The regular meeting of the Board of County Road Commissioners of the County of Calhoun was held Wednesday, November 1, 2006 at 9:00 a.m. in their office located at 13300 Fifteen Mile Road, Marshall, Michigan.

Present: Commissioner Chester E. Travis, Chairman
Commissioner David D. Veramay, Vice-Chairman
Commissioner Charles E. Monaweck, Member
Joanna Johnson, Assistant Managing Director
Kevin Henning, Finance Director
Pixie Coats, Human Resource Director
Angela Kline, Assistant County Highway Engineer
Also Present: Eugene Hamaker, Marshall Township Supervisor
Sharon Lindauer, Pennfield Township Supervisor
John Neterer, Leroy Township Supervisor
Peter George, Emmett Township Resident
Clarence Millard, Newton Township Resident
Jim Russell, Calhoun County Road Commission
Steve Ball, Calhoun County Road Commission
Robert Volkmer, Calhoun County Road Commission
Hershel Stacy, Calhoun County Road Commission
Dave Fuller, Calhoun County Road Commission
Paul Adams, Calhoun County Road Commission
Doug Callander, Calhoun County Road Commission Labor Attorney

Chairman Chester Travis called the meeting to order at 9:00 a.m. There being no additions or corrections to the regular meeting minutes of October 18, 2006 they stand approved as printed and distributed.

COMMUNICATIONS AND RESOLUTIONS

Received a letter from the Department of Natural Resources regarding Off-Road Vehicles

Received a letter from Aggregate Industries regarding a price increase

Received a letter from Summit Investment Group notifying the Board of the joint venture between Summit Investment Group and TW Building & General Contracting LLC on the Mackham Hills project in Emmett Township

Received a letter from North American Salt Company and MIDeal regarding salt prices

Received a letter from Joanna Johnson Managing Director requesting approval for Policy #94, Personal Use of Audio Equipment and Cellular Telephones

Received Resolution 2006-11 requesting Beavers Ridge be accepted into the county local road system

NEW BUSINESS

Moved by Commissioner Monaweck and supported by Commissioner Veramay to approve the October 25, 2006 accounts payable for $489,926.28. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Monaweck to approve the October 25, 2006 payroll for $127,801.67. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Monaweck to approve Policy #94, Personal Use of Audio Equipment and Cellular Telephones. Discussions took place on the cell phone policy. Commissioner Monaweck asked if the employees are given some type of communication device while working alone. Mrs. Johnson stated that in the last two year we have updated our equipment to ensure they have working radios in case of an emergency. Mrs. Johnson stated the issue of cell phones was discussed at our safety committee meeting in 2004. The majority of the safety committee members voted to ban the use of cell phones during working hours. We have taken the time to ensure that our radios are in working order and that our policy is updated accordingly. The biggest reason for this change is safety. Mrs. Johnson noted this policy was not only for our field operations, but for our office staff as well.
Voice vote: Motion carried.

Moved by Commissioner Monaweck and supported by Commissioner Veramay to approve Resolution 2006-11 to accept Beavers Ridge into the county local road system. Voice vote: Motion carried.

A motion was made by Commissioner Monaweck and supported by Commissioner Veramay to rescind Policy #31 and Policy #83. Voice vote: Motion carried.

MANAGING DIRECTOR’S REPORT

Mr. Randolph provided the Board with the following information:

Maintenance update is as follows:

· Tar & Chip
· Crack Sealing
· Drainage and Ditching work
· Infrared
· Guardrail
· Roadside clean up
· Mowing
· Gravel Roads

Mr. Randolph stated this will be the trend except for the additional tree crew which will also be out.

Project work update:

· Clean-up work on Pennfield Road
· Working on the Verona Road project
· From Raymond to McAllister we will be putting in 3 lanes, for addition of the left hand turn
· Received permission notice to retain an engineer for the 22 Mile Road Bridge

Mr. Randolph discussed the cash flow and the cash balance that was presented to the Board.

Mr. Randolph discussed the letter he received from Michigan Association of Counties regarding cutbacks on winter maintenance around Michigan. Mr. Randolph said he was not happy with the way some are cutting back. There are other ways to cut back.

Mr. Randolph stated that he received notice that we will be receiving a check from Blue Cross and Blue Shield for over $100,000. This means we have paid premiums of $594,000 compared to last year when we paid just over a million dollars in premiums. We have had a 42% reduction in total insurance premiums. Mr. Randolph stated that we have implemented a risk program that ensures safe roads and a safe work place. We have also implemented a health program that encourages employees stay healthy.

Mr. Randolph stated that the reason he initiated the cell phone policy was another step toward safety. He said that a plow truck loaded with salt, weighing about 40,000 pound was a dangerous weapon, especially if you aren’t paying attention to what you are doing.

Mr. Randolph discussed the road funding. The state law specifies the minimum about of money we have to spend on snow removal. Mr. Randolph said that we spend 18% of our Act 51 money on snow removal. The average amount of money spent for all the counties in the state is 17.68%. Our winter crash rate is half of the state average. The state also specifies a maximum we can spend on construction which limits our construction program. The idea is to put as much as possible into maintenance. We spend 78.97% on maintenance. The state average is 71.9%.

Mr. Randolph said he was approached by an oil expiration company and they are interested in getting a mineral lease for our property at the Brownell Pit. Mr. Randolph asked the Board if they would like him to investigate it further. Commissioner Travis said that he thought it would be a good idea to look into it.

COMMISSIONER’S COMMENTS

Commissioner Veramay asked Mrs. Johnson if she knew how many townships are actually spending the fiber optic money (Metro Act) in the road right-of-way or if they were keeping it in the bank collecting interest. Mrs. Johnson stated she received information regarding the money townships receive for use in the road right-or-way. Commissioner Veramay asked Mrs. Johnson if she could send a notice reminding the townships that this money can only be used for the road right-of-way. Mrs. Johnson said she would.

Commissioner Monaweck asked Mr. Randolph if the crash data was gathered during the summer months or across the board. Mr. Randolph said the data was strictly from the winter months.

Commissioner Monaweck complimented everyone involved with the new guardrails that were put up on K Drive South. He also received a thank you from a farmer who appreciated having the 2 drains cleaned south of K Drive on M-66.

Commissioner Monaweck mentioned that he noticed the right hand turn lane at B Drive South and M-66, needs the crack filling.

Commissioner Travis stated that he was questioned about the bridge deck on Michigan Avenue and he told them to call Brad at the MDOT TSC office. Mrs. Johnson said she asked Al Bessey from MDOT and was told that the project is on schedule.

Commissioner Monaweck asked Mr. Henning about the cash balance. Mr. Henning stated that the money was in an interest bearing pool account with the rest of the county funds.

SUPERVISOR’S & PUBLIC OFFICIAL’S TIME

Mrs. Lindauer stated that she enjoyed the road tour and felt it was very informative. Mrs. Lindauer asked if she could get prices on the three different types of slag. Mrs. Johnson noted we are awaiting our supplier prices and then will update our fee schedule for 2007.

Mr. Neterer said that he agreed with Commissioner Monaweck on the nice job done on K Drive in East Leroy and also for the signs put up by the school. Mr. Neterer said that the township money from the Metro Act goes into the road right-of-way. Mr. Neterer presented the Board with pictures of some roads he would like Mr. Randolph to look at. Mr. Neterer also stated that he has water in front of the church on 5 Mile Road and would like someone to look it over. Mr. Randolph said that he would be happy to talk with the church and see if they could work something out. Mr. Randolph said that they will need to help contribute to the work. Mr. Neterer said that north of Steamberg on 3 Mile Road there are potholes starting to develop and also at C Drive and Hoffman intersection. Mr. Neterer commented about the trees that were starting to encroach on D Drive South between 3 and 4 Mile Road.

CITIZEN’S TIME

Mr. Millard asked what kind of money would be generated by one mill throughout the county for the Road Commission. Commissioner Travis stated that we had hoped that the townships would propose that to the County Board of Commissioners. Commissioner Veramay stated that those type of issues need to be addressed by the townships.

Mr. George commented about the upcoming elections, the library, the casino and how people always seem to blame the wrong person. He stated that Mr. Randolph has done a lot for the parks system and it’s not appreciated.

Mr. Russell thanked the Board for passing the cell phone policy. He stated that after being on accident investigations he knows how important it is to make sure our employees stay focused on what they are doing.

Motion made by Commissioner Monaweck and supported by Commissioner Veramay to go into closed session at 10:07 a.m. Voice vote: Motion carried.

Chairman Chester Travis called the meeting to order at 11:40 a.m.

The next regular meeting of the Calhoun County Road Commission Board is scheduled for Wednesday, November 15, 2006 at 9:00 a.m. There being no additional business before the Board, Chairman Travis adjourned the meeting at 11: 41 a.m.