003-90 Ordinance
RECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
03-90 Passedn
Ordinance NO.m mU nnnW' ___19. .
AN ORDINANCE ADOPTING AND EXECUTING
THE MID-OHIO REGIONAL PLANNING
COMMISSION'S ADMINISTRATIVE CONTRACT
WHEREAS, the City of Dublin has agreed to execute a contract between the
Mid-Ohio Regional Planning Commission and the City of Dublin within the
boundaries of the District 3 Public Works Integrating Committee; and
WHEREAS, the Mid-Ohio Regional Planning Commission agreed to provide
$10,000.00 worth of staff time to work with the District III Public Works
Integrating Committee; and,
WHEREAS, based upon recent meetings with the Ohio Public Works Committee,
the staff and Committee will be required to further refine funding
criteria and weighting factors when considering project submittals;
WHEREAS, the amount of required information that must be gathered,
analyzed and retained on file by the staff has, and will continue to grow;
NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin,
State of Ohio, 7 of the elected members concurring:
Section 1. That the reasonable and cost-effective approach to providing
staff services, while distributing the costs to communities, as outlined
in the attached (Exhibit A) Administrative Contract is hereby adopted.
Section 2. That this Ordinance shall take effect and be in force from
and after the earliest period allowed by law.
Passed this 19th day of February , 1990.
icer
L Fr~nces M. Urban d k fC .
. . er 0 ouncll, hereby certify that the
foregOing IS a true copy of Ordinance~ No. 03-90
Attest: duly adopted by the Council of the City of Dub/:n, Ohio, on the 19th
day of Fphruarv 1990
, .
/J ~
~~O //;, ((AL~ JHh""~<) 'Z(~
Clerk of Coun I Dublin, Ohio
C erk of Council
r ,hereby ce~i~ that co,P:es of th1s Ord:nanre/Rmluti4R Weie posted in the
City of Dublin In accoraanC9 w1th Sadion 731.25 of fila ()t,io Revised Code.. ,
~tZ;7U.&:? ~, C-pc.A.-a--:!
Clerk of Council, Dublin, Ohio
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Mid-Ohio Regional Planning Commission 16141 22l\-IX25 (61-+,22-+-POOL
PHONE (614) 228-2663
FAX (614) 621-2401
MORPC ADMINISTRATIVE CONTRACT
The purpose of this letter is to execute an agreement between
the Mid-Ohio Regional Planning Commission (MORPC) and the
undersi9Ded partici~ating community ("Community") within the
boundar1es of the D strict 3 Public Works Integrating Committee
("Committee") .
Under the terms of this agreement, MORPC will assist Communitv
,.ron McCloy Raichanl by providing the necessary services as more fully identified 1n
the Attachment A hereto relative to the planning, preparation
'll(man and coordination for Issue Two lOhio Public Works commission)
chard A. King and H.B. 381 (Local Transportat on Improvement Program, LTIP)
~ Chairman
,n. Paul J. Falco infrastructure projects for the Committee ("Project").
-:retary ,
community agrees to reimburse MORPC for its actual costs,
IlIiam H. Anderson including fringe and overhead rates, as incurred in the
::rman execution of this assignment as follows:
-:;mSlrallve Commmee
:oy Bailey HoffmaM Community agrees to pay MORPC a sum equal to 0.8% of the
~fman
"lC,lin County Plannrng grant award of Issue 2 and H.B. 381 funds received by
"; Suocommlttee Community for awards made on or prior to December 31,
',hatl Wasylik 1990, and a sum equal to 1.0% of the grant award of Issue
:rrnan 2 or H.B. 381 funds received by Community for awards made
'SlallVe Task Force
anne Botton after December 31, 1990. Community understands that this
:l:rman parment may not come from Issue 2 funds, is not an
- a: Government el1gible cost associated with the Project, and is a
~"',"ee voluntary payment that in no way will influence the
i Carver decision whether to submit the Project to the Committee or
".r!i'~
ArMSlJfy the Ohio Public Works Department for funding. Such sum
shall be due and payable within thirty (30) days of
.1 H receipt of the award of grant funds.
'.:utIV~ 1..IIrector
If after audit MORPC determines that its actual costs are
in excess of the fee previously charged, community agrees
to pay an additional fee equal to the lesser of the actual
costs incurred by MORPe under this agrement and 10% of the
fee initially charged. Such additional fee shall be due
and payable within thirty (30) days of receipt of notice
from MORPC as to the amount of the additional fee.
If after audit, MORPC determines that its actual costs are
less than the fee previously charged, MORPC agrees to
rebate or otherwise credit to the community an amount
equal to the difference between the actual cost and the
fee previously paid.
community understands that neither MORPC, nor the Committee has
any authority regarding award of Issue 2 and H.B. 381 funds,
other than to submit the Project to the Ohio Public Works
Department, which is the only entity authorized to award grants
of such funds.
285 East Main Street · Columbus, Ohio 43215-5272
.
This agreement will commence upon execution hereof and be
effective until terminated by either HORPC or Community giving
30 days written notice of such termination to the other party
hereto.
If you a9ree with the terms and conditions set forth herein,
please s1gnify by signing both of the original copies of this
letter and return one copy to this office.
Thank you for your cooperation and we look forward to working
with your community and the Committee in carrying out these
staffing tasks.
Sincerely,
il/dkauC~
william C. Habig
Executive Director, HORPC COMMUNITY
.
~/r'o ~/I ~~ih<'f~/;^-)
Date Designated Community
By ~~
Date ?-/1 3/70
Date
Attachment A
STATE BOND ISSUE TWO/H.B. 381
DISTRICT 3 PROGRAM ADMINISTRATIVE/TECHNICAL SERVICES
Backqround
The Local Government Committee of the Mid-Ohio Regional
Planning commission (MORPC) has been considering the
infrastructure needs of Franklin county since August of
1983. This is a broad, diverse, compl cated and im10rtant
subject that requires a great amount of time to ach eve
desired results. The problems are great nationwide,
statewide, and in metropolitan areas.
The results from the surveys conducted b3 the MORPC Local
Government Committee showed there are ma or infrastructure
needs in Franklin County, being in excess of five hundred
million dollars through 1989, excluding any major
expenditures associated with water supply and
distribution. The survey of capital budgeting shows there
is need for improvement n this area as well. Of the 44
questionnaires sent out, 23 were returned of which 65' use
some form of capital budgeting.
Legislation passed in the Fall of 1987 lAm. Sub. H.B. 704)
and Amended Substitute H.B. 381, effect ve July 1, 1989,
~rovides a funding mechanism that begins to address the
1nfrastructure needs within Franklin County, although
falling considerably short of resolving the infrastructure
deficiencies that exist and will continue to exist for
years to come.
Since the passage of these two funding tools for addressing
the infrastructure needs within Franklin County the
Mid-Ohio Reyional Planning Commission has been involved
with provid ng political subdivisions within Franklin
county' guidance on the program. HORPe was chosen by the
Distr ct 3 Public Works Integrating Committee to staff the
District 3 Committee in evaluating and submitting projects
to the State ot Ohio Public Works Commission for Round One
of Issue Two funding, as well as future rounds under Issue
Two and H.B. 381.
To date, the administrative staffing, re1roduction, and
mailing costs necessary to insure a time y submission to
the state have all been absorbed by MORPC.
On October 1 OTH , 1989, the District 3 Public Works
Integrating Committee, aware of the costs involved,
approved a funding methodology that will provide for
program administration funding.
Administrative Services
Prepare meeting agendas in coordination with the District
Committee:
Meet at least on a quarterly basis to discuss policy issues
and direction of program.
Make available equipment and facilities for Committee
business.
Prepare and maintain correspondence and records of the
Committee including meeting minutes.
Maintain a master file for community inventory of needs and
5-year capital improvement plans as well as updated
versions of these required reports.
Technical Services
(1) Analyze the impact of Am. Sub. H.B. 381, which is
projected to increase dollars available to the District
3 Committee by an estimated $3.6-$4.2 million dollars,
specifically to meet highway or bridge needs that are
of critical importance to the safety of the citizens of
the applicant subdivision.
(2) In liyht of the additional dollars available to
Distr ct 3 under H.B. 381, for hiyhway and bridle
needs, staft will assist the Comm tte. in revis ng
project criteria for funding projects through the
existing District allocation.
(3) There are currently 14 Franklin County political
jurisdictions not participating in the Issue 2 and gas
tax funding Program: the City of Hilliard: the
Villages of HarriSburg, New Albany, New Rome, and
Riverlea: and the townships of Blendon, Hamilton,
Jackson, Norwich, plain, Perry, Sharon, Truro, and
Washin~on. Staff will assist these communities by
provid ng updated information on the Issue 2 program,
and H.B. 381 and advising them in preparing an
inventory of infrastructure needs, and 5-year capital
improvement plans. Staff will not be responsible for
preparing these inventories and 5-year plans, but will
provide direction in their preparation, in light of
District 3 Funding crite~ia.
(4) Staff will provide information to the local communties
as it become. available. Statf will assist communities
in preparing" eligible projects under H.B. 381 to be
considered by the District Committee. Transportation
staff will coordinate these project submissions with
the federally funded TIP.
(5) Staff will assist the Committee by working with
communities in preparing the next round of Issue 2
project requests by establishing a schedule for project
submission, distributing information provided by the
OPWC to all jurisdictions, attending public hearings on
the rule. promulgated by the OPWC, and distributing
.
,
,
that inforaation to all Franklin countr communities.
staff will assist the Committee in eva uating community
proiects, establishing priorities based on existing and
rev sed funding criteria, and meeting all deadlines
established by the OPWC.
Staff will insure that community project applications
are complete, contain the proper .i9Dature. and
engineer'. e.timate. and .eal, the correct budget
amount., eligible cost., addre.. the ten criteria under
164.06 and then resolve any discrepancies in tb.
submitted information. Local communities will-be ~
re~ired to provide information reasonably necessarY to
evaluate the projects.
(6) Staff will conduct at least one annual workshop at
MORPC to discuss Issue 2 infrastructure needs and
district priorities, and disseminate information
obtained from the OPWC, County Commi.isoner.
Association of Ohio, the Ohio Municir:l Leaque and . .
other appro~riate agencies responsib e for reviewing
and evaluat ng Issue 2 and H.B. 381 issue. and yOlicies
and suggested chanles. Local official. and the r
staff! available 0 strict 3 member.! and selected state
offic als will be invited to partic pate in any
workshop(s).
(7) The OPWC will, by 1991, require a format for District
inventories and capital im~rovement plan.. Statf will
assist in developing a Dis rict-wide ylan and
)riorities based upon each participat ng political
urisdiction'. rlans, it the OPWC mandate. a
District-wide pan.
(8) Staff will not be responsible for local project
engineering or management, but will respond to
questions raised by local ofticials regarding
compliance and the obtaining of information from OPWC
based upon these questions/concerns.
(9) Provide month-to-month staffing of the District 3
Committee, including the following tasks:
Submit yroject aummaries:and evaluations to Committee
for act on, .
Maintain a master listinl of selected projects and
their schedule. for the 87 aillion ten year Issue 2
program and the estimated $40 million H.B. 381 pr~ram.
Provide multi-governmental unit pro~ect coordination to
maximize the use of tederal and sta e grants and other
monies and to facilitate projects which affect more
than one Member.
Each MORPC department would participate in coordinating
fundint sources and needed projects from within its
area 0 expertise.
. .
ATTACHMENT
Questions & Answers to the Issue Two/LTIP Administrative
Contract
Q: Why is MORPC doing this work?
A: The District III Committee asked William Habig, the
Executive Director of MORPC, to assist it in preparing the
required documentation to the state Ohio Public Works
Commission (OPWC) for Issue Two/LTIP projects. MORPC was
already involved in background technical worksho~s, as
well as staff assisting Franklin County communit1es in
responding to initial questions and data needed for
eligibility.
Q: Who has approved this Administrative Contract?
A: Both the District III Committee and the Mid-Ohio Regional
Planning Commission has adopted this method of paying for
staff costs.
Q: Why should our community sign this Contract when we have
not submitted a project in either Round One or Two?
A: The execution of this Administrative Contract simply
provides a funding mechanism for staff costs whenever a
community does decide to submit a project for
consideration by the District III Committee, and if the
project is recommended by the Committee to OPWC.
Q: will communities be responsible for staff costs incurred
in Round One?
A: NO. These costs have already been absorbed by MORPC. The
charges outlined in this proposal begin August 1, 1989, or
as work on Round Two began. And these initial costs cover
a 15-month period, or until December 31, 1990.
Q: When must we pay for these services?
A: No community will be required to pay for staffing until
the state has approved a project as recommended by the
District III Committee in Round Two. We do not anticipate
any approvals prior to April or May, 1990.
Q: Why isn't the fee based upon the size of the project,
assuming more work and time is spent by staff on larger
dollar-amount projects?
A: The process is the same, regardless of the type of project
and dollar amount. Mailings, project ratings, reviews for
submission completeness basically apply at the same level
to all type and size projects.
,
. ,
.
Q: Why .8% or 1%?
A: This Administrative Contract mechanism used a model
already approved by the OPWC's Bond Counsel in another
District. Staff contacted as many of the 19 state-wide
districts as possible, and 1% of the project amount
awarded is the standard being used.
Q: What if the staff costs are less than .8% or 1% of the
project award amount?
A: The community is only billed for actual costs, including
wages, fringes and overhead.
Q: Why can't these costs come from Issue two or LTIP?
A: The legislation as passed does not permit these costs to
come from these sources, therefore, local funds must be
used. We would like to make ~ou aware that staff is
workin9 with the agency's Leg1slative Task Force in
pro~os1n9 a technical amendment to the existing
leg1slat1on that would allow Issue Two/LTIP funds to be
used in this manner.
.
.
ATTACHMENT
Questions & Answers to the Issue Two/LTIP Administrative
Contract
Q: Why is MORPC doing this work?
A: The District III Committee asked william Habig, the
Executive Director of MORPC, to assist it in preparing the
required documentation to the state Ohio Public Works
Commission (OPWC) for Issue Two/LTIP projects. MORPC was
already involved in background technical worksho~s, as
well as staff assisting Franklin county communit1es in
responding to initial questions and data needed for
eligibility.
Q: Who has approved this Administrative Contract?
A: Both the District III Committee and the Mid-Ohio Regional
Planning commission has adopted this method of paying for
staff costs.
Q: Why should our community sign this Contract when we have
not submitted a project in either Round One or Two?
A: The execution of this Administrative Contract simply
provides a funding mechanism for staff costs whenever a
community does decide to submit a project for
consideration by the District III Committee, and if the
project is recommended by the Committee to OPWC.
Q: Will communities be responsible for staff costs incurred
in Round One?
A: NO. These costs have already been absorbed by MORPC. The
charges outlined in this proposal begin August 1, 1989, or
as work on Round Two began. And these initial costs cover
a I5-month period, or until December 31, 1990.
Q: When must we pay for these services?
A: No community will be required to pay for staffing until
the state has approved a project as recommended by the
District III Committee in Round Two. We do not anticipate
any approvals prior to April or May, 1990.
Q: Why isn't the fee based upon the size of the project,
assuming more work and time is spent by staff on larger
dollar-amount projects?
A: The process is the same, regardless of the type of project
and dollar amount. Mailings, project ratings, reviews for
submission completeness basically apply at the same level
to all type and size projects.
. to
.
,
Q: Why .8% or 1%?
A: This Administrative Contract mechanism used a model
already approved by the OPWC's Bond Counsel in another
District. staff contacted as many of the 19 state-wide
districts as possible, and 1% of the project amount
awarded is the standard being used.
Q: What if the staff costs are less than .8% or 1% of the
project award amount?
A: The community is only billed for actual costs, including
wages, fringes and overhead.
Q: Why can't these costs come from Issue two or LTIP?
A: The legislation as passed does not permit these costs to
come from these sources, therefore, local funds must be
used. We would like to make rou aware that staff is
workin9 with the agency's Leg1slative Task Force in
pro~os1n9 a technical amendment to the existing
leg1slat1on that would allow Issue Two/LTIP funds to be
used in this manner.
.
o 1ST R leT 3
PUB LIe W 0 R K S I N T E G RAT I N G COM M I T TEE
October 31, 1989
Tim Hansley
City Manager
6665 Coffman Road
Dublin, OH 43017
Dear Mr. Hansley:
As you know, since the beginning of state Issue Two Funding, and
now, the Local Transportation Improvement Program (LTIP) funded
through the additional gasoline tax, the Mid-Ohio Regional
Planning Commission staff has kept you informed of the
legislative and procedural requirements.
MORPC agreed to provide $10,000 worth of staff time to work with
the District III Public Works Integrating Committee in
completing Round One of Issue Two projects.
The Administrative Rules promulgated by the Ohio Public Works
commission (OPWC) have resulted in a mushrooming of staff time
and expertise to insure that communities within Franklin county
are well informed and successful in completing their project
proposals.
While approximately thirty political jurisdictions participated
in Round One, staff has communicated with all communities to
inform them and provide technical assistance when requested.
Based upon recent meetings with the OPWC, the staff and
Committee will be required to further refine funding criteria
and weighting factors when considering project submittals.
The amount of required information that must be gathered,
analrzed and retained on file by the staff has, and will
cont1nue to grow!
The enclosed MORPC Administrative Contract was discussed at the
October loth District III Committee meeting and approved by a
majority of its members. The .8% of one-percent (1%) is based
upon a total budget of $96,000 to administer $12-12.5 million
worth of projects under Issue Two and LTIP. This provides for
the reimbursement of MORPC's actual costs, including salaries,
fringe benefits, and overhead.
We feel that it is a reasonable and cost-effective approach to
providin9 staff services, while distributing the costs to
communit1es.
.
This type of staffing and funding approach is being used with
little variation in Districts Four (Montgomery County), six
(Mahoning, Trumbull), and Nineteen (stark county), and is under
consideration in Districts sixteen (8 North Central Counties)
and Seventeen (6 Central Ohio Counties). This approach was also
discussed with Rand Howard, Director of OPWC, who has no problem
with it.
Lee Phelan, under the direction of Bill Habig, Executive
Director of MORPC, and Linda Donnelly, Director, Housing and
Community Development has been the primary staff person
res~onsible for working with the District Committee. In
add1tion to Lee, the most appropriate staff person will be
involved to insure that areas of ex~ertise and funding knowledge
are meshed into the project evaluat10n process.
If you agree to the terms and conditions contained in the
attached Administrative Contract, please indicate by signing
both of the original copies of this letter and returning one
copy to the ATTENTION OF LEE PHELAN by December 15, 1989.
If, on the other hand, you, your staff, Council, or Board would
prefer that either Bill, Lee or Linda meet with you to further
discuss this Contract, please contact Lee at 228-2663 to set up
a time convenient for all parties.
Thank you for your cooperation to date in making these
infrastructure funds work for the betterment of all Franklin
County communities.
cc: Paul Willis, City Engineer
Frances Urban, Clerk of Council
Enclosure
o I S T R leT 3
PUB LIe W 0 R K SIN T E G RAT I N G COM M I T TEE
MEMORANDUM
f:O: Local Officials
I . 7 'ROM: Lee Phelan, Issue Two Staff Coordinator, MORPC
l.! DATE: November 3, 1989
RE: Addendum to Letter and Administrative Contract
Please return BOTH signed copies. After Mr. Habig executes
the Contract, we will send you a copy for your records.
cc: Charles J. Olimpio, Comptroller