A meeting of the Highway Committee of the DeKalb County Board met on Thursday March 1, 2007 at 6:00pm in the Conference Room of the DeKalb County Highway Department, DeKalb, Illinois.  

Chair LaVigne called the meeting to order at 6:00pm.  Committee members present were, Vice-Chair Augsburger, Mr. Anderson, Mr. Gudmunson, and Mr. Walt. Also present were Mr. Lorence, County Engineer and Wayne Davey-Support Services Manager, Highway Department and one NIU Student working on a classroom assignment.

APPROVAL OF MINUTES:

Motion made by Vice-Chair Augsburger and seconded by Mr. Gudmunson to approve the minutes of the regular February 1, 2007 meeting.  The motion to approve the minutes carried unanimously.

APPROVAL OF AGENDA:

Motion made by Mr. Gudmunson 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.  Mr. Zach Rau, an NIU student doing research for a Journalism assignment, was welcomed to the meeting.

RESOLUTION TO AWARD THE 2007 COUNTY AND ROAD DISTRICT SEAL COAT  PROJECTS:

Mr. Lorence explained the County conducted a Bid Letting on February 27, 2007 at 10:00am in the conference room of the Highway Department to receive bids for the County and Road District’s 2007 Seal Coat projects.  Only two bids were received and the low bidder meeting specifications was Steffen’s 3-D Construction from El Paso, Illinois.  This will be the first time Steffen’s 3-D Construction will operate in DeKalb County for seal coat projects.  Mr. Lorence related to the Committee that he had heard of no complaints from surrounding counties that have used Steffen’s in the past.  Mr. Lorence recommended that the project be recommended for award.   A motion was made by Vice-Chair Augsburger and seconded by Mr. Anderson to forward the resolution to the full County Board recommending approval.  The motion carried unanimously. 

MFT RESOLUTION FOR AUTHORIZATION TO EXPEND MFT FUNDS FOR 2007 COUNTY SEAL COAT PROJECT: 

Mr. Lorence explained to the Committee that the County would use MFT funds for part of the 2007 Seal Coat Project.  In order for the County to expend these funds the County Board must first request from the State authority to do so.  This resolution accomplishes this requirement.  The County’s cost for seal coating Somonauk, Chicago and Rich Roads this year is estimated to be $170,730.00.  The County will use approximately 65% MFT funds and 35% Matching Tax funds to cover the cost.  Therefore the amount requested to be authorized for this project is $110,975.00.  A motion was made by Mr. Gudmunson and seconded by Mr. Anderson to forward the resolution to the full County Board recommending approval.  The motion carried unanimously.

AWARD RESOLUTION FOR PURCHASING ONE NEW ONE-TON CONSTRUCTION VEHICLE:  

Mr. Lorence explained to the Committee that bids were taken for the replacement of a 1996 Chevy 3500 one-ton construction vehicle.  Eight requests for bids were sent to qualified bidders on the bid list, however only two bids were received.  Of those bids only one met the specifications and qualifications.  Therefore, Mr. Lorence recommended that the purchase be awarded to Brad Manning Ford of DeKalb, Illinois, in the amount of $29,491.00.  The Committee inquired as to why the County received only two bids.  Mr. Lorence stated he was unsure as to why the County only received two bids.  This year the County specified a smaller engine to allow for additional competition.  This one-ton would not be used to haul our roller or bulk liquid tank and therefore did not need the additional horsepower as in years past.  The vehicle being traded has 133,000 plus miles on it and the approved budget has $42,500 set aside for this purchase.  The Committee requested the County Engineer to inquire as to why other vendors did not return bids for consideration.  Mr. Lorence stated he would attempt to ascertain why the County does not receive additional bids.  A motion was made by Mr. Anderson and seconded by Vice-Chair Augsburger to forward the resolution to the full County Board recommending approval.  The motion carried unanimously.

RESOLUTION FOR LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPATION IN THE HOT MIX RESURFACING OF GENOA ROAD:

Mr. Lorence explained to the Committee that this year’s Federal Project has been approved for the hot-mix resurfacing of 4.476 miles of Genoa Road from the Boone County Line southeast to the Genoa Corporate limits.  Funding participation will be 80% Federal funds and 20% County funds with the execution of the proposed Local Agency Agreement.  The total estimated cost of this project is $620,120.00 with the County local share estimated at $124,024.00.   Mr. Lorence recommended that the proposed resolution allowing the County to enter into the Local Agency Agreement with the State of Illinois be forwarded recommending approval.  A motion was made by Mr. Anderson and seconded by Mr. Walt to forward the resolution to the full County Board recommending approval.  The motion carried unanimously. 

EMINENT DOMAIN ISSUES:

Mr. Lorence explained to the Committee that his Department is continuing to work on acquiring additional right-of-way along Glidden Road to aid the traveling public in recovery efforts when their vehicles leave the roadway.  This project was undertaken at the direction of the Committee three years ago.  This years project was to acquire additional right-of-way from Illinois 64 north to Baseline Road.  Our negotiator stated she has reached an impasse with five property owners and informed the County Engineer of that situation.  The next step would be to begin the process of acquiring the needed property through eminent domain proceedings if necessary.  This step would need to be authorized by the County Board.  Mr. Lorence stated that 30-day letters had been sent to the property owners stating the County’s offer and that if the offer was not accepted, then eminent domain proceeding could be pursued.  These letters were sent on February 22, 2007 and owners would have until approximately March 22^nd to reply.  Committee members stated they were not in favor of having to use eminent domain to obtain additional right-of-way and this procedure should be used only as a last resort.  Mr. Lorence stated that most cases get settled prior to going to eminent domain proceeding but if the Committee wanted this project to go any further the County would need to authorize the use of eminent domain where necessary.  The Committee continued to discuss the need to act on this request at this meeting.  Because property owners had until March 22^nd to respond the Committee felt there was no urgency to act at this meeting.  Mr. Lorence stated that he was asking the Committee to send this issue to the full County Board so they could grant or deny approval to use eminent domain if necessary.  If authority was granted the State’s Attorney could begin to act on behalf of the County should the need arise.   A motion was made by Vice-Chair Augsburger and seconded by Chair LaVigne to request the County authorize the use of eminent domain if necessary to obtain additional right-of-way along Glidden Road and a roll call vote was requested.   After further discussion the motion was amended to table this issue until the April meeting.  The motion carried with a three to two vote with Mr. Anderson, Mr. Gudmunson and Mr. Walt voting yes and Chair LaVigne and Vice-Chair Augsburger voting no.  Item was tabled. 

CHAIR’S COMMENTS:   Chair LaVigne stated she had no additional comments to be brought before the Committee.

COUNTY ENGINEER’S COMMENTS: 

The Transportation Improvement Progress Report was provided to the Committee for their review.  The highlighted projects were discussed.  Progress is being made on right-of-way acquisition for the Shabbona Road Bridge, Cherry Valley Road Bridge and Glidden Road.  All other projects are pretty much at a stand still due to the weather.

ADDITIONAL COMMENTS:  None

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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 Vice-Chair Augsburger to adjourn and Mr. Walt seconded this motion.  The motion passed unanimously and the March 1, 2007 meeting was adjourned at 6:40p.m. 

Respectfully Submitted

Pat LaVigne

Chair