AGENDA #4f
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Approval of Agreements between the Town and N.C. Department of Transportation for Reimbursement of Costs Incurred By the Town for Maintenance of Traffic Signal Equipment and the Computerized Traffic Signal System
DATE: June 9, 2003
The attached resolutions would authorize the Manager to enter into an agreement with the State regarding revised reimbursement rates for costs incurred for maintenance of traffic signal equipment (Resolution A) and the computerized traffic signal system (Resolution B).
The 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). Major provisions of the existing and revised agreements are the same with the exception of reimbursement rates. The State has agreed to increase the reimbursement rates for components of both Schedule C and Schedule D. Some of the important provisions of the agreements are noted below:
· The Town is responsible for field maintenance of traffic signals including repair work, preventative maintenance, electronic repair, and emergency maintenance and the State will reimburse the Town for costs incurred at rates set forth in Schedule C.
· The Town is responsible for the maintenance and operation of the computerized traffic signal system.
· The State will reimburse the Town for half of the cost of the Town Traffic Engineer position and supplies associated with traffic system computer equipment.
· The Town is responsible for maintaining the traffic signal system computer(s), peripherals, interconnects and equipment and the State will reimburse the Town for costs incurred at rates set forth in Schedule D.
The revised agreements cover the maintenance and operation of the traffic signals and system for the period from July 1, 2003, through June 30, 2004, with mutually agreed upon extensions being made in one (1) year increments, up to a total duration of five (5) years when the agreements will be reviewed and updated as necessary. Attachment #1 and Attachment #2 are copies of the agreements.
Our 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 |
|
|
(Annual) |
(Annual) |
|
|
|
|
|
1. Schedule C |
$48,856 |
$62,508 |
|
2. Schedule D |
$40,242 |
$48, 492 |
|
Total |
$89,098 |
$111,000 |
Although the proposed increase in revenue does not fully offset the Town’s cost to maintain and operate the traffic signal system, the action by the State to increase reimbursement rates is a positive step. We will continue to work with State staff to improve traffic operations in Chapel Hill, and to identify real costs associated with operating and maintaining our traffic signal system.
That the Council adopt the attached resolutions A and B authorizing the 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).
1. Schedule C Agreement for the Operation and Maintenance of Traffic Signal Equipment (p. 5).
2. Schedule D Agreement for the Operation and Maintenance of Computerized Traffic Signal System (p. 15).
RESOLUTION A
A RESOLUTION AUTHORIZING THE TOWN MANAGER TO ENTER INTO 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 (2003-06-09/R-6a)
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, 2003, through June 30, 2004, 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 sign and execute this Agreement between the Town of Chapel Hill and the North Carolina Department of Transportation.
This the 9th day of June, 2003.
RESOLUTION B
A RESOLUTION AUTHORIZING THE TOWN MANAGER TO ENTER INTO 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 (2003-06-09/R-6b )
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 now 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 Agreements; and
WHEREAS, this Agreement shall cover the maintenance and operation of this system for the period from July 1, 2003, through June 30, 2004, 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 sign and execute the Agreement between the Town of Chapel Hill and the North Carolina Department of Transportation.
This the 9th day of June, 2003.