DRAFT

HIGHWAY COMMITTEE

March 1, 2012

A meeting of the Highway Committee of the DeKalb County Board was held on Thursday, March 1, 2012 at 6:00pm in the Conference Room of the DeKalb County Highway Department, DeKalb, Illinois.  

Chairman Gudmunson called the meeting to order at 6:00pm.  Committee members present were Vice Chair Augsburger, Mr. Brown, Mr. Cribben, Mr. Deverell and Mr. Foster.   Others present were Mr. Nathan Schwartz, County Engineer and Wayne Davey, Support Services Manager, from the Highway Department.   Mr. Tice Cole, Crawford, Murphy & Tilly, Inc. and Mr. Tom Zucker, Executive Director, Voluntary Action Center were also present.

APPROVAL OF MINUTES:

Motion made by Vice Chairman Augsburger and seconded by Mr. Cribben to approve the minutes of the regular February 2, 2012 meeting.  The motion to approve the minutes as presented carried unanimously. 

APPROVAL OF AGENDA:

Motion made by Mr. Deverell and seconded by Mr. Foster to approve the agenda as presented.    Discussion followed to amend the agenda adding an additional item 7a – Local Agency Agreement for Federal Participation for Somonauk Road Section 10-00176-01-RS.  Motion made by Vice Chairman Augsburger and seconded by Mr. Cribben to amend – motion carried unanimously.  The agenda as amended was approved.

PUBLIC COMMENT:   None

PUBLIC HEARING:

The Public Hearing was convened at 6:01PM for the purpose of hearing comments regarding the application to the State of Illinois Paratransit Vehicle Grant  Program for DeKalb County.  Mr. Tom Zucker was the sole speaker at this hearing and his comments are summarized as follows:

            The purpose of this Grant is to request financial assistance from the Illinois Department of Transportation for the purchase of three mini vans, one medium duty paratransit vehicle and one super medium duty paratransit vehicle for a total cost of  $274,000.00.  These vehicles will be used to provide community and public transportation services in DeKalb County.

Having no one else present to speak at this hearing, the hearing was closed at 6:08PM.

RESOLUTION #R2012-11 – AUTHORIZATION APPLICATION FOR AND EXECUTION OF A PUBLIC TRANSPORTATION CAPITAL ASSISTANCE GRANT:

Mr. Zucker explained to the Committee that each year the Voluntary Action Center will request financial assistance from IDOT for the purchase of vehicles.  This is a pass through grant and does not cost the County any hard dollars.  The match is usually made up with in kind contributions.  Mr. Zucker encouraged the Committee if they were to speak with IDOT that they voice their support for this program and for continued funding.  Mr. Cribben made a motion and Mr. Deverell seconded it to forward this resolution to the full County Board recommending approval.  The motion passed unanimously. 

RESOLUTION #R2012-12 – AWARD OF 2012 HOT-MIX PROJECTS:

Mr. Schwartz explained the Highway Department received bids this date for the 2012 hot-mix projects for the Road Districts and the County Health Facility parking lot.  Several bids were received for each project and the low bid meeting specifications were as follows:

Section 12-01000-01-GM – Afton Road District 1.10 miles of Elva Road; low bid submitted by Curran Contracting Company in the amount of $109,430.00;

Section 12-02000-00-GM – Clinton Road District 1.22 miles of Waterman Road; low bid submitted by Curran Contracting Company in the amount of $166,555;

Section 12-07000-01-GM – Kingston Road District 1.13 miles of Pleasant Hill Road; low bid submitted by Curran Contracting Company in the amount of $114,442.70;

Section 12-14000-01-GM – Shabbona Road District 0.47 miles of Indian Road; low bid submitted by Martin & Company Excavating in the amount of $61,163.30;

Section 12-15000-00-GM – Somonauk Road District 0.86 miles of Bunny Lane/Governor Beveridge Highway; low bid submitted by Curran Contracting Company in the amount of $112,791.00;

Section 12-18000-01-GM – Sycamore Road District 1.89 miles of subdivision roads; low bid submitted by Curran Contracting Company in the amount of $212,434.00; and

2012 Parking Lot Project – DeKalb County Health Facility; low bid submitted by Curran Contracting Company in the amount of $214,463.04.

Mr. Schwartz recommended this resolution be forwarded to the full County Board recommending approval.  Vice Chairman Augsburger made a motion and Mr. Cribben seconded it to forward this resolution to the full County Board recommending approval.  The motion passed unanimously.

AWARD RESOLUTION #R2012-13 – 2012 COUNTY WIDE SEAL COAT PROGRAM:

Mr. Schwartz explained this resolution is for all planned Road District and County Seal coating for 2012.  Three bids were received this year with the low bidder being AC Paving from Elgin, Illinois.  The deliver and install proposal was for 69.8 miles of road to be seal coated, with 24.65 miles of County Roads and 45.15 miles of Township Roads.  Prices were similar to last year and the low bid was $1,226,183.94.  Mr. Foster inquired

was not work the County could do with it’s own forces.  Mr. Schwartz indicated the County does not have the updated equipment for such a project and if they were to use our current equipment, repairs would be high and it would probably take all summer to complete the project.  Mr. Schwartz recommended award to the lowest bidder meeting

specifications.  Mr. Brown made a motion to forward this resolution to the full County Board recommending approval and that motion was seconded by Mr. Deverell.  The motion passed unanimously. 

MFT RESOLUTION #R2012-14 - FOR 2012 COUNTY SEAL COAT PROJECT: 

The County will be utilizing Motor Fuel Tax (MFT) funds for part of this year’s seal coat project.  The County Engineer’s estimated cost for the County’s portion is $409,220.00 and 55% or $225,071.00 of that cost, will be paid for utilizing MFT funds.  The remainder will be paid from the Matching Tax fund.  In order for the County to expend MFT funds a resolution approving these funds is required to be sent to IDOT for their authorization.  Mr. Schwartz recommended approval.  Mr. Cribben made a motion to forward this resolution to the full County Board recommending approval and that motion was seconded by Vice Chairman Augsburger.   The motion passed unanimously.

RESOLUTION #R2012-15 - ENGINEERING SERVICES AGREEMENT FOR HORTENSE STREET BRIDGE:

Mr. Schwartz presented an engineering agreement with the firm of Baxter and Woodman to begin the design of the replacement bridge for Hortense Street in the Village of Kirkland.  The Village petitioned the County to use Federal Bridge funds for this project and that was granted.  The Village will use 80% Federal funds and 20% local funds (Village of Kirkland) for this project.  The County will provide oversight as well as all the construction engineering required on this project.   In order to move this project forward this agreement will need to be executed.  Mr. Schwartz recommended approval.  Vice Chairman Augsburger made a motion to forward this resolution to the full County Board recommending approval and that motion was seconded by Mr. Foster.  The motion passed unanimously.

MFT RESOLUTION #R2012-16 - FOR CLOSEOUT OF OLD STATE ROAD BRIDGE PROJECT: 

A MFT resolution was submitted for the closeout of the project for the Old State Road Bridge.  The amount of MFT fund authorized by the County Board for this project was $141,742.00 and the amount spent on this project was $141,742.65.  In order to close this project out these additional funds will need to be authorized by the County Board.  Mr. Davey recommended approval of this request.  Mr. Brown made a motion to forward this resolution to the full County Board recommending approval and that motion was seconded by Mr. Cribben.   The motion passed unanimously.

RESOLUTION #R2012-19 – LOCAL AGENCY AGREEMENT FOR SOMONAUK ROAD RESURFACE PROJECT SECTION 10-00176-01-RS:

The County will be utilizing Federal funds to complete the resurfacing of 5.302 miles of Somonauk Road from Chicago Road south to Illinois Route 34.  This project calls for a 1” leveling binder followed by a 1 ¼” lift of surface course.  The estimated cost of this project is $796,000.00 and the County’s portion will be $159,200.00.   Mr. Foster inquired how much more would be required to upgrade this section of road to an 80,000 pound truck route and if we were close why were we not doing so at this time.  Mr. Schwartz stated he did not have those figures in front of him but would provide them to the Committee.  Mr. Cribben was concerned that this project not happen the week after Labor Day as this road would see heavy fair traffic during that time.  Intersection improvements would not be required if we were to upgrade this road to an 80,000 pound road using our matching funds; however the County would very likely consider doing so if at all possible.  If Truck Access Route Program (TARP) funds were utilized for this project intersection upgrades would be required allowing for the safe turning movement of truck traffic.  Vice Chairman Augsburger made a motion to forward this resolution to the full County Board recommending approval and that motion was seconded by Mr. Cribben.  The motion passed unanimously.

CHAIRMAN’S COMMENTS:  Chairman Gudmunson had no comments at this time.

COUNTY ENGINEER’S COMMENTS: 

Mr. Schwartz commented on the Health Facility Parking Lot project.  The Highway Department is doing the survey work and will be overseeing the project once it is underway.  The parking lot is needed to be resurfaced to eliminate the birdbaths (pooling of water) on the parking surface.  Residents are required to park and walk some distance to these buildings and pooling water causes ice build-up in the winter and presents a safety concern to visitors at those facilities.  This project will improve the drainage of the parking lot and hopefully remove the birdbaths.

The Keslinger Road Bridge saga continues.  During February the two companies involved were instructed to file a written response to the County’s Complaint, that has been filed by March 8, 2012.  During April all parties will meet with the assigned Judge to schedule the events for trial. 

The ComEd transmission line upgrade project began in DeKalb County on Tuesday February 28, 2012.  They will be working east to west.  The five affected Road Commissioners and the County have a road agreement with ComEd to repair any road that may be damaged by the increase in truck traffic this project will produce. It is an agreement that everyone is comfortable with.   ComEd is scheduled to have the towers in DeKalb County raised by March 17, 2012.  With the spring thaw/freeze cycle still in process there remains concern over how well the gravel roads will hold up.   Mr. Schwartz gave a brief presentation on what the Road Commissioners were dealing with and how well Lasher Road was holding up under the truck traffic.  Soft spots were appearing in the road way as well as rutting along the shoulders.  Road Commissioners will inform ComEd of any repairs they believe will need to be made to their roads and repairs will need to be completed by the end of May. 

Mr. Schwartz stated the postings will remain on County Roads.  The latest probes found frosts levels at one to three inches along the side of the roads.  Therefore, there is still frost under the roads. 

ADDITIONAL COMMENTS:   Mr. Brown stated he had received complaints concerning Plank Road during the last snow event on February 24, 2012.  Mr. Schwartz was aware of the concerns and reminded the Committee of the Department’s limitations during certain snow events, especially one that includes high winds.  Mr. Schwartz reminded everyone to slow down and be patient during these snow events. 

ADJOURNMENT:

Chair Gudmunson asked if there was anything further that needed to be discussed and hearing none asked for a motion to adjourn.  A motion was made by Vice Chair Augsburger and seconded by Mr. Cribben to adjourn.  The motion passed unanimously and the March 1, 2012 meeting was adjourned at 7:30pm.

                                                                        Respectfully Submitted,

                                                                        John Gudmunson

                                                                        Chairperson