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HomeMy WebLinkAboutMinutes - 2014.07.22 - 36825 July 22, 2014 Chairperson Runestad called the meeting to order at 9:32 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 : None. OTHERS PRESENT: FACILITIES MANAGEMENT Art Holdsworth, Director Jason Werner, Manager ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS Irene Spanos, Director COMMUNITY & HOME IMPROVEMENT Karry Rieth, Manager Kathy Williams, Supervisor PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Melissa Prowse, Business Dev. Re p. WATER RESOURCES COMMISSIONER Mike McMahon, Chief Engineer George Nichols, Civil Engineer SHERIFF’S OFFICE Chuck Snarey, Major Curtis Childs, Captain Melissa McClellan, Lieutenant BOARD OF COMMISSIONERS Jim VerPloeg, Administrative Director Sheryl Mitchell, Senior Analyst Helen Hanger, Sr. Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Runestad led the 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 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 July 22, 2014 APPROVAL OF THE MINUTES Dwyer moved approval of the minutes of July 8, 2014 and July 16, 2014 as printed. Supported by McGillivray. Motion carried on a voice vote. APPROVAL OF THE AGENDA Bosnic moved approval of the agenda as printed. Supported by Gosselin. Motion carried on a voice vote. PUBLIC COMMENT None. AGENDA ITEMS 1. OAKLAND COUNTY PARKS AND RECREATION COMMISSION – 2014 MICHIGAN DEPARTMENT OF NATURAL RESOURCES RECREATION IMPROVEMENT FUND GRANT ACCEPTANCE The Oakland County Parks and Recreation Commission is requesting authorization to accept a $20,000 Michigan Department of Natural Resources (MDNR) Recreation Improvement Fund Grant award that will be used to help offset the cost of site development and earth work to develop a training and demonstration facility for off-road vehicle (ORV) recreational opportunit ies in Oakland County in partnership with the MDNR. The facility will be located in Groveland Township. No grant application or match was required. Mr. Stencil reported that this was a $50,000 effort. Private business has provided another $9000 to support the evaluation of an ORV facility as part of a larger adventure recreation park in northwest Oakland County. An event will be held on August 9 to which all c ommissioners were invited. A significant regional need has been identified for almost 30 years and there is now an opportunity to co llaborate with the MDNR to leverage grants to acquire land and there is also the possibility of leasing land from Groveland Township to support what could be up to 450 a cres. The majority of ORV owners live in southeast Michigan but there is no place to ride. There is a similar facility near Flint but the intention here is not to duplicate what already exists but provide additional adventure recreational opportunities, such as water sports, zip lining, etc . Bosnic moved to recommend approval of the attached suggested resolution. Supported by Weipert. Motion carried unanimously on a roll call vote with Woodward absent. 2. WATER RESOURCES COMMISSIONER – OAKLAND-MACOMB INTERCEPTOR DRAIN DRAINAGE DISTRICT FULL FAITH AND CREDIT RESOLUTION The Water Resources Commissioner is requesting Board authorization to proceed with the sale of bonds in a not to exceed amount of $28 million to proceed with critical work needed on the Oakland -Macomb Inter- County Drain, otherwise known as Segment 4 and the North East Pump Station. Of the total $28 million, Planning & Building Committee Page 3 July 22, 2014 $10 million will be sold to the Michigan Finance Authority as part of the M DEQ State SAW loan program with a capped interest rate at 2.5%. The remaining amount will be publicly sold at an interest rate not to exceed 6%. This sanitary sewer and pump station serves a combined 26 communities with 800,000 residents in both Oakland and Macomb counties. Macomb County will also be undertaking a similar resolution. Bonds will be pay able in part from the collection of special assessments against those public corporations in both counties within the Drainage District as detailed in the resolution. McGillivray moved to recommend approval of the attached suggested resolution. Supported by Gershenson. Motion carried unanimously on a roll call vote . 3. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – COMMUNITY AND HOME IMPROVEMENT DIVISION – FY2014 HOUSING COUNSELING PROGRAM GRANT - ACCEPTANCE Community and Home Improvement i s requesting Board authorization to accept U.S. Department of Housing and Urban Development (HUD) FY2014 Housing Counseling Program funding of $18,748 for comprehensive housing counseling services for the period October 1, 2013 through March 31, 2015. The grant will be used to supplement Community Development Block grant and Michigan State Housing Development Authority Housing Education Program personnel funds allocated for the same purpose. One Special Revenue Full-Time Eligible Housing Counseling and Homeless Services Supervisor position will be supplemented by this funding. No county funding is required. Ms. Rieth reported that the Housing Counseling Program current has 4.5 housing counselors. The demand for counseling is being met but there is abo ut a two-week waiting list. A change in the foreclosure law that reduced the notification requirements may result in more people seeking assistance. With the Step Forward Program counselors are seeing a lot of people in tax foreclosure. The Home Improve ment Program is based on federal income qualifications and provides loans to people based on home equity. The loan does not have to be re -paid until the house is sold. Sometimes circumstances change, such as with the economic downturn, and there can be a significant reduction in equity and homeowners enter into the foreclosure. Write offs come to commissioners for forgiveness on a quarterly basis with the forecast and budget amendments resolutions. Chairperson Runestad asked for the list of equity exceptions. Weipert moved to recommend approval of the attached suggested resolution. Supported by Gershenson. Motion carried unanimously on a roll call vote. 4. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – 2014 MICHIGAN ECONOMIC DEVELOPMENT C ORPORATION GRANT Economic Development & Community Affairs is requesting Board authorization to accept grant funding of $10,000 from the Michigan Economic Development Corporation (MEDC) for the period of May 1, 2014 through September 30, 2014 to be used fo r administrative time required to complete duties as Community Development Council lead for Region 10 in Oakland County to regularly convene and communicate with local partners within the region. No County match or new positions are required. Planning & Building Committee Page 4 July 22, 2014 Dwyer moved to recommend approval of the attached suggested resolution. Supported by Weipert. Motion carried unanimously on a roll call vote. 5. DEPARTMENT OF ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS – UPDATE ON “BUY OAKLAND” PROGRAM MR #13324 authorized the lau nch of the “Buy Oakland” Program, an initiative to promote businesses within Oakland County. An appropriation of $50,000 was provided for the creation, development and marking of this program through the Department of Economic Development and Community Af fairs (ED). Ms. Spanos provided information on the program and explained that they were creating and overseeing an electronic directory of all Oakland County businesses called Oakland Business Connect.com. The website contains a description of the program and a directory to enter your business information. The program was soft - launched at the Economic Development luncheon in May. ED is finalizing the portal, integrating the program into the Advantage Oakland website and doing social media planning. Marketing includes connecting with businesses to raise awareness of the program - a press release went out earlier this week; growing the program – there are 5,000 businesses registered as of July 15; and Buy Oakland – using metrics to see which companies have gotten work from participating, looking at return on investment, etc. These phases of the program will wrap up December 31, 2014. The program is part of ED’s small business center to allow these businesses access to ED services. It is also being incorporated into the Mainstreet program and will be part of the Business Development Team’s talking points. There will be a key -word- specific search so businesses are being told to be very specific about which words they choose. A tool kit is being provided to all Mainstreet communities and chambers of commerce. Commissioners will be provided with a letter to send to their local businesses regarding the program. Once the system is up and running and usable in Oakland County state and national participation is envisioned. So far about $20,000 has been spent on this effort. Program hours are being documented to develop a budget for 2015. Commissioner Gosselin asked to see the budget. He asked how unscrupulous businesses were handled. Ms. Spano indicated that if an unscrupulous business w as identified, they would step in. Commissioner Woodward asked if there would be anything in the database to distinguish between local and larger businesses. Could information other than the baseline of asking a business whether they received any business as a result of the program be obtained to see how much money is flowing out of the area and to set goals like “business shift” to keep the money in Oakla nd County. The goal is to get Oakland County businesses more business in Michigan and beyond and give them the opportunity to grow their sales so they can hire more businesses. One thing this program was set up for was to provide community support to buy local. Ms. Spano explained that the Michigan Economic Development Corporation (MEDC) is looking to get more specific in its program by identifying businesses as general, franchise, etc. They contact companies doing the buying for follow up purposes. After the MEDC Pure Michigan Summit , information was requested on Oakland County businesses. Large amounts of contracts are being awarded in Oakland County. ED has also met with the Michigan Retailers Association. The goal is to first build up the database to promote the businesses. Commissioner Woodward indicated there is a community-based buy local campaign. Across the country locals come together to do public relations to not forget their local businesses and he would like to see in the next few months a way to identify support for partnering with the local programs, identifying their needs and assisting with cash resources . Planning & Building Committee Page 5 July 22, 2014 Ms. Spanos stated that ED does cross-connect with these organizations through social media and if it makes sense they would consider sponsorship to get the brand out . Gershenson moved to recommend approval of the attached suggested resolution. Supported by McGillivray. Motion carried unanimously on a roll call vote . 6. FACILITIES PLANNING & ENGINEERING (FPE) / SHERIFF’S OFFICE (SO) – INTERCOM/CONSOLES REPLACEMENT / VIDEO CAMERA EXPANSIO N PROJECT Facilities is requesting authorization to transfer funds of $500,000 from the Capital improvement Program / Building Fund to the Project Work Order Fund and $2,743,014 from the General Fund Assigned Fund Balance for Building Security Cameras and Consoles to the Project Work Order Fund to replace the Jail Annex Intercom Systems and the Jail Annex Video Camera System, both originally installed in 1989. Both the Main Jail Video Camera System and Jail Annex Video Camera System would be expanded to i nclude the tunnel between the Jail and the Courthouse, Medical Clinic, etc. The original analog cameras will be replaced with IP -based cameras to improve resolution, coverage, efficiency of exporting and finding archived video and ability to view a number of cameras on a single screen. A data fiber backbone would be installed to increase camera and data throughput speed for both video and card scanner systems and consoles will be replaced with a Touch Screen Control System. Berbiglia and Associates, an an nual competitively bid electrical engineering contractor, designed the system and assisted with bidding its selection. The systems were competitively bid and Midstate Security Company of Wyoming, Michigan was the lowest responsible bidder of $2,289,835, C amera Alternate $259,179, Service Contract for Camera System $102,801, Service Contract for Intercom System $163,000. FM labor costs of $25,000, professional electrical engineering services costs of $108,000 and a contingency of $295,199 will yield a total project cost of $3,243,014. Mr. Holdsworth explained that Facilities staff met with the Sheriff to look at his needs comprehensively and the original bid was based on those needs . When the bids came back at over $5 million the focus was changed to value and what was the most efficient way to meet his needs. Commissioner Gershenson asked if bidders were asked if they contributed politically. Mr. Holdsworth indicated not that he is aware of but to contact Purchasing regarding this question. Mr. Holdsworth and Mr. Werner explained that the Capital Improvement Projects (CIP) future projects list includes redoing of the intake area. They are currently working on the sally port and then will do plans to alter the booking area. At the time the $500,000 was placed into the CIP for this project the intent was to replace the intercoms. Once the project went into review they focused on a comprehensive need so that is what brought up the price. Commissioner Woodward asked if they should review the CIP bec ause this is the third project that was either not included in the CIP or larger than what was contained in the CIP. Mr. Holdsworth explained that the CIP goes through the budget process and this project has been in the CIP since 2012. If the comprehen sive project was in the CIP it would have taken up all CIP dollars for the next 2-4 years. There was the opportunity to go to the Budget Task Force (BTF) to have Fund Balance set aside for this project to allow CIP funding to remain for other projects. O ver the past five years the General Planning & Building Committee Page 6 July 22, 2014 Fund contribution to the CIP has dropped. The CIP is a stand -alone fund that reflects what is needed based on what funding is available. Unanticipated projects come up as departments bring those projects to Facilities. If the CIP is finalized for that year then it has to be determined where the funds for these new projects would come from, to juggle CIP projects around and take funds from something else or try to fund a project from other sources. It is possible to scale back the number or cameras or the approach to networking for this project but this would have to be discussed with the project engineer. Commissioner Woodward asked if there were still other needs for this project, such as cameras for the kitchen areas, which he would support in light of incidents that occurred with the same food vendor in the Michigan Prison System. He stated that he would like to see this proposal brought back to committee. Mr. Holdsworth indicated that future plans include additio nal cameras in the main jail areas including the kitchen but not this phase. He would provide a list of additional things that need to be done that were scaled back from the original bid. He could also provide a prioritization of projects that were comin g down the road. It would then be necessary to determine when funding would be available. He suggested they could put placeholders in the CIP for these future projects. Sheriff staff members provided some additional information on the project and priori tization process. Dwyer moved to recommend approval of the attached suggested resolution. Supported by McGillivray. Motion carried unanimously on a roll call vote. Gosselin moved that Facilities come back with a list of priorities, especially for the kitchen area, and what the cost would be to add this to the previous motion. Supported by Dwyer. Motion carried on a voice vote. Commissioner McGillivray asked if they were doing anything with security for South Probation. Mr. Holdsworth reported that the Sheriff did an overall security review of all County buildings a year ago and those recommendations were built into a three -tier priorities Cost out of priority one items was done last August. One of the biggest priorities is South Oakland Probatio n and the Sheriff’s screening stations. The three entrances to the building will be pushed back to one. The BTF will consider this request in early September and it should be General Fund money set aside. The BTF asked to bring all security recommendations to them comprehensively. COMMUNICATIONS A. 2014 Capital Improvement Program 3rd Quarter Report B. Facilities Inspection Tour , Children’s Village School – 6/03/14 – Commissioner Gershenson C. Facilities Inspection Tour , Children’s Village – 07/08/14 – Commissioner Gershenson D. Oakland County Building Authority Minutes –6/11/14 Gershenson moved to recommend approval of the attached suggested resolution. Supported by McGillivray. Motion carried unanimously on a roll call vote. Planning & Building Committee Page 7 July 22, 2014 OTHER BUSINESS/ADJOURNMENT There being no further business to come before the Commi ttee, the meeting adjourned at 11:00 a.m. ____________________________________ _____________________________________ Helen Hanger, Sr. Committee Coordinator Jim VerPloeg, Admin istrative Director NOTE: The foregoing minutes are subject to Committee approval.