MONROE COUNTY ROAD COMMISSION
REGULAR MEETING AGENDA
Monday, June 22, 2020 – 3:30 p.m.
Conducted Via Tele-Conference
To Participate: Call (408) 418-9388
Meeting #628 449 087
Meeting Password #88365355
1. CALL TO ORDER
2. ROLL CALL
3. PLEDGE OF ALLEGIANCE
4. OPENING PRAYER
5. APPROVAL OF REGULAR MEETING AGENDA
6. PUBLIC COMMENT
7. CONSENT AGENDA (with immediate effect)
1) Approval of Minutes – Monday, June 8, 2020 Regular Meeting Minutes
2) Approval of Journal Entry
No. 413 Payroll Checks #65093-65108 & Advice #28791-28877 $ 271,442.95
Bank Service Charge – May 2020 $ 131.78
3) Township Contracts –
City of Monroe
N. Dixie Hwy 0.28 Miles W of Detroit Ave/E of Ternes Drive Resurfacing
4) Approve the Agreement with Lucas County for the pavement marking for the Summit Street
“Road Diet” project being extended northerly to Morin Grove Street within Monroe County,
Michigan; and authorize the Managing Director to sign on behalf of the Board.
5) Approve the Write off of Outstanding Accounts Receivable from 2013-2018 in the amount of
$73,357.66, as recommended by the Director of Finance.
6) Approve and sign the License Agreement with Terry Iott, Summerfield Township, Monroe
County, Michigan.
8. UNFINISHED BUSINESS
9. NEW BUSINESS
10. REPORT OF OFFICERS
11. PUBLIC COMMENT
12. COMMISSIONER’S COMMENT
13. ADJOURNMENT
MINUTES OF THE BOARD OF COUNTY ROAD COMMISSIONERS
MONROE, MICHIGAN
June 8, 2020 - Tele-Conference Meeting
1. At a Regular Meeting of the Board of County Road Commissioners at their offices located at
840 S. Telegraph Road, Monroe, Michigan on Monday, June 8, 2020 the meeting was called
to order by Chairman Stewart at 3:30 p.m.
Chairman Stewart welcomed everyone, and reminded those attending/listening that when
speaking please identify yourself – board, staff and public – to maintain order. There are
two (2) times for public comment on the agenda and the first public comment opportunity
will be limited to two (2) minutes and only address questions regarding the agenda. The last
public comment time listed on the agenda will be unlimited, and open to any topic. When
speaking from the public you will be required to announce your name and address. Public
Comment time is for comments, not question and answer time.
Also, if someone from the public wishes to submit a written statement, they will be read
during the meeting in its entirety during the second public comment time. The Chairman
also reminded Board members that there is to be no additional communication between
members during the meeting (i.e. email, text, etc.), and roll call votes will be taken for all
action items.
2. Roll Call by Deputy Clerk as follows:
PRESENT EXCUSED
Charles A. Londo
Jack Thayer
Dan Minton
Paul Iacoangeli
Greg W. Stewart
A quorum being present, the Board proceeded to transact business.
Staff Attending: Randy D. Pierce – in person
Matthew Snell – in person
Cheryl A. U'Ran – in person
David Leach – via phone
Dori Hawkins-Freelain – via phone
Phillip Costello – via phone
Also attending via phone – UHY, Inc. / Scot Hoskins
3. Commissioner Stewart waived the Pledge of Allegiance.
4. Commissioner Stewart led the Opening Silent Prayer.
5. Commissioner Iacoangeli moved, seconded by Commissioner Thayer to approve the June 8,
2020 regular meeting agenda as presented.
Roll Call: Iacoangeli YES No - 0
Minton YES
Thayer YES
Londo YES
Stewart YES
Vote: Ayes: 5 Nays: 0 Absent: 0 Motion carried.
Monroe County Road Commission
Regular Meeting Minutes
June 8, 2020 – Page 2
6. Audit Presentation – UHY, Inc./ Scot Hoskins
Mr. Scot Hoskins explained that Stewart, Beauvais and Whipple merged with UHY in January.
He presented an explanation of the 2019 Audit to the Board. He started with the Financial
Statement beginning with the Independent Auditor’s Report. The Road Commission received
a clean, unmodified opinion on three reporting units – the general fund, the governmental
activity and OPEB Trust, which closed at the end of eight months of activity. The Road
Commission’s OPEB Trust merged with the County so it will not be included in the audit next
year. He provided an overview of the financial statement, along with comparative
information. The balance sheet statement of net position was discussed. The Road
Commission’s fund balance increased as of 9/30/2019. The Road Commission currently has
approximately four (4) months on the fund balance for operations. The MCRC’s net position
was explained on page 7. The net pension liability is outlined on pages 22 through 27. The
earnings on the plan asset was lower than the projection. Mr. Hoskins highlighted the trend
projection on pages 36 and 37. The OPEB liability is down due to capping benefits,
increased contributions and cost sharing benefits.
Commissioner Thayer asked if Mr. Hoskins knew how the MCRC compared to the other 82
Road Commissions. Mr. Hoskins indicated he had no ranking but indicated there may be
rankings at the state level.
Ms. Dori Hawkins-Freelain asked Commissioner Thayer if he was concerned about the overall
audit or the OPEB. Commissioner Thayer indicated he had only been a member of the board
for a year and felt the MCRC was doing well but just curious how we compared to other Road
Commissions.
Mr. Hoskins indicated the Audit Communication Letter has been provided as required by law,
which identifies what is significant to the audit. There have been no major changes. There
is also was a letter on internal control, and there only one deficiency that being the financial
statements are not prepared internally. There are no unadjusted audit differences to report.
There was no difficulty or disagreement with management, and the staff cooperated and
provided all the information requested.
With no further questions, Chairman Stewart asked for a motion to accept the audit findings.
Commissioner Minton moved, supported by Commissioner Iacoangeli to accept the 2019
audit as presented.
Roll Call: Thayer YES No - 0
Minton YES
Londo YES
Iacoangeli YES
Stewart YES
Vote: Ayes: 5 Nays: 0 Absent: 0 Motion carried.
7. Public Comment – No one identified.
8. The following items were listed on the Consent Agenda: (with immediate effect)
1) Approval of Minutes – Tuesday, May 26, 2020 Regular Meeting Minutes
2) Approval of Journal Entry
No. 372 Payroll Checks #65077-65092 & Advice #28703-28790 $ 274,606.58
No. 405 Vendor Checks #76024-76062 $ 611,244.11
Void CK#65261 $ 268.25
Monroe County Road Commission
Regular Meeting Minutes
June 8, 2020 – Page 3
3) Township Contract
Summerfield Township
2020 Mineral Well Brine – Various
4) Mowing Contractor - D.K. Services London Township
5) Award bid for 2020 HMA Mixtures to Cadillac Asphalt.
6) Approve the Traffic Signal Installation and Cost Agreement with MDOT for the signal at
M-50 (South Custer Road) @ Ida Maybee Road /Lewis Avenue, Raisinville Township,
Monroe County, Michigan; and authorize the Chairman and Managing Director to sign
on behalf of the Board.
Commissioner Iacoangeli moved, seconded by Commissioner Thayer to approve the June 8,
2020 Consent Agenda as presented.
Roll Call: Minton YES No - 0
Thayer YES
Londo YES
Iacoangeli YES
Stewart YES
Vote: Ayes: 5 Nays: 0 Absent: 0 Motion carried.
9. Unfinished Business – None.
10. New Business –
1) Discussion on the Bedford Township round-a-bout at Jackman/Smith Roads.
Mr. Pierce explained that this project is estimated to go over the original engineer’s
estimate. The MCRC capped the contribution to this project at $175,000. With the Road
Commission looking at $1.0 million in lost revenue this year and next year, he stressed the
importance of holding firm to that cap.
Mr. Snell explained that Mannik & Smith is working to finalize the design and documents for
MDOT. The deadline to submit these documents to secure funding is mid-August. With the
current estimates, it would require both Road Commission and Bedford Township to
contribute an additional $86,000 for the project to move forward. Bedford Township has
expressed interest to bid the project out in order to have final numbers before moving
forward, but that is not how the process works. The funding must be obligated and secure
before the project goes out to bid.
Mr. Snell stated that the Road Commission is the sponsor for the grant so we would need to
commit the funding before it goes to bid which could put the Road Commission on the hook
for any overages associated with this project. If the project comes in within 10% of the
engineer’s estimate the project has to be awarded to the low bidder. Without some type of
written agreement with the township any additional expenses, overages and inspection costs
incurred could be the responsibility of the MCRC.
Mr. Snell added that the township has asked the MCRC Board to consider approving the
additional $86,000 which is why it was placed on the agenda for discussion. Should the
Board decide to take formal action, it would either act to (1) to hold to the $175,000
contribution; or (2) approve the additional $86,000 for this project.
Monroe County Road Commission
Regular Meeting Minutes
June 8, 2020 – Page 4
Mr. Pierce asked Director of Finance Hawkins-Freelain to provide her comments to the Board
on this request. He reminded the Board that last month the Road Commission was looking
at possible layoffs due to the reduction in revenues, plus several 2020 projects have been
put on hold because of the financial situation.
Ms. Dori Hawkins-Freelain stated she received information from MDOT on the fiscal year
2020 that is showing a reduction in the budget to $18.4 million. There will be a budget
amendment to account for this revenue reduction. Her personal recommendation would be
not to approve any additional expenses or increases in contributions due to these unknown
funding factors. The State’s numbers are still unknown and she urged the Board to be
cautious on any funding requests.
Mr. Pierce reminded the Board that Mannik & Smith’s original estimate was over $1.2 million,
and the MCRC indicated that was unacceptable. Mannik & Smith revised the design to bring
the cost down to approximately $1.0 million. He explained that should the project move
forward and the road is closed down for construction and the project started, the Road
Commission could be responsible for any and all future costs should Bedford Township run
out of money before the project is completed.
Commissioner Thayer reiterated the two options: 1) hold the line on the approved
contribution of $175,000 or 2) make sure there is a signed agreement with the township for
additional funding prior to the project going out for bid. He doesn’t want to get stuck with
any future expenses so he would prefer to hold to the commitment.
Mr. Costello added that having a solid contract in place with the township is extremely
important in this process should the Board decide to consider additional funding.
Commissioner Stewart wanted to clarify that should we proceed with the bid, and Bedford
Township run out of money or doesn’t pay the Road Commission would be on the hook once
this project is obligated and bid out. Mr. Pierce indicated yes.
Commissioner Stewart asked if the grant money still available. Mr. Snell explained that the
$597,000 is secured if the funds are obligation before 9/30/2020 in order to go out for bid.
If the grant money run out it would not go out for bid and there would not be a project.
Commissioner Thayer asked if there was a way to write a contract with Bedford to protect the
Road Commission from future expenses. Mr. Costello stated the agreement with Bedford
Township would need to explicitly state that the township would be responsible for
payments in the future that exceed the bid, but he reminded the Board there is no guarantee
the township wouldn’t breech the contract.
Mr. Pierce added that since the Road Commission is the sponsoring road agency, we are
responsible. If the township cannot pay, the Road Commission will have to pay to finish
putting the road back together. Mr. Costello said until the check clears you are never
guaranteed payment.
Commissioner Stewart indicated the townships will be hurting just like the Road Commission
with a reduction in revenue sharing. With the unknown, they are not sure of their future
funding and he would be against any type of loan. He added that he was against
contributing over the $175,000 that was approved by the Board, but would like to see the
project move forward only if the Road Commission could get a guarantee that they would
not be responsible for overages.
Monroe County Road Commission
Regular Meeting Minutes
June 8, 2020 – Page 5
Commissioner Iacoangeli asked if the contract included a contingency. Mr. Pierce indicate it
does not.
Commissioner Iacoangeli also stated with the potential additional $425,000 costs, he would
not support taking on more responsibility. Especially since there is no guarantee from
Bedford Township, it would not be feasible for the Road Commission to made a commitment
for additional funds with our current financial position.
Mr. Pierce stated all townships will probably experience a reduction in their funding but
Bedford is one out of 15 townships that the MCRC services and if you give extra money to
one township you can expect the other townships to request additional monies. Mr. Pierce
said his recommendation would be to stay at the $175,000 approved contribution.
Commissioner Iacoangeli stated that no action by the Board is action. The $175,000
approved contribution has already been voted on therefore no further action needs to be
taken.
Commissioner Stewart indicated the topic was added to the agenda for the purpose of
discussion. The Board has already approved the $175,000 contribution and if the Board
doesn’t want to contribute additional funding then nothing needs to be done.
Mr. Pierce indicated the staff would call Bedford Township and Mannik & Smith to let them
know the MCRC Board will remain at the $175,000 approved contribution. For the project to
move forward Bedford Township would need to commit to being responsible for additional
expenses or the project will fail and the grant returned.
11. Report of Officers –
Randy Pierce (Managing Director) – Mr. Pierce indicated the staff and employees
continue to work within the COVID19 restrictions. The MCRC is looking at ways and
options to save money such as using credit cards and the lock box outside for
permits. He added in order to cut costs, he would suggest that the Road Commission
open limited lobby hours from 10am – 2pm daily. Since the office has been closed to
the public, there has been an increase in online activity to get issues dealt with, and a
greater number of service requests are utilizing the online option.
Mr. Pierce also indicated the first in-person meeting of the Road Board will be
Tuesday, July 13, 2020.
Commissioner Londo indicated he would prefer to open the agency full time and hold
the next meeting at the MCRC offices.
Commissioner Thayer was comfortable with Mr. Pierce’s suggestion of opening the
offices for 4 hours per day. He also indicated since it has already been published
that the June 22nd
meeting would be conducted tele-conference how much trouble
would it be to change it to an on-site meeting. Mr. Pierce indicated it could be done
but with the required 6-foot social distancing requirement, the public would be
limited and we would need to re-evaluate how to set up tables for the board and
staff.
Mr. Costello stated since space in limited in the board room, a hybrid meeting on
June 22 could be held where the public can call into participate which would be the
better option.
Monroe County Road Commission
Regular Meeting Minutes
June 8, 2020 – Page 6
Commissioner Iacoangeli didn’t feel there was a need to rush into an in-person Road
Commission meeting. He also stated he appreciated the staff’s recommendation to
save money as the Road Commission faces this financial hardship. He felt the option
to open the lobby for 4 hours per day was a viable plan as it would allow the staff to
take things slowly as we move to open to the public in the face of the COVID19
restrictions.
Commissioner Stewart indicate two (2) motions would be needed – 1) to address the
office being open 4 hours each day from 10am – 2pm; and 2) whether to hold the
6/22 meeting on site.
Commissioner Iacoangeli moved, seconded by Commissioner Thayer to approve the
office/lobby being opened daily for 4 hours from 10am – 2pm.
Roll Call: Iacoangeli YES Londo No
Thayer YES
Minton YES
Stewart YES
Vote: Ayes: 4 Nays: 1 Absent: 0 Motion carried.
Commissioner Iacoangeli moved, seconded by Commissioner Minton to continue to
hold the MCRC meetings via tele-conference format until July.
Roll Call: Thayer YES
Londo Yes
Minton YES
Iacoangeli YES
Stewart YES
Vote: Ayes: 5 Nays: 0 Absent: 0 Motion carried.
Mr. Pierce also indicated the Monroe County Fair is still scheduled for August 2-8,
2020 and we would be talking about it at the upcoming meetings.
David M. Leach (Superintendent of Maintenance) – Mr. Leach updated the Board on
the water main break on Stewart Road that has been repaired and repaved and open
to all traffic.
Commissioner Iacoangeli asked if Minx Road is still closed. Mr. Leach indicated he
has not update on that but it is a local border road between Bedford and Erie.
Matthew Snell (County Highway Engineer) – Mr. Snell explained that the township and
drain commission were both notified about the Minx Road culvert and we are waiting
on a 425 agreement. We are waiting for the townships approval.
Mr. Snell also indicated the High Risk Rural Safety Grant that included a culvert on
Rauch and a culvert on Strasburg Road, paving a small portion of Calkins Road, and
installing new signs on US Turnpike. He also indicated the Federal Aid projects were
scheduled to start the end of June or early July.
Dori Hawkins-Freelain (Director of Finance) – Ms. Hawkins-Freelain indicated the last
dialogue she has had with MDOT was June 2, 2020.
Monroe County Road Commission
Regular Meeting Minutes
June 8, 2020 – Page 7
Philip Costello (General Counsel) – Mr. Costello had nothing additional to report.
Camden Regis (Human Resource Director) – Ms. Regis explained that per the
Preparedness Plan once the lobby is opened visitors will be required to wear a face
mask and practice the 6-foot social distancing. The public will not be allowed
anywhere but the lobby, and the restrooms and drinking fountain will be closed off to
the public.
Ms. Regis explained that she has been working with Mr. Leach on instructions for the
maintenance division. Maintenance employees will be notified that trucks and
equipment will be parked back in the maintenance building at night, employees
currently reporting to the West District will return to Monroe effective 6/22,
employees will be able to operate the kiosk utilizing the stylus pens each employee
has been given, social distancing will be continued along with wearing masks,
washing hands and cleaning and sanitizing equipment before and after use.
Employees will be able to ride at least two employees per truck, and they will be
required to wear a face mask. She indicated the MCRC is following all the CDC
guidelines.
12. Public Comment – No one identified.
13. Commissioners' Comments -
Commissioner Iacoangeli, on behalf of the Road Commission Board and employees,
extended condolences to the family of Deputy Young who lost her life in a tragic traffic
accident.
Commissioner Minton had nothing additional to report.
Commissioner Londo had nothing additional to report.
Commissioner Thayer had nothing additional to report.
Commissioner Stewart indicated that CRA of Michigan has financial statistics which might be
helpful for Commissioner Thayer. He added that that is a good reason to attend the
conferences they put on for the networking.
13. Adjournment -
Chairman Stewart asked for a motion to adjourn.
Commissioner Minton moved, supported by Commissioner Iacoangeli to adjourn the meeting
at 4:40 p.m.
Roll Call: Thayer YES No - 0
Londo YES
Iacoangeli YES
Minton YES
Stewart YES
Vote: Ayes: 5 Nays: 0 Absent: 0 Motion carried.
_________________________________
Cheryl A. U’Ran, Deputy Clerk
IN WITNESS WHEREOF, the Board of Lucas County Commissioners pursuant to Resolution Number adopted on _ day of , 2020 and the Monroe County Road Commission pursuant to Resolution Number passed this_ day of , 2020 the provisions of this Agreement and have directed the execution of the same by their duly authorized representatives on the date hereinafter shown.
BOARD OF MONROE COUNTY ROAD COMMISSIONERS:
Randy Pierce, Managing Director
*On behalf of the Board of County RoadCommissioners of the County of Monroe, Ml
as authorized at the Board meeting of-------�' 2020
Date: -----
Approved as to Content:
Date:
Approved as to Form:
Director of Law
Date:
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BOARD OF LUCAS COUNTY COMMISSIONERS:
Pete Gerken
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Date: -----
Approved as to Content:
Lucas County Engineer
Date: SO A�� 2t:, 2..t!>
Approved as to Form:
vlwfr� Asst. Lucasounty Prosecutor
Date: 5 / 1/ 10 lj)
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5/12/2020
20-381 12th May