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HomeMy WebLinkAboutMinutes - 2017.05.16 - 37064 May 16, 2017 Chairperson Weipert called the meeting to order at 9:31 a.m. in Committee Room A of the Courthouse Auditorium Wing, County S ervice Center, in Pontiac, Michigan. COMMITTEE MEMBERS PRESENT : Philip Weipert, Hugh Crawford , Gary McGillivray, Bill Dwyer, Tom J. Berman, Doug Tietz, Nancy Quarles, Janet Jackson COMMITTEE MEMBERS ABSENT WITH NOTICE: None OTHERS PRESENT : FACILITIES MANAGEMENT Art Holdsworth, Director Paul Zachos, Property Manager Ed Joss, FPE Manager Jason Warner, FPE Supervisor HEALTH & HUMAN SERVICES Kathy Forzley, Director CHILDREN’S VILLAGE Jody Overall, Manager INFORMATION TECHNOLOGY Anita Campbell, Analyst PARKS & RECREATION Dan Stencil, Executive Officer SHERIFF’S OFFICE Doug Molinar, Captain WATER RESOURCES COMMISSIONER Steve Korth, Manager BOARD OF COMMISSIONERS Chris Ward, Administrative Director Michael Andrews, Sr. Analyst Connie Srogi, Analyst Brandon Rusz, Intern Tracy Stolzenfeld , Committee Coordinator PLEDGE OF ALLEGIANCE Chairperson Weipert led the Pledge of Allegiance. APPROVAL OF THE MINUTES Crawford moved approval of the minutes of May 10, 2017, 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 Bill Dwyer Tom J. Berman Doug Tietz Nancy Quarles Janet Jackson PHILIP WEIPERT Chairperson HUGH CRAWFORD Vice Chairperson GARY MCGILLIVRAY Minority Vice Chairperson Planning and Building Committee Page 2 May 16, 2017 APPROVAL OF THE A GENDA Berman moved approval of the a genda, as presented. Supported by Quarles. Motion carried on a voice vote. PUBLIC COMMENT None. AGENDA ITEMS 1. PARKS AND RECREATION COMMISSION – AMENDMENT #1, OAKLAND COUNTY 4-H FAIR ASSOCIATION AGREEMENT SPRINGFIELD OAKS The Parks and Recreation Commission is seeking approval to amend the Oakland County 4-H Fair Association Agreement. The item has been reviewed by t he appropriate departments and w as approved for Automatic Direct Referral to the Finance Committee. The lease with the Oakland County Parks for the Oakland County Fair will be amended to add a paving project to create handicap access through the midway of the fair. The paving will start in late spring to early summer so that it can be completed by the start of the annual fair scheduled in July. The 4-H Fair Association will pay for the paving with no cost to the County. The Parks and Recreation Commission has approved of this resolution. Crawford moved to recommend approval of the attached suggested resolution. Supported by Jackson. Motion carried unanimously on a roll call vote. 2. PARKS AND RECREATION – RECOGNIZING JULY 2017 AS NATIONAL RECREATION AND PARKS MONTH Parks and Recreation is seeking recognition of July as National Recreation and Parks month. Mr. Stencil stated that this resolution is an annual effort, along with the National Parks and Recreation Association, to draw attention to the recreational learning experiences provided and open space created in the parks. McGillivray moved to recommend approval of the attached suggested resolution. Supported by Crawford. Motion carried unanimously on a roll call vote. 3. FACILITIES MANAGEMENT/PARKS AND RECREATION COMMISSION – ADDISON OAKS LEASE – ATKINS-DOVBENKO Facilities Management and the Parks and Recreation Commissio n are seeking approval of a lease between Oakland County and the Atkins-Dovbenko for an Addison Oaks property. The lease is for a 1,600 square foot house at the entrance of Addison Oaks. The lease is for five years beginning Planning and Building Committee Page 3 May 16, 2017 December 31, 2017. Rent is set at $700 a month and increases to $758 at the fifth year. Mr. Stencil explained the benefit of renting the houses on County properties to assist with keeping an eye on the park grounds. Currently eight houses on Parks property with part or full-time staff are rented. Dwyer moved to recommend approval of the attached suggested resolution. Supported by Crawford. Motion carried unanimously on a roll call vote . 4. INFORMATION TECHNOLOGY AND WATER RESOURCES COMMISSIONER – NOTICE OF GRANT AGREEMENT AWARD AND REIMBURSEMENT AGREEMENT BETWEEN OAKLAND COUNTY AND THE US DEPARTMENT OF AGRICULTURE – NATURAL RESOURCES CONSERVATION SERVICE (USDA -NRCS) The Information Technology Department and the Water Resources Commissioner (WRC) are requesting acceptance of a grant agreement award between Oakland County and the US Department of Agriculture – Natural Resources Conservation Service (USDA -NRCS). The USDA- NCRS grant award is $1.8 million. The costs will be shared between Information Technology and WRC. The LiDAR technology has been used for many years for geographic information and its data is highly accurate. Mr. Korth stated that LiDAR technology is better than what is being used now. Dwyer moved to report to recommend approval of the attached suggested reso lution. The Committee further recommends funding for the total County share of the LiDAR Data in the amount of $45,350, split equally between the Water Resources Commissioner’s Office and the Department of Information Technology , be approved. Supported by Jackson. Motion carried unanimously on a roll call vote . 5. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – SHERIFF’S ADMINISTRATION TO RESOURCE CRISIS CENTER STEAM TUNNEL RENOVATION PROJECT Facilities Management/Facilities Planning and Engineering is requesting approval of the Sheriff’s Administration to Resource Crisis Center Steam Tunnel Renovation Project. The steam tunnel that runs between the two buildings is in need of immediate repair. Funds were placed into the Capital Improvement Plan (CIP) fund for this year . George Auch Company is the annual contractor who will be contracting the subcontractors. Steam tunnels throughout the County campus are large enough to walk through and they contain utility wires, IT data lines and electrica l and fiber optic cables. Jackson moved to report to the Finance Committee to recommend the approval of the attached suggested resolution. The Committee further recommends that the County’s annual contractor be used for all materials and labor on this project and that the funding for the total project cost of $2,550,000 including contingency, be approved. Supported by Berman. Motion carried unanimously on a roll call vote. Planning and Building Committee Page 4 May 16, 2017 6. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – FY 2017 WINDOW REPLACEMENT PROJECT Facilities Management/Facilities Planning and Engineering is seeking approval of the Window Replacement Project. The replacement windows will be installed at the Annex and Children’s Village Buildings C, G and J due to broken seals. Hewett Company of Pontiac is the lowest responsible bidder. A few additional annual contractors will be involved for hazardous materials testing and restoration work. Commissioner Jackson requested the current annual contractor list. Dwyer moved to report to the Finance Committee to recommend the approval of the attached suggested resolution. The Committee further recommends that the County enter into a contract with Hewett Co. of Pontiac in the amount of $550,500 and that the funding for the total project cost of $646,000, including contingency, be approved. Supported by McGillivray. Motion carried unanimously on a roll call vote. 7. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – FY 2017 PARKING LOT REPAVING PROGRAM PROJECTS Facilities Management/Facilities Planning and Engineering is seeking approval of the Parking Lot Repaving Program Projects. The funds are included in the CIP for the 2017 fiscal year. The North Oakland Health Center parking lot and the Jail Complex South parking lo t both need replacing. Asphalt Specialists of Pontiac is the lowest responsible bidder. The project costs are $381,534. Additional costs include a survey that was done by engineers and other miscellaneous expenses . The repaving project at the jail cons ists of a smaller square footage than the Health Center. Concrete work is required along the parking lot curb and the sidewalk and leading up to the jail. The North Oakland Health Center has little concrete work to be done. Questions from Committee members regarding lowest responsible bidder were answered. Mr. Joss stated that it is rare that the lowest cost bidder is not awarded the bid. Certain scoring factors, such as past experience and qualifications, are taken into consideration, as well as cost. Most businesses applying for bids are qualified. The Purchasing Division is involved in every step of the bidding process. A brief discussion regarding the bidding process was held. Crawford moved to report to the Finance Committee to recommend the ap proval of the attached suggested resolution. The Committee further recommends that the County enter into a contract with Asphalt Specialists of Pontiac in the amount of $381,534 and that the funding for the total project cost of $449,687 including contingency, be approved. Supported by Berman. Motion carried unanimously on a roll call vote. 8. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – AUTHORIZATION TO RECEIVE BIDS FOR MANDY’S PLACE BEDROOM SEPARATION PROJECT Facilities Management/Facilities Planning and Engineering is seeking authorization to receive bids Planning and Building Committee Page 5 May 16, 2017 for Mandy’s Place Bedroom Separation Project. Mandy’s Place is a facility for both young offenders and abused and/or neglected children. Several large rooms are available to house the children. Ms. Overall stated that there is currently a wing for girls and boys that duplicate each other. Two dorms can accommodate six children each, which can be complicated and possibly problematic. Each of the rooms will be divided up to allow staff to bette r manage the children’s care. The project will place no more than two children in each room , ensuring that the youth are separated according to behavioral issues and special needs . Mandy’s Place currently has capacity for 44 children and the program is operated by Children’s Village. The neglected and abused kids are placed in Mandy’s Place under Department of Health and Human Services (DHHS) contract. Ms. Overall indicated that Children’s Village is operated by Oakland County; however, f or billing purposes, the DHHS pays for the neglected and abused children at Mandy’s Place. Once the bid results are received, the departments will return to present the bid for approval. Dwyer moved to authorize the Purchasing Division to receive bids for t he Mandy’s Place Bedroom Separation Project. Supported by McGillivray . Motion carried on a voice vote. 9. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – AUTHORIZATION TO NEGOTIATE A NEW LEASE FOR THE HEALTH DEPARTMENT WIC PROGRAM Facilities Management is requesting authorization to negotiate a new lease for the Health Department WIC program. The current lease with Walled Lake Schools i s terminating due to the closing of the building. Approximately 750 to 1,000 square feet made up of four of fices and a waiting room is needed. The search has been challenging due to the lack of choices in the area. Ms. Forzley gave a brief history and stated that 1,700 clients come through the Walled Lake location each month. After review ing the data, it was determined that the Walled Lake area is the most ideal location for the program. Crawford moved to authorize Facilities Management to negotiate a new lease for the Health Department WIC Program. Supported by McGillivray. Motion carried on a voice vote. 10. FACILITIES MANAGEMENT/FACILITIES PLANNING & ENGINEERING – AUTHORIZATION TO CONDUCT PRESALE ACTIVITIES FOR 1700 BROWN ROAD Facilities Management is seeking authorization to conduct presale activities for 1700 Brown Road . The new animal shelter is being built and the old space will be closed down. Only 25 acres out of the 40 acres of property available is usable due to wetlands. Presale activities include worth assessment, rezoning and working with Auburn Hills for master planning. The property i s currently zoned as residential, R1A. The master plan for Auburn Hills is undergoing the process to change the zoning to nonresidential. This rezoning process takes approximately three months. The surrounding properties are all industrial zoning, which i s considered the highest and best use in this area. Crawford moved to authorize Facilities Management to conduct Presale Activities for 1700 Brown Road. Supported by McGillivray. Planning and Building Committee Page 6 May 16, 2017 Motion carried on a voice vote. COMMUNICATIONS None. OTHER BUSINESS/AD JOURNMENT There being no further business to come before the Commi ttee, the meeting adjourned at 10:19 a.m. _____________________________________ ___________________________________ Tracy Stolzenfeld , Committee Coordinator Chris Ward, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.