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HomeMy WebLinkAboutMinutes - 1989.05.03 - 38861OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING May 3, 1989 The meeting was called to order at 9:10 a.m. by Vice Chairman Jean Fox in the Commission Room of the Parks and Recreation Commission's administration office. COMMISSION MEMBERS PRESENT: Vice Chairman Jean Fox, Secretary Pecky D. Lewis, Jr., Fred Korzon, Richard Kuhn, Jr., Thomas Law, John Olsen, Richard Vogt COMMISSION MEMBERS ABSENT: Chairman Lewis Wint, George Kuhn, Alice Tomboulian ALSO PRESENT: Parks and Recreation Central Services Oakland Parks Foundation TRUSTY PROGRAM: Ralph Richard, Manager Jon Kipke, Assistant Manager Sheila Cox, Accountant Joe Figa, Chief, Design and Development Mike Thibodeau, Chief of Golf Daniel Stencil, Chief of Parks Steve Vanden Bossche, Engineering Aide Margit Beutel, Architectural Engineer Janet Pung, Public Communications Officer Susan Wells, Recreation Supervisor Ray Hull, Assistant Park Supervisor Carole Ann Lippincott, Intern Glen Dick, Director Fran Greenebaum, Executive Director Staff reported on a successful first two months of the Camp Oakland Trusty Work Program. This 10-man work crew has been performing maintenance work in the parks at a cost to the parks of $2.50/man/day. Camp Oakland provides transportation, meals, and supervisors. The parks have derived a great benefit from this program, which may be expanded to two each 10-man crews. In response to the Commission's inquiry, staff noted that they are working with Risk Management on the problem of possible liability in the event of a conflict between the trustees and the public in the parks. Commissioner Vogt arrived at 9:27 a.m.; Commissioner Law arrived at 9:30 a.m. APPROVAL OF MINUTES: Moved by Mr. R. Kuhn, supported by Mr. Korzon to approve the minutes of the meeting of April 19, 1989, with the following correction: Page 3-2, 4th paragraph, add the following phrase after "Staff recom- mended the following:" --"Have the Commission build four (4) courts at a cost of at least $95,000." Motion carried. 3 - 1 (Commission Meeting, May 3, 1989) APPROVAL OF PAYMENTS: Commission questioned the fees paid to the Safety Division for the security serv- ices at the parks compared to the fees of the Oakland County Sheriff's Department or private security firms. Staff noted that it has been approximately two years since a comparison was done. Commission requested a copy of information listing number of officers, where stationed, the hours of security coverage required, etc. Commission questioned the purpose listed for Invoice #45 on the Interdepartmental Payment Register. Staff will correct it to read as follows: "Mileage paid to Oakland County Commissioners R. Kuhn and T. Law for meeting of 1/4/89 and 2/l/89 - Admin, and Government Finance Officers Association membership for Chief of Ad- ministration. Moved by Mr. Lewis, supported by Mr. Korzon to approve the payment of Vouchers 3-288 through 3-289 and 4-1 through 4-371; the Interdepart- mental Payments for the February charges paid in March and March charges paid in April; and the Transfer Vouchers for the March charges. Motion carried. STATEMENT OF OPERATIONS: Moved by Mr. Olsen, supported by Mr. Law to receive the Statement of Operations for the month ending March 31, 1989. Motion carried. ACTIVITIES REPORT: The Activities Report for March, 1989, was accepted. AUDIT REPORT: Moved by Mr. Olsen, supported by Mr. Vogt to amend the 1988 Operating Budget to $6,991,406 in order to be in compliance with the Michigan Uniform Local Budgeting Act and the Commission By -Laws, and to receive the 1988 Audit Report from Janz & Knight as filed. Motion carried. GLEN OAKS DRAINAGE EASEMENT: Joe Figa reported that the City of Farmington Hills is requesting Commission approval to grant an easement through the section of vacant land north of the golf course at Glen Oaks. This easement would allow for maintenance on the existing drainage way, permitting surface water to flow from the area north to Pebble Creek. The city has met with staff on several occasions to determine the best alignment through the property, and assured us they will ensure their work does not affect the trees and when completed will look fairly natural. Staff recommended the Commission grant the easement as requested. 3 - 2 (Commission Meeting, May 3, 1989) The Commission voiced their concerns over allowing a permanent easement through the center of the parcel, especially if there are future plans to expand the golf course into that area. The Commission suggested offering alternatives, such as granting the city a tempo- rary easement to allow them to do the necessary work now, but retaining ownership and control over it and maintaining it. The Commission could permit the city to come in and do the periodic work necessary at the site in the future. Staff suggested tabling the item until the next meeting and inviting representa- tives from the city to attend to offer comments and answer questions. Moved by Mr. Olsen, supported by Mr. R. Kuhn to table the request to grant a drainage easement at Glen Oaks to the City of Farmington Hills in order to enable staff to invite representatives from the city to attend the meeting. Motion carried. ADDISON OAKS SEWAGE SYSTEM: Request for Proposals were requested and received by staff for the hydrogeological review of the Addison Oaks sewage system. The quotes received included a base bid ranging from $7,800 to $28,600, plus an undetermined cost for test wells. As noted previously, this study was requested by the Michigan Health Department as a result of the proposed addition to the Addison Oaks Conference Center. The time frame for the study is expected to be approximately six months. Staff would like to award a contract as quickly as possible to accommodate plans for construction of the addition at the Conference Center; Oak Management wishes to begin construction of the addition in June in order to have the outside plastering completed before the winter weather returns. Commissioner Olsen suggested that, since this work is being done as a result of the proposed addition to the Conference Center, Oak Management should be liable for the cost of the study and possible project cost. Staff noted that, although the sewage system was brought to the state's attention because of the proposed addition, whatever system is recommended will be for the benefit of the entire park. Therefore, the Commission should be liable for at least a portion of the cost. Commission directed staff to inform Oak Management not to begin construction on the new addition unless they are willing to agree that they will have to bear the extra cost for the sewage system; the Commission will not commit to the full cost at this time. Staff requested Commission approval to allow them to place a contract for the hydrogeological review not to exceed $13,000. Moved by Mr. Lewis, supported by Mr. Olsen to allow staff to place a contract for the hydrogeological review of the Addison Oaks sewage system not to exceed $13,000. Motion carried. 3 - 3 (Commission Meeting, May 3, 1989) BIDS: As per the information filed in the agenda, the following bids were approved: Moved by Mr. Law, supported by Mr. Korzon to award the following: Fireworks for the co -sponsored "Flashback to Summer" special event at Independence Oaks to the low bidder, Great Lakes Fireworks, in the amount of $4,295. Commission's portion of this expenditure will be $2,291.75. Contract for the Addison Oaks contact station staging area paving to the low bidder, Apex Asphalt, in the amount of $7,110.24 for the base bid, plus $6,006 for the alternate for concrete curbing around the en- trance island and the entrance to the staging area for a contract price of $13,116.24, plus a 5% contingency of $655, for a total budgeted amount of $13,772.00. Motion carried. COMMUNITY ASSISTANCE PROGRAM - MOBILE RECREATION: Mobile Recreation Supervisor Sue Wells reviewed the history of the Commission's Community Assistance Program for Mobile Recreation and requested approval of an appropriation of $14,000 for the 1989 program. Moved by Mr. R. Kuhn, supported by Mr. Vogt to approve the appropri- ation of $14,000 for the 1989 Community Assistance Program for Mobile Recreation. A new formula, which was based on income and population, was used this year to determine the number of CAP visits per community. In order to ensure flexibility, staff will offer the communities their visits, and after a deadline has passed, offer any unrequested visits to the other communities. Motion carried. RED OAKS WATERPARK SLIDES: Staff reported that, due to movement in the waterslides' foundation, the seams between the 153 sections of the waterslide flumes have cracked. To avoid the possibility of riders scraping their skin or tearing their swimsuits, staff is recommending repairing these seams. The work would involve fibering of each seam, filling, and then finishing with a gel coat. The firm that installed the slides has gone out of business. Staff contacted seven fiberglass companies for quotes to do this work; only two responded with quotes, and these indicate that the cost to repair the slides will be between $13,000 and $15,000. Staff requested Commission approval to allow them to go out for bids to repair the seams on the waterslides at a cost not to exceed $15,000. Staff also reported damage some of the buildings have sustained from the founda- tions shifting. Commission directed staff to contact Corporation Counsel to see 3 - 4 (Commission Meeting, May 3, 1989) whether or not the Commission has any recourse in holding the engineers or soil boring company involved in the construction of the Red Oaks Waterpark responsible for the type of foundation work they recommended and questioning whether or not it's adequate. Moved by Mr. Lewis, supported by Mr. Olsen to authorize staff to go out for bids to repair the seams on the flumes of the Red Oaks water - slides at a cost not to exceed $15,000. Motion carried. ELECTRICAL CONSULTING SERVICE: Staff received proposals for hourly electrical consultant services, which would consist of working with staff on electrical problems and design for structures be completed in-house, plus renovation and maintenance problems. Staff recommended retaining the low bidder, Silberg and Associates, on an hourly basis not to exceed $5,000. This firm is the same consultant retained by Facili- ties and Operations. Moved by Mr. Lewis, supported by Mr. Korzon to retain the firm of Silbert and Associates for structure design and electrical consultant services on an hourly basis as indicated in their rate schedule not to exceed $5,000. Motion carried. MANAGER'S REPORT: In addition to the Manager's Report filed in the agenda, the following was noted: ---As directed by the Commission, staff has been scheduled on the June 20 agenda of the County's Planning and Building Committee to discuss the Commission's re- quest for the County's consideration of a loan of at least $1 million for park acquisition. The Commission feels a strong need to protect additional green space and would like to acquire additional park land now before prices go even higher or the land is no longer available. Ideas and proposals for the millage renewal will be discussed at the Commission's June 7 meeting. Staff feels these ideas should be reviewed in preparation for our request to the Planning and Building Committee. ---Oakland Golf Dome Associates, who lease and operate the Red Oaks Golf Dome, have notified staff that they are progressing with plans to expand the facilities at the park to include two 18-hole adventure golf courses, a grand prix track, a new 50-station outdoor driving range and a batting cage area, plus picnic fa- cilities and landscaping for the back. The Paglinos have already met with the Oakland County Drain Commission and will be meeting with the city of Madison Heights to discuss this proposal with them. If they receive favorable feedback from Madison Heights, the Paglinos will then approach the Commission with their proposal. 3 - 5 (Commission Meeting, May 3, 1989) Staff noted that although other requests had been previously turned down for this type of development, the Paglinos have hired a reputable firm, Bills & Childs, as consultant on this proposal, and are presenting a well -prepared plan. Commission debated the question of the advantages/disadvantages of having the Paglinos approach the local community before presenting their proposal to the Commission. They were reminded that the last time a proposal was presented, they were directed to receive approval from the local community first. A concern was raised about the amount of the commercial establishments the Commis- sion wishes to allow in the parks. Commissioner Olsen noted that this issue is relative to the design of the park and should be addressed before the Commission receives the plans for expansion of the park. Suggestions for use and leasing the property were made, including returning all or part of it back to the Oakland County Drain Commission to operate, letting someone else lease the entire park and possibly making it an 18-hole golf course and bridging over John R. ADDISON OAKS MASTER PLAN: Joe Figa reviewed the current master plan for Addison Oaks, which was adopted in 1978. There are several major areas of concern in the make up of the park, which were addressed as follows: Circulation: Currently the entrance to the park runs through the pro- posed location for the golf course; the master plan calls for realignment of the entrance along the park's existing south boundary. Staff has applied for a grant to purchase additional land adjacent to the southwest corner of the park to allow for construction of the golf course in that area, thereby possibly eliminating the need to move the entrance drive. The consultants cited several reasons for the relocation of the entrance road; staff will investigate and report back with a proposal to address this question. The Commission expressed their preference to leave the entrance where it is. The Commission also directed staff to eliminate the trolley system from the master plan. Camping: The current master plan has designated approximately 600 modern campsites in the northeast section of the park. Staff recom- mended reducing that number to 300 or 400. Staff will bring back a proposal with recommendations for the camping. Golf Course: Timing and need of the golf course will depend on the other newly -proposed courses in the area. Staff also noted that we have been approached by people with proposals to build the course for us at the park, with them operating it on a lease basis. Botanical Garden: The botanical garden consists of 17 different gardens planned around the Conference Center. This is one of the Oakland Parks Foundation's fund raising projects. 3 - 6 (Commission Meeting, May 3, 1989) Staff noted that this project is not viewed for immediate action; could begin on a small scale with one or two of the gardens. The entire project is very costly, but could receive grants and endowments. The justification for having the garden located at Addison Oaks vs. a more densely populated area for better exposure was discussed. Conference Center: The current master plans suggests that overnight accommodations be developed at the Conference Center and maintenance building, possibly a bed and breakfast. Staff felt this would be in direct competition with the Commission's plans for Orion Oaks and recommended either reducing or eliminating this facility from the plan. Day Use: The master plan suggests the existing day use and beach facility be relocated to the larger lake and the west side of the park. Staff noted that before a decision is made to move or reduce the day use facilities, a decision must be made regarding the beach. The cur- rent beach is experiencing problems with water quality control. Utilities: Many of the systems are old and are being replaced. The lagoon system and the total expansion of the park are under considera- tion; the Commission is already renovating the electrical system. Staff will begin in-house work on the master plan, including research data and ideas. The plan will be brought back before the Commission in the fall for input at that time. Staff also requested the assistance of one or two commissioners to work with staff and give input; those interested can contact Joe Figa or Ralph Richard. All com- missioners will be sent a schedule of the meetings for those interested and able to attend. Commissioner Olsen suggested a Commission meeting be held at Addison Oaks within the next few months to see the facilities. The next meeting will be Wednesday, May 24, at 9 a.m. Meeting adjourned at 12:18 p.m. Pecky D. Lewis, Jr. Secretary Karen Smith Recording Secretary K�7