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HomeMy WebLinkAboutMinutes - 1998.01.28 - 39038OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING January 28. 1998 The meeting was called to order at 9:12 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., George Kuhn, Nancy McConnell, Frank Millard, Jr., Charles Palmer, Richard Skarritt, J. David VanderVeen COMMISSION MEMBERS ABSENT: Vice Chairman Ruth Johnson, Secretary Richard D. Kuhn, Jr., Fred Korzon ALSO PRESENT: Parks and Recreation Oakland County Purchasing Janz & Knight Oak Management Corporation, Inc. APPROVAL OF MINUTES: Ralph Richard, Executive Officer Jon Kipke, Assistant Manager Frank Trionfi, Chief, Admin. Services Sheila Cox, Accountant IV Mike Thibodeau, Chief of Golf Operations Dan Stencil, Chief of Park Operations Janet Pung, Public Communications Officer Joseph Figa, Chief, Design and Development Sue Delridge, Chief of Recreation Rob Rhein, Buyer Donald VanLoo John Mackey George Lekas, Vice President Moved by Mr. Palmer, supported by Mr. VanderVeen to approve the minutes of the meeting of January 7, 1997, with the following change: Page 3 - 4, fourth paragraph under the heading "Old Business," change the word "at" to "to" to make the phrase read, "drain construction damage to the course itself." AYES: Lewis, G. Kuhn, McConnell, Millard, Palmer, Skarritt, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: There were no questions asked by, nor comments received from, the public. ACTIVITIES REPORT: The Activities Report for the month of December, 1997, was accepted as filed. AWARD PRESENTATION: 3-1 (Commission Meeting, January 28, 1998) Chief of Recreation Sue Delridge presented the Commission with a plaque received in recognition of the Parks' outstanding support of the 1997 Multiple Sclerosis Fall Breakaway Bike Tour held at Addison Oaks. Public Communications Officer Jan Pung presented the Commission with a certificate and letter received from the U.S. Army Reserve thanking the Parks for giveaways we provided for a family event they sponsored. 1997 NINE -MONTH AUDIT REPORT: Because of the recent change in fiscal year, the audit report is for the nine -month period of January 1 through September 30, 1997. Staff noted that, as a result of the fiscal year change and in keeping with Generally Accepted Accounting Principles, we were required to defer the amount of $2,067,110 (25% of our millage revenues) to cover expenses for October through December of 1997. This amount was deferred from the Administration CIP Future Acquisition and Improvements Account. Therefore, staff requested Commission approval to decrease the 1998 Capital Improvement Projects Budget by $1,693,370 and amend the CIP Budget to $10,903,058. Moved by Mr. G. Kuhn, supported by Mrs. McConnell to amend the 1998 Capital Improvement Projects Budget to $10,903,058. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. Moved by Mr. Skarritt, supported by Mr. VanderVeen to amend the 1997 Operating Budget to $8,763,368, with the individual amounts for each budget center to be the same as those shown in the "actual" column of page 18 of the 1997 Nine -Month Audit Report. This action is in compliance with the Michigan Uniform Budgeting Act of the Commission's By -Laws. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. Moved by Mr. G. Kuhn, supported by Mr. Palmer to accept the 1997 Nine -Month Audit Report from Janz & Knight. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) BIDS: Motion carried on a voice vote. Moved by Mr. Palmer, supported by Mr. Skarritt to approve the purchase of a backhoe and loader attachments for a Model 2150 John Deere tractor at Groveland Oaks to the low bidder, Weingartz Supply, in the amount of $12,713.40. 3-2 (Commission Meeting, January 28, 1998) AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. Moved by Mr. VanderVeen, supported by Mr. G. Kuhn to approve the purchase of a 5111 Jacobsen 11.5-foot mower for Groveland Oaks to the low bidder, W. F. Miller, in the amount of $37,501.00. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. Moved by Mr. Skarritt, supported by Mr. Palmer to approve the purchase of a Steiner mower/ utility truck for Waterford Oaks to the low bidder Bill's Tractor, in the amount of $11,361.00. There was $10,000.00 budgeted in the Operating Equipment Budget for this purchase; the balance of $1,361.00 will come from the Operating Equipment Budget Contingency. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. Moved by Mr. Palmer, supported by Mr. VanderVeen to approve the purchase of 24 gasoline golf cars for Springfield Oaks Golf Course to the low bidder, Club Car, in the amount of $56,385.00, which includes the trade in of 17 golf cars. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. Moved by Mr. Palmer, supported by Mr. Skarritt to approve the purchase of a Ford 58 hp front-end loader/tractor with a backhoe attachment for the Red Oaks Golf Course to the low bidder, Munn Ford Tractor, in the amount of $32,106.65. There is $20,000.00 budgeted in the Operating Equipment Budget for this purchase; the balance of $12,106.65 will come from the Operating Equipment Budget Contingency. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. WHITE LAKE OAKS RESTROOM ADDITION: 3-3 (Commission Meeting, January 28, 1998) Moved by Mr. Palmer, supported by Mrs. McConnell to adjust the contract with Hittle Construction for the White Lake Oaks Clubhouse restroom addition by an additional $2,475.50, for an adjusted contract amount of $116,755.50. The additional amount will be transferred from the Capital Improvement Projects Budget Contingency. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. GLEN OAKS CLUBHOUSE EXPANSION: Chief of Design and Development Joe Figa reviewed the Glen Oaks Clubhouse Expansion Project, noting the delays in obtaining permits from the City of Farmington Hills, changes in the scope of the project due to unforeseen building conditions, and changes to the architectural contract because the construction continued beyond the designated completion date. We have incurred costs totaling $60,225.01 for the required changes, plus $21,320.39 in changes requested by Oak Management, for a total of $81,545.40 over the original contract amount to LDS Construction of $1,300,000. The contractor, LDS, also sent correspondence requesting Commission approval of additional funds to cover overtime, winter construction, etc. Staff reviewed their request and recommended the Commission approve payment of a portion of the costs in the amount of $34,374.63. Moved by Mr. Palmer, supported by Mr. G. Kuhn to approve an additional $81,545.40 to LDS Construction for the required changes on the Glen Oaks Clubhouse Renovation Project; plus approval of the amount of $34,374.63 for payment of contractor overtime, poor productivity, winter construction costs, and loss of home office overhead due to project delays. New contract total will be $1,415,920.03; the additional funds will be transferred from the 1998 Capital Improvement Projects Budget Contingency. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. ADDISON OAKS CAMPGROUND EXPANSION: Requests For Proposals were received for the design, surveying, engineering, and preparation of construction documents for bidding on the campground expansion at Addison Oaks. The work includes a new entrance drive; 120 sites including electrical, water, site amenities, etc.; a pedestrian trail to the beach area from the campgrounds; and site engineering for the restroom facility. Mr. Figa reviewed the results of the RFP's and recommended Commission approval of Beckett & Raeder for the engineering fee of $62,100 and construction administration fee of not -to -exceed $17,000 for up to 300 man hours. Moved by Mrs. McConnell, supported by Mr. Skarritt to award the contract for the engineering and construction administration fees for the Addison Oaks Campground Expansion Project 3-4 (Commission Meeting, January 28, 1998) to Beckett & Raeder in the amount of $62,100 for the engineering fees and not -to -exceed $17,000 for the contract administration, for a not -to -exceed total of $79,100.00. AYES: G. Kuhn, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. GLEN OAKS CLUBHOUSE EXPANSION: Oak Management Corporation Vice President George Lekas addressed the Commission on the cancellations and concessions made to clients resulting from the delay in the completion of the Glen Oaks Clubhouse renovation. He requested Commission consideration of a reduction of the additional expenses of $21,320.39 incurred during the renovation. Commission concurred with the request and accepted responsibility for the full expense; however, due to a lack of a quorum, formal action will be taken at the February 18 meeting. Commission briefly discussed sending a letter to the City of Farmington Hills relating the additional expenses incurred because of delays in receiving the city's permits on this project. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's Report filed in the agenda, the following was noted: ---Executive Officer Richard spoke with Anne Pernick, who consented to the idea of a small picnic shelter and bench being dedicated in the memory of Commissioner Lawrence Pernick. ---The Fridge reported its largest day to date on Saturday, January 24, with 1300 people visiting the facility. OLD BUSINESS: Commissioner VanderVeen questioned the progress of the Huron -Clinton Metropolitan Authority's proposed waterpark at Indian Springs Metropark, whether there is another way that Indian Springs could spend their project money or whether we should be in contact with Springfield Township. Commission discussed sending a letter through Chairman Lewis to HCMA Commissioner Jim Clarkson regarding the Oakland County Parks' concern on this proposed facility being a duplicate of the existing facilities at Waterford Oaks, and with both facilities being supported by taxpayers. Commission wants to explore the possibility of a resolution for adoption by the Oakland County Board of Commissioners; Executive Officer Richard will look at appropriate steps. The next meeting will be at 9 a.m. on Wednesday, February 18, 1998. The meeting was adjourned at 10:44 a.m. Richard D. Kuhn, Jr., Secretary Karen Smith, Recording Secretary 3-5