A meeting of the Highway Committee of the DeKalb County Board met on Thursday June 7, 2007 at 6:00pm in the Conference Room of the DeKalb County Highway Department, DeKalb, Illinois.  

Chairperson LaVigne called the meeting to order at 6:00pm.  Committee members present were, Mr. Anderson, Vice-Chair Augsburger, Mr. Stuckert and Mr. Walt.  Also present were Mr. Lorence, County Engineer, Ms. Stacy Richardson, Support Services, Highway Department and Mr. Tom Zucker, Executive Director TRANSVAC.

APPROVAL OF MINUTES:

Motion made by Mr. Anderson and seconded by Vice-Chair Augsburger to approve the minutes of the regular May 3, 2007 meeting.  The motion to approve the minutes carried unanimously.

APPROVAL OF AGENDA:

Motion made by Mr. Stuckert to approve the agenda and Mr. Walt seconded this motion.  The motion carried unanimously to approve the agenda as presented.

PUBLIC COMMENT:  There was no public comment. 

TRANSVAC BUSINESS:

            Mr. Tom Zucker presented to the Committee three items for consideration.  The first item was an Application for IDOT Consolidated Vehicle Procurement Program.  This would allow for TransVac to procure vehicles from the State at a shared cost of 80/20.   These applications must be submitted through a governmental agency.  There would be no cost to the County for submitting this application.  All future maintenance cost becomes the responsibility of TransVac and would not be the responsibility of the County.  This program is running behind and it is not certain if any funding would be available for the 2007 Program.  However, TransVac has learned that vehicles requested through the 2005 grant have been approved.  Replacement vehicles are usually behind and not in the number that are requested but every vehicle helps.  TransVac currently has a fleet of 40 vehicles with 27 vehicles running at peek times.  The remaining vehicles are spares and two are used for parts only.  

The FY-08 5311 Grant is a grant for operating funding for TransVac.  This is required to be submitted through a Government agency as well and is a pass through grant.  That means that all funds are passed through the County to TransVac.  Like the funding, all responsibility and liability is passed from the County to TransVac as well.  TransVac match is 50%.  This grant is used to provide transportation for residents of DeKalb County outside of the MPO area of DeKalb, Sycamore, and Cortland.  TransVac uses soft/hard matches for their share and have always had no problem in meeting their share.  There is a north/south route that begins and ends in Sandwich and runs to the DeKalb/Sycamore/Cortland area.  One route is operating in the northern part of the County serving Genoa, Kirkland, Kingston area originating in Sycamore and a Malta Route that serves the TriCounty Health Care Clinic located at Kishwaukee College.  There are also MedVac routes assisting residents with transportation to medical appointments. 

The last item is the Special Warranty.  This Warranty is required of the County and it simply states that public funds will not be used to provide TransVac with an unfair advantage in operating in this area with other agencies providing the same type of service to the public on a private bases.  A motion was made by Vice-Chair Augsburger and seconded by Mr. Anderson to forward all three items to the full County Board recommending approval.   The motion carried unanimously.

RESOLUTION TO RE-ENTER INTO AN AGREEMENT OF UNDERSTANDING FOR MAINTENANCE AND CONSTRUCTION WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION (IDOT):

Mr. Lorence explained to the Committee that the County is currently operating under such an agreement.  Due to the recent reappointment of Mr. Lorence as the County Engineer IDOT has requested a renewal of this agreement.  This agreement indicates that the DeKalb County Engineer’s Office is staffed with competent staff to carry out IDOT policy when performing maintenance and construction projects on the DeKalb County roadway system.  These projects can be completed with reduced IDOT supervision and oversight, but all IDOT requirements must still be met.  The responsibility to ensure IDOT policy is complied with falls under the purview of the County Engineer who must undergo an annual project review to ensure compliance.  This agreement serves as a paperwork reduction and allows projects to move through channels at a greater speed.  Mr. Lorence recommended that the Committee take favorable action on this item.  A motion was made by Mr. Anderson and seconded by Mr. Walt to forward the resolution to the full County Board recommending the County Board Chairperson and the County Engineer sign the Agreement of Understanding.   The motion carried unanimously.

AWARD RESOLUTION FOR 07-01000-01-GM:  AFTON ROAD DISTRICT HOT MIX PROJECT: 

Mr. Lorence explained that bids were received to place a leveling binder course on portions of Crego Road in Afton Road District.  The Road Commissioner was going to seal coat this road but due to problems with the road during the spring freeze/thaw cycle, the Road Commissioner thought a hot-mix overlay would be better for the road.  Only one bid was submitted for this project for unknown reasons.  However, that bid is under the Engineer’s estimate and the County Engineer recommends approval of this award to Curran Contracting Company.  The amount of the bid was $153,575.15 for 2.473 miles.  A motion was made by Mr. Anderson and seconded by Mr. Walt to forward the resolution to the full County Board recommending the award of this project to the sole bidder meeting specifications.   The motion carried unanimously.        

AWARD RESOLUTION FOR THE REPLACEMENT OF ONE ¾ TON PICK-UP TRUCK: 

Mr. Lorence explained to the Committee that bids were received for the scheduled replacement of one ¾ ton pick-up truck assigned to the Operations Division.  The vehicle being traded is a 1999 Chevy ¾ ton pick-up with approximately 137,000 miles.  Only one bid was received and that was from Mike Mooney, Inc. from DeKalb, Illinois.  The total amount for this vehicle was $23,495.00, which includes a trade in of $3,500.00.  The County Engineer recommended the Committee forward this award to the full County Board recommending approval of this award.  A motion was made by Vice-Chair Augsburger and seconded by Mr. Anderson to forward the resolution to the full County Board recommending the award to the sole bidder.   The motion carried unanimously.        

RESOLUTION TO ENTER INTO A LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPATION FOR CHERRY VALLEY ROAD BRIDGE REPLACEMENT UNDER SECTION 04-00206-00-BR: 

Mr. Lorence explained to the Committee that the Cherry Valley Road Bridge is being replaced with Federal funding and as with all such projects the County needs to enter into an agreement with IDOT to secure the funding.  Funding is 80% Federal and 20% County funds for that portion of the construction associated with the bridge and approaches.  Some additional turn-lane work will be completed at the same time and that work will be paid for using County funds.  The County’s portion of this entire project has been estimated at $426,902.00.  Due to some difficulties with the additional right-of-way needed for this project it would appear that the County will not make the June letting.  Additional time is needed due to the three steps now required for right-of-way acquisition (appraiser/appraiser reviewer/negotiator).  In the past the County Engineer could act as the appraiser reviewer but this has recently been changed and that can no longer happen.  The County is hoping for a September letting with construction probably not starting until next year.  A motion was made by Mr. Stuckert and seconded by Vice-Chair Augsburger to forward the resolution to the full County Board recommending approval.    The motion carried unanimously.        

CHAIR’S COMMENTS:           None

COUNTY ENGINEER’S COMMENTS: 

The Transportation Improvement Progress Report was provided to the Committee for their review.  The highlighted projects were discussed.  Peace Road surface course will start in July and work continues on the traffic signals for Peace Road.  All of the bridge projects are awaiting the Corps of Engineer’s to renew their National Permits which have to be renewed every five years or so which is a six-month procedure.  Once these permits have been issued work can begin on bridge projects to include the letting of these projects.  Progress continues on the right-of-way acquisition for Glidden Road and the design engineering continues for the North Grove Bridge project.  Good progress is being made on the Suydam Road Bridge with 74% of the construction being completed. 

ADDITIONAL COMMENTS: None

ADJOURNMENT

Chair LaVigne inquired if there was anything else that needed to be brought before the Committee and hearing none asked for a motion to adjourn.  A motion was made by Mr. Anderson to adjourn and Vice-Chair Augsburger seconded this motion.  The motion passed unanimously and the June 7, 2007 meeting was adjourned at 6:40p.m. 

Respectfully Submitted

Patricia LaVigne

Chairperson