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

March 17, 2010 at 5:30 p.m. in their office located at 13300 Fifteen Mile Road, Marshall, Michigan.

PRESENT: Commissioner Scott Brown, Chairman

Commissioner Charles Monaweck, Member
Commissioner Eric Tobin, Member
Commissioner Christopher Vreeland, Member

ABSENT: Commissioner Hugh Coward, Vice Chairman - excused

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

Vreeland to approve the Claims Payable Listing ending March 10, 2010 for
$308,585.88. Roll call vote: Vreeland-Yes; Brown-Yes; Tobin-Yes; Monaweck-
Yes. Motion carried.

Motion made by Commissioner Tobin and supported by Commissioner

Vreeland to approve the March 3, 2010 regular meeting minutes. Voice vote:
Motion carried.

Motion made by Commissioner Tobin and supported by Commissioner

Vreeland to approve the March 6, 2010 special meeting minutes. Voice vote:
Motion carried.

COMMUNICATIONS AND RESOLUTIONS

Mrs. Coats read the communications as follows:

a) Received Resolution 2010-04 regarding MDOT Contract 10-5128 for the surfacing and curb work
along 6 ½ Mile Road from B Drive North to Christian Drive

b) Received Resolution 2010-05 regarding MDOT Contract 10-5160 for the resurfacing work along N
Drive North from 15 Mile Road to 16 Mile Road

MANAGING DIRECTOR’S REPORT

Resolution 2010-04 regarding MDOT Contract 10-5128: Mr. Henning requested Board
approval of Resolution 2010-04.

Motion made by Commissioner Tobin and supported by Commissioner

Vreeland to approve Resolution 2010-04 regarding MDOT Contract 10-5128
for the surfacing and curb work along 6 ½ Mile Road from B Drive North to
Christian Drive. Roll call vote: Monaweck-Yes; Tobin-Yes; Brown-Yes;
Vreeland-Yes. Motion carried.
 Board of Calhoun County Road Commissioners
Minutes of March 17, 2010

Resolution 2010-05 regarding MDOT Contract 10-5160: Mr. Henning requested Board
approval of Resolution 2010-05.

Motion made by Commissioner Vreeland and supported by Commissioner

Tobin to approve Resolution 2010-05 regarding MDOT Contract 10-5160 for
the resurfacing of N Drive North from 15 Mile Road to 16 Mile Road. Roll call
vote: Brown-Yes; Vreeland-Yes; Tobin-Yes; Monaweck-Yes. Motion carried.

2009 Audit: Mr. Henning reported that Rehmann Robson has completed the CY2009 audit and
accompanying Act 51 Financial Report, which was provided to Board members. He will be asking for
Board approval after Rehmann Robson’s audit presentation.

Commissioner Tobin asked how the auditors handled the Duck Lake loan situation. Mr. Henning
replied that the auditors are removing the comment that discusses the loan as an illegal use of funds,
based on a determination by the Michigan Treasury that the Road Commission had a substantial
enough fund balance to cover that loan and therefore it was not PA51 money that was advanced.
The loan will remain as funds due to the Road Commission from the County, but the footnote is being
removed as previously discussed.

Operations Analysis: Mr. Henning provided Board members with a 2009 cost analysis for
maintenance operations. The report is broken down by township and includes costs for: winter
maintenance; signs/signals/traffic control; paving/patching; drainage/ditching; mowing/trees; gravel
roads/shoulders; and roadside/guardrail/other. Mr. Henning noted that the report is further broken
down by cost per mile per township for both local and primary roads.

Commissioner Tobin asked how winter maintenance costs compared to budgeted amounts. Mr.
Henning replied that we did exceptionally well in 2009. In 2008, we spent $1.8 million on winter
maintenance and in 2009 we spent just over $1 million.

Summer Construction: We are currently preparing for our 2010 construction and are planning
approximately 50 miles of sealcoat operations on primary roads – at least two miles per township. Mr.
Henning noted that we have begun receiving resolutions from townships for local road construction.

Night Crew: Our winter night crew is wrapping up and the Nights Supervisor has returned to days.
Mr. Henning stated that we plan to hire three of our five seasonal employees for full time positions as
three current positions will be vacant this year.

Summer Hours: CCRC’s summer hours will be in effect from May 3 through September 30, 2010.
CCRC staff will be working four, 10-hour shifts, Monday through Thursday. The day crew will be
working 6:00 a.m. until 4:00 p.m. and the night crew hours are 4:00 p.m. until 2:00 a.m. The office
hours will be 7:00 a.m. until 4:00 p.m., Monday through Thursday.

COMMISSIONERS TIME
Commissioner Tobin thanked staff for their time and effort spent on the Board Retreat that was held
on March 6, 2010. Commissioner Vreeland echoed Commissioner Tobin’s appreciation.

Commissioner Monaweck commented that he was discouraged by the lack of Township Supervisor
turnout at the Michigan Township Association (MTA) meeting last night that was held at Marengo
Township. He added that representatives from the State level were in attendance. Commissioner
Brown added that he was disappointed, as well.

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 Board of Calhoun County Road Commissioners
Minutes of March 17, 2010

ANNOUNCEMENTS
The next regular meeting of the Board of Calhoun County Road Commissioners will be held on
Wednesday, April 7, 2010 at 5:30 p.m.

There being no additional business before the Board, Chairman Brown adjourned the meeting at
5:47 p.m.

Submitted by:

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