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HomeMy WebLinkAboutMinutes - 1974.11.08 - 38519OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING November 8, 1974 The meeting was called to order at 10:10 a.m. by Chairman E. Frank Richardson in the Parks and Recreation Commission Room. COMMISSION MEMBERS PRESENT: Chairman Richardson, Vice -Chairman Dunleavy, Secretary Wint, Velma Austin, Frances Clark, George Kuhn, Marjorie Walker, Richard Wilcox. COMMISSION MEMBERS ABSENT: William Richards ALSO PRESENT: R. Eric Reickel; Jon J. Kipke; Pauline McCormick; Robert Bomia; Charles Ross; Dr. Montante, County Commissioner; Fred Ellis, Ellis, Arndt & Truesdell, Inc.; Bill Luddy and Dave Durbin, Anthony M. Franco, Inc. APPROVAL OF MINUTES: Moved by Mrs. Austin, supported by Mrs. Clark to approve the minutes of the Special Meeting of September 20, 1974 as written. Motion carried. Moved by Mrs. Clark, supported by Mrs. Austin to approve the minutes of October 11, 1974 as written. Motion carried. APPROVAL OF PAYMENTS: Moved by Mr. Kuhn, supported by Mrs. Walker to approve Vouchers 9-199 through 9-303. Motion carried. Moved by Mrs. Austin, supported by Mr. Kuhn to approve Vouchers 10-1 through 10-178. Discussion followed. Motion carried. STATEMENT OF OPERATIONS: Moved by Mrs. Austin, supported by Mrs. Clark to receive Statement of Operations for September, 1974. Motion carried. (Commission Meeting, November 8, 1974) RESOLUTION -CITY OF SOUTHFIELD: Moved by Mrs. Austin, supported by Mrs. Walker to adopt the following resolution: WHEREAS, the City of Southfield, Department of Parks and Recreation, is one of the Grand Award Winners of the 1974 National Gold Medal Awards sponsored by the Sports Foundation, Inc., recently awarded at the Annual Congress of the National Recreation and Park Association held in Denver, Colorado; and WHEREAS, this award is given in recognition of their excellence in park and recreation management; and WHEREAS, achieving this award is an indicator of the success and continued growth of a community supported activity; and WHEREAS, Southfield is an outstanding example of a progressive community in Oakland County, NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation Commission does hereby recognize and honor the Southfield Department of Parks and Recreation for their excellence in professional management and program achievement. Discussion followed. Motion carried. ADMINISTRATION -OFFICE REMODELING: Mr. Reickel explained the plan prepared by DFO for remodeling the administrative offices to accomodate additional personnel and allow for a more efficient operation. Staff recommended acceptance of the plan at an estimated cost of $3000 - $3500, rather than build new offices as was projected in the original Waterford -Oaks Master Plan. The Technical Support Division of Parks and Recreation would furnish labor for this project. Moved by Mr. Kuhn, supported by Mrs. Walker to proceed with remodeling of Administrative Offices at an estimated cost of $3500 for materials; labor to be furnished by staff people. Motion carried. WHITE LAKE -OAKS, MANAGER'S OFFICE: Mr. Reickel stated the necessity of relocating the manager's office at White Lake -Oaks due to a severe storage problem and safety factor. - 2 - (Commission Meeting, November 8, 1974) The project would require a minor addition to the building and would permit the concessionaire to use the present office for storage space. Relocation of the manager's office would allow for better adminis- tration and observation of golf course activities. Estimated cost of project would run between $7000 to $10,000, with our forces supplying the labor. Discussion followed on cost factor. Moved by Mr. Wilcox, supported by Mr. Dunleavy to table; staff to provide further details at next meeting. Motion carried. INDEPENDENCE -OAKS PHASE I - AWARDING OF BIDS: Mr. Fred Ellis presented the tabulation of bids received on November 6, 1974 for Phase I Construction of Independence -Oaks Park. Proposals were requested on nine separate portions of the work in an effort to get the lowest price but response was poor in some areas due to contractors' reluctance to work in cooperation with other firms. The following bids were received on the Mechanical, Electrical, Wells, Pumps, Controls & Water Lines. Mr. Ellis recommended the contract be awarded to the low bidder in each category. MECHANICAL *Beuter-O'Flynn $32,900.00 Eames & Brown 50,590.00 Johnson -Wood 48,720.00 Lyons Plumbing & Heating 49,518.00 Kruchko Co. 40,800.00 ELECTRICAL *Demers Electric 22,728.00 F. W. Moote, Inc. 22,950.00: Schultz Electric 25,800.00 WELLS, PUMPS, CONTROLS & WATER LINES .Robert Coon *James N. Layman *Low Bidder 22,479.86 13,300.00 Moved by Mr. Kuhn, supported by Mr. Wint to award mechanical contract to Beuter-O'Flynn for $32,900; electrical contract to Demers Electric for $22,728; Wells, Pumps, Controls & Water Lines to James N. Layman for $13,300 for First Phase Construction of Independence -Oaks Park. Discussion followed on remaining areas of construction. - 3 - (Commission Meeting, November 8, 1974) Moved by Mr. Kuhn, supported by Mr. Wilcox to clarify specifications regarding various quantity and unit take -offs for the following construction trades: septic system work; site and grading; architectural work; pre- cast work and landscaping and that these portions of the contract be submitted for rebidding. Motion carried. INDEPENDENCE -OAKS FENCING: Staff requested permission to prepare the necessary documents to receive bids for partial boundary fencing at Independence -Oaks Park. Mr. Reickel stated the initial phase of fencing would encompass approximately one-half the park and include those areas most vulnerable for good security for the patrons. Estimated cost of project is $93,000 for 4,000 ft. of 6' chain link fence, 6,650 ft. of 6' 2x4 vertical woven wire mesh security fence and four chain link gates. Moved by Mr. Wilcox, supported by Mrs. Walker to authorize staff to proceed with bids for fencing at Independence -Oaks Park. Motion carried. SPRINGFIELD-OAKS, QUINLAN PROPERTY: Mr. Reickel explained that staff had worked through the County Real Estate Division to acquire 20.59 acres of property, owned by Frank Quinlan, on the west boundary of Springfield -Oaks Golf Course. Acquisition of the property would allow an adequate amount of acreage to expand the front nine holes. Mr. Quinlan agreed to accept $49,000 as the purchase price on a land contract; $14,200 down and balance of $34,800 to be paid in January, 1976. Staff recommended the Commission proceed with the purchase based on the long range value of the property to the Parks Commission. Discussion followed on appraisals and assessed valuation of the property. Moved by Mr. Wint, supported by Mrs. Clark to approve staff recommendation and authorize the Chairman to sign the Purchase Agreement in the amount of $49,000. Motion carried with Mr. Dunleavy abstaining. Mr. Wilcox suggested that, in the future and whenever possible, we solicit appraisers in the general area we want appraised. - 4 - (Commission Meeting, November 8, 1974) SPRINGFIELD-OAKS, AERIAL PHOTOS: The following three bids were received for the aerial photo survey of the Springfield -Oaks complex: AirLand Surveys $1,865.00 Stereofoto Inc. 2,135.00 Abrams Survey Corp. 2,680.00 Discussion followed. Moved by Mr. Wilcox, supported by Mr. Dunleavy to award the contract to the low bidder, AirLand Surveys in the amount of $1,865.00 for aerial photography at Springfield -Oaks. Motion carried. PUBLIC INFORMATION PROGRAM: Chairman Richardson requested action from the Board for the purpose of contracting with the firm of Anthony M. Franco, Inc., public relations counselors, to prepare a communications program for the Commission. Monthly retainer fee to be $1200 ($14,400 per annum). The eventual goal of program, once it has matured and gained satisfactory momentum, is for the Commission to hire its own communications director on a full-time basis. This is estimated to take place no later than two years from this date. The firm will have the responsibility to establish and maintain an effective relationship and liaison with all news media. They will review the current system of news distribution employed by the Commission in order to insure Uniformity and accuracy of all materials issued on behalf of the Commission. They will review all collateral and promotional materials presently used, submit recommendations to strengthen this program and help the Commission develop effective policy guidelines covering the use of the facilities; will counsel in the planning and promotion of special events as well as the promotion of unique facilities available to the public within the park system. Franco will conduct a thorough audit of all the Commission's present programs. They will establish guidelines which could be used in modifying certain approaches to the Commission's communications activities as well as to add a certain dimension of creativity to the Commission's existing techniques of operation. Moved by Mr. Wint, supported by Mrs. Walker to adopt agreement and sign contract with Anthony M. Franco, Inc., as public relations counsel for the Oakland County Parks and Recreation Commission. Motion carried. - 5 - (Commission Meeting, November 8, 1974) RED RUN DRAIN: Mr. Reickel reported five consultants had given presentations as to how they would address the Red Run Drain and master plan for its ultimate use as a park. Of the five, staff narrowed the choice to two firms; Vilican-Leman Associates and the combined firms of Siegal & Associates, Inc., and Eichstead, Grissim & Young. Mr. Bomia stated the qualifications and merit of each proposal appeared equal. Because of their apparent_ equal capabilities in performing the design services required for this project, fee schedules were requested from both firms: Phase I -(A) Compilation of data; produced in written reports (B) Graphic presentations and (C) Master Plan, preliminary Vilican-Leman Associates $14,800 Siegal,& Eichstedt, Grissim and Young $25,000 Phase II - Detailed Master Plan and bound report based upon the preliminary plan and conclusions. This portion is to include phased development, cost and park operation, maintenance and programming. Vilican-Leman Associates $11,500 Siegal, & Eichstedt, Grissim and Young 11,500 Moved by Mrs. Clark, supported by Mrs. Austin that that Parks and Recreation Commission hire the firm of Vilican-Leman & Associates as consultant for the Red Run Drain. Discussion followed. Motion carried. DIRECTOR'S REPORT: Mr. Reickel reported on his speaking engagement before the South Oakland Mayors' Association in October. The managers' residences at Groveland-Oaks and Independence -Oaks will be advertised for bid next week. Meeting scheduled on Thursday, November 14th at 3:00 p.m. at Springfield -Oaks Clubhouse to review the 4-H Master Plan. Meeting scheduled for Wednesday, November 20th at 9:30 a.m., Parks and Recreation Commission Room to review the Groveland-Oaks Master Plan. Chairman Richardson introduced Dr. Montante, County Commissioner. Meeting adjourned at 12 o'clock noon. Lewis Wint, Secretary - 6 - Betty Guest, Recording Secretary