DRAFT

HIGHWAY COMMITTEE

February 4, 2010

A meeting of the Highway Committee of the DeKalb County Board was held on Thursday February 4, 2010 at 6:00pm in the Conference Room of the DeKalb County Highway Department, DeKalb, Illinois.  

Vice-Chairperson Augsburger called the meeting to order at 6:01pm.  Committee members present were Mr. Emerson, Mr. Chambliss and Mr. Gudmunson.  Also present were Mr. William Lorence, County Engineer, Wayne Davey, Support Services Manager, Jim Quinn, Operations Manager, Mr. Ken Andersen County Board Member and Mr. Larry Forsberg. 

APPROVAL OF MINUTES:

Motion made by Mr. Gudmunson and seconded by Mr. Emerson to approve the minutes of the regular December 3, 2009 meeting.  The motion to approve the minutes carried unanimously. 

APPROVAL OF AGENDA:

Motion made by Mr. Gudmunson to approve the agenda and Mr. Emerson seconded this motion.   The motion to approve the agenda carried unanimously. 

PUBLIC COMMENT:  Mr. Andersen inquired into the status of the bridge on Kesslinger Road.  Mr. Lorence stated that this matter is currently in negotiations with Enbridge and we have been informed that both parties are very close to a settlement.  The issue appears to be the amount of depreciation of the existing structure and both parties are continuing to meet.  Hopefully something will be determined in the very near future.  Mr. Andersen inquired into the possibility to proceed with some preliminary work to replace this structure prior to a settlement.  Mr. Lorence stated that could be done if Afton Road District was willing to upfront the cost of any such work with the understanding that reimbursement might not be forthcoming as part of any settlement.

MFT RESOLUTION #R2010-01 FOR PEACE ROAD RESURFACING PROJECT: 

Mr. Lorence explained that Peace Road will be resurfaced from Illinois Route 64 north to Freed Road during 2010.  The intersection of Frantum Road, where the new Sycamore Fire Station is located, will also be resurfaced in conjunction with this project. In order for the County to properly advertise this project, IDOT requires an executed MFT resolution if MFT funds will be used to pay for the project.  The County will be utilizing MFT funds for this project and therefore this resolution is required to move the project forward to letting.  The estimated total cost of this project is $460,000.00 with $253,000.00 being programmed for MFT funds.  A motion was made by Mr. Emerson and seconded by Mr. Gudmunson to forward this resolution to the full County Board recommending approval.  The motion carried unanimously. 

AWARD RESOLUTION #R2010-02 FOR THE 2010 ROAD DISTRICT MFT AGGREGATE PROJECTS: 

Mr. Lorence explained that bids were taken for all Road District aggregate projects for 2010 on February 2, 2010.  Five aggregate projects were requested this year and four Road Districts are using their MFT funds to fund their projects.  In order for the Road Districts to spend MFT funds the full County Board must receive bids and award same to the lowest bidder meeting specifications.  Macklin, Inc from Rochelle, Illinois submitted the low bid meeting specifications for the following projects:  Paw Paw Road District in the amount of $19,260.00 for 2,000 tons of aggregate surface course to be spread on Kane Road; Shabbona Road District in the amount of $27,390.00 for 3,000 tons of aggregate to be spread on Shabbona Grove Road; and Victor Road District in the amount of $67,536.00 for 6,700 ton of aggregate spread on Sanderson, Graham and Watson Roads.  Wagner Aggregate, Inc. submitted the low bid meeting specifications for the following project:  Pierce Road District in the amount of $57,420.00 for 6,000 tons of aggregate to be spread on Mill, Owens, Pritchard and Rimsnider Roads.  Mr. Lorence recommended the Committee forward this resolution recommending approval.  A motion was made by Mr. Gudmunson and seconded by Mr. Emerson to forward this resolution to the full County Board recommending award.  The motion carried unanimously. 

AWARD RESOLUTION #R2010-03 FOR BOX, PLOW, WING AND SPREADER

The County Engineer explained that during December the full County Board approved the replacement of one tandem and this award would be to equip that tandem with the equipment needed to perform its primary mission – plow snow.  Bids were taken on February 2, 2010 and two bids were received with Monroe Truck Equipment submitting the low bid meeting specifications.  The County has had several dealing with this Company and has been very satisfied with their product.  The low bid was in the amount of $77,436.00 and is a 3% increase over 2009 prices.  Mr. Lorence recommends the Committee forward this resolution to the full County Board recommending approval.  A motion was made by Mr. Gudmunson and seconded by Mr. Chambliss to forward the resolution to the full County Board recommending approval.  The motion carried unanimously. 

AWARD RESOLUTION #R2010-09 FOR THE 2010 COUNTY WIDE SEAL COAT PROJECTS:   

Mr. Lorence stated bids were received and opened on February 2, 2010, at the Highway Department for this year’s seal coat projects.  As in years past this project is awarded as one contract for all Road District and County projects.  Two bids were received and the low bid meeting specifications was submitted by Road Oil, Inc. from Granville, Illinois.  Mr. Lorence stated the County has awarded to this firm several times and the County has been satisfied with their performance.  The low bid was in the amount of $408,885.00 and Mr. Lorence recommended the Committee forward this resolution to the full County Board recommending approval.   A motion was made by Mr. Emerson and seconded by Mr. Gudmunson to forward this resolution to the full County Board recommending award.  The motion carried unanimously.

MFT RESOLUTION #R2010-10 FOR DEKALB COUNTY’S 2010 SEAL COAT PROJECT: 

Mr. Lorence explained in order for the Highway Department to expend MFT funds on any project the full County Board must pass a resolution authorizing such expenditure.  DeKalb County will be utilizing MFT funds to pay for a portion of the County’s 2010 Seal Coat Project this year, thereby necessitating the need for this resolution.  The County will pay for 50% of seal coat project from MFT for a total of $32,280.00.  Mr. Lorence recommended this resolution be forwarded to the full County Board recommending approval.   A motion was made by Mr. Gudmunson and seconded by Mr. Emerson to forward this resolution to the full County Board recommending approval.  The motion carried unanimously. 

RESOLUTION #R2010-11 FOR REVISED LOCAL AGENCY AGREEMENT FOR FEDERAL PARTICIPATION FOR GLIDDEN/RICH ROAD ROUNDABOUT: 

Mr. Lorence explained that IDOT had requested a revised Local Agency Agreement for the Glidden/Rich Road Roundabout showing the new estimated cost.  With the State HRRRP funds being capped at $481,500.00 and the new revised estimate for the construction of this project being $1,224,202.00, the County’s share of this project has increased to $742,702.00.  After comments from Committee members it was the consensus of those present that due to the increase in the County’s portion of this project this resolution should be tabled until such a time that additional HRRRP funding could be requested should that opportunity arise.  A motion was made by Mr. Emerson and seconded by Mr. Gudmunson to table this item to the March Highway Committee meeting.  The motion carried unanimously. 

CHAIR’S COMMENTS:      None

COUNTY ENGINEER’S COMMENTS: 

The Transportation Improvement Progress Report for January was provided to the Committee for their review.  The highlighted projects on the report were discussed.  Perry Road and Peace Road will both be scheduled for a May 2010 letting.  Preliminary Engineering is progressing on the Kane Road culvert project as well as Old State Road Bridge, Five Points Road Bridge, Coltonville Road Bridge and Base Line Road Bridge. 

The widening of Glidden Road and Somonauk Road are continuing to progress.  The Highway Department continues to work with our Federal Lobbyist and  Local IDOT Engineers to obtain Federal and State funding for planned projects.

ADDITIONAL COMMENTS:   None

ADJOURNMENT:

Vice-Chairperson Augsburger 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. Gudmunson to adjourn and Mr. Chambliss seconded this motion. The motion passed unanimously and the February 4, 2010 meeting was adjourned at 6:37p.m. 

Respectfully Submitted

Jerry Augsburger

Vice-Chairperson