The regular meeting of the Board of County Road Commissioners of the County of Calhoun was held Wednesday, January 5, 2005 at 9:00 a.m. in their office located at 13300 Fifteen Mile Road, Marshall, Michigan.

Present: Commissioner Chester E. Travis, Chairperson

Commissioner David D. Veramay, Vice-Chairperson

Commissioner Charles E. Monaweck, Member

Dennis A. Randolph, Managing Director

Joanna I. Johnson, Assistant Managing Director

Carole S. Tabiadon, Deputy Managing Director - Clerk

Angela Kline, Assistant Highway Engineer

Pixie Coats, Human Resources Manager

Also Present: Tom Frank, Albion Township Supervisor

Pete Shrontz, Marengo Township Trustee

Laura Monaweck, Athens Township Resident

Joseph Bramble, Convis Township Resident

Dennis Smock, Fredonia Township Resident

Clarence Millard, Newton Township Resident

Paul Adams, Calhoun County Road Commission

Steve Ball, Calhoun County Road Commission

Jennifer Bomba, Calhoun County Planning Director

Annette Chapman, Calhoun County Parks & Recreation Director

Erin Cummings, Calhoun County Road Commission

Dave Fuller, Calhoun County Road Commission

Jim Russell, Calhoun County Road Commission

Tiffany Eichorst, Calhoun County Solid Waste Director

Hershel Stacy, Calhoun County Road Commission

Robert Volkmer, Calhoun County Road Commission

Clerk Tabiadon called meeting to order at 9:00 a.m. and called for the selection of 2005 officers.

Moved by Commissioner Veramay and supported by Commissioner Monaweck that Commissioner Chester Travis presides as Chairperson for 2005. Voice vote: Motion carried.

Moved by Commissioner Travis and supported by Commissioner Monaweck that Commissioner David Veramay serves as Vice-Chairperson for 2005. Voice vote: Motion carried.

Clerk Tabiadon handed the meeting over to Chairperson Travis.

Chairperson Travis stated that there being no additions or corrections to the regular meeting minutes of December 15, 2004 they stand approved as printed and distributed.

COMMUNICATIONS

•  Letter from Michigan Department of Transportation regarding intersection of M-60 at 30 Mile Road

•  Letter from Michigan Department of Transportation regarding Rural Transportation Meeting January 13, 2005

•  Resolution from Antrim County regarding opposition to House Bill 4358 regarding length of trucks

•  Emmett Township Notice of Public Hearing on Special Assessment

UNFINISHED BUSINESS

Moved by Commissioner Veramay and supported by Commissioner Monaweck to award the 2005 – 2007 Bid for Asphalt Emulsions to Michigan Paving and Materials Company for HFRS-2 and SS-1H for one year and to Asphalt Materials, Inc. for CM-150, CM-300 and AE-PB for three years, per attached bid tabulation sheet. Mr. Randolph said with the volatile market it is wise to award the primary emulsion bid for only a single year. He stated that the prices were very good. Voice vote: Motion carried.

Asphalt Emulsions

Bid 2005 - 2007

It is our recommendation that the Calhoun County Board of Road Commissioners award the bids for Asphalt Emulsions as follows:

One year (2005) bid award to Michigan Paving & Materials Co. for:

•  HFRS-2 at $0.6592 per gallon (delivered)

•  SS-1H at $0.85 per gallon (picked up from Kalamazoo) the other two bids were less per gallon, but the distance was too great and would increase the final cost per gallon

No bid was received for 2006 or 2007, a one year extension could be granted with Board approval

Three year (2005-2007) bid award to Asphalt Materials, Inc. for:

•  CM-150 at $1.06 per gallon for 2005 and $1.08 per gallon for 2006-2007 (delivered)

•  CM-300 at $1.33 per gallon for 2005, $1.34 per gallon for 2006, $1.36 per gallon for 2007 (delivered)

•  AE-PB at $0.83 per gallon for 2005, $0.84 per gallon for 2006, $0.86 per gallon for 2007 (delivered)

•  AE-PB at $0.75 per gallon for 2005, $0.76 per gallon for 2006, $0.77 per gallon for 2007 (picked up)

NEW BUSINESS

Moved by Commissioner Veramay and supported by Commissioner Travis to approve the Community Compost Center Two-Year Agreement between Calhoun County; City of Marshall; Calhoun County Board of Road Commission; Calhoun County Board of Public Works. Mr. Randolph stated that there are no changes from prior years. The Solid Waste Commission has some concerns regarding the support of this site; but he feels it is a very beneficial project. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Monaweck to rescind Traffic Control Order 04-19-001 (No Parking on Orchard Knoll; Sheridan Township) per MCL 257.675(4) . Voice vote: Motion carried.

TRAFFIC CONTROL ORDER

Rescind 04-19-001

WHEREAS, Orchard Knoll in Sheridan Township , is a County Local Road under jurisdiction of the Calhoun County Road Commission, and

WHEREAS, under the authority granted in accordance with Section 257.674 of the Vehicle Code of the State of Michigan, the Calhoun County Road Commission can prohibit or otherwise limit Parking and

WHEREAS, Sheridan Township has indicated the need for parking restrictions on the roadway. The Calhoun County Road Commission has reviewed conditions along Orchard Knoll and concurs with Sheridan Township.

NOW THEREFORE BE IT RESOLVED that the Calhoun County Road Commission designates:

On Orchard Knoll in Sheridan Township, Calhoun County, Michigan to be restricted to No Parking Standing Stopping . Signs will be erected accordingly.

BE IT FURTHER RESOLVED, to rescind all priors Traffic Control Orders regulating these instructions.

BE IT FURTHER RESOLVED, that signs will be erected to give notice of the regulation hereinbefore established; and

BE IT FURTHER RESOLVED, that certified copy hereof be filed with the County Clerk of the County of Calhoun, Michigan.

Moved by Commissioner Veramay and supported by Commissioner Monaweck to approve Amended Policy #42 – Use of Road Commission Vehicles (this rescinds Policy # 62). Mrs. Tabiadon explained that Policy #42 allotted permanent Road Commission vehicles to 14 staff members, including engineers, commissioners and maintenance supervisors. Only our 6 road maintenance supervisors were currently driving vehicles home. Policy #62 referred to the I.R.S. tax rules governing personal miles driven with these same vehicles. It seemed reasonable to combine the two policies. Voice vote: Motion carried.

SUBJECT: Use of Road Commission owned Vehicles

POLICY: Number #42

PROCEDURES:

The Road Commission has the sole responsibility to acquire and maintain Road Commission owned vehicles and to assign such vehicles to and for the use by Road Commission employees on official business and not for personal use and travel.

The following Road Commission employees shall have the use of an assigned motor vehicle for use in the discharge of the employee's individual employment duties, to respond to emergency situations and in representing the Road Commission in its relations with the public and with other governmental jurisdictions.

•  Pickup Trucks – Superintendent, Superintendent Assistant and Supervisors

Such vehicles shall be driven home by said employees, so that the respective employee can be dispatched or travel from the employee's place of resident directly to various job sites, in emergency situations and after normal working hours when necessary in order to same employee work time and for the sold convenience of the Road Commission. The vehicles shall not be used for personal use and travel.

The Internal Revenue Service requires the value of personal use of employer provided vehicles to be included in the compensation of the employee, if the employee does not reimburse the employer. Since for business reasons, certain employees have been designated to drive a Road Commission owned vehicle to and from their residence. This is the only authorized personal use of a Road Commission owned vehicle.

Each employee that is designated to drive a Road Commission owned vehicle to and from their residence will compute a value for the commuting which will be included in the employee's W-2 at the end of the calendar year. The taxable value of the personal use will be computed using the least costly method allowed by federal income tax laws. Each employee shall complete a quarterly form documenting vehicle usage, as requested.

Individuals driving Road Commission owned vehicles may have occasions where an incidental stop is necessary between businesses. Such use shall not be considered to be in violation of this policy.

The Road Commission requires that no personal items other than incidentals be stored in the vehicle. The vehicle is to be locked each night with work articles stored either in the lock box or trunk during times when the vehicle is not in use.

Other employees may be assigned Road Commission owned vehicles to be driven home temporarily for the sole convenience of the Road Commission, if such would result in saving work time by the employee driving directly to a job site rather than to the office or garage first, or if an employee's job requires work related travel for emergency purposes or after normal working hours. The vehicles shall not be used for personal use or travel.

No employee will use their own personal vehicle for Road Commission business, unless no Road Commission vehicle is available. The exception to this would be if any Road Commission employee receives a regular allowance for that purpose.

All damage to or accidents involving Road Commission owned vehicles must be reported immediately to the Road Commission.

The Road Commission reserves the right to alter or change the person or persons to whom vehicles are assigned.

Moved by Commissioner Monaweck and supported by Commissioner Veramay to approve Amended Policy #72 – Credit Cards and Fuel Cards (with stated corrections) . Voice vote: Motion carried.

SUBJECT: Credit Cards and Fuel Cards

POLICY: Number #72

PROCEDURES:

Whereas, Public Act 266 of 1995 authorizes a Road Commission to be a party to a credit card arrangement, if the Road Commission Board has adopted, by resolution, a written policy governing the control and use of credit cards, and

Whereas, the Board of County Road Commissioners of the County of Calhoun deems that it is in the best interest of the Calhoun County Road Commission to make certain Road Commission financial transactions by using a credit card as described in the act.

Now Therefore Be It resolved that the following policy shall govern the use of Road Commission credit cards/fuel cards:

•  The Deputy Managing Director is responsible for issuing, accounting for, monitoring, retrieving and generally overseeing compliance with the Road Commission's credit card/fuel card policy. Supervisors are also responsible for monitoring their use, when applicable and in accordance with Purchasing Policy.

•  Road Commission credit cards may be used only by officers or approved employees of the Road Commission for the purchase of goods or services for the official business of the Road Commission. The use of credit cards is limited to the following circumstances: travel, meals, and accommodations while on Road Commission business (excluding expenses incurred in operating a privately owned automobile); gas, oil and other necessary expenses incurred in operating a Road Commission owned vehicle. Any other use of credit cards must be approved by the Managing Director prior to the use of the credit card.

•  All officers and approved employees will sign an acknowledgement sheet indicating they have access to a Road Commission credit/fuel card and they have received a copy of this policy and the Purchasing Policy #60.

•  Officers and approved employees who use a Road Commission credit card shall submit a copy of the vendor's credit card slip to the Deputy Managing Director. All credit card slips shall include the official business notation and the account numbers to which the transaction is to be charged.

•  If no credit card slip is obtained that described the transaction; the employee shall submit a signed Purchase Order Request Form that shows the name of the vendor from which the goods or services were purchased, the date and the amount of the transaction, the official business that required the transaction and the account numbers indicating the account the transaction is to be charged. Vouchers shall include a statement regarding why a credit card slip was not obtained.

•  An officer or approved employee is responsible for protection and safe keeping of the credit/fuel card. If a credit card is lost or stolen, the immediate Supervisor and the Deputy Managing Director shall be notified immediately . The entity issuing the lost or stolen credit card shall be notified immediately to cancel the card.

•  An officer or approved employee issued a credit card shall return the credit card to the Deputy Managing Director upon termination of his (or her) employment or service with the Road Commission.

•  The Deputy Managing Director shall maintain a list of all credit/fuel cards owned by the Road Commission, along with the name of the officer or employee who has been issued the credit card, the credit limit, the date issued and the date returned.

•  The Deputy Managing Director shall review each credit/fuel card statement as soon as possible to ensure that transactions comply with this policy. Any transactions that appear on the statements that are not documented with a credit card slip or a signed voucher shall be immediately investigated. Transactions that do not appear to comply with this policy shall be reported to the Managing Director and the Human Resource Manager. The Road Commission Board shall not approve payment to the entity issuing the credit cards until all transactions have been verified.

•  The balance, including interest due on an extension of credit under the credit card arrangement, shall be paid within not more than 60 days of the initial statement date. Every attempt will be made to avoid any and all interest charges.

•  Officers and approved employees who use a Road Commission credit/fuel card in a manner contrary to this policy shall be subject to disciplinary actions, as deemed appropriate by the applicable Labor Agreement.

•  The use of Road Commission fuel cards shall be governed as follows:

•  Fuel credit cards are for use while on official business and should be used at times and locations as stipulated by this policy.

•  Fuel is to be placed into approved Road Commission vehicles only.

•  Neither premium fuel nor leaded fuel is to be purchased.

•  Fuel only is to be purchased.

•  Self-service (not full-service) is to be used.

•  The following information should be included in all purchases:

•  The county vehicle odometer reading

•  The employee personal identification number (P.I.N.)

•  The number of gallons of fuel

•  The cost per gallon of the fuel

•  The county vehicle number

•  The total price of the purchase

•  The customer copy of the purchase ticket must be forwarded, at the end of each day, to the accounts payable clerk.

•  Each employee is responsible for the confidentiality of their P.I.N. and is not to release that information or the fuel card to any other employee of the Road Commission person.

•  The Road Commission Board shall not approve payment to the entity issuing the fuel cards until all transactions have been verified.

•  The balance, including interest due on an extension of credit under the fuel card arrangement, shall be paid within not more than 60 days of the initial statement date. Every attempt will be made to avoid any and all interest charges.

Moved by Commissioner Veramay and supported by Commissioner Monaweck to award the Roadside Mowing of Freeways to Greenscape, per attached bid tabulation sheet . Jim Russell said that Greenscape does the mowing for MDOT in other areas. Voice vote: Motion carried.

Moved by Commissioner Monaweck and supported by Commissioner Veramay to award the Guardrail Upgrade on I-94 at Median Mile Marker 103-104 to Tri-Valley Landscaping, Inc. per attached bid tabulation sheet . Voice vote: Motion carried.

OTHER BUSINESS

Moved by Commissioner Veramay and supported by Commissioner Monaweck to approve the December 23, 2004, accounts payable for $337,710.93. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Monaweck to approve the December 20, 2004, payroll for $9,450.50. Voice vote: Motion carried.

Moved by Commissioner Monaweck and supported by Commissioner Veramay to approve the December 21, 2004, payroll for $25,655.08. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Monaweck to approve the December 22, 2004, payroll for $136,007.15. Voice vote: Motion carried.

MANAGING DIRECTOR'S REPORT

Mr. Randolph provided the Board with the following information:

•  The Cardinal Construction Agreement included in the Board Packets is for 2005 GIS Mapping

•  The Emmett Township Hearing if for Council Crest overlay work

•  The crews are plowing today, they have been patching, tree work, signs and routine maintenance

•  The cash balance reports shows $516,000 at then end of the year; we met the budget target

•  He will be on Access Vision on Monday regarding Road Commission responsibilities

•  He displayed charts showing information from prior years regarding ground temperatures; salt usage; cash balances at year-end; MTF funds; addressing volumes; Solid Waste collection numbers; intersection safety; BCATS funding; overtime hours; chip & seal costs; service request calls; thank you calls; signs; culverts; and road conditions.

Tom Frank, Albion Township Supervisor, mentioned the meeting on January 13 th at the Marshall T.S.C. he planned to attend. He asked who paid for the dead deer the contractor picked up on state roads. Mr. Randolph responded that MDOT reimburses us and it works very well. Mr. Frank confirmed that the 2005 road work resolutions needed to be submitted by the end of February 2005. Mr. Randolph stated that he will stick close to the budget this year, so the townships needed to submit those early.

Pete Shrontz, Marengo Township Trustee, asked for 22 Mile Road between Michigan Avenue and B Drive North to be looked at. He said that there is heavy traffic using that sealcoat road instead of using 23 Mile Road, which is a primary road, because they don't want to go through the village. He stated that the chip & seal will not hold up under this traffic.

Clarence Millard, Newton Township resident, said he has seen a few deer around. He said H Drive South between 6 Mile Road and 7 ½ Mile Road has two pothole problem areas. He would like to see overlays this year. He has noticed the trees trimmed on 12 Mile Road and is seeing trees with “X” on them. He would like to see a lot more trimming done. He appreciates the patching being done without his having to put in service requests.

Joseph Bramble, Convis Township resident, wished everyone a Happy New Year and stated he is looking forward to working another year with the Road Commission. He welcomed the new Road Commissioner, Charles Monaweck.

Mr. Randolph introduced the staff members in attendance to the new Road Commissioner, Charles Monaweck.

The next regular meeting of the Calhoun County Road Commission Board is scheduled for Wednesday, January 19, 2005 at 9:00 a.m. There being no additional business before the Board, Chairperson Travis adjourned the meeting at 10:06 a.m.