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HomeMy WebLinkAboutResolutions - 2015.05.21 - 21852MISCELLANEOUS RESOLUTION #15139 May 21, 2015 BY: General Government Committee, Christine Long, Chairperson IN RE: CLERK/REGISTER OF DEEDS — 2015 SURVEY AND REMONUMENTATION GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS this is an ongoing grant, and the twenty-second year of funding by the State of Michigan, Department of Labor and Economic Growth; and WHEREAS the grant award of $486,611 consists of $386,611in current program costs; and $100,000 as reimbursement to Register of Deeds Automation Fund; and WHEREAS the grant will provide partial reimbursement for one existing full-time eligible Plat & Boundary Review Specialist position that is in charge of the monitoring and administrative matters of the program; and WHEREAS no additional personnel or local match is required; and WHEREAS acceptance of this grant does not obligate the County to any future commitment; and WHEREAS approximately 4,463 corners have been remonumented and approved by the Peer Review process and 58 corners are currently being remonumented through the Remonumentation Program; and WHEREAS the grant agreement has completed the County Grant Review Process according to the Board of Commissioners' Grant Procedures. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the assistance for Survey, Monumentation and Remonumentation Grant for the period of January 1, 2015 through December 31, 2015 in the amount of $486,611. BE IT FURTHER RESOLVED that one (1) General Fund General Purpose full-time eligible Plat & Boundary Review Specialist position (#2010401-09329) will be partially reimbursed by the Remonumentation program effective January 1, 2015 through December 31, 2015. BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute the contract agreement and that the chairperson may approve amendments and extensions up to fifteen (15%) percent variance from the award, consistent with the original agreement as approved. BE IT FURTHER RESOLVED that with acceptance of the grant, the Oakland County Board of Commissioners hereby appoints the County Clerk/Register of Deeds, Lisa Brown as the Grant Administrator as required by the State. BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners authorizes the continuation of the Remonumentation Program. BE IT FURTHER RESOLVED that continuation of this grant does not obligate the County to any future commitment, and any special revenue positions and other program costs associated with this grant are contingent upon future levels of grant funding. Chairperson, on behalf of the General Government Committee, I move adoption of the foregoing resolution. GENERAL GOVERNMENT COMMITTEE La GENERAL GOVERNMENT COMMITTEE Motion carried unanimously on a roll call vote with Woodward absent. GRANT REVIEW SIGN OFF — Clerk/Register of Deeds GRANT NAME: 2015 Survey and Remonumentation Grant FUNDING AGENCY: State of Michigan DEPARTMENT CONTACT PERSON: Ronald J. Crank 248 858-1447 STATUS: Grant Acceptance DATE: April 30, 2015 Pursuant to Misc. Resolution #13180, please be advised the captioned grant materials have completed internal grant review. Below are the returned comments. The captioned grant materials and grant acceptance package (which should include the Board of Commissioners' Liaison Committee Resolution, the grant agreement/contract, Finance Committee Fiscal Note, and this Sign Off email containing grant review comments) may be requested to be placed on the appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution. DEPARTMENT REVIEW Department of Management and Budget: Approved. — Laurie Van Pelt (4/01/2015) Department of Human Resources: HR Approved (No Committee) —Lori Taylor (4/02/2015) Risk Management and Safety: Approved by Risk Management. — Robert Erlenbeck (4/02/2015) Corporation Counsel: Here's a short statement on the issues with the Grant Agreement and the revision that has been accepted by both parties, which resolves the only issues with the Agreement. Hopefully this helps. 2015 Survey and Remonumentation Grant Agreement The 2015 Survey and Remonumentation Grant Agreement between the State of Michigan, Department of Licensing and Regulatory Affairs (LARA) and Oakland County contained a number of new provisions from past years. The most significant provision is found in Section 4.5, which relates to the disclosure of litigation and other proceedings by Oakland County to LARA. The current language in the Grant Agreement, Section 4.5 states: Grantee must notify the State within 14 calendar days of receiving notice of any litigation, investigation, arbitration, or other proceeding (collectively, "Proceeding") involving Grantee (Oakland County), a subgrantee, or an officer or director of Grantee or subgrantee, that arises during the term of the Grant, including: (a) a criminal Proceeding; (b) a parole or probation Proceeding; (c) a Proceeding under the Sarbanes-Oxley Act; (d) a civil proceeding involving: (1) a claim that might reasonably be expected to adversely affect Grantee's viability or financial stability; or (2) a governmental or public entity's claim or written allegation of fraud; or (e) a Proceeding involving any license that Grantee is required to possess in order to perform under this Grant. This broad language, specifically the words "involving" and "including" in regards to litigation and Oakland County, in the context of the Oakland County Clerk being the administrator of the Grant Agreement, could mean that every case filed with the Clerk would require a notification as each case "involved" Oakland County. After a number of proposed changes to the language in Section 4.5, and LARA admitting that they were only concerned with litigation or other proceedings that had an adverse effect on the Grant, the parties have agreed on the following language: Grantee must notify the State within 14 calendar days of receiving notice of any litigation, investigation, arbitration, or other proceeding (collectively, "Proceeding") involving Grantee, a subgrantee, or an officer or director of Grantee or subgrantee, that arises during the term of the Grant and which has adverse effect on the grant, including: (a) a criminal Proceeding; (b) a parole or probation Proceeding; (c) a Proceeding under the Sarbanes-Oxley Act; (d) a civil proceeding involving: (1) a claim that might reasonably be expected to adversely affect Grantee's viability or financial stability; or (2) a governmental or public entity's claim or written allegation of fraud; or (e) a Proceeding involving any license that Grantee is required to possess in order to perform under this Grant. This language allows Oakland County to determine whether litigation or other proceeding could adversely affect the Grant, and if so, disclose only that specific lawsuit or proceeding rather than all litigation and proceedings involving the County. LARA has agreed to the revised language and is in the process of having the Director of LARA sign the Grant Agreement before sending it back to the County for signature by the Clerk, which has taken longer than expected. With the changes agreed to above, the only issue regarding the Grant Agreement is resolved and the Agreement can be signed once the Agreement is returned by LARA. — Stephen Rideout (4/30/2015) From: VanPelt, Laurie To: West. Catherine A; Secontine, Julie L; Taylor. tot Davis, Patricia G Cc: Crank,J3.4aalcij; Hurst, Melissa L; Barnes Lavora Rowena; Kanan III. Paul L; Cummings,Sheila; Andrews. Michael Benjamin; Metrick, Tammy A Subject: RE: GRANT REVIEW: Clerk/Register of Deeds - 2015 Survey and Remonumentation Grant - Acceptance Date: Wednesday, April 01, 2015 4:08:56 PM Approved. From: West, Catherine [mailto:westca@oakgov.corn] Sent: Wednesday, April 01, 2015 3:53 PM To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G Cc: Crank, Ronald J; Hurst, Melissa L; Barnes,Lavora Rowena; Kanan HI, Paul L; Cummings,Shella; Andrews, Michael Benjamin; Metrick, Tammy A Subject: GRANT REVIEW: Clerk/Register of Deeds - 2015 Survey and Remonumentation Grant - Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor —Julie Secontine — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE — Register of Deeds 2015 Survey and Remonumentation Grant State of Michigan Attached to this email please find the grant document(s) to be reviewed. Please provide your review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with supporting comments, via reply (to all) of this email. Time Frame for Returned Comments: April 8, 2015 GRANT INFORMATION Date: April 1, 2015 Operating Department: Register of Deeds Department Contact: Ronald J. Crank Jr. Contact Phone: 248-858-1447 Document Identification Number: BCC 15-63 REVIEW STATUS: Acceptance — Resolution Required Funding Period: January 1, 2015 through December 31, 2015 Will you issue a sub award(s): No New Facility/Additional Office Space Needs: None IT Resources (New Computer Hardware / Software Needs or Purchases): None From: To Cc: Subject: Date: Taylor, Lori "West, Catherine"; "Julie Secontine"; "Laurie VanPelt"; "Pat Davis" "Crank. Ronald"; "Hurst, Melissa"; pa nes • o • u; "Paul Kanan"; "Sheila Cummings"; "Andrews, Michael"; "Metrick, Tammy" RE: GRANT REVIEW: Clerk/Register of Deeds - 2015 Survey and Rernonumentation Grant - Acceptance Thursday, AprIl 02, 2015 11:53:21 AM HR Approved (No Committee) Lori Taylor Manager-Human Resources Recruitment & Workforce Planning Oakland County Michigan 2100 Pontiac Lake Road Waterford, MI 48328 taylorloPoakgov.com Phone: 248-858-0548 Fax: 248-858-8391 From: West, Catherine [mailto:westca@oakgov.com] Sent: Wednesday, April 01, 2015 3:53 PM To: Julie Secontine; Laurie VanPelt; Lori Taylor; Pat Davis Cc: Crank, Ronald; Hurst, Melissa; barnesl@oakgov.com ; Paul Kanan; Sheila Cummings; Andrews, Michael; Metrick, Tammy Subject: GRANT REVIEW: Clerk/Register of Deeds - 2015 Survey and Remonumentation Grant - Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt Lori Taylor Julie Secontine — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE Register of Deeds 2015 Survey and Remonumentation Grant State of Michigan Attached to this email please find the grant document(s) to be reviewed. Please provide your review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with supporting comments, via reply (to all) of this email, Time Frame for Returned Comments: April 8, 2015 GRANT INFORMATION Date: April 1, 2015 Erlenbeck Robert "West, Catherine; "Julie Secontine"; "Laurie VanPelt"; "Loll Taylor"; "Pat Davis" "Crank, Ronald"; "Hurst. Melissa"; barneskaoakgoY,corn; "Paul Kanan'T; "Sheila Cummings"; 'Andrews. Michael"; "Metnck. Tammy" RE: GRANT REVIEW: Clerk/Register of Deeds - 2015 Survey and Remonurnentatlon Grant - Acceptance Thursday, April 02, 2015 8:57:47 AM From: To: Cc: Subject; Date: Approved by Risk Management. R.E. 04/02/15 Robert Erlenbeck, Risk Management Office: 248-858-1594 Cell: 248-121-9121 Office schedule: Monday thiough Thursday 7:00 to 5:30 From: Easterling, Tern [mailto:easterlingt@oakgov.com] Sent: Wednesday, April 01, 2015 4:50 PM To: 'West, Catherine', 'Julie Secontine'; 'Laurie VanPelt; 'Lori Taylor'; 'Pat Davis' Cc: 'Crank, Ronald'; 'Hurst, Melissa'; barnesl@oakgov.com ; 'Paul Kanan'; 'Sheila Cummings'; 'Andrews, Michael'; 'Metrick, Tammy' Subject: RE: GRANT REVIEW: Clerk/Register of Deeds - 2015 Survey and Remonumentation Grant - Acceptance Please be advised that your request for Risk Management's assistance has been assigned to Bob Erlenbeck, (ext. 8-1694). If you have not done so already, please forward all related information, documentation, and correspondence. Also, please include Risk Management's assignment number, RM15 -0117, regarding this matter. Thank you. From: West, Catherine [mailto:westcaftakgov.com] Sent: Wednesday, April 01, 2015 3:53 PM To: Julie Secontine; Laurie VanPelt; Lori Taylor; Pat Davis Cc: Crank, Ronald; Hurst, Melissa; barnesIPoakgov.com; Paul Kanan; Sheila Cummings; Andrews, Michael; Metrick, Tammy Subject: GRANT REVIEW: Clerk/Register of Deeds - 2015 Survey and Remonumentation Grant - Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor —Julie Secontine — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE — Register of Deeds 2015 Survey and Remonumentation Grant State of Michigan Attached to this email please find the grant document(s) to be reviewed. Please provide your review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with From: To: Cc: Subject: Date: Attachments: Rldeout. Stephen West Catherine A Crank, Ronald 3 RE: 2015 Oakland County Survey and Remonumentation Grant review Thursday, April 30, 2015 2:17:12 PM 2015 Survey and Remonumentation Grant Agreement Memo.docx Katie, Here's a short statement on the issues with the Grant Agreement and the revision that has been accepted by both parties, which resolves the only issues with the Agreement. Hopefully this helps. Steve From: West, Catherine [mailto:westca@oakgov.com] Sent: Thursday, April 30, 2015 1:43 PM To: Rideout, Stephen M Cc: Crank, Ronald 3 Subject: RE: 2015 Oakland County Survey and Remonumentation Grant review I-li Steve, I left you a voicemail this morning, but I'm just following up with an email. Ron's deadline for the next General Government meeting is tomorrow at noon; if he misses the cutoff then the next meeting isn't until June. I was wondering if it would be possible to have a response that stated specifically what modifications you've requested and that you approve on the condition that the requested changes are made prior to when the BOC chairperson signs. Could this be an option if you haven't heard back from the state by tomorrow morning? -rhank you, Katie West Oakland County Fiscal Services Phone (248) 858-2384 Fax (248) 858-9724 westcaPoakgov.com From: Rideout, Stephen M [mailto:rideoutsPoakgov.corn] Sent: Tuesday, April 28, 2015 10:42 AM To: West, Catherine A Cc: Crank, Ronald Subject: RE: 2015 Oakland County Survey and Remonumentation Grant review As of yesterday it had gone from one Division to another Division within the Department of Licensing and Regulatory Affairs for approval of the changed language, but no time frame given to when it gets back to us (other than a request that the State get it back to us ASAP). Steve 2015 Survey and Remonumentation Grant Adreement The 2015 Survey and Remonumentation Grant Agreement between the State of Michigan, Department of Licensing and Regulatory Affairs (LARA) and Oakland County contained a number of new provisions from past years. The most significant provision is found in Section 4.5, which relates to the disclosure of litigation and other proceedings by Oakland County to LARA. The current language in the Grant Agreement, Section 4.5 states: Grantee must notify the State within 14 calendar days of receiving notice of any litigation, investigation, arbitration, or other proceeding (collectively, "Proceeding") involving Grantee (Oakland County), a subgrantee, or an officer or director of Grantee or subgrantee, that arises during the term of the Grant, including: (a) a criminal Proceeding; (b) a parole or probation Proceeding; (c) a Proceeding under the Sarbanes-Oxley Act; (d) a civil proceeding involving: (1) a claim that might reasonably be expected to adversely affect Grantee's viability or financial stability; or (2) a governmental or public entity's claim or written allegation of fraud; or (e) a Proceeding involving any license that Grantee is required to possess in order to perform under this Grant. This broad language, specifically the words "involving" and "including" in regards to litigation and Oakland County, in the context of the Oakland County Clerk being the administrator of the Grant Agreement, could mean that every case filed with the Clerk would require a notification as each case "involved" Oakland County. After a number of proposed changes to the language in Section 4.5, and LARA admitting that they were only concerned with litigation or other proceedings that had an adverse effect on the Grant, the parties have agreed on the following language: Grantee must notify the State within 14 calendar days of receiving notice of any litigation, investigation, arbitration, or other proceeding (collectively, "Proceeding") involving Grantee, a subgrantee, or an officer or director of Grantee or subgrantee, that arises during the term of the Grant and which has adverse effect on the drant, including: (a) a criminal Proceeding; (b) a parole or probation Proceeding; (c) a Proceeding under the Sarbanes-Oxley Act; (d) a civil proceeding involving: (1) a claim that might reasonably be expected to adversely affect Grantee's viability or financial stability; or (2) a governmental or public entity's claim or written allegation of fraud; or (e) a Proceeding involving any license that Grantee is required to possess in order to perform under this Grant. This language allows Oakland County to determine whether litigation or other proceeding could adversely affect the Grant, and if so, disclose only that specific lawsuit or proceeding rather than all litigation and proceedings involving the County. LARA has agreed to the revised language and is in the process of having the Director of LARA sign the Grant Agreement before sending it back to the County for signature by the Clerk, which has taken longer than expected. With the changes agreed to above, the only issue regarding the Grant Agreement is resolved and the Agreement can be signed once the Agreement is returned by LARA, RICK SNYDER GOVERNOR STATE OF MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS BUREAU OF CONSTRUCTION CODES • RVIN J. POKE DIRECTOR MIKE ZliVIMER DIRECTOR March 18, 2015 Ms. Lisa Brown Oakland County Grant Administrator 1200 North 'Telegraph Road Department 415 Pontiac, MI 48341 Dear Ms. Brown: RE: 2015 Oakland County Survey and Remonumentation Grant Enclosed is your copy of the 2015 Grant Agreement along with 2 extra copies of the signature page. PLEASE RETURN the.2 extra signature panes With original signatures no later than August 31, 2015. The 40 percent start-up payment will be processed upon receipt. , A Progress Report for a second payment up to 45 percent of the total State grant may be submitted after June 30,. 2015 and prior to October 1, 2015. Expenditure documentation is required as specified in the grant agreement; however, LCRC's and database records do not need to be submitted with the Progress Report., A Completion Report may be subraitted after June 30, 2015 and must be submitted no later than February 29, 2016. Completion payments are contingent upon -submission of all work program and expenditure documentation as specified in the grant agreement. PLEASE NOTE: 1. Review the ENTIRE grant agreement; standard terms and.conditions have changed, 2, A copy of the grunt agreement and attachments should be provided to all remonumentation surveyors. If you have any comments or questions, please contact our office at (517) 241-6321, e-mail jOhnstonn@rniehigan.gov . Sincerely, Chris Beland, P.S., Director Office Of Land Survey and:Remonumentation cc: Joseph C. Kapelezak, P.S., County Representative Providing for Michigan's Safety in the Built Environment LARA is an equal opportunity employer Auxiliary aids, services and other reasonable accommodations are available upon request to individuals wIth disabilities, P.O. BOX 30254 • LANSING, MICHIGAN 48909 www,michigan.gev/bcc • Telephone (517) 241-9302 • Fax (517) 241-9570 RICK SNYDER GOVERNOR STATE OF MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS BUREAU OF CONSTRUCTION CODES IRVIN J, POKE DIRECTOR MIKE ZIMMER DIREcToR April 28, 2015 • Ms. Lisa Brown Oakland County Grant Administrator 1200 North Telegraph Road Department 415 Pontiac, MI 48341-0480 Dear Ms. Brown: RE: 2015 Oakland County Survey and Remonumentation Grant Enclosed is your copy of the revised 2015 Grant Agreement along with 2 extra copies of the signature page. 1. Please return the 2 extra signature pages with original signatures no later than August 31, 2015. The 40 percent start-up payment will be processed upon receipt, 2. We would also ask that you send us back the previously generated grant agreement and signature pages for our disposal. A Progress Report for a second payment up to 45 percent of the total State grant may be submitted after June 30, 2015 and prior to October 1, 2015. Expenditure documentation is required as specified in the grant agreement; however, LCRC's and database records do not need to be submitted with the Progress Report, A Completion Report may be submitted after June 30, 2015 and must be submitted no later than February 29, 2016. Completion payments are contingent upon submission of all work program and expenditure documentation as specified in the grant agreement. Please Also Note: A copy of the grant agreement and attachments should be provided to all remonumentation surveyors. If you have any comments or questions, please contact our office at (517) 241-6321, e-mail johnstonn@michigan.gov . Sincerely, RECEIVED MAY 0$ Z015 Corporation Counsel Chris Beland, P.S,, Director Office of Land Survey and Remonumentation cc: Joseph C Kapelczak, P.S., County Representative Providing for Michigan's Safety in the Built Environment LARA Is an equal opportunity employer Auxiliary alds, services and other reasonable accommodations are available upon request to Individuals with disabilities, P.O. BOX 30254.. LANSING, MICHIGAN 48909 www,michigan.gov/hcc • Telephone (517) 241-9302 • Fax (517) 241-9570 GRANT NO. BCC 15-63 GRANT BETWEEN THE STATE OF MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS AND OAKLAND COUNTY GRANTEE/ADDRESS: Contact Name: Organization Name: Address: City, State, Zip: Telephone: FAX: Lisa Brown County of Oakland 1200 North Telegraph Road Department 415 Pontiac, MI 48341-0480 (248) 858-1447 (248) 858-7466 STATE GRANT ADMINISTRATOR/ADDRESS: Chris Beland, P.S,, Director Office of Land Survey and Remonumentation Department of Licensing and Regulatory Affairs P.O. Box 30254 Lansing, MI 48909 GRANT PERIOD: From: 01-01-2015 To: 12-31-2015 TOTAL ANNUAL PROJECT BUDGET FOR WORK IN CALENDAR YEAR 2015: State Grant Amount: - Reimbursement for Past Expedited Expenditures: 2015 TOTAL ANNUAL BUDGET: ACCOUNTING DETAIL: Index/PCA No.: 02935 Fedtral ID. No.: 386004876 $486,611.00 100,000.00 $386,611.00 GRANT This is Grant # BCC 15-63 between the Department of Licensing and Regulatory Affairs (Grantor), and Oaldand County (Grantee), is entered into pursuant to the State Survey and Remonurnentation Act, 1990 PA 345 (the SSRA) and is subject to the terms and conditions of this Agreement (Agreement). 1.0 Statement of Purpose This Grant is offered annually to the Grantee in accordance with the requirements of the SSRA. The SSRA establishes the State Survey and Rernonumentation Fund which supports a program for the rnonumentation and remonunaentation and perpetual monument maintenance of original public land survey corners, protracted public land survey corners and property controlling corners throughout the State. This Grant is offered to the Grantee to carry out its annual work program as set forth and approved by the Grantor in the Grantee's Survey and Rernonumentation Grant Application, made part of this Agreement as "Attachment A." In accordance with the terms and conditions of this Grant, the Grantor will reimburse the eligible expenses incurred by the Grantee to carry out the annual work program as set forth and approved by the Grantor in "Attachment A." 1.1 Statement of Work The Grantee agrees to undertake, perform, and complete the project described in "Attachment A" and file a Land Corner Recordation Certificate (LCRC) pursuant to the Corner Recordation Act, 1970 PA 74 (the CRA), in the form prescribed herein as "Attachment B" and including latitude and longitude values for each corner identified in "Attachment A" under the requirements of the SSRA. The Grantee must submit a Completion Report as specified in this Agreement, may submit a Work Progress Report as specified in this Agreement and provide any other reports or forms requested by the Grantor, 1.2 Detailed Budget A. This Agreement does not commit the State of Michigan (State) or the Grantor to approve requests for additional funds at any time. B. If applicable, travel expenses will not be reimbursed at rates greater than the State Travel Rates, "Attachment C," without the prior written consent of the Grant Administrator. C. "Attachment A" includes the Budget. The Grantee agrees that all funds shown in the "Attachment A" are to be spent as detailed in the "Attachment A." 2 3 D. Changes in the Budget of less than 5 percent of the total line item amount do not require prior written approval, but Grantee must provide notice to the Grant Administrator. E. Changes in the Budget equal to or greater than 5 percent of the total line item amount will be allowed only upon prior review and written approval by the Grant Administrator. A formal grant amendment must be signed by both the Grantor and Grantee. 1.3 Payment Schedule A. The maximum amount of grant assistance offered is $486,611.00. An initial advance of $194,644.40 (40 percent of the State Grant Amount) shall be made to the Grantee upon receipt by the State Grant Administrator of a signed Agreement and a request for advance from the Grantee. Progress payments up to a total of 85 percent of the Total Annual Budget may be made upon submission of a Work Progress Report as specified in this Agreement indicating grant funds received to date, project expenditures to date (supported with. computer printouts of accounts, general ledger sheets, balance sheets, etc.), and objectives completed to date, Backup documentation, such as computer printouts of accounts, ledger sheets, check copies, etc., shall be maintained for audit purposes in order to comply with this Agreement. The payment of the final grant amount shall be made after completion of the project and after the State Grant Administrator has received and approved a Completion Report and supporting documentation as specified in this Agreement. B. Public Act 279 of 1984 states that the State shall take all steps necessary to assure that payment for goods or services, is mailed within 45 days after receipt of the goods or services, a complete invoice for goods or services, or a complete contract for goods or services, whichever is later. 1.4 Monitoring and Reporting Program Performance A. Monitoring. The Grantee shall monitor performance to assure that time schedules are being met and projected work by time period is being accomplished and provide a status report to the State Grant Administrator upon request. B. Work Progress Report. The Grantee may submit a Work Progress Report on July I, 2015 but no later than September 30, 2015 to the State Grant Administrator with invoices and financial details for the work completed and expenditures incurred during the reporting period (see 1.4.C. for reporting requirements). C. A Completion Report is required. The Grantee will submit the Completion Report no later than February 29, 2016 for review by the State Grant Administrator with the following supporting documentation for work completed and expenditures incurred: 1. A written narrative of the total work accomplished during the grant year, including an explanation for any additional work completed that was not specified in the approved "Attachment A", any work not completed that was specified in the approved "Attachment A", and any changes in an approved line item of the budget approved in "Attachment A" (Completion Report only). 2. A narrative of any coordinated efforts with other organizations to complete the project (Completion Report only). 3. A copy of all Peer Review Group meeting minutes and a list of each member's company affiliation (Completion Report only). 4. Invoices a. An invoice from all Peer Review Group members, each surveyor or any other service provider for all services provided to the Grantee under this Agreement, and other supplies and purchases, as outlined in the approved "Attachment A" (Work Progress Report and Completion Report). b. A detailed breakdown and backup documentation of county costs charged to the program, if any, as outlined in the approved "Attachment A" (Work Progress Report and Completion Report). 5. General Ledger: The County Treasurer's print-out of the State Survey and Remonumentation grant account or equivalent ledger providing a detailed history of all transactions occurring within the grant account, including all administrative and/or overhead expenses. If not itemized in the ledger, a salary and fringe benefits breakdown shall also be submitted for all administrative staffing (Work Progress Report and Completion Report), 6. An exact copy of the recorded LCRC, prepared in compliance with the CRA, in the form prescribed herein as "Attachment B" and including latitude and longitude values for each corner submitted pursuant to the requirements of the S SRA. The LCRC must be si-gned by the county representative and reflect the date of the peer review group meeting at which the corner was reviewed. If a corner is common to more than one township, the Grantee must provide an exact copy of the LCRC for each township (Completion Report only). 7. The supplemental data for each corner submitted on an LCRC to the State for filing in the State's web-based Corner Recordation Collection System (Completion Report only). 4 PART II - GENERAL PROVISIONS 2.1 Project Changes Grantee must obtain prior written approval for project changes from the Grant Administrator, See Section 1.2, Detailed Budget. 2.2 Delegation Grantee may not delegate any of its obligations under the Grant without the prior written approval of the State. Grantee must notify the State at least 90 calendar days before the proposed delegation, and provide the State any information it requests to determine whether the delegation is in its best interest. If approved, Grantee must: (a) be the sole point of contact regarding all contractual project matters, including payment and charges for all Grant Activities; (b) make all payments to the subgrantee; and (e) incorporate the terms and conditions contained in this Grant in any subgrant with a sub grantee. Grantee remains responsible for the completion of the Grant Activities, compliance with the terins of this Grant, and the acts and omissions of the subgrantee. The State, in its sole discretion, may require the replacement of any subgrantee. 2.3 Project Income To the extent that it can be determined that interest was earned on advances of funds, such interest shall be remitted to the Grantor. All other program income shall either be added to the project budget and used to further eligible program objectives or deducted from the total program budget for the purpose of determining the amount of reimbursable costs. The final determination shall be made by the Grant Administrator. 2.4 Share-in-savings The Grantor expects to share in any cost savings realized by the Grantee. Therefore, final Grantee reimbursement will be based on actual expenditures. Exceptions to this requirement must be approved in writing by the Grant Administrator, 2.5 Order of Spending Unless otherwise required, Grantee shall expend funds in the following order: (1) private or local funds, (2) federal funds, and (3) state funds. Grantee is responsible for securing any required matching funds from sources other than the State. 2.6 Purchase of Equipment The purchase of equipment not specifically listed in the Budget, "Attachment A," must have prior written approval of the Grant Administrator, Equipment is defined as non-expendable personal property having a useful life of more than one year. Such equipment shall be retained by the Grantee unless otherwise specified at the time of approval, 5 2.7 Accounting The Grantee shall adhere to the Generally Accepted Accounting Principles and shall maintain records which will allow, at a minimum, for the comparison of actual outlays with budgeted amounts. The Grantee's overall financial management system must ensure effective control over and accountability for all funds received. Accounting records must be supported by source documentation including, but not limited to, balance sheets, general ledgers, time sheets and invoices. The expenditure of State funds shall be reported by line item and compared to the Budget. 2.8 Records Maintenance, Inspection, Examination, and Audit. The State or its designee may audit Grantee to verify compliance with this Grant. Grantee must retain, and provide to the State or its designee upon request, all financial and accounting records related to the Grant through the term of the Grant and for 7 years after the latter of termination, expiration, or final payment under this Grant or any extension ("Audit Period"). If an audit, litigation, or other action involving the records is initiated before the end of the Audit Period, Grantee must retain the records until all issues are resolved. Within 10 calendar days of providing notice, the State and its authorized representatives or designees have the right to enter and inspect Grantee's premises or any other places where • Grant Activities are being performed, and examine, copy, and audit all records related to this Grant. Grantee must cooperate and provide reasonable assistance. If any financial errors are revealed, the amount in error must be reflected as a credit or debit on subsequent invoices until the amount is paid or refunded. Any remaining balance at the end of the Grant must be paid or refunded within 45 calendar days. This Section applies to Grantee, any parent, affiliate, or subsidiary organization of Grantee, and any subgrantee that performs Grant Activities in connection with this Grant. If the Grantee is a governmental or non-profit organization and expends the minimum level specified in OMB Circular A-133 ($500,000 as of June 27, 2003) or more in total federal funds in its fiscal year, then Grantee is required to submit a Single Audit report to all agencies that provided federal funds to the entity during the fiscal year being audited. 2.9 Competitive Bidding The Grantee agrees that all procurement transactions involving the use of State funds shall be conducted in a manner that provides maximum open and free competition. When competitive selection is not feasible or practical, the Grantee agrees to obtain the written approval of the State Grant Administrator before making a sole source selection. Sole source contracts should be negotiated to the extent that such negotiation is possible. 6 3.0 Liability The State is not liable for any costs incurred by the Grantee before the start date or after the end date of this Agreement. Liability of the State is limited to the terms and conditions of this Agreement and the grant amount. 3.1 Reserved 3.2 Safety The Grantee and all subgrantees are responsible for insuring that all precautions are exercised at all times for the protection of persons and property. Safety provisions of all Applicable Laws and building and construction codes shall be observed. The Grantee and every subgrantee are responsible for compliance with all federal, state and local laws and regulations in any manner affecting the work or performance of this Agreement and shall at all times carefully observe and comply with all rules, ordinances, and regulations. The Grantee, and all subgrantees shall secure all necessary certificates and permits from municipal or other public authorities as may be required in connection with the performance of this Agreement. 3.3. General Indemnification Inasmuch as each party to this grant is a governmental entity of the State of Michigan, each party to this grant must seek its own legal representation and bear its own costs; including judgments, in any litigation which may arise from the performance of this grant. It is specifically understood and agreed that neither party will indemnify the other party in such litigation. 3.4 Termination for Cause The State may terminate this Grant for cause, in whole or in part, if Grantee, as determined by the State: (a) endangers the value, integrity, or security of any location, data, or personnel; (b) becomes insolvent, petitions for bankruptcy court proceedings, or has an involuntary bankruptcy proceeding filed against it by any creditor; (c) engages in any conduct that may expose the State to liability; (d) breaches any of its material duties or obligations; or (e) fails to cure a breach within the time stated in a notice of breach. Any reference to specific breaches being material breaches within this Grant will not be construed to mean that other breaches are not material. If the State terminates this Grant under this -Section, the State will issue a termination notice specifying whether Grantee must: (a) cease performance immediately, Or (h) continue to perform for a specified period. If it is later determined that Grantee was not in breach of the Grant, the termination will be deemed to have been a Termination for Convenience, effective as of the same date, and the rights and obligations of the parties will be limited to those provided in Subsection Subsection B, Termination for Convenience. The State will only pay for amounts due to Grantee for Grant Activities accepted by the State on or before the date of termination, subject to the State's right to set off any amounts owed 7 by the Grantee for the State's reasonable costs in terminating this Grant. The Grantee must pay all reasonable costs incurred by the State in terminating this Grant for cause, including administrative costs, attorneys' fees, court costs, transition costs, and any costs the State incurs to procure the Grant Activities from other sources. 3.5 Termination for Convenience The State may immediately terminate this Grant in whole or in part without penalty and for any reason, including but not limited to, appropriation or budget shortfalls. The termination notice will specify whether Grantee must: (a) cease performance of the Grant Activities immediately, or (b) continue to perform the Grant Activities in accordance with Section 25, Transition Responsibilities. If the State terminates this Grant for convenience, the State will pay all reasonable costs, as determined by the State, for State approved Transition Responsibilities. 3.6 Conflicts and Ethics Grantee will uphold high ethical standards and is prohibited from: (a) holding or acquiring an interest that would conflict with this Grant; (b) doing anything that creates an appearance of impropriety with respect to the award or performance of the Grant; (c) attempting to influence or appearing to influence any State employee by the direct or indirect offer of anything of value; or (d) paying or agreeing to pay any person, other than employees and consultants working for Grantee, any consideration contingent upon the award of the Grant. Grantee must immediately notify the State of any violation or potential violation of these standards. This Section applies to Grantee, any parent, affiliate, or subsidiary organization of Grantee, and any subgrantee that performs Grant Activities in connection with this Grant. 3.7 Non-Discrimination Under the Elliott-Larsen Civil Rights Act, 1976 PA 453, MCL 37.2101, et seq., and the Persons with Disabilities Civil Rights Act, 1976 PA 220, MCL 37.1101, et seq., Grantee and its subgrantees agree not to discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment, or a matter directly Or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight, marital status, or mental or physical disability. Breach of this covenant is a material breach of this Grant. 3.8 Unfair Labor Practices Under MCL 423.324, the State may void any Grant with a Grantee or subgrantee who appears on the Unfair Labor Practice register compiled under MCL 423.322. 3.9 Force Majeure Neither party will be in breach of this Grant because of any failure arising from any disaster or acts of God that are beyond their control and without their fault or negligence. Each• party will use commercially reasonable efforts to resume performance. Grantee will not be 8 relieved of a breach or delay caused by its subgrantees. If immediate performance is necessary to ensure public health and safety, the State may immediately Grant with a third party. 3.10 Media Releases News releases (including promotional literature and commercial advertisements) pertaining to the Grant or project to which it relates must not be made without prior written State approval, and then only in accordance with the explicit written instructions of the State. 4.0 Webs ite Incorporation The State is not bound by any content on Grantee's website unless expressly incorporated directly into this Grant. 4,1 Certification Regarding Debarment The Grantee certifies,- by signature to this Agreement, that neither it nor its principals are presently debarred, suspended, _proposed for debarment, declared ineligible, or voluntarily excluded from participation in this Agreement by any federal or state department or agency. If the Grantee is unable to certify to any portion of this statement, the Grantee shall attach an explanation to this Agreement. 4.2 Illegal Influence A. The Grantee certifies, to the best of his or her knowledge and belief that: 1. No federal appropriated funds have been paid nor will be paid, by or on behalf of the Grantee, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement. 2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this grant, the Grantee shall complete - and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions, 3. The Grantee shall require that the language of this certification be included in the award documents for all grants or subcontracts and that all subrecipients shall certify and disclose accordingly. 9 The State has relied upon this certification as a material representation. Submission of this certification is a prerequisite for entering into this Agreement imposed by 31 USC § 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. B. The Grantee certifies, to the best of his or her knowledge and belief that no State funds have been paid nor will be paid, by or on behalf of the Grantee, to any person for influencing or attempting to influence an officer or employee of any State agency, a member of the Legislature, or an employee of a member of the Legislature in connection with the awarding of any State contract, the making of any State grant, the making of any State loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any State contract, grant, loan or cooperative agreement. 4.3 Governing Law This Grant is governed, construed, and enforced in accordance with Michigan law, excluding choice-of-law principles, and all claims relating to or arising out of this Grant are governed by Michigan law, excluding choice-of-law principles. Any dispute arising from this Grant must be resolved in Michigan Court of Claims. Grantee consents to venue in Ingham County, and waives any objections, such as lack of personal jurisdiction or forum non conveniens. Grantee must appoint agents in Michigan to receive service of process, 4.4 Compliance with Laws Grantee must comply with all federal, state and local laws, rules and regulations. 4.5 Disclosure of Litigation, or Other Proceeding Grantee must notify the State within 14 calendar days of receiving notice of any litigation, investigation, arbitration, or other proceeding (collectively, "Proceeding") involving Grantee, a subgrantee, or an officer or director of Grantee or subgrantee, that arises during the term of the Grant and which has adverse effect on the grant, including: (a) a criminal Proceeding; (b) a parole or probation Proceeding; (c) a Proceeding under the Sarbanes-Oxley Act; (d) a civil proceeding involving: (1) a claim that might reasonably be expected to adversely affect Grantee's viability or financial stability; or (2) a governmental or public entity's claim or written allegation of fraud; or (e) a Proceeding involving any license that Grantee is required to possess in order to perform under this Grant 4.6 Assignment Grantee may not assign this Grant to any other party without the prior approval of the State. Upon notice to Grantee, the State, in its sole discretion, may assign in whole or in part, its rights Of responsibilities under this Grant to any other party. If the State determines that a novation of the Grant to a third party is necessary, Grantee will agree to the novation, provide all 10 necessary documentation and signatures, and continue to perform, with the third party, its obligations under the Grant. 4.7 Entire Grant and Modification This Grant is the entire agreement and replaces all previous agreements between the parties for the Grant Activities. This Grant may not be amended except by signed agreement between the parties. 4.8 Grantee Relationship Grantee is an independent Grantee and assumes all rights, obligations and liabilities set forth in this Grant. Grantee, its employees, and agents will not be considered employees of the State. No partnership or joint venture relationship is created by virtue of this Grant. Grantee, and not the State, is responsible for the payment of wages, benefits and taxes of Grantee's employees and any subgrantees. Prior performance does not modify Grantee's status as an independent Grantee. 4.9 Dispute Resolution The parties will endeavor to resolve any Grant dispute in accordance with this provision. The dispute will be referred to the parties' respective Grant Administrators or Program Managers. Such referral must include a description of the issues and all supporting documentation, The parties must submit the dispute to a senior executive if unable to resolve the dispute within 15 business days. The parties will continue performing while a dispute is being resolved, unless the dispute precludes performance. A dispute involving payment does not preclude performance. Litigation to resolve the dispute will not be instituted until after the dispute has been elevated to the parties' senior executive and either concludes that resolution is unlikely, or fails to respond within 15 business days. The parties are not prohibited from instituting formal proceedings: (a) to avoid the expiration of statute of limitations period; (b) to preserve a superior position with respect to creditors; or (c) where a party makes a determination that a temporary restraining order or other injunctive relief is the only adequate remedy. This Section does not limit the State's right to terminate the Grant. 5.0 Severability If any part of this Grant is held invalid or unenforceable by any court of competent jurisdiction, that part will be deemed deleted from this Grant, and the severed part will be replaced by agreed upon language that achieves the same or similar objectives. The remaining Grant will continue in full force and effect. 5.1 Waiver Failure to enforce any provision of this Grant will not constitute a waiver. 11 Mike Zimmer Director Department of Ls; State of Michigan 5.2 Signatories The signatories warrant that they are empowered to enter into this Agreement and agree to be hound by it. Date Lisa Brown Date County Grant Administrator County of Oakland GRANT NO BCC 15-63 Rev, 04/17/2015 12 2014 GRANT REQUESTED Chria Mang, Dfrector (Original Signature Required) Office of Land Survey and Remonumentation . 2016 SURVEY AND REMONUMENTATION GRANT APPLICATION Attachment A To Annual Grant Agreement Authority: MCL 54.273 This application must be filed on or before December 31 of the calendar year Immediately preceding the year in Which the grant is made, Office of Land Survey Bureau of Construction Codes Department of Licensing and Regulatory Affairs Overnight Courier Service: 2501 Woodlake Circle, Okemos, MI 48864 U.S. Mail: PO Box 30254, Lansing, Mt 48909 Telephone: (517) 241-6321 Facsimile: (517) 241-6301 Email: bcooisr@michigartgov www.michigan gov/sbc APPLICANT (County); Oakland FEDERAL I.D. #: 386004876 Grant MAIN P.O. #: #: BCC-15"- (o3 Mail Code: (:)_ Grant Administrator County Representative Address for Payments Name: Lisa Brown Name: Joseph C.Kapelczak P,S. Name: Oakland County Treasurer Address: 1200 N. Telegraph Rd. Address: 1200 N. Telegraph Rd. Address: 1200 N. Telegraph Rd. City: Pontiac citY: Pontiac City: Pontiac State, Zip: MI. 48341 State, Zip: MI. 48341 State, Zip: MI. 48341 Telephone: 44o)c A n x 858-1447 Telephone: (248) 939-2049 Telephone: (248) 858-0624 Fax: (248) 858-7466 Fax: (248) 363-1646 Email: crankr@oakgov.corn Email: jkapelczak©jckinc.com 2015 State Grant Reimbursement for Expedited Expenditures under MCL 600.2567a(4) (< 50% of State Grant) 2015 Total Annual Budget (State Grant - Reimbursement = Total Budget) 486 ' 611 ' 00 $ $ 100,000.00 $ 386,611 '00 certify the Information in this grant application is correct and request a 40% Start-Up Payment upon approval of an Annual Grant Agreement. M1s_ le` /7/1(..-5el--^" Sigtiattife of County Grant Administrator (Original Signature Required) Page 1 of 3 , 5CC-g80 (136v. 101141 Itern.0 Remonumentation Supplies and Materials Identify items and estimated expenses for each item; Attach additional Pages as necas.4Q. Total Item C 0>c$ 0 x $ 0 x 0,00 0 each = $ 0 each = 0 each = $ No. of Markers: ND, of Caps: Other: Total Item ID 0.00 Percent of Budget Subtotal Subtotal Items A or B+C+D 86% $ 331,931.00 UCC-980 (Rev. 1004) PAGE 2 0F3 2015 SURVEY AND REMONUMENTATION GRANT APPLICATION Attachment A to Annual Grant Agreement Oakland County of: Surveying Services and Supplies _ Total Surveying Services and Supplies (Items A or B, C and ID) Must be a Minimum of 80% of the Total Annual Budget Item A - Rernonumentation Services Includes all requirements under MCL 54.268(2)a, i.e., monumentation or remenumentation plan includes the filing of a land corner recordation certificate and geodetic coordinates. Column A Column 13 Column C Column D Total Item A Number or Original and Protractred PLSS Corners Completed by Applicant Number of Original and Protracted PLSS Corners Completed by Others Number or Original and Protracted PLSS Corners Revisited Property Controlling Corners under MCL 54.262(h)(11) $ 331,931.00 58 72 Please attach a corner list for the work oronosed under Item A itemlzina each column by Town. Ramie and Corner Code: do NOT list corners by municipality. For all columns, identify when a corner/monument location has more than one corner code associated to it, and identify all corner codes for that corner/monument location. For Column B, identify who is planning to complete the work, and for Column C, identify why the corners are being revisited. Attach additional pages as necessary. f weir A k4 [Idol Number of Land Cooler ReGordation Certificates and Geodetic Coordinates proposed to be filed (A+B+C+D) 130 Item B - Monument Maintenance Services Includes all requirements under MCL 64,268(2)cl, La, perpetual monument maintenance plan, including the filing of a land corner recordation certificate and geodetic coordinates. Column A Column B Column C Column D Total Item B Number or Original and Protractred PLSS Corners Completed by Applicant Number of Original and Protracted PLSS Corners Completed by Others Number or Original and Protracted PLSS Corners Revisited Property Controlling Corners under MCL 54.262(h)(11) $ 0.00 0 0 0 0 Please attach a corner list for the work proposed under Item A itemizing each column by Town, Range and Corner Code; do NOT fist corners by municipality. For all columns, identify when a corner/monumen location has more than one corner code associated to it, and identify all corner codes for that corner/monument location. For Column B, identify who is planning to complete the work, and for Column C, identify why the corners are being revisited. Attach additional pages as necessary. Total Number of Land Corner Recordation Certificates and Geodetic Coordinates proposed to be tiled (A+B+C+D) 0 !tern p podetic Control Maintenance and Operations Identify items and estimated expenses for each station. Attach additional pages as necessary. Station PID: 0 $ 0,00 Station PID: 0 $ 0.00 Station PID: 0 $ 0.00 Station PID: 0 $ 0.00 Station PID: 0 0.00 Station PID: 0 0.00 . Percent of Budget ' 14 % 2015 SURVEY AND REIVIONUMENTATION GRANT APPLICATION Oakland County of: Administrative Services and Supplies - Total Administrative Services and Supplies (Items E , F, G, H, and I) Can be no greater than 20% of the Total Annual Budget Item E - Grant Administrator FeeslWages Attach additional pages as necessary. Hours 0 x Rate $ 0.00 =$ 0.00 or Fixed Total Item E Comments: 0.00 Item F- County Representative Fees/Wages Attach additional pages as necessary. Hours 0 x Rate $ 0.00 = $ 0.00 or Fixed $ 0.00 Total Item F Comments: 22,080.00 Item G - Peer Review Group Fees/Wages Attach additional pages as necessary. Number of Members 7 x Fee $ 150.00x Number of Meetings 12 12,600.00 or Fixed $ Total Item G Comments: 12,600.00 Item H Additional Administrative Staff Fees/Wages - Attach additional pages as necessary. Hours 0 x Rate $ 0 $ 0,00 or Fixed $ 20,000.00 Total Item H Identify staff by name and identify the delegated duties and responsibilities, ifsEr z,k-Nor 6 20,000.00 Item I -Administrative Supplies and indirect Costs Identify items arid estimated expenses for each Item, or identify a fiat overhead rate. Attach additional pages as necessary. Total Item I Subtotal 54,680.00 Item A - Remonurnentation Services Item B Monument Maintenance Services Item C Remonumentation Supplies and Materials Item 0 - Geodetic Control Maintenance and Operations Item E - Grant AdmInstrator Fees/Wages Item F County Representative Pees/Wages Item G - Peer Review Group Fees/Wages Item H -Additional Administrative Staff Fees/Wages Item I -Administrative Supplies and Indirect Costs Total MUST EQUAL "Total Annual Budget" on Page 1 331,931,00 0.00 0.00 0.00 0.00 $ . 22,080,00 $ . 12.600.00 $ . 20,000.00 386,611.00 PAGE 3 OF 3 Bcc-g80 (RnV. 10114) Exhibit "A" 2015 Closing (Falling) Corners and Corner Corrections Grant Year 2014 Commerce Twp, T2N; R8E. Oakland County MI, B-04; D-02; F-10; L-02; & L-08 West Bloomfield Twp, T2N; R9 E. Oakland County ML B-02; D-04; F-06; H-06; H-08; II-10; 1-04; 1-06; 1-08; 3-10 J-12; L-04; L-06; L-08; L-10; L-12 Lyon Twn. TN; R7E. Oakland County ML All Centers of Sections Total 05 Corners Total 17 Corners Total 36 Corners GPS Center of Section to be determined by Peer Group Oakland County 11).1V Total 72 Corners Total Corners for 2015 Total, 130 Corners Note: Rem onumentation and cost of corners due to change after field research completed. The number of corners to be remonumented probably will increase after cost adjustments. All updates and corrections will be detailed in the final amendment of work load. Said amendment will be provided prior to amendment deadline. OAKI AND COUNTY PLAT. BOARD 1200 N. 'TE.L.LGRAP14 Re., DEPT, 460 PoNTiAc, MICHIGAN 48341-0480 (248) 858-'1447 (248) 939-2049 (CELL) MicHAE:L J. Git,TGLL CHokiRPERSVN - 00ARID OF COMM1-51$1C,NErt.5' LISA EIROWN COuNTY CLF_Ait/RE:Gt5TER OF DIZEC) REMONUMCNTATIQN A DMIIII5TRATOR ANL'Y'MENI COUNTY TREA1'0.100-i JOSEP/-1 C. KAPE;LczAK F. FLAT F IN a R5MCDN'..7 P1 rtqTATION PflTATiVF DATE: February 11, 2015 TO: Nancy Johnston RE: Oakland County Grant - Centers of Section Nancy, Here are the 72 centers of sections that will be GPS'd with state plane coordinates in Oakland County's 2015 Grant Year. T.3N., R.7E. Highland Township 8 2, 4, 6, 8, 10, 12 D 2, 4, 6, 8, 10, 12 F2, 4, 6, 8, 10,12 H 2, 4, 6, 8, 10, 12 J 2,6, 8, 10 L 2, 4, 6, 8, 10, 12 T4N,, R.9E, Independence Township B 2,4, 6, 8, 10, 12 D 2, 4,6, 8, 10, 12 T3N., R.8E. White Lake Township B 2, 4, 6, 12 D 2,4, 6, 8, 10 F 2, 4, 6,8, 10, 12 H 2, 6, 8, 10, 12 J 2, 4, 6, 8, 10 L2 Thanks, RECEIVED FEB 11 2015 Office of Land Survey Remonumentation Joe K. Oakland County Clerk/Register of Deeds www.oakgov.com/clerkrod Register of Deeds Office Exhibit "B" Duties performed by Staff: Staff: Ronald J. Crank Jr. Employee ID: 13285 Nat and Boundary Specialist Oakland County Register of Deeds Plat Engineering Dept. 1. In house research for all contractual surveyors during Grant year. a. Reseatch and compile all liistorieal data related to proposed corners to be remotwroented during a given grant year. i. All Register of Deeds records ii. All Equalization records All records housed in county records retention area iv. MOOT, DEQ, and other off site records 2. Create Maps for Peer Group meetings. a. Aerial composite maps to scale of area to be reviewed, b. Historical aerial composite 3. Maintain minutes for Peer Group meetings. a. Keep tract of events during peer group meetings i. Catalog date, attendance, approval of corners, and any other information during said meetings. 4. Notify surveyors of Peer Group meetings. a. Notify community surveyors about time and date of Peer Group meetings. 5. Maintain and house all approved dossier files. a. Validate that all information is in approved dossier before it is filed. I), Place new approved dossier file in proper location. c. Inventory dossier filing system to insure documents are properly placed. cl. If a dossier has been destroyed or missing, contacts Remon surveyors to acquire replacement dossier, e. Scan dossier contents and electronically store images. i. Provide access to images. 6. Validate state plane coordinates on LCRC against approved data to verify accuracy. a. When a new corner is approved and a LCRC is submitted for recording, the State Plane Coordinate data is validated to insure the coordinates are correct. i. Using the county GIS the coordinates are inputted to create control corners on the Survey Grid layer. ii. These control points are inversed to achieve bearing and distance data which will be compared against information on the LCRC and in the Dossier. Administrative Offices 1200 N Telegraph, Dept 415 Pontiac MI 48341-0415 (248) 858-0560 clerkaeo,onkland.rni.ns Elections Division 1200 N Telegraph, Dept 417 Pontiac M148341-0417 (248) 858-0564 elections(1)co.oakland.mlus Legal & Vital Records 1200 N Telegraph, Dept 413 Pontiac MI 48341-0413 (248) 858-0581 clerklegal@co.oaltland.mi.us Register of Deeds Office 120014 Telegraph, Dept 480 Pontiac MI 48341-0480 (248) 858-0605 deeds@co.oakland.mims Oakland County Clerk/Register of Deeds www.o nkgov.com/clerkrod 7. Validate new surveys and legal documents to confirm that correct corner is being used. a. Maps new recorded Act 132 surveys and other legal description documents in the GIS Rernon survey layer to validate document is using the correct remonumented corner. i. This gives us a heads up on possible movement of error in placement of remonumented corner. ii. Also allows us to track the possible party whom may have disturbed said corner. 1. This allows us to have the authority to bill said party for replacement costs. 8. File into dossier files new recorded documents. a. As new related surveys are recorded they are added to the existing dossier file. 9. Provide survey community with information housed in dossier files. a. Assist surveyors or there field crew with access to the dossier filing system. b. Make copies for interested parties of approved dossiers, 10. Assist survey community with research regarding section corners. a. Provide direction to any surveyor or crew member to any housed information within Register of Deeds regarding remonutnentation, 11. Notify contracted Remon surveyors of publics concerns about specific remonumented corner, a. If a landowner is confused to the intent of the remonumentation project we will explain the purpose and result of the project. b, If landowner still not satisfied with answer, contracted surveyor of said corner will be notified to contact landowner, 12. Relate possible errors or disturbance regarding a section corner to the contracted remonumentation surveyors. a. If a document or complaint comes in that indicates that a corner has been disturbed the peer group is notified of situation, 13. Maintain status of work progress during annual grant year, a. Inventory the status of the work flow during the grant year, i, Keep tract of corners that have been approved, LCRC's, and Dossier files, Keep tract of Maintenance comers, iii, Keep tract of corners that have been invoiced for payment. iv. Attain to all accounting and auditing. 14. Input and update the on line State Remenumentadon Survey site. a. Input remonumentation data into the Survey Oakland online site. i, State Plane Coordinate, Bearing and Distance, Monument Agent, Renton Date; Ete: 15. Currently working on a program to scan approved remonumentation dossiers to allow for on line access to said dossiers. a. Currently working on development of a scanning project to scan the contents of an approved dossier file to be accessed through Survey Oakland online site. i. Surveyors will be able to view and print any contents of the dossier file. ii. Program will allow for new data input after original scan. Validate scanned dossiers to insure all documents are included. 16. Compile historical county rcm_onumentation status of all remonumented corners. a. Auditing every corner remonumented since program inception. Administrative Offices 1200 N Telegraph, Dept 415 Pontiac M1 48341-0415 (248) 858-0560 elerk@co.oakland.mi.us Elections Division 1200 N Telegraph, Dept 417 Pontiac M148341-04.17 (248) 858-0564 elections egeo.oakland.nti.as Legal & vital Records 1200 N Telegraph, Dept 413 Pontiac MI 48341-0413 (248) 858-0581 elerklegal@co,oaklaad.mixs Register of Deeds Office 1200 N Telegraph, Dept 480 Pontiac. MI 48341.0480 (248) 858-0605 cleeds@co,oakland.rni.us Oakland County Clerk/Register of Deeds www.o akgov.com/cIerkrocl b. Researching Falling and Meander Corner for future completion. 17. Manage all Grant approval, acceptance, and closing processes. a. Prepare all paperwork for each grant process, b. Provide all required county dep.' intents with grant information. c. Present grant procedures (Approval, Acceptance, & Closing) to County Board of Commissioners. 18. Manage the Administrative business: a. Attend and present all Remonumentation issues to Oakland County's Board of Commissioners, and Financial and Grant departments. b. Correspond with the State of Michigan LARA, all Remonumentation Administrative matters, c. Handle all public and local governmental issues regarding Remonumentation. 19. Audit all Rernonumnentation Vendor Invoices: a. Review all invoices prior to approving for requisition. I. This avoids possible billing of incorrect corner, or the rebilling of a corner previously paid. ii. Validate that the work is properly billed. b. Manage all accounting to insure annual program remains on budget. 20. Grant Liaison between all county departments. a. Provide county departments with business interest regarding the Rernonumentation Grant with information and paperwork related to grant. b. Through communications with government depam tments, keep all stages of the governmental workflow current to avoid any delays in the grant and vendor monument process. Administrative Offices 1200 N Telegraph, Dept 415 Pontiac MI 48341-0415 (248) 858-0560 clerk@co.oaklaad.mi.us Elections Division 1200 N Telegraph, Dept 417 Pontiac MI 48341-0417 (248) 858-0564 eIections@comakhind.mi.us Legal & Vital Records 1200 N Telegraph, Dept 413 Pontiac M148341-0413 (248) 858-0581 clerklegal@comakland.lni.us Register of Deeds Office 1200 N.Telegiaph, Dept 480 Pontiac M/ 48341-0480 (248) 858-0605 deeds@co.oakland4n Los Attachment A Attachment B Municipality(ies) Name DEF GH --- -1-- -- - •; - -- . -f --- , - - :4---- rip -- -4 - i'-,1 - . - I- --- 12 I = ._ ' -,, --,-- -1 -.1- -:{- 11;9 , 20 21 212 2p 2,4 '0 29 - 29 - ' 20 . - 27 2' . 25 i - - . - :2 - 3.3 - 34 -- 35 - -- - 36 • • BCDE F GH I K L Corner Code : 2 3 4 6 7 8 9 10 11 12 -13 2 3 4 5 6 7 8 9 LM1 Land Corner Recordation Certificate Attachment B to 2015 Annual Grant Agreement Authority: MC L 54,205 and R54.202 This form is ONLY for corners filed under the 2015 State Survey and Remonumentation Grant Agreement Filing Requirement: MCL 64.268(2)(a), 54,268(2)(d), 54.201 — 54.210d and 2015 State Survey and Rernonumentation Grant Agreement Notes: • No more than two Original Public Land Survey Corners can be recorded on this certificate • if a corner reported hereon Is common to two or more survey townships, each Town, Range and Corner Code for the corner may be identified on this certificate • If a corner reported hereon is common to two or more counties, each county may be Identified on this certificate and a copy of this certificate filed with the Register of Deeds In each county For comer(s) in: County(ies) Name County Corner Typo " Survey Township irturff 11..rr Survey Corner • MCL 54,202(g) • MCL 54262(g) Property Controlling Corner S • MCL 54.202(i) S T • MCL 54.262(h) S T Protracted Public Land Survey Corner • MCL 64.202(k) • MCL 54.262(i) Part A: Corner History This form complies with Recording Requirements, 1937 PA 103, MCL 565.201 to 565.203 Land Corner Recordation Certificate Attachment B to 2015 Annual Grant Agreement Code Page # of #/# Part B: Surveyor's Report on Perpetuation or Monumentation of Corner Part C: Field Evidence of Perpetuation or Monumentation of Corner Date of Observation Latitude Longitude Datum and Adjustment Year Epoch Date Method for coordinate determination Disclaimer on accuracy of values reported relative to their use... I, Certifying Surveyor's Name, in a field survey on Date, certify under the requirements of the State Survey and Remonumentation Act, 1990 PA 345, MCL 54,261 to 54.279, and the Corner Recordation Act, 1970 PA 74, MCL 54.201 to 54210d, that the corner identified and described hereon has been perpetuated or monumented as described in Parts A, B, and C above, pursuant to the laws and rules of the State of Michigan. Certifying Surveyor's Name Date Professional Surveyor's License No.: Business Name, Address, City, State, Mail Code 1, County Representative's Name, state that the corner identified and described hereon and perpetuated or monumented as described in Parts A, B, and C above was presented to and reviewed by the Peer Review Group on Date of Corner Peer Review and is accepted for filing in the County Name County Remonumentation Program. County Representative's Name Date Professional Surveyor's License No.: This form complies with Recording Requirements, 1937 PA 103, MCL 565.201 to 565.203 Land Corner Recordation Certificate Attachment B to 2015 Annual Grant Agreement Code Page # of #4# Second Surveyor's Certification for Coordinates, if Applicable Geodetic Coordinate Data for corner Corner Code and Narrative Description: Date of Observation Latitude Longitude Datum and Adjustment Year Epoch Date Method for coordinate determination Disclaimer on accuracy of values reported relative to their use.., I, Coordinate Data Surveyor's Name, state under the requirements of the Stale Survey and Remonumentation Act, 1990 PA 345, MCL 54.26'1 to 54,279, that the Latitude and Longitude reported hereon were observed by me for the corner identified hereon and that the data reported meets the requirements prescribed for the State Survey and Remonumentation Program. Coordinate Data Surveyor's Name Date Professional Surveyor's License No.: Business Name, Address, City, State, Mail Code This form complies with Recording Requirements, 1937 PA 103, MCL 565,201 to 666.203 Attachment C DEPARTMENT OF TECHNOLOGY, MANAGEMENT & BUDGET, VEHICLE AND TRAVEL SERVICES (YTS) SCHEDULE OF TRAVEL RATES FOR CLASSIFIED and UNCLASSIFIED EMPLOYEES EFFECTIVE October 1, 2014 MICHIGAN SELECT CITIES * Meals and Lodging Lodging** Breakfast Lunch Dinner 1N-STATE ALL OTHER Meals and Lodging Lodging ** Breakfast Lunch Dinner Per Diem Total Per Diem Lodging Breakfast Lunch Dinner Group Meetings Group Lunch OUT-OF-STATE SELECT CITIES * Meals and Lodging Lodging ** Breakfast Lunch Dinner OUT-OF-STATE ALL OTHER Meals and Lodging Lodging ** Breakfast Lunch Dinner Per Diem Total Per Diem Lodging Breakfast Lunch Dinner Incidental Costs Per Day (with overnight stay) MILEAGE RATES Standard Rate (State's Mid-Sized Car Cost) * See select cities listing. ** Lodging available nightly at State rate, or call Conlin Travel at 877-659-2179. $75.00 10,25 10.25 24.25 $75.00 8.50 8.50 19.00 $81.50 45.50 8.50 8.50 19.00 11,50 Contact Conlin Travel 13.00 13.00 25.25 Contact Conlin Travel 10.25 10.25 23,50 $89,50 45.50 10.25 10.25 23,50 5.00 $.390 per mile SELECT HIGH COST CITY LIST TRAVEL RATE REIMBURSEMENT FOR CLASSIFIED and UNCLASSIFIED EMPLOYEES EFFECTIVE October 1, 2014 MICHIGAN SELECT CITIES AND COUNTIES CITIES COUNTIES Ann Arbor, Detroit, Holland, Mackinac Island, Pontiac, Auburn Hills, South Haven All of Wayne All of Oakland OUT-OF-STATE SELECT CITIES _ STATE SELECT CITY OR COUNTY AS DEFINED STATE SELECT CITY OR COUNTY AS DEFINED ARIZONA Phoenix Scottsdale CALIFORNIA Los Angeles (Los Angeles, Orange & Ventura Counties, and Edwards AFB) / Monterey! Palm Springs (San Diego / San Francisco / Santa Monica South Lake Tahoe / Truckee / Yosemite National Park COLORADO Aspen / Telluride / Vail CONNECTICUT Bridgeport / Danbury DISTRICT OF Washington DC (also the cities of COLUMBIA Alexandria, Falls Church, and .Fairfax and the counties of Arlington and Fairfax in Virginia; and the counties of Montgomery and Prince George in Maryland) (See also Maryland and Virginia) FLORIDA Boca Raton / Delray Beach / Jupiter / Fort Lauderdale / Key West IDAHO Sun Valley / Ketchum ILLINOIS Chicago (Cook and Lake Counties) LOUISIANA New Orleans MARYLAND Counties of Montgomery and Prince Georges / Baltimore City / Ocean City MASSACHUSETTS Boston (Suffolk)/Cambridge/Burlington Woburn / Martha's Vineyard MINNESOTA Minneapolis / St Paul Hennepin & Ramsey County NEVADA Las Vegas NEW MEXICO Santa Fe NEW YORK Manhattan (the borough of Manhattan, Brooklyn, Bronx Queens, and Staten Island) Riverhead / Ronkonkoma Melville / Smithtown / Tarrytown White Plains / New Rochelle PENNSYLVANIA Bucks County! Philadelphia RHODE ISLAND Bristol / Jamestown / Middletown Newport (Newport County) Providence TEXAS Austin / Dallas / Houston L.B. Johnson Space Center UTAH Park City (Summit County) VERMONT Manchester / Stowe (Lamoille County) VIRGINIA Alexandria! Falls Church !Fairfax WASHINGTON Seattle 2 $ 5,000 0 0 83.280 $ 20,000 22,080 12,600 331 931 FISCAL NOTE (MISC. #15139) May 21,2015 BY: Finance Committee, Tom Middleton, Chairperson IN RE: CLERK/REGISTER OF DEEDS — 2015 SURVEY AND REMONUMENTATION GRANT ACCEPTANCE 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 resolution and finds: 1. The Michigan Department of Licensing and Regulatory Affairs (LARA), Bureau of Construction Codes, Office of Land Survey and Remonumentation awarded the Oakland County Clerk/Register of Deeds funding in the amount of $486,611 for the Remonumentation program, with no County match required. 2. Of the total grant award, $386,611 will fund current program costs and $100,000 as reimbursement for expedited expenditures. 3. The grand funding period is January 1,2015 through December 31, 2015. 4. The grant will partially reimburse one (1) existing full-time eligible GF/GP Plat & Boundary Review Specialist, position #09329. 5. The future level of service, including personnel, will be contingent upon the level of funding available from the State. 6. The reimbursement of $100,000 will be used to reimburse the Register of Deeds Automation Fund for expedited expenditures referenced in M.R. #12336. 7. A budget amendment is recommended for Fiscal Year 2015 Special Revenue Budget to reflect the current program grant award as follows: CLERK SURVEY REMONUMENTATION FUND (#29220) Grant #GR0000000345 Activity GLB, Analysis Type GLB, Bud Ref 2015 Revenue 2010401-172180-615571 Expenditures 2010401-172 180-7020 10 2010401-172180-730373 2010401-172180-730709 2010401-172180-731458 State Operating Grants Total Revenue Salaries Regular Contracted Services Fees — Per Diems Professional Services Total Expenditures Adopted Amendment Amended $298,331 $ 88,280 $386,611 $298,331 $ 88,280 $386,611 $ 15,000 22,080 12,600 248.651 $298,331 $ 88,280 8186.,611_ FINANCE COMMITTEE FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Matis absent. Resolution #15139 May 21, 2015 Moved by Spisz supported by Jackson the resolutions (with fiscal notes attached) on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Dwyer, Fleming, Gingell, Gosselin, Hoffman, Jackson, KowaII, Long, Matis, McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack, Crawford. (19) NAYS: 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). MEW APPROVE THIS RESOLLMON 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 21, 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 21 8' day of May 2015. Lisa Brown, Oakland County