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HomeMy WebLinkAboutResolutions - 2002.03.27 - 26896REPORT (M.R. #02081) March 28, 2002 BY: Finance Committee, Sue Ann Douglas, Chairperson IN RE: CLERK/REGISTER OF DEEDS - ACCEPTANCE OF COUNTY SURVEY AND REMONUMENTAT ION GRANT To: The Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The Finance Committee, having reviewed the above referenced resolution on March 21, 2002, reports with the recommendation that the resolution be adopted with an amendment to insert the following language as the first BE IT FURTHER RESOLVED: BE IT FURTHER RESOLVED that the Chairperson of the Oakland County Board of Commissioners is authorized to execute the grant agreement and to approve any grant extensions or changes, within fifteen percent (15 96) of the original award, which are consistent with the original agreement as approved. Chairperson, I move acceptance of the foregoing report. c /161,c rifol-z) FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Patterson absent. MISCELLANEOUS RESOLUTION #02081 March 28, 2002 BY: General Government Committee, William R. Patterson, Chairperson IN RE: CLERK/REGISTER OF DEEDS — ACCEPTANCE OF COUNTY SURVEY AND REMONUMENTATION GRANT To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS this is an ongoing grant to be funded by the Michigan Department of Commerce for the calendar year ending December 31, 2002; and WHEREAS the 2002 grant award of $309,299 reflects total program costs; and WHEREAS pursuant to the Oakland County Board of Commissioners Miscellaneous Resolution #01320, all grant materials have been reviewed and accepted by the Grant Committee; and WHEREAS no additional personnel is required; and WHEREAS acceptance of this grant does not obligate the County to any future commitment; and WHEREAS approximately 3,829 corners have been remonumented and approved by the Peer Review process and 77 corners are currently being remonumented through the Remonumentation Program. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the County Survey and Remonumentation Grant for the period of January 1,2002 through December 31, 2002 in the amount of $309,299. BE IT FURTHER RESOLVED that with the acceptance of this grant, the Oakland County Board of Commissioners hereby appoints the Oakland County Clerk/Register of Deeds, or his designee, as the Grant Administrator. BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners authorizes the continuation of the Remonumentation Program. BE IT FURTHER RESOLVED that future Remonumentation Grant revenue derived from the State shall be transferred to the General Fund to reimburse the County for advanced funding of the Remonumentation Program. GENERAL GOVERNMENT COMMITTEE GENERAL GOVERNMENT COMMITTEE Motion carried unanimously on a roll call vote with Crawford and Middleton absent. Prentiss Malone, Jr. From: givensg@co.oakland.mi.us Sent: Friday, March 08, 2002 10:00 AM To: Campbell, Pat; VanLeuvenj; Malone, Prentiss Subject: CONTRACT REVIEW— CLERK/REGISTER OF DEEDS RE: CONTRACT REVIEW - CLERK/REGISFER OF DEEDS Conny Survey - Remonumentation - Contract Putsuant to Misc. Resolution #01320, please be advised the captioned grant materials have completed internal contract review. Below are the comments returned by review departments. Department of Management and Budget: I approve. - Jeff Pardee Personnel Department: I approve. - Judy Eaton Risk Management and Safety: Aprronoci with recommendations. The requirements of paragraph H. page 11, hhhhei he modified in the contract with the surveyors. There should be; lh .iddiiaprial insurance requirement for professional liability cov a The limits and insurance companies should be subject to county approval. Proof of insurance should be submitted by the contractors prior to commencinc work. - Stan Payne Corporation Counsel: There are no outstanding legal issues. Please note the following: 1. Subcontractors must be selected in compliance with the criteria set forth in House Concurrent Resolution No. 206 (June 1987). 2. Tho grant requires that the language in Section J on page 11 of the Grinl must be included in contracts with surveyors working under this g t -rtii. 3. eiThrocts should provide the County with the right to terminate for rionco as grant funding may be terminated by the State. - Joellen Shnai iiiv The captioned grant materials and grant acceptance package (which should include the Board of Commissioners' Liaison Committee Resolution, the grant agreement/contract, Finance Committee Fiscal Note, and this email containing grant review comments) may now be requested to be placed on the appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution. Or e iris, Supervisor iministration Unit nicesi Division MEMO TO: Prentiss Malone, Financial Analyst FROM: Greg Givens, Fiscal Services DATE: 25 February 2002 RE: CLERK/REGISTER OF DEEDS County Survey — Remonumentation — Contract Attached please find the above mentioned grant contract. Today these materials went into contract review. Please coordinate with your operating department in putting together the appropriate grant package which should include: Liaison Resolution and Fiscal Note. I will forward to you the full contract review information when it is returned by the review departments. At that point we can work together in getting the grant materials to the operating departments the appropriate liaison committees. Thanks — call if questions / 84057. Cc: Sheryl Mitchell, BoC Prentiss Malone, Jr. From: fourniern@co.oakland.mi.us Sent: Tuesday, February 26, 2002 7:58 AM To: Wilson, Cheryl; Malone, Prentiss Subject: FW: CONTRACT REVIEW - CLERK/REGISTER OF DEEDS FYI Original Message From: givensg@co.oakland.mi.us [mailto:givensg@co.oakland.mi.us] Sent: Monday, February 25, 2002 1:26 PM To: Jeffrey C. Pardee; Eatonj; Payne, Stan; Davisp Cc: VanLeuvenj; Fournier, Nancy; Frederick, Candace; Smith, Laverne; Cunningham, Judy; Mitchell, Shefyi; Shortley, Joellen; Mason, Jennifer; Ross, David; Campbell, Pat Subject: CONTRACT REVIEW - CLERK/REGISTER OF DEEDS TO: REVIEW DEPARTMENTS - Jeff Pardee - Judy Eaton - Stan Fayne - Patricia Davis RE: GRANT CONTRACT REVIEW RESPONSE - CLERK/REGISTER OF DEEDS County Survey - Remonumentation - Contract Please be advised the above mentioned grant information was put into contract review today. A hard copy of these materials has been sent to you for review. Please provide your review response, with any comments, via reply (to all) of this email. Thanks. GRANT INFORMATION Date: 25 February 2002 Operating Department: Clerk Register of Deeds Department Contact: Pat Campbell Contact Phone: 858.0560 Internal ID Number: NA Other ID Number: NA REVIEW STATUS: Acceptance - Resolution Required Funding Period: Calendar Year Ending December 31, 2002 Continuation/New: Continuation New Grant Funded Position Requested: None Changes to Current Positions: None Grantor Funds: $309,299 Total Budget: $309,299 Match and Source: Reimbursement PROJECT SYNOPSIS Reimbursement for the County's annual work plan as approved by the State Survey and Remonumentation Grant Administrator GRANT CONTRACT REVIEW FORM TO: REVIEW DEPARTMENTS — Jeff Pardee — Judy Eaton — Stan Fayne — Patricia Davis RE: GRANT CONTRACT REVIEW RESPONSE — CLERK/REGISTER OF DEEDS County Survey — Remonumentation — Contract Please be advised the above mentioned grant information was put into contract review today. A hard copy of these materials has been sent to you for review. Please provide your review response, with any comments, via reply (to all) of this email. Thanks. GRANT INFORMATION Date: 25 February 2002 Operating Department: Clerk Register of Deeds Department Contact: Pat Campbell Contact Phone: 858.0560 Internal ID Number: NA Other ID Number: NA REVIEW STATUS: Acceptance — Resolution Required Funding Period: Calendar Year Ending December 31, 2002 Continuation/New: Continuation New Grant Funded Position Requested: None Changes to Current Positions: None Grantor Funds: $309,299 Total Budget: $309,299 Match and Source: Reimbursement PROJECT SYNOPSIS Reimbursement for the County's annual work plan as approved by the State Survey and Remonumentation Grant Administrator. gnature of 2002 County Grant Administrator OAKLANIN County Name REQUEST FOR PAYMENT START-UP 40% ADVANCE OF 2002 SURVEY AND REMONUMENTATION GRANT DATE: 'F'"zotkee‘i 41)2co2.. TO: Michigan Department of Consumer and Industry Services Bureau of Construction Codes Office of Management Services State Survey and Remonumentation Grant Program 6546 Mercantile Way, P.O. Box 30704 Lansing, Michigan 48909 Dear Mr. Viges: Pursuant to Section I.C.1 of the 2002 Grant Agreement, a start-up advance of 40 percent of the state grant amount may be made upon execution of the agreement by the State Grant Administrator and the Grantee. Therefore, I am enclosing two (2) sets of the executed grant agreement and the completed "Request for Payment" to the State survey and Remonumentation Grant Program. Please consider this letter our "request for payment" and process the start-up advance of 40 percent of the 2002 grant to 0/14<LAN b County at your earliest convenience. Sincerely, STATE OF MICHIGAN DEPARTMENT OF CONSUMER AND INDUSTRY SERVICES GRANT AGREEMENT BETWEEN THE STATE OF MICHIGAN AND THE COUNTY OF OAKLAND Grantee Federal I.D. Number: 386004876 2002 Grant Year 1 Grant Assistance for Survey, Monumentation and Remonumentation, per Act 345, P.A. of 1990, as amended. TITLE: GRANTEE: County Survey, Monumentation and Remonumentation County of Oakland County Grant Administrator: G. William Caddell Address: Oakland County Clerk/Register Oakland County Grant Administrator 1200 N. Telegraph Road, Dept. 480 Pontiac, Michigan 48341-0480 Telephone Number: (248) 858-0560 FAX Number: (248) 858-0560 MICHIGAN DEPARTMENT OF CONSUMER AND INDUSTRY SERVICES STATE SURVEY AND REMONUMENTATION GRANT GRANTOR: State of Michigan Michigan Department of Consumer & Industry Services STATE GRANT Kathleen M. Wilbur, Director ADMINISTRATOR: P.O. Box 30004 Lansing, Michigan 48909 CONTRACT OFFICER: SURVEY AND REMONUMEN- TATION GRANT DIRECTOR Cheryl A. Lane, Director Purchasing and Grants Services Michigan Department of Consumer & Industry Services Law Building, 4th Floor P.O. Box 30004 Lansing, Michigan 48909 David E. Viges, Director Office of Management Services Michigan Department of Consumer & Industry Services 6546 Mercantile Way, P.O. Box 30704 Lansing, Michigan 48909 Survey & Remonumentation Office: (517) 241-6321 FAX Number: (517) 241-6302 TOTAL ANNUAL PROJECT BUDGET FOR WORK IN CALENDAR YEAR 2002: State Grant Amount: $309,299.00 +County Cash Contribution: $0.00 + Expedited Amount: $0.00 TOTAL ANNUAL PROJECT BUDGET: $309,299.00 2002 Grant Year 2 MICHIGAN DEPARTMENT OF CONSUMER AND INDUSTRY SERVICES STATE SURVEY AND REMONUMENTAT1ON GRANT GRANT OFFER FOR SURVEY, MONUMENTATION AND REMONUMENTATION UNDER ACT 345, P.A. OF 1990, as amended. The State of Michigan, Michigan Department of Consumer and Industry Services (hereinafter, the "Grantor"), hereby offers to the County of Oakland (hereinafter, the "Grantee"), a grant subject to the terms, conditions, and limitations as set forth in the Grantee's approved County Plan, the attached General and Special Terms and Conditions and the attached approved 2002 Application for a Survey and Monumentation Grant which includes the Annual Work Program. The grant amount hereby offered, to be paid from the Michigan Department of Consumer and Industry Services appropriation from the State Survey and Remonumentation fund, is $309,299.00. The grant offered will be for the County's annual work program as approved by the State Survey and Remonumentation Grant Administrator and as set forth in the Application for a Survey and Monumentation Grant attached to and made a part of this Agreement that proposes the work for the calendar year ending December 31, 2002. When monumentation has been completed and the annual work program is limited to only perpetual monument maintenance, grant amounts in excess of the annual work program expenditures may be used to reimburse the county for expediting their program. Reimbursement may be for eligible expenses incurred in prior years but not before January 1, 1991. The grant amount may include an increase based upon a county contribution and Category III of the state grant formula. Counties may not receive both an increased grant amount and also repayment of expedited county funds for the same county expenditure. Funds will be made available for the Grantee's eligible expenses during this period or eligible expenses in expediting the remonumentation, prior thereto, if any, in accordance with the attached General and Special Terms and Conditions. This Grant Offer does not commit the State of Michigan, the Michigan Department of Consumer and Industry Services or its Subdivision Control and Survey and Remonumentation Section to approve requests for additional funds during or beyond this grant period. Dated this a9-th day of (day) 'de' 217 Kathleen M. Wilbur (month) U (year) 'et(' By: Director Michigan Department of Consumer & Industry Services 2002 Grant Year 3 GRANTEE: COUNTY OF nil. iib By; (Signature of County Grant Administrator) The foregoing Grant Offer is hereby accepted and it is agreed that the funds made available will be used only as set forth in the Grantee's approved County Plan, the attached General and Special Terms and Conditions and the attached approved Application for a Survey and Monumentation Grant which includes the 2002 Annual Work Program. Dated this 041 day of --Ei3Rafe.e`i , ZO2- (day) (month) (year) 2002 Grant Year 4 1. SPECIAL TERMS AND CONDITIONS A. Statement of Purpose Under Act 345, P.A. of 1990, as amended (hereinafter, "the Act"), the State has offered the Grantee an annual grant amount, which is subject to the terms and conditions of this Grant Agreement. Under the Act, a separate grant amount may be offered to the Grantee each year hereafter. The grants offered by the State are intended to provide survey, monumentation and remonumentation of the Public Land Survey Corners and other activities in accordance with said Act and in accordance with the Grantee's Survey, Monumentation and Remonumentation Plan (hereinafter, "County Plan") as approved by the State Grant Administrator. B. Budget The attached approved Application for a Survey and Monumentation Grant includes the Annual Work Program, reimbursement for eligible expedited expenditures from prior years, if any, and the Total Annual Project Budget for the grant year. The Total Annual Project Budget includes the state grant amount, any county cash contribution, and any expedited amount. Counties who receive an increase in their grant amount based upon their county contribution and Category III of the state grant formula are not eligible for both an increased grant amount and repayment of expedited county funds for the same county expenditure. The Grantee agrees that all funds shown in the Total Annual Project Budget are to be spent as shown. If funds are not to be spent as shown in the Total Annual Project Budget, the Grantee will notify the State Grant Director when required prior to the expenditure of such funds -- as required under Section II, General Terms and Conditions, Item A. The Grantee agrees that the state grant amount and any county contribution amount must be totally expended prior to expending any expedited funds. The Grantor expects to share in any cost savings realized by the Grantee; therefore, final Grantee reimbursement will be based on actual expenditures. The Grantor's final share of expenditures will be paid out at the proportionate rate of participation as established in the Grant Application's Total Annual Project Budget. C. Payment Schedule Payments are subject to the State Grant Director's or Contract Officer's review and approval of the fact that grant funds are due and payable. The Grantee shall submit its request for all payments on work progress reports provided by the Survey and Remonumentation Section. The expenditure of funds shall be reported by line item and work program category and compared to the approved Total Annual Project Budget. Documentation of all expenditures shall consist of, at a minimum, a computer printout or copy of the County Treasurer's detailed ledger of the activity of 2002 Grant Year the County Survey and Remonumentati on Account 245 from the County Treasurer's office. This account is required by the State of Michigan, Department of Treasury's "State Survey and Remonumentation Fees" Letter No. 01-91, dated March 7, 1991. The County Grant Administrator is to make written clarification on the County Treasurer's computer printout or submit additional narrative information if the Treasurer's report does not clearly identify all expenditures as they relate to the individual line items and work program categories on the work progress reports provided by the Survey and Remonumentation Section for the requests for payment and report of work completed. Additional documentation which supports the County Treasurer's Account No. 245 activity report may be requested by the State Grant Director at any time. Payments are authorized as follows: 1. A start-up advance of 40% of the state grant amount may be made upon execution of this agreement by the state grant administrator and the grantee, and return of the executed agreement and the completed "request for payment" to the manager of the State Survey and Remonumentation Section. 2. A work progress report shall be prepared by the county grant administrator after July 1. After receipt and approval of this work progress report by the state grant director and contract officer, a second payment of up to an additional 50% of the state grant amount, based upon actual expenditures (or up to the total grant amount with the filing of a completion report), may be paid to the grantee after July 1 of the grant year. 3. The remaining 10% of the state grant amount may be paid upon receipt and approval by the state grant director and contract officer of documents demonstrating completion of the work program and documentation of all expenditures for which reimbursement under this grant is requested. D. Monitoring and Reporting Program Performances 1. The Grantee shall monitor performance to assure projected work units and other performance goals are being achieved. 2. The Grantee shall submit reports and/or documents as may be specified in this agreement, and other reports required by the State Grant Director. These reports, at a minimum, shall consist of the following: a. work progress report(s) in a format prescribed by the Survey and Remonumentation Section which will include: i. Work accomplished during the reporting period and the work to be completed during the subsequent reporting periods with the following supporting documentation for work completed: 2002 Grant Year copies of Land Corner Recordation Certificates (LCRCs) for corners with monumentation completed; corner marker and accessories site inspection report(s) if under a perpetual maintenance work program; a 3.5-inch diskette with a download of the Grantee's corner recordation data, including any state plane coordinate work completed; and a paper copy of each Mark Recovery Report (recovery report of control stations) entered on the Internet. Work program documentation may be transmitted to the State Grant Director as an electronic mail attachment or the county can elect to provide a download of the data on diskette. Amount of expenditures during the reporting period by budgeted line item and work program categories, with supporting documentation as described in Section I.C. Brief description of problems or delays, real or anticipated, which should be brought to the attention of the State Grant Director. b. a final completion report for the grant period documenting work completed and expenditures incurred in a format provided by the Survey and Remonumentation Section which shall include: A brief written narrative explanation of the work accomplished during the total grant year, including any additional work completed above and beyond the approved annual work program. If any item of the approved work program is not completed, the Grantee shall provide a written narrative explanation. The following supporting documentation for work completed which was not previously submitted with a work progress report: copies of Land Corner Recordation Certificates (LCRCs) for corners with monumentation completed; corner marker and accessories site inspection report(s) if under a perpetual maintenance work prop -am; a 3.5-inch diskette with a download of the Grantee's corner recordation data, including any state plane coordinate work completed; and a paper copy of each Mark Recovery Report (recovery report of control stations) entered on the Internet. Work program documentation may be transmitted to the State Grant Director as an electronic mail attachment or the county can elect to provide a download of the data on diskette. 7 2002 Grant Year The expenditure of funds shall be reported by individual line items and work program categories and compared to the Total Annual Project Budget, with supporting documentation as described in Section I.C. c. Reporting State Plane Coordinate Data All Surveys for establishing State Plane Coordinate Values for Public Land Survey Corners and Property Controlling Corners shall conform to the County Plan and be performed to meet the published minimum standards and specifications of the FGCS: The standard deviation at 95% confidence level shall not exceed 0.125 international feet (0.038 meters). In no case shall the relative error, expressed as a ratio, exceed 1 part in 10,000. The contracting professional surveyor shall submit the final adjusted coordinates and FGCS compliance certification to the county along with the following redundant measurements. Independent measurements shall be made, using a different equipment configuration and/or technique from that originally used, between adjacent corners to compare with the final adjusted distance from the least squares adjustment program. These independent measurements shall be performed on a randomly selected minimum of 5% of quarter corner-section corner (half mile) or section corner-section corner (full mile) distances originally measured and adjusted. The DIFFERENCE between any check measurements and the adjusted values shall not exceed 100 parts per million and, in no event, shall the difference exceed 0.125 international feet (0.038 meters). For projects where state plane coordinates will be established by two or more surveyors working in adjacent contract areas, the surveyors shall include in their survey all corners along the common boundary between their own contracted survey area and the adjacent contracted survey area. One set of coordinates shall be established at each corner by a contracted surveyor and the surveyor working in the adjacent area shall verify the coordinates to within the tolerances described above for each coordinate component. The standards and procedures in this paragraph shall also be followed along county lines. 2002 Grant Year 8 State Plane Coordinates reported by counties shall be submitted on the corner recordation data collection program provided by the State. Reports shall contain the following information: (1) The date of the survey and Geodetic Reference Spheroid model used in adjusting and determining State Plane Coordinates; (2) The adjusted MCS-83 north coordinate value in international feet to two decimal places and the adjusted MCS-83 east coordinate value in international feet to two decimal places; The positional tolerance of that station expressed as the standard deviation (95% confidence level) in the north coordinate value and the east coordinate value; (4) The zone as defined in Act 9 of the Public Acts of 1964 as amended by Act 154 of the Public Acts of 1988; (5) The combined grid factor for that station to be used to convert grid distances to horizontal distances; (6) The Permanent Identification Number (the NOAA/NGS PD) for the nearest first or second order horizontal geodetic control stations from which the State Plane Coordinates were determined; The contracting professional surveyor shall certify that the coordinates have been established and determined in conformance with the FGCS standards and specifications; (8) The method of survey utilized to determine coordinate values; (9) The contracting professional surveyor's name, identification number and firm name and address; (10) The mean sea level elevation of the station and the datum used. If mean sea level elevation is not available for a station, then ellipsoid elevations are permitted. (11) Kinematic methods, whether real-time kinematic or post- processed kinematic, do not currently meet any published FGCS standard or specification for geodetic work. (3) (7) 2002 Grant Year () 1 0 II. GENERAL TERMS AND CONDITIONS A. The Grantee must obtain prior written approval from the State Grant Director for any major program change or any accumulation of changes in line items or work program expenditures which result in a change in the budget of more than 20% of the total annual project budget, or $10,000, whichever is less. B. Amounts less than described in H.A. above do not require prior written approval; however, these changes must be reported in writing to the State Grant Director. C. The Grantee shall retain all financial records, supporting documents, statistical records, and all other records pertinent to a grant for a period of three years following each "current-year's work program" with the following qualifications: 1. If any litigation or audit is started before the expiration of the three-year period, the records shall be retained for seven years from the date of the audit report or until all litigation, claims, or audit findings involving the records have been resolved, whichever is later. 2. Records for non-expendable property acquired with the grant funds shall be retained for seven years after final disposition of the property. 3. The retention period starts from the date of the State Grant Director's and Grant Administrator's approval of the Grantee's completion report. 4. The State Grant Director may request, from a grantee, the transfer of certain records to its custody when it is determined that the records possess long- term retention value. D. The Grantee shall maintain records that will allow for the comparison of actual outlays with budgeted amounts. The Grantee's overall financial management system must ensure effective control over and accountability for all funds received. Accounting records must be supported by source documentation as specified in Section I.C. E. At the discretion of the Grantor, the project may be subject to an audit at any time prior to or after the final grant payment. F. The Grantee agrees to comply with all pertinent Federal and State regulations and legislation involving civil rights, equal opportunity, and affirmative action including (but not limited to) Title VI of the Civil Rights Act of 1964, and Act No. 453, Michigan Public Acts of 1976. 2002 Grant Year G. Grantee's contractors and/or subcontractors shall be selected in compliance with Qualification-Based Selection as set forth in House Concurrent Resolution No. 206 (June 1987). H. The Grantee and all of its contractors and subcontractors shall provide and maintain during the term of this grant public liability, property damage, and workers' compensation insurance insuring, as they may appear, the interests of all parties to this grant against any and all claims which may arise out of the Grantee's, surveyor's, contractor's, or subcontractor's operations under the terms of this grant. The Grantee and all of its contractors and subcontractors are responsible for insuring that all precautions are exercised at all times for the protection of persons and property. The safety provision of all applicable laws and building and construction codes shall be observed. The Grantee, contractors, and subcontractors are responsible for compliance with all Federal and State laws and municipal ordinances and regulations in any manner affecting the work or performance of this grant and shall at all times carefully observe and comply with all rules, ordinances, and regulations. The Grantee, contractors, and subcontractors shall secure all necessary certificates and permits from municipal or other public authorities as maybe required in connection with the performance of work covered by this grant. J. The Grantee shall require the following indemnification clause from its monumentation surveyors: To the extent that liabilities, obligations, damages, claims, costs, charges, and expenses are caused by any negligent act, error, or omission of the Monumentation Surveyor (or anyone directly or indirectly employed by it) arising from the services rendered by the Monumentation Surveyor, the Monumentation Surveyor agrees to hold harmless and indemnify the Grantee and the State of Michigan (and its agents and employees) from and against said liabilities, obligations, damages, claims, costs, charges, and expenses imposed upon the Grantee. K. The Grantor or the Grantee may terminate this grant at any time in whole or in part by delivery of a "Notice of Termination." Termination may be initiated due to funding reductions, the elimination of funds, or if the project in whole or in part is no longer required because of identified efficiencies and/or economies. The Grantee shall be compensated for the State's share of all expenditures authorized by the Total Annual Project Budget incurred prior to the date of the "Notice of Termination" and for those financial obligations or purchase orders authorized by the Total Annual Project Budget that cannot be canceled. 1 1 2002 Grant Year The state shall be liable to the county for none of the costs expended and/or borrowed and subject to reimbursement under this agreement, except to the extent to which monies are appropriated by the Legislature and made available to the State of Michigan, Department of Consumer and Industry Services. The monies for survey and remonumentation are allocated annually under the provisions of the Act to the county consistent with the Act, rules, and annual grant formula. In addition, the grant can be terminated by the Grantor if the Grantee or the Grantee's contractors fail to comply with any of the provisions of this grant. L. The Grantor expects to share in any cost savings realized by the grantee; therefore, final Grantee reimbursement will be based on actual expenditures. The Grantor's final share of expenditures will be paid out at the proportionate rate of participation as established in the Grant Application Total Annual Project Budget. The Grantee agrees that the state grant amount and any county contribution amount must be totally expended prior to expending any expedited funds. All unexpended state grant monies shall be returned to the State of Michigan or the amount deducted from subsequent grant payments or grant payments in future years. The method of recovery of these unexpended funds will be at the discretion of the State Grant Director. These monies shall be deposited in the Survey and Remonumentation Fund. 12 2002 Grant Year Department of Consumer & Industry Services • , — • State of Michigan --- -"4q14107 John Engler, Governor -.1 Kathleen M. Wilbur, Director Bureau of Construction Codes P.O. Box 30254 Lansing, Michigan 48909 February 6, 2002 G. William Caddell Oakland County Clerk/Register Oakland County Grant Administrator 1200 N. Telegraph Road, Dept. 480 Pontiac, Michigan 48341-0480 Dear Mr. Caddell: Enclosed are three (3) sets of the 2002 Survey and Remonumentation Grant Agreement and Offer for Oakland County signed by the Michigan Department of Consumer and Industry Services' State Grant Administrator. Please sign all three (3) sets of these documents on page four, return two (2) sets to this office, and keep one (1) set for your file. Please sign and return the enclosed start-up "Request for Payment." We may process your start-up 40 percent advance after January 1, 2002 upon receipt of the two (2) signed sets of the Grant Agreement and Offer and the "Request for Payment." Without the return of both items signed by the Oakland County Grant Administrator, we will not process a start-up advance payment for the 2002 grant. As stated in Section I.C.2, the Oakland County Grant Administrator may prepare a work progress report after July 1. After receipt and approval of this work progress report by the state grant director and contract officer, a second payment of up to 90 percent of the total state grant amount, based upon actual expenditures or up to 100 percent with the filing of a completion report, may be paid to the grantee after July 1 of the grant year. If you have any questions, please contact Ms. Pat Maki at the Survey and Remonumentation Section (517/241-6321). Sincerel David E. Viges Director Office of Management Services DEV/PAM/pm FISCAL NOTE (MISC. #02081) March 28, 2002 BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON IN RE: CLERK/REGISTER OF DEEDS - ACCEPTANCE OF COUNTY SURVEY AND REMONUMENTAT ION GRANT 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. The Clerk Register of Deeds office has received a grant from the Michigan Department of Commerce, in on-going funding of the Remonumentation Program, for the calendar year ending December 31, 2002. 2. The grant award is for $309,299 to fund the ongoing remonumentation program cost. 3. No County cash match is required. 4. The grant funds will be appropriated to Fees/Per Diems for $15,000 to cover per diem payments to registered land surveyors, and the balance to Remonumentation expense for $294,299 to cover field work, research cost and setting of corners. 5. According to the current agreement language, acceptance of this grant does not require the County to continue the program beyond the grant-funding period. Future Remonumentation Grant revenue derived from the State shall be transferred to the General Fund to reimburse the County for advanced funding of the Remonumentat ion Program. 6. The Fiscal Year 2002 Special Revenue budget should be amended as follows to accept the County Survey and Remonumentation grant: Special Revenue Fund 276 Revenue 1-21-276-140202-05000-0171 Grants-State $309,299 $309,299 2-21-276-240202-05000-2820 Fees/Per Diems $ 15,000 2-21-276-240202-05000-9069 Remonumentation Exp. $294,299 $309,299 0 FINANCE COMMITTEE CifArvu /(X2Plki' e,;(14. FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Patterson absent. MaatIO.11.11n1111n111.1ra 0011....INIMMIN.p.110n111111•1n1111 iiiiiin -d-a—cideT1,-COurify Clerk March 28, 2002 Resolution #02081 Moved by Patterson supported by Webster the Finance Committee Report be accepted. A sufficient majority having voted therefore, the report was accepted. Moved by Patterson supported by Webster the resolution be adopted. Moved by Patterson supported by Webster the resolution be amended to coincide with the recommendation in the Finance Committee Report. A sufficient majority having voted therefore, the amendment carried. Vote on resolution as amended: AYES: Causey-Mitchell, Coleman, Crawford, Dingeldey, Douglas, Galloway, Garfield, Gregory, Law, McPherson, Melton, Middleton, Moffitt, Moss, Obrecht, Palmer, Patterson, Sever, Suarez, Taub, Webster, Amos, Appel, Brian, Buckley. (25) NAYS: None. (0) A sufficient majority having voted therefore, the resolution, as amended, was adopted. roam I LEITgrAPPFSIE THE FOIREGOINir PPSOL)JTION L EirooaPattersort, County Executive Date 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 March 28, 2002, 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 28th day of March, 2002.