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 April 3, 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, Officer Mgr. Decker, Clerk McDowell, Foreman McConkey, Foreman Erickson, Foreman Pesola, Engineering Assistant Deatrick and Union President Hopper.

 

ABSENT:

 

MOTION by Commissioner Holt SECONDED by Commissioner Carr that the Payroll in the amount oF $113,950.67 and Vouchers in the amount of $173,135.81 be approved and authorized for payment from the County Road Fund subject to audit.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

Action deferred on approval of minutes from March 20, 2008 pending clarification on Union President Hoppers comments and Boards response made at that time.

 

Chairman MacDonald requested making an addition to the agenda so they might discuss union contract negotiation strategies just prior to adjournment.

 

MOTION by Commissioner Holt SECONDED by Commissioner Carr to go into closed session to discuss union negotiation strategies prior to adjournment.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

Chairman MacDonald indicated he was asked to sit in on a meeting held by the employee union and felt it was time well spent he indicate he would be discussing this in more detail during the closed session.

 

 

 

 

 

 

PUBLIC COMMENTS

 

Jesse Knoll stated East Shore and Village Roads as in the past were having water problems relating to spring breakup, but thanked the Road Commission for addressing the issues last night.  

 

Supervisor Myerscough also reported on areas on Sugar Island suffering from water problems and thanked crews on Sugar Island for working long hours and doing a great job.

 

Jesse Knoll inquired as to if there was any inspection process when Brasser Road was built indicating he had a resident tell him he had spoke with MDOT and he was told there was no inspection process.

 

Chairman MacDonald stated MDOT wouldn’t be inspecting our roads that would be our responsibility.

 

Manager Heckman indicated the Road Commission has their own inspection process for our roads.

 

County Commissioner Kay indicated he too was at the meeting last night held by the union and commended Chairman MacDonald for doing a good job in handing some very difficult questions.  Chairman Kay stated he thought the union membership appreciated the opportunity to voice their concerns.

 

Union President Hopper thanked Chairman MacDonald for attending their meeting and hoped he now has a better understanding of why the union membership is upset.

He also inquired about having meeting notices e-mailed to interested individuals. 

 

County Commissioner Kay indicated it could be sent to the county’s web site and they could post it.

 

Commissioner LaJoie thanked all road commission personnel for doing a great job.

 

Engineering Assistant Deatrick stated up to this past Monday we had issued approximately 50 special use permits, but are not issuing any more permits unless it is an emergency situation.  He indicated in the last two weeks he has submitted applications for funding for Spring Bay Road intersection and guardrail updating on the Curly Lewis Hwy.  He also indicated he will be submitting application for funding for Mackinac Trail upgrading from M-80 to Gaines Hwy shortly.

 

Chief Mechanic Sibbald indicated they are busy keeping up with repairs and also stated he has information on a wing for Sugar Island, but will probably be for next season.

 

Foreman Erickson stated crews have been busy between winter maintenance and spring breakup issues.

 

Foreman Pesola stated they have had a few water problems and also working on winter maintenance.

 

Foreman McConkey stated crews are trying to stay ahead of some of the water problems and also working on winter maintenance.

 

Office Manager Decker informed Board that the 2007 financial audit has been completed and is waiting to hear back from Mr. Wolf on dates he would be available to meet with the Board for an exit conference.

 

Approximately 90% of the Asset Management information has been entered, but he is waiting for a call from their help desk before it can be completed.

 

Manager Heckman indicated we have advertised in the Michigan Contractors Magazine and also sent bid request to Soo Automotive, Lynn Auto, Auto Value, Gray Manufacturing and Interstate Lift & Equipment for a portable cordless hoist system.  Soo Automotive did respond indicating they were unable to supply the hoist specified, but did appreciate the opportunity to bid.

 

Manager Heckman then opened and read the two bids received for the portable cordless hoist system.

 

Interstate Lift & Equipment Company             $79,700.00

 

Gray Manufacturing                              $83,056.00

 

Chairman MacDonald recommended that Manager Heckman and Chief Mechanic Sibbald review bids and bring their recommendation back to the Board.

 

Commissioner Holt indicated he and Manager Heckman did view the Gray System while they were in Lansing and thought the quality and overall performance of this system was great.

 

Manager Heckman presented Township Road Agreement with Kinross Twp for work on Mackinac Trail from M-80 to Gaines Hwy for a distance of 1.7 miles indicating this is the Small Urban Program project that is currently scheduled for 2009.  Said improvements to consist of HMA resurfacing, HMA shoulders, pavement markings and traffic control.  Total township cost is estimated to be $47,500.00 which is 50% of the local match.

 

MOTION by Commissioner Holt SECONDED by Commissioner Carr to approve Township Road Agreement with Kinross Twp for work on Mackinac Trail as presented.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

Manager Heckman presented bid tabulation for underwater bridge inspections opened on April 2, 2008 at 1:00 p.m. He indicated there were two bids received, which were as follows.

 

U.P. Engineers          $48,000.00

 

Ayres & Associates      $11,400.00

 

He indicated there are 8 different bridges that we are required by the Federal Hwy Administration and MDOT to have an underwater inspection completed on every 5 years.

 

Manager Heckman indicated Ayres & Associates has done our bi-annual bridge inspections in the past and has done a good job.

 

MOTION by Commissioner Holt SECONDED by Commissioner Carr to award the Underwater Bridge Inspection bid to Ayres & Associates in the amount of $11,400.00.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

 

 

 

 

 

Office Manager Decker presented bid tabulations received from 4 financial institutions, which were opened on March 26, 2008 at 1:30 p.m. for the financing rate for 8 tandem truck chassis.

 

See attached bid tabulation.

 

MOTION by Commissioner Holt SECONDED by Commissioner Carr to award the truck financing bid to First National Bank of St. Ignace with a rate of 3.45% for 5 years.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

MANAGER’S REPORT

 

  • Complaint has been filed by legal council in circuit court against DEQ for alleged wetlands violations.
  • We are currently working under our third extension with MDOT for our winter night patrol which will run through April 12th and hence have been able to keep temporary employees on but will be laying them off within the next couple of weeks.
  • Bid request have been sent out for above ground storage tanks and will be opened on April 14, 2008 at 2:00 p.m.
  • Stressed we are at a very sensitive time for our roads and for commercial trucking to adhere to the weight restricts so very few special permits will be issued.
  • Discussion on questions being raised regarding weight restrictions which we are imposing on H-40 and the fact that this road was built as an all season route.
  • Soo Tribe did ask to have meeting to discuss adding some of our county roads onto BIA system which would make these roads eligible to receive funding.  Mackinac Trail would be one that might be considered and would then make it eligible for BIA bridge funding for all of the bridges on this road.

 

COMMISSIONERS COMMENTS

 

Commissioner Holt discussed clarifications to March 20, 2008 minutes (see minutes from March 20, 2008).

 

Commissioner Holt gave a brief update on funding issues in regards to gas tax increase.

 

Commissioner Carr stated that the Rudyard Township Board has decided they will no longer be contributing to cooperative agreements for heavy maintenance projects with the Road Commission.

 

Chairman MacDonald inquired if any enforcement action has been done by the State Police in regards to weight restrictions.

 

Engineering Assistant Deatrick indicated the motor carrier officer did call inquiring about any areas he should be patrolling and informed him of the special use permits we have issued, but to his knowledge hasn’t done any enforcement.  

 

Chairman MacDonald indicated there were questions raised during the union meeting last night about the use of silt fencing and inquired to what degree we plan the use of silt fencing in our construction project.

 

Manager Heckman indicated we have an approved Soil Erosion Sedimentation plan which we adopted back in 2002 or 2003, which has been approved by the DEQ and serves as our guide for all our construction projects.

 

Discussion on projects that we have and have not used the silt fencing on.

 

Engineering Assistant Deatrick indicated he will be looking at putting together a procedure manual to address some of the concerns being raised by the DEQ.

 

Union President Hopper stated the crews concerns with the project on Soo Line Road because this project was done in the winter time and the fact that no silt fencing was used. 

 

Office Mgr Decker informed the Board that the BIA is also looking at adding snowmobile trails onto their system.

 

Dave Deatrick indicated he is a trustee with the E.U.P. Amateur Radio Club and they would like to offered their services to help in notifying public of road closures when there are winter storms. Discussion followed.

 

 

 

 

Chairman MacDonald stated his concerns with the statement in the draft of the meeting minutes from March 20, 2008 in which indicates that management should be informing Board members when they would be in violation of policies.   He indicated that generally speaking “a good job is being done” he would also say things do get missed once in a while and that no one is perfect.  He stated he didn’t want anyone to think that our management staff was not communicating with the Board.

 

Chairman MacDonald asked for a short recess at 9:15 a.m. before entering into closed session to discuss union negotiations.

 

MOTION by Commissioner Carr SECONDED by Commissioner Holt to reconvene in open session at 9:25 a.m.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

MOTION by Commissioner Carr SECONDED by Commissioner Holt to move into closed session at 9:27 a.m. to discuss Union negotiation strategy.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

MOTION by Commissioner Holt SECONDED by Commissioner Carr to reconvene in open session at 10:00 a.m.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

No decisions were made during the closed session meeting.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MOTION by Commissioner Carr SECONDED by Commissioner Holt to replace Commissioner Holt with Chairman MacDonald on the negotiation committee.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

There being no further business to come before the Board it was MOVED by Commissioner Holt SECONDED by Commissioner Carr that the meeting be adjourned at 10:00 a.m.

 

MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.

 

 

 

 

____________________________     __________________________

Christine A. McDowell            Louis N. MacDonald

Secretary for the Board          Chairman