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HomeMy WebLinkAboutResolutions - 2018.04.19 - 23401MISCELLANEOUS RESOLUTION #18110 BY: Commissioners Bill Dwyer, District #14; Marcia Gershenson, District #13; Janet Jackson, District #21 IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION — CITY OF FARMINGTON HILLS — CONCRETE AND ASPHALT ROAD MAINTENANCE PROGRAM — PROJECT NO. 2018-12 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 Assigned 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 requirements 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 Hills has identified a project and submitted an application detailing the goals and outcomes of the project; and WHEREAS the City of Farmington Hills 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 2018 authorized amount of the Local Road Improvement Program funding for Project No. 2018-12 in the City of Farmington Hills is $158,350; 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 Hills and authorizes the release of Local Road Improvement Program funds from the Oakland County Assigned 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 Hills prepared by Corporation Counsel for the Pilot Local Road Improvement Program Project No. 2018-12. 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 Hills. Chairperson, I move the adoption of the foregoing Resolution. Commissioner Marcia Gershenson District #13 LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM COST PARTICIPATION AGREEMENT Concrete and Asphalt Road Maintenance Program City of Farmington Hills Board Project No. 2018-12 This Agreement, made and entered into this day of , 2018, by and between the Board of Commissioners of the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the City of Troy, 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 Concrete and Asphalt Road Maintenance Program, 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 two (2) years. The BOARD anticipates that most PROJECTS funded under the PROGRAM will be completed by the end of calendar year 2019. 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 $317,000; and WHEREAS, said PROJECT involves certain designated and approved Local Road Improvement Matching Funds in the amount of $158,350, 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 $158,350. The COMMUNITY shall submit an invoice to the COUNTY in the amount of $158,350. 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 3. Upon receipt of said invoice and upon execution of this Agreement, the BOARD shall pay the COMMUNITY the sum of $158,350 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: PILOT LOCAL ROAD IMPROVEMENT MATCHING RAID PROGRAM Attachment "A" STATEMENT OF PURPOSE Oakland County Government recognizes that Michigan law places the primary resp o n s i b i l i t y f o r r o a d f u n d i n g o n the State and non-county local units of government. However, the County also r e c o g n i z e s t h a t t h e l a w d o e s permit a limited, discretionary role for the County in assisting a road commissi o n a n d l o c a l u n i t s w i t h i n a c o u n t y by supporting some road maintenance and improvement efforts. Accordingly, for many years Oakland County has voluntarily provided limited assistanc e t o i t s c i t i e s , v i l l a g e s a n d townships (CVT's) and to the Road Commission of Oakland County (Rcoq by investing in a discretionary Tr-Party Road Program. Authorized under Michigan law, the County's tri-party f u n d i n g c o n t r i b u t i o n s p r i m a r i l y facilitate safety improvement projects on CVT roads under the jurisdiction of the R C O C . B y l a w , t r i - p a r t y f u n d s cannot be used to fund projects on roads solely under the jurisdiction of CVT's. Recognizing a continuing need to better maintain local cvr streets and roads, yet being ever mindful of the County's limited responsibility for and jurisdiction over non-County roads an d s t r e e t s , O a k l a n d C o u n t y Government wishes to pilot a discretionary program that is more flexible than the curr e n t T r - P a r t y R o a d P r o g r a m , one that will allow Oakland County to assist its cities and villages with maintenance an d s a f e t y p r o j e c t s o n n o n - County roads. Not being the funding responsibility of County government, local CVT roads generall y c a n n o t b e m a i n t a i n e d o r improved using County funds because doing so would be considered to be t h e " g i f t i n g " o f C o u n t y r e s o u r c e s . However laudable the purpose, Michigan law generally forbids the gifting of go v e r n m e n t r e s o u r c e s . T o a v o i d application of the constitutionally-based gifting restriction, the state legislature m u s t , a n d i n t h i s a r e n a h a s , determined that a public benefit results from a taxpayer investment, one that provi d e s a quid pro quo sufficient to avoid application of the gifting prohibition. Here, the legislature has determine d t h a t t h e e c o n o m i c d e v e l o p m e n t benefit presumed to accrue to a county as a result of local street and road investm e n t s c a n p r o v i d e a s u f f i c i e n t quid pro quo to county taxpayers justifying a discretionary county investment in a non-county ro a d , a b e n e f i t t h a t constitutes a fair exchange for value and not a gift. This legislative determination Is set forth in 1985 P.A. 9, which amended 1913 P.A. 38 0 , b y a d d i n g a n e w s e c t i o n 2, which in pertinent part provides: "(1)...A county may grant or loan funds to a township, village or city located w i t h i n t h a t c o u n t y f o r t h e purpose of encouraging and assisting businesses to locate and expand withi n t h e c o u n t y . . . (2) A loan or grant made under subsection (1) may be used for local public improve m e n t s o r t o e n c o u r a g e and assist businesses in locating or expanding in this state, to preserve jobs in thi s s t a t e , t o e n c o u r a g e investment in the communities in this state, or for other public purposes." Communities that wish to attract, retain and grow business, retain jobs and encou r a g e c o m m u n i t y i n v e s t m e n t , needs a safely maintained road infrastructure. This road infrastructure must in c l u d e b o t h r e s i d e n t i a l a n d commercial roads as workers and consumers need to get to and from work, s h o p p i n g , s c h o o l s a n d r e c r e a t i o n . In a fiscally prudent and limited manner, the County wishes to help its cities and vill a g e s a c c o m p l i s h t h i s o b j e c t i v e by test-piloting a new local road improvement matching fund program. Any such program must be mindful of the limits imposed under Public Act 9. One imp o r t a n t r e s t r i c t i o n P u b l i c A c t 9 imposed on grants or loans made pursuant to Subsection 2 of the Act is t h e m a n d a t e t h a t , " A g r a n t o r l o a n under this Subsection shall not be derived from ad valorem taxes except for ad v a l o r e m t a x e s a p p r o v e d b y a vote of the people for economic development." This means that funding for an expanded local road assi s t a n c e program cannot utilize proceeds from any of Oakland County's ad valorem tax levies since no levy has been approved by voters specifically for economic development. Given this limitation, it appears that the state statutory revenue sharing appropri a t e d t o t h e C o u n t y c a n p r o v i d e a non-ad valorem source of funds that legally can be used to support the p i l o t p r o g r a m . C o m p e t i t i o n f o r t h o s e funds, which are limited in amount, is fierce and their yearly availability is subj e c t t o t h e s t a t e l e g i s l a t i v e p r o c e s s . In the recent past, the State stripped all of those funds away from Michigan co u n t i e s . U n d e r s t a n d i n g t h a t r e a l i t y , it shall be the policy of the Oakland County Board of Commissioners that the B o a r d s h a l l n o t a p p r o p r i a t e a n y County funds for a local road improvement matching fund program for non-Cou n t y r o a d s i n a n y y e a r w h e r e t h e State of Michigan fails to appropriate statutory revenue sharing funds to Oakland C o u n t y i n a n a m o u n t s u f f i c i e n t to allow the County to first prudently address its core functions. Act 9 imposes additional conditions on grants and loans. These include re q u i r e m e n t s t h a t t h e l o a n o r g r a n t s h a l l be administered within an established application process for proposals; th a t a n y g r a n t o r l o a n s h a l l b e m a d e a t a public hearing of the county board of commissioners and that the Board shall r e q u i r e a r e p o r t t o t h e c o u n t y board of commissioners regarding the activities of the recipient. and a re p o r t a s t o t h e d e g r e e t o w h i c h t h e recipient has met the stated public purpose of the funding. Understanding all of the above, the Oakland County Board of Commissione r s h e r e b y e s t a b l i s h e s t h e f o l l o w i n g Pilot Local Road Improvement Matching Fund Program: PROGRAM SUMMARY The Board of Commissioners establishes a Pilot Local Road Improvem e n t M a t c h i n g F u n d P r o g r a m f o r t h e purposes of improving economic development in Oakland County cities an d v i l l a g e s . T h e C o u n t y i n t e n d s t h i s Program to assist its municipalities by offering limited matching funds for spe c i f i c , t a r g e t e d r o a d m a i n t e n a n c e and/or improvement projects on roadways under the jurisdiction of cities and vill a g e s . A city or village participating in the Local Road Improvement Matching F u n d P r o g r a m s h a l l m a t c h a n y f u n d authorized by the Board of Commissioners in an amount equal to a min i m u m o f 5 0 % o f t h e c o s t o f t h e t o t a l project award. County participation shall be limited to a maximum of 50% of th e c o s t o f t h e t o t a l p r o j e c t b u d g e t . Funding shall be utilized to supplement and enhance local road mainten a n c e a n d i m p r o v e m e n t p r o g r a m s . Funding is not intended to replace existing budgeted local road programs or to r e p l a c e f u n d i n g a l r e a d y c o m m i t t e d to road improvements. PROJECT GUIDELINES Program funding shall be utilized sotely for the purposes of road improvements to r o a d s u n d e r t h e j u r i s d i c t i o n o f local cities and villages. Road improvements may include, but not be li m i t e d t o , p a v i n g , r e s u r f a c i n g , l a n e additions or lengthening, bridges, or drainage as such improvements relate to ro a d s a f e t y , s t r u c t u r e o r r e l i e v i n g congestion. Program funding: May be utilized to supplement a local government's matched funding for the p u r p o s e s o f r e c e i v i n g a d d i t i o n a l federal transportation funding; May not be utilized to fulfill a local government's responsibility to fund improvem e n t s t o s t a t e trunkfines; Shall be limited to real capital improvements to roadways and shall not be ut i l i z e d f o r o t h e r p u r p o s e s , s u c h a s administrative expenses, personnel, consultants or other similar purposes; Shall not be utilized for non-motorized improvements, unless these improvements a r e i n c l u d e d i n a p r o j e c t p l a n for major Improvements to a motorized roadway; Shall be utilized for projects that will result in a measurable improvement in the devel o p m e n t o f t h e l o c a l e c o n o m y and contribute to business growth. Recipients shall be responsible for providi n g a n o u t l i n e o f t h e e c o n o m i c benefits of the project prior to approval and for reporting to the Board of Co m m i s s i o n e r s a f t e r t h e c o m p l e t i o n o f the project on the benefits achieved as a result of the projects. ADMINISTRATION Local Road improvement Matching Fund Program projects may be appropri a t e d b y t h e B o a r d o f C o m m i s s i o n e r s in compliance with the County budget process. The amount of funds to be d e d i c a t e d f o r t h e P i l o t P r o g r a m s h a l l be determined by the Board of Commissioners on an annual basis. Pr o g r a m f u n d i n g m a y b e r e d u c e d o r eliminated based upon the ability of the County government to meet pri m a r y c o n s t i t u t i o n a l a n d s t a t u t o r y d u t i e s . The Board of Commissioners expressly reserves the right to adjust the C o u n t y m a t c h i n g f u n d s s h a r e a t a n y t i m e based upon County budget needs. In accordance with MCL 123.872, funds dedicated to the Local Road Im p r o v e m e n t M a t c h i n g F u n d P r o g r a m s h a l l not be derived from ad valorem tax revenues. Program funding shall be li m i t e d t o f u n d s d e r i v e d f r o m t h e C o u n t y ' s distribution from the Michigan General Revenue Sharing Act. Reduction or eli m i n a t i o n o f t h e C o u n t y ' s d i s t r i b u t i o n of revenue sharing funds may result in the elimination or suspension of th e p r o g r a m . Funding availability shall be distributed based upon a formula updated annu a l l y . T h e f o r m u l a w i l l c o n s i s t o f : 1. A percentage derived from the number of certified local major street miles i n e a c h city and village divided by aggregate total of certified local major street mile s o f a l l c i t i e s a n d v i l l a g e s i n the County. 2. A percentage derived from the population of each city and village as det e r m i n e d b y the last decennial census conducted by the U.S. Census Bureau divided by th e aggregate total population of cities and villages in the County. 3. A percentage derived from the three-year rolling total of the number of cr a s h e s o n c i t y a n d v i l l a g e m a j o r local streets divided by the aggregate three-year rolling crash numbers for all c i t y a n d v i l l a g e m a j o r l o c a l streets or most recent data available. The crash data will be supplied by t h e R o a d C o m m i s s i o n f o r Oakland County using data from the Traffic Improvement Association. Each city and villages percentage allocation shall be determined by adding e a c h f a c t o r p e r c e n t a g e a n d d i v i d i n g that total by three. The amount of funds available for match shall be det e r m i n e d b y t h e t o t a l a m o u n t o f f u n d s allocated by the Board of Commissioners added to an equal amount repres e n t i n g t h e m a t c h p r o v i d e d b y l o c a l cities and villages. The Chairman of the Finance Committee of the Board of Commissione r s s h a l l e s t a b l i s h a S u b c o m m i t t e e o n t h e Local Road Improvement Program. This Subcommittee shall consist of th r e e m e m b e r s , w i t h t w o m e m b e r s representing the majority caucus and one member representing the minor i t y c a u c u s . I t s h a l l b e t h e r e s p o n s i b i l i t y of the Subcommittee to direct the administration of this program, receive ap p l i c a t i o n s f o r p r o g r a m f u n d i n g a n d make recommendations of acceptance to the Finance Committee and B o a r d o f C o m m i s s i o n e r s . T h e Subcommittee may consult with County departments, staff and the Road C o m m i s s i o n f o r O a k l a n d C o u n t y i n t h e conduct of its business. DISBURSEMENT The Subcommittee shall forward recommendations for approval of Local Ro a d I m p r o v e m e n t M a t c h i n g F u n d Program projects to the Chairman of the Board of Commissioners. This reco m m e n d a t i o n s h a l l i n c l u d e a c o s t participation agreement between the County and participating munici p a l i t y . M i n i m a l l y , c o s t p a r t i c i p a t i o n agreements shall include: responsibility for administering the project, the p r o j e c t l o c a t i o n , p u r p o s e , s c o p e , estimated costs including supporting detail, provisions ensuring compli a n c e w i t h p r o j e c t g u i d e l i n e s , a s w e l l a s , disbursement eligibility requirements. The cost participation agreeme n t s h a l l a l s o r e q u i r e t h e m a i n t e n a n c e o f supporting documentation to ensure compliance with the following provision s : 1. Any and all supporting documentation for project expenditures reimburs e d w i t h a p p r o p r i a t e d f u n d i n g s h a l l be maintained a minimum of seven years from the date of final reimburs e m e n t f o r a c t u a l e x p e n d i t u r e s incurred. 2. The Oakland County Auditing Division reserves the right to audit any and all p r o j e c t e x p e n d i t u r e s reimbursed through the program. Upon receipt of recommendation of project approval from the Subcommittee, t h e C o u n t y C o m m i s s i o n e r o r Commissioners, representing the area Included in the proposed project, may introdu c e a r e s o l u t i o n a u t h o r i z i n g approval of the project and the release of funds. Resolutions shall be forwarded to the F i n a n c e C o m m i t t e e o f t h e Board of Commissioners, who shall review and issue a recommendation to the Board o n t h e a d o p t i o n o f t h e resolution. The Chairperson of the Finance Committee shall schedule a public h e a r i n g b e f o r e t h e B o a r d o f Commissioners prior to consideration of final approval of the resolution. The deadline for projects to be submitted for consideration shall be established b y t h e S u b c o m m i t t e e . The Subcommittee may work with participating municipalities to develop a plan for p r o j e c t s t h a t e x c e e d t h a t municipality's annual allocation amount. This may include a limited plan to rollover that municipality's allocation for a period of years until enough funding availability has accrued to complete the project, subject to funding availability. Upon completion of project plans and execution of the local participation agreement b y t h e C o u n t y a n d g o v e r n i n g authority of the local municipality, the participating municipality shall submit an invoic e i n a c c o r d a n c e w i t h t h e terms and conditions included in the agreement. The Oakland County Departme n t o f M a n a g e m e n t a n d B u d g e t Fiscal Services Division shall process payments in accordance with policies and pr o c e d u r e s a s s e t f o r t h b y t h e Department of Management and Budget and the Oakland County Treasurer. In the event an eligible local unit of government chooses not to participate in t h e L o c a l R o a d I m p r o v e m e n t Matching Fund Program, any previously undistributed allocated funding may be re a l l o c a t e d t o a l l p a r t i c i p a t i n g local units of government at the discretion of the Subcommittee on the Local Road im p r o v e m e n t P r o g r a m . At the completion of each project, the participating local government shall provide a r e p o r t t o t h e B o a r d o f Commissioners regarding the activities of the recipient and the degree to whic h t h e r e c i p i e n t h a s m e t t h e s t a t e d public purpose of the funding as required by MCL 123.872. LOCAL ROAD IMPROVEMENT SUBCOMMITTEE FINANCE COMMITTEE, OAKLAND COUNTY BOARD OF COMMISSION E R S Provision regarding existing funded local road programs and projects. The standard project agreement shall require participating municipalities to acknowledge that t h e L o c a l R o a d Improvement Program is meant to supplement and to not replace funding fo r e x i s t i n g r o a d programs or projects. Fulfillment of economic benefit provisions of MCL 123.872, The Pilot Local Road Improvement Program has been established by the Oakland County Board of Com m i s s i o n e r s u n d e r t h e authority granted by MCL 123,872, which provides that "A county may gra n t o r l o a n f u n d s t o a township, village or city located within that county for the purposes of encoura g i n g a n d a s s i s t i n g businesses to locate and expand within the county". It shall be the responsib i l i t y o f t h e m u n i c i p a l i t y to outline the extent to which the project included in their application will meet t h e s e s t a n d a r d s . The Subcommittee shall only consider projects that meet the standards provide d i n M C L 1 2 3 . 8 7 2 . The standard project agreement shall include a provision requiring the par t i c i p a t i n g m u n i c i p a l i t y to fulfill the statutory requirement included in MCL 123.872 that, "the grant o r l o a n c o n t r a c t m a d e by county shall require a report to the county of board of commissioners regar d i n g t h e a c t i v i t i e s of the recipient and the degree to which the recipient has met the stated purpose o f t h e f u n d i n g . " Multi-year proiects. The Local Road Improvement Program has been expressly established a s a pilot program. There is no guarantee the program will be continued from y e a r t o y e a r . T h e Subcommittee recognizes that the allocation authorized for local governments m a y n o t p r o v i d e 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 acc u m u l a t i o n o f m u l t i p l e years of the community's allocation amount to fulfill the county's share of a project b u d g e t . A m u l t i - year project plan submittal shall not exceed two years in duration. The alloc a t i o n a m o u n t a v a i l a b l e to each community is subject to change annually based upon the factors uti l i z e d i n t h e f o r m u l a . Consideration of multi-year project plans does not obligate Oakland County i n a n y w a y t o f u n d i n g any project or program in the future. These plans are meant to be utilized for planning purposes and for considerati o n b y t h e O a k l a n d County Board of Commissioners regarding authorizing a limited carryover of a c o m m u n i t y ' s allocation year to year. Completion of projects and submittal of post-project report. The standard c o s t p a r t i c i p a t i o n agreement shall include a provision requiring the municipality to complete the proj e c t a n d s u b m i t the required post-project completion report prior to the end of the next calendar y e a r f o l l o w i n g t h e date of project approval. An alternative schedule may be approved for a project b y a c t i o n o f t h e Board of Commissioners, upon recommendation of the Subcommittee, LRIP DISTRiBUTION FORMULA Attachment 201.8 Witilliaiw ' • --TI 49%01:41044*-Tted*:71414-gaii,23:;:::-ifox7va-ifibata. IIIIMIMMEaa ige. ',24k-A.N atisli.%'. irlff018-A Mile.S4p0+Ziash,• plopOOd!Allbiatiom hollbider,AllOcatian- $89,579 $Z194 Max County Match:ing: 96,934.00 Auburn Hills 32.33 4.82% 21,412 2.80% - _ 70.-Mall*--Pqr054.M.,%06.3.1VM: 9 XN-;!Mi.41-87-LEVgit9tR 2.99% 'Plg-2-. - 118g1P 47-4A-i--•-----'4 MD-01^0.:. 4'1"a:4qt-b4M11.410=t0t1Z-- $32,968' "=111111.1E3 1000 16,801.00 13everly ?tills 10.99 1.64% 10,267 134% 40 023% L07% CrgialIFIXIMack-VAR.W,---iri-VOTM-WWW:SAMICOVW1418:A Birmingham 2137 3.26% 20,103 2.63% laTelrei . -. 0 20 . 76 580 3.29% 3.06% $91,782 IMIIIIIMM 48,087.00 n100/Witilk‘Mla--- iLc=igiffi. k.--'=-41;3YM-W.,;`?3;8W41.9X1-7-% Clarkston 148 0.22% 882 0.12% 37 ETISIPgaT3e.A,' -.-40_5 'M- ' -2$.31 6, ..r.::-.,....-7-1-ml ,th-r-,..., , 6,68.9 faig 021% 0.18% $5,498 1111.11M3E1 t..:=v,':.22Zairgi.V.fiVag2-_APMIWZ,:ta.14:n. 2,881.00 .4- 4 - 0 18,325.00 -..Vt.F._= :1F3 -.Th A, r ,tM.VWrzre-F."''''4.1r;41.IL:ffik- &2 if ":"'"I'' ),-1.1.V2-81Wiri-5-5-; Di,.i 03-.7-. 1.04% ...,-,1.51 Farmington 7.36 1.10% 10,372 1.36% 183 1111.1.11110111.111==111111 10.0 AliziX.M.'iltv, 30-- 4 r $60.716 1111=M333 an rtto . _iik..1- VA::-.4.4',,l' ':”---t't-TL,---ksa ' rz:--- " , .3/1-04 :A79'7' I 100rEfl 219 "-' 08 4 1.29% 36,526.00 Ferndale 20.99 3.13% 19,900 2.60% fit4Inip. -,7,,- -1,;,--ga 'A, .1- ,e110.16.91 WAI-50,?:!c•11111 ,:._-..."-,',, 0 '2,-,...r4:•_g TIAN Hazel Park 17.12 2.55% 16,422 2.15% 188 1.073 11111111.MEM $1,380 30,209.00 klisli V.MairTfaff~M-M--7.2r-aaTtWArta. 'P. kIMMITOB tarl-ARMA i3 WI_ 0.33% 0.73% - Huntington Woods 635 104% 6,238 0.82% $21.808 INMEIMEMI 11,468.00 n =51. -,F3,a,-,---,,--..',IgMkf '"-Itlp,r5,1TIS -, a-----gz'T '-g- - %vow Is',Irg-:.A., i .1 1112% - - - • ..-.- asa MiaNfit-tfflizz1 ,_R-trArin'AsmsziKV-2.53:iwA-z- 39 00 Lake Angelus 0 0.00% 290 0.04% 22 0.04% $1;135 11.1.11111.111131 585.09 17 Er)d-intWaS,M1,2Z-F0 - 1.05% 7 : PirfM1r,:eay'll'ffW-17: Ma Lathrop Village 7.35 1.10% 4,075 0.53% IIMEE{ 0.89% =1111111EM $641 14,035.00 :-.*...14A, -C, 4,E-7.W.Ilt--4-W.9-wzif,,%414.g . :='0:11.03 Madison Heights 21.5 321% 29,694 3.89%.111MM Milt ici2V3i: ,A-;...7.:. - WZ--Mitit -7Wirtr.,MID15..-g:14;"F-Afic5P!--''g Northae* 0.8 0.12% 5,970 0.78% tUursr,a'.,'X_. ',..-':,e4, 02 MIIIIMM 1-Z-fi -,T.1-- 0. L 013,236 $2,710 59,328.00 ,- ....-z -„-.1,- b 8. 109 4.22% FII&IXIA 1, ' ''' a m If----=',-.e---.1.,a AO --(,- , 0.62% 1.56% MIIIMM3M2 F-IPPV3riS;=-FithsVriVIPA-7.7r-:1-n:W7VE:04;-'..7-17T-27WYWCUI 0.51%111111MMEMIMIIIIMMEM $81.390 MIIIIKEEM 7,953.00 42,641.00 :*"...:§bir - '1,,4 EMEna: W=4:1:-Ell Oak Park 18.35 2-74% 29,318 3-84% III=EM 1.1400 [!it'fli-f4'.4-----AIM i4f-''.151,.--"4-17=-:Wiii Ortonville 3.21 0.48% '1,442 0.13% 40 0.23% 0-30%1=11111Men $215 4,699.00 007-0,--.P3--.KSIMTESillalf_ta- Apj. mq.:370:-43'436lki3:TaISF, 0.56% Mig.40t9.33 A, --':---,-- 74'- 45 $16,920 $405 DEMORMAR41 a a5 8,865.00 Pleasant Ridge 3.59 0.54% 2,526 033% NIIInma 0.82% Rochester 8.59 1.28% 12,711 166% -137-'A R . - ' .1-rtn -2 '''Eji=4-1 8 ! et'Y'-'3' ga''. ' r --,v--1119§-551•29 . gimixta ' '-'--. - - 1.39% 1.44% $43,290 $1,036 22,68100 614% 0MWO.-tZWRI:MIM-142=44.15'-if ..-',... ?P-- 0,99 10.98% 1111MNINEEZ111111111•E=11 F.4.-Wx.:::-W-,--•i-$5iiggylz,FAWV,`,.-.,:"..' $5,545 m. Awzrg-i-aufirrfp.--4_wmAtyz:Bilemfamancil $329,410 11111111MII f3-6r6grtidl 121,394.00 172,580.00 ,si' 169,928.00 Royal Oak 61.90 9.54% 57,236 7.49% 1023 -1,---0:66%"--,-„..",7-2K1418%f, .,EW-5.,-,T.t1 2452 .-_,1-,1=1-',, 13.90% southfleid 64.71 9.65% 71,739 9_39% SINTORMSW.areine• ,.f'-?-40,41:= J2T5-17X1RAZ2Prglkaa IF;.W.-- A.0,A1 - 0132 _ WW2 =,. ,.:1_, - Jpa-% haL....41-U.,,=4,,,1604)131-I4Vg5t*-4t7iK 10.81%1IMINEMEMMIEIMINIBEEI Troy 57.34 8.55% 80,980 1E460% =MT WA@ ,'Ir_ve-.X.,1-tivi-1-Mwa-i_MV-M4M310030,17-!:4,-M101_tvIng W'mr.fra... 0:-gr WI.-- ' bkor- FTZWIZa20137AD.w.,s-- 5',a3,--4 91 1289', $56,431 $1,350 UrrzAW*,,,,- AV-trill- 29,566.00 rA&" 9 00' Wixom 10.49 156% 13,498 1.77% . 408 ie _ 69 55%F - . 1 61 "-- .rag i ' 17,039 0pi,z----,Mt4g-,,v,mso- 40,1:0,,,_ r j _.• _._ _ 1,07,1271400 ',WALL, . _,15;2.9.;,;:71.60:01-.-TT.1:776-4;251U-1-.60:-W.'-' _.__ : 100:007/2L__,_____..._2$3,900,000 :_, _..: . ___. $.71,795 i.__ 2018 ATTACHMENT C Pilot Local Road Improvement Matching Fund Program Concrete and Asphalt Road Maintenance Program City of Farmington Hills Board Project No. 2018-12 Preventative maintenance and rehabilitation of 9 Mile Road, New Market Street, Farmington Road, Halstead Road and 14 Mile Road. ESTIMATED PROJECT COST Construction Costs $317,000 Total Estimated Project Costs $317,000 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY TOTAL FY2018 LRIP Program $158,350 $158,350 $316,700 Contribution $300 $0 $300 TOTAL SHARES 158,650 $158,350 $317,000 BOARD OF COMMISSIONERS 1200 N. Telegraph Road Pontiac, 11/11 48341-0475 Phone: (298) 8584100 Fax: (248)858-1572 2018 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". The maximum county share for 2018 program projects in Farmington Hills has been set at $158,350. Reauired Matadi-1g 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 Hills CONTACT PERSON Mark S. Saksewski Karen Mondora TELEPHONE NUMBER 248/871-2560 248/871-2534 STREET ADDRESS 31555 W. 11 Mile Road CITY/ZIP Farmington Hills, MI 48336 E-MAIL ADDRESS msaksewski@fhgov.com kmondora©fhgov.com PROJECT INFORMATION SHORT DESCRIPTION OF PROJECT The City of Farmington Hills annual concrete and asphalt road maintenance program. ROAD/ROAD(S) TO BE D./PROWL) Act 51 certified major roads under the jurisdiction of the City of Farmington Hill that are a candidate for treatments under the preventative maintenance and rehabilitation program. Probable candidates include but are not limited to 9 Mile Road, New Market Street, Farmington Road, Halsted Road and 14 Mile Road. DESCRIPTION The City of Farmington Hills has an established pavement management program that is used to identify capital preventative maintenance projects and establish an annual budget. The goal of the capital preventative maintenance program is a planned strategy of cost effective treatments applied to the road network to preserve the system, slow deterioration and maintain or improve the functional condition of the overall system. The proposed funding will be used to bridge the gap between the City's road maintenance requirements and the available budget. An increase of $316,700 in capital preventative maintenance funding would represent a significant increase in the amount of annual work on City major roads. Work could include but is not limited to surface milling with HMA overlay, concrete pavement restoration, full-depth concrete repair and joint repair. PROJECT BUDGET FUNDING REQUESTED $158,350.00 LOCAL MATCH $158,650.00 TOTAL PROJECT BUDGET $317,000.00 DESCRIPTION OF PROPOSED PROJECT EXPENDITURES The funding will be utilized to augment the City's efforts to improve and preserve the pavement conditions throughout the City. The requested $317,000.00 project significantly increases the capitol preventative maintenance work that can be completed by the City. Proposed work to be done could include but is not limited to the following: Surface milling and hot mix asphalt overlay: Projects could include work on all or a portion of New Market Street, 9 Mile Road, Farmington Road, Halsted Road and 14 Mile Road. Once the existing cross-section and condition of each road is assessed a better cost for each project can be determined and a more exact quantity of work be identified. Full depth selective removal and replacement of concrete slabs with joint repair: Projects could include work on all or a portion of Halsted Road, 9 Mile Road and New Market Street (south 1/3 is concrete). Citywide pavement flexseal, over banding and crack sealing as necessary. 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 orbose of encouraging and assisting businesses to locate and expand within the county." DESCRIBE HOW THE PROJECT MEETS TFIE STATUTORY REQUIREMENT OF ENCOURAGING AND ASSISTING BUSINESS TO LOCATE AND EXPAND IN THE COUNTY The funding will be used to improve the overall pavement condition of the major roads in the City of Farmington Hills, The improved condition of these roads will positively impact the City's economic development effort in the following ways: Good roads move people and goods effectively, efficiently and safety. Farmington Hills is home to several Fortune 5001100 companies and having roads in good repair help retain and attract new businesses to the City and Oakland County. Companies that transport fragile goods and equipment to and from their facilities. Good roads help ensure that these items are delivered safely and in proper working order, again making Farmington Hills and Oakland County an attractive location for industry and business. Funds invested to upgrade or maintain the quality of the road network enable businesses currently operating on the system to ship goods cost effectively (less delay) with improved service (more reliable schedules). As a result more timely and reliable deliveries allow businesses to minimize their stationary inventories, reducing storage costs and increasing productivity. 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 proiect plan submittal shall not exceed two 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 LLOCATION 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 fundine. I, on behalf of the City of Farmington Hills 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 the City of Farmington Hills , 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. 7/Arkkx-- 4/11/18 Signattire of Authorized Party Date Karen, Mondora, Director of Public Services 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 emalled to: Michael Andrews, Senior Analyst andrewsmb@oakgov.com Questions regarding the application and approval process should be directed to Michael Andrews at the email address above or by phone at (248)858-5115 Resolution #18110 April 19, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections.