The regular monthly meeting of the Public Infrastructure and Development Committee of the DeKalb County Board met on Thursday, December 2, 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, Mr. Slack and Mr. VanBuer.  Also present were William Lorence, County Engineer and Wayne Davey, Highway Department Support Services Manager, Mr. Ray Bockman, County Administrator, Mr. Gary Hanson, Deputy County Administrator, Mr. Dennis Sands, County Board Chairman, Ms. Joan Berkes-Hanson, Director-Information Management Office, Ms. Jan Hoadley, Retired Support Services Manager and her son John.

APPROVAL OF MINUTES: 

Motion made by Mr. Faivre and seconded by Mr. MacMurdo to approve the minutes of November 4, 2004.  The motion to approve the minutes carried unanimously.

APPROVAL OF AGENDA: 

Motion made by Mr. MacMurdo to approve the agenda and Mr. Gudmunson seconded this motion.  Discussion followed to amend the agenda by deleting item 2a due to no bids being received that met specifications.  The motion carried unanimously to approve the agenda as amended. 

RESOLUTION FOR GENERAL COUNTY LETTING BID AWARD:   

The County Engineer presented to the Committee the results of the bid letting held at the Highway Department on November 30, 2004 at 10:00am for the purpose of receiving bids for road maintenance materials for the 2005 calendar year.  Mr. Lorence explained to the Committee that each year the County request bids for materials to be hauled by the County and Road Districts for road maintenance.  The advantage of this procedure allows the Road Districts to know what their material prices will be for the coming year as prices are locked in for the entire year.  The prices will be calculated using the quoted prices plus adding transportation charges to compute the lowest price on the road for materials.  That price will determine the pit/quarry from where materials will be hauled.  The calcium chloride and crack sealer will be awarded to the lowest bidder because those materials are delivered to the highway department for use.   A motion was made by Mr. VanBuer and seconded by Mr. Faivre to forward the proposed resolution to the full County Board recommending approval to award the material bids to all bidders and the liquid calcium chloride and crack sealer to the lowest bidder as indicated in the resolution.  The motion carried unanimously. 

RESOLUTION FOR BID AWARD FOR CONSTRUCTION EQUIPMENT: 

Mr. Lorence explained to the Committee that the County was scheduled to replace a one-ton truck and one ¾ ton 4x4 pickup truck during the 2005 budget year.  These vehicles were in the 2005 budget approved by the full County Board and the Committee.  Two bids were received for the one-ton and the lowest bidder meeting specifications was Brad Manning Ford of DeKalb.  Three bids were received for the ¾ ton 4x4 pickup and the lowest bidder meeting specifications was Mike Mooney of DeKalb.  Although two bids were lower than Mike Mooney’s bid those bids did not include the requested engine for the desired torque needed for our daily operations of this shop vehicle.  The Committee inquired if the Road Districts could purchase the vehicles the County was trading in and Mr. Lorence indicated that they could up to the time the County takes delivery of the new vehicles.  Mr. Lorence also indicated that the Road Districts would be informed at their monthly meeting on December 7, 2004 that these vehicles were available if anyone was interested.  A motion was made by Ms. Fullerton and seconded by Ms. Fauci to forward the proposed resolution to the full County Board recommending approval to award the vehicle bids to Brad Manning Ford and Mike Mooney respectively.  Motion carried unanimously.

MFT RESOLUTION: 

            Mr. Lorence explained to the Committee that each year a portion of the Motor Fuel Tax (MFT) received by the County is used for equipment replacement and highway maintainer’s salary.  This year’s resolution is for $677,800.00 and was included in the 2005 budget approved by the Committee and the full County Board.  Before the Highway Department can expend any 2005 MFT funds the County Board and the Department of Transportation must approve the expenditure.  For information the MFT year goes from January 1 to December 31 of the calendar year.  A motion was made by Mr. MacMurdo and seconded by Mr. Slack to forward the proposed MFT resolution to the full County Board recommending approval.  Motion carried unanimously.

CHAIRMAN’S COMMENTS:   

Chairman Wilson moved the meeting into the Highway Department Garage for the burning of the Highway Department Building’s mortgage.  Chairman Wilson made the following remarks prior to the actual burning:  “Following many years of discussion, this PI&D Committee voted early in 1999 to replace the then existing highway shed that was located on this very site.  Working with the Public Building Commission, our County Board Administrative staff found a way to finance this $2.7 million, 39,000 square foot project over a seven-year period.  Our very own engineer, Bill Lorence, with the help of his entire staff brought forth this design that not only was very practical but also came within our financial means.  Bill also served as the Construction Manager for the project saving thousands of dollars.  All our employees worked diligently, thru this construction period.  None worked any harder than Jan Hoadley.  Her efforts included sorting, and packing years of accumulated records in preparation for the move.  Continuing to do all our regular business as the building was being torn down around her.  Planning for the new office arrangement and finally the actual moving into the new space.  We are so glad to have her with us this evening as we celebrate the final pay off on this project a full two years early…. On behalf of past and current County Board members, staff and Highway employees, let us now rededicate this County asset to better serve the taxpayers of DeKalb County for many years to come.”  After the burning of the mortgage the meeting continued in the conference room of the Highway Department.

Chairman Wilson, this being his last Committee meeting with the PI&D Committee as a County Board member, thanked everyone for his or her support and hard work over the years.  The Committee expressed their sincere appreciation to Chairman Wilson for his service to the County and wished him well in his future endeavors. 

COUNTY ENGINEER’S COMMENTS: 

Mr. Lorence provided his progress report to the Committee.  Highlights were explained as the Irene Road Bridge is 93% complete and the Road District Commissioner is in the process of making a decision as to whether he will open the road to traffic without the approaches being completed with hot mix asphalt.  He has some concerns with the road being opened to traffic, as he feels the winter maintenance materials would harm the gravel approaches. Therefore he might be inclined to keep the road closed through the winter season.   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 is underway and is at 24% completion.  Mr. Lorence informed the Committee that he has meet with the City of DeKalb concerning the removal of the west intersection of County Farm Road at Peace Road and he will keep the Committee informed as to the progress being made on that project.

Mr. Lorence provided the Committee with copies of the 2004-2005 snow removal policy for their information.  Mr. Lorence also provided the Committee with a copy of the letter from Representative Pritchard in response to the Committee’s resolution 2004-62.  Mr. Lorence will correspond with Representative Pritchard in an attempt to clarify the Board’s intention of that resolution, which was to allow County Engineers to issue overweight permits for divisible loads. 

Mr. Lorence explained to the Committee that IDOT highway division is undergoing a reorganization that will result in nine existing district offices being placed under five regions. During this reorganization each district will retain its own budget and DeKalb County should not be affected by this reorganization funding wise.  DeKalb County operates under an agreement of understanding with IDOT which means most decisions affecting road projects are made by the County Engineer.  The County will still need to go through IDOT for approval of Federal projects, but this reorganization should have little effect on how DeKalb County currently does business.  Most changes will be internal to IDOT.  DeKalb County is in District Two and will remain in District Two, however District Two will be combined with District Three to form Region 2.  Mr. Gregory Mounts, who is the current District Two Engineer, will direct Region 2 as Region Engineer / Deputy Director.  The Counties added to make up Region 2 are LaSalle, Kendall, Grundy, Livingston, Ford, Kankakee and Iroquois Counties.           

ADJOURNMENT: 

            There being no further business to be brought before the Committee Ms. Fullerton moved to adjourn, seconded by Mr. VanBuer.   Motion carried unanimously by voice vote and the December 2, 2004 meeting adjourned at 8:05pm.