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Home My WebLink AboutResolutions - 2014.05.15 - 21325Miscellaneous Resolution # 14107 BY: Commissioner Michael Spisz, District #3 RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — TOWNSHIP OF ADDISON — GRAVEL ROAD PROGRAM - PROJECT NO. 52302 TO: Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS since the 1970s, the Oakland County Board of Commissioners has authorized the Tr-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 Township of Addison, 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 Township of Addison and said appropriation has been transferred to a project account; and WHEREAS the Township of Addison 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 one third (1/3) share of the — Fiscal Year 2014 authorized amount of Tr-Party Road Improvement funding for Project 52302 in the Township of Addison is $10,978. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Township of Addison 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 Township of Addison. Chairperson, we move the adoption of the foregoing Resolution. ASEMEZEZROAD COMEWiTICW Eggi for OAKLAND COUNTY 100 WARS OF TRANSPORTATION EXCELLENCE Board of Road Commissioners Ronald J. Fowkes Commissioner Gregory C. Jarnian Commissioner Eric S. Wilson Commissioner April 10, 2014 Ms. Lori Fisher, Clerk Township of Addison 1440 Rochester Road Leonard, MI 48367 Re: Project No. 52302. 2014 Gravel Road Program; Local Cost Participation Agreement/Tr-Party Program Dear Ms. Fisher: A fully signed and executed agreement for the above-referenced project is enclosed. The agreement was approved at the regularly scheduled Board meeting of Thursday, April 10, 2014, and subsequently signed by Dennis G. Kolar, P.E., Managing Director. Please contact Tom Blust, P.E, Director of Engineering at (248) 645-2000 ext. 2265 to answer any questions or for additional information. Sincerely, Dennis G. Kolar, P.E. Managing Director Gary Piotrowicz, P.E„ P.T.O.E, Deputy Managing Director County Highway Engineer Clerk of the Board 31001 Lahser Road Beverly Hills, Ml 48025 24-8-645-2000 FAX -. 248-645-1349 •••n111.1n1n11•••• 4(10,tiL Patricia Z. Wierzbicki Deputy-Secretary/Clerk of the Board Enclosure cc: Dennis Lockhart Tom Biust Tom NoecheI Tim Soave www.rcocwellorg /je Attachments C-01WASSfalli 100YEARS OF TRANSPORTATION EXCELLENCE Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: March 28, 2014 To: Thomas G. Blust, RE., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor SUBJECT: PROJECT NO 52302, 2014 GRAVEL ROAD PROGRAM VARIOUS ROADS LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM TOWNSHIP OF ADDISON Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Township of Addison for the spreading of gravel and chloride on various roads within the township. This work is expected to be completed this summer, The Township of Addison has elected to use the Tr-Party Program to fund the estimated total project cost of $32,933. Our share is estimated to be $10,977 and is in the FY14 budget. The project is in the district of County Commissioner Michael Spisz. The agreement is in our standard approved format, and I recommend Board approval and authorize the Managing Director to execute the agreement on behalf of the Board. Recommended for Board Approval Thomas G. Dust, RE. Director of Engineering COST PARTICIPATION AGREEMENT 2014 GRAVEL ROAD PROGRAM Township of Addison Board Project No. 52302 This Agreement, made and entered into this 10 -Ok day of M1Z----- , 2014, by and between the Board of Road Commissioners for the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the Township of Addison, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have programmed the spreading of gravel and chloride on various roads under the jurisdiction of the BOARD, as described in Exhibit "A", attached hereto, and made a part hereof, the roads selected will be mutually agreed upon by the BOARD and the COMMUNITY, which improvements are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $32,933; and WHEREAS, the PROJECT involves certain designated and approved Tr-Party Program funding in the amount of $32,933 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 COMMUNITY and the BOARD 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, it is hereby agreed between the COMMUNITY and the BOARD that: 1. The BOARD shall forthwith undertake and complete the PROJECT, as above described, and shall perform all engineering, inspection, and administration in reference thereto. 2. The actual total cost of the PROJECT shall include total payments to the contractor. 3. The estimated total PROJECT cost of $32,933 shall be funded in the following order: a. Tr-Party Program funding in the amount of $32,933. b. Any PROJECT costs above the Tr-Party Program funding of $32,933 will be funded first with any available Tr-Party Program funds. If no Tri-Party Program funds are available, any PROJECT costs above $32,933 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 $10,978 (being 100% of the COMMUNITY'S Tr-Party contribution). 5. Upon execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $10,978 (being 100% of the COUNTY'S Tr-Party contribution). a. The invoice 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. 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. 2014 Gravel Road Program - 2 - Township of Addison Project Na. 52302 2/26/2014 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and date first written above. BOARD OF ROAD COMMISSIONERS FOR THE COUNTY OF OAKLAND A Public Body Corporate By Managing Director Its TOWNSHIP OF ADDISON By Its 2014 Gravel Road Program -.3 - Township of Addison Project No, 52302 212612014 EXHIBIT A TRI-PARTY PROGRAM 2014 Gravel Road Program Township of Addison Board Project No. 52302 Spreading of gravel and chloride on various roads within the township. ESTIMATED PROJECT COST Contractor Payments $32,933 COST PARTICIPATION BREAKDOWN ' COMMUNITY COUNTY BOARD TOTAL i FY09 Tr-Party Program $74 $74 $74 $222 FYI 3 Tr-Party Program $960 $960 $960 $2,880 FY14 Tr-Party Program $9,944 $9,944 $9,943 $29,831 TOTAL SHARES $10,978 $10,978 $10,977 $32,933 2014 Graves Road Program -4- Township of Addison Project No. 52302 2/26/2014 Resolution #14107 April 30, 2014 The Vice-Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (MISC. #14107) May 15, 2014 BY: Finance Committee, Tom Middleton, Chairperson IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2014 APPROPRIATION — TOWNSHIP OF ADDISON — GRAVEL ROAD PROGRAM - PROJECT NO. 52302 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 12, 2013, the Board of Commissioners approved Miscellaneous Resolution #13305 which designated $2,000,000 in fund balance for the Tr-Party Road Improvement Program for projects managed by the Road Commission for Oakland County (RCOC). 2. Funding of $10,978 is available in the General Fund Assigned Fund Balance for Tr-Party 2014 and prior funding (account #383510) for project 52302. 3. This project is for the spreading of gravel and chloride on various roads under jurisdiction of Road Commission for Oakland County. 4. The resolution allows for additional project costs not greater than 16% 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 2014 budget be amended as follows: General Fund #10100 Revenue 9010101-196030-665882 Planned Use of Balance Total Revenues FY 2014 $10,978 $10,978 Expenditures 9010101-153010-740135 Road Commission Tr-Party Total Expenditures $10,978 $10,978 FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Woodward and Matis absent. Resolution #14107 May 15, 2014 Moved by Crawford supported by McGillivray the resolutions (with fiscal notes attached) on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Dwyer, Gingell, Gosselin, Hatchett, Hoffman, Jackson, Long, Matis, McGillivray, Middleton, Quarles, Runestad, Scott, Spisz, Taub, Weipert, Woodward, 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 (with accompanying reports being accepted). V ,s-//67/y I HEREBY APPROV THIS RESOLUTION CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANT TO MCL 45.559A (7) 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 May 15, 2014, with the original record thereof now remaining in my office. In Testimony Whereof, 1 have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 15th day of May 2014. Lisa Brown, Oakland County