The regular monthly meeting of the Highway Committee of the DeKalb County Board met on Thursday, May 5, 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 Mr. Anderson, Ms. Fauci, Mr. Gudmunson and Mr. Whelan.   Also present were William Lorence, County Engineer, Wayne Davey, Highway Department Support Services Manager, Mr. James Quinn, Highway Department Operations Manager and Mr. Brad Stojan, Territory Manager, Miller-Bradford & Risberg, Inc.

APPROVAL OF MINUTES: 

Motion made by Ms. Fauci and seconded by Mr. Whelan to approve the minutes of April 7, 2005.  The motion to approve the minutes carried unanimously.

APPROVAL OF AGENDA: 

Motion made by Mr. Anderson to approve the agenda and Mr. Whelan 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 May 3, 2005.  Bids were received for the replacement of one wheel loader.  A total of seven bids from five vendors were received.  The lowest bid meeting specifications was received from Miller-Bradford & Risberg, Inc. of Rockford, Illinois.  The County Engineer recommended the trade in of our newest wheel loader, a 1998 Daewoo 300.  This recommendation was based on the lack of availability of replacement parts in a timely manner when repairs are needed, the fact that there was only a $3,000.00 difference in the trade-in offered for the Daewoo and Case Wheel Loader, and the fact that the Daewoo cost of repairs have been increasing each year the equipment has been in operation.   It was also noted that service items for the new equipment (oil filters, fuel filters, etc) were also the same for the Highway heavy trucks.  This would require the Department to carry less stock.  The Committee inquired into the amount in the budget for this equipment and Mr. Lorence informed the Committee that $188,000.00 was budgeted.  The excess funds would be rolled back into the fund balance of the Highway Department to be reallocated during next years budget if needed.  A motion was made by Ms. Fauci and seconded by Mr. Anderson to forward the proposed resolution to the full County Board recommending the awarding of this equipment to the lowest bidder meeting specifications as specified in the resolution.  The motion carried unanimously.

RESOLUTION FOR APPROVAL OF PROFESSIONAL ENGINEERING AGREEMENT FOR SOUTH GROVE ROAD DISTRICT BRIDGE: 

Mr. Lorence presented the Professional Engineering Agreement for the beginning engineering of the replacement of the bridge on Esmond Road over a branch of the Killbuck Creek in South Grove Road District.  This agreement is for an amount not to exceed $24,750.00. The Committee had concerns that this agreement is costly.  The Committee inquired why the County had to contract these services instead of handling them in-house.  Mr. Lorence explained that the design of a bridge required the services of a structural engineer and he is not certified as one.  The Committee inquired if there were standard plans for bridges already available that would not require the County to contract with a structural engineer for this project.  Mr. Lorence explained that there are current standard bridge designs that could be developed and utilized for certain bridge designs.  This would require that two Professional Engineers sign off on the design.  DeKalb County Highway Department only has one Professional Engineer on Staff and that is the County Engineer.  The Committee inquired if the County could work with other Counties who also had a Professional Engineer on staff to complete projects like this to save the County taxpayer’s money.  Mr. Lorence indicated that could be accomplished in certain cases and it has been done in the past.  It all depends on the recommended design of the bridge being replaced and that is usually based on the required size of waterway opening to control water flow and flooding.  Mr. Lorence explained that professional services are not usually bid. The County Engineer requests quotes from Engineering firms that have been used in the past and that the County Engineer is satisfied with the completed work project.  At that point the County Engineer recommends to the Committee the firm he feels most qualified to complete the project at the lowest possible price.  This agreement includes several steps in the design of a bridge that the staff at the Highway Department is not qualified to complete.  A motion was made by Mr. Anderson and seconded by Ms. Fauci to forward the proposed resolution to the full County Board recommending entering into this Preliminary Engineering Services Agreement with Wendler Engineering Services.  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.  The Committee inquired into increased traffic on County roads due to Route 64 now being closed.  Mr. Lorence explained the marked 80,000-pound truck detour route is I-39, IL Route 38, to IL Route 23.   Car traffic will increase on our roads simply because local traffic will use County Roads while the detour is in effect.  There could be some illegal running of trucks on our roads but the Sheriff Department always keeps a close watch to prevent that as much as possible.  The road closure was necessary due to the fact that the bridge being replaced just west of the DeKalb County Line had a pavement failure in the lane used for passing traffic. 

Chair LaVigne thanked the Committee for the spirited discussions on agenda items and turned the meeting over to the County Engineer for his comments.

COUNTY ENGINEER’S COMMENTS: 

Mr. Lorence provided his progress report to the Committee.  The Shabbona Road resurfacing project has been (or will be) awarded to Aurora Blacktop.  Mr. Lorence explained to the Committee that the project at the intersection of Peace and Bethany Roads is a City of Sycamore project and the project has started back up again.  Work is mainly proceeding with the City’s portion of the project at this time.  The DeKalb Road District Bethany Road Extension project has began with some preliminary dirt work. 

Mr. Lorence presented to the Committee the recommended 2006 construction projects and Capital Equipment purchases being recommended for inclusion in next year’s budget for their information. 

ADJOURNMENT: 

            There being no further business to be brought before the Committee Mr. Whelan moved to adjourn, seconded by Mr. Anderson.   Motion carried unanimously by voice vote and the May 5, 2005 meeting adjourned at 7:35 pm.

Respectfully Submitted 

_________________________
 

Pat LaVigne

Chairman