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HomeMy WebLinkAboutMinutes - 1987.02.18 - 38811OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING February 18. 1987 The meeting was called to order at 9:12 a.m. by Chairman Lewis Wint in the Parks and Recreation Commission's Conference Room. COMMISSION MEMBERS PRESENT: Chairman Lewis Wint, Vice Chairman Jean Fox, Secretary Pecky Lewis, Jr., George Kuhn, Richard Kuhn, Jr., Thomas Law, Daniel Murphy, Ralph Nelson, John Olsen, Richard Vogt ALSO PRESENT: Parks and Recreation Department of Public Works Oakland County Purchasing 4-H Grainger Associates Oakland Press Oakland Parks Foundation Private Citizen Ralph Richard, Manager Jon Kipke, Assistant Manager Chuck Ross, Chief, Administrative Services Mike Thibodeau, Chief of Golf Joseph Figa, Chief, Design and Development Janet Pung, Public Communications Officer Gloria Buchanan, Account Clerk II Brad Baker, Recreation Supervisor Dan Stencil, Chief of Parks Mary Zednik, Public Communications Asst. Ben Castle, Intern Jenine Kaznowski, Intern Jerry Scarborough, Technical Support Milt Handorf, Director Lloyd Hampton, Chief of Purchasing Joseph Hylla, Buyer L.C. Scramlin Dan Parks, Architect Scott Simons, Reporter Fran Greenebaum, Executive Director Harold Keetch Chairman Wint welcomed new commissioners Richard Kuhn, Jr. and Thomas Law. APPROVAL OF MINUTES: Moved by Mr. Lewis, supported by Mrs. Fox to approve the minutes of the meeting of January 16, 1987, as written. Motion carried. APPROVAL OF PAYMENTS: Moved by Mr. G. Kuhn, supported by Mr. R. Kuhn to approve the payment of Vouchers 12-402 through 12-436, 1-1 through 1-85 and 2-1 through 2-135; Interdepartmental Payment Register for January, 1987; and Trans- fer Voucher Register for November and December, 1986. 3 - 1 (Commission Meeting, February 18, 1987) ROLL CALL VOTE: AYES: Fox, G. Kuhn, R. Kuhn, Law, Lewis, Nelson, Wint (7) NAYS: (0) A sufficient majority having voted therefor, the motion carried. ACTIVITIES REPORT: Moved by Mr. Nelson, supported by Mr. Law to receive the Activities Report for January, 1987. Motion carried. 4-H FAIR CHANGE: A request has been received from the Planning and Building Committee for an opinion on the possibility of changing the 4-H Fair to an Oakland County Fair, which would be open to the general public. Brad Baker noted that the fair has experienced a drop in attendance over the past several years. However, the 4-H Fair Board has mixed emotions over the proposed change --not totally in favor of the change, but might consider it if the County would be willing to help with some type of funding. Mr. Richard noted that the change would have no effect on the Parks and Recreation Commission's involvement in the fair; we would still provide maintenance for the facility. Therefore, staff recommended informing the Planning and Building Com- mittee that the Parks and Recreation Commission would have no objection to this change. Commissioner Olsen felt it would be irresponsible for the Parks Commission to put forward to the Oakland County Board of Commissioners a recommendation that would require more funds. Commissioner Lewis suggested that it might be best to have a more in-depth study completed on the subject before a decision is made. Moved by Mr. G. Kuhn to table the question of the 4-H proposed change. Motion withdrawn. Moved by Mr. Olsen, supported by Mr. Lewis to recommend to the Plan- ning and Building Committee of the Oakland County Board of Commis- sioners that the 4-H Fair remain as is. ROLL CALL VOTE: AYES: G. Kuhn, R. Kuhn, Law, Lewis, Murphy, Nelson, Olsen, Vogt, Wint, Fox (10) NAYS: (0) A sufficient majority having voted therefor, the motion carried. 3 - 2 (Commission Meeting, February 18, 1987) POLE BARN - SPRINGFIELD OAKS YAC: L.C. Scramlin, on behalf of 4-H, met with staff to discuss the possibility of erecting another pole barn at the Springfield Oaks YAC. This barn, approximately 104 ft. x 100 ft., would be placed in the field behind the rabbit barn and would be used for indoor horse shows and other activities. This barn will eliminate the need to rent tents for the livestock during the Fair, which costs approximately $7,500 annually. Funds for this project, estimated at $50,000, will be raised entirely by 4-H. Staff will work with 4-H on site location for the new barn. Staff recommended the Commission support this project and forward 4-H's request to the Planning and Building Committee for their approval. Moved by Mr. Vogt, supported by Mrs. Fox to support 4-H's request for the erection of a 104 ft. x 100 ft. pole barn at the Springfield Oaks YAC, and to forward this request to the Oakland County Board of Commis- sioners' Planning and Building Committee for their approval. Motion carried. PURCHASING BID POLICIES AND PROCEDURES: Staff received a letter from Purchasing in response to the bids the Commission approved on the golf score cards and golf tees at their meeting of January 16. Purchasing noted that, in accordance with state law, buyer must award to the lowest qualified or responsible bidder; proof of irresponsibility falls to the buyer. Commissioner Fox noted that, in deference to those businesses in Oakland County supporting the Parks Commission with the 4-mil tax, the Commission should give additional consideration to their bids when they come in close to the low bid. Commissioner Murphy noted that the bid process protects both the Commission and the taxpayers. It's possible, however, for the Commission to send Requests for Proposals in different situations; that process gives the buyer more freedom of choice. Commissioner Murphy recommended that, since the purchase orders have already been issued for those items approved at the last meeting, the Commission take no further action unless the bids are challenged. BID ITEMS: As per the information filed in the agenda, the following bid items have been approved: Moved by Mr. Murphy, supported by Mr. G. Kuhn to award the bid for the purchase of 10,000 banquet/meeting facilities brochures for the Adminis- tration to the low bidder, TAC Business Forms, in the amount of $1,011.40. Cost of the brochures will be shared equally with Oak Management Corp. Motion carried. 3 - 3 (Commission Meeting, February 18, 1987) Moved by Mr. G. Kuhn, supported by Mr. Vogt to award the bid for the installation of Pella vinyl -clad replacement windows at the park super- visor's residence at Groveland Oaks to the low bidder, Home and Door Products, in the amount of $6,848.42. ROLL CALL VOTE: AYES: R. Kuhn, Law, Lewis, Murphy, Nelson, Vogt, Wint, G. Kuhn (8) NAYS: Olsen, Fox (2) A sufficient majority having voted therefor, the motion carried. Moved by Mr. Murphy, supported by Mr. Nelson to award the bid for the purchase of a Hilton Audio Sound System for the Waterford Oaks Activities Center to the manufacturer, Hilton Audio, in the amount of $2,143.00. Motion carried. Moved by Mrs. Fox, supported by Mr. G. Kuhn to award the bid for the purchase of an OTC #1820 mobile lifting crane for Technical Support to the low bidder meeting specifications, Stuart Tool, in the amount of $1,886.20. Motion carried. Moved by Mr. Olsen, supported by Mrs. Fox to award the bid for the purchase of a John Deere 210C back hoe/loader for Technical Support to the low bidder meeting specifications, AIS Construction, in the amount of $33,000.00. Motion carried. Moved by Mr. Vogt, supported by Mr. Law to award the bid for the pur- chase of a panel saw and accessories for Technical Support to Marsh Power Tools in the amount of $1,500.00. Motion carried. Moved by Mr. Lewis, supported by Mr. Law to award the bid for the pur- chase of a Case trencher with digging chain for Technical Support to Gregware Equipment in the amount of $30,404.53. Motion carried. NEW ADMINISTRATION OFFICE BUILDING UPDATE: Dan Parks, Grainger Associates, reviewed the final design plan of the building, noting changes made in the commission room and lobby per the Commission's request 3 - 4 (Commission Meeting, February 18, 1987) from the last update. The building will be a wood frame structure with approxi- mately 9200 sq. ft. and has been designed for ease in expansion to meet any future needs. Staff recommended Commission approval of the design with authorization for staff to go out for bid. Moved by Mr. G. Kuhn, supported by Mr. Law to approve the design of, and to authorize staff to go out for bids for, the proposed administration office building. ROLL CALL VOTE: AYES: Law, Lewis, Murphy, Nelson, Olsen, Vogt, Wint, Fox, G. Kuhn, R. Kuhn (10) NAYS: (0) A sufficient majority having voted therefor, the motion carried. RECREATION SERVICES DIVISION RESOLUTION: Staff recommended Commission approval of a resolution requesting the State's con- sideration to reinstate Recreation Services as a separate division within the Department of Natural Resources. Moved by Mr. Lewis, supported by Mr. Nelson to adopt the following resolution: WHEREAS, the Recreation Services Division of the Department of Natural Resources was established by Public Act #326 of 1965 to provide technical assistance and support to local programs, municipalities, and governmental units; and WHEREAS, the Recreation Services Division has worked with communities and governmental units to develop recreation plans and grant applications; and WHEREAS, the Oakland County Parks and Recreation Commission has benefited directly from Recreation Services Division and the grant program (Land and Water Conservation Fund, Recreation Bond and Michigan Land Trust Fund), evidenced by projects and dollars such as: Addison Oaks Phase I $242,000.00 (Land and Water Conservation Fund) Groveland Oaks Phase II 139,500.00 (Land and Water Conservation Fund) Independence Oaks Wetlands Acquisition 387,000.00 (Michigan Land Trust Fund) 9�1 (Commission Meeting, February 18, 1987) Springfield Oaks Ellis Property 53,700.00 (Land and Water Conservation Fund) Waterford Oaks Phase I (Wave Pool) 749,833.28 (Recreation Bond) and others; and WHEREAS, recently the DNR Administration has developed several reorganizational policies that may impact the delivery of this valuable service in a negative light. NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation Commission does hereby express its sincere appre- ciation for the support and services rendered from the State, through the Recreation Services Division, to the citizens of this county; and 1. The Recreation Services Division remain independent and in a place of special prominence in the DNR: 2. The Division maintain its posture as the primary motivator for the development of recreation oriented facilities and programs for the State through technical and financial support. BE IT FURTHER RESOLVED, that DNR Administration and Staff be duly recognized for their dedication to the enhancement of the lifestyles of the citizens of Michigan. Motion carried. INVESTMENT PRIORITIES FOR PUBLIC RECREATION RESOLUTION: The General Government Committee and Planning and Building Committee forwarded a copy of a resolution they received from the cities of Lathrup Village, Berkley, and Oak Park requesting support for an action plan for funding maintenance and operations of public parks and recreation facilities from the State's bottle deposit escheat money. Staff recommended support of the resolution, noting that it would help revitalize local facilities. Discussion followed. Moved by Mr. Lewis, supported by Mr. Nelson to forward a letter to the General Government Committee and Planning and Building Committee of the Oakland County Board of Commissioners stating it is the policy of the Oakland County Parks and Recreation Commission that state or federal funds/subsidies should be used for acquisition or development only, not maintenance which is the responsibility of the community, and to have the Oakland County Parks and Recreation Commission be con- sidered a local community in this concern. Motion carried. K�91 (Commission Meeting, February 18, 1987) CATALPA PARK RESOLUTION: Staff noted that a letter has been received from the City of Southfield requesting the Parks Commission adopt a resolution in support of their Catalpa Park project. Staff recommended Commission authorize staff to send a letter to the Planning and Building Committee stating the Oakland County Parks and Recreation Commission has no future interest in that site; and, if the City of Southfield is willing to make a commitment of $500,000 for the project, the Commission would encourage the Oakland County Board of Commissioners to approve a longer term lease with the City for that land. Moved by Mr. Olsen, supported by Mr. Lewis to authorize staff to send a letter to the Planning and Building Committee of the Oakland County Board of Commissioners regarding the City of Southfield's Catalpa Park resolution, stating only that the Oakland County Parks and Recreation Commission has no future plans for the use of that facility. Motion carried. GOLF DOME LEASE - RED OAKS DRIVING RANGE: Staff and Chairman Wint will be meeting with Oakland Golf Dome Associates regarding some changes the lessee is proposing in the lease. Staff will report back to the Commission when further information is available. COMMISSION -OWNED HOUSES: Staff included in the agenda a copy of a memo to Personnel Director Ken Burchill which summarized a meeting staff held with employees living in Commission -owned houses. Staff recommended Commission approval of the program and requested the Commission amend their policy on Commission -owned houses to include the agreement as stated in the memo. Moved by Mr. Olsen, supported by Mr. G. Kuhn to approve the utilities/ rent program as presented by staff for those employees living in Commission -owned houses with the following change: 1990: Meetings with the appropriate personnel to begin now with the aim to establish an equitable rent program to be implemented in 1990. Staff will work together with employees and Personnel to set a value on the serv- ices provided by those living in the homes, which could be used as a basis to reduce the rent that would be charged beginning in 1990. It was suggested that staff consider two job descriptions for those positions: One for those living in the homes and one for those not living in the homes. People hiring into these positions in the future will then be able to make an informed choice with the rent program and additional responsibilities required. 3 - 7 (Commission Meeting, February 18, 1987) Commissioner Murphy, along with Dan Stencil, expressed concern with the question of whether or not all of the employees involved understand that they will be paying some rent or will be involved in a rent program in 1990. Staff felt confident that that was the understanding with all parties concerned. Commissioner Murphy felt the Commission should first make sure the employees involved understand the intention is to begin the rental program in 1990, then proceed with the work sessions on the rent and job descriptions. Moved by Mr. Olsen, supported by Mr. Murphy to table the motion. ROLL CALL VOTE: AYES: Murphy, Nelson, Wint, R. Kuhn, Law (5) NAYS: Lewis, Olsen, Vogt, Fox, G. Kuhn (5) A sufficient majority not having voted therefor, the motion failed. Discussion followed. Moved by Mr. Olsen, supported by Mr. R. Kuhn to authorize staff to postpone further discussion to the next meeting. Staff was directed to receive assurance from employees living in the parks -owned houses that they understand staff's intention to propose a rent program scheduled to begin in 1990. Motion carried. HOUSE DEMOLITION - GROVELAND OAKS: Moved by Mrs. Fox, supported by Mr. Nelson to authorize staff to go out for bids for the demolition of the Chief of Parks' residence at Groveland Oaks. Motion carried. OAKLAND PARKS FOUNDATION: ---Executive Director Fran Greenebaum reviewed the Winter Family Fun Day held on Sunday, February 1, noting the Foundation received $1,770 from the fund raiser. ---Have received excellent publicity for the next fund raiser, Evita, which will be held on Saturday, March 14 at the Birmingham Theatre. Please let Fran know if you wish to order tickets. MANAGER'S REPORT: Manager's Report is as filed in the agenda. Next meeting will be Wednesday, March 4, 1987, at 9 a.m. Meeting adjourned at 12:14 p.m. Pecky D. Lewis, Jr. Karen Smith Secretary Recording Secretary 3 - 8 ks