DRAFT

HIGHWAY COMMITTEE

May 6, 2010

A meeting of the Highway Committee of the DeKalb County Board was held on Thursday May 6, 2010 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 Vice-Chairperson Augsburger, Mr. Chambliss, Mr. Emerson and Mr. Gudmunson.  Also present were Mr. William Lorence, County Engineer, Stacy Richardson, Support Services, Mr. Tom Zucker, Director TransVac , Jim Quinn, Operations Manager, and Greg Millburg of DeKalb Farm Bureau.

APPROVAL OF MINUTES:

Motion made by Jerry Augsburger and seconded by John Gudmunson to approve the minutes of the regular March 4, 2010 meeting.  The motion to approve the minutes carried unanimously. 

APPROVAL OF AGENDA:

Motion made by Kevin Chambliss to approve the agenda and John Gudmunson seconded this motion.   The motion to approve the agenda carried unanimously. 

PUBLIC COMMENT:   None

TRANSVAC BUSINESS:   1a - RESOLUTIONS AUTHORIZING THE APPLICATION FOR PUBLIC TRANSPORTATION OPERATING ASSISTANCE GRANT; 1b -  RESOLUTION FOR  ACCEPTANCE OF THE SPECIAL WARRANTY FOR SMALL URBAN AND RURAL PROGRAM; 1c - RESOLUTIONS AUTHORIZING THE APPLICATION FOR AN ANNUAL CONSOLIDATED VEHICLE PROCUREMENT PROGRAM (CVP)  

Mr. Zucker explained to the Committee that the FY-11 5311 Grant is a grant for operating funding for TransVac.  This grant application is required to be submitted through a Government agency 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.  The County’s cost for this service is provided through the senior levy and provides the necessary match to be eligible for these funds.  The 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.  The Greyhound bus line is the only other Company providing transportation services in DeKalb County and they have no interest in providing the type of service that TransVac is providing.  A motion was made by Jerry Augsburger and seconded by Kevin Chambliss to forward resolutions (1a) #R2010-22 and (1b) #R2010-23 to the full County Board recommending approval.  The motion carried unanimously.

 Mr. Zucker explained the application for the IDOT Consolidated Vehicle Procurement Program (CVP) and that this application must be submitted through a governmental agency as well.  This would allow for TransVac to procure vehicles from the State at a shared cost of 80/20.   All future maintenance cost becomes the responsibility of TransVac and would not be the responsibility of the County.  When the County is eligible to apply for this assistance TransVac request the maximum number of vehicles it is authorized for, realizing that it is unlikely all would be approved.  Replacement vehicles are usually behind and not in the number that are requested but every vehicle helps.  A motion was made by Jerry Augsburger and seconded by John Emerson to forward the resolution (1c)# R2010-24 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: 

A motion was made by Jerry Augsburger and seconded by Kevin Chambliss to remove this item from the Table.  The motion carried unanimously.

As the Committee is aware, during October of 2009, the full County Board recommended approval of the local agency agreement for this project.  However, our initial estimate was considerably lower then the actual numbers originally presented to the County Engineer.   Since the new numbers were received, Mr. Lorence with the assistance of IDOT, have been requesting additional funding to cover the increase in costs.  Mr. Lorence explained that IDOT has notified the County that additional funds have been approved for this project.  An additional $620,000 in Highway Safety Improvement Program (HSIP) Funds was approved by IDOT for this project.  If the engineer’s estimate is within reason the County’s cost for this project will be approximately $183,912.10, which includes construction engineering.  The County was planning on replacing the underground drainage pipes in this area and that cost alone was over $200,000.00.  With the approval of these additional funds this safety project can be built and improvement of the drainage in this area will also be accomplished with virtually no additional cost to the County.   In light of these additional funds, the Local Agency Agreement for Federal Participation will need to be modified.  Mr. Lorence recommended that this agreement be forwarded to the full County Board recommending that the Chairperson be authorized to sign it.  A motion was made by Jerry Augsburger and seconded by Kevin Chambliss to forward this resolution to the full County Board recommending approval.  The motion carried 3 to 2 in favor.

AWARD RESOLUTION #R2010-20 FOR 2010 COUNTY HOT-MIX PROJECTS AND FRANKLIN ROAD DISTRICT HOT-MIX PROJECT: 

Mr. Lorence stated that bids were received for the 2010 County hot-mix projects as well as for one project for Franklin Road District on May 4, 2010.   The County had two projects being bid.  The first one was for the resurfacing of Perry Road from Illinois Route 23 east to Somonauk Road south, a distance of approximately 4.3 miles.  Only one bid was received for this project with Curran Contracting Company of DeKalb, Illinois submitting the only bid meeting specifications for a total cost of $717,040.00.  The State of Illinois is sharing in this cost of this project with $400,000.00 of Emergency Repair Program Funds.  This bid was under the engineer’s estimate.

The second County project was for the resurfacing of 1.19 miles of Peace Road from Illinois Route 64 north to Freed Road and the intersection of Frantum Road.  This project received two bids meeting specifications with Curran Contracting Company also submitting the low bid in the amount of $382,672.65.  This bid was under the Engineer’s estimate.

The Franklin Road District project received two bids meeting specifications for the resurfacing of 0.27 miles of Lawrence and Decker Drive.  The low bid meeting specifications was submitted by Peter Baker & Son Company of Lake Bluff, Illinois in that amount of $39,166.00.    This bid was 3% over the engineer’s estimate, however the Road District Commissioner has recommended approval of this bid.  Mr. Lorence recommended approval of these projects to the two low bidders as noted.  A motion was made by John Emerson and seconded by Jerry Augsburger to forward this resolution to the full County Board recommending approval.  The motion carried unanimously. 

AWARD RESOLUTION #R2010-21 FOR THE REPLACEMENT OF ONE 1992 CASE WHEEL LOADER: 

Mr. Lorence explained that bids were taken on May 4, 2010 for the budgeted replacement of one wheel loader.  That wheel loader is located in the Waterman Shop.  This new equipment will be staged at the DeKalb Facility and the current wheel loader in DeKalb will be relocated to the Waterman Shop.  With this redeployment of assets this Department extends the life and replacement cycle of our wheel loaders.  The use at the Waterman Shop for the loader is not as great as our DeKalb Facility.  Seven bids were received and three were disqualified for either no bid check or not meeting specifications.  The low bid submitted meeting specifications was submitted by Miller-Bradford & Risberg from Rockford, Illinois for a Case 821E, 4-yard, wheel loader in the amount of $135,650.00.  Miller-Bradford also submitted an option for one A.C.S. Scrap Grapple Bucket in the amount of $17,490.00.  Both of the Highway Department’s loaders are currently Case wheel loaders.  With this replacement being a Case as well, additional parts and fluids will not have to be maintained.  Our working relationship with Miller-Bradford is excellent and their response time to our need for parts and service is commendable.  Mr. Lorence recommended approval of this award to Miller-Bradford & Risberg.   A motion was made by Jerry Augsburger and seconded by  John Emerson to forward this resolution to the full County Board recommending approval.  The motion carried unanimously. 

RESOLUTION AMENDING THE ENGINEER AGREEMENT FOR SECTION 08-18121-00-BR, BASE LINE ROAD BRIDGE IN SYCAMORE ROAD DISTRICT:

Mr. Lorence explained to the Committee that during December of 2008, DeKalb County entered into an agreement with Wendler Engineering Services in Dixon, Illinois for the development of plans and specifications for the replacement of the Base Line Road Bridge.  At the time of this agreement the plan was to use local funds for this project, thereby eliminating several administrative steps in the design and approval process.  IDOT has notified the County that additional Bridge Funds were available if the County had a project ready to go.  The Base Line Road Bridge project was then redeveloped as a Federal/State project in anticipation of securing 80% of the funding of this Road District bridge.  In order to apply for that funding additional administrative time and processing was required by Wendler for the preliminary engineering process.  This addendum to the original agreement will authorize the County to pay for these additional services.  Mr. Lorence recommended that the Committee forward this resolution recommending approval.  A motion was made by John Emerson and seconded by Kevin Chambliss to forward this resolution to the full County Board recommending approval.  The motion carried unanimously. 

ORDINANCE FOR ALTERED SPEED LIMIT ON FIVE POINTS ROAD NORTH OF ILLINOIS ROUTE 72:

The Village of Kingston was informed by the Highway Department that the existing speed limit the Village posted on County Highway 26 was an illegal speed limit.  No engineer or traffic study was conducted as required and the County had not codified any alternate speed zone for this highway.  After learning of this, the Village requested that the Highway Department perform the required studies.  After performing a speed study from Illinois Route 72 north for a distance of 1,865 feet, it was learned that the 85^th percentile of traffic was moving at a speed of 41 miles per hour.  After considering the number of conflicts over this distance, and the number of accidents that have occurred, it was determined that the appropriate supported speed limit is 40 miles per hour.  The Village requested the speed limit be extended beyond Eric Circle, however the required studies does not support that request.  The speed study conducted between Illinois Route 72 and Eric Circle revealed that the 85^th percentile of traffic was traveling at 53 miles per hour, thereby not justifying a 40 mile per hour zone that far north.  Mr. Lorence recommended approval of this alternate speed zone.  A motion was made by John Emerson and seconded by  John Gudmunson to forward this resolution to the full County Board recommending approval.  The motion carried unanimously. 

MFT RESOLUTION FOR 2010 COUNTY STRIPING PROJECT:

The County will open bids for the 2010 Striping Project during the month of June.  MFT funds will be used to pay for a portion of this project.  In order for the County to utilize MFT funds the County must pass a resolution authorizing such use.  Our estimate for this year’s striping for the County’s portion is $184,454.50 of which $92,227.25 will be MFT funds.  Mr. Lorence recommended approval of this resolution.  A motion was made by Jerry Augsburger and seconded by Kevin Chambliss to forward this 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 for April was provided to the Committee for their review.  The highlighted projects on the report were discussed.  Perry Road and Peace Road have been acted on tonight by the Committee.  South First Street from Perry Road to Gurler Road will begin resurfacing on May 17^th.  At that time the road will be closed to through traffic during the day and opened back up at night during the resurfacing.  Preliminary Engineering is continuing on the Kane Road culvert project as well as Five Points Road Bridge and Coltonville Road Bridge.  The Project Development Report for the Old State Road Bridge project is nearing completion and at that time right-of-way acquisition will begin.  Letters have been sent to the property owners informing them of the intent of this project.   Base Line Road Bridge is still at 99% for the design phase pending the approval of preliminary engineering agreement acted on tonight by the Committee.  The widening of Glidden Road and Somonauk Road are continuing to progress. 

Ms. Jones, our Administrative Clerk C here at the Highway Department, is currently taking College courses after hours.  She has requested the educational benefits offered by the County for her upcoming speech class at Kishwaukee College.  Mr. Lorence stated this course would benefit the Department and the County and in order for Ms. Jones to be reimbursed 75% (up to a maximum of $300.00) of the cost for this course the Committee must give their approval.  Mr. Lorence stated funds are available in our current budget to cover this cost and recommended approval of this request.  A motion was made by Jerry Augsburger and seconded by Kevin Chambliss to approve Ms. Jones’s request for educational benefits in the amount of 75% (up to a maximum of $300.00).  The motion carried unanimously. 

ADDITIONAL COMMENTS:  

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 Jerry Augsburger to adjourn and John Emerson seconded this motion. The motion passed unanimously and the May 6, 2010 meeting was adjourned at 6:58 p.m. 

Respectfully Submitted

Patricia LaVigne

Chairperson