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HomeMy WebLinkAboutMinutes - 2005.04.05 - 35984 April 5, 2005 The meeting was called to order by Vice Chairperson Douglas at 9:15 a.m. in Comm ittee Room A, Auditorium Wing, County Service Center, Pontiac, Michigan. PLANNING AND BUILDING COMMITTEE MEMBERS PRESENT: Sue Ann Douglas, Jim Nash, Tom Middleton, William D. Molnar, Mattie Hatchett, Marcia Gershenson, and Dave Woodward PLANNING AND BUILDING COMMITTEE MEMBERS ABSENT WITH NOTICE: Charles E. Palmer, Jeff Potter OTHERS PRESENT: Drain Commissioner John McCulloch, Drain Commissioner Joe Colaianne, Insurance Administrator Phil Sanzica, Chief Engineer Tim Prince, Chief Engineer Executive Office Bob Daddow, Deputy Executive I Facilities Management Dave Ross, Director Paul Hunter, Manager Mike Hughson, Property Management Specialist Information Technology Robert Pence Board of Commissioners Lawrence M. Doyle, Administrative Director Sheryl Mitchell, BOC Senior Analyst Harvey Wedell, BOC Senior Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF MINUTES OF MARCH 1, 2005 Middleton moved to approve the Minutes of March 15, 2005 as printed. Supported by Gershenson. Motion carried on a voice vote. PUBLIC COMMENT None. Planning & Building Committee Page 2 OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 NORTH TELEGRAPH ROAD  PONTIAC, MICHIGAN 48341-0470 Telephone: (248) 858-0100 FAX: (248) 858-1572 PLANNING AND BUILDING COMMITTEE Tom Middleton Jeff Potter William D. Molnar Mattie Hatchett Marcia Gershenson Dave Woodward Charles E. Palmer Chairperson Sue Ann Douglas Vice Chairperson Jim Nash Minority Vice Chairperson April 5, 2005 CONSENT AGENDA Nash moved approval of the Consent Agenda Items. A. 2005 Capital Improvement Program Monthly Progress Report – March 2005 B. Oakland County Building Authority Minutes - February 9, 2005 Supported by Woodward. Motion carried unanimously on a roll call vote with Palmer, Potter and Hatchett absent. VIDEO ARRAIGNMENT PROJECT REVIEW Mr. Daddow explained that the video arraignment system evolve d from teleconferencing between the police and the prosecutor in the late 1990s. The problem of connectivity was resolved with the implementation of the County's Oaknet fiber optics system. The project was bid out, with SBC being awarded the contract for an estimated $6 million, and the project was put through the Building Authority. The COPS MORE grant also provided $700,000. There are two components, video arraignment, including documentation capabilities, and conferencing. The County has been approached by a number of companies to sell the product and is currently developing a Request for Proposal. This may allow for self -funding for a period of time. The County is also in the process of having the product copy -righted. It is anticipated that this effort should result in significant cost savings to local law enforcement by reducing transportation costs and saving 100 -200 police officers. The Return on Investment might be as fast as one to two years. Several newspapers have reported on the project , including yesterday's LA Times and South Korean Supreme Court Judge Lee will be here tomorrow to see the system. Mr. Pence reviewed the status of installation and training at the Courts, Sheriff substations, etc., as outlined in the agenda material. The Prosecutor will no longer accept walk -ins unless documents are more than 60 pages or it regards a capital case. The County's goal is to have everyone up and running by August. The County is also donating its assistance to the military to allow familie s to communicate with loved ones overseas. This project will go live once special encryption equipment has been received from the military. Middleton moved to receive and file the Video Arraignment report. Supported by Gershenson. Motion carried on a voice vote. CONSTRUCTION OF SEWER DRAIN MAINTENANCE POLE BUILDING Mr. McCulloch explained that the Drain Commissioner's office is experiencing space constraints. In an attempt to alleviate the problem, staff has looked at the possibility of construct ing a metal pole barn behind the existing facility of 13,500 square feet for equipment and vehicle storage, as well as renovating existing office space. Commissioner Palmer asked that the Committee be advised of this project prior to the Request for Propo sal being released. A summary outlining the project, along with related site drawings, was provided to the committee. Project cost for the Pole Barn is estimated at $625,000. A request for federal dollars, to date, has not been funded. A cost estimate for office renovations is pending. Woodward moved to Receive & File. Supported by Middleton. Motion carried on a voice vote. Planning & Building Committee Page 3 April 5, 2005 FACILITIES MANAGEMENT /FACILITIES ENGINEERING – RESOLUTION TO ESTABLISH OAKLAND COUNTY OXFORD TOWNSHIP WATER SUPPLY SYSTEM AND AUTHORIZE OAKLAND COUNTY OXFORD TOWNSHIP WATER SUPPLY SYSTEM CONTRACT The Drain Commissioner is requesting authorization to enter into a contract with the Township of Oxford to acquire, construct and finance water supply system facilities to promote the health and welfare of the residents of Oxford Township. A resolution authorizing the issuance of bonds estimated at $17,725,000 will be forthcoming. Middleton moved approval of the attached suggested resolution. Supported by Nash. Motion carried unanimously on a roll call vote with Palmer, Potter and Hatchett absent. FACILITIES MANAGEMENT /FACILITIES ENGINEERING – AUTHORIZATION TO RECEIVE PROPOSALS TO DEVELOP A LAND USE MASTER PLAN FOR 88 ACRE SE RVICE CENTER SITE Facilities Management is requesting committee authorization to advertise, receive proposals and bring recommendation to award a professional service contract for development of a Service Center 88 Acre Master Plan. Funding of $75,000 ha s been designated for this purpose in the 2005 Capital Improvement Program, Item 6 of the Building Section. The property is located on the south side of the Service Center in Pontiac and was purchased from the State of Michigan in 2000 to accommodate future growth. This property was part of what was previously known as the Clinton Valley Center. This particular acreage, however, was never built on. Part of this acreage will be used to site a new jail facility. Mr. Ross noted that his in -house staff would be actively involved in this project but they are currently handling $40,000,000 of projects. It may be necessary to relocate a primary electrical overhead system, which Detroit Edison has estimated will cost $750,000 to move. Woodward moved to autho rize Facilities Management to advertise, receive proposals and bring a recommendation to award a professional contract for development of a Service Center 88 Acre Land Use Master Plan back to the Planning and Building Committee. Supported by Middleton. Middleton moved to amend the title of the project to strike "use" and insert "development." Supported by Molnar. Motion to amend carried on a voice vote. Main motion, as amended, carried unanimously on a roll call vote with Palmer, Potter and Hatchett absent. DEPARTMENT OF FACILITIES MANAGEMENT - REQUEST FOR AUTHORIZATION TO NEGOTIATE NEW LEASE FOR COMMUNITY CORRECTIONS Facilities Management is requesting authorization to negotiate, with assistance of Corporation Counsel, the terms and conditions of a ne w lease agreement with 2300 Dixie Highway, LLC for the continued use of 9,751 square feet of office space, with sufficient parking, for the County's Community Corrections Department. The present lease expires October 18, 2005. Current lease Planning & Building Committee Page 4 April 5, 2005 costs are $174,543 annually, plus electric service. The lease will be for a three -year period with the usual option to extend or terminate. At that time, Facilities Management anticipates that Community Corrections will be brought back onto the Campus. The landlord will be responsible for building maintenance, etc. Molnar moved to authorize Facilities Management, with assistance of Corporation Counsel, to negotiate the terms and conditions of a new lease agr eement with 2300 Dixie Highway, LLC for the continued use of the existing premises located at 2300 Dixie Highway, Waterford, Michigan. Supported by Middleton. Motion carried unanimously on a roll call vote with Palmer and Potter absent. DEPARTMENT OF FACILITIES MANAGEMENT - APPROVAL AND ACCEPTANCE OF LEASE AGREEMENT WITH WHITE OAKS PROPERTIES FOR USE OF OFFICE SPACE AT 2805 PONTIAC LAKE ROAD, WATERFORD, MICHIGAN Facilities Management is requesting authorization to enter into a lease agreement with Whit e Oaks Properties at 2805 Pontiac Lake Road in Waterford for continued use of 2,203 square feet of office space for the Department of Risk Management. The present lease expires May 1, 2005. The new lease will be for a period of 18 months at a rate of $2,937.33 per month or $35,248 per year. An option to extend the lease for up to two years on a month to month basis is included in the lease provisions. The landlord did not seek an increase in the rent but the County has agreed to replace the carpeting. The landlord will be responsible for maintenance and repairs and utilities and services. It is anticipated that the Department of Risk Management will be relocated in approximately 18 months or upon completion of renovations to Oakland County Building 41 We st. Woodward moved approval of the attached suggested resolution. Supported by Gershenson. Motion carried unanimously on a roll call vote with Palmer and Potter absent. OTHER BUSINESS/ADJOURNMENT There being no further business to come before the Co mmittee the meeting adjourned at 10:00 a.m. __________________________________ __________________________________ Helen Hanger, Sr. Committee Coordinator Lawrence M. Doyle, Administrative Director NOTE: The foregoing minutes are subject to Committe e approval.