managing Director Joe Pulver requested authorization to fill two vacant Class 4 highway worker positions that were created earlier this year upon the departure of two employees. One of the vacancies is in the Metro District and one vacancy is in the Eastern District. These positions would be posted internally first, and, ultimately, after all of the internal postings are completed, it will lead to hiring two individuals from outside. The Board will be kept informed of the progress.

Commissioner Rodgers expressed her concern of filling vacancies before the new Manager starts. Mr. Pulver said if the Board wishes to continue the “status quo” level of service for winter maintenance, these two vacant positions must be filled. He indicated we are operating with a skeleton crew as it is, and if these two positions are not filled, it will be almost impossible to keep up the same level of service that the Board desires.

RESOLUTION AUTHORIZING THE FILLING OF TWO VACANT AFSCME POSITIONS WITH THE INGHAM COUNTY ROAD COMMISSION.

RESOLUTION #156-07

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

BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board authorizes filling two vacant AFSCME positions. The ultimate positions and garage locations will be determined after all internal postings have been completed.

AGENDA ITEM #11N-T – VARIOUS TOWNSHIP LOCAL ROAD AGREEMENTS.

Acting Managing Director Joe Pulver reviewed and recommended approval of various township local road agreements for road work to be performed yet this year.

RESOLUTION APPROVING VARIOUS TOWNSHIP LOCAL ROAD AGREEMENTS FOR 2007 LOCAL ROAD PROJECTS.

RESOLUTION #157-07

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

BE IT RESOLVED that upon recommendation of the Acting Managing Director, the Board approves and signs the following township local road agreements for work to be performed yet in 2007:

A. Local Road Agreement with Locke Township for Phase 2 improvements on Webberville Road.

B. Local Road Agreement with Meridian Township for improvements on various roadways.

C. Local Road Agreement with Ingham Township for Phase 4 (final) improvements on Osborne Road.

D. Local Road Agreement with Lansing Charter Township for improvements on Morris Avenue.

E. Revised Local Road Agreement with Delhi Township for improvements on Pine Tree Road, which will be paid for with 100 percent DDA funding.

F. Local Road Agreement with Bunker Hill Township for improvements on DeCamp Road and Williams Road.

G. Local Road Agreement with Aurelius and Onondaga Townships for a joint project on Plains Road between Edgar Road and the East Township Line.

AGENDA ITEM #12 – BOARD UPDATES/COMMENTS.

A. Commissioner Rodgers reported on the MERS annual conference which she attended this week. She indicated she obtained much information regarding the Premier Health and Retirement plans. One thing she did not know is that MERS will administer the HIPPA and COBRA plans free of charge. Commissioner Rodgers said this is something the Road Commission should look into since the Board had previously talked about hiring someone to do this.

B. Commissioner Rodgers also had a chance to speak to Brian Klebba, who is the assistant HR Director for Ingham County, at the conference about the Ingham County Health Coalition. Mr. Klebba is not sure the coalition is of much benefit and it may have outlived its usefulness.

No public comment was offered. The meeting adjourned at 8:20 P.M.

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