HomeMy WebLinkAboutMinutes - 1997.07.16 - 39020OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING AND BUDGET REVIEW
July 16. 1997
The meeting was called to order at 9:18 a.m. by Chairman Pecky D. Lewis, Jr. in the banquet room of the Glen
Oaks Clubhouse.
COMMISSION MEMBERS PRESENT:
Chairman Pecky D. Lewis, Jr., Vice Chairman Ruth Johnson, Secretary Richard D. Kuhn, Jr., Fred Korzon,
George Kuhn, Nancy McConnell, Lawrence Pernick, Kay Schmid, Richard Skarritt
COMMISSION MEMBERS ABSENT:
L. Brooks Patterson
ALSO PRESENT:
Parks and Recreation
Central Services
Oakland County Purchasing
Oak Management Corporation, Inc.
APPROVAL OF MINUTES:
Ralph Richard, Manager
Jon Kipke, Assistant Manager
Frank Trionfi, Chief, Admin. Services
Sheila Cox, Accountant IV
Joseph Figa, Chief of Design and Development
Mike Thibodeau, Chief of Golf Operations
Dan Stencil, Chief of Park Operations
Janet Pung, Public Communications Officer
Sue Delridge, Chief of Recreation
Dave VanderVeen, Director
Rob Rhein, Buyer
George Lekas, Vice President
Moved by Mr. G. Kuhn, supported by Mr. Skarritt to approve the minutes of the meeting of
June 18, 1997, as written.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Skarritt (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no comments received, nor questions asked, from the public.
APPROVAL OF PAYMENTS:
Moved by Mr. Pernick, supported by Mr. R. Kuhn to approve the payment of Vouchers 6-1
through 6-517, and the Interdepartmental Payment Register for the May charges paid in
June.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Skarritt (8)
NAYS: (0)
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(Commission Meeting, July 16, 1997)
Motion carried on a voice vote.
STATEMENT OF OPERATIONS:
The Statement of Operations for the month ending May, 1997, was accepted as filed.
MEMORIAL BENCH PROGRAM:
Chief of Park Operations Dan Stencil reviewed the proposed park bench donation policy, requesting
Commission adoption for staff implementation.
Commissioners felt commercial sponsorships and endorsements were inappropriate, although companies
could purchase a bench in memory of or in honor of an individual. Also, Commission concurred to limit the
inscriptions to either "in memory of..." or "in honor of..."
Staff was directed to make those changes in the policy and present the corrected policy at the next meeting.
Moved by Mr. R. Kuhn, supported by Mr. Korzon to adopt the park bench donation policy,
incorporating the recommended changes on the sponsorships and inscriptions for final
presentation at the next meeting.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (9)
NAYS: (0)
Motion carried on a voice vote.
LYON OAKS PROPERTY ACQUISITION GRANT EXTENSION:
Chief of Design Joe Figa requested Commission approval of a resolution for an extension of the Michigan
Natural Resources Trust Fund grant on the acquisition of the 20-acre Huck parcel at Lyon Oaks. This
extension is required to complete the reimbursement process for this acquisition.
Moved by Mr. Pernick, supported by Mrs. Schmid to adopt the following resolution to extend
the Michigan Natural Resources Trust Fund grant on the acquisition of the 20-acre Huck
parcel at Lyon Oaks:
WHEREAS, the Oakland County Parks and Recreation Commission has been
notified by the Department of Natural Resources that the grant agreement for the Lyon Oaks
County Park Addition, TF 91-026 has expired; and
WHEREAS, an extension period is available for when project completion date is
extended due to delays in submittal and review of the required documents and information;
and
WHEREAS, the Lyon Oaks County Park Addition project has shown significant and
continued progress toward completion; and
WHEREAS, the Oakland County Parks and Recreation Commission has
appropriated matching funds and is actively pursuing the completion of the acquisition,
thereby meeting the criteria for extension.
(Commission Meeting, July 16, 1997)
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and
Recreation Commission recommends amending the grant with the appropriate extension.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (9)
NAYS: (0)
Motion carried on a voice vote.
:R
As per the information filed in the agenda, the following bid was approved as recommended by staff and
Purchasing:
Moved by Mr. Skarritt, supported by Mr. G. Kuhn to award the contract for the landscaping at
Glen Oaks, including extensive plantings along Thirteen Mile Road; berming and landscaping
at the north end of the new parking lot and maintenance building; an evergreen buffer along
the east boundary from Thirteen Mile Road to the existing storage building; and new tree
plantings within the existing parking lot, to the low bidder, R & M Landscape. The amount of
the contract will be $51,894 for the base bid, $3,768 for Alternate #2, and $6,450 for Alternate
#3, for a contract total of $62,112; plus a contingency of $2,888, for a total budgeted amount
of $65,000. Funding of $24,000 will be transferred from the CIP contingency account.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (9)
NAYS: (0)
Motion carried on a voice vote.
Commissioner Korzon requested staff consider planting more Michigan Hemlock and White Pine, which are
indigenous to Michigan, throughout the parks.
PAVED TRAIL AND ROAD_ IMPROVEMENTS - INDEPENDENCE OAKS:
Chief of Design and Development Joe Figa explained that the engineering firm of GM Engineering, who was
awarded the contract for the design/engineering and construction documents for a paved trail system, road
improvements, new parking area, expansion of two existing parking areas, and a new group camping access
drive and parking area, has indicated that the information we gave them for accurate engineering and design
is insufficient. They are requesting an additional fee of $11,600 for appropriate surveying to obtain the
additional information; this was not included in their initial fee of $43,208.
Staff has reviewed their request and recommends approval, noting the second low bidder when the original
contract was awarded was almost $80,000, so GM Engineer is still considerably lower in price.
Moved by Mrs. Johnson, supported by Mrs. McConnell to approve the additional expenditure
of $11,600 to GM Engineering for surveying at Independence Oaks in order to complete the
design/engineering and construction documents for the paved trail and road improvements.
Funds for this expenditure will be transferred from the Capital Improvements Projects
contingency fund and will bring the new contract total to $54,808.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (9)
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(Commission Meeting, July 16, 1997)
NAYS: (0)
Motion carried on a voice vote.
TEL-12 MALL DISPLAY:
Public Communications Officer Jan Pung informed the Commission that the Tel-12 Mall has agreed to place
a permanent Oakland County Parks display in the mall; the display is the same one as the display at the
Summit Place Mall.
There is an existing contract with Letterperfect Design and Exhibit Company for the materials, photographic
reproductions, typographic work, lighting, assembly and installation of these exhibits; this is the same
company who did the exhibit at the Summit Place Mall. Cost for the work for the new exhibit will be $10,770.
In addition, staff is requesting Commission approval to produce two each 48" x 72" murals for $1,480, and six
smaller photo images for seasonal rotation for $990, for a total expenditure of $13,240.
Staff requested approval of this expenditure; funds have been budgeted in the operating budget for this
expense.
Moved by Mr. Pernick, supported by Mrs. Schmid to approve the expenditure of $13,240 to
Letterperfect Design and Exhibit Company for a permanent Oakland County Parks display
at the Tel-12 Mall, including materials, photographic reproductions, typographic work, lighting,
two 48" x 72" murals and six smaller photo images for seasonal rotation, assembly, and
installation.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (9)
NAYS: (0)
Motion carried on a voice vote.
MANAGER'S REPORT:
In addition to the Manager's Report filed in the agenda, the following was noted:
---Vice Chairman Johnson thanked staff for the equipment and staff support for emergency service response
in the aftermath of the tornado that went through Groveland and Springfield Townships in early July.
The next meeting will be 9 a.m. on Wednesday, August 6, 1997, at the Groveland Oaks concession building.
The meeting was adjourned at 9:58 a.m. for a park tour of Glen Oaks Clubhouse, to be followed by the
Commission's budget work session.
1997-98 BUDGETS WORK SESSION:
Staff noted that the 1998 budget year will now commence October 1, 1997 and continue through September
30, 1998 to coincide with the county's new fiscal year. Consequently, budget year 1997 will terminate on
September 30, 1997, resulting in only a nine -month budget year. All revenue and expenditure line items for
budget year 1997 have been adjusted accordingly.
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(Commission Meeting, July 16, 1997)
The proposed revenue budget for 1997-98 is $15,118,404, up 4.5% over the proposed budget for 1997. Of this
amount, $6,223,726 comes from fees and charges and interest on investments; the balance of $8,894,678 will
come from the millage.
The proposed operating budget for 1997-98 is $11,400,764, an increase of 4.1% over the 1997 proposed
budget.
The remaining balance of the revenues, after the $11,400,764 for operations, is for operating equipment and
capital development. The amount of $504,720, of which approximately $417,600 is for replacement equipment
and vehicles, is for operating equipment. Estimated new funds for capital development for 1998 is $3,632,144.
Personnel:
Staff is requesting one full-time Planning Assistant position for the Design and Development section of the
administration office. This position will be involved in natural resource planning rather than focusing on the
parks' facilities.
Fees and Charges:
All of the fees and charges recommended by staff were approved.
Capital Improvement Projects Budget:
The proposed 1998 capital improvement projects are budgeted at $5,070,813, with estimated new funds at
$3,632,144,
Manager Richard noted that staff has been working with Orion Township Officials on the bike path proposed for
the east side of Orion Oaks and have reached a tentative agreement to split the cost equally with the township.
Tentative estimates are approximately $150,000 for this project, which has been placed in the 1998 budget for
construction.
Assistant Manager Kipke noted that tentative plans have finally been received for the toboggan lift for The Fridge
at Waterford Oaks; delay has been finding a vendor capable of, and interested in, designing and/or constructing
the lift. Staff is requesting Commission concurrence of interest in continuing with this project, estimating
approximately $100,000 to $125,000 in construction costs.
Moved by Mr. R. Kuhn, supported by Mrs. McConnell to approve the concept of the toboggan
lift for The Fridge at Waterford Oaks and to proceed with the Requests For Proposals for the
design/build of the toboggan lift.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (9)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Korzon, supported by Mr. G. Kuhn to approve the proposed 1998 Operating
Budget and Capital Improvement Projects Budget as presented by staff, with final presentation
for adoption in September.
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(Commission Meeting, July 16, 1997)
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, McConnell, Pernick, Schmid, Skarritt (9)
NAYS: (0)
Motion carried by a voice vote.
In accordance with state law, a public hearing will be held prior to the budget's formal adoption in September.
The meeting was adjourned at 11:26 a.m.
Richard D. Kuhn, Jr., Secretary
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Karen Smith, Recording Secretary
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