04-14 JULY, 2007
IN REVIEWING THIS FILE,IT WAS DETERMINED THAT AN EXECUTED COPY
OF THE AGREEMENT LISTED BELOW WAS NEVER RETURNED TO THE
CLERK'S OFFICE.
ALL THAT IS AVAILABLE IS THE ATTACHED DRAFT COPY OF THE
AGREEMENT AND ITS SUPPORTING PAPERWORK.
REFERENCE: RESOLUTION NO. 04-14
PASSED: JANUARY 28, 2004
SUBJECT: AGREEMENT WITH ILLINOIS DEPARTMENT OF
TRANSPORTATION FOR THE MAINTENANCE OF STREETS AND
HIGHWAYS BY THE CITY OF ELGIN UNDER THE ILLINOIS
HIGHWAY CODE
Illinois Department Resolution for Maintenance of
p 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 $3,223,000.00 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, 2004
to December 31, 2004
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)
of 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 January 28, 2004
(Council or President and Board of Trustees) Date
IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this o,Tv day of January, 2004
(SEAL) gettleo---A4 Elgin City Clerk
(City,Town or Village)
APPROVED
Date
Department of Transportation
District Engineer
BAR 4123(Rev.62000)
Illinois Department Municipal Estimate of
of Transportation Maintenance Costs
Period 01/01/04 to 12/31/04 Municipality City of Elgin
Estimated Cost of Maintenance Operations
Maintenance Operation Material, Equipment or Labor
(No.-Description-Total Quantity) Item and Specification Quantity Operation Cost
and Unit Unit Cost Cost
Catch Basin Cleaning Equipment $ 60,000.00
Labor $ 80,000.00 $ 140,000.0(
Bituminous Patching Equipment $ 60,000.00
Labor $ 90,000.00
Sect.#04-00000-00-GM Bit. Mix Group 1 1360 tons $ 25.00 $ 34,000.00
Sect.#04-00000-00-GM Bit. Mix Group 2 200 tons $ 80.00 $ 16,000.00 $ 200,000.0(
Bituminous Paving Equipment $ 10,000.00
Labor $ 25,000.00
Sect.#04-00000-00-GM Bit. Mix Group 1 4000 tons $ 25.00 $ 100,000.00 $ 135,000.0(
Snow& Ice Control Equipment $ 150,820.00 _
Labor $235,500.00
Salt(state contract) 5740 tons $ 32.00 $ 183,680.00
Deicing Chemicals(state contract) $ 20,000.00 $ 590,000.0(
Storm Sewer Cleaning Equipment $ 16,000.00
Labor $ 35,000.00 $ 51,000.0(
Curb&Gutter Equipment $ 25,000.00
Labor $ 30,000.00 $ 55,000.0(
Street Sweeping Equipment $ 180,000.00
Labor $220,000.00
Dump Fees for sweepings $ 40,000.00 $ 440,000.0(
Traffic Markings Equipment $ 10,000:00 •
Labor $ 10,000.00
Sect.#04-00000-02-GM Thermoplastic(contract) $ 75,000.00
Sect.#04-00000-01-GM Paint(contract) $ 85,000.00 $ 180,000.0(
Traffic Signals
Sect.#04-00000-04-GM Paint(contract) $ 50,000.00
Maint.(IDOT contract IL 19) $ 7,000.00
Sect.#04-00000-07-GM Maintenance(contract) $ 120,000.00 $ 177,000.0(
Street Resurfacing
Sect.#04-00000-03-GM Intermittent(contract) $600,000.00 •
Sect.#04-00000-06-GM Unimproved Streets(contract) $200,000.00
Sect.#04-00000-08-GM Crack Sealing(contract) $ 25,000.00 $ 825,000.0(
Street Lighting Materials Bid (04-00000-00-GM) $ 50,000.00
Equipment $ 40,000.00
Labor $ 50,000.00
Energy(power costs) $ 50,000.00 $ 190,000.0(
•
Bridge Maintenance
Sect.#04-00000-05-GM By Contract $ 100,000.00 $ 100,000.0(
Maintenance Engineer By Contract(see attached sheet) $ 140,000.00 $ 140,000.0(
Total Estimated Maintenance Cost $ 3,223,000.0(
Submitted
Approved
B '��,F � %[►�� lr Cit Mana•er
Municipal 0 icial / Title District Engineer
Suomi:Four(4) Copies to District Engineer
` OF f�C
¢` % City of Elgin Agenda Item No.
� TEOFE�" E pi'
011.0
G ","
January 23, 2004 "
N �'4; _
TO: Mayor and Members of the City Council
F NANCIALLY STABLE CITYGOVERNMENT
EFFICIENT SERVICES,
AMA.,
AND QUALITY INFRASTRUCTURE
FROM: David M. Dorgan, City Manager
John M. Loete, Public Works Dire for
SUBJECT: Approval of Resolution for 2004 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 the annual Motor Fuel Tax Resolution for General
Maintenance Funds for 2004.
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 $3,223,000 to fund the roadway
maintenance activities outlined on the attached Municipal Estimate of Maintenance Costs.
BACKGROUND
Motor Fuel Tax (MFT) funds are tax monies collected by the State of Illinois at the time of fuel
purchase, including gasoline and diesel fuel. A portion of the funds collected by the State are
distributed to municipalities and townships for road, signal, and street light maintenance based
on the historical per capita allocation, adjusted for inflation. Based on this criterion, the MFT
funds due to be provided to the City of Elgin in 2004 are $2,800,000. Combined with prior year
unencumbered funds ($906,400) and miscellaneous revenue ($21,000), the total budget available
for 2004 is $3,727,400. Of that amount, $400,000 has been committed to rehabilitate the asphalt
surface on the Kimball Street Bridge via a separate construction resolution approved May 28,
2003, and $104,400 is being set aside as a fund reserve. The amount being considered for use on
eligible maintenance activities in 2004 is $3,223,000.
The action being taken at this time is the approval of a resolution designating the total budget
amount for 2004 and of a Municipal Estimate of Maintenance Costs outlining the activities to be
funded, with the proposed budget for each. Both documents are required by the Illinois
Department of Transportation (IDOT) and are attached. Only specific work related to the
maintenance of streets, pavements, drainage pipes, street lights, and traffic signals are eligible
under the MFT program. Work can be done by in-house crews with costs for labor, equipment,
and materials being identified and reimbursed. Contracting for the design/bidding and
performance/construction of the work is also allowed.
Approval of Resolution for 2004 MFT Municipal Estimate of Maintenance Costs
January 28, 2004
Page 2
The in-house activities and maintenance contracts being proposed are, with one exception, the
ones historically done with MFT funds. Further details on the exceptional program and on the
maintenance contracts on which there are significant changes are as follows:
Traffic Signal Maintenance - This is a new program that is proposed to be done in place of the
street light re-lamping program (done in 2001 and 2002) which did not result in the anticipated
reduction of service calls for street light outages. The proposed traffic signal maintenance
contract will provide scheduled servicing of the signal equipment, including annual re-lamping,
and will address the key maintenance tasks required by IDOT on signalized intersections on
State Routes that the City maintains by contract. It will not include after hours calls which will
still be handled by City staff.
When the street light re-lamping contract was initiated, a primary benefit was that it would
reduce the workload on the in-house staff at a period in time when we were unable to attract
qualified candidates to fill two vacancies that had existed for many months. The program has
only been marginally successful in accomplishing that so alternatives were reviewed. Signal
maintenance contracts are utilized by a large number of communities and in many cases are
funded with MFT funds. The maintenance of traffic signals is a much higher liability exposure
due to the critical role played by the signal system. The impending loss of at least two of the
three staff members that maintain signals and street lights due to the early retirement incentive
causes great concern about our ability to consistently address workloads. With this contract in
place, the transition to new staff will be easier and the long term reduction in work load should
be greater than was realized with the street light re-lamping contract.
Unimproved Street Maintenance — 2004 will be the fifth and final year of a program to reshape
and reseal (with a chip seal surface) unimproved streets that had not received maintenance for
many years. Difficulties with dust and excess gravel chips on the 2003 program have been
investigated and will be addressed with a new surface seal using pea gravel as part of the 2004
contract. In addition,the last of the unimproved streets will be completed in the locations below:
1)The area west of McLean Boulevard and north of Eagle Road
2) Glenwood Trail, Oakhill Road, Sadler Avenue, and Olive Street
Based on the problems experienced with the chip seal process, it is staffs intent to propose a
follow up program to overlay the unimproved streets as part of the 2005 budget process.
Intermittent Street Resurfacing - An on-going program of base repairs and asphalt overlays that
this year will address:
1) Duncan Avenue from Oakhill Road north to City Limits
Approval of Resolution for 2004 MFT Municipal Estimate of Maintenance Costs
t January 28, 2004
t Page 3
2) Dundee Avenue from Kimball Street to Center Street
3) Lyle Avenue from Royal Boulevard to Airlite Street
4) Valley Creek Drive (east leg) from Lyle Avenue to Royal Boulevard
5) Airlite Street from Valley Creek Drive to Lyle Avenue
6) McLean Boulevard from Abbott Drive to Timber Drive
These streets were chosen by staff based on a condition survey and the timeliness of applying a
maintenance overlay in order to avoid a more expensive reconstruction at a later date. These
streets were submitted as part of the five year plan for each program in the 2004 budget.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
Oik FINANCIAL IMPACT
The appropriation resolution in the amount of$3,223,000 equals the available funding minus the
$400,000 already designated for the Kimball Bridge project and minus the $104,400 cash reserve
for the fund. Funding for the various activities has been adjusted from those shown in the budget
document as project costs have been refined. Specific 2004 Budget line item expenditure
accounts will be adjusted to the proposed MFT resolution.
" LEGAL IMPACT
None
ALTERNATIVES
1. Approve as recommended.
2. Do not approve the resolution and expenditure statement and choose to spend the MFT
funds in another fashion.
Respectfully submitted for Council consideration.
(CAB]
Attachment