R2021-113 Resolution Authorizing an Intergovernmental Agreement with the Illinois Department of Transportation for Maintenance of Traffic Control Devices

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6/17/2021 Item Coversheet in Public Works DATE: 5/14/2021 MEMO: 2021-58 TO: Honorable Mayor Moore Wolfe and City Council Members FROM: Scot Wrighton,City Manager Matt Newell,Public Works Director SUBJECT: Resolution Authorizing an Intergovernmental Agreement with the Illinois Department of Transportation for Maintenance of Traffic Control Devices SUMMARY RECOMMENDATION: It is recommended that the City Council approve the attached resolution for a 10-year agreement with the Illinois Department of Transportation for the maintenance of traffic signals located on State routes. BACKGROUND: For over thirty years,the City has had an ongoing agreement with the Illinois Department of Transportation(IDOT)for the maintenance of traffic signals located on State routes within the City. In 2001,IDOT and the Illinois Municipal League developed a standard 10-year agreement for local agency maintenance of traffic signals. Items addressed in the agreement include standards for maintenance,upgrading traffic signals,traffic signal coordination timings,electricity costs and assigning the cost shares between the City and the State. The attached resolution is the third iteration of that original 2001 agreement. Through the Public Works Department,the City currently maintains all traffic signals located on State routes within the City limits. The attached resolution authorizing a new 10-year agreement,continues that arrangement. The City is reimbursed for the personnel,equipment,material,and electricity costs involved with this maintenance effort. Reimbursement amounts normally run between$50,000 and$80,000 per year and are based on the ownership of the roadways coming into each intersection,i.e.,an intersection of all State routes such as Pershing and Main is reimbursed at 100%whereas an intersection such as Eldorado and Jackson which is owned jointly is reimbursed at 50%. PRIOR COUNCIL ACTION: •June 18,2001-City Council approved an agreement with the State of Illinois for maintenance of traffic control devices including reimbursement of energy costs of traffic signals located on State routes. •May 16,2011-City Council approved an agreement with the State of Illinois for maintenance of traffic control devices including reimbursement of energy costs of traffic signals located on State routes. POTENTIAL OBJECTIONS: There are no known objections to this resolution,except that the IDOT has inserted new boilerplate language into the agreement requiring the city to get the State's approval before complying with FOIA requests.This is inappropriate,and the State does not extend the same courtesy when they receive FOIA requests on Decatur projects.But it is not worth holding up the Agreement over.The city will comply with FOIA requirements and communicate its objections to the State concerning their interference via a separate letter. INPUT FROM OTHER SOURCES: Illinois Department of Transportation STAFF REFERENCE: Matt Newell,Public Works Director,Paul Caswell,City Engineer.Matt will be in attendance at the City Council meeting to answer any questions of the Council on this item. BUDGET/TIME IMPLICATIONS: Budget Impact:The city is normally reimbursed between$50,000 and$80,000 per year for performing maintenance on traffic signals located on State routes within the City. Because all of the City's traffic signal maintenance costs are generally taken from the State Motor Fuel Tax Fund,the reimbursement is placed in the State Motor Fuel Tax Fund. hftps:Hdecatur.novusagenda.com/AgendaWeb/CoverSheet.aspx?Item ID=3433 1/2