HomeMy WebLinkAboutResolutions - 2016.08.18 - 22498MISCELLANEOUS RESOLUTION # 16200
BY: Commissioner Bob Hoffman, District #2
IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL
YEAR 2016 APPROPRIATION — VILLAGE OF HOLLY — REHABILITATION OF COGSHALL STREET
— PROJECT NO 2016-06
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 Village of Holly has identified a project and submitted an application detailing the goals
and outcomes of the project; and
WHEREAS the Village of Holly 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. 2016-06 in the Village of Holly is $7,711; 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 Village of Holly 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 Village of Holly prepared by Corporation Counsel for the Pilot
Local Road Improvement Program Project No. 2016-06.
BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this
resolution to Oakland County Fiscal Services and the Village of Holly.
Chairperson, I move the adoption of the foregoing Resolution.
Commissioner Bob Hoffman
District #2
LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM
COST PARTICIPATION AGREEMENT
Rehabilitation of Cogshall Street
Village of Holly
Board Project No. 2016-06
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 Village of Holly, 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 the Rehabilitation of Cogshall
Street, 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 $55,000; and
WHEREAS, said PROJECT involves certain designated and approved Local Road
Improvement Matching Funds in the amount of $7,711, 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 $7,711, The COMMUNITY shall submit an invoice to
the COUNTY in the amount of $7,711, 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 $7,711 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
Rehabilitation of Cogshall Street
Village of Holly
Board Project No. 2016-06
Hot in place rehabilitation of Cogshall Street with a chip seal or micro seal top.
The Village of Holly will use a contractor to rehabilitate the existing road surface by heating the
material to 300 to 350 degrees while introducing a rejuvenating agent to the material as the material is
scoured, augured and reshaped. The rejuvenated material will be at a depth of 1.5 inches and rolled
smoothed. Once this initial process is complete another contractor will be used to apply another 1 to 2
inches of new material consisting of chip or micro seal.
ESTIMATED PROJECT COST
Total Project Construction Cost $55,000
$55,000
COST PARTICIPATION BREAKDOWN
COMMUNITY BOARD TOTAL
TOTAL COST $47,289 $7,711 $55,000
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
Village of Holly
CONTACT PERSON
Jerry Walker
TELEPHONE NUMBER
248-634-9571
STREET ADDRESS
300 East Street
CITY/ZIP
Holly, MI
EMAIL ADDRESS
jwalker@hollyvillage.org
PROJECT INFORMATION
SHORT DESCRIPTION OF PROJECT
Hot in place rehabilitation of Cogshall Street with a chip seal or micro seal top.
ROAD/ROAD(S) TO BE IMPROVED
Cogshall Street.
DESCRIPTION
The Village of Holly will use a contractor to rehabilitate the existing road surface by heating the
material to 300 to 350 degrees while introducing a rejuvenating agent to the material as the material
is scoured, augured and reshaped. The rejuvenated material will be at a depth of 1.5 inches and
rolled smoothed. Once this initial process is complete another contractor will be used to apply
another 1 to 2 inches of new material consisting of chip or micro seal.
PROJECT BUDGET
FUNDING REQUESTED
$7,711
LOCAL MATCH
$47,289
TOTAL PROJECT BUDGET
$55,000
DESCRIPTION OF PROPOSED PROJECT EXPENDITURES
The project will consist of the following contractor expenses:
8,213 sq. yards of recycled material, rejuvenating agent, labor, time expenses @ $4.60 per sq. yard.
8,213 sq. yards of new resurfacing material at a cost of $1.90 to $3.00 per sq. yard.
The cost of engineering, Village staff time is not included in any of these costs and the costs
associated will be paid by t he Village of Holly.
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
This project will improve the road surface for the commercial businesses located at the end of
Cogshall. This project will assist existing businesses located in the area as well encourage
continued development of an abandoned window factory into an indoor sports training facility. With
this new facility traffic has and will continue to increase in this area. This increase will bring players,
parents and families into Holly and Northern Oakland County. The facility allows for players only
thus parents, friends and family bringing players will travel to local downtown businesses,
increasing local commerce in the area. The current road condition is poor at best, making access to
this new business time consuming and hinder-some. The road improvement will assist with
expanding business at the new sports facility by making access to the area smooth and appealing.
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
The Village is in the financing and design stage of the project for 2016. Once this portion is
complete, construction will occur in 2017. The County Local Road Improvement Program funds will
be used in 2017, barring any unforeseen change in either program or funding requirements.
This means that the Village will expend approximately $50,000 dollars for design and testing in
2016, using Village funds.
In 2017, the Village will have received the funds for the Municipal bond and will work with MDOT
and other funding partners (County) to let and initiate construction including bids, analysis and
actual construction. The MDOT and remaining Village funding obligations will be met using local
Village, County LRIP and Bond funds to meet these obligations in the 2017 budget.
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
Funds from this project will assist the Village of [-lolly in rejuvenation of this area. As government
invests in the infrastructure it will encourage the existing businesses to invest in their buildings and
businesses creating a better and safer environment for current and future patrons.
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 Village of Holly , 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 Village of Holly ,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.
Michael J McDonald Drglally signed by Michael J McDonald
ici=c91zenleJorN,A.crdDaoecia,Id.,iFoLVrrLII,aruosl Leonard, o,Governmenl,
De: 2010.06.29 11:42:43 -04160'
Signature of Authorized Party
Jerry Walker, Village Manager
Printed Name and Title
June 30, 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 (248)858-0111
Jerry Walker
Signature of Authorized PAr,
Digitally signed by Jerry Walker
Date: 2016.06.30 09:42:56 -0400'
ADDMONAL 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
Funds from this project will assist the Village of Holly in rejuvenation of this area. As government
invests in the infrastructure it will encourage the existing businesses to invest in their buildings and
businesses creating a better and safer environment for current and future patrons.
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".
on behalf of Village of Holly 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 Village of Holly ,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.
Jerry Walker' Village Manager
Printed Name and Title
June 30 1 2016
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 wardcc@oakgoy.conn
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 #16200 July 20, 2016
Commissioner Middleton, Acting Chairperson referred the resolution to the Finance Committee. There
were no objections.
FY 2016
Planned Use of Balance $7,711
Total Revenues
Local Road Funding Program $7,711
Total Expenditures $7,711
,,,F11\161NCE COMMI
GENERAL FUND #10100
Revenue
9010101-196030-665882
Expenditures
9010101-153000-740085
FISCAL NOTE (MISC. #16200) August 18, 2016
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR
2016 APPROPRIATION —VILLAGE OF HOLLY REHABILITATION OF COGSHALL STREET PROJECT
NO. 2016-06
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 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 $7,711 is available in the General Fund Assigned Fund Balance for Local Road
Improvement Matching Program 2016 funding (account #383465) for project 2016-06.
3. This project is for the rehabilitation of Cogshall Street.
4. The FY 2016 budget be amended as follows:
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Long absent.
Resolution #16200 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, Kowall , 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).
1 HEREBY APPROVETHIS HESIA,UTiON
CHIEF DEPUTY COUNTY EXP,..+AgNE.
ACTING PURSUANT TO MU 406NA (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 18 th day of August, 2016.
Lisa Brown, Oakland County