Minutes of June 18, 2008

The regular meeting of the Board of Calhoun County Road Commissioners was held on Wednesday, June 18, 2008 at
5:30 p.m. in their office located at 13300 Fifteen Mile Road, Marshall, Michigan.

Present: Commissioner Scott A. Brown, Chairman

Commissioner Hugh T. Coward, Vice Chairman
Commissioner Charles E. Monaweck, Member
Commissioner Eric J. Tobin, Member
Commissioner Chester E. Travis, Member
Kevin S. Henning, Managing Director
Pixie Coats, Board Clerk
Angela Kline, Assistant County Highway Engineer
Tiffany Eichorst, Solid Waste Department Director
Mary Jo Crumpton, Secretarial Clerk

Also Present: General Public

Chairman Scott Brown called the regular meeting of the Board of Calhoun County Road Commissioners to order at 5:30
p.m. and led the Pledge of Allegiance.

Moved by Commissioner Coward and supported by Commissioner Tobin to approve the June 4,
2008 regular meeting minutes of the Board of Calhoun County Road Commissioners. Voice vote:
Motion carried.

COMMUNICATIONS AND RESOLUTIONS

Mrs. Coats read the communications as follows:

a) Received a letter from Pennfield Township, requesting that a study be conducted to determine if “NO PARKING”
signs can be installed on Clear Lake Avenue
b) Received the reconciliation of amounts due from BPW to the Road Commission
c) Received the Battle Creek Area Transportation Study (BCATS) FY2009 Local Funding Resolution
d) Received a Certification form from Michigan Employees Retirement Solutions (MERS) requesting the appointment
of Pixie Coats, Human Resource Director, as Officer Delegate at the 2008 MERS Annual meeting
e) Received Engineering Reimbursement Request, Form 2044, from the Michigan Department of Transportation

NEW BUSINESS
Moved by Commissioner Tobin and supported by Commissioner Travis to approve the June 10,
2008 accounts payable for $386,150.28. Roll call vote: Tobin-Yes; Monaweck-Yes; Coward-Yes;
Travis-Yes; Brown-Yes. Motion carried.

Moved by Commissioner Monaweck and supported by Commissioner Travis to approve the June 3,
2008 payroll for $3,229.51. Roll call vote: Coward-Yes; Travis-Yes; Monaweck-Yes; Tobin-Yes;
Brown-Yes. Motion carried.

Moved by Commissioner Travis and supported by Commissioner Coward to approve the June 4,
2008 payroll for $105,025.08. Roll call vote: Travis-Yes; Coward-Yes; Tobin-Yes; Monaweck-Yes;
Brown-Yes. Motion carried.

Moved by Commissioner Tobin and supported by Commissioner Travis to approve the Battle Creek
Area Transportation Study (BCATS) FY2009 Local Funding Resolution. Roll call vote: Tobin-Yes;
Monaweck-Yes; Coward-Yes; Travis-Yes; Brown-Yes. Motion carried.
1
 Minutes of June 18, 2008

Moved by Commissioner Tobin and supported by Commissioner Monaweck to approve the

appointment of Pixie Coats, Human Resource Director, as Officer Delegate at the 2008 MERS
Annual Meeting. Voice vote: Motion carried.

Moved by Commissioner Travis and supported by Commissioner Coward to approve the

Engineering Reimbursement Request, Form 2044, for the period July 1, 2007 through June 30,
2008.

Commissioner Tobin asked if we are still providing a license for Mr. Randolph, even though he is no longer
employed with the Road Commission. Mr. Henning replied that we are not providing a license and explained
that Act 51 establishes a pool of funds for counties that employ or contract services of a professional engineer.
Each year, the Board must certify that a professional engineer was employed or contracted for services to be
eligible for reimbursement up to $10,000.

Voice vote: Motion carried.

MANAGING DIRECTOR REPORT

Mr. Henning provided the following report:

I-94 Service Road: Progress is continuing and draft final plans have been reviewed with CEI. There is still
discussion on whether or not we can retain all the stormwater discharge within our ditch right-of-way. CEI has
been contacted by the Sackriders regarding the possibility of installing sanitary sewer within our right-of-way, as
the road is being built and asked if CCRC would be willing to coordinate this. Mr. Henning informed them that
any formal request must be submitted to the Road Commission Board for consideration. He also stressed that
any such request could not allow the construction of the roadway to be delayed and emphasized that
construction must be completed this year, as the funding does not carry over to 2009. Angie will be completing
the project application and submitting it to MDOT for approval. Once the application is approved, we will receive
notice to bid. The bid process will be a two week bid as normally done with Act 51 resources and a copy of the
bid will be provided to the Board, prior to advertising. Currently, the timeline is as follows: bid in July, let in
August, and build in September.

2008 Local Road Program: Sealcoating will begin in Marshall Township next Monday, then moving to Convis
Township. We are using a new type of emulsion and stone this year and will be doing a cost analysis to update
the townships.

Autopatcher Bid: The bids were received and the bid opening was held yesterday at 2 pm. We will be
providing the bid tabulation sheets to the Board for consideration at their 7-2-08 meeting. The bids for the
autopatcher and hydrostatic drive were as originally quoted; however, the bids for the chassis were less than
originally quoted. Continuing to explore financing options that will be part of the formal request on the 7-2-
08 agenda. Commissioner Brown asked that information from other road commissions that use autopatchers be
included. Mr. Henning responded that he would include that, as well as information on the type of aggregate
used, financing options, etc.

SUPERVISOR, PUBLIC OFFICIAL AND CITIZEN TIME

Mr. Peter George, 1145 E. Michigan Avenue, commented that he is displeased that a new road is not being built
at the site where the Road Commission sold a property. Mr. Henning commented that the Road Commission’s
interest was to sell the property, not to build a road. If the new property owners wish to build a road on their
property, it is their responsibility. To be a public road, it would need to be built to specifications.
Mr. Brett Smith, Homer Township resident, inquired about the “Road Under Construction” signs on 24 Mile Road.
Mr. Henning responded that the signs were placed to warn motorists of the risk of traveling this area because of
the deterioration of the road and impending road construction. This road is scheduled for sealing this year. Mr.
Smith asked about changing a local road to a primary. Mrs. Kline responded that MDOT does not allow additions
to the primary road system. If a local road is switched to a primary, MDOT will usually require that a primary
road be switched to a local road. Also, a local road would need to connect to primary roads and be brought up to
specifications.
2
 Minutes of June 18, 2008

Mr. Lane Landis, Homer Township resident, asked how traffic counts impact switching a local to a primary. Mr.
Henning responded that accurate counts would be needed for the federal indicator. Discussion occurred on
funding problems faced by the Road Commission and townships.
Mr. Jerry Thornton, Clarendon Township gravel road resident, commented that he is aware that CCRC is only
brining gravel roads once this year, but asked if it would be feasible to spot brine in front of homes a second
time. Mr. Henning responded that we could look at this next time, but currently the bid is for full width,
continuous mile brining.
Mr. Gardy Berezonsky, Marengo Township resident, passed on a compliment for the good job done on 23 Mile
Road between B Drive and Division. He asked if traffic fines are doubled on roads posted with the “Road Under
Construction” signs. It was clarified that fines are not doubled because it is not a work zone. Mr. Berezonsky
asked if the State had been approached about moving non-motorized funds for roads. Mrs. Kline responded that
the County Road Association of Michigan (CRAM) has looked into this.
Mr. Joe Bramble, Convis Township resident, asked when CCRC would start mowing. Mr. Henning replied that we
are currently focusing on the bad areas at intersections and roads scheduled for chip and seal. Mr. Bramble
stated that the intersection of 15 Mile Road and N Drive North is dangerous and needs to be mowed.
Mr. Art Smith, Burlington Township resident, stated that the intersection of B Drive South and 12 Mile Road needs
to be mowed, as well as other areas where trees and tree limbs are causing view obstructions.

COMMISSIONER COMMENTS
Commissioner Monaweck commented that he crossed the new Custer Drive Bridge on Monday for the first time
and was impressed with the approach and the bridge. He passed on a compliment from an F Drive South
resident who is pleased with the work that was done there. He also noted that the intersection of 6 Mile Road
and B Drive South needs to be mowed. He asked if the Sheriff’s Work Crew could trim at intersections. Mr.
Henning replied that the Work Crew is not allowed to run equipment.

ANNOUNCEMENTS
The next regular meeting of the Board of Calhoun County Road Commissioners is scheduled for Wednesday, July 2, 2008
at 5:30 p.m.

RECESS FOR CLOSED SESSION

Moved by Commissioner Tobin and supported by Commissioner Travis to recess for a closed
session to discuss an employment agreement with Kevin Henning. Roll call vote: Commissioner
Monaweck – Yes; Commissioner Tobin – Yes; Commissioner Travis-Yes; Commissioner Coward-
Yes; Commissioner Brown – Yes. Motion carried.

The meeting of the Board of Calhoun County Road Commissioners was reconvened at 6:22 p.m.

There being no additional business before the Board, Chairman Brown adjourned the meeting at 6:22 p.m.

Submitted by:

________________________________________ _______________________________________
Mary Jo Crumpton, Secretarial Clerk Scott A. Brown, Chairman