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HomeMy WebLinkAboutResolutions - 2018.05.17 - 23559MISCELLANEOUS RESOLUTION 1t 18166 BY: Commissioner Michael Spisz, District #3 IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM — MULTIPLE YEAR PROJECT PLAN REQUIRING THE ROLLOVER OF COMMUNITY ALLOCATION — VILLAGE OF OXFORD — MILL AND RESURFACE WEST BURDICK STREET To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Village of Oxford has submitted a 2018 Local Road Improvement Program application with a revision to their 2017 multiple year project plan requiring the rollover and accrual of the Village's maximum County contribution authorized in the current year's approved distribution formula; and WHEREAS the proposed budget for the 2017 identified project, the Mill and Resurface East Lakeville Road, requires the accrual of two (2) years maximum County contribution at the 2017 distribution amount for the Village of Oxford of $6,503; and WHEREAS the Oakland County Board of Commissioners established policies and procedures for the Local Road Improvement Program with the adoption of Miscellaneous Resolution #16103; and WHEREAS MR #16103 authorized the Local Road Improvement Subcommittee to establish policies and procedures regarding the limited rollover and accrual of a municipality's allocation for project plans that require additional County funding; and WHEREAS the Local Road Improvement Subcommittee initially adopted a policy authorizing a municipality to submit a multi-year plan for projects that require the accrual of the municipality's allocation for a maximum of three (3) years, Oxford choose to accrue two (2) years of Program allocation funding with their 2017 application; and WHEREAS the Village experienced economic development that has warranted a request to revise the 2017 Multiple Year Project Plan; and WHEREAS the Village of Oxford requests the proposed budget for the 2018 identified project, the Mill and Resurface West Burdick Street, requires the accrual of 2017 maximum County contribution of $6,503 and the 2018 maximum County contribution of $10,251; and WHEREAS approval of multiple year plan and accrual of a municipality's allocation is subject to approval by the Board of Commissioners; and WHEREAS a project multi-year plan is to be utilized solely for planning purposes and does not obligate Oakland County in any way to funding a project; and WHEREAS rollover and accrual of a municipality's allocation is subject to the continuation of the Local Road Improvement Program, which has been established as a pilot program; and WHEREAS a municipality's allocation is subject to change from year to year based upon the factors utilized in current distribution formula and amendments to the distribution formula approved by the Board of Commissioners; and WHEREAS the Local Road Improvement Subcommittee has reviewed the plan submitted by the Village of Oxford for the Mill and Resurface West Burdick Street and is recommending that the Board of Commissioners authorizes the Village of Oxford's 2017 and 2018 allocations rollover for consideration of the project in 2019, contingent upon continuation of the program. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes the Village of Oxford to roll over their allocation under the Local Road Improvement Program for 2017 and 2018 for the purpose of the Village to submit an application for the Mill and Resurface West Burdick Road in 2019, contingent upon the continuation of the program. BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this resolution to Oakland County Fiscal Services and the Village of Oxford. Chairperson, I move the adoption cif the foregoing Resolution. 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 FuDclipg: 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 Oxford has been set at $10,251. peauired Matching Funds: A city or village participating in the Local Road Improvement Matching Fund program shall match any funds authorized by the Oakland County Board of Commissioners in an amount equal to a minimum of 50% of the cost of the total project award. Funding shall be utilized to supplement and enhance local road maintenance and improvement programs. Funding is not intended to replace existing budgeted local road programs or to replace funding already committed to road improvements. REQUESTING LOCAL GOVERNMENT MUNICIPALITY Village of Oxford CONTACT PERSON Joseph M. Madore TELEPHONE NUMBER 248-628-2543 STREET ADDRESS 22 West Burdick Street CITY/ZIP Oxford, MI 48371 E-MAIL ADDRESS manager©thevillageofoxford.or g PROJECT INFORMATION SHORT DESCRIPTION OF PROJECT 2" Mill and resurface of approximately 2300 feet of of West Burdick street. Skip milling could be considered as an option for some of the overall footage covered by the project ROAD/ROAD(S) TO RE IMPROVED West Burdick Street from M-24 west to West Street ending approximately at the Village of Oxford boundary with Oxford Township. DESCRIPTION The proposed mill and resurface project roadway in within the Village boundaries and Is the primary connector road between Rochester Road at the east to M15 on the west connecting Addison Township, Oxford Township and Brandon Township. This road surface is deteriorating and due to the high use for commuters corning into the Downtown area the traffic is only going to increase over time. I recently came to the Village Manager position at the end of 2017. Due to the long period of time without a full time Manager here at the Village there is a lot work to catch up on. My biggest concern is to get the Village budget redone and in place. Due to the amount of work to be caught up at the Village I'd prefer to not also add a road project to the list for the 2018 season. I am respectfully requesting that our project be put Into the County LRIP, but that we allow this years funds to be accrued until the 2019 construction season at which time we will be in a much better place to take on and complete this much needed road project. The Village would hate to miss out on an opportunity to utilize its allocated funding, however there is just too much change and updating taking place.at this time to adequately manage this project in 2018. A lot of time, energy, effort and funding has already taken place here at the Village regarding the planning and engineering for the M-24 MDOT project. Now that the M-24 project is firmly slated for the 2020 season we are even more eager to get the repairs done on West Burdick street. There will be a lot of traffic pattern changes during the 2020 construction of the M-24 project. The Burdick street/Lakeville road connection will be even more valuable to commuters and this is why we want to get the much needed repairs done in 2019. PROJECT BUDGET FUNDING REQUESTED 2017 - $6,503 2018 - $10,251 .0CAL MATCH $40,000+ TOTAL PROJECT BUDGET $56,754 DESCRIPTION OF PROPOSED PROJECT EXPENDITURES The project will be bid out and performed by outside contractors. The expenditures will include cost for engineering, labor and materials as well as some cost for the DPW for doing some traffic control and placing of barriers. 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 Jor 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 COUNTY As stated earlier, the proposed mill and resurface project roadway in the Village boundaries is also the primary connector road between Rochester Road at the east to M15 on the west connecting Addison Township, Oxford Township and Brandon Township. This roadway to not only the Village and access to M24 and then to 175 and 169 is of major economic impact for the entire north Oakland area. With the 2020 M-24 project taking place the newly improved highway surface coupled with the updates the Village DDA Is doing in the downtown corridor will make the downtown even more attractive to business owners and visitors alike. The proposed improvements in 2019 to the connector road of west Burdick Street (Seymore lake road) will improve the ability to commute to our newly renovated streetscape in the downtown business district. In my short time here at the Village I have seen a couple business owners retire or leave. In that same time I have seen a number of new businesses open and some buildings are undergoing renovations for new businesses at this time. It is encouraging to see the excitement but there is also some concern regarding the disruption that the 2020 project will bring. If we can get the proposed improvements completed in 2019 I think that will send a positive message that progress is coming and that In the end we will be in a great place. 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 IALLOCATION NOT AVAILABLE - COMMUNITY IS IN SECOND YEAR OF A TWO YEAR PLAN. PLEASE FILL OUT CURRENT YEAR PROJECT BOXES ABOVE BASED UPON MULTI-YEAR PLAN SUBMITTED IN PRIOR YEARS. 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 MCI 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. The Village of Oxford I, on behalf of , have been provided with a copy of the Policies and Procedures of the Local Road Improvement Program (Attachment "A") and agree to comply with these terms and conditions. I, on behalf of The Village of Oxford , understand and agree to complywith 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. e--)47.4 /214,4cr---e t7/— Signaturbpf Authorized Party Joseph M. Madore Printed Name and Title Date Please return completed application to: Local Road ImprovementSubcommittee 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 Analystandrewsmb@oakgov.com Questions regarding the application and approval process should he directed to Michael Andrews at the email address above or by phone at (248)858-5115 Resolution #18166 May 2, 2018 The Chairperson referred the resolution to the Finance Committee. There were no objections. FISCAL NOTE (MISC. #18166) May 17, 2018 BY: Commissioner Thomas Middleton, Chairperson, Finance Committee IN RE: BOARD OF COMMISSIONERS — PILOT LOCAL ROAD IMPROVEMENT PROGRAM — MULTIPLE YEAR PROJECT PLAN REQUIRING THE ROLLOVER OF COMMUNITY ALLOCATION — VILLAGE OF OXFORD — MILL AND RESURFACE WEST BURDICK STREET 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. Resolution authorizes the rollover of FY2017 Village of Oxford allocation in the amount of $6,503 and FY2018 Village of Oxford allocation in the amount of 810,251. 2. The roll-over allocation amount for the Village of Oxford under the Local Road Improvement Program will be retained in the Local Road Improvement Matching Program Assigned Fund Balance (GL account #383465) and will require a separate resolution anticipated in 2019 to appropriate funding for a 2" Mill and the resurface of approximately 2300 feet of West Burdick Street from M-24 west to West Street ending approximately at the Village of Oxford boundary with Oxford Township; contingent upon continuation of the program. 3. The funding will be contingent upon the County's distribution from the Michigan General Revenue Sharing Act. Reduction or elimination of the County's distribution of revenue sharing funds may result in the elimination or suspension of the program. 4. No budget amendment is required at this time. Commissioner Thomas Middleton, District #4 Chairperson, Finance Committee FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Woodward and Quarles absent. Resolution #18166 May 17, 2018 Moved by Fleming supported by Quarles the resolutions (with fiscal notes attached) on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Crawford, Fleming, Gershenson, Gingell, Kochenderfer, KowaII, Long, McGillivray, Middleton, Quarles, Taub, Weipert, Woodward, Zack, Berman, Bowman. (16) 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), HEFIEW APPHOVE THIS RESOLUTION CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANT TO IVICL 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 17, 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 17t" day of May 2018. Lisa Brown, Oakland County