HomeMy WebLinkAboutMinutes - 1985.07.10 - 38780OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
Julv 10. 1985
The meeting was called to order at 9:44 a.m. by Chairman Lewis Wint in the Facili-
ties and Operations' cafeteria/meeting room.
COMMISSION MEMBERS PRESENT:
Chairman Lewis Wint, Vice Chairman Jean Fox, Secretary Pecky Lewis, Jr., John
Gnau, George Kuhn, Lillian Moffitt, Walter Moore, Richard Wilcox
COMMISSION MEMBERS ABSENT:
Daniel Murphy, Carol Stanley
ALSO PRESENT:
Parks and Recreation
Department of Public Works
Giffels/Hoyem-Basso
Oakland Parks Foundation
Anthony M. Franco, Inc.
Barton-Malow
APPROVAL OF MINUTES:
Ralph Richard, Manager
Jon Kipke, Assistant Manager
C. L. Ross, Chief, Administrative Services
Janet Pung, Public Communications Officer
Joe Figa, Chief, Design and Development
Mike Thibodeau, Chief of Golf
Sheila Cox, Accountant
Arnold Johnston, Chief of Parks
Dan Stencil, Recreation Supervisor
Linda Baker, Public Communications
Diane Petrak, Public Communications
Kevin Shallow, Public Communications
Milton Handorf, Director
Harry Diamond, Consultant
Fran Greenebaum, Executive Director
Dorothy Langan, Account Executive
Vivian Bastow
Moved by Mrs. Moffitt, supported by Mr. Moore to approve the
minutes of the meeting of June 5, 1985, as written.
Motion carried.
APPROVAL OF PAYMENTS:
Moved by Mr. Kuhn, supported by Mr. Gnau to approve the payment
of Vouchers 6-1 through 6-315 and Interdepartmental Payment
Register for May, 1985.
ROLL CALL VOTE:
AYES: Fox, Gnau, Kuhn, Lewis, Moffitt, Moore, Wilcox, Wint (8)
NAYS: (0)
A sufficient majority having voted therefor, the motion carried.
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(Commission Meeting, July 10, 1985)
STATEMENT OF OPERATIONS:
Moved by Mr. Moore, supported by Mr. Lewis to accept the
Statement of Operations as of May 31, 1985.
Motion carried.
ACTIVITIES REPORT:
Moved by Mr. Wilcox, supported by Mrs. Fox to accept the
Activities Report for May, 1985.
Motion carried.
PUBLIC COMMUNICATIONS QUARTERLY REPORT:
Jan Pung and Dorothy Langan reviewed with the Commission the quarterly report
for the months of April through June, 1985, noting articles and programs completed,
and media interviews staff gave.
The Commission accepted the report.
RED OAKS WAVE POOL UPDATE:
Harry Diamond, consultant from Giffels/Hoyem-Basso, stated that per Commission
approval, bids were solicited for construction managers for the Red Oaks Wave
Pool. Five proposals were received; based on their fee bid of 3 3/4% plus reim-
burseables and their credential package, the consultant recommended the selection
of Barton-Malow, which is the same company who completed the Waterford Oaks Wave
Pool. They also recommended the Commission approve the expenditure to have Barton-
Malow complete a fee request. The fee request would cost $29,500, and would be
for the purpose of developing their guaranteed maximum price for the project.
The total cost presented by Barton-Malow will include a contingency which, if
not used, will go back to the Commission. This amount will not be a cost savings
shared with the construction manager.
Staff recommended retaining Barton-Malow as construction manager, contingent
upon the satisfactory negotiation of fees for the guaranteed maximum price.
Moved by Mr. Moore, supported by Mr. Lewis to retain Barton-
Malow as construction manager for the Red Oaks Wave Pool,
contingent upon satisfactory negotiation of fees for a not -
to -exceed figure for the project.
Commissioner Gnau stated the contract should not be approved by a telephone poll,
but rather ratified at a subsequent regular meeting or a special meeting.
Moved by Mr. Kuhn to amend the motion by adding the following
sentence: "As soon as information on the fees is available,
a special meeting will be called for approval, if necessary."
Amended motion failed for lack of support.
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(Commission Meeting, July 10, 1985)
Moved by Mr. Gnau to approve retaining Barton-Malow to present
a construction management contract for approval at the next
Commission meeting.
Meeting failed for lack of support.
Previous motions and amendment were withdrawn from the floor.
Moved by Mr. Gnau, supported by Mr. Moore to authorize an
expenditure not to exceed $29,500 for Barton-Malow to negotiate
their guaranteed maximum price for the Red Oaks Wave Pool
project, and work with staff to present a construction management
contract for Commission approval.
ROLL CALL VOTE:
AYES: Gnau, Kuhn, Lewis, Moffitt, Moore, Wilcox, Wint, Fox (8)
NAYS: (0)
A sufficient majority having voted therefor, the motion carried.
Staff will update Oakland County Commissioners Susan Kuhn and James Lanni on the
progress of the project.
AUDIT:
Chuck Ross received the following information for the purpose of fee comparisons
of local governmental agencies' auditors:
Annual
Budget
Audit Fee
Audit Firm
White Lake Twp.
$ 1.8
Million
$ 6,200
Local
Independence Twp.
3.5
Million
14,000
Local
West Bloomfield Twp.
6.5
Million
20-25,000
Local
Orion Twp.
7.0
Million
15-18,000
National
City of Southfield
56.0
Million
35-50,000
National
Oak. Co. Parks & Rec.
7.0
Million
10,300
Janz & Knight
Mr. Ross noted this type of comparison is being used for professional services con-
tracts, rather than seeking bids, when you are satisfied with a professional con-
tractor and want to continue their services.
Because of their performance and outstanding service over the past seven years,
staff recommended the Commission accept the following proposal from Janz & Knight
to perform the Commission's audit for the years 1985 - 87:
1985
$10,300
1986
10,800
1987
11,300
3 - 3
(Commission Meeting, July 10, 1985)
Moved by Mr. Gnau, supported by Mr. Kuhn to approve the
proposal from Janz & Knight for auditing services for the
Commission at a fee of $10,300 for 1985, $10,800 for 1986,
and $11,300 for 1987, and giving staff authorization to sign
said contract.
ROLL CALL VOTE:
AYES: Kuhn, Lewis, Moore, Wilcox, Wint, Fox, Gnau (7)
NAYS: (0)
A sufficient majority having voted therefor, the motion carried.
GROVELAND OAKS BUILDING DEMOLITION:
Joe Figa informed the Commission one of Groveland Oaks rental homes, located at
8081 Grange Hall Road, was vacated last year. This home is not required for park
security and is in need of repair. Staff is recommending demolishing this building,
and is in the process of receiving bids for the job. Staff received the following
two bids before the deadline. The bid deadline was extended through today; one
additional bid is expected from a company who has been in contact with staff:
Purves $4,500
Elkins 3,000
Staff recommends accepting the low bid from Elkins in the amount of $3,000, unless
the third bid received is lower. Elkins has done work for the Commission in the
past; staff has been pleased with their work.
Moved by Mr. Wilcox, supported by Mr. Moore to award the bid
for the demolition of the rental home at Groveland Oaks located
at 8081 Grange Hall Road to Elkins, in the amount of $3,000.
ROLL CALL VOTE:
AYES: Lewis, Moffitt, Moore, Wilcox, Wint, Fox, Gnau, Kuhn (8)
NAYS: (0)
A sufficient majority having voted therefor, the motion carried.
GLEN OAKS ROOF AND FACADE RENOVATION:
Bids were received for the roof and facade renovation on the Glen Oaks Clubhouse.
Work will include installation of a new slate roof, repairs and/or replacement
of all facia trim, dormers and windows, gutters, and other related work. Two
alternates were included in the bids: Add alternate #1 -- slate roof to be in-
stalled on tower; Deduct alternate #2 -- asphalt shingles in lieu of slate.
The bids are as follows:
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(Commission Meeting, July 10, 1985)
Company Base Alternate 1 Alternate 2
Steyer Roofing Company $206,000 + $ 8,000 - $52,000
Warren
Dave Pomaville & Sons 199,410 + 12,000 - 58,000
Warren
Detroit Cornice & Slate 199,610 + 8,390 - 82,480
Ferndale
Staff went to the Farmington Hills Historical Commission with the proposed work;
they recommended very strongly that we stay with the slate roof. Mr. Figa noted
that, if the slate is cared for properly, this roof should last 50 years, as com-
pared to 10 to 15 years for an asphalt roof.
The consultant reviewed the bids and concurs with staff's recommendation to
award the contract to the low bidder, Pomaville and Sons, in the amount of $199,410,
with Alternate #1 to be a discretionary item. It is also recommended that the
budget amount of $199,410, plus a 5% contingency of $10,000, be approved, for
a total of $209,410. However, if the Commission decided to install an asphalt
roof in lieu of slate, the contract should be awarded to Detroit Cornice and Slate
in the amount of $117,130, plus a 5% contingency of $6,000, for a total budget
amount of $123,130.
Staff is not recommending Commission approval of Alternate #1 at this time; staff
would prefer to wait to see how much repair work will be needed on the underlayment
of the roof. If the contingency is not spent, staff will come back to the Com-
mission for approval of Alternate #1.
Chairman Wint noted that, if Alternate #1 is accepted now, the low bidder would
change to Detroit Cornice and Slate.
Moved by Mr. Moore, supported by Mr. Lewis to award the
contract for the Glen Oaks Clubhouse roof and facade
renovation to the low bidder, Detroit Cornice and Slate,
for the base bid of $199,610, plus alternate #1 in the
amount of $8,390 for the slate roof installation on the
tower. Contract amount will include a 5% contingency
amount of $10,500, for a budget total of $218,500. Funds
for this project will come from the sale of the North-
western property at Glen Oaks.
IZIUMKK.118MT1111a4
AYES: Moffitt, Moore, Wilcox, Wint, Fox, Gnau, Kuhn, Lewis (8)
NAYS: (0)
A sufficient majority having voted therefor, the motion carried.
IRRIGATION SUPPLIES - WHITE LAKE OAKS:
The following bids were received from Purchasing for 600 ft. of 6" PVC pipe and
fittings for White Lake Oaks:
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I
(Commission Meeting, July 10, 1985)
Wilkie Turf
$1,574.15
Sisco
1,569.58
Century Supply
1,738.38
Hodges Supply
No Bid
Federal
No Bid
Larson
No Bid
These irrigation supplies will be installed by park personnel in conjunction with
the capital improvement program to update the total irrigation system at White
Lake Oaks.
Staff concurs with Purchasing's recommendation to award the bid to the low bidder,
Sisco, in the amount of $1,569.58. Approximately $2,000 was budgeted in the Capital
Improvement Program for this project.
Moved by Mr. Wilcox, supported by Mr. Gnau to award the bid
for the purchase of 600 ft. of 6" PVC pipe and fittings for
White Lake Oaks to the low bidder, Sisco, in the amount of
$1,569.58.
ROLL CALL VOTE:
AYES: Moore, Wilcox, Wint, Fox, Gnau, Kuhn, Lewis, Moffitt (8)
NAYS: (0)
A sufficient majority having voted therefor, the motion carried.
WAVE POOL SPECIAL RATES:
Jon Kipke noted that, based on figures reflecting a decline in attendance at the
Wave Pool during the month of August, staff is recommending the following rate
reductions from August 12 through September 3, 1985, to help stimulate a growth
in attendance:
Wave Pool entry fee from $2.50 to $2.00
Waterslide from $3.50 all day to $2.00 all day;
eliminate the 50C per ride.
Affiliated group rate and Twilight rates would remain the same.
Staff is also working on special activities days or evenings, such as "Jaws" Night,
Parents' Night, Teen Night, Hawaiian Night, etc. These programs will require
special pricing, which has not been determined. Staff is requesting authorization
to use its judgment in establishing an appropriate entry fee based upon each in-
dividual program.
Moved by Mr. Kuhn, supported by Mrs. Moffitt to approve the
following special rates for the Waterford Oaks Wave Pool from
August 12 through September 3, 1985:
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(Commission Meeting, July 10, 1985)
Wave Pool entry fee from $2.50 to $2.00;
Waterslide from $3.50 all day to $2.00 all day,
and eliminate the 50(,, per ride fee.
Also, the Commission authorizes staff to implement special
activities programs at reduced rates based on staff's
recommendation.
Motion carried.
1985 MICHIGAN SENIOR OLYMPICS:
Dan Stencil reviewed the Michigan Senior Olympics program, noting past contribu-
tions made by the Commission of manpower, equipment, and technical assistance.
Staff is proposing a contribution of $1,000 annually to this program. Funds for
this year's contribution would come from the Contingency Fund; following years'
contributions will be included in the Operating Budget.
In recognition of this "sponsorship", the Oakland County Parks and Recreation
Commission will be acknowledged in all future promotional flyers, news releases,
public service announcements, event T-shirts, and television/cable coverage.
In addition, the Commission will receive formal recognition at the opening cere-
monies on the day of the event. Placement of promotional banners, the distribution
of printed materials, and the placement of the Commission public display are also
included in this recognition program.
Moved by Mrs. Moffitt, supported by Mr. Lewis to approve the
contribution of $1,000 annually to the Michigan Senior Olympics.
Funds for this contribution will come from the Contingency Fund
for 1985; following years will be included in the Operating
Budget.
Motion carried.
Mr. Stencil noted that invitations will be mailed to each Commissioner to partici-
pate in the opening ceremonies on Saturday, August 17.
FOUNDATION MEMBERSHIP BENEFITS:
Ralph Richard has been working with the Foundation on recommended guidelines for
benefits to members of the Foundation.
These benefits were presented in two packages for individuals, families, non-
profit groups, patrons, corporate memberships, and benefactors. The main difference
between the two packages presented was one package did not separate individual
land family memberships.
The purpose of these benefits is to market for more support of the Oakland Parks
Foundation. In return, the Commission will receive more exposure and promotion.
Staff recommended approving the package incorporating the individual and family
as one group.
3 - 7
(Commission Meeting, July 10, 1985)
Moved by Mr. Gnau, supported by Mr. Lewis to approve the
membership dues benefits package for the Oakland Parks
Foundation as recommended by staff, with the retention
of individuals as a separate benefit group.
Motion carried.
MANAGER'S REPORT:
---The dedication of the Independence Oaks Nature Center June 26 was well received,
with over 140 people in attendance. Vice Chairman Fox presided over the ceremony
for Chairman Wint, who was unable to attend. After the dedication, thank you
notes were sent from the Commission to mayors, state representatives, state senators
and DNR officials for taking time out to attend. Also, a note to staff was sent
on behalf of the Commission.
---Results from the Junior Golf Tournament held June 27 and 28 at Springfield
Oaks and White Lake Oaks were distributed. There were 214 golfers in the event,
our largest turnout in seven years. A note was sent to staff from the Commission
for the fine job they did in running the tournament.
---Three new full-time employees have been hired this past month: Bill Gugan,
General Maintenance Mechanic at Independence Oaks; Jaki Bramble, our new clerical
in the Recreation Section; and Steven VandenBossche, who will be starting work
shortly with Joe Figa in the Design and Development section.
Also, a change in operations has been made. Because of the security problems
at Orion Oaks, Arnold Johnston has been given more responsibility in this area;
to help Arnold out, Dan Smith from Technical Support will be reporting directly
to Jon Kipke.
---Over 900 letters were sent to residents near Orion Oaks regarding riding of
vehicles and bikes on park property. Also, new signs have been installed on the
park site. Ditching on the west and east ends has been completed to limit access.
Moved by Mr. Kuhn, supported by Mrs. Fox to adjourn into
Executive Session.
ROLL CALL VOTE:
AYES: Wint, Fox, Kuhn, Moffitt (4)
NAYS: Moore, Wilcox, Gnau, Lewis (4)
A sufficient majority not having voted therefor, the motion failed.
4ECURTTV
Manager Richard reviewed our present security system and requested Commission
consideration of a proposal to have the Parks Commission implement a new classi-
fication of security/maintenance personnel.
Discussion followed, in which the Commission expressed concerns over amount of
security coverage, and justification of fees charged by the Oakland County Safety
Division in 1984.
Kam:
(Commission Meeting, July 10, 1985)
Commission directed staff to write a letter to the County Executive with a carbon
copy to Glen Dick, Director of Central Services, and Don Kratt, Chief of Security,
requesting a justification of the fees charged by the Safety Division for 1984.
Commission will meet at a later date to discuss this issue when answers have been
received.
PARKS -OWNED HOMES:
Manager Richard reviewed our present parks homes policy adopted May 15, 1970,
noting it has never been enforced. He suggested several changes in rent and
utilities for Commission's consideration.
Discussion followed on legality of changes and salary equity.
Moved by Mr. Wilcox, supported by Mrs. Fox to have the
supplemental homes at Groveland Oaks, White Lake Oaks,
and Springfield Oaks Golf Course be considered for
disposal when they become vacant; that the Commission take
into consideration, during the next salary equity package,
that the free use of these homes is a fringe benefit; and
that the $500 utility allowance set in the Parks Homes
Policy adopted May 15, 1970, be brought up to today's
standards and adhered to.
Motion not acted upon because of lack of quorum. Motion to be brought back to
floor in the next regular meeting for action at that time.
Meeting adjourned at 1:01 p.m.
Pecky D. Lewis, Jr.
Secretary
Karen S. Smith
Recording Secretary
ks
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