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HomeMy WebLinkAboutResolutions - 2023.05.11 - 38196 AGENDA ITEM: Fiscal Year 2023 Appropriation with the Charter Township of Brandon for Tri-Party Road Improvement Program – Project No. 57222 DEPARTMENT: Board of Commissioners MEETING: Board of Commissioners DATE: Thursday, May 11, 2023 6:00 PM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2023-2860 _ 23-79 Motion to adopt the attached suggested resolution. ITEM CATEGORY SPONSORED BY Road Improvement Robert Hoffman INTRODUCTION AND BACKGROUND BUDGET AMENDMENT REQUIRED: Yes Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at 248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional information. CONTACT ITEM REVIEW TRACKING Yolanda Smith Charles, Board of Commissioners Created/Initiated - 5/11/2023 David Woodward, Board of Commissioners Approved - 5/11/2023 Hilarie Chambers, Executive's Office Approved - 5/16/2023 Lisa Brown, Clerk/Register of Deeds Final Approval - 5/16/2023 AGENDA DEADLINE: 05/11/2023 6:00 PM ATTACHMENTS 1. 57222 Schedule A-Budget Amendment 2. 57222 Tri-Party_Brandon Twp COMMITTEE TRACKING 2023-05-03 Economic Development & Infrastructure - Recommend to Board 2023-05-11 Full Board - Adopted Motioned by: Commissioner Angela Powell Seconded by: Commissioner Robert Hoffman Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Janet Jackson, Gary McGillivray, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay Raman (18) No: None (0) Abstain: None (0) Absent: Marcia Gershenson (1) Passed May 11, 2023 RESOLUTION #2023-2860 _ 23-79 Sponsored By: Robert Hoffman Board of Commissioners - Fiscal Year 2023 Appropriation with the Charter Township of Brandon for Tri-Party Road Improvement Program – Project No. 57222 Chair and Members of the Board: 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 September 29, 2022, the Oakland County Board of Commissioners approved Miscellaneous Resolution #22332 which appropriated $2,000,000 for the FY 2023 Tri-Party Road Improvement Program allocation for projects managed by the RCOC; and WHEREAS the Charter Township of Brandon, along with the RCOC, has identified a project and said project is ready to be undertaken immediately; and WHEREAS the project meets the terms and conditions of the Tri-Party Road Improvement Program and the local cost participation agreement. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves the project submitted by the Charter Township of Brandon and authorizes the transfer of Tri-Party Road Improvement Program funds in the amount of $28,061 from Non-Departmental Transfers appropriation (9090101). 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 Charter Township of Brandon. BE IT FURTHER RESOLVED that the FY 2023 budget shall be amended as described in the attached Schedule A – Budget Amendment. Chair, the following Commissioners are sponsoring the foregoing Resolution: Robert Hoffman. Date: May 11, 2023 David Woodward, Commissioner Date: May 16, 2023 Hilarie Chambers, Deputy County Executive II Date: May 16, 2023 Lisa Brown, County Clerk / Register of Deeds COMMITTEE TRACKING 2023-05-03 Economic Development & Infrastructure - Recommend to Board 2023-05-11 Full Board - Adopted Motioned by Commissioner Angela Powell seconded by Commissioner Robert Hoffman to adopt the attached Road Improvement : Fiscal Year 2023 Appropriation with the Charter Township of Brandon for Tri-Party Road Improvement Program – Project No. 57222. Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Janet Jackson, Gary McGillivray, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay Raman (18) No: None (0) Abstain: None (0) Absent: Marcia Gershenson (1) Passed ATTACHMENTS 1. 57222 Schedule A-Budget Amendment 2. 57222 Tri-Party_Brandon Twp 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 11, 2023, 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 on Thursday, May 11, 2023. Lisa Brown, Oakland County Clerk / Register of Deeds Oakland County, Michigan Board of Commissioners - Fiscal Year 2023 Appropriation with the Charter Township of Brandon for Tri-Party Road Improvement Program – Project No. 57222 Schedule "A" DETAIL R/E Fund Name Division Name Fund # (FND) Cost Center (CCN) # Account # (RC/SC) Program # (PRG) Grant ID (GRN) # Project ID # (PROJ) Region (REG) Budget Fund Affiliate (BFA) Ledger Account Summary Account Title FY 2023 Amendment FY 2024 Amendment FY 2025 Amendment E General Fund Non-Department FND10100 CCN9010101 PRG153010 SC740135 740000 Road Commission Tri-Party $28,061.00 $-$- E General Fund Non-Department FND10100 CCN9090101 PRG196030 SC740135 740000 Road Commission Tri-Party (28,061.00)-- Total Expenditures $-$-$- Quality Life through Good Roads “We Care” Inter–Departmental Memorandum PROGRAMMING DIVISION DATE:March 15, 2023 TO:Samuel Fitzer, P.E., Director of Engineering FROM:Thomas G. Noechel, Programming Supervisor SUBJECT:PROJECT NO. 57222, 2023 GRAVEL ROAD PROGRAM VARIOUS COUNTY ROADS LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM CHARTER TOWNSHIP OF BRANDON Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Charter Township of Brandon for the spreading of gravel and chloride on various county roads within Brandon Township. This work is expected to be completed this summer. The Charter Township of Brandon has elected to use the Tri-Party Program to fund the estimated total project cost of $84,183. Our share is estimated to be $28,061 and is in the FY23 budget. The project is in the district of County Commissioner Robert Hoffman. The agreement is in our standard approved format, and I recommend Board approval and authorize the Managing Director to execute the agreement on behalf of the Board. TGN/ll Attachments Department Review / Approval MDO Review / Concur Gary Piotrowicz Digitally signed by Gary Piotrowicz Date: 2023.03.30 14:44:08 -04'00' 20H COST PARTICIPATION AGREEMENT 2023 GRAVEL ROAD PROGRAM Charter Township of Brandon Board Project No. 57222 This Agreement, made and entered into this day of _______________, 2023, by and between the Board of County Road Commissioners of the County of Oakland, Michigan, hereinafter referred to as the BOARD, and the Charter Township of Brandon, hereinafter referred to as BRANDON, provides as follows: WHEREAS, the BOARD and BRANDON have agreed to program the spreading of gravel and chloride on various county 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 BRANDON, which are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $84,183; and WHEREAS, the PROJECT involves certain designated and approved Tri-Party Program funding in the amount of $84,183 which amount shall be paid through equal contributions by the BOARD, BRANDON, and the Oakland County Board of Commissioners, hereinafter referred to as the COUNTY; and WHEREAS, BRANDON 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 BRANDON 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. 6th April 2023 Gravel Road Program Charter Township of Brandon Project No. 57222 2/23/2023 - 2 - 2. The actual total cost of the PROJECT shall include total payments to the contractor. Any costs incurred by the BOARD prior to this agreement date shall be allowable. 3. The estimated total PROJECT cost of $84,183 shall allocated as follows: a. Tri-Party Program funding in the amount of $84,183. b. Any PROJECT costs above the Tri-Party Program funding of $84,183 will be funded first with any available Tri-Party Program funds. If no Tri-Party Program funds are available, any PROJECT costs above $84,183 will be funded 100% by BRANDON. 4. Upon execution of this Agreement, the BOARD shall submit an invoice to BRANDON in the amount of $28,061 (being 100% of BRANDON’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 $28,061 (being 100% of the COUNTY’S Tri-Party contribution). a. The invoice shall be sent to: Sheryl Johnson, Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 48328 6. Upon receipt of said invoice(s), BRANDON and the COUNTY shall pay to the BOARD the full amount thereof, within thirty (30) days of such receipt. Managing Director 2023 Gravel Road Program Charter Township of Brandon Project No. 57222 2/23/2023 - 4 - Contractor Payments:$84,183 BRANDON COUNTY BOARD TOTAL $28,061 $28,061 $28,061 $84,183 $28,061 $28,061 $28,061 $84,183 Spreading of gravel and chloride on various county roads within the township. TOTAL SHARES COST PARTICIPATION BREAKDOWN ESTIMATED PROJECT COST TRI-PARTY PROGRAM EXHIBIT A T R I - P A R T Y P R O G R A M 2023 Gravel Road Program Charter Township of Brandon Board Project No. 57222 Charter Township of Brandon Supervisor’s Office Jayson W. Rumball, Supervisor PROPOSAL: To the Brandon Township Board of Trustees March 6, 2023 2023 GRAVEL ROAD PROJECTS On February 28, 2023 the Road Improvement Committee met with Colin Campbell and Jason Hafendorfer from the Road Commission from Oakland County to discuss road issues and update the Road Improvement List. We budgeted $50,000 in road repairs 101-464-779-101 and $50,000.00 for our 1/3 of Tri-Party repairs 101-464-715-100 (that equals $100,000) which can all be used for gravel projects. According to our Road Improvement List and the Road Improvement Committee’s recommendation, graveling the roads listed on the attached 2023 Gravel Projects list. This represents approximately 4.28 miles of gravel. Our secondary roads are in need of gravel and I recommend that we spend $43,878.00 of our Tri-Party funds and $50,000.00 of our Road Repair funds for gravel projects this year. With this amount and the triparty funds (from county and the board of commissioners) ($56,122.00), we have a total of $156,122.00 for the 2023 gravel program. The recommendation is to spend $150,000.00 of these funds on the 2023 gravel program. This amount leaves us approximately $6,000.00 in funds for any emergency repairs as needed throughout the year. This amount is recommended to be spent by the Road Improvement Committee. MOTION: To allow the Supervisor to spend $93,878.00 for graveling the roads on the attached 2023 Gravel Projects list and to use budgeted road repair funds (101-464-779-101 and 101-464-715-100) to pay for the 2023 gravel program.