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,
The meeting was called to order at
Chairman MacDonald lead the Pledge
of Allegiance.
PRESENT: Chairman MacDonald and Commissioner Carr,
Office Mgr. Decker, Foreman McConkey, Foreman
Erickson, Foreman Pesola, Chief Mechanic Sibbald, Union President Bill Hopper and Surveyor Laitinen.
ABSENT: Commissioner Holt and Manager Heckman-Annual
Highway Conference in
MOTION
by Commissioner Carr SECONDED by
Commissioner MacDonald that the Payroll in the amount of $115,904.66 and
Vouchers in the amount of $104,675.79 be approved and authorized for payment
from the County Road Fund subject to audit.
MOTION CARRIED BY
UNANIMOUS ROLL CALL VOTE.
MOTION by
Commissioner Carr SECONDED by
Commissioner MacDonald that the minutes from the Regular Meeting of
MOTION CARRIED BY
UNANIMOUS ROLL CALL VOTE.
PUBLIC COMMENTS
Jesse Knoll sighted a few water problems on
Mike Wallis was present to clear up the comment made
suggesting the only thing he would operate would be a Caterpiller
dozer.
Surveyor Laitinen indicated he is
busy preparing for spring projects along with preparation of Annual Act 51 maps.
Foreman Pesola stated his crews
have been busy taking care of water problems created by recent rain, working on
general winter maintenance and proceeding with sand haul on
Foreman McConkey indicated that
all trucks were out over the weekend.
Foreman Pesola stated they did
have some trucks down and also were short staffed over weekend, so crews
concentrated on main roads.
Foreman Erickson indicated we are starting to have our
normal water problems and frozen pipes, also crews are still busy with winter
maintenance.
Mr. Smith from
Surveyor Laitinen indicated it was
his understanding there were Township Road Agreements
to complete all of
Mr. Smith inquired about why the curve on
Surveyor Laitinen indicated it was
started in the fall, but because of winter maintenance haven’t been able to
continue this project. Discussion
ensued.
Questions arose regarding sanding roads after they are
bladed off and plowing on main roads on the
Foreman McConkey responded to
Commissioner Moores concerns
regarding the plowing in the Kincheloe housing area. He indicated it was his weekend watch and all
the crews were called out, but because it was a weekend we don’t always get a
full crew because employees sometimes have made other plans.
Engineering Assistant Deatrick
gave update on training he attended and new funding applications.
Chief Mechanic Sibbald indicated
busy working on equipment and preparing for construction season.
Chairman MacDonald corrected statement made regarding dollar
amount difference in Managers vehicle.
He reiterated agreement to purchase from Newberry Motors was justified
and discussed Purchasing Procedures as they related to our operation. He has discussed the scenario with Phil Wolf
from Anderson Tackman & Company and he didn’t
find a problem with the way the vehicle purchase was handled. Chairman MacDonald addressed comments made
regarding “leather and loaded” stating these were false and can’t be
substantiated, comments regarding dozer’s purchased indicating difference after
trade-ins and other options was closer to $1,000.00 not $30,000.00 as stated in
the paper. Discussed the vehicles
submitted by O’Connor’s for the Boards review with problems with both were
detailed. He stated again that we do
operate with the best interests of the public in mind.
Jesse Knoll asked about the call to Newberry Motors after
the other bids were received.
Chairman MacDonald stated that he believes it was, but with
quotes being requested it didn’t affect the results.
Commissioner Carr talked about a similar transaction with
heavy equipment that happened in the past.
Chairman MacDonald read the section in the Accounting
Purchasing Policy in the Accounting Manual regarding local vendor preferences.
MOTION
by Commissioner Carr SECONDED by
Commissioner MacDonald to authorize Manager Heckman to impose seasonal weight
restrictions when appropriate.
MOTION CARRIED BY
UNANIMOUS ROLL CALL VOTE.
The cover sheet for plan design between CCRC,
BIA, Federal Hwy Administration and MDOT for bridge replacement on
Chairman MacDonald and Commissioner Carr signed the plan
sheet no further action.
Questions were raised regarding time frames of this project.
Surveyor Laitinen indicated we
could possibly have it in for a May bid letting with construction to begin this
summer.
Concerns were raised regarding the possibility of this
project being underway at the same time MDOT is working on M-28 project.
Assistant Engineer Deatrick
indicated he would contact MDOT to inquire about time frames, but thought the
M-28 project would not be bid until June due to bonding requirements not in
place yet.
Chairman MacDonald reviewed bids tabulations opened on
Discussion ensued regarding information presented and time
frames of 45-60 days from award.
MOTION
by Commissioner Carr SECONDED by
Commissioner MacDonald to accept Truck and Trailer Specialties bid in the
amount of $78,358.00 for Bid Tab #1.
MOTION CARRIED BY
UNANIMOUS ROLL CALL VOTE.
MOTION
by Commissioner Carr SECONDED by
Commissioner MacDonald to accept bid from Truck and Trailer Specialties for Bid
Tab #3 in the amount of $69,373.00.
MOTION CARRIED BY
UNANIMOUS ROLL CALL VOTE.
MOTION
by Commissioner Carr SECONDED by
Commissioner MacDonald to accept bid from Truck and Trailer Specialties for Bid
Tab #2 in the amount of $261,102.00.
MOTION CARRIED BY
UNANIMOUS ROLL CALL VOTE.
Office Manager Decker requested authorization to take bids
for used equipment. He indicated that
when we bid out the new trucks there was an option given for trade in on vehicles
we would be replacing. Based on the
trade in values the truck manufactures are willing to give we feel we might be
able to get a better price for them on the open market.
MOTION by Commissioner
MacDonald SECONDED by Commissioner
Carr to authorize management to advertise and receive sealed bids for sale of
used equipment.
MOTION CARRIED BY
UNANIMOUS ROLL CALL VOTE.
Office Manager Decker presented request to receive bids for
a 12,000 gallon above ground fuel tank system (10,000 gal diesel and 2,000 gal
no-lead) at the Soo garage.
He indicated the current system was installed around 1989
and is required to be tested every two or three years. During last years test, this tank
failed. Various options available were
discussed. Problems with tanks at other
garage locations were discussed.
MOTION
by Commissioner Carr SECONDED by
Commissioner MacDonald to receive bids for 12,000 gallon above ground fuel tank
at the Soo garage.
MOTION CARRIED BY
UNANIMOUS ROLL CALL VOTE.
Commissioner MacDonald stated that Commissioner Holt and
Manager Heckman are going to have an on site viewing of the Gray Hoist system
while in
There being no further business to come before the Board it
was MOVED by Commissioner Carr SECONDED by Commissioner MacDonald that
the meeting be adjourned at
MOTION CARRIED BY
UNANIMOUS ROLL CALL VOTE.
___________________________
__________________________
Brian F. Decker
Louis N. MacDonald
Deputy Clerk
Chairman