Minutes of February 20, 2008

The regular meeting of the Board of Calhoun County Road Commissioners was held on Wednesday,
February 20, 2008 at 5:30 p.m. in their office located at 13300 Fifteen Mile Road, Marshall,
Michigan.

Present: Commissioner Scott A. Brown, Chairman

Commissioner Hugh T. Coward, Vice Chairman
Commissioner Chester E. Travis, Member
Commissioner Charles E. Monaweck, Member
Kevin Henning, Interim Managing Director/Finance Director
Pixie Coats, Board Clerk and Human Resource Director
Steve Ball, Operations Manager
Mary Jo Crumpton, Secretarial Clerk

Excused: Commissioner Eric J. Tobin, Member

Also Present: Tiffany Eichorst, Calhoun County Road Commission

Erin Cummings, Calhoun County Road Commission
General Public

Chairman Scott Brown called the regular meeting of the Board of Calhoun County Road
Commissioners to order at 5:30 p.m. and led the Pledge of Allegiance.

Moved by Commissioner Monaweck and supported by Commissioner Travis to

approve the January 7, 2008 and January 9, 2008 special meeting minutes and
the January 16, 2008 regular meeting minutes of the Board of Calhoun County
Road Commissioners. Voice vote: motion carried.

SUPERVISORS, PUBLIC OFFICIALS AND CITIZENS COMMENTS regarding agenda

items ONLY
• A Marengo Township resident referenced agenda item i., under New Business, and
noted that he would like to read the Compost Center Agreement prior to the Board
taking action.
• A Clarence Township resident inquired if citizens could give input on the mailbox installation
policy. It was noted that this policy is before the Board tonight as a communication.

COMMUNICATIONS AND RESOLUTIONS

Mrs. Coats read the communications as follows:

a) Received a recommendation from Kevin Henning to approve DLZ to redesign the Custer
Drive Bridge deck
b) Received a request for Board approval of the Compost Center Agreement
c) Received a letter from Paul Adams, Calhoun County Supervisor to Mr. Frank Post, President
of the Calhoun County Association of Fire Chiefs, regarding an incident concerning
emergency response time
d) Received Policy Statement #97-Proper Installation of Mailboxes, for review
e) Received a recommendation to extend the 2007 Sign Bid through 2008
f) The Board received no other communications or resolutions.

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NEW BUSINESS
Moved by Commissioner Travis and supported by Commissioner Monaweck to
approve:

• January 25, 2008 accounts payable for $322,608.40

• February 8, 2008 accounts payable for $504,133.99
• February 13, 2008 accounts payable for $140.00
• January 15, 2008 payroll for $4,538.13
• January 16, 2008 payroll for $119,129.53
• January 30, 2008 payroll for $135,914.07
• February 13, 2008 payroll for $130,287.07

Voice vote: motion carried.

Moved by Commissioner Travis and supported by Commissioner Coward to

approve DLZ to redesign the Custer Road Bridge deck.

Chairman Brown asked Mr. Henning to provide a brief overview on the Custer Road Bridge
deck. Mr. Henning noted that he has spoken with all the Road Commissioners individually
about the bridge and noted that it was originally designed as a standard bridge deck, then
redesigned as a conductive concrete bridge deck.

The conductive concrete components are not covered by the federal grant being used to
build the bridge and are non-participating items at 100% cost to CCRC. The original
estimate on the non-participating items was approximately $195,000. In addition to the
non-participating items, costs would include continual maintenance of the bridge.
Beginning in the winter of 2009, we would have to change our winter maintenance
operations for Custer Drive. Salt cannot be tracked onto the conductive concrete as it
would deteriorate the bridge deck and the conductive concrete components would no
longer function properly. Our supervisory staff has conducted research to find anti-icing
agents that could be used in place of salt, but found that there are none that are less
corrosive than salt. Recent cost estimates for installation and non-participating items have
gone from the original $195,000 to over $500,000, not including costs associated with
continual maintenance of the bridge deck and electrical components.

CCRC staff has contacted the Michigan Department of Transportation (MDOT) regarding
our commitment to install a conductive concrete bridge deck on the Custer Drive Bridge.
MDOT responded that we are not committed to installing a conductive concrete bridge
deck and they are in favor of a standard bridge deck. After speaking with DLZ, it was
determined that the cost to redesign the bridge with a standard bridge deck would be
approximately $2,400. Mr. Henning also provided this information to Tom Sprau, Bedford
Township Supervisor, who is also in favor of installing a standard deck on the Custer Drive
Bridge. Discussion continued.

Commissioner Coward commented that we have no way of knowing what the future costs
would be to provide ongoing maintenance on a conductive concrete bridge deck, as well as
the cost for the electrical components of the deck.

Voice vote: motion carried.

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Moved by Commissioner Travis and supported by Commissioner Coward to

approve the Community Compost Center Agreement between the City of
Marshall and Calhoun County, Calhoun County Road Commission and Board of
Public Works. Voice vote: motion carried.

Moved by Commissioner Travis and supported by Commissioner Coward to

approve the extension of the 2007 Sign Bid through 2008. Voice vote: motion
carried.

MANAGING DIRECTOR REPORT

Mr. Henning provided the following report:

• Custer Drive Bridge: Have met with DLZ on redesigning the bridge deck. The project is
expected to begin in April 2008 with a completion date of June 2008. Not only are we
saving money by eliminating the non-participating items, the standard bridge deck is
covered under the grant. Eliminating the conductive concrete deck has also shortened the
inspection time.
• I-94 Service Road: The deed has been revised to remove many of the contingencies. We
are working with the Sackrider Family and Emmett Township regarding the water main
system that is a contingency in the deed. Mr. Henning has spoken with Jim Demarest,
Emmett Township Supervisor, regarding the water main and it is anticipated that Emmett
Township will be providing CCRC with a letter authorizing Emmett Township to take
responsibility for the water system. The original road name of Randolph Parkway has been
changed to I-94 Service Road, while under construction - a new road name would be
assigned by our Address Administrator upon completion. Mr. Henning is meeting with
MDOT regarding the environmental mitigation. The start date for the road construction is
dependent upon the amount of environmental mitigation required; however, the piping for
the water and sewer can be installed. Discussion continued. Chairman Brown directed Mr.
Henning to send all correspondence regarding the water main system to our legal counsel,
Paul Beardsley, for review.
• CISD Correspondence: Board members were provided with Mr. Henning’s reply to the CISD
communication regarding their concerns with our winter maintenance operations. Mr.
Henning noted in his reply that our winter maintenance program has not changed during the
last fifteen years. He commended CCRC employees who have worked non-stop during snow
events and stated that they have logged 1400 hours of overtime in the past two weeks.
• Operations: MDOT authorized overtime last weekend for pothole patching. We are getting
ready to mix winter patch material next week. There is a statewide salt slow down. Our
Supervisors have come up with some great ideas for mixing products to stretch our salt
inventory. We have salt stored in Battle Creek and Marshall. Discussion continued.

COMMISSIONER COMMENTS
Commissioner Travis commented that ice on the roads is a problem in all counties and motorists
should slow down.

Commissioner Monaweck referenced recent articles regarding the high cost of materials and
operations vs. the lack of funding. He also commented on the pothole contests throughout
Michigan. He received a call from a resident on 15 ½ Mile Road who expressed his appreciation for
the rerouting of snowplows to cover this area.

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Commissioner Coward noted that he has observed roads in other counties after snow events and
commented that they are not plowed as well as Calhoun County’s roads. He commended CCRC staff
for their efforts.

Chairman Brown commended Mr. Henning on handling the Custer Drive Bridge deck redesign, as
this will save the Road Commission a great deal of money.

SUPERVISOR, PUBLIC OFFICIAL AND CITIZEN TIME

• A Marengo Township resident noted that the Marengo Township Board would be contacting
CCRC regarding the local road program. Also, he commented on the communication from
the CISD regarding snowplowing concerns and noted that the CISD does not contribute
funding for our roads, yet the school buses contribute to tearing up the roads throughout
the county.
• Ron Bischoff, Chad & Dad Property Management, read a statement addressed to the Board
regarding their contract with the Road Commission to provide winter maintenance
operations on subdivision roads.
• A CCRC employee stated his concern with the current scheduled overtime and refused
overtime procedure implemented by management.
• A Homer Township Trustee asked for information on road ratings for Homer Township and
information on turning a local road into a primary road. Mr. Henning responded that
information on the local road program and road ratings was sent to all township officials
earlier this year, but he will resend the information and meet with township officials.
• Gene Hamaker, Marshall Township Supervisor, asked to meet with Mr. Henning regarding
their 5-year plan for local roads. Mr. Henning asked for a copy of Marshall Township’s road
plan.

ANNOUNCEMENTS
The next regular meeting of the Board of Calhoun County Road Commissioners is scheduled for
Wednesday, March 5, 2008 at 5:30 p.m.

There being no additional business before the Board, Chairman Brown adjourned the meeting at
6:10 p.m.

_______________________________ ______________________________
Scott A. Brown, Chairman Mary Jo Crumpton, Secretarial Clerk