A meeting of the Highway Committee of the DeKalb County Board met on Thursday December 4, 2008 at 6:00pm in the Conference Room of the DeKalb County Highway Department, DeKalb, Illinois.  

Chairperson LaVigne called the meeting to order at 6:30pm.  Committee members present were, Vice-Chairperson Augsburger and Mr. Emerson.   Also present were Mr. Bill Lorence, County Engineer, James Quinn, Operations Manager and Wayne Davey, Support Services Manager. 

APPROVAL OF MINUTES:

Motion made by Vice-Chair Augsburger and seconded by Mr. Emerson to approve the minutes of the regular October 2, 2008 meeting.  The motion to approve the minutes carried unanimously. 

APPROVAL OF AGENDA:

Motion made by Vice-Chair Augsbuger to approve the agenda and Mr. Emerson seconded this motion.  Discussion followed to amend the agenda to add an award resolution for one new tandem cab and chassis as a new item 6 and two MFT Resolutions for salary and equipment and winter maintenance materials as item number 7 and renumber the remaining items accordingly.   The motion carried unanimously to approve the agenda as amended. 

PUBLIC COMMENT:  None

RESOLUTION FOR JURISDICTIONAL TRANSFER-MALTA ROAD EXTENSION:

Mr. Lorence explained to the Committee that DeKalb County had requested this jurisdictional transfer two years ago from the State of Illinois.  The additional right-of-way was considered necessary when DeKalb County proceeds with the extension of Malta Road, south across Illinois Route 38 to Lang Road.  This is a long range project and funding for a bridge over the Union Pacific Railroad would need to be secured prior to construction of this road.  This transfer is at no cost to the County.  A motion was made by Mr. Emerson 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 FOR COUNTY HIGHWAY 31 – MALTA ROAD:

Mr. Lorence explained to the Committee that DeKalb County’s Federal Project for 2009 will be the resurfacing of Malta Road from Illinois Route 64 to Old State Road.  As such the Federal Government will provide 80% funding for the construction of this project with the County providing the remaining 20%.  The estimated cost of this project is $598,500.00 with $136,500 being County funds.  In order to secure the 80% funding the County must enter into an agreement with the Illinois Department of Transportation.  Mr. Lorence recommended that the County do so.  A motion was made by Vice-Chair Augsburger and seconded by Mr. Emerson to forward the resolution to the full County Board recommending approval.  The motion carried unanimously.

AWARD RESOLUTION FOR THE 2009 GENERAL COUNTY LETTING:

Every year DeKalb County holds a bid letting to secure prices for the year on maintenance materials that are obtained from various vendors in and around DeKalb County.  These materials are used by DeKalb County and the 19 Road Districts.  Prices are for FOB only and that means users must go to the vendor to pick up the product requested.  When MFT funds are used the product must be picked up from the pit or quarry closest to the job site or the site that has the lowest cost to place the material on the road.  Award is granted to all bidders with the exception of the calcium chloride product.  This product is delivered either to the County or the Road Districts by the vendor and therefore must be awarded to the lowest bidder meeting specifications.  That bidder this year was Sicalco, LTD from Hinsdale, Illinois with a bid of $254.00 per flake ton which was a five percent increase over last year’s bid.  The County Engineer recommended approval to all bidders and Sicalco.  A motion was made by Vice-Chair Augsburger and seconded by Mr. Emerson to forward the resolution to the full County Board recommending approval.  The motion carried unanimously.

RESOLUTION FOR PRELIMINARY ENGINEERING AGREEMENT FOR SECTION 08-18121-00-BR, BASELINE ROAD BRIDGE IN SYCAMORE ROAD DISTRICT:

The County Engineer explained to the Committee that the Sycamore Road Commissioner has requested the Baseline Road Bridge be scheduled for replacement. After inspection of the bridge it was determined that replacement or re-decking efforts should be put in place and preliminary engineering begun to produce a set of plans for construction.  Wendler Engineering Services, Inc. of Dixon, Illinois has been chosen for this project.  The County has worked with Wendler’s several times over the years and the County Engineer is confident they will do a satisfactory job in regards to this project and recommended entering into this agreement.    The cost of this agreement is not to exceed $38,750.00.  This will be funded by the Township Bridge Plan funding and the State will pay 80% of the cost with the Road District and the County each providing 10% of the funding.  A motion was made by Mr. Emerson and seconded by Vice-Chair Augsburger to forward the resolution to the full County Board recommending approval.  The motion carried unanimously.

RESOLUTION FOR PRELIMINARY ENGINEERING AGREEMENT FOR SECTION 05-00213-00-BR, SHABBONA ROAD BRIDGE IN PAW PAW ROAD DISTRICT:

Mr. Lorence explained this was a County Bridge and is in need of replacement.  The bridge has been posted for legal loads only in the past.  The funding for this bridge will be scheduled for 100% county funding but requests will be submitted annually to request State and/or Federal funding to assist with the construction.  This bridge is being fast tracked in hopes of a stimulus package being passed by the Legislature thereby making this project eligible for additional funding.  In order to secure additional funding a set of plans must be ready.  Mr. Lorence recommended that an agreement be entered into with Wendler Engineering Services for this bridge as well.  The cost of this agreement is not to exceed $37,550.00.  A motion was made by Vice-Chair Augsburger and seconded by Mr. Emerson to forward the resolution to the full County Board recommending approval.  The motion carried unanimously.

AWARD RESOLUTION FOR A NEW TANDEM CAB AND CHASSIS:

Mr. Lorence explained to the Committee that bids were taken on December 2, 2008 for the replacement of one tandem.  Three bids were received with Chicago International Trucks of Chicago, Illinois submitting the low bid meeting specifications.  The total price for the cab and chassis is $68,752.00.    The County Engineer recommended approval of the award.  A motion was made by Vice-Chair Augsburger and seconded by Mr. Emerson to forward the resolution to the full County Board recommending approval.  The motion carried unanimously.

MFT RESOLUTIONS FOR 2009 SALARY AND EQUIPMENT RENTAL UNDER SECTION 09-00000-00-GM AND FOR WINTER MAINTENANCE MATERIALS UNDER SECTION 09-00000-01-GM:

Each month the County receives Motor Fuel Tax (MFT) funds from the State.  These funds are used for various road construction and maintenance operations and the labor involved with those operations.  In order for the County to be allowed to expend these funds they must be allocated by the State of Illinois.  The County Board requests this allocation through an MFT resolution.   Mr. Lorence recommended approval of both resolutions.  A motion was made by Mr. Emerson and seconded by Vice-Chair Augsburger to forward the resolutions to the full County Board recommending approval.  The motion carried unanimously.

CHAIR’S COMMENTS:     

a. Chair LaVigne welcomed new Committee member Mr. Emerson to the Committee and looks forward to a very rewarding term with the Committee.

b. The 2009 Meeting Schedule was presented.  The Committee meets the first Thursday of every month unless otherwise set by the Committee.  The 2009 schedule only has one holiday falling on our regular meeting dates and that is January 1, 2009.  Chair LaVigne recommended rescheduling this meeting to the second Thursday, January 8, 2009.  A motion was made by Mr. Emerson and seconded by Vice-Chair Augsburger to accept the Committee schedule as amended for the month of January 2009.   The motion carried unanimously.

COUNTY ENGINEER’S COMMENTS: 

The Transportation Improvement Progress Report for November was provided to the Committee for their review.  The highlighted projects on the report were discussed. The Bethany Road South extension in DeKalb Road District is completed for the winter.  Next year it will have a hot-mix binder and surface course placed on it.  Construction is pretty much shut down for the winter with progress being made on engineering for next year’s projects.  Preliminary Engineering for bridge projects will continue through the winter.

Mr. Lorence presented the Committee with the County’s 2008-2009 Snow Removal Policy for their information.  The Committee was also presented information on how the Committee operates and how the Department is funded.

 ADDITIONAL COMMENTS:  None

ADJOURNMENT:

Chairperson 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. Emerson to adjourn and Vice-Chair Augsburger seconded this motion. The motion passed unanimously and the December 4, 2008 meeting was adjourned at 6:55p.m. 

Respectfully Submitted

Patricia LaVigne

Chairperson