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HomeMy WebLinkAboutMinutes - 2016.06.07 - 36984 June 7, 2016 Chairperson Weipert called the meeting to order at 9:30 a.m. in Committee Room A of the Courthouse Auditorium Wing, County Service Center, in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT: Philip Weipert, Robe rt Gosselin, Gary McGillivray, John Scott, Hugh Crawford, Janet Jackson, David Bowman COMMITTEE MEMBERS ABSENT WITH NOTICE: Bill Dwyer OTHERS PRESENT: ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS Irene Spanos, Director FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager, Planning/Eng. Jason Warner, Supv., Planning/Eng. HEALTH AND HUMAN SERVICES George Miller, Director Jody Overall, Manager, Children’s Village INFORMATION TECHNOLOGY Tammi Shepherd, Chief, Application Services Mary Morgan, Supv., Application Services PARKS AND RECREATION Dan Stencil, Executive Officer Phil Castonia, Chief, Business Operations WATER RESOURCES COMMISSIONER Tim Prince, Manager BOARD OF COMMISSIONERS 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 May 10, 2016, as printed. Supported by Crawford. Motion carried on a voice vote. AGENDA Scott moved approval of the agenda, as printed. Supported by McGillivray . Motion carried on a voice vote. 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 June 7, 2016 PUBLIC COMMENT None. AGENDA ITEMS 1. ECONOMIC DEVELOPMENT & COMMUNITY AFFAIRS - 2016 REGION 10 COLLABORATI VE DEVELOPMENT COUNCIL (CDC) GRANT ACCEPTANCE Economic Development & Community Affairs (EDCA) is seeking acceptance of $40,000 in grant monies from the Michigan Economic Development Corporation (MEDC). Wayne and Macomb Counties each received the same amount. This grant will allow EDCA to focus on reaching more businesses. They have an extensive retention call program and visit employers on a regular basis. Even with 500 retention calls, there are over 40,000 businesses that are not reached. EDCA is setting a goal of a 30% increase for the number of businesses reached. Different methods such as digital media, social media, mailings, and other events are planned. This grant money will be used to fund some of those activities , as well as for Manufacturing Day, which will be held on October 7th. Manufacturing Day brings high school students to manufacturing and rapid prototyping facilities to expose them to careers in advanced manufacturing. Scott moved to recommend approval of the attached suggested resolution. Supported by Bowman. Motion carried unanimously on a roll call vote with Dwyer absent. 2. WATER RESOURCES COMMISSIONER - SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) PHASE 2 ENHANCEMENT PROJECT The Water Resources Commissioner is seeking approval for the SCADA Phase 2 Enhancement Project. SCADA is a system that provides critical control and alarms for all the water and sewer systems that WRC operates and maintains. The Phase 1 project was completed earlier this year. The P hase 2 project will extend the functionality of the SCADA system through the point of a second software system called Ignition. Some of the enhancements of the new software include email and text messaging alarms. Currently, alarms go back to safety dispatch , but this will send emails and text messages to the staff themselves in order to respond directly. Other enhancements include expanded improvement in graphics, particularly on mobile devices, tablets, and phones . That information also currently goes back to safety dispatch, but this will provide better graphics for those actually out in the field. Additionally, this will allow easier access to the data and simpler extraction of the data for future engineering projects and future reference. A small pilot was conducted and was successful. This is an approximate $133,000 project with an estimated two- year payback. A direct referral to the Finance Committee has been requested to provide a savings for the Commerce Township water system . They are putting in a new water storage tank and this will allow WRC to program some of the new enhancements into the new software as the programming is incorporated from their remote sites, and will prevent duplication of work. McGillivray moved to recommend approval of the attached suggested resolution. Supported by Crawford. Motion carried unanimously on a roll call vote with Dwyer absent. Scott moved to directly refer the resolution to the Finance Committee. Supported by Gosselin. Motion to refer carried on a voice vote. Planning and Building Committee Minutes Page 3 June 7, 2016 3. PARKS AND RECREATION COMMISSION - RECOGNIZING JULY 2016 AS NATIONAL RECREATION AND PARKS MONTH The Parks and Recreation Commission is requesting recognition of July 2016 as National Recreation and Parks Month. It is an opportunity for the Parks system to c elebrate the benefits of leading healthy and active lifestyles with citizens participating in recreational activities of their choice. T his year is extra special for the Parks system as they’re celebrating their 50th anniversary, and there are a number of activities and promotions planned that can be found at DestinationOakland.com. This allows for an opportunity to promote with the media, and the Parks staff is working diligently to get the word out. Scott moved to recommend approval of the attached s uggested resolution. Supported by McGillivray. Motion carried unanimously on a roll call vote with Dwyer absent. 4. FACILITIES MANAGEMENT/PARKS AND RECREATION COMMISSION - WATERFORD OAKS - LOWE LEASE Facilities Management/Parks and Recreation Commission a re seeking approval of the lease agreement between Oakland County and Brad Lowe to rent real property at the location of 2930 Watkins Lake Road, Waterford, MI 48328. Over time, th e parks system has acquired close to a dozen properties that are rented out by part-time or full-time staff. The purpose of having these houses is largely for being caretakers and security agents for the County , acting as an afterhours watch to protect the property . Scott moved to recommend approval of the attached suggested r esolution. Supported by McGillivray. Motion carried unanimously on a roll call vote with Dwyer absent. 5. FACILITIES MANAGEMENT/FACITILIES PLANNING & ENGINEERING - CHILDREN’S VILLAGE-A EXERCISE YARD EXPANSION PROJECT Facilities Management/Facilities Plann ing & Engineering is seeking approval for the Exercise Yard Expansion Project at Children's Village (CV) -A. CV-A is the girls housing unit at the north end of the CV campus, and has a fenced-in recreation area in the back of the building. It is undersized for what is needed, and has a sand volleyball court. It is accessible from inside of the building and there is an enclosed walkway that goes from that building down to CV-J. There is no good access gate for maintenance vehicles to come in and mow the lawn and maintain the exterior of the building along that section. The proposal is to remove the old fencing , create a new enclosure that is 3,600 square feet larger, and put in a wide double gate from the outside so that maintenance vehicles can be brough t in. One gate would be closed while the other one is open for security purposes. A grass volleyball court would be put in and the landscaping would be reconditioned. Because it will be a larger enclosure and more useful, different recreation programs could be run. The total cost is estimated at $44,000, and the County’s competitively bid annual contractors will perform the work for this project. Ms. Overall stated that donations to CV can be made through a wish list on the website that lists donation items needed, as well as a sign -up to volunteer. If you have items for donation, you may also call the general reception number at (248) 858-1151. Jackson moved to report to the Finance Committee to recommend the Children’s Village-A Exercise Yard Expansion Project. Supported by Bowman . Motion carried unanimously on a roll call vote with Dwyer absent. Planning and Building Committee Minutes Page 4 June 7, 2016 6. FACILITIES MANAGEMENT/FACITILIES PLANNING & ENGINEERING - 2016 PARKING LOT REPAVING PROGRAM PROJECTS Facilities Management/Facilities Planning & Enginee ring is requesting authorization for the 2016 Parking Lot Repaving Program Project. Bids were received for the Central Garage, Oakland Pointe, Powerhouse Drive, and Children’s Village campus parking lots at a total project cost estimated at $1,055,493 . T&M Paving, Inc. of Milford was the lowest responsible bidder. The project will include doing core sampling to determine if the base is stable enough to mill over the top of the existing lot and recap it, or if it needs to be removed all the way to the base. Gosselin moved to report to the Finance Committee to recommend the 2016 Parking Lot Repaving Program Project. Supported by Bowman . Motion carried unanimously on a roll call vote with Dwyer absent. 7. FACILITIES MANAGEMENT/FACITILIES PLANNING & ENGINEER ING - PRIORITY 2 BUILDING SECURITY ENHANCEMENTS PROJECT Facilities Management/Facilities Planning & Engineering is seeking approval of Priority 2 for the Building Security Enhancements Project in the amount of $5,468,500. A security enhancement review wa s conducted by the Sheriff’s Office and projects were categorized into Priorities 1 through 4. These projects are to take place throughout the course of four consecutive years with funds identified in the FY2016 - FY2025 Capital Improvement Plan (CIP). In the last nine months, there have been shootings in Kalamazoo, Kansas, and San Bernardino , reiterating the need for these security enhancements to be completed as timely as possible. Priority 1 took 11 months from the beginning to when the first resolution was presented. The process of costing things out, purchasing procedures for the bidding process, and the original logic of bidding everything together for a better economy of scale price was time consuming. Facilities Management would prefer to expedite the work for Priority 2, and met with Purchasing to come up with a solution that the Budget Task Force (BTF) has also approved. A lot of the work in Priority 1 that has already been competitively bid will be continuing on in different ways, shapes, or forms into Priority 2. There is a set of competitively bid annual contractors, and many of them were selected as the lowest responsible bidder for Priority 1 as well. It is being proposed that any work that can be done by the annual contractors or is a continuation of the work that was done in P riority 1, to use those pre-existing contracts. Any new construction or new purchases as part of Priority 2 would be competitively bid. Discussions were h eld to find out if an economy of scale is achievable , but it was discovered that the construction industry is so busy that the prices are being bid up ward. By using the competitively bid construction managers and annual contractors, the work is performed at the already contracted prices. The money is in the FY2017 CIP, and any costs incurred between now and the end of this fiscal year would be accelerating the funding into this fiscal year; however, the money is already in the building fund according to the five-year CIP that was established in the FY2016 budget. Bowman moved to report to the Finance Committee to recommend the Priority 2 Building Security Enhancements Project. Supported by Crawford . Motion carried on a roll call vote with Dwyer absent, and McGillivray and Jackson voting no . 8. FACILITIES MANAGEM ENT/FACITILIES PLANNING & ENGINEERING - AUTHORIZATION TO RECEIVE BIDS FOR MEDICAL EXAMINER’S OFFICE BRIDGE REPLACEMENT PROJECT Facilities Management/Facilities Planning & Engineering is seeking authorization to receive bids to replace the bridge leading to the Medical Examiner’s Office. The bridge is used for pedestrians and light maintenance vehicles , and is in bad shape. Engineers have determined that it is in need of replacement, Planning and Building Committee Minutes Page 5 June 7, 2016 and grounds vehicles have been instructed not to use it . Several options for the bridge were considered, and it is planned to have a cement culvert system with a walkway over it. Scott moved to authorize the Purchasing Division to receive bids for the Medical Examiner’s Office Bridge Replacement Project. Supported by Craw ford. Motion carried on a voice vote. COMMUNICATIONS A. Facilities Planning & Engineering - Response - Number of Windows Replaced at Children’s Village B. Memo - Facility Inspection Tour, Children’s Village A - Commissioner Janet Jackson, District #21 C. Building Authority Minutes - February 10, 2016 D. Building Authority Minutes - March 9, 2016 E. Building Authority Minutes - April 13, 2016 Scott moved to receive and file Communication It ems A - E. Supported by McGillivray. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT Mr. Holdsworth stated that Fox Automotive leases a five-year license for several parking spots in the back of the Rochester District Court. The license is being renewed, and at the end of the five-year term, it will be competitively bid again. Mr. Holdsworth also stated that window replacements in the CV -J building will be finished in 2017. The FY2017 CIP is being finalized and it will include funding for the rest of the windows. There being no further business to come before the Committee, the meeting adjourned at 10:33 a.m. ______________________________________ _____________________________________ Jami Monte, Committee Coordinator Jim VerPloeg, Administrative Director NOTE: The foregoing minutes are subje ct to Committee approval.