CLARE COUNTY ROAD COMMISSION
July 6, 2011

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 July 06, 2011.

The meeting was called to order at 9:00 a.m. by Chairman Michael Duggan with Commissioners Richard Haynak and Eddy Garver in attendance.  Staff present was Manager Ron Bushong; Finance Director Kim Kimmel and Superintendent John Krchmar.

Guests present were; Richard Wells, Freeman Township Trustee; Mark Lightfoot, Freeman Township Supervisor; Pat Humphrey, Freeman Township Clerk; John Blain, Freeman Township resident; Art Sullivan, Summerfield Township resident; Mike Schunk, Schunk’s Rock Farm; Jo Shell and grandson, Arden Shell Trucking and Excavating; Doug Moore, Fisher Transportation.

Pledge of Allegiance.

Minutes of the June 15, 2011 meeting were approved as written.

The fund balance report was presented and expenses were reviewed.  On a motion by Commissioner Duggan, seconded by Commissioner Haynak and carried unanimously, it was moved to approve for payment Payroll ending 6/12/11 (checks 48369-48397 and 1865-1881), Payroll ending 6/26/11 (checks 48398-48425 and 1882-1898), Off-the-job FICA and Accounts Payable (checks 63350-63409) totaling $223,294.95.

Permits 30-11, 31-11 and 32-11 for AT&T and ANR Pipeline to work in the road right-of-way of Clare County roads were examined and signed by all members of the Board.

At 9:15 a.m. sealed bids were open and read as follows:

Freeman Township – Limestone Project
Schunk’s Rock Farm                Machine Grading        300 @ 20                     = $    6,000
                                                Aggregate Base Crse  2,000 @ 8.50               = $  17,000
                                                Aggregate Surface      16,500 @ 18.00           = $297,000
                                                TOTAL                                                             = $320,000

Arden Shell Trucking & Exc.   Machine Grading        300 @ 87                     = $  26,100
                                                Aggregate Base Crse  2,000 @ 8.51               = $  17,020
                                                Aggregate Surface      16,500 @ 17.28           = $285,120
                                                TOTAL                                                             = $328,240
*Recommend 350 ton of gravel @ 5.94 a ton, which totals $2,079 for low spots between house #6537-6576 and 6627-6707

Freeman Township – Limestone Project (cont.)
Fisher Transportation                         Machine Grading        300 @ 35.75                = $  10,725
                                                Aggregate Base Crse  2,000 @ 9.63               = $  19,260 *includes sales tax
                                                Aggregate Surface      16,500 @ 19.51           = $321,915 *includes sales tax
                                                TOTAL                                                             = $351,900

Lincoln Township – Gravel (East Old Grade)
Arden Shell Trucking & Exc    23 A Gravel                 2,200 @ 5.84               = $  12,848
Fisher Sand and Gravel           23 A Gravel                 2,200 @ 6.69               = $  14,718
Schunk’s Rock Farm                23 A Gravel                 2,200 @ 9.45               = $  20,790

Lincoln Township – Gravel (Silver Lk Sub)
Arden Shell Trucking & Exc    23 A Gravel                 9,200 @ 5.84               = $  53,728
Schunk’s Rock Farm                23 A Gravel                 9,200 @ 6.40               = $  58,880
Fisher Sand and Gravel           23 A Gravel                 9,200 @ 7.05               = $  64,860

Winterfield Township – Clearing and Grubbing (Cook Ave)
Arden Shell Trucking & Exc    Clear and Grub                       lump sum        = $  11,890
Wonsey Tree Service              Clear and Grub                       lump sum        = $  29,000

Winterfield Township – Gravel (Cook Ave)
Arden Shell Trucking & Exc    23 A Gravel                 8,100 @ 5.64               = $  45,684
Halliday Sand and Gravel       23 A Gravel                 8,100 @ 6.53               = $  52,893
Schunk’s Rock Farm                23 A Gravel                 8,100 @ 6.65               = $  53,865
Fisher Sand and Gravel           23 A Gravel                 8,100 @ 8.18               = $  66,258

On a motion by Commissioner Duggan, seconded by Commissioner Haynak and carried unanimously, it was moved to review all bids and award in the best interest of the Road Commission and townships.  Manager Bushong noted that Freeman Township will be paying the entire cost for the limestone project in that township and that Freeman Township officials will be involved in the review process prior to making the award for that project.  A meeting will be scheduled for that purpose.

Art Sullivan, Summerfield Township property owner, discussed issues regarding Old State Road in Summerfield Township.

On a motion by Commissioner Duggan, seconded by Commissioner Garver and carried unanimously, it was moved to increase the Road Commission mileage rate to the standard IRS mileage rate from 51 cents to 55.5 cents effective July 1, 2011.

Manager Bushong updated the Board regarding bids for pavement marking and the Clarence Road gravel project, telephone system and workstation installations, work rules, CCRC/County of Clare intergovernmental agreement and securing the warranty deed for the Armentrout property.
 
The Board discussed a wood boiler system, roof repairs needed and possibility of a construction engineering estimate and roof analysis for our Road Commission building. 

Commissioner Haynak requested an update for the concerns previously addressed with the property owners adjacent our gravel pit.  Superintendent Krchmar will be checking with property owners regarding cleanup and beautification.

There being no further business to come before the Board, the meeting adjourned at 10:20 a.m. 

______________________________                                      ______________________________
Kimberly Kimmel, Finance Director                             Michael Duggan, Chairman