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HomeMy WebLinkAboutMinutes - 2006.01.24 - 36059 January 24, 2006 The meeting was called to order by Chairperson Palmer at 9:03 a.m. in Committee Room A, Auditorium Wing, County Service Center, Pontiac, Michigan. PLANNING AND BUILDING COMMITTEE MEMBERS PRESENT: Charles E. Palmer, Sue Ann Douglas, Jim Nash, Tom Middleton, Jeff Potter, William D. Molnar, Mattie Hatchett, Marcia Gershenson and Dave Woodward PLANNING AND BUILDING COMMITTEE MEMBERS ABSENT WITH NOTICE: None OTHERS PRESENT: Facilities Management Dave Ross, Director Mike Hughson, Property Management Specialist Facilities Engineering Paul Hunter, Manager Drain Commissioner John McCulloch, Drain Commissioner Kevin Larsen, Chief Deputy Joe Kozma, Deputy & Manager Joe Colaianne, Insurance Adminis trator Philip Sanzica, Chief Engineer Steven Korth, Assistant Chief Engineer County Executive Robert Daddow, Deputy County Executive Management & Budget Laurie Van Pelt, Director Sheriff's Department Dale Cunningham, Manager Sal Petrulis, Lieutenant Corporation Counsel John Ross, Assistant Counsel CLEMIS/IT Robert Pence, Project Manager Bond Counsel John Axe City of Pontiac Edward Hannan, Finance Director Pat Goodwin, Pontiac Growth Group Board of Commissioners Lawrence M. Doyle, Administrative D irector Sheryl Mitchell, BOC Senior Analyst Nancy Wenzel, Committee Coordinator Chairperson Palmer led the Committee in the recitation of the Pledge of Allegiance to the Flag. APPROVAL OF MINUTES OF January 10, 2006 Middleton moved to approve the Ja nuary 10, 2006 Minutes as printed. Supported by Douglas. Motion carried on a voice vote. Planning & Building Committee Page 2 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 January 24, 2006 PUBLIC COMMENT None. Chairperson Palmer indicated there were some changes to Item #3, corrected pages w ere distributed. CONSENT AGENDA Douglas moved approval of Consent Agenda Item A. A. Letter – January 10, 2006 – Coordinating Zoning Committee Appointments - Chairperson Palmer. Supported by Potter. Motion carried on a voice vote. DRAIN COMMISSIONER – APPROVAL OF REVISIONS TO THE SCHEDULE OF FEES FOR PLAT EXAMINATION BY THE COUNTY DRAIN COMMISSIONER Act 288 of the Public Acts of 1967, as amended, ("Land Division Act"), mandates that the Drain Commissioner review and approve all new subdivision plats i n Oakland County. The last approved increase in the schedule of fees to be charged was in 1978. The fees adopted in 1978 are no longer adequate to compensate the Drain Commissioner for the cost of his examination of the plats submitted. The revenue from the fees collected for plat examination are deposited in the County General Fund for the purpose of compensating the County of Oakland for the personnel and other costs incurred in the examination and review of the plats submitted. The proposed plat fee c overs the initial review and a review of the first set of revised plans. The proprietor will be billed $60.00 per hour for additional reviews. The fees established will be adjusted each October 1, beginning October 1, 2006 pursuant to the annual average percentage increase or decrease in the national consumer price index -all items. Gershenson moved approval of the attached suggested resolution. Supported by Douglas. Douglas moved to amend the resolution by adding a BE IT FURTHER RESOLVED paragraph a s follows: "BE IT FURTHER RESOLVED that the County Drain Commissioner will forward notice to the Chairpersons of the Planning & Building and Finance Committee of the increase or decrease affected by the national consumer price index at least thirty (30) d ays before the monetary fees take effect;" Supported by Middleton. Motion to amend carried on a voice vote. Main motion as amended carried on a unanimous roll call vote with Hatchett absent. Planning & Building Committee Page 3 January 24, 2006 DRAIN COMMISSIONER RESOLUTION TO AUTHORIZE CLINTON -OAKLAND SEWAGE DISPOSAL SYSTEM SOFTWATER LAKE EXTENSION CONTRACT AND AUTHORIZING NOTICE OF INTENT TO ISSUE BONDS (Continued) The Charter Township of Springfield is in urgent need of sewage disposal facilities in order to promote the health and welfare of the residents. The County is authorized to issue its bonds to finance the cost of the acquisition and construction of such a project. The bonds will be secured by special assessments aga inst properties specially benefiting from the project and the County's full faith and credit pledge. Estimated cost of the project is $2,820,000. Douglas moved approval of the attached suggested resolution. Supported by Gershenson. Woodward moved to amend the resolution as follows: Delete the 5 th WHEREAS paragraph and insert: "WHEREAS, preliminary plans, specifications and estimates of the cost and period of usefulness of the Project are on file at the office of the Oakland County Drain Commissione r for review, approval and adoption by the Board of Commissioners; and" Supported by Douglas. Motion to amend carried on a voice vote. Main motion as amended carried on unanimous roll call vote with Molnar and Hatchett absent. RESOLUTION APPROVING FORM OF SUBLEASE AMONG THE COUNTY OF OAKLAND AS LESSOR, THE CITY OF PONTIAC AND THE CITY OF PONTIAC GENERAL BUILDING AUTHORITY AS LESSEES AND THE CITY OF PONTIAC TAX INCREMENT FINANCE AUTHORITY REGARDING THE PHOENIX CENTER LOCATED IN THE CITY OF PONTIAC, OAKLA ND COUNTY, MICHIGAN Revised versions of the resolution and page 4 of the Sublease were previously distributed. Mr. Axe explained this project is being done for the City of Pontiac and consists of two components. One is to issue bonds to refund bonds iss ued by the General Building Authority of the City of Pontiac and the second part is to issue additional new bonds, total amount of bonds to be issued is $20,500,000. The project is being paid for entirely by Pontiac, the primary source of payment is captu red revenues from the Tax Increment Finance Authority of the City of Pontiac. As part of the agreement the County, if necessary, can offset and use monies from the Delinquent Tax Revolving Fund distributions made to the City of Pontiac for repayment. In the event of an emergency the County can use the Phoenix Center as a staging area and other purposes that would relate to a catastrophe. This project will save the City of Pontiac approximately $2,000,000 in interest payments over the term of the agreemen t. The Oakland County Building Authority will obtain title to the Phoenix Center from the City of Pontiac in turn the Oakland County Building Authority will lease the Center to the County and the County will sublease it back to the City of Pontiac Buildin g Authority to run. The County will have no responsibility for the Center's operation. When the bonds are retired title will be conveyed to the City. It is anticipated the bonds will be sold in the latter part of February. Hatchett moved approval of t he attached suggested resolution. Supported by Gershenson. Middleton moved to amend the Sublease by substituting Page 4 with the changes previously distributed. Supported by Douglas. Motion to amend carried on a voice vote. Main motion as amended carried on a unanimous roll call vote. Planning & Building Committee Page 4 January 24, 2006 OAKVIDEO – MILITARY USE Mr. Pence reported progress in this project is disappointing due to several causes beginning with the National Guard moving into new facilities in Lansing bringing communication to a halt. The National Guard was activated to help deal with the hurricane damage in the south again slowing down the process. When Mr. Pence suggested the equipment be returned to the County due to la ck of action by the State the State began to move forward and have scheduled family video conferencing for February 12 th for the 125th of Michigan. Mr. Pence is disappointed in that not one family has requested this service and asked Committee members to spread the word to everyone who has a family member in any branch of the military overseas. Committee members suggested Mr. Pence develop some written material that they would gladly distribute in their communities. Commissioner Douglas requested a press release be prepared for each Commissioner to put in local papers. Douglas moved to Receive & File. Supported by Hatchett. Motion carried on a voice vote. AUTHORIZATION TO RECEIVE ARCHITECT/ENGINEER AND CONSTRUCTION MANAGER PROPOSALS FOR JAIL RENOVATIO N AND VISITATION ADDITION, FIRE ALARM SYSTEM UPGRADE AND JAIL MASTER CONTROL The 2006 Capital Improvement Program, Building Projects, includes a Jail Renovation and Visitation Addition project with an estimated cost of $2,515,000. This is a continuation of a 2000 project, Jail Renovations & Addition – Phase 1. This project will renovate a portion of the Jail to be vacated by the Administration units in 2006. In addition, the project is intended to include construction of a needed addition to the current public Visitation space as well as an addition to the Kitchen Receiving area. Facilities Management is also requesting the project scope include replacement of the existing 35 -year-old snowmelt system under the driveway ramps to the Jail basement. The 2 006 Capital Improvement Program also includes the Jail Fire Alarm System Upgrade budgeted at $284,000. In addition under Future Projects is Jail Master Control that will replace the current 35-year-old system that controls and monitors the continuous oper ation of all Jail security cameras and doors. The preliminary cost estimate is $500,000. Facilities Management is requesting these three projects be combined to help avoid the complications and risks of having multiple contractors working in the Jail at the same time and would provide better results on bids. The combined estimated cost is $3,600,000. Hatchett moved to Authorize Facilities Management to receive Architect/Engineer and Construction Manager Proposals for the above mentioned projects. Suppo rted by Molnar. Motion carried unanimously on a roll call vote. Planning & Building Committee Page 5 January 24, 2006 AUTHORIZATION TO RECEIVE ARCHITECT/ENGINEER AND CONSTRUCTION MANAGER PROPOSALS FOR PUBLIC WORKS BUILDING ADDIT ION AND RENOVATION The 2006 Capital Improvement Program, Building Projects, includes the Public Works Building Addition and Renovation. This project will renovate approximately 50% of the existing 34 year -old- building and construct an approximate 9,000 square foot addition. Preliminary cost estimate is $6,319,000. Drain Commissioner McCulloch addressed the Committee indicating they are looking into the possibility of vacating the building and acquiring their own building. The Drain Commissioner has be en in contact with the Federal and State government regarding funds for a new building. The Drain Commissioner is improving the Customer Service area now but feels it would be better to hold off on additional renovations and additions until a long-term plan can be developed with regard to the purchase of a new building. Mr. Ross concurred with the Drain Commissioner. Nash moved to Table this item. Supported by Douglas. Motion to Table carried unanimously on a roll call vote. BOOT CAMP BUILDING ADDITION INFORMATION REPORT In October 2005 the Committee authorized Facilities Management to advertise and receive bids for the Boot Camp Addition Project. As the development of design documents has progressed it has become apparent the original project budg et of $600,000 was underestimated. The size of the proposed addition remains at 2,500 square feet, the amount of renovation has increased and previously unknown conditions have surfaced. The project cost estimate is now approximately $950,000, the balance of $350,000 can be funded from the Capital Improvement Program. Facilities Management will bid this project out and will report to the Committee in March. Douglas moved to Receive & File. Supported by Molnar. Motion carried on a voice vote. OAKLAND COUNTY DEPARTMENT OF FACILITIES MANAGEMENT – REQUEST TO GRANT RECIPROCAL CROSS ACCESS EASEMENT TO THE CITY OF ROCHESTER HILLS – 52-3 DISTRICT COURT (TAX PARCEL NO. 15 -26-377-002) The County of Oakland is the owner of the 52 -3 District Court and Sheriff S ubstation property located to 700 and 750 Barclay Circle in the City of Rochester Hills. Pursuant to the terms and conditions of the present sublease between the County and the City of Rochester Hills the County is required to apply to the City for a parcel split to separate the courthouse property and the substation property. The City has granted the parcel split subject to the County and the City granting a reciprocal Cross Access Easement over the Courthouse and substation properties. The purpose of t he easement is to provide for common ingress and egress over the properties and for the construction, operation, maintenance and repair of the parking areas and driveways. The County will grant the reciprocal Cross Access Easement to the City of Rochester Hills for the sum of one dollar. Douglas moved approval of the attached suggested resolution. Supported by Molnar. Motion carried unanimously on a roll call vote with Middleton absent. Planning & Building Committee Page 6 January 24, 2006 FACILITIES MANAGEMENT – CLOSED SESSION – POSSIBLE PURCHASE OF PROPERTY Douglas moved the Committee proceed in Closed Session to discuss possible purchase of property. Supported by Molnar. Motion carried on unanimous roll call vote. The meeting was closed at 10:16 a.m. The meeting resumed in open session at 10:36 a.m. Middleton moved that Facilities Management be authorized to proceed in accordance with the directives set forth in the Closed Session. Supported by Douglas. Motion carried on unanimous roll call vote. OTHER BUSINESS/ADJOURNMENT There being no further business to come before the Committee the meeting adjourned at 10:40 a.m. __________________________________ Nancy Wenzel, Committee Coordinator ___________________________________ Lawrence M. Doyle, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.