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HomeMy WebLinkAboutResolutions - 2018.05.02 - 23467MISCELLANEOUS RESOLUTION #18134 BY: Commissioner Shelley Taub, District #12 IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION — CITY OF BLOOMFIELD HILLS — LOCAL ROAD RECONSTRUCTION PROJECT— PROJECT NO. 2018-10 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 Bloomfield Hills has identified a project and submitted an application detailing the goals and outcomes of the project; and WHEREAS the City of Bloomfield 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. 2018-10 in the City of Bloomfield Hills is $16,569; 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 Bloomfield 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 Bloomfield Hills prepared by Corporation Counsel for the Pilot Local Road Improvement Program Project No. 2018-10. 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 Bloomfield Hills. Chairperson, I move the adoption of the foregoing Resolution. Commissioner ShelkIXTaub District #12 LOCAL ROAD IMPROVEMENT MATCHING FUND PILOT PROGRAM COST PARTICIPATION AGREEMENT Local Road Reconstruction Project City of Bloomfield Hills Board Project No. 2018-10 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 Bloomfield Hills, 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 Local Road Reconstruction Project, 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 $33,138; and WHEREAS, said PROJECT involves certain designated and approved Local Road Improvement Matching Funds in the amount of $16,569, 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 $16,569. The COMMUNITY shall submit an invoice upon execution of this Agreement to the COUNTY in the amount of $16,569. a. The invoice shall be sent to: Lynn Son kiss, Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 48328 3. Upon receipt of said invoice, the BOARD shall pay the COMMUNITY the sum of $16,569 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 FUND PROGRAM Attachment "A" STATEMENT OF PURPOSE Oakland County Government recognizes that Michigan law places the primary responsibility for road f u n d i n g o n the State and non-county local units of government. However, the County also recognizes that th e l a w d o e s permit a limited, discretionary role for the County in assisting a road commission and local units within 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 assistance to its cities, v i l l a g e s a n d townships (CVT's) and to the Road Commission of Oakland County (RCOC) by investing in a discretionary T r - Party Road Program, Authorized under Michigan law, the County's td-party funding contributions primaril y facilitate safety improvement projects on CVT roads under the jurisdiction of the RCOC. By law, tri- 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 CVT streets and roads, yet being ever mindful of th e County's limited responsibility for and jurisdiction over non-County roads and streets, Oakla n d C o u n t y Government wishes to pilot a discretionary program that Is more flexible than the current Tr-Party Road P r o g r a m , one that will allow Oakland County to assist its cities and villages with maintenance and safety projects on n o n - County roads. Not being the funding responsibility of County government, local CVT roads generally cannot be maintain e d o r improved using County funds because doing so would be considered to be the "gifting" of County resour c e s . However laudable the purpose, Michigan law generally forbids the gifting of government resources. To avoi d application of the constitutionally-based gifting restriction, the state legislature must, and in this a r e n a h a s , determined that a public benefit results from a taxpayer investment, one that provides a quid pro quo sufficient to avoid application of the gifting prohibition. Here, the legislature has determined that the economic develop m e n t benefit presumed to accrue to a county as a result of local street and road investments can provide 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 road, a benefit that 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. 380, by adding a new 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 within that county for the purpose of encouraging and assisting businesses to locate and expand within the county... (2) A loan or grant made under subsection (1) may be used for local public improvements or to encourage and assist businesses in locating or expanding in this state, to preserve jobs in this state, to encoura 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 encourage community investment, needs a safely maintained road infrastructure. This road infrastructure must include both reside n t i a l a n d commercial roads as workers and consumers need to get to and from work, shopping, schools and recre a t i o n . In a fiscally prudent and limited manner, the County wishes to help its cities and villages accomplish this objective 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 important restriction P u b l i c A c t 9 imposed on grants or loans made pursuant to Subsection 2 of the Act is the mandate that, "A grant o r l o a n under this Subsection shall not be derived from ad valorem taxes except for ad valorem taxes approved by a vote of the people for economic development." This means that funding for an expanded local road assistance 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 appropriated to th 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 pilot prog 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 subject to 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 counties. 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 Board 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-Count 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 County 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 requireme 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; that any 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 report as 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 Commissioners her 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 Improvement 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 and villag 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 specific, ta 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 villages. A city or village participating in the Local Road Improvement Matching Fund 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 minimum of 50% 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 the cost of 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 maintenance an 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 replace fund 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 solely for the purposes of road improvements to roads 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 limited to , 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 road safety , 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 purpos 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 improvements t o s t a t e trunklines; Shall be limited to real capital improvements to roadways and shall not be utilized 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 are in 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 dev e l 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 providing an 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 Commissioner 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 appropriated by th 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 dedicated 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. Program funding 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 primary constitutional an 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 County matching fun 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 Improvement Matching 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 limited to funds derived f r o m t h e C o u n t y ' s distribution from the Michigan General Revenue Sharing Act. Reduction or elimination of the Co 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 the program. Funding availability shall be distributed based upon a formula updated annually. The 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 in each city and village divided by aggregate total of certified local major street miles of all cities 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 determined by the last decennial census conducted by the U.S. Census Bureau divided by the aggregate total population of cities and villages in the County, 3. A percentage derived from the three-year rolling total of the number of crashes on city and vill a g e m a j o r local streets divided by the aggregate three-year rolling crash numbers for all city and 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 the Road 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 each factor percen 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 determined by the total a m o u n t o f f u n d s allocated by the Board of Commissioners added to an equal amount representing the 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 Commissioners shall establish a Subcommittee on the Local Road Improvement Program. This Subcommittee shall consist of three members, with two members representing the majority caucus and one member representing the minority caucus. It shall 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 applications for progr a m f u n d i n g and make recommendations of acceptance to the Finance Committee and Board of 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 Commission for Oak 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 Road Improve 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 recommendati 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 municipality. Minimally, co s t p a r t i c i p a t i o n agreements shall include: responsibility for administering the project, the project lo 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 compliance with project g u i d e l i n e s , a s w e l l a s disbursement eligibility requirements. The cost participation agreement shall also re 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 provisions: 1. Any and all supporting documentation for project expenditures reimbursed with appropriated funding sh a l l be maintained a minimum of seven years from the date of final reimbursement for 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 project 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, the Count 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 introduce a re 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 Finance 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 on the a d o p t i o n o f t h e resolution. The Chairperson of the Finance Committee shall schedule a public hearing before 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 by the Subcommittee. The Subcommittee may work with participating municipalities to develop a plan for project 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 muni c i p a l i t y ' s a l l o c a t i o n for a period of years until enough funding availability has accrued to complete the project, s u b j e c t t o f u n d i n g availability. Upon completion of project plans and execution of the focal participation agreement by the 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 invoice in acc o r d a n c e w i t h t h e terms and conditions included in the agreement. The Oakland County Department of Management and Budget Fiscal Services Division shall process payments in accordance with policies and procedu 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 the Local Road I m p r o v e m e n t Matching Fund Program, any previously undistributed allocated funding may be realloca 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 Improvement Program. 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 which the recipient 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 COMMISSIONERS Provision regarding existing funded local road programs and projects. The standar d p r o j e c t agreement shall require participating municipalities to acknowledge that the L o c a l R o a d Improvement Program is meant to supplement and to not replace funding for ex 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 impr o v e m e n t Program has been established by the Oakland County Board of Commissioners u n d e r t h e authority granted by MCL 123.872, which provides that "A county may grant or lo a n f u n d s t o a township, village or city located within that county for the purposes of encouraging an d a s s i s t i n g businesses to locate and expand within the county". It shall be the responsibility of the mu 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 provided in M C L 1 2 3 . 8 7 2 . The standard project agreement shall Include a provision requiring the participating 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 or loa 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 regarding 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 of th e f u n d i n g . " Multi-year projects. The Local Road Improvement Program has been expressly est a b l i s h e d a s a pilot program. There is no guarantee the program will be continued from year t o y e a r . T h e Subcommittee recognizes that the allocation authorized for local governments may n o t p r o v i d e adequate funding in a single year to allow a project to move forward. Local governme n t s s h a l l b e offered the opportunity to submit project plans that would necessitate the accumul 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 bud g e t . A m u l t i - year project plan submittal shall not exceed two years in duration. The allocation amount a v a i l a b l e to each community is subject to change annually based upon the factors utilize d i n t h e f o r m u l a . Consideration of multi-year project plans does not obligate Oakland County in an 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 consideration 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 cost p a r t i c i p a t i o n agreement shall include a provision requiring the municipality to complete the project a n d s u b m i t the required post-project completion report prior to the end of the next calendar yea 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 by acti o n o f t h e Board of Commissioners, upon recommendation of the Subcommittee. LRIP DISTRIBUTION FORMULA Attachment '13" 2018 1 sg• r..:- - ,cr alai. rittitatilic, IA mem ,-; -JAI- u alion.0„. ;.; . :scit-iogia. eraslf%. . - Mil..1-0603t(ash. PioldcisedlAlieration, AuburnHils 32.33 482% 4412 2.86% 236= $89,579 Rolove r, Al !brat-kn - $2,194 taimmtpoi, II" $767 Max Coun Matching. 46,934.00 NiFifArtf.REZ.0 110.00 1.6,801.00 figkliWeta-kjgr-Mat'1,1 gtagg631*023:33WW,Q1.4T41:_9:71).VA195%._ NWT.7.11-1 '' r0.3iMG-1.4-01914,0%.,.„.I.T,M10 Beverly I lills 10.99 1.64% 10,267 1.34% 40 0.23% 107% $32,058 Dr ha -.0.4:.:40.,r*`.,-„,11.02..V.C. 015 ";/:-Tw,71c.:.'4,' il-1-1'.*'1 1. 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Lake Angelus 0 0.00% 290 0.04% 22 0.12% 0.04% $1;135 $27 585.00 .*AW'-- -= -•-• 124 -V7*- -.. - ::. -.27973 - - 0)39 . 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ESTIMATED PROJECT COST Construction Costs $ 33,138 Total Estimated Project Costs $ 33,138 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY TOTAL FY2018 LRIP Program $16,569 $16,569 $33,138 Contribution $0 $0 $0 TOTAL SHARES $16,569 $16,569 $33,138 BOARD OF COMMISSIONERS 1200 N. Telegraph Road Pontiac, MI 48341-0475 Phone: (248) 858-0100 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 prooram proiects in Bloomfield Hills has been set at $16,569. Requircd Matchina 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 Bloomfield Hills CONTACT PERSON Keith Francis TELEPHONE NUMBER 248-530-1402 STREET ADDRESS 45 E Long Lake Road CITY/ZIP Bloomfield Hills 48304-2322 E-MAIL ADDRESS kfrancis©bloomfieldhillsmi.net PROJECT INFORMATION SHORT DESCRIPTION OF PROJECT The City is continuing to improve its local roads. In 2017, the City completed a major road and water main reconstruction project in the northwest section. In 2018, the City will be doing a similar project in the southwest section and will continue to crack-seal and fill potholes on various local roads, ROAD/ROAD(S) TO BE IMPROVED The 2018 road reconstruction project will include all of the local roads in the southwest section from east of Lahser Road to Cranbrook Road and north of Quarton Road to Lone Pine Road. DESCRIPTION The project will include replacement of aged water main and transmission lines and reconstruction of the local roads, including installation of guard rails on certain roads. PROJECT BUDGET FUNDING REQUESTED LOCAL MATCH TOTAL PROJECT BUDGET $16,569 $16,569 $33,138 DESCRIPTION OF PROPOSED PROJECT EXPENDITURES The 2018 improvements scheduled in the southwest section of the City were identified as part of the Road Asset Management Program and include: water main and transmission replacement, road replacement and reconstruction/resurfacing and safety improvements, including guard rails. 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 REQUIREMENT OF ENCOURAGING AND ASSISTING BUSINESS TO LOCATE AND EXPAND IN THE COUNTY7.41" The Local Road Improvement grant will provide needed safety and road improvements in the southwest section of the City. Connector roads such as Lone Pine, Lahser, Quarton and Cranbrook will benefit from these road improvements together with the businesses located therein. 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 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 The City of Bloomfield Hills local road improvement program spans multiple years and, therefore, the City intends to apply if the County continues to extend the Local Road Improvement Program. If awarded, funds will be used to augment the City's road improvement program during the 2018 construction season and beyond. April 9, 2018 ADDITIONAL INFORMATION The Local Road Improvement Program Subcommittee of the Finance Committee of the Oakland County Board of Commissioners has been tasked with managing this program and making recommendations for project approval, Please supply any additional information you believe may be helpful in the consideration of your application, OPTIONAL ADDITIONAL INFORMATION REPORT FOLLOWING COMPLETION OF THE PROJECT MCL 123.872 requires that "the grant or loan contract made by a county shall require a report to the county board of commissioners regarding the activities of the recipient and the degree to which the recipient has met the stated public purpose of the funding". I, on behalf of the City of Bloomfield 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 Bloomfield 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. Signature of Authorized Party Date David Hendrickson, City Manager 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: 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 #18134 April 19, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections. GENERAL FUND #10100 Revenue 9010101-196030-665882 FY 2018 Planned Use of Balance Total Revenues $16,569 $16,569 Local Road Funding Program $16,569 Total Expenditures $16,569 Commissioner Thomas Middleton, District #4 Chairperson, Finance Committee Expenditures 9010101-153000-740085 FISCAL NOTE (MISC. #18134) May 2, 2018 BY: Commissioner Thomas Middleton, Chairperson, Finance Committee IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2018 APPROPRIATION — CITY OF BLOOMFIELD HILLS — LOCAL ROAD RECONSTRUCTION PROJECT— PROJECT NO. 2018-10 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 7, 2017, the Board of Commissioners approved Miscellaneous Resolution #17325 which designated $3,317,006 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 $16,569 is available in the General Fund Assigned Fund Balance for Local Road Improvement Matching Program (account #383465) for project 2018-10. 3. This project will reconstruct local roads in the southwest section from east of Lahser Road to Cranbrook Road and north of Quarton Road to Lone Pine Road, 4. The FY 2018 budget be amended as follows: FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Woodward absent. Resolution #18134 May 2 2018 Moved by Long supported by Quarles the resolutions (with fiscal notes attached) on the amended Consent Agenda be adopted. AYES . Dwyer, Fleming, Gershenson, Gingell, Hoffman, Jackson. KowaII, Long, McGillivray, Middleton, Quarles, Spisz, Taub, Tietz, Weipert, Woodward, Zack, Berman, Crawford. (19) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended Consent Agenda were adopted. ,J-1 -0 3) I HEREVAPPROW 'rue nESOLUTION 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 May 2, 2018, 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 211 day of May, 2018. edv26-1 Lisa Brown, Oakland County