HomeMy WebLinkAboutMinutes - 1998.09.02 - 39047OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
September 2. 1998
The meeting was called to order at 9:14 a.m. by Chairman Pecky D. Lewis, Jr. in the multi -purpose room of
the Springfield Oaks Activity Center.
COMMISSION MEMBERS PRESENT:
Chairman Pecky D. Lewis, Jr., Vice Chairman Ruth Johnson, Nancy McConnell, Frank Millard, Jr., Charles
Palmer, Richard Skarritt, J. David VanderVeen
COMMISSION MEMBERS ABSENT:
Secretary Richard D. Kuhn, Jr., Fred Korzon, George Kuhn
ALSO PRESENT:
Parks and Recreation
Oakland County Treasurer's Office
Oakland County Purchasing
Fair Oaks, LLC
John R. Axe and Associates
Beckett Raeder and Associates
Springfield Twp. Parks and Recreation
APPROVAL OF MINUTES:
Ralph Richard, Executive Officer
Jon Kipke, Assistant Manager
Frank Trionfi, Chief, Administrative Services
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
Sheila Cox, Accountant IV
Pat Dohany, Chief Deputy Treasurer
Rob Rhein, Buyer
LC Scramlin, President
John Axe, Attorney
Debra Cooper, Consultant
Christy Summers, Consultant
Dot Lalone, Commissioner
Moved by Mr. Palmer, supported by Mrs. McConnell to approve the minutes of the public
hearing of August 5, 1998, as written.
AYES: Johnson, 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 minutes of the meeting
of August 5, 1998, with the following correction:
Page 3 - 4, under New Business, change the word "democratic" in the first sentence to
"republican."
AYES: Johnson, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6)
NAYS: (0)
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(Commission Meeting, September 2, 1998)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no questions asked by, nor comments received from, the public.
APPROVAL OF PAYMENTS:
Moved by Mr. Skarritt, supported by Mr. Palmer to approve the payment of Payment Register
for the Report Period FM 10 FY 1998 (July, 1998) and the Interdepartmental Payment
Register for June, 1998.
AYES: Johnson, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6)
NAYS: (0)
Motion carried on a voice vote.
STATEMENT OF OPERATIONS:
The Statement of Operations for the month ending July 31, 1998, was accepted as filed.
ACTIVITIES REPORT:
The Activities Report for July, 1998, was accepted as filed.
Commissioner Skarritt asked staff to reformat, if possible, the report to break out the figures for the banquet
facilities separately from the golf courses.
Chairman Lewis also requested staff report the greatest annual number of visitors.
1999 BUDGET ADOPTION:
Moved by Mr. Palmer, supported by Mrs. McConnell to approve the resolution adopting the
Parks and Recreation Commission's 1999 Appropriations Act incorporating the 1999
Operating Budget, and to approve the adoption of the Commission's 1999 Capital
Improvement Projects Budget.
AYES: Johnson, Lewis, McConnell, Palmer, Skarritt, VanderVeen (6)
NAYS: (0)
Motion carried on a voice vote.
LYON OAKS LOAN RESOLUTION:
Staff, along with Deputy Treasurer Pat Dohany and attorney John Axe, presented for approval a resolution
for a $5 million loan through the Oakland County Building Authority to finance the building project at Lyon
Oaks. This project will include construction of an approximately 16,500 square foot pro shop/banquet
facility/full service kitchen/grill room/restroom/underground cart storage facility, required utilities, paved entry
boulevard and required parking for 445 vehicles, including all amenities, lighting, landscaping, and signage.
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(Commission Meeting, September 2, 1998)
Project will not include the golf course.
Staff expects to save approximately $200,000 to $300,000 in financing costs by borrowing through the
Building Authority rather than through the County's revolving fund. All contract awards, change orders, etc.,
will be approved through the Building Authority with recommendations from staff.
Staff requested Commission approval of the resolution, and to authorize staff to proceed to Planning and
Building Committee, Finance and Personnel Committee, and the Oakland County Board of Commissioners
for their approval.
Moved by Mr. VanderVeen, supported by Mr. Palmer to adopt the following resolution and
to authorize staff to proceed to Planning and Building Committee, Finance and Personnel
Committee, and the Oakland County Board of Commissioners for their approval.
WHEREAS, the Oakland County Parks and Recreation Commission (the
"Commission") proposes to construct and equip a building project and other appurtenances
as more fully described in Appendix A attached hereto (the "Project"); and
WHEREAS, the Commission wishes to finance the project over not -to -exceed twelve
years through the issuance of bonds by the Oakland County Building Authority (the
"Authority"); and
WHEREAS, before the Authority can undertake the financing of the Project, the
Project must first be approved by the Board of Commissioners.
NOW, THEREFORE, BE IT RESOLVED BY THE OAKLAND COUNTY PARKS AND
RECREATION COMMISSION as follows:
1. The Project described in Appendix A attached hereto is hereby approved.
2. The Oakland County Board of Commissioners is requested to adopt the
necessary resolution authorizing the Oakland County Building Authority to undertake the
financing of the Project.
APPENDIX A
PROJECT DESCRIPTION
The following Project to be located at Lyon Oaks County Park:
This Project will include construction of an approximately 16,500 square foot pro
shop/banquet facility/full service kitchen/grill room/restroom/underground cart storage facility,
required utilities, paved entry boulevard and required parking for 445 vehicles, including all
amenities, lighting, landscaping, and signage.
Construction Costs $5,000,000
Financing Costs 100,000
TOTAL COSTS $5.1 00.000
ROLL CALL VOTE:
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(Commission Meeting, September 2, 1998)
AYES: Johnson, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (7)
NAYS: (0)
A majority having voted therefore, the motion carried.
ROAD GRADING AND CHLORIDE DUST CONTROL:
Moved by Mr. Palmer, supported by Mrs. Johnson to approve the first payment for road
grading and chloride at Addison, Groveland, Independence, Lyon, Rose, Springfield and
Waterford Oaks to the Road Commission for Oakland County in the amount of $15,000; total
expenditure for the year will be $30,000.
AYES: Johnson, Lewis, McConnell, Millard, Palmer, VanderVeen (6)
NAYS: (0)
ABSTAIN: Skarritt (1)
Motion carried on a voice vote.
AERATORS - ADDISON OAKS:
Moved by Mr. Millard, supported by Mrs. McConnell to approve the purchase of three Aire-02
aerators for Addison Oaks from the low bidder, Aeration Industries, in the amount of
$15,555.00.
AYES: Johnson, Lewis, McConnell, Millard, Palmer, VanderVeen (6)
NAYS: (0)
Motion carried on a voice vote.
ROAD/TRAIL PAVING PROJECT - INDEPENDENCE OAKS:
Moved by Mr. Palmer, supported by Mrs. Johnson to award the contract for the road/trail
paving project at Independence Oaks to the low bidder, Allied Construction, in the amount
of $289,506.50 for the base bid; $47,570.00 for alternate 1; $42,160.00 for alternate 2; and
$24,288 as an add -on to pave the existing nature center parking lot; for a contract total of
$403,524.50, A ten percent contingency in the amount of $40,352.00 will be included, for a
total budgeted amount of $443,876.50.
AYES: Johnson, Lewis, McConnell, Millard, Palmer, VanderVeen (6)
NAYS: (0)
Motion carried on a voice vote.
BBDO CONTRACT EXTENSION:
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(Commission Meeting, September 2, 1998)
Moved by Mr. Skarritt, supported by Mr. Palmer to approve a three-year contract extension
with BBDO Advertising for marketing communications services in the amount of $2,900 per
month.
AYES: Johnson, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
LYON OAKS PARK DAY USE DESIGN AND ENGINEERING FEES:
In response to Commission direction, staff has worked with the day use design/engineering consultant,
Beckett and Raeder, Inc., on the changes in the scope of the Lyon Oaks day use design --most significantly
in the clubhouse and associated site work.
The consultant had agreed to absorb the initial fee for increasing the clubhouse from 5,000 to 10,000 square
feet; however, continued modifications made it impossible for them to continue their services based on that
original fee.
Staff and consultants have worked out a fee believed to be equitable to both parties. Staff requested
Commission approval of the fee for Beckett and Raeder, Inc., at a total not to exceed $392,978.40, which
includes site visits, contract administration, and the kitchen consultant's fee.
Moved by Mr. Palmer, supported by Mrs. McConnell to approve the day use design/
engineering fee for Beckett and Raeder, Inc. for the expanded project at Lyon Oaks in the
amount not to exceed $392,978.40.
AYES: Johnson, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
MANAGEMENT/OPERATING AGREEMENT - SPRINGFIELD OAKS ACTIVITY CENTER:
Moved by Mrs. Johnson, supported by Mr. VanderVeen to approve the renewal of the
agreement with Fair Oaks, LLC for the management/operation of the Springfield Oaks Activity
Center for a three-year term.
AYES: Johnson, Lewis, McConnell, Millard, Skarritt, VanderVeen (6)
NAYS: (0)
Motion carried on a voice vote.
Commission noted the building needs to be studied for necessary improvements. Staff was directed to place
the old YAC building study on the agenda for review.
JANZ & KNIGHT AUDIT CONTRACT EXTENSION:
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(Commission Meeting, September 2, 1998)
Due to the unusual challenges staff is involved with the new HRFIS computer system, staff requested
Commission consideration to extend the contract with Janz & Knight for one year to perform the 1998 annual
audit.
Moved by Mr. Skarritt, supported by Mr. VanderVeen to extend the contract with Janz &
Knight for one year to perform the Parks Commission's 1998 annual audit in the amount of
$13,500.
AYES: Johnson, Lewis, McConnell, Millard, Skarritt, VanderVeen (6)
NAYS: (0)
Motion carried on a voice vote.
1999 CIP BUDGET REVISIONS:
Staff presented the list of revisions to the 1999 Capital Improvement Projects Budget as noted at the August
5 meeting; they were accepted as filed.
EXECUTIVE SESSION:
Moved by Mrs. McConnell, supported by Mr. Skarritt to move into Executive Session.
AYES: Johnson, Lewis, McConnell, Millard, Skarritt, VanderVeen (6)
NAYS: (0)
Motion carried on a voice vote.
The meeting was adjourned to an Executive Session at 10:37 a.m.
The meeting was reconvened at 10:47 a.m.
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's Report filed in the agenda, the following was noted:
---Mr. Richard and Mr. Figa, along with Chairman Lewis, will be attending a Michigan Natural Resources Trust
Fund Board of Trustees meeting on Wednesday, September 16 to address concerns raised about our plans for
Lyon Oaks.
---New signs are being placed around the perimeter of Rose Oaks. Rather than stating, "no trespassing," the
new signs state, "no access; please enter at..."
---The 38-acre parcel of land west of Baldwin Road at Orion Oaks is no longer being considered for sale. Grant
stipulations require a financial hardship; Oakland County does not qualify.
---Lake Orion Schools have notified the Parks that they are no longer considering the use of Orion Oaks as a
site for their new nature center, but will provide access to the park for their programs.
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(Commission Meeting, September 2, 1998)
---The Lyon -Wixom area bike/safety path committee will be at the next meeting to make a presentation regarding
a bike/safety path on the northern perimeter of Lyon Oaks. They have received grants from ISTEA and the
Michigan Natural Resources Trust Fund; Parks would be required to dedicate the proposed right of way to the
Road Commission for Oakland County for that purpose.
---SOCCRA has invoiced the Parks the amount of $2,495.14 for the Parks' "fair share" for the Remedial Action
Plan as per the Parks' lease. Commission requested staff forward this information to Corporation Counsel for
their review to see if the Parks are liable. They expressed their concerns about setting a precedent for possible
future payments by paying this invoice.
Chairman Lewis suggested a letter be sent removing the Parks from future obligation.
Commissioner Millard suggested the language of the lease be renegotiated at the time of the lease renewal.
---In response to an inquiry from Commissioner Millard regarding new restroom facilities on the course at
Springfield Oaks, staff noted that estimates range between $40,000 and $50,000 per unit. Facilities are needed
at both White Lake Oaks and Springfield Oaks.
Moved by Mr. Millard, supported by Mrs. Johnson to authorize staff to develop plans for new
restroom facilities on the course at both White Lake Oaks and Springfield Oaks, along with
projected costs.
AYES: Johnson, Lewis, McConnell, Millard, Skarritt, VanderVeen (6)
NAYS: (0)
Motion carried on a voice vote.
---Assistant Manager Jon Kipke updated the Commission on the status of the roofing project on the Davis House
at Springfield Oaks.
The next meeting will be at 9 a.m. on Wednesday, October 7, 1998, at the administration office.
The meeting was adjourned at 11:20 a.m.
4 - -, � 42 9,
Richard D. Kuhn, Jr., Secretary
Karen Kohn, Recording Secretary
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