HomeMy WebLinkAboutResolutions - 2016.08.18 - 22484MISCELLANEOUS RESOLUTION # 16186
BY: Commissioner John Scott, District #5
IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL
YEAR 2016 APPROPRIATION — CITY OF SYLVAN LAKE — REMOVE AND REPLACE SECTIONS OF
PONTIAC DR., INVERNESS ST., GARLAND ST., AVONDALE ST., LAKELAND AVE., OAKWOOD
ST., ROSEDALE AVE. — PROJECT NO. 2016-13
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 0/D 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 Sylvan Lake has identified a project and submitted an application detailing the
goals and outcomes of the project; and
WHEREAS the City of Sylvan Lake 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. 2016-13 in the City of Sylvan Lake is $3,287; 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 Sylvan Lake 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 Sylvan Lake prepared by Corporation Counsel for the
Pilot Local Road Improvement Program Project No. 2016-13.
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 Sylvan Lake.
Chairperson, I move the adoption of the foregoing Resolution.
Commissioner John Scott
District #5
LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM
COST PARTICIPATION AGREEMENT
Remove and Replace Sections of Pontiac Dr., Inverness St., Garland St., Avondale St.,
Lakeland Ave., Oakwood St., Rosedale Ave.
City of Sylvan Lake
Board Project No. 2016-13
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 Sylvan Lake, 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 Remove and Replace Sections
of Pontiac Dr., Inverness St., Garland St., Avondale St., Lakeland Ave., Oakwood St.,
Rosedale Ave., 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 $50,000; and
WHEREAS, said PROJECT involves certain designated and approved Local Road
Improvement Matching Funds in the amount of $3,287, 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 $3,287, The COMMUNITY shall submit an invoice to
the COUNTY in the amount of $3,287, 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 $3,287 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
Remove and Replace Sections of Pontiac Dr., Inverness St., Garland
St., Avondale St., Lakeland Ave., Oakwood St., Rosedale Ave.
Board Project No. 2016-13
Remove and Replace several of the most deteriorated portions of the streets. Once the
asphalt is removed, the base will be inspected to determine if any base or sub-base work
needs to be done prior to repaving.
ESTIMATED PROJECT COST
Total Project Construction Cost $50,000
$50,000
COST PARTICIPATION BREAKDOWN
COMMUNITY BOARD TOTAL
TOTAL COST $46,713 $3,287 $50,000
RETURN TO AGENDA
BOARD OF COMMISSIONERS
1200 N. Telegraph Road
Pontiac, MI 48341-0475
Phone: (248) 858-0100
FAN: (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 '13".
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 Sylvan Lake
CONTACT PERSON
John Martin
City Manager
TELEPHONE NUMBER
248-682-1440
STREET ADDRESS
1820 Inverness
CITY/ZIP
Sylvan Lake MI 48320
E-MAIL ADDRESS
Citymanager@sylvanlake.org
PROJECT INFORMATION
SHORT DESCRIPTION OF PROJECT
We will continue our R&R or severely deteriorated local roads. There are various location without
an "entire" street being repaved. Last year we spent approximately $80,000 on R&R and have
budgeted $60,000 this FY. (2016/17)
ROAD/ROAD(S) TO BE IMPROVED
Sections of: Pontiac Drive, Inverness, Garland, Avondale, Lakeland, Oakwood, Rosedale
DESCRIPTION
Remove and Replace several of the most deteriorated portions of the streets. Once the asphalt is
removed, the base will be inspected to determine if any base or sub-base work needs to be done
prior to repaving.
It is not prudent to remove and replace sections that are still in good shape. We hope to gain
several years of wear before having to replace entire sections of street, It doesn't look as nice, but
is very effective.
PROJECT BUDGET
FUNDING REQUESTED
$3,287
LOCAL MATCH
$3,287
TOTAL PROJECT BUDGET
$50,000 to $60,000
DESCRIPTION OF PROPOSED PROJECT EXPENDITURES
The total expenditure will be removing and replacing asphalt and repairing base and sub base only
as needed,
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 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
Safe, drivable streets that are free of pot holes and bumps are necessary for returning customers.
Even though the streets being repaired or replaced may not be adjacent to a local business at this
time, the fact that the City cares about the usefulness and appearance of this portion of
infrastructure shows businesses it cares about "the City" in general and that includes businesses.
That will not only attract but keep businesses in the area.
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 MULT1-YEAR PLAN INCLUDING ESTIMATED PROJECT BUDGET AND CARRYOVER PERIOD OF COMMUNITY'S
ALLOCATION
We intend to continue our annual removal and replacement of asphalt for the next 4 or 5 years with
an annual budget of at least $40,000. The projected annual contribution from Oakland County is
less than $4,000, so there will no problem meeting the required match.
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
Thank you very much for the offer of financial support.
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 , 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 , 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.
Signature of Authorized Party Date
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 #16186 July 20, 201
Commissioner Middleton, Acting Chairperson referred the resolution to the Finance Committee. There
were no objections.
FISCAL NOTE (MISC. #16186) August 18, 2016
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR
2016 APPROPRIATION — CITY OF SYLVAN LAKE — REMOVE AND REPLACE SECTIONS OF PONTIAC
DR., INVERNESS ST., GARLAND ST., AVONDALE ST., LAKELAND AVE., OAKWOOD ST., ROSEDALE
AVE. — PROJECT NO. 2016-13
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. On May 18, 2016, the Board of Commissioners (BOC) approved Miscellaneous Resolution #16103
which designated $1,000,000 in fund balance for the Local Road Improvement Matching Program for
the purposes of improving economic development in Oakland County cities and villages.
2. Funding of $3,287 is available in the General Fund Assigned Fund Balance for Local Road
Improvement Matching Program 2016 funding (account #383465) for project 2016-13.
3. This project is to remove and replace several of the most deteriorated portions of the streets.
4. The FY 2016 budget be amended as follows:
GENERAL FUND #10100
Revenue
90101 01-1 96030-665882
Expenditures
9010101-153000-740085
FY 2016
Planned Use of Balance $3,287
Total Revenues $3,287
Local Road Funding Program $3,287
Total Expenditures $3,287
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Long absent.
3/1
Resolution #16186 August 18, 2016
Moved by Fleming supported by Quarles the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Fleming, Gingell, Hoffman, Jackson, Kochenderfer, KowaII, Long, McGillivray,
Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bowman, Crawford. (19)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
I HEFIEBY APPROVg1141$ HesOLUTION
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 August 18,
2016, 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 18th day of August, 2016.
Lisa Brown, Oakland County