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CLARE COUNTY ROAD COMMISSION
Minutes of the regular meeting of the Board of County Road Commissioners of Clare County, Michigan, hereinafter referred to as the Board, held at its office at 3900 East Mannsiding Road, Harrison, Michigan on March 16, 2011. The meeting was called to order at 7:00 p.m. by Chairman Michael Duggan with Commissioners Richard Haynak and Eddy Garver in attendance. Staff present was Ron Bushong, Manager; John Krchmar, Road Maintenance Supervisor; and Kimberly Kimmel, Finance Director. Pledge of Allegiance Guests present were Richard Wells, Freeman Twp. Trustee and Karen Lipovsky, Clare County Commissioner. The minutes of the March 2, 2011 regular Board meeting were read and approved. The fund balance report was presented and discussed and bills were reviewed. On a motion by Commissioner Haynak, seconded by Commissioner Garver and carried unanimously, it was moved to approve for payment payroll ending 03/06/2011(checks 48165-48193), check for FICA, February MERS and AP checks 63004 thru 63053 totaling $120,875.66. Permits 09-11 for Bishop Land Service, and 10-11 for Consumers Energy Company to work in the road right-of-way of Clare County roads were examined and signed by all members of the Board. Manager Ron Bushong discussed adopting a purchasing policy. He is currently working on a policy and it should be finalized for Board approval at the next regular board meeting. After discussion, on a motion by Commissioner Duggan, seconded by Commissioner Haynak and carried unanimously it was moved to contract Ronald L. Wohlford, C.P.A. for independent accounting and financial services as needed and to authorize Manager Ronald Bushong to sign said contract. Commissioner Duggan proposed the following resolution for the 2011 critical bridge applications and moved for its’ adoption: WHEREAS, the Clareola Road Bridge over the Doc and Tom Creek WHEREAS, the bridge is in section 30, T.18N.-R.6W. Freeman Township, WHEREAS, the replacement of this bridge is important to and supported by the Township of Freeman for the general health, safety, and welfare of its citizenry, and Resolution seconded by Commissioner Haynak and carried unanimously. Commissioner Garver proposed the following resolution for the 2011 critical bridge applications and moved for its’ adoption: WHEREAS, the Mostetler Road Bridge over Mostetler Creek is in poor condition, and WHEREAS, the bridge is in section 25, T.19N.-R.4W. Hayes Township, Clare County, Michigan and is designated on county road commission records as structure number 1763 with NBI Bridge ID 18310H00008B010, and MDOT Bridge ID 18 3 10 0000800B01, and WHEREAS, the deteriorated condition and load limitations of the bridge are an impediment to the safe and efficient movement of emergency response vehicles, school buses, agricultural equipment, commercial vehicles, delivery trucks, and other traffic, and WHEREAS, the replacement of this bridge is important to and supported by the Township of Hayes for the general health, safety, and welfare of its citizenry, and WHEREAS, upon application, federal and state critical bridge funds are available for the replacement of this structure, NOW THEREFORE BE IT RESOLVED, that the Board of County Road Commissioners of Clare County, Michigan does hereby support the replacement of the Mostetler Road Bridge over Mostetler Creek. Resolution seconded by Commissioner Duggan and carried unanimously. Commissioner Haynak proposed the following resolution for the 2011 critical bridge applications and moved for its’ adoption: WHEREAS, the North Clare Avenue Bridge over Townline Creek is in poor condition, and WHEREAS, the deteriorated condition and load limitations of the bridge are an impediment to the safe and efficient movement of emergency response vehicles, school buses, agricultural equipment and products, timber, delivery trucks, and other vehicular traffic, and WHEREAS, the replacement of this bridge is important to and supported by the Township of Frost for the general health, safety, and welfare of its citizenry, and WHEREAS, this route, also known as Old 27, occasionally serves as an emergency bypass route for the adjacent US-127 expressway but trucks cannot WHEREAS, the Clare County Road Commission intends to apply for federal and state critical bridge funds for the replacement of this structure, NOW THEREFORE BE IT RESOLVED, that the Board of County Road Commissioners of Clare County, Michigan does hereby support the replacement of the North Clare Avenue Bridge over Townline Creek. Resolution seconded by Commissioner Duggan and carried unanimously. Commissioner Duggan proposed the following resolution and moved for its' adoption. WHEREAS, Act 51, P A of 1951, as amended, provides that the State Highway Commission shall, jointly with the Board of County Road Commissioners, ascertain and fix the total mileage of County Primary roads and the total mileage of County Local roads in each county of the WHEREAS, in complying with the provisions of said Act, the State Highway Commission has requested this Board to certify the mileage and locations of such roads required by said Act to be fixed and ascertained; NOW, THEREFORE, BE IT RESOLVED that the Board of County Road Resolution seconded by Commissioner Haynak and carried unanimously. There will be a MDOT Transportation Summit (Rural Elected Official’s) meeting on April 18, 2011 from 9a.m.-12 noon. Manager Ron Bushong will be attending. Manager Ron Bushong discussed a survey regarding the merging of the Northern Road Association and the Southern Road Association and holding one annual meeting per year. It was the consensus of the Board to favor this merger. Commissioner Duggan proposed the following jurisdictional transfer resolution and moved for its' adoption. WHEREAS, the City of Harrison, Michigan, hereinafter referred to as the City, and the Board of County Road Commissioners of Clare County, Michigan, hereinafter referred to as the County, are mutually agreeable WHEREAS, the name of the road under consideration for a jurisdictional transfer is Hawthorn Avenue, and WHEREAS, Hawthorn Avenue is located entirely within the plat of Southwood Subdivision, part of the south one-half of the southwest one- quarter of Section 29, T19N, R4W, City of Harrison, Clare County, State of Michigan, and WHEREAS, the length of said road is 0.28 miles, more or less, as shown on said plat, and the length under consideration for the jurisdictional transfer is one and the same, and WHEREAS, the aforementioned road is currently under the jurisdiction of the County, and is a certified ACT 51 of 1951 Local Road, and, WHEREAS, the City is agreeable to this transfer and must pass a resolution accepting jurisdiction for this transfer to take effect, and NOW, THEREFORE, BE IT RESOLVED, that the Board of County Road Commissioners of Clare County, Michigan does hereby relinquish jurisdiction of Hawthorn Avenue in the plat of Southwood Subdivision, Section 29, City of Harrison, Clare County, Michigan to the City of Harrison, Michigan conditional upon the City’s acceptance. Resolution seconded by Commissioner Haynak and carried unanimously. Commissioner Haynak proposed the following resolution and moved for its' adoption. WHEREAS, the Michigan Department of Transportation, the Clare County Road Commission, the Farwell Area Schools, the Village of Farwell and Surrey Township and are mutually agreeable to entering into agreement for the construction of the Farwell Safe Routes to School Project located primarily along North Road between Maple Grove Road and Surrey Road in Section 24, T17N, R5W, Surrey Township, Clare County, Michigan, and WHEREAS, the Farwell Area Schools has received funding through the SRTS Grant Program for the following Project Numbers: SRTS 2010-0012 and SRTS 2010-0013, and WHEREAS, the Farwell Area Schools, the Village of Farwell and Surrey Township have entered into a Safe Routes to School Cooperative Agreement with each other providing for equal three-way sharing of all costs not covered by the SRTS Grant award for construction of said project, and WHEREAS, the Farwell Area Schools will act as fiscal agent for the three parties in the SRTS Cooperative Agreement, and WHEREAS, the Clare County Road Commission agrees to be the local Act 51 Agency responsible for the Safe Routes to School Project with regards to the project being administered through the MDOT Local Agency Program, and WHEREAS, the Clare County Road Commission staff will handle administrative duties as required to bring the project to the construction stage, and WHEREAS, the Farwell Area Schools agrees to reimburse the Clare County Road Commission for all out-of-pocket expenses related to the Project, and NOW, THEREFORE, BE IT RESOLVED, that the Board of County Road Commissioners of Clare County, Michigan does hereby support the SRTS Project and authorizes Michael Duggan, Chairman, and Ronald Bushong, Manager to sign required contracts with the Michigan Department of Transportation and with Farwell Area Schools. Resolution seconded by Commissioner Garver and carried unanimously. Manager Ron Bushong discussed the road commission working 4-10 hour days. The proposed start date is in April. All members of the Board were in favor of this change. Consumers Energy is again offering their “Small Business Solutions Program”, which is a federally subsidized program to help agencies upgrade to energy efficient lighting. Alpine Electric Corp. is contracted to Consumers Energy to administer the program. Projected energy savings indicated that upgrades will pay for themselves in less than 2 ½ years. On a motion by Commissioner Haynak, seconded by Commissioner Duggan and carried it was moved to enter into agreement with Alpine Electric for the lighting upgrades and to authorize Manager Ronald Bushong to sign said contract. Commissioner Duggan proposed the following resolution and moved for its' adoption allowing active employee Robert Fisch to purchase two additional years of service. As provided by the MERS Plan Document, and in accordance with the Employer’s policy there under, the additional credited service described above is hereby granted this Member by Resolution of the Governing Body of Clare County Road Commission at its meeting on March 16, 2011. The Employer understands this is an estimated cost, calculated using actuarial assumptions approved by the Retirement Board. Any difference between the assumptions and actual experience will affect the true cost of the additional service. For example, changes in benefit programs through adoption or transfer of the affected employee to a division with “better” benefits; increases in wages other than 4.5% per year; and changes to the anticipated date of termination, will affect the actual cost of the additional service (increase or decrease). Thus, actual future events and experience may result in changes different than those assumed, and the liability different than that estimated. The Employer understands and agrees that it is accountable for any difference between estimated and actual costs. Resolution seconded by Commissioner Haynak. Motion carried. It was the consensus of the Board to have a booth at the 2011 Clare County Fair. There being no further business to come before the Board, the meeting was adjourned at 7:41 p.m.
______________________________ ______________________________ Kathy Duynslager, Board Secretary Michael S. Duggan, Chair
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