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HomeMy WebLinkAboutResolutions - 2016.07.20 - 22451MISCELLANEOUS RESOLUTION # 16183 BY: Commissioner Phillip J. Weipert, District #8 IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2016 APPROPRIATION — CITY OF WIXOM — JOINT AND CRACK SEALING OF NUMEROUS LOCAL ROADS AND PAVEMENT MARKINGS — PROJECT NO. 2016-15 To the Oakland County Board of Commissioners: Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Board of Commissioners has authorized the Pilot Local Road Improvement Program to assist Oakland County's cities and villages with the construction, maintenance and repair of roads under the supervision, direction and control of cities and villages; and WHEREAS Miscellaneous Resolution #16103 provides that any Oakland County appropriation in support of the Pilot Local Road Improvement Program shall be distributed only after completion of all of the following: 1. The municipality has fully completed and returned the standard project application form approved by the Local Road Improvement Program Subcommittee; and 2. The municipality has submitted a statement detailing that the project will fulfill the requirement of encouraging and assisting businesses to locate in the county, as required in MCL 123.872; and 3. The municipality has agreed to comply with the provisions of MCL 123.872 that require that a report shall be submitted to the Board of Commissioners outlining the project activities and the degree that the municipality has met the stated purpose of the project; and 4. The municipality has agreed to comply with policies and procedures of the program as approved by the Board of Commissioners including supplementary policies approved by the Local Road Improvement Program Subcommittee; and 5. The Local Road Improvement Program Subcommittee of the Finance Committee has reviewed and recommended approval of the application; and 6. The Commissioner(s) representing the city or village requesting the project submits a resolution authorizing the appropriation of the County's maximum 50% share of the project from the General Fund Designated Fund Balance for Pilot Local Road Improvement Program. The resolution shall be approved by the Finance Committee and the full Board; and 7. A public hearing on the proposed project is conducted during a meeting of the Board of Commissioners; and 8. The municipality has approved and executed a cost participation agreement prepared by Corporation Counsel in accordance with requirement provided in the policies and procedures of the program as approved by the Board of Commissioners including supplementary policies approved by the Local Road Improvement Program Subcommittee; and 9. The municipality submits an invoice to the county in accordance with the conditions included in the cost participation agreement; and WHEREAS the City of Wixom has identified a project and submitted an application detailing the goals and outcomes of the project; and WHEREAS the City of Wixom has demonstrated that it has available funding equal to a minimum of 50% the project costs; and WHEREAS Oakland County's share of the Fiscal Year 2016 authorized amount of the Local Road Improvement Program funding for Project No. 2016-15 in the City of Wixom is $18,814; and WHEREAS a public hearing regarding the project has been held before the Board of Commissioners in accordance with the requirements of MCL 123.872; and WHEREAS upon review of the project application, the Board of Commissioners has determined that the completion of the project will encourage and assist businesses to locate in Oakland County. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the City of Wixom and authorizes the release of Local Road Improvement Program funds from the Oakland County Designated Fund Balance. BE IT FURTHER RESOLVED that the Chairman of the Board of Commissioners is authorized to execute the cost participation agreement with the City of Wixom prepared by Corporation Counsel for the Pilot Local Road Improvement Program Project No. 2016-15. BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this resolution to Oakland County Fiscal Services and the City of Wixom. Chairperson, I move the adoption of the foregoing Resolution. Commissioner Phillip J. Weipeii District *8 LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM COST PARTICIPATION AGREEMENT Joint and Crack Sealing of Local Roads and Pavement Markings City of Wixom Board Project No. 2016-15 This Agreement, made and entered into this day of , 2016, by and between the Board of Commissioners of the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the City of Wixom, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD has established the Pilot Local Road Improvement Matching Fund Program, hereinafter the PROGRAM, for the purposes of improving economic development in Oakland County cities and villages. The terms and policies of the PROGRAM are contained in Attachment A. The BOARD intends the PROGRAM to assist its municipalities by offering limited funds, from state statutory revenue sharing funds, for specific, targeted road maintenance and/or improvement projects on roadways under the jurisdiction of cities and villages; and WHEREAS, the BOARD shall participate in a city or village road project in an amount not exceeding 50% of the cost of the road improvement, hereinafter referred to as the PROJECT, and also not exceeding the Preliminary Distribution Formula as it relates to the COMMUNITY, (Attachment B); and WHEREAS, the COMMUNITY has identified the PROJECT as Joint and Crack Sealing of Local Roads and Pavement Markings, as more fully described in Attachment C, attached hereto, and made a part hereof, which improvements involve roads under the jurisdiction of and within the COMMUNITY and are not under the jurisdiction of the Road Commission for Oakland County or state trunk lines; and WHEREAS, the COMMUNITY has acknowledged and agreed to the BOARD's policies regarding the PROGRAM, Attachment A, and further acknowledge and agree that the PROJECT's purpose is to encourage and assist businesses to locate and expand within Oakland County and shall submit a report to the BOARD identifying the effect of the PROJECT on businesses in the COMMUNITY at the completion of the PROJECT. In addition, the COMMUNITY acknowledges that the program is meant to supplement and not replace funding for existing road programs or projects; and WHEREAS, the COMMUNITY has acknowledged and agreed that the PROGRAM is expressly established as a pilot program and there is no guarantee that the PROGRAM will be continued from year to year. The COMMUNITY further acknowledges and agrees that if the PROJECT is a multi-year road improvement project, the maximum number of years for the PROJECT funding is three (3) years, although the BOARD anticipates that most PROJECT's funded under the PROGRAM will be completed by the end of calendar-year 2017, and there is no obligation on behalf of the BOARD to fund either the PROJECT or the PROGRAM in the future; and WHEREAS the COMMUNITY has acknowledged and agreed that the COMMUNITY shall assume any and all responsibilities and liabilities arising out of the administration of the PROJECT and that Oakland County shares no such responsibilities in administering the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $48,814; and WHEREAS, said PROJECT involves certain designated and approved Local Road Improvement Matching Funds in the amount of $18,814, which amount shall be paid to the COMMUNITY by the BOARD; and WHEREAS, the BOARD and the COMMUNITY have reached a mutual understanding regarding the cost sharing of the PROJECT and wish to commit that understanding to writing in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants set forth herein and in conformity with applicable law and BOARD resolution(s), it is hereby agreed between the COMMUNITY and the BOARD that: 1. The BOARD approves of the PROJECT, and in reliance upon the acknowledgements of the COMMUNITY, finds that the PROJECT meets the purpose of the PROGRAM. 2. The BOARD approves of a total funding amount under the PROGRAM for the PROJECT in an amount not to exceed $18,814, The COMMUNITY shall submit an invoice to the COUNTY in the amount of $18,814, addressed to Lynn Sonkiss, Manager of Fiscal Services, Executive Office Building, 2100 Pontiac Lake Road, Building 41 West, Waterford, MI 48328, upon execution of this Agreement. Upon receipt of said invoice, the BOARD shall pay the COMMUNITY the sum of $18,814 from funds available in the PROGRAM. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and date first written above. OAKLAND COUNTY BOARD OF COMMISSIONERS By: Its: COMMUNITY By: It's: ATTACHMENT C Pilot Local Road Improvement Matching Fund Program Joint and Crack Sealing of Local Roads and Pavement Markings Board Project No. 2016-15 City of Wixom wishes to extend the pavement preservation program for local roads in its industrial and commercial districts. The program will include additional joint and crack pavement sealing and roadway marking with legend placements. Subsequently, the City plans to utilize the RoadSoft software to track the condition of the legend placements as part of our asset management program. Roads include: Beck Road, West Road, Liberty Drive, Lone Lane, Wixom West Tech, Frank Street, Anna Court, Anthony Street, Alpha Court, Alpha Drive, and Tower Court. ESTIMATED PROJECT COST Crack and Joint Sealing $16,050 Slurry Coat Installation $15,264 Pavement Markings and Legends $17,500 Total Project Construction Cost $48,814 COST PARTICIPATION BREAKDOWN COMMUNITY BOARD TOTAL TOTAL COST $30,000 $18,814 $48,814 RETURN TO AGENDA BOARD OF COMMISSIONERS 1200 N. Telegraph Road Pontiac, MI 48341-0475 Phone: (248) 858-0100 Fax: (248) 858-1572 2016 APPLICATION FORM LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM Background: Oakland County has established a Local Road Improvement Matching Fund Pilot Program for the purposes of improving economic development in Oakland County cities and villages. The County intends this Program to assist its municipalities by offering limited matching funds for specific, targeted road maintenance and/or improvement projects on roadways under the jurisdiction of cities and villages. Proiect Policies and Guidelines: The Oakland County Board of Commissioners and the Local Road improvement Subcommittee has established policies, procedures and guidelines for project consideration. These documents have been included as Attachment "A". Available Funding: Oakland County's maximum contribution for projects in eligible cities or villages has been established within the distribution formula included as Attachment "B". Required Matching Funds: A city or village participating in the Local Road Improvement Matching Fund program shall match any funds authorized by the Oakland County Board of Commissioners in an amount equal to a minimum of 50% of the cost of the total project award. Funding shall be utilized to supplement and enhance local road maintenance and improvement programs. Funding is not intended to replace existing budgeted local road programs or to replace funding already committed to road improvements. REQUESTING LOCAL GOVERNMENT MUNICIPALITY CONTACT PERSON TELEPHONE NUMBER City of Wixom Tim Sikma 248-624-0141 DPW Director STREET ADDRESS CITY/ZIP E-MAIL ADDRESS 49045 Pontiac Trail Wixom, Ml 48393 tsikma@wixomgov.org PROJECT INFORMATION SHORT DESCRIPTION OF PROJECT City of Wixom wishes to extend the pavement preservation program for local roads in its industrial and commercial districts. The program will include additional joint and crack pavement sealing and roadway marking with legend placements. Subsequently, the City plans to utilize the RoadSoft software to track the condition of the legend placements as part of our asset management program. ROAD/ROAD(S) TO BE IMPROVED The roads to be improved include Beck Road, West Road, Liberty Drive, Lone Lane, Wixom West Tech, Frank Street, Anna Court, Anthony Street, Alpha Court, Alpha Drive, and Tower Court. See attached Map DESCRIPTION City of Wixom conducted a Pavement Surface Evaluation and Rating (PASER) study in 2015 that shows the pavement condition and the ranking of all local roads in Wixom. This information was then compared to the PASER ratings from 2008 to assess a new ranking of priorities for the Road Maintenance Master Plan. The 2015 study identified several areas where roads have reached the end of their useful life and other areas where roads are going to need pavement preservation. Within this plan, several commercial and industrial roads have been targeted for rehabilitation and others for pavement preservation. The plan includes several paving projects that will be constructed in 2017. The projects that have been identified to be completed are: Beck Road rehabilitation from West Road to Pontiac Trail; reconstruction of Frank Street and Anthony Street; and rehabilitation of Wixom Tech Drive and West Tech Drive. After this rehabilitation is complete, the City will place pavement marking and legends on the roadways. The 2016 pavement preservation includes joint and crack sealing, slurry coat installation and the pavement marking for roads that will not be rehabilitated. These road include Liberty Drive, Lone Lane, Anna Court, Alpha Court, Alpha Drive, and Tower Court. The Road Maintenance Master Plan was first created in 1995 and has been a guiding tool ever since. We update the master plan on a regular basis and anticipate depending upon the master plan for many years in the future. ECONOMIC IMPACT OF PROJECT The Local Road Improvement Pilot Program has been established under MCL 123.872, the Gifts of Property Act, which provides that "A county may grant or loan funds to a township, village, or city located within that county for the purpose of encouraging and assisting businesses to locate and expand within the county." DESCRIBE HOW THE PROJECT MEETS THE STATUTORY REQUIRMENT OF ENCOURAGING AND ASSISTING BUSINESS TO LOCATE AND EXPAND IN THE COUNTY The City is aggressively campaigning and competing for high tech and light industrial users. We have supported the development of speculative industrial parks and redevelopment of the former Ford Wixom Assembly Plant. More than a few times in recent months, and in the last couple of years, we have lost potential European and Asian companies due to the condition of our City roads. Maintaining the City roads is a critical factor in attracting new investors and developers, and these improvements will preserve one of Wixom's core public facilities. Recent studies have shown that well maintained roads can have a direct effect in maintaining property values, and business owners don't mind paying their taxes when they feel the City shows a commitment to maintaining its infrastructure. ADDITIONAL INFORMATION The Local Road Improvement Program Subcommittee of the Finance Committee of the Oakland County Board of Commissioners has been tasked with managing this program and making recommendations for project approval. Please supply any additional information you believe may be helpful in the consideration of your application. OPTIONAL ADDITIONAL INFORMATION Wixom's Local Development Financing Authority (LDFA) has an adopted Development Plan that includes the projects identified in this application. The projects are a priority for the LDFA. In addition, the LDFA's Plan includes several paving projects that will be constructed in 2017. Road improvements and street enhancements in the LDFA business district are a priority for the City of Wixom. REPORT FOLLOWING COMPLETION OF THE PROJECT MCL 123.872 requires that "the grant or loan contract made by a county shall require a report to the county board of commissioners regarding the activities of the recipient and the degree to which the recipient has met the stated public purpose of the funding". The City Of Wixom I, on behalf of , have been provided with a copy of the Policies and Procedures of the Local Road Improvement Program (Attachment "Al and agree to comply with these terms and conditions. The City Of Wixom I, on behalf of , understand and agree to comply with the requirement to provide the Oakland County Board of Commissioners with a report following the completion of an approved project outlining the degree to which the project met the stated purpose of the funding. 07/08/2016 Signature of Authorized Party Date Tim Sikma, City of Wixom DPW Director Printed Name and Title Please return completed application to: Local Road Improvement Subcommittee Oakland County Board of Commissioners 1200 N. Telegraph Road Pontiac, MI 48341-0475 A pdf copy of application can be emailed to: Chris Ward, Senior Analyst wardcc@oakgov.com Questions regarding the application and approval process should be directed to Chris Ward at the email address above or by phone at (248)858-0111 Resolution #16183 July 20, 2016 Commissioner Middleton, Acting Chairperson referred the resolution to the Finance Committee. There were no objections.