RE-ESTABLISHING EXISTING

SPECIAL ASSESSMENT DISTRICTS

Topic Checklist

ALLOW UP TO 12 MONTHS FOR PROCESSING OF AN SAD PROGRAM!

Project Na me/Location: ________________________

ALL SPECIAL ASSESSMENT DISTRICTS ARE ESTABLISHED FOR A 10-YEAR PERIOD. District Road Maintenance Service Contracts shall be bid out every 2-years to ensure property owners are receiving competitive pricing for road maintenance services.

____ Confirm date each district is established and when it will expire. Each district must be re-established every ten years in order to continue road maintenance service through the Township.

PROCESS OF RE-ESTABLISHING EXPIRING ROAD MAINTENANCE S.A.D. DISTRICTS

Step 1: Prepare Letter of District Expiration to Property Owners . Draft letter to property owners explaining that their road maintenance district will soon expire and that it must be re-established if they would like to continue receiving road maintenance services through the Township.

Step 2: Drafting of Individual Petition Form. Prepare individual petition form that can be signed by each property owner based upon original petition drafted when the district was initially created unless property owners ask to add or delete services. Method of assess ment is determined by previous method used for district.

Step 3: Prepare Map of Proposed District – Must be included with petition form. Confirm district property information to make sure all parcels are included in the case of property splits or combinations.

Step 4: Prepare Preliminary Estimate of Cost for Project . Estimates based upon current contractor pricing received for similar road maintenance projects. Estimate is only preliminary at this point.

Step 5: Mail Letter explaining expiration of the district, Individual Petition Form, District Map, and Estimate of Cost to property owners for their review and signature.

PROJECT TRACK SHEET: Once Signed Petitions Returned to Township

____ Verify signatures on petitions as the property owners of record.

____ Calculate total road front footage of properties located along both sides of road.

____ Calculate total road front footage owned by property owners who signed in favor or establishing district.

____ If more than 50% in favor, project is forwarded to Township Board for review and setting of the 1 st public hearing date.

____ If less than 50% in favor, property owners are notified of results and no further action is taken on project unless more petitions are received by Township.

____ Prepare project information sheet, prepare map showing property owners in support, copy petitions, and provide all information to the Township Clerk.

____ Prepare Supervisor’s Certificate to acknowledge receipt of petitions and confirm support of property owners within proposed district. Attach to petitions once signed by Supervisor.

____ Draft Resolution #1 acknowledging receipt of petitions and Board’s intent to re-establish the road maintenance S.A.D.

____ If project approved, Board passes Resolution #1 tentatively declaring intent to create S.A.D. and scheduling of 1 st Public Hearing.

____ Prepare Resolution #2 resolution to establish the special assess ment district, direct preparation of the assess ment roll and set date of second public hearing. Provide to Clerk for adoption after 1 st Public Hearing.

NEWSPAPER/INDIVIDUAL NOTICES FOR 1 st HEARING – Published in the Livingston County Press & Argus

Sent to Clerk on: To be Published On:

Notice in newspaper must be published twice before the hearing in a newspaper circulating in the Township.

THE FIRST NOTICE MUST BE PUBLISHED AT LEAST 10 DAYS BEFORE THE DATE OF THE HEARING.

The Township is also required to give notice to each property owner or party with an interest in property to be assessed, whose na me appears on the last township tax assess ment roll, by first class mail at least 10 days before the hearing.

Date Notice Mailed to Property Owners: _____________

____ Prepare and sign Affidavit of Mailing stating that Notices were mailed by first class mail to property owners, have signature notarized, and provide copy of Notice along with list of na mes and addresses of who Notices were mailed to and provide to Township Clerk.

* This Notice must contain all information regarding services to be perfor med for road maintenance and the process of establishing a special assess ment district along with date, ti me and place of hearing.

1st Public Hearing – Hearing of Necessity

____ Property owners given opportunity to object to establishing the district.

____ Property owners given opportunity to object to proposed district boundaries.

____ Property owners given opportunity to object to the amount of the preliminary estimate of project cost.

* ____ If project approved, Board passes Resolution #2to establish the special assess ment district, direct preparation of the assess ment roll and set date of second public hearing.

____ Send project specifications to contractors for official request for proposal to provide road maintenance services as requested by property owners. Provide copy of bid specification form and list of contractors who received requests for bids to Clerk. Post notice of request for bids at Township Hall so that other contractors may bid.

____ Prepare Annual Estimates of Cost for first year and second year of project based on bids.

____ Prepare Project Budget for accounting depart ment/Clerk’s office in order to determine assess ments on property tax bills once district is established.

____ Prepare Assess ment Roll listing all property owner na mes, addresses, property legal descriptions, unit benefit factors (if necessary), and amount of assess ment based on bids received from the Contractors.

____ Prepare Supervisor’s Certificate for Assess ment Roll and attach to roll before presenting to Township Clerk.

____ Prepare Resolution #3 Confirming the Special Assess ment Roll. Prepare Warrant form for Treasurer as part of resolution and provide to Township Clerk.

NEWSPAPER/INDIVIDUAL NOTICES FOR 2nd HEARING – Published in the Livingston County Press & Argus

See Publication and Mailing Notice require ments above under 1 st Public Hearing.

* This Notice must contain a listing of all parcel numbers located within the proposed special assess ment district along with a map of the district boundaries along with date, ti me and place of hearing. This Notice must also clearly state that property owners must object to the amount of their assess ment if they want to appeal to the Michigan Tax Tribunal.

____ Prepare and sign Affidavit of Mailing stating that Notices were mailed by first class mail to property owners, have signature notarized, and provide copy of Notice along with list of names and addresses of who Notices were mailed to and provide to Township Clerk.

2nd Public Hearing – Hearing of Assessment

____ Property owners given opportunity to object to amount of assess ment for road maintenance.

____ If project approved, Board passes Resolution #3to confirm assess ment roll.

____ Provide any necessary docu mentation to property owner concerning special assess ment district if they wish to appeal their assess ment to the Michigan Tax Tribunal. Property owners in two of the districts have done so.

AWARD PROJECT TO CONTRACTOR

____ Draft Agree ment Regarding Road Maintenance based upon approved and accepted contractor bid and have signed by Contractor, Supervisor, and Clerk. Agree ment is based on services requested by petition of the property owners.

____ Establish service schedule with Contractor and verify and approve all invoices for services rendered by Contractor.

____ Coordination of Big Barney’s spraying schedule with individual contractor grading roads in order to ensure that all roads are graded prior to chloride applications – 3 ti mes per year.

____ Continually receive and respond to all road maintenance calls and concerns from residents in all road maintenance districts.

Checklist Prepared by:

Brittany K. Campbell

Hamburg Township Utilities Coordinator

10405 Merrill Rd., P.O. Box 157

Hamburg, MI 48139

(810) 231-1000 x 210

(810) 231-4295 Fax

E-mail: bcampbell@hamburg.mi.us