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Home My WebLink AboutResolutions - 2023.11.16 - 40695 AGENDA ITEM: Fiscal Year 2024 Appropriation with the Township of Holly for Tri-Party Road Improvement Program – Project No. 57282 DEPARTMENT: Board of Commissioners MEETING: Board of Commissioners DATE: Thursday, November 16, 2023 9:30 AM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2023-3487 _ 23-148 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 Aaron Snover, Board of Commissioners Created/Initiated - 11/16/2023 David Woodward, Board of Commissioners Approved - 11/16/2023 Hilarie Chambers, Executive's Office Approved - 11/17/2023 Lisa Brown, Clerk/Register of Deeds Final Approval - 11/17/2023 AGENDA DEADLINE: 11/16/2023 9:30 AM ATTACHMENTS 1. 57282 Schedule A-Budget Amendment_Holly Twp 2. 57282 Tri-Party_Holly Twp COMMITTEE TRACKING 2023-11-08 Economic Development & Infrastructure - Recommend to Board 2023-11-16 Full Board - Adopt Motioned by: Commissioner Yolanda Smith Charles Seconded by: Commissioner Philip Weipert 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, Brendan Johnson, Ajay Raman (17) No: None (0) Abstain: None (0) Absent: Charles Cavell (1) Passed November 16, 2023 RESOLUTION #2023-3487 _ 23-148 Sponsored By: Robert Hoffman Board of Commissioners - Fiscal Year 2024 Appropriation with the Township of Holly for Tri- Party Road Improvement Program – Project No. 57282 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 21, 2023, the Oakland County Board of Commissioners approved Miscellaneous Resolution #23140 which appropriated $2,000,000 for the FY 2024 Tri-Party Road Improvement Program allocation 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 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 Township of Holly and authorizes the transfer of Tri-Party Road Improvement Program funds in the amount of $20,230 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 Township of Holly. BE IT FURTHER RESOLVED that the FY 2024 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: November 16, 2023 David Woodward, Commissioner Date: November 17, 2023 Hilarie Chambers, Deputy County Executive II Date: November 17, 2023 Lisa Brown, County Clerk / Register of Deeds COMMITTEE TRACKING 2023-11-08 Economic Development & Infrastructure - Recommend to Board 2023-11-16 Full Board - Adopt Motioned by Commissioner Yolanda Smith Charles seconded by Commissioner Philip Weipert to adopt the attached Road Improvement : Fiscal Year 2024 Appropriation with the Township of Holly for Tri-Party Road Improvement Program – Project No. 57282 . 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, Brendan Johnson, Ajay Raman (17) No: None (0) Abstain: None (0) Absent: Charles Cavell (1) Passed ATTACHMENTS 1. 57282 Schedule A-Budget Amendment_Holly Twp 2. 57282 Tri-Party_Holly 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 November 16, 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, November 16, 2023. Lisa Brown, Oakland County Clerk / Register of Deeds Oakland County, Michigan Board of Commissioners - Fiscal Year 2024 Appropriation with the Township of Holly for Tri-Party Road Improvement Program – Project No. 57282 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 2024 Amendment FY 2025 Amendment FY 2026 Amendment E General Fund Non-Department FND10100 CCN9010101 PRG153010 SC740135 740000 Road Commission Tri-Party $20,230.00 $-$- E General Fund Non-Department FND10100 CCN9090101 PRG196030 SC740135 740000 Road Commission Tri-Party (20,230.00)-- Total Expenditures $-$-$- Quality Life through Good Roads “We Care” Inter–Departmental Memorandum Programming Division DATE:June 7, 2023 TO:Samuel Fitzer, P.E., Director of Engineering FROM:Thomas G. Noechel, Manager, Project Development SUBJECT:PROJECT NO. 57282, 2023 GRAVEL ROAD PROGRAM VARIOUS COUNTY ROADS LOCAL COST PARTICIPATION AGREEMENT/TRI-PARTY PROGRAM TOWNSHIP OF HOLLY Attached for your review and submission to the Board for their approval is the local cost participation agreement with the Township of Holly for the spreading of gravel and chloride on various county roads within the township. This work is expected to be completed this summer. The Township of Holly has elected to use the Tri-Party Program to fund the estimated total project cost of $60,689. Our share is estimated to be $20,229 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 Samuel Fitzer Digitally signed by Samuel Fitzer DN: CN=Samuel Fitzer, E=sfitzer@rcoc.org, O=State of Michigan, C=US Date: 2023.06.07 09:43:38-04'00' 15 COST PARTICIPATION AGREEMENT 2023 GRAVEL ROAD PROGRAM Township of Holly Board Project No. 57282 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 Township of Holly, hereinafter referred to as the HOLLY, provides as follows: WHEREAS, the BOARD and HOLLY 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 HOLLY, which are hereinafter referred to as the PROJECT; and WHEREAS, the estimated total cost of the PROJECT is $60,689; and WHEREAS, the PROJECT involves certain designated and approved Tri-Party Program funding in the amount of $60,689 which amount shall be paid through equal contributions by the BOARD, HOLLY, and the Oakland County Board of Commissioners, hereinafter referred to as the COUNTY; and WHEREAS, HOLLY 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 HOLLY 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. 16th June 2023 Gravel Road Program Township of Holly Project No. 57282 5/8/2023 - 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 $60,689 shall be allocated as follows: a. Tri-Party Program funding in the amount of $60,689. b. Any PROJECT costs above the Tri-Party Program funding of $60,689 will be funded 100% by the BOARD. 4. Upon execution of this Agreement, the BOARD shall submit an invoice to HOLLY in the amount of $20,230 (being 100% of HOLLY’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 $20,230 (being 100% of the COUNTY’S Tri-Party contribution). a. The invoice shall be sent to: Manager of Fiscal Services Executive Office Building 2100 Pontiac Lake Road, Building 41 West Waterford, MI 48328 6. Upon receipt of said invoice(s), HOLLY 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 Township of Holly Project No. 57282 5/8/2023 - 4 - Contractor Payments:$60,689 COMMUNITY COUNTY BOARD TOTAL $20,230 $20,230 $20,229 $60,689 $20,230 $20,230 $20,229 $60,689TOTAL 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 Township of Holly Board Project No. 57282 Spreading of gravel and chloride on various roads within the township.