MONROE COUNTY ROAD COMMISSION

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


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



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


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.



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.



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.



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


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


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.



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


_________________________________

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

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Approved as to Content:

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Approved as to Form:

Director of Law

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BOARD OF LUCAS COUNTY COMMISSIONERS:

Pete Gerken

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Approved as to Content:

Lucas County Engineer

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Approved as to Form:

vlwfr� Asst. Lucasounty Prosecutor

Date: 5 / 1/ 10 lj)

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5/12/2020

20-381 12th May

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MONROE COUNTY ROAD COMMISSION