Minutes of March 7, 2007

The meeting of the Board of Calhoun County Road Commissioners was held
Wednesday, March 7, 2007 at 9:00 a.m. in their office located at 13300 Fifteen Mile Road,
Marshall, Michigan.

Present: Commissioner Chester E. Travis, Chairman

Commissioner Charles E. Monaweck, Vice-Chairman
Commissioner Scott Brown, Member
Dennis Randolph, Managing Director
Joanna Johnson, Assistant Managing Director
Kevin Henning, Finance Director
Angela Kline, Assistant County Highway Engineer
Mary Jo Crumpton, Secretarial Clerk

Also Present: Tom Frank, Albion Township Supervisor

Richard Harvey, Bedford Township Trustee
Dave Veramay, Clarence Township Resident
Joe Bramble, Convis Township Resident
Clarence Millard, Newton Township Resident
Gardy Berezonsky, Marengo Township Resident
Denny Smock, Fredonia Township Resident
Franke Manke, Clarendon Township Supervisor
Bob Brownell, Marengo Township Supervisor
Pete Shrontz, Marengo Township Trustee
Sharon Drumhiller, Tekonsha Township Supervisor
Nelson Shedd, Village of Tekonsha Resident
Steve Irons, Athens Township Supervisor
Richard Heisler, Walton Township Supervisor
Steve Ball, Calhoun County Road Commission
Hershel Stacy, Calhoun County Road Commission
Robert Volkmer, Calhoun County Road Commission
Paul Adams, Calhoun County Road Commission

Chairman Chester Travis called the regular meeting of the Board of Calhoun County
Road Commissioners to order at 9:00 a.m.

Moved by Commissioner Brown and supported by Commissioner Monaweck to

approve the February 21, 2007 regular meeting minutes of the Board of County Road
Commissioners. Voice vote: Motion carried.

COMMUNICATIONS AND RESOLUTIONS

 Received Resolution 2007-01 from Sheridan Township to match funds with the
Calhoun County Road Commission for road improvements on D Drive North
between 27 Mile Road and 29 Mile Road and H Drive North between 28 Mile Road
and 30 Mile Road.

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 Received a memo from Erin Cummings, Permit Agent, requesting the planting of
evergreen trees in the road right-of-way, on the east side of 15 Mile Road, twenty-five
feet from the centerline, between Michigan Avenue and Verona Road.

 Received a memo from Joanna Johnson, Assistant Managing Director, requesting the
2007 Sign Post Bid be awarded to Dornbos Sign, Inc.

 Received a memo from Joanna Johnson, Assistant Managing Director, requesting the
2007 Sign Material Bid be awarded to Dornbos Sign, Inc.

 Received a memo from Joanna Johnson, Assistant Managing Director, requesting the
abutment bid for the Charlotte Highway Bridge be awarded to Davis Construction.

NEW BUSINESS

Moved by Commissioner Monaweck and supported by Commissioner Brown to

approve the February 22, 2007 accounts payable for $333,309.00. Voice vote: Motion
carried.

Moved by Commissioner Monaweck and supported by Commissioner Brown to

approve the February 28, 2007 payroll for $130,215.75. Commissioner Brown inquired as
to the date on the payroll register. Kevin Henning, Finance Director, clarified that payroll
was run on Monday, February 26, 2007 as reflected on the payroll register, but the actual
pay date is Wednesday, February 28, 2007. Voice vote: Motion carried.

Moved by Commissioner Brown and supported by Commissioner Monaweck to

approve planting evergreen trees in the road right-of-way, on the east side of 15 Mile Road,
twenty-five feet from the centerline, between Michigan Avenue and Verona Road.
Commissioner Travis noted that, normally, he is not in favor of planting anything in the road
right-of-way; however, it is his understanding that Marshall Township is in favor of this
request. Joanna Johnson clarified that Erin Cummings, CCRC Permit Agent, has spoken
with the Marshall Township Variance Board who would like to see a privacy screen
consisting of evergreen trees planted in line with existing trees. Commissioner Brown
inquired if, given the size of these trees as they grow, it would create the potential to have to
come back and cut them. Dennis Randolph, Managing Director, responded that as long as
they are planted back 25’, they should be okay. Commissioner Brown inquired if in the past
we have ever approved or denied similar requests and, if so, are we being consistent. Mr.
Randolph responded that this would be consistent with what the board has done in the past.
Voice vote: Motion carried.

Moved by Commissioner Brown and supported by Commissioner Monaweck to

award the 2007 Sign Post Bid to Dornbos Sign, Inc. Voice vote: Motion carried.

Moved by Commissioner Monaweck and supported by Commissioner Brown to

award the 2007 Sign Material Bid to Dornbos Sign, Inc. Commissioner Monaweck inquired

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if these were all signs. Mr. Randolph clarified that the bid is for all types of road signs. He
noted that we took an average of the cost since we do not the exact number of signs and
material we will need. It can vary from year to year, based on what type of work we are
doing, as well as vandalism, accidents, etc. Mr. Randolph added that we make some signs
in-house for townships and, in some cases, contractors. Voice vote: Motion carried.

Moved by Commissioner Brown and supported by Commissioner Monaweck to

award the abutment bid for the Charlotte Highway Bridge to Davis Construction.
Commissioner Brown inquired about the bid from Hardman Construction that was noted as
being received without identification. Mrs. Johnson clarified that the bid was open prior to
the bid opening by mistake, due to the fact that the bid envelope was not identified as a bid,
as required. Voice vote: Motion carried.

MANAGING DIRECTOR’S REPORT

Mr. Randolph noted that it has been a busy past few weeks with snow work.
Overtime this season is up, as compared to the past six years. We have been trying to keep
on potholes in between snow work. Today we are cleaning up after this past snow.

Mr. Randolph provided a PowerPoint presentation on the following information:

 Frost Laws went on Monday, March 5, 2007 at 6 a.m. and will remain in effect
for approximately four weeks.

 Salt usage weekly totals for this season beginning 11-4-06. It was noted that it is
very unpredictable what we will spend on salt in a given season, due to having no
control over the weather. Currently, the cost of salt is $41 per ton. However,
these costs still need to be accounted for in the overall budget process.

 Snow safety: We received an anonymous complaint from a bus driver regarding

Jamison Street in Emmett Township. Jamison is a local road that services the
Doris Klaussen Center. There was a crash there last Friday due to icy roads. Mr.
Randolph noted that Jamison is in bad shape, but as a local road, CCRC can only
continue to do maintenance by filling potholes and snow plowing. A review of
the crash history on Jamison for the past 12 years revealed 10 crashes – less than
one crash per year. There is no indication of any road maintenance problems on
Jamison. Mr. Randolph reviewed the law and the 50% local road program under
Act 51.

 Mr. Randolph reviewed the countywide crash data over the past 11 years and
noted that bus crashes are a very small percentage of all crashes. The data shows
that there is not a problem with our winter maintenance operations. Our winter
maintenance strategy is to treat high volume primary roads first, working our way
down to low volume local roads. As a result of this basic strategy, we have been
able to keep the number of crashes down throughout the county.

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 We are working with the Calhoun Intermediate School District (CISD) to secure
special federal funds that are earmarked for school bus routes. This may allow us
to do something with school bus transportation throughout the county.

 Mr. Randolph noted that he met with the Editorial Board at the Battle Creek
Enquirer last week regarding funding and the gas tax and provided them with a
broad view of what we do in Calhoun County and what we need. Also provided
was information on resurfacing, bridge program and development of the non-
motorized trailway. CCRC partners with many different groups and organizations
and has consolidated operations.

 Mr. Randolph reviewed operations, our service system, staffing and equipment.

 We have been working on the match program for the local road program and so
far, we will be doing some paving in Emmett and Albion Township and chip in
seal in a number of townships (i.e., Sheridan, Marengo, Clarence, Marshall,
Convis, Pennfield, etc.).

 We have done a lot of project submittals and grant proposals and completed a
bridge rail study.

 Mr. Randolph discussed federal funding for a non-motorized trailway hub in

Historic Bridge Park where many different trailways intersect, and reminded
everyone that we are required to spend money on non-motorized projects. We
have submitted a proposal for additional parking and an interpretive center in
Historic Bridge Park, as well as funding to connect to the trailways. We also did
a pre-submittal to the Kellogg Foundation for additional funding.

 Mr. Randolph referred to a map showing the trailways across the state and noted
that there is a large gap in Calhoun County. The proposed trailway would
connect Battle Creek, Marshall and Albion.

 We are in the process of preparing a presentation for the Asset Management

Conference in April and the County Budget Workshop.

 Mr. Randolph informed everyone that we have received bids on the High Risk
Rural Road projects on Union City Road from H Drive South to R Drive South; N
Drive North from 16 Mile Road to 20 1/2 Mile Road; and B Drive South from 9
1/2 to 12 Mile Road. He explained that the projects will include the removal of
fixed objects, improving clear vision areas at intersections, widening the roadway
to ensure six foot shoulders, installing delineators at curves and updating the
painting of “No Passing Zones”.

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COMMISSIONER’S COMMENTS

Commissioner Travis commented that he heard this morning that we might be losing
more money from the State. Mr. Randolph responded that he received a notice regarding the
Governor’s 2008 Budget Proposal, but does not have any additional information. He will be
checking into this further.

Commissioner Travis informed everyone that the County Board of Commissioners

has a committee set up to explore adding two more Road Commissioners. Mr. Randolph
noted that this would cost approximately $15,000 per year.

Commissioner Monaweck inquired about the bid process for the trees and how we
bid them out. Mrs. Johnson replied that the trees are bid by size of tree, or diameter. Our
present contract with R & S Tree Service expires 12-31-07. New bids will go out this fall.
Commissioner Monaweck would like to see more than one contractor and suggested a
competitive bidding process by project. Mr. Randolph noted that our State Maintenance
contract requires that we retain one contractor at all times.

SUPERVISOR’S & PUBLIC OFFICIAL’S TIME

Bob Brownell commented that the potholes are starting to show up.

Tom Frank inquired about Steve Ball’s title. It was noted that Mr. Ball’s title has not
been finalized. Mr. Frank asked if the volume of traffic on primary roads made a difference
with snow plowing. Mr. Randolph responded that it does make a difference because the
more cars on the road, the greater the chance for crashes. Also, the main reason that primary
roads receive more service, in terms of generating funds, is because the more cars and the
more miles that are put on the roads, the more dollars in gas get spent on the roads. The gas
tax is how we are funded. Mr. Frank asked about the 2007 Roadwork Construction
schedule. Mrs. Johnson responded that we have extended the deadline, for those townships
that we have provided estimates, for resolutions until 3-30-07 for the match dollars, and she
will be meeting with Mr. Randolph and Mr. Henning to reassess the budget, pending the
final costs from winter maintenance.

Sharon Drumhiller informed everyone that Tekonsha Township’s liability insurance

carrier would not cover firemen on downed tree calls; therefore, Tekonsha will not be
dispatching their firemen to those calls. She suggested that other townships contact their
liability insurance carrier on this matter. Mrs. Drumhiller thanked Steve Ball for attending
their last Township Board meeting, as she appreciated his input.

Steve Irons commented that Athens Township has requested tree limbs be cut on Q
Drive South numerous times. Steve Ball responded that R & S Tree Service has started
trimming on Q Drive South. Athens Township is asking for an estimated total cost for this
work, as they may be able to pay for approximately one-half. Commissioner Travis assured
Mr. Irons that staff would provide him with some figures. Mr. Irons noted that potholes are
popping up and Athens will need some serious berm work done this year. Mr. Irons

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responded to Commissioner Monaweck’s inquiry about the tree that was cut on 4 Mile Road
at M Drive – it was given to the landowner who has most of it cut up.

Frank Manke commented that Mr. Randolph gave a very good report today and he
learned a lot of things he did not know. Also, there are about 14 trees on 23 Mile Road that
are dead and need to be taken care of – three of the fourteen are already down.

Richard Harvey commented that he is glad to see that the Custer Road Bridge is
going to be funded especially since the truck traffic has really picked up at the Industrial
Park.

CITIZEN’S TIME

Clarence Millard commented that the evergreen trees that were approved today to be
planted on 15 Mile Road would need to have the bottom limbs cut on a regular basis because
they have quite a spread on them.

Joe Bramble thanked Steve Ball for touring Convis Township with him for the 2007
local road program. He commented that the local roads in Convis Township are in better
shape than some of the primary roads.

Nelson Shedd expressed his thanks for looking into the project on Jackson Drive in
Tekonsha and he inquired about the status of the crushed concrete. Mrs. Johnson responded
that she has that on her list for follow up.

Gardy Berenzonsky questioned why a non-motorized trail would be built around the
casino with the increase in traffic. Mr. Randolph explained that this was his idea to divert
the trailway off of Michigan Avenue where the worst of the traffic is and reroute behind the
casino. Discussion continued.

The next meeting of the Board of Calhoun County Road Commissioners will be
Wednesday, March 21, 2007 at 9:00 a.m. There being no additional business before the
Board, Chairman Travis adjourned the meeting at 10:05 a.m.

_____________________________ ______________________________
Chester E. Travis, Chairman Mary Jo Crumpton, Secretarial Clerk