R2024-283 Resolution to Appropriate Motor Fuel Tax Funds for Local Public Agency General Maintenance

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Public Works DATE: 8/9/2024 %4EMO: 2024-93 TO: Honorable Mayor Moore Wolfe and City Council Members FROM: Tim Gleason, 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: I is recommended by staff that the City Council approve the attached resolution appropriating $700,000.00, in State Motor Fuel Fax(MFT) funds dedicated to general street maintenance for 2024, and that the Mayor be authorized to sign said resolution, and he 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($100,000), • Providing asphalt for street maintenance work performed by City forces($20,000), • Pavement striping on streets in cooperation with the Macon County Highway Department($10,000), BACKGROUND: Traffic Signal Maintenance or many years the City has allocated State MFT funds to reimburse the General Fund for the traffic signal maintenance operatiol )erformed by the Public Works Department. The funds cover the salary and benefits of two City Electricians, the costs for their ✓ehicles, materials used, traffic signal electricity costs, and contracted services. The Illinois Department of Transportation and Vlacon County Highway Department reimburse the City for a portion of the maintenance work,materials, and electricity costs .ncurred for maintaining traffic signals located on State and County highways in the City. These reimbursements are deposited nto the City's State MFT fund. The amount of the transfer was determined by the Public Works and Finance Departments and ipproved by the City Council during the 2024 budget process. :�oncrete and Asphalt for Street Maintenance the City regularly allocates State MFT funds to provide concrete for street maintenance work performed by City staff with the ?ublic Works Department. Historically, City crews can perform smaller scale concrete and asphalt repairs at a lower cost than cat ie obtained by contracting out similar work. Increasing the materials available for concrete repair work improves the ability of th --ity to maintain its street system and stretch its limited funds further. [toad Salt the City purchases road salt to help clear ice from the streets during winter snow and ice operations. Salt purchases are made hrough the State bidding process conducted by the Illinois Department of Central Management Services (CMS). In the spring of ,ach year, the City must place an order with CMS before bids are received. Prior to 2014,the City purchased road salt from the seneral Operating Fund; however, due to ongoing budget difficulties,the State MFT maintenance allocation was increased to nclude funding to purchase road salt. This year's salt purchase was budgeted at$100,000 in the 2024 Capital Improvement Plan. Striping Starting in 2017, the City has partnered with the Macon County Highway Department to stripe various City streets under a joint