The regular monthly meeting of the Highway Committee of the DeKalb County Board met on Thursday, April 7, 2005 at 6:00 P.M. in the Conference Room of the DeKalb County Highway Department, DeKalb, Illinois.  

Chair LaVigne called the meeting to order.  Committee members present were Vice-Chair Faivre, Mr. Anderson, Ms. Fauci, Mr. Gudmunson and Mr. Whelan.   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 Mr. Anderson to approve the minutes of March 3, 2005.  The motion to approve the minutes carried unanimously.

APPROVAL OF AGENDA: 

Motion made by Mr. Anderson to approve the agenda and Ms. Fauci seconded this motion.  The motion carried unanimously to approve the agenda as presented. 

RESOLUTION FOR BID AWARD:

The County Engineer explained to the Committee that a bid opening was held at the Highway Department on April 5, 2005.  Bids were received for the construction of walking paths at the DeKalb County Nursing Home and the construction of a concrete median on Peace Road to replace the jersey barriers currently located just south of Illinois Route 23 (Walgreen’s).  Four bids were received for the Walking Paths and the lowest bid meeting specifications ($32,934.80) was submitted by Curran Contracting Company, in DeKalb, Illinois.  The median installation also had four bids submitted with Landmark Contractors out of Huntley, Illinois submitting the lowest bid meeting specifications ($12,512.00).  The Committee commented on the extreme range of bids submitted and inquired into why that was so.  The County Engineer had no information as to why the bids were so diverse.  The Committee inquired if the County had used these contractors before and if so was there any concerns they should be aware of.  Mr. Lorence explained that the County routinely contracts with Curran Contracting Company and they would do an adequate job in the construction of the walking paths at the Nursing Home.  The County has never contracted with Landmark Contractors, but the job is not complex and the County will supervise the project.  Mr. Lorence anticipated no problems with either contractor if these projects were awarded to the lowest bidder. Mr. Lorence assured the Committee that no funds would be expended unless the County was satisfied with the workmanship of these projects.  A motion was made by Ms. Fauci and seconded by Mr. Faivre to forward the proposed resolution to the full County Board recommending the awarding of these projects to the lowest bidder meeting specifications as specified in the resolution.  The motion carried unanimously.

CHAIR’S COMMENTS:   

Chair LaVigne asked if other Committee members had anything they wanted to bring before the Committee at this time.  Mr. Anderson stated that he wanted information ahead of time that the Committee was to act on, especially eminent domain issues.  The Committee agreed that issues that are brought up in executive session could be presented at the current meeting and tabled until the next scheduled meeting.  That would give the Committee time to research the information presented and ask appropriate questions that need to be asked.

Chair LaVigne also stated she had been approached concerning why the Highway Department buys so much equipment.  Mr. Lorence explained that the equipment budget has remained consistent for the at least the last ten years.  The Department has equipment that is on a replacement schedule and only those pieces of equipment scheduled for replacement are replaced.  The replacement schedule is based on type and use of equipment and range from 5 to 25 years.  The five-year equipment replacement schedule is published each year in the DeKalb County Budget for information.  The equipment is replaced on a schedule to ensure funds are available when needed and the County does not have to replace an exuberate amount of equipment in any given year.  All equipment is tracked using an equipment software program alerting the County which vehicle is costing more to maintain than to replace.  The Highway Department attempts to maintain a balance of having reliable equipment on hand to complete the duties required of this Department and being good stewards of County funds.

COUNTY ENGINEER’S COMMENTS: 

Mr. Lorence provided his progress report to the Committee.  Highlights were explained that the Kirkland Road Bridge project was to start May 23, 2005.  At that time the road will be closed to all traffic until approximately August 22, 2005.  The Shabbona Road resurfacing project has been moved up to an April letting by the State.  The Highway Department will also construct walking paths from Knell Lane in Shabbona south to the north entrance of the High School during this project.  The cost of the walking path project will be shared with the Village of Shabbona and is being undertaken as a safety concern for school children walking to school in this area, especially in the wintertime during snow removal operations.  Mr. Lorence explained to the Committee that the project at the intersection of Peace and Bethany Roads is a City of Sycamore project.  When the weather permits construction will resume.  The pre-construction meeting is scheduled for April 19, 2005 for the Bethany Road Extension project and that project will begin shortly thereafter.

Mr. Lorence informed the Committee that the Peace Road project scheduled for 2006 would need to be looked at before the submission of the 2006 budget.  Because of the scheduled anticipated shortfall for the Oakland Drive Extension to Route 64 widening of Peace Road project, Mr. Lorence will recommend that only that portion of Peace Road from Illinois Route 64 south through the intersection of Illinois Route 23 be constructed during 2006.  This is due in part to the State granting the County $180,000.00 in TARP (Truck Access Route Program) funds to make that portion of roadway an 80,000-pound truck route.  Further, these funds will need to be obligated by the summer of 2006 or the County would have to forfeit those funds back to the State. 

For information purposes Mr. Lorence explained that the toll way authority would begin to relocate the toll plaza (Number 66) currently located at Glidden Road and I-88, to an area between Shabbona and University Roads in Malta Road District.  The County would grant the toll way an access road to the toll plaza for workers south of the overpass on Shabbona Road. 

ADJOURNMENT: 

            There being no further business to be brought before the Committee Mr. Anderson moved to adjourn, seconded by Mr. Whelan.   Motion carried unanimously by voice vote and the April 7, 2005 meeting adjourned at 6:50pm.

Chairman