AGENDA #4c
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Authorization of Agreements for FY 2004-2005 between the Town of Chapel Hill and the North Carolina Department of Transportation for Reimbursement of Costs Incurred by the Town for Maintenance of Traffic Signal Equipment and the Computerized Traffic Signal System
DATE: February 14, 2005
The attached Resolutions would authorize the Town Manager to enter into an agreement with the State Department of Transportation regarding revised reimbursement rates for costs incurred for maintenance of traffic signal equipment (Resolution A) and the computerized traffic signal system (Resolution B) for FY 04-05. The revised reimbursement rates would provide an increase of approximately $36,000 to offset the Town’s maintenance and personnel costs associated with the traffic signal operations in Chapel Hill and Carrboro.
The Town Manager recommends adoption of the attached Resolutions A and B.
The Town entered into an agreement with the State in 1992 for reimbursement of costs incurred by the Town associated with field maintenance of traffic signals (Schedule C Agreement); and in 1996 for maintaining the computerized traffic signal system (Schedule D Agreement). These agreements were revised in 2003 to provide increased reimbursement rates. The provisions of the existing and revised agreements are unchanged with the exception of reimbursement rates. The State has agreed to increase the reimbursement rates for components of both Schedule C and Schedule D for FY 2004-2005.
The key provisions of the agreements are:
· The Town is responsible for field maintenance of traffic signals including repair work, preventative maintenance, electronic repair, and emergency maintenance.
· The Town is responsible for the maintenance and operation of the computerized traffic signal system including system computer(s), peripherals, interconnects and related equipment.
.
· The State will reimburse the Town for 92 percent of the cost of the Town Traffic Operations Engineer position, and will provide the Town with certain signal system computer equipment.
The revised agreements cover the maintenance and operation of the traffic signal system for the period from July 1, 2004 through June 30, 2005, subject to mutually agreed upon extensions in one (1) year increments up to a total duration of five (5) years when the agreements will be reviewed and updated as necessary. The traffic signal system includes signals in the Town of Carrboro, and the State reimburses Chapel Hill for those signals at the same rates as signals in the remainder of the system.
Existing and revised reimbursement amounts for both Schedule C and D are provided in the following table:
|
Schedule |
Existing Reimbursement |
Revised Reimbursement |
|
|
FY 2003-2004 |
FY 2004-2005 |
|
1. Schedule C |
$62,508 |
$81,386 |
|
2. Schedule D |
$48, 492 |
$65,580 |
|
Total |
$111,000 |
$146,966 |
The proposed increase in revenue for both Schedule C and D is a result of the increased level of service by the Town for preventive maintenance of traffic signals expected by the State. This includes increased number of field visits and inspections by the Town signal maintenance staff. We believe that the expected revenue increase will offset some of the additional staffing time required to provide the increased level of service for preventive maintenance of traffic signals. We have included the revised reimbursement revenue in the budget for the current fiscal year and therefore it does not require a budget amendment.
Although the reimbursements do not fully offset the Town’s cost to maintain and operate the traffic signal system, the provisions and rates in the reimbursement schedules are consistent with similar agreements in other communities in North Carolina. We will continue to work with the State to improve traffic operations in Chapel Hill, and to identify reimbursable costs associated with operating and maintaining the traffic signal system serving Chapel Hill and Carrboro.
That the Council adopt the attached Resolutions A and B authorizing the Town Manager to enter into an agreement with the State regarding revised reimbursement rates for costs incurred by the Town for maintenance of traffic signal equipment (Resolution A) and the computerized traffic signal system (Resolution B) for Fiscal Year 2004-2005.
RESOLUTION A
A RESOLUTION AUTHORIZING AN AGREEMENT WITH THE NORTH CAROLINA DEPARTMENT OF TRANSPORTATION (DEPARTMENT) REGARDING REVISED REIMBURSEMENT RATES FOR COSTS INCURRED BY THE TOWN OF CHAPEL HILL (MUNICIPALITY) FOR THE OPERATION AND MAINTENANCE OF TRAFFIC SIGNAL EQUIPMENT IN CHAPEL HILL, NC AND CARRBORO, NC (2005-02-14/R-4a)
WHEREAS, the Department and the Municipality, have a mutual interest in the efficient and effective operation of traffic signals within the Municipalities of Chapel Hill and Carrboro; and
WHEREAS, the provisions of the North Carolina General Statutes 136-66.1 and 136-18 authorize the Municipality to contract with the Department for the installation, repair and maintenance of highway signs and markings, electric traffic signals and other traffic control devices on State Highway System streets within the Municipalities of Chapel Hill and Carrboro; and
WHEREAS, the Department and the Municipality propose to enter into an Agreement for the maintenance of traffic signals which are on the State Highway system; and
WHEREAS, the Municipality has agreed to maintain and operate the traffic signals that are a part of the State Highway System within the Municipalities of Chapel Hill and Carrboro, subject to reimbursement by the Department as set forth in this Agreement; and
WHEREAS, this Agreement shall cover the maintenance and operation of the traffic signals for the period from July 1, 2004, through June 30, 2005, with mutually agreed upon extensions being made in one (1) year increments, up to a total duration of five (5) years;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that this Agreement is hereby formally approved by the Council and that the Town Manager is hereby authorized to execute this Agreement between the Town of Chapel Hill and the North Carolina Department of Transportation.
This the 14th day of February, 2005.
RESOLUTION B
A RESOLUTION AUTHORIZING AN AGREEMENT WITH THE NORTH CAROLINA DEPARTMENT OF TRANSPORATION (DEPARTMENT) REGARDING REVISED REIMBURSEMENT RATES FOR COSTS INCURRED BY THE TOWN OF CHAPEL HILL (MUNICIPALITY) FOR THE OPERATION AND MAINTENANCE OF THE TRAFFIC SIGNAL SYSTEM IN CHAPEL HILL, NC AND IN CARRBORO, NC (2005-02-14/R-4b)
WHEREAS, the Department and the Municipality have jointly undertaken the implementation of a centrally controlled, computerized traffic signal system to control traffic signals within the Municipalities of Chapel Hill and Carrboro; and
WHEREAS, the construction of said computerized signal system is complete; and
WHEREAS, the Department and the Municipality propose to enter into an Agreement for the maintenance of that portion of the project which is on the State Highway System; and
WHEREAS, the Municipality has agreed to maintain and operate the computerized traffic signal system on the streets which are a part of the State Highway System within the Municipalities of Chapel Hill and Carrboro, subject to reimbursement by the Department as set forth in this Agreement; and
WHEREAS, this Agreement shall cover the maintenance and operation of this system for the period from July 1, 2004, through June 30, 2005, with mutually agreed upon extensions being made in one (1) year increments, up to a total duration of five (5) years;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that this Agreement is hereby formally approved by the Council and that the Town Manager is hereby authorized to execute the Agreement between the Town of Chapel Hill and the North Carolina Department of Transportation.
This the 14th day of February, 2005.