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Home My WebLink AboutResolutions - 2020.07.02 - 33379REPORT (MISC. #20210) July 2, 2020 BY: Commissioner Helaine Zack, Chairperson, Finance and Infrastructure Committee IN RE: MR #20210 — BOARD OF COMMISSIONERS — TRI -PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2020 APPROPRATION — TOWNSHIP OF HOLLY — SPREADING OF GRAVEL AND CHLORIDE ON VARIOUS ROADS WITHIN THE TOWNSHIP — PROJECT NO. 55732 To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The Finance and Infrastructure Committee, having reviewed the above -referenced resolution on July 1, 2020, reports with the recommendation that the resolution be adopted. Chairperson, on behalf of the Finance and Infrastructure Committee, I move the acceptance of the foregoing report. • x Commissioner Helaine Z4+14 District #18 Chairperson, Finance Committee FINANCE AND INFRASTRUCTURE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Long absent. MISCELLANEOUS RESOLUTION #20210 BY: Commissioner Robert Hoffman, District #2 IN RE: BOARD OF COMMISSIONERS —TRI -PARTY ROAD IMPROVEMENT PROGRAM FISCAL YEAR 2020 APPROPRIATION — TOWNSHIP OF HOLLY — SPREADING OF GRAVEL AND CHLORIDE ON VARIOUS ROADS WITHIN THE TOWNSHIP — PROJECT NO. 55732 To the Oakland County Board of Commissioners: Chairperson, Ladies and Gentlemen: WHEREAS since the 1970s, the Oakland County Board of Commissioners has authorized the Tri -Party Road Improvement Program to assist Oakland County's cities, villages and townships (CVTs) with the construction, maintenance and repair of roads under the supervision, direction and control of the Road Commission for Oakland County (RCOC); and WHEREAS on December 12, 2019, the Board of Commissioners approved Miscellaneous Resolution #19411 which designated $4,602,324 in fund balance for the Tri -Party Road Improvement Program for projects managed by the RCOC; and WHEREAS the Township of Holly, along with the RCOC, has identified a project and said project is ready to be undertaken immediately; and WHEREAS the RCOC has appropriated its one-third (1/3) share of the funding for the project in the Township of Holly and said appropriation has been transferred to a project account; and WHEREAS the Township of Holly has demonstrated that it has authorized its one-third (1/3) share of the funding for the project and has executed a contract for payment with the RCOC; and WHEREAS Oakland County's one-third (1/3) share of the Fiscal Year 2020 authorized amount of Tri -Party Road Improvement funding for Project No. 55732 in the Township of Holly is $25,000; and WHEREAS funding is available in the General Fund Assigned Fund Balance for Tri -Party 2020 and prior funding (account #383510) for Project No. 55732 in the amount of $25,000. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Township of Holly and authorizes the release of Tri -Party Road Improvement Program funds from the Oakland County Assigned Fund Balance. BE IT FURTHER RESOLVED additional project costs, not greater than 15% from the original agreement, which are consistent with the project as originally approved, will be paid when invoiced and appropriated in the quarterly forecast resolution. BE IT FURTHER RESOLVED that additional project costs exceeding 15% of the original agreement will require a separate resolution. BE IT FURTHER RESOLVED that the Oakland County Clerk is requested to forward copies of this resolution to the Road Commission for Oakland County, Oakland County Fiscal Services and the Township of Holly. BE IT FURTHER RESOLVED the FY 2020 budget will be amended as follows: GENERAL FUND 4101001 FY 2020 Revenue 9010101-196030-665882 Planned Use of Balance $25,000 Total Revenue 2 0 Exoenditures 9010101-153010-740135 Road Commission Tri -Party $25,000 Total Expenditures $25.000 Chairperson, I move the adoption of the foregoing Resolution. i Commission+R6ertoffman District #2 Quality Life through Good Roads "We Care" O � / O % Roll/R OAes to��r�ss�oiv ,ry��iny JN71 i ®ROAD COAXISS10N ,,.�i le,_I, III of .er QUALITY LIFE THROUGH GOOD ROADS: May 7, 2020 ROAD COMMISSION FOR OAKLAND COUNTY "WE CARE." Ms. Karin Winchester, Clerk Township of Holly 102 Civic Drive Holly, MI 48442 Re: 2020 Gravel Road Program, Various Roads Local Cost Participation Agreement / Tri -Party Program Project No. 55732 Dear Ms. Winchester: A fully signed and executed agreement for the above-mentioned project is enclosed. The agreement was approved and subsequently signed by Dennis G. Kolar, P.E., Managing Director at the regularly scheduled Board meeting of Thursday, May 7, 2020. Please contact Thomas G. Noechel, Programming Supervisor at (248) 645-2000 ext. 2266 to answer questions or for additional information. Sincerely, 'h111(_� .c�Q , Shannon J. Mil Deputy -Secretary /Clerk of the Board /sm Enclosure cc: Finance Department Engineering Department Programming Division Lynn Sonkiss, Oakland County COST PARTICIPATION AGREEMENT 2020 GRAVEL ROAD PROGRAM Township of Holly Board Project No. 55732 .t Md This Agreement, made and entered into this— It'" day of futha= , 2020, by and between the Board of County Road Commissioners of the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the Township of Holly, hereinafter referred to as the COMMUNITY, provides as follows: WHEREAS, the BOARD and the COMMUNITY have agreed to program the spreading of gravel and chloride on various roads under the jurisdiction of the BOARD, as described in Exhibit "A", attached hereto, and made a part hereof, the roads selected will be mutually agreed upon by the BOARD and the COMMUNITY, which are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $75,000; and WHEREAS, the PROJECT involves certain designated and approved Tri -Party Program funding in the amount of $75,000 which amount shall be paid through equal contributions by the BOARD, the COMMUNITY, and the Oakland County Board of Commissioners, hereinafter referred to as the COUNTY; and WHEREAS, the COMMUNITY and the BOARD 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, it is hereby agreed between the COMMUNITY and the BOARD that: 1. The BOARD shall forthwith undertake and complete the PROJECT, as above described, and shall perform all engineering, inspection and administration in reference thereto. 2. The actual total cost of the PROJECT shall include total payments to the contractor. Any costs incurred by RCOC prior to this agreement date shall be allowable. 3. The estimated total PROJECT cost of $75,000 shall be funded and invoiced in the following order: a. Tri -Party Program funding in the amount of $75,000. b. Any PROJECT costs above the Tri -Party Program funding of $75,000 will be funded first with any available Tri -Party Program funds. If no Tri -Party Program funds are available, any PROJECT costs above $75,000 will be funded 100% by the COMMUNITY. 4. Upon execution of this Agreement, the BOARD shall submit an invoice to the COMMUNITY in the amount of $25,000 (being 100% of the COMMUNITY'S Tri -Party contribution). 5. Upon execution of this agreement and approval by the COUNTY, the BOARD shall submit an invoice to the COUNTY in the amount of $25,000 (being 100% of the COUNTY'S Tri -Party contribution). a. The invoice shall be sent to: Lynn Sonkiss, Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 48328 6. Upon receipt of said invoice(s), the COMMUNITY and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. 2020 Gravel Road Program -2- Township 2_Township of Holly Project No 55732 3112/2020 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and date first written above. BOARD OF ROAD COMMISSIONERS OF THE COUNTY OF OAKLAND A Public Body Corporate By �1'/I?iYL( !1 J ��L-- Its Managind Di . TOWNSHIP OF HOLLY By ,,ted v1 'I Its 2020 Gravel Road Program - 3 - Township of Holly Project No. 55732 3!12/2020 EXHIBIT A TRI -PARTY PROGRAM 2020 Gravel Road Program Township of Holly Board Project No. 55732 Spreading of gravel and chloride on various roads within the township. ESTIMATED PROJECT COST Contractor Payments $75,000 COST PARTICIPATION BREAKDOWN COMMUNITY COUNTY BOARD FY2017 Tri -Party Program $8,916 $8,916 $8,915 FY2018 Tri -Party Program $16,084 $16,084 $16,085 TOTAL SHARES $25,000 $25,000 $25,000 2020 Gravel Road Program -4- Township 4 - Township of Holly Project No. 55732 3/12/2020 TOTAL $26,747 $48,253 $75,000 Resolution #20210 June 25, 2020 The Chairperson referred the resolution to the Finance and Infrastructure Committee. There were no objections. Resolution #20210 July 2, 2020 Moved by Jackson seconded by Weipert the resolutions on the amended Consent Agenda be adopted (with accompanying reports being accepted). AYES: Hoffman, Jackson, Kochenderfer, Kowall, Kuhn, Long, Luebs, Markham, McGillivray, Middleton, Miller, Nelson, Powell, Quarles, Spisz, Taub, Weipert, Woodward, Zack, Gershenson. (20) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions on the amended Consent Agenda were adopted (with accompanying reports being accepted). I HEREBY APPROVE THIS RESOLUTION 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 July 2, 2020, 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 Circuit Court at Pontiac, Michigan this 2nd day of July, 2020.E j Lisa Brown, Oakland County