Mason, Michigan February 20, 2012 The Board of Ingham County Road Commissioners met for a regular meeting on Monday, February 20, 2012 at 6:00 p.m. in the Board Room of the Road Commission s Austin E. Cavanaugh Administration Building located at 301 N. Bush Street, Mason, Michigan. Present: James G. Dravenstatt-Moceri, Chair, Norman L. Gear, Vice Chair, Shirley M. Rodgers, Member, and Milton L. Scales, Member. Also Present: William M. Conklin, Managing Director, Robert H. Peterson, Director of Engineering, Tina M. Henry, Director of Finance, Brenda K. Moyer, Deputy Secretary to the Board. Others Present: ICRC employees Todd Hull and Bryan Wieferich. Absent: Commissioner Marc Thomas. AGENDA ITEM #3 LIMITED PUBLIC COMMENT. None. AGENDA ITEM #4 LATE ITEMS, DELETIONS AND/OR CONSENT ITEMS. William M. Conklin, Managing Director, added one late item to the agenda under Managing Director Reports, a letter from CRASIF regarding a refund. No deletions. Moved by Commissioner Rodgers and Supported by Commissioner Gear, that the following items be approved under consent: A. Agenda Item #5, Routine and/or Special Permits. B. Agenda Item #6A, Minutes for February 2, 2012. C. Agenda Item #6B, Minutes for February 6, 2012. D. Agenda Item #8A, Accounts Payable January 30 February 12, 2012. 4 yes, 0 no. Motion carried 1
AGENDA ITEM #5 ROUTINE AND SPECIAL PERMITS. Moved by Commissioner Rodgers and Supported by Commissioner Gear, that routine permits be approved. 4 yes, 0 no. Motion carried 12-0034 12-0035 12-0036 12-0037 12-0038 AGENDA ITEM #6A & #6B MINUTES. Moved by Commissioner Rodgers and Supported by Commissioner Gear, the minutes of the meetings of February 2 and February 6, 2012 be approved. 4 yes, 0 no. Motion carried AGENDA ITEM #8A ACCOUNTS PAYABLE. Moved by Commissioner Rodgers and Supported by Commissioner Gear, that Accounts Payable for the two week period of January 30 February 12, 2012, totaling $273,479.00. be approved. 4 yes, 0 no. Motion carried AGENDA ITEM #7 MANAGING DIRECTOR REPORTS. William M. Conklin, Managing Director, gave a report on the following two items: 1. The County Road Association Self-Insurance Fund, Workers Compensation Program has refunded the Ingham County Road Commission $39,647.66. The refund comes from the following coverage years: 1995-96, 1998-1999, and 2002-03. 2. Staff is requesting Meridian Township to consider participating on the following two planned or potential expenditures for non-motorized improvements, which Meridian Township has or may request: A. Local match cost on the 2012 Haslett Road, Park Lake Road to east of Marsh Road resurfacing project to cover additional cost of work to prepare the road-sides for future adjacent non-motorized paths. B. A traffic study to assess potential road-diets, which is conversion of existing four lane roads to three lane roads with a center-left-turn lane and bikeways on the various road segments mentioned in the attached traffic study proposal. Meridian and other Townships have participated on such costs in the past as indicated in the attached email. This request is being shared with the Board to keep the Board informed of staff s efforts in this regard and to perhaps consider a future policy to this effect, especially in light of complete streets ordinances being passed in various townships, which is discussed below. 2
Public Act 135 of 2010 amended PA 51 of 1951 to formally introduce the concept of complete streets which under this act means roadways planned, designed and constructed to provide appropriate access to all legal users in a manner that promotes safe and efficient movement of people and goods whether by car, truck, transit, assistive device, foot or bicycle. Many communities are now developing and considering complete streets policies or ordinances. Lansing Township has passed a complete streets ordinance. Meridian and Delhi Township are developing similar policies or ordinances. 2010 PA 135 further provides Before a municipality approves any project in its multi-year capital improvement program that affects a roadway or transportation facility under the jurisdiction of a county (or state or municipality) it shall consult with the affected agency and agree on how to address the respective complete streets policies, subject to each agency s powers and duties. This clause appears to require that most, if not all, road projects will need to comply with current or future complete streets policies or ordinances. The model policy being promulgated by the state (which the Lansing Township ordinance is similar to or based upon) gives power to the municipality to require complete street improvements on all road projects, but also provides various exceptions for such conditions as non-motorized use prohibitions, cost of complete street improvements disproportionate to expected use or scope of project, etc. Neither state law nor the local ordinances appear to assign responsibility for cost of complete street improvements, which can add substantial cost to an otherwise routine resurfacing project. Complete street improvements are typically eligible for federal aid, but this adds to local match cost and places further burden on federal aid funds traditionally targeted for a long back-log of basic resurfacing needs. Act 51 has for a long time required a ten year average of 1% of the Road Commission s MTF revenue be spent on non-motorized improvements. For ICRC this equates to an average of about $120,000 per year. This requirement has always easily been met or exceeded every year by adding various nonmotorized improvements including paved shoulders, ADA ramp upgrades, and some previous 4 to 3 lane road-diet conversions. Therefore the additional cost of complete street improvements may be negotiable with the municipalities, especially given that sidewalks and most separate non-motorized facilities are under municipal ownership and responsibility. Some communities including Meridian Township also have non-motorized path (NMP) millage funds. Meridian s NMP millage is 0.2774 mills, which raises about $425,000 per year depending on property values. Staff would recommend the Board consider a policy requiring that on projects having substantial costs for complete street improvements exceeding the Road Commission s 1% of Act 51 revenue requirement, the Townships provide these costs at least up to splitting the local match on federal aid projects. This will provide consistency among all townships, and obviate the need for staff to negotiate township participation on individual projects. The Board requested the Managing Director to write a draft policy and bring it to a future Board Meeting. 3
AGENDA ITEM #9A RESOLUTION IN SUPPORT OF APPLICATION FOR A STATE OF MICHIGAN TRANSPORTATION ECONOMIC DEVELOPMENT FUND, CATEGORY A GRANT, TO MAKE REPAIRS TO KIPP ROAD. Robert H. Peterson, Director of Engineering, requests the Board to approve the following resolution for repairs to Kipp Road. RESOLUTION IN SUPPORT OF APPLICATION FOR A STATE OF MICHIGAN TRANSPORTATION ECONOMIC DEVELOPMENT FUND, CATEGORY A GRANT TO MAKE REPAIRS TO KIPP ROAD. RESOLUTION #005-12 Moved by Commissioner Gear and Supported by Commissioner Rodgers. 4 yes, 0 no. Resolution carried WHEREAS, Gestamp Mason, LLC, located southeast of the intersection of Kipp Road and Hull Road, has created economic development growth by way of a $38,034,000 investment, which is estimated will create 110 additional jobs; and WHEREAS, Kipp Road exhibits deterioration and surface deformation (rutting) due to previous heavy truck use of the road by Gestamp Mason, LLC and other commercial traffic using the corridor; and WHEREAS, the Ingham County Road Commission finds it necessary to resurface Kipp Road from US-127 to Gestamp due to ongoing wear and tear; and WHEREAS, the City of Mason and Vevay Township has pledged to coordinate with the Ingham County Road Commission (ICRC) for a safe transition of city and township traffic to ICRC roads and US-127; and NOW THEREFORE BE IT RESOLVED, that the Board of Ingham County Road Commissioners, with the support of the City of Mason and Vevay Township, does hereby support application of a State of Michigan Transportation Economic Development Fund, Category A Grant, to make repairs to Kipp Road. AGENDA ITEM #10A LOADER TIRE RETREAD PURCHASE. William M. Conklin, Managing Director, requests Board authorization to purchase four retread tires for wheel loader #255 from Wingfoot Commercial Tire Systems, LLC, Lansing, Michigan, for the total of $5,400.00. RESOLUTION AUTHORIZING THE PURCHASE OF FOUR RETREAD TIRES FROM WINGFOOT COMMERCIAL TIRE SYSTEMS, LLC. 4
RESOLUTION #007-12 Moved by Commissioner Gear and Supported by Commissioner Scales. 4 yes, 0 no. Resolution carried BE IT RESOLVED, that upon recommendation of William M. Conklin, Managing Director, the Board authorizes the purchase of four retread tires from Wingfoot Tire Systems, LLC, Lansing, Michigan. The total purchase price is $5,400.00. AGENDA ITEM #10B LETTER OF UNDERSTANDING WITH AFSCME LOCAL 1499 REGARDING CHANGE IN HEALTH CARE PLAN. William M. Conklin, Managing Director, stated the labor contract with AFSCME Local 1499 provides for exploration of alternative health care plans to reduce costs. A health care committee consisting of representatives from all three bargaining units plus non-bargaining employees met on several occasions, discussed alternative health care plans, and agreed to drop the middle buy-up plan for a High-Deductible Health Plan coupled with a Health Savings Account (HDHP/HSA). The proposed Letter of Understanding (LOU) with AFSCME Local 1499 provides for this change and has been signed by the Union. A similar LOU was drafted with the OPEIU Office-Professional group. The OPEIU Supervisory group has similar language in their contract. In brief a HDHP has a lower cost premium reflecting having higher deductibles. As the HDHP premium is less than that for the base plan, and as the employer is obligated to provide the base plan per the labor contract, the cost savings between the base and HDHP is deposited into the HSA, which the employee can use to pay the deductibles and other qualified medical expenses. The employee contribution to this plan remains the same as that for the base plan, with the exception of the family level HDHP/HSA whose total cost is lower than that for the corresponding base plan due to IRS limitation on the HSA annual contribution. Therefore the employee contribution to the family level HDHP/HSA is also reduced per the labor contract language. Board approval and authorization for the Board Chair to sign the LOU on behalf of the Board is recommended. Moved by Commissioner Scales and Supported by Commissioner Gear, to approve the Letter of Understanding with AFSCME Local 1499 regarding the change in health care and authorize the Chair to sign the Letter of Understanding. 4 yes, 0 no. Motion carried 5
AGENDA ITEM #10C MOWER TRACTOR PURCHASE. William M. Conklin, Managing Director, requests Board authorization to purchase a John Deere 6330 two wheel drive tractor from D & G Equipment Company, Williamston, Michigan, for the low bid price of $34,163.83, with trade-in. ($49,663.83 less $15,500 trade in allowance). RESOLUTION AUTHORIZING THE PURCHASE OF A JOHN DEERE 6330 TRACTOR. RESOLUTION #008-12 Moved by Commissioner Scales and Supported by Commissioner Gear. 4 yes, 0 no. Resolution carried BE IT RESOLVED, that upon recommendation of William M. Conklin, Managing Director, the Board authorizes the purchase of one John Deere 6330 Tractor from D & G Equipment Company, Williamston, Michigan. The total net purchase price is $34,163.83. AGENDA ITEM #10D AWARD OF PROPOSAL #1618 FREIGHTLINER SINGLE AXLE TRUCK CHASSIS. William M. Conklin, Managing Director, requests Board authorization to purchase two Freightliner single axle truck chassis from D & K Truck Company, Lansing, Michigan, for the low bid price of $78,402.00 per chassis, with requested options. RESOLUTION AWARDING PROPOSAL #1618 FOR TWO FREIGHTLINER SINGLE AXLE TRUCK CHASSIS TO D & K TRUCK COMPANY. RESOLUTION #009-12 Moved by Commissioner Scales and supported by Commissioner Gear. 4 yes, 0 no. Resolution carried BE IT RESOLVED, that upon recommendation of William M. Conklin, Managing Director, the Board authorizes award of Proposal #1618 for two Freightliner single axle truck chassis to D & K Truck Company, Lansing, Michigan for its overall low bid price of $78,402.00 per chassis.. 6
AGENDA ITEM #10E - AWARD OF PROPOSAL #1619 FREIGHTLINER TANDEM AXLE TRUCK CHASSIS. William M. Conklin, Managing Director, requests Board authorization to purchase three Freightliner tandem axle truck chassis from D & K Truck Company, Lansing, Michigan, for the low bid price of $92,036.00 per chassis, with requested options. RESOLUTION AWARDING PROPOSAL #1619 FOR THREE FREIGHTLINER TANDEM AXLE TRUCK CHASSIS TO D & K TRUCK COMPANY. RESOLUTION #011-12 Moved by Commissioner Scales and Supported by Commissioner Gear. 4 yes, 0 no. Resolution carried BE IT RESOLVED, that upon recommendation of William M. Conklin, Managing Director, the Board authorizes award of Proposal #1619 for three Freightliner tandem axle truck chassis to D & K Truck Company, Lansing, Michigan for its overall low bid price of $92,036.00 per chassis. AGENDA ITEM #11 BOARD COMMENTS/UPDATES. Commissioner Rodgers wanted to discuss three items; 1. Commissioner Rodgers wanted to make her colleagues aware that Commissioner Gear was awarded this past Saturday for his work as a Principal by the Central Michigan Heritage Organization. 2. Commissioner Rodgers was contacted by the Operations Administrator for the City of Lansing and he wanted her to note that the City really thinks Duane Yerks is an excellent person. The City hired a new person and Duane has helped with training and providing information. The City thinks Duane is very capable and qualified and wanted her to pass this information along to the Board. 3. When Commissioner Rodgers read the minutes from the February 2, 2012 Board Meeting, she was disturbed that the Board was being taken to task regarding Mr. Dale Arnett and that a former employee felt the opportunity should have been provided to him. It is Commissioner Rodger s belief that the former employee is attempting to re-write history. This former employee, through his own actions, is not working at the Ingham County Road Commission. Commissioner Rodgers believes it is part of the court record that this former employee was not going to be seeking any type of employment with the Road Commission. The former employee had also filed grievances and other complaints and he withdrew those. Commissioner Rodgers believes that to equate that with someone who is laid off, is a little troubling, particularly since she is the only one left on the Commission who was here when it happened. Commissioner Rodgers wanted her fellow Commissioners made aware that the way it was represented, was not the way it happened. The former employee was given several last chance agreements and Commissioner Rodgers is disturbed at the attempt to re-write history. Commissioner Rodgers believes the files are still here and the court information is public record. Commissioner Rodgers read the minutes and was very unhappy and felt they were misleading and she needed to clarify. Commissioner Scales congratulated Commissioner Rodgers for her award for Community Service and for being a founding member of the local chapter of her Sorority. 7
AGENDA ITEM #12 LIMITED PUBLIC COMMENT. None. Moved by Commissioner Scales and Supported by Commissioner Rodgers to adjourned the meeting at 6:43 p.m. James G. Dravenstatt-Moceri, Chair Brenda Moyer, Deputy Board Secretary 8