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Minutes of the DeKalb County Highway Committee
April 4, 2013
6 p.m.

PRINTABLE DOCUMENT (.pdf)

 

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, Mr. Gary Hanson, County Administrator, Mr. Tom Zucker, Executive Director, Voluntary Action Center of DeKalb County, James Quinn, Wayne Davey, Joshua Merchant, and Jason Pfister, Highway Department and Mr. Dean Lundeen, Victor Township.

 

APPROVAL OF MINUTES:

Motion made by Mr. Johnson and seconded by Mr. Jones to approve the minutes of the regular March 7, 2013 meeting. The motion to approve the minutes carried unanimously.

 

APPROVAL OF AGENDA:

Motion made by Mr. Deverell and seconded by Vice Chair Pietrowski to approve the agenda as presented. The motion passed unanimously.

 

PUBLIC COMMENT: None

 

DISCUSSION ON CLEAN-UP PLAN FOR HIGHWAY PERSONNEL IN THE EVENT OF A SPILL ON COUNTY HIGHWAYS:

Mr. Gudmunson introduced Mr. Dean Lundeen. Mr. Lundeen is the property owner of the land where a county plow truck flipped on its side in the ditch, spilling a partial load of salt. Mr. Lundeen explained he was addressing the Committee to ensure the Highway Department had plans in place to handle spills such as this and that all employees at the Highway Department were aware of what to do in the event a spill was to occur. Mr. Schwartz thanked Mr. Lundeen for his comments and provided that the Department does have procedures in place to handle spills. All employees will be reminded of the procedures and that all spills need to be cleaned up at the earliest possible time. Material Safety Data Sheets are reviewed to ensure proper handling procedures are followed. Mr. Schwartz stated he would review other circumstances where the Highway Department would be called to transport supplies for other Departments; such as the Health Department, to ensure employees are aware of what procedures need to be followed in those special circumstances.


RESOLUTION #R2013-30 -- AUTHORIZING APPLICATION FOR PUBLIC TRANSPORTATION FINANCIAL ASSISTANCE:

Mr. Zucker presented information to the Committee concerning this application. This application, if approved, provides funding for the County's rural transportation services such as TransVac and MedVac. The County has been applying for these funds for at least the last ten years and these funds are used for services outside the DeKalb/Sycamore/Cortland area. When funds are approved they are passed through the County to the Voluntary Action Center along with all responsibilities and liability. This assistance program combines Federal and State Funds. Funding limits have not increased in several years and the Federal Funds to be allocated would remain at $372,475.00 and State Funds at $375,000.00. Federal Funds are required to be utilized first and then the State Funds. Reimbursement comes after expenses have been occurred and there is normally a four month lag time before reimbursement is received. Mr. Zucker stated the Voluntary Action Center has never spent all of the State funds and does not see that changing for the coming 2014 year. Unused funding remains with the State. Mr. Zucker stated this year two new requirements have been placed on this assistance and one is that a public hearing needs to be held. That is scheduled on April 17, 2013 during the regular County Board meeting. The second requirement is the need to increase the County's oversight of the management of this grant. This oversight will require a quarter-time employee to oversee the administration of this grant. Funding for this position will be provided by the State.

 

RESOLUTION #R2013-31 ACCEPTANCE OF THE SPECIAL WARRANTY FOR PUBLIC TRANSPORTATION FINANCIAL ASSISTANCE:

Mr. Zucker explained that when the County applies for Financial Assistance it must also agree to certain conditions. These conditions mainly deal with ensuring that the County would not be in competition with any private transportation service and that union employees of those companies would not be adversely affected by the awarding of the financial assistance. Mr. Zucker informed the Committee there are no other unionized transportation services operating in DeKalb County and therefore has no problems meeting and complying with the Special Warranty. Mr. Jones made a motion and Mr. O'Barski seconded it to forward both resolutions, #R2013-30 and #R2013-31, to the full County Board recommending approval. The motion passed unanimously.


AWARD RESOLUTION #R2013-09 FOR RURAL SIGN UPGRADE PROGRAM:

Mr. Schwartz indicated the County received bids for the Rural Sign Upgrade Program on April 4, 2013. This program is for the County, Road Districts, and Villages to replace their current regulatory and warning signs that do not meet the required retroreflectivity requirements of the Manual for Uniform Traffic Control Devices. Materials will be paid for utilizing Federal and State funds, no local dollars will be required for this project. The project was set up to allow two separate awards on this project; one for all signs and one for all posts and hardware. A company could bid on both categories as well. Three bids were received for this project and MD Solutions from Plain City, Ohio submitted the low bid meeting specifications for subgroup B, the posts and hardware, for $71,116.99. Vulcan, Inc located in Foley, Alabama submitted the low bid meeting specifications for subgroup A, signs. Mr. Schwartz recommended award. Mr. Jones made a motion and Vice Chair Pietrowski seconded it to forward the resolution to the full County Board recommending approval. The motion passed unanimously.


AWARD RESOLUTION #R2013-24 -- 2013 REJUVENATOR PROJECT:

Mr. Schwartz stated bids were opened on April 4, 2013 for this project and one bid was received. The only bid was submitted by Corrective Asphalt Materials, LLC of South Roxana, Illinois in the amount of $67,462.20 and it was under the Engineer's estimate.

 

Mr. Schwartz explained this material will be placed over newly resurfaced roads to seal the road and improve its durability. This procedure will replace one round of seal coating a road before it is resurfaced and provide a savings to the County. A motion was made by Mr. O'Barski and seconded by Mr. Frieders to forward the resolution to the full Board recommending approval. The motion passed unanimously.

 

AWARD RESOLUTION #R2013-25 -- HOT-MIX PATCHING MATERIALS, 13-XX000-XX-GM:

Bids were requested for hot-mix patching material and cold mix after the County received none during our regular General County letting earlier in the year. The County received three bids from our normal suppliers and the County will award to all three Companies. The County and Road Districts can use the plant closest to their job site for the price quoted. These prices are FOB and not spread on road. Mr. Schwartz recommended approval. A motion was made by Mr. Jones and seconded by Vice Chair Pietrowski to forward the resolution to the full Board recommending approval. The motion passed unanimously.

 

RESOLUTION #R2013-26 -- MFT RESOLUTION FOR MALTA ROAD HOT-MIX PROJECT:

Mr. Schwartz explained to the Committee that the County would be resurfacing 4.17 miles of Malta Road between Old State Road and Illinois Route 72 during 2013. The County will be utilizing motor fuel tax funds to pay for a portion of this project. In order for the County to spend MFT funds the County Board must authorized the expenditure. It has been estimated that $384,064.00 of MFT funds will be utilized on this project and Mr. Schwartz recommended approval of this resolution. 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 #R2013-27 -- LOCAL AGENCY AGREEMENT FOR PERRY ROAD RESURFACING PROJECT:

Perry Road was selected by the State as a Federal project and moved up to 2013 from 2014. State Transportation Rural Funds will be used on this project to cover 80% of the cost and the County will be responsible for the remaining 20%. The estimated cost of this project is $956,000.00. In order for the County to have the State pay for 80% of this project a local agency agreement must be executed between the State and the County. Mr. Schwartz stated this project would also include three foot wide paved shoulders and recommended the agreement be entered into with the State. A motion was made by Vice Chair Pietrowski and seconded by Mr. Johnson to forward the resolution to the full Board recommending approval. The motion passed unanimously.

 

RESOLUTION #R2013-28 -- LOCAL AGENCY AGREEMENT FOR FIVE POINTS ROAD BRIDGE PROJECT:

This is a similar agreement as explain for Perry Road; however this agreement involves the use of State Transportation Bridge Funds. This project involves the replacement of the Five Points Road Bridge just north of Kingston and the estimated cost of this project is $2,756,000.00. The County's share of this project has been estimated to be $551,200.00. Mr. Schwartz recommended approval of this agreement. A motion was made by Vice Chair Pietrowski and seconded by Mr. Jones to forward the resolution to the full Board recommending approval. The motion passed unanimously.

 

RESOLUTION #R2013-296 -- MFT RESOLUTION FOR PERRY ROAD HOT-MIX PROJECT:

This resolution goes with the Local Agency Agreement discussed earlier. The County will use a portion of their MFT funds for this project and before that can happen the County Board needs to approve the expenditure of these funds. This resolution satisfies that requirement and Mr. Schwartz recommended approval. An estimate of $191,200.00 in MFT funds will be used. A motion was made by Mr. Jones and seconded by Mr. Frieders to forward the resolution to the full Board recommending approval. The motion passed unanimously.

 

EXECUTIVE SESSION: A motion was made by Vice Chair Pietrowski and seconded by Mr. O'Barski to enter into executive session per 5 ILCS 120/2(c)(2), Collective negotiating matters between DeKalb County and its employees. A roll call vote was taken with seven members voting yea and none voting no. The Committee moved into Executive session at 7:02pm.

 

RETURN FROM EXECTIVE SESSION: 7:30PM

 

CHAIRMAN'S COMMENTS: None

 

COUNTY ENGINEER'S COMMENTS:

Mr. Schwartz informed the Committee he was still working on providing a plan on what it would take to upgrade roads in DeKalb County to 80,000 pound roads. This is a time consuming project that requires extensive research and calculations.

 

As a result of the three fatalities on Peace Road on March 21, 2013, their will be an open meeting with local officials and the public. This meeting will be held on April 18, 2013 in the City of Sycamore Government Chambers. Mr. Schwartz will be attending and he is doing research on the speed, traffic and accidents on the County's portion of Peace Road. He will keep the Committee updated as developments arise.

 

Last month the Committee received a Highway Finance briefing. A written form of that brief is being provided to the Committee for their information tonight. A copy will be made available to the County Board at their April meeting as requested. If anyone has any questions concerning that information Mr. Schwartz request that they give him a call.

 

Mr. Schwartz reviewed the Transportation Improvement Progress Report for the month of March with the Committee. Five Points Road Bridge final plans have been sent to IDOT and are being scheduled for a June 14, 2013 letting. The Malta Road and Perry Road hot-mix resurfacing projects have been submitted to IDOT for final approval. Malta Road is scheduled to be let during May and Perry Road during June of this year. The County will be taking some core samples of Waterman Road so it is known exactly what the road is built on. IDOT can not find any plans on the construction of that road when it was a State Route. Keslinger Road Bridge is back in Count on May 2, 2013 for a status update. Negotiations continue with a view to work out a fair settlement without going to Court.

 

ADDITIONAL COMMENTS: None

 

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. Johnson to adjourn. The motion passed unanimously and the March 7, 2013 meeting was adjourned at 8:06pm.

 

Respectfully Submitted,

 

 

John Gudmunson
Chairperson