HomeMy WebLinkAboutRes 27-89 07/05/1989
CAF/
RESOLUTION NO. 27-89
A RESOLUTION AUTHORIZING EXECUTION OF
AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND
THE ILLINOIS DEPARTMENT OF.TRANSPOR't'A't'IbN' FOR ROADWAY.MA.INTEN'AN'CE
WHEREAS, the corporate authorities of the Village of Mount Prospect
have accepted maintenance responsibili ties for specified State
roadways within the corporate boundaries of the Village; and
WHEREAS, pursuant to the requirements of the Illinois Department
of Transportation, an Agreement is executed annually which
specifies the responsibilities assumed by the Village of Mount
Prospect, a copy of said Agreement is attached hereto and hereby
made a part hereof as Exhibit "A"; and
WHEREAS, the corporate authorities of the Village of Mount Prospect
have determined that it would be in the best interest of the
Village of Mount Prospect to extend the existing Agreement between
the Illinois Department of Transportation for roadway maintenance,
which Agreement provides for reimbursement to the Village for said
roadway maintenance in the amount of $49,071.00.
NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND BOARD OF TRUSTEES
OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS:
SECTION ONE: That the Board of Trustees of the Village of Mount
Prospect do hereby authorize and direct the Village President to
execute and the village Clerk to attest his signature on the
Agreement between the Illinois Department of Transportation and the
Village of Mount Prospect for roadway maintenance, a copy of said
Agreement is attached hereto and hereby made a part hereof as
Exhibit "A".
SECTION TWO: That this Resolution shall be in full force and
effect from and after its passage and approval in the manner
provided by law.
AYES:
Busse, Corcoran, Floras, Van Geem, Wattenberg
None
NAYS:
ABSENT:
Arthur
.:
PASSED and APPROVED this
5th
day of
July
, 1989.
¿
Gerald L.
Mayor
Farley
ÿy~
Carol A. Fields
Village Clerk
,'~. '
~. iv Illinois Department of Transportation
Division of Highways/District 1
. . 201 West Ceote, CO" rtlSoh9Omb"O, ""ools/50' 0&-1 ooe
MAINTENANCE
Agreements FY 90
May IS, 1989
Mr. Herbert Weeks, Director
village of Mt. Prospect
100 South Emerson Street
Mt. Prospect, IL 60056
Dear Mr. Weeks:
Enclosed are three (3) copies of the Agreement for
Maintenance of Municipal Streets for the period July I,
1989, to June 30, 1990. The agreement will be renewable
annually.
Reimbursement to the municipality is developed through the
basic approach of classifying the roadways depending on
their use by traffic, and applying a unit cost per lane mile
based on that traffic volume. This approach was approved by
the Illinois Municipal League's Public Works Committee at
their June 4, 1975, meeting. For this agreement period,
July 1, 1989, to June 30, 1990, the latest available
published traffic counts were utilized along with an
adjustment factor of 2.70 which reflects the increase in the
maintenance cost index as developed by the Federal Highway
Administration.
Enclosed is a copy of Illinois Department of Transportation
Departmental Maintenance Policy No. X-7 which explains in
detail the payment formula, and states what maintenance work
is included in that payment.
Please have the proper signatures, the Clerk's Certification
and the Municipality Seal affixed to all copies of the
agreement and return to this office as soon as possible, for
further processing.
If you have any questions, please contact Mr. Robert Holub
at (312)705-4163.
Very truly yours,
~J:~
Charles B. Schroeder
District Maintenance Engineer
RJHjpf
Enc10sure
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INSTRUcrrONS
MAINTENANCE POLICY X-7
, i
The Department of Transportation is authorized by Article 4-406 of the Illinois
Highway Code to enter into agreements with municipalities for the maintenance
of State highways located within their corporate limits. The guidelines for
the implementation ,and u's'e1>f'stic:!i/ågreerifents arerouhd in Má1ntenance Policy
X-7.
As explained in the Policy, the reimbursements to the municipalities will be
based on the lane miles of roadway included in those agreements. The rate per
lane mile will be determined through the use of an empirical formula which is
included as Attachment 1 of the Policy. The formula was developed to produce
a range of reimbursement rates comparable with this Department's cost experi-
ences for supplying thë'same'!fetV1ces to be provided by the municipalities.
THE COMPUTATION SHEET
The Computation Sheet (Form MAl 411) is used to determine the amount of reim-
bursement due to arnuniCipality fof the maintenance of the State highways
i nc 1 uded i n an agreêment~ The reirnbursement rate per 1 ane mile is to be
determined through the use of the empirical formula.
When using the empirical formula, the average daily traffic (A.D.T.) to be
used should be taken from the latest published traffic map. Traffic counts on
marked State routes can be found on the State Traffic Map. Traffic counts on
unmarked State routes can normally be found on the appropriate County traffic
map. If a published traffic count is not available at the appropriate
location, an A.D.T. may be approximated from district research data and then
footnoted on the Computation Sheet. It is important that the A.D.T. used in
the computations be related to documented data and not determined arbitrarily.
The A.D.T. to be applied to streets covered by Municipal Maintenance Agreements
should reflect, as accurately as possible, the A.D.T. attributable to the
traffic brought into the municipality by the State route. Some guidelines for
determining the correct A.D.T. to use when computing the reimbursement rate
are'givenbelow.
1.
The A.D.T. for a route going through a municipality without
junctioning with another State highway shall be the sum of
the published A.D.T. counts at both corporate limits
divided bytwò. .' ",'." '. '
r--,
, "
b:y the 'number of 1 ane' mil es mai nta ined and the Adjustment Factor to determi ne
the Sub- Tota 1 for each secti on of roadway i nc 1 uded i n the agreement.
The Adjustment Factor is determined by the Central Bureau of Maintenance and
is changed annua lly by app 1 i cati on of the current "Hi ghway Maintenance
Operations Cos-t Trend Index" which is published by the Federal Highway
Admi ni strati on. Do 'not use any Adjustment Factor other than that currently
authorized by the Central Bureau of Maintenance.
Where medians are included for maintenance by agreement, we request that the
width and type be described forinformationâl purposes';~ The base rates for
median maintenance are given in Attachment 1 of Maintenance Policy X-7. The
adjustment factor should be applied to median maintenance reimbursement rate
calcul ations.
The Computation Sheet should be completed in accordance with these instructions
and the resulting "Grand Total" for reimbursement costs shall be shown. If the
total maintenance allowance for Fiscal Year 1975 for a municipality exceeds
the total resulting from the present application of the formula, the following
statement should be made on the bottom of the last computation sheet:
"Criteria used for Fiscal Year 1975 provided a total
maintenance and cleaning allowance of $xxxx which will
be continued for the term of this Agreement."
This statement should not apply if the current lesser reimbursement amount is
the result of a reduced number of lane miles maintained. In that situation,
the lesser amount should be used.
THE AGREEMENT FORM
Following the completion of the Computation Sheet, the Agreement for Mainte-
nance of Municipal Streets (Form MAl 416) should be filled out. The correct
"Grand Tota 1" from the Computation Sheet shou 1 d be shown on the Agreement,
along with the proper dates and the name of the municipality. After completing
this form in duplicate, it should be submitted to the municipality for execu-
tion by the proper officials. Following execution by the municipality, both
copies of the partially executed agreement should be forwarded to the Bureau
of Maintenance (by June 15) for signature by the Director of Highways. One of
the original copies, which has been signed by both parties, will be returned
to the district for transmittal to the municipality.
INVOI C ING
On quarterly intervals prior to September 30, December 31, March 31, and June
30, a representative from the district should conduct an inspection of the
roadways maintained by agreement. Joint inspections with municipal repre-
sentatives are preferred. Following the inspection, the municipality should
be authorized to invoice the State for one quarter of the annual reimbursement
or be advised of deficiencies to be corrected before such invoicing will be
authorized. Invoices should be submitted regularly at the proper times and
extremely early or late submittals should be discouraged.
~
"
, :;.,
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August 12. 1976
Attch. 1
(RDER 16-1
EMPIRICAL FORMULA
F~ aJotPUTIHG
. . .
RAl! ΠCtJ4PEHSATION "
The factors representing the effects of traffic densities in the forllula
were interpolated from studies that indicate that rootine l14intenance
requiN!lltents per centerline mile are related to traffic densities and
that dispersal of total traffic over additional travel lanes can. at
certain levels of traffic density. reduce the per-lane-lll1e maintenance
requirements. The empirical fO1"llltlla (shown below) establishes equitable
reimbursement rates for the period from July 1. 1975 to June JO. 1977.
An adjustment factor. based on fluctuation of the cost-index for Highway
Maintenance and Operations fT08 the latest available Federal Highway'
Administration publication of Highw~ Statistics. ~ be authorized by
the Centra 1 Bureau of Maintenance prior to the preparation of the
agreements in each odd-nl8bered year. The ACT (Average Da11y Traffic
Count) to be applied to the empirical forraula shall be taken from the
latest published State traffic map data for marked routes and from the
latest published county traffic aaps for unmarked routes. The ADT
applied shall be. to the extent available. the average of the ADT count
at the corporate limits .ttere the route crosses such corporate limits.
No special traffic counts will be made. authorized or recognized for
application to the formula between officially publ~shed traffic maps.,
ÐoP IRICA!. FaUIJLA BASED (II AUT PER LANE MIL!
Under 250 *ADT/tANE . $250
250-2500 *ACT/LANE. (Excess over 250) x 0.1 + $250-
25~-5000 *ADT /lANE . (Excess over 2500) 'x 0.05 + $475-
5000 -up
*ACT/LANE . (Excess over 5000) x 0.02 + $600-
*ADTIlAHE . Published AUT - Humber of traffic lanes on the street
and not necessari ly nLIIIber of traffi c 1 anes of State respons; b il ity.
Maintenance allowance for medians shall be as follows:
Flush medi an
. $165 per centerline mile
Curbed eian . S33O per centerline mile
**M4xi- of preceding ~racl:et.
@ I("'\S Depart'1'ent
~\':f~" 01 ~fansportation
Agreement ~M8lnten8nce
of Munlclpa. ~lr88t8
THIS AGREEMENT, made and entered into this_~~~~ay of ~ulY ------ A.D. 19~,
by and between the State of Illinois, acting by and through its Department of Trans- .
portation, hereinafter referred to as the "Department" and the Village of Mt.
Prospect, a municipal corporation organized and existing under and by virtue of the
laws of the State of Illinois. hereinafter referred to as the "Corporation".
WITNESSETH, that for and in consideration of the covenants hereinafter mention-
ed, the Corporation agrees to operate and maintain for the period beginning July 1,
1989, and ending June 30, 1990. in a manner satisfactory to the Department. portions
of certain streets being used 'as extensions or parts of State highways lying within
the boundaries of the Corporation.
It is understood and agreed that this agreer"ent may, in"i:'he discretion of, the
Department, be extended to cover the twelve month period ending June 30,1991. under
the same terms, conditions and amounts stipulated herein, subject to an adequate
appropriation being enacted by the Genera 1 Assembly, unless the Corporation gives
~r. tten notice, to th,e Department of termination, Such extension shall be accom-
hed by a letter from the Department to the Corporation.
~ e Department reserves the right to amend this agreement at the time of the
~ extension by adjusting the inflation factor used to determine the rates of compensa-
ion by application of the most recent Federal Highway Administration's "Highway
\g Mai ntenance and Operations Cost Trend Index." It is further unders tood that the
terms of this agreement may be adjusted by addendum during the agreement's tenure to
~ compensate for the addition or deduction of lane miles of streets to be maintained.
~Â Such addendum shall be approved and signed by both parties.
I' \~~ Operation and maintenance includes but is not limited to all routine surface and
IJJ1 ~'k;,. potho 1 e repa i rs, tempora ry fu ll-depth patches, expans i on bump remova 1 on bitumi nous
~. \\'"~surfaces, crack and joint sealing, cleaning and litter pickup, snow and ice control
~ ~I j'l and all other routine operational services. Median maintenance, when applicable,
~ shall consist of sweeping, litter pickup. mowing, and routine surface repairs.
The Corporation agrees to operate and maintain the streets covered by this
agreement in the best interests of the people of the State of Illinois. The portions
of streets to be maintained are described on the Computation Sheet (Form Mai. 411)
attached hereto and made a part ~ereof.
The Corporation agrees to Permit no cuts or openings in the curbs or pavements
of the streets covered by this agreement without the written approval of the Depart-
ment. Pavement cuts, curb openings, utility frames and municipal frames and grates
or covers disturbed by settlement. construction or repair under permit are to be
restored, repaired, adjusted and maintained by the utility owner or permit holder to
the satisfaction of the Department at no expense to the State.
The Corporation agrees that, except in extreme emergencies, it will not under-
take or authori ze repa i rs not covered by th i s agreement, at the expense of the
State, without securing the approval of the Department.
The Department, in contracting with the Corporation for the maintenance and
operation of the effected streets has curtailed procurement of tools, equipment and
personnel. Reversion to maintenance by State forces could entai J time-consuming
rea J 1 ocat i on of resources. The Corporat i on therefore agrees that it will not termi-
nate this agreement nor refuse to enter into subsequent agreements without giving
the Department written notice at least 90 days prior to such termination. If the
Corporation gives the Department written notice of intent to enter into no future
agreements, th~ current agreement will remain in force for 90 days from the receipt
of such notice or unti" the termination date of the current agreement, whichever
date is the later. The Department may, at its discretion, release the Corporation
from the agreement beforè the expiration of the 90 days required by the above stipu-
lation.
In consideration of the satisfactory maintenance and operation of streets
covered by this agreement, the Department will pay the Corporation a total sum of
Forty-nine Thousand} Seventy-one and 00/100 dollars ($49,011.00). for the twelve
month period covered by the agreement, payable as described below.
On or about March 31, June 3D, September 30, and December 31. of each year, sub-
ject to an inspection by the Department, the Department wi.,l authorize the Corpora-
tion to invoice the Department in an amount equal to approximately one-fourth of
the total annuál allowance stated above.
STATE OF ILLINOIS Page 1 of I
DEPARTMENl' OF TRANSPORTATION District No.1
Village of Mt. Prospect
COMPUTATION SHEET - MUNICIPAL MAINl'ENANCE
For the Period begining July I, 1989, ending June 30, 1990
INl'ERSECTING STREETS PORTIONS UNDER AGREEMENT MAINT. ALLOWANCE
Total Built No. Length Lane Aàt/ Rate Adj.
Route Section Street Name From To Width By Width Lanes Locations In Ft. Miles Lane Source Ln/Mi Factor Subtotals
Central Rd. @ Arthur Ave. S 12' 1187 0.23 Painted Median 165 2.70 102.47
FAU1300 58N83 Central Rd. Arthur Ave. 344' W/o 2@24' S 2@24' 4 Full 1187 0.90 5725 C'86 615 2.70 1,494.45
Busse Rd. Roadway
SA 117 117-1618 Central Rd. 344' W/o Busse Busse Rd. 44' C 44' 4 Full 344 0.26 5725 C'86 615 2.70 431.73
Rd. Roadway
SA 117 1618 Central Rd. Busse Rd. Elmhurst 44' C 44' 4 Full 4792 3.63 5725 C'86 615 2.70 6,027.62
Roadway
SA 117 18l9.1 Central Rd. Elmhurst Mt. Prospect 44' C 44' 4 Full 6072 4.60 5725 C'86 615 2.70 7,638.30
Roadway
SA 117 1922.1 Central Rd. Mt. Prospect Wolf 48' C 48' 4 Full 3520 2.67 5725 C'86 615 2.70 4,433.54
Roadway
SA 013 0405.2 Elmhurst Lincoln Evanston- 48' C 48' 4 Full 4125 3.13 5925 S'87 619 2.70 5,231.17
Elgin Roadway
SA 013 0405.2 Lincoln Main Elmhurst 36' C 36' 4 Full 740 .56 5925 S'87 619 2.70 935.93
Roadway
SA 013 0405.2 Main Lincoln Central Rd. 48' C 48' 4 Full 2640 2.00 5925 S'87 619 2.70 3,342.60
Roadway
SA 013 0606 Main Central Rd. Kensington 40' C 40' 4 Full 5445 4.13 5925 S'87 619 2.70 6,902.47
Roadway
SBI 19 1964-14 NW Hwy Mt. Prospect Wå'terman 40' S 40' 4 Full 11220 8.50 3912 S'87 546 2.70 12,530.70
Roadway
AGREEMENT TOI'AL $49,071.00