HomeMy WebLinkAboutResolutions - 2023.06.15 - 38272
AGENDA ITEM: Fiscal Year 2023 Appropriation with the Charter Township of Oxford for Tri-Party
Road Improvement Program – Project No. 57232
DEPARTMENT: Board of Commissioners
MEETING: Board of Commissioners
DATE: Thursday, June 15, 2023 6:00 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-2978 _ 23-96
Motion to adopt the attached suggested resolution.
ITEM CATEGORY SPONSORED BY
Road Improvement Michael Spisz
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 - 6/15/2023
David Woodward, Board of Commissioners Approved - 6/15/2023
Hilarie Chambers, Executive's Office Approved - 6/20/2023
Lisa Brown, Clerk/Register of Deeds Final Approval - 6/27/2023
AGENDA DEADLINE: 06/15/2023 6:00 PM
ATTACHMENTS
1. 57232 Schedule A-Budget Amendment_OxfordTwp
2. 57232 Tri-Party_Oxford Twp
COMMITTEE TRACKING
2023-06-07 Economic Development & Infrastructure - Recommend to Board
2023-06-15 Full Board - Adopt
Motioned by: Commissioner Robert Hoffman
Seconded by: Commissioner Angela Powell
Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen
Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia
Gershenson, Janet Jackson, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan
Johnson (17)
No: None (0)
Abstain: None (0)
Absent: Ajay Raman, Gary McGillivray (2)
Passed
June 15, 2023
RESOLUTION #2023-2978 _ 23-96
Sponsored By: Michael Spisz
Board of Commissioners - Fiscal Year 2023 Appropriation with the Charter Township of
Oxford for Tri-Party Road Improvement Program – Project No. 57232
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 Oxford, 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 Oxford and authorizes the transfer of Tri-
Party Road Improvement Program funds in the amount of $37,672 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 Oxford.
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: Michael Spisz.
Date: June 15, 2023
David Woodward, Commissioner
Date: June 20, 2023
Hilarie Chambers, Deputy County Executive II
Date: June 27, 2023
Lisa Brown, County Clerk / Register of Deeds
COMMITTEE TRACKING
2023-06-07 Economic Development & Infrastructure - Recommend to Board
2023-06-15 Full Board - Adopt
Motioned by Commissioner Robert Hoffman seconded by Commissioner Angela Powell to adopt the
attached Road Improvement : Fiscal Year 2023 Appropriation with the Charter Township of
Oxford for Tri-Party Road Improvement Program – Project No. 57232 .
Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen Nelson,
Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia
Gershenson, Janet Jackson, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan
Johnson (17)
No: None (0)
Abstain: None (0)
Absent: Ajay Raman, Gary McGillivray (2)
Passed
ATTACHMENTS
1. 57232 Schedule A-Budget Amendment_OxfordTwp
2. 57232 Tri-Party_Oxford 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 June
15, 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, June 15, 2023.
Lisa Brown, Oakland County Clerk / Register of Deeds
Oakland County, Michigan
Board of Commissioners - Fiscal Year 2023 Appropriation with the Charter Township of Oxford for Tri-Party Road Improvement Program – Project No. 57232
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 $37,672.00 $-$-
E General Fund Non-Department FND10100 CCN9090101 PRG196030 SC740135 740000 Road Commission Tri-Party (37,672.00)--
Total Expenditures $-$-$-
Quality Life through Good Roads “We Care”
Inter–Departmental Memorandum
Programming Division
DATE:April 21, 2023
TO:Samuel Fitzer, P.E., Director of Engineering
FROM:Thomas G. Noechel, Manager, Project Development
SUBJECT:PROJECT NO. 57232, 2023 GRAVEL ROAD PROGRAM
VARIOUS COUNTY ROADS
LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM
CHARTER TOWNSHIP OF OXFORD
Attached for your review and submission to the Board for their approval is the local cost
participation agreement with the Charter Township of Oxford for the spreading of gravel
and chloride on various county roads within the township. This work is expected to be
completed this summer.
The Charter Township of Oxford has elected to use the Tri-Party Program to fund the
estimated total project cost of $113,017. Our share is estimated to be $37,673 and is in
the FY23 budget.
The project is in the district of County Commissioner Michael Spisz. 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
Samuel Fitzer
Digitally signed by Samuel Fitzer
DN: CN=Samuel Fitzer,
E=sfitzer@rcoc.org, O=State of
Michigan, C=US
Date: 2023.04.26
09:19:59-04'00'
15D
COST PARTICIPATION AGREEMENT
2023 GRAVEL ROAD PROGRAM
Charter Township of Oxford
Board Project No. 57232
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 Oxford, hereinafter referred
to as OXFORD, provides as follows:
WHEREAS, the BOARD and OXFORD 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 OXFORD, which are hereinafter referred to as the PROJECT; and
WHEREAS, the estimated total cost of the PROJECT is $113,017; and
WHEREAS, the PROJECT involves certain designated and approved Tri-Party Program
funding in the amount of $113,017 which amount shall be paid through equal contributions by
the BOARD, OXFORD, and the Oakland County Board of Commissioners, hereinafter referred
to as the COUNTY; and
WHEREAS, OXFORD 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 OXFORD 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.
4th May
2023 Gravel Road Program
Charter Township of Oxford
Project No. 57232
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 $113,017 shall be allocated as follows:
a. Tri-Party Program funding in the amount of $113,017.
b. Any PROJECT costs above the Tri-Party Program funding of $113,017 will
be funded first with any available Tri-Party Program funds. If no Tri-Party
Program funds are available, any PROJECT costs above $113,017 will be
funded 100% by OXFORD.
4. Upon execution of this Agreement, the BOARD shall submit an invoice to
OXFORD in the amount of $37,672 (being 100% of OXFORD'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 $37,672 (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), OXFORD 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 Oxford
Project No. 57232
2/23/2023
- 4 -
Contractor Payments:$113,017
OXFORD COUNTY BOARD TOTAL
$37,672 $37,672 $37,673 $113,017
$37,672 $37,672 $37,673 $113,017
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 Oxford
Board Project No. 57232