Minutes of September 3, 2008

The regular meeting of the Board of Calhoun County Road Commissioners was held on Wednesday, September 3, 2008 at
5:30 p.m. in their office located at 13300 Fifteen Mile Road, Marshall, Michigan.

Present: Commissioner Hugh T. Coward, Vice Chairman

Absent: Commissioner Scott A. Brown, Chairman - Excused

Also Present: General Public

Vice Chairman Hugh Coward 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 Tobin and supported by Commissioner Travis to approve the August
20, 2008 regular meeting minutes of the Board of Calhoun County Road Commissioners.
Voice vote: Motion carried.

SUPERVISORS, PUBLIC OFFICIALS AND CITIZENS COMMENTS REGARDING AGENDA ITEMS ONLY
Mr. Gardy Berezonsky, Marengo Township resident, requested that it be included in the minutes that Commissioner
Brown was absent from the meeting, not excused. However, Vice Chairman Coward excused Commissioner
Brown’s absence at the time of roll call.
Mr. Berezonsky asked for more information on the following agenda items: 6.a. Amendment to Contract No. 2003-
0369 between MDOT and the Board of Calhoun County Road Commissioners; 6.c. draft revision to Policy #29-
Travel; 6.d. draft revision to Policy #52-Career Development and In-Service Training; and 6.g. Resolution 2008-
09 from the Marshall Township Board requesting F Drive North from 16 ½ Mile Road to the west be marked as
“No Trucks over 10,000 lbs. Allowed”, under Communications and Resolutions. Mr. Berezonsky stated that the
County has no authority to put up a sign restricting trucks over 10,000 lbs from traveling on F Drive North
because the trucks pay more money than anyone else to travel the roads in Calhoun County.

COMMUNICATIONS AND RESOLUTIONS

a) Received the Amendment to Contract No. 2003-0369 between MDOT and the Board of Calhoun County Road
Commissioners for State road maintenance
b) Received a letter from the Pennfield Township Board requesting a speed limit study along McAllister Road
between Emmett Street and Bellevue Road
c) Received a memo from Kevin Henning, Managing Director, requesting review and consideration of a draft revision
to Policy #29-Travel
d) Received a memo from Kevin Henning, Managing Director, requesting review and consideration of a draft revision
to Policy #52-Career Development and In-Service Training
e) Received a letter from Kevin Henning, Managing Director, to Tom Frank, Albion Township Supervisor, regarding
2008 Paving of Local Roads
f) Received a letter from Kevin Henning, Managing Director, to Jim Demarest, Emmett Township Supervisor,
regarding 2008 Paving of Local Roads
g) Received Resolution 2008-09 from the Marshall Township Board requesting F Drive North from 16 ½ Mile Road to
the west be marked as “No Trucks over 10,000 lbs. Allowed”
h) Received a letter from Erin Cummings, Permit Agent, to Ms. Lindsay-Houston regarding a road name change in
Emmett Township

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NEW BUSINESS
Moved by Commissioner Travis and supported by Commissioner Tobin to approve the August
21, 2008 accounts payable for $242,934.95. Voice vote: Motion carried.

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

MANAGING DIRECTOR REPORT

6 ½ Mile Road between E and D Drive North: The super core has been set on concrete footers by Duckworth
Bros., the road has been compacted with gravel and is now back open for traffic. Bump signs have been posted
where the gravel begins and we will be monitoring compaction and prepping the area for paving within the next
two weeks. Mr. Henning added that the project went very smoothly and the bill from Duckworth Bros. was one-
half of the original estimate of approximately $8,000.

21 Mile Road between E & D Drive South: Mr. Henning stated that this crossing over a county drain will
remain closed throughout the winter and we will be installing a hammer-head turn to enable county plow crews a
turnaround near the crossing for winter maintenance. The crossing deck has rusted and deteriorated to the point
that it is unsafe for public travel. Signs have been posted, but due to problems with the signs being moved by
travelers to continue to use the crossing, we have piled sand at both ends. We will bid this deck replacement and
budget for replacing the crossing in 2009.

Sealcoating: Sealcoating has been completed. Mr. Henning stated that he was pleased with our product this
year and commended the sealcoat crew for a job well done. We have tested four different applications of
aggregate and three different applications of emulsion. These areas will be monitored to see if any one
application combination wears differently.

Employee Evaluations: Mr. Henning noted that he has completed employee evaluations for all employees who
have anniversary dates between January and August. He noted that he has made another staff change. Mary Jo
has left the SEIU to join the management team as Office Manager and Deputy Board Clerk.

Commissioner Tobin asked if emulsion issues on Oak Lane have been resolved. Mr. Henning replied that we are
attempting to remove the emulsion with muriatic acid and wire brushes.

SUPERVISORS, PUBLIC OFFICIALS AND CITIZENS TIME

Mr. Gardy Berezonsky, Marengo Township resident, asked questions regarding the staff change made by Mr.
Henning including financial impact, will the union position be replaced, was the union notified, etc. Mr. Henning
responded that it is his job as Managing Director to hire and fire staff.

Vice Chairman Coward asked Mr. Henning if he would like to address Mr. Berezonsky’s request for information at
this time, regarding the agenda items noted above under Communications and Resolutions. Mr. Henning replied
that he would prefer to discuss these agenda items when they are on the agenda as action items. As clearly
outlined on the agenda, these items are being provided strictly as communications to the Board, are in draft
form, and are not open for public discussion.

Mr. Troy Radcliffe, Newton Township Trustee, submitted a petition from residents of Division Drive regarding road
improvements and stated that Newton Township is anxious to work with the Road Commission to get Division
Drive taken care of. He asked about the cost study being done that may include tree removal and drainage
issues. Mr. Henning replied that Angie Kline, our Engineer will be providing a rough estimate, keeping in mind
the fluctuating costs of HMA. Presently, she is working on federal aid jobs and has not had time to do the

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estimate yet. Mr. Henning also stated that any communication/correspondence will be copied to both Emmett
and Newton Township.

Patrice Larson, Newton Township, Division Drive resident informed the Board that Newton Township held a special
meeting last night to discuss Division Drive. She thought that the original estimate that was provided earlier in
the Spring was for Division Drive between 8 and 10 ½ Mile Road. Mrs. Kline clarified that the original estimate
was for sealcoating and skip paving on Division Drive to where the pavement ends at just past 9 ½ Mile Road. It
did not address tree removal and drainage issues. Mr. Henning explained that the distance of the road
improvement project would be defined by the special assessment district.

A Division Drive resident asked what CCRC would be recommending for the road improvement. Mr. Henning
replied that at the last meeting, he stated that CCRC would recommend a 3” HMA overlay at a cost estimated at
$100,000 per mile for paving and $250,000 per mile for the total project. Mr. Henning emphasized that the costs
are strictly estimates. Discussion continued. Commissioner Monaweck suggested including the life expectancy of
the road improvement and an estimated cost for long term preventative maintenance with the Engineer’s
estimate to townships and their residents. Mrs. Kline noted that the life expectancy of any road improvement
project can vary and is dependent upon the road base.

A resident commented that the closure of the 21 Mile Road crossing is causing hardships for the surrounding
residents. He added that the hole in the deck has been there for many years, and doesn’t understand why the
crossing has been closed and why it is being closed for a year. He added that it is a waste of time and money to
put in a turnaround. Mr. Henning replied that because this is a crossing, and not a bridge, CCRC is not allowed to
post load limits and he emphasized that it is unsafe for public travel. He added that we have included the deck
replacement in the budget for the Spring of 2009.

ANNOUNCEMENTS
The next regular meeting of the Board of Calhoun County Road Commissioners is scheduled for Wednesday, September
17, 2008 at 5:30 p.m.

There being no additional business before the Board, Vice Chairman Coward adjourned the meeting at 5:59 p.m.

Submitted by:

________________________________________ ________________________________________
Mary Jo Crumpton, Deputy Board Clerk Hugh T. Coward, Vice Chairman