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HomeMy WebLinkAboutMinutes - 2009.02.24 - 36332 February 24, 2009 The meeting was called to order by Chairperson Scott at 9:31 a.m. in Committee Room A, Auditorium Wing, County Service Center, Pontiac, Michigan. PLANNING AND BUILDING COMMITTEE MEMBERS PRESENT: John Scott, Robert Gosselin, Jim Nash, Bradford Jacobsen, Kim Capello, Jim Runestad, Tim Burns, Steve Schwartz PLANNING AND BUILDING COMMITTEE MEMBERS ABSENT WITH NOTICE: None OTHERS PRESENT: CENTRAL SERVICES J. David VanderVeen, Director CORPORATION COUNSEL Jody Hall, Asst. Corporation Counsel FACILITIES MANAGEMENT Bob Larkin, Manager Mike Hughson, Property Manager Paul Hunter, Manager, Fac. Engineering MANAGEMENT & BUDGET Art Holdsworth, Deputy Director PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Mike Donnellon, Chief, Park Fac./Dev. Jon Noyes, Supervisor, Planning PLANNING AND ECONOMIC DEVELOP. Dan Hunter, Manager WASTE RESOURCE MANAGEMENT Whitney Calio, Environmental Program Coord. BOARD OF COMMISSIONERS Sheryl Mitchell, Senior Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE PUBLIC COMMENT None 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 Bradford Jacobsen Kim Capello Jim Runestad Tim Burns Steven Schwartz JOHN SCOTT Chairperson ROBERT GOSSELIN Vice Chairperson JIM NASH Minority Vice Chairperson Planning & Building Committee Page 2 February 24, 2009 APPROVAL OF THE MINUTES Commissioner Capello moved approval of the minutes of January 27, 2009, with a correction to add his name under “Planning and Building Committee Members Present”. Supported by Runestad. Motion carried on a voice vote. AGENDA Chairperson Scott indicated that Item #5 Department of Facilities Management/Sheriff’s Office – Approval and Acceptance of Lease Agreement with Aerodynamics Incorporated for Use of Hangar Space for Storage of Helicopters at 6544 Highland Road, Waterford, Michigan was requested to be pulled from the agenda by the departments. Burns moved to amend the agenda by deleting Item #5 Department of Facilities Management/Sheriff’s Office – Approval and Acceptance of Lease Agreement with Aerodynamics Incorporated for Use of Hangar Space for Storage of Helicopters at 6544 Highland Road, Waterford. Supported by Runestad. Motion carried on a voice vote. AGENDA ITEMS 1. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2009 GRANT PROGRAM ACCEPTANCE – DESIGN AND BIDDING OF APPROACH CLEARING AT OAKLAND COUNTY INTERNATIONAL AIRPORT The Michigan Department of Transportation has awarded the County of Oakland $48,000 in grant funding, which includes $38,400 in Federal funds, $84,000 from the State and a required County match of $1,200, which is available from the airport fund. The Airport Committee has reviewed the project and recommends acceptance of this grant. The funds are for a project for the design and bidding to clear an approach at the Oakland County International Airport. The resolution accepts the grant contract in the amount of $48,000, including the County match of $1,200. Jacobsen moved approval of the attached suggested resolution. Supported by Gosselin. Motion carried unanimously on a roll call vote. 2. DEPARTMENT OF CENTRAL SERVICES – OAKLAND/SOUTHWEST AIRPORT – 2009 GRANT PROGRAM ACCEPTANCE – DESIGN FOR THE REHABILITATION OF THE APRON AT OAKLAND/SOUTHWEST AIRPORT The Michigan Department of Transportation has awarded the County of Oakland $29,000 in Planning & Building Committee Page 3 February 24, 2009 grant funding, which includes $23,200 in Federal funds, $5,075 from the State and a required County match of $725, which is available from the Airport Fund. The Airport Committee reviewed this project and recommends acceptance of the grant contract. The funds are for a project that consists of the design for the rehabilitation of the apron at the Oakland/Southwest Airport. The airport has a lot of wetlands, and the pavement needs to be replaced. The resolution authorizes the acceptance of the grant contract in the amount not to exceed $29,000, which includes a County match of $725. Jacobsen moved approval of the attached suggested resolution. Suppor ted by Gosselin. Motion carried unanimously on a roll call vote. 3. THE DEPARTMENT OF FACILITIES MANAGEMENT/OAKLAND COUNTY AIRPORT – REQUEST TO GRANT A WATER MAIN EASEMENT TO THE CHARTER TOWNSHIP OF WATERFORD, OAKLAND COUNTY INTERNATIONAL AIRPORT The Oakland County Airport received a request from Realty Management Partners, Inc. and Waterford Township to provide a 12-foot wide water main easement in the south central area of the Oakland County International Airport. Realty Management Partners is building a new two- story medical building adjacent to the south central area of the airport, and the easement would enhance the area on the airport property where the new terminal building will be built by providing better fire protection. All construction co sts would be covered by Realty Management Partners, Inc. The Oakland County Aviation staff and the Waterford Township Engineering staff have agreed upon a route for the water main. The resolution authorizes the granting of the water main easement to the Charter Township of Waterford for $1.00. Gosselin moved approval of the attached suggested resolution. Supported by Nash. Motion carried unanimously on a roll call vote. 4. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – WASTE RESOURCE MANAGEMENT – APPROVAL OF 2009 NO HAZ INTERLOCAL AGREEMENT The Department of Economic Development & Community Affairs – Waste Resource Management is seeking approval of an interlocal agreement for the 2009 No Haz Program. Currently there are 11 communities that have approved the interlocal agreement to participate in the 2009 No Haz Program. The communities pay an administrative cost to the County to participate. The resolution authorizes the approval of the Interlocal Agreement between Oakland County and various municipalities for participation in the No Haz Program for 2009. Gosselin moved approval of the attached suggested resolution. Supported by Jacobsen. Motion carried unanimously on a roll call vote. Planning & Building Committee Page 4 February 24, 2009 6. DEPARTMENT OF PARKS AND RECREATION AND FACILITIES MANAGEMENT – REQUEST FOR APPROVAL OF LEASE AGREEMENT WITH THE OAKLAND COUNTY CONSERVATION DISTRICT FOR USE OF OFFICE SPACE BUILDING E, SPRINGFIELD OAKS COUNTY PARK The Departments of Parks and Recreation and Facilities Management are requesting t he approval of a lease agreement between the County of Oakland and the Oakland County Conservation District for the Tenant Office #3 in Building E, located at 12451 Andersonville Road, Davisburg, MI. Rent will be $175.00 per month or $2,100 per year and i s inclusive of all building and site maintenance, utilities, trash removal, snow and ice removal. The lease would be automatically renewed for one additional one-year term upon expiration of the initial term. The resolution authorizes the lease agreement for office space at 12451 Andersonville Road, Building E, Davisburg, Michigan between the County of Oakland and the Oakland County Conservation District, a non-profit organization. Jacobsen moved approval of the attached suggested resolution. Supported by Nash. Motion carried unanimously on a roll call vote. 7. DEPARTMENT OF FACILITIES MANAGEMENT/PARKS AND RECREATION COMMISSION – REQUEST FOR APPROVAL OF LEASE AGREEMENT WITH THE OAKLAND COUNTY 4-H FAIR ASSOCIATION FOR USE OF BUILDING E/ADMINISTRATION BUILDING, SPRINGFIELD OAKS COUNTY PARK The Departments of Facilities Management and Parks and Recreation Commission are seeking approval of a lease agreement between the County of Oakland and the Oakland County 4 -H Fair Association, a non-profit organization. Under the terms of this lease agreement, the 4 -H Fair Association will occupy Building E located at 12451 Andersonville Road, Davisburg, MI for a period of one year. In lieu of rent, the tenant shall pay utilities for building and grounds located at 12451 Andersonville Road, Davisburg, MI, including Building E, the Ellis Barn, the Oaks Barn, the Miracle of Birth Barn, the Septic System, the new campground, the Fairground Pit and the parking lights in the field. Utilities include electrical services, telephone and fax service, internet service, gas (natural and propane) services and water services. The lease will automatically be renewed for four additional one -year terms upon expiration of the initial term. The lease may be terminated by either party at any time. The resolution authorizes the execution of the lease agreement for Building E/Administration Building at 12451 Andersonville Road, Davisburg, Michigan between the County of Oakland and the Oakland County 4 -H Fair Association. Capello moved approval of the attached suggested resolution. Supported by Jacobsen. Schwartz moved to amend the 3rd WHEREAS paragraph, as follows: WHEREAS, under the terms and conditions of the attached Lease Agreement, the Oakland County 4-H Fair Association will occupy Building E located at 12451 Andersonville Road, Davisburg, Michigan for a period of one year. In recognition of the prior capital investment of the 4- H Fair Association and the Association’s commitment to pay utilities of approximately $55,000 a year, which equates to the equivalent of rent at $10 a square foot , R rent will Planning & Building Committee Page 5 February 24, 2009 not be paid, but tenant shall pay utilities for buildings and grounds located at 12451 Andersonville Road, Davisburg, Michigan, 48530, including Building E, the Ellis Barn, the Oaks Barn, the Miracle of Birth Barn, the Septic System, the new Campground (2007), the Fairground Pit, and the parking lights in the field. Utilities shall include electrical services, telephone and fax service, internet service, gas (natural and pr opane) services, and water services. The lease will be automatically renewed for four additional one -year terms upon expiration of the initial term. The lease may be terminated by either party for any reason ; and Supported by Capello. Motion to amend carried unanimously on a roll call vote. Main motion, as amended, carried unanimously on a roll call vote. 8. PARKS AND RECREATION COMMISSION – GRANT ACCEPTANCE OF AN INCREASE TO THE FINANCIAL REIMBURSEMENT FROM MICHIGAN DEPARTMENT OF ENVIRONMENTAL QUALITY REFINED PETROLEUM FUND – TEMPORARY REIMBURSEMENT PROGRAM FOR LEAKING UNDERGROUND STORAGE TANK SITES – AMENDMENT #1 The Parks and Recreation Commission is requesting approval of an amendment to an existing grant that was approved just over a year ago for reimbursements to cover the costs of soil tests. The Michigan Department of Environmental Quality (MDEQ) has increased the amount of reimbursement by $14,000 for each site, not to exceed $64,000. The resolution authorizes the acceptance of the grant amendment increasing the reimbursement amount by $14,000 per site from the MDEQ, not to exceed $64,000. The MDEQ has extended the deadline for the submittal of invoices for reimbursement to December 29, 2009 , for all approved applicants. Jacobsen moved approval of the attached suggested resolution. Supported by Gosselin. Motion carried unanimously on a roll call vote. 9. FACILITIES MANAGEMENT – REPORT ON PROPERTIES LEASED FOR OAKLAND COUNTY DEPARTMENT USE At the request of the Planning and Building Committee at the last meeting, Facilities Management prepared a report on properties leased for Oakland County Department Use . Mr. Larkin and Mike Hughson were available to present this report and answer any questio ns. The report indicates that the Department of Facilities Management has made efforts over the years to reduce the number of leases and place County operations into County -owned buildings. Most recently, they moved Risk Management out of leased space into the Executive Office Building, saving $35,248 in lease costs annually. They eliminated a lease for a Community Corrections function in Waterford and moved the Rochester District Court out of three leased spaces into its new building, saving $418,000 in lease costs annually. The report includes a spreadsheet listing all current leases, along with additional information on each. The County is responsible for providing court space for four of the 52 nd District Court divisions. The County Planning & Building Committee Page 6 February 24, 2009 has a partnership with the Troy District Court where the County paid for the remodeling of that building, and the Troy District Court is reimbursing the County through a 20 -year lease that will expire on July 11, 2019. Commissioner Capello requested that they have a closed session at a future Planning and Building Committee meeting to discuss current leased properties. Commissioner Capello requested to get information about what the taxes are on those facilities and how much filters down to the County. He would like to see how much of a hit the County i s going to take for the real property. Mr. Hughson indicated that the information was not currently available, but he would try to obtain it. Capello moved to receive and file the report from Facilities Management entitled, “Properties Leased for Oakland County”. Supported by Jacobsen. Motion carried on a voice vote. 10. FACILITIES MANAGEMENT/PARKS AND RECREATION COMMISSION – CONSIDER PURCHASE OF PROPERTY (MATERIALS PROVIDED AT MEETING) Jacobsen moved the meeting be closed for the purpose of disc ussing the possible purchase of property. Supported by Nash. Motion carried unanimously on a roll call vote. The meeting was closed at 10:46 a.m. The meeting resumed in open session at 11:23 a.m. Jacobsen moved that Facilities Management and the Par ks and Recreation Commission be authorized to proceed in accordance with the directives set forth in the closed session with the provision that Property A be evaluated further for the sale and business model return on investment for that property and that it be presented to the Planning and Building Committee as soon as it is prepared. Supported by Burns. Motion carried unanimously on a roll call vote. CONSENT AGENDA – INFORMATIONAL ITEMS A. Economic Development & Community Affairs Department – Community & Home Improvement Division – 2009 Consolidated Grant Application to the U.S. Department of Housing and Urban Development for Community Development Block Grant (CDBG), Home Investment Partnership Grant (Home), American Dream Down Payment Initiative (ADDI), and Emergency Shelter Grant (ESG) (REVIEW COMMENTS NOT AVAILABLE PRIOR TO MAIL OUT) Planning & Building Committee Page 7 February 24, 2009 B. Facilities Management 2009 Capital Improvement Program Monthly Progress Report – January 2009 C. Oakland County Building Authority Minutes – December 12, 2008 Jacobsen moved to receive and file the items on the Consent Agenda. Supported by Capello. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no further business to come before the Commi ttee, the meeting adjourned at 11:26 a.m. _________________________________ __________________________________ Pamela L. Worthington Lawrence Doyle Committee Coordinator Administrative Director NOTE: The foregoing minutes are subject to Committee approval.