Road Commission of Kalamazoo County - August 11, 2026 Board of County Road Commissioners Meeting

Updated about 2 hours ago

The board hears public comments regarding road conditions in Eastwood and addresses the need for improved drainage. The board approves a neighborhood traffic calming plan for Casper Street in Comstock Township, which includes speed humps and a traffic circle to address speeding concerns. Additionally, the board adopts a tree replacement policy, aiming to replace removed trees on a one-for-one basis, although the policy's funding and implementation are subject to budget constraints. Discussion also covers storm damage cleanup costs and the approval of winter maintenance services contracts with local contractors. The meeting highlights the board's commitment to road safety, maintenance, and community engagement.

Chapters

Call to Order (00:01:43)
The meeting of the board of county Road Commission was called to order.

The meeting of the board of county Road Commission was called to order, and the first order of business was the public comment guidelines.
Public Comment Guidelines (00:01:54)
Guidelines for public comment were outlined, including time limits and procedures for in-person and online participation.

Ms. Rider explained the public comment guidelines, stating that participants would have the opportunity to address the board at the beginning and end of the meeting for non-agenda items. Comments should be made at the podium for proper audio, limited to three minutes per person. Instructions for providing comments via Zoom were also given.
Pledge of Allegiance (00:02:54)
The pledge of allegiance was recited by those present at the meeting.

The attendees were asked to rise and recite the pledge of allegiance, honoring the flag and the republic for which it stands.
Approval of Agenda (00:03:34)
The agenda for the meeting was presented and approved unanimously by the commissioners.

A motion was made by Vice Chair Howard and supported by Commissioner Davis to approve the agenda as presented. There were no questions or objections, and the motion carried unanimously.
Approval of Minutes (00:04:09)
The minutes from the previous meeting were reviewed and approved without changes.

The minutes of the July meeting were presented for approval. Commissioner Davis moved to approve the minutes with support from another commissioner. No corrections, additions, or deletions were noted, and the motion to approve the minutes carried unanimously.
Approval of Payroll and Vendor Accounts (00:04:55)
The payroll and vendor accounts were presented and approved after discussion of significant expenses.

A motion was made by Commissioner Thompson to approve the payroll and vendor accounts. Several significant expenses were highlighted, including payments for asphalt resurfacing projects, storm damage cleanup, and road maintenance services. The motion carried unanimously.
Public Comment on Non-Agenda Items (00:08:52)
Members of the public addressed the board on non-agenda items, including road conditions and service requests.

Several members of the public provided comments on non-agenda items. Julie expressed concerns about road drainage issues in her neighborhood and requested attention from the Road Commission. Attorney Joel Phil provided notice documents regarding a roadway defect. Additional comments were made by Commissioner Gisler, who mentioned the success of a recent fair and an upcoming event for the community.
New Business: Neighborhood Traffic Calming Plan (00:14:54)
The board discussed and approved a traffic calming plan for Casper Street in Comstock Township.

The managing director presented a proposed neighborhood traffic calming plan for Casper Street, which included measures such as speed humps and a traffic circle to address speeding concerns. The plan was developed in collaboration with residents and approved by the Comstock Township board. After discussion, the board approved the plan, allowing staff to work with the township on implementation.
New Business: Winter Maintenance Services Bid (00:25:00)
The board reviewed and approved bids for winter maintenance services from various contractors.

The managing director presented bids for winter maintenance services, including snow plowing and spreading applications. The board discussed the selection of contractors based on bid specifications, with six bids received in total. The contracts included options for salt spreading in addition to snow plowing. The board approved the recommended contracts with the option to extend annually for up to three years.
Discussion on Contract Services and Level of Service (00:34:23)
Discussion on the use of contract services to improve level of service, particularly in road maintenance and staff levels.

The meeting discussed the transition to contract services to enhance the level of service, particularly in road maintenance. The discussion highlighted that while the current staff levels were low, the addition of contract services and hiring new staff aimed to address service level issues. There was hope for improved service outcomes, though it was acknowledged that not everyone would be satisfied every day. The new bidder, K and H, was introduced for winter maintenance services, marking their first time being used at this level by the commission.
Approval of Bid for Winter Maintenance Services (00:35:39)
The bid for winter maintenance services was approved, with a new contractor, K and H, being added to the pool.

A motion was made and approved to accept the bid for winter maintenance services, which included adding a new contractor, K and H, to the service pool. This decision was part of efforts to increase the number of contractors available for such work.
Discussion and Approval of Draft Tree Replacement Policy (00:35:55)
Extensive discussion on the draft tree replacement policy, addressing cost-sharing, native species, and budget considerations.

The draft tree replacement policy was discussed, which proposes a cost-sharing model where the Road Commission pays up to 50% for tree replacements on a one-for-one basis, except for federal grant reconstruction projects, which allow for a two-for-one replacement. Trees must be planted near roads and use native species. The policy's goal is to maintain community support for tree removals and preservation efforts. There were concerns about the policy's financial implications, potential community participation, and finding external funding sources. Ultimately, the board recommended approving the draft, with the understanding that it could be amended based on further input and budget constraints.
Public Participation and Discussion on Tree Policy (00:57:05)
Commissioners discussed the community's role and potential financial impact of the tree replacement policy.

The commissioners engaged in a discussion about the community's role and the policy's financial impact. There were concerns about the potential high costs and the need to find external funding or set a financial cap. The conversation also touched on community interest in the program and how to ensure it doesn't overly strain the commission's budget. The policy is intended as a first step, with flexibility to adjust based on available funds and program participation.
Discussion on Community Priorities and Funding Constraints (01:05:35)
The board discusses the need to prioritize community projects despite limited funding and the importance of not making hasty decisions without proper planning.

During the discussion, board members expressed concerns about the limited funding available for various community projects. The importance of prioritizing projects that the community deems essential was highlighted. There was also a consensus on the need to avoid rushing into decisions without thorough planning and consideration of all factors involved. The idea of setting a cap on expenditures to prevent overspending was suggested.
Tree Replacement Policy and Funding (01:07:00)
Board members deliberate on the proposed tree replacement policy, discussing funding limitations and the necessity to finalize the policy before sending out notifications.

The board discussed the proposed tree replacement policy, emphasizing the need to finalize it before sending out tree removal notifications. Concerns were raised about the limited funds available to support the policy and the importance of not committing to expenditures that exceed the budget. The board considered the benefits of an open-ended policy that allows for annual funding determinations. There was also a discussion about community input on tree replacements and the need for a policy to offer replacement options.
Public Comment and Resident Concerns (01:15:00)
Residents express concerns about tree removal, road projects, and the need for traffic calming measures. The board addresses these public concerns and clarifies procedures.

During the public comment period, residents raised concerns about the impact of tree removal on their properties and the lack of a clear replacement policy. There were also discussions about road repaving projects and the necessity for traffic calming measures in certain areas to address speeding and safety issues. The board provided clarifications on the procedures for proposing road projects and emphasized collaboration with local townships for road improvements. Additionally, a resident expressed satisfaction with the approval of traffic calming measures that had been long-awaited.
Managing Director's Report (01:24:00)
The managing director provides updates on road projects, staffing changes, and safety achievements, acknowledging the hard work of the team in completing projects ahead of schedule.

The managing director reported on several key items, including the progress of chip seal and fog seal projects, which are ahead of schedule. He acknowledged the hard work and long hours put in by the road maintenance team. There was also an introduction of Jeff Wayne, the new project superintendent, and recognition of the team's safety achievements with an award for minimal work-related injuries. The director emphasized the importance of continuing to prioritize safety and efficiency in all projects.
Commissioner Reports and Upcoming Events (01:26:30)
Commissioners share updates from recent meetings, community engagement, and upcoming events. Discussions include legislative priorities and funding projections for the county.

During the commissioners' reports, updates were shared about recent meetings with local townships and community members. Commissioners discussed legislative priorities and ongoing concerns about funding projections for the county's road projects. There was also mention of upcoming events, including a commissioner seminar, and the importance of engaging with legislators to address funding challenges. Commissioners expressed appreciation for community support and emphasized the need for continued collaboration with township partners.