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HomeMy WebLinkAboutResolutions - 2016.07.20 - 22453MISCELLANEOUS RESOLUTION # 16185 BY: Commissioner John Scott, District #5 IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2016 APPROPRIATION — CITY OF KEEGO HARBOR — RECONSTRUCTION AND RESURFACING OF S. CASS LAKE RD. AND PORTMAN ST. — PROJECT NO. 2016-08 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 Keego Harbor has identified a project and submitted an application detailing the goals and outcomes of the project; and WHEREAS the City of Keego Harbor 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. 2016-08 in the City of Keego Harbor is $3,774; 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 Keego Harbor 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 Keego Harbor prepared by Corporation Counsel for the Pilot Local Road Improvement Program Project No. 2016-08. 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 Keego Harbor. Chairperson, I move the adoption of the foregoing Resolution. Commissioner John Scott District #5 LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM COST PARTICIPATION AGREEMENT Reconstruction and Resurfacing of South Cass Lake Rd. and Portman St. City of Keego Harbor Board Project No. 2016-08 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 Keego Harbor, 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 Reconstruction and Resurfacing of South Cass Lake Rd. and Portman St., 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 $130,000; and WHEREAS, said PROJECT involves certain designated and approved Local Road Improvement Matching Funds in the amount of $3,774, 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 $3,774, The COMMUNITY shall submit an invoice to the COUNTY in the amount of $3,774, 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 $3,774 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 Reconstruction and Resurfacing of S. Cass Lake Rd. and Portman St. City of Keego Harbor Board Project No. 2016-08 Pulverize the existing road, mill and resurface with asphalt utilizing the pulverized product, establish the proper water run-off, adjusting or reconstructing manholes. Replace any culvert pipe that is failing, jetting out clogged areas. Pitch the road for the proper water run off by improving areas that have standing water problems. ESTIMATED PROJECT COST Total Project Construction Cost $130,000 $130,000 COST PARTICIPATION BREAKDOWN COMMUNITY BOARD TOTAL TOTAL COST $126,226 $3,774 $130,000 RETURN TO AGENDA BOARD OF COMMISSIONERS 1200 N. Telegraph Road Pontiac, MI 48341-0475 Phone: (248) 8584100 Fax: (248) 855-1572 2016 APPLICATION FORM LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM Backciround: 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. Project 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 City of Keego Harbor CONTACT PERSON Linda Vol] TELEPHONE NUMBER 248-682-1930 STREET ADDRESS 2025 Beeohmont CITY/ZIP Keego Harbor 48320 E-MAIL ADDRESS clerk@keegoharbor.org PROJECT INFORMATION SHORT DESCRIPTION OF PROJECT The City does road resurfacing on an annual basis, using Act 51 funding. ROAD/ROAD(S) TO BE IMPROVED All the roads located in Keego Harbor to be resurfaced DESCRIPTION Work with Asphalt Specialist Incorporated (ASI) and Hubbell Roth & Clark (HRC, City Engineers) and evaluate the road conditions, rate each road from Good, Fair, Poor, Poor to Fair and Fair to Poor, then City Council discusses the findings and establish the roads to be resurfaced for that fiscal year. The City of Keego Harbor is part of the Asset Management Plan and has been resurfacing roads roads since 2008. See attachments PROJECT BUDGET FUNDING REQUESTED $65,000 LOCAL MATCH $65,000 TOTAL PROJECT BUDGET $130,000 DESCRIPTION OF PROPOSED PROJECT EXPENDITURES South Cass Lake and Portman Roads to pulverize the existing road, milt and resurface with asphalt ufilizing the pulverized product, establish the proper water run off, adjusting or reconstructing manholes. Replace any culvert pipe that is failing, jetting out clogged areas. Pitch the road for the proper water run off by improving areas that have standing water problems. ECONOMIC IMPACT OF PROJECT The Local Road Improvement Pilot Program has been established under MCL 123.872, the Gifts of Property Act, w h i c h 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 KOW T1-1E PROJECT MEETS THE STATUTORY R OUIRMENT OF ENCOURAGING AND ASSISTING BUSINESS TO LOCATE AND EXPAND IN THE COUNTY By improving roads, the residential area improves, with pulling permits to make a face lift to their homes, building new homes, business that connect to these resurfaced roads will also improve their parking lot, give the outside of their buildings a new look. Empty store fronts will be leased knowing the community cares about the residents and businesses and will work with them on keeping the community looking good, road resurfacing this sets a precedentsand the economic development will improve. OPTIONAL MULTI-YEAR PROJECT PLAN The Local Road Improvement Program has been expressly established as a pilot program. There is no guarantee the program will be continued from year to year. The Local Road Improvement Program Subcommittee recognizes that the allocation authorized for local governments may not provide adequate funding in a single year to allow a project to move forward. Local governments shall be offered the opportunity to submit project plans that would necessitate the accumulation of multiple years of the community's allocation amount to fulfill the County's share of a project budget. A multi-year project plan submittal shall not exceed three years in duration. The allocation amount available to each community is subject to change annually based upon the factors utilized in the distribution formula. Consideration of multi-year project plans does not obligate Oakland County in any way to fund any project or program in the future. These plans are meant to be utilized for planning purposes and for consideration by the Oakland County Board of Commissioners to authorize a limited carryover of a community's allocation year to year. DESCRIPTION OF MULTI-YEAR PLAN INCLUDING ESTIMATED PROJECT BUDGET AND CARRYOVER PERIOD OF COMMUNITY'S ALLOCATION To continue with the Road Preservation Program for the City of Keego Harbor for the next three years would be approximately 500,000 for the next 3 years or more depending on the city budget and how much excess the city may have. f Authorized Party ThAtA-I Printed Name and Title 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 The City of Keego Harbor is a small community that is a walk able community, the street are very important to the residents since their children live close to Roosevelt Elementary School and Abbott Middle School located on Orchard Lake and Commerce Roads and walk to school each day, even in the winter months the city makes sure the sidewalks are clear for pedestrian traffic. The city is about -1 square mile with approximately 10 miles of roads, there is the new Magnolia by the Lakes project that is being built, which will bring in more business, and businesses in turn helping to increase the city tax base. Magnolia is located in the TIFA District, which ties up those funds. So the General Fund increase is minimal. 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". City of Keego Harbor I, on behalf of • have been provided with a copy of the Policies and Procedures of the Local Road Improvement Program (Attachment "A") and agree to comply with these terms and conditions. I, on behalf of City of Keego Harbor • 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. .0 4, Date Please return completed application to: Local Road Improvement Subcommittee Oakland County Board of Commissioners 1200 N. Telegraph Road Pontiac, Ml 48341-0475 A pdf copy of application can be emailed to: Chris Ward, Senior Analyst wardccPoakgov.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 ' . . City of keego Harbor Road Asset Management Plan Anderson, Eckstein and Westrick, Inc. "Engineering Strong Communities" May 21, 2009 • Plan for allocation of funding • Prioritize streets • By POI Rating • By classification • By resident use • Determine the proper course of action • Basic maintenance • Capital Preventive Maintenance • Structural Improvement City of Keep? Harbor UV .1 Itsvp Anderson, Eckstein and Westrick, Inc. Road Asset Management Plan Page 2 7. 4 _ • Breakdown by street classification: • Major Roads — 1.93 Miles Local Roads — 6.94 Miles City of Keego Harbor Anderson, Eckstein and Westrick, Engineering Services Page 3 f 4145 !RAI t.i City of Keego Harbor Road Asset Management Plan ,Chy To! I I Anderson, Eckstein and Westrick, inc. Page 4 City ofKeego Harbor Loy cl Plscv Hari. Anderson, Eckstein and Westrick, Inc. Road Asset Management Plan Page 5 • 2005 — City streets were rated in terms of Pavement Quality Index (PQI), which is based on pavement surface condition and ride comfort ratings • PC21 ranges from 1 to 10 as follows: • 10 — 8.5 Excellent • 8.5 — 7.0 Very Good • 7.0 — 5.5 Good • 5.5 — 4.0 Fair • 4.0 — 2.5 Poor • <2.5 Very Poor/Failed • The Average PC)1 Rating for City streets was 3.6 OV of Keels tlarbw Anderson, Eckstein and Westrick, Inc. Page 6 City of Keego Harbor Engineering Services 1111 !WI !I a ------ City of Keego Harbor Cii,pr kith Anderson, Eciutein and Westrick, Inc. Engineering Services Page 7 • Act 51 funds • Averages approximately $140,000 each year • Current split: 70% Major Streets/30% Local • Up to 50% of major street funds may be transferred to local streets • MDOT approval required • Projected annual funds, if 50% is transferred to local streets: • 35% Major Streets ($49,000) • 65% Local ($91,000) • Both funds cover eligible operating expenses, as well as winter maintenance, repairs and reconstruction Or/ of Its.g• Harbor Anderson, EcItstein and Westrick, Inc. Page 8 City of Keego Harbor Road Asset Management Plan Cry M 11(11•1111 1.111701 Anderson, Eckstein and Westrick, Inc. Page 9 City of Keego Harbor Road Asset Management Plan • Fund Surplus • Approximately $700,000 • Split 50% Major / 50% Local • $350,000 Major / $350,000 Local • Grants and other funding mechanisms • Grant opportunities limited • Bond measure was not passed Anderson, Eckstein and Westrick, Inc. Page 10 City of Keego Harbor Road Asset Management Plan • Planned utility repairs • Currently no sewer or water main projects are planned • Drainage • Drainage problems may affect pavement life • The following plan does not address ongoing drainage issues • City intends to address drainage using DPW staff • Existing driveways • The following plan does not consider grade changes which may affect existing driveway aprons • Design and Construction Administration • Recommended to comprehensively address concerns • Quality Assurance •-• `-,FP"7-4' ' L .41,`CS-5Y " "-kr • Basic Routine Maintenance • For streets with PQI greater than 7 • Includes patching minor potholes, sweeping, sealing tight cracks • Capital Preventive Maintenance • Necessary for streets with PC11 ratings between 5.5 and 7 • Extends pavement life by preventing structural failure • Reduces need for reconstruction • Includes crack sealing, chip seals, microsurfacing, surface milling and thin asphalt overlays • Structural Improvement • For streets with POI less than 5.5 • Includes structural overlays, crush and shape or reconstruction City of Keego Harbor Road Asset Management Plan ay of Kw". itutas 1., • " Jill Anderson, Eckstein and Westrick, Inc. Page ii Anderson. Eckstein and Westrick. Inc. Page 12 City of Keep Harbor Road Asset Management Plan • Year I — 2009 — Total Cost: $364,395.08* • Rehabilitation with Base Repair / Mill and Resurface Road Classification Average PQI Construction Rating Cost* Maddy Lane — Orchard Lake to Major 4.4 $11,938.47 Beland Maddy Lane — Beland to end Local 2.9 $107,446.25 Sylvan Glen — Hensman to end Local 3.5 $56,402.64 *Based on bid prices received by the City from Orion Asphalt and Concrete Specialists .„ • Year 2 — 2010 Total Cost: $75,000 ▪ Rehabilitation with Base Repair Road Classification Average PC11 Construction Rating Cost • Preventive Maintenance - $2,000 Budgeted • Pine Lake Avenue — Nagle Court to Elam • Kliest Court • Hester Court — Nagle to South End • Maddy Lane — Orchard Lake to South End City qf Keego Harbor Road Asset Management Plan Cryly al Kam, Ils+11.1 TA:4 Anderson, Eckstein and Westrick, Inc. Page 13 • Year 3 — 2011 — Total Cost: $142,000 • Rehabilitation with Base Repair Road Classification Average Pal Construction Rating Cost Hensmen Street — Beechmont to Local 3.2 $20,000 Rustic • Preventive Maintenance - $2,000 Budgeted • Pine Lake Avenue — Nagle Court to Elam • Kliest Court City of Keego Harbor Road Asset Management Plan Anderson, Eckstein and Westrick, Page 14 • Year 4 — 2012 — Total Cost: $97,000 • Rehabilitation with Base Repair Road Classification Average KV Construction Rating Cost Beechmont Street — Orchard Lake Major N/A $25,000 to South end • Preventive Maintenance - $2,000 Budgeted • Beechmont— Cordell to North End • Willow Beach Avenue — Park Circle to Canal • Cass Lake Avenue — Willow Beach to Cass Lake Road City of Keego Harbor Road Asset Management Plan Cny el Mao,* mow -91—o Anderson, Anderson, Eckstein and Westriek, Inc. Page 15 • Year 5 - 2013 - Total Cost: $100,000 • Rehabilitation with Base Repair Road Classification Average PC11 Construction Rating Cost • Preventive Maintenance - $2,000 Budgeted • Norcott Street — Cass Lake Front to Cass Lake Road • Glenbroke Avenue — Cass Lake Front to Cass Lake Road City of Keego Harbor Road Asset Management Plan oy 1.114.g* Itylom 411.8.4,. 7-4 • Anderson, Eckstein and Westrick, Inc. Page 16 • Keego Harbor's Management Plan must continually evolve • Update as projects are completed • Update as road conditions change • Update as actual prices / bid prices are obtained • Make changes if other funding sources become available • Make changes as utility upgrades are planned • Ongoing evaluation is needed City of Keego Harbor Road Asset Management Plan ofKa ••• Hub s. .9..4 n•••Ca- —.40241 iTr,0102._jE: Anderson, Eckstein and Westrick, Inc. Page 17 Resolution 09-14 CITY OF ICEEGO HARBOR ROAD ASSET MANAGEMENT PLAN Resolution by Council Member Fletcher seconded by Council Member Gubka WHEREAS: The city of Keego Harbor has prepared an Asset Management Plan in accordance with the recommendations of the Asset Management Council which includes allocation of funding, prioritize of streets and methodology to preserve and improve the major and local streets in the city; and WHEREAS: A five year plan has been prepared that includes basic maintenance, capital preventive maintenance and structural improvement; and WHEREAS: the Major Streets within the city of Keego Harbor are currently in relatively good condition; and WHEREAS: City Council has reviewed the Asset Management Plan and approves of the selection of streets planned for improvement and the funds allocated for that purpose; and WHEREAS: The Asset Management Plan is unworkable unless the city is able to allocate funds from the Major Street fund balance to the improvement of local streets; and WHEREAS: City Council is dedicated to the improvement of its city streets in accordance with the Asset Management Plan; and NOW, THEREFORE HE IT RESOLVED, that the City Council for the City of Keego Harbor approves, endorses and adopts the Asset Management Plan as prepared by city staff in conjunction with Anderson, Eckstein and Westrick, Inc., its civil engineering firm. Mayor Rubin declared the resolution adopted June 18, 2009 hereby certify that the above is a true and correct copy of a resolution Adopted by the City Council for the City of Keego Harbor, County of Oakland. Michigan under the date of June 18, 2009. ig 2e oil Dat eego Harbor its City Clerk Resolution #16185 July 20, 2016 Commissioner Middleton, Acting Chairperson referred the resolution to the Finance Committee. There were no objections.