===== PDF PAGE 11 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE ' AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _i..j_ยท ._,_C_,__ _ Resolution No. 24-R-0009 - Local Public Agency General COMMITTEE AGENDA DATE: February 1, 2024Maintenance - Maintenance Expenditure Statement (BLR COUNCIL AGENDA DATE: February 5, 2024 14222) for Motor Fuel Tax Funds in FY 2023 - Section No. 23-00000-00-GM STAFF REVIEW: Mehul T. Patel, P.E. , CFM., Director of Public Works SIGNATURE__LMJA~-!L_.:_:J~,;:::i:=====--00::::::--~ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman ITEM SUMMARY: On December 19, 2022, the City Council approved Resolution No. 23-R-0010 Resolution for Maintenance Under the Illinois Highway Code (SLR 14220) and Local Public Agency General Maintenance - Estimate of Maintenance Costs (SLR 14222) authorizing the use of Motor Fuel Tax (MFT) funds in the amount of $175,000.00 for streetlight energy charges and solid waste disposal, which is considered general maintenance for FY 2023. Illinois Department of Transportation (IDOT) subsequently approved and authorized the use of the MFT funds for FY 2023. In FY 2023, the City categorized general maintenance as street lighting energy charges, street sweeping, solid waste disposal, as well as maintaining streets, highways, and rights-of-way under the applicable provisions of the Illinois Highway Code and necessary IDOT requirements. At the end of each fiscal year, IDOT also requires the City to submit The Local Public Agency General Maintenance - Maintenance Expenditure Statement (SLR 14222), which summarizes the actual amount of MFT funds expended for the year. In FY 2023, the MFT funds were utilized for street light energy charges in the amount of $1 18,273.28 and for solid waste disposal in the amount of $37,845.76, for an amount totaling $156, 119.04. Enclosed is the Local Public Agency General Maintenance - Maintenance Expenditure Statement (SLR 14222) for FY 2023. Although municipalities are not required to pass a Resolution to terminate the use of MFT funds for general maintenance purposes at the end of each year, it is a good financial practice to document the actual expenditures of the MFT funds each year. ACTIONS PROPOSED: Approve Resolution No. 24-R-0009 authorizing the Director of Public Works to execute the Local Public Agency General Maintenance - Maintenance Expenditure Statement (SLR 14222) for submittal to the Illinois Department of Transportation (IDOT) for final approval for the use of Motor Fuel Tax funds during Fiscal Year 2023. COMMITTEE RECOMMENDATION: ===== PDF PAGE 12 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0009 A RESOLUTION AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXECUTE THE LOCAL PUBLIC AGENCY GENERAL MAINTENANCE - MAINTENANCE EXPENDITURE STATEMENT FOR USE OF THE MOTOR FUEL TAX FUNDS FOR FISCAL YEAR 2023 BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Director of Public Works is hereby authorized to execute the Local Public Agency General Maintenance - Maintenance Expenditure Statement (BLR 14222) for submittal to the Illinois Department of Transportation (IDOT) for final approval for the use of Motor Fuel Tax funds during Fiscal Year 2023, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 5th day of February 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor, Ruben Pineda ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 13 ===== [Extraction: embedded PDF text] llHnois DepartmentQ of Transportation Local Public Agency General MaintenanceW Submittal Type._lo_r-'ig._i_n_a_I __ ____, Maintenance Expenditure Statement ..=D'-"is=tr"""ic;.;._t-~ Estimate of Cost For ._l1_ _ ____.jlMunicipality Maintenance Period r=L=o-=cca::.;l...:..P-=u:;:;b"""lic=-A'-'g.._e::.;n.:.;:c"'-y--------~ .-=Cc.::o.o=.u'-'nt""'"y _____ ~ Section Number Beginning Ending .._jw_e_st_C_hi_ca_g_o _ ____ ____.l.__lo_uP_a_ge_ __ __,!123-00000-00-GM 1101101123 ]112/31/23 Maintenance Items Materials/ Deliver &Install, Maint LPA Materials/ Request for Formal Operation Maintenance Eng Equipment Contracts Quotations Contract Total Operation Engineering Operation Category LPA Labor Rental (Non Bid) (Bid Items) (Bid Items) Cost Inspection Fee Electrical I $118,273.28 $1 18,273.28 Street Sweeping llA $37,845.76 $37,845.76 Total Cost $1 56, 119.04 Maintenance Engineering Cost Summary Costs Preliminary Engineering Fee Engineering Inspection Fee Material Testing Costs Advertising Costs Bridge Inspection Costs Maintenance Engineering Total Maintenance Maint. Engineering Total Maintenance Program Costs $159,119.04 Contributions, Refunds, Paid with Other Funds Total Motor Fuel Tax I Rebuild Illinois (RBI) Portion $159,119.04 Motor Fuel Tax Portion $159, 119.04 Motor Fuel Tax Authorized $175,000.00 Surplus/Deficit $15,880.96 Rebuild Illinois Portion Rebuild Illinois Authorized Surplus/Deficit The difference between, "Total Motor Fuel Tax f Rebuild Illinois (RBI) Portion," "Motor Fuel Tax Portion," and "Rebuild Illinois Portion" must equal zero (0). $0.00 Remarks i:gJ I hereby certify that the maintenance operations shown above were completed in accordance with Illinois State Statues and Bureau of Local Roads Streets Manual, for the work during the maintenance period stated above, and that receipted bills are on file and available for review. Completed 01/22/24 Page 1 of 2 BLR 14222 (Rev. 05/26/23) ===== PDF PAGE 14 ===== [Extraction: embedded PDF text] Maintenance Expenditure Statement Submittal Type l~9_r~ig'-in_a_I __ _. Maintenance Period ,...L_o_ca_l_P_u_b_llc_A_ge_n_c~v------------, County Section Beginning Ending l._w_e_s_t_C_h_ic_a_go________ __.l ,....lo_u_P~ag-e--------.1123-00000-00-GM 1101101123 !112/31/23 SUBMITTED Local Public Agency Official Signatuce & DaleI Title APPROVEDjDirector of Public Works IDepartmentRegional Engineerof nansportationSignature & Date IDOT Department Use Only IReceived Location I~IReceived_- _____.IDate Additional DLocation? WMFT Entry By Entry Date I l.___I-~ Completed O1/22/24 Page 2 of 2 BLR 14222 (Rev. 05/26/23)