October 18, 2005

 The regular meeting of the Barry County Road Commission was called to order at 8:00 A.M. by Vice-Chairman Pashby.

Members present:  Dykstra, Pashby and Managing Director Brad Lamberg.  Willcutt excused.

The agenda for October 18, 2005 was approved.

The minutes of October 4, 2005 were approved as read by the Secretary.

Motion by Commissioner Dykstra seconded by Commissioner Pashby to approve the payroll for payment.

     ROLL CALL:  Yeas, Dykstra & Pashby

                               Nays, None

                               Motion Carried

CHECK              NAME                                                                            AMOUNT

                            Barry County Road Commission                                       $76,800.00

Motion by Commissioner Dykstra seconded by Commissioner Pashby to approve the bills for payment.

     ROLL CALL:  Yeas, Dykstra & Pashby

                               Nays, None

                               Motion Carried

   Check               Name                                                                         Amount      

    18345                 NAPA AUTO PARTS                                                       $190.93

    18346                 NORTH AMERICAN SALT CO                                          $22,672.73

    18347                 WYOMING ASPHALT PAVING CO                                    $704.35

    18348                 ADVANTAGE DRAIN CLEANING LLC                               $180.00

    18349                 AGGREGATE INDUSTRIES                                               $70,841.79

    18350                 ALLTEL                                                                         $147.01

    18351                 ALRO STEEL CORPORATION                                           $327.11

    18352                 ARCH WIRELESS                                                            $45.80

    18353                 ARISTOCHEM, INC                                                         $462.19

    18354                 ASMRC                                                                         $50.00

    18355                 B & B TRUCK EQUIPMENT INC                                        $814.02

    18356                 BESCO WATER TREATMENT INC                                    $46.75

    18357                 BRAD LAMBERG                                                            $727.99

    18358                 CARPENTER GRAVEL INC                                               $62.70

    18359                 CHARLES W LAWRENCE                                                $7,366.00

    18360                 CITY OF HASTINGS                                                        $467.24

    18361                 COGITATE INC                                                               $25.00

    18362                 CRAIG HAMILTON                                                         $25.50

    18363                 CSI/GEOTURF, INC.                                                         $285.00

    18364                 DAVID WOODS                                                              $2,512.00

    18365                 DEPARTMENT OF TRANSPORTATION                             $41,075.01

    18366                 DORNBOS SIGN & SAFETY INC                                        $563.85

    18367                 DUECO INC                                                                    $621.00

    18368                 DUTHLER TRUCK CENTER                                              $176.17

    18369                 ELOYSE NELSON                                                            $65.00

    18370                 FIDELITY INVESTMENTS                                                $5,725.60

    18371                 GREAT LAKES CLEANING SYSTEMS                                $266.24

    18372                 GUARDIAN ALARM COMPANY                                      $144.64

    18373                 HASTINGS ACE HARDWARE                                          $184.74

    18374                 HASLER INC                                                                  $57.00

    18375                 JDE EQUIPMENT COMPANY                                            $150.00

    18376                 JERRYS TIRE SERVICE                                                     $551.76

    18377                 KENT OIL COMPANY, INC.                                              $27,479.20

    18378                 KETCHUM MACHINE CO                                                $120.00

    18379                 MICHIGAN CAT                                                             $988.98

    18380                 MICHIGAN CHLORIDE SALES                                          $1,568.15

    18381                 MICHIGAN SIDEWALLS                                                  $764.00

    18382                 MIKE NORTON                                                              $122.18

    18383                 MODEL COVERALL SERVICE                                           $37.00

   Check               Name                                                                         Amount      

    18384                 NAPA AUTO PARTS                                                       $365.43

    18385                 NEAL’S TRUCK PARTS                                                    $938.12

    18386                 NEXTEL COMMUNICATIONS                                          $334.14

    18387                 OSCAR W LARSON COMPANY                                        $458.00

    18388                 PENNOCK HOSPITAL                                                      $83.00

    18389                 PURITY CYLINDER GASES INC                                         $657.54

    18390                 QUALITY STAFFING SOLUTION                                      $2,336.63

    18391                 QUILL CORPORATION                                                    $339.60

    18392                 RANDY ROUSH                                                              $131.49

    18393                 RIETH RILEY CONSTRUCTION CO                                    $3,282.42

    18394                 ROBERT RICHARDSON                                                   $671.45

    18395                 ROD COOK                                                                    $806.67

    18396                 S A E INDUSTRIES, INC                                                   $361.59

    18397                 SCOTT BOND                                                                 $140.64

    18398                 SMITH WELDING & REPAIR                                            $3,430.40

    18399                 STAR CRANE & HOIST SERVICE INC                                $88.00

    18400                 STATE WIRE & TERMINAL                                             $87.53

    18401                 TIMEMARK INCORPORATED                                          $286.62

    18402                 TRACTOR SUPPLY COMPANY                                         $92.87

    18403                 STATE OF MICHIGAN                                                     $100.00

    18404                 VALLEY INDUSTRIAL PRODUCTS, INC                             $533.45

    18405                 VESCO OIL CORPORATION                                              $2,586.61

    18406                 WASTE MANAGEMENT OF MI                                        $130.20

    18407                 WELTON’S INC                                                               $39.00

    18408                 WILCOX PROFESSIONAL SERVICES LLC                           $6,412.00

    18409                 W.W. WILLIAMS                                                           $581.92

    18410                 WYOMING ASPHALT PAVING CO                                    $8,333.19

                            Grand Total:                                                                     $222,223.14

Rod Vaughn of Frontline Maintenance came into the Board Meeting to discuss the possibility of extending their Roadside Mowing contract.

Tim Weingartz, Chair of the Board of Charlton Park, came into the Board Meeting to discuss repayment for services rendered.

Motion by Commissioner Dykstra seconded by Commissioner Pashby to extend The Daltons 2005 brush spraying contract price of .634¢ per gallon for 2006 with the condition that The Dalton’s can rescind their offer if regular or diesel fuel exceed $3.00 per gallon at the pump; or if herbicide costs take a significant jump.

     ROLL CALL:  Yeas, Dykstra & Pashby

                               Nays, None

                               Motion Carried

Motion by Commissioner Dykstra seconded by Commissioner Pashby to adopt the Social Security Number Privacy Policy.

     ROLL CALL:  Yeas, Dykstra & Pashby

                               Nays, None

                               Motion Carried

In the ordinary course of business, the Barry County Road Commission obtains the Social Security Numbers (SSNs) of applicants and employees for identification and tax-related purposes.  To the extent practicable, the Road Commission shall maintain the confidentiality of applicants’ and employees’ SSNs will be used by the Road Commission as follows:

  • 1. The Road Commission will use SSNs in the process of producing payroll, including any state or federal filing requirements, and, if required, for establishing, confirming the status of, servicing, amending, or terminating an account, contract, policy, or employee benefit, or to confirm the Social Security number of an individual who has an account, contract, policy, or employee benefit.
  • 2. The Road Commission may use an employee’s SSN to perform background checks or to investigate an individual’s claim, credit, criminal, or driving history.
  • 3. The Road Commission may use an employee’s SSN to detect, prevent, or deter identify theft or other crime.
  • 4. The Road Commission may use an employee’s SSN for any other administrative purpose related to employment.3

Information or documents that contain SSNs shall be stored in a physically secure manner.  Access to information or documents that contain applicants’ and employees’ SSNs shall be limited to Managing Director, Office Manager, Payroll Clerk, etc.

All unlawful disclosure of applicants’ and/or employees’ SSNs is prohibited.  No employee of the Road Commission shall unlawfully acquire, disclose, transfer, or use the SSN of an applicant or another employee.  The Road Commission will not publicly display more than four (4) sequential digits of any SSN unless required in the course of processing state and federal reports for purposes of wage reporting.  SSNs shall not be placed on identification cards, badges, time cards, employee rosters, bulleting boards, or any other materials or documents designed for public display.

Road Commission documents containing an individual’s SSN shall only be mailed to a person when state or federal law, rule, regulation, or court or rule authorizes, permits or requires that a SSN appear in the document or where the document is mailed at the request of the individual.  Documents containing SSNs that are sent through the mail shall not reveal the number through the envelope window, nor shall the number otherwise be visible from outside the envelope or package.

SSNs shall not be sent through e-mail unless the connection is secure or the number is encrypted.  No individual shall be required to send his/her SSN through e-mail unless the connection is secure or the number is encrypted.  SSNs shall not be stored on computers or other electronic devices that are not secured against unauthorized access.

Where a SSN is contained within a document subject to FOIA release, the SSN shall be redacted.  Documents or other materials containing SSNs shall not be thrown away in the trash.  They shall be discarded or destroyed only in a manner that protects their confidentiality, such as shredding.

Complaints concerning possible violation of this policy should be directed to the Managing Director.  If the complaint is about the Managing Director, it should be directed to the Chair of the Road Commission Board.  The recipient of the complaint and/or an appropriate designee will conduct an investigation.  Any employee who is found to have violated this policy shall be subject to disciplinary action, up to and including discharge.  

Motion by Commissioner Dykstra seconded by Commissioner Pashby to approve Walker, Fluke, and Sheldon to do the Road Commission’s 2005 audit and for Managing Director to sign contract.

     ROLL CALL:  Yeas, Dykstra & Pashby

                               Nays, None

                               Motion Carried

Motion by Commissioner Dykstra seconded by Commissioner Pashby Whereas the Plat of Foxglove Estates in Section 33 of Irving Township, T4N, R9W, has been approved and 0.14 miles of Foxmoor Drive and 0.50 miles of Foxglove Drive in this Plat have been constructed to our specifications.

 Now therefore be it resolved that the above road be accepted into the Barry County Road System and the Board to assume maintenance of said roads and add these roads to our annual Mileage Certification sent to the Michigan Department of Transportation on 3-1-06.

     ROLL CALL:  Yeas, Dykstra & Pashby

                               Nays, None

                               Motion Carried

Meeting adjourned at 11:20 A.M.

_________________________________                   __________________________________

Chairman                                                                      Secretary

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