The regular monthly meeting of the Highway Committee of the DeKalb County Board met on Thursday, February 3, 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 Chair LaVigne, Vice-Chair Faivre, Mr. Anderson, Ms. Fauci, Mr. Gudmunson, and Mr. Whelan.   Also present were William Lorence, County Engineer, Wayne Davey, Highway Department Support Services Manager, and Mr. Greg Mullberg, Farm Bureau.

APPROVAL OF MINUTES:

Motion made by Vice-Chair Faivre and seconded by Mr. Whelan to approve the minutes of January 6, 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 INTERGOVERNMENTAL AGREEMENT FOR SHABBONA ROAD IN THE VILLAGE OF SHABBONA:

            The County Engineer explained that the intergovernmental agreement was for the purpose of allowing the Village of Shabbona to construct approximately 700 feet of sidewalk within the County right-of-way along the east side of Shabbona Road beginning at the North entrance of the high school and proceeding north to Knell Lane.  It has become dangerous for school children to walk to school, especially during the winter when snowplowing operations are underway.  Without the presence of sidewalks, the children have a tendency to walk in the roadway out of the snow, causing concern for the snowplow operators and placing children at risk of getting injured.  The County has agreed to participate in the cost of the construction of this project in conjunction with the resurfacing of Shabbona Road later in the year.  No dollar amount has been agreed upon by the Mayor of Shabbona and the County Engineer as of this date.  An estimate of the cost to construct this portion of sidewalk is $7,000.00.  As with all intergovernmental agreements of this kind, once the sidewalk is built the maintenance and repair responsibility will rest with the Village of Shabbona for as long as the sidewalk is in existence.  The Village also must agree to hold the County harmless for any incident that occurs on the sidewalk.  A motion was made by Ms. Fauci and seconded by Mr. Anderson to forward the proposed resolution to the full County Board recommending approval of the intergovernmental agreement and authorizing the Chairman to sign the appropriate documents.  The motion carried unanimously. 

RESOLUTION TO ENTER INTO A LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPATION FOR THE RESURFACING OF SHABBONA ROAD:  

            The County Engineer explained to the Committee that the resurfacing of Shabbona Road from US Route 30 south to East Chicago Road was originally scheduled for the 2006 construction year.  Due to funding availability that might not be offered to DeKalb County during 2006, IDOT suggested moving this project to the 2005 construction year when funding possibilities look more favorable.  The County Engineer explained that the County has or will have the funds to cover this project if it is rescheduled.  Depending on the timing of the project a budget amendment might be necessary, but the funds are available in the fund balance.  This is a Federal project expected to cost $500,000.00 with the Federal Government paying 80% of that amount and the County being responsible for 20% or $100,000.00.  A motion was made by Vice-Chair Faivre and seconded by Mr. Whelan to forward the proposed resolution to the full County Board recommending approval of the resolution and authorizing the Chairman to enter into this Agreement with the State and to sign the appropriate documents.  The motion carried unanimously. 

RESOLUTION FOR BID AWARD FOR DEKALB ROAD DISTRICT SECTION NUMBER

03-04118-00-AS: 

The County Engineer presented to the Committee the results of the bid letting held at the Highway Department on February 1, 2005 at 10:00am for the purpose of receiving bids for several construction projects.  The first project presented is a Road District project belonging to DeKalb Road District.  It is for the extension of Bethany Road from Glidden Road west and south to Twombly.  For this year the roadbed will be constructed with aggregate and the roadway to be hot mix surfaced at a later date, tentatively scheduled for the 2006 construction year.  Five bids were received for this project with Schlichting & Sons submitting the lowest bid meeting specifications.  This project will be paid for with Road District funds and the engineering for this project will be paid for using Road District Motor Fuel Tax funds.  The low bid was in the amount of $687,384.00.  A motion was made by Mr. Anderson and seconded by Mr. Whelan to forward the proposed resolution to the full County Board recommending the awarding of this project to Schlichting & Sons of Rockford, Illinois.  The motion carried unanimously. 

RESOLUTION FOR BID AWARD FOR ROAD DISTRICT AGGREGATE PROJECTS FOR 2005 (SPREAD ON ROAD): 

The County Engineer presented the Committee with the results of the February 1, 2005 bid letting for aggregate projects for the upcoming year.  Two projects were submitted that are to be paid for using Road District Motor Fuel Tax funds.  Milan and Paw Paw Road Districts had requested bids for these projects.  Macklin, Inc. from Rochelle, Illinois submitted the low bids meeting specifications for these projects.  Milan Road District requested Willrett Road from Gurler Road to Keslinger Road have aggregate spread on it and Paw Paw Road District requested South County Line Road from Svendsen Road to the LaSalle County Line be spread with aggregate.  Milan Road District project is section number 05-10000-00-GM and the bid was $39,045.00.  Paw Paw Road District project is section number 05-11000-00-GM and the bid was $32,160.00.  A motion was made by Ms. Fauci and seconded by Mr. Anderson to forward the proposed resolution to the full County Board recommending the award of these projects to Macklin, Inc. of Rochelle, Illinois.  The motion carried unanimously.   

RESOLUTION FOR BID AWARD FOR DEKALB COUNTY SEAL COAT PROJECTS FOR 2005:

            The County Engineer explained that the County bids all seal coat projects for the road districts as well as the County under one section.  This allows for a greater economy of scale and results in lower prices for these projects.  The cost per mile this year was 3% lower than last year’s award.  Road Oil, Incorporated from Granville, Illinois has submitted the low bid meeting specifications for this project in the amount of $599,964.61.  A motion was made by Mr. Gudmunson and seconded by Mr. Anderson to forward the proposed resolution to the full County Board recommending the award of this project to Road Oil, Incorporated of Granville, Illinois.  The motion carried unanimously. 

RESOLUTION FOR BID AWARD FOR SNOW PLOW, FRAME, HYDRAULIC SYSTEM, DUMP BOX, SPREADER AND UNDERBODY BLADE:

            The County Engineer presented the Committee with bids received for the above equipment to be placed on the single axel cab and chassis approved by the County Board at their January meeting.  Two bids were received for this equipment.  Monroe Truck Equipment of Monroe, Wisconsin submitted the low bid meeting specifications in the amount of $60,870.00.  Mr. Lorence informed the Committee that the price for the entire truck has come in under the budgeted amount.  A motion was made by Vice-Chair Faivre and seconded by Ms. Fauci to forward the proposed resolution to the full County Board recommending approval of this award to Monroe Truck Equipment of Monroe, Wisconsin.  The motion carried unanimously. 

RESOLUTION TO AWARD ENGINEERING AGREEMENT FOR SECTION 04-00206-00-BR FOR THE REPLACEMENT OF A COUNTY BRIDGE ON CHERRY VALLEY ROAD OVER THE KINGSBURY CREEK:

            The County Engineer explained to the Committee that the above bridge is scheduled to be replaced in 2008.  In order for that to happen engineering for this project must get underway.  This is scheduled to be a Federal project and as with all Federal projects certain additional rules and regulations apply, not only to the bridge, but also to the roadway approaches and shoulders.  Additional right-of-way will have to be negotiated with landowners, soil samples taken and borings completed.  This will be a lengthy project.  This agreement covers only the foreseeable cost to the preliminary engineering portion of this project and does not cover any additional costs that may arise that have not been anticipated.  The cost of this agreement covers labor and materials for the preparation of plans and specifications for this project.  The cost is $42,425.00.  The Committee questioned this amount and the County Engineer explained this was the lowest of three estimates received with the highest being over $100,000.00.  The County Engineer recommended approval of this agreement.  A motion was made by Mr. Anderson and seconded by Ms. Fauci to forward the proposed resolution to the full County Board recommending approval of this agreement with Wendler Engineering & Surveying, Inc. of Dixon, Illinois.   The motion carried unanimously. 

CHAIR’S COMMENTS: 

            Chair LaVigne had received a call from a concerned citizen regarding the intersection of Glidden Road and Old State Road being a very dangerous intersection and that a four-way stop needed to be installed.  Chair LaVigne requested Mr. Anderson look into this matter with residents in this area.  Mr. Anderson indicated that the supervisor of Mayfield Township and the area residents indicated that, in their opinion, a four-way stop was not necessary at this time.

 Chair LaVigne asked the County Engineer to expound on this and Mr. Lorence explained that this intersection does not currently meet the warrants for a four-way stop.  The warrants are 300 vehicles per hour for Glidden and 200 vehicles per hour for Old State and five accidents within the last 12 months that are susceptible to correction by installing of a four way stop.   Mr. Lorence indicated he would review the current accident data and see if anything had changed since his last review during July 2004 and provide that information to the Chair for her use in responding to this concern.

Chair LaVigne requested Ms. Fauci report to the Committee some information she has concerning bike paths.  Ms. Fauci reported she has been working with Ms. Cheryl Maness, First Ward Alderperson from the City of Sycamore to devise a plan to install a bike path on the east side of Peace Road between Bethany Road and Il Route 23.  Ms. Fauci indicated that she was responsible to inquiry into possible funding for the construction of this project while Ms. Maness would look into the possibility of acquiring the necessary land for such use.  Ms. Fauci also indicated that Ms. Maness would be willing to come to the April meeting of the Highway Committee to present any proposal she might have at that time.  Mr. Lorence indicated that the County Engineer’s Office is willing to provide the engineering for this project in house but does not have any funds available for the construction of such a project.  Ms. Fauci indicated that the Federal Government has made $80 million available through their enhancement funding for these projects.  Mr. Lorence indicated that the State of Illinois has not made these funds available as of yet.  Once a bike path is constructed they are usually taken over by the Park District or the Forest Preserve to maintain.    

COUNTY ENGINEER’S COMMENTS: 

Mr. Lorence provided his progress report to the Committee.  Highlights were explained as the Kirkland Road Bridge project that has been awarded to Civil Constructors, Inc. in the amount of $882,038.4.  The Bethany Road extension project was recommended by the Committee to be awarded to Schlichting & Sons and the Shabbona Road project is being moved up one year to this summer.  

Mr. Lorence provided the Committee with the DSATS Long Range planning newsletter and indicated this will be available to the Committee on a regular basis through e-mail.

Vice-Chair Faivre inquired if the County could provide all the information from the Comprehensive Plan to a transportation planner and have them recommend to the County just where new roads will likely need to be built in the future.  Mr. Faivre indicated this information would be very useful as the Highway Committee goes forward with future road building.  Mr. Lorence indicated he would ask around and see if the County could get an estimate as to how much such plan would likely cost.  Mr. Lorence indicated such a study would be very costly and estimated at least $100,000.00 would be necessary for such a project. 

ADJOURNMENT: 

            There being no further business to be brought before the Committee Mr. Whelan moved to adjourn, seconded by Mr. Gudmunson.   Motion carried unanimously by voice vote and the February 3, 2005 meeting adjourned at 7:10pm.

Respectfully Submitted 

Patricia LaVigne

Chair