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HomeMy WebLinkAboutResolutions - 2016.07.20 - 22464MISCELLANEOUS RESOLUTION #16195 BY: Commissioner Bill Dwyer, District #14 IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2016 APPROPRIATION — CITY OF FARMINGTON — REPAIR AND RESURFACING OF LOCAL ROADS — PROJECT NO. 2016-03 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 Farmington has identified a project and submitted an application detailing the goals and outcomes of the project; and WHEREAS the City of Farmington 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. 2016-03 in the City of Farmington is $11,642; 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 Farmington 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 Farmington prepared by Corporation Counsel for the Pilot Local Road Improvement Program Project No. 2016-03. 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 Farmington. Chairperson, 1 move the adoption of the foregoing Resolution. Comm\issioner 8ilri5w District #14 LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM COST PARTICIPATION AGREEMENT Repair and Resurfacing of Local Roads City of Farmington Board Project No. 2016-03 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 Farmington, 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 Repair and Resurfacing of Local Roads, 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 $150,000 committed to the current year program; and WHEREAS, said PROJECT involves certain designated and approved Local Road Improvement Matching Funds in the amount of $11,642, 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 $11,642, The COMMUNITY shall submit an invoice to the COUNTY in the amount of $11,642, 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 $11,642 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 Repair and Resurfacing of Local Roads City of Farmington Board Project No. 2016-03 Crack sealing of multiple streets in selected subdivisions, and skip patching of asphalt roads. ESTIMATED PROJECT COST Crack sealing of multiple streets in selected subdivisions, and skip $150,000 patching of asphalt roads $150,000 COST PARTICIPATION BREAKDOWN COMMUNITY BOARD TOTAL TOTAL COST $138,358 — $11,642 $150,000 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. 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 Farmington CONTACT PERSON Charles J. Eudy TELEPHONE NUMBER 248/473-7250 STREET ADDRESS 33720 W. 9 Mile Road CITY/ZIP Farmington, 48335 E-MAIL ADDRESS ceudy@farmgov.com PROJECT INFORMATION SHORT DESCRIPTION OF PROJECT To improve local and major roads within the City of Farmington, by crack sealing, joint replacement, and full slab replacement, as well as mill & fill asphalt roads, and improve pedestrian crossings. ROAD/ROAD(S) TO BE IMPROVED Potential roads could be Chesley north of 8 Mile Road, Smithfield Street south of Grand River, Lilac north Grand River, Power Road south of Grand River, Gill Road north of Freedom Road, Gill Road south of Grand River, 9 Mile Road at eastern City limits, Power Road north of Shiawassee. DESCRIPTION All Concrete Maintenance and HMA projects would include: AudioNideo inspection of route prior to reconstruction. Erosion control as specified by Oakland County Water Resource Commissioner. Barricading per MDOT and/or RCOC standards. Full depth pavement removal, including curb and gutter where applicable. Sub-grade undercut as needed and instructed from engineers as soil conditions dictate. Repair or reconstruct storm water collection system as needed. Repair or reconstruct sanitary collection system as needed. Improve water distribution system as outlined in or 2014 Water Reliability Study. Pedestrian crossing improvements which may include rapid flashing beacons, pedestrian safe zone where crossing multiple lanes of traffic. Detectable warning surface at pedestrian crossings as needed. Turf establishment and timely closeout of Oakland County Soil Erosion Permit. PROJECT BUDGET FUNDING REQUESTED $11,642 LOCAL MATCH $11,642 TOTAL PROJECT BUDGET Construction/Engineering Estimate $3,363,000.00 DESCRIPTION OF PROPOSED PROJECT EXPENDITURES Please see attachments 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 In fall of 2014, the City of Farmington Engineers established a priority list of road maintenance projects. The targeted locations are highly visible and on the major arteries entering the community. Grand River to the east falls outside of our Downtown Development Authority; our vision is to extend the quaint shopping district of the downtown from the Farmington DDA boundaries to Farmington Hills as this area meets the Eight Mile Boulevard. This would expand our shopping district and could ultimately bring more people to our community. To our souther border with Wayne County, Chesley Drive at Eight Mile Road is a gateway to our largest commercial district in the City of Farmington. Improvements in this area would draw a distinct line between Wayne and Oakland Counties, welcoming people to both our county and our Farmington community. Grand River, being the City of Farmington's major thoroughfare and a MDOT Route, must always be maintained as an alternate route when road construction or traffic emergencies occur on 1-696. Any traffic that is re-routed through the City of Farmington is an opportunity for the community to show that it is a family-friendly destination with a lot to offer. Downtown Farmington consist of many boutique-type businesses. Traffic is crucial to their success. A key focus of Farmington City Administration is to make the community a year-round destination. The downtown now includes an outdoor public ice rink in the winter months, summer concerts in the park and a farmers market. Business recruitment is another component to the viability of the community. It is critical to the success of the community that its gateways and pathways are in keeping with the quality of the downtown, and that they are safe. As a walkable destination, pedestrians look for a safe environment to work, play and visit local businesses. If pedestrians do not feel safe crossing major roads, they will likely travel elsewhere. If road surfaces are deteriorated motorist will find a different route to their destination, thus bypassing a small town community. Existing local businesses will endure the higher cost of deliveries, due to the fact if the roads are failing, this causes increased vehicle maintenance cost, which are passed down to the consumer. Pedestrians, motorist, deliveries, and businesses entering the community will see the direct efforts of reinvestment into the community by the Local and County government's. 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 PEMOD OF COMMUNITY'S ALLOCATION The City of Farmington began annual Pavement Surface Evaluation and Rating (PASER) system in 2013. In August this year (2016), will be our fourth (4) year of collecting the PASER data. We have already determined our initial projections of the road maintenance program are not sufficient. Following this year's collection of the PASER system, we will be able to provide our residents an updated Road Program. Earlier this year, the Farmington City Council opened a discussion to re-establish a roads/infrastructure capital improvements program and schedule. The capital improvements program will require DWRF, SAW Grants, and possible bonding. The City of Farmington generates nearly $350,000.00 annually through ACT 51 funds, Local Road Millage, and other funds. We are determining how aggressive we need to be to meet our goals of improving our local and major roads. This program must be a continuing effort, not just a 3 year plan. The first year of plans will be the crack sealing of multiple streets in selected subdivisions, and skip patching of asphalt roads. Our 2016-17 budget includes up to $150,000 allocated for the first year. The second year will focus on joint replacement and structure repairs to our local and major roads. The third year will begin the major reconstruction efforts of infrastructure renewal and road replacement. By the third year, we will have our full reconstruction plan in order with funding established. This is when the City could begin to address the $3,363,000.00 of targeted projects. 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 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". I, on behalf of City of Farmington , 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. City of Farmington 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. DigitalLy teJ kry Charl. J. Ea.. ON: rh=Charles J. Eudy, amCity of Farmington, ol,Publia Services. email.cemlyararmg..conl, ,US Date: 2al s.o7.08 11:02:so -0400' Charles J. Eudy Signature of Authorized Party Charles J. Eudy, Superintendent Printed Name and Title July 8, 2016 Date 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 (24-8)858-0111 Resolution #16195 July 20, 2016 Commissioner Middleton, Acting Chairperson referred the resolution to the Finance Committee. There were no objections.