Meeting Minutes

The regular meeting of the Board of County Road Commissioners of the County of Calhoun was held Wednesday, September 1, 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

Joanna I. Johnson, Assistant Managing Director

Angela Kline, Assistant Highway Engineer

Mary Jo Crumpton, Secretarial Clerk – Deputy Clerk

Also Present: Tom Frank, Albion Township Supervisor

Clinton Bolton, Leroy Township Supervisor

Judy Mackinder, Pennfield Township Supervisor

Joseph Bramble, Convis Township Resident

Alice Godde, Pennfield Township Resident

Dennis Smock, Fredonia Township Resident

Clarence Millard, Newton Township Resident

Pixie Coats, Calhoun County Road Commission

Dave Fuller, Calhoun County Road Commission

Hershel Stacy, Calhoun County Road Commission

Paul Adams, Calhoun County Road Commission

Roger Horton, Calhoun County Road Commission

Jim Russell, Calhoun County Road Commission

Robert Volkmer, Calhoun County Road Commission

Steve Ball, Calhoun County Road Commission

Chairperson Chester Travis called the meeting to order at 9:00 a.m. There being no additions or corrections to the regular meeting minutes of August 4, 2004, they stand approved as printed and distributed.

COMMUNICATIONS

•  Notice of Intent to establish Condominium Project; Pratt Park in the City of Marshall

NEW BUSINESS

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to authorize Dennis A. Randolph, Managing Director, to purchase a New Dump Trailer for $19,000 from Wilcox Trucking per attached quotes. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to authorize Dennis A. Randolph, Managing Director, to purchase a New Copier with trade-in for under $20,000 per attached information sheet from W.S. Reed Company. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to authorize Dennis A. Randolph, Managing Director, to sign the Proposal for No Passing Zone Study from Midwestern Consulting LLC. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the August 10, 2004 accounts payable for $891,813.79. Voice vote: Motion carried.

Moved by Commissioner Veramay and supported by Commissioner Bobrofsky to approve the August 25, 2004 accounts payable for $169,216.84. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the August 4, 2004 payroll for $143,883.41. Voice vote: Motion carried.

Moved by Commissioner Bobrofsky and supported by Commissioner Veramay to approve the August 18, 2004 payroll for $133,549.00. Voice vote: Motion carried.

MANAGING DIRECTORS' REPORT

Mr. Randolph provided the Board with the following information:

•  The New Dump Trailer that we are purchasing will be used to put the semi back to work to haul black top to the paving crew, gravel, crushed concrete, etc.

•  The New Copier that we are purchasing will replace the current copier that has provided over 1,000,000 copies. We are a high volume user and also use the copier as the network printer as all computers are connected to it. We rarely send out for copies – usually only color.

•  The No Passing Zone Study that will be conducted by Midwestern Consulting LLC is an important project. The last time a study was done was in the 1970s. Over time, zones do move – primarily due to the paint trucks shifting. Also, there are new sight distance requirements since the mid 1970s. Primary roads will be looked at this year and local roads next year and painted properly. All the information from the study will be entered into our RoadSoft program.

•  Our cash balance is projected at 1.1-1.2 million. This is better than last year and exceeds our target goal. The addition of over 1 million in State roadwork for resurfacing throughout the county has helped.

•  Paving operations will continue through September, maybe into early October. We are currently putting the top course on the BIA road.

•  Chip and seal will be finished approximately next week. Today they are calibrating the equipment.

•  The Gravel Road crew has been scraping for brine and hauling to the paver. There are not many calls coming in on gravel roads.

•  The mowing crew is out.

•  Patching crews have been prepping for chip and seal and catching up on potholes throughout the county. The large amount of rain has played a large part in the pothole problems this season. Battle Creek has several shoulders that have washed out from the rain.

•  The concrete crushing in Tekonsha has been completed.

•  The Parks crew is mowing at the parks.

•  Divisions are addressing open service requests.

•  Mr. Randolph provided information on the days of activity for staff over an 8 month period with the top three activities being: 1) patching, 2) snow, and 3) off times (sick/vacation).

Mr. Randolph reported that our paving costs are competitive at $30,000-$40,000 per mile for a two-lane overlay. Chip and Seal costs are $6,800-$7,000 per mile. Mr. Randolph noted that Carole Tabiadon called our seven neighboring counties to compare the number of miles of roadwork that was done this construction year. The results are as follows:

2004 Chip & Seal Resurface Reconstruction Total Miles

CALHOUN 145.04 12.08 4.00 161.12

BRANCH 125.00 11.00 2.30 138.30

BARRY 61.00 6.00 1.00 68.00

EATON 113.00 4.50 2.00 119.50

HILLSDALE 80.00 8.00 5.50 93.50

KALAMAZOO 95.00 95.00

JACKSON

ST. JOSEPH 111.00 6.69 4.81 122.50

As the results above show, Calhoun County is well ahead of surrounding counties in terms of the amount of roadwork being done. Our biggest problem is that even after 11 years of trying, it is difficult to catch up on 30 years of neglect.

SUPERVISORS AND PUBLIC OFFICIALS

Tom Frank, Albion Township Supervisor, said that the roads in Albion looked good and thanked the Road Commission for their efforts.

Clinton Bolton, Leroy Township Supervisor, said that he appreciated the work that has been done in Leroy Township. He inquired if the H Drive South was on schedule. Mr. Randolph replied that it was.

CITIZENS

Clarence Millard, Newton Township resident, said that he is happy to see the paver patching that is being done. He stated that 6 ½ Mile Road looks great and the paver patching crew should be commended.

Joseph Bramble, Convis Township resident, said the edges of the roads are in need of the boom mower. The secondary roads are especially bad with overgrown brush and it is causing a view obstruction. Otherwise, the roads look good.

Alice Godde, Pennfield Township resident, said that the trucks are traveling too fast on south McAllister. They are exceeding the posted speed limit of 45 mph and residents are complaining that their plaster walls are cracking. She asked if the Road Commission could lower the speed limit on McAllister and prevent trucks from using McAllister. Mr. Randolph replied that it is fairly easy to restrict trucks on local roads as State law provides for this; however, primary roads are different. McAllister is a primary road and an authorized truck route. Mr. Randolph stated that he would speak with the Sheriff's Department to have more enforcement in this area. Also, he directed Hershel Stacy, Sign Shop Supervisor, to look into putting radar signs in this area that show the speed vehicles are traveling. If successful, they could be put in permanently, although they are quite costly.

The next regular meeting of the Calhoun County Road Commission Board is scheduled for Wednesday, September 15, 2004 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 9:29 a.m.