December 22, 2006

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

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

The agenda for December 22, 2006 was approved.

The minutes of December 12, 2006 were approved as read by the Secretary.

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

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

CHECK              NAME                                                                            AMOUNT

                            Barry County Road Commission                                       $84,063.33

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

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

   Check               Name                                                                         Amount      

    20474                 AFLAC                                                                          $126.00

    20475                 AIS CONST EQUIP CORP                                                 $309.85

    20476                 ALLTEL                                                                         $233.63

    20477                 AMERICAN MESSAGING                                                $10.00

    20478                 B & B TRUCK EQUIPMENT INC                                        $138.88

    20479                 BESCO WATER TREATMENT INC                                    $67.22

    20480                 BLUE CROSS BLUE SHIELD                                              $1,317.54

    20481                 BRAD LAMBERG                                                            $178.16

    20482                 BRIAN HEATH                                                               $185.43

    20483                 CHARLES W LAWRENCE                                                $540.00

    20484                 CONSUMERS CONCRETE CORPORATION                         $74.75

    20485                 CONSUMERS ENERGY                                                     $5,896.45

    20486                 DANIEL PRICE                                                               $100.00

    20487                 DETROIT SALT COMPANY LLC                                       $25,146.92

    20488                 DGI SUPPLY – A DOALL COMPANY                                  $119.66

    20489                 DONALD WILLCUTT                                                      $310.17

    20490                 DORNBOS SIGN & SAFETY INC                                        $130.00

    20491                 DUANE HAMILTON                                                       $130.00

    20492                 FIDELITY INVESTMENTS                                                $6,293.16

    20493                 FITZPATRICK’S                                                              $200.00

    20494                 GARRY MCKELVEY                                                        $67.53

    20495                 HALLIDAY SAND & GRAVEL                                           $88,299.80

    20496                 HASTINGS ACE HARDWARE                                          $122.22

    20497                 BCHS – HELP NET                                                           $339.78

    20498                 H.S.V REDI-MIX                                                              $895.00

    20499                 JERRYS TIRE SERVICE                                                     $3,267.66

    20500                 KENITH HUBBELL                                                          $112.50

    20501                 KENT OIL COMPANY, INC.                                              $26,140.92

    20502                 F.D. LAKE COMPANY                                                     $58.83

    20503                 LIPARI                                                                          $942.98

    20504                 LTAP/MTU                                                                    $100.00

    20505                 MANPOWER OF HASTINGS                                            $802.56

    20506                 MARATHON PETROLEUM COMPANY                              $9.19

    20507                 MICHIGAN CAT                                                             $1,757.32

    20508                 MICHAEL R KLUCK & ASSOCIATES                                 $1,637.50

    20509                 MODEL COVERALL SERVICE                                           $39.58

    20510                 MUNICIPAL WORKS                                                      $285.00

    20511                 NAPA AUTO PARTS                                                       $558.14

    20512                 NEAL’S TRUCK PARTS                                                    $39.49

   Check               Name                                                                         Amount      

    20513                 NEXTEL COMMUNICATIONS                                          $332.63

    20514                 NORTHERN SAFETY CO. INC                                           $52.42

    20515                 PLUMMERS ENVIRONMENTAL                                       $808.98

    20516                 POWERNET GLOBAL COMMUNICATIONS                        $25.51

    20517                 PURITY CYLINDER GASES INC                                         $433.73

    20518                 QUALITY STAFFING SOLUTION                                      $2,153.85

    20519                 QUILL CORPORATION                                                    $774.06

    20520                 RADIO COMMUNICATIONS INC.                                     $412.69

    20521                 ROAD EQUIPMENT PARTS                                              $798.06

    20522                 ROBERT JESKA                                                              $282.00

    20523                 ROGER PASHBY                                                             $159.76

    20524                 ST. REGIS CULVERT INC                                                  $13,056.00

    20525                 TRUCK & TRAILER SPECIALTIES                                     $2,125.60

    20526                 USPS-HASLER                                                                $200.00

    20527                 VALLEY INDUSTRIAL PRODUCTS, INC                             $896.98

    20528                 VERMEER OF MICHIGAN INC                                          $3,731.74

    20529                 VERNS REPAIR & SPORT                                                 $177.60

    20530                 VESCO OIL CORPORATION                                              $2,091.01

    20531                 WALKER, FLUKE, & SHELDON PLC                                  $300.00

    20532                 WONCH BATTERY COMPANY                                         $263.37

    20533                 ZURICH NORTH AMERICA                                              $969.00

                            Grand Total:                                                                     $197,028.81

Roger Vilmont discussed Whispering Water Estates with the Board.

Motion by Commissioner Pashby seconded by Commissioner Willcutt to approve that the Road Commission not require valley gutters in Whispering Water Estates, that a 33 foot right-of-way on East side of Irving Road be allowed, and to reduce bond to $1,000.00.

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

Public Hearing for proposed 2007 Budget was opened at 9:00 A.M.

Motion by Commissioner Pashby seconded by Commissioner Dykstra to close the Public Hearing and approve the 2007 Budget.

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

Revenues

BUDGET

M.V.H.F.

4,746,495

Federal Funds

0

Critical Bridge

150,000

County Appropriations

16,000

Township Contributions

1,194,783

Other Contributions

0

Salvage Sales

3,100

Miscellaneous Sales

1,700

Interest Earned

28,000

Property Rentals

7,105

Equipment Rentals

2,200,000

Handling Charges

780

Purchase Discounts

5,900

Gain/Loss Disp. Of Equipment

0

Depreciation & Depletion

470,000

Equipment Retirements

0

Installment Leases

0

Trade-In Allowances

0

Permit Fees

28,000

Total Revenues

8,851,863

 

Expenditures

 

Local Construction

0

Primary Preservation

806,530

Local Preservation

698,993

Primary Routine Maintenance

1,344,215

Local Routine Maintenance

2,527,125

Equipment Expense Direct

850,000

Equipment Expense Indirect

430,000

Equipment Expense Operating

350,000

Distributive Expense

1,275,000

Interest Expense

0

Administrative Expense

470,000

Capital Expense

100,000

Note Payments

39,000

Total Expenditures

8,890,863

 

Budgeted Net Revenues (Exp)

-39,000

Projected Fund Balance Prior Year

2,984,295

Projected Fund Balance

2,945,295

Margaret Steketee with First ROW discussed the purchasing of right-of-way for the Finkbeiner Road project.

Motion by Commissioner Dykstra seconded by Commissioner Pashby approving the 2006 Budget Amendment #3.

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

Barry County Road Commission

2006 Budget Amendment #3

 

 

AMENDED

Revenues

BUDGET

AMENDMENT

 

BUDGET

M.V.H.F.

4,868,200

-68,200

 

4,800,000

Federal Funds

15,609

 

15,609

Critical Bridge

0

 

0

County Appropriations

16,000

 

16,000

Township Contributions

1,511,000

40,339

 

1,551,339

Other Governmental Contributions

0

7,504

 

7,504

Other Contributions

167,000

756,224

 

923,224

Salvage Sales

3,000

1,822

 

4,822

Miscellaneous Sales

1,600

 

1,600

Interest Earned

63,000

7,977

 

70,977

Property Rentals

7,105

 

7,105

Equipment Rentals

2,400,000

 

2,400,000

Handling Charges

750

 

750

Purchase Discounts

5,800

400

 

6,200

Gain/Loss Disp. Of Equipment

0

 

0

Depreciation & Depletion

390,000

86,930

 

476,930

Equipment Retirements

0

 

0

Installment Leases

0

14,315

 

14,315

Trade-In Allowances

0

 

0

Timber Sales

0

44,672

 

44,672

Permit Fees

28,000

 

28,000

 

Total Revenues

9,477,064

891,983

 

10,369,047

 

 

Expenditures

 

 

Primary Construction

0

22,000

 

22,000

Local Construction

167,000

767,000

 

934,000

Primary Preservation

768,609

-368,609

 

400,000

Local Preservation

1,164,000

-839,000

 

325,000

Primary Preventive Maintenance

636,000

-636,000

 

0

Local Preventive Maintenance

953,500

-953,500

 

0

Primary Routine Maintenance

708,000

527,000

 

1,235,000

Local Routine Maintenance

1,433,000

1,157,000

 

2,590,000

Equipment Expense Direct

765,000

225,000

 

990,000

Equipment Expense Indirect

433,000

-73,000

 

360,000

Equipment Expense Operating

380,000

 

380,000

Distributive Expense

1,460,000

-160,000

 

1,300,000

Interest Expense

0

 

0

Administrative Expense

430,000

60,000

 

490,000

Capital Expense

285,000

 

285,000

Note Payments

39,000

1,591

 

40,591

 

Total Expenditures

9,622,109

-270,518

 

9,351,591

 

 

Budgeted Net Revenues (Exp)

-145,045

 

1,162,501

 

1,017,456

Projected Fund Balance Prior Year

2,984,295

 

2,984,295

Projected Fund Balance

2,839,250

 

4,001,751

Kurt VanNortwick discussed building within the right of way in Sandy Beach Park.

Motion by Commissioner Dykstra seconded by Commissioner Pashby to allow Kurt VanNortwick to build structures in Sandy Beach Park not within 15′ of the existing road.

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

Motion by Commissioner Pashby seconded by Commissioner Dykstra to approve the Encroachment Policy effective December 22, 2006.

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

Right-of-Way Encroachment Removal Procedures

•I.                   PURPOSE

To establish procedures governing the use of roadside areas under the jurisdiction of the Board of County Road Commissioners based on its responsibility to maintain a roadway system that is reasonably safe and convenient for public travel.

•II.                INFORMATION

In the interest of highway safety, Michigan Law (1925 PA. 368, as amended, MCLA 247.171) prohibits the placement of any object within the highway right-of-way without a permit from the road authority.

In many instances, property owners or contractors place fences, rocks/boulders, trees/shrubs, unauthorized mailboxes, earthwork, underground sprinkler systems, underground utilities/devices or other objects within the road right-of-way as a measure of enhancing or protecting the property.  However, these fixed objects often become vision obstructions, hazards to motorists or interfere with drainage and/or public utilities.

Any structural or ornamental object, whether permanent or temporary, placed within the county road right-of-way without a permit from the Barry County Road Commission (“Road Commission”) shall be subject to removal.  Further, any costs incurred by the Road Commission may be recovered from the property owner(s) by statute.

•III.             PROCEDURE

Step 1:  When an object or obstruction is identified and reported to the Road Commission, the object will be classified by the complainant as a potential roadway safety hazard, vision or drainage obstruction, etc.  Information concerning the object and the person reporting the encroachment will be entered into an Encroachment Log and forwarded to the designated staff in the Engineering and/or Operations Department for action.

Step 2:  Within 45 days from the date the object was reported, an investigation will be performed by the designated staff in the Engineering and/or Operations Department to determine if the object is a safety hazard or interferes in the maintenance of the roadway surface or roadside drainage.  Field measurements and photographs of the object may be taken.

If, in the opinion of the Managing Director an object poses an imminent danger to the public, the Managing Director may immediately seek an Encroachment Removal Order and proceed to have the object removed at the expense of the property owner(s).

Step 3:  Upon completion of the investigation, the complainant will be notified by mail or, in the alternative, by telephone if any remedial action is to be taken to remove the object.

Step 4:  If the object is to be removed, the property owner(s) of record will be notified by certified mail that an encroachment has been identified on his/her property.  The property owner(s) will be informed that he/she has 14 days to contact the Road Commission and remove the object or the Board of County Road Commissioners may issue an Encroachment Removal Order requiring the object to be removed at the property owner(s) expense.  The property owner(s) will also be informed that any objection to the removal must be in writing and delivered to the main office of the Road Commission.

Step 5:  If the object has not been removed within 14 days, the Board of County Road Commissioners will consider an Encroachment Removal Order requiring the property owner(s) to remove the object within 30 days.  If approved, the Order will be sent to the property owner(s) by certified mail or personal service.

Step 6:  If the object has not been removed within 30 days from the date of service of the Order, the Road Commission will have the object removed at the expense of the property owner(s).  However, if within the 30-day time period, the property owner(s) denies the existence of the encroachment by written notice, the Board of County Road Commissioners may commence an action of trespass instead of removing the object.

•IV.              GUIDANCE TO BCRC STAFF

Encroachments on roads with speed limits of less than 40 mph should typically not be considered a safety hazard.

Encroachments that most likely would not cause severe damage if struck by the motoring public or a Road Commission vehicle should typically not be considered a safety hazard.

This policy shall be enforced through public request, BCRC driver/operator request or when damage occurs as a result of BCRC operations.

Motion by Commissioner Pashby seconded by Commissioner Dykstra to approve the Employee Reimbursement Policy effective December 22, 2006.

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

I.          PURPOSE

To establish procedures governing the reimbursement of employees for expenses they have occurred in their official capacities for the Barry County Road Commission.

II         INFORMATION

In the interest of keeping the number of credit cards in the name of Barry County Road Commission to a minimum, employees of the Barry County Road Commission often need to make purchases with their own funds/accounts for items or services needed to perform their duties for the Road Commission.  The Barry County Road Commission has accounts set up at many businesses that are frequented by the Road Commission and these accounts should be used.  Employees are allowed to be reimbursed for cash payments, check payments, credit card payments (regardless of any rewards points) or any form of payment they have made provided they provide the information required below.

III.       PROCEDURE

Petty Cash:  Petty cash reimbursements require a signature on the receipt and the item/s and date clearly identified if the receipt does not already do so.  If applicable, the purpose/equipment number for which the item is to be used for will be required.

Materials, Supplies, Miscellaneous:  Material, supplies and other miscellaneous items require a signature on the receipt and the item/s and date clearly identified if the receipt does not already do so.  If applicable, the purpose/equipment number for which the item is to be used for will be required.

Mileage:  Mileage reimbursements require the actual mileage driven, the purpose, the location driven to, date and signature.  Mileage forms are available.

Meals:  Meal reimbursements require a signature on the receipt, date, as well as an agenda (if available) for the meeting.  Employees will only be reimbursed for reasonable expenses. Meal reimbursements will be made only if employees are outside of Barry County for meetings/conferences they are attending as part of their duties for the Road Commission.  If employees choose not to attend the meals provided for as part of a meeting/conference they will not be eligible for reimbursement.

Accommodations:  Hotel reimbursements require a signature on the receipt, date, as well as an agenda (if available) for the meeting.  Hotel reimbursements will be made available to employees for out of town meetings of more than one day, provided the meeting is more than 80 miles from their home or the employee would be home for less than 10 hours should they commute.  Hotel rooms are eligible for reimbursement so that employees will not be required to leave home before 5:00 a.m. or arrive home after 10:00 p.m. as a result of attending meetings for the Road Commission.  Employees will be allowed to stay at the location of the conference.

Motion by Commissioner Pashby seconded by Commissioner Willcutt to set bid opening for used equipment, January 23, 2007 at 9:00 A.M.

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

Motion by Commissioner Pashby seconded by Commissioner Willcutt to authorize to all full time employees up to ½ day holiday pay for Christmas luncheon on December 22, 2006.

     ROLL CALL:  Yeas, Willcutt, Dykstra, & Pashby

                               Nays, None

                               Motion Carried

Meeting adjourned at 10:25 A.M.

_________________________________                   __________________________________

Chairman                                                                      Secretary

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