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Home My WebLink About03-146 Resolution No. 03-146 Resolution for Maintenance of X1015 Department Streets and Highways by Municipality of Transportation Under the Illinois Highway Code BE IT RESOLVED, by the City Council of the (Council or President and Board of Trustees) City of Elgin , Illinois, that there is hereby (City,Town or Village) (Name) appropriated the sum of $2,971,700.00 of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of the Illinois Highway Code from January 1, 2003 to December 31, 2003 . BE IT FURTHER RESOLVED, that only those streets, highways, and operations as listed and described on the approved Municipal Estimate of Maintenance Costs, including supplemental or revised estimates approved in connection with this resolution, are eligible for maintenance with Motor Fuel Tax funds during the period as specified above. BE IT FURTHER RESOLVED, that the Clerk shall, as soon a practicable after the close of the period as given above, submit to the Department of Transportation, on forms furnished by said Department , a certified statement showing expenditures from and balances remaining in the account(s)for this period; and BE IT FURTHER RESOLVED, that the Clerk shall immediately transmit two certified copies of this resolution to the district office of the Department of Transportation, at Schaumburg , Illinois. I, Dolonna Mecum Clerk in and for the City (City,Town or Village) Elgin , County of Cook and Kane hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the City Council at a meeting on May 28,2003 (Council or President and Board of Trustees) Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this 29th day of May, 2003 (SEAL) /7i4�� j` , Elgin City Clerk (City,Town or Village) APPROVED Date Department of Transportation District Engineer BLR 4123(Rev.6/2000) Motor Fuel Tax Fund ATTACHMENT A 2003 Maintenance Program Comparison Of Maintenance Estimates Maintenance Operation Item and Specification Est Of Maint.(2112) Adjustment Est Of Maint.(5114) Cost Operation Cost Cost Operation Cost Catch Basin Cleaning Equipment $60,000.00 $60,000.00 Labor $80,000.00 $140,000.00 $80,000.00 $140,000.00 Bituminous Patching Equipment $60,000.00 $60,000.00 Labor $90,000.00 $6,000.00 $96,000.00 Bit.Mix Group 1 $34,000.00 $34,000.00 Bit.Mix Group 2 $16,000.00 $200,000.00 $16,000.00 $206,000.00 Bituminous Paving Equipment $10,000.00 $10,000.00 Labor $20,000.00 $5,000.00 $25,000.00 Bit.Mix Group 1 $80,000.00 $110,000.00 $25,000.00 $105,000.00 $140,000.00 Snow&Ice Control Equipment $153,700.00 $153,700.00 Labor $222,500.00 $13,000.00 $235,500.00 Satt(state contract) $168,640.00 $15,000.00 $183,640.00 Deicing Chemicals(state contract) $10,000.00 $554,840.00 $10,000.00 $20,000.00 $592,840.00 Storm Sewer Cleaning Equipment $16,060.00 $16,060.00 Labor $34,000.00 $50,060.00 $1,000.00 $35,000.00 $51,060.00 Curb&Gutter Equipment $25,000.00 $25,000.00 Labor $30,000.00 $55,000.00 $30,000.00 $55,000.00 Street Sweeping Equipment $180,000.00 $180,000.00 Labor $220,000.00 $400,000.00 $220,000.00 $400,000.00 Traffic Markings Equipment $32,500.00 $32,500.00 Labor $32,500.00 $32,500.00 Thermoplastic(contract) $75,000.00 $75,000.00 , Paint(contract) $85,000.00 $225,000.00 $85,000.00 $225,000.00 Traffic Signals Equipment $40,000.00 $40,000.00 Labor $50,000.00 $50,000.00 Paint(contract) $50,000.00 $50,000.00 Maint.(IDOT contract IL 19) $6,800.00 $146,800.00 $6,800.00 $146,800.00 Street Resurfacing Intermittent(contract) $600,000.00 -$125,000.00 $475,000.00 Unimproved Streets(contract) $150,000.00 $750,000.00 $150,000.00 $300,000.00 $775,000.00 Street Lights Materials(contract) $0.00 $0.00 $50,000.00 $50,000.00 Re-lamping(contract) $0.00 $0.00 $30,000.00 $30,000.00 $80,000.00 BOsige Maintenance By Contract $100,000.00 $100,000.00 -$100,000.00 $0.00 $0.00 ,Maintenance Engineer By Contract(see attached sheet) $160,000.00 $160,000.00 $160,000.00 $160,000.00 'Total Estimated Maintenance Cost $2,891,700.00 _ $2,971,700.00 ATTACHMENT B INnois Department Municipal Estimate of Transportation at Maintenance Costs F. J 01/01/03 to 12/31/03 Municipality City of Elgin Estimated Cost of Maintenance Operations Maintenance Operation Material, Equipment or Labor (No.-Description-Total Quantity) Item and Specification Quantity Unit Cost Cost Operation Cost and Unit Catch Basin Cleaning Equipment $ 60,000.00 Labor $ 80,000.00 $ 140,000.00 Bituminous Patching Equipment $ 60,000.00 Labor $ 96,000.00 Sect.#03-00000-00-GM Bit. Mix Group 1 1360 tons $ 25.00 $ 34,000.00 Sect.#03-00000-00-GM Bit. Mix Group 2 200 tons $ 80.00 $ 16,000.00 $ 206,000.00 Bituminous Paving Equipment $ 10,000.00 Labor $ 25,000.00 Sect.#03-00000-00-GM Bit. Mix Group 1 4200 tons $ 25.00 $105,000.00 $ 140,000.00 Snow&Ice Control Equipment $ 153,700.00 Labor $235,500.00 Salt(state contract) 5740 tons $ 32.00 $183,640.00 Deicing Chemicals(state contract) $ 20,000.00 $ 592,840.00 Storm Sewer Cleaning Equipment $ 16,060.00 Labor $ 35,000.00 $ 51,060.00 Curb&Gutter Equipment $ 25,000.00 Labor $ 30,000.00 $ 55,000.00 Sweeping Equipment $180,000.00 Labor $220,000.00 $ 400,000.00 Traffic Markings Equipment $ 32,500.00 Labor $ 32,500.00 Sect.#03-00000-02-GM Thermoplastic(contract) $ 75,000.00 Sect.#03-00000-01-GM Paint(contract) $ 85,000.00 $ 225,000.00 Traffic Signals Equipment $ 40,000.00 Labor $ 50,000.00 Sect.#03-00000-04-GM Paint(contract) $ 50,000.00 Maint.(IDOT contract IL 19) $ 6,800.00 $ 146,800.00 Street Resurfacing Sect#03-00000-03-GM Intermittent(contract) $475,000.00 Sect.#03-00000-06-GM Unimproved Streets(contract) $300,000.00 $ 775,000.00 Street Lighting Materials(contract) $ 50,000.00 Re-tamping(contract) $ 30,000.00 $ 80,000.00 Maintenance Engineer By Contract(see attached sheet) $ 160,000.00 $ 160,000.00 Total Estimated Maintenance Cost $ 2,971,700.00 Submitted Approved By: 24 -s/044 ----City Manager Municipal Official Title District Engineer Submit Four(4) Copies to District Engineer BLR 8202(Rev.7/01) • ,c(OF f4Ci Ledi a City of Elgin Agenda Item No. 6 1TEDF°6- E May 9, 2003 t- i ` 10 G '"u 11 011 0 TO: Mayor and Members of the City Council N n op j .I �� FINANCIALLY STABLE CITY GOVERNMENT / FROM: David M. Dorgan, City Manager 1604/- JJ EFFICIENT SERVICES, AND QVALIT Y INFRASTRUCTV RE John M. Loete, Public Works Director SUBJECT: Approval of Supplemental Resolution for 2003 Motor Fuel Tax Municipal Estimate of Maintenance Costs PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider the passage of Supplemental Motor Fuel Tax Resolution for General Maintenance Funds for 2003 . rft. BACKGROUND On February 12 , 2003 , City Council adopted a Motor Fuel Tax Resolution establishing the 2003 maintenance program budget at $2, 891, 700 . 00 . Since that occurred, a number of issues have been raised that require the adoption of a supplemental resolution for a modified program. The first issue is a decision by the Illinois Department of Transportation (IDOT) to require that the funding for the 2003 Bridge Maintenance Project be allocated with a construction resolution rather than as part of the maintenance program. IDOT felt that the level of work covered by this year' s project exceeded their guidelines for acceptable maintenance activities. The adoption of that construction resolution is also on tonight' s agenda for consideration. As a result, the funding for the bridge maintenance project ($100, 000) must be removed from the 2003 maintenance program budget . The second issue affecting the program budget is a new record keeping requirement from IDOT that if a project is delayed, its full accounting must be included in the budget for the year in which the work is completed, rather than the year in which it eim Approval of Supplemental Resolution for 2003 MFT Municipal Estimate of Maintenance Costs May 9, 2003 Page 2 was originally budgeted. Specifically for the City, the 2002 Unimproved Street Program was not constructed last year because no competitive bids were obtained, despite two bid lettings. It is scheduled to be combined with this year' s area and bid as one project . Additionally, the 2002 Street Light Re-lamping Project was awarded late in the year and the work was not completed until early in 2003 . Since IDOT requires those costs be reflected in the 2003 maintenance program budget (rather than the 2002 budget) the $150, 000 budget for the 2002 Unimproved Street Program and the $30, 000 budget for the 2002 Street Light re-lamping project must be added to the 2003 Estimate of Maintenance Costs. The two issues related above result in a change to the total cost of the 2003 Estimate of Maintenance Costs as follows : 2003 Estimate Of Maintenance Costs (2/12/03) - Total $2, 891,700 2003 Bridge Maintenance Project to Const. Resolution (100,000) rik 2002 Unimproved Street Project moved to 2003 150,000 2002 Street Light Re-tamping project moved to 2003 30, 000 Revised Total $2,971,700 Therefore, the funding needed for 2003 would be $2 , 971, 700 for the maintenance program and $400, 000 for the bridge repair project, or $3, 371, 700 . The 2003 City Budget showed a MFT Fund budget (anticipated revenue) of $2, 891, 700, of which $2, 700, 000 was new revenue, $161, 700 was unexpended fund balance from 2002 and $30, 000 was interest income. With the movement of the two incomplete projects (Re-lamping and Unimproved Streets) to the 2003 program, the 2002 budget closeout could be finalized. The final unexpended fund balance for 2002 was $682, 627 or $520, 927 more than the anticipated $161, 700 . $180, 000 of this additional amount was due to the funding for the two transferred projects, with the balance coming from project savings on other contracts and from in-house costs at lower levels than budgeted. The resulting available revenue/funding for the 2003 MFT budget is $2, 891, 700 plus the $520, 927 of additional fund balance for a total of $3, 412, 627 . This is sufficient to fund the revised 2003 budget need determined in the paragraph above with a contingency emk of $40, 927 . . : . ep- Approval of Supplemental Resolution for 2003 MFT Municipal Estimate of Maintenance Costs May 9, 2003 Page 3 Since the changes discussed above require the adoption of a supplemental resolution, staff is recommending some additional adjustments to the distribution of funds between activities in the maintenance program. Bids have already been received on four maintenance contracts. The bid for the Intermittent Resurfacing Project was for $437, 000 which is $163 , 000 under the $600, 000 budget . The recommendation is to reallocate $125, 000 of that amount to add funding for the purchase of street light materials, to increase funding for needed additional materials and to increase funding for in-house labor activities . The street lighting material purchase is MFT eligible and would offset funding lost through General Fund budget cuts . The increased labor allocation allows the transfer of additional MFT funds to the General Fund for activities where the added eligible work is done and can be documented. The adjustments do not increase the $2, 971, 700 amended allocation outlined above r but rather reallocate that funding. The proposed revisions are summarized below. Addition of a street light material bid $50, 000 Increased labor for several in-house activities $25, 000 Increased funding for salt and deicing chemicals $25, 000 Increased funding for asphalt material $25, 000 Total $125, 000 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT A comparison of the original Maintenance Estimate approved in February and the revised estimate is shown in Attachment A. The appropriation resolution in the amount of $2, 971, 700 . 00 is attached as Attachment B. A summary of the total reallocation of MFT Funds proposed by the two actions on this agenda is summarized below. r Approval of Supplemental Resolution for 2003 MFT Municipal Estimate of Maintenance Costs May 9, 2003 Page 4 Supplemental Maintenance Resolution $2 , 971, 700 . 00 Construction Resolution for Bridge Work $400, 000 . 00 Contingency Reserve $40, 927 . 00 Total 2003 MFT Funds $3 , 412 , 627 . 00 There are sufficient funds in the MFT Budget to cover this action. LEGAL IMPACT None. ALTERNATIVES 1 . Approve resolution and amended maintenance estimate as recommended. 2 . Do not approve the resolution and maintenance estimate and choose to spend the MFT funds in another fashion. RECOMMENDATION It is recommended that the City Council approve the attached Motor Fuel Tax Resolution for Maintenance of Streets and Highways in the amount of $2 , 971, 700 . 00 to fund necessary and customary roadway maintenance activities . Respectfully submitted for Council consideration. Attachments