Board of County Road Commissioners Meeting Minutes

The regular meeting of the Board of County Road Commissioners of the County of Calhoun was held Wednesday, December 15, 2004 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 Albert C. Bobrofsky, Member

Dennis A. Randolph, Managing Director

Carole S. Tabiadon, Deputy Managing Director - Clerk

Joanna I. Johnson, Assistant Managing Director

Angela Kline, Assistant County Highway Engineer

Also Present: Tom Frank, Albion Township Supervisor

Eugene Hamaker, Marshall Township Supervisor

Pete Shrontz, Marengo Township Trustee

Joseph Bramble, Convis Township Resident

Dennis Smock, Fredonia Township Resident

Clarence Millard, Newton Township Resident

Ann Bobrofsky, Pennfield Township Resident

Richard Heisler, Eaton County Resident

Paul Adams, Calhoun County Road Commission

Steve Ball, Calhoun County Road Commission

David Fuller, Calhoun County Road Commission

Jim Russell, Calhoun County Road Commission

Hershel Stacy, Calhoun County Road Commission

Robert Volkmer, Calhoun County Road Commission

Chairperson Chester Travis called the meeting to order at 9:03 a.m. There being no additions or corrections to the regular meeting minutes of November 17, 2004, they stand approved as printed and distributed.

COMMUNICATIONS

•  Letter from Michigan Department of Transportation regarding C Drive North at 28 Mile Road

•  Resolution from Sheridan Township regarding No Parking on one side of Orchard Knoll

NEW BUSINESS

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the 2005 Meeting Schedule for Calhoun County Board of Road Commission. Voice vote: Motion carried.

CALHOUN COUNTY ROAD COMMISSION

Meeting Schedule 2005

All meetings held at 9:00 a.m.

January 5, 2005 January 19, 2005 February 2, 2005 February 16, 2005

March 2, 2005 March 16, 2005 April 6, 2005 April 20, 2005

May 4, 2005 May 18, 2005 June 1, 2005 June 15, 2005

July 6, 2005 July 20, 2005 August 3, 2005 August 17, 2005

September 7, 2005 September 21, 2005 October 5, 2005 October 19, 2005

November 2, 2005 November 16, 2005 December 7, 2005 December 21, 2005

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the 2005 Construction Costs and Fee Schedules. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the Amended Policy #29 - Travel. Voice vote: Motion carried.

Travel

POLICY Number 29

The purpose of this policy is to give general definition and guidance to those travel related expenses incurred by the Board of County Road Commissioners and its employees that will be reimbursed. In general, reimbursable expenses shall be those incurred by a commissioner or employee that is relatable to Road Commission business and interest. Some examples of reimbursable and non-reimbursable expenses are included within this policy to assist in a better understanding, but are not intended to serve as an exhaustive list of either reimbursable or non-reimbursable expenses.

All commissioners and employees traveling on official business are expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business. All travel must be authorized and approved by the Managing Director, Assistant Managing Director or Deputy Managing Director.

Vehicle Mileage – Compensation for personal automobile mileage, whether the travel is inside or outside the county, would be reimbursable if use of the private vehicle has been authorized, in advance, as being in the best interest of the Road Commission. Mileage will be paid at .405 cents per mile (2005 I.R.S. rate).

Charges for gasoline, lubrication, minor repairs, antifreeze, towing and other similar expenditures will be allowed as reimbursable items when a Road Commission vehicle is used. Such charges will not be allowed as reimbursable when private vehicles are used.

Travel vouchers much show the places between which travel was performed. Mileage will be allowed on the basis of current State Highway Department map of Michigan. Vicinity mileage necessary for conduct of official business is allowable. Such mileage in excess of 50 miles in one day should be supported by a listing of the vicinity itinerary in sufficient detail to justify the mileage claimed.

If travel is by a Road Commission owned vehicle, the number of the vehicle must be entered on the voucher. If travel is by private vehicle, point to point mileage, with vicinity mileage must be shown.

Parking Charges – Reimbursement for parking charges while on official travel is allowable. Receipts must be attached to the travel voucher, except that reimbursement for meter parking charges will be paid without receipts, if reasonable and approved.

Meal Allowance – The cost of a meal purchased for personal consumption while traveling overnight on Road Commission business would be reimbursable. Meals related to and integrated with meetings which involve Road Commission business shall be reimbursable. A meal purchased during the working day, not an overnight stay, would not be reimbursable. The standard meal allowance is $31.00 per day (2004 I.R.S. rate). The breakdown per meal rate schedule would be: $6.00 each for breakfast or lunch; $16.00 for dinner; and $3.00 for incidentals.

These prices are in effect for individual meals; but when a commissioner or employee is gone for the entire day; the daily rate will apply. The cost of alcoholic beverages will not be reimbursed.

Guest Meals – the cost of guest meals is allowable when incurred by a commissioner or employee only if it can be shown that such cost is incidental and necessary to the conduct of official Road Commission business. In no case will the amount allowed be in excess of the maximums established in this policy. Full explanation must be given on the voucher, including the name and position held by the guest. Identification of Road Commission business must be stated on the voucher. Receipts are required. The cost of alcoholic beverages will not be reimbursed.

Lodging – Use taxes, applicable to lodging charges are reimbursable in addition to the regular lodging charge. Whenever possible, lodging expenses will be paid in advance with a tax exemption letter utilized to avoid paying sales tax on the lodging charge. When the cost of lodging has not been paid for in advance, receipts for lodging expenses are required. Use of a generally recognized credit card will be accepted as evidence of payment, if supported by the receipt showing evidence of payment. Only the actual lodging expenses paid, plus tax, is allowable. Room service charges, valet charges, telephone charges are example of expenditures that will not be reimbursed.

When a commissioner or employee shares lodging with non-road commission employees (spouses, friends) reimbursement will be as follows: 1) if the Road Commission pays the lodging cost in advance, the employee will reimburse the Road Commission for the amount exceeding the single room rate. 2) If the employee pays the lodging cost, the reimbursement to the employee will be at the single room rate. (2004 I.R.S. rate is $55.00 per night.)

Conventions, Conferences, Seminars, Meetings – The following rules have special application to conventions, conference, seminars and meetings which commissioners and employees attend as official representatives of the Road Commission.

In no case shall an employee who is furnished lodging or meals with charge be entitled to the allowance provided by these regulations.

Enrollment or registration fees for conventions, conference, seminars and meetings of associations or organizations are allowable for commissioners or employees attending as an official representative of the Road Commission. A program, literature or receipts must be attached showing whether or not meals are included in the fees. Meals that are pre-determined or set by an organization in excess of the rate schedule will be reimbursed at the actual cost with documentation.

Miscellaneous Expense – It is expected that miscellaneous expenses incidental to official Road Commission travel will be held to the minimum amount required for essential and efficient conduct of Road Commission business.

General Provisions – All claims shall be submitted for reimbursement within fifteen (15) days after the close of the travel period.

Each commissioner or employee filing a claim for reimbursable expenses shall submit an itemized statement of those expenses, attaching receipts when they are required by this policy or when they are reasonably attainable. Itemization of expenses for commissioners and employees of the Road Commission shall be reviewed and approved by the Managing Director, Assistant Managing Director or Deputy Managing Director prior to reimbursement.

An authorized agent may not approve their own voucher.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the Amended Policy #68 – Cost Sharing for Prime & Double Sealing of Gravel Roads. Voice vote: Motion carried.

Cost Sharing for Prime and Double Sealing of Local Gravel Roads

POLICY Number 68

When Townships wish to Prime and Double Seal Local Roads located within or on the boundary of their Township area, the Road Commission will share in the cost of the work as follows:

•  For local gravel roads under the jurisdiction of the Calhoun County Road Commission, the Road Commission will pay 50 percent of all costs; the Township will be responsible for all remaining costs (50 percent). This sharing arrangement will include all work associated with engineering, grade preparation and construction of the Prime and Double Seal. The Road Commission will pay 100 percent of the cost for the Single Seal that will be applied during the year following the initial Prime and Double Seal construction.

•  For gravel roads located in Cities, Townships, and Villages, not under the jurisdiction of the Calhoun County Road Commission the Road Commission will pay 0 percent of all costs, the City, Township, or Village will be responsible for all costs (100 percent). This sharing arrangement will include all work associated with engineering, grade preparation and construction of the Prime and Double seal, as well as for the cost of the Single Seal that will be applied during the year following the initial Prime and Double Seal Construction.

•  For private gravel roads, the owner will be responsible for all costs (100 percent). This sharing arrangement will include all work associated with engineering, grade preparation and construction of the Prime and Double be Seal, as well as for the cost of the Single Seal that will be applied during the year following the initial Prime and Double Seal Construction. Work on private roads will be done so as not to interfere with the scheduling of other Road Commission work. A fifty percent cash deposit will be required before work will be scheduled.

This policy will expire on December 31, 2005.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the Amended Policy #69 – Gravel Road Grading for Local Roads. Voice vote: Motion carried.

Gravel Road Grading for Local Roads

POLICY Number 69

Townships wishing to have gravel roads graded more often than the Road Commission schedule of once approximately every 5 - 6 weeks can have extra grading done at 100 percent Township cost. Grading will be for all gravel roads in the Township, and will not include graveling greater than the amount normally used in maintenance operations. The cost for grading will be as shown in Schedule “A” (attached).

Townships will need to provide a resolution agreeing to pay for the cost of the work before work will be scheduled.

The Road Commission will not substitute Township money for budgeted Road Commission funds intended for gravel road grading in a participating Township.

This policy will expire on December 31, 2005.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the Amended Policy #70 – Re-Graveling of Local Roads. Voice vote: Motion carried.

Re-graveling of Local Roads

POLICY Number 70

The Road Commission will re-gravel one mile of gravel road in each Township and do two dust control (brine) applications during 2004.

Townships wishing to have Road Commission forces re-gravel more local roads, in one mile increments, may do so by contributing 50 percent of the cost of the work. The Road Commission will pay for 50 percent of the cost. The cost of the work will include gravel, labor, and a setting application of brine.

Townships wishing to take part in such work must provide a resolution indicating their agreement to pay for the work.

Townships may also contract directly with a contractor to re-gravel roads in their Township. In such cases, the Township will be required to obtain a permit for the work from the Road Commission, and agree to do all work in conformance to Road Commission standards. The Township must also do berm removal as necessary and specified by the Road Commission. The Township will be responsible for 100 percent of all costs, including permit costs for such work.

Townships may also have additional dust applications done. The Township may either contract directly, or through the Road Commission. In either case the Township will be responsible for 100 percent of the cost. Where the Township contracts directly with a brine applicator, they will be required to obtain a permit from Road Commission before work may start.

This policy will expire on December 31, 2005.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the Certification of Capitol Hill Road and Marshall Parkway; Marengo Township per staff memo enclosed. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the Traffic Control Order 04-CC-001; No Thru Trucks on 24 Mile Road; Clarence Township and Lee Township. Voice vote: Motion carried.

TRAFFIC CONTROL ORDER

04-CC-001

WHEREAS, 24 Mile Road between L Drive North and V Drive North, a County Local Road under the jurisdiction of the Calhoun County Road Commission; and

WHEREAS, under the authority granted in accordance with Section 257.726 of the Vehicle Code of the State of Michigan, the Calhoun County Road Commission can prohibit or otherwise limit truck traffic or designated alternate routes; and

WHEREAS, Clarence Township and Lee Township have indicated the need for restrictions of truck traffic due to the nature of the roadway and the type of land use along 24 Mile Road Road . The Calhoun County Road Commission has reviewed conditions along 24 Mile Road and concurs with Clarence Township and Lee Township.

NOW THEREFORE BE IT RESOLVED that the Calhoun County Road Commission designates: 24 Mile Road between L Drive North and V Drive North in Clarence Township and Lee Township, Calhoun County Michigan to be restricted to No Thru Trucks .

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 Bobrofsky and supported by Commissioner Veramay to table the Traffic Control Order 04-10-002; One-Way Traffic on Council Crest, Emmett Township until the January 19, 2005 meeting at the request of Mr. Randolph. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the Traffic Control Order 04-19-001; No Parking on Orchard Knoll; Sheridan Township. Voice vote: Motion carried.

TRAFFIC CONTROL ORDER

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 Bobrofsky and supported by Commissioner Veramay to award the 2005 – 2006 Bid for Mineral Well Brine to Michigan Mineral Resources, per attached bid tabulation sheet. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to table the award of the 2005 – 2007 Bid for Asphalt Emulsions, per attached bid tabulation sheet until the January 5, 2005 meeting at the request of Mr. Randolph. Voice vote: Motion carried

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the Employment Agreement with Dennis A. Randolph, Managing Director. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the Employment Agreement with Joanna I. Johnson, Assistant Managing Director. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the Employment Agreement with Carole S. Tabiadon, Deputy Managing Director. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the Employment Agreement with Pixie Ann Coats, Human Resources Manager. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the transfer of up to 30% of the Michigan Transportation Funds from the County Primary Road System to the County Local Road System for 2004. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to set the 2005 Annual Salary and Wage Period to begin on December 20, 2004 and end on December 18, 2005 (2080 hours) for all S.E.I.U. Unit I and Unit II members; teamster members; and non-union personnel. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the November 24, 2004 accounts payable for $248,849.03. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the December 10, 2004 accounts payable for $393,474.85. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the November 24, 2004 payroll for $132,136.25. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the December 8, 2004 payroll for $138,419.92. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the December 9, 2004 payroll for $7,485.94. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the December 10, 2004 payroll for $4,136.95. Voice vote: Motion carried.

OTHER BUSINESS

Mr. Randolph provided the Board with the following information:

•  The crews have been patching potholes, snowplowing (which is going very well this fall), and some tree work

•  The Council Crest residents will petition for paving in Emmett Township and there will be a public meeting on January 13, 2005.

•  He is closing the service request system and the thank-you calls are up over 3%. Our staff is turning in potholes which increase our numbers.

•  There is 166 miles of gravel roads left in the county. Several townships do not have any left (or less than one mile). Gravel road complaints are way down.

•  He will be conducting a study regarding traffic flow in the Beckley Road area (referencing recent newspaper articles). He has been working on this for over 3 years; a lot of time and money has gone into synchronizing the signals along this corridor. The new materials and equipment will be here in February or March. Lightening storms throw the signals out of sync until they can re-sync themselves at midnight.

Tom Frank, Albion Township Supervisor, asked about the tree policy for fire departments. Mr. Randolph replied that he has done research on it and forwarded it to the County Board Chairperson at his request. Act 51 funds can not be used to reimburse volunteer fire departments and the Michigan Township Association does not support township fire departments removing trees from the roads.

Eugene Hamaker, Marshall Township Supervisor, wished everyone a Merry Christmas and Happy New Year. Keep up the good work.

Joseph Bramble, Convis Township resident, said he would like to see 16 Mile Road between L drive North and Junction Road on the 2005 work schedule. He would like to meet with Mr. Randolph and discuss other potential roads for the 2005 work schedule.

Pete Shrontz, Marengo Township Trustee, asked if Marshall City will upgrade B Drive North, now that the new fairgrounds roads are certified. Mr. Randolph said he would talk to Marshall City.

Clarence Millard, Newton Township resident, said he would like to see traffic counts on some gravel roads. Mr. Randolph said those have to be conducted manually, as the counter equipment does not nail down into gravel surfaces. Mr. Millard inquired into the status of Division Drive resurfacing with Emmett Township (which Newton Township has approved twice). Mr. Randolph said that Emmett Township has not indicated that they are interested in participating in that roadwork at this time. Mr. Millard said he would like to see 6 ½ Mile Road between Boyd Road and D Drive South re-graveled with crushed concrete gravel next year. Since the road is less than one mile long, he suggested additional depth be added to equal the one mile usually done per township. Mrs. Tabiadon indicated that the crushed concrete gravel was more expensive than road gravel; so it might not result in an even exchange. Mr. Millard requested signs at Sam's Club exits that state “Cross Traffic Does Not Stop”. He asked when the Glen Cross extension was to start. Mr. Randolph indicated that it would depend upon the Highway Bill passing which could be 2006 or later.

Commissioner Travis announced that the American Public Works Association (A.P.W.A.) presented 5 awards to this agency at an awards luncheon yesterday. Angela Kline and the Engineering Department received one for the Beadle Lake Road reconstruction project. Annette Chapman and the Parks Department received two and Tiffany Eichorst and the Solid Waste Department received two. Commissioner Travis stated that these awards say a lot about our staff.

Chairperson Travis presented Commissioner Albert C. Bobrofsky a plaque and thanked him for serving 8 years as a Road Commissioner. Commissioner Bobrofsky chose not to apply for reappointment. Commissioner Bobrofsky said that he had enjoyed his time on this Board and would miss working with the staff.

The next regular meeting of the Calhoun County Road Commission Board is scheduled for Wednesday, January 5, 2005 at 9:00 a.m. in their office at 13300 Fifteen Mile Road, Marshall Michigan. There being no additional business before the Board, Chairperson Travis adjourned the meeting at 9:55 a.m.