Sign Up For City Newsletters
Text Size
Translate
City of Evanston Initial Update Regarding IDOT’s Motor Fuel Tax Documentation Review
The City of Evanston continues to work cooperatively with the Illinois Department of Transportation (IDOT) to complete its documentation review of projects funded through Motor Fuel Tax (MFT) allocations for years 2018 through 2024. The City has submitted the documentation requested to date and continues to coordinate with IDOT on the remaining construction project closeouts.
In 2026, IDOT requested additional documentation to facilitate the administrative closeout of certain projects associated with the 2018–2024 review. The approximately $17.4 million referenced in connection with this process represents the value of projects for which additional documentation was requested. This amount should not be interpreted as a determination of financial loss, misspending, or improper use of funds.
City staff from multiple departments have worked to locate, compile, review, and submit records in response to IDOT’s requests. The City remains committed to cooperating with IDOT and addressing outstanding documentation requirements through the established review process.
As of October 16, 2026, IDOT had received the documentation requested through the 2018–2024 review. IDOT has accepted and closed the general maintenance sections for those years. Certain construction-project closeouts remain in progress.
The overall review has not yet been completed. The City continues to work with IDOT to address the remaining construction project closeouts and will report further developments as the status of those matters is confirmed.
In a September 30 statement to The Daily Northwestern, an IDOT spokesperson stated, “The City of Evanston has consistently shown that they are good stewards of MFT dollars.”
The City appreciates IDOT’s ongoing coordination and remains focused on responsible stewardship of public funds, accurate documentation, and the timely completion of the remaining administrative requirements.
City staff will continue coordinating with IDOT to address the outstanding construction project documentation and closeout requirements.
The matter is anticipated to be presented to the Evanston City Council at its October 26, 2026, meeting for consideration of acceptance and placement on file, subject to confirmation of the review’s status, the materials available at that time, and the applicable Council process.
The City will distinguish between sections formally closed by IDOT and matters that remain pending. No statement regarding final completion of the overall review will be made until that status has been confirmed.
Supporting Documentation and Timeline
The following timeline summarizes documented submissions, coordination efforts, and section closures associated with the review. A submission of documentation and an IDOT closure are distinct actions; the timeline identifies IDOT closures where they are reflected in the available records.
|
Apr. 6, 2026 |
Director (PWA) |
Acknowledged IDOT’s request on 21-00000-00-GM and committed PWA to returning the information. |
|
|
Apr. 22, 2026 |
Senior Project Manager (PWA) |
Confirmed approval of the 2021–2024 Rebuild Illinois and MFT resolutions and submitted final authorizations and contract documents. |
|
|
Apr. 29, 2026 |
Senior Project Manager (PWA) |
Arranged the May 14 in-person working meeting with IDOT. |
|
|
May 13, 2026 |
Senior Project Manager (PWA) |
Followed up with IDOT’s Bureau of Investigation and Compliance on the outstanding FY2020 audit report. |
|
|
May 14, 2026 |
Administrative Coordinator (PWA) |
At the IDOT District 1 meeting, submitted the 2021 snow overtime labor report format and began producing reports for the missing years. |
|
|
May 14, 2026 |
IDOT approval |
IDOT accepted the City’s snow overtime labor report format. |
|
|
May 20, 2026 |
Public Services Bureau Chief (PWA) |
Submitted the salt, Tallmadge light pole and LED fixture bid packets with newspaper advertisement documentation. |
|
|
Jun. 10, 2026 |
Public Services Bureau Chief (PWA) |
Submitted four rock salt bid packets with advertisements and bid tabs (Bids 16-58, 19-43, 22-48, 25-41). |
|
|
Jun. 10, 2026 |
City Clerk's Office |
Confirmed receipt of Documentation Review #69, acknowledging it will be placed on the upcoming meeting agenda, and began coordinating the 2025 financials IDOT recommended with Finance and PWA. |
|
|
Jun. 11, 2026 |
Public Services Bureau Chief (PWA) |
Worked through the salt awards with IDOT |
|
|
Jun. 11, 2026 |
Senior Project Manager (PWA) |
Submitted the bid tab, materials letter, acceptance letter and signed final report for 17-00280-00-RS. |
|
|
Jun. 11, 2026 |
IDOT approval |
IDOT determined the City’s rock salt expenditures for 18-GM through 25-GM eligible for MFT. |
|
|
Jun. 17–18, 2026 |
Public Services Bureau Chief (PWA) |
Submitted payroll documentation in requested format and the signed maintenance resolutions 15-R-18, 67-R-19, 44-R-20, 26-R-21, 73-R-22, 34-R-23, 31-R-24 and 57-R-25. |
|
|
Jun. 22, 2026 |
IDOT approval |
IDOT confirmed the maintenance resolutions were received and are being processed. |
|
|
Jul. 13, 2026 |
IDOT approval |
IDOT approved reclassifying the 2018–2020 street sweeping labor costs to MFT and accepted the reports as submitted. |
|
|
Jul. 13, 2026 |
City Clerk's Office |
Confirmed to IDOT that Evanston maintains no private streets or alleys and requested approval to proceed with 2025. |
|
|
Jul. 27, 2026 |
Senior Project Manager, PWA |
Submitted the Final Payment Estimate on the correct form (BLR 13230) for both Leon Place and MFT Street Resurfacing, together with the corrected Final Report (BLR 13510), and provided the engineering rationale for the Hot Mix Asphalt Binder Course quantity deduction. |
|
|
Jul. 27, 2026 |
IDOT approval |
IDOT accepted and closed 24-00299-00-RS after submitting the corrected final report and payment estimates. |
|
|
Aug. 25, 2026 |
Senior Project Manager (PWA) |
Submitted final maintenance documentation for all general maintenance program years, 2018 through 2024 (date reported by staff). |
|
|
Sep. 24–29, 2026 |
Public Services Bureau Chief (PWA) |
Prepared and submitted the 2018–2024 BLR 14222 Estimates and Expenditure Statements and an updated 2018 BLR 14220 |
|
|
Sep. 30, 2026 |
IDOT approval |
IDOT accepted the forms and closed seven general maintenance sections: 18-, 19-, 20-, 21-, 22-, 23-, and 24-00000-00-GM. |
|
|
Oct. 5, 2026 |
City Clerk's Office |
Sent PWA the list of closeout documents needed to close the final two construction sections, 21-00291-00-RS (Bolder) and 22-00293-00-RS (Joel Kennedy). |
|
|
Oct. 5, 2026 |
Administrative Lead (PWA Capital Planning) |
Assembled the 21-00291-00-RS closeout package (contract, bond, resolution, IDOT book, pay estimates, final pay estimate) and began the 22-00293-00-RS records search. |
|
|
Oct. 7, 2026 |
City Clerk's Office |
Transmitted the 21-00291-00-RS (Bolder Contractors) closeout package to IDOT. |
|
|
Oct. 9–12, 2026 |
Senior Project Manager (PWA) |
Followed up with IDOT on the Bridge Street Bridge BLR 13510 final report and requested closure of sections that used no MFT funds. |
|
|
Oct. 13, 2026 |
Director, PWA
|
Located and provided photos of the improvement, the signed contract page, and the advertisement for Section 21-00291-00-RS, submitted to IDOT. |
|
|
Oct. 13, 2026 |
IDOT Approval |
IDOT accepted and closed 21-00291-00-RS |
|
|
Oct. 14, 2026 |
IDOT Approval |
|
|
|
Oct. 15, 2026 |
IDOT Approval |
|
|
|
Oct. 16, 2026 |
IDOT Approval |
IDOT accepted and closed 24-00300-00-ES |
View the general maintenance correspondence and project photos.
City’s Response
The City of Evanston is committed to accurate, transparent, and verifiable communication regarding IDOT’s review. Staff from the Public Works Agency, Finance Department, City Clerk’s Office, Law Department, and City Manager’s Office have worked together to respond to documentation requests and advance the closeout process.
The City will continue to communicate based on available records and confirmed developments. This update reflects the status of the process as of October 18, 2026, and does not represent a final determination of matters that remain under review.
The City remains focused on completing the outstanding administrative requirements in coordination with IDOT and maintaining public confidence through responsible financial stewardship and factual reporting.