R2023-146 Resolution to Appropriate Motor Fuel Tax Funds for Local Public Agency General Maintenance

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7/11/23,8:10 AM Item Coversheet 'i9 Public Works DATE: 7/7/2023 MEMO: 2023-66 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Scot Wrighton,City Manager Matthew Newell,P.E.,Public Works Director SUBJECT: Resolution to Appropriate Motor Fuel Tax Funds for Local Public Agency General Maintenance SUMMARY RECOMMENDATION: It is recommended by staff that the City Council approve the attached resolution appropriating$1,090,000.00,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($550,000), Providing concrete for street maintenance work performed by City forces($20,000), Purchasing road salt to support the City's winter maintenance operations($300,000), Providing asphalt for street maintenance work performed by City forces($20,000), Traffic signal cabinet maintenance($200,000). 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 costs for their vehicles,materials used,traffic signal electricity costs,and contracted services. The Illinois Department of Transportation and Macon County Highway Department reimburse the City for a portion of the maintenance work,materials,and electricity costs incurred for maintaining traffic signals located on State and County 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 and approved by the City Council during the 2023 budget process. Concrete for Street Maintenance In 2013,the City began allocating State MFT funds to provide concrete for street maintenance work performed by City staff with the Public Works Department. Historically,City crews can 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 winter snow and ice operations. Salt purchases are made through the State bidding process conducted by the 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 ongoing budget difficulties,the State MFT allocation was increased to include funding to purchase road salt. This year's salt purchase was budgeted at$300,000 in the 2023 Capital Improvement Plan. Asphalt Starting in 2018,the City began purchasing asphalt using State MFT funds to increase the street maintenance funds allocated in the General Fund. As the City's overall street conditions decline,the amount the City expends for pothole repairs will continue to increase. Traffic Signal Improvements Starting in 2020,the City began budgeting for traffic signal controllers to upgrade City owned traffic signal controllers and provide spare parts to decrease the downtime due to accident or failure. Most of the City's traffic signal cabinets are 15-20 years old and hUps://decatur.novusagenda.com/agendaweb/CoverSheet.aspx?Item ID=4455 1/2