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HomeMy WebLinkAboutResolutions - 2017.05.25 - 22951MISCELLANEOUS RESOLUTION #17148 BY: Commissioner Bob Hoffman, District #2 IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2017 APPROPRIATION — TOWNSHIP OF ROSE — 2017 GRAVEL ROAD PROGRAM — PROJECT NO. 53692 To the Oakland County Board of Commissioners: Chairperson, Ladies and Gentlemen: WHEREAS since the 1970s, the Oakland County Board of Commissioners has authorized the Tr-Party Road Improvement Program to assist Oakland County's cities, villages and townships (CVTs) with the construction, maintenance and repair of roads under the supervision, direction and control of the Road Commission for Oakland County; and WHEREAS Miscellaneous Resolution #09221, as amended by Miscellaneous Resolution #10045, provides that any Oakland County appropriation in support of the Tr-Party Road Improvement Program shall be distributed only after completion of all of the following: 1. The Road Commission for Oakland County (RCOC) and a city, village, or township (CVT) have identified a project and the project is ready to be undertaken immediately; and 2. The RCOC has appropriated its 1/3 share of the funding for the project and transferred said appropriation to a project account; and 3. The CVT has authorized its 1/3 share of the funding for the project and has executed a contract for payment with the RCOC; and 4. The Commissioner(s) representing the CVT requesting the project submits a resolution authorizing the appropriation of the County's 1/3 share of the project from the General Fund Assigned Fund Balance for Tr-Party Program. The resolution shall be approved by the Finance Committee and the full Board; and WHEREAS the Township of Rose, along with the RCOC has identified a project and said project is ready to be undertaken immediately; and WHEREAS the RCOC has appropriated its 1/3 share of the funding for the project in the Township of Rose and said appropriation has been transferred to a project account; and WHEREAS the Township of Rose has demonstrated that it has authorized its 1/3 share of the funding for the project and has executed a contract for payment with the RCOC; and WHEREAS Oakland County's one third (1/3) share of the — Fiscal Year 2017 authorized amount of Tr- Party Road Improvement funding for Project No. 53692 in the Township of Rose is $20,506. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Township of Rose and authorizes the release of Tr-Party Road Improvement Program funds from the Oakland County Assigned Fund Balance. BE IT FURTHER RESOLVED additional project costs, not greater than 15% from the original agreement, which are consistent with the project as originally approved, will be paid when invoiced and appropriated in the quarterly forecast resolution. BE IT FURTHER RESOLVED that additional project costs exceeding 15% of the original agreement will require a separate Finance Committee resolution. BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this resolution to the Road Commission for Oakland County, Oakland County Fiscal Services and the Township of Rose. Chairperson, I move the adoption of the foregoing Resolution. Quality Life through Good Roads "We Care" =117 424 AO CCP111,11W.53:4 9-4010i for OAKLAND COUNTY Inter—Departmental Memorandum PROGRAMMING DIVISION DATE: April 24, 2017 To: Thomas G. Blust, P.E., Director of Engineering FROM: Thomas G. Noechel, Programming Supervisor 72'y) SUBJECT: PROJECT NO. 53692, 2017 GRAVEL ROAD PROGRAM VARIOUS ROADS LOCAL COST PARTICIPATION AGREEMENT/MI-PARTY PROGRAM TOWNSHIP OF ROSE Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Township of Rose for the spreading of gravel and chloride on various roads within the township. This work is expected to be completed this summer. The Township of Rose has elected to use the Tr-Party Program to fund the estimated total project cost of $61,517. Our share is estimated to be $20,505 and is in the FY17 budget. The project is in the district of County Commissioner Robert Hoffman. The agreement is in our standard approved format, and I recommend Board approval and authorize the Managing Director to execute the agreement on behalf of the Board. /je Attachments Recommended for Board Approval Thomas G. Blust, P.E. Director of Engineering oR_Lur- Clerk of the Board hannon J. Miller Deputy-Secretary /Clerk of the Board =ROAD COMMISSION for OAKLAND COUNTY QUALITY Llf THIRODOH GOOD ROADS: AAA COO MISSION roe OAHLAHo CouHrv "WE CARE." May 4,2017 Ms. Debbie Miller, Clerk Township of Rose 9080 Mason Street Holly, Ml 48442 Re: 2017 Gravel Road Program; Project No. 53692 Dear Ms. Miller: A fully signed and executed agreement for the above mentioned project is enclosed. The agreement was approved and subsequently signed by Dennis G. Kolar, P.E., Managing Director at the regularly scheduled Board meeting of Thursday, May 4, 2017. 3oard of Road Commissioners Ronald J. Fowkes Commissioner Gregory C. Jam/an Commissioner Eric S. Wilson Commissioner Dennis G. Kolar, PE. Managing Director Gary Piotrowicz, P.E., P.T.O.E Deputy Managing Director County Highway Engineer Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. Sincerely, 31001 Lahser Road Beverly Hills, MI 48025 Ism Enclosure 248-645-2000 FAX 248-645-0452 TDD 248-645-9923 www.reocweb.org cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County COST PARTICIPATION AGREEMENT 2017 GRAVEL ROAD PROGRAM Township of Rose Board Project No. 53692 r This Agreement, made and entered into this 'A day of , 2017, by and between the Board of County Road Commissioners of the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the Township of Rose, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have agreed to program the spreading of gravel and chloride on various roads under the jurisdiction of the BOARD, as described in Exhibit "A", attached hereto, and made a part hereof, the roads selected will be mutually agreed upon by the BOARD and the COMMUNITY, which are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $61,517; and WHEREAS, the PROJECT involves certain designated and approved Tr-Party Program funding in the amount of $61,517 which amount shall be paid through equal contributions by the BOARD, the COMMUNITY, and the Oakland County Board of Commissioners, hereinafter referred to as the COUNTY; and WHEREAS, the COMMUNITY and the BOARD 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, it is hereby agreed between the COMMUNITY and the BOARD that: 1. The BOARD shall forthwith undertake and complete the PROJECT, as above described, and shall perform all engineering, inspection and administration in reference thereto. 2. The actual total cost of the PROJECT shall include total payments to the contractor. Any costs incurred by RCOC prior to this agreement date shall be allowable. The estimated total PROJECT cost of $61,517 shall be funded in the following order: a. Tri-Party Program funding in the amount of $61,517. b. Any PROJECT costs above the Tr-Party Program funding of $61,517 will be funded first with any available Tr-Party Program funds. If no Tr-Party Program funds are available, any PROJECT costs above $61,517 will be funded 100% by the COMMUNITY. 4. Upon execution of this Agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $20,506 (being 100% of the COMMUNITY'S Tr-Party contribution). 5. Upon execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $20,506 (being 100% of the COUNTY'S Tr-Party contribution). a. The invoice shall be sent to: Lynn Sonkiss, Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 48328 6. Upon receipt of said invoice(s), the COMMUNITY and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. 20t7 Gravel Road Program - 2 - Township of Rose Project No. 53692 3/712017 By IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and date first written above. BOARD OF ROAD COMMISSIONERS OF THE COUNTY OF OAKLAND A Public Body Corporate By '0,14,to Jat Its Managing Director TOWNSHIP OF ROSE I ts 2017 Gravel Road Program Township of Rose Project No. 53692 3/7/2017 - 3 - EXHIBIT A TRI-PARTY PROGRAM 2017 Gravel Road Program Township of Rose Board Project No. 53692 Spreading of gravel and chloride on various roads within the township. ESTIMATED PROJECT COST Contractor Payments $61,517 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD TOTAL FY17 Tr-Party Program $20,506 $20,506 $20,505 $61,517 TOTAL SHARES $20,506 $20,506 $20,505 $61,517 ' 2017 Gravel Road Program - 4 - Township of Rose Project No, 53692 4/24/2017 Resolution #I7148 May 10, 2017 The Chairperson referred the resolution to the Finance Committee. There were no objections. .441/14. ommissioner Thomas Middleton, Dig" Chairperson, Finance Committee FISCAL NOTE (MISC. #17148) May 25, 2017 BY: Commissioner Thomas Middleton, Chairperson, Finance Committee IN RE: BOARD OF COMMISSIONERS — TRI-PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2017 APPROPRIATION — TOWNSHIP OF ROSE —2017 GRAVEL ROAD PROGRAM — PROJECT NO. 53692 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 December 8, 2016, the Board of Commissioners approved Miscellaneous Resolution #16324 which designated $4,086,500 in fund balance for the Tr-Party Road Improvement Program for projects managed by the Road Commission for Oakland County (RCOC). 2. Funding of $20,506 is available in the General Fund Assigned Fund Balance for Tr-Party 2017 and prior funding (account #383510) for project 53692. 3. This project is for the spreading of gravel and chloride on various roads within the township. 4. The resolution allows for additional project costs not greater than 15% from the original agreement, which is consistent with the project as originally approved, to be paid when invoiced and appropriated in the quarterly forecast resolution. 5. Additional project costs exceeding 15% of the original agreement will require a separate Finance Committee resolution to appropriate the additional Oakland County share of the project costs prior to payment. 6. The FY 2017 budget be amended as follows: GENERAL FUND #10100 FY 2017 Revenue 9010101-196030-665882 Planned Use of Balance Total Revenues $20,506 $20,506 Expenditures 9010101-153010-740135 Road Commission Tr-Party $20,506 Total Expenditures $20,506 FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Woodward absent. Resolution #17148 May 25, 2017 Moved by Dwyer supported by Bowman the resolutions (with fiscal notes attached) on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Crawford, Dwyer, Fleming, Gershenson, Gingell, Hoffman, Jackson, Kochenderfer, KowaII, Long, McGillivray, Middleton, Quarles, Spisz, Taub, Tietz, Weipert, Woodward, Zack, Berman, Bowman. (21) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended Consent Agenda were adopted (with accompanying reports being accepted), 57 6/( 1 HEREBYAPPROVETHIS RESOLUTION CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANT TO Ma 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 May 25, 2017, 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 25th day of May, 2017. Lisa Brown, Brown, Oakland County ;eykee;