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HomeMy WebLinkAboutMinutes - 1996.05.01 - 39005OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING May 1. 1996 The meeting was called to order at 9:11 a.m. by Chairman Pecky D. Lewis, Jr. in the commission room of the Parks and Recreation's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Ruth Johnson, Secretary Richard D. Kuhn, Jr., George Kuhn, Nancy McConnell, Lawrence Pernick, Kay Schmid, Richard Skarritt COMMISSION MEMBERS ABSENT: Rudy Lozano, L. Brooks Patterson ALSO PRESENT: Parks and Recreation O. C. Central Services O. C. Board of Commissioners Oakland Parks Foundation Orchard, Hiltz & McCliment APPROVAL OF MINUTES: Ralph Richard, Manager Jon J. Kipke, Assistant Manager Frank Trionfi, Chief, Admin. Services Dan Stencil, Chief of Parks Mike Thibodeau, Chief of Golf Joseph Figa, Chief of Design and Development Sue Delridge, Chief of Recreation Sheila Cox, Accountant IV David VanderVeen, Director Lawrence Obrecht, Commissioner Claude Brittingham, President Mark Perkoski, Consulting Engineer Moved by Mrs. McConnell, supported by Mrs. Schmid to approve the minutes of the meeting of April 19, 1996, as written. AYES: Johnson, R. Kuhn, G. Kuhn, Lewis, McConnell, Schmid, Skarritt (7) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: There were no questions asked, nor comments made, by the public. Chairman Lewis welcomed County Commissioner Larry Obrecht to the meeting. APPROVAL OF PAYMENTS: Moved by Mrs. McConnell, supported by Mrs. Schmid to approve the Transfer Voucher Register for the first quarter of 1996 and the Oak Management, Inc. Credit for Services Rendered Register. 3-1 (Commission Meeting, May 1, 1996) AYES: Johnson, G. Kuhn, R. Kuhn, Lewis, McConnell, Schmid, Skarritt (7) NAYS: (0) Motion carried on a voice vote. STATEMENT OF OPERATIONS: The Combined Statement of Operations for the month ending March 31, 1996, was accepted as filed. CAPITAL IMPROVEMENT BUDGET UPDATE: The 1996 Capital Improvement Budget Update as of March 31, 1996, was accepted as filed. OAKLAND PARKS FOUNDATION: Oakland Parks Foundation President Claude Brittingham reported that the Foundation's annual meeting was held at 8 a.m. on May 1, 1996. On behalf of the Foundation, President Brittingham presented three checks to the Parks Commission: one in the amount of $13,000 from the Lewis Wint Golf Outing; another check in the amount of $3,330, including $1,550 designated for the botanical garderrat Addison Oaks and another $1,000 for the nature center exhibits; and last, a check in the amount of $780 for funds received as memorials of friends and relatives of the Foundation. President Brittingham also noted that, with the $13,000 from the 1995 Wint Outing, the Foundation's total contribution towards the Independence Oaks Nature Center addition is $54,450. Plans are again underway for this year's outing planned for September. On behalf of the Commission, Chairman Lewis accepted the checks and thanked the Foundation members for their help and work on the nature center addition. 1995 AUDIT: Moved by Mr. R. Kuhn, supported by Mr. G. Kuhn to amend the 1995 Operating Budget to $9,855,630 with the individual amounts for each budget center to be the same as those shown in the "actual" column of page 14 of the 1995 Audit Report. This action is in compliance with the Michigan Uniform Local Budgeting Act and the Commission's By -Laws. AYES: Johnson, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (8) NAYS: (0) Motion carried on a voice vote. Staff reviewed the 1995 Audit Report, noting the Commission's net worth as of December 31, 1995, was $55,579,016. Commission requested a copy of the auditor's recommendations, along with staff responses, and directed staff to provide this information on an annual basis. 3-2 (Commission Meeting, May 1, 1996) Commission also directed staff to prepare a variance summary on those budget centers showing an excess of expenditures over budget, including explanations to offset those numbers, plus savings for those budget centers under budget. 1996 CAPITAL IMPROVEMENT PROJECTS BUDGET AMENDMENT: Moved by Mr. Skarritt, supported by Mr. R. Kuhn to approve the transfer of $434,616 to the 1996 Capital Improvement Projects Budget Contingency from additional monies in the 1995 Operating Budget's actual revenues and expenses. AYES: Johnson, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (8) NAYS: (0) Motion carried on a voice vote. OAK MANAGEMENT INTEREST CHARGE: In response to Commission direction, and at the suggestion of the auditors, staff requested formal Commission approval for the computerized implementation of the program to begin charging Oak Management five percent interest on their unpaid balances over $30,000 beginning May 1, 1995. Commission suggested staff set the interest rate in line with what the county charges, which is the prevailing 6-month treasury bill rate. Moved by Mrs. Schmid to approve the implementation of the program to begin charging Oak Management interest on their unpaid balances over $30,000 at the rate of the prevailing 6- month treasury bill rate. Discussion followed, in which the Commission considered charging the prevailing prime interest rate and/or late fees of one -percent step increases for each month balances are past due. Motion withdrawn. Moved by Mrs. McConnell, supported by Mr. Pernick to adopt the following resolution: WHEREAS, the Oakland County Parks and Recreation Commission (Parks Commission) and E. A. Fuller Oaks Corporation (Oak Management) have entered into a Concession Agreement; and WHEREAS, Oak Management has agreed to pay the Parks Commission a percentage of the gross sales as specified in the said Concession Agreement; and WHEREAS, all percentage payments are to be payable quarterly, not later than the thirtieth (30th) day following the end of the first three (3) months of operation and the end of each three (3) month period thereafter; and WHEREAS, the Parks Commission is requesting payment in full as specified in the said Concession Agreement. NOW THEREFORE BE IT RESOLVED, that, effective May 1, 1996, interest will be 3-3 (Commission Meeting, May 1, 1996) charged to Oak Management on delinquent balances owed to the Parks Commission at a rate of no less than the prevailing prime interest rate based on the rate published in the Wall Street Journal on the first of the month; and BE IT FURTHER RESOLVED, that interest rates be computed and compounded monthly for those delinquent payments. AYES: Johnson, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (8) NAYS: (0) Motion carried on a voice vote. Commission requested staff to reassure Oak Management that the intent of this action is not to penalize them but to reinforce the contract stipulation that they pay the Commission within 30 days. SANITARY SEWER PROJECT - ORION OAKS: County Commissioner Larry Obrecht reviewed the sequence of events on the sanitary sewer project being constructed at Orion Oaks in cooperation with Orion Community Schools and Orion Township. The Oakland County Parks and Recreation Commission's original financial commitment to this project was $145,265. Commissioner Obrecht and project engineer Mark Perkoski of Orchard, Hiltz & McCliment, Inc., presented a Post -Bid Engineer's Estimate of costs for Parks Commission requests as part of this project in the amount of an additional $116,534. County Commissioner Obrecht requested Parks Commission approval to commit additional funds in that amount to this project. Chief of Parks Dan Stencil and Chief of Design and Development Joe Figa reported on problems occurring with the contractor on this project. Manager Richard noted that these Park Commission requests were made at the time of the original agreement, not added afterwards. Commission directed staff to review these issues at the job meeting scheduled for Thursday, May 2, and present an update for Commission consideration at the next meeting. Commissioner Skarritt also requested staff to provide information on what was agreed on at the time the agreement was made and what changes were made afterward. TEMPORARY CONSTRUCTION EASEMENT REQUEST - ORION OAKS: Chief of Parks Dan Stencil presented a request from Greiner, Inc., a construction management firm on behalf of the Orion Community Schools, to be granted a 15 ft. x 220 ft. temporary construction easement at Orion Oaks on Joslyn Road south of Clarkston Road. The easement is necessary for the construction of a traffic by-pass lane for the entrance of the new Orion Oaks Elementary School. The primary use of the construction easement is ditch drainage, which involves grading, plus removing and replacing an existing fence during construction. Staff and Patrick Campbell, the county's real estate attorney, have reviewed the plans; staff recommends adopting a resolution to authorize this easement request for consideration by the Oakland County Board of Commissioners. 3-4 (Commission Meeting, May 1, 1996) Commissioners. Moved by Mr. Skarritt, supported by Mr. G. Kuhn to adopt the following resolution to authorize a temporary construction easement at Orion Oaks: WHEREAS, the Orion Community Schools is constructing an elementary school on the east side of Joslyn Road across from Orion Oaks County Park; and WHEREAS, Greiner, Inc., a construction management firm on behalf of the Orion Community Schools, is requesting a 15' x 220' temporary easement for the construction of a by-pass lane for the entrance of the school as specified by the Road Commission for Oakland County; and WHEREAS, the primary use of the construction easement will be ditch drainage, which will require minor grading and restoration, plus a portion of fencing removed and replaced; and WHEREAS, the easement request has been reviewed by Oakland County Property Management. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission adopt this resolution authorizing the easement request to the Orion Community Schools for consideration by the Oakland County Board of Commissioners. Staff will also contact Orion Community Schools for Parks' inclusion as a rider with the Schools' performance bond covering the easement's restoration. AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (7) NAYS: (0) Motion carried on a voice vote. Commission directed staff to send a letter to Orion Community Schools informing them of the adoption in support of the easement and acknowledging the Commission's cooperation on this project. CAMPING SITE SERVICE FACILITY SHORTAGE - ADDISON OAKS: The Michigan Department of Environmental Quality has advised staff that the existing restroom, shower and bathroom facilities servicing our campgrounds at Addison Oaks do not meet current state standards. In order to keep the campgrounds operating at the current level, the Commission is being requested to make a commitment to build an additional restroom/shower facility in time for the 1998 camping season. Staff is also proposing for Commission consideration that the campgrounds be expanded, in conjunction with the restroom facility addition, with additional campsites and cabins. Revenue projections were provided for Commission review. Moved by Mrs. Johnson, supported by Mrs. McConnell to commit to build an additional restroom/shower facility for the Addison Oaks campground, as advised by the Michigan Department of Environmental Quality, in time for the 1998 camping season. 3-5 (Commission Meeting, May 1, 1996) AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (7) NAYS: (0) Motion carried on a voice vote. Commission directed staff to begin work on this facility as quickly as possible. :o As per the information filed in the agenda, the following bids were approved: Moved by Mrs. McConnell, supported by Mr. Pernick to award the bid for the purchase of a Kawasaki Mule Model 2510 utility vehicle for Groveland Oaks to the low bidder, Industrial Vehicle Sales, Inc., in the amount of $9,995.00; and award the bid for the purchase of an Ohio Estate Wagon Model 6500 for use with the utility vehicle to the low bidder, Rochester Lawn, in the amount of $525.00. AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (7) 0 NAYS: (0) Motion carried on a voice vote. Moved by Mrs. Johnson, supported by Mr. G. Kuhn to award the contract for the Fourth of July fireworks displays at Addison Oaks and Groveland Oaks to Independence Professional Fireworks in the amount of $6,000.00 per show, for a contract total of $12,000.00. AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (7) NAYS: (0) Motion carried on a voice vote. Moved by Mr. G. Kuhn, supported by Mr. Skarritt to award the bid for the purchase of 150 linear feet of custom -bent PVC pool grating with trusses for the front pool gutters at the Waterford Oaks Wave Pool to Grate Ideas in the amount of $12,225 plus shipping. Funds for this purchase will be transferred from the Capital Improvement Projects Budget Contingency to the Waterford Oaks Wave Pool Renovation Project. AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (7) NAYS: (0) Motion carried on a voice vote. COMMISSION BY-LAWS: Commission By -Laws, last revised on April 21, 1982, were filed as received. MANAGER'S REPORT: 3-6 (Commission Meeting, May 1, 1996) ---Staff updated the Commission on the status of the water supply at Addison Oaks, noting repairs being made and steps being taken by staff for testing and contingency water provisions. ---Chairman Lewis updated the Commission on the meetings with HCMA to express the Parks Commission's concerns regarding the HCMA's proposed waterpark plans at Indian Springs Metropark. Manager Richard informed the Commission that the Huron -Clinton Metropolitan Authority has requested the Parks Commission write a letter in support of HCMA's proposed waterpark at Indian Springs Metropark. Commission demurred, feeling a letter would be inappropriate. Moved by Mrs. Johnson, supported by Mr. Pernick to request that the Oakland County Board of Commissioners and the Huron -Clinton Metropolitan Authority enter into a reciprocal agreement to include each parks system on their county/regional maps. AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (7) NAYS: (0) Motion carried on a voice vote. ---The Oakland County Sheriffs Department Mounted Division will be holding their annual training session at Orion Oaks on Sunday, May 12, from 10 a.m. to Noon. Commissioners interested in attending should contact Manager Ralph Richard or Chief of Parks Dan Stencil as soon as possible. The next meeting will be 9 a.m. on Wednesday, May 22, 1996. NEW BUSINESS: Commissioner Skarritt announced his resignation from the Parks Commission effective immediately after today's meeting. He cited his recent appointment to the Road Commission for Oakland County as the reason for his resignation, noting that appointment has resulted in two members of the Road Commission serving on the Parks Commission. Chairman Lewis accepted his resignation with regrets. The meeting was adjourned at 11:51 a.m. 'e�r- �- Richard D. Kuhn, Jr., Secretary Karen Smith, Recording Secretary 3-7