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HomeMy WebLinkAboutResolutions - 2015.04.02 - 21757Miscellaneous Resolution # 15073 BY: Commissioner Eileen KowaII, District #6 RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROPRIATION — CHARTER TOWNSHIP OF WHITE LAKE — 2015 GRAVEL ROAD PROGRAM - PROJECT NO. 52902 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 Charter Township of White 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 Charter Township of White Lake and said appropriation has been transferred to a project account; and WHEREAS the Charter Township of White 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 one third (1/3) share of the — Fiscal Year 2015 authorized amount of Tr-Party Road Improvement funding for Project No. 52902 in the Charter Township of White Lake is $29,494. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Charter Township of White 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 Charter Township of White Lake. Chairperson, we move the adoption of the foregoing Resolution. Thomas G. Blust, P.E. Director of Engineering Quality Life through Good Roads "We Care" =Ma a I Lta A.-YEWS 4'71raiSf for OAKLAP,113 COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: February 27, 2015 To: Thomas G. Must, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor 7 4v SUBJECT: PROJECT NO. 52902, 2015 GRAVEL ROAD PROGRAM VARIOUS ROADS LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CHARTER TOWNSHIP OF WHITE LAKE Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Charter Township of White Lake for the spreading of gravel and chloride on various roads within the township. This work is expected to be completed this summer. The Charter Township of White Lake has elected to use the Tr-Party Program to fund the estimated total project cost of $88,483. Our share is estimated to be $29,495 and is in the FY15 budget. The project is in the district of County Commissioner Jim Runestad. 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. /je Attachments I- R OA D COMMISSION for OAKLAND COUNTY QUALITY LE THROUGH 00013 ROADS: 04.0 COMPAISSKYN FOR OAKLANU COUNTY "WE CARE," ;oard of Road Commissioners Ronal(' J. rovikes Cornmissione.r Gregory C. Jarnian Commissioner Eric 5, Wilson Commiscioner Dennis G, Kolar, P.C. Managing Director Gary Piotrawkz, P.C., P. ro.E. Depuly Managing Dirscior County Highway Engineer Clerk of the Board 31001 Lahser Road Beverly Hills, MI 48025 248-645-2000 FAX 248-645-1349 www.rcoeweb.org March 12, 2015 Mr. Terry Lilly, Clerk Charter Township of White Lake 7525 Highland Road White Lake, MI 48383-2900 Re: Project No. 52902, 2015 Gravel Road Program Dear Mr. Lilly: A fully signed and executed agreement for the above-mentioned project is enclosed. The agreement was approved and subsequently signed by Dennis G. Kolar, P.E., Managing Director at the regularly scheduled Board meeting of Thursday, March 12, 2015. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645- 2000, ext. 2266 to answer questions or for additional information. Sincereiy, - ) r Pat Wierzbieki Deputy Secretary-Clerk of the Board /sm Enclosure cc: Finance Department Engineering Department Programming Department Lynn Sonkiss, Oakland County COST PARTICIPATION AGREEMENT 2015 GRAVEL ROAD PROGRAM Charter Township of White Lake Board Project No, 52902 This Agreement, made and entered into this -/--"VA- day of rli\ , 2015, by and between the Board of Road Commissioners for the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the Charter Township of White Lake, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have agreed to program 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 are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $88,483; and WHEREAS, the PROJECT involves certain designated and approved Tr-Party Program funding in the amount of $88,483 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 $88,483 shall be funded in the following order: a. Tr-Party Program funding in the amount of $88,483. b. Any PROJECT costs above the Tri-Party Program funding of $88,483 will be funded first with any available Tr-Party Program funds, If no Tr-Party Program funds are available, any PROJECT costs above $88,483 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 $29,494 (being 100% of the iNirr5 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 $29,494 (being 100% of the COUNTY'S Tr-Party contribution). a. The invoice shall be sent to: Lynn Sonkiss, 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. 2015 Gravel Road Program Charter TowashIp of White Lake Project No. 52902 2/1012015 - 2 - Its tidiae J2k ." .S? 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 Its Managing Director CHARTER TOWNSHIP OF WHITE LAKE 2015 Gravel Road Program Charter Township of Mite Lake Project No. 52902 2/10/2015 3 EXHIBIT A TRI-PARTY PROGRAM 2016 Gravel Road Program Charter Township of White Lake Board Project No. 52902 Spreading of gravel and chloride on various roads within the township. ESTIMATED PROJECT COST Contractor Payments $88,483 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY2013 Tr-Party Program $107 $107 $107 $321 FY2015 Tr-Party Program $29,387 $29,387 $29,388 $88,162 TOTAL SHARES $29,494 $29,494 $29,495 $88,483 2015 Gravel Road Prograrn Charter Township of White Lake Project No, 52902 2/1012015 Resolution #15073 March 18, 2015 The Chairperson referred the resolution to the Finance Committee. There were no objections, FISCAL NOTE (MR. #15073) April 2, 2015 BY: Finance Committee, Tom Middleton, Chairperson IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2015 APPROPRIATION — CHARTER TOWNSHIP OF WHITE LAKE —2015 GRAVEL ROAD PROGRAM - PROJECT NO. 52902 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 11,2014, the Board of Commissioners approved Miscellaneous Resolution #14295 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 $29,494 is available in the General Fund Assigned Fund Balance for Tr-Party 2015 and prior funding (account #383510) for project 52902. 3. This project is for the spreading of gravel and chloride on various roads within the Township of White Lake. 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 2015 budget be amended as follows: General Fund #10100 Revenue 9010101-196030-665882 Planned Use of Balance Total Revenues Expenditures 9010101-153010-740135 Road Commission Tr-Party Total Expenditures FY 2015 $29,494 $29,494 $29,494 $29,494 FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Matis absent. c(e(-3/1/ — imerteov APPWOVE THIS RESOLUTION CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANT TO MCL 45.559A (7) Resolution #15073 April 2, 2015 Moved by Spisz supported by Gershenson the resolutions (with fiscal notes attached) on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Fleming, Gershenson, Gingell, Gosselin, Hoffman, Jackson, Long, Matis, McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bowman, Crawford. (19) NAYES: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended Consent Agenda were adopted (with accompanying reports being accepted). 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 April 2, 2015, 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 2nd day of April 2015. Lisa Brown, Oakland County.