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HomeMy WebLinkAboutMinutes - 2003.01.21 - 35780CHARLES E. PALMER Chairperson BILL BULLARD, JR. Vice Chairperson ERIC COLEMAN Minority Vice Chairperson January 21, 2003 The meeting was called to order by Chairperson Palmer at 9:00 a.m. in Committee Room A, Auditorium Wing, County Service Center, Pontiac, Michigan. PLANNING AND BUILDING COMMITTEE MEMBERS PRESENT: Charles E. Palmer, Bill Bullard, Sue Ann Douglas, Martin Knollenberg, Christine Long, Tom McMillin, Mike Rogers, David Coulter PLANNING AND BUILDING COMMITTEE MEMBERS ABSENT WITH NOTICE: Eric Coleman OTHERS PRESENT Community Corrections Barb Hankey, Manager Facilities Management Dave Ross, Director Richard Johnston, Manager Paul Hunter, Manager Mike Hughson, Property Management Specialist Board of Commissioners Sheryl Mitchell, Senior Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Bullard moved approval of the minutes of December 3 , 2002, as printed. Supported by McMillin. Motion carried on a voice vote. PUBLIC COMMENT None. CONSENT AGENDA OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 N. TELEGRAPH ROAD, PONTIAC, MI 48341-0470 Telephone (248) 858-0100 FAX (248) 858 -1572 PLANNING AND BUILDING COMMITTEE Sue Ann Douglas Martin J. Knollenberg Christine Long Tom McMillin Mike Rogers David Coulter PLANNING & BUILDING COMMITTEE Page 2 January 21, 2003 McMillin moved to receive and file the communications. Supported by Bullard. Mr. Palmer had several questions relating to the Novemb er and December Building Authority minutes. As relates to the Video Arraignment Project and the digital document transfer system being brought in-house, Mr. Palmer asked if there was any discussion of costs or adjustment to the SBC agreement. Mr. Palmer also asked for information on the e-filing component being paid out of security issues. Mr. Palmer asked that a report containing an explanation of these issues be put together for the committee. Regarding the Work Release Facility, Mr. Palmer asked wha t the $1.7 million change order included. Mr. Hunter explained that this change order was to increase the construction manager's contract to meet the obligations of his subcontractors as a result of construction costs being greater than originally estimated by the County. Changes from the original construction estimate include additional work to the second floor of the facility for the women's cells. The project remains within budget. Mr. Palmer asked if the County is paying property taxes on the Roches ter Hills facility and property? Mr. Hughson explained that the County pays the taxes until such time as the property is taken off the tax rolls. Credit for these payments was received at the time of closure on the property. Regarding the December Building Authority minutes, Video Arraignment, Mr. Palmer asked if the simulator, to be located at Information Technology, is completed. Mr. Hunter stated that the Building Authority members are scheduled to see the simulator tomorrow morning. Committee members were invited to attend. Those who were unable to attend could schedule a tour at another time. Motion to receive and file the communications carried on a voice vote. Mr. McMillin asked about the bonds for the Oakland Intermediate School District bui lding. Mr. Hunter indicated that the bonds were due today and will be opened tomorrow at the Authority meeting. Bonding has been authorized for $7.6 million. Ms. Douglas explained that authorization to bond was provided by the Board of Commissioners up to $27,000,000 but, at this time, no renovations are being pursued. BOARD OF COMMISSIONERS - 2002 ANNUAL REPORT OF THE PLANNING AND BUILDING COMMITTEE Facilities Management has drafted the 2002 annual report of the Planning and Building Committee, outlining projects completed in 2002 and projects underway and expected to be PLANNING & BUILDING COMMITTEE Page 3 January 21, 2003 completed in 2003, and is requesting committee approval for submission to the Board of Commissioners, as required under the Board Rules. Douglas moved committee approval of the attached suggested report. Supported by Long. Motion carried unanimously on a roll call vote with Coleman absent. FACILITIES MANAGEMENT/ENGINEERING - MONTHLY PROGRESS REPORT - DECEMBER, 2002 Rogers moved to receive and file the Capital Improvement Plan, Monthly Progress Report, for December, 2002. Supported by Coulter. Mr. Hunter provided a presentation, in conjunction with the written report, on the County's Capital Improvement Program, for the month of December, 2002. Mr. Hunter indicated that the County has run into several issues on the Children's Village "J" building, relating to the architect and general contractor. Additional construction requirements were also added by Waterford Township that had to be addressed. Corporation Counsel is involve d in the process. Mr. Hunter explained the Request for Proposal and selection process the County uses to hire consultants and contractors. Final selection is based upon the highest -ranking interview and written portion of the evaluation. Mr. Hunter explained the difference between utilizing a general contractor and a construction manager. The Work Release Facility is the first project on which the County has begun utilizing a construction manager rather than a general contractor. Mr. Rogers asked if the County has a formal evaluation process for work done by its outside contractors that it subsequently uses for future procurements? Mr. Hunter indicated there was no formal procedure of this type, but a written record of performance is kept on file. He advised Mr. Rogers he would bring back a methodology for developing an evaluation procedure. Mr. Knollenberg asked if amounts expended for each project could be included in the monthly progress reports to show actual expenses as projects proceed. Mr. Hunter stated they could include an approximation. Mr. Hunter reported on the status of the County's Service Center Sidewalk Program. In August, 2000, the County submitted a request for T21 funding to the Michigan Department of Transportation (MDOT), sponsored through the Road Commission for Oakland County. Contractors are required to meet MDOT specifications and are limited to a certain amount of funding they can receive for MDOT projects. Additionally, MDOT's original requirements included that the sidewalks be tied into the parks. As a result, only two bids were received, both of which were considered too high. It was the County's decision to revisit the bid process the next spring. However, during that time period, MDOT had changed its rules, requir ing the Road Commission to handle the construction. Negotiations began but were never completed PLANNING & BUILDING COMMITTEE Page 4 January 21, 2003 to the County's satisfaction. By this time, the County budget became an issue and it was decided to bring this project back before the commissioners. Mr. Knollenberg asked Facilities to consider materials other than concrete to reduce the project cost. Motion to receive and file carried on a voice vote. Douglas moved to report to recommend that the sidewalk project be reduced to only include the Jail to Telegraph Road portion for approximately $250,000. Supported by McMillin. Motion carried unanimously on a roll call vote with Coleman absent. Mr. McMillin also asked that the Sheriff be contacted for his input on this matter. FACILITIES MANAGEMENT/ENGINEERING - 2003-2007 CAPITAL IMPROVEMENT PROGRAM Mr. Ross briefly reviewed the current 2003-2007 Capital Improvement Program. Projects are all reviewed on an annual basis with final recommendations being submitted to the Finance Committee as part of the budget process. DEPARTMENT OF FACILITIES MANAGEMENT - RECOMMENDATION TO GRANT EASEMENT FOR WATER MAIN AND SANITARY SEWER TO THE CHARTER TOWNSHIP OF WATERFORD - OAKLAND COUNTY INTERNATIONAL AIRPORT, LOCATED IN THE TOWNSHIP OF WATERFORD (TAX PARCEL NO. 13-17-400-003-PART) Facilities Management is requesting authorization to grant an easement for water main and sanitary sewer and related appurtenances to the Charter Township of Waterford for the sum of one dollar. The easements will provide the new Williams International Corporation hangar with water and sewer services. These easements will be provided to the Charter Township of Waterford for the sum of one dollar. Long moved approval of the attached suggested resolution. Supported by Rogers. Motion carried unanimously on a roll call vote with Coleman absent. DEPARTMENT OF FACILITIES MANAGEMENT - ACCEPTANCE AND APPROVAL OF PURCHASE AGREEMENT FOR THE SALE OF VACANT MILLER ROAD PROPERTY LOCATED IN ORION TOWNSHIP, KNOWN AS TAX IDENTIFICATION NO. 09-01-453-021 Facilities Management is requesting approval of a purchasing agreement for the sale of land located in Orion Township identified as Tax Identification No. 09 -01-453-021. The property will be sold for a cash sale price of $5,005 to Gary R. Boughner, Ede ltraud E. Bougnher and Michael G. Boughner. Authorization to sell the property was originally provided by the Planning and Building Committee on July 23, 2002. The property was originally acquired by the County in 1971 and has been given a current apprai sal of $2,000, as provided by the Orion Township assessor. Coulter moved approval of the attached suggested resolution. Supported by McMillin. PLANNING & BUILDING COMMITTEE Page 5 January 21, 2003 Motion carried unanimously on a roll call vote with Coleman absent. STATUS REPORT OF THE SALE OF FORMER 4 -H PROPERTY AT 1754 N PERRY STREET, CITY OF PONTIAC, 20 ACRES ZONED R-1A, RESIDENTIAL Facilities Management has completed the sale of the property located at 1754 N. Perry Street, in the City of Pontiac, as of December 16, 2002. The property was originall y purchased from the State, for 4-H use, for the sum of $1. The purchase agreement indicates that the property is to be sold in an as-is condition, making no warranties either express or implied, to A.G. Construction Company of Clinton Township, for the sum of $825,000. Bullard moved to receive and file the status report on the sale of the former 4 -H property. Supported by McMillin. Motion carried on a voice vote. REQUEST FOR AUTHORIZATION TO NEGOTIATE LEASE AGREEMENT, 5640 WILLIAMS LAKE ROAD, CHARTER TOWNSHIP OF WATERFORD - FOR COMMUNITY CORRECTIONS Facilities Management is requesting committee authorization to negotiate a new lease agreement with the Charter Township of Waterford to continue to provide space for the County's Community Corrections In-Step program in the Waterford CAI Building at 5640 Williams Lake Road. The present lease expires May 4, 2003. Facilities will be negotiating to lease the current 1,100 square fee of space for another three years. The existing lease provides for annual rent of $1.00, with the County providing janitorial service for the space it leases. The In-Step program is provided through grant funds and provides juvenile offenders and their families with support services to promote positive change to reduce the rate of recidivism and substance abuse among Waterford youths. Mr. Coulter inquired as to whether this program was available elsewhere in the County. Ms. Haney stated that there was also a grant-funded program for Troy and Clawson youth. Douglas moved to recommend committee approval to negotiate a lease agreement with the Charter Township of Waterford, for property located at 5640 Williams Lake Road, for Community Corrections. Supported by Long. Motion carried unanimously on a roll call vote with Coleman abse nt. OTHER BUSINESS Ms. Douglas stated that $27,000,000 in bonds was authorized by the Board of Commissioners for the purchase and renovation of the Oakland Intermediate School District building. With the number of new people on the Board, however, she wo uld like to see this information come back to committee, possibly to reconsider the previous action authorizing this amount, or to require the Building Authority to come before the Board prior to issuing additional bonds. Mr. Palmer indicated that he could request the County's Bond Counsel, as well as other parties involved in this matter, to come before the committee at the next meeting for discussion PLANNING & BUILDING COMMITTEE Page 6 January 21, 2003 purposes. Ms. Douglas asked Facilities to inquire into other funding sources for connecting sidewalks to parks and recreation. ADJOURNMENT There being no other business to come before the committee, the meeting adjourned at 10:43 a.m. _________________________________ __________________________________ Helen Hanger James H. VanLeuven, Jr. Senior Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to committee approval.