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Home My WebLink AboutResolutions - 2013.02.07 - 20694Miscellaneous Resolution #1.3015 BY: Commissioner John Scott, District 5 RE: BOARD OF COMMISSIONERS - TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL APPROPRIATION - CITY OF SYLVAN LAKE - INSTALLATION OF SIGNAL IMPROVEMENTS ORCHARD LAKE ROAD AT THE CLINTON RIVER TRAIL CROSSING .11n. 49111. TO: Oakland County oard of Commissioners YEAR 2013 WITH ADA - PROJECT Chairperson, Ladies and Gentlemen: WHEREAS since the 1970s, the Oakland County Board of Commissioners has authorized the Tri-Party Road Improvement Program to assist Oakland County's cities, villages and townships (CVTs) with the construction, maintenance and repair of roads under the supervision, direction and control of the Road Commission for Oakland County; and WHEREAS Miscellaneous Resolution #09221, as amended by Miscellaneous Resolution #10045, provides that any Oakland County appropriation in support of the Tr-Party Road Improvement Program shall be distributed only after completion of all of the following: 1. The Road Commission for Oakland County (RCOC) and a city, village, or township (CVT) have identified a project and the project is ready to be undertaken immediately; and 2. The RCOC has appropriated its 1/3 share of the funding for the project and transferred said appropriation to a project account; and 3. The CVT has authorized its 1/3 share of the funding for the project and has executed a contract for payment with the RCOC; and 4. The Commissioner(s) representing the CVT requesting the project submits a resolution authorizing the appropriation of the County's 1/3 share of the project from the General Fund Designated Fund Balance for Tr-Party Program. The resolution shall be approved by the Finance Committee and the full Board; and WHEREAS the City of Sylvan Lake, along with the RCOC has identified a project and said project is ready to be undertaken immediately; and WHEREAS the RCOC has appropriated its 1/3 share of the funding for the project in the City of Sylvan Lake and said appropriation has been transferred to a project account; and WHEREAS the City of Sylvan Lake has demonstrated that it has authorized its 1/3 share of the funding for the project and has executed a contract for payment with the RCOC; and WHEREAS Oakland County's 1/3 share of the FY 2013 Tr-Party Road Improvement funding for the Signal Installation with ADA Improvements Orchard Lake Road at the Clinton River Trail Crossing is $34,333. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Sylvan Lake and authorizes the release of Tr-Party Road Improvement Program funds from the Oakland County Designated Fund Balance. BE IT FURTHER RESOLVED additional project costs, not greater than 15% from the original agreement, which are consistent with the project as originally approved, will be paid when invoiced and appropriated in the quarterly forecast resolution. BE IT FURTHER RESOLVED that additional project costs exceeding 15% of the original agreement will require a separate Finance Committee resolution. BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this resolution to the Road Commission for Oakland County, Oakland County Fiscal Services and the City of Sylvan Lake. Chairperson, T move the adoption of the foregoing Resolution/ Commissioner Commissioner 4.= Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner District # Commissioner Commissioner District # District # Board of Road Commissioners Ronald .1. Fawkes Commissioner Grogrory C. Jamian Commissioner Eric S. Wilson Commissioner Dennis C. Kolar, P.E. Managing Director Gary Piotrawicz, P.B , P.TO.E. Deputy Managing Director County Highway Engineer 4 ==fROAD COMMISSION for OAKLAND COUNTY O;AL.n rr Lift 1111%00:L41 Goui roe COMMIS$10N FOR OAKLAND CoilNry 'WE CARE.' January 10, 2013 Ms. Dennise Dryden, Clerk City of Sylvan Lake 1820 Inverness Street Sylvan Lake, MI 48320-1679 Re: PROJECT NO. 49711, ORCHARD LAKE ROAD AT THE CLINTON RIVER TRAIL CROSSING Dear Ms. Dryden -. A fully signed and executed agreement for the above mentioned project is enclosed. The agreement was approved and subsequently signed by Dennis G. Kolar, RE., Managing Director at the regularly scheduled Board meeting of Thursday, January 10, 2013. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. Sincerely, Patricia Z. Wierzbicki Deputy-Secretary /Clerk of the Board 31001 Lahser Road Beverly Hil ls, 14If 48025 Enclosure 248-645-2000 FAX 248-645-0452 TOO 248-645-9923 www.roocweb.org cc: Dennis Lockhart Tom Blust Tom Noechel Tim Soave 3 COST PARTICIPATION AGREEMENT : rk6,7c.0 At the Clinton River Trail Crossing City of Sylvan Lake Board Project No. 49711 This Agreement, made and entered into this /0-14A, day of LtsIVAPi i by and between the Board of Road Commissioners for the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the City of Sylvan Lake, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have programmed the installation of a HAWK signal with ADA improvements on Orchard Lake Road at the Clinton River Trail Crossing, as described in Exhibit "A", attached hereto, and made a part hereof, which improvements involve roads under the jurisdiction of the BOARD and within the COMMUNITY, which improvements are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $115,000; and WHEREAS, said PROJECT involves certain designated and approved Tr-Party Program funding in the amount of $103,000, which amount shall be paid through equal contributions by the BOARD, the COMMUNITY and the Oakland County Board of Commissioners, hereinafter referred to as the COUNTY; and WHEREAS, the BOARD and the COMMUNITY have reached a mutual understanding regarding the cost sharing of the PROJECT and wish to commit that understanding to writing in - this Agreement. NOW, THEREFORE, in consideration of the mutual covenants set forth herein and in conformity with applicable law, it is hereby agreed between the COMMUNITY and the BOARD that: 4 1. The COMMUNITY approves of the PROJECT, declares its public necessity, and RlYth ri7n t BOARD r‘l rm. nr PROJECT along with all administration in reference thereto, 2. The PROJECT shall include preliminary engineering, construction engineering, force account, and total payments to the contractor, 3. The estimated total PROJECT cost of $115,000 shall be funded as follows: a. The BOARD shall perform and contribute the construction engineering in the amount of $12,000. b. Tri-Party Program funding in the amount of $103,000. Any PROJECT costs above the Tr-Party Program funding of $103,000 (preliminary engineering, force account, payments to the contractor), will be funded first with any available Tr-Party Program Funds. If no Tr-Party Program Funds are available, any PROJECT costs will be funded 100% by the COMMUNITY. 4. Upon execution of this agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $17,167 (being 50% of the COMMUNITY'S Tri-Party contribution). 5. After execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $17,167 (being 50% of the COUNTY'S Tr-Party contribution). a. The irvoice shall be sent to: Mr. Tim Soave, Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 48328 6, As costs of the PROJECT are incurred, the BOARD shall invoice the COMMUNITY for the remaining 50% of the COMMUNITY'S total contribution, not to exceed $17,166. Orchard Lake Road - 2 - City of Sylvan Lake Project No. 49711 1 113012012 5 7. As costs of the PROJECT are incurred, the BOARD shall invoice the COUNTY for the remaining 50% of the COUNTY'S Tri-Paity uonti ibutiun not to exceed $17,166. 8. Upon receipt of said invoice(s), the COMMUNITY and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. Orchard Lake Road - 3 - City of Sylvan Lake Project No. 4971 .1 11(30/2012 6 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and BOARD OF ROAD COMMISSIONERS FOR THE COUNTY OF OAKLAND A Public Body Corporate Its Managing Director CITY OF SYLVAN LAKE its e, By Its Orchard Lake Road 4 City of Sylvan Lake Project No. 49711 11/30/2012 7 ,4V EXHIBIT A TRIPARiY ROQRAIVI Orchard Lake Road At the Clinton River Trail Crossing City of Sylvan Lake Board Project No. 49711 Installation of a HAWK signal with ADA improvements. ESTIMATED PROJECT COST Preliminary Engineering Construction Engineering Force Account Contractor Payments Total Estimated Project Cost $10,000 $12,000 $3,000 $90,000 $115,000 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY92-93 Tr-Party Program $3,634 $3,635 $3,635 $10,904 FY94-95 Tr-Party Program $3,577 $3,577 $3,577 $10,731 FY96-97 Tri-Party Program $3,573 $3,572 $3,572 $10,717 FY98 Tr-Party Program $2,269 $2,270 $2,270 $6,809 FY99 Tr-Party Program $2,270 $2,270 $2,269 $6,80 FY00 Tr-Party Program $2,269 $2,270 $2,270 $6,809 FY01 Tr-Party Program $2,270 $2,269 $2,270 $6,809 FY02 Tr-Party Program $4,556 $4,556 $4,555 $13,667 FY03 Tr-Party Program $3,033 $3,033 $3,033 $9,099 FY04 Tri-Party Program $2,888 $2,887 $2,888 $8,663 FY05 Tr-Party Program $2,887 $2,888 $2,888 $8,663 FY06 Tr-Party Program $1,107 $1,106 $1,107 $3,320 Contribution $0 $0 $12,000 $12,000 TOTAL SHARES $34,333 $34,333 $46,334 $115,000 Orchard Lake Road 5 City of Sylvan Lake Project No. 49711 11/30/2012 8 Resolution #13015 January 23, 2013 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (MISC. #13015) February 7, 2013 BY: Finance Committee, Tom Middleton, Chairperson iN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2013 APPROPRIATION — CITY OF SYLVAN LAKE — INSTALLATION OF SIGNAL WITH ADA UF.c...A-114,111) LAML: RuAL; Al L.L;LiN UN RiVER CROSSING — PROJECT NO. 49711 TO: The Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced Miscellaneous Resolution and finds: 1. On December 13, 2012, the Board of Commissioners approved Miscellaneous Resolution #12322 which assigned $3,000,000 in fund balance for the Tr-Party Road Improvement Program for projects managed by the Road Commission for Oakland County (RCOC). 2. Funding of $34,333 is available in the General Fund Assigned Fund Balance for Tr-Party 2013 and prior funding (account #383510) for project 49711. 3. This project is for the installation of a HAWK signal with ADA improvements on Orchard Lake Road at the Clinton River Trail Crossing. 4. The resolution allows for additional project costs not greater than 15% from the original agreement, which is consistent with the project as originally approved, to be paid when invoiced and appropriated in the quarterly forecast resolution. 5. Additional project costs exceeding 15% of the original agreement will require a separate Finance Committee resolution to appropriate the additional Oakland County share of the project costs prior to payment. 6. The FY 2013 budget be amended as follows: General Fund #10100 Revenue 9010101-196030-665882 Planned Use of Fund Balance Total Revenues Expenditures 9010101-153010-740135 Road Commission Tr-Party Total Expenditures FY 2013 134,333 $34,333 $34,333 $34,333 Fj, NCE CeQUMITT E/E 4,1 &,4 z FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Long and Quarles absent. APPROVE FOR 601 Resolution #13015 February 7, 201 3 Moved by Long supported by McGillivray the resolutions (with fiscal notes attached) on the Consent Anenda be adonted AYES: Dwyer, Gershenson, Gosselin, Hatchett, Hoffman, Long, Matis, McGillivray, Middleton, Quarles, Runestad, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bosnic, Crawford. (19) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent Agenda were adopted. STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on February 7, 2013, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 7 th day of February, 2013. ?'Irt/flefe/ Lisa Brown, Oakland County