OAKLAND COUNTY FEDERAL AID TASK FORCE/FUNDING COMMITTEE

Transcription

1 OAKLAND COUNTY FEDERAL AID TASK FORCE/FUNDING COMMITTEE AGENDA Tuesday, October 2, :00 A.M. Costick Center W. 11 Mile Road City of Farmington Hills (Map Attached) ITEM DESCRIPTION PROCESS ATTACHMENT I. Welcome and Introductions - - II. Public Comment - - III. IV. Approval of minutes from the Task Force Meeting Approval of minutes from the Funding Committee Meeting Task Force Action Funding Committee Action V. Chairperson s Report Information - A B VI. Report from SEMCOG Steve Brudzinski Information - VII. Report from MDOT Heidi Phaneuf Information - VIII. FY 2018 and 2019 project status update Information C, D IX. FY 2022 Call For Projects Task Force Action - X. XI. Federal Aid Committee Bylaws and Rules of Procedure February 12, 2019 Funding Committee meeting location Task Force Action E, F Information - XII. Other business - - XIII. Adjournment - - If you require accommodation in accordance with the provisions of the Americans with Disabilities Act or provisions with Title VI, including language assistance, please contact the Planning and Environmental Concerns Department of the Road Commission for Oakland County at x2215 to submit your request. These services will be provided free of charge with reasonable advance notice (7 business days). FAC Agenda - Page 1 of 25

2 Maps to William Costick Center City of Farmington Hills, Michigan Costick Center Costick Center Main Entrance ßTo Orchard lake Rd, I-696 To Inkster Rdà William Costick Center Eleven Mile Road, Farmington Hills, MI FAC Agenda - Page 2 of 25

3 Attachment A MINUTES Annual Task Force Meeting October 3, 2017 Time: 9:00 a.m. City of Farmington Hills, Costick Center W. 11 Mile Road, Farmington Hills, MI I. WELCOME AND INTRODUCTIONS Chairman David Evancoe called the meeting to order at 9:04 a.m. Mr. Evancoe thanked the City of Farmington Hills for hosting the meeting. Attendees then introduced themselves. II. PUBLIC COMMENT Mr. Evancoe asked if anyone present would like to make a public comment. No attendees requested to make a comment and Mr. Evancoe closed the public comment portion of the meeting. III. APPROVAL OF MINUTES OF TASK FORCE MEETING Mr. Evancoe referred the committee to the minutes from the October 11, 2016 Task Force meeting and asked if anyone had any additions, changes or deletions. No changes were requested. Motion by Mr. Jim Schafer, supported by Mr. Don Green, to approve the minutes of the October 11, 2016 Task Force meeting. Motion Carried. IV. APPROVAL OF MINUTES OF FUNDING COMMITTEE MEETING Mr. Evancoe referred the committee to the minutes from the May 16, 2017 Task Force meeting and asked if anyone had any additions, changes or deletions. No changes were requested. Motion by Mr. Bill Huotari, supported by Mr. Schafer, to approve the minutes of the May 16, 2017 Task Force meeting. Motion Carried. V. CHAIRPERSON S REPORT Mr. Evancoe announced that the Road Commission for Oakland County (RCOC) has completed their 2017 Strategic Planning process and the final document is available at the front of the room. FAC Agenda - Page 3 of 25

4 VI. REPORT FROM SEMCOG Mr. Stephen Brudzinski, SEMCOG representative, announced that the Transportation Improvement (TIP) process will begin soon and SEMCOG will coordinate it with the 2045 Regional Transportation Plan (RTP) process. The TIP and RTP call for projects will be announced at the same time in February 2018 and projects will be due in mid-april. It is required that a public hearing for the TIP and RTP is conducted by the FAC, and it may be scheduled at the same time as one of the regular FAC meetings. Mr. Brudzinski announced that there will be a call for CMAQ projects for fiscal year 2019 and 2020 in January There will be a $1 million limit per project with the exception of Traffic Operations Center funding for road agencies. Mr. Brudzinski spoke about the upcoming TIP survey for 2017 projects. The survey will open in November. Mr. Brudzinski explained that the information from the survey is very useful as it will help to project numbers and costs for the 2045 RTP. VII. REPORT FROM MDOT Ms. Lynette Firman, MDOT, explained that currently funding in fiscal year 2018 is only good until December 8 th. Ms. Firman mentioned that there are new documentation requirements in regards to NEPA requirements for local projects. Instead of concurring with the documentation, they will have to approve the documents. MDOT has been tasked with forming a plan of action on how to process this new request. Mr. Mark Harbison, MDOT, announced he will be retiring on June 1. He also announced that there have been changes to the Local Agency Programs Guidelines for Geometrics. The most important change he mentioned is that parabolic crowns are no longer accepted. If there are any parabolic crowns currently included in 3R or 4R designs they will have to be removed. VIII. FY 2018 PROJECT UPDATE Mr. Evancoe mentioned that the City of Pontiac was unable to obligate their 2017 NHPP project on Joslyn Road from Perry to Beverly NHPP project in Mr. John Balint, City of Pontiac, explained that the city submitted their project to MDOT on August 18 th. A week later they were notified by MDOT that obligation authority had been exceeded. Mr. Balint explained that the City of Pontiac will be moving forward with no change, they intend to get the project done. Mr. Evancoe asked if there was also an issue because right of way was not submitted. Mr. Balint explained that right of way was not turned in because the project could not be obligated. He explained that he will need another 30 days to figure out if he will be using fiscal year 2018 NHPP dollars or not. Members were asked to provide a progress report for their upcoming FY 2018 federal-aid projects. The results are listed in the following table. FAC Agenda - Page 4 of 25

5 LIMITS 2018 PROJECT FROM TO AGENCY STATUS AS OF October 2017 PAVE GRAVEL Napier Rd (AC) 9 Mile Rd 10 Mile Rd RCOC AC URBAN TO RURAL TRANSFER Tripp Rd Dixie Hwy Van Rd RCOC Winter GI, Spring Bid RRR/4R Livernois Road 8 Mile Rd 9 Mile Rd Ferndale Winter GI, Spring Bid Opdyke Rd Auburn Rd Featherstone Rd RCOC Winter GI, Spring Bid Opdyke Rd Featherstone Rd Perry St RCOC Winter GI, Spring Bid 11 Mile Rd Bell Rd Arlington Rd Southfield Winter GI, Spring Bid Currently in Design, Winter GI, Campbell Rd 10 Mile Rd 11 Mile Rd Royal Oak Spring Bid 14 Mile Rd Main St Clawson Winter GI, Spring Bid 13 Mile Rd Drake Rd Farmington Rd Farmington Hills Feb/March Let NB Northwestern Hwy W of Southfield Rd Lahser Rd Southfield Winter Bid Let Giddings Rd City Limit Brown Rd Auburn Hills Winter GI, Spring Bid 13 Mile Rd Middlebelt Rd Inkster Rd Farmington Hills Feb/March Let 9 Mile Rd E of Telegraph Rd Lahser Rd Southfield Feb Bid Let Currently in Design, Winter GI, North Main St 11 Mile Rd Gardenia Ave Royal Oak Spring Bid West Rd Beck Rd E. City Limits Wixom Feb Bid NHPP Adams Rd Square Lake Rd South Blvd RCOC Winter GI, Spring Bid Joslyn Rd Perry St Beverly Ave Pontiac Winter GI, Spring Bid Long Lake Rd Corporate Dr Tower Dr RCOC Winter GI, Spring Bid Long Lake Rd Telegraph Rd RCOC Winter GI, Spring Bid CAT C John R Rd Long Lake Rd South Blvd Troy/RCOC March GI, Aug Let Baldwin Rd Gregory Waldon RCOC Spring GI, Summer Bid FAC Agenda - Page 5 of 25

6 IX. RESULTS FROM THE TECHNICAL COMMITTEE REVIEW OF PROJECT APPLICATIONS Mr. Evancoe presented the agenda item. He reminded the committee that at the May 16 th Funding Committee meeting RCOC presented their concerns over whether the right projects were receiving funding through the existing process. The Funding Committee agreed to have the Technical Committee review and revise the 3R and 4R forms with the goal of funding roads that serve higher volumes, have higher functional classifications, have multiple lanes, provide continuity, and promote county-wide mobility and freight movement. The technical committee was also directed to look into standardizing unit costs in the form so all applicants are using the same figures. Mr. Evancoe mentioned that there were two Technical Committee meetings over the summer. At the first meeting newly created forms were presented to the committee as well as a spreadsheet to show how the FY2020 applications would have ranked if they were given points based on the proposed form. The new form placed an emphasis on higher volumes and higher classifications. The projects at the top of the list ended up being mostly RCOC projects with a few from the cities. This option would leave very little funding left for city and village projects. It was recommended by the Technical Committee they look into a recommendation that would split the total STPU pot between the RCOC and cities and villages based on federal aid eligible centerline miles or population. Mr. Evancoe explained that the committee was presented with the results of using two formulas to calculate a potential funding split between the RCOC and the cities and villages. The first formula would have given RCOC 60% of the funding based on a population share from total federal aid eligible miles belonging to RCOC within each community. This formula is problematic because population is continuously changing and is only officially taken every 10 years. There is no solid nexus between population and what the road needs are. The second formula would give RCOC 69% of the funding based on total federal aid eligible centerline miles under RCOC s jurisdiction. The second formula was selected by the Technical Committee to recommend to the Funding Committee for approval. Mr. Kevin Yee, City of Oak Park mentioned he attended the first Technical Committee meeting. He expressed his concern that the recommendation does not address the intent of the motion made at the May Funding Committee meeting. Mr. Yee expressed his favor for keeping the current process as it provides each agency equal opportunity for funding. Ms. Leigh Schultz, City of Southfield expressed her concern over the 69/31 split. She is concerned that the remaining $5 million left for the cities and villages may not be enough to fund some of the multi lane roads that some cities have. Mr. Huotari, City of Troy mentioned that in the past the committee has passed over many multi-lane 4R projects submitted by RCOC. Mr. Mark Saksewski, City of Farmington Hills expressed that he does not believe RCOC is receiving a fair slice of the pie, however he would like to see the remaining 31% split fairly among the cities and villages based on center lane federal aid eligible road miles. Mr. Schafer, pointed out that some of the amounts that some cities and villages would receive under this scenario, wouldn t be even worth the time or money to complete a federal project. FAC Agenda - Page 6 of 25

7 Mr. Evancoe mentioned that over the last 15 years, RCOC has received on average 38% of the funding and has 69% of the roads. He explained that RCOC has roads within Cities and Villages and would continue to select projects in those areas. Mr. Harbison stated that MDOT currently takes 75% of federal funds off the top, and this proposal is not much different than the State s process. With so little funding available, the committee agreed the need to establish a more efficient way of prioritizing projects. The committee discussed how the process in place currently does not fund the roads with high volumes, multi lanes and higher classifications. Discussion ensued regarding how RCOC plans to program their projects, if the proposed split in funding were to be approved. The committee discussed the transparency of RCOC s process, and how cities and villages may be able to submit project requests to the RCOC for consideration. The Committee also discussed how the Cities and Villages will prioritize their project submittals if a funding split would be approved. The committee agreed that going forward they would use the existing forms and existing process when selecting projects with their 31% of annual federal funds. Motion by Mr. Gary Piotrowicz, supported by Mr. Green to approve the recommendation made by the Technical Committee to allocate 69% of all the Surface Transportation Program (STP) federal aid funding that is received within the Oakland FAC jurisdiction to RCOC. The value of that is allowed to fluctuate year by year to fit the spending needs of both the RCOC and the communities. The RCOC will present their method for prioritizing projects, and keep their process transparent. With regards to the remaining 31%, Cities and Villages will apply for funding using the existing forms. There might be an opportunity to revise the forms in the future to better meet the needs of the Cities and Villages. Roll Call Vote, 8 yes and 3 no. Motion passed. X. FY 2021 CALL FOR PROJECTS Mr. Evancoe asked the Task Force to issue a call for projects for fiscal year The call for projects addresses the remaining 31% for cities and villages. The committee discussed the importance of including 4R projects in their call but it was agreed that a call for 4R projects is not necessary for fiscal year 2021 projects. Motion by Mr. Balint, supported by Ms. Kathy Thurman to not include 4R submittals in the call for projects. Discussion led to a new motion. Motion by Ms. Schultz, supported by Mr. Huotari, to issue a call for 3R projects for fiscal year 2021 STPU Funds. Motion Carried. XI. XII. FEBRUARY 13, 2018 FUNDING COMMITTEE MEETING LOCATION Mr. Evancoe stated that the date for the February Funding Committee meeting will be Tuesday February 13, Mr. Schafer from the City of Madison Heights offered to host the meeting. OTHER BUSINESS Mr. Evancoe asked if there was any other business to be brought before the committee. There was no other business. FAC Agenda - Page 7 of 25

8 XIII. ADJOURNMENT Mr. Evancoe thanked everyone for attending and adjourned the meeting at 10:50 a.m. FAC Agenda - Page 8 of 25

9 ATTENDEES Present Dan Brisson Harry Drinkwine Karen Mondora Mark Saksewski Jim Schafer George Melistas Kevin Yee Gerry McCallum John Balint Matt Callahan Leigh Schultz Bill Huotari Steve Brown Tom Trice Kathy Thurman Don Green Chris Barnett Marshall Labadie Lynnette Firman Mark Harbison Sandy Montes Heidi Phaneuf Steve Brudzinski Andy Thorner Mike Smith Beata Lamparksi Steve Dearing Rhett Gronevelt Cheryl Gregory Tom Blust David Evancoe Tom Noechel Gary Piotrowicz Sarah Plumer Todd White Affiliation City of Auburn Hills City of Clawson City of Farmington Hills City of Farmington Hills City of Madison Heights City of Novi City of Oak Park City of Orchard Lake City of Pontiac City of Royal Oak City of Southfield City of Troy City of Wixom Bloomfield Township Brandon Township Milford Township Orion Township West Bloomfield Township MDOT MDOT MDOT MDOT SEMCOG SMART AEW HRC OHM OHM Spalding DeDecker RCOC RCOC RCOC RCOC RCOC RCOC FAC Agenda - Page 9 of 25

10 Attachment B MEETING MINUTES Funding Committee Meeting May 15, 2018 at 9:00 AM Wixom Community Center Pontiac Trail, Wixom, MI I. WELCOME AND INTRODUCTIONS Chairperson David Evancoe called the meeting to order at 9:05 AM. Mr. Evancoe thanked the City of Wixom for hosting the meeting. Attendees then introduced themselves. II. PUBLIC COMMENT Mr. Evancoe asked if anyone present would like to make a public comment on any items not already on the agenda. No attendees requested to make a comment and Mr. Evancoe closed the public comment portion of the meeting. III. APPROVAL OF FEBRUARY 13, 2018 FUNDING COMMITTEE MEETING MINUTES Mr. Evancoe referred the committee to the minutes from the February 13, 2018 FAC Funding Committee meeting (included in the agenda packet) and asked if anyone had any additions, changes or deletions. No changes were requested. Motion by Mr. William Houtari, supported by Mr. Kevin Yee, to approve the minutes of the February 13, 2018 Federal Aid Funding Committee meeting. Motion Carried. IV. CHAIRPERSON S REPORT Mr. Evancoe reminded the committee that if a project is going to be substantially over budget, to inform staff as soon as possible so changes can be made to the Transportation Improvement Program (TIP). When a TIP amendment is required it may take longer than expected. He expressed that he does not want projects to fail to meet the deadline and then not receive funding. Ms. Leigh Schultz requested more information relating to the TIP Amendment schedule, and Mr. Evancoe assured staff would send out that information after the meeting. V. REPORT FROM SEMCOG Mr. Trevor Brydon, SEMCOG, explained that the 2045 Regional Transportation Plan projects have been submitted and they will begin their evaluation. A call for new TIP projects is planned for October. SEMCOG currently has several notice of funding opportunities open for small grants, and the application period will end in the next week or so. SEMCOG plans to continue these grant programs next year. FAC Agenda - Page 10 of 25

11 Mr. Christopher Klove, SEMCOG, mentioned that it will be required for all projects for fiscal years 2020 and 2021 to be entered into the TIP. Ms. Beata Lamparski, requested to receive a copy of the projects that made it into the 2045 RTP. Mr. Evancoe agreed when the full list is complete, the committee will receive a copy for their reference when a 2045 RTP project list report is made available. VI. REPORT FROM MDOT Mr. Mark Harbison, MDOT explained that MDOT has only $10 - $20 Million in STP funds left and is expected to be out of obligation authority around June 1 st. VII PROJECT STATUS UPDATE Mr. Evancoe requested each community with a 2018 federal-aid project to provide an update on the status of each project. The following table lists those updates: LIMITS 2018 PROJECT FROM TO AGENCY STATUS AS OF February 2018 STATUS AS OF May 2018 PAVE GRAVEL Napier Rd (AC) 9 Mile Rd 10 Mile Rd RCOC Construction Spring 2018 Under Construction URBAN TO RURAL TRANSFER Tripp Rd Dixie Hwy Van Rd RCOC June Bid Let Late June Bid RRR/4R Livernois Road 8 Mile Rd 9 Mile Rd Ferndale April Bid Let June Construction Opdyke Rd Auburn Rd Featherstone Rd RCOC May Bid Let June Construction Opdyke Rd Featherstone Rd Perry St RCOC May Bid Let June Construction 11 Mile Rd Bell Rd Arlington Rd Southfield May Bid Let June Construction Campbell Rd 10 Mile Rd 11 Mile Rd Royal Oak May Bid Let Late May Start 14 Mile Rd Main St Clawson March Bid Let Under Construction 13 Mile Rd Drake Rd Farmington Rd Farmington Hills February Bid Let Under Construction NB Northwestern Hwy W of Southfield Rd Lahser Rd Southfield April Bid Let Mid May Start Giddings Rd City Limit Brown Rd Auburn Hills June Bid Let June Bid and July Start 13 Mile Rd Middlebelt Rd Inkster Rd Farmington Hills March Bid Let Under Construction 9 Mile Rd E of Telegraph Rd Lahser Rd Southfield April Bid Let May Bid June Start North Main St 11 Mile Rd Gardenia Ave Royal Oak April Bid Let Under Construction West Rd Beck Rd E. City Limits Wixom May Bid Let June Start South Blvd (AC) Woodward Ave MLK Jr. Blvd FAC Pontiac Agenda - Page 11 of 25 September Start

12 2018 PROJECT LIMITS AGENCY STATUS AS OF February 2018 NHPP Adams Rd Square Lake Rd South Blvd RCOC May Bid Let June Start Joslyn Rd Perry St Beverly Ave Pontiac April Bid Let Late May Start Long Lake Rd Corporate Dr Tower Dr RCOC April Bid Let May Start Long Lake Rd Telegraph Rd RCOC April Bid Let May Start CAT C John R Rd Long Lake Rd South Blvd Troy/RCOC August Bid Let August Bid Baldwin Rd Gregory Waldon RCOC Summer Bid Let August Bid VIII. BYLAWS Mr. Evancoe reminded the Committee that at the February meeting he mentioned staff was going to consider rewriting the FAC bylaws. He explained that one proposed change would be to consolidate the Task Force and Funding Committee into one committee and call the body the Federal Aid Committee (FAC). Currently, the tasks and authority between the two committees is not well defined and having two voting bodies may be unnecessary. Mr. Evancoe also explained that with the newly proposed bylaws the Technical Committee would still be in place, and there would also be the opportunity for sub-committees to form if necessary. Mr. Evancoe also explained that in the newly proposed bylaws every community would still be a member, and the voting members would still be elected by caucus per the existing process. However, it is proposed in the new bylaws to limit the Voting Members term to two years. This may provide more opportunity for members to rotate more often into voting positions. Another proposed addition to the bylaws is giving the Chairperson the authority to conduct an poll on emergency action items if in the event a meeting cannot be conducted. The Committee suggested to seek legal counsel on this item before writing it into the Bylaws. Mr. Evancoe also mentioned changes to the Rules of Procedure were made based on prior meeting approvals. One change includes the rule to cap federal funds at the amount recorded in the submitted application on projects that have more than a 20% local match. This was approved by the Task Force on October 11, The second change was the addition of the rule to split the STPU pot between RCOC (69%) and Cities/Villages (31%). This was approved by the Task Force on October 3, The Committee then discussed the proposed bylaws. Staff was directed to look into how many voting members are required to be present to establish a quorum at both regular meetings and sub-committee meetings. The Committee also made suggestions to clarify that all communities not just voting members will be included in any s. Mr. Evancoe explained that this item is informational and will be brought forward to the Task Force in October as an action item. FAC Agenda - Page 12 of 25

13 XII. OTHER BUSINESS Mr. Evancoe stated the next FAC meeting is scheduled for October 9, 2018, then asked the committee if any community was willing to host the meeting. The City of Farmington Hills offered to look into the availability of their facility. XIII. ADJOURNMENT Mr. Evancoe thanked those in attendance for participating and adjourned the meeting at 10:00 a.m. FAC Agenda - Page 13 of 25

14 ATTENDEES Present Dan Brisson Derrick Schueller Paul O Meara Harry Drinkwine Karen Mondora Mark Saksewski Joe Akers George Melistas Gerrajh Surles Kevin Yee John Balint Shannon Filarecki Paul Davis Matt Callahan Leigh Schultz Bill Huotari Steve Brown Tim Sikma Noah Mehalski Kathy Thurman Pat Kittle Don Green Mark Harbison Trevor Brydon Chris Klove Dustin Hagfors Kirk Cox Chuck Hart Beata Lamparski Cheryl Gregory Tom Blust David Evancoe Tom Noechel Sarah Plumer Affiliation City of Auburn Hills City of Berkley City of Birmingham City of Clawson City of Farmington Hills City of Farmington Hills City of Novi City of Novi City of Oak Park City of Oak Park City of Pontiac City of Rochester City of Rochester Hills City of Royal Oak City of Southfield City of Troy City of Wixom City of Wixom Bloomfield Township Brandon Township Independence Township Milford Township MDOT SEMCOG SEMCOG SMART OHM HRC HRC Spalding DeDecker RCOC RCOC RCOC RCOC FAC Agenda - Page 14 of 25

15 2018 Project Status Update Attachment C LIMITS 2018 PROJECT FROM TO AGENCY STATUS AS OF May 2018 STATUS AS OF October 2018 PAVE GRAVEL Napier Rd (AC) 9 Mile Rd 10 Mile Rd RCOC Under Construction URBAN TO RURAL TRANSFER Tripp Rd (AC) Dixie Hwy Van Rd RCOC Late June Bid RRR/4R Livernois Road 8 Mile Rd 9 Mile Rd Ferndale June Construction Featherstone Opdyke Rd Auburn Rd Rd RCOC June Construction Opdyke Rd Featherstone Rd Perry St RCOC June Construction 11 Mile Rd Bell Rd Arlington Rd Southfield June Construction Campbell Rd 10 Mile Rd 11 Mile Rd Royal Oak Late May Start 14 Mile Rd Main St Clawson Under Construction 13 Mile Rd Drake Rd Farmington Rd Farmington Hills Under Construction NB Northwestern W of Southfield Hwy Rd Lahser Rd Southfield Mid May Start Giddings Rd City Limit Brown Rd Auburn Hills June Bid and July Start 13 Mile Rd Middlebelt Rd Inkster Rd Farmington Hills Under Construction E of Telegraph 9 Mile Rd Rd Lahser Rd Southfield May Bid June Start North Main St 11 Mile Rd Gardenia Ave Royal Oak Under Construction West Rd Beck Rd E. City Limits Wixom June Start South Blvd (AC) Woodward Ave MLK Jr. Blvd Ferndale September Start NHPP Adams Rd Square Lake Rd South Blvd RCOC June Start Joslyn Rd Perry St Beverly Ave Pontiac Late May Start Long Lake Rd Corporate Dr Tower Dr RCOC May Start Long Lake Rd (AC) Telegraph Rd RCOC May Start CAT C John R Rd Long Lake Rd South Blvd Troy/RCOC August Bid Baldwin Rd Gregory Waldon RCOC August Bid FAC Agenda - Page 15 of 25

16 2019 Project Status Update Attachment D LIMITS 2019 PROJECT FROM TO AGENCY STATUS AS OF October 2018 PAVE GRAVEL Sashabaw Road Sherwood Road Granger Road RCOC NEXT-PHASE Orchard Lake Road (ROW) 13 Mile Road 14 Mile Road Farmington Hills RRR 14 Mile Road Woodward Ave CN Railroad Royal Oak 14 Mile Road CN Railroad Crooks Road Royal Oak WB 11 Mile Road Southfield Road E City Limits Lathrup Village Pinecrest Drive 8 Mile Road 9 Mile Road Ferndale Woodward Heights Blvd Bermuda Street Hilton Road Ferndale SB Northwestern HW NW of 9 Mile Road Evergreen Road Southfield Woodward Heights Blvd Hilton Road Pilgrim Avenue Ferndale Milford Road General Motors Road S of Winding Way Milford South Squirrel Road South Blvd Primary St Auburn Hills University Drive MLK Jr. Blvd East City Limits Pontiac Livernois Road (AC) Avon Road Walton Blvd RCOC Stephenson Hwy NB 12 Mile Road 14 Mile Road Madison Heights Stephenson Hwy SB Girard Road 14 Mile Road Madison Heights 9 Mile Road City Limits Middlebelt Road Farmington Hills Auburn Road (AC) Culbertson Ave Hessel Ave Rochester Hills 4R Maple Road Middlebelt Road 1500 east RCOC 9 Mile Road Pilgrim Ave Dequindre Road Hazel Park NHPP 14 Mile Road Greenfield Road Woodward Avenue Birmingham/Royal Oak 13 Mile Road John R Road Dequindre Road Madison Heights Maple Road At Middlebelt Road RCOC 12 Mile Road (AC) At Novi Road RCOC FAC Agenda - Page 16 of 25

17 Attachment E Oakland Federal Aid Committee BYLAWS AND RULES OF PROCEDURE UPDATE October 2018 The purpose of this proposed update is to simplify the committee structure and update the processes and procedures followed by the committee. Comments received by committee members in May 2018 have been incorporated where applicable. BYLAW UPDATES HIGHLIGHTS OF RECOMMENDED CHANGES TO BYLAWS Consolidation of the Task Force and Funding Committee into one committee now named the Federal Aid Committee. Changing the term for voting members from 4 to 2 years. Clarifying that all communities are members of the FAC. However, voting members will be selected by caucus. Allowing the Chairperson to conduct voting my when necessary. Added Technical Committee, Sub-Committee and NHPP Committee information. UPDATES TO THE RULES OF PROCEDURE Included rule to cap federal funds on projects that have more than 20% local match. (Rule approved by the Task Force on 10/11/16). Included rule to split STP funds 69% to RCOC and 31% to Cities and Villages. (Rule approved by Task Force 10/3/17). COMMITTEE DRAFT REVIEW RECOMMENDATIONS Seek legal counsel when establishing a quorum. o Robert s Rules of Order: A quorum is the minimum number of voting members who must be present at a properly called meeting in order to conduct business in the name of the group. A quorum should consist of as large as can be depended upon for being present at all meetings when the weather is not exceptionally bad. Some groups set a quorum as a percentage of membership, and others use a fixed number o Article VI, Section A, Paragraph 3 Identifies the quorum of the FAC requiring 8 members to be present. Language reviewed by legal counsel. Clarify that all communities, not just voting members will be included in any s. o Added to Article VI, Section A, Paragraph 4. Seek legal counsel regarding the committee s ability to vote via . o Roberts Rules of Order: For an message to be a part of a meeting, it must be sent to all members. For a vote to be valid in the context of an meeting, a quorum of ballots must be returned. o Article VI, Section A, Paragraph 4. Language reviewed by legal counsel. FAC Agenda - Page 17 of 25

18 Attachment F BY LAWS and RULES OF PROCEDURE For the OAKLAND COUNTY FEDERAL SURFACE TRANSPORTATION PROGRAM FEDERAL AID COMMITTEE (FAC) September FAC Agenda - Page 18 of 25

19 ARTICLE I Name: The Committee shall be named the Oakland County Federal Aid Committee, herein referred to as the Federal Aid Committee (FAC). Purpose: ARTICLE II The purpose of the FAC is to prioritize transportation Federal Aid projects for submittal to the Southeast Michigan Council of Governments (SEMCOG) Transportation Coordinating Council (TCC). Powers & Duties: ARTICLE III The FAC is authorized to do all acts necessary to perform and accomplish the purpose set forth above, within the limits and procedures set forth in these By-Laws and Rules of Procedure including, but not limited to the following: The FAC shall: 1. Meet at a minimum one (1) time per year. 2. Annually review and approve projects and programs for funding with Surface Transportation Block Grant (STBG), Transportation Economic Development Funding (TEDF) Category C funds, and National Highway Performance Program (NHPP). 3. Review the progress of the projects approved for funding with STBG and TEDF Category C and NHPP Funds. 4. Review and approve any additions, deletions and modifications to the urban area boundary. 5. Review, edit and approve the list of projects to be included in SEMCOG s Regional Transportation Plan (RTP). 6. Review and approve any additions, deletions or modifications to the functional classification of specific roadways in the Federal Aid network. FAC Agenda - Page 19 of 25

20 7. Prepare and approve the annual Transportation Improvement Program (TIP) to be submitted to the TCC of SEMCOG. 8. Issue an annual Call for Projects in which the FAC shall consider TEDF Category C, 3R, 4R or Next-Phase projects. 9. Review, edit and adopt FAC Bylaws and Rules of Procedure as needed. Membership: ARTICLE IV All cities, villages and townships in Oakland County are members of the FAC. Members select voting members to represent communities within their population group. A. THE FAC VOTING MEMBERSHIP SHALL INCLUDE: 1. Two (2) voting members representing the Road Commission for Oakland County (RCOC). 2. One (1) voting member representing the Michigan Department of Transportation (MDOT). 3. One (1) voting member representing the Suburban Mobility Authority for Regional Transportation (SMART). 4. Three (3) voting members representing large sized cities with a population greater than 50, Two (2) voting members representing middle sized cities with a population between 20,000 and 50, Two (2) voting members representing small sized cities and villages with a population less than 20, One (1) voting member representing large sized townships with a population greater than 30, One (1) voting member representing middle sized townships with a population 10,000-30, One (1) voting member representing small sized townships with a population less than 10,000. FAC Agenda - Page 20 of 25

21 B. SELECTION AND ROTATION OF THE COMMITTEE The representatives from RCOC, MDOT and SMART shall be permanent positions. The voting members of the individual communities will be selected by caucus of those communities within their own population group based on the most recent decennial census. When there is a mid-term vacancy, a replacement voting member will be selected in the same manner. The city, village, and township representatives shall be selected as follows: Large Sized Cities: Three (3) voting members will be appointed or reappointed every two (2) years and shall serve for two (2) years. Middle Sized Cities: Two (2) voting members of the middle size communities will be appointed or reappointed every two (2) years and shall serve for two (2) years. Smaller Sized Cities and Villages: Two ( 2 ) voting member of the smaller size communities will be appointed or reappointed every two (2) years shall serve for two (2) years. Townships: One (1) voting member representing each size township (large, middle and small); a total of three (3) voting members will be appointed or reappointed every two (2) years and shall serve for two (2) years. See the attachment A for the community blocks per the most recent census for a list of communities within each population group. C. ALTERNATES TO THE FAC VOTING MEMBERS Each voting member represented on the FAC shall have a designated alternate who will serve as a replacement voting member when the elected voting member is unable to attend. The alternate voting member shall be selected and changed in the same manner and at the same time as the voting member. Chairperson of the FAC: ARTICLE V The Chairperson of the FAC shall be one (1) of the two (2) RCOC FAC voting members. The Chairperson must supply all necessary staff and data to accomplish the purpose of the FAC. FAC Agenda - Page 21 of 25

22 Meetings: ARTICLE VI A. FAC 1. There shall be at a minimum one (1) annual meeting each calendar year. (Meetings are typically held in February, May and October each year). 2. The scheduling of FAC meetings shall be the responsibility of the Chairperson. The Chairperson shall give due consideration to the request of any FAC member requesting a special meeting of the FAC. 3. A quorum for all FAC business shall consist of 8 voting members or alternate voting members present of the FAC. 4. The Chairperson may at his/her discretion, schedule and conduct a vote of the FAC by on any matter for which it is deemed not feasible to hold a normally scheduled meeting of the FAC. Any vote conducted through must be sent to all voting and non-voting members. A quorum of ballots must be returned for a vote to be valid. B. TECHNICAL COMMITTEE 1. The Technical Committee shall be a standing committee that meets annually to review project rating packets submitted for federal funding. The FAC may assign other tasks to the Technical Committee. 2. The Technical Committee membership shall consist of volunteers that regularly attend FAC meetings and have an in-depth knowledge of road engineering, design, and FAC procedures and history. 3. The FAC Chairperson shall attend and chair the Technical Committee meetings and shall ensure projects are reviewed and rated fairly using a team approach. The Chairperson may report to the FAC concerns identified by the Technical Committee. C. SUB-COMMITTEE MEETINGS 1. Sub-Committee meetings will be held as often as the Chairperson deems necessary or upon reasonable request of any FAC member. 2. A quorum shall consist of more than 50% of the appointed sub-committee members present. 3. Sub-committees will be task oriented and will dissolve upon completion of their assigned task. FAC Agenda - Page 22 of 25

23 D. NATIONAL HIGHWAY PERFORMANCE PROGRAM (NHPP) COMMITTEE 1. The NHPP Committee shall make recommendations concerning how NHPP funds will be allocated to communities that are eligible to receive funds under the program. 2. The NHPP Committee shall be chaired and convened as necessary by a representative of RCOC. 3. Any FAC member eligible to receive NHPP funds may serve on the NHPP Committee. 4. NHPP Projects will be recommended for approval by the FAC by consensus of the NHPP Committee members present SMP FAC Agenda - Page 23 of 25

24 OAKLAND COUNTY FEDERAL AID COMMITTEE (FAC) RULES OF PROCEDURE 1. FAC will not fund any PE for 3R/4R projects. 2. FAC will not fund any ROW for 3R/4R projects. 3. The only eligible funding activities under 3R/4R are construction and construction engineering. 4. There will be no additional federal aid available from the FAC for 3R/4R projects beyond the original allocation. 5. FAC will establish a general program account (GPA) line item of 3R projects for the TIP on an annual basis. 6. 3R/4R projects must be completely funded with only one year of STBG funding. 7. Any unapproved 3R/4R applications for an annual call for projects must be updated and resubmitted during a future call for projects, and include an updated PACE form. 8. Projects that have been approved for funding by the FAC, have been deemed a complete submission in accordance with MDOT Local Agency Programs Project Planning Guide within the fiscal year of original approval and are awaiting obligation, but not granted obligation, will be considered foremost for funding allocation in the current or future year. 9. The FAC will allocate 69% of the fiscal year STBG dollars to the Road Commission for Oakland County (RCOC). The remaining 31% of funds will be allocated to the Cities and Villages. 10. From the 69% allocation, RCOC will set aside $2 million for the Gravel Paving Program and $500,000 for Urban to Rural Transfer annually (Unless rural funding is secured by funding sources outside of the FAC). 11. Each fiscal year RCOC will submit their list of federally funded projects to the FAC for approval. 12. Each fiscal year Cities and Villages will submit their project application rating packets annually to the Technical Committee to be reviewed and scored. The list of projects will then be prioritized and approved by the FAC. 13. Regarding City and Village project applications, when points are awarded for a Local Contribution higher than 20%, the project federal share will be capped at the amount of federal funds requested on the PACE form. FAC Agenda - Page 24 of 25

25 Community Blocks per 2010 Census Cities and Villages Large Com. > 50,000 Middle Com. 50,000 to 20,000 Small Com. < 20,000 Troy 80,980 Farmington Hills 79,740 Southfield 71,739 Rochester Hills 70,995 Pontiac 59,515 Royal Oak 57,236 Novi 55,224 Madison Heights 29,694 Oak Park 29,319 Auburn Hills 21,412 Birmingham 20,103 Ferndale 19,900 Hazel Park city 16,422 Berkley city 14,970 Wixom city 13,498 Rochester city 12,711 Clawson city 11,825 South Lyon city 11,327 Farmington city 10,372 Beverly Hills village 10,267 Walled Lake city 6,999 Huntington Woods city 6,238 Milford village 6,175 Holly village 6,086 Wolverine Lake village 4,312 Lathrup Village city 4,075 Bloomfield Hills city 3,869 Oxford village 3,436 Northville city 3,231 Franklin village 3,150 Lake Orion village 2,973 Keego Harbor city 2,970 Pleasant Ridge city 2,526 Orchard Lake Village city 2,375 Sylvan Lake city 1,720 Ortonville village 1,442 Bingham Farms village 1,111 Village of Clarkston city 882 Leonard village 403 Lake Angelus city 290 Community moved to larger bloc Community moved to smaller bloc Townships Large TWP. > 30,000 Middle TWP to 10,000 Small TWP. < 10,000 Waterford Twp. 71,707 Highland Twp. 19,202 Milford Twp 9,561 West Bloomfield Twp. 64,690 Oxford Twp. 17,090 Rose Twp 6,250 Bloomfield Twp. 41,070 Oakland Twp. 16,779 Addison Twp. 5,948 Commerce Twp. 35,874 Brandon Twp. 13,733 Groveland Twp. 5,476 Independence Twp. 34,681 Lyon Twp. 14,545 Holly Twp 5,276 Orion Twp. 32,421 Springfield Twp. 13,940 Royal Oak Twp 2,419 White Lake Twp. 30,019 Novi Twp 150 Southfield Twp 19 Community moved to larger bloc Community moved to smaller bloc FAC Agenda - Page 25 of 25