The regular meeting of the Board of County Road Commission of the County of Calhoun was held Wednesday, November 2, 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 Randolph, Managing Director

Joanna I. Johnson, Assistant Managing Director - Board Clerk

Pixie Coats, Human Resource Director

Angela Kline, Assistant County Highway Engineer

Kevin Henning, Finance Director

Also Present: Tom Frank, Albion Township Supervisor

John Nieterer, Leroy Township Supervisor

Eugene Hamaker, Marshall Township Supervisor

Stephen Irons, Athens Township Supervisor

Joseph Bramble, Convis Township Resident

Gardy Berezonsky, Marengo Township Resident

Stephen Tuttle, Athens Township Resident

Kelly Hadlich, Newton Township Resident

Paul Beardslee, Attorney - General Counsel

Jim Russell, Calhoun County Road Commission

Steve Ball, Calhoun County Road Commission

Robert Volkmer, Calhoun County Road Commission

Paul Adams, Calhoun County Road Commission

Dave Fuller, Calhoun County Road Commission

Hershel Stacy, Calhoun County Road Commission

Chairperson Travis called the meeting to order at 9:00 a.m.

MINUTES

Chairperson Travis stated that there being no additions or corrections to the regular meeting minutes of October 19, 2005 they stand approved as printed and distributed. Voice vote: Motion carried.

COMMUNICATIONS

•  Received the completed actuary information for Part D federal subsidy from Milliman Consultants and Actuaries

NEW BUSINESS

Moved by Commissioner Monaweck and supported by Commissioner Veramay to approve the October 25, 2005 accounts payable for $239,969.22. Commissioner Monaweck inquired as to what is Bradley Environmental. Mr. Randolph noted they are the company that evaluates our wells and completes work for Duck Lake. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Monaweck to approve the October 26, 2005 payroll for $134,035.50. Voice vote: Motion carried.

MANAGING DIRECTORS REPORT

Mr. Dennis Randolph, Managing Director provided the Board with the following information:

Mr. Randolph noted November MTF check had a 5.86% reduction. Mr. Randolph stated that next year should be comparable to this year.

Mr. Randolph reviewed the chart on the payroll cost trend and the importance of managing overtime.

Maintenance:

• We continue to do road repairs and are keeping pothole crews out every day
• A review of service requests show our level of calls to be typical of early fall conditions. We continue to receive more Dead Deer than Pothole calls.
• Continue vehicle maintenance, doing routine check ups and preventative maintenance
• Preparing trucks for winter season
• Continue culvert replacements and repair
• Grading shoulders and drop-offs

Construction:

• Completing work on Wattles Road, pavement marking and reviewing items with contractor

Engineering

• Soil erosion permit inspections
• Driveway permit inspections
• Continue design work on Custer Bridge for letting next year approximately 11 months from present
• Coordinate work with Pennfield HS designer and widening of Pennfield Road
• Conducting numerous studies for safety around County
• Continue Roadsoft evaluations of all roads in Calhoun County

This Coming Week

• Continue road repair work across the County
• Soil erosion and driveway permits
• Culvert work

Special Studies

• Right-of-way (ROW) Clearing

Mr. Randolph reviewed a chart regarding ROW clearing, noting the approximate cost of $88,049,600 to clear the ROW. He also noted the cost of $64,730,000 to overlay our current County road system.

COMMISSIONERS COMMENTS:

Commissioner Monaweck asked about the shoulder washouts on H Drive N, east of 4 Mile Road. Mrs. Kline noted that rip/rap would be going in those areas. He also noted some vandalism where barrels are in the water on 15 Mile Road at the bridge. He asked if anyone turned in a service request or noted that they need to be picked up. Mr. Randolph noted they would be picked up. Commissioner Monaweck noted he hopes employees are not being complacent and are noting these types of issues as they go around the County.

SUPERVISORS & PUBLIC OFFICIALS TIME:

Mr. Frank said that Jackson County has a lot off additional housing developments. Mr. Randolph noted Jackson County is still more comparable than Branch County. Mr. Frank asked if the $65 million to overlay our current system could be broken down by local and primary.

Mr. Hamaker inquired if the rating of the roads is complete. Mr. Randolph stated that Mr. Stacy should be done in another week or two.

Mr. Nieterer thanked CCRC for the repair work they did on 4 Mile Road. He inquired if there were more tree limbs to be cleared on H Drive N. Mr. Randolph noted there were a few more that need to be done.

Mr. Irons noted on Q Drive S, just east of M66 and at 6 Mile Road & K Drive S limbs need trimming and the maples need attention. He noted shoulder/break off issues on B Drive S just E of M66. He also noted shoulder issues at K Drive S, W of 8 Mile Road. Mr. Irons also asked if we had a plan for trimming the trees for the future. Mr. Randolph noted that the main plan is to get shoulders back on our roads. Our primary roads first and then to local roads. Commissioner Veramay said that the township gets money from the State for fiber optic, which can only be used for the road right-of-way. Townships should consider those dollars for tree trimming and brush issues. Mr. Irons also noted drop off areas and roughness on M66. Mr. Randolph noted that a contractor did the work for the State, and we are working with them on the shoulder issues.

CITIZENS TIME:

Mr. Berezonsky asked how the cell phone policy was coming. Mrs. Johnson told him a draft policy is completed, just a matter of timing.

Mr. Hadlich asked if the traffic/speed on 8 Mile Road and B Drive South could be reviewed because there have been quite a few accidents there. Mr. Randolph said he would take a look at it.

Mr. Bramble asked for a smaller version of the chart for ROW clearing costs. Mr. Randolph noted it would be sent with the minutes. He also inquired if the timber could be sold along the ROW. Mr. Randolph responded that some may have other uses, however it may depend on the type of timber. Mr. Bramble asked if we still had wood chips. Mr. Randolph noted we do have them for a charge.

Mrs. Johnson noted that the primary focus of the Road Commission is to maintain the road surface and not the right-of-way.

Mr. Beardslee mentioned that around the 1930's the laws required you to plant your trees along the roadside, and that timber from the roadside may have issues for timber companies. Mr. Beardslee also stated that the Road Commission used to be liable for guardrail, signage and many other things along the ROW, but the Supreme Court now says they are only responsible for the surface of the road.

Mr. Russell stated he is very interested in the clearing of ROW issues. He noted that the pheasant law a few years back also covered how much we can cut back in these areas, which limits our work.