MCHENRY COUNTY COUNCIL OF MAYORS AGENDA · 17.11.2016 · A. Approval of the minutes for the September 22, 2016, McHenry County Council of Mayors meeting. 4.HOLIDAY HILLS MEETING

Page 1 of 2 Posted on 11/10/2016 Planning Liaison - Janell Jensen

MCHENRY COUNTY COUNCIL OF MAYORS

AGENDA

Thursday, November 17, 2016

2:00 PM

Village of Huntley Municipal Center - Village Board room

10987 Main Street, Huntley, IL 60142

1. CALL TO ORDER

A. Roll Call/Introductions (Sign-In Sheet)

2. AGENDA APPROVAL

A. Approval of the agenda for the November 17, 2016, McHenry County Council of

Mayors meeting.

3. MINUTES APPROVAL

A. Approval of the minutes for the September 22, 2016, McHenry County Council

of Mayors meeting.

4. MEETING SCHEDULE

A. Approval of the 2017 Meeting Schedule for the McHenry County Council of

Mayors.

5. PROGRAM & AGENCY UPDATES

A. IDOT Highway Report – Marnie Hooghkirk

B. Pace Report – Mary Donner

C. Metra Update – Rick Mack

D. RTA Update – Andy Plummer

E. McHenry County Division of Transportation Update – Jeff Young

F. Illinois Tollway Update – Vicky Zuprynski

G. IDOT STP Local Program Update – Gerardo Fierro

H. CMAP Report – Kama Dobbs

I. Executive Council of Mayors Committee Report – Kama Dobbs

6. PRESENTATION

A. MCRide Dial-A-Ride - Scott Hennings (McHenry County DOT)

7. MCHENRY COUNTY COUNCIL OF MAYORS SURFACE TRANSPORTATION PROGRAM

A. Surface Transportation Program (STP) schedule for FFY 2016-2020.

B. Annual Project Status Update Request

8. BYLAW REVISION

A. Approving revisions to the McHenry County Council of Mayors Bylaws.

16111 Nelson Road

Woodstock, IL 60098

T: 815.334.4642

ALGONQUIN

BARRINGTON HILLS

BULL VALLEY

CARY

CRYSTAL LAKE

FOX RIVER GROVE

GREENWOOD

HARVARD

HEBRON

HOLIDAY HILLS

HUNTLEY

JOHNSBURG

LAKE IN THE HILLS

LAKEMOOR

LAKEWOOD

MARENGO

McCULLOM LAKE

McHENRY

OAKWOOD HILLS

PORT BARRINGTON

PRAIRIE GROVE

RICHMOND

RINGWOOD

SPRING GROVE

TROUT VALLEY

UNION

WONDER LAKE

WOODSTOCK

McHENRY COUNTY

9. METHODOLOGY REVISION

A. Approving revisions to the McHenry County Council of Mayors Surface Transportation Program

Project Selection and Programming Procedures.

10. BYLAW REVISION

A. Approving revisions to the McHenry County Council of Mayors Bylaws.

11. PLANNING LIAISON REPORT

12. OTHER BUSINESS / ANNOUNCEMENTS

13. NEXT MEETING DATE AND LOCATION

To be determined.

14. ADJOURNMENT

Page 1 of 7 DRAFT MINUTES

MCHENRY COUNTY COUNCIL OF MAYORS MEETING MINUTES

Thursday, September 22, 2016

2:00 PM

McHenry County Division of Transportation office – Main Conference Room

16111 Nelson Road, Woodstock, IL 60098

1. CALL TO ORDER

Chairman Mack called the meeting to order at 2:01 p.m.

A. Roll Call/Introductions (Sign-In Sheet)

The meeting had a quorum (minimum of 7 members).

Council Members Present: 1. Village of Algonquin - Bob Mitchard 2. Village of Bull Valley - Richard Vance 3. Village of Cary - Erik Morimoto 4. City of Crystal Lake - Abby Wilgreen 5. Village of Fox River Grove - Bob Nunamaker 6. Village of Huntley - Tim Farrell 7. Village of Lake in the Hills - Fred Mullard 8. City of Marengo - Josh Blakemore 9. City of McHenry - Jon Schmitt 10. Village of Oakwood Hills - Paul Smith 11. Village of Ringwood - Rick Mack, President (Chairman of McCOM) 12. City of Woodstock - Jeff Van Landuyt 13. McHenry County - Jeff Young

Staff Present:

1. McHenry County Council of Mayors - Janell Jensen, Planning Liaison Others Present:

1. Baxter & Woodman - Jason Fluhr 2. CMAP - Kama Dobbs 3. CMAP - Barbara Zubek 4. CivilTech Engineering, Inc - Derek Mau 5. City of Crystal Lake - Jeff Mawdsley 6. City of Woodstock (Transportation Commission) - Andrew Celentano 7. Ciorba Group - Tony Wolff 8. HLR Engineering - Amy McSwane 9. HR Green - Jeff Strzalka 10. IDOT - Alex Househ 11. IDOT - Marnie Hooghkirk 12. McHenry County DOT - Scott Hennings

DRAFT


13. Pace - Mary Donner 14. RTA - Andy Plummer 15. TranSystems - Todd Bright 16. Traffic Control Corportation - Brian Plum

2. AGENDA APPROVAL

B. Approval of the agenda for the September 22, 2016, McHenry County Council of Mayors

meeting.

A motion was made by Mr. Nunamaker, seconded by Mr. Young, to approve the

modified agenda that moved agenda item 6.A. ahead of 5. The motion carried

unanimously.

3. MINUTES APPROVAL

A. Approval of the minutes for the July 28, 2016, McHenry County Council of Mayors

meeting.

A motion was made by Mr. Young, seconded by Mr. Blakemore, to approve the

minutes as presented. The motion carried unanimously.

4. PROGRAM & AGENCY UPDATES

A. IDOT Highway Report – Marnie Hooghkirk

Ms. Hooghkirk provided the updated IDOT Transportation Improvement Program

status sheet. Ms.Hooghkirk indicated that there is one project in the area, US 14

bridge over the Kishwaukee River, tentatively scheduled on the November 4, 2016,

letting.

Ms. Hooghkirk mentioned that the FY 2017 program is now on IDOT’s website.

B. Pace Report – Mary Donner

Ms. Donner indicated that the Pace’s Economic Development PowerPoint

presentation will be emailed out after today’s meeting (via Mrs. Jensen) to council

members.

Ms. Donner mentioned that Pace’s 2017 budget hearing will be held on October 26,

2016, from 4:30 - 5:30 pm at Crystal Lake City Hall building in the council chambers.

C. Metra Update – Rick Mack

Mr. Mack went over Metra’s Community Enhancement Program for train station

improvements and a brochure was passed out.

Mr. Mack indicated that Metra staff developed a list of budget cuts/efficiencies for

their 2017 budget and a handout regarding it was passed out. Mr. Mack mentioned

that Metra Board is expected to approve the proposed 2017 budget at their October


14, 2016 meeting. Mr. Mack indicated that Metra will have public hearings the first

week in November, but they have not be scheduled yet.

D. RTA Update – Andy Plummer

Mr. Plummer passed out two handouts, RTA Transit Signal Priority and RTAMS

Visioning Survey Summary. Mr. Plummer went over the RTA Transit Signal Priority

that gives traffic signal priority to fixed route buses running late and extra “green”

time to those buses to keep them on-schedule. Mr. Plummer indicated that there are

none currently planned for McHenry County area.

Mr. Plummer went over RTAMS website, which has a lot of data available.

E. McHenry County Division of Transportation Update – Jeff Young

Mr. Young mentioned a new canoe launch by County Line. Mr. Young went over the

county’s resurfacing projects that are going on this Fall.

F. Illinois Tollway Update

Representative not present.

G. IDOT STP Local Program Update – Alex Househ

Mr. Househ handed out the Local Roads & Streets Status Sheet for Federal Aid

Projects located in McHenry Regional Council.

H. CMAP Report – Kama Dobbs

Ms. Dobbs indicated that as of the end of August the region has spent about 56

percent of the STP mark for FFY 2016, which does not includes the September or

November lettings (are in FFY 2017). Ms. Dobbs mentioned we’ve exceed the STP

allotment by 7 percent, so we’re spending into our region’s unobligated balance.

Ms. Dobbs indicated CMAP is working on the region’s next long-range plan, ON TO

2050. Ms. Dobbs mentioned that CMAP staff has been working with implementers

throughout the region over the last couple months to compile a list of regionally

significant projects. Ms. Dobbs indicated that the regionally significant projects list

was recently released for public comment period. Ms. Dobbs went over the criteria

for being considered regionally significant.

Ms. Dobbs went over the proposed US DOT MPO Rulemaking and the potential

merger with neighboring Wisconsin and northwest Indiana Metropolitan Planning

Organization’s (MPO). Ms. Dobbs referenced many comment letters were sent out

against this proposed rule from agencies within our region. Mrs. Jensen indicated

that McHenry County Council of Mayors sent in a public comment letter against this


proposed rulemaking, which was signed by our Executive Director Scott Hennings on

our council’s behalf (due to public comment period narrow timeframe).

Ms. Dobbs went over the proposed constitutional “lockbox” amendment that is on

the November 8, 2016, election. Ms. Dobbs has concerns regarding the

language/lack of language in the amendment and potential effect on local

municipalities.

Ms. Dobbs thanked everyone who contributed their insights and perspectives during

CMAP’s first round of public engagement for ON TO 2050 plan. Ms. Dobbs indicated

CMAP meet with over 100 groups across the seven counties and have thousands of

comments so far. Ms. Dobbs mentioned that CMAP has complied all the comments

into the Emerging Priority Report, which is expected to be voted on by CMAP Board

in October, 2016. Ms. Dobbs mentioned this report sets the theme for the

development of ON TO 2050 plan.

Ms. Dobbs said the next Council of Mayors Executive Committee meeting is

scheduled for October 25, 2016. Ms. Dobbs indicated that the proposed Surface

Transportation Program (STP) Programming Marks table for FFY 2017 will be on the

October 25th meeting agenda for approval.

Ms. Dobbs introduced a new CMAP staff member, Barbara Zubek. Ms. Dobbs

indicated that Ms. Zubek was formerly a Planning Liaison with Southwest Council.

I. Executive Council of Mayors Committee Report – Kama Dobbs

See agenda item 4.H.

5. FUNCTIONAL CLASSIFICATION REVISIONS

A. A Resolution Approving the County Wide Functional Classification Revisions by the Illinois

Department of Transportation.

Mrs. Jensen indicated that at the council’s July 28, 2016, meeting this agenda item was

discussed only.

Mrs. Jensen indicated that she received comments from the Village of Lake in the Hills,

City of Marengo, Village of Richmond, Village of Wonder Lake and Village of Cary.

Mrs. Jensen mentioned that she worked with municipalities to get additional

documentation that was needed for IDOT’s review of their proposed changes. Mrs.

Jensen indicated that the council member’s recommended changes with supporting

documentation were submitted to IDOT for their review, which there were a total of ten

(10) requests. Mrs. Jensen mentioned that IDOT reviewed said requests and 7 out of the

10 were approved by IDOT. Mrs. Jensen indicated that the approval for Acorn Lane


(Crystal Lake Road to Indian Trail) is temporary in nature, since IDOT recognized the

active STP project.

Mrs. Jensen went over IDOT’s proposed functional classification changes.

Council members did not have any additional functional classification

revisions/comments to add.

A motion was made by Mr. Mullard, seconded by Mr. Mitchard, to approve IDOT’s

County Wide Functional Classification Revisions as presented. The motion carried

unanimously.

6. MCHENRY COUNTY COUNCIL OF MAYORS SURFACE TRANSPORTATION PROGRAM

A. Surface Transportation Program (STP) schedule for FFY 2016-2020.

i. Approving moving the City of Crystal Lake’s Crystal Lake Avenue/Main Street

project from FFY 2017 to FFY 2018 on the STP 5-year program (TIP # 11-10-0006).

Mrs. Jensen indicated that the City of Crystal Lake is requesting to move the

Crystal Lake Avenue/Main Street project from federal fiscal year (FFY) 2017 to

2018 on the council’s 5-year STP program, since the project is now targeting a

November 17, 2017, letting date. Mrs. Jensen indicated that our council STP

program can accommodate moving this project to a later FFY.

A motion was made by Mr. Nunamaker, seconded by Mr. Smith, to approve the

requested FFY change. The motion carried unanimously.

ii. Approving the Project Scope Change for the Village of Lake in the Hills’ Acorn

Lane project (TIP # 11-13-0006).

Mrs. Jensen indicated that since our council’s Methodology is currently silent on

project scope changes, having the request before the council for consideration

(approval/denial) is the best course of action.

Mrs. Jensen indicted that the Acorn Lane resurfacing project from Randall Road

to Oakleaf Road by the Village of Lake in the Hills was originally awarded Surface

Transportation Program (STP-L) funding during the Council’s 2012 Call for STP

Projects. Mrs. Jensen indicated that the project construction/construction

engineering cost are lower than the original 2012 programmed STP cost. Mrs.

Jensen mentioned that the village is not requesting a cost increase due to the

proposed project scope change.

Mr. Mullard indicated that it was originally planned as a 2016 project, but ended

up pushing it back due to water main work in the area. Mr. Mullard mentioned

that it did not make sense to resurface the road and later tear it up due to water

main project.


Mr. Mullard indicated that the portion between Randall Road and Crystal Lake

Road was getting so bad that waiting until 2017 was not going to be possible, so

the village choose to do that their in-house MFT money.

Mrs. Jensen referenced the Location Map that is included in the meeting packet

that shows the proposed project scope change limits and the original project

limits, which depicts an overlap of the original project limits.

A motion was made by Mr. Mitchard, seconded by Mr. Schmitt, to approve the

requested project scope change. The motion carried unanimously.

7. PLANNING LIAISON REPORT

Mrs. Jensen mentioned that CMAP is hosting an ON TO 2050 Big Ideas Forum about Designing

the Future: Gen X & Millennials in 2050 on October 27, 2016, from 10:00 - 11:30 am in Chicago

at the University of Illinois at Chicago. Mrs. Jensen indicated that the forum is free.

Mrs. Jensen reminded the council of the upcoming Call for Projects. Mrs. Jensen indicated that

Congestion Mitigation and Air Quality (CMAQ) & Transportation Alternative Program (TAP) next

joint Call for Projects is planned to be release by CMAP on January 6, 2017, with applications

due March 3, 2017. Mrs. Jensen reminded the council that TAP only funds bicycle facility

projects. Mrs. Jensen indicated that CMAQ is for reducing congestion/improving air quality and

a road widening/new road/resurfacing would not be applicable. Mrs. Jensen indicated that in

advance of application deadline, CMAP will hold an application prep webinar this year. Mrs.

Jensen indicated that the next Local Technical Assistance Program (LTA) Call for Projects is

anticipated to be released by CMAP during the Spring of 2017. Mrs. Jensen indicated that the

next Truck Access Route Program (TARP) Call for Projects is planned to be released by IDOT

during the Fall of 2017. Mrs. Jensen indicated that the next Safe Routes to School (SRTS) Call for

Projects is planned to be released by IDOT during the Fall of 2017. Mrs. Jensen indicated that

the next Illinois Transportation Enhancement Program (ITEP) Call for Projects is anticipated to be

released by IDOT during the Spring of 2018.

Mrs. Jensen reminded that the only active Call for Project is the Access to Transit Improvement

Program by the Regional Transportation Authority (RTA). Mrs. Jensen indicated that RTA is

accepting applications till October 20, 2016.

Mrs. Jensen mentioned that all Call for Projects information can also be found on the council’s

website or by contacting Mrs. Jensen.

8. OTHER BUSINESS / ANNOUNCEMENTS

Mr. Young mentioned that if a municipality has any projects that involve a county highway to

please involve McHenry County Division of Transportation early on. Mr. Young directed

municipalities to contact Scott Hennings, Principal Transportation Planner, first with their

project/partner participation proposal.

Mrs. Jensen responded to a council members question that IDOT should be announcing the

approved ITEP applications for ITEP cycle 12 (FY 2016) this Fall, 2016.


9. NEXT MEETING DATE AND LOCATION

The next meeting will be Thursday, November 17, 2016, at 2:00 p.m. at the Village of Huntley

Municipal Complex, village board room, 10987 Main Street, Huntley, IL 60142.

10. ADJOURNMENT

A motion to adjourn was made by Mr. Nunamaker and seconded by Mr. Smith. The meeting was

adjourned at 2:37 p.m. The motion carried.

DRAFT

Page 1 of 1 Draft Version Prepared on 11/2/2016 Planning Liaison - Janell Jensen


MEETING SCHEDULE - 2017

1. January 19, 2017 - Thursday

Time: 2:00 p.m.

Location: McHenry County Division of Transportation office

Room: Main conference room

Address: 16111 Nelson Road, Woodstock, IL 60098

2. March 16, 2017 - Thursday

Time: 2:00 p.m.

Location: TBD

Room: TBD

Address: TBD

3. May 18, 2017 - Thursday

Time: 2:00 p.m.




4. July 20, 2017 - Thursday

Time: TBD

Location: TBD

Room: TBD

Address: TBD

5. September 21, 2017 - Thursday

Time: 2:00 p.m.




6. November 16, 2017 - Thursday

Time: TBD

Location: TBD

Room: TBD

Address: TBD

16111 Nelson Road

Woodstock, IL 60098

T: 815.334.4642

ALGONQUIN

BARRINGTON HILLS

BULL VALLEY

CARY

CRYSTAL LAKE

FOX RIVER GROVE

GREENWOOD

HARVARD

HEBRON

HOLIDAY HILLS

HUNTLEY

JOHNSBURG

LAKE IN THE HILLS

LAKEMOOR

LAKEWOOD

MARENGO

McCULLOM LAKE

McHENRY

OAKWOOD HILLS

PORT BARRINGTON

PRAIRIE GROVE

RICHMOND

RINGWOOD

SPRING GROVE

TROUT VALLEY

UNION

WONDER LAKE

WOODSTOCK

McHENRY COUNTY

November 17, 2016

McHenry Council of Mayors Management Monitoring Schedule

FY 2017-2022 Proposed Highway Improvement Program

Target lettings for projects in the MYP are contingent upon contract plan

readiness, land acquisition and funding availability.

Brian Carlson, Program Development Section Chief (847) 705-4080

FAX: (847) 705-4666 E-mail : [email protected]

Illinois Department of Transportation Page 2 MANAGEMENT MONITORING SCHEDULE

REGIONAL COUNCIL: McHenry County November 17, 2016

Brian Carlson, Program Development Section Chief (847) 705-4080 IDOT Web Site is www.idot.illinois.gov IDOT FY 2017-2022 Proposed Highway Improvement Program is available on-line at http://www.idot.illinois.gov

Entries in bold print indicate updates made since the last Transportation Committee Meeting.

Target lettings for projects in the MYP are contingent upon contract plan readiness, land acquisition and funding availability.

PROJECTS & LIMITS SCOPE OF WORK COST (000)

DESIGN APPROVAL DATE

RIGHT-OF-WAY REQUIRED

TARGET FOR CONTRACT TO BE AVAILABLE FOR LETTING (*SEE NOTE BELOW)

FISCAL YEAR

FUNDS AVAILABLE

COMMENTS

US 12 (Main St): Kenosha St. to Tryon Grove Rd

Resurfacing ADA Improvements

$890 State

TBD TBD 1st Quarter FY

20 MYP 1-79280-0000

Richmond

US 12: Ditches 0.7 & 2.1 mi. East of IL Rte. 31 & 8.3 mi. s. of State Line

Culvert Replacement, Culvert Repair

$600 NHPP

01/13/16 No 3rd

Quarter FY 17

MYP 1-78879-0000 Richmond

US 14 @ Drainage Ditch (3.6 Mi. S of State Line)

Culvert Replacement $250 NHPP

E9/30/16 No 3rd

Quarter FY 17

MYP 1-79407-0000

US 14 @ Ditch 0.9 Mi. & 2.4 Mi. S of IL 23 & 3.1 Mi E of IL 23


E12/31/16 No 3rd

Quarter FY 18

MYP 1-79128-0000

US 14 @ Kishwaukee River 4 mi. SE of IL 23

Bridge Deck Overlay Bridge Joint Repair

$710 State

PS & E No On November 4

th letting

Contract:

60M89

MYP 1-78389-0000

Apparent Low Bidder: Lorig Construction Low Bid Amount:

$642,570.85

US 14: IL 47 (Eastwood Dr) to Lake Shore Dr.

Resurfacing $1,110 NHPP


20 MYP 1-79827-0000

Woodstock

US 20 – County Line Rd. to West Street

Resurfacing Pedestrian Ramps/ADA

$2,520 STP-U

PS & E No 1st Quarter FY18 MYP 1-77995-0000

Marengo

US 20: County Line Rd to West St.

Drainage $50 NHPP


18 MYP 1-77995-1000

US 20: West St. to Kane County Line


$3,360 NHPP


21 MYP 1-79281-0000

Marengo










FISCAL YEAR

FUNDS AVAILABLE

COMMENTS

US 20 @ West Union Rd. and @ Coral Road

Channelization $1,500 HSIP

E06/30/16 Yes 3rd Quarter FY17

MYP 1-79012-0000 Marengo

US 20: Creek 0.4 mi. W. of Beck Road

Culvert Replacement $1,200 NHPP

E08/31/16 No 1st Quarter FY19 MYP 1-77872-0000

US 20 @ Marengo-Beck Road/S. Union Road

Channelization, Horizontal Realignment, Roundabout/Intersection Reconstruction

$2,000 HSIP

5/26/16

Yes 3rd

Quarter FY19

MYP 1-78296-0000

US 20 @ Harmony Road Intersection Reconstruction

$2,350 HSIP

4/16/16

Yes 3rd

Quarter FY18

MYP 1-78295-0000

IL 23 – US 14 to I-90 (Jane Addams Tollway)

Resurfacing, ADA Improvements

$5,420 State

PS & E No 1st Quarter FY

18 MYP 1-78435-0000

Marengo

IL 23 @ Drainage Ditch (0.1 Mi. N of IL 176)


E12/31/17 TBD 3rd

Quarter FY 19

MYP 1-78875-0000 Marengo

IL 23 @ Coral Road/Pleasant Grove Road

Intersection Improvement

$445 NHPP

12/10/13 No 1st Quarter FY18 MYP 1-78562-0000

IL 31: IL 120 (Elm St) to Park Place


$660 NHPP

TBD TBD 3rd

Quarter FY 18

MYP 1-78432-0000 McHenry

IL 31 @ Drainage Ditch (6 Mi. N. of IL 176


E12/31/16 Yes 3rd

Quarter FY 18

MYP 1-78872-0000 McHenry

IL 31: Charles Miller/Bull Valley Rd to S of Gracy Rd

Resurfacing $850 NHPP


21 MYP 1-79514-0000

McHenry Pingree Grove

IL 31 – Strong Road to Central Park Drive

Resurfacing, Pedestrian Ramps/ADA Flagging

$1,690 State

PS & E No 3rd

Quarter FY 17

MYP Crystal Lake 1-77989-0000










FISCAL YEAR

FUNDS AVAILABLE

COMMENTS

IL 31: Huntington Dr to Kane Co Line


$260 STP-U


20 MYP 1-79515-0000

Algonquin

IL 47: State Line Rd to Maple Ave


$695 NHPP


21 MYP 1-78430-0000

Hebron

IL 47 @ O’Brien Rd./Van Derkarr Road & at Thayer Rd

Channelization, Shoulder Repair, Guardrail, Int. Reconstruction

$2,025 HSIP

11/23/15 Yes 1st Quarter FY18 MYP 1-78716-0000

IL 47: N. of Ware Road to IL 120

Resurfacing Pedestrian Ramps/ADA

$785 State

PS & E No 1st Quarter FY18 MYP 1-78949-000

Woodstock

IL 47: IL 120 to IL 176 Resurfacing, ADA Improvements

$2,850 NHPP


21 MYP 1-79511-0000

Woodstock

IL 47 @ Kishwaukee River Bridge Replacement $6,500 NHPP

E12/31/16 Yes 1st Quarter FY20 MYP 1-76037-0000

IL 62: IL 31 to Compton Dr/Lake-Cook Rd


$1,275 NHPP


18 MYP 1-78946-0000

Algonquin

IL 120: Charles Rd to Lake County Line

Resurfacing $7,400 NHPP


20 MYP 1-78425-0000

McHenry Lakemoor

IL 173 @ Wilmot Road Traffic Signal Installation and Channelization

$1,450 NHPP

10/24/13 Yes 1st Quarter FY19 MYP 1-76931-0100

IL 176: State St to IL 47 Resurfacing $3,600 NHPP


18 MYP 1-78421-0000

Marengo










FISCAL YEAR

FUNDS AVAILABLE

COMMENTS

IL 176: Deerpass Road to Dean Street

Left Turn Lanes, Milled Rumble Strips, Guardrail, Pavement Widening

$6,800 HSIP


Marengo

IL 176: Ditch 1.1 mi. W of IL 47 & Drainage Ditch 8.6 mi. E of IL 23

Culvert Replacement $400 State


IL 176 @ Haligus Road/Mt. Tabor Road

Intersection Improvement, Traffic Signal Installation

$3,500 HSIP

11/09/15 Yes 1ST

Quarter FY19

MYP 1-78681-0000 Crystal Lake

IL 176: US 14 to IL 31 Resurfacing, ADA Improvements

$1,075 NHPP


22 MYP 1-79513-0000

Crystal Lake

IL 176 @ Nish Road Traffic Signal Installation and Channelization

$1,500 NHPP

E03/31/17 Yes 1st

Quarter FY21

MYP 1-75377-0200

Pace Suburban BusPartnering with Communities for Economic Growth

Supporting Economic Development

• Transit Supportive Development Guidelines

• Site Selection and Relocation Assistance• The Vanpool Program• Carpool & Vanpool Matching• Transit Outreach Programs

Pace’s professional staff provides assistance in areas including:

Design Guidelines for Transit Supportive Communities• Foster reliable, efficient, convenient, and

accessible transit, from your front door to the bus by incorporating public transportation features in suburban developments.

• Developers can work directly with Pace to accommodate characteristics of transit-supportive development that enhance the vibrancy of the development and improve access to adjacent communities within the region.

• Pace offers complimentary in-house technical reviews by Pace’s Transportation Engineer

Relocation Assistance• Assist municipalities, companies, and

real estate agents in the site selection process.

• Help employers determine possible locations based on transit access.

• Employee Zip Code Analysis

• After a site is selected, Pace conducts on-site educational programs for employees to learn about transit options to their future site.

Pace has assisted many local employers including:Capital One, ITW, Verizon, United Airlines, Motorola, Kraft-Heinz, Magid, Zurich, Fresh Express, LSG Sky Chefs, Topco, FAA

Employee Origin Mapping

• Free employee origin mapping to identify employee clusters for transit planning and rideshare/vanpool matching

• Transit access for employees is a consideration during site selection

• Helps employees form rideshare groups

• Helps employers plan work shifts

• Helps Pace evaluate service demand and identify appropriate service options

Employee Origins

Pace Vanpool ProgramTraditional VanpoolVans are available to groups of 5-14 individualswho live in close proximity and have similar schedules.For a low monthly fare, Pace includes:

The Van Fuel Maintenance Insurance Tolls Roadside Assistance Van Washes

Metra Feeder VanpoolPace vans can park at a Metra station near a work site, sothat the 5-13 participants can take the train and then use thevan to complete the commute.

Discover, Allstate, Sears, FAA, Central Grocers, Tempel Steel, United Airlines, Underwriters Laboratories, Motorola, Aon, Abbott Laboratories, GATX Rail, Kraft-Heinz, VA North Chicago, Magid

PaceRideShare.com

• Pace offers a website-based application to form a new carpool or vanpool, or join one that already exists.

• Users can set up a free profile to find commuters with similar travel patterns.

• There’s access to free calculators showing money saved and environmental benefits of ridesharing.

847-5-WE-POOL

How can Pace help with outreach?

• Presentations to management about Pace service offerings

• On-site educational programs for employees to learn about transit options to their worksite/future worksite

• Pace Commuter Toolkit has ready-to-use promotional materials for employers

How will transit continue to meet communities’ needs

Local/Arterial Bus

Arterial Rapid Transit (Pulse)Express Bus Service

Local Circulator

Vanpool Amenities

Pace Suburban BusPartnering with Communities for Economic Growth

Mary L DonnerCommunity Relations Representative

Pace Suburban Bus550 W. Algonquin Rd.

Arlington Heights, IL 60005847-345-5546

[email protected] are here to assist you

McHenry County Council of Mayors

Surface Transportation Program

FFY 2016-2020

FFY 2016 - October 1, 2015 thru September 30, 2016

TIP # Project Name Agency

Total

Construction

Cost Programmed STP

Potential STP

Max Amount STP Funding Increase Request

AF Request

Approved Letting Date

Stage

Completed Project Type Notes

11-13-0004 Highland Av Algonquin $1,947,031 $1,500,000 $1,500,000 N/A - maxed out $1,500,000 3/4/2016 Project Let Resurfacing and Ped

Project let on 3/4/2016 and the low bid of $1,947,030.62 was accepted (original total construction cost was

$2,720,696). AF request approved by COM Exec Committee on 1/12/2016.Design approval received on

2/6/2015.

11-13-0010 Bull Valley Rd McHenry $1,600,000 $1,280,000 $824,281 12/16/2015 - $1,280,000 $1,280,000 4/22/2016 Project Let Widening & Intersection Improvements

AF request approved by COM Exec Committee on 1/12/2016. Cost increase request for STP funding was

approved on 1/7/2016 from $749,346 to $1,280,000 (exceeded 10% overage). Had Phase I Kick-off meeting on

5/5/2015 and Phase II on 9/21/2015.

TOTALS $3,547,031 $2,780,000 $2,324,281 $2,780,000

FFY 2016 Mark = $2,780,000 Left over $ = #REF! (10% cost increase factored in)


Total

Construction

Cost Programmed STP

Potential STP


AF Request


Stage


11-15-0007 Church St Johnsburg 3,246,945 1,500,000 1,500,000 N/A - maxed out $1,500,000 3/3/2017

Phase 1 -

underway Widening, resurface, sidewalk, & intersection improvements AF request approved by COM Exec Committee on 10/25/2016. Had Phase I Kick-off meeting on 5/5/2015.

11-15-0003 Lake Ave Lakewood $693,000 $554,400 $712,814 None $554,400 1/20/2017 Phase 1 Resurfacing + Bike Lane

AF request approved by COM Exec Committee on 10/25/2016. Phase I approval was received October 23,

2014. Had Phase I Kick-off meeting on 7/9/2014. Had Phase II Kick-off meeting on 5/9/2016. STP funding

decreased $93,613 from $648,013 to $554,400.

11-13-0006 Acorn Ln Lake in the Hills $169,000 $135,200 $210,355 None $0

Local Let -

Summer 2017 Phase 1 Resurfacing

Project Scope Change request for termini approved by Council on 9/22/2016. Phase 1 initiated and approved

on 2/5/2016. Phase 1 kick-off meeting on 1/27/2016. STP funding decreased $56,032 from $191,232 to

$135,200.

TOTALS $4,108,945 $2,189,600 $2,423,169 $2,054,400

FFY 2017 Mark = $2,054,400 Left over $ = #REF! (10% cost increase factored in)


Total

Construction

Cost Programmed STP

Potential STP


AF Request


Stage


11-13-0007 Main St Algonquin $5,000,000 $1,500,000 $1,500,000 12/30/2013 - $1,500,000 $0 11/17/2017 None Resurfacing & ped and bike enhancement (ADA ramps, bump-outs, etc) Working on Concept Design (aka Pre-Phase 1). Phase I Kick-off meeting scheduled for 5/24/2016.

11-10-0006 Crystal Lake Av/Main St Crystal Lake $2,246,900 $1,500,000 $1,500,000 N/A - maxed out $0 11/17/2017

Phase 1 -

underway Intersection Improvements

Had Phase I Kick-off meeting on 1/11/2013. Phase I is significantly complete. Phase I & II occuring concurrently.

Final Phase I/II targeted for late 2016.

11-15-0001 Ringwood Rd/Barnard Mill Rd Ringwood $1,876,496 $1,500,000 $1,500,000 N/A - maxed out $0 1/19/2018 None Resurfacing Phase 1 has not been initiated.

11-13-0002 Lake/South/Madison Roundabout Woodstock $1,875,000 $1,000,000 $1,100,000 $0 3/9/2018 None Roundabout Phase 1 has been initiated. Had Phase I Kick-off meeting on 3/24/2016.

11-13-0016 N. Main St Crystal Lake $2,733,246 $1,500,000 $1,500,000 N/A - maxed out $0

Phase 1 -

underway Intersection Improvements & Reconstruction Had Phase I Kick-off meeting on 11/16/2015.

TOTALS $13,731,642 $7,000,000 $7,100,000 $0

FFY 2018 Mark = $0 Left over $ = #REF! (10% cost increase factored in)


Total

Construction

Cost Programmed STP

Potential STP


AF Request


Stage


11-16-0016 Pearl St/Lincoln Rd McHenry $1,941,563 $1,500,000 $1,500,000 N/A - maxed out $0 11/4/2016 None Intersection capacity, bike lanes, sidewalks, bridge rehab & resurface Phase I & II Engineering will be completed concurrently. Had Phase I Kick-off meeting on 9/28/2015.

11-16-0015 Three Oaks Rd Cary $1,884,335 $1,500,000 $1,500,000 N/A - maxed out $0 3/10/2017 None

Traffic Signal modernization, intersection improvements, bike lanes, sidewalks &

resurfacing Had Phase I Kick-off meeting on 7/9/2015.

11-16-0017 Barreville Rd Prairie Grove $845,000 $664,000 $730,400 $0 7/29/2016 Phase I Resurfacing

Phase I Engineering approval received on 7/7/2014. Inititated Phase II Engineering with the submittal of Pre-

Final Plans to IDOT on 6/20/2014. Final PS&E submittal delayed until STP funding received.

TOTALS $1,941,563 $3,664,000 $3,730,400 $0

FFY 2019 Mark = $0 Left over $ = #REF! (10% cost increase factored in)


Total

Construction

Cost Programmed STP

Potential STP


AF Request


Stage


11-16-0013 Bull Valley Rd/Crystal Springs Rd Bull Valley $3,583,000 $2,866,400 $3,000,000 $0 7/29/2016 Phase I Resurfacing

2 STP Projects combined into 1 due to them being processed and constructed concurrently through IDOT (same

MFT Section #). Phase I Engineering approval received on 12/18/2015. Inititated Phase I & II Engineering. Had

Phase I & II Kick-off meeting on 4/10/2015.

TOTALS $3,583,000 $2,866,400 $3,000,000 $0

FFY 2020 Mark = $894,557 Left over $ = #REF! (10% cost increase factored in)


Total

Construction

Cost Programmed STP

Potential STP


AF Request


Stage


11-16-0014 Crystal Lake Rd/Silver Lake Rd Cary $1,700,000 $1,360,000 $1,496,000 $0 4/28/2017 Phase I Roundabout & lighting

Phase I Engineering approval received on 9/30/2014. Had Phase I Kick-off meeting on 11/14/2013 and Phase II

on 12/15/2015.

TOTALS $1,700,000 $1,360,000 $1,496,000 $0

FFY 2021 Mark = TBD Left over $ = #REF! (10% cost increase factored in)

SUMMARY of FFY 2016-2020 STP PROGRAM Notes Approved: 1/7/2016

Number of STP Projects = 15 1. McHenry Council is Advance Funded into their FFY 2020 Mark. Council cannot spend/program past the 5-year mark (FFY 2016-2020). Revised: 11/7/2016

STP Yearly Mark Total = $3,607,658 2. FFY = Federal Fiscal Year, which is October 1st through September 30th.

5 Year Mark Total (1) = $18,038,290 3. STP Max Amount = 10% over the STP application's original federal cost. Capped at $1,500,000

Total Advance Funding Request Amount = $19,860,000 4. Contract Awards typically occur within 90 days after letting date.

Approved Advance Funding Amount = $4,834,400 5. City of Woodstock's Lake Shore Drive project (TIP # 11-00-0013) was permanently removed from the Council's STP scheduled program on March 19, 2015.

Available Program Balance as of 10/25/2016 = $894,557 6. Village of Johnsburg's Church Street project (TIP # 11-15-0007) was moved onto 5-year program from MYB list on May 28, 2015.

7. Village of Lake in the Hills' Miller Road/Ackman Road project (TIP #11-10-0007) was permanently removed from the Council's STP scheduled program on March 17, 2016.

8. Remaining 6 MYB projects were moved onto 5-year program from MYB list on March 17, 2016. This caused the council's STP 5-year schedule (FFY 2016-2020) to be overprogrammed.





FFY 2021 - OVERPROGRAMMED

Page 1 of 2

MEMORANDUM

TO: McHenry County Council of Mayors members

FROM: Janell Jensen, Planning Liaison

DATE: November 10, 2016

RE: Agenda Item 8.A. – Council’s Bylaws Revisions

SUBJECT:

Approving revisions to the McHenry County Council of Mayors Bylaws.

BACKGROUND:

The council voted to convene a Methodology Review Committee during their March 17, 2016,

meeting. All council members were invited to be on the Methodology Review Committee. Of

the 29 council members, the following 13 complied the committee: Algonquin, Bull Valley, Cary,

Crystal Lake, Harvard, Huntley, Lake in the Hills, Marengo, McHenry, McHenry County, Prairie

Grove, Ringwood and Woodstock.

The Methodology Review Committee met three times to review and discuss proposed revisions

on: (1) June 16, 2016; (2) August 25, 2016; (3) September 22, 2016. The Planning Liaison

proposed to the committee to separate the Bylaws from the Methodology, along with some

minor changes. The committee unanimously approved the proposed revisions to the council’s

Bylaws during their September 22, 2016, meeting. The Planning Liaison made some minor

clarification changes to the Bylaws post committee meeting.

The next action on this agenda item will be by the council.

DISCUSSION:

The main purpose is to separate the council’s Bylaws from the Methodology, since they provide

different functions and act as separate documents. Most importantly, the Bylaws contain the

rules and regulations for our council (i.e. purpose, membership, voting, ect). The Methodology

is strictly for the council’s Surface Transportation Program (STP).

Typically, bylaws are not reviewed/revised on an annual basis, unlike the council’s

Methodology. Furthermore, any revision to the Bylaws require a super majority vote of the

council members compared to a simple majority vote for Methodology revisions.

The original intent of the Bylaws have remained intact, with some proposed formatting and

language clarification.

16111 Nelson Road

Woodstock, IL 60098

T: 815.334.4642

ALGONQUIN

BARRINGTON HILLS

BULL VALLEY

CARY

CRYSTAL LAKE

FOX RIVER GROVE

GREENWOOD

HARVARD

HEBRON

HOLIDAY HILLS

HUNTLEY

JOHNSBURG

LAKE IN THE HILLS

LAKEMOOR

LAKEWOOD

MARENGO

McCULLOM LAKE

McHENRY

OAKWOOD HILLS

PORT BARRINGTON

PRAIRIE GROVE

RICHMOND

RINGWOOD

SPRING GROVE

TROUT VALLEY

UNION

WONDER LAKE

WOODSTOCK

McHENRY COUNTY

Page 2 of 2

RECOMMENDED COUNCIL ACTION:

Approval of the revised McHenry County Council of Mayors Bylaws.

ATTACHMENTS:

Bylaws ‐ Proposed Clean version

Bylaws ‐ Proposed Redlined version

STP Methodology and Bylaws ‐ Current, last revised March 20, 2014

MCHENRY COUNTY COUNCIL OF MAYORS BYLAWS

Adopted: _______________________

McHenry County Council of Mayors 16111 Nelson Road Woodstock, Illinois 60098 Phone: 815-334-4960 Fax: 815-334-4989

Original Adoption: May 7, 1992 Revisions: December 1, 1994

November 16, 2000 December 3, 2007 June 25, 2008 September 10, 2009 November 18, 2010 March 20, 2014 _____________, 2016

DRAFT REVISIONSCLEAN VERSION

Page 2 of 5

ARTICLE I - NAME, PURPOSE

The name of this organization is the McHenry County Council of Mayors (hereinafter “Council”). The purpose of the Council is to program Surface Transportation Program (hereinafter “STP”) federal funding and to review and evaluate transportation issues affecting McHenry County and McHenry County area municipalities. ARTICLE II - MEMBERSHIP

The Council shall be composed of McHenry County, municipalities with residents within McHenry County. Additionally, one or more adjacent counties who elect to participate in the Council and have indicated their choice to the Chicago Metropolitan Agency for Planning (hereinafter “CMAP”). CMAP is the Metropolitan Planning Organization (hereinafter “MPO”) for northeastern Illinois. The members of the Council are pursuant to the attached Appendix A - Council Member List. McHenry County’s/County(s) representative shall be the County Engineer or his/her designated representative. A municipal representative shall be an elected mayor/president or his/her appointed municipal representative. All representatives must be county/municipal officials or employees. Each member is allowed one (1) voting member and two (2) alternate voting members. ARTICLE III - STAFF

The primary staff for the Council is the Planning Liaison (hereinafter “PL”). The PL will handle all Council business and coordination with CMAP and the Illinois Department of Transportation (hereinafter “IDOT”). The McHenry County Division of Transportation will employ and administer the PL. ARTICLE IV - OFFICERS

The officers of the Council are a Chairman, a Vice-Chairman, and a Secretary. The Chairman and Vice-Chairman shall be elected at the regularly scheduled May Council meeting in odd numbered years. In the event that the Council does not meet in May, the Chairman and Vice-Chairman shall be elected at the next regularly scheduled Council meeting. The Chairman and Vice-Chairman must be a municipal mayor or president. Officers may serve consecutive terms. ARTICLE V - DUTIES OF OFFICERS

Page 3 of 5

Chairman: The Chairman shall preside at all Council meetings and shall appoint subcommittees as necessary. Vice-Chairman: In the absence of the Chairman, the Vice-Chairman shall assume the duties of the Chairman. In the event of the resignation of the Chairman, the Vice-Chairman shall fill the unexpired term of the Chairman and a new Vice-Chairman shall be elected to fill the unexpired term of the Vice-Chairman. Secretary: The PL shall serve as secretary and shall compile Council meeting agendas, prepare and distribute Council meeting notices and Council meeting minutes. ARTICLE VI - AGENDAS

Any member of the Council or applicable government agency may submit items to be heard and discussed by the Council as part of the published Council meeting agenda. All meeting agenda items must be submitted to the secretary a minimum of fifteen (15) days prior to the regularly scheduled Council meeting. ARTICLE VII - MEETINGS

The Council shall meet a minimum of four (4) times per State fiscal year (July 1 through June 30). Meetings will generally be held on a Thursday at 2:00 p.m. at various locations in McHenry County. The meeting dates and locations will be determined for the following year at the last meeting of the year. Meeting Notice: Written or electronic meeting notices must be delivered to members a minimum of seven (7) calendar days prior to a Council meeting. Meeting agendas and supporting materials shall be delivered to members a minimum of three (3) business days prior to a Council meeting. Meeting Cancellation: A regularly scheduled Council meeting may be canceled at the discretion of the Chairman if no items of business need to be discussed. Special Meetings: Special Council meetings may be called as needed by the Chairman. Notice of any special Council meeting shall be delivered to members a minimum of three (3) business days prior to a special Council meeting. ARTICLE VIII - VOTING

Seven (7) members shall constitute a quorum. A Council meeting must have a quorum to conduct business and vote on motions or requests/propositions. Each member shall have one (1) vote. Members must be present at a Council meeting to have their vote counted and recorded.

Page 4 of 5

All motions or requests/propositions before the Council shall be decided by a simple majority of the members present. ARTICLE IX - AMENDMENTS

Proposed amendments to the bylaws of the Council shall be delivered to all members a minimum of seven (7) calendar days before a Council meeting and may be adopted at any Council meeting upon the affirmative two thirds (2/3) super majority vote of the members present.

Page 5 of 5

APPENDIX A

COUNCIL MEMBER LIST

The following municipalities/county are members of the McHenry County Council of Mayors:

Village of Algonquin

Village of Barrington Hills

Village of Bull Valley

Village of Cary

City of Crystal Lake

Village of Fox River Grove

Village of Greenwood

City of Harvard

Village of Hebron

Village of Holiday Hills

Village of Huntley

Village of Johnsburg

Village of Lake in the Hills

Village of Lakemoor

Village of Lakewood

City of Marengo

Village of McCullom Lake

City of McHenry

Village of Oakwood Hills

Village of Port Barrington Village of Prairie Grove

Village of Richmond

Village of Ringwood

Village of Spring Grove

Village of Trout Valley

Village of Union

Village of Wonder Lake

City of Woodstock

McHenry County

Telephone: (815) 334-4970 · Fax: (815) [email protected]

ALGONQUIN

BARRINGTON HILLS

BULL VALLEY

CARY

CRYSTAL LAKE

FOX RIVER GROVE

GREENWOOD

HARVARD

HEBRON

HOLIDAY HILLS

HUNTLEY

JOHNSBURG

LAKE IN THE HILLS

LAKEMOOR

LAKEWOOD

MARENGO

McCULLOM LAKE

McHENRY

OAKWOOD HILLS

PORT BARRINGTON

PRAIRIE GROVE

RICHMOND

RINGWOOD

SPRING GROVE

TROUT VALLEY

UNION

WONDER LAKE

McHenry County Council of Mayors 16111 Nelson Road

Woodstock, IL 60098

DRAFT REVISIONSREDLINED VERSION

Page 2 of 7

MCHENRY COUNTY COUNCIL OF MAYORS BYLAWS

Adopted: _______________________

McHenry County Council of Mayors 16111 Nelson Road Woodstock, Illinois 60098 Phone: 815-334-4960 Fax: 815-334-4989 Original Adoption: May 7, 1992

Revisions: December 1, 1994 November 16, 2000 December 3, 2007 June 25, 2008 September 10, 2009 November 18, 2010 March 20, 2014 _____________, 2016

WOODSTOCK

McHENRY COUNTY

Page 3 of 7

MCHENRY COUNTY COUNCIL OF MAYORS BYLAWS (Revised March 20, 2014)

ARTICLE I - NAME, PURPOSE OF ORGANIZATION

The name of this organization is the McHenry County Council of Mayors (hereinafter “Council”). PURPOSE The purpose of the McHenry County Council of Mayors is to program Surface Transportation Program (hereinafter “STP”) federal funding and to review and evaluate transportation issues affecting McHenry County and McHenry County area municipalities. ARTICLE II - MEMBERSHIP

The McHenry County Council of Mayors shall be composed of the County Engineer or his representativeMcHenry County, one (1) appointed or elected official from those municipalities with residents inwithin McHenry County. Additionally, and one or more adjacent counties who elect to participate on in the McHenry County Council of Mayors and have indicated their choice to the Chicago Metropolitan Agency for Planning (hereinafter “CMAP”). CMAP is the Metropolitan Planning Organization (hereinafter “MPO”) for northeastern Illinois. The members of the Council are pursuant to the attached Appendix A - Council Member List. McHenry County’s/County(s) representative shall be the County Engineer or his/her designated representative. A municipal representative shall be an elected mayor/president or his/her appointed municipal representative. All representatives must be county/municipal officials or employees. Each member is allowed one (1) voting member and two (2) alternate voting members. ARTICLE III - STAFF

The primary staff for the McHenry County Council of Mayors is the Planning Liaison (hereinafter “PL”). The PL who will handle all CCouncil business and coordination with CMAP and the Illinois Department of Transportation (hereinafter “IDOT”). The McHenry County Division of Transportation will employ and administer house the Planning LiaisonPL. ARTICLE IV - OFFICERS

The officers of the McHenry County Council of Mayors are a Chairman, a Vice-Chairman, and a Secretary. The Chairman and Vice-Chairman shall be elected at the regularly scheduled May Council meeting in odd numbered years. In the event that the Council of Mayors does not meet in May, the Chairman and Vice-Chairman shall be elected at the

Page 4 of 7

next regularly scheduled Council meeting. The Chairman and Vice-Chairman must be a municipal mayors or presidents. Officers may serve consecutive terms. ARTICLE V - DUTIES OF OFFICERS

Chairman: The Chairman shall preside at all Council meetings and shall appoint subcommittees as necessary. Vice-Chairman: In the absence of the Chairman, the Vice-Chairman shall assume the duties of the Chairman., or i In the event of the resignation of the Chairman, the Vice- Chairman shall fill the unexpired term of the Chairman and a new Vice- Chairman shall be elected to fill the unexpired term of the Vice- Chairman. Secretary: The Planning LiaisonPL will shall serve as sSecretary and shall compile Council meeting agendas, prepare and distribute Council meeting notices and Council meeting minutes. ARTICLE VI - AGENDAS

Any member of the Council of Mayors or applicable government agency may submit items to be heard and discussed by the Council as part of the published Council meeting agenda. All meeting agenda items must be submitted to the Ssecretary a minimum of fifteen (15) days prior to the regularly scheduled Council meeting. ARTICLE VII - MEETINGS

The Council of Mayors shall meet up toa minimum of four (4) times per State fiscal year (July 1 through June 30). Meetings will generally be held on a Thursday at 2:00 p.m. at various locations in the McHenry County. The meeting dates and locations will be determined for the following year at the last meeting of the year. Meeting Notice: Written or electronic meeting notices must be delivered to members at leasta minimum of seven (7) calendar days before prior to any a Council meeting. Meeting A agendas and supporting materials shall be delivered to members at leasta minimum of three (3) working business days before prior to a Council meeting. Meeting Cancellation: A regularly scheduled Council meeting may be canceled at the discretion of the Chairman , if no items of business need to be discussed. Special Meetings: Special Council meetings may be called as needed by the Chairman. Notice of any special Council meeting shall be delivered to all voting members at leasta minimum of three (3) ) business days prior to any a special Council meeting.

Page 5 of 7

ARTICLE VIII - VOTING

Seven (7) voting members shall constitute a quorum. A Council meeting must have a quorum to conduct business and vote on motions or requests/propositions. Each municipality member shall have one (1) vote. The mayor/president or his duly appointed representative Members must be present at the a Council meeting to have their municipality’s vote counted and recorded. The County Engineer or the County Engineer's designated representative shall be a full voting member of the Council. All motions or requests/propositions before the Council of Mayors shall be decided by a simple majority of the members present. ARTICLE IX - AMENDMENTS

Proposed amendments to the bylaws of the McHenry County Council of Mayors shall be delivered to all voting members at leasta minimum of seven (7) calendar days before any a Council meeting and may be adopted at any Council meeting upon the affirmative vote of two thirds (2/3) super majority vote of the members present.

Page 6 of 7

APPENDIX A

COUNCIL MEMBER LIST





Village of Cary




City of Harvard

Village of Hebron


Village of Huntley



Village of Lakemoor

Village of Lakewood

City of Marengo


City of McHenry



Village of Richmond

Village of Ringwood



Village of Union


City of Woodstock

McHenry County Adopted May 7, 1992 Revised December 1, 1994 Revised November 16, 2000 Revised December 3, 2007 Revised June 25, 2008 Revised September 10, 2009 Revised November 18, 2010 Revised March 20, 2014

Page 7 of 7

Telephone: (815) 334-4970 · Fax: (815) 334-4989 [email protected]

ALGONQUIN

BARRINGTON HILLS

BULL VALLEY

CARY

CRYSTAL LAKE

FOX RIVER GROVE

GREENWOOD

HARVARD

HEBRON

HOLIDAY HILLS

HUNTLEY

JOHNSBURG

LAKE IN THE HILLS

LAKEMOOR

LAKEWOOD

MARENGO

McCULLOM LAKE

McHENRY

OAKWOOD HILLS

PORT BARRINGTON

PRAIRIE GROVE

RICHMOND

RINGWOOD

SPRING GROVE

TROUT VALLEY

UNION

WONDER LAKE

WOODSTOCK

McHENRY COUNTY


Woodstock, IL 60098



Methodology and Bylaws

Chalen L. Daigle

Planning Liaison


16111 Nelson Road

Woodstock, Illinois 60098

Phone: 815-334-4970

Fax: 815-334-4989

[email protected]

Revised March 20, 2014

CURRENT

mailto:[email protected]

McHenry County Council of Mayors STP Handbook

-2-

HOW TO INITIATE A SURFACE TRANSPORTATION PROGRAM (STP) PROJECT THROUGH THE McHENRY COUNTY COUNCIL OF MAYORS

1. Consult the McHenry County Council of Mayors STP Implementation Policy to

see if the project under consideration is an eligible project. See page 7 of this handbook to view the Implementation Policy.

2. When a Call for Projects is announced, the Council will be provided the current STP methodology for review and project applications will be available. Call for Projects will be announced as needed. All transportation and environmental projects as defined in the Eligible STP Projects (see attached) are eligible. If needed, a special Call for Projects can also be held for specific project types such as LAPP or projects that can be completed in a certain amount of time or at certain funding levels. The Council may also restrict or limit the number and/or percentage of certain projects depending on funding levels or regional need. Specific guidelines will be determined before the official Call for Projects is announced.

3. Projects must coincide with the Metropolitan Planning Organization’s approved regional plan titled “Go To 2040”. This Plan states “To improve the efficiency and effectiveness of our transportation system, the first requirement is to spend existing resources more wisely. Investment decisions should be based on performance-driven criteria, rather than arbitrary formulas. The region should prioritize efforts to modernize our significant existing assets we have, rather than continuing to expand the system. Investments of all types should take a multimodal approach, with consideration for transit users, bicyclists and pedestrians.” Project sponsors has asked to follow Go To 2040 recommendations when considering projects. Projects that are multi-modal, ease congestion and are regionally significant are highly encouraged.

4. If the project is eligible, a STP Project application should be prepared. The

individual who prepares the application should plan to be involved in the development of the project from start to finish (i.e. municipal engineer or municipal manager/administrator). A cover letter on municipal letterhead, signed by either the designated representative, alternate representative or municipal Mayor/President, must be included with the application.

5. Submit one (1) copy of the application to the council liaison. An electronic

version can also be submitted via email.

6. The submission of the application must include a resolution stating the project sponsor will fund the required 20% local match. One copy of the resolution is sufficient. See page 4 of this handbook for a sample resolution form. Keep in mind that the McHenry County Council of Mayors only funds the construction phase of the project development process. Phase I engineering, Phase II


-3-

engineering and right-of-way acquisition are the 100% responsibility of the local sponsoring agency.

7. All applications must be submitted by the due date at the end of the “call for

projects” period.

8. If needed, the council liaison will forward copies of each project application to CMAP and IDOT for their review and comment, once approved.

9. The council liaison will review the self-rating of each project using the McHenry

County Council of Mayors STP Project Evaluation Methodology. 10. Evaluation results will be returned to the sponsoring agency as soon as they are

completed.

11. All Council members will be furnished with project summary information and project evaluation results for all proposed project in the agenda packet for the subsequent McHenry County Council of Mayors meeting following the call for projects period.

12. Council of Mayors members will select the projects to be included in the Five-

Year Program at the subsequent Council meeting based on Project ratings, STP funding marks, and other factors they may wish to consider.

13. When a project has been selected by the Council of Mayors to be included in the Five-Year Program, the council liaison will provide CMAP and IDOT with the necessary information for inclusion of the approved project in the regionwide Transportation Improvement Program (TIP). See page 5 for a brief description of the TIP procedures and requirements.

14. Once programmed, a meeting with the project sponsor, the council liaison, IDOT,

and any other affected agencies will be held to identify and discuss any issues confronting the selected project. This can be the official IDOT kick-off meeting for the project.

15. Subsequent update meetings will be held throughout the project implementation

process.

16. Reference IDOT publication Bureau of Local Roads and Street Manual for direction on what requirements must be met for federally funded projects.

17. Reference the “Federal Highway Administration Process for Project

Implementation” for further assistance.


-4-

SAMPLE LOCAL FUNDING MATCH RESOLUTION

A RESOLUTION APPROVING THE LOCAL MATCH FOR CERTAIN STREET IMPROVEMENTS THROUGH THE McHENRY COUNTY COUNCIL OF

MAYORS SURFACE TRANSPORTATION PROGRAM

Whereas, the municipality is a member of the McHenry County Council of Mayors; and Whereas, the McHenry County Council of Mayors has adopted policies for the

implementation of the Surface Transportation Program (STP) of the Moving Ahead for Progress in the 21st Century (MAP-21) Act, and

Whereas, those policies require that to receive STP funding through the Council of

Mayors, a project sponsor must submit a STP project application and a resolution stating that the required local 20% match for that project will be available through the life of the project.

Now therefore be it resolved that the municipality applies for STP funding for the

specified type of improvement to the specified route. Be it further resolved that the municipality hereby agrees that it will allocate the required

20% local match, estimated to be ($000,000.00), to the improvement of the specified route so long as the project is programmed in the McHenry County Council of Mayors’ Five Year Program or is on its Multi-Year B-List of projects.


-5-

PROGRAMMING A SURFACE TRANSPORTATION (STP) PROJECT IN THE REGIONWIDE TRANSPORTATION IMPROVEMENT PROGRAM (TIP)

The Chicago Metropolitan Agency for Planning (CMAP) is the official Metropolitan Planning Organization (MPO) for Northeastern Illinois. As such, CMAP is required to complete many tasks to ensure the Chicago region’s compliance with the Intermodal Surface Transportation Efficiency Act of 1991 (the act establishing the Surface Transportation Program). One of these tasks is to prepare a document known as the Transportation Improvement Program (TIP). The TIP lists the project, which will be federally funded during the current fiscal year and during the following four years, together comprising the Five-Year TIP for the entire six- county region. Before any project can receive federal funding and be placed in the TIP, it must be recommended by the CMAP Transportation Committee and then approved by the CMAP Policy Committee for inclusion in the program. Once a project is approved by the McHenry County Council of Mayors and approved by CMAP for inclusion in the TIP, the McHenry County Council of Mayors then programs the project for inclusion in the McHenry Council’s Five Year Program on the basis of funding availability and project readiness. The Planning Liaison and McCOM staff will work directly with CMAP to enter, update and award projects in the TIP. Projects can also be managed in the TIP by the McHenry County Council of Mayors Executive Director – a position held by the McHenry County Principal Transportation Planner. In the event that the Council’s allocation of STP funds has been spent, the Council will need to request Advance Funding to fund projects. Projects that need Advance Funding in order to be placed on an IDOT letting must have met IDOT deadlines and submitted to the Council no less than four months before the IDOT letting date. The Planning Liaison will work with the project sponsor to ensure CMAP and IDOT deadlines are met and the project remains on schedule.


-6-

McHENRY COUNTY COUNCIL OF MAYORS MEMBERSHIP

The following municipalities are members of the McHenry County Council of Mayors and are eligible to vote at all meetings of the Council:

Algonquin Barrington Hills Bull Valley Cary Crystal Lake Fox River Grove Greenwood Harvard Hebron Holiday Hills Huntley Johnsburg Lake in the Hills Lakemoor Lakewood Marengo McCullom Lake McHenry Oakwood Hills

Port Barrington Prairie Grove Richmond Ringwood Spring Grove Trout Valley Union Wonder Lake Woodstock McHenry County


-7-

McHenry County Council of Mayors Surface Transportation Program (STP) Implementation Policy


Project Proposals Any member of the McHenry County Council of Mayors may propose a project to be funded through the STP program provided: 1. The project is on a STP eligible route, as determined by the McHenry County Council

of Mayors and the Illinois Department of Transportation (IDOT); 2. The project is a STP eligible project type as specified in the Moving Ahead for

Progress in the 21st Century (MAP-21) Act and is on the McHenry County Council of Mayors eligible projects list;

3. The project sponsor can fund the required local match and adopts a resolution to this effect;

4. The project sponsor completes a project application; 5. The project is deemed a FAU route by IDOT; 6. The project location is within the boundaries of the McHenry County Council of

Mayors (the geographic area used to determine the funding allocated to the McHenry County Council of Mayors).

Any township or transit agency that wishes to propose a project must find a municipal or County co-sponsor. Furthermore, if a project enters or includes an adjoining jurisdiction (County, Municipal or Township), a letter of support is required from the adjoining jurisdiction. Eligible Projects The improvement of the STP system routes will require adherence to federal and state standards and policies. (For example, the simple resurfacing of a STP system route is not possible unless the completed project meets federal/state standards.) The following projects are eligible for STP funding through the McHenry County Council of Mayors: • Roadway projects that are of regional and/or national significance:

Including reconstruction, rehabilitation, resurfacing and operational improvement. • Capital and operating costs for traffic monitoring, management and control facilities. • Capital costs for transit projects. • Bicycle and pedestrian facilities including bicycle lanes, multi-use side paths,

sidewalks, crosswalks, grade-separated bridge structures, bicycle racks, and directional signs.

• Carpool programs, fringe and corridor parking facilities (Park and Ride lots). Safety projects.

• Projects on any federal aid highway. • Infrastructure-based intelligent transportation systems capital improvements. • Advanced truck stop electricification systems.


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• Intersection improvements with disproportionately high accident rates and/or high congestion.

• Environmental restoration/pollution abatement (limit expenditures to 20% of the total cost of the reconstruction, rehabilitation, resurfacing and/or restoration).

• Control of terrestrial and aquatic noxious weeds and establishment of native species. The McHenry County Council of Mayors does not fund signal preemption projects. Eligible Routes The routes eligible for the STP funding should be those, which promote regional and/or sub-regional travel. STP routes must serve more than a local land access function. Only designated federal aid routes (FAU) will be eligible for STP funding. Project Selection Process Project applications must be submitted to the Council Liaison one month prior to the Council of Mayors meeting scheduled for the selection of projects. The Council Liaison will review each project proposal for completeness and accuracy. Once reviewed, project proposals may be submitted to CMAP and IDOT for review of eligibility. All projects will be self-evaluated and then reviewed by staff. The projects will be self-evaluated based on the McHenry County Council of Mayors Project Selection Methodology. Each project will receive a total point value, which will be used to prioritize projects. Projects with the highest number of points will be added to the program until all resources are allocated. The McHenry County Council of Mayors will select projects having considered the results of the Project Selection Methodology. The selected projects will be placed in the five-year STP project list. The number of projects that are placed on the list will be constrained by the amount of STP funds projected to be available to the McHenry County Council of Mayors over the five-year period. Once a project is on the five-year project list, it will be funded up to 110% of the amount determined after Phase I engineering has been approved by IDOT. The Planning Liaison will request the submittal of a project update report one month prior to a scheduled McHenry County Council of Mayors meeting. The project sponsor will be required to discuss the project report at this meeting. In addition, the project sponsor may be required to host a quarterly project status meeting to be attended by the project sponsor, the project consultant, the planning liaison, the County Engineer and/or IDOT staff (as required). A project that exceeds 110% of the amount programmed after Phase I approval by IDOT or failure to submit the required progress reports will result in the project being referred to the Council for consideration to remove it from the five-year program. Projects that are not selected for inclusion in the five-year program may be placed on a multi-year B-list (MYB). Should additional funding become available during the year, projects will be moved from the multi-year B list to the five-year program in order of


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project selection methodology ranking. If a MYB project has a higher stage complete status than projects on the five-year program, the project sponsor can contact the planning liaison to determine the possibility of moving the project onto the five-year program. If a project is approved to be moved onto the five-year program, it is possible that another project may be moved to a latter fiscal year and eventually to the MYB list as a result. MYB projects or projects removed from the five-year program must be resubmitted and re-ranked along with any new project proposals during the next call for projects. If a project was originally added to the program from the MYB list it will not need to resubmit during the next call for projects. At the time a call for projects is conducted, all projects on the MYB list will need to be resubmitted and will be re-ranked with the new proposed projects. All projects programmed on the five year program will not be reranked regardless of the process in which the project was placed on the five year program. The MYB list shall be constrained by two years worth of programming. Small Community Set-Aside $800,000 per federal fiscal year will be “set-aside” for small communities to facilitate competitiveness for projects in communities with populations less than 10,000. Small Community projects will also be eligible for an extra ten (10) points on the application. This “set-aside” will also permit Local Area Pavement Preservation (LAPP) projects on STP eligible routes. Any unused funds in the “set-aside” will not “roll-over” from year to year; the money will be returned to the general allocation for the federal fiscal year. Projects will be awarded based on points. The “set-aside” concept has the added benefit in that these projects will be ranked first with all projects submitted, and then separately within the small project category.

Selected projects will be funded on the basis of “first ready-first funded.” Funding Phase I Engineering, Phase II Engineering and Land Acquisition will be a 100% local responsibility. Engineering and land acquisition must be accomplished in accordance with federal requirements for projects to be constructed utilizing federal funds. Where federal funding is programmed or anticipated for project construction, the project sponsor will be required to advise IDOT of Phase I Engineering, Phase II Engineering and Right of Way Acquisition initiation. A letter detailing the following information should be forwarded to IDOT District One Bureau of Local Roads and Streets prior to initiating each phase of the project:

1. Project location and termini; 2. Project sponsor contact person; 3. Project consultant contact person; 4. A copy of the draft contract between the project sponsor and consultant including

the scope of services; 5. A preliminary schedule for the completion of the stages of the project.


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All forms and correspondence between the project sponsor, project consultant and IDOT are to be forwarded to the Council Planning

Liaison. Phase III Engineering and Construction will be matched at a ratio of 80% federal, 20% local. The maximum federal funding available for any single project will be $1,500,000. Any amount exceeding $1,500,000 will be a 100% local responsibility. Project Cost Increases Projects will be guaranteed funding up to 10% over the original programmed cost (after Phase I engineering has been approved by IDOT) provided they continue to meet the requirements of this policy. Where project costs exceed 110% of the programmed STP funding amount, the additional funding requirement will be 100% the responsibility of the project sponsor. A project sponsor may petition the Council to use STP funds to cover the required share of excess cost. A presentation to the Council will be requested and the Council must approve the request before the project can continue. The amount of federal STP funding approved and programmed by the McHenry County Council of Mayors for a particular project will be considered “capped” at that amount (this amount would include the 10% cost overrun allowance if initiated). When the Joint Agreement is enacted between the local agency and IDOT Local Roads and Streets, a note shall be included stating the capped nature of the maximum available STP funds for the project. Once a project is bid on at an IDOT letting, the project will be unable to acquire additional STP funds. Any amounts exceeding the STP amount at the time of the letting will be the 100% responsibility of the project sponsor. Sunset Provision 1.) If a project enters its first year of being accepted onto it’s scheduled programmed year without initiating Phase I Engineering, the sponsor will be asked for a special status update. 2.) Three (3) years to obtain right-of-way and complete Phase II plans is considered reasonable. If it is determined during the status update process that Phase I Engineering will not be initiated by the second year of being accepted to the program, the removal of the project from the program will be considered by the full quorum of the council. 3.) Any project that is not scheduled for a bid letting within three (3) years of receiving Design Approval may be dropped from the program.


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Eligible Projects for Surface Transportation Program (STP) Funding

• Roadway projects that are of regional and/or national significance: Including reconstruction, rehabilitation, resurfacing and operational improvements.

• Capital and operating costs for traffic monitoring, management and control facilities.

• Capital costs for transit projects.

• Bicycle and pedestrian paths and facilities.

• Carpool programs, fringe and corridor parking facilities (Park n’ Ride lots), pedestrian walkways and modification of public sidewalks to comply with the Americans with Disabilities Act of 1990.

• Safety projects.

• Projects on any federal aid highway.

• Infrastructure-based intelligent transportation systems capital improvements.

• Advanced truck stop electricification systems.



• Control of terrestrial and aquatic noxious weeds and establishment of native species.


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NAME OF ORGANIZATION The name of this organization is the McHenry County Council of Mayors. PURPOSE The purpose of the McHenry County Council of Mayors is to program STP funding and to review and evaluate transportation issues affecting McHenry County municipalities. MEMBERSHIP The McHenry County Council of Mayors shall be composed of the County Engineer or his representative, one (1) appointed or elected official from those municipalities with residents in McHenry County and one or more adjacent counties who elect to participate on the McHenry County Council of Mayors and have indicated their choice to the Chicago Metropolitan Agency for Planning. The primary staff for the McHenry County Council of Mayors is the Planning Liaison who will handle all Council business and coordination with CMAP and IDOT. The McHenry County Division of Transportation will house the Planning Liaison. OFFICERS The officers of the McHenry County Council of Mayors are a Chairman, a Vice-Chairman, and a Secretary. The Chairman and Vice-Chairman shall be elected at the regular May meeting in odd numbered years. In the event that the Council of Mayors does not meet in May, the Chairman and Vice-Chairman shall be elected at the next regular meeting. The Chairman and Vice-Chairman must be mayors or presidents. Officers may serve consecutive terms. DUTIES OF OFFICERS Chairman: The Chairman shall preside at all meetings and shall appoint subcommittees as necessary. Vice-Chairman: In the absence of the Chairman, the Vice-Chairman shall assume the duties of the Chairman, or in the event of the resignation of the Chairman, the Vice Chairman shall fill the unexpired term of the Chairman and a new Vice Chairman shall be elected to fill the unexpired term of the Vice Chairman. Secretary: The Planning Liaison will serve as Secretary and shall compile agendas, prepare and distribute meeting notices and meeting minutes. AGENDAS Any member of the Council of Mayors or applicable government agency may submit items to be heard and discussed by the Council as part of the published agenda. All agenda items


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must be submitted to the Secretary a minimum of fifteen (15) days prior to the regularly scheduled Council meeting. MEETINGS The Council of Mayors shall meet up to four (4) times per State fiscal year (July 1 through June 30). Meetings will generally be held on a Thursday at 2:00 p.m. at various locations in the County. The meeting dates and locations will be determined for the following year at the last meeting of the year. Meeting Notice: Written or electronic meeting notices must be delivered at least seven (7) days before any meeting. Agendas and supporting materials shall be delivered at least three (3) working days before a meeting. Meeting Cancellation: A regularly scheduled meeting may be canceled at the discretion of the Chairman, if no items of business need to be discussed. Special Meetings: Special meetings may be called as needed by the Chairman. Notice of any special meeting shall be delivered to all voting members at least three (3) days prior to any special meeting. VOTING Seven voting members shall constitute a quorum. Each municipality shall have one (1) vote. The mayor/president or his duly appointed representative must be present at the meeting to have the municipality’s vote recorded. The County Engineer or the County Engineer's designated representative shall be a full voting member of the Council. All motions or propositions before the Council of Mayors shall be decided by a simple majority of the members present. AMENDMENTS Proposed amendments to the bylaws of the McHenry County Council of Mayors shall be delivered to all voting members at least seven (7) calendar days before any meeting and may be adopted at any meeting upon the affirmative vote of two thirds (2/3) of the members present. Adopted May 7, 1992 Revised December 1, 1994 Revised November 16, 2000 Revised December 3, 2007 Revised June 25, 2008 Revised September 10, 2009 Revised November 18, 2010 Revised March 20, 2014

Page 1 of 3

MEMORANDUM

TO: McHenry County Council of Mayors members

FROM: Janell Jensen, Planning Liaison

DATE: November 10, 2016

RE: Agenda Item 9.A. – Council’s STP Methodology Revisions

SUBJECT:

Approving revisions to the McHenry County Council of Mayors Surface Transportation Program

Project Selection and Programming Procedures (aka “Methodology”).

BACKGROUND:

The council voted to convene a Methodology Review Committee during their March 17, 2016,

meeting. All council members were invited to be on the Methodology Review Committee. Of

the 29 council members, the following 13 complied the committee: Algonquin, Bull Valley, Cary,

Crystal Lake, Harvard, Huntley, Lake in the Hills, Marengo, McHenry, McHenry County, Prairie

Grove, Ringwood and Woodstock.

The Methodology Review Committee met three times to review and discuss proposed revisions

on: (1) June 16, 2016; (2) August 25, 2016; (3) September 22, 2016. The Planning Liaison advised

the committee to focus on the procedural aspects of the Methodology and wait to revise the

STP application/project scoring provisions until the council decides to release a Call for Projects.

The committee unanimously approved the proposed revisions to the Council’s STP Project

Selection and Programming Procedures during their September 22, 2016, meeting. The Planning

Liaison made some clarification/grammar changes to the Methodology post committee

meeting. The next action on this agenda item will be by the council.

DISCUSSION:

As discussed in the previous agenda item, 8.A. Council’s Bylaws Revision, the Bylaws were

separated from the Methodology. The Methodology is strictly for the council’s Surface

Transportation Program (STP).

The proposed Methodology revisions focus just on the procedural aspects and reformatting the

document to be more user‐friendly. The STP application (contains the scoring) was not revised.

The Small Community Set‐Aside provisions were also not modified, since they deal with project

scoring.

16111 Nelson Road

Woodstock, IL 60098

T: 815.334.4642

ALGONQUIN

BARRINGTON HILLS

BULL VALLEY

CARY

CRYSTAL LAKE

FOX RIVER GROVE

GREENWOOD

HARVARD

HEBRON

HOLIDAY HILLS

HUNTLEY

JOHNSBURG

LAKE IN THE HILLS

LAKEMOOR

LAKEWOOD

MARENGO

McCULLOM LAKE

McHENRY

OAKWOOD HILLS

PORT BARRINGTON

PRAIRIE GROVE

RICHMOND

RINGWOOD

SPRING GROVE

TROUT VALLEY

UNION

WONDER LAKE

WOODSTOCK

McHENRY COUNTY

Page 2 of 3

The main areas that were revised are summarized below:

FORMATTING:

The intent was to provide a more user‐friendly document. Also to have consistent references and

language used throughout the document. Any provision duplication (i.e. noted in multiple sections) was

also removed.

Bylaws removed, which is now a separate document.

Document name changed from “STP Methodology” to “STP Project Selection and Programming

Procedures”.

Table of Contents added.

Appendix section added.

Organizational structure added.

Rearranged the ordering of provisions.

Eliminated duplicate/similar provisions.

APPENDIX:

Some elements were removed from the body of the Methodology document and moved into the

Appendix section. These are items that are viewed as reference materials and also likely to be

revised/updated throughout the life of the Methodology document.

Council Member List was added (same as Appendix A in Bylaws).

Eligible Project List was moved from the document body. This listing was previously listed twice in

the document with some slight differences.

Small Community List was added per direction of the Methodology Review Committee.

STP Project Application was added.

Sample Local Funding Match Resolution was moved from the document body.

Advance Funding Analysis Memo was added.

VOTING:

Council voting is covered in the Bylaws under Article VIII, which indicates that all motions or

requests/propositions before the council are decided by a simple majority vote. Any reference to voting

was modified to be consistent and not reiterate the Bylaws.

Removed reference to “will be considered by the full quorum of the council” and replaced with

some variation of “Council will/shall vote” language.

CALL FOR PROJECTS INITIATION ‐ Section II

A PL Determination section was added, which cements what the PL has historically done.

Added clarification on when the council can release a Call for Projects.

REVIEW COMMITTEE ‐ Section II.C

Expanded on the original language found on page 2, paragraph 2.

SCORING CRITERIA ‐ Section IV

The scoring aspects of the Small Community Set‐Aside provisions was moved to this section. Only

2 minor grammar/name changes were made.

Referenced the STP Project Application document.

Page 3 of 3

MYB LIST ‐ Section V.D

This section was a main topic of conversation for the Methodology Review Committee. The committee

consensus was that MYB projects should only be moved up onto scheduled program if a scheduled project

is removed (i.e. Sunset Provisions or voluntary project removal). In addition, MYB projects should not

compete against scheduled projects, nor eliminate the ability for the council to release a Call for Projects.

Constrained the MYB List to 1 year’s worth of STP programing/mark funds, instead of 2 years.

Removed MYB List projects requesting to move up onto Council’s five‐year STP programmed

schedule based on higher stage complete. This eliminates the MYB List projects competing with

already programmed projects.

MYB projects now have 2 ways of moving up into scheduled program: A programmed project is

removed due to Sunset Provisions or Local Public Agency voluntarily removes their program.

PROJECT GOALS ‐ Section VI.A

This section provides a guide to local agencies on what the typical timeframe is for each phase of a

project. This language was compiled from various sections of the current Methodology, mainly from the

Sunset Provisions.

PROJECT STATUS UPDATES ‐ Section VI.B

Annual Project Status Updates provision was added, which cements what historically has been

done.

PROJECT SCOPE CHANGES ‐ Section VI.C

The Planning Liaison suggested adding language regarding project scope changes, since currently the

Methodology is “silent”. This provides local agencies the ability to know what can/cannot be approved by

the council. Other transportation programs (i.e. CMAQ) have project scope provisions. Language was

crafted to eliminate the “bait and switch” scenario, where a local agency’s project application was

approved for “Road A” and later requests to change the project to “Road B”.

PROJECT COST INCREASES ‐ Section VI.D

Language for “funding increase requests after a bid let” was revised to add an exception clause.

This exception allows the council to vote on requests only if the council has sufficient funds in

their five‐year STP programmed schedule and other programmed projects won’t be impacted.

SUNSET PROVISION ‐ Section VI.E

Provisions that were solely project goals and did not have any enforcement were removed and

placed in Section VI.A. ‐ Project Goals.

The intent for the remaining provisions has remained. The language was modified to provide

clarification/better understanding.

RECOMMENDED COUNCIL ACTION:

Approval of the revised McHenry County Council of Mayors Surface Transportation Program Project Selection and

Programming Procedures.

ATTACHMENTS:

STP Project Selection and Programming Procedures ‐ Proposed Clean version

STP Project Selection and Programming Procedures ‐ Proposed Redlined version

STP Methodology and Bylaws ‐ Current, last revised March 20, 2014

Page 1 of 29

SURFACE TRANSPORTATION PROGRAM

Project Selection and Programming Procedures

Adopted: _______________________

McHenry County Council of Mayors 16111 Nelson Road Woodstock, Illinois 60098 Phone: 815-334-4960 Fax: 815-334-4989

Revisions: 9/10/2009 11/18/2010 3/20/2014 ____/____/2016

DRAFT REVISIONSCLEAN VERSION

Page 2 of 29

TABLE OF CONTENTS

I. INTRODUCTION ................................................................................................................... 3

II. CALL FOR PROJECTS INITIATION .................................................................................................. 3

A. Determination ....................................................................................................................... 3

B. Releasing Call for Projects ...................................................................................................... 4

C. Review Committee ................................................................................................................. 4

III. PROGRAM REQUIREMENTS ....................................................................................................... 5

A. Applicant Eligibility ................................................................................................................ 5

B. Project Eligibility .................................................................................................................... 5

C. Funding Levels........................................................................................................................ 6

IV. SCORING CRITERIA ............................................................................................................ 6

A. Categories .............................................................................................................................. 6

B. Small Community Set-Aside ................................................................................................... 6

V. PROJECT SELECTION PROCESS ............................................................................................ 6

A. Application ............................................................................................................................. 6

B. Small Community Set-Aside ................................................................................................... 7

C. Project Selection .................................................................................................................... 7

D. MYB List ................................................................................................................................. 8

E. Programmed .......................................................................................................................... 9

VI. PROGRAM MANAGEMENT .............................................................................................. 10

A. Project Goals ........................................................................................................................ 10

B. Project Status Updates ........................................................................................................ 10

C. Project Scope Changes ......................................................................................................... 10

D. Project Cost Increases ......................................................................................................... 11

E. Sunset Provision ................................................................................................................... 12

VII. ADVANCED FUNDING ..................................................................................................... 12

VIII. APPENDIX ..................................................................................................................... 12

A. Council Member List ......................................................................................................... 13

B. Eligible Project List ............................................................................................................ 14

C. Small Community List ........................................................................................................ 15

D. STP Project Application ..................................................................................................... 16

E. Sample Local Funding Match Resolution ........................................................................... 25

F. Advance Funding Analysis Memo ...................................................................................... 26

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I. INTRODUCTION

The Chicago Metropolitan Agency for Planning (hereinafter “CMAP”) is the official Metropolitan Planning Organization (hereinafter “MPO”) for northeastern Illinois. As such, CMAP is required to complete many tasks to ensure the Chicago region’s compliance with the Intermodal Surface Transportation Efficiency Act of 1991, which is the act establishing the Surface Transportation Program.

The Council of Mayors was created and authorized by CMAP. There are currently eleven Council of Mayors in our metropolitan planning region.

The main purpose of the Council of Mayors is to establish priorities of the local Surface Transportation Program (hereinafter “STP”) and implement programmed STP projects.

STP projects are partially federally funded through the Fixing America’s Surface Transportation Act (hereinafter “FAST Act”), with the remaining amount funded by the Local Public Agency.

Once a Council of Mayors awards projects to be programmed on their STP five-year scheduled program, the Planning Liaison submits the project to be added to CMAP’s Transportation Improvement Program (hereinafter “TIP”).

The TIP lists the project, which will be federally funded during the current federal fiscal year (hereinafter “FFY”) and during the following four years, which together comprises the five-year TIP for the entire six-county region. Before any project can receive federal funding and be placed in the TIP, it must be recommended by the CMAP Transportation Committee and then approved by CMAP’s MPO Policy Committee for inclusion in the TIP.

II. CALL FOR PROJECTS INITIATION

A. DETERMINATION

i. The Planning Liaison (hereinafter “PL”) will annually determinewhether there are sufficient STP funds available for the McHenryCounty Council of Mayors (hereinafter “Council”) to release a Call forProjects. Said determination will typically coincide with CMAP’sCouncil of Mayors Executive Committee approval of the STP-L MarksTable that CMAP staff prepared and the Council’s annual ProjectStatus Updates.

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B. RELEASING CALL FOR PROJECTS

i. If funding is sufficient, then the Council may vote on releasing a Call for Projects. A Call for Projects STP total funding award amount shall be constrained by the projected amount of Council STP funds that will be available to the Council over a five-year period.

ii. If needed, the Council may vote on releasing a special Call for Projects for specific project types such as Local Agency Functional Overly (LAFO)/ Local Agency Pavement Preservation (hereinafter “LAPP”) or projects that can be completed in a certain amount of time or at certain funding levels.

iii. The Council may restrict or limit the number and/or percentage of certain projects depending on funding levels or regional need. Specific guidelines will be determined before an official Call for Projects is released.

C. REVIEW COMMITTEE

i. Prior to a Call for Projects being officially released, the Planning Liaison shall provide the Council with the current STP Project Selection and Programming Procedures and STP project application form for their review.

ii. The Council may vote on convening a Programming and Procedures Review Committee (hereinafter “Review Committee”) to review and recommend revisions to the current STP Project Selection and Programming Procedures and STP project application form.

iii. The Review Committee, with assistance from the Planning Liaison, shall provide recommended revisions to the Project Selection and Programming Procedures and STP project application form for the Council’s approval.

iv. The Council shall vote on the proposed revisions to the STP Project Selection and Programming Procedures and STP project application form.

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III. PROGRAM REQUIREMENTS

A. APPLICANT ELIGIBILITY

i. Any Council member (see Appendix A) is eligible to submit a STPproject application(s), which are commonly referred to as “LocalPublic Agency”.

ii. A township or transit agency with a municipal or county co-sponsor iseligible to submit a STP project application(s).

B. PROJECT ELIGIBILITY

i. The route/roadway has a functional classification of collector andabove on the Federal Highway Administration’s (hereinafter FHWA)map.

ii. Is a STP eligible project type as specified in the FAST Act and is listedon the Council’s Eligible Projects List (see Appendix B).

iii. The applicant can fund the required local match and adopts aresolution to this effect.

iv. The applicant completes a project application.

v. The project location is within the boundaries of the Council (thegeographic area used to determine the funding allocated to theCouncil).

vi. The routes eligible for the STP funding should be those, whichpromote regional and/or sub-regional travel. STP routes must servemore than a local land access function.

vii. The improvement of the STP system routes shall require adherenceto federal and state standards and policies. (For example, the simpleresurfacing of a STP system route is not possible unless thecompleted project meets federal/state standards.)

Projects must coincide with CMAP’s approved regional plan titled“GO TO 2040”. Local Public Agencies are asked to follow GO TO 2040recommendations when considering projects. Projects that are multi-modal, ease congestion and are regionally significant are highlyencouraged. The GO TO 2040 plan states: “To improve the efficiencyand effectiveness of our transportation system, the first requirementis to spend existing resources more wisely. Investment decisionsshould be based on performance-driven criteria, rather than arbitraryformulas. The region should prioritize efforts to modernize oursignificant existing assets we have, rather than continuing to expandthe system. Investments of all types should take a multimodalapproach, with consideration for transit users, bicyclists andpedestrians.”

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C. FUNDING LEVELS

i. Phase I Engineering, Phase II Engineering and Right-of-Way/LandAcquisition will be the complete (100%) responsibility of the LocalPublic Agency.

ii. Construction and Phase III Engineering (aka “ConstructionEngineering/CE”) will be matched at a ratio of 80% federal and 20%local.

iii. The maximum federal funding available for any single project will be$1,500,000. Any amount exceeding $1,500,000 will be the complete(100%) responsibility of the Local Public Agency.

iv. An awarded project (i.e. on the Council’s five-year STP programmedschedule) will be funded at their STP project application amount.

IV. SCORING CRITERIA

A. CATEGORIES

i. The scoring for each category is cited in the STP Project Applicationdocument (see Appendix D).

B. SMALL COMMUNITY SET-ASIDE

i. For small communities (see Appendix C) to facilitate competitivenessfor projects in communities with populations less than 10,000.

ii. Small Community projects will also be eligible for an extra ten (10)points on their application. This “set-aside” will also permit Local AreaPavement Preservation (LAPP) projects on STP eligible routes.

iii. The “set-aside” concept has the added benefit in that these projectswill be ranked first with all projects submitted, and then separatelywithin the small community project category.

V. PROJECT SELECTION PROCESS

A. APPLICATION

i. Interested applicants may contact the Planning Liaison to schedule aProject Scoping meeting with themselves, the PL, and the IllinoisDepartment of Transportation (hereinafter “IDOT”) to discuss theproposed project scope and the associated IDOT federal road projectrequirements.

ii. When federal funding is programmed or anticipated for projectconstruction, the Local Public Agency will be required to advise IDOTof Phase I Engineering, Phase II Engineering, and Right-of-WayAcquisition initiation. A letter detailing the following informationshould be forwarded to IDOT District One Bureau of Local Roads andStreets prior to initiating each phase of the project:

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1. Project location and termini

2. Local Public Agency contact person

3. Project consultant contact person

4. A copy of the draft contract between the Local Public Agency and consultant including the scope of services

5. A preliminary schedule for each project stage completion

iii. If the project is eligible, a STP project application form should be completed. The individual who prepares said application form should plan to be involved in the development of the project from start to finish (i.e. municipal engineer or municipal manager/administrator).

iv. Applications must include the following:

1. A cover letter on a municipal letterhead that is signed by either the designated Council representative/alternate representative or municipal Mayor/President.

2. A letter(s) of support from the adjoining jurisdiction(s) for projects that enter or include an adjoining jurisdiction (county, municipal or township).

3. One (1) certified resolution stating that the Local Public Agency will fund the required twenty percent (20%) local match. A sample resolution is included in Appendix E.

v. STP project applications must be submitted by the deadline date cited in the Council’s official Call for Projects release. Submit one (1) paper copy of the application to the PL. An electronic version may also be submitted via email to the PL.

B. SMALL COMMUNITY SET-ASIDE

i. $800,000 per federal fiscal year will be “set-aside” for small communities (see Appendix C) to facilitate competitiveness for projects in communities with populations less than 10,000.

ii. Any unused funds in the “set-aside” will not “roll-over” from year to year. The money will be returned to the general STP allocation for the federal fiscal year. Projects will be awarded based on points.

C. PROJECT SELECTION

i. All projects will be self-evaluated by the applicant based on the Council’s Scoring Criteria (see Section IV).

ii. Each project application will receive a total point value, which will be used to prioritize projects.

Page 8 of 29

iii. The PL shall review each project application for completeness andaccuracy. Once reviewed, project applications may be submitted toCMAP and IDOT for review of federal funding eligibility.

iv. The PL shall review the self-rating score of each project applicationusing the Council’s Scoring Criteria (see Section IV).

v. The PL’s project application scoring evaluation results will bereturned to the applicant as soon as they are completed.

vi. The Council shall be given the submitted project applications, projectsummary information, and project evaluation results for all proposedprojects in the Council meeting packet for the subsequent Councilmeeting following the Call for Projects period.

vii. The Council shall vote on the projects to be funded and added to theCouncil’s five-year STP programmed schedule at the subsequentCouncil meeting based on the following:

1. Project scoring rating based on Council’s Scoring Criteria (seeSection IV). Projects with the highest scores (i.e. number ofpoints) should be selected.

2. STP funding mark amount.

3. Other factors the Council wishes to consider.

D. MYB LIST

ii. Projects that are not selected for inclusion in the Council’s five-year STP programmed schedule may be placed on an Multi-YearB-List (hereinafter “MYB List”).

iii. The MYB list shall be constrained by one (1) year’s worth of STPprogramming/mark funds.

iv. The Council may vote on adding a MYB List project(s) to theCouncil’s five-year STP programmed schedule if at least one of thefollowing occurs:

1. A programmed project is removed from the Council’s five-year STP programmed schedule due to the SunsetProvisions cited in Section VI.E.

2. A Local Public Agency voluntarily removes theirprogrammed project from the Council’s five-year STPprogrammed schedule.

v. MYB List projects will be added to the Council’s five-year STPprogrammed schedule in order of their original project selectionranking from their Call for Projects cycle.

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vi. At the time the Council releases a new Call for Projects, all MYBList projects from the previous Call for Projects cycle will beremoved from the MYB List. Local Public Agency will need toreapply their project application during the newly released Call forProjects and will be re-ranked with the new proposed projects.

E. PROGRAMMED

i. The PL will add Council funded/selected projects to the Council’sfive-year STP programmed schedule based on funding availabilityand project readiness after the following occurs:

1. A project is approved by the Council during an official Callfor Projects.

2. PL enters the project into TIP.

3. Project is approved by CMAP for inclusion into the TIP.

ii. The PL will work directly with CMAP/IDOT to enter, update, andaward projects in the TIP. Projects can also be managed in the TIPby the Council’s Executive Director (aka McHenry County PrincipalTransportation Planner).

iii. Once programmed, a meeting with the Local Public Agency, PL,IDOT, and any other affected agencies shall be held to identifyand discuss any issues confronting the selected project. This canoccur during the project’s IDOT Phase I kick-off meeting.

iv. Subsequent project update/kick-off meetings will be heldthroughout the project implementation.

i. Local Public Agency should reference IDOT’s Bureau of LocalRoads and Street Manual for direction on what requirementsmust be met for federally funded projects.

i. Reference the Federal Highway Administration Process for ProjectImplementation document for assistance.

i. Engineering and land acquisition must be accomplished inaccordance with federal requirements for projects to beconstructed utilizing federal funds.

ii. All forms and correspondence between the Local Public Agency,project consultant, and IDOT shall be coordinated and sent to thePL.

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VI. PROGRAM MANAGEMENT

A. PROJECT GOALS

To ensure projects proceeding timely, the following are the typical project phase timeframes:

i. Initiate Phase I Engineering with IDOT within one (1) year of being accepted onto the Council’s five-year STP programmed schedule.

ii. Complete right-of-way acquisition within three (3) years of being accepted onto the Council’s five-year STP programmed schedule.

iii. Complete Phase II Final Plans, Specifications and Estimates (PS&E) within three (3) years of being accepted onto the Council’s five-year STP programmed schedule.

iv. Scheduled for an IDOT bid letting within three (3) years of receiving IDOT Design Approval.

B. PROJECT STATUS UPDATES

i. Annual Project Status Updates:

1. Each year, the Local Public Agencies will submit a Project Status Update report to the Planning Liaison. This will typically occur in October/November.

2. The annual updates assist the Planning Liaison in updating the Council’s five-year STP programmed schedule based on funding availability and project readiness.

ii. Special Project Status Updates:

1. Project(s) that have not initiated Phase I Engineering with IDOT and have been on Council’s five-year STP programmed schedule for one (1) year, shall submit a Special Project Status Update report to the Planning Liaison three (3) weeks prior to a regularly scheduled Council meeting. Said update report will be included in the Council’s meeting packet for discussion.

C. PROJECT SCOPE CHANGES

Project Scope Change requests are for changes in the type(s) of work being done, changes to the location/project limits, and any changes that depart from the original project application. The Council shall not consider Project Scope Change request(s) until a Phase 1 kick-off meeting with IDOT, PL, and Local Public Agency has occurred. The Council expects that Project Scope Changes are based on review comments from IDOT/FHWA.

i. The Council will not consider requests that changes the original project location to an entirely different location (i.e. Road “A” to Road

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“B”) or a location that directly abuts the original project location limits.

ii. The Council shall vote on requests that shorten or lengthen theoriginal project termini’s (i.e. start and end) on the originalroadway/project location.

iii. The Council shall vote on all other requests.

D. PROJECT COST INCREASES

Project cost increase requests shall not be considered by the Council until Phase I Engineering has been approved by IDOT.

i. Projects are guaranteed a funding increase up to ten percent (10%)over the original STP programmed amount (i.e. STP projectapplication). The PL will administratively approve said fundingincrease requests.

ii. When project costs exceed 110% of the STP programmed amount,the amount exceeding 110% will be the complete (100%)responsibility of the Local Public Agency.

iii. A Local Public Agency may submit a request to increase their project’sSTP programmed amount over one-hundred and ten percent (110%)of the original STP programmed amount (i.e. STP project application).The Council shall vote on said cost increase request.

iv. The amount of federal STP funding approved and programmed by theCouncil for a particular project will be considered “capped” at theapproved STP programmed amount, which includes any approvedproject cost increase request(s). When the Joint Agreement isenacted between the Local Public Agency and IDOT, a note shall beincluded stating the capped nature of the maximum available STPfunds for the project.

v. STP funding increase request for projects that have been bided on atan IDOT letting will not be considered or approved by the Council.Any amounts exceeding the STP programmed amount will be thecomplete (100%) responsibility of the Local Public Agency.

1. Exception: The Council may vote on a Local Public Agency’sSTP funding increase request if the Council has sufficient fundsin the Council’s five-year STP programmed schedule and thatother programmed STP projects will not be impacted (i.e.project removal, bumped to later FFY or funding decreased).

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E. SUNSET PROVISION

i. Project(s) that have not initiated Phase I Engineering with IDOT andhave been on Council’s five-year STP programmed schedule for two(2) years may be permanently removed from the Council’s five-yearSTP programmed schedule by a vote of the Council.

ii. Project(s) that have received IDOT Design Approval and have notbeen scheduled for an IDOT bid letting within three (3) years saidapproval may be permanently removed from the Council’s five-yearSTP programmed schedule by a vote of the Council.

VII. ADVANCED FUNDING

In the event that the Council’s mark allocation of STP funds has been spent, theCouncil will need to request Advance Funding to fund projects. Projects that needAdvance Funding in order to be placed on an IDOT letting must have met IDOTdeadlines and submitted to the Council no less than four months before the IDOTletting date. The Planning Liaison will work with the Local Public Agency to ensureCMAP and IDOT deadlines are met and the project remains on schedule.

Advance Funding requests are pursuant to Council of Mayor’s Executive Committee procedures and requirements (see Appendix F).

VIII. APPENDIX

Appendix A - Council Member List

Appendix B - Eligible Project List

Appendix C - Small Community List

Appendix D - STP Project Application

Appendix E - Sample Local Funding Match Resolution

Appendix F - Advance Funding Analysis Memo

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APPENDIX A

COUNCIL MEMBER LIST





Village of Cary




City of Harvard

Village of Hebron


Village of Huntley



Village of Lakemoor

Village of Lakewood

City of Marengo


City of McHenry


Village of Port Barrington

Village of Prairie Grove

Village of Richmond

Village of Ringwood



Village of Union


City of Woodstock

McHenry County

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APPENDIX B MCHENRY COUNTY COUNCIL OF MAYORS

ELIGIBLE PROJECT LIST

Roadway projects that are of regional and/or national significance including:

o Reconstruction improvements

o Rehabilitation improvements

o Resurfacing improvements

o Operational improvements

Capital and operating costs for traffic monitoring, management and control facilities.

Capital costs for transit projects.

Bicycle and pedestrian paths and facilities including:

o Bicycle lanes

o Multi-use side paths

o Sidewalks

o Crosswalks

o Grade-separated bridge structures

o Bicycle racks

o Directional signage

Carpool programs, fringe and corridor parking facilities (Park n’ Ride lots), pedestrian walkways and modification of public sidewalks to comply with the Americans with Disabilities Act of 1990.

Safety projects.

Projects with a route/roadway that has a functional classification of collector or above on the Federal Highway Administration’s (hereinafter FHWA) map.

Infrastructure-based intelligent transportation systems capital improvements.

Advanced truck stop electrification systems.

Intersection improvements with disproportionately high accident rates and/or high congestion.

Environmental restoration/pollution abatement (limit expenditures to 20% of the total cost of the reconstruction, rehabilitation, resurfacing and/or restoration).

Control of terrestrial and aquatic noxious weeds and establishment of native species.

NOTE: The McHenry County Council of Mayors does not fund signal preemption projects.

APPENDIX C

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SMALL COMMUNITY LIST

MUNICIPALITY NAME POPULATION

1 Village of Barrington Hills 4,209

2 Village of Bull Valley 1,077

3 Village of Fox River Grove 4,854

4 Village of Greenwood 255

5 City of Harvard 9,447

6 Village of Hebron 1,216

7 Village of Holiday Hills 610

8 Village of Johnsburg 6.337

9 Village of Lakemoor 6,017

10 Village of Lakewood 3,811

11 City of Marengo 7,648

12 Village of McCullom Lake 1,049

13 Village of Oakwood Hills 2,083

14 Village of Port Barrington 1,517

15 Village of Prairie Grove 1,904

16 Village of Richmond 1,874

17 Village of Ringwood 836

18 Village of Spring Grove 5,778

19 Village of Trout Valley 537

20 Village of Union 580

Source: April 1, 2010, United States Census population, 2010 Demographic Profile.

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Before completing the application below, project sponsors are required to review the current

McHenry County Council of Mayors Methodology available at www.mchenrycountycom.org.

If the application is missing any information or does not follow the Council’s Methodology, it

will not be ranked or considered for funding. Applications are due Friday, August 15, 2014.

General Information

1.) Date of Application

2.) Municipality/Lead Agency

Contact Person

Organization

Street

City, State, Zip

Phone

Fax

E-mail

3.) Name of Facility to be Improved

4.) Project Limits

A. North/West Reference Point/Cross Street

Municipality/Township

B. South/East Reference Point/Cross Street

Municipality/Township

5.) Project Length FAU Route Number

6.) Other Project Location Information

7.) Brief Description of the project

Surface Transportation Program (STP)

Project Application for Inclusion

on the Five-Year Project List

MCHENRY COUNTY COUNCIL OF

MAYORS 16111 Nelson Road


APPENDIX D

http://www.mchenrycountydot.org/

Page 17 of 29

8.) Indicate primary work type categories (up to a maximum of three). (See CMAP TIP WORK

TYPE CODES attached to this document.)

9.) Please check () the stages complete that coincide with the project:

Need K/O Meeting

A kick-off meeting needs to be scheduled with IDOT and the planning liaison.

PH I Not Initiated A kick-off meeting has been held but PH I has not begun.

PH I Underway

The project sponsor is currently working on PH I engineering.

PH I Complete PH I has been completed and the municipality is awaiting design approval from IDOT.

Awaiting PH II Initiation The project sponsor has received design approval and is waiting PH II initiation.

PH II Underway The project sponsor is currently working on PH II.

PH II Complete The project sponsor is awaiting a bid letting.

Note:

LAPP projects do not require PH I, therefore it is determined that they are awaiting PH II initiation.

SCORING CRITERIA

Multiple Partner Participation

If additional project participants (i.e. adjacent municipality, county, township, IDOT, transit agency), are

identified as contributing at least 20% of the total project cost, the project will receive an additional five (5)

points per additional participant up to a maximum of ten (10) points. If a private developer is an additional

participant, the project will receive an additional three (3) points per additional participant up to a

maximum of six (6) points. A letter or documentation from each participating partner is required.

Additional Participant:

Participation Amount: % or $

Contact Person:

Organization:

Street:

City State, Zip:

Phone:

E-mail:

Additional Participant:

Participation Amount: % or $

Contact Person:

Organization:

Street:

City State, Zip:

Page 18 of 29

Phone:

E-mail:

Average Daily Traffic (ADT)

Please list current ADT and source of ADT. Future ADT will not be accepted. Some ADT numbers are

listed on the IDOT website. For new alignment projects, include CMAP projected opening day traffic

counts. A letter from CMAP stating projected traffic is required for new alignment projects. Current ADT: _________________________________________________________________________

Source: ____________________________________________________________________________

Please complete the following formula:

Current ADT X 20

10,000

For example, a current traffic count shows a 6,000 ADT of a road segment that needs resurfacing. The

point calculation would be:

6000 X 20 120,000

10,000 10,000

Point Value:

Current ADT ( ) X 20 =

10,000

Point values for this factor will be based on a ratio of the existing ADT to the ADT corresponding to the

maximum point possible. Point value for a project with an existing ADT of 10,000 or more will be 20.

Guidelines for Interpretation:

For intersections, the ADT will be considered the average of the ADTs for each approach. If a road project

includes both intersection improvements and road segment improvements, the point value will be based on

the existing ADT for the intersection. The point value for a road resurfacing or reconstruction project,

which does not include intersection channelization, signalization, or other intersection improvements, will

be based on the highest ADT for the road segment.

= =12

Page 19 of 29

Air Quality Benefit

Projects reducing emissions with significant traffic flow improvements 8

New signalization projects (where warranted)

Full intersection channelization/roundabouts

Add lanes projects

Projects reducing emissions with moderate traffic flow improvements 4

Improving existing signals

Bottleneck elimination or auxiliary lane additions

Realignment of offset intersection pairs

Providing a missing road segment link

Consolidation of access (i.e. reducing the number of driveways)

Minor channelization improvements

Complete Streets/Multimodal

The Complete Streets/Multimodal category aims to prioritize projects that account for all users of the

transportation network and enhance the safety of pedestrians. This category would include components to

Complete Streets and could include bicycle and pedestrian paths and/or facilities. Please check all that

apply and add two points for each component. The maximum points per category is two.

Project Includes New Access to Transit 2

Project Includes a New Pedestrian/Shared Use Path 2

Project Improves Multimodal Traffic (i.e. bike lanes, sidewalk widening) 2

Project Bridges a Pedestrian Gap 2

TOTAL POINTS AIR QUALITY & COMPLETE STREETS/MULTIMODAL

Continuity of Improvement

Five points (5) will be awarded for each recently completed (within 3 years from the date of the

application) or programmed (by a public agency within 5 years of the date of the application) immediately

adjacent improvement up to a maximum of ten (10) points. The proposed project’s scope must be of equal

or greater scope of the adjacent improved or programmed project to be eligible (i.e. a resurfacing adjacent

to recent road widening is not eligible). The proposed project must meet or exceed the capacity of the

adjacent improvement. The goal of these points is to encourage contiguous and simultaneous projects.

Adjacent Project:

Brief Project Description:

Programming Agency:

Programmed

/Completed Year:

Contact Person:

Street:

City, State, Zip:

Phone:

Fax:

Page 20 of 29

E-mail:

Adjacent Project:

Brief Project Description:

Programming Agency:

Programmed

/Completed Year:

Contact Person:

Street:

City, State, Zip:

Phone:

Fax:

E-mail:

A total of two (2) continuities are available. Please add five points to your total score for every continuous

improvement.

Total Continuity of Improvement Points:

Conditions of Pavement.

Using the IDOT CRS pavement rating system please select the condition of the road pavement.

(Attach Supporting Information) Note: The score selected will be averaged with the Planning Liaison’s

determination.

CRS Score Pavement Category Point Value Check () One

0-4.5 Poor 10

4.6-6.0 Fair 5

6.1-7.5 Good 1

7.6-9.0 Excellent 0

New Alignment 3

Please explain the above determination:

Project Readiness

Projects will receive project readiness points based on their status relative to completion of engineering and

land acquisition.

Point Value

Phase II engineering and right of way acquisition completed 15

Phase II engineering completed and approved by IDOT 10

Phase I engineering report completed and has IDOT design approval 5

Phase I engineering report completed and submitted to IDOT 3

Pre-phase I engineering 0

TOTAL POINTS

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Small Community Consideration

If your community has a population less than 10,000 people the project is eligible for ten (10) extra points.

TOTAL POINTS

Further Project Description Information

Highway Designation

Indicate appropriate facility designations within project limits. Please check (×) all that apply

Strategic Regional Arterial

Other Arterial Highway

Collector Road

Local Road

Strategic Regional Transit Facility

(METRA/Park n’ Ride)

Bicycle/Pedestrian Facilities

State or Federal Highway

County Highway

Township Road

Municipal Road/Property

Private Road/Property

Park District/Forest Preserve

Transit Facility (Bus Stop/Bus Shelters

Project Description

Please provide a detailed description of the project.

If necessary, provide a brief narrative advising the council of any related issues that have not previously

been identified in this application.

Page 22 of 29

Complete the following project improvement table where appropriate.

Improvement

Number of unrestricted driving lanes

Driving Lane width(s) (feet per lane)

Shoulder width (in feet or indicate if curbed)

Overall pavement cross section (in feet)

Number of signalized intersections within project limits

Number of parking lanes/spaces

Continuous bidirectional turn lane (yes or no)

Number of restricted driving lanes (describe restriction)

Posted speed limit(s)

Before

After

Funding – Please note STP funds can only be 80% of the total construction costs. The

McHenry County Council of Mayors requires a 20% local match per project.

A Detailed Estimate of Cost (attached) is needed for each project.

Phase

Phase I Engineering

Phase II Engineering

Right of Way Acquisition

Construction (w/Engineering III)

Project cost by Fund Source

Starting Date

Local Funds

STP Funds

0

0

0

Total Project Cost $

Total STP Funding Request $

Scoring Summary

Ranking Criteria Page Maximum

Points

Available

Points

Received

Multiple Jurisdiction Participation 2 10

ADT 3 20

Air Quality Benefit &


4 16

Continuity of Improvement 4-5 10

Conditions of Pavement 5 10

Project Readiness 5 15

Small Community Consideration 6 10

Totals 91

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The Council Liaison will verify the information submitted on this application. If

there are any discrepancies in the information disclosed in this application the project sponsor will

be contacted to clarify the issue. If no agreement is reached, the full Council will be consulted.

Note, any changes to the cost estimates must be reported to the Planning Liaison immediately.

Exhibits

1.) Please attach the following exhibits to the completed application form submittal. In order to allow

multiple reproductions, please ensure that all exhibits are suitable for photocopying (maximum paper size

not to exceed 11X17):

A.) A map showing the location of the project within the region;

B.) A map showing the location of the project within the municipality or township;

C.) Any additional project design plans which may be of assistance in evaluating the

project application;

D.) A copy of a recent Board/Council resolution (or minutes) requesting consideration of the

project by the Council of Mayors and the project sponsors ability to fund the required

local match;

E.) Copies of accident reports from the last three years. (A summary is acceptable).

One completed project application and attachments should be

forwarded to [email protected].

Applications can be mailed to:


STP Project Applications

16111 Nelson Road

Woodstock, IL 60098

If submitting by email, please include a PDF copy.


Page 24 of 29

DETAILED ESTIMATE OF COSTS

Item Description Unit Quantity Unit Price Total

1 Earth Excavation Cu Yd

2 Pavement Removal Sq Yd

3 Furnished Excavation Cu Yd

4 Subbase Sq Yd

5 HMA Base Course Sq Yd

6 HMA Binder Course Ton

7 HMA Surface Course Ton

8 HMA Surface Course (Multi-Use Path) Ton

9 Agg Base Course Sq Yd

10 Patching Sq Yd

11 Sidewalk Sq Ft

12 Combination Curb & Gutter Removal Foot

13 Combination Conc. Curb & Gutter Foot

14 Pavement Marking Foot

15 Street Lighting Each

16 Signal Construction L Sum

17 Landscaping Sq Yd

18 Erosion Control (2%) L Sum

19 Traffic Control & Protection (4%) L Sum

20 Proposed Drainage (20%) L Sum

21 Mobilization (4%) L Sum

22 Other

SUBTOTAL

ADD 15% CONTINGENCY

TOTAL CONSTRUCTION COST

ROW ACQUISITIONS

TEMPORARY EASEMENT

TOTAL ROW COST

UTILITY ADJUSTMENTS (5%)

PHASE II ENGINEERING (9%)

PHASE III ENGINEERING (10%)

TOTAL ENGINEERING

TOTAL COST OF ITEMS:

Page 25 of 29

APPENDIX E


A RESOLUTION APPROVING THE LOCAL MATCH FOR CERTAIN STREET IMPROVEMENTS THROUGH THE McHENRY COUNTY COUNCIL OF MAYORS


WHEREAS, the municipality is a member of the McHenry County Council of Mayors; and WHEREAS, the McHenry County Council of Mayors has adopted policies for the

implementation of the Surface Transportation Program (hereinafter “STP”) of the Fixing America’s Surface Transportation Act (hereinafter “FAST Act)”, and

WHEREAS, those policies require that to receive STP funding through the Council of

Mayors, a Local Public Agency must submit a STP project application and a resolution stating that the required local 20% match for that project will be available through the life of the project.

NOW THEREFORE BE IT RESOLVED that the municipality applies for STP funding for the

specified type of improvement to the specified route. BE IT FURTHER RESOLVED that the municipality hereby agrees that it will allocate the

required 20% local match, estimated to be ($000,000.00), to the improvement of the specified route so long as the project is programmed in the McHenry County Council of Mayors’ Five Year Program or is on its Multi-Year B-List (hereinafter “MYB List”) of projects.

Page 26 of 29

APPENDIX F

ADVANCED FUNDING ANAYLSIS MEMO

November 12, 2013

“SEE ATTACHED”

Page 27 of 29

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Page 1 of 29

Deleted:


Project Selection and Programming Procedures

Adopted: _______________________

McHenry County Council of Mayors 16111 Nelson Road Woodstock, Illinois 60098 Phone: 815‐334‐4960 Fax: 815‐334‐4989

Revisions: 9/10/2009 11/18/2010 3/20/2014 ____/____/2016

Deleted: ¶<object><object>¶<object>¶ALGONQUIN ... [1]

DRAFT REVISIONSREDLINED VERSION

Page 2 of 29

TABLE OF CONTENTS

I. INTRODUCTION ....................................................................................................................... 3

II. CALL FOR PROJECTS INITIATION .................................................................................................. 3

A. Determination ....................................................................................................................... 3

B. Releasing Call for Projects ...................................................................................................... 4

C. Review Committee ................................................................................................................. 4

III. PROGRAM REQUIREMENTS ....................................................................................................... 5

A. Applicant Eligibility ................................................................................................................ 5

B. Project Eligibility .................................................................................................................... 5

C. Funding Levels ........................................................................................................................ 6

IV. SCORING CRITERIA ................................................................................................................ 6

A. Categories .............................................................................................................................. 6

B. Small Community Set‐Aside ................................................................................................... 6

V. PROJECT SELECTION PROCESS ................................................................................................ 6

A. Application ............................................................................................................................. 6

B. Small Community Set‐Aside ................................................................................................... 7

C. Project Selection .................................................................................................................... 7

D. MYB List ................................................................................................................................. 8

E. Programmed .......................................................................................................................... 9

VI. PROGRAM MANAGEMENT .................................................................................................. 10

A. Project Goals ........................................................................................................................ 10

B. Project Status Updates ........................................................................................................ 10

C. Project Scope Changes ......................................................................................................... 10

D. Project Cost Increases ......................................................................................................... 11

E. Sunset Provision ................................................................................................................... 12

VII. ADVANCED FUNDING ......................................................................................................... 12

VIII. APPENDIX .......................................................................................................................... 12

A. Council Member List ......................................................................................................... 13

B. Eligible Project List ............................................................................................................ 14

C. Small Community List ........................................................................................................ 15

D. STP Project Application ..................................................................................................... 16

E. Sample Local Funding Match Resolution ........................................................................... 25

F. Advance Funding Analysis Memo ...................................................................................... 26

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Page 3 of 29

I. INTRODUCTION

The Chicago Metropolitan Agency for Planning (hereinafter “CMAP”) is the official Metropolitan Planning Organization (hereinafter “MPO”) for northeastern Illinois. As such, CMAP is required to complete many tasks to ensure the Chicago region’s compliance with the Intermodal Surface Transportation Efficiency Act of 1991, which is the act establishing the Surface Transportation Program. The Council of Mayors was created and authorized by CMAP. There are currently eleven Council of Mayors in our metropolitan planning region. The main purpose of the Council of Mayors is to establish priorities of the local Surface Transportation Program (hereinafter “STP”) and implement programmed STP projects. STP projects are partially federally funded through the Fixing America’s Surface Transportation Act (hereinafter “FAST Act”), with the remaining amount funded by the Local Public Agency. Once a Council of Mayors awards projects to be programmed on their STP five‐year scheduled program, the Planning Liaison submits the project to be added to CMAP’s Transportation Improvement Program (hereinafter “TIP”). The TIP lists the project, which will be federally funded during the current federal fiscal year (hereinafter “FFY”) and during the following four years, which together comprises the five‐year TIP for the entire six‐county region. Before any project can receive federal funding and be placed in the TIP, it must be recommended by the CMAP Transportation Committee and then approved by CMAP’s MPO Policy Committee for inclusion in the TIP.

II. CALL FOR PROJECTS INITIATION

A. DETERMINATION

i. The Planning Liaison (hereinafter “PL”) will annually determine whether there are sufficient STP funds available for the McHenry County Council of Mayors (hereinafter “Council”) to release a Call for Projects. Said determination will typically coincide with CMAP’s Council of Mayors Executive Committee approval of the STP‐L Marks Table that CMAP staff prepared and the Council’s annual Project Status Updates.

Deleted: ¶¶

Deleted: PROGRAMMING A SURFACE TRANSPORTATION (STP) PROJECT IN THE REGIONWIDE TRANSPORTATION IMPROVEMENT PROGRAM (TIP)¶¶

Deleted: N

Deleted:

Deleted: (

Deleted: )

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Deleted: local agency

Deleted: One of these tasks is to prepare a document known as the

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Page 4 of 29

B. RELEASING CALL FOR PROJECTS i. If funding is sufficient, then the Council may vote on releasing a Call

for Projects. A Call for Projects STP total funding award amount shall be constrained by the projected amount of Council STP funds that will be available to the Council over a five‐year period.

ii. If needed, the Council may vote on releasing a special Call for Projects for specific project types such as Local Agency Functional Overly (LAFO)/ Local Agency Pavement Preservation (hereinafter “LAPP”) or projects that can be completed in a certain amount of time or at certain funding levels.

iii. The Council may restrict or limit the number and/or percentage of certain projects depending on funding levels or regional need. Specific guidelines will be determined before an official Call for Projects is released.

C. REVIEW COMMITTEE

i. Prior to a Call for Projects being officially released, the Planning Liaison shall provide the Council with the current STP Project Selection and Programming Procedures and STP project application form for their review.

ii. The Council may vote on convening a Programming and Procedures Review Committee (hereinafter “Review Committee”) to review and recommend revisions to the current STP Project Selection and Programming Procedures and STP project application form.

iii. The Review Committee, with assistance from the Planning Liaison, shall provide recommended revisions to the Project Selection and Programming Procedures and STP project application form for the Council’s approval.

iv. The Council shall vote on the proposed revisions to the STP Project Selection and Programming Procedures and STP project application form.

Deleted: ¶

Deleted: ¶

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Deleted: consider

Deleted: by a full quorum vote of the Council

Deleted: Project applications must be submitted to the Council Liaison one month prior to the Council of Mayors meeting scheduled for the selection of projects

Deleted: The selected projects will be placed in the five‐year STP project list. The number of projects that are placed on the list will be

Deleted: projected to

Deleted: McHenry County Council of Mayors

Deleted:

Deleted: the

Commented [JJ2]: Moved from pg 8 "Project Selection Process" paragrah 3.

Deleted: Call for Projects will be announced as needed. All transportation and environmental projects as defined in the Eligible STP Projects (see attached) are eligible.

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Page 5 of 29

III. PROGRAM REQUIREMENTS

A. APPLICANT ELIGIBILITY i. Any Council member (see Appendix A) is eligible to submit a STP

project application(s), which are commonly referred to as “Local Public Agency”.

ii. A township or transit agency with a municipal or county co‐sponsor is eligible to submit a STP project application(s).

B. PROJECT ELIGIBILITY i. The route/roadway has a functional classification of collector and

above on the Federal Highway Administration’s (hereinafter FHWA) map.

ii. Is a STP eligible project type as specified in the FAST Act and is listed on the Council’s Eligible Projects List (see Appendix B).

iii. The applicant can fund the required local match and adopts a resolution to this effect.

iv. The applicant completes a project application.

v. The project location is within the boundaries of the Council (the geographic area used to determine the funding allocated to the Council).

vi. The routes eligible for the STP funding should be those, which promote regional and/or sub‐regional travel. STP routes must serve more than a local land access function.

vii. The improvement of the STP system routes shall require adherence to federal and state standards and policies. (For example, the simple resurfacing of a STP system route is not possible unless the completed project meets federal/state standards.)

Projects must coincide with CMAP’s approved regional plan titled “GO TO 2040”. Local Public Agencies are asked to follow GO TO 2040 recommendations when considering projects. Projects that are multi‐modal, ease congestion and are regionally significant are highly encouraged. The GO TO 2040 plan states: “To improve the efficiency and effectiveness of our transportation system, the first requirement is to spend existing resources more wisely. Investment decisions should be based on performance‐driven criteria, rather than arbitrary formulas. The region should prioritize efforts to modernize our significant existing assets we have, rather than continuing to expand the system. Investments of all types should take a multimodal approach, with consideration for transit users, bicyclists and pedestrians.”

Deleted: ¶

Deleted: ¶ ... [2]

Deleted: <#>¶Any… township or transit agency that wishes to propose a project ... [3]

Deleted: <#>Eligible Routes¶The project is on a STP eligible route, as determined by the McHenry County Council of Mayors and the Illinois Department of Transportation (IDOT);

Deleted: The project i… a STP eligible project type as specified in ... [4]

Commented [JJ5]: Moved from pg 7 “Project Proposals” #2.

Deleted: ; …ee Appendix “…)” ... [5]

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Deleted: <#>The project is deemed a FAU route by IDOT;¶ ... [8]


Commented [JJ10]: Moved from pg 8 “Eligible Routes”.

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Page 6 of 29

C. FUNDING LEVELS

i. Phase I Engineering, Phase II Engineering and Right‐of‐Way/Land Acquisition will be the complete (100%) responsibility of the Local Public Agency.

ii. Construction and Phase III Engineering (aka “Construction Engineering/CE”) will be matched at a ratio of 80% federal and 20% local.

iii. The maximum federal funding available for any single project will be $1,500,000. Any amount exceeding $1,500,000 will be the complete (100%) responsibility of the Local Public Agency.

iv. An awarded project (i.e. on the Council’s five‐year STP programmed schedule) will be funded at their STP project application amount.

IV. SCORING CRITERIA

A. CATEGORIES i. The scoring for each category is cited in the STP Project Application

document (see Appendix D).

B. SMALL COMMUNITY SET‐ASIDE

i. For small communities (see Appendix C) to facilitate competitiveness for projects in communities with populations less than 10,000.

ii. Small Community projects will also be eligible for an extra ten (10) points on their application. This “set‐aside” will also permit Local Area Pavement Preservation (LAPP) projects on STP eligible routes.

iii. The “set‐aside” concept has the added benefit in that these projects will be ranked first with all projects submitted, and then separately within the small community project category.

V. PROJECT SELECTION PROCESS

A. APPLICATION i. Interested applicants may contact the Planning Liaison to schedule a

Project Scoping meeting with themselves, the PL, and the Illinois Department of Transportation (hereinafter “IDOT”) to discuss the proposed project scope and the associated IDOT federal road project requirements.

ii. When federal funding is programmed or anticipated for project construction, the Local Public Agency will be required to advise IDOT of Phase I Engineering, Phase II Engineering, and Right‐of‐Way Acquisition initiation. A letter detailing the following information should be forwarded to IDOT District One Bureau of Local Roads and Streets prior to initiating each phase of the project:

Deleted:

Deleted:

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Commented [JJ15]: Moved from pg 9 “Funding”

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Page 7 of 29

1. Project location and termini

2. Local Public Agency contact person

3. Project consultant contact person

4. A copy of the draft contract between the Local Public Agency and consultant including the scope of services

5. A preliminary schedule for each project stage completion

iii. If the project is eligible, a STP project application form should be completed. The individual who prepares said application form should plan to be involved in the development of the project from start to finish (i.e. municipal engineer or municipal manager/administrator).

iv. Applications must include the following:

1. A cover letter on a municipal letterhead that is signed by either the designated Council representative/alternate representative or municipal Mayor/President.

2. A letter(s) of support from the adjoining jurisdiction(s) for projects that enter or include an adjoining jurisdiction (county, municipal or township).

3. One (1) certified resolution stating that the Local Public Agency will fund the required twenty percent (20%) local match. A sample resolution is included in Appendix E.

v. STP project applications must be submitted by the deadline date cited in the Council’s official Call for Projects release. Submit one (1) paper copy of the application to the PL. An electronic version may also be submitted via email to the PL.

B. SMALL COMMUNITY SET‐ASIDE

i. $800,000 per federal fiscal year will be “set‐aside” for small communities (see Appendix C) to facilitate competitiveness for projects in communities with populations less than 10,000.

ii. Any unused funds in the “set‐aside” will not “roll‐over” from year to year. The money will be returned to the general STP allocation for the federal fiscal year. Projects will be awarded based on points.

C. PROJECT SELECTION

i. All projects will be self‐evaluated by the applicant based on the Council’s Scoring Criteria (see Section IV).

ii. Each project application will receive a total point value, which will be used to prioritize projects.

Commented [JJ18]: Moved from pg 9, under "Funding".

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Deleted: ,…signed by either the designated Council ... [13]

Commented [JJ19]: Moved from pg 2 (provision #4).


Deleted: ¶

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Deleted: The submission of the application must include a ... [15]


Deleted: All aA…pplications must be submitted by the due ... [16]


Deleted: …ubmit one (1) paper copy of the application to the ... [17]


Deleted: Keep in mind that the McHenry County Council of Mayors only funds the construction phase of the project development process. Phase I engineering, Phase II engineering and right‐of‐way acquisition are the 100% responsibility of the local sponsoring agency.¶

Deleted: The Council will “set‐aside” …800,000 per federal fiscal ... [18]

Deleted: ;…Tt…e money will be returned to the general STP ... [19]

Commented [JJ26]: Moved from pg 9 “Small Community Set‐Aside”.

Deleted: s…will be self‐evaluated by the local sponsor/…applicant ... [20]

Page 8 of 29

iii. The PL shall review each project application for completeness and accuracy. Once reviewed, project applications may be submitted to CMAP and IDOT for review of federal funding eligibility.

iv. The PL shall review the self‐rating score of each project application using the Council’s Scoring Criteria (see Section IV).

v. The PL’s project application scoring evaluation results will be returned to the applicant as soon as they are completed.

vi. The Council shall be given the submitted project applications, project summary information, and project evaluation results for all proposed projects in the Council meeting packet for the subsequent Council meeting following the Call for Projects period.

vii. The Council shall vote on the projects to be funded and added to the Council’s five‐year STP programmed schedule at the subsequent Council meeting based on the following:

1. Project scoring rating based on Council’s Scoring Criteria (see Section IV). Projects with the highest scores (i.e. number of points) should be selected.

2. STP funding mark amount.

3. Other factors the Council wishes to consider.

D. MYB LIST

ii. Projects that are not selected for inclusion in the Council’s five‐year STP programmed schedule may be placed on an Multi‐Year B‐List (hereinafter “MYB List”).

iii. The MYB list shall be constrained by one (1) year’s worth of STP programming/mark funds.

iv. The Council may vote on adding a MYB List project(s) to the Council’s five‐year STP programmed schedule if at least one of the following occurs:

1. A programmed project is removed from the Council’s five‐year STP programmed schedule due to the Sunset Provisions cited in Section VI.E.

2. A Local Public Agency voluntarily removes their programmed project from the Council’s five‐year STP programmed schedule.

v. MYB List projects will be added to the Council’s five‐year STP programmed schedule in order of their original project selection ranking from their Call for Projects cycle.

Deleted: <#>Projects with the highest number of points will be added to the program until all resources are allocated. The McHenry County Council of Mayors will select projects having considered the results of the Project Selection Methodology. ¶<#>¶


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Commented [JJ29]: Moved from pg 3 #9.

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Deleted: Projects with the highest number of points will be added to the Council’s five‐year STP programmed schedule until all resources are allocated. The Council will select projects having considered the results of the Scoring Criteria. ¶<#>¶<#>When a project has been selected by the Council of Mayors to be included in the Five‐Year Program, the council liaison will provide CMAP and IDOT with the necessary information for inclusion of the approved project in the regionwide Transportation Improvement Program (TIP). See page 5 for a brief description of the TIP procedures and requirements.¶

Deleted: program…may be placed on an Mm…lti‐Yy…ar B‐Ll... [28]

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Page 9 of 29

vi. At the time the Council releases a new Call for Projects, all MYB List projects from the previous Call for Projects cycle will be removed from the MYB List. Local Public Agency will need to reapply their project application during the newly released Call for Projects and will be re‐ranked with the new proposed projects.

E. PROGRAMMED

i. The PL will add Council funded/selected projects to the Council’s five‐year STP programmed schedule based on funding availability and project readiness after the following occurs:

1. A project is approved by the Council during an official Call for Projects.

2. PL enters the project into TIP.

3. Project is approved by CMAP for inclusion into the TIP.

ii. The PL will work directly with CMAP/IDOT to enter, update, and award projects in the TIP. Projects can also be managed in the TIP by the Council’s Executive Director (aka McHenry County Principal Transportation Planner).

iii. Once programmed, a meeting with the Local Public Agency, PL, IDOT, and any other affected agencies shall be held to identify and discuss any issues confronting the selected project. This can occur during the project’s IDOT Phase I kick‐off meeting.

iv. Subsequent project update/kick‐off meetings will be held throughout the project implementation.

i. Local Public Agency should reference IDOT’s Bureau of Local Roads and Street Manual for direction on what requirements must be met for federally funded projects.

i. Reference the Federal Highway Administration Process for Project Implementation document for assistance.

i. Engineering and land acquisition must be accomplished in accordance with federal requirements for projects to be constructed utilizing federal funds.

ii. All forms and correspondence between the Local Public Agency, project consultant, and IDOT shall be coordinated and sent to the PL.

Deleted: If a MYB project has a higher stage complete status than projects on the five‐year program, the project sponsor can contact the planning liaison to determine the possibility of moving the project onto the five‐year program. If a project is approved to be moved onto the five‐year program, it is possible that another project may be moved to a latter fiscal year and eventually to the MYB list as a result. MYB projects or projects removed from the five‐year program must be resubmitted and re‐ranked along with any new project proposals during the next call for projects. If a project was originally added to the program from the MYB list it will not need to resubmit during the next call for projects. …t the time ... [32]

Commented [JJ35]: Moved from pg 8 & 9.

Deleted: Planning Liaison…L will add Council fundedawarded... [33]

Deleted: McHenry County …ouncil of Mayors ... [34]

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Deleted: <#>Small Community Set‐AIf needed, the council Planning Lliaison will forward copies of each project application to CMAP and IDOT for their review and comment, once approved.¶... [35]



Deleted: a project is …rogrammed, a meeting with the project ... [36]


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Commented [JJ43]: PL is looking to see where this document is located.

Commented [JJ44]: Moved from pg 9 “Funding” section.

Deleted: <#>Once a project is approved by the McHenry County Council of Mayors and approved by CMAP for inclusion in the TIP, the McHenry County Council of Mayors then programs the project for inclusion in the McHenry Council’s Five Year Program on the basis of funding availability and project readiness. ¶<#>¶<#>WhereWhen federal funding is programmed or anticipated for project construction, the project sponsor will be required to advise IDOT of Phase I Engineering, Phase II Engineering, and Right‐ of‐ Way Acquisition initiation. A letter detailing the following information should be forwarded to IDOT District One Bureau of Local Roads and Streets prior to initiating each phase of the project:¶<#>Project location and termini¶<#>Project sponsor contact person¶<#>Project consultant contact person¶<#>¶<#>A copy of the draft contract between the project sponsor and consultant including the scope of services¶<#>A preliminary schedule for each project stage the completion of the stages of the project¶ ... [39]


Page 10 of 29

VI. PROGRAM MANAGEMENT

A. PROJECT GOALS To ensure projects proceeding timely, the following are the typical project phase timeframes:

i. Initiate Phase I Engineering with IDOT within one (1) year of being accepted onto the Council’s five‐year STP programmed schedule.

ii. Complete right‐of‐way acquisition within three (3) years of being accepted onto the Council’s five‐year STP programmed schedule.

iii. Complete Phase II Final Plans, Specifications and Estimates (PS&E) within three (3) years of being accepted onto the Council’s five‐year STP programmed schedule.

iv. Scheduled for an IDOT bid letting within three (3) years of receiving IDOT Design Approval.

B. PROJECT STATUS UPDATES i. Annual Project Status Updates:

1. Each year, the Local Public Agencies will submit a Project Status Update report to the Planning Liaison. This will typically occur in October/November.

2. The annual updates assist the Planning Liaison in updating the Council’s five‐year STP programmed schedule based on funding availability and project readiness.

ii. Special Project Status Updates:

1. Project(s) that have not initiated Phase I Engineering with IDOT and have been on Council’s five‐year STP programmed schedule for one (1) year, shall submit a Special Project Status Update report to the Planning Liaison three (3) weeks prior to a regularly scheduled Council meeting. Said update report will be included in the Council’s meeting packet for discussion.

C. PROJECT SCOPE CHANGES

Project Scope Change requests are for changes in the type(s) of work being done, changes to the location/project limits, and any changes that depart from the original project application. The Council shall not consider Project Scope Change request(s) until a Phase 1 kick‐off meeting with IDOT, PL, and Local Public Agency has occurred. The Council expects that Project Scope Changes are based on review comments from IDOT/FHWA.

i. The Council will not consider requests that changes the original project location to an entirely different location (i.e. Road “A” to Road

Deleted: <#>¶

Commented [JJ47]: Original language moved from pg 10. Reworded provision.

Page 11 of 29

“B”) or a location that directly abuts the original project location limits.

ii. The Council shall vote on requests that shorten or lengthen the original project termini’s (i.e. start and end) on the original roadway/project location.

iii. The Council shall vote on all other requests.

D. PROJECT COST INCREASES Project cost increase requests shall not be considered by the Council until Phase I Engineering has been approved by IDOT.

i. Projects are guaranteed a funding increase up to ten percent (10%) over the original STP programmed amount (i.e. STP project application). The PL will administratively approve said funding increase requests.

ii. When project costs exceed 110% of the STP programmed amount, the amount exceeding 110% will be the complete (100%) responsibility of the Local Public Agency.

iii. A Local Public Agency may submit a request to increase their project’s STP programmed amount over one‐hundred and ten percent (110%) of the original STP programmed amount (i.e. STP project application). The Council shall vote on said cost increase request.

iv. The amount of federal STP funding approved and programmed by the Council for a particular project will be considered “capped” at the approved STP programmed amount, which includes any approved project cost increase request(s). When the Joint Agreement is enacted between the Local Public Agency and IDOT, a note shall be included stating the capped nature of the maximum available STP funds for the project.

v. STP funding increase request for projects that have been bided on at an IDOT letting will not be considered or approved by the Council. Any amounts exceeding the STP programmed amount will be the complete (100%) responsibility of the Local Public Agency.

1. Exception: The Council may vote on a Local Public Agency’s STP funding increase request if the Council has sufficient funds in the Council’s five‐year STP programmed schedule and that other programmed STP projects will not be impacted (i.e. project removal, bumped to later FFY or funding decreased).

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Deleted: <#>¶<#>If a project enters its first year of being accepted onto it’s scheduled programmed year without initiating Phase I Engineering, the sponsor will be asked for a special status update. ¶

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Deleted: provided they continue to meet the requirements of this policy.¶

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Deleted: A presentation to the Council will be requested and the Council must approve the request before the project can continue. ¶

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Page 12 of 29

E. SUNSET PROVISION

i. Project(s) that have not initiated Phase I Engineering with IDOT and have been on Council’s five‐year STP programmed schedule for two (2) years may be permanently removed from the Council’s five‐year STP programmed schedule by a vote of the Council.

ii. Project(s) that have received IDOT Design Approval and have not been scheduled for an IDOT bid letting within three (3) years said approval may be permanently removed from the Council’s five‐year STP programmed schedule by a vote of the Council.

VII. ADVANCED FUNDING

In the event that the Council’s mark allocation of STP funds has been spent, the Council will need to request Advance Funding to fund projects. Projects that need Advance Funding in order to be placed on an IDOT letting must have met IDOT deadlines and submitted to the Council no less than four months before the IDOT letting date. The Planning Liaison will work with the Local Public Agency to ensure CMAP and IDOT deadlines are met and the project remains on schedule. Advance Funding requests are pursuant to Council of Mayor’s Executive Committee procedures and requirements (see Appendix F).

VIII. APPENDIX

Appendix A ‐ Council Member List

Appendix B ‐ Eligible Project List

Appendix C ‐ Small Community List

Appendix D ‐ STP Project Application

Appendix E ‐ Sample Local Funding Match Resolution

Appendix F ‐ Advance Funding Analysis Memo

Deleted: ¶<#>STP funding increase request for projects that have been bided on at an IDOT letting will not be considered or approved by the Council. ¶Once a project is bid on at an IDOT letting, the project will be unable to acquire additional STP funds. Any amounts exceeding the STP programmed amount at the time of the letting will be the complete (100%) responsibility of the project sponsor. ¶<#>Exception: The Council may consider a local sponsor’s STP funding increase request if the Council has sufficient funds in the Council’s five‐year STP programmed schedule and that other programmed STP projects will not be impacted (i.e. project removal, bumped to later FFY or funding decreased) by a full quorum vote of the Council. ¶

Commented [JJ49]: Moved from pg 10. Reworded some provisions and added cost increase after bid option.

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Deleted: full quorum

Commented [JJ50]: Moved from pg 10. Reworded provisions.

Deleted: Sunset Provision¶

Deleted: ¶2.) Three (3) years to obtain right‐of‐way and complete Phase II plans is considered reasonable. If it is determined during the status update process that Phase I Engineering will not be initiated by the second year of being accepted to the program, the removal of the project from the program will be considered by the full quorum of the council. ¶¶3.) Any project that is not scheduled for a bid letting within three (3) years of receiving Design Approval may be dropped from the program. ¶

Deleted:

Deleted:



Deleted: In the event that the Council’s allocation of STP funds has been spent, the Council will need to request Advance Funding to fund projects. Projects that need Advance Funding in order to be placed on an IDOT letting must have met IDOT deadlines and submitted to the Council no less than four months before the IDOT letting date. The Planning Liaison will work with the project sponsor to ensure CMAP and IDOT deadlines are met and the project remains on schedule. ¶¶¶¶¶¶¶¶¶¶¶¶¶¶¶

Page 13 of 29

APPENDIX A

COUNCIL MEMBER LIST





Village of Cary




City of Harvard

Village of Hebron


Village of Huntley



Village of Lakemoor

Village of Lakewood

City of Marengo


City of McHenry



Village of Richmond

Village of Ringwood



Village of Union


City of Woodstock

McHenry County

Deleted: ¶¶

Deleted: MCcHENRY COUNTY

Deleted: OF MAYORS

Deleted: SHIP

Deleted: and are eligible to vote at all meetings of the Council

Deleted:

Commented [JJ52]: Moved from pg 6 with addition of "village/city".

Page 14 of 29

APPENDIX B MCHENRY COUNTY COUNCIL OF MAYORS

ELIGIBLE PROJECT LIST

Roadway projects that are of regional and/or national significance including:

o Reconstruction improvements

o Rehabilitation improvements

o Resurfacing improvements

o Operational improvements

Capital and operating costs for traffic monitoring, management and control facilities.

Capital costs for transit projects.

Bicycle and pedestrian paths and facilities including:

o Bicycle lanes

o Multi‐use side paths

o Sidewalks

o Crosswalks

o Grade‐separated bridge structures

o Bicycle racks

o Directional signage

Carpool programs, fringe and corridor parking facilities (Park n’ Ride lots), pedestrian walkways and modification of public sidewalks to comply with the Americans with Disabilities Act of 1990.

Safety projects.

Projects with a route/roadway that has a functional classification of collector or above on the Federal Highway Administration’s (hereinafter FHWA) map.

Infrastructure‐based intelligent transportation systems capital improvements.

Advanced truck stop electrification systems.

Intersection improvements with disproportionately high accident rates and/or high congestion.

Environmental restoration/pollution abatement (limit expenditures to 20% of the total cost of the reconstruction, rehabilitation, resurfacing and/or restoration).

Control of terrestrial and aquatic noxious weeds and establishment of native species.

NOTE: The McHenry County Council of Mayors does not fund signal preemption projects.

APPENDIX C

Deleted: s for Surface Transportation Program (STP) Funding

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Commented [JJ53]: Eliminated duplication of eligible projects on pg 7.

Page 15 of 29

SMALL COMMUNITY LIST

MUNICIPALITY NAME POPULATION

1 Village of Barrington Hills 4,209

2 Village of Bull Valley 1,077

3 Village of Fox River Grove 4,854

4 Village of Greenwood 255

5 City of Harvard 9,447

6 Village of Hebron 1,216

7 Village of Holiday Hills 610

8 Village of Johnsburg 6.337

9 Village of Lakemoor 6,017

10 Village of Lakewood 3,811

11 City of Marengo 7,648

12 Village of McCullom Lake 1,049

13 Village of Oakwood Hills 2,083

14 Village of Port Barrington 1,517

15 Village of Prairie Grove 1,904

16 Village of Richmond 1,874

17 Village of Ringwood 836

18 Village of Spring Grove 5,778

19 Village of Trout Valley 537

20 Village of Union 580

Source: April 1, 2010, United States Census population, 2010 Demographic Profile.

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Before completing the application below, project sponsors are required to review the current McHenry County Council of Mayors Methodology available at www.mchenrycountycom.org. If the application is missing any information or does not follow the Council’s Methodology, it will not be ranked or considered for funding. Applications are due Friday, August 15, 2014.

General Information

1.) Date of Application 2.) Municipality/Lead Agency

Contact Person

Organization Street City, State, Zip Phone Fax E-mail 3.) Name of Facility to be Improved 4.) Project Limits A. North/West Reference Point/Cross Street Municipality/Township B. South/East Reference Point/Cross Street Municipality/Township 5.) Project Length FAU Route Number 6.) Other Project Location Information

7.) Brief Description of the project

Surface Transportation Program (STP) Project Application for Inclusion

on the Five-Year Project List


16111 Nelson Road Woodstock, Illinois 60098

APPENDIX D Deleted: ¶

Deleted: C

Page 17 of 29

8.) Indicate primary work type categories (up to a maximum of three). (See CMAP TIP WORK

TYPE CODES attached to this document.)

9.) Please check () the stages complete that coincide with the project: Need K/O Meeting A kick-off meeting needs to be scheduled with IDOT and the planning liaison. PH I Not Initiated A kick-off meeting has been held but PH I has not begun. PH I Underway The project sponsor is currently working on PH I engineering. PH I Complete PH I has been completed and the municipality is awaiting design approval from IDOT. Awaiting PH II Initiation The project sponsor has received design approval and is waiting PH II initiation. PH II Underway The project sponsor is currently working on PH II. PH II Complete The project sponsor is awaiting a bid letting. Note:

LAPP projects do not require PH I, therefore it is determined that they are awaiting PH II initiation.

SCORING CRITERIA

Multiple Partner Participation

If additional project participants (i.e. adjacent municipality, county, township, IDOT, transit agency), are identified as contributing at least 20% of the total project cost, the project will receive an additional five (5) points per additional participant up to a maximum of ten (10) points. If a private developer is an additional participant, the project will receive an additional three (3) points per additional participant up to a maximum of six (6) points. A letter or documentation from each participating partner is required. Additional Participant: Participation Amount: % or $ Contact Person: Organization: Street: City State, Zip: Phone: E-mail: Additional Participant: Participation Amount: % or $ Contact Person: Organization: Street: City State, Zip:

Page 18 of 29

Phone: E-mail:

Average Daily Traffic (ADT)

Please list current ADT and source of ADT. Future ADT will not be accepted. Some ADT numbers are listed on the IDOT website. For new alignment projects, include CMAP projected opening day traffic counts. A letter from CMAP stating projected traffic is required for new alignment projects. Current ADT: _________________________________________________________________________ Source: ____________________________________________________________________________ Please complete the following formula:

Current ADT X 20 10,000

For example, a current traffic count shows a 6,000 ADT of a road segment that needs resurfacing. The point calculation would be:

6000 X 20 120,000 10,000 10,000

Point Value:

Current ADT ( ) X 20 = 10,000

Point values for this factor will be based on a ratio of the existing ADT to the ADT corresponding to the maximum point possible. Point value for a project with an existing ADT of 10,000 or more will be 20. Guidelines for Interpretation: For intersections, the ADT will be considered the average of the ADTs for each approach. If a road project includes both intersection improvements and road segment improvements, the point value will be based on the existing ADT for the intersection. The point value for a road resurfacing or reconstruction project, which does not include intersection channelization, signalization, or other intersection improvements, will be based on the highest ADT for the road segment.

= =12

Page 19 of 29

Air Quality Benefit

Projects reducing emissions with significant traffic flow improvements 8 New signalization projects (where warranted) Full intersection channelization/roundabouts Add lanes projects Projects reducing emissions with moderate traffic flow improvements 4 Improving existing signals Bottleneck elimination or auxiliary lane additions Realignment of offset intersection pairs Providing a missing road segment link Consolidation of access (i.e. reducing the number of driveways) Minor channelization improvements


The Complete Streets/Multimodal category aims to prioritize projects that account for all users of the transportation network and enhance the safety of pedestrians. This category would include components to Complete Streets and could include bicycle and pedestrian paths and/or facilities. Please check all that apply and add two points for each component. The maximum points per category is two. Project Includes New Access to Transit 2 Project Includes a New Pedestrian/Shared Use Path 2 Project Improves Multimodal Traffic (i.e. bike lanes, sidewalk widening) 2 Project Bridges a Pedestrian Gap 2 TOTAL POINTS AIR QUALITY & COMPLETE STREETS/MULTIMODAL

Continuity of Improvement

Five points (5) will be awarded for each recently completed (within 3 years from the date of the application) or programmed (by a public agency within 5 years of the date of the application) immediately adjacent improvement up to a maximum of ten (10) points. The proposed project’s scope must be of equal or greater scope of the adjacent improved or programmed project to be eligible (i.e. a resurfacing adjacent to recent road widening is not eligible). The proposed project must meet or exceed the capacity of the adjacent improvement. The goal of these points is to encourage contiguous and simultaneous projects. Adjacent Project: Brief Project Description: Programming Agency: Programmed /Completed Year: Contact Person: Street: City, State, Zip: Phone: Fax:

Page 20 of 29

E-mail: Adjacent Project: Brief Project Description: Programming Agency: Programmed /Completed Year: Contact Person: Street: City, State, Zip: Phone: Fax: E-mail: A total of two (2) continuities are available. Please add five points to your total score for every continuous improvement.

Total Continuity of Improvement Points:

Conditions of Pavement. Using the IDOT CRS pavement rating system please select the condition of the road pavement. (Attach Supporting Information) Note: The score selected will be averaged with the Planning Liaison’s determination. CRS Score Pavement Category Point Value Check () One 0-4.5 Poor 10 4.6-6.0 Fair 5 6.1-7.5 Good 1 7.6-9.0 Excellent 0 New Alignment 3 Please explain the above determination:

Project Readiness

Projects will receive project readiness points based on their status relative to completion of engineering and land acquisition. Point Value Phase II engineering and right of way acquisition completed 15 Phase II engineering completed and approved by IDOT 10 Phase I engineering report completed and has IDOT design approval 5 Phase I engineering report completed and submitted to IDOT 3 Pre-phase I engineering 0

TOTAL POINTS

Page 21 of 29

Small Community Consideration

If your community has a population less than 10,000 people the project is eligible for ten (10) extra points. TOTAL POINTS

Further Project Description Information

Highway Designation Indicate appropriate facility designations within project limits. Please check (×) all that apply

Strategic Regional Arterial Other Arterial Highway Collector Road Local Road Strategic Regional Transit Facility

(METRA/Park n’ Ride) Bicycle/Pedestrian Facilities

State or Federal Highway County Highway Township Road Municipal Road/Property Private Road/Property Park District/Forest Preserve Transit Facility (Bus Stop/Bus Shelters

Project Description Please provide a detailed description of the project. If necessary, provide a brief narrative advising the council of any related issues that have not previously been identified in this application.

Page 22 of 29

Complete the following project improvement table where appropriate. Improvement Number of unrestricted driving lanes Driving Lane width(s) (feet per lane) Shoulder width (in feet or indicate if curbed) Overall pavement cross section (in feet) Number of signalized intersections within project limits Number of parking lanes/spaces Continuous bidirectional turn lane (yes or no) Number of restricted driving lanes (describe restriction) Posted speed limit(s)

Before

After

Funding – Please note STP funds can only be 80% of the total construction costs. The

McHenry County Council of Mayors requires a 20% local match per project.

A Detailed Estimate of Cost (attached) is needed for each project.

Phase Phase I Engineering Phase II Engineering Right of Way Acquisition Construction (w/Engineering III) Project cost by Fund Source

Starting Date

Local Funds

STP Funds 0 0 0

Total Project Cost $ Total STP Funding Request $

Scoring Summary

Ranking Criteria Page Maximum Points

Available

Points Received

Multiple Jurisdiction Participation 2 10 ADT 3 20 Air Quality Benefit & Complete Streets/Multimodal

4 16

Continuity of Improvement 4-5 10 Conditions of Pavement 5 10 Project Readiness 5 15 Small Community Consideration 6 10

Totals 91

Page 23 of 29

Deleted:

The Council Liaison will verify the information submitted on this application. If

there are any discrepancies in the information disclosed in this application the project sponsor will

be contacted to clarify the issue. If no agreement is reached, the full Council will be consulted.

Note, any changes to the cost estimates must be reported to the Planning Liaison immediately.

Exhibits 1.) Please attach the following exhibits to the completed application form submittal. In order to allow multiple reproductions, please ensure that all exhibits are suitable for photocopying (maximum paper size not to exceed 11X17): A.) A map showing the location of the project within the region; B.) A map showing the location of the project within the municipality or township; C.) Any additional project design plans which may be of assistance in evaluating the project application;

D.) A copy of a recent Board/Council resolution (or minutes) requesting consideration of the project by the Council of Mayors and the project sponsors ability to fund the required local match;

E.) Copies of accident reports from the last three years. (A summary is acceptable).

One completed project application and attachments should be forwarded to [email protected].

Applications can be mailed to:


STP Project Applications 16111 Nelson Road

Woodstock, IL 60098

If submitting by email, please include a PDF copy.

Page 24 of 29

DETAILED ESTIMATE OF COSTS

Item Description Unit Quantity Unit Price Total

1 Earth Excavation Cu Yd 2 Pavement Removal Sq Yd 3 Furnished Excavation Cu Yd 4 Subbase Sq Yd 5 HMA Base Course Sq Yd 6 HMA Binder Course Ton 7 HMA Surface Course Ton 8 HMA Surface Course (Multi-Use Path) Ton 9 Agg Base Course Sq Yd 10 Patching Sq Yd 11 Sidewalk Sq Ft 12 Combination Curb & Gutter Removal Foot 13 Combination Conc. Curb & Gutter Foot 14 Pavement Marking Foot 15 Street Lighting Each 16 Signal Construction L Sum 17 Landscaping Sq Yd 18 Erosion Control (2%) L Sum 19 Traffic Control & Protection (4%) L Sum 20 Proposed Drainage (20%) L Sum 21 Mobilization (4%) L Sum 22 Other

SUBTOTAL ADD 15% CONTINGENCY

TOTAL CONSTRUCTION COST

ROW ACQUISITIONS TEMPORARY EASEMENT

TOTAL ROW COST UTILITY ADJUSTMENTS (5%) PHASE II ENGINEERING (9%)

PHASE III ENGINEERING (10%) TOTAL ENGINEERING

TOTAL COST OF ITEMS:

Page 25 of 29

APPENDIX E


A RESOLUTION APPROVING THE LOCAL MATCH FOR CERTAIN STREET IMPROVEMENTS THROUGH THE McHENRY COUNTY COUNCIL OF MAYORS


WHEREAS, the municipality is a member of the McHenry County Council of Mayors; and WHEREAS, the McHenry County Council of Mayors has adopted policies for the

implementation of the Surface Transportation Program (hereinafter “STP”) of the Fixing America’s Surface Transportation Act (hereinafter “FAST Act)”, and

WHEREAS, those policies require that to receive STP funding through the Council of

Mayors, a Local Public Agency must submit a STP project application and a resolution stating that the required local 20% match for that project will be available through the life of the project.

NOW THEREFORE BE IT RESOLVED that the municipality applies for STP funding for the

specified type of improvement to the specified route. BE IT FURTHER RESOLVED that the municipality hereby agrees that it will allocate the

required 20% local match, estimated to be ($000,000.00), to the improvement of the specified route so long as the project is programmed in the McHenry County Council of Mayors’ Five Year Program or is on its Multi‐Year B‐List (hereinafter “MYB List”) of projects.

Deleted: D

Deleted: Moving Ahead for Progress in the 21st Century

Deleted: MAP‐21

Deleted: Act


Commented [JJ54]: Moved from pg 4 with updates to federal funding source (FAST Act).

Page 26 of 29

APPENDIX F

ADVANCED FUNDING ANAYLSIS MEMO

November 12, 2013

“SEE ATTACHED”

Deleted: E

Page 27 of 29

Page 28 of 29

Page 29 of 29

Deleted: ¶¶¶¶¶¶¶MCHENRY COUNTY COUNCIL OF MAYORS BYLAWS¶(Revised March 20, 2014)¶¶

NAME OF ORGANIZATION¶The name of this organization is the McHenry County Council of Mayors. ¶¶PURPOSE¶The purpose of the McHenry County Council of Mayors is to program STP funding and to review and evaluate transportation issues affecting McHenry County municipalities.¶¶MEMBERSHIP¶The McHenry County Council of Mayors shall be composed of the County Engineer or his representative, one (1) appointed or elected official from those municipalities with residents in McHenry County and one or more adjacent counties who elect to participate on the McHenry County Council of Mayors and have indicated their choice to the Chicago Metropolitan Agency for Planning. ¶¶The primary staff for the McHenry County Council of Mayors is the Planning Liaison who will handle all Council business and coordination with CMAP and IDOT. The McHenry County Division of Transportation will house the Planning Liaison.¶¶OFFICERS¶The officers of the McHenry County Council of Mayors are a Chairman, a Vice‐Chairman, and a Secretary. The Chairman and Vice‐Chairman shall be elected at the regular May meeting in odd numbered years. In the event that the Council of Mayors does not meet in May, the Chairman and Vice‐Chairman shall be elected at the next regular meeting. The Chairman and Vice‐Chairman must be mayors or presidents. Officers may serve consecutive terms. ¶¶DUTIES OF OFFICERS¶¶Chairman: The Chairman shall preside at all meetings and shall appoint subcommittees as necessary.¶¶Vice‐Chairman: In the absence of the Chairman, the Vice‐Chairman shall assume the duties of the Chairman, or in the event of the resignation of the Chairman, the Vice Chairman shall fill the unexpired term of the Chairman and a new Vice Chairman shall be elected to fill the unexpired term of the Vice Chairman.¶¶Secretary: The Planning Liaison will serve as Secretary and shall compile agendas, prepare and distribute meeting notices and meeting minutes.¶¶AGENDAS ¶Any member of the Council of Mayors or applicable government agency may submit items to be heard and discussed by the Council as part of the published agenda. All agenda items must be submitted to the Secretary a minimum of fifteen (15) days prior to the regularly scheduled Council meeting.¶¶MEETINGS¶The Council of Mayors shall meet up to four (4) times per State fiscal year (July 1 through June 30). Meetings will generally be held on a Thursday at 2:00 p.m. at various locations in the County. The ... [40]

Page 1: [1] Deleted Janell Jensen 8/24/2016 4:37:00 PM

ALGONQUIN

BARRINGTON HILLS

BULL VALLEY

CARY

CRYSTAL LAKE

FOX RIVER GROVE

GREENWOOD

HARVARD

HEBRON

HOLIDAY HILLS

HUNTLEY

JOHNSBURG

LAKE IN THE HILLS

LAKEMOOR

LAKEWOOD

MARENGO

McCULLOM LAKE

McHENRY

OAKWOOD HILLS

PORT BARRINGTON

PRAIRIE GROVE

RICHMOND

RINGWOOD

SPRING GROVE

TROUT VALLEY


Woodstock, IL 60098




Chalen L. Daigle

Planning Liaison


16111 Nelson Road


Phone: 815-334-4970

Fax: 815-334-4989

[email protected]


Page Break

Page 5: [2] Deleted Janell Jensen 11/10/2016 11:30:00 AM





Any i.


Any ii.


Any iii.


Any iv.


Any

UNION

WONDER LAKE

WOODSTOCK

McHENRY COUNTY

v.


The project i vi.


The project i vii.


The project i viii.


The project i ix.


The project i x.


The project i xi.


The project i xii.


The project i xiii.


; xiv.


; xv.


; xvi.


project sponsor xvii.


project sponsor xviii.


project sponsor xix.


project sponsor xx.


The project is deemed a FAU route by IDOT;[JJ1]








will xxi.


will xxii.


Only designated federal aid routes (FAU) will be eligible for STP funding.[JJ5]












This


This


This


This


This







, 1.


, 2.


, 3.


,

4.


[JJ11] Furthermore, 5.
















The submission of the application must include a 13.














All aA xxiii.


All aA xxiv.


All aA xxv.


All aA xxvi.


All aA xxvii.


All aA xxviii.


xxix.


xxx.


xxxi.


The Council will “set‐aside”

xxxii.


The Council will “set‐aside”

xxxiii.


; xxxiv.


; xxxv.


; xxxvi.


s xxxvii.


s xxxviii.


s xxxix.


Council Planning Liaison xl.


Council Planning Liaison xli.


Council Planning Liaison xlii.


Council Planning Liaison xliii.


council Planning Lliaison xliv.


council Planning Lliaison xlv.


council Planning Lliaison xlvi.


council Planning Lliaison xlvii.


Planning Liaison’s xlviii.


Planning Liaison’s xlix.


Planning Liaison’s l.


All li.


All lii.


All liii.


All liv.


All lv.


All lvi.


All lvii.


All lviii.


All lix.


All lx.


All

lxi.


of Mayors members will lxii.


of Mayors members will lxiii.


of Mayors members will lxiv.


of Mayors members will lxv.


of Mayors members will lxvi.


of Mayors members will lxvii.


of Mayors members will lxviii.


of Mayors members will lxix.


Pp

1.


Pp

2.


, and o 3.


, and o 4.


, and o 5.


, and o 6.


program i.


program ii.


program iii.


program iv.


two v.


two vi.


consider vii.


consider viii.


consider ix.


consider x.


consider xi.




If a MYB project has a higher stage complete status than projects on the five‐year program, the project sponsor can contact the planning liaison to determine the possibility of moving the project onto the five‐year program. If a project is approved to be moved onto the five‐year program, it is possible that another project may be moved to a latter fiscal year and eventually

to the MYB list as a result. MYB projects or projects removed from the five‐year program must be resubmitted and re‐ranked along with any new project proposals during the next call for projects. If a project was originally added to the program from the MYB list it will not need to resubmit during the next call for projects.

xii.


If a MYB project has a higher stage complete status than projects on the five‐year program, the project sponsor can contact the planning liaison to determine the possibility of moving the project onto the five‐year program. If a project is approved to be moved onto the five‐year program, it is possible that another project may be moved to a latter fiscal year and eventually to the MYB list as a result. MYB projects or projects removed from the five‐year program must be resubmitted and re‐ranked along with any new project proposals during the next call for projects. If a project was originally added to the program from the MYB list it will not need to resubmit during the next call for projects.

xiii.



xiv.



xv.



xvi.



xvii.



xviii.



xix.



xx.


Planning Liaison i.


Planning Liaison

ii.


McHenry County 1.


McHenry County 2.


Small Community Set‐AIf needed, the council Planning Lliaison will forward copies of each project application to CMAP and IDOT for their review and comment, once approved.[JJ19]












a project is iii.


a project is iv.


a project is v.


a project is vi.


a project is vii.


a project is viii.


a project is ix.


a project is x.


Project sponsors i.


Project sponsors ii.


Project sponsors iii.


“ i.


“ ii.


“ iii.


Once a project is approved by the McHenry County Council of Mayors and approved by CMAP for inclusion in the TIP, the McHenry County Council of Mayors then programs the project for inclusion in the McHenry Council’s Five Year Program on the basis of funding availability and project readiness.

WhereWhen federal funding is programmed or anticipated for project construction, the project sponsor will be required to advise IDOT of Phase I Engineering, Phase II Engineering, and Right‐ of‐ Way Acquisition initiation. A letter detailing the following information should be

forwarded to IDOT District One Bureau of Local Roads and Streets prior to initiating each phase of the project:

Project location and termini

Project sponsor contact person

Project consultant contact person

A copy of the draft contract between the project sponsor and consultant including the scope of services

A preliminary schedule for each project stage the completion of the stages of the project[JJ25]



WhereWhen federal funding is programmed or anticipated for project construction, the project sponsor will be required to advise IDOT of Phase I Engineering, Phase II Engineering, and Right‐ of‐ Way Acquisition initiation. A letter detailing the following information should be forwarded to IDOT District One Bureau of Local Roads and Streets prior to initiating each phase of the project:







Once a project is approved by the McHenry County Council of Mayors and approved by CMAP for inclusion in the TIP, the McHenry County Council of Mayors then programs the project for inclusion in the

McHenry Council’s Five Year Program on the basis of funding availability and project readiness.

































NAME OF ORGANIZATION

The name of this organization is the McHenry County Council of Mayors.

PURPOSE The purpose of the McHenry County Council of Mayors is to program STP funding and to review

and evaluate transportation issues affecting McHenry County municipalities.

MEMBERSHIP The McHenry County Council of Mayors shall be composed of the County Engineer or his

representative, one (1) appointed or elected official from those municipalities with residents in McHenry County and one or more adjacent counties who elect to participate on the McHenry

County Council of Mayors and have indicated their choice to the Chicago Metropolitan Agency for Planning.

The primary staff for the McHenry County Council of Mayors is the Planning Liaison who will

handle all Council business and coordination with CMAP and IDOT. The McHenry County Division of Transportation will house the Planning Liaison.

OFFICERS

The officers of the McHenry County Council of Mayors are a Chairman, a Vice‐Chairman, and a Secretary. The Chairman and Vice‐Chairman shall be elected at the regular May meeting in odd numbered years. In the event that the Council of Mayors does not meet in May, the Chairman

and Vice‐Chairman shall be elected at the next regular meeting. The Chairman and Vice‐Chairman must be mayors or presidents. Officers may serve consecutive terms.

DUTIES OF OFFICERS

Chairman: The Chairman shall preside at all meetings and shall appoint subcommittees as

necessary.

Vice‐Chairman: In the absence of the Chairman, the Vice‐Chairman shall assume the duties of the Chairman, or in the event of the resignation of the Chairman, the Vice Chairman shall fill the unexpired term of the Chairman and a new Vice Chairman shall be elected to fill the unexpired

term of the Vice Chairman.

Secretary: The Planning Liaison will serve as Secretary and shall compile agendas, prepare and distribute meeting notices and meeting minutes.

AGENDAS

Any member of the Council of Mayors or applicable government agency may submit items to be heard and discussed by the Council as part of the published agenda. All agenda items must be submitted to the Secretary a minimum of fifteen (15) days prior to the regularly scheduled

Council meeting.

MEETINGS The Council of Mayors shall meet up to four (4) times per State fiscal year (July 1 through June

30). Meetings will generally be held on a Thursday at 2:00 p.m. at various locations in the County. The meeting dates and locations will be determined for the following year at the last meeting of

the year.

Meeting Notice: Written or electronic meeting notices must be delivered at least seven (7) days before any meeting. Agendas and supporting materials shall be delivered at least three (3)

working days before a meeting.

Meeting Cancellation: A regularly scheduled meeting may be canceled at the discretion of the Chairman, if no items of business need to be discussed.

Special Meetings: Special meetings may be called as needed by the Chairman. Notice of any

special meeting shall be delivered to all voting members at least three (3) days prior to any special meeting.

VOTING

Seven voting members shall constitute a quorum.

Each municipality shall have one (1) vote. The mayor/president or his duly appointed representa‐tive must be present at the meeting to have the municipality’s vote recorded. The County

Engineer or the County Engineer's designated representative shall be a full voting member of the Council.

All motions or propositions before the Council of Mayors shall be decided by a simple majority of

the members present.

AMENDMENTS Proposed amendments to the bylaws of the McHenry County Council of Mayors shall be deliv‐ered to all voting members at least seven (7) calendar days before any meeting and may be

adopted at any meeting upon the affirmative vote of two thirds (2/3) of the members present.

Adopted May 7, 1992 Revised December 1, 1994 Revised November 16, 2000 Revised December 3, 2007 Revised June 25, 2008

Revised September 10, 2009 Revised November 18, 2010 Revised March 20, 2014

Telephone: (815) 334-4970 · Fax: (815) 334-4989 [email protected]

ALGONQUIN

BARRINGTON HILLS

BULL VALLEY

CARY

CRYSTAL LAKE

FOX RIVER GROVE

GREENWOOD

HARVARD

HEBRON

HOLIDAY HILLS

HUNTLEY

JOHNSBURG

LAKE IN THE HILLS

LAKEMOOR

LAKEWOOD

MARENGO

McCULLOM LAKE

McHENRY

OAKWOOD HILLS

PORT BARRINGTON

PRAIRIE GROVE

RICHMOND

RINGWOOD

SPRING GROVE

TROUT VALLEY

UNION

WONDER LAKE

WOODSTOCK

McHENRY COUNTY


Woodstock, IL 60098




Chalen L. Daigle

Planning Liaison


16111 Nelson Road


Phone: 815-334-4970

Fax: 815-334-4989

[email protected]


CURRENT


McHenry County Council of Mayors STP Handbook -2-

HOW TO INITIATE A SURFACE TRANSPORTATION PROGRAM (STP) PROJECT THROUGH THE McHENRY COUNTY COUNCIL OF MAYORS

1. Consult the McHenry County Council of Mayors STP Implementation Policy tosee if the project under consideration is an eligible project. See page 7 of thishandbook to view the Implementation Policy.

2. When a Call for Projects is announced, the Council will be provided the currentSTP methodology for review and project applications will be available. Call forProjects will be announced as needed. All transportation and environmentalprojects as defined in the Eligible STP Projects (see attached) are eligible. Ifneeded, a special Call for Projects can also be held for specific project types suchas LAPP or projects that can be completed in a certain amount of time or atcertain funding levels. The Council may also restrict or limit the number and/orpercentage of certain projects depending on funding levels or regional need.Specific guidelines will be determined before the official Call for Projects isannounced.

3. Projects must coincide with the Metropolitan Planning Organization’s approvedregional plan titled “Go To 2040”. This Plan states “To improve the efficiency and effectiveness of our transportation system, the first requirement is to spend existing resources more wisely. Investment decisions should be based on performance-driven criteria, rather than arbitrary formulas. The region should prioritize efforts to modernize our significant existing assets we have, rather than continuing to expand the system. Investments of all types should take a multimodal approach, with consideration for transit users, bicyclists and pedestrians.” Project sponsors has asked to follow Go To 2040 recommendations when considering projects. Projects that are multi-modal, ease congestion and are regionally significant are highly encouraged.

4. If the project is eligible, a STP Project application should be prepared. Theindividual who prepares the application should plan to be involved in thedevelopment of the project from start to finish (i.e. municipal engineer ormunicipal manager/administrator). A cover letter on municipal letterhead, signedby either the designated representative, alternate representative or municipalMayor/President, must be included with the application.

5. Submit one (1) copy of the application to the council liaison. An electronicversion can also be submitted via email.

6. The submission of the application must include a resolution stating the projectsponsor will fund the required 20% local match. One copy of the resolution issufficient. See page 4 of this handbook for a sample resolution form. Keep inmind that the McHenry County Council of Mayors only funds the constructionphase of the project development process. Phase I engineering, Phase II


-3-

engineering and right-of-way acquisition are the 100% responsibility of the local sponsoring agency.

7. All applications must be submitted by the due date at the end of the “call for

projects” period.

8. If needed, the council liaison will forward copies of each project application to CMAP and IDOT for their review and comment, once approved.

9. The council liaison will review the self-rating of each project using the McHenry

County Council of Mayors STP Project Evaluation Methodology. 10. Evaluation results will be returned to the sponsoring agency as soon as they are

completed.

11. All Council members will be furnished with project summary information and project evaluation results for all proposed project in the agenda packet for the subsequent McHenry County Council of Mayors meeting following the call for projects period.

12. Council of Mayors members will select the projects to be included in the Five-

Year Program at the subsequent Council meeting based on Project ratings, STP funding marks, and other factors they may wish to consider.

13. When a project has been selected by the Council of Mayors to be included in the Five-Year Program, the council liaison will provide CMAP and IDOT with the necessary information for inclusion of the approved project in the regionwide Transportation Improvement Program (TIP). See page 5 for a brief description of the TIP procedures and requirements.

14. Once programmed, a meeting with the project sponsor, the council liaison, IDOT,

and any other affected agencies will be held to identify and discuss any issues confronting the selected project. This can be the official IDOT kick-off meeting for the project.

15. Subsequent update meetings will be held throughout the project implementation

process.

16. Reference IDOT publication Bureau of Local Roads and Street Manual for direction on what requirements must be met for federally funded projects.

17. Reference the “Federal Highway Administration Process for Project

Implementation” for further assistance.


-4-


A RESOLUTION APPROVING THE LOCAL MATCH FOR CERTAIN STREET IMPROVEMENTS THROUGH THE McHENRY COUNTY COUNCIL OF

MAYORS SURFACE TRANSPORTATION PROGRAM

Whereas, the municipality is a member of the McHenry County Council of Mayors; and Whereas, the McHenry County Council of Mayors has adopted policies for the

implementation of the Surface Transportation Program (STP) of the Moving Ahead for Progress in the 21st Century (MAP-21) Act, and

Whereas, those policies require that to receive STP funding through the Council of

Mayors, a project sponsor must submit a STP project application and a resolution stating that the required local 20% match for that project will be available through the life of the project.

Now therefore be it resolved that the municipality applies for STP funding for the

specified type of improvement to the specified route. Be it further resolved that the municipality hereby agrees that it will allocate the required

20% local match, estimated to be ($000,000.00), to the improvement of the specified route so long as the project is programmed in the McHenry County Council of Mayors’ Five Year Program or is on its Multi-Year B-List of projects.


-5-

PROGRAMMING A SURFACE TRANSPORTATION (STP) PROJECT IN THE REGIONWIDE TRANSPORTATION IMPROVEMENT PROGRAM (TIP)

The Chicago Metropolitan Agency for Planning (CMAP) is the official Metropolitan Planning Organization (MPO) for Northeastern Illinois. As such, CMAP is required to complete many tasks to ensure the Chicago region’s compliance with the Intermodal Surface Transportation Efficiency Act of 1991 (the act establishing the Surface Transportation Program). One of these tasks is to prepare a document known as the Transportation Improvement Program (TIP). The TIP lists the project, which will be federally funded during the current fiscal year and during the following four years, together comprising the Five-Year TIP for the entire six- county region. Before any project can receive federal funding and be placed in the TIP, it must be recommended by the CMAP Transportation Committee and then approved by the CMAP Policy Committee for inclusion in the program. Once a project is approved by the McHenry County Council of Mayors and approved by CMAP for inclusion in the TIP, the McHenry County Council of Mayors then programs the project for inclusion in the McHenry Council’s Five Year Program on the basis of funding availability and project readiness. The Planning Liaison and McCOM staff will work directly with CMAP to enter, update and award projects in the TIP. Projects can also be managed in the TIP by the McHenry County Council of Mayors Executive Director – a position held by the McHenry County Principal Transportation Planner. In the event that the Council’s allocation of STP funds has been spent, the Council will need to request Advance Funding to fund projects. Projects that need Advance Funding in order to be placed on an IDOT letting must have met IDOT deadlines and submitted to the Council no less than four months before the IDOT letting date. The Planning Liaison will work with the project sponsor to ensure CMAP and IDOT deadlines are met and the project remains on schedule.


-6-

McHENRY COUNTY COUNCIL OF MAYORS MEMBERSHIP

The following municipalities are members of the McHenry County Council of Mayors and are eligible to vote at all meetings of the Council:

Algonquin Barrington Hills Bull Valley Cary Crystal Lake Fox River Grove Greenwood Harvard Hebron Holiday Hills Huntley Johnsburg Lake in the Hills Lakemoor Lakewood Marengo McCullom Lake McHenry Oakwood Hills

Port Barrington Prairie Grove Richmond Ringwood Spring Grove Trout Valley Union Wonder Lake Woodstock McHenry County


-7-

McHenry County Council of Mayors Surface Transportation Program (STP) Implementation Policy


Project Proposals Any member of the McHenry County Council of Mayors may propose a project to be funded through the STP program provided: 1. The project is on a STP eligible route, as determined by the McHenry County Council

of Mayors and the Illinois Department of Transportation (IDOT); 2. The project is a STP eligible project type as specified in the Moving Ahead for

Progress in the 21st Century (MAP-21) Act and is on the McHenry County Council of Mayors eligible projects list;

3. The project sponsor can fund the required local match and adopts a resolution to this effect;

4. The project sponsor completes a project application; 5. The project is deemed a FAU route by IDOT; 6. The project location is within the boundaries of the McHenry County Council of

Mayors (the geographic area used to determine the funding allocated to the McHenry County Council of Mayors).

Any township or transit agency that wishes to propose a project must find a municipal or County co-sponsor. Furthermore, if a project enters or includes an adjoining jurisdiction (County, Municipal or Township), a letter of support is required from the adjoining jurisdiction. Eligible Projects The improvement of the STP system routes will require adherence to federal and state standards and policies. (For example, the simple resurfacing of a STP system route is not possible unless the completed project meets federal/state standards.) The following projects are eligible for STP funding through the McHenry County Council of Mayors: • Roadway projects that are of regional and/or national significance:

Including reconstruction, rehabilitation, resurfacing and operational improvement. • Capital and operating costs for traffic monitoring, management and control facilities. • Capital costs for transit projects. • Bicycle and pedestrian facilities including bicycle lanes, multi-use side paths,

sidewalks, crosswalks, grade-separated bridge structures, bicycle racks, and directional signs.

• Carpool programs, fringe and corridor parking facilities (Park and Ride lots). Safety projects.

• Projects on any federal aid highway. • Infrastructure-based intelligent transportation systems capital improvements. • Advanced truck stop electricification systems.


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• Control of terrestrial and aquatic noxious weeds and establishment of native species. The McHenry County Council of Mayors does not fund signal preemption projects. Eligible Routes The routes eligible for the STP funding should be those, which promote regional and/or sub-regional travel. STP routes must serve more than a local land access function. Only designated federal aid routes (FAU) will be eligible for STP funding. Project Selection Process Project applications must be submitted to the Council Liaison one month prior to the Council of Mayors meeting scheduled for the selection of projects. The Council Liaison will review each project proposal for completeness and accuracy. Once reviewed, project proposals may be submitted to CMAP and IDOT for review of eligibility. All projects will be self-evaluated and then reviewed by staff. The projects will be self-evaluated based on the McHenry County Council of Mayors Project Selection Methodology. Each project will receive a total point value, which will be used to prioritize projects. Projects with the highest number of points will be added to the program until all resources are allocated. The McHenry County Council of Mayors will select projects having considered the results of the Project Selection Methodology. The selected projects will be placed in the five-year STP project list. The number of projects that are placed on the list will be constrained by the amount of STP funds projected to be available to the McHenry County Council of Mayors over the five-year period. Once a project is on the five-year project list, it will be funded up to 110% of the amount determined after Phase I engineering has been approved by IDOT. The Planning Liaison will request the submittal of a project update report one month prior to a scheduled McHenry County Council of Mayors meeting. The project sponsor will be required to discuss the project report at this meeting. In addition, the project sponsor may be required to host a quarterly project status meeting to be attended by the project sponsor, the project consultant, the planning liaison, the County Engineer and/or IDOT staff (as required). A project that exceeds 110% of the amount programmed after Phase I approval by IDOT or failure to submit the required progress reports will result in the project being referred to the Council for consideration to remove it from the five-year program. Projects that are not selected for inclusion in the five-year program may be placed on a multi-year B-list (MYB). Should additional funding become available during the year, projects will be moved from the multi-year B list to the five-year program in order of


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project selection methodology ranking. If a MYB project has a higher stage complete status than projects on the five-year program, the project sponsor can contact the planning liaison to determine the possibility of moving the project onto the five-year program. If a project is approved to be moved onto the five-year program, it is possible that another project may be moved to a latter fiscal year and eventually to the MYB list as a result. MYB projects or projects removed from the five-year program must be resubmitted and re-ranked along with any new project proposals during the next call for projects. If a project was originally added to the program from the MYB list it will not need to resubmit during the next call for projects. At the time a call for projects is conducted, all projects on the MYB list will need to be resubmitted and will be re-ranked with the new proposed projects. All projects programmed on the five year program will not be reranked regardless of the process in which the project was placed on the five year program. The MYB list shall be constrained by two years worth of programming. Small Community Set-Aside $800,000 per federal fiscal year will be “set-aside” for small communities to facilitate competitiveness for projects in communities with populations less than 10,000. Small Community projects will also be eligible for an extra ten (10) points on the application. This “set-aside” will also permit Local Area Pavement Preservation (LAPP) projects on STP eligible routes. Any unused funds in the “set-aside” will not “roll-over” from year to year; the money will be returned to the general allocation for the federal fiscal year. Projects will be awarded based on points. The “set-aside” concept has the added benefit in that these projects will be ranked first with all projects submitted, and then separately within the small project category.

Selected projects will be funded on the basis of “first ready-first funded.” Funding Phase I Engineering, Phase II Engineering and Land Acquisition will be a 100% local responsibility. Engineering and land acquisition must be accomplished in accordance with federal requirements for projects to be constructed utilizing federal funds. Where federal funding is programmed or anticipated for project construction, the project sponsor will be required to advise IDOT of Phase I Engineering, Phase II Engineering and Right of Way Acquisition initiation. A letter detailing the following information should be forwarded to IDOT District One Bureau of Local Roads and Streets prior to initiating each phase of the project:

1. Project location and termini; 2. Project sponsor contact person; 3. Project consultant contact person; 4. A copy of the draft contract between the project sponsor and consultant including

the scope of services; 5. A preliminary schedule for the completion of the stages of the project.


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All forms and correspondence between the project sponsor, project consultant and IDOT are to be forwarded to the Council Planning

Liaison. Phase III Engineering and Construction will be matched at a ratio of 80% federal, 20% local. The maximum federal funding available for any single project will be $1,500,000. Any amount exceeding $1,500,000 will be a 100% local responsibility. Project Cost Increases Projects will be guaranteed funding up to 10% over the original programmed cost (after Phase I engineering has been approved by IDOT) provided they continue to meet the requirements of this policy. Where project costs exceed 110% of the programmed STP funding amount, the additional funding requirement will be 100% the responsibility of the project sponsor. A project sponsor may petition the Council to use STP funds to cover the required share of excess cost. A presentation to the Council will be requested and the Council must approve the request before the project can continue. The amount of federal STP funding approved and programmed by the McHenry County Council of Mayors for a particular project will be considered “capped” at that amount (this amount would include the 10% cost overrun allowance if initiated). When the Joint Agreement is enacted between the local agency and IDOT Local Roads and Streets, a note shall be included stating the capped nature of the maximum available STP funds for the project. Once a project is bid on at an IDOT letting, the project will be unable to acquire additional STP funds. Any amounts exceeding the STP amount at the time of the letting will be the 100% responsibility of the project sponsor. Sunset Provision 1.) If a project enters its first year of being accepted onto it’s scheduled programmed year without initiating Phase I Engineering, the sponsor will be asked for a special status update. 2.) Three (3) years to obtain right-of-way and complete Phase II plans is considered reasonable. If it is determined during the status update process that Phase I Engineering will not be initiated by the second year of being accepted to the program, the removal of the project from the program will be considered by the full quorum of the council. 3.) Any project that is not scheduled for a bid letting within three (3) years of receiving Design Approval may be dropped from the program.


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Eligible Projects for Surface Transportation Program (STP) Funding

• Roadway projects that are of regional and/or national significance: Including reconstruction, rehabilitation, resurfacing and operational improvements.

• Capital and operating costs for traffic monitoring, management and control facilities.

• Capital costs for transit projects.

• Bicycle and pedestrian paths and facilities.

• Carpool programs, fringe and corridor parking facilities (Park n’ Ride lots), pedestrian walkways and modification of public sidewalks to comply with the Americans with Disabilities Act of 1990.

• Safety projects.

• Projects on any federal aid highway.

• Infrastructure-based intelligent transportation systems capital improvements.

• Advanced truck stop electricification systems.



• Control of terrestrial and aquatic noxious weeds and establishment of native species.


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NAME OF ORGANIZATION The name of this organization is the McHenry County Council of Mayors. PURPOSE The purpose of the McHenry County Council of Mayors is to program STP funding and to review and evaluate transportation issues affecting McHenry County municipalities. MEMBERSHIP The McHenry County Council of Mayors shall be composed of the County Engineer or his representative, one (1) appointed or elected official from those municipalities with residents in McHenry County and one or more adjacent counties who elect to participate on the McHenry County Council of Mayors and have indicated their choice to the Chicago Metropolitan Agency for Planning. The primary staff for the McHenry County Council of Mayors is the Planning Liaison who will handle all Council business and coordination with CMAP and IDOT. The McHenry County Division of Transportation will house the Planning Liaison. OFFICERS The officers of the McHenry County Council of Mayors are a Chairman, a Vice-Chairman, and a Secretary. The Chairman and Vice-Chairman shall be elected at the regular May meeting in odd numbered years. In the event that the Council of Mayors does not meet in May, the Chairman and Vice-Chairman shall be elected at the next regular meeting. The Chairman and Vice-Chairman must be mayors or presidents. Officers may serve consecutive terms. DUTIES OF OFFICERS Chairman: The Chairman shall preside at all meetings and shall appoint subcommittees as necessary. Vice-Chairman: In the absence of the Chairman, the Vice-Chairman shall assume the duties of the Chairman, or in the event of the resignation of the Chairman, the Vice Chairman shall fill the unexpired term of the Chairman and a new Vice Chairman shall be elected to fill the unexpired term of the Vice Chairman. Secretary: The Planning Liaison will serve as Secretary and shall compile agendas, prepare and distribute meeting notices and meeting minutes. AGENDAS Any member of the Council of Mayors or applicable government agency may submit items to be heard and discussed by the Council as part of the published agenda. All agenda items


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must be submitted to the Secretary a minimum of fifteen (15) days prior to the regularly scheduled Council meeting. MEETINGS The Council of Mayors shall meet up to four (4) times per State fiscal year (July 1 through June 30). Meetings will generally be held on a Thursday at 2:00 p.m. at various locations in the County. The meeting dates and locations will be determined for the following year at the last meeting of the year. Meeting Notice: Written or electronic meeting notices must be delivered at least seven (7) days before any meeting. Agendas and supporting materials shall be delivered at least three (3) working days before a meeting. Meeting Cancellation: A regularly scheduled meeting may be canceled at the discretion of the Chairman, if no items of business need to be discussed. Special Meetings: Special meetings may be called as needed by the Chairman. Notice of any special meeting shall be delivered to all voting members at least three (3) days prior to any special meeting. VOTING Seven voting members shall constitute a quorum. Each municipality shall have one (1) vote. The mayor/president or his duly appointed representative must be present at the meeting to have the municipality’s vote recorded. The County Engineer or the County Engineer's designated representative shall be a full voting member of the Council. All motions or propositions before the Council of Mayors shall be decided by a simple majority of the members present. AMENDMENTS Proposed amendments to the bylaws of the McHenry County Council of Mayors shall be delivered to all voting members at least seven (7) calendar days before any meeting and may be adopted at any meeting upon the affirmative vote of two thirds (2/3) of the members present. Adopted May 7, 1992 Revised December 1, 1994 Revised November 16, 2000 Revised December 3, 2007 Revised June 25, 2008 Revised September 10, 2009 Revised November 18, 2010 Revised March 20, 2014

Documents

MCHENRY COUNTY COUNCIL OF MAYORS AGENDA · 17.11.2016 · A. Approval of the minutes for the September 22, 2016, McHenry County Council of Mayors meeting. 4.HOLIDAY HILLS MEETING