03-146 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