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HomeMy WebLinkAboutMinutes - 2013.02.26 - 36698 February 26, 2013 Chairperson Runestad called the meeting to order at 9:30 a.m. in Committee Room A of the Courthouse Auditorium Wing, County S ervice Center, in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT: Jim Runestad, Robert Gosselin, Gary McGillivray, Mike Bosnic, Bill Dwyer, Philip Weipert, Marcia Gershenson, David Woodward COMMITTEE MEMBERS ABSENT WITH NOTICE: None OTHERS PRESENT: CORPORATION COUNSEL Jody Hall, Assistant Corporatio n Counsel ECONOMIC DEVELOPMENT & COMM. AFFAIRS Irene Spanos, Director Bret Rasegan, Supervisor Whitney Calio, Env. Program Coordinator Carla Spradlin, Grant Compliance FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager PARKS AND RECREA TION COMMISSION Dan Stencil Executive Officer Donna Folland, Project Advisor Melissa Prowse, Business Development Rep. WATER RESOURCES COMMISSIONER Joe Colaianne, Attorney & Insurance Admin. Tom Maxwell, Project Engineer BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Sheryl Mitchell, Senior Analyst Pamela Worthington, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Runestad led the Committee in the Pledge of Allegiance. PUBLIC COMMENT Jim VerPloeg introduced Tracy Stolzenfeld, new Committee Coordinator, to the Commissioners . 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 Mike Bosnic Bill Dwyer Philip Weipert Marcia Gershenson David Woodward JIM RUNESTAD Chairperson ROBERT GOSSELIN Vice Chairperson GARY MCGILLIVRAY Minority Vice Chairperson Planning & Building Committee Page 2 February 26, 2013 APPROVAL OF THE MINUTES Gosselin moved approval of the minutes of January 29, 2013, as printed. Supported by Dwyer. Motion carried on a voice vote. AGENDA ITEMS 1. DEPARTMENT OF ECONOMIC DEVE LOPMENT & COMMUNITY AFFAIRS – WASTE RESOURCE MANAGEMENT – APPROVAL OF 2013 NO HAZ INTERLOCAL AGREEMENT Waste Resource Management is seeking approval of a No Haz Interlocal Agreement with all municipalities that have signed the interlocal agreement and pas sed a resolution in support. At this time, the following municipalities have approved interlocal agreements: Addison Township, Groveland Township, the City of Lake Angelus, Oakland Township, Oxford Township, Orion Township, City of Rochester, City of Roc hester Hills and Waterford Township. Under this agreement, the communities agree to provide regular, reliable and easily-accessible household hazardous waste collection services to their residents. This program helps to avoid toxic materials from enterin g Oakland County’s waterways, water tables and landfill resources. In addition, it allows homeowners to remove and avoid potentially hazardous situations in their homes. The program serves to increase public awareness of return, disposal and source reduc tion options, and it helps to divert significant quantities of household hazardous materials from landfills. The interlocal agreement requires participating municipalities to fully reimburse the County for all costs it incurs in connection with the NO HAZ program. Gosselin moved approval of the attached suggested resolution. Supported by McGillivray. Motion carried unanimously on a roll call vote. 2. WATER RESOURCES COMMISSIONER – RESOLUTION APPROVING CONTRACT FOR THE OPERATION AND MAINTENANCE OF THE HU RON VALLEY SCHOOLS PUMP STATION AND FORCEMAIN The Huron Valley School District is requesting assistance from the Oakland County Water Resources Commissioner to provide the operation and maintenance of the pump station and forcemain located at 1570 Bogie Lake Road, White Lake Township, which provides service to the Huron Valley Schools. Operation and maintenance costs are estimated to be $330.00 per month, and under the terms and conditions of the contract, Huron Valley Schools agrees to reimburse the Coun ty all costs associated with the operation and maintenance of the pump station and forcemain. In addition, Huron Valley Schools will provide the County with a deposit of $5,000 as a reserve fund. Dwyer moved approval of the attached suggested resolutio n. Supported by Gershenson. Motion carried unanimously on a roll call vote. 3. WATER RESOURCES COMMISSIONER – WATER, SEWER & LAKE LEVEL SUPERVISORY CONTROL DATA ACQUISITION (SCADA) SYSTEM PROJECT – MDEQ S2 GRANT AGREEMENT The Water Resources Commission er is seeking approval of an application and a grant agreement to provide up to $498,334.00 in grant assistance for a Supervisory Control and Data Acquisition (SCADA) system that is currently undergoing the planning phase and design. This system is comprised of computers, servers and communications equipment that are designed to work together to help the Water Planning & Building Committee Page 3 February 26, 2013 Resources Commissioner personnel monitor and/or control a complex water and wastewater treatment or pumping process. The Michigan Department of Env ironmental Quality requires that local government entities pass a resolution, with provided language, along with the proposed form of the S2 Grant Agreement between the Municipality, the MFA and DEQ when applying for an S2 grant . The system includes a “common to all” segment that is funded and reimbursed from the Oakla nd County Drain Equipment Fund. The estimated cost of the “common to all” segment is $2,366,338.30. Gosselin moved approval of the attached suggested resolution. Supported by Bosnic. Motion carried unanimously on a roll call vote. 4. PARKS AND RECREATION COMMISSION – 2012 MICHIGAN DEPARTMENT OF NATURAL RESOURCES RECREATION PASSPORT GRANT ACCEPTANCE The Michigan Department of Natural Resources has awarded the County of Oakland a $45,000 Addison Oaks Park Accessibility Improvements Grant from the Recreation Passport Grant Program. The funds will help to offset the costs of a universally accessible canoe and kayak launch, the renovation of a fishing pier and improvements to the pathways that connect these areas with the existing parking areas. The estimated cost of the project is $60,000, and there is a required County grant match of $15,000 for this project, which is available in the Parks and Recreation Fund. The Parks and Recreatio n Commission has unanimously approved acceptance of this grant. The grant has completed the review process, and Corporation Counsel raised a concern that language contained in Paragraph 26, the second sentence, changes the County’s governmental immunity and Ms. Hall suggested that the Board of Commissioners approve the agreement, with the caveat that Corporation Counsel will attempt to get this language revised. McGillivray moved approval of the attached suggested resolution. Supported by Gosselin . Motion carried unanimously on a roll call vote. 5. PARKS AND RECREATION COMMISSION – WATERFORD OAKS LEASE – OAKLAND PARKS FOUNDATION Mr. Stencil explained that over the last 12 months a citizens group has been working to revitalize the Oakland Parks Foundation, a non-profit organization originally created in 1983 and enacted in the late 90s. The Parks and Recreation Commission is seeking approval of a lease agreement between the County of Oakland and the Oakland Parks Foundation for residential property loca ted on the grounds of Waterford Oaks County Park at 1580 Scott Lake Road. The initial term of the lease is from April 1, 2013 through April 1, 2014, with an automatic renewal for four additional one -year terms, ending April 1, 2018, unless either Party provides written notice of cancellation in accordance with the Building Lease Agreement. Under the terms of the lease the Oakland Parks Foundation will pay rent of $500.00 per month as well as all utility costs. Ms. Mitchell asked Mr. Stencil if this prope rty was previously rented to an individual, and Mr. Stencil answered affirmatively; however, that lease was terminated almost a year ago. Weipert moved approval of the attached suggested resolution. Supported by McGillivray. Motion carried unanimously on a roll call vote. Planning & Building Committee Page 4 February 26, 2013 6. PARKS AND RECREATION COMMISSION – REQUEST FOR NON -EXCLUSIVE UNDERGROUND EASEMENT FOR ELECTRICAL UTILITY SERVICE TO THE DETROIT EDISON COMPANY – SPRINGFIELD OAKS COUNTY PARK The Parks and Recreation Commission is seeking appro val of the granting of an easement to the Detroit Edison Company for the sum of $1.00 to install a new underground transformer for upgraded electrical utility service and related appurtenances at the Springfield Oaks County Park . Mr. Stencil indicated tha t this work has already been done , and it was part of an electrical improvement for the camping and the grounds at the Springfield Oaks County Park to support programs such as the County Fair. Bosnic moved approval of the attached suggested resolution. Supported by Gosselin. Motion carried unanimously on a roll call vote. 7. PARKS AND RECREATION COMMISSION – SUPPORT OF ADOPTION OF THE OAKLAND COUNTY FIVE-YEAR PARKS AND RECREATION MASTER PLAN 2013 -2017 Mr. Stencil explained that in 2008, the Parks and Recreation Commission adopted a ten-year strategic plan, and part of that included a reorganization of the department, and one of the goals of Parks and Recreation staff and the Commission at that time was to take a comprehensive approach to planning. The Parks and Recreation Commission unanimously approved the Oakland County Five -Year Parks and Recreation Master Plan 2013 – 2017 which meets the goals set in 2008, and the needs identified by citizen surveys and input from Oakland County communities. The Parks and Recreation Commission is seeking approval of its Master Plan per the recent guidelines developed by the Michigan Department of Natural Resources. Ms. Folland explained that it is a requirement by the MDNR to develop a five -year plan in order to apply for grants, and she indicated that Parks and Recreation staff gave extens ive input through work and active planning sessions for this five -year plan. McGillivray moved approval of the attached suggested resolution. Supported by Gosselin. Motion carried unanimously on a roll call vote. 8. PARKS AND RECREATION COMMISSION – SUPPORT OF APPLICATION FOR A 2013 LAND AND WATER CONSERVATION FUND PROGRAM DEVELOPMENT GRANT FOR A UNIVERSALLY ACCESSIBLE BOATHOUSE AT ADDISON OAKS COUNTY PARK The Parks and Recreation Commission is seeking approval of an application for a cost-sharing grant from the Michigan Department of Natural Resources under the Land and Water Conservation Fund Program to support the cost of a universally -accessible boathouse at Addison Oaks County Park. The boathouse is in need of renovations, and the estimated cost of the project is $110,000. The grant, if awarded, requires a local match of $55,000 , which is budgeted from the Parks and Recreation Fund . The application has gone through the review process and received departmental approvals. The Department of Natural Resources requires a resolution by the governing body to apply for this grant. McGillivray moved approval of the attached suggested resolution. Supported by Bosnic. Motion carried unanimously on a roll call vote. Planning & Building Committee Page 5 February 26, 2013 9. PARKS AND RECREATION COMMISSION – SUPPORT OF APPLICATION FOR A 2013 MICHIGAN NATURAL RESOURCES TRUST FUND PROGRAM DEVELOPMENT GRANT FOR A UNIVERSALLY ACCESSIBLE SMALL BOAT LAUNCH AT INDEPENDENCE OAKS COUNTY PARK The Parks and Recreation Commission is seeking approval of an application for a cost-sharing grant from the Michigan Department of Natural Resources under the Trust Fund Grant Program to support the cost of a canoe/kayak boat launch at Independence Oa ks County Park. The estimated cost of the project is $50,300, and if awarded, the grant requires a local match of $12,600 (25%), which is available in the Parks and Recreation Fund. The Department of Natural Resources requires a resolution by the governi ng body to apply for this grant. Weipert moved approval of the attached suggested resolution. Supported by Gosselin. Motion carried unanimously on a roll call vote. 10. PARKS AND RECREATION COMMISSION – SUPPORT OF APPLICATION FOR A 2013 MICHIGAN DEPARTMENT OF NATURAL RESOURCES RECREATION PASSPORT FUND PROGRAM DEVELOPMENT GRANT FOR A UNIVERSALLY ACCESSIBLE FISHING PIER AT GROVELAND OAKS COUNTY PARK The Parks and Recreation Commission is seeking approval of an application for a cost -sharing grant from the Michigan Department of Natural Resources under the Recreation Passport Fund Program to support the cost of a universally accessible fishing pier at Groveland Oaks County Park. The estimated cost of the project is $35,600, and if awarded, the grant requir es a local match of $8,900 (25%), which is available in the Parks and Recreation Fund. The Department of Natural Resources requires a resolution by the governing body to apply for this grant. Mr. Stencil indicated that the goal of the Parks and Recreatio n Commission is to make all of their facilities exceed the national standards for accessibility. Gershenson moved approval of the attached suggested resolution. Supported by McGillivray. Motion carried unanimously on a roll call vote. 11. DEPARTMENT OF FACILITIES MANAGEMENT/DEPARTMENT OF CORPORATION COUNSEL – APPROVAL OF PURCHASE AGREEMENT TO SELL THE WEST OAKLAND OFFICE BUILDING IN WALLED LAKE, MICHIGAN Facilities Management is seeking approval of a purchase agreement between the County of Oakland and Seth Norman and Paul Norman on behalf of a Michigan limited liability company, for the property at 1010 East West Maple, Walled Lake, MI. The purchase price is $645,000 with an earnest money deposit of $50,000. The County is required to pay a 5% broker’s commission at closing. Today Mr. Holdsworth submitted some proposed changes to the purchase agreement that were made based on continuing negotiations with the potential buyer. Mr. Holdsworth indicated that the purchaser shall have a period of 45 busines s days, commencing on the effective date of the agreement, to inspect the physical and economic condition of the premises at Purchaser’s cost. Dwyer moved approval of the attached suggested resolution. Supported by Gosselin. Weipert moved to amend the Purchase Agreement as proposed by Mr. Holdsworth, as follows: Planning & Building Committee Page 6 February 26, 2013 1. In Section 7.1, last sentence, insert the words “within four (4) business hours” after the word Premises. 2. In Section 9.2, last sentence, add the words “and install” after the word return. 3. In Section 9.3, as follows: (1) the fiber optic hub located on the Premises shall remain the property of the Seller and the Seller and Purchaser shall attempt to negotiate a separate lease to allow the fiber optic hub to stay on the Premises; 4. In Section 9.3, revise last sentence and add another sentence, as follows: If the Seller and Purchaser are not able to negotiate a lease to allow the fiber optic hub to stay on the Premises, then Seller shall have a reasonable period of time (not to exceed 90 days afte r the Closing) to remove the fiber optic hub from the Premises. If the fiber optic hub is removed from the Premises, then Seller shall be responsible for all costs associated with such removal and such removal shall not interfere with Purchaser’s remodeli ng and/or operation of its business (including subletting) in the Premises. Supported by McGillivray. Motion, as amended carried unanimously on a roll call vote. 12. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – AUTHORIZATION TO RECEIVE BIDS FOR NORTHEAST COURTHOUSE PARKING LOT REPAVING PROJECT Facilities Management/Facilities Planning & Engineering is seeking authorization to receive bids to repave the Northeast Courthouse Parking Lot. It was last repaved in 1993, and cold patching and othe r temporary repairs are no longer sufficient to keep the parking lot in an acceptable condition. The project involves removal and replacement of asphalt. This project has been budgeted for $470,000, under Line Item 1 of the Utility, Roads and Parking Lot section of the Capital Improvement Plan. Commissioner Gershenson requested that state of the art, self -draining concrete be considered when requesting bids for this project. Mr. Joss indicated that Facilities Engineering has used that type of material b efore, and it is part of their practice to consider it when and if they can use it. Dwyer moved to authorize the Purchasing Division to receive bids for the Northeast Courthouse Parking Lot repaving project. Supported by Bosnic. Motion carried unanimously on a roll call vote. 13. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – AUTHORIZATION TO RECEIVE BIDS FOR INFORMATION TECHNOLOGY BUILDING CHILLER Facilities Planning & Engineering is seeking authorization to receive bids to replace the exist ing HVAC equipment at the Information Technology Building. This equipment is 22 years old, and it has reached the end of its expected service life. Facilities Management is requesting that two chillers be installed, a 290-ton centrifugal chiller to service the main building, and a 120-ton rotary chiller in the computer room. In addition, Facilities Management is requesting that two roof-top cooling tower/condensing units should be installed to restore system reliability and improve energy efficiency in t he Information Technology Building. Weipert moved to authorize the Purchasing Division to receive bids for the Information Technology Building Chiller Project. Supported by Gosselin. Motion carried unanimously on a roll call vote. Planning & Building Committee Page 7 February 26, 2013 CONSENT AGENDA/COMMUNICATIONS A. Economic Development & Community Affairs Department – Community & Home Improvement Division – 2013 Annual Action Plan and consolidated Grant Application to the U.S. Department of Housing and Urban Development for Community Development Block G rant (CDBG), Home Investment Partnership Grant (HOME) and Emergency Solutions Grant (ESG) B. Department of Economic Development & Community Affairs – Planning & Economic Development Services – 2013 U.S. Department of Commerce, Economic Development Administration Grant Application Chairperson Runestad asked for a brief overview of this planning grant, Item B, which relates to the City of Pontiac. Mr. Rasegan indicated that they are intending to apply for a Federal Economic Development Administration grant for the City of Pontiac to prepare an economic recovery strategy, which if grant is awarded, would position the City of Pontiac for other Federal funding to implement projects. The deadline for the application is March 13, 2013, and that is why the applicati on is not complete at this time. When the application is complete, it will come through the normal Board of Commissioners’ grant approval process. Mr. Rasegan stated that he would be bringing this to Pontiac City Council this Thursday, February 28, 2013, to ask for their approval. C. Facility Inspection Tour – Main Jail Commissioner McGillivray mentioned that he had toured the main jail back in 2008, and he had noted at that time that the intake area needed to be updated, and it was in the project plans; however, he noticed from Commissioner Runestad’s Facility Inspection Report of the Main Jail that the intake area of the jail still had not been updated. He inquired as to when it would be done. Mr. Holdsworth responded by saying that the renovation of the intake area will be quite costly, and they have other projects that have taken priority. The sally port area, which is the entranceway into the intake area, will be renovated this year. There are no plans on the books right now to do the intake area at this time. He said that he needed to follow up with the Sheriff’s Office to find out when they wish to have that area renovated. Commissioner McGillivray requested that Mr. Holdsworth give an update to the Planning and Building Committee at a future meeting. D. Facility Inspection Tour – North Oakland Health Center E. Facilities Management/Facilities Planning & Engineering – 2013 Capital Improvement Program 1st Quarter Progress Report – October, November & December, 2012 F. Building Authority Minutes – January 9, 2013 Gosselin moved to receive and file the Communications items. Supported by McGillivray. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Commissioner Dwyer expressed a concern and requested an update on the vacant proper ties in the City of Farmington. Irene Spanos, Director of Economic Development & Community Affairs stated that there is a CPEX database that provides information on available properties. She stated that they need to make sure that all of the vacant prope rties are listed on the County website so that they can be accessed by developers for business redevelopment. Commissioner Dwyer inquired about a shopping center in downtown Farmington that is almost completely vacant. He asked if there were any plans fo r that area at this time. Ms. Spanos stated that she will ask Jim Faycurry, Business Development Representative, Planning & Building Committee Page 8 February 26, 2013 Oakland County, who works on these types of redevelopment projects, to follow up on that particular shopping district, find out what the prope rty owner’s plans are for that property. Commissioner Gershenson expressed her concern that the Animal Care facility, which she had toured yesterday, does not have air conditioning. She inquired as to what happens with the input that Facilities Management receives from commissioners when they submit facility inspection reports. Mr. Holdsworth indicated that all issues go to a Budget Task Force, comprised of the five Deputy County Executives, and they determine which projects are considered priority. He stated that the departments are primarily responsible for pursuing projects that are needed in their departments and submit them to the Budget Task Force. Chairperson Runestad asked that Mr. Holdsworth bring information back to the Planning and Building Committee in regards to the costs of the renovation of the Jail Intake area and the cost to install air conditioning at the Animal Care facility. Commissioner Gershenson asked that a representative from the Budget Task Force be available at a future Plan ning and Building Committee meeting so that these types of questions may be addressed. Chairperson Runestad concurred. There being no further business to come before the Commi ttee, the meeting adjourned at 10:18 a.m. ______________________________________ _____________________________________ Pamela L. Worthington, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.