AGENDA #4o
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Acceptance of Federal Funds for Sidewalk and Related Street Improvements at NC 86 (Airport Road)
DATE: October 27, 2003
The attached resolution would authorize the Town Manager to execute a municipal agreement to accept federal funds for street and highway improvements on State roads in Chapel Hill.
The Manager recommends adoption of the resolution.
BACKGROUND
The Federal Surface Transportation Program includes provision of a Direct Allocation fund administered by the Durham-Chapel Hill-Carrboro Metropolitan Planning Organization from which municipalities may receive funds subject to a 20% local match funding provision.
On November 25, 2002, the Town Council adopted a sidewalks priority list for construction as funding permits and directed the Town Manager to apply for up to $100,000 in Federal Direct allocation funds requiring $25,000 in local match funding.
DISCUSSION
The provision of sidewalks on the east side of Airport Road from Homestead Road to Timber Hollow Court is the No.1 project on the Town’s current sidewalk priority list. The total project cost estimate is $247,000 (please see Attachment 1 Location Map).
For fiscal year 2002-2003 the Metropolitan Planning Organization has allocated $100,000 to the Town to fund a project which includes the provision of sidewalks, construction of curb and gutters, widening (as needed) and related transit facilities at various locations on either the east or west sides of NC 86 (Airport Road) between SR1777 (Homestead Road) and SR1750 (Estes Drive). This federal funding will require a local match of $25,000, resulting in a project budget of $125,000. Funding for the match is budgeted in the Town’s Capital Improvements Program.
The 2002-2003 federal funding assistance will provide for a first phase of these improvements. On September 8 , 2003, the Town Council reconfirmed the sidewalks priority list and again directed the Town Manager to apply for up to an additional $100,000 from the 2003-2004 Federal Direct allocation funds to complete the project if possible. Again this will require up to $25,000 in local match funding. Funds are reserved for this purpose in the FY 2003-2004 Capital Improvements Program funds. We believe that it is not likely that the Town will get all the funds applied for this year.
Under the agreement the Town agrees to design the project plans, acquire the right-of-way and adjust municipally owned utilities, award the construction contract and supervise project construction; and would be responsible for the costs of design and preparation of plans for the entire project, for the costs of engineering and supervision of the entire project, for administrative costs incurred in the acquisition of right-of-way of the project and for a minimum of $25,000, or twenty percent (20%), matching funds for the Direct Attributable funds authorized.
NEXT STEPS
The Town will need to execute an agreement with the State to receive the federal funds. A provision is included to extend the agreement if additional funds are allocated to Chapel Hill from the Metropolitan Planning Organization for 2003-2004.
We anticipate that the improvements would be completed primarily with contract services, supplemented by Town forces where appropriate. All costs (contract and Town) would be documented and submitted to the State for reimbursement in accordance the Municipal Agreements.
MANAGER’S RECOMMENDATION
That the Council adopt the attached resolution authorizing the Town Manager to execute a Municipal Agreement with the State to accept funds for street and highway improvements on State Roads in Chapel Hill. The resolution is drafted to allow an extension of the agreement without a further Council authorization.
ATTACHMENTS
A RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A MUNICIPAL AGREEMENT WITH THE STATE FOR A MINIMUM OF $100,000 TO PERFORM SIDEWALK AND RELATED STREET IMPROVEMENTS ON STATE ROADS IN CHAPEL HILL (2003-10-27/R-9)
WHEREAS, the North Carolina Department of Transportation and the Town of Chapel Hill propose to make certain street and highway improvements to consist of the widening of the roadway (as needed) to include related transit facilities and the construction of curb and gutter and sidewalk at various locations on the east and west sides of NC 86 (Airport Road) between SR 1777 (Homestead Road) and SR1750 (Estes Drive) in Chapel Hill; and
WHEREAS, the Department of Transportation and the Town of Chapel Hill propose to enter an agreement for the construction of the aforementioned highway improvements whereby the Town of Chapel Hill agrees to design the project plans, acquire the right-of-way and adjust municipally owned utilities, award the construction contract and supervise project construction; and
WHEREAS, said agreement provides for the Town of Chapel Hill to be responsible for the costs of design and preparation of plans for the entire project, for the costs of engineering and supervision of the entire project, for administrative costs incurred in the acquisition of right-of-way of the project and for a minimum of $25,000, or twenty percent (20%), matching funds for the Direct Attributable funds authorized; and
WHEREAS, said agreement provides for the Department of Transportation to reimburse the Town of Chapel Hill for the construction of the project a minimum of $100,000 from Surface Transportation Program-Direct Allocation funds in accordance with the terms of the agreement; and
WHEREAS, said agreement further provides for the Department of Transportation to reimburse the Town of Chapel Hill additional funds for the construction of the project if the Transportation Advisory Committee elect to authorize additional allocations to the project from the Durham-Chapel Hill-Carrboro Metropolitan Planning Organization’s Federal Transportation Direct Attributable Funds Allocation; and
WHEREAS, said agreement provides for the Town of Chapel Hill to be responsible for twenty percent (20%), matching funds for any additional Direct Attributable funds authorized;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Town Manager to execute a Municipal Agreement with the North Carolina Department of Transportation for said project.
This the 27th day of October, 2003.
