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 March 20, 2008.

 

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

 

Chairman MacDonald lead the Pledge of Allegiance.

 

PRESENT:  Chairman MacDonald, Commissioners Carr and Holt, Manager Heckman, Office Mgr. Decker, Clerk McDowell, Foreman McConkey, Foreman Erickson, Foreman Pesola, Surveyor Laitinen, Engineering Assistant Deatrick and Union President Hopper.

 

ABSENT:    

 

MOTION by Commissioner Holt SECONDED by Commissioner Carr that the Payroll in the amount of $121,396.89 and Vouchers in the $309,917.80 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 Holt that the minutes from the Regular Meeting of March 6, 2008 be approved and placed on file.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

PUBLIC COMMENTS

 

Jesse Knoll indicated things are good on Sugar Island other than a few water problems.

 

Mr. Daniel Gallagher indicated as of Monday, March 17, 2008 he has resigned as Supervisor of Bruce Township stating personal reasons for leaving the position.  He thanked the Road Commission Board for the opportunity of working with them over the past years.

 

Mr. Gallagher commented that he felt the meeting last evening held by the Chippewa County Board addressing issues with the Road Commission Board was a very poorly handled meeting.  He felt County Chairman Kay’s demeaning attitude toward Chairman MacDonald were very inappropriate especially during a public hearing.

 

Chairman MacDonald indicated it was a very contentious  meeting, but felt he did come away with something learned.  He stated he hopes that the positives will out weigh the negatives in the future.

 

Mr. Gallagher suggested that the Road Commission as well as the County Board add a public comments line item to their agenda toward the end of their meetings.

 

County Chairman Kay indicated he didn’t feel he had to defend himself but indicated the meeting was called due to the attitude he ran into when he attempted to advise the Road Board that the process they followed in regards to the purchasing of the managers vehicle was improper and hoped they finally understand the severity of the problem.  He indicated the County Board was reacting to disgruntled taxpayers who were also concerned about the way things were handled.

 

Chairman MacDonald indicated he will be recommending we set a Special Meeting to review all our purchasing procedures along with ways to make the bid process more visible to the general public.

 

County Chairman Kay indicated management personnel of the Road Commission should be aware of purchasing policies and procedures and should be informing Board members when they would be in violation of these policies.

 

County Chairman Kay addressed the issue of making sure Special Meetings and Public Bid Openings are posted so as to inform the general public.

 

County Commissioner LaJoie inquired as to if Secretary McDowell and Deputy Clerk Decker had been sworn in by County Clerk, Diane Cork.

 

Chairman MacDonald stated we would make sure this is done if it hasn’t already been. 

 

Chippewa County Administrator/CFO, Jim German stated he is glad the Road Commission is looking at improving their purchasing policy and extended his help to Manager Heckman and Chairman MacDonald.  He agreed with Mr. MacDonald’s statement at last nights meeting that the Road Commission and County need to have a good working relationship. 

Mr. German requested that Special Meetings and Regular Meetings of the Road Commission be posted at the Courthouse.

 

Chairman MacDonald extended his congratulations and best wishes to Mr. German in his new position.

 

County Commissioner Moore addressed concerns for procedures to follow when bids are opened.  He indicated a notice should be given to all bidders and also posted for the general public informing them of the date and time bids would be publicly opened.

 

County Commissioner Moore inquired about a problem with patch work on 9 Mile Road west of Shunk Road.

 

Discussion followed on how soils and frost can affect these areas with little the Road Commission can do until frost leaves the ground.

 

Foreman Erickson stated crews are working on general winter maintenance and some ditching to help with spring breakup.

 

Union President Hopper addressed comments in regards to contract negotiations that were made during last nights meeting at the Courthouse. He indicated that management contacted the union last summer wishing to open contract negotiations, and at which time the union did not reply for a few months.  When they did come to the table, management brought forward what the union felt was a totally rewritten contract. After a couple of meetings the union received notice that contract negotiations would be handled by an attorney.  Union President Hopper indicated the union membership is upset that everything has to be such a battle, they don’t feel they are asking for that much only to be treated fairly and shown respect for the job that they do.  He indicated the union would probably be going to fact finding for contract negotiations.  He indicated it is his understanding that we are scheduled to meet with the mediator on April 10th  regarding contract negotiations and then an arbitrator on April 11th regarding an employee termination.

 

 

 

 

Chairman MacDonald addressed Union President Hopper and union membership stating he did agree there are a lot of hard feelings for reasons he’s not quite sure of.  He stated the union contract language was rewritten because there were a lot of contradictions, vague passages and also areas he felt crossed the line of what are management responsibilities and employee rights which needed to be clarified.  It was his understanding that most of the contract language had been resolved or nearly resolved and that rates of pay and health benefits were the areas of conflict. 

 

Union President Hopper indicated we have tentatively agreed to some of the language revisions, but employees want to hold on to their health insurance which was previously bargained for.

 

Commissioner Holt wanted it clarified that management had contacted the Union in the summer of 2007 wishing to open contract negotiations with no response.  An attorney was then hired to send a letter to the Union Representative requesting that negotiations be opened.  One month following, we finally received word that the Union was willing to enter into negotiations.

 

Commissioner Holt stated he didn’t feel this was the time or place to be discussing a labor contract or negotiations.

 

Chairman MacDonald indicated he has a lot of respect for the job each employee does and believes we have very capable hard working employees who are very dedicated to their job.  He offered to meet with the union members to air their concerns. 

 

Union President Hopper thanked the Board for allowing him the opportunity to address the unions concerns and indicated he would get back to Chairman MacDonald regarding a meeting.

 

Chief Mechanic Sibbald indicated he has been informed that our new trucks will be built the 27th of March and the 4th of April and will be delivered to the bid winner of the hydraulics sometime the middle of April.

 

Office Manager Decker indicated the 2007 financial audit has been complete.  He indicated Manager Heckman and he met with the auditor on Tuesday, March 17, 2008 and will be scheduling an exit conference in the near future.

 

Office Manager Decker informed the Board that bid requests have been sent to various financial institutions for financing for the cab and chassis and are due in on Wednesday, March 26, 2008.

 

Office Manager Decker read Notice of Bids we currently send out and asked for clarification as to if a Special Meeting of the Board would need to be called to open bids.

 

Commissioner Moore indicated the notice must be posted indicating you will be opening bids.

 

Discussion ensued to if a Special Meeting of the Road Board would need to be called.

 

Chairman MacDonald indicated it’s his understanding that bid openings do not have to be a Special Meeting of the Board, but opening and tabulations must be open to the public and two individuals of the Road Commission should be present.

 

Commissioner Moore agreed that the meeting doesn’t have to include the full Board because no decision in regards to award would be made until the next Meeting of the Road Commission Board, but must be publicized and open to the public.

 

Further discussion ensued as to making sure there is a notice posted indicating the place and time the bids would be publicly opened and tabulated both at the Road Commission office and at the County Courthouse.

 

Surveyor Laitinen stated he is working on annual Act 51 milage certification, with cover sheet for plans on the agenda for approval so we can forward two sets to Lansing.

 

Engineering Assistant Deatrick indicated he has completed the application grant for Spring Bay and North Caribou Lake Road which he will be submitting today.  He also updated Board on certification classes he has recently completed.

 

Foreman Pesola stated crews have been working on a few small water problems, Bound Road clearing and winter maintenance.

 

Foreman McConkey working on ditching to try and prevent further water issues, garage maintenance and general winter maintenance.

 

Manager Heckman presented Title Sheet for bridge plans for the 6 Mile Road Bridge over the Waiskey River.

He indicated this is MDOT’s portion of the local bridge program and anticipates a June bid letting, which will put construction into July and August.  We will be coordinating our detour routes with MDOT who has scheduled work on M-28 from I-75 to Raco.

 

MOTION by Commissioner Holt SECONDED by Commissioner Carr authorizing Board and Manager Heckman to sign Title Sheet for 6 Mile Road Bridge over the Waiskey River.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

Discussion followed for time schedules for this project.

 

MOTION by Commissioner Holt SECONDED by Commissioner Carr authorizing Chairman MacDonald to sign cover sheet for Act 51 Certification maps.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

MANAGER’S REPORT

 

·           Forrest Service has denied our request to purchase property in the Fibre area, which we intended to utilize as a pit.  They did state we could apply for a prospecting permit, but from past experience this ends up being cost prohibited.

·           Received letter from Army Corp of Engineers stating they don’t claim jurisdiction in regards to the Homestead Rd stream crossing, which was applied for in March of 2007 and have already received permit from the DEQ.

·           GI meeting was held for the 6 Mile Bridge last week with and anticipated June bid letting.

·           Weight restrictions were imposed on Tuesday, March 18, 2008 with some special use permits being issued.

·           Office will be closed tomorrow for Good Friday.

·           Wished everyone a Happy Easter.

 

COMMISSIONER’S COMMENTS

 

Commissioner Holt gave an update on issues facing transportation funding in Lansing indicating we are looking at between a 4% to 6% decrease in funding. He indicated CRAM is requesting Counties contact Tom in the CRAM office to update web site for weight restrictions.  Commissioner Holt thanked Mr. Dan Gallagher for his years of service as Supervisor in Bruce Twp and wished him the best.  He extended a Happy Easter to all.

 

Commissioner Carr indicated how hurt he was after last nights meeting at which the Road Board was publicly ridiculed.  He stated he would like to see us look into purchasing our vehicles through the State purchasing program or at least to ask them for quotes when the need arises in the future.

 

Chairman MacDonald stated criticism that was given last night will be taken to heart. 

 

Chairman MacDonald indicated he is the Road Commissions representative at the Access Management meetings and has provided other members of the Board and Manager Heckman with copies of the meeting minutes to keep everyone generally informed and offered copies to anyone who might be interested.

 

Chairman MacDonald inquired to what the status was on the printing of the new county maps.

 

Office Manager Decker indicated he has reviewed the draft version and e-mailed 8 or 9 corrections back, but anticipates the final draft to be sent sometime next week.

 

Chairman MacDonald directed Manager Heckman to start preparing for a special meeting to review purchasing policy.

 

Manager Heckman stated he would check with CRAM for lawful compliance.

 

 

 

 

 

 

Chairman MacDonald thanked Dan Gallagher for a great working relationship and wished him the best. 

 

There being no further business to come before the Board it was MOVED by Commissioner Holt SECONDED by Commissioner Holt that the meeting be adjourned at 9:16 a.m.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

  

 

 

______________________________   __________________________

Christine A. McDowell            Louis N. MacDonald

Secretary for the Board          Chairman