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HomeMy WebLinkAboutMinutes - 2017.02.07 - 37039 February 7, 2017 Chairperson Weipert called the meeting to order at 9:34 a.m. in Committee Room A of the Courthouse Auditorium Wing, County Service Center, in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT: Philip Weipert, Hugh Crawford , Gary McGillivray, Bill Dwyer, Tom Berman, Doug Tietz, Nancy Quarles, Janet Jackson COMMITTEE MEMBERS ABSENT WITH NOTICE: None OTHERS PRESENT: EXECUTIVE OFFICE Bob Daddow, Deputy Executive II FACILITIES MANAGEMENT Art Holdsworth, Director Ed Joss, Manager, Planning/Eng. Paul Zachos, Property Management Specialist GREENCASTLE SUBDIVISION Melanie Williams, HOA Secretary HUMAN RESOURCES Sara Kohn, Analyst II PARKS AND RECREATION Dan Stencil, Executive Officer Sue Wells, Opera tions Manager WATER RESOURCES COMMISSIONER Sid Lockhart, Special Projects Manager Mike Walsh, Civil Engineer III BOARD OF COMMISSIONERS Chris Ward, Administrative Director Mike Andrews, Sr. Analyst Connie Srogi, Analyst Jami Monte, Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Weipert led the Pledge of Allegiance. APPROVAL OF THE MINUTES Dwyer moved approval of the minutes of January 17, 2017, as printed. Supported by Crawford. Motion carried on a voice vote. AGENDA Jackson moved to amend the agenda to remove Item #5 and replace it with Facilities Management/Facilities Planning & Engineering - Building Enhancements Project - Jail K-Block Intercom System Replacement. Supported by Tietz. 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 Bill Dwyer Tom Berman Doug Tietz Nancy Quarles Janet Jackson PHILIP WEIPERT Chairperson HUGH CRAWFORD Vice Chairperson GARY MCGILLIVRAY Minority Vice Chairperson Planning and Building Committee Minutes Page 2 February 7, 2017 Motion carried on a voice vote. PUBLIC COMMENT Ms. Williams gave an update on recent findings concerning the water in her home. Commissioner Dwyer stated that the City of Farmington Hills Mayor, Manager, and other City representatives met with representatives from Oakland County yesterday, and he believes that progress has been made to resolve these issues. AGENDA ITEMS 1. OAKLAND COUNTY PARKS AND RECREATION COMMISSION - ACQUISITION OF A 2.7-ACRE PARCEL LOCATED AT 9821 SASHABAW ROAD IN INDEPENDENCE TOWNSHIP, MICHIGAN FOR THE EXPANSION OF IN DEPENDENCE OAKS COUNY PARK The Oakland County Parks and Recreation Commission is seeking approval of a Purchase Agreement between Oakland County and the Schubert Living Trust for the acquisition of 2.7 acres of property in Independence Township. This parcel is immediately adjacent to Independence Oaks County Park and provides opportunity for connectivity from Independence Oaks to Clintonwood Park. Currently, the properties touch at a corner, and the parcel acquisition will allow for a more physical connection between the two in order to provide for hiking, biking, and walking between them . It is proposed to split the property and resell the house , along with one acre of land. Part of the process will be getting a survey and the title work, setting up a closing, and then reselling the property after the split. The full parcel will be purchased for $290,000, which includes the house. After the split, the price range for the sale of the house, along with one acre of the property, is estimated between $265,000-$275,000. McGillivray moved to recommend approval of the attached suggested resolution. Supported by Crawford. Motion carried unanimously on a roll call vote. 2. FACILITIES MANAGEMENT/PARKS AND RECREATION COMMISSION - WATERFORD OAKS - ROWLAND LEASE The Parks and Recreation Commission is seeking approval of a lease agreement between Oakland County and Chris Rowland for a home located on Watkins Lake Road on the Waterford Oaks grounds . This is one of eight residential leases that the Parks system has, mostly with part-time and full-time staff. The lease is for five years, with the monthly rate starting at $807 and going up to $874. Mr. Rowland has been here for almost 10 years and has been a great asset, keeping watch of nearly 7,000 acres of land. Crawford moved to recommend approval of the attached suggested resolution. Supported by McGillivray. Motion carried unanimously on a roll call vote. 3. PARKS & RECREATION COMMISSION - CREATION OF WHITE LAKE OAKS AND LYON OAKS GRILL ROOM POSITIONS The Parks and Recreation Commission is seeking approval for the creation of two (2) teams of dedicated staffing at White Lake Oaks and Lyon Oaks grill rooms. Historically, the vendor who has operated at White Lake Oaks and Lyon Oaks ha s also run the grill rooms. Parks and Recreation believe they are capable of providing better customer service and quality for residents who use the facilities. With the approval for the creation of these positions, Parks and Recreation will take over the grill room operations at White Lake Oaks and Lyon Oaks, beginning in April. The Human Resources Department has assisted with the creation of positions, and Parks and Recreation has also worked with the County Executive’s Office, Risk Planning and Building Committee Minutes Page 3 February 7, 2017 Management, and an outside insurance company to work on the level of insurance, training, and documentation of these positions since they will be serving alcohol. Crawford moved to recommend approval of the attached suggested resolution. Supported by Dwyer. Motion carried unanimously on a roll call vote. Dwyer moved to directly refer the resolution to the Human Resources and Finance Committees. Supported by Jackson. Motion to refer carried on a voice vote. 4. WATER RESOURCES COMMISSIONER - DAN DEVINE DRAIN DRAINAGE DISTRICT DRAIN BONDS - FULL FAITH AND CREDIT RESOLUTION The Water Resources Commissioner is requesting that the Board of Commissioners pledge the full faith and credit of Oakland County for payment of principal and interest on the Dan Devine Drain Bonds in the amount of $1,975,000 to prevent downstre am flooding. The cost of construction, operation , and maintenance are apportioned to Oakland County, the State of Michigan, and the Township of Bloomfield. The resolution shows the interest rate of 6%, but it is expected to be 3% according to the market . Quarles moved to recommend approval of the attached suggested resolution. Supported by McGillivray. Motion carried unanimously on a roll call vote. 5. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING - BUILDING SECURITY ENHANCEMENTS PROJECT - JAIL K-BLOCK INTERCOM SYSTEM REPLACEMENT Facilities Management is requesting to add the Jail K -Block intercom system replacement into the current Priority 2 Building Security Enhancements Project. This system replacement is already included in the Capital Improvement Plan (CIP) under the Priority 3 Building Security Enhancements, and is not scheduled to start until 2018. The intercom system has failed, and getting service or replacement parts is difficult because the system is old. The Sheriff’s Office considers the failure of the system to be a security issue and has requested that it be replaced. Since the funding is already identified in the CIP as part of the building fund, this is not a request for new money, but rather a request to shift the money from Prio rity 3 to Priority 2 in order to allow the replacement of the system at this time. Berman moved to report to the Finance Committee to recommend approval of the attached suggested resolution. Supported by Jackson. Motion carried unanimously on a roll cal l vote. 6. FACILITIES MANAGEMENT - AUTHORIZATION TO NEGOTIATE THE SALE OF OAKLAND COUNTY CAMPUS LAND Facilities Management is requesting authorization to negotiate the sale of Oakland County Campus land to the Road Commission for Oakland County (RCOC). Curr ently, the RCOC’s administration office is located in Beverly Hills, their traffic center is in the basement of the IT building, and their operations center is in a building on property at the corner of Watkins Lake Road and County Center Drive. This property consists of two parcels: one parcel is owned by the RCOC, while the other is owned by Oakland County , which the RCOC leases for $1. This will complement the County in terms of a public service standpoint by having these services, combined with County services, on Campus. Planning and Building Committee Minutes Page 4 February 7, 2017 Mr. Holdsworth stated that two RCOC Board members and the Managing Director were at yesterday’s General Government Committee meeting on another matter , and that he took the opportunity to ask questions regarding this sale. Mr. Holdsworth stated that it was affirmed that it is the intention of the RCOC to move their headquarters and administrative offices , and the traffic operation center into the same location on this property, as well as affirming their interest in owning both parcels of the property . Jackson moved to authorize Facilities Management to enter into negotiations for the sale of 22 acres of County Campus land to the Road Commission for Oakland County . Supported by Crawford. Motion carried on a voice vote. 7. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING - AUTHORIZATION TO RECEIVE BIDS FOR ROOFING REPLACEMENT Facilities Management is seeking authorization to receive bids for campus roofing replacement projects at an estimated cost of $555,500. An inspection of ev ery campus roof is performed annually and then prioritized based upon the results. Based on this year’s assessment, the Jail Annex roof is in need of replacement. Funds for roof replacements are allocated in the CIP. The request for bids will be placed on the Michigan Inter-governmental Trade Network (MITN) system, as opposed to using annual contractors. Upon receipt of the bid results, the lowest responsible bidder will be selected and the project will be brought back to this Committee for approval. Commis sioner Jackson expressed concern regarding the bid process, and Mr. Holdsworth stated that he is willing to meet with her and the Purchasing Department to explain the bid process and to receive feedback. Dwyer moved to authorize the Purchasing Division to receive bids for the 2017 Campus Roofing Replacement Project. Supported by Quarles. Motion carried on a voice vote. 8. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING - AUTHORIZATION TO RECEIVE BIDS FOR PARKING LOT REPAVING Facilities Management is seeking authorization to receive bids for campus parking lot repaving projects at an estimated cost of $384,750. An inspection of every campus parking lot is performed annually and then prioritized based upon the results. Based on this year’s assessment , the Jail/East Visitor Lot and North Oakland Health Center/North Lot parking lots are in need of repaving. Upon receipt of the bid results, the lowest responsible bidder will be selected and the project will be brought back to this Committee for approval. Funds for parking lot repaving are allocated in the CIP. Tietz moved to authorize the Purchasing Division to receive bids for the 2017 Campus Parking Lot Repaving Project. Supported by McGillivray. Motion carried on a voice vote. 9. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING - AUTHORIZATION TO RECEIVE BIDS FOR CAMPUS CENTER DRIVE REPAVING Facilities Management is requesting authorization for the Road Commission for Oakland County (RCOC) to receive bids to repave Campus Drive North and South, and Hospital Drive. The County is responsible for the cost of construction to repa ve the road, but the RCOC covers the expense and takes the lead on the design and bid documents. The RCOC will competitively bid and award the project, as well as oversee the construction. The contract will be between the RCOC and the contractor. Facilities Management will assign Planning and Building Committee Minutes Page 5 February 7, 2017 a project manager to work with the RCOC on this project. The name of the contractor, dollar amount, and bid summary will come to this Committee th rough a resolution for approval of the project. Funds for road repaving are allocated in the CIP. Berman moved to authorize the Purchasing Division to receive bids for the Campus Drive North and South and Hospital Drive Repaving Project. Supported by Qua rles. Motion carried on a voice vote. 10. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING - AUTHORIZATION TO RECEIVE BIDS FOR ANNEX I & CHILDREN’S VILLAGE C, G, & J Facilities Management is seeking authorization to receive bids for the window replac ement project at an estimated total cost of $646,000. Based on this year’s assessment, the Annex I and Children’s Village (CV) C, G, and J Buildings windows are in need of replacement. Upon receipt of the bid results, the lowest responsible bidder will be selected and the project will be brought back to this Committee for approval. Funds for window replacements are allocated in the CIP. Crawford moved to authorize the Purchasing Division to receive bids for the Annex I and Children’s Village C, G, and J Building Window Replacement Project. Supported by Dwyer. Motion carried on a voice vote. 11. 21ST CENTURY INFRASTRUCTURE CO MMISSION REPORT - PRESENTATION Mr. Daddow stated that he was appointed to the 21 st Century Infrastructure Commission in March of 2016. He explained that the Commission consists of 27 members comprising governmental agencies, academics, business representatives, and state department heads. He further explained that the goal was to put together a complete infrastructure picture as to where the State is today and where it needs to go moving forward, as well as cost information. Mr. Daddow presented a printout of a PowerPoint presentation that was broken down into categories consisting of transportation, water, communications, and energy. Mr. Daddow gave an overview of the presentation and discussion was held. Crawford moved to receive and file the 21st Century Infrastructure Commission R eport. Supported by McGillivray. Motion carried on a voice vote. COMMUNICATIONS A. Parks & Recreation Commission Meeting Schedule/2017 Calendar B. Building Authority Minutes - December 14, 2016 C. Economic Development & Community Affairs - 2017 Collaborative Development Council (CDC) Grant - Amendment within 15% of Original Agreement Crawford moved to rece ive and file Communication Items A - C. Supported by Dwyer. Motion carried on a voice vote. Planning and Building Committee Minutes Page 6 February 7, 2017 OTHER BUSINESS/ADJOURNMENT There being no further business to come before the Commi ttee, the meeting adjourned at 10:53 a.m. ______________________________________ _____________________________________ Jami Monte, Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.