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A meeting of the Highway Committee of the DeKalb County Board was held on Thursday, March 7, 2013 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 Mr. Deverell, Mr. Frieders, Mr. Johnson, Mr. Jones, Mr. O’Barski and Vice Chair Pietrowski. Others present were Mr. Nathan Schwartz, County Engineer and Wayne Davey, Support Services Manager.

APPROVAL OF MINUTES:

Motion made by Mr. O’Barski and seconded by Vice Chair Pietrowski to approve the minutes of the regular February 7, 2013 meeting. The motion to approve the minutes carried unanimously.

APPROVAL OF AGENDA:

Motion made by Mr. Deverell and seconded by Mr. O’Barski to approve the agenda as presented. The motion passed unanimously.

PUBLIC COMMENT:

None

HIGHWAY FINANCE REVIEW:

Mr. Schwartz presented the Committee with an overview of how the Highway Department is funded. The subjects covered include a breakdown of the seven budgets managed by the Department, what each budget is used for concerning expenditures and the amount of normal revenue received and how the revenue is generated. Discussion was provided addressing other sources of revenue the County has access to through the County Engineer’s Office, such as STP – Bridge, STP-Rural, Township Bridge, Major Bridge, TARP and Rural Safety Program funds. An in depth look at the County’s Motor Fuel Tax was presented showing how the tax is generated and how the revenue is divided Statewide.

RESOLUTION #R2013-18 – AWARD RESOLUTION FOR PAW PAW ROAD DISTRICT MFT AGGREGATE PROJECT:

Mr. Schwartz explained to the Committee that the County held a bid letting on March 7, 2013 at 10:00am for the purpose of accepting bids for several planned construction projects for 2013. Paw Paw Road District will use 4,500 ton of aggregate spread on his roads as needed. Two bids were received for this project with Macklin, Inc. of Rochelle, Illinois submitted the low responsible bid in the amount of $44,910. Mr. Schwartz recommended the approval of this award. A motion was made by Mr. Jones and seconded by Mr. Johnson to forward the resolution to the full Board recommending approval. The motion passed unanimously.

RESOLUTION #R2013-19 – AWARD RESOLUTION FOR 2013 ROAD DISTRICT HOT-MIX PROJECTS:
Bids for the 2013 Road District hot-mix projects were received on March 7, 2013 and 29 bids were received, with the following submitting the low responsible bids: For Afton Road District, Curran Contracting Company from DeKalb, Illinois submitted the low bid in the amount of $252,720.57 for the hot-mix resurfacing of 3.09 miles of Elva Road, Crego Road and Keslinger Road; and for Sandwich Road District in the amount of $193,823 for the hot-mix resurfacing of 1.17 miles of Pratt Road and Hidden Oaks Lane; Martin & Company from Oregon, Illinois submitted the low bid for Kingston Road District in the amount of $53,601.40 for the hot-mix resurfacing of 0.37 miles of Dawn Drive and Kingston Road; and for Mayfield Road District in the amount of $56,410.30 for the hot-mix resurfacing of 0.47 miles of Motel Road; and for Shabbona Road District in the amount of $26,218.94 for the hot-mix resurfacing of 0.2 miles of Shabbona Grove Road; and Peter Baker and Sons from Lake Bluff, Illinois submitted the low bid for Sycamore Road District in the amount of $232,915.35 for the hot-mix resurfacing of 3.43 miles of Base Line Road, Oak Drive, Rivers Road, Dunkey Court and Elfran Drive. Mr. Schwartz recommended approval of the awards. A motion was made by Vice Chair Pietrowski and seconded by Mr. O’Barski to forward the resolution to the full Board recommending approval. The motion passed unanimously.

RESOLUTION #R2013-20 – AWARD RESOLUTION FOR 2013 COUNTY WIDE SEAL COAT PROJECT:

Mr. Schwartz informed the Committee that the County prepares one contract for all seal coat projects to be performed in the County. This year 35 miles of road will be seal coated for the County and 12 of the 19 Road Districts. Three bids were received and the low bid meeting specifications was submitted by Steffen’s 3-D Construction from El Paso, Illinois in the amount of $616,272.88. Mr. Schwartz recommended approval of this award. A motion was made by Mr. Jones and seconded by Mr. Johnson to forward the resolution to the full Board recommending approval. The motion passed unanimously.

MFT RESOLUTION #R2013-21- SEAL COAT:

In order for the County Highway Department to spend Motor Fuel Tax Funds the County Board must pass a resolution authorizing such spending. The County will utilize MFT funding for a portion of the 2013 seal coat project and this resolution authorizes those funds. The County’s estimated portion of the Seal Coat project is $133,877 and $73,685 will be paid using MFT funds. The remaining cost will be paid from the Highway’s Matching Tax Fund. Mr. Schwartz recommended approval of this resolution. A motion was made by Vice Chair Pietrowski and seconded by Mr. Deverell to forward the resolution to the full Board recommending approval. The motion passed unanimously.

EXECUTIVE SESSION:

Mr. Schwartz informed the Committee that the scheduled meeting between the County and Local 150 had been cancelled and no date yet set for the rescheduling. Hearing that, the Committee agreed there was no reason to enter Executive Session at this time. The Committee would like to provide some input to the negotiating team and Mr. Schwartz explained how that might happen. The Committee requested an Executive Session be placed on April’s agenda and that Mr. Schwartz contact the County Administrator to see if he could attend that session with the Committee.

CHAIRMAN’S COMMENTS:

Chairman Gudmunson stated there were good discussions tonight and thanked the Committee for their participation.

COUNTY ENGINEER’S COMMENTS:

Mr. Schwartz reviewed the Transportation Improvement Progress Report for the month of February with the Committee. Malta Road, from Old State Road to Route 72 will be on the April local letting. Perry Road, from Haumesser to Waterman has been pushed up a year by the State. Originally scheduled for 2014, the State was able to provide funding for 2013 and will program this project for this year. The shoulder project on Glidden Road continues to make progress. However, the snow has temporarily slowed the surveying. Five Points Road Bridge is on schedule for construction this year. The Keslinger Road Bridge is in the discovery phase and the next court date will be scheduled during May 2013.

Mr. Schwartz shared information concerning a super load going through the County on Illinois Route 23 to South County Line Road in Victor and Somonauk Road Districts. The weight of this load is over 412,000 pounds. Mr. Schwartz secured a Road Agreement for the Road Districts to provide protection in case of any damage caused to this road during the move.

ADDITIONAL COMMENTS:

Vice Chair Pietrowski requested an update on any progress made concerning information for extending rail service out to DeKalb. Mr. Schwartz stated he was able to uncover a study done some years ago and was waiting to receive a copy of that study. When it is received he will share it with the Committee.

ADJOURNMENT:

Chairman 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 Mr. O’Barski and seconded by Mr. Jones to adjourn. The motion passed unanimously and the March 7, 2013 meeting was adjourned at 8:32pm.

Respectfully Submitted,

John Gudmunson
Chairperson