The regular monthly meeting of the Public Infrastructure and Development Committee of the DeKalb County Board met on Thursday, November 4, 2004 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, Mr. Faivre, Ms. Fauci, Ms. Fullerton, Mr. Gudmunson, and Mr. Slack.  Also present were William Lorence, County Engineer and Wayne Davey, Highway Department Support Services Manager.

APPROVAL OF MINUTES: 

Motion made by Mr. Faivre and seconded by Ms. Fauci to approve the minutes of October 7, 2004.  The motion to approve the minutes carried unanimously.

APPROVAL OF AGENDA: 

Motion made by Mr. MacMurdo to approve the agenda and Ms. Fullerton seconded this motion.  Discussion followed to amend the agenda by adding a new item #3 – a resolution authorizing the County Board Chairman to enter into a Local Agency Agreement for Federal Participation for 99-00103-01-BR, Kirkland Road Bridge.    The motion carried unanimously to approve the agenda as amended. 

RESOLUTION FOR BID AWARD:  CRACK SEALING MELTOR APPLICATOR 

The County Engineer presented to the Committee the results of the bid letting held at the Highway Department on November 2, 2004 at 10:00am for the purpose of receiving bids for a crack sealing meltor applicator.  The County received two bids: one from Sherwin Industries, Inc without exceptions for $35,363.80 and one from Standard Equipment for $33,967.00 with several exceptions.  Both bids included a trade in of the Highway Department’s 1995 Crafco Sealing Machine.  Standard Equipment’s bid included exceptions of a smaller heating tank, a reduced heat transfer oil capacity, the pumping unit is external vice internal, and the drive and controls has the by pass off to the side and not on the back of the machine.  Mr. Lorence explained to the Committee that he is recommending the higher bid due to the exceptions submitted by Standard Equipment.  If the Committee did not want to award the bid to Sherwin then Mr. Lorence recommended rejecting both bids.  Sherwin would have a machine similar to what Standard bid and more than likely that price would be a lower price.  Mr. Lorence further explained a piece of equipment is spec’d to perform a function in the most efficient manner.  The recommended machine would serve that purpose.  Committee members inquired into the current crack sealing machine being used by the County and if the current machine was working with few problems.  The Committee also wanted to know what harm would be done if the machine were to break down during operations. Mr. Lorence explained that the Highway Department used our current machine this year to crack fill roads.  Last year the County replaced the pump on our machine and that has been the major expense as far as maintenance of this equipment.  Mr. Lorence indicated that this machine is depreciated over a five-year period and the County has kept it four years beyond its recommended replacement schedule.  Mr. Lorence indicated that the current machine is still working and if it were to break down the County would have to find another assignment for the crack filling crew and all that would be lost/harmed would be days lost during the window to fill cracks.  The Committee was also concerned about the County renting their equipment to the Townships when they needed to use our equipment.  Members felt that the Townships were paying for the equipment through their taxes and then paying again when/if they ever needed to borrow/rent equipment for a particular purpose. Mr. Lorence explained that is how the County funds the replacement of its equipment.  The County rents the equipment as well to cover the cost of maintenance/replacement.   The County also makes all of its equipment being replaced available to the Townships for the trade in value of that equipment should they want it.  A motion was made by Ms. Fauci and seconded by Mr. MacMurdo to forward proposed resolution to the full County Board recommending approval to award the equipment bid to Sherwin Industries.  Motion carried with six yes votes and one no vote. 

RESOLUTION TO AUTHORIZE COUNTY BOARD CHAIRMAN TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH THE VILLAGE OF KIRKLAND FOR MAINTENANCE OF KIRKLAND ROAD NORTH OF THE RAILROAD TRACKS TO THE BRIDGE:

Mr. Lorence explained to the Committee that the Kirkland Road Bridge is scheduled to have the bridge deck replaced during 2005.  As part of this replacement certain highway improvements will also be done at that time.  Improvements will include replacing sidewalks and installing curb and gutter on this portion of the roadway.  As with all Villages and Towns who have sidewalks and curb and gutter within the County’s right-of-way, the County enters into an agreement with the Village or Towns to maintain all areas outside the through lanes, to include the sidewalks and curb and gutter.  The County currently does not have the equipment to do this and sidewalks are a liability that the county does not need to absorb.  The Committee inquired if there were to be sidewalks placed to allow pedestrians to cross the bridge without having to walk on the bridge itself.  The Committee was informed that there were no such plans.  The reason behind that is the existing sidewalk does not currently extend all the way to the bridge and stops at North Street, approximately 700 feet south of the bridge.  Also the bridge is not wide enough to accommodate a sidewalk as just the deck is being replaced and not the structure supporting the bridge itself.  Mr. Lorence indicated the intergovernmental agreement would be provided to the Board Chairman for signature upon receipt from the Village of Kirkland.  A motion was made by Mr. Faivre and seconded by Mr. MacMurdo to forward proposed resolution to the full County Board recommending approval to authorize the Chairman to enter into an Intergovernmental Agreement with the Village of Kirkland for the maintenance of portions of Kirkland Road.  Motion carried unanimously.

RESOLUTION AUTHORIZING THE BOARD CHAIRMAN TO ENTER INTO A LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPATION FOR 99-00103-01-BR, KIRKLAND ROAD BRIDGE.

            Mr. Lorence explained to the Committee that the Kirkland Road Bridge project is a federal aid project.  The County will receive 80% of the cost to complete this bridge project through federal funding.  This agreement is necessary to provide the County with that funding.  A motion was made by Mr. MacMurdo and seconded by Ms. Fauci to forward the proposed resolution to the full County Board recommending approval to authorize the Chairman of the County Board to Enter into a Local Agency Agreement for Federal Participation.  Motion carried unanimously. 

CHAIRMAN’S COMMENTS:   

Chairman Wilson suggested to the committee that it might be helpful and appropriate in the future to have pictures of County equipment to be replaced.  Committee members inquired if they could look at the equipment.  Mr. Lorence explained that the Committee is offered a tour of the facilities and equipment every December/January when new members are assigned to our Committee. One will be scheduled when our new Committee is announced.  Chairman Wilson wanted Committee members to be aware that the Auditors will more than likely be contacting them during the course of the audit this year to see if anyone has any information of any fraud occurring within County Government.  Chairman Wilson commented on the DeKalb County and Township Officials fall meeting scheduled for December 2, 2004.  This is also the date of our regularly scheduled Committee Meeting.  December traditionally has a heavy schedule for the agenda and it would be difficult to cancel that meeting.  Chairman Wilson indicated this meeting is twice a year and usually Committee members can make the spring meeting and he would recommend any member that could make those meetings do so.  Chairman Wilson also commented on the DeKalb County Economic Development Corporation (DCEDC) meetings.  These meeting are held throughout the year and it is a good idea if the Committee continues to stay involved.

COUNTY ENGINEER’S COMMENTS: 

Mr. Lorence provided his progress report to the Committee.  Highlights were explained as the Irene Road Bridge is 80% complete and the contractor is hoping to complete the approach work before the asphalt plants close for the winter.   The Kirkland Road Bridge was still scheduled for a January 2005 letting which will also contain improvement on Kirkland Road.  Peace Road/Bethany Road traffic signal installation-road widening has gotten underway and we will try to have the right hand turn lane paved before asphalt plants close as well.  Bethany Road extension is scheduled for a February 2005 letting as all right of way obstacles have been removed.  Mr. Lorence informed the Committee that he has received $279,000 in HES funding for the removal of the intersection at Peace and County Farm Road and planning will begin in the near future for that project.

ADDITIONAL COMMENTS: 

            Mr. Faivre commented that he has received several complaints concerning Waterman Road.  Over the summer the road was milled and seal coated. The millings were dumped on the side of the roadway and are now higher than the roadway.  In the winter when the snowplows pass they will pick up big chunks of these millings and they will be thrown into citizens yards, ditches and into the fields.  He would like something done about this situation.  Mr. Lorence indicated that crews are out grading shoulders in an attempt to eliminate excessive shoulder material from being plowed off during the winter.  Operations will look at Waterman and see what corrective action can be taken.

            Mr. Faivre also spoke of a Route 34 by-pass around the Village of Somonauk.  Citizens were upset about it, as it would kill the current downtown businesses.  Mr. Lorence indicated that IDOT has no plans for any by-pass around Somonauk.  The only by-pass that has been discussed has been at the Village level.  This was discussed due to Route 34 through Plano being widened to five lanes and the Village is concerned that if IDOT were to widen Route 34 through Somonauk they would be forced to destroy homes and businesses.  Therefore, the Village was suggesting to IDOT that a by-pass be proposed, but IDOT has nothing planned in the foreseeable future. 

            Mr. Gudmunson inquired if County roads were built using Federal funding could the County illegally post them.  Mr. Lorence stated that all County roads are eligible for Federal funding and if used, it does not place any restriction on the County for posting their roads.  If the County were to use TARP funds to build a road then there is a requirement that the road be built as an 80,000-pound road.  As such those roads would not be posted.  DeKalb County has used TARP funds to build portions of Peace Road only.  All other roads, not built to 80,000 pounds, will continue to be posted as allowed by law by the County Engineer when conditions warrant such postings.

ADJOURNMENT: 

            There being no further business to be brought before the Committee Mr. MacMurdo moved to adjourn, seconded by Mr. Slack.   Motion carried unanimously by voice vote and the November 4, 2004 meeting adjourned at 8:15pm.