HomeMy WebLinkAboutMinutes - 1996.09.04 - 39010OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
September 4. 1996
The meeting was called to order at 9:08 a.m. by Chairman Pecky D. Lewis, Jr. in the commission room of the
Parks and Recreation Commission's administration office.
COMMISSION MEMBERS PRESENT:
Chairman Pecky D. Lewis, Jr., Vice Chairman Ruth Johnson, George W. Kuhn, Nancy McConnell, L. Brooks
Patterson, Lawrence Pernick, Kay Schmid, Richard Skarritt
COMMISSION MEMBERS ABSENT:
Secretary Richard D. Kuhn, Jr., Fred Korzon
ALSO PRESENT:
Parks and Recreation
Central Services
Facilities Management
Facilities Maintenance and Operations
Risk Management
Board of Commissioners
OCSD - Parks Division
Oak Management Corporation, Inc.
Springfield Township
BBDO Advertising
LDS Contractors, Inc.
JGA
Fuller Appraisal, Inc.
APPROVAL OF MINUTES:
Ralph Richard, Manager
Jon J. Kipke, Assistant Manager
Frank Trionfi, Chief, Admin. Services
Sheila Cox, Accountant IV
Dan Stencil, Chief of Parks
Mike Thibodeau, Chief of Golf
Joseph Figa, Chief of Design and Development
Sue Delridge, Chief of Recreation
Jan Pung, Public Communications Officer
Jim Dunleavy, Recreation Supervisor
David VanderVeen, Director
Patrick Campbell, Property Management
Larry Wesson, Safety Coordinator
Jerry Mathews, Insurance and Safety
Fran Amos, Oakland County Commissioner
Tim Mclsaac, Sergeant
George Lekas, Vice President
Collin Walls, Supervisor
Ernie Baker, Executive Vice President
Kristi Slack, Account Executive
Mara Radzvickas, Account Research Manager
Frank Donagrandi
Paul Safran
Mike Kirk, Architect
Craig Fuller, Appraiser
Moved by Mr. Skarritt, supported by Mrs. Schmid to approve the minutes of the meeting of
August 7, 1996, as written.
AYES: Johnson, Lewis, McConnell, Patterson, Pernick, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
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(Commission Meeting, September 4, 1996)
There were no comments made, nor questions asked, by the public.
Chairman Lewis welcomed Oakland County Commissioner Fran Amos to the meeting.
APPROVAL OF PAYMENTS:
Moved by Mrs. McConnell, supported by Mr. Patterson to approve the payment of Vouchers
7-1 through 7-513, and the Interdepartmental Payment Register for the June charges paid
in July.
AYES: Johnson, Lewis, McConnell, Patterson, Schmid, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
STATEMENT OF OPERATIONS:
The Statement of Operations as of July 31, 1996, was accepted as filed.
ACTIVITIES REPORT:
The Activities Report for July, 1996, was accepted as filed.
GLEN OAKS CLUBHOUSE ADDITION:
Proposals were received for the 3,000-square foot addition to the Glen Oaks Clubhouse banquet room, lower
level golf cart storage, addition of a preparation and storage room to the kitchen, interior and exterior
renovation of the existing banquet room, plus updating the existing men's and women's restrooms to meet
current ADA codes and needs.
Due to a restricted construction time frame of October through April 15, the design and construction is being
proposed for completion using a design/build system with a not -to -exceed cost. This will allow for preliminary
plans to be developed in order to produce a budget figure that will be used for a not -to -exceed construction
cost. The final design will be broken into various components and bid by the contractor as completed. The
proposals also included costs for developing the bidding documents (plans and specifications).
The project is anticipated to be completed in two phases: the main addition, golf cart storage, and storage and
prep room to be completed in phase I, and the restrooms and renovation of the original banquet portion to be
completed as phase II.
Of the two proposals received and accepted, staff felt that LDS Construction in the amount of $93,000, can
best meet our needs and time frame.
Approval of this project must still be received from Farmington Hills and its Planning Department. If approvals
are not received before mid -October, staff can halt the project for a year, with the Commission liable for any
fees incurred to both LDS and the architect, JGA. If the project is halted, the maximum those fees would be
is $93,000 for the architect and not to exceed $51,593 for LDS. Also, LDS is willing to hold their price for an
additional year, if it proves necessary.
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(Commission Meeting, September 4, 1996)
Moved by Mr. Patterson, supported by Mr. G. Kuhn to accept the proposal for the bidding/
construction documents for a 3,000 square -foot addition to the Glen Oaks Clubhouse
banquet room, lower level golf cart storage, addition of a preparation and storage room to the
kitchen, interior and exterior renovation of the existing banquet room, plus updating the
existing men's and women's restrooms to meet current ADA codes and needs, to LDS
Construction, Inc., in the amount of $93,000, plus not to exceed $51,593 for design
coordinating, budgeting, permitting, and scheduling.
ROLL CALL VOTE:
AYES: Johnson, G. Kuhn, Lewis, McConnell, Patterson, Pernick, Schmid, Skarritt (8)
NAYS: (0)
A sufficient majority having voted, the motion carried.
MARKETING SURVEY:
Public Communications Officer Jan Pung presented a proposal from BBDO for a telephone marketing survey
to be conducted on behalf of Oakland County Parks. This survey will provide the Parks with an updated
picture of Oakland County Parks users and will reflect their attitudes and usage of the parks. The survey will
also be incorporated into the Oakland County Parks' recreation master plan for use in planning/improving
services and facilities for the residents of Oakland County. Also, the residents surveyed will also be registered
voters, in order to learn what their specific needs and wants are in planning for the next millage.
BBDO received proposals for a professional services contract from three companies for both a 400-resident
survey and 500-resident survey. BBDO and Oakland County Parks concur to recommend that the low bidder,
Nordhaus Research, Inc., be selected to perform the survey. This recommendation is based on price,
qualifications, and their experience; plus, it will be easier to make direct comparisons between the 1991 survey
and this one, as it will be the same firm performing both surveys.
Moved by Mr. Pernick, supported by Mr. G. Kuhn to select Nordhaus Research, Inc. to
conduct a 500-resident telephone marketing survey through BBDO on behalf of the Oakland
County Parks and Recreation Commission in the amount of $20,400.
AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (7)
NAYS: (0)
Motion carried on a voice vote.
Commission questioned the survey being evaluated by quadrants rather than by population and directed staff
to work out statistical details with Nordhaus.
SPRINGFIELD OAKS WATER TOWER:
In response to Commission's earlier request for information on how the removal of the water tower at
Springfield Oaks will affect both our insurance rates on the building and the township's insurance rates, Jerry
Mathews from Risk Management explained the insurance underwriters' fire rating system and how the
insurance premiums are calculated on the Activities Center.
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(Commission Meeting, September 4, 1996)
Commission raised continued concerns to specific questions; such as, how will this affect the people in the
township; is there enough water in the pond to provide the fire protection; and will this change our rating, fire
insurance, insurance premium, heating costs, or maintenance costs.
Mr. Mathews responded, noting that although it would be much more costly to use the water from the pond
at the golf course as a substitute for the water tower, heating and maintenance costs would remain virtually
the same. He also noted that until we submit a complete set of plans to the County's insurance underwriters
on any proposed changes, we will not know definitely whether or not our rates/coverage will change.
Springfield Township Supervisor Collin Walls also responded, noting he was not advocating one system over
another for the benefit of the township, just requesting the Commission keep him informed of their decision.
Manager Richard noted that staff still recommends retaining the water tower and having it repaired and
repainted.
Chairman Lewis questioned the possibility of painting just the exterior of the tower and whether or not we
should still consider a separate potable water system for the facility.
Staff was directed to check with Dixon Engineering on the possibility of repainting just the exterior of the water
tower and report any differences in costs, plus include again the costs to install a separate potable water
system.
INTRODUCTION:
Chief of Parks Dan Stencil introduced Sgt. Tim Mclsaac, who has replaced Joe Lambourn as head of the
Parks Division for the Sheriffs Department.
BIDS:
As per the information filed in the agenda, the following bids were approved as recommended by staff and
Purchasing:
Moved by Mr. Skarritt, supported by Mrs. Johnson to award the bid for the purchase of
135,000 4-color general park information brochures to the low bidder, Dearborn Lithograph,
in the amount of $12,332.00.
AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mrs. McConnell, supported by Mrs. Johnson to award the contract for the
construction of new men's and women's restrooms adjacent to the banquet room at White
Lake Oaks to the low bidder, Hittle Construction, in the amount of $108,880.
AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (7)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, September 4, 1996)
Moved by Mrs. Johnson, supported by Mrs. McConnell to approve a 5% contingency in the
amount of $5,400 for the project to construct the men's and women's restrooms at White
Lake Oaks.
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 Mrs. Schmid to award the bid for the purchase of a
GMC Top Kick Cat Diesel Tractor Truck for Mobile Recreation to Red Holman in the amount
of $28,565.00.
AYES: Johnson, G. Kuhn, Lewis, McConnell, Schmid, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE SESSION:
Moved by Mr. G. Kuhn, supported by Mrs. Schmid to adjourn the meeting to an Executive
Session.
AYES: Johnson, G. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (7)
NAYS: (0)
Motion carried on a voice vote.
The meeting was adjourned to an executive session at 11:15 a.m. and reconvened at 12:02 p.m.
LYON OAKS:
Moved by Mr. Skarritt, supported by Mr. Pernick to authorize staff to proceed with the
negotiations to purchase a 198.44-acre parcel of land adjacent to Lyon Oaks County Park.
AYES: Johnson, Lewis, McConnell, Pernick, Schmid, Skarritt (6)
ion -ME
Motion carried on a voice vote.
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Moved by Mrs. McConnell, supported by Mrs. Schmid to authorize staff to proceed with the
request to the Michigan Department of Environmental Quality for approval to sell the 38-acre
parcel of Orion Oaks County Park that lies on the west side of Baldwin Road, in accordance
with the State's policies and procedures.
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(Commission Meeting, September 4, 1996)
AYES: Johnson, Lewis, McConnell, Pernick, Schmid, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
MANAGER'S REPORT:
The Manager's Report was as filed in the agenda.
NEW BUSINESS:
Vice Chairman Johnson informed the Commission and staff of a bee incident at Springfield Oaks Golf Course
from the previous weekend and expressed concern over emergency procedures. Procedures will be reviewed
with park staff.
The next Commission meeting is scheduled for 9 a.m. on Wednesday, September 18, 1996.
The meeting was adjourned at 12:11 p.m.
� Z, A
Richard D. Kuhn, Jr., Secretary
Karen Smith, Recording Secretary
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