A REGULAR MEETING of the Board of Chippewa County Road Commissioners was duly held in their offices located at 3949 S. Mackinac Trail, Sault Ste. Marie, Michigan on October 18, 2007.

 

The meeting was called to order at 8:00 a.m.

 

Chairman Carr lead the Pledge of Allegiance.

 

PRESENT:  Commissioners Carr, Holt and MacDonald, Manager Heckman, Office Mgr. Decker, Clerk McDowell, Foreman Erickson, Chief Mechanic Sibbald, Surveyor Laitinen and Union President Hopper.

 

ABSENT:  Foreman McConkey

 

MOTION by Commissioner Holt SECONDED by Commissioner MacDonald that the Payroll in the amount of $87,602.48 and Vouchers in the amount of $232,392.06 be approved and authorized for payment from the County Road Fund subject to audit.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

MOTION by Commissioner MacDonald SECONDED by Commissioner Holt that the minutes from the Regular Meeting held on October 4, 2007 be approved and placed on file.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

PUBLIC COMMENTS

 

Supervisor Myerscough asked to have Homestead Road considered for a winter sand haul project.  He also inquired about having Homestead Road put on the Federal Aid list.

 

Mr. Willis inquired about adopted a highway signing and how a group could have one installed. 

 

Manager Heckman stated the signs are supplied by the State for adopt a highway program.  He stated the county doesn’t have a program like this. 

 

Further discussion ensued regarding liability issues for having volunteers working on the county right of ways.

 

County Commissioner Moore inquired about mowing on Bound Road.

 

Manager Heckman stated there is a crew scheduled to cut this area today.

 

Chief Mechanic Sibbald indicated shop is preparing for winter.

 

Union President Hopper thanked Sugar Island Township for the great luncheon for crews that worked on Sugar Island.

 

Foreman Erickson stated state salt is being delivered and crews are working on maintenance to prepare for winter.

 

Surveyor Laitinen gave survey updated for Bass Cove Rd and Tilson Rd projects.

 

Manager Heckman presented letter dated October 1, 2007 and signed petition from Piatt Lake Association to have approximately ¾ of a mile of South Piatt Lake Road in Chippewa Township abandoned.  Manager Heckman stated the township is not in favor of this abandonment.

 

Commissioner MacDonald stated our policy states that in order to consider a road for abandonment the township must be in support of the request.

 

Commissioner Holt stated it might be a good idea to get a hold of the township and discuss their objections to the abandonment.

 

Manager Heckman indicated the Association has also requested permission to work on this road if the Board denies their request for abandonment.

 

Discussion ensued regarding liability issues in allowing private individuals permission to work on our roads.

 

MOTION by Commissioner MacDonald SECONDED by Commissioner Holt not to take action on the request from the Piatt Lake Association to abandon South Piatt Lake Road until discussion with township on there decision not to support.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

Manager Heckman presented Township Road Agreement with Pickford Township for work on 23 Mile Road and Steele Road for a distance of approximately 2.00 miles.  Said improvements to consist of HMA surfacing, gravel shoulders and pavement markings.  Total township share is estimated at $110,500.00.  Manager Heckman indicated this could also be scheduled to be paved this year.

 

MOTION by Commissioner Holt SECONDED by Commissioner MacDonald to approve Township Road Agreement with Pickford Township for work on 23 Mile and Steele Roads as presented.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

Manager Heckman presented two Township Road Agreements with Sugar Island Township as follows:

 

(1)  Work on 7 Mile Road for a distance of approximately 1.30 miles, which will also be funded under the BIA.  Said improvements to consist of HMA surfacing, gravel shoulders and pavement markings.  Township share shall be 50% of local match requirement.  Total township share is estimated

to be $16,800.00.

 

(2)  Work on Homestead Road for a distance of approximately 2.70 miles.  Said improvements to consist of clearing, ditching, culvert replacement, sand subbase and aggregate surface.  Township share shall be 50% of local match requirement.  Total township cost is estimated to be $170,280.00.

 

MOTION by Commissioner Holt SECONDED by Commissioner MacDonald to approve Township Road Agreements with Sugar Island Township for work on 7 Mile Road and Homestead Road as presented.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

Office Manager Decker presented fee proposal and letter of engagement from Gabriel Roeder Smith & Company to complete an actuarial valuation for the retiree health care benefits for the Chippewa County Road Commission as of December 31, 2007.  This valuation will identify the liability for the long-term cost of retiree health care and other post employment non-pension benefits (OPEB) as required by GASB No. 45., which we will be required to report on our financial statements beginning in 2008. 

 

 

Office Manager Decker stated at the present time GASB 45 doesn’t require funding of this liability, but indicated once these numbers are identified it may be only a matter of time before the requirement of funding this liability at a certain percent is set just as our pension benefits are.

He indicated MERS has developed a program to help municipalities fund this liability through establishment of a trust fund.

 

MOTION by Commissioner Holt SECONDED by Commissioner MacDonald to authorize Office Manager Decker and Manager Heckman to proceed with obtaining the actuarial.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.    

 

Manager Heckman requested setting date for winter maintenance meeting with local law enforcement agencies, schools, 911 and also representatives from MDOT.

 

MOTION by Commissioner MacDonald SECONDED by Commissioner Holt to set Special Meeting for November 1, 2007 at 10:00 a.m.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

MANAGERS REPORT

 

·           Update on progress on Tilson Rd.

·           T & S Contractors are finished mowing on state roads and are in process of cutting Bound Rd and some county primary roads.

·           State salt deliveries have started and will continue into next week.

·           GI submittal for 6 Mile have been complete and sent into BIA for approval of funding.  If funding not received in 2008 then hopefully in 2009.

·           Winter night patrol will begin November 4th.

·           Contractor H & D will begin paving county projects next week.

·           Gravel crusher is currently crushing gravel in the Kinross pit and expects to be completed on Saturday, anticipate sending him to Goetzville to crush 4,000 cyds.

 

 

 

COMMISSIONERS COMMENTS

 

Commissioner Holt stated he is heading to Lansing today for Board of Directors meeting.

 

Commissioner MacDonald reported on access management meeting he recently attended, which was very informative.

 

Commissioner MacDonald asked if any response has been heard from anyone within the Arbor Ridge Estates to our letter informing them that this would be our final year for lane plowing. 

 

Manager Heckman stated he understands they are in the process of checking with local contractors to see what the cost would be for them to provide lane plowing services for less than our quoted price of 3,500.00.

 

There being no further business to come before the Board it was MOVED by Commissioner MacDonald SECONDED by Commissioner Holt that the meeting be adjourned at 8:56 a.m.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

 

 

_________________________      ___________________________

Christine A. McDowell          Clifford H. Carr

Secretary for the Board        Chairman