washtenaw county road commission august 6, 2019 – …€¦ · washtenaw county road commission ....

WASHTENAW COUNTY ROAD COMMISSION Bi-Monthly Meeting of the Board of County Road Commissioners

August 6, 2019 – 1:00 p.m.

Washtenaw County Road Commission Boardroom 555 N. Zeeb Road Ann Arbor, Michigan 48103

AGENDA

I. CALL TO ORDER/PLEDGE OF ALLEGIANCE

II. APPROVAL OF AGENDA

III. ACCEPTANCE OF MINUTES ................................................................................ -9

A. Board Meeting Minutes of July 16, 2019 B. Working Session Minutes of July 22, 2019

IV. PUBLIC COMMENT This is the time set aside on the agenda to receive comments from the public. This is not intended to be a period for dialogue or questions and answers. Each person will be allotted (3) minutes to address the Board. A. Public Comment B. Written Communications ................................................................................ Page 10-34

V. NEW BUSINESS A. Consent Agenda ..................................................................................... Page 35-141

1. 2019 County Wide Guardrail Bid Results 2. 2019 Pedestrian Signal Upgrades Bid Results 3. 2019 Pedestrian Facilities Upgrades Bid Results 4. Grove Road Slope Stabilization – YCUA Agreement 5. Dixboro Road Shared Use Trail Phase 2 – Engineering Design Services 6. US-12 Transportation Improvement Study – Engineering Design Services 7. Ypsilanti Township – US-12/M-17 Road Improvement Agreement (Revised) 8. Ypsilanti Township Agreement - Kewanee Street Traffic Calming Project 9. Wagner Road Safety Project – Preliminary Engineering Services Agreement

10. Run Tough for Chad Tough Foundation 1 Mile & 5K Run – Road Closure 11. Chelsea Fair Parade – Road Closure 12. 2019-2020 Winter Maintenance Guidelines 13. 2020 Capital Equipment Purchase – 2020 International HV613 Truck Chassis 14. 2020 Capital Equipment Purchase – Wheel Loader 15. 2020 Capital Equipment Purchase – Self Propelled Broom 16. 2020 Capital Equipment Purchase – Chip Spreader 17. 2020 Capital Equipment Purchase – Pneumatic Tire Rollers 18. 2020 Capital Equipment Purchase – Tar Distributor 19. 2020 Capital Equipment Purchase – Western Star 4700 Set-Back Front Axle Chassis 20. 2020 Capital Equipment Purchase Authorization – Four Western Star 4700SB Truck

Cab/Chassis 21. 2020 Capital Equipment Purchase Authorization – Four Western Star 4700SB Truck Upfitting 22. Installment Purchase (4) Four Heavy Trucks 23. 2019 Second Quarter Budget Amendments 24. Debt Service – SAD Bond Issue 25. Payroll & Bills July 10, 2019

Board Meeting Agenda – August 6, 2019

B. Action Item 1. CRASIF 2019 Board of Trustees Election C. Discussion Item ............................................................................................ Page 142

Napier Road Establishing Speed Limit

VI. REPORTS ...................................................................................................... Page 143-150 A. County Commissioner’s Report B. Road Commissioners’ Report C. Managing Director’s Report

1. Staff Report of 6-24 thru 7-7-19

VII. EXECUTIVE SESSION Mote, et al vs. WCRC

VIII. ADJOURNMENT

WASHTENAW COUNTY BOARD OF ROAD COMMISSIONERS

555 North Zeeb Road, Ann Arbor, MI 48103

Minutes of July 16, 2019

Board Present: Road Commissioners Doug Fuller, Barbara Fuller, Rod Green

Staff Present: S. Siddall, J. Harmon, M. MacDonell, D. Ackerman, C. Ryan, E. Kizer,

Others Present: Citizens that Addressed the Board

Margot Schreer, Katherine Larson, Pat Thompson, Susan Filipiak, Sue Waters, John Westman, Mark Mitshkun, John Langmore, Jason Eyster, Sheila Graziano, Cecilia Infante, Leslie Panzica-Glapa, Vincent Spade, Jan Seval, Megan Emberton, Frank Kzupacs, Sheila Palkosh, Lynn Harris, Paul Wenoel, Michelle Stumboulellis, Kathy Griswold

Other Citizens in attendance R. Jamnick, L. Moutinho, D. Paulin, C. Shepard, A. Reinke, S. Dowsher,S. Ford, L. Huhman, A. Zamansky, I. Cumming, S. Cumming, J. Wallace,R. Goppold, J. Morgan, N. Gross, C. Clark, N. Stamboulellis,A. Stamboulellis, C. Heydlautt, S. Rose Bellovin, R. Jackson, J. Schreer,C. Zuccaro, D. Dues, J. Thompson, W. Field, D. Rosenblum, J. O’Donnell,C. Ballman, K. Ballman, T. Dickinson, P. Harris, A. Harris & O. Harris,E. Dickinson, K. Carpenter, S. Shepard, B. Kewir, D. Bowman, E. Borregard,D. Newman, C. O’Donnell, L. Field, M. Holland, M. Gentry, T. Tiplady,G. Dill

The meeting was called to order at 1:00 p.m. by Douglas Fuller, Chair. The Pledge of Allegiance was recited.

APPROVAL OF AGENDA

RC19-242 R. Green moved, B. Fuller seconded to approve the agenda as presented. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

ACCEPTANCE OF THE MINUTES

RC19-243 R. Green moved, B. Fuller seconded, the Board hereby approves the Board Meeting Minutes of July 2, 2019 as presented. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

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PUBLIC COMMENT Herbicide Spraying The citizens noted above addressed the Board in opposition of herbicide spraying stating concerns of toxic effects to wildlife, domestic farm animals, bees and the waterways. There was also concern raised over not enough notice provided to citizens and clarity on the opt out form. The question was raised of researching crash statistics from roadside from humans or animals running into the roadway from the roadside growth. WRITTEN COMMUNICATIONS

RECEIVED: July 10, 2019 FROM: Chuck Tellas, York Township Supervisor WHY: Resolution of Support for existing WCRC structure ______________________________________________________________________ RECEIVED: July 7-10, 2019 FROM: Several citizen communications and responses from WCRC staff WHY: Herbicide Spraying ______________________________________________________________________ RECEIVED: July 8, 2019 FROM: Howard S. Lazarus, Ann Arbor City Administrator WHY: City of Ann Arbor Resolution urging the WCRC to reduce herbicide use ______________________________________________________________________ RECEIVED: July 3, 2019 FROM: Sue Shink, Washtenaw County Commissioner, District 2 WHY: Letter to WCRC asking for reconsideration of herbicide spraying ______________________________________________________________________ ISSUED: July 2, 2019 WHERE: 5 Mile Road between Chubb Road and Napier Road TOWNSHIP: Salem WHY: Road construction – 5 Mile Road closed WHEN: Monday, July 8th CONTACT: Mark McCulloch, Senior Project Manager

ISSUED: July 2, 2019 WHERE: Stony Creek Road over Buck Creek Tributary between Carpenter Road and Sanford Road TOWNSHIP: York WHY: Completion of culvert replacement project – Stony Creek Road re-opened WHEN: Monday, June 24th CONTACT: Nate Murphy, Bridge Engineer

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ISSUED: June 27, 2019 WHERE: Sylvan Road between Heim Road and Old US-12 Road TOWNSHIP: Sylvan WHY: Road shoulder work WHEN: Monday, July 1, 2019 CONTACT: Mike Bernbeck, Project Manager

CONSENT AGENDA

The items approved on the Consent Agenda are as follows:

RC19-244 R. Green moved, B. Fuller seconded the approval of the Consent Agenda for July 16, 2019 as presented. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

Retirement Resolution of Public Service – Eric J. Long

RC19-245 R. Green moved, B. Fuller seconded WHEREAS, Eric J. Long has served as a valuable, full-time employee of the Washtenaw County Road Commission from December 12, 1984 through July 31, 2019; and has elected to retire on July 31, 2019 to enjoy time with his family and friends; and WHEREAS Eric J. Long has provided 35 years of knowledge and experience as a Heavy Truck Driver, Group Leader and for the majority as Foreman, which has greatly benefited the Road Commission, the citizens of Washtenaw County and the traveling public; and NOW THEREFORE BE IT RESOLVED, that we, the Washtenaw County Board of Road Commissioners, thank, acknowledge and commend Eric J. Long for his dedicated service, and wish him continued good health, happiness, and success in all his future endeavors. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

Retirement Resolution of Public Service – Stephen J. Hubbard

RC19-246 R. Green moved, B. Fuller seconded

WHEREAS, Stephen J. Hubbard has served as a valuable, full-time employee of the Washtenaw County Road Commission from January 30, 2001 through July 31, 2019; and has elected to retire on July 31, 2019 to enjoy time with his family and friends; and

WHEREAS Stephen J. Hubbard has provided over 18 years of knowledge and experience as a Heavy Truck Driver, which has greatly benefited the Road Commission, the citizens of Washtenaw County and the traveling public; and

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NOW THEREFORE BET IT RESOLVED that we, the Washtenaw County Board of Road Commissioners, thank, acknowledge and commend Stephen J. Hubbard for his dedicated service and wish him continued good health, happiness, and success in all his future endeavors.

Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

2019 Preventative Maintenance HMA Overlay Program – MDOT Contract No. 19-5335

RC19-247 R. Green moved, B. Fuller seconded that upon the recommendation of the Director of Engineering/County Highway Engineer and the concurrence of the Managing Director, the Board hereby approves and authorizes the Chair and Managing Director to sign the MDOT Contract No. 19-5335 for the 2019 Preventative Maintenance HMA Overlay Program, Phase 2. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

Grove Road Slope Stabilization – Construction Bid

RC19-248 R. Green moved, B. Fuller seconded that upon the recommendation of the County Highway Engineer and the concurrence of the Managing Director, the Board hereby accepts the bid and proposed Contractor start date, and authorizes the Managing Director to sign the contract with Dan’s Excavating, Inc. to complete the Grove Road, Slope Stabilization project in Section 15 of Ypsilanti Township. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

2019 Ypsilanti Township Third Agreement

RC19-249 R. Green moved, B. Fuller seconded that upon the recommendation of the Director of Operations, and the concurrence of the Managing Director, the Board hereby approves and authorizes the Chair and the Managing Director to sign the 2019 Ypsilanti Township Third Agreement with the Township’s estimated share being $40,000.00. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

Ypsilanti Township – US-12/M-17 Road Improvement Agreement

RC19-250 R. Green moved, B. Fuller seconded that upon the recommendation of the County Highway Engineer and the concurrence of the Managing Director, the Board hereby approves the Ypsilanti Township Road Improvement Agreement and authorizes the Chair and Managing Director to sign said Agreement for the improvement of US-12 between I-94 and Wiard Road and M-17 (Ecorse Rd) between Ford Boulevard and US-12 located in Section 11 of Ypsilanti Township. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

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Approval of Waiver and Plan for Defined Benefit Pension System

RC19-251 R. Green moved, B. Fuller seconded that upon the recommendation of the Director of Finance and IT and the concurrence of the Managing Director, the Board hereby approves the Protecting Local Government Retirement and Benefits Act Application for Waiver and Plan: Defined Benefit Pension Retirement Systems. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

Payroll & Bills for July 10, 2019

RC19-252 R. Green moved, B. Fuller seconded the Board hereby approves Voucher 10358 totaling $321,939.30 for payroll of July 10, 2019, and Voucher 10359 totaling $3,218,504.74 in payment of bills for July 10, 2019. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

ACTION ITEM

Termination of Herbicide Spraying Program

RC19-253 B. Fuller moved, R. Green seconded that upon the recommendation of the Managing Director, the Board hereby terminates the roadside herbicide spraying contract and abstains from the use of herbicides as a part of the WCRC roadside vegetation control program. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

REPORTS

COUNTY COMMISSIONER REPORT

County Commissioner Jamnick thanked the Board for meetings to discuss herbicide spraying and for approving the termination of the herbicide spraying program.

ROAD COMMISSIONER REPORTS

Commissioner Rod Green

Commissioner Green attended a Bike and Pedestrian Safety Workshop on July 10th presented by SEMCOG.

Commissioner Barb Fuller

No report.

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Commissioner Doug Fuller Commissioner Doug Fuller will be at MCRCSIP meetings on Wednesday & Thursday of this week. MANAGING DIRECTOR’S REPORT Sheryl Siddall, Managing Director Sheryl Siddall stated that Peter Psarouthakis, Sharon Township Supervisor, offered his compliments to the WCRC staff for all the gravel work being performed in Sharon Township.

OPERATIONS REPORT

Jim Harmon, Superintendent of Maintenance

• The chip seal program has begun with 75 miles to complete county wide. • The county wide limestone and gravel resurfacing program is a little over half complete. • Rawsonville Road at Judd Road culvert – a permit has been obtained by the drain

commission. The Engineering Department is working on having overhead and underground utilities relocated. This culvert will be replaced this fall.

• The crack seal program is ongoing. • Countywide asphalt resurfacing program is progressing well. FINANCE & IT REPORT Dan Ackerman, Director of Finance & IT Finance Report

• There have been several meetings with departments to review 2019 Second Quarter Budget items as well as 2020 and 2021.

• The Finance Department is continuing to prepare for the elimination of the payroll paper check stubs to an electronic system.

• Electronic vendor payments – there were some snags that need to be smoothed out. Finance will try sending out electronic vendor payments with the next pay cycle. Dan reported that the cost savings of utilizing electronic payroll is approximately $2,000/per year and the cost savings for paying vendors electronically is a little over $7,000/per year.

IT

• The final server migration will take place later this month. • IT will be installing a new product called Mail Store to archive emails.

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ENGINEERING REPORT Matt MacDonell, Director of Engineering

• Grove Road Stabilization – upon board approval at today’s Board meeting, a letter and media advisory will be going out today advising Grove Road will be closed to through traffic beginning on Thursday, July 18th. The crews will arrive on site to begin stabilization construction. Matt provided a review of how this project is being handled.

• Pontiac Trail/7-Mile Road Roundabout – this project is scheduled for 2020. Draft plans were just received for this project and staff is looking at right of way acquisition needs.

• N. Territorial/Pontiac Trail Roundabout – This project is scheduled for 2021.

• Miller Road Bridge and Miller Road at Wagner Road Roundabout – the GI plans will be submitted shortly. There will be some right of way acquisitions for these projects.

• Lehman Road Culvert – the survey work has been completed and staff met with MDEGEL on site for a field review. Staff is tasked with working on cost estimates for replacement options for the township to consider such that a MDEGEL permit application can be made.

ADJOURNMENT

RC19-254 B. Fuller moved, R. Green seconded to adjourn the July 16, 2019 meeting at 3:13 p.m. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

Douglas E. Fuller, Chair

Sheryl Soderholm Siddall, Deputy Clerk

Minutes Approved: _________________________ DRAFT

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WASHTENAW COUNTY BOARD OF ROAD COMMISSIONERS WORKING SESSION MINUTES OF

July 22, 2019

Present: Road Commissioners Douglas Fuller, Barbara Fuller, Rodrick Green

Staff Present: S. Siddall, J. Harmon, D. Ackerman, B. Schlack, C. Ryan, N. Peterson,E. Kizer, K. Harris

Others Present: Yard 2 and Yard 5 staff for retirement recognitions

R. Green moved, B. Fuller seconded to enter into the Working Session at 9:03 a.m.

RETIREMENT PRESENTATION – Eric J. Long

The Board presented Eric J. Long with a retirement resolution certificate in recognition of his 35 years of faithful service to the Washtenaw County Road Commission.

RETIREMENT PRESENTATION – Stephen J. Hubbard

The Board presented Stephen J. Hubbard with a retirement resolution certificate in recognition of his 18 years of faithful service to the Washtenaw County Road Commission.

2019 SECOND QUARTER BUDGET REVIEW

2019 Federal/State Aid Projects

Matt MacDonell, Director of Engineering, provided a review of the 2019 Federal/State Aid Projects. Matt stated that a few projects had to be re-bid due to some dramatically high bid prices. Most of the projects are 80% or more federally funded.

Non-Federal State Aid Projects

Dan Ackerman, Director of Finance & IT, provided a review of the non-federal aid projects.

Michigan Transportation Fund Receipts

The revenues for the first 5 months are approximately 8 percent higher than last year.

State Trunkline Maintenance

The State Trunkline Maintenance revenues reflect actual expenditures and are $31,000 higher than last year.

Township Contributions

Reimbursements have been received from the first round of culvert invoices and Ypsilanti Township for bond reimbursements. The initial group of township billings has been prepared and submitted.

Miscellaneous Income

First quarter interest was posted. The Other Income primarily represents money collected for permit and subdivision projects as well as proceeds from the equipment auction. Proceeds were received for the 4- heavy truck installment purchases.

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Working Session Minutes – July 22, 2019 Page 2

Expenditures

Dan Ackerman provided a review of department expenditures.

Recommended Budget Amendments

Dan Ackerman provided a review of the recommended budget amendments. The 2019 Fund Balance (projected) is $16.7 million.

2020/2021 PROJECTIONS

Dan Ackerman provided a review of 2020/2021 projections.

2021-2024 PROPOSED MILLAGE PLAN

Sheryl Siddall, Managing Director, has reached out to the cities and villages for their input on the millage plan. This plan will be presented at the Roads Funding Sub-Committee Meeting on August 15th.

Matt MacDonell, Director of Engineering, provided a review of the 2021-2024 Road Millage Program. The goal is to spend approximately $4 million per year on millage projects. The road millage program is focused primarily on the primary road system which includes some intersection improvement work. The projects that were chosen for this program were based on the Asset Management Program.

Sheryl stated that the final millage plan will be rolled out to the townships for their review.

Engaging Townships for Millage Open House Plan – Emily Kizer

Emily Kizer provided a review of the planned millage open house with a goal of helping to further educate the townships on millage projects. A draft plan will be provided at the Roads Funding Sub-Committee Meeting on August 15th. The Road Commission is planning to hold open houses for the townships at various WCRC yards in September to review millage projects.

ADJOURNMENT

B. Fuller moved, R. Green seconded to adjourn the July 22, 2019 Working Session at 12:25 p.m. Voice Vote: YEAS: 3 NAYS: 0 ABSENT: 0 ABSTAIN: 0 Motion Carried.

_____________________________________________________ Douglas E. Fuller, Chair Washtenaw County Board of Road Commissioners

_____________________________________________________ Barb Fuller, Vice-Chair Washtenaw County Board of Road Commissioners

DRAFT

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COMMISSIONERS

DOUGLAS E. FULLER CHAIR

BARBARA RYAN FULLER

VICE-CHAIR

RODRICK K. GREEN MEMBER

WASHTENAW COUNTY BOARD OF COUNTY ROAD COMMISSIONERS

555 NORTH ZEEB ROAD ANN ARBOR, MICHIGAN 48103

WWW.WCROADS.ORG TELEPHONE (734) 761-1500

FAX (734) 761-3737

SHERYL SODERHOLM SIDDALL, P.E. MANAGING DIRECTOR

MATTHEW F. MACDONELL, P.E.

DIRECTOR OF ENGINEERING COUNTY HIGHWAY ENGINEER

JAMES D. HARMON, P.E. DIRECTOR OF OPERATIONS

DANIEL D. ACKERMAN

DIRECTOR OF FINANCE & IT

TO: Washtenaw County Board of County Road Commissioners FROM: Sheryl Soderholm Siddall, Managing Director

DATE: August 6, 2019

SUBJECT: Written Communications for August 6, 2019 Board Meeting WRITTEN COMMUNICATIONS

ISSUED: August 1, 2019 WHERE: Curtis Road between Plymouth Road and 6 Mile Road TOWNSHIP: Salem and Superior WHY: Preventative maintenance – chip seal – Curtis Road closed WHEN: Thursday, August 1, 2019 CONTACT: Adam Lape, Superintendent of Maintenance

ISSUED: July 31, 2019 WHERE: North Territorial Road between &S-23 and Spencer Road TOWNSHIP: Northfield WHY: Preventative maintenance – chip seal – North Territorial Road closed WHEN: Wednesday, July 31, 2019 CONTACT: Ken Harris, Superintendent of Maintenance

ISSUED: July 29, 2019 WHERE: North Territorial Road between Webster Church Road and Maple Road Mast Road between North Territorial Road and Strawberry Lake Road Strawberry Lake Road between Mast Road and the county line TOWNSHIP: Webster WHY: Preventative maintenance – chip seal – roads closed WHEN: Tuesday, July 30, 2019 CONTACT: Ken Harris, Superintendent of Maintenance

ISSUED: July 29, 2019 WHERE: Zeeb Road between Ellsworth Road and Waters Road TOWNSHIP: Lodi WHY: Completion of paving project - Zeeb Road re-opened WHEN: Monday, July 29, 2019 CONTACT: James Hui, Project Manager

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http://www.wcroads.org/

ISSUED: July 29, 2019 WHERE: Hogback Road between Clark Road and Huron River Drive TOWNSHIP: Ann Arbor WHY: Completion of paving project – Hogback Road re-opened WHEN: Saturday, July 27, 2019 CONTACT: Mike Bernbeck, Project Manager

ISSUED: July 30, 2019 WHERE: Pleasant Lake Road between Fletcher Road and Lima Center Road and Fletcher Road between Pleasant Lake Road and Ellsworth Road TOWNSHIP: Freedom WHY: DTE-electric line maintenance WHEN: Wednesday, July 31, 2019 CONTACT: John Posegay, Permits Coordinator

ISSUED: July 25, 2019 WHERE: Mast Road between N. Territorial Road and Strawberry Lake Road and Strawberry Lake Road between Mast Road and the county line TOWNSHIP: Webster WHY: Preventative maintenance – chip seal – Mast Road closed WHEN: Monday, July 29, 2019 CONTACT: Ken Harris, Superintendent of Maintenance

ISSUED: July 25, 2019 WHERE: Joy Road between Mast Road and Zeeb Road TOWNSHIP: Border of Webster and Scio Townships WHY: Road resurfacing – Joy Road closed WHEN: Monday, July 29, 2019 CONTACT: Adam Lape, Superintendent of Maintenance

ISSUED: July 24, 2019 WHERE: North Territorial Road between Hankerd Road and Dexter-Pinckney Road TOWNSHIP: Dexter WHY: Preventative maintenance – chip seal – North Territorial Road closed WHEN: Thursday, July 25, 2019 CONTACT: Ken Harris, Superintendent of Maintenance

ISSUED: July 22, 2019 WHERE: Parker Road between Scio Church Road and Dexter-Chelsea Road TOWNSHIP: Border of Scio and Lima Townships WHY: Preventative maintenance – Parker Road closed WHEN: Tuesday, July 23, 2019 CONTACT: Ken Harris, Superintendent of Maintenance

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ISSUED: July 18, 2019 WHERE: Joy Road between Mast Road and Zeeb Road TOWNSHIP: Border of Webster and Scio Townships WHY: Drainage improvements and shoulder maintenance – Joy Road closed WHEN: Monday, July 22, 2019 CONTACT: Adam Lape, Superintendent of Maintenance

ISSUED: July 16, 2019 WHERE: Grove Road between Margarita Street and Harris Road TOWNSHIP: Ypsilanti WHY: Slope stabilization and road repairs – Grove Road closed WHEN: Thursday, July 18, 2019 CONTACT: Aaron Berkholz, Senior Project Manager

ISSUED: July 16, 2019 WHERE: Grass Lake Road between Sylvan Road and M-52 TOWNSHIP: Sharon WHY: Preventative maintenance – chip seal – Grass Lake Road closed WHEN: Wednesday, July 17, 2019 CONTACT: Ken Harris, Superintendent of Maintenance ISSUED: July 17, 2019 WHERE: Hogback Road between Clark Road and Huron River Drive TOWNSHIP: Ann Arbor WHY: Road resurfacing – Hogback Road closed WHEN: Monday, July 22, 2019 CONTACT: Mike Bernbeck, Project Manager ISSUED: July 17, 2019 WHERE: Sylvan Road between Heim Road and Old US-12 TOWNSHIP: Sylvan WHY: Preventative maintenance – chip seal – Sylvan Road closed WHEN: Thursday, July 18, 2019 CONTACT: Ken Harris, Superintendent of Maintenance ISSUED: July 16, 2019 WHY: WCRC Board Announcement – WCRC Herbicide Spraying termination WHEN: July 16, 2019

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ISSUED: July 15, 2019 WHERE: Sharon Hollow Road between Sharon Valley Road and Pleasant Lake Road

and Pleasant Lake Road between Sharon Hollow Road and M-52 TOWNSHIP: Sharon WHY: Preventative maintenance – chip seal – Sharon Hollow Road closed WHEN: Tuesday, July 16, 2019 CONTACT: Ken Harris, Superintendent of Maintenance ISSUED: July 15, 2019 WHERE: Sharon Valley Road between Prospect Hill Road and Sharon Hollow Road TOWNSHIP: Sharon WHY: Preventative maintenance – chip seal – Sharon Valley Road closed WHEN: Tuesday, July 16, 2019 CONTACT: Ken Harris, Superintendent of Maintenance ISSUED: July 15, 2019 WHY: Congratulations on Michigan Certified Bronze Veteran Friendly Employer FROM: Randy Leffel, Michigan Veterans Affairs Agency (MVAA) ISSUED: July 11, 2019 WHERE: Austin Road between the County Line and the Village of Manchester TOWNSHIP: Manchester WHY: Preventative maintenance – chip seal – Austin Road closed WHEN: Monday, July 15, 2019 CONTACT: Ken Harris, Superintendent of Maintenance

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COMMISSIONERS


BARBARA RYAN FULLER

VICE-CHAIR





FAX (734) 761-3737





DANIEL D. ACKERMAN


MEMO TO: Washtenaw County Board of County Road Commissioners

THROUGH: Sheryl Soderholm Siddall, P.E. Managing Director


SUBJECT: NEW BUSINESS ITEMS FOR AUGUST 6, 2019 BOARD MEETING

A. CONSENT ITEMS

1. 2019 County Wide Guardrail Bid The bid opening for the 2019 County Wide Guardrail project occurred on July 24, 2019. Action Traffic Maintenance is the low bid at $92,770.00, which is 11.37% under the engineer’s estimate for the project. Staff is requesting the Board accept the low bid and authorize the Managing Director to enter into a contract with Action Traffic Maintenance for the 2019 County Wide Guardrail project. The project consists of removing and installing new guardrail at 4 locations; Scio Church Rd 2300’ W of Zeeb Rd, Parker Rd 2250’ N of Ellsworth Rd, Martz Rd 2200’ E of Whittaker Rd, and Day Rd 1300’ W of Petersburg Rd. All costs for the 2019 County Wide Guardrail project are funded by the Road Commission, through Michigan Transportation Funds. PROPOSED MOTION: that upon the recommendation of the Director of Engineering/County Highway Engineer and the concurrence of the Managing Director, the Board hereby accepts the low bid and authorizes the Managing Director to sign the contract with Action Traffic Maintenance for the 2019 County Wide Guardrail project.

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2. 2019 Pedestrian Signal Upgrades Bid

The bid opening for the 2019 Pedestrian Signal Upgrades project occurred on July 30, 2019. J. Ranck Electric, Inc. is the low bid at $512,300.00, which is 36.72% over the engineer’s estimate for the project.

Staff is requesting the Board accept the unit prices contained within the low bid and authorize the Managing Director to enter into a contract with J. Ranck Electric, Inc. for the 2019 Pedestrian Signal Upgrades project. The project consists of targeted traffic signal upgrades per the Americans with Disabilities Act (ADA), 2012 Michigan Manual of Uniform Traffic Control Devices (MMUTCD), MDOT 2012 Standard Specifications for Construction, including provided Special Provisions at existing signalized intersections and mid-block crossings. All costs for the 2019 Pedestrian Signal Upgrades project are funded by the Road Commission, through the Michigan Transportation Funds.

PROPOSED MOTION: that upon the recommendation of the Director of Engineering/County Highway Engineer and the concurrence of the Managing Director, the Board hereby accepts the unit prices contained within the low bid and authorizes the Managing Director to sign the contract with J. Ranck Electric, Inc. for the 2019 Pedestrian Signal Upgrades project.

3. 2019 Pedestrian Facilities Upgrades Bid

The bid opening for the 2019 Pedestrian Facilities Upgrades project occurred on July 30, 2019. Doan Construction Co., Inc. is the low bid at $216,625.00, which is 5.23% over the engineer’s estimate for the project. Staff is requesting the Board accept the unit prices contained within the low bid and authorize the Managing Director to enter into a contract with Doan Construction Co., Inc. for the 2019 Pedestrian Facilities Upgrades project. The project consists of targeted ramp and sidewalk upgrades per the Americans with Disabilities Act (ADA), 2012 Michigan Manual of Uniform Traffic Control Devices (MMUTCD), 2012 Standard Specifications for Construction, including provided Special Provisions at existing signalized intersections and mid-block crossings. All costs for the 2019 Pedestrian Facilities Upgrades project are funded by the Road Commission, through the Michigan Transportation Funds.

PROPOSED MOTION: that upon the recommendation of the Director of Engineering/County Highway Engineer and the concurrence of the Managing Director, the Board hereby accepts the unit prices contained within the low bid and authorizes the Managing Director to sign the contract with Doan Construction Co., Inc. for the 2019 Pedestrian Facilities Upgrades project.

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4. Grove Road Slope Stabilization – YCUA Agreement Staff is requesting the Board to enter into an Agreement with the Ypsilanti Community Utilities Authority (YCUA) for the Grove Road, Slope Stabilization project, establishing the roles and funding responsibilities of all parties. The ongoing phase of this project consists of the installation of a driven steel sheet retaining wall and ancillary items to accommodate the steel sheeting installation. The next phase of the project will include the reconstruction of that portion of Grove Road in need of repair. All costs for the project are funded by the Washtenaw County Road Commission through Michigan Transportation Funds. YCUA shall reimburse the WCRC for project costs related specifically to the water main improvements according the terms and conditions of the Agreement. PROPOSED MOTION: that upon the recommendation of the Director of Engineering/County Highway Engineer and the concurrence of the Managing Director, the Board hereby approves the Grove Road Improvement Agreement with the Ypsilanti Community Utilities Authority and authorizes the Chair and Managing Director to sign said Agreement.

5. Dixboro Road Shared Use Trail Phase 2 – Engineering Design Services Staff is requesting the Board authorize the Managing Director to sign a Purchase Order to Wade Trim Associates for engineering design services of the Dixboro Road Shared Use Trail Phase 2 project. The Dixboro Road Shared Use Trail Phase 2 project is a non-motorized HMA trail running from the Matthaei Botanical Gardens to the Marshall Nature Area in Ann Arbor Township. Wade Trim will be working under the WCRC As-Needed Engineering Design Services contract. Funding for the project is coming from a SEMCOG Transportation Alternatives Program (TAP) grant, various other grants and private funding sources, and Ann Arbor Township. The Board previously approved the Dixboro Road Shared Use Trail Phase 2 Agreement with Ann Arbor Township at its March 5, 2019 meeting (RC19-056) which outlines roles and responsibilities for the project. In accordance with the Agreement, Ann Arbor Township shall reimburse the Road Commission for all costs incurred for the project in excess of those amounts not covered by the TAP Grant or other funding sources. PROPOSED MOTION: that upon the recommendation of the Director of Engineering/County Highway Engineer and the concurrence of the Managing Director, the Board hereby authorizes the Managing Director to sign a Purchase Order to Wade Trim Associates for the Engineering Design Services of the Dixboro Shared Use Trail Phase 2 project located in Ann Arbor Township, at a cost not to exceed $138,402.

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6. US-12 Transportation Improvement Study – Engineering Design Services Staff is requesting the Board authorize the Managing Director to sign a Purchase Order to OHM Advisors for engineering services for the US-12 Transportation Improvement Study. The purpose of the study is to create conceptual geometric alternatives for the study area, which includes US-12 from I-94 to Wiard Road and M-17 between Ford Boulevard and US-12. The concepts will address safety, capacity and mobility considerations for both existing and future conditions. OHM will be working under the WCRC As-Needed Engineering Design Services contract. Ypsilanti Township has been awarded Michigan Department of Transportation (MDOT) FY2019 funding in the amount of $8,000,000 for the improvement of US-12 between I-94 and Wiard Road and M-17 (Ecorse Rd) between Ford Blvd and US-12. The WCRC’s involvement will be to work in cooperation with MDOT and the Township to plan, design and construct the improvements. The Board approved an Agreement with the Township on July 16, 2019 and a revised Agreement on August 6, 2019. In accordance with the Agreement, Ypsilanti Township shall be responsible for all the remaining project costs above the allocated amount. PROPOSED MOTION: that upon the recommendation of the Director of Engineering/County Highway Engineer and the concurrence of the Managing Director, the Board hereby authorizes the Managing Director to sign a Purchase Order to OHM Advisors for the Engineering Services of the US-12 Transportation Improvement Study located in Ypsilanti Township, at a cost not to exceed $120,691.

7. Ypsilanti Township – US-12/M-17 Road Improvement Agreement (Revised)

Staff is requesting the Board to enter into an Agreement with the Charter Township of Ypsilanti for the improvement of US-12 between I-94 and Wiard Road and M-17 (Ecorse Rd) between Ford Blvd and US-12 to establishing the roles and responsibilities of all parties. This Agreement is a revised version of the one approved by the WCRC Board on July 16, 2019.

The Township has been awarded Michigan Department of Transportation (MDOT) FY2019 funding in the amount of $8,000,000 for the project. The Washtenaw County Road Commission’s involvement will be to work in cooperation with MDOT and the Township to plan, design and construct the improvements along US-12 between I-94 and Wiard Road and M-17 (Ecorse Rd) between Ford Blvd and US-12. The Township shall be responsible for all the remaining project costs above the allocated amount based on the agreement.

Road Commission staff will provide general administration of the project through MDOT’s requirements and oversee the planning, design and construction of the project in cooperation with MDOT and the Township.

The revised agreement added language allowing the Township the ability to review and approve the estimated costs and the option to modify the scope of the project to ensure that the costs remain within the allotted funding.

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PROPOSED MOTION: that upon the recommendation of the Director of Engineering / County Highway Engineer and the concurrence of the Managing Director, the Board hereby approves and authorizes the Chair and Managing Director to sign the Ypsilanti Township Road Improvement Agreement (Revised) for the improvement of US-12 between I-94 and Wiard Road and M-17 (Ecorse Rd) between Ford Boulevard and US-12 located in Section 11 of Ypsilanti Township.

8. Ypsilanti Township Agreement – Kewanee Street Traffic Calming Project

Staff is requesting the Board to approve our agreement with Ypsilanti Township for designing and administering the construction of two (2) speed humps on Kewanee Street between Packard Road and Washtenaw Avenue at the estimated cost of $16,961.50. The cost of the project will be paid for 100% by the Township.

PROPOSED MOTION: that upon the final approval from the Ypsilanti Township Board with the recommendation of the County Highway Engineer and the concurrence of the Managing Director, the Board hereby approves and authorizes the Chair and Managing Director to sign the Ypsilanti Township agreement for the design and administration of the construction of two (2) speed humps on Kewanee Street between Packard Road and Washtenaw Avenue at the estimated cost of $16,961.50.

9. Wagner Road Safety Project – Preliminary Engineering Services Agreement

Staff is requesting the Board authorize the Managing Director to enter into an Engineering Services Agreement with Fishbeck, Thompson, Carr & Huber, Inc. for the Preliminary Engineering of the Wagner Road Safety Project. This project combines two projects for fiscal year 2020 that received Highway Safety Improvement Program (HSIP) funding:

1. Wagner Road from Ann Arbor-Saline Road to approximately 900 feet south of Liberty Road was awarded $664,302 of HSIP funding. Work Description: Install centerline rumble strips, recessed durable pavement markings, construct a left turn lane and an overhead beacon at Waters Road, and spot drainage improvements.

2. Wagner Road from approximately 900 feet south of Liberty Road to Huron River Drive was awarded $426,355 of HSIP funding. Work Description: Enhanced curve delineation, recessed durable pavement markings, signal modernization at Dexter-Ann Arbor Road, signal timing optimization along the corridor and spot drainage improvements.

The federal fund percentage for participating costs associated with the project is 90 percent. The total estimated cost of construction is $1,090,657 and this project has been included in the 2019 budget.

The project is eligible for reimbursement of 50% of the preliminary engineering costs through the federal transportation funding. The Fishbeck, Thompson, Carr & Huber, Inc. Preliminary Engineering contract for the Wagner Road Safety Project is an amount not to exceed $75,000.

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PROPOSED MOTION: that upon the recommendation of the Director of Engineering and the concurrence of the Managing Director, the Board hereby authorizes the Managing Director to sign the contract with Fishbeck, Thompson, Carr & Huber, Inc. for the Preliminary Engineering of the Wagner Road Safety Project, at a cost not to exceed $75,000.

10. Run Tough for Chad Tough Foundation 1 Mile & 5K Run – Road Closure

Staff is requesting the Board to approve the road closure for the Annual Run Tough for Chad Tough Foundation One Mile & 5K Run hosted by the Chad Tough Foundation on Saturday September 28, 2019 from 8:30 a.m. – 10:30 a.m. The Chad Tough Foundation annually hosts the event with the consent and authorization from Pittsfield Township. Additionally, and pursuant to Michigan law (MCL §247.323), the Board of County Road Commissioners must authorize the closure of roads under its jurisdiction for special events such as the Run Tough for Chad Tough 1 Mile and 5K Run. Area residents and motorists will be temporarily impacted during the road closures. The Pittsfield Township Department of Public Safety shall be engaged to provide additional traffic control services.

PROPOSED MOTION: that upon the recommendation of the County Highway Engineer and the concurrence of the Managing Director, the Board hereby approves the closure of the following roads on Saturday, September 28, 2019, for the Annual Run Tough for Chad Tough 1 Mile and 5K Run from 8:30 a.m. – 10:30 a.m.:

• Campus Parkway between Industrial Drive and Community Drive • Community Drive between Campus Parkway and Bicentennial Parkway • Bicentennial Parkway between Community Drive and Wilson Road • Wilson Road – the section between Bicentennial Parkway

11. Chelsea Fair Parade – Road Closure

Staff is requesting the Board to approve the road closure for the Annual Chelsea Fair Parade on August 27, 2019. The Chelsea Area Fire Authority annually hosts the Chelsea Fair Parade with the consent and authorization from the City of Chelsea. Additionally, and pursuant to Michigan law (MCL §247.323), the Board of County Road Commissioners must authorize the closure of roads under its jurisdiction for special events such as the Chelsea Fair Parade. Area residents and motorists will be temporarily impacted during the road closure. The City of Chelsea Police Department shall be engaged to provide additional traffic control services.

PROPOSED MOTION: that upon the recommendation of the County Highway Engineer and the concurrence of the Managing Director, the Board hereby approves the closure of the following road on Saturday, August 27, 2019 for the Annual Chelsea Fair Parade:

• Old US-12 from M-52 to Wilkinson Street - 12:45 p.m. to 3:00 p.m.

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12. 2019-2020 Winter Maintenance Guidelines

The proposed and attached 2019-2020 Winter Maintenance Guidelines are submitted for Board approval. The guidelines are consistent with last season and no changes are recommended.

PROPOSED MOTION: that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the 2019-2020 Winter Maintenance Guidelines.

13. 2020 Capital Equipment Purchase – 2020 International HV613 Truck Chassis

Staff is requesting the Board authorize the purchase of three (3) new 2020 model year International HV613 truck chassis from Tri-County International Trucks, Inc. of Jackson, Michigan using the State of Michigan MIDEAL purchasing program (MIDEAL Contract # 071B6600122). In accordance with the attached quotation from Tri-County International dated July 22, 2019, for a total cost of $335,622.00. Component upfitting will be presented for Board approval separately also using the State of Michigan MIDEAL Purchasing Program. This purchase will replace Trucks 325, 332, and 340 which will be liquidated at auction in 2020 following deployment of the new trucks. The proposed equipment purchase will be funded in the 2020 fiscal year capital equipment budget.

PROPOSED MOTION: that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the purchase from Tri-County International Trucks, Inc., 3001 E. High Street, Jackson, Michigan, 49203 through the State of Michigan MIDEAL purchasing program of three (3) new model year 2020 International HV613 truck chassis for the total cost of $335,622.00.

14. 2020 Capital Equipment Purchase – Wheel Loader

Staff is requesting the Board authorize the purchase of a new 2020 Caterpillar 950M HL Wheel Loader from Michigan CAT using the State of Michigan MIDeal purchasing program (MIDeal Contract #071B7700084). This purchase will be assigned to District 4. Purchase of the new loader includes the trade-in of an aged wheel loader, #843, 2003 Komatsu WA380-5L, 7,142 hours, S/N A52170, presently assigned to District 4 at the Manchester Yard. Please reference attached quotation 140566-03 from Michigan CAT dated August 1, 2019 for the sell price of the new wheel loader with accessories of $289,672.00, less trade-in value in the amount of $40,000. The final out-of-pocket purchase equals $249,672.00.

Purchase includes Caterpillar standard and extended warranties and guaranteed buybacks of 5 years/maximum 4,000 hours at $160,000 or 10 years/maximum 6,000 hours at $125,000. The proposed equipment purchase will be funded in the 2020 Capital Equipment budget.

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PROPOSED MOTION: that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the purchase from Michigan CAT, 24800 Novi Road, Novi, Michigan, 48375 through the State of Michigan MIDEAL purchasing program of a 2020 Caterpillar 950M HL Wheel Loader for the net cost after trade-in of $249,672.00 through the State of Michigan MIDeal purchasing program.

15. 2020 Capital Equipment Purchase – Self Propelled Broom

Staff is requesting the Board authorize the purchase of a Broce RCT-350 Rear Engine Self Propelled Broom from AIS Construction Equipment of Lansing, Michigan using the State of Michigan MIDEAL purchasing program (MIDEAL Contract # 071B7700090) in accordance with the attached quotation from AIS Construction Equipment dated July 18, 2019, for a total cost of $60,329.25. The proposed equipment purchase will be funded in the 2020 fiscal year capital equipment budget and will update and replace outdated chipseal equipment to increase efficiency in our preventive maintenance program.

PROPOSED MOTION: that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the purchase from AIS Construction Equipment, 3600 North Grand River Avenue, Lansing, Michigan, 48906 through the State of Michigan MIDEAL purchasing program of a new Broce RCT-350 Rear Engine Self Propelled Broom for the total cost of $60,329.25.

16. 2020 Capital Equipment Purchase – Chip Spreader

Staff is requesting the Board authorize the purchase of a new factory ordered Etnyre 4WD Chipspreader from AIS Construction Equipment of Lansing, Michigan using the State of Michigan MIDEAL purchasing program (MIDEAL Contract # 071B7700090) in accordance with the attached quotation from AIS Construction Equipment dated July 29, 2019, for a total cost of $346,752.00. The proposed equipment purchase will be funded in the 2020 fiscal year capital equipment budget and will update and replace outdated chipseal equipment to increase efficiency in our preventive maintenance program.

PROPOSED MOTION: that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the purchase from AIS Construction Equipment, 3600 North Grand River Avenue, Lansing, Michigan, 48906 through the State of Michigan MIDEAL purchasing program of a new factory ordered Etnyre 4WD Chip Spreader for the total cost of $346,752.00.

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17. 2020 Capital Equipment Purchase – Pneumatic Tire Rollers

Staff is requesting the Board authorize the purchase of two (2) new factory ordered Hamm GRW 180i-10 Pneumatic Tire Rollers from AIS Construction Equipment of Lansing, Michigan using the State of Michigan MIDEAL purchasing program (MIDEAL Contract # 071B7700090) in accordance with the attached quotation from AIS Construction Equipment dated July 18, 2019, for a total cost of $425,666.00. The proposed equipment purchase will be funded in the 2020 fiscal year capital equipment budget and will update and replace outdated chipseal equipment to increase efficiency in our preventive maintenance program.

PROPOSED MOTION: that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the purchase from AIS Construction Equipment, 3600 North Grand River Avenue, Lansing, Michigan, 48906 through the State of Michigan MIDEAL purchasing program of two (2) new Hamm GRW 180i-10 Pneumatic Tire Rollers for the total cost of $425,666.00.

18. 2020 Capital Equipment Purchase – Tar Distributor

Staff is requesting the Board authorize the purchase of a new factory ordered Etnyre 4,000 Gallon Centennial Distributor from AIS Construction Equipment of Lansing, Michigan using the State of Michigan MIDEAL purchasing program (MIDEAL Contract # 071B7700090) in accordance with the attached quotation from AIS Construction Equipment dated July 29, 2019, for a total cost of $146,740.00. The proposed equipment purchase will be funded in the 2020 fiscal year capital equipment budget and will update and replace outdated chipseal equipment to increase efficiency in our preventive maintenance program.

PROPOSED MOTION: : that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the purchase from AIS Construction Equipment, 3600 North Grand River Avenue, Lansing, Michigan, 48906 through the State of Michigan MIDEAL purchasing program of a new factory ordered Etnyre 4,000 Gallon Centennial Distributor for the total cost of $146,740.00.

19. 2020 Capital Equipment Purchase – Western Star 4700 Set-Back Front Axle Chassis

Staff is requesting the Board authorize the purchase of a new model year 2020 Western Star 4700 truck cab and chassis from D&K Truck Company of Lansing, Michigan using the State of Michigan MIDEAL purchasing program (MIDEAL Contract # 071B6600119) in accordance with the attached quotation from D&K Truck Company dated July 25, 2019, for a total cost of $126,957.00. This cab and chassis will be outfitted with a new Etnyre 4,000 Gallon Centennial Distributor authorized under separate purchase. The proposed equipment purchase is funded in the 2020 fiscal year capital equipment budget and will update and replace outdated chipseal equipment to increase efficiency in our preventive maintenance program.

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PROPOSED MOTION: that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the purchase D&K Truck Company, 3020 Snow Road, Lansing, Michigan, 48917 through the State of Michigan MIDEAL purchasing program for a new model year 2020 Western Star 4700 truck cab and chassis for the total cost of $126,957.00.

20. 2020 Capital Equipment Purchase Authorization – Four Western Star 4700SB Truck Cab/Chassis

Staff is requesting the Board authorize the purchase of four (4) new 2021 model year Western Star 4700SB truck cab and chassis from D & K Truck Company of Lansing, Michigan using the State of Michigan MIDEAL purchasing program (MIDEAL Contract # 071B6600119). In accordance with the attached quotation from D & K Truck dated July 29, 2019, the cost per unit is $121,515.00 for a total cost of $486,060.00 for all four units. Component upfitting will be presented for Board approval separately also using the State of Michigan MIDEAL Purchasing Program. This purchase authorization is planned for the FY2020 budget for road equipment capital outlay. Installment financing remains an option, consistent with the method used for FY19 for heavy truck purchasing and would be processed in spring 2020 if required.

PROPOSED MOTION: that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the purchase from D & K Truck Company, 3020 Snow Road, Lansing, Michigan, 48917 through the State of Michigan MIDEAL purchasing program of four (4) new model year 2021 Western Star 4700SB truck cab and chassis for the total cost of $486,060.00.

21. 2020 Capital Equipment Purchase Authorization – Four Western Star 4700SB Truck Upfitting

Staff is requesting the Board authorize the purchase of component upfitting for four (4) new 2021 model year Western Star 4700SB truck cab and chassis from Truck & Trailer Specialties, Inc. of 1200 Victory Drive, Howell, Michigan, 48843 using the City of Rochester Hills MITN Purchasing Cooperative Member Service Agreement. This service agreement provides that any MITN Purchasing Cooperative Member (WCRC is a member) may purchase equipment upfitting at prices and pricing structure stated in the City of Rochester Hills agreement. In accordance with the attached quotation from Truck & Trailer Specialties dated July 29, 2019, the total cost is $640,503.00 for all four units. The City of Rochester Hills Agreement provides a 2% discount off ($12,810.06) the total price taken at invoice if the payment is received within 30 days. This is an additional cost benefit over MIDeal. This purchase authorization is planned for the FY2020 budget for road equipment capital outlay. Installment financing remains an option, consistent with the method used for FY19 for heavy truck component upfitting purchasing and would be processed in spring 2020 if required.

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PROPOSED MOTION: that upon the recommendation of the Director of Operations and the concurrence of the Managing Director, the Board hereby approves the purchase from Truck & Trailer Specialties, Inc., 1200 Victory Drive, Howell, Michigan, 48843 through the City of Rochester Hills MITN Purchasing Cooperative Member Service Agreement of component upfitting for four (4) new model year 2021 Western Star 4700SB truck cab and chassis for the total cost of $640,503.00. It is understood that a 2% discount of the total price will be reimbursed to the Road Commission at time of invoice provided payment is received by Truck & Trailer within 30 days.

22. Installment Purchase (4) Four Heavy Trucks

WHEREAS, the Board of County Road Commissioners of the County of Washtenaw, Michigan (the “Road Commission”) determines it to be necessary for the public health, safety and welfare of its residents to purchase and equip four (4) heavy duty trucks as described in Exhibit A attached hereto and made a part hereof (the “Equipment”); and

WHEREAS, under the provisions of Act 283, Public Acts of Michigan, 1909, as amended (“Act 283”), the Road Commission is authorized to enter into any contracts or agreements for the purchase of property or equipment for public purposes, to be paid for in installments over a period of not to exceed the useful life of the property acquired as determined by resolution of the Road Commission; and

WHEREAS, the Road Commission has solicited quotes for the financing of the Equipment; and

WHEREAS, quotes have been received, and it has been determined that the proposal of Chelsea State Bank (the “Bank”) is the most advantageous to the Road Commission; and

WHEREAS, an Installment Purchase Agreement (the “Agreement”) between the D & K Truck Company and Truck & Trailer Specialties, Inc. (each, a “Vendor” and together the "Vendors"), and the Bank, for the purchase of the Equipment has been prepared; and

WHEREAS, the Agreement is to be assigned to the Bank.

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NOW, THEREFORE, BE IT RESOLVED THAT:

1. Approval of Agreement. The Agreement is hereby approved substantially in the form attached hereto at Exhibit B. The Road Commission shall incur the debt described in the Agreement through execution of the Agreement by the officers authorized below which debt shall consist of the principal financed amount of not to exceed Eight Hundred Ninety Thousand Two Hundred Eighty-Three Dollars ($890,283) which shall be payable in not to exceed sixty (60) monthly payments of principal and interest, commencing February 1, 2020 or such other dates and/or payment frequency as the officers shall determine, at the rate of 2.30% per annum. Payments due under the Agreement shall be subject to prepayment prior to maturity, in whole or in part, at the option of the Road Commission, on any date, without premium, with thirty (30) days written notice to the Bank.

2. Execution and Delivery of Agreement. The Chair and Clerk are hereby authorized and directed to execute the Agreement and deliver it to the Vendors, substantially in the form attached hereto with such additions, changes and modifications as shall be reasonably necessary, provided such changes shall not be materially detrimental to the Road Commission.

3. Useful Life of Equipment. The useful life of the Equipment is hereby determined to be not less than five (5) years.

4. Authorization of Officers. The Chair, Clerk, Managing Director, and Director of Finance and IT are each hereby authorized and directed to execute such additional documentation and open such accounts as shall be necessary to effectuate the closing of the Agreement and the assignment thereof.

5. Assignment of Agreement. The assignment of the Agreement by each Vendor to the Bank as the assignee of each Vendor is hereby approved.

6. Security. The Road Commission hereby agrees to include in its budget for each year, commencing with the current fiscal year, a sum which will be sufficient to pay the principal of and interest on the Agreement coming due before the next fiscal year. In addition, the Equipment shall serve as collateral and security for the payments to be received pursuant to the Agreement and a statutory lien is hereby created in favor of the bank or financial institution as assignee under the Agreement.

7. Tax Covenant. The Road Commission hereby covenants that, to the extent permitted by law, it shall take all actions within its control necessary to maintain the exemption of the interest on the obligations under the Agreement from general federal income taxation (as opposed to alternative minimum or other indirect taxation) under the Internal Revenue Code of 1986, as amended, including but not limited to, actions relating to the rebate of arbitrage earnings, if applicable, and the expenditure and investment of proceeds of the Agreement and moneys deemed to be proceeds.

8. Qualified Tax Exempt Obligations. The Road Commission hereby designates the Agreement as a “qualified tax-exempt obligation” for purposes of deduction of interest expense by financial institutions under the provisions of the Internal Revenue Code of 1986, as amended.

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9. Authorization to Adjust Terms; Solicitation of Proposals; Award of Financing. The Chair, Clerk, Managing Director and Director of Finance and IT are each hereby authorized to adjust the final details set forth herein to the extent necessary or convenient to complete the transactions authorized herein, and in pursuance of the foregoing are authorized to make determinations regarding the principal and interest payment dates, frequency, maturity, and redemption provisions. The final terms of the Agreement shall be evidenced through execution of the Agreement by the Chair and Clerk.

10. Repealer. All resolutions and parts of resolutions insofar as they conflict with the provisions of this resolution be and the same hereby are rescinded.

23. 2019 Second Quarter Budget Amendments Staff is requesting the Board to approve the 2019 Second Quarter Budget Adjustments. At a Board Working Session on July 22, 2019, the Board reviewed the fiscal situation of the Road Commission. Staff is recommending the adjustments to the budget as they were discussed at the Working Session. The proposed Second Quarter Adjustments will add $856,000 back to the fund balance for an overall decrease of $3,818,000. This increase includes various changes to federal and state aid projects, increases to the state trunkline revenues due to winter overages and the 2017 audit adjustment, an increase to the township matching program and other minor adjustments. PROPOSED MOTION: that upon the recommendation of the Director of Finance and IT and the concurrence of the Managing Director, the Board hereby approves the 2019 Second Quarter Budget amendments as presented.

24. Debt Service – SAD Bond Issue

Staff is requesting the Board to approve the Debt Service SAD Bond Issues.

PROPOSED MOTION: the Board hereby approves Voucher 362-201902 totaling $13,397.60 for Debt Service SAD Bond Issues.

25. Payroll & Bills for July 24, 2019

Staff is requesting the Board to approve the payment of payroll and bills for July 24, 2019.

PROPOSED MOTION: the Board hereby approves Voucher 10360 totaling $309,028.02 for payroll of July 24, 2019, and Voucher 10361 totaling $2,883,853.46 in payment of bills for July 24, 2019.

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B. ACTION ITEMS

1. CRASIF 2019 Board of Trustees Election

PROPOSED MOTION: the Washtenaw County Board of Road Commissioners herebyapproves ______________________, of ___________________ County Road Commissionand _______________________, of __________________ County Road Commission for thetwo three-year at-large positions and __________________________, of__________________ County Road Commission for the Upper Peninsula Road BuildersAssociation position.

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COMMISSIONERS


BARBARA RYAN FULLER

VICE-CHAIR





FAX (734) 761-3737





DANIEL D. ACKERMAN


MEMO TO: Washtenaw County Board of Road Commissioners

THROUGH: Sheryl S. Siddall, P.E. Managing Director

FROM: Brent Schlack, P.E. Assistant Director of Engineering


SUBJECT: Prima Facie Speed Limit – Napier Road, from North Territorial Road to a point one-half (0.5) mile north of North Territorial Road

BOARD ACTION REQUESTED

No Board action is requested at this time. This item is being submitted for discussion only to advise the Board on a speed evaluation performed by staff.

BACKGROUND

The Traffic & Safety Engineering Section of the Washtenaw County Road Commission (WCRC) has conducted a speed study based on access points along Napier Road, from North Territorial Road to a point one-half (0.5) mile north of North Territorial Road in response to a citizen request. Currently, this section of Napier Road is unposted and follows the General Speed Law of prima facie 55 mph.

Under the current Michigan Vehicle Code (MCL §257.627) the prima facie speed limit on soft surface roadways, such as Napier Road, is determined by the number of access points, meaning driveways or intersecting roads, per half (0.5) mile section of roadway.

Our field study indicated that Napier Road has thirty (30) access points per half (0.5) mile between North Territorial Road to a point one-half (0.5) mile north of North Territorial Road. Therefore, according to this evaluation the prima facie speed limit should be 45 mile per hour (mph) on this section of roadway.

Crash records for the subject section of Napier Road were reviewed and there has not been a pattern of speed-related crashes.

We have informed the resident who filed the request and we have informed Salem Township the results of our study.

We are in the process of posting Napier Road, from North Territorial Road to a point one-half (0.5) mile north of North Territorial Road with 45 mph speed limit signs.

ATTACHMENTS

• TCO #2535

FOR DISCUSSION ONLY

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WASHTENAW COUNTY ROAD COMMISSION

TOWNSHIP/STAFF REPORT – August 6, 2019

For the period of July 8 thru July 28, 2019

TOWNSHIP REPORT OPERATIONS REPORT

MAINTENANCE

Scraping of gravel roads and patching of paved roads were performed throughout the county. In addition, the following maintenance activities were performed in individual townships: ANN ARBOR TOWNSHIP Berming – Hogback Road Boom Mow – Huron River Drive, Hogback Road Ditching – Hogback Road Drainage and Backslopes – Clark Road Fallen Trees – Dixboro Road, Earhart Road, Ford Road, Maple Road, Stein Road,

Warren Road, Whitmore Lake Road HMA Resurfacing – Hogback Road Limestone Patch Shoulders – Pontiac Trail: 1 ton

AUGUSTA TOWNSHIP Local Road Dust Control

BRIDGEWATER TOWNSHIP Gravel Patch – Boettner Road, Logan Road: 19 tons Limestone Patch – Kies Road: 10 tons Local Road Dust Control Opened Pipes – Hogan Road Primary Road Dust Control

DEXTER TOWNSHIP Boom Mow – Glenbrook Road, Hankerd Road Chip Sealing – N Territorial Road Drainage and Backslopes – Huron Creek Drive Limestone Patch – Fleming Road, Island Lake Road, Webbs Shore Drive,

Winston Road, Wylie Road: 55 tons Local Road Dust Control

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FREEDOM TOWNSHIP Cleaned Pipes – Ernst Road Cut Trees – Ernst Road Gravel Patch – Ellsworth Road, Lima Center Road, Schneider Road,

Steinbach Road, Waters Road: 115 tons Limestone Patch – Parker Road: 14 tons Local Road Dust Control Primary Road Dust Control

LIMA TOWNSHIP Boom Mow – Scio Church Road Dexter-Chelsea Border-To-Border Trail – Installed concrete sidewalk, curb and

gutter, concrete deck was placed on bridge, restoration and fence installation continue

Fallen Trees – Dancer Road, Jerusalem Road Limestone Patch – N Fletcher Road, McKinley Road, Sager Road: 10 tons Local Road Dust Control

LODI TOWNSHIP Drainage and Backslopes – Ellsworth Road, Wagner Road Limestone Patch – Dell Road, Waters Road, Weber Road: 111 tons Limestone Patch Shoulders – Lodi Meadow Court, Lodi Meadow Drive,

Wagner Road, Waters Road: 44 tons Local Road Dust Control Primary Road Dust Control

LYNDON TOWNSHIP Boom Mow – Guinan Drive, Roepke Road, Waterloo Road Drainage and Backslopes – Guinan Drive Fallen Trees – Boyce Road, Roe Road Gravel Patch – Bush Road, Cassidy Road, Clark Lake Road, Island Lake Road,

Loveland Road: 47 tons Limestone Patch – Guinan Drive, Island Lake Road: 26 tons Local Road Dust Control Primary Road Dust Control

MANCHESTER TOWNSHIP Chip Sealing – Austin Road, Sharon Valley Road Fallen Trees – Ann Arbor Street, Herman Road, Sharon Hollow Road,

Sheridan Road, Wellwood Road Gravel Patch – Herman Road: 13 tons Local Road Dust Control Sharon Hollow Road Limestone Resurfacing Project – 6,415 tons

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NORTHFIELD TOWNSHIP Boom Mow – Eight Mile Road, Nollar Road, Six Mile Road, Spencer Road Culvert Failure – N Territorial Road Drainage and Backslopes – Earhart Road Fallen Trees – Earhart Road, E Shore Drive, Garfield Drive, Jennings road,

E Joy Road, Kearney Road, Nollar Road, Seven Mile Road, Six Mile Road, Spencer Road

Limestone Patch – Eight Mile Road, Six Mile Road: 19 tons Local Road Dust Control Repaired Washout – Earhart Road, E Joy Road, Nollar Road, Northfield Church

Road,

PITTSFIELD TOWNSHIP Cut Trees – Appleridge Drive, Honey Suckle Drive Drainage and Backslopes – Central Boulevard, Dalton Drive, Deake Street,

Fresno Lane, Hawks Road, Oakdale Drive, Oak Valley Drive, Packard Road, Seminole Street, Torrey Road, W Waters Road

Fallen Trees – Cole Boulevard, Crane Road, Hillside Drive, Stone School Road HMA Resurfacing – Central Avenue, Dalton Avenue, Foster Avenue,

Hawks Avenue, Torrey Avenue Local Road Dust Control Roadside Debris – Carpenter Road, Platt Road

SALEM TOWNSHIP Boom Mow – Brookville Road, Currie Road, Curtis Road, Dixboro Road,

Five Mile Road, Seven Mile Road, Six Mile Road, Tower Road Drainage and Backslopes – Joy Road Fallen Trees – Five Mile Road, Joy Road, Six Mile Road, Seven Mile Road,

N Territorial Road Limestone Patch – Dixboro Road, Eight Mile Road, Five Mile Road: 109 tons Local Road Dust Control Repaired Mailbox – Salem Road, Six Mile Road Repaired Washout – E Joy Road

SALINE TOWNSHIP Berming – Willow Road Limestone Patch – Mooreville Road: 15 tons Local Road Dust Control Case Road Limestone Resurfacing Project: 3,759 tons Dell Road Limestone Resurfacing Project: 3,524 tons Feldkamp Road Limestone Resurfacing Project: 2,718 tons Hack Road Limestone Resurfacing Project: 412 tons Willow Road, Case to US-12 – Limestone Resurfacing Project: 4,515 tons Willow Road, Case to Macon Road – Limestone Resurfacing Project: 2,675 tons

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SCIO TOWNSHIP Chip Sealing – Parker Road Gravel Patch – Park Road: 31 tons Limestone Patch – Lakeview Avenue, Liberty Road, Park Road, Staebler Road,

Tubbs Road: 68 tons Limestone Patch Shoulders – Riverbend Drive, Tubbs Road: 3 tons Local Road Dust Control Repair Washout – Tubbs Road

SHARON TOWNSHIP Brush Removal – Bethel Church Road Chip Sealing – Austin Road, Pleasant Lake Road, Sharon Hollow Road,

Sharon Valley Road Fallen Trees – Hayes Road, Heim Road Gravel Patch – Sylvan Road: 13 tons Local Road Dust Control

SUPERIOR TOWNSHIP Drainage and Backslopes – Joy Road, N Prospect Street Fallen Trees – Barrington Drive, Ford Road, Geddes Road, N Harris Road,

Plymouth Road, Wiard Boulevard Repaired Culvert – Joy Road Roadside Debris – N Harris Road

SYLVAN TOWNSHIP Chip Sealing – Scio Church Road Gravel Patch – Ridge Road: 4 tons

WEBSTER TOWNSHIP Boom Mow – Huron River Drive, Joy Road, McClatchey Road, Merrill Road,

Pellett Drive, Webster Church Road Culvert Replacement – Joy Road Drainage and Backslopes – Joy Road Local Road Dust Control Limestone Patch – Jennings Road, Walsh Road: 33 tons Limestone Patch Shoulders – Mast Road, Vista Way: 2 tons Repaired Washouts – Huron River Drive, Merkel Road, Walsh Road

YORK TOWNSHIP Limestone Patch – Mooreville Road: 30 tons

YPSILANTI TOWNSHIP Boom Mow – Bunton Road, Martz Road, McKean Road Brush Removal – Blossom Avenue, Bridge Road, Bunton Road, Woodruff Lane Cleaned Pipes – Cadillac Street Crack Sealing – Arthur Street, Clarita Street, Evelyn Avenue, Gault Drive,

Hull Street, Janet Street, Jay Avenue, Jeffery Street, Juneau Road, Levona Street, Lester Avenue, Marcus Street, Margarita Street, Ruth Avenue, Shirley Drive

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Cut Trees – Edison Street Drainage and Backslopes – S Harris Road, Share Avenue Fallen Trees – E Bemis Road, Burns Street, Clubview Drive, Desoto Avenue,

Hawthorne Avenue, High Ridge Drive, S Huron River Drive, Mott Road, Pasadena Street, Whittaker Road

Local Road Dust Control Repaired Catch Basin – W Michigan Avenue Roadside Debris – Bemis Road

SHOP REPORT Shop Repairs New Tire Installation – 6 tires Tires Repaired – 3 tires Vehicles Serviced – 3 Vehicles Serviced by Suburban Chevrolet – 6 Work Orders Completed – 64

Equipment Repair Note: Performed several hydraulic, electrical, and A/C repairs Truck 366 – Replaced right steering box Truck 359 – Replaced front hydraulic pump and brine tank pump assembly Truck 176 – Straightened rear bumper Truck 340 – Replaced brake chambers Truck 322 – Repaired box floor Truck 360 – Rebuilt cab floor

BUILDING & GROUNDS REPORT Yard One Remodeled Conference Room 200 Installed new water cooler in the parking garage Installed new A/C unit in sign shop Insulated duct work in the Foreman’s office Installed new cabinet for janitor’s supplies Cleaned office condenser coils Painted around the fuel island Plumbing repairs Monthly checks Lawn care Janitorial

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Yard Two Installed new south entry gate Serviced A/C condensers Cleaned and grouted bathroom tile Painted around fuel island Repaired air line Monthly checks Lawn care

Yard Three Repaired roof shingles Cleaned A/C condenser Charged A/C system Repaired garage door Monthly checks Lawn care

Yard Four Cleaned A/C condenser Plumbing repairs Replaced hose at brine tank area Monthly checks Lawn care

Yard Six Painted bollards at fuel island Garage door repair

Kaiser Brine Well Installed new H2O filters Greased and monitored

FINANCE REPORT FEDERAL AID Federal aid information and final accountings were processed.

SAD Numerous questions were answered regarding SAD payoffs. Various SAD payoffs were received. Processed wire payment instructions for interest payments on SAD bonds.

BUDGET Finalized the 2019 second quarter budget documents. Budget project sheets were finalized for 2020 as well as 2021. Prepared the 2020 and 2021 budget projection worksheets.

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MISCELLANEOUS MONTH END ACCOUNTING The June outstanding check listing, cash and bank reconciliation was prepared. The books were closed for June.

STATE TRUNKLINE Received the winter adjustment and added it to the budget. Received the 2017 state trunkline audit adjustment.

COUNTY MILLAGE Working with various municipalities submitting their millage projects for

reimbursement. Submitted the first two 2019 WCRC county millage invoices for reimbursement.

MISCELLANEOUS INVOICING An invoice was prepared to; several townships for the first township billings.

MISCELLANEOUS Staff received the updated programs to enable electronic vendor payments.

Testing and setup continues. Staff is no longer providing paper check stub information. Currently, 66

employees are receiving this information via email. Any employee can view and/or print their check stub information on the timecard kiosk.

Staff submitted a request for waiver to the Michigan Treasury Department for the pension program per PA 202.

Submitted the SAW request #5. Staff prepared and submitted a Request for Proposal to local banks for an

installment purchase for 4 heavy trucks. An order was placed for additional accounts payable and payroll checks. Working on the 2018 OPEB report.

IT REPORT

Help Desk Staff received 90 new tickets and closed 95.

Network Redesign Staff continues migrating all SQL databases to one database. The final database

migration is scheduled to take place on July 26th. Computer Replacements The goal is to have a consistent number of updates on an annual basis. The

budget will be able to support this. Within a few years, computers will be replaced shortly after the 3 year warranty is expired.

Phone System work Investigating adding Skype calling feature as a potential replacement for the Avaya

One-C app.

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Traffic & Safety Network Upgrade All server hardware has started to arrive. Had a meeting to discuss table options with networking capability. Various computers were received.

Outside Yards There was a network outage at NESC over the weekend due to power outages

from storms. This resolved itself by Monday morning. There was an organization wide network outage at all yards due to the network

going down at the main yard. This was likely due to Comcast Maintenance. Theoutage was on Wednesday, 7/24 from 5am to 6am.

Miscellaneous The Systems Administrator continues to develop a master document of all

software and hardware. This includes how to troubleshoot as well as install andremove programs

Mailstore was determined to meet staff needs for searching older emails. Provided Tim Andrews access to Precision. Facilities has mounted all digital signage TV’s with the exception of the lobby in

the main building. The software is ready to go and training was provided. Setup the noreply email addresses for payroll and accounts payable. New camera software was installed. A barcode scanner was ordered for the shop. Renewed Duo license. An IT Intern was hired. Josh Summerhill will start on July 29th. Active Directory and Office 365 accounts were synced to make password changes

easier for staff.

MEETINGS ATTENDED

7/9 S. Siddall, J. Harmon and E. Kizer met with the Board of Commissioners committeeregarding the review of the WCRC structure

7/17 J. Harmon attended the Ford Lake Dam Emergency Action Plan Tabletop Exerciseheld at Barr Engineering in Ann Arbor, MI

7/23 J. Harmon attended the Homeland Security Task Force Meeting at the WashtenawCounty Emergency Operations Center in Ann Arbor, MI

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