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HomeMy WebLinkAboutMinutes - 2015.08.04 - 36913 August 4, 2015 Chairperson Weipert called the meeting to order at 9:32 a.m. in Committee Room A of the Courthouse Auditorium Wing, County Service Center, in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT: Philip Weipert, Robert Gosselin, John Scott, Bill Dwyer, Hugh Crawford , Janet Jackson , David Bowman COMMITTEE MEMBERS ABSENT WITH NOTICE: Gary McGillivray OTHERS PRESENT: AXE & ECKLUND John Axe, Bond Counsel CENTRAL SERVICES Dave VanderVeen, Director Karl Randall, Manager, Aviation & Transport COMPLIANCE OFFICE Pam Weipert, Compliance Officer Joan Daniels, Buyer II EXECUTIVE OFFICE Phil Bertolini, Deputy County Executive II FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager, Planning/Eng. Jason Warner, Supv., Planning/Eng. Matt MacDougall, Facilities Engineer III Paul Zachos, Property Management Specialist MANAGEMENT & BUDGET Laurie Van Pelt, Director Holly Conforti, Chief, Fiscal Services Lynn Sonkiss, Manager, Fisca l Services PARKS AND RECREATION COMMISSION Dan Stencil, Executive Officer Melissa Prowse, Supervisor, Planning WATER RESOURCES COMMISSION Kelsey Cooke, Sr. Attorney BOARD OF COMMISSIONERS Tom Middleton, Commissioner, District #4 Jim VerPloeg, Administrative Director Connie Srogi, Analyst Jami Monte, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Weipert led the Pledge of Allegiance. APPROVAL OF THE MINUTES Gosselin moved approval of the minutes of July 21, 2015, as printed. Supported by Dwyer. 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 John Scott Bill Dwyer Hugh Crawford Janet Jackson David Bowman PHILIP WEIPERT Chairperson ROBERT GOSSELIN Vice Chairperson GARY MCGILLIVRAY Minority Vice Chairperson Planning and Building Committee Minutes Page 2 August 4, 2015 Motion carried on a voice vote. AGENDA Gosselin moved approval of the Agenda. Supported by Scott. Motion carried on a voice vote. PUBLIC COMMENT None. AGENDA ITEMS 1. DEPARTMENT OF CENTRAL SERVICES – OAKLAND COUNTY INTERNATIONAL AIRPORT – 2015 GRANT PROGRAM ACCEPTANCE – AIRCRAFT RESCUE FIRE FIGHTING (ARFF) TRAINING The Department of Central Services is seeking acceptance of $1,800 from the Michigan Department of Transportation (MDOT) for an annual program of Aircraft Rescue Fire Fighting (ARFF) Training. There is a local grant match of $200 that is available in the Airport fund. Additional joint training is also done with the Waterford Regional Fire Department and White Lake Township Fire Department. Scott moved to recommend approval of the attached suggested resolution . Supported by Dwyer. Motion carried unanimously on a roll call vote with McGillivray & Bowman absent. 2. DEPARTMENT OF CENTRAL SERVICES – OAKLAND TROY AIRPORT – 2015 GRANT PROGRAM ACCEPTANCE – REHABILITATE PARALLEL TAXIWAY AND RUNWAY INCLUDING FINAL PHASE TERMINAL PARKING LOT AND ENTRANCE ROAD AND AIRFIELD PAINT MARKING The Department of Central Services is seeking acceptance of $597,600 from MDOT and $33,200 from the State of Michigan for the development an d improvement of the Oakland Troy Airport. A local grant match of $33,200 is required and available in the Airport fund. Application is not needed, as it is an ongoing program with the State, as our agent, for the federal funds. The grant monies will be used to rehabilitate the parallel taxiway, runway, parking lot, entrance road, and airfield paint markings. Gosselin moved approval of the attached suggested resol ution. Supported by Scott. Motion carried unanimously on a roll call vote with McGillivray & Bowman absent. 3. PARKS AND RECREATION COMMISSION – A PATHWAY TO A HEALTHIER MICHIGAN GRANT ACCEPTANCE The Parks and Recreation Commission is seeking acceptance of $9,200 from the Michigan Recreation and Park Association for the creation of a walking program at Catalpa Oaks County Park. In partnership with the Oakland County Health Division, a series of health and nutrition speakers will be brought in to provide healthy living tips. Enhanced pedometers will be provided to participants of the walking program to help determine a baseline and be able to gauge performance throughout the program. Scott moved approval of the attached suggested resolution. Supported by Jackson . Motion carried unanimously on a roll call vote with McGillivray & Bowman abs ent. Planning and Building Committee Minutes Page 3 August 4, 2015 4. PARKS AND RECREATION COMMISSION – 2015 ROAD COMMISSION FOR OAKLAND COUNTY RIGHTS-OF-WAY TREATMENT FUND AWARD The Parks and Recreation Commission is seeking acceptance of an award of $5,882 from the 2015 Road Commission for Oakland County Righ ts-of-Way Treatment Fund to be used to help fight phragmites and other invasive species at Addison, Independence, Orion, and Rose Oaks County Parks. Matching funds of $4,830 are allocated from the Parks and Recreation fund. The program will treat 1,800 l inear feet of road right-of-way along the border, as well as into the parks. Dwyer moved approval of the attached suggested resolution. Supported by Scott . Motion carried unanimously on a roll call vote with McGillivray & Bowman absent. 5. DEPARTMENT OF FACILITIES MANAGEMENT – RESOLUTION AUTHORIZING THE OAKLAND COUNTY BUILDING AUTHORITY TO FINANCE A NEW ANIMAL SHELTER LOCATED IN OAKLAND COUNTY, MICHIGAN The Department of Facilities Management is seeking approval for the Oakland County Building Authorit y to finance the building of a new animal shelter. Mr. Bertolini stated that this is in the preliminary phase of looking at constructing and moving the animal shelter next to the Sheriff’s Office administration building on campus. Ms. Van Pelt identified good management reasons for doing so, including security that’s already provided by the Sheriff’s Office hav ing 24/7 surveillance, transportation of Jail trustees not having to be taken to the Brown Road site, convenience of location for the therapeutic programs with the Children’s Village, and ultimately the ability to sell the other facility and put it back on the tax rolls. Mr. Axe stated that under the law that bonds are issued, a N otice of Intent needs to be placed in the paper with a 45-day referendum period. Dwyer moved approval of the attached suggested resol ution. Supported by Jackson. Motion carried unanimously on a roll call vote with McGillivray absent . 6. FACILITIES MANAGEMENT/MANAGEMENT & BUDGET – RECOMMENDED PROCEDURES FOR CAPITAL IMPROVE MENT PROJECTS UNDER $50,000 Facilities Management/Management & Budget are seeking authorization to change the administrative approval for capital improvement projects from under $10,000 to under $50,000. Mr. Holdsworth stated that costs of projects have considerably gone up over time, but the threshold has been set at $10,000 for at least the past 35 years. Ms. Sonkiss explained that different best practices were looked at throughout the country, and $50,000 was a n number that a lot of reputable communit ies used, such as Roanoke and Arlington, VA, and San Berna rdino, CA, just to name a few. It was also explained that the funding is coming out of the Capital Improvement Program (CIP), which is approved as a part of the recommended budget; the administrative approval would come from the Director o f Facilities, as well as the Fiscal Officer. Ms. Sonkiss further explain ed that the Finance Committee is presented with a quarterly financial forecast and budget amendment resolution which would include these projects. Mr. Bertolini emphasized that none of the rules or processes would be changed, just the threshold of which projects can be administratively approved. Jackson moved approval of the attached suggested resolution . Supported by Bowman. Motion carried unanimously on a roll call vote with McGillivray absent . Dwyer moved for a direct referral to the Finance Committee. Supported by Crawford. Motion to refer carried unanimously on a roll call vote with McGillivray absent. Planning and Building Committee Minutes Page 4 August 4, 2015 7. FACILITIES MANAGEMENT/PUBL IC SERVICES – AUTHORIZATION TO PROCEED WITH ARCHITECTURAL AND ENGINEERING DESIGN PHASE OF CONSTRUCTING A NEW ANIMAL SHELTER Facilities Management and Public Services is seeking authorization to enter into a contract with a competitively selected Construc tion Manager and amend the contract with the County’s competitively selected annual contractor for architectural and design services at an estimated cost of $435,000. The monies would be an advancement out of the Capital Improvement Program fund and would cover the costs between now and November when the bonds are issued and revenues are provided. The contracted work will be to construct a new animal shelter (as described in Item #5 above) that will be 30,500 square feet , at approximately $245 per square foot. The total cost of the entire project is $15.4 million. The animal shelter will also include a pet adoption center, a veterinary clinic, and is 50% larger than the current shelter. It will be more energy efficient and have air conditioning in all a reas of the building. The expected project timeline is 28 months to construct and open the new animal shelter. Mr. Bertolini stated that information will be brought to both caucuses prior to the full Board meeting on August 13 th. Commissioner Weipert requested to have the information emailed beforehand. Dwyer moved approval of the attached suggested resolution . Supported by Jackson. Motion carried unanimously on a roll call vote with McGillivray absent . 8. DEPARTMENT OF FACILITIES MANAGEMENT – AUTHORIZATION TO NEGOTIATE THE TRANSFER OF BAVARIAN SOFTWATER WATER SYSTEM ASSETS The Department of Facilities Management is seeking authorization to enter into negotiations for the transfer of ownership of a well house facility and water distribution system loc ated in Springfield Township. The Water Resources Commission (WRC) currently operates the system that services 81 apartment units, 72 condominium units, and a few homes. Typically, the WRC operates and maintains sewer and sanitary systems for communities within Oakland County, but it is difficult to work with private entities regarding cost and allocation; overhead and administrative expenses take more effort with this type of system than others. The WRC believes it to be in the best interest of the Coun ty to transfer ownership to the condominium associations or a third party of their choice. Scott moved to authorize Facilities Management and WRC to negotiate the transfer of the Bavarian Softwater Water System Assets with the assistance of Corporation Co unsel. Supported by Jackson. Motion carried unanimously on a roll call vote with McGillivray absent . 9. DEPARTMENT OF FACILIITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING DIVISION – AUTHORIZATION TO RECEIVE BIDS FOR ANIMAL SHELTER CONSTRUCTION MANAGER SERVICES PROJECT The Department of Facilities Management is seeking authorization to receive bids for a construction manager for architectural and engineering design services for the animal shelter construction project. As described in Items 5 and 7 above, a 30,500 square foot animal shelter has been proposed to be designed and built next to the Sheriff’s Office administrative building. Funding will be utilized from the Capital Improvement Program fund to pay for the construction manager until bonds ar e issued in November. Dwyer moved to authorize the Purchasing Department to receive bids for the Animal Shelter Architectural & Engineering Design Services Project. Supported by Jackson . Motion carried unanimously on a roll call vote with McGillivray absent. Planning and Building Committee Minutes Page 5 August 4, 2015 10. DEPARTMENT OF FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING DIVISION – AUTHORIZATION TO RECEIVE BIDS FOR CHILDREN’S CAMPUS CAMERA AND MASTER CONTROL UPGRADES PROJECT The Department of Facilities Management is seeking authorization to re ceive bids for camera and master control upgrades at the Children’s Village Campus. Updating existing cameras and equipment, as well as installation of additional cameras and high quality digital equipment is being proposed in connection to the security study that was done with by Sheriff’s Office. There will be replacement of 219 existing indoor cameras and 29 outdoor cameras, as well as the installment of 265 new cameras indoor and 74 outdoor. In addition, the upgrades will link all the cameras togethe r and bring them to a new control room that gives a better visual and control of the cameras. Scott moved to authorize the Purchasing Department to receive bids for the Children’s Campus Camera and Master Control Upgrades Project. Supported by Jackson . Motion carried on a voice vote. 11. DEPARTMENT OF FACILITIES MANAGEMENT – CAPITAL IMPROVEMENT PROGRAM – DETAILED PROJECT DESCRIPTIONS The Department of Facilities Management supplied the Committee with a detailed write -up of descriptions of projects in the Capital Improvement Program (CIP) that is included in the County Executive’s FY2016-18 Recommended Budget . Where the CIP shows a large number projected for the full year, this list describes and identifies the projects included in that amount. Each of t he individual projects listed will come as a resolution to this Committee for recommendation over the course of the next five years. Gosselin moved to receive and file the Capital Improvement Program – Detailed Project Descriptions. Supported by Scott. Motion carried on a voice vote. 12. DEPARTMENT OF FACILITIES MANAGEMENT – 2016-2025 CAPITAL IMPROVEMENT PROGRAM – BUILDINGS Facilities Management is recommending a conceptual 2016 -2025 Capital Improvement Program for Buildings and possible future needs tota ling $39,108,852, as outlined in the attached report. A concerted effort took place going through every project that is anticipated and that would have a capital component to it, and was included into this summary for buildings. Each one of the projects will come before this Committee for recommendation. Dwyer moved to report to the Finance Committee to recommend the 2016 -2025 Capital Improvement Program - Buildings. Supported by Bowman . Motion carried on a voice vote. 13. DEPARTMENT OF FACILITIES MANAGEMENT – 2016-2025 CAPITAL IMPROVEMENT PROGRAM – UTILITIES Facilities Management is recommending a conceptual 2016-2025 Capital Improvement Program for Utilities and possible future needs totaling $32,876,034 , as outlined in the attached report. A concerted effort was placed into going through every project that is anticipated and that would have a capital component to it, and Planning and Building Committee Minutes Page 6 August 4, 2015 was included into this summary for utilities. Each one of the projects will come before this Committee for recommendation. Bowman moved to report to the Finance Committee to recommend the 2016 -2025 Capital Improvement Program - Utilities. Supported by Scott. Motion carried on a voice vote. COMMUNICATIONS A. Oakland County Airport Committee Minutes – April 16, 2015 B. Memo – Facility Inspection Tour, North Office Building – Commission Bill Dwyer, District 14 Dwyer moved to receive and file Communication It ems A - B. Supported by Bowman. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Commissioner Gosselin asked for an update regarding elevator maintenance. Mr. Holdsworth stated that the South Oakland Health Center, the North Office Building, and two or three here in the Courthouse have been completed. At the start of the new fiscal year, a new resolution regarding remaining elevators will be coming to this Committee. There being no further business to come before the Commi ttee, the meeting adjourned at 10:42 a.m. ______________________________________ _____________________________________ Jami Monte, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.