The Village Board of Campton Hills voted unanimously to approve Resolution 25-04 to enter into an engineering contract for construction observation of the 2025 KCOM STP road projects and spent much of the meeting clarifying how federal funding, a highway-district cost share and invoice timing will affect village budgets.

The board approved the resolution during its regular meeting after hearing from Scott, who explained the contract covers oversight and documentation required to reclaim federally funded project costs. "A very important part of this is a lot of this project is federally funded and the documentation, oversight, etcetera, in order to recapture those funds is a necessary part of this," Scott said.

Why this matters: board members pressed staff for numbers and timing because the village must pay invoices up front and then seek reimbursement. Officials said roughly 15% of the engineering contract will be reimbursed by the highway district and the village will bear about 85% of the contract cost; about 80% of the village’s share is likely to be billed in the first fiscal year in which construction takes place, with remaining invoices extending into subsequent years.

Key facts and discussion

- Contract scope and timing: Scott told trustees the construction-observation work will not start until after May 1, so there will be no impact on the current fiscal year; most billing for the village’s share, he said, tends to arrive in the initial year of construction but final invoices from IDOT commonly lag and can extend across two or more budget years.

- Highway-district reimbursement: Board members asked how the roughly 15% reimbursement from the highway district interacts with the 80/20 billing estimate. Scott and other staff explained the village pays invoices and then files for reimbursement from the highway district; reimbursements can arrive monthly or every few months depending on administrative choices and therefore can fall in different fiscal years.

- Project cost estimate and grant funding: Scott gave a round estimate for the construction program of about $3,500,000, of which approximately $2,700,000 is grant funding that flows through IDOT and does not pass through village coffers. If the full $3.5 million were constructed in 2025, staff estimated the village’s net cash obligation in that year would likely be in the range of $500,000 to $600,000 after accounting for grant shares and typical billing patterns; staff said they will work with the administrator and finance to firm those numbers for the budget process.

- Budget implications: Trustees emphasized that the likely billing timing means the largest cash requirement could fall in the 2026–27 budget year rather than the 2025–26 year the board is preparing. Scott and trustees noted past projects (for example, final invoices for earlier road projects) have produced multi-year reimbursements and outstanding liabilities that appear on audit reports until paid.

Related agenda items discussed

- Design engineering for Campton Hills Road: Trustees also discussed a separate design engineering contract with HR Green to position the village to advance construction of Campton Hills Road (from Town Hall Road to LaFox Road) earlier than its current 2029 schedule. The village has a guaranteed $750,000 grant for that segment; staff said construction estimates are about $1,040,000 for construction and about $70,000 for phase 1 and 2 engineering, with total project cost including engineering roughly $1.2 million. The grant is capped such that it covers up to 75% of eligible costs, limited to $750,000.

- Intergovernmental agreement and funding commitment: Staff previewed a draft intergovernmental agreement with the Campton Township Highway District that will lay out the percentage splits for each roadway and the process for village reimbursement. The board was also briefed on an IDOT funding-commitment agreement and an accompanying Motor Fuel Tax (MFT) resolution that the village will need to adopt to allocate MFT funds toward construction costs.

Votes at a glance

- Resolution 25-04 (enter into engineering contract for construction observation of 2025 KCOM STP projects): Approved, roll-call vote, 6–0.

- Motion to enter closed session (to discuss personnel and pending or probable litigation under the Open Meetings Act): Approved, roll-call vote, 6–0.

What trustees directed and next steps

Trustees asked staff to finalize the joint funding agreement with the highway district and to provide precise engineering and construction estimates for inclusion in the upcoming budget. Staff said they will return with the final intergovernmental agreement and the MFT resolution for formal approval at a future meeting once the highway district completes its review.

Ending note

Board members repeatedly cautioned that invoice and reimbursement timing from IDOT and the highway district can span multiple budget years, so staff told trustees they will fold the refined figures into the village’s 2025–26 budget process and show any carry-forward liabilities on the audit and budget documents.