RESOLUTION FOR INTERGOVERNMENTAL AGREEMENT BETWEEN IOWA, CHICAGO & EASTERN RAILROAD, COUNTY OF DEKALB, AND THE STATE OF ILLINOIS FOR GRADE CROSSING IMPROVEMENTS ON KIRKLAND ROAD: 

Mr. Lorence explained to the Committee that work would be done to improve the railroad crossing on Kirkland Road in the Village of Kirkland by installing gates at this crossing.  This work is being done by the Railroad with no cost to DeKalb County.  There has been no start or completion date assigned as of this date.  The County will be informed in advance when construction is to begin.  Motion made by Mr. MacMurdo and seconded by Ms. Fauci to present the resolution authorizing the County Board Chairman to enter into an intergovernmental agreement between Iowa, Chicago & Eastern Railroad, the County of DeKalb and the State of Illinois for grade crossing improvements on Kirkland Road to the DeKalb County Board with a recommendation of approval.  Motion carried unanimously. 

 RESOLUTION FOR GENERAL COUNTY LETTING: 

Mr. Lorence explained to the Committee that every year DeKalb County authorizes vendors who submit bids for road maintenance materials to be picked up by the various Road Districts and the County to sell materials at a specified price for the entire year.  Maintenance materials are authorized by lowest cost based on road miles (the price bid for materials and the cost to the Road Districts and County for transporting the materials to the job site).  The awarding of these bids allows the County and Road Districts the flexibility to pull materials from vendors who are closest to the project being completed.   Bid tabs were provided for the December 2, 2003 bid opening at the Highway Department for these maintenance materials.  Ten bids were received from various vendors.  The Committee reviewed the bids with no objections being voiced for the awarding of these bids.  Motion made by Ms. Fauci and seconded by Mr. Slack to present the resolution to approve awards to the companies listed for the purpose of providing specified maintenance materials to the DeKalb County Board with a recommendation of approval.  Motion carried unanimously.  

RESOLUTION FOR THE BID AWARD FOR A TANDEM CAB AND CHASSIS AND ONE REPLACEMENT PICKUP TRUCK: 

Mr. Lorence presented the bid tabs from the bid opening held December 2, 2003 at 10:00am in the DeKalb County Highway Department Conference Room.  Eight bids were received for the tandem and chassis and two bids were received for the pickup truck. The lowest bid meeting specifications for the tandem and chassis was submitted by Peterbilt of Illinois from Rockford, Illinois in the amount of $68,140.00.  The pickup truck low bid meeting specifications was received from Mike Mooney from DeKalb, Illinois in the amount of $23,913.21.  An engine and transmission warranty was also recommended by the County Engineer for the tandem at a cost of $1,995.00.  Committee members inquired as to whether the Highway Department ever looks at equipment available on the State Bid List.  Mr. Lorence explained those lists are reviewed and would be considered if any equipment listed met the Highway Department’s specifications.  Mr. Lorence stated the State normally bids their trucks for a five-year replacement cycle whereas the Highway Department keeps its vehicles on a ten-year replacement cycle.  This normally would mean that the State bid vehicles would not meet our specifications nor would the vehicles be purchased from a local merchant, which is something prior Committees have requested.  Committee member inquired into the reliable service provided from the low bidders and they were informed that neither vendor had provided the Highway Department with any concerns about service to these vehicles after they are purchased.     Motion made by Mr. VanBuer and seconded by Mr. MacMurdo to present the resolution to award the bid for the tandem and chassis to Perterbilt Illinois in the amount of $68,140.00, with an additional $1,995.00 for engine and transmission warranties and for the pickup truck to Mike Mooney in the amount of $23,913.21 to the DeKalb County Board with a recommendation of approval.  Motion carried unanimously. 

MFT RESOLUTION FOR EQUIPMENT RENTAL AND HIGHWAY MAINTAINER’S SALARY: 

            Mr. Lorence explained to the Committee this resolution is submitted every year.  With the passage of this resolution the County will be authorized to spend Motor Fuel Tax funds for the payment of highway maintainer’s salary while performing certain highway maintenance functions, such as snow plowing, right-of-way maintenance, shoulders and signage.  Funds can also be utilized to replace construction equipment used to maintain the County’s roadway system.  This year’s breakdown is $275,000.00 for equipment replacement and $454,000.00 for salary and benefits.  Motion made by Mr. MacMurdo and seconded by Ms. Fauci to present the resolution to authorize the expenditure of MFT funds in the amount of $729,000.00 to be used for equipment replacement and highway maintainer’s salary to the DeKalb County Board with a recommendation of approval and authorizing the Board Chairman to sign.  Motion carried unanimously.   

RESOLUTION AUTHORIZING THE APPLICATION AND EXECUTION OF A PUBLIC TRANSPORTATION CAPITAL ASSISTANCE GRANT FROM IDOT FOR TRANSVAC: 

            The Committee had requested that Mr. Zucker submit to them a resolution authorizing the County to apply for a transportation capital assistance grant from IDOT for the replacement/augmentation of TransVac’s existing fleet.  This program and procedure was presented by Mr. Zucker at the October 2, 2003 Public Infrastructure and Development Committee meeting.  The resolution provided satisfied the Committee’s request.  Motion made by Ms. Fauci and seconded by Mr. MacMurdo to present the resolution to authorize the application for and execution of a public transportation capital assistance grant from IDOT to the DeKalb County Board with a recommendation of approval and authorizing the Deputy County Administrator, an employee or County Board member to sign all necessary correspondence and administer the grant as appropriate.  Motion carried unanimously. 

CHAIRMAN’S COMMENTS: 

            Chairman Wilson discussed item 6 on the agenda under his comments.  Chairman Wilson explained the County’s policy concerning the contents of official minutes and the recording of votes taken on a particular issue.  After discussion the Committee members understood they could request certain points be included in the minutes, they could always offer a rebuttal or addendum and any votes the Committee felt was necessary to be handled by a roll call vote could be recorded as such.  Minutes are meant to be concise but brief enough to keep the interest of the reader and to properly reflect the policy matters discussed.  The Committee requested that on matters of policy that are being discussed that the minutes reflect both sides of any issue presented equally.  Chairman Wilson assured the Committee this would be done in the future as well as having all minutes submitted to County Administration prior to the Committee approving them marked as “unofficial draft”.  There was no further discussion concerning the recording of official minutes.  Committee members thanked the Chairman for his discussion of this issue at various Committees. 

Chairman Wilson further commented that the Highway Department recently had two employees recognized for 25 years of service with the County, Mr. Rick Buehler and Mr. Jerry Ledbetter.   

Chairman Wilson brought to the attention of the Committee the next scheduled meeting was set for January 1, 2004.  Due to this date being a holiday discussion was held to see if the Committee desired to move the scheduled meeting date one week later, to the 8^th of January 2004.  The Committee had no objections to this and it was determined that the next meeting of the PI&D Committee would take place on January 8, 2004. 

Chairman Wilson presented the goal and objectives that the Committee should be focused on concerning the Unified Comprehensive Plan.  The goal is to develop and maintain transportation systems, which serve existing and future residents, farms and businesses.  The objectives are to protect the existing and identified future arterials and collectors as transportation routes by discouraging access points to these roads from private properties; Work with the municipalities in the County to protect the capacity of arterials and collectors by discouraging access from private properties and encouraging the use of frontage roads and access via local roads; Integrate transportation and land use planning to facilitate orderly growth; Explore potential of commuter rail service to the County; Promote expansion of regional trail systems to meet both transportation and recreational objectives; and Expand the network of all weather roads. 

Plans were made to visit the Union Pacific Railport in Rochelle, Illinois on April 1, 2004.  Arrangements will be made and the Committee advised at a later date with all the details.

COUNTY ENGINEER’S COMMENTS: 

Mr. Lorence provided the Committee members with a copy of the 2003-2004 Snow Removal plan that was provided to the Sheriff’s Department.  The policy is basically the same as last year with some minor revisions as to the proper procedure for contacting the emergency call out driver.  The County will continue to not have a bare pavement policy, which means we will not burn, plow, salt or otherwise remove every bit of snow off the roadway.  To do so would be cost prohibitive for the County.  The drivers will continue to maintain the roadways in a safe and passable manner, but drivers will have to realize there may be times when it will be necessary to travel at a reduced speed other than those posted.  Mr. Lorence explained the snow routes to the Committee and which piece of equipment and driver is assigned to a particular route. 

Mr. Lorence informed the Committee that the Scout Road bridge project is underway and the old structure has been removed.  The Old State Road project has been bid and is awaiting award by the State.  Curran Contracting had submitted the low bid meeting specifications.  Our 2004 projects are getting their final touches and will be advertised during the first quarter of 2004.  Mr. Lorence commented on the future plan for County Farm Road intersection with Peace Road and indicated the County was still requesting funds to have this intersection terminated and hooked into Barber Greene Road to the north and Greenacres Drive to the south. 

ADJOURNMENT: 

            There being no further business to be brought before the Committee Mr. MacMurdo moved to adjourn, seconded by Mr. VanBuer.   Motion carried unanimously and the December 4, 2003 meeting adjourned at 8:30 P.M.

Respectfully Submitted 

John Wilson
                                                                                    Chairman