R2018-39 Appropriate Motor Fuel Tax Funds for Traffic Signal Maintenance and Street Maintenance

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Item Coversheet Page 1 of 2 in Public Works DATE: 4/23/2018 MEMO: 2018-14 TO: Honorable Mayor Pro Tempore Dana Ray and City Council Members FROM: Tim Gleason,City Manager Matt Newell,P.E.,Public Works Director SUBJECT: Resolution to Appropriate Motor Fuel Tax Funds for Traffic Signal Maintenance and Street Maintenance by Municipality Under the Illinois Highway Code. SUMMARY RECOMMENDATION: It is recommended by staff that the City Council approve the attached resolution appropriating$620,000 in State Motor Fuel Tax (MFT)funds dedicated to general street maintenance,and that the Mayor be authorized to sign said resolution,and the City Clerk to attest. Items covered by this allocation specifically include: • Reimbursing the General fund for annual traffic signal maintenance costs($495,000) • Providing concrete for street maintenance work performed by City forces($20,000) • Purchasing road salt to support the City's winter maintenance operations($100,000) • Striping for Brush College Road and Faries Parkway($5,000) BACKGROUND: Traffic Signal Maintenance For many years the City has allocated State MFT funds to reimburse the General Fund for the traffic signal maintenance operations performed by the Public Works Department. The funds cover the salary and benefits of two City Electricians,the cost of their vehicles,materials used,traffic signal electricity costs,and contracted services. The Illinois Department of Transportation(IDOT) reimburses the City for a portion of the maintenance work,materials,and electricity costs incurred for maintaining traffic signals located on State highways in the City. These reimbursements are deposited into the City's State MFT fund. The amount of the transfer was determined by the Finance Department during the 2018 budget preparation based on actual expenditures the previous year. Concrete for Street Maintenance In 2013,the City began allocating State MFT funds to provide concrete street maintenance work performed by City staff with the Public Works Department. City crews are able to perform concrete repairs at a lower cost than can be obtained by contracting out similar work. Increasing the materials available for concrete repair work improves the ability of the City to maintain its street system and stretch its limited funds further. Road Salt The City purchases road salt to help clear ice from the streets during the winter. Salt purchases are made through the State bidding process conducted by Illinois Department of Central Management Services(CMS). In the spring of each year,the City must place an order with CMS before bids are received. Prior to 2014,the City purchased road salt from the General Operating Fund; however,due to current budget difficulties and road salt costs,the State MFT allocation includes funding to purchase road salt for the City's winter operations. Striping This is the first year the City has included striping in the allocation of funds.This$5,000 will be used for the striping of Brush College Road and Faries Parkway as part of a joint project with Macon County. SCHEDULE Traffic signal maintenance and concrete work are ongoing operations year-round. Sufficient salt is purchased as neccessary to support winter snow/ice removal operations and to assure that each winter season is begins with a full salt supply on hand. Additional salt is purchased as the City's salt reserves are depleted. Striping is set to begin after Macon County Board approval in May. https:Hdecatur.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=1490 5/7/2018