The regular monthly meeting of the Public Infrastructure and Development committee of the DeKalb County Board met on Thursday March 6, 2003 at 7:00 P.M. in the Conference Room of the DeKalb County Highway Department, DeKalb, Illinois.   Chairman Wilson called the meeting to order.

Committee members present were Chairman Wilson, Vice-Chairman MacMurdo, Ms. Fauci, Ms. Fullerton, Mr. Gudmunson, Mr. Slack and Mr. VanBuer. Also present were William Lorence, County Engineer,  Wayne Davey, Highway Department Support Services Manager, Mr. Tom Zucker, TransVAC and Mr. Clive Turvey.  

APPROVAL OF MINUTES:

Motion made by Mr. Slack to approve the minutes of February 6, 2003 and Mr. Gudmunson seconded this motion.  Motion carried unanimously.

APPROVAL OF AGENDA:

It was discussed to amend the agenda by deleting item 1, Presentation by the City of Sandwich.  Mr. Tom Thomas, Mayor of the City of Sandwich, requested this item be moved to April’s agenda.  Motion to amend and approve the agenda was made by Mr. MacMurdo and seconded by Mr. VanBuer.  Motion carried unanimously.

5311 FEDERAL TRANSIT FUNDS, RURAL: 

            Mr. Tom Zucker provided the Committee with a brief review of his comments made at the February 6, 2003 meeting whereat he explained the 5311 process and how the Public Infrastructure and Development Committee would be involved in this granting process.  The County would act as the grantee and pass the funding received from the Illinois Department of Transportation and all responsibilities associated with this grant to TransVAC for the administration of the grant.  TransVAC will provide public transportation in the form of approximately 5,000 rides, in a radius of 100 miles, operating a fleet of 35 vehicles throughout DeKalb County and the metropolitan areas located therein. Mr. Zucker explained the purpose of the resolutions presented tonight.  The first resolution presented was to authorize the County to make application for these funds and the second resolution was for the purpose of acceptance of a special warranty ensuring the fair and equitable arrangements to protect the interest of employees affected by such assistance.  In short, these funds are not to be used to compete with other commercial establishments in the business of providing a like service in this area.  Mr. Zucker assured the Committee that TransVAC is not in competition with anyone as there is no business in this area providing this service to our citizens.  Motion made by Julia Fauci to present resolution number one to the DeKalb County Board with a recommendation of Approval.  Mr. MacMurdo seconded this motion.  Motion carried unanimously.  Motion made by Mr. Slack to present resolution number two to the DeKalb County Board with a recommendation of Approval.    Ms. Fullerton seconded this motion.  Motion carried unanimously.

FAS RESOLUTION FOR ROAD IMPROVEMENT PROJECTS:

            Mr. Lorence explained to the Committee that Federal Funds are available for the resurfacing of Cherry Valley/Stone Quarry/Five Points Roads.  This project has been designated as Section 02-00197-00-RS.  Mr. Lorence stated the County’s share of this $800,000.00 project was $160,000.00 and these funds had been approved in the 2003 budget.  The resolution presented will authorize the Chairman of the DeKalb County Board to execute the FAS agreement with the State of Illinois.   Motion made by Mr. MacMurdo to present the resolution to the DeKalb County Board with a recommendation of Approval.  Mr. VanBuer seconded this motion.  Motion carried unanimously.

APPROVAL OF BID AWARDS

            Chairman Wilson presented the recommended bid awards for the summer seal coat operations and Road District aggregate, spread on road (SOR) projects, to the Committee. 

Mr. Lorence explained that the bid award presented was for all seal coat operations for DeKalb County roads as well as those Road Districts who would be seal coating their roads this summer.  By combining all projects into one bid, the County and Road Districts enjoy a very competitive price due to economy of scale.  Five bid packages were requested by qualified bidders and only two sealed bids were returned.  Curran Construction Company submitted a bid in the amount of $538,471.60; Road Oil Service submitted their bid of $525,371.00.  Mr. Lorence recommended to the Committee that they recommend Road Oil Service be awarded the contract.  Mr. Lorence also presented the County Maintenance Resolution for appropriating Motor Fuel Tax (MFT) to pay for a portion of the County’s seal coat projects.  Motion was made by Mr. MacMurdo and seconded by Ms. Fullerton to present the resolution to award the seal coat bid to Road Oil to the DeKalb County Board with a recommendation of approval.  Motion carried unanimously.   Motion was made by Ms. Fullerton and seconded by Mr. Gudmunson to present the County Maintenance Resolution for MFT funds to pay for a portion of the County’s seal coat projects to the DeKalb County Board with a recommendation of approval.  Motion carried unanimously. 

             Mr. Lorence explained the SOR projects for the Road Districts.  When Township MFT funds are used the County must award bids to the lowest qualified bidder meeting specifications.  Macklin, Inc. was the lowest bidder for several road projects within DeKalb County Road Districts as listed on the resolution. Mr. Lorence recommended the Committee recommend the award to Macklin, Inc.   Motion was made by Mr. VanBuer and seconded by Mr. MacMurdo to present the resolution to award the SOR aggregate bids for various Road Districts to Macklin, Inc. to the DeKalb County Board with a recommendation of approval.  Motion carried unanimously.     

RESOLUTION FOR INTERGOVERNMENTAL AGREEMENTS:

            Mr. Lorence presented an Intergovernmental agreement with the Townships of Milan and Shabbona for the central permitting of all roads to be used by FPL and their contractors during the construction of the wind farm in DeKalb County.  The Road District Commissioners have requested the County Engineer perform this function for them to allow for a uniform permitting process.  Mr. Lorence informed the Committee he would be happy to accommodate the Commissioners with their request.  In order for this to be done the Chairman of the DeKalb County Board would need to be authorized to sign the intergovernmental agreements with the Road Districts.  Motion made by Mr. MacMurdo to present the resolution authorizing the Chairman to sign both intergovernmental agreements to the DeKalb County Board with a recommendation of Approval.  Mr. Gudmunson seconded this motion.  Motion carried unanimously.

CHAIRMAN’S COMMENTS:

Chairman Wilson expressed his appreciation to Vice-Chairman MacMurdo for presiding over February’s meeting in his absence.  Chairman Wilson pointed out that a copy of the items of interest to the Committee, as discussed at the February meeting, was provided in their Committee packages and the Committee can refer to that list as the need arises. 

COUNTY ENGINEER’S COMMENTS:

            Mr. Lorence explained the status of current projects and highlighted some recent developments that should be of interest to the Committee.  As a matter of information the Committee was informed that the bridge lettings scheduled for April will probably be pushed back to May or June. 

Mr. Lorence explained the damage caused to the bridge on Kirkland Road due to a recent automobile accident.  Because of the damage the bridge had to be posted for vehicle traffic only, no trucks or buses.  The cost of repairs could be in excess of $100,000 and this expense will be submitted to responsible party’s insurance company for recoupment.  Also, Mr. Lorence explained that Belvidere Construction had requested a three-week extension for the completion of the Genoa Railroad Bridge project.  That request has been denied based on information that there was no sound reasoning for the delay in completion other than lack of aggressiveness on the part of the Contractor to schedule sub-contractors properly.  Further, Mr. Lorence explained that the Peace Road and Bethany Road project is tentatively scheduled to be let during 2004.  The City of Sycamore is the lead agency on that project and the County has to wait until they are ready to proceed.

            At the request of Chairman Wilson, Mr. Lorence reviewed the five-year plan with Committee members.  It was explained that years one and two are pretty firm as far as funding, planning, and scheduled execution is concerned.  Year three is used as a planning year and is subject to change based on other priorities that may arise.  Years four and five are floating years and those projects are in the very initial stages of development.  Years four and five projects are moved either forward or backward depending on funding availability and priority of work to be completed.

            Chairman Wilson explained to the Committee the need to continue to obtain right-of-ways for County Roadways to improve the safety of the traveling public.  In coming budget years the Committee will be challenged to budget for both road maintenance projects as well as aggressively pursuing right-of-ways.

ADJOURNMENT:

            There being no further business to be brought before the Committee Mr. VanBuer moved to adjourn, seconded by Mr. MacMurdo.   Motion carried unanimously and the March 6, 2003 meeting adjourned at 8:43 P.M.

Respectfully Submitted

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                                                                                    John Wilson, Chairman