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HomeMy WebLinkAboutResolutions - 2000.09.21 - 26232FISCAL REPORT (M.R. #00232) September 21, 2000 BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON IN RE: ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF LYON - OPTIONAL ACCELERATED PAYMENT SCHEDULE ALLOCATION TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: The Finance Committee, having reviewed the above referenced resolution, reports as follows: 1. $191,473.61 is available in the Environmental Infrastructure Fund, under the Optional Accelerated Payment Schedule, to provide to Lyon Township for this project; no additional appropriation is required. 2. Once Lyon Township receives the $191,473.61 allocation, no further payments from the Environmental Infrastructure Fund will be made to the township. 3. The Committee recommends adoption of the resolution. Chairperson, on behalf of the Finance Committee, I move acceptance of the foregoing report. FINANCE COMMITTEE FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Jensen and Millard absent. l) MISCELLANEOUS RESOLUTION #00232 BY: COMMISSIONER RONALD COLASANTI, DISTRICT #10 IN RE; ENVIRONMENTAL INFRASTRUCTURE FUND REIMBURSEMENT FOR PROJECT IN THE CHARTER TOWNSHIP OF LYON - OPTIONAL ACCELERATED PAYMENT SCHEDULE ALLOCATION TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Board of Commissioners established an Environmental Infrastructure Funds and Disbursement Policy per Miscellaneous Resolution #99093 in an effort to increase the share of dollars flowing into infrastructure projects for the County and its cities, villages and townships (CVTs); and WHEREAS pursuant to M.R. #00035, the Board of Commissioners modified the Environmental Infrastructure Funds Disbursement Policy by authorizing an Optional Accelerated Payment Schedule by which communities may request their remaining years payment in advanced, at a discounted rate, with the knowledge that no further payments will be made from the Environmental Infrastructure Funds; and WHEREAS pursuant to the Modified Disbursement Policy, Lyon Township has requested use of the Optional Accelerated Payment Schedule to cover the cost of a storm water management master plan; and WHEREAS the Optional Accelerated Payment Schedule authorized amount of funding for Lyon Township is $191,473.61 from the Environmental Infrastructure Fund. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the projects submitted by the Charter Township of Lyon as eligible for reimbursement from the Environmental Infrastructure Fund. BE IT FURTHER RESOLVED that the Board authorizes the use of the Optional Accelerated Payment Schedule to pay Lyon Township the amount of $191,473.61 from the Environmental Infrastructure Fund (Account #90-263213-41000-3985). No further payments from the Environmental Infrastructure Fund will be made to the Township of Lyon after receipt of the $191,473.61. Chairperson, I move the adoption of the foregoing resolution. ki a_ 19 CHARTER TOWNSHIP OF LYON August 22, 2000 Mr. Thomas W. Ott Manager Oakland County Fiscal Services Division 1200 N. Telegraph Road Pontiac, Michigan 48341 Subject: Use of County Environmental Infrastructure Fund by Lyon Township Dear Mr. Ott: James F. Atchison Supervisor Pamela S. Johnson Clerk Patricia D. Carcone Treasurer Trustees Daniel L. Cash Paul R. Fransway Joseph E. Shigley Tim Reed You may recall that I spoke to you in February regarding use of the County Environmental Infrastructure Fund to pay for a storm water management master plan for Lyon Township. You indicated that you thought that this project would be eligible for funding under the program. You recommended that the Township Board proceed with adoption of a resolution, and submit it with a project description to your office for approval. Accordingly, the Township Board adopted the attached resolution, which proposes to uses the fund for a storm water management master plan, based on the project description and work program proposed by Giffels-Webster, the Township Engineer (copies enclosed). The project would cost $187,250, and would take 12 months to complete. The Township would like to proceed with the project as soon as possible, so it is likely that we would utilize the option accelerated payment schedule. Before proceeding with the project, the Township would like the County's acknowledgement that it is eligible for reimbursement under the County Environmental Infrastructure Fund program. We should note that Joe Kozma from the Drain Commissioner's office, in a discussion with the Township Board on March 6, strongly recommended that the Township prepare a master drainage plan, rather than continue to address the drainage problems on a piecemeal basis. We look forward to your review of this proposal. If you have any questions, please do not hesitate to call. Sincerely, (LL5. Christopher J. Doozan Township Planner Enclosures c: Commissioner Ron Colasanti Lyon Township Board Dave Carney, Giffels-Webster Engineers, Inc. 58000 Grand River • New Hudson, Michigan 48165 • (248) 437-2240 • Fax (248) 437-2336 RESOLUTION OF THE BOARD OF TRUSTEES OF THE CHARTER TOWNSHIP OF LYON OAKLAND COUNTY, MICHIGAN At a regular meeting of the Board of Trustees of the Charter Township of Lyon, Oakland County, Michigan, held on August 9, 2000, at 7:00 p.m., prevailing, local time. PRESENT: Trustees Reed, Cash, & Shigley. Treasurer Carcone ABSENT: Trustee Fransway, Clerk Johnson, Supervisor Atchison The following Preamble and Resolution was offered by Trustee Shigley and supported by Treasurer Carc one. WHEREAS, upon the recommendation of the Oakland County Executive, the Oakland County Board of Commissioners has established an Environmental Infrastructure Fund Program to assist Oakland County cities, villages and townships in addressing clean water and storm water needs; and WHEREAS Oakland County's Environmental Infrastructure Fund Program authorizes Oakland County cities, villages and townships to apply for reimbursement of eligible expenses incurred in connection with environmental remediations or improvements relating to ground and/or surface water, water supply, sewer and/or drainage systems and/or water pollution control efforts incurred as part of a city, village or township road project; and WHEREAS the Charter Township of Lyon, Oakland County, Michigan, intends to proceed with preparation of a master drainage plan for the Township, as described in Attachment A, and will incur expenses in connection with this project which is believed to be eligible for reimbursement under Oakland County's Environmental Infrastructure Fund Program. NOW THEREFORE BE IT RESOLVED that the Township Board authorizes and directs its Supervisor, as agent for the Charter Township of Lyon, in the manner and to the extent provided for under Oakland County Board of Commissioner Miscellaneous Resolution 99093, to seek approval for the proposed project and request reimbursement of eligible environmental remediation or improvement project expenses under Oakland County's Environmental Infrastructure Fund Program. AYES: Trustees Reed, Cash, & Shigley, Treasurer Carcone NAYS: None ABSENT: Trustee Fransway, Clerk Johnson, Supervisor Atchison Page 1 of 2 RESOLUTION DECLARED ADOPTED I hereby certify that the foregoing is a true and complete copy of the resolution adopted by the Charter Township of Lyon Board of Trustees, Oakland County, Michigan, at a meeting held on August 9, 2000. 1) . a_ iy.444,4_4--it_. ) 2ee e Pamela John so Date J Township Clerk Page 2 of 2 Received: 8/ 7/00 11:04AM; -> McKenna Associates; Page 2. Aug. T 2000 11:00AM GIFFELS—WEBS'TER ROCHESTER HILLS No. 7998 F. 2/4 CHARTER TOWNSHIP OF LYON STORM WATER MANAGEMENT MASTER PLAN Stormwater management involves the measures used by property owners and local governments to limit the amount of runoff from new development and control the water flow path and timing through the municipal system. Currently, there is no stormwater management master plan in the Charter Township of Lyon. Currently, the property owners provide stormwater drainage systems to fit their own sites without considering the impact on downstream areas. As development increases, downstream flooding, drainage channel erosion, primary system failure, and water quality deterioration becomes more evident. A comprehensive Township-wide master plan is needed for the purpose of improving the system performance and maintaining the natural predevelopment runoff characteristics on developed sites and watersheds. The plan can provide basis for coordinating private and public improvements to the system and assist in assigning improvement as well as maintenance responsibilities. PROJECT OBJECTIVES The main objectives of the project are to: • Provide storm drainage management strategy for the Township to ensure best performance for the overall drainage systems, • Define most cost effective ways to improve the primary drainage systems, and • Formulate best management practice guidelines for property owners to ensure the quality of proposed storm drainage systems. PROJECT BENEFITS The benefits of the master plan include: • Water quantity control to moderate flood peaks downstream and local drainage problems, • Water quality improvement, • Wildlife habitat protection and enhancement, • Groundwater recharge and protection, and • Recreation and aesthetic enjoyment. • Improve the quality of life for Township residents. PROJECT TASKS The project approach is to perform a thorough evaluation of the existing stormwater drainage system and to prepare a master plan to manage the system throughout the Township. The management plan will emphasize on regional control of stormwater to supplement on-site control measures. The project will consist of the following tasks: • Information Gathering and Analysis • Characteristics and Features of the Existing system • Modeling of the Existing system • Stormwater Management Strategies and Design Standards • Master Plan Implementation Strategies • Geographic Information System Application for Stormwater Management CHARTER TOWNSHIP OF LYON PROPOSAL FOR PROFESSIONAL ENGINEERING SERVICES MASTER PLAN FOR STORM WATER MANAGEMENT June 2000 I. Introduction Giffels-Webster Engineers, Inc. (GWE) is pleased to submit this proposal for providing professional engineering services, as required, to perform a thorough evaluation of the existing storm water system and to prepare a master plan to manage the system throughout the Charter Township of Lyon. The comprehensive master plan will accurately define the existing facilities, reasonably predict future growth, and establish a procedure by which the township can properly manage the growth of its storm water system. The method for accomplishing this objective, along with a brief synopsis of the documentation to be presented to the township, is outlined in our Work Plan. GWE staff members have an outstanding track record of assisting clients to go through the technical, administrative and financial processes to complete a successful, multi-phased public works project. II. Work Plan A. Information Gathering and Analysis The initial phase of the project will be to collect and organize existing information relevant to the storm water system. Specifically, we will gather, review and record the following information: • Records from the Oakland County Drain Commissioner's Office consisting of drainage district maps, storm drainage design calculations, record drawings, procedures for improving or modifying the existing county drains, complaints regarding the existing drains and inspection/maintenance records. Identification of the natural tributary areas as determined by p topographic maps Identification of the legal County Drainage Districts Identification of discrepancies between the natural tributary areas and the legal drainage districts Identification of tributary areas that are located outside of the (72g /A township but carried by drains within the township Se-11.14C./. lo/t 17; 4 ..411,0{1 1n14411. A/L ISA- 1.4./7 1,e641 • Record documents from Lyon Township regarding storm water facilities constructed by either private developers or the township. • Topographic information including the USGS maps, and Oakland County's 2-ft contour maps which are scheduled to be published in late 2000. • Lyon Township's current Land Use Master Plan. • SEMCOG's demographic data. • Aerial images from Oakland County for surface runoff characteristics. • Procedures, which Lyon Township will have to follow if they wish to participate in the FEMA program. B. Characteristics and Features of the Existing System This phase of the project will be to identify the primary features and characteristics of the existing storm water system in the township. These primary features will include: • Tributary Areas and Hydrological Characteristics: • Storm Water Systems and Hydraulic Characteristics: Identification of County Drains Identification of natural drainage courses Identification of other private or public storm sewer systems Identification of existing regional storm water detention and retention facilities that either occurs naturally or have been constructed. Page 2 C. Modeling of the Existing System This phase of the project is to develop hydrological and hydraulic models of the existing primary storm water system. The purpose of these models is to determine how the existing storm water system operates under different rainfall events, and will be a tool for estimating the following: • The 10 year hydraulic grade lines and 100 year flood plains • An acceptable storm runoff coefficient C factor that should be used by developer/design engineers for various tributary areas. The resulting C factors could then be incorporated into the township's design standards. • Existing drainage facility deficiencies. • The storm water management value of existing retention and detention facilities. D. Storm Water Management Strategies and Design Standards Based on the models, we will formulate a set of strategies for managing storm water" as the township develops. This process will be an iterative process and will require input from the township's planning staff, and possibly legal council to help us determine strategies that will be desirable and feasible for the township. We anticipate that the following strategies or combination of strategies will be considered: • Local retention and detention facilities for each private development • Regional retention and detention facilities • Improvements to existing storm drains and storm water systems • Construction of new storm drains • Development of design standards for future storm water systems • Development of design standard for soil erosion control Page 3 E. Master Plan Implementation Strategies Based on the recommended storm water management strategies for the township, we will prepare a number of Engineer's Cost Opinions for possible required upgrades, major system expansions, and new facilities. In addition to that we will explore viable options for financing these improvements without creating strain to the township budget. Furthermore, we will recommend a set of strategies for implementing the master plan. F. GIS Application for Storm Water Management Based on the information collected for this project and GIS dataset provided by Oakland County, we will develop and implement a comprehensive and user-friendly GIS Application for Storm Water Management consisting of the following: • Easy interface menu • Tributary area and system district map • Storm water system maps • Contour maps • Ortho aerial images • Hydrological and hydraulic characteristics for each tributary areas and systems • Township storm drainage design parameters The GIS application will be a very cost-effective tool for the township to efficiently manage its storm water system and implement the master plan. In addition to that, the system will assist the township in maintaining its compliance with the General Storm Water Discharge Permit soon to be required by the MDEQ, as well as other future compliance requirements from other jurisdictions. The proposed GIS application will be compatible with the Oakland County based GIS system being implemented by McKenna & Associates. G. Progress Meetings During the course of this project, we will schedule several progress meetings with township representatives, along with two township board presentations. The board presentations will be scheduled when construction is approximately 75% complete and upon final completion. Page 4 H. Deliverables This project will result in the production of the following primary components: • Master Plan for Storm Water Management; • Township Design Standards for Storm Drainage System; • Township Soil Erosion Control Standard; and • GIS Application for Storm Water Management (Optional) I. Additional Services This proposal is based on the assumption that information relevant to the storm water system will be made readily available to GWE. If excessive time is needed to obtain the necessary information to complete this project, it will be considered an additional service. This proposal includes the delivery of fifteen (15) copies of the proposed Master Plan to the township. Additional copies will be considered an additional service. Any revision of the project scope or major revisions requested by the township after our presentation to the township board will be considered additional services. All GIS development is for the exclusive use by the Charter Township of Lyon and is not to be provided to any other party for use, re-use or sale. The use of the GIS is subject to the terms and conditions of the attached General Software License Agreement (Attachment B). Specifically not included in our scope of the optional development of GIS Application for Storm Water Management include, but not limited to, the following items: • Required software • Required computer hardware • Software installation and system configuration • On-going database population with data • Software and hardware connectivity issues • On-going on-site training and technical support • Software program source code, etc. Items considered additional services would be billed to the township on a Time and Material basis per our Schedule of Fees. Billing for additional services will be made according to the following minimum fee schedule unless specific agreement is made in writing with an officer of this firm for another basis of charges. Page 5 avid P. Carney, P.E. Project Mapager Clerical Services $ 42.00 per hour Construction Inspector $ 52.00 per hour Contract Administrator $ 68.00 per hour Senior Survey Technician $ 74.00 per hour Survey Crew $ 126.00 per hour Environmental/Wetland Specialist/Landscape Architect $ 74.00 per hour Engineer/Survey Technician $ 60.00 per hour Engineer/Senior Engineering Technician ... $ 74.00 per hour Project Manager/Senior Engineer $ 98.00 per hour Senior Project Manager ... $ 110.00 per hour Principal $ 122.00 per hour Expert Witness $ 200.00 per hour HI. Project Fee and Schedule Giffels-Webster Engineers, Inc. (GWE) will provide the Master Plan for Storm Water Management as outlined above for the lump-sum-fixed-fee of One Hundred Eighty Seven Thousand, Two Hundred Fifty Dollars ($187,250.00). The project will be completed within 12 months from the receipt of a signed agreement to proceed with the stated work. The detailed work schedule and fee are depicted in the attached scheduling sheet (Attachment A). We are prepared to initiate this project (#15495-00) promptly upon receiving your authorization. Proposal and Agreement Prepared by: Giffels-Webster Engineers, Inc. Authorization to Proceed: Charter Township of Lyon James F. Atchison Township Supervisor Keith Mayer, P.E. / Pamela Johnson President Township Clerk Township Board Approval Date: Page 6 11 20,000 ATTACHMENT A CHARTER TOWNSHIP OF LYON MASTER PLAN FOR STORM WATER MANAGEMENT PROJECT SCHEDULE AND FEE BY GIFFELS-WEBSTER ENGINEERS, INC. JUNE 2000 PHASE WORK DESCRIPTION SCHEDULE (MONTH) FEE I 2 I 31415161718191101111 12 , A Information Gathering and Analysis $ 30,000 B Characteristics and Features of the Existing System $ 35,000 _ C Modeling of the Existing System $ 80,000 D Storm Water Management Strategies and Design Standards $ 20,000 E Master Plan Implementation Strategies 10,000 _ G Progress Meetings 8,000 , , . H Deliverables $ 2,000 Lump-Sum-Fixed-Fee $ 185,000 OPTIONAL F Geographic Information System Application for Storm Water Management I I Resolution #00232 September 7, 2000 The Vice Chairperson referred the resolution to the Finance Committee. There were no objections. Resolution 400232 September 21, 2000 Moved by Palmer supported by Coleman the resolutions on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Appel, Causey-Mitchell, Colasanti, Coleman, Dingeldey, Douglas, Galloway, Garfield, Gregory, Law, McCulloch, McPherson, Melton, Millard, Moffitt, Obrecht, Palmer, Patterson, Sever, Suarez, Taub, Amos. (22) NAYS: None. (0) A sufficient majority having voted therefor, the resolutions on the Consent Agenda were adopted (with accompanying reports accepted). STATE OF MICHIGAN) COUNTY OF OAKLAND) I, G. William Caddell, 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 September 21, 2000 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand an affixed the seal of the County of Oakland at Pontiac, Michigan this 2at day' of Septeml9pr, 2000. G. William Caddell, County Clerk