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

November 18, 2009 at 5:30 p.m. in their office located at 13300 Fifteen Mile Road, Marshall, Michigan.

PRESENT: Commissioner Scott Brown, Chairman

Commissioner Hugh Coward, Vice Chairman
Commissioner Charles Monaweck, Member
Commissioner Eric Tobin, Member

ABSENT: Commissioner Christopher Vreeland, Member – temporarily excused (entered at

5:48 p.m.)

ALSO PRESENT: Kevin Henning, Managing Director

Pixie Coats, Board Clerk
Mary Jo Crumpton, Deputy Board Clerk
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.

Motion made by Commissioner Tobin and supported by Commissioner Coward

to approve the Claims Payable Listings ending November 10, 2009 for
$556,755.89. Roll call vote: Coward-Yes; Brown-Yes; Tobin-Yes; Monaweck-
Yes. Motion carried.

Motion made by Commissioner Tobin and supported by Commissioner Coward

to approve the November 4, 2009 regular meeting minutes. Voice vote:
Motion carried.

MANAGING DIRECTOR’S REPORT

Federal Aid Projects: Mr. Henning stated that we are wrapping up our federal aid projects for
this year; however, an issue has occurred with our N Drive North project. This project was a 3”
HMA overlay that was done in two 1 ½” lifts. A semi-truck locked up its brakes which moved the
asphalt, caused a separation and buckled the top section of the pavement. Although they are not
required to repair it, Michigan Paving will mill and repave this section next Spring at their cost.
They believe there may have been a problem with the tack coat, since the compaction had been
tested throughout the project and found to be okay.

Negotiations: While negotiations with Teamsters 214 continue, Mr. Henning informed the Board
that we have requested a mediator to move things along. Negotiations for SEIU will continue next
week and we expect both contracts to be presented to the Board in December.

2009 Amended Budget: Mr. Henning provided the Board with copies of the 2009 Amended
Budget and noted the following: a) YTD revenue over expenses is $467,728; and b) An increase of
$227,571 to our fund balance – Mr. Henning noted that where we actually end up will depend on
our December snowfall, but we are confident that the deficit fund balance from last year will be
repaid. The decrease in diesel and fuel costs, as well as our hiatus from providing match for the
local road program contributed to our savings this year. In October, our Accounts Payable was
current within 30 days, and this month we were able to pay every invoice.
 Board of Calhoun County Road Commissioners
Minutes of November 18, 2009

2010 Budget: Mr. Henning provided the Board with a draft copy of the 2010 Budget and
commented that it is almost a status quo budget from where we are in 2009. The 2010 Budget
reflects the following: a) A 6% decrease in Michigan Transportation Funds; b) Reinstatement of
township match funding for the local road program; and c) Reinstatement of primary road
sealcoating and construction projects. The final budget will be presented to the Board at the
December 2, 2009 meeting.

Commissioner Tobin asked about the 6% decrease in MTF. Mr. Henning stated that this is his
projection, based on information he has received. He also commented that, regardless of what is
in the budget for construction, we will have to wait until winter is over before finalizing our
construction list.

Press Releases: Two press releases went out last week regarding heavy traffic during the
holiday shopping season. The traffic signals on the B Drive North/Beckley Road corridor will be
operating at full cycle, instead of flash operation, beginning November 27, 2009. A traffic signal is
also being installed and activated on 6 ½ Mile Road at Harper Village Drive on November 23, 2009
to replace the flashing light currently in place. The signal is camera activated and will remain
green for 6 1/2 Mile Road until traffic on Harper Village Drive is present to activate the signal.

MDOT Winter Operations Workshop: CCRC representatives will be attending MDOT’s Winter
Operations/Communications Workshop on December 8, 2009 at the Marshall TSC.

Winter Maintenance: Mr. Henning noted that all seasonal hires have begun work and we feel
we are adequately staffed for winter maintenance. The night crew consists of 11 employees and
begins on November 23, 2009. The balance of employees will work the day shift. We are also
working on press releases regarding safe travel this winter season.

CITIZEN COMMENTS
A citizen noted his concerns with the condition of D Drive North between 9 and 11 Mile Road and
does not want it turned back to gravel like Division Drive.

COMMISSIONERS TIME
Commissioner Monaweck commented on the following:

Reported on Emmet County located in upper Michigan and the savings they have realized due to
changes in their insurance reimbursement and contracted snow plowing.

One of the Durapatcher machines has a headlight out. Also, he reported that he observed a grader
traveling on M-66 without its warning lights on. There were issues with the headlights, as well.
Operators should be checking their equipment, prior to using it.

Provided information on the Bureau of Energy Systems who is offering free inspections. He
believes it would be worthwhile to have their suggestions to improve energy efficiency at the
garage.

Commissioner Brown commented that CCRC subcontracted snow plowing a few years ago and it ended
up costing almost twice as much than if we had done it ourselves.

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 Board of Calhoun County Road Commissioners
Minutes of November 18, 2009

ANNOUNCEMENTS
The next regular meeting of the Board of Calhoun County Road Commissioners will be held on
Wednesday, December 2, 2009 at 5:30 p.m.

There being no additional business before the Board, Chairman Brown adjourned the meeting at
5:53 p.m.

Submitted by:

_________________________________ ___________________________________
Mary Jo Crumpton, Deputy Board Clerk Scott A. Brown, Chairman