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HomeMy WebLinkAboutMinutes - 2002.12.04 - 39103OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING December 4. 2002 Chairman Pecky Lewis called the meeting to order at 9:17 a.m. in the commission room of the Parks and Recreation's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Secretary Richard D. Kuhn, Jr., John McCulloch, Ruel E. McPherson, Lawrence Obrecht, J. David VanderVeen, Richard V. Vogt COMMISSION MEMBERS ABSENT: Fred Korzon, Shelley Taub ALSO PRESENT: Parks and Recreation Oakland County Purchasing Oakland County Risk Management Oakland County Corporation Counsel Private Citizen PUBLIC COMMENTS: Ralph Richard, Executive Officer Frank Trionfi, Administrator — Administration Dan Stencil, Administrator — Parks Operations Joseph Figa, Chief of Design and Development Janet Pung, Public Communications Officer Mike Thibodeau, Chief of Golf Jon Kipke, Assistant Administrator Sue Wells, Chief of Recreation Sheila Cox, Accountant IV Mike Donnellon, Architectural Engineer I Mike Kreza, Buyer Stan Fayne, Risk Manager John Ross, Assistant Corporation Counsel Suzy Vogt There were neither questions nor comments made by the public. APPROVAL OF MINUTES: Moved by Mr. Skarritt, supported by Mr. McPherson to approve the minutes of the meeting of November 6, 2002, as written. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Vogt (7) NAYS: (0) Motion carried on a voice vote. INSURANCE UPDATE: Risk Manager Stan Fayne reported on the changes in the insurance industry and updated the Commission on the county's self-insurance program/policy, including the coverage limitations, volunteer insurance, and increased deductible. Mr. Fayne also explained about the new charge back program the county is considering to assist the departments with the additional costs resulting from the new $25,000 deductible. Commissioner McCulloch 4- (Commission Meeting, December 4, 2002) requested copies of the actuarial report being conducted for the charge back program once the report is completed. HORTICULTURAL SERVICES CONTRACT: Moved by Mr. Vogt, supported by Mr. Kuhn to approve the final extension of the horticultural services contract with Emily's, Inc. for the total three-year amount of $175,000. AYES: Kuhn, Lewis, McCulloch, McPherson, Skarritt, VanderVeen, Vogt (7) NAYS: Obrecht (1) Motion carried on a voice vote. BIDS: Moved by Mr. Obrecht, supported by Mr. McPherson to approve the purchase of the following bid items as reviewed and recommended by staff and Purchasing: A Lochinvar hot water heater and two ASME storage tanks for the new laundry facility at Groveland Oaks to Hodges Supply in the amount of $10,814.00. A Towmaster lowboy trailer for Technical Support to Munn Tractor Sales in the amount of $11,312.00. A self-contained, 160-gallon riding sprayer for the Red Oaks Golf Course to the low bidder, W. F. Miller, in the amount of $15,824.00. A three -yard, heavy-duty, pull -type dump trailer for Lyon Oaks to Weingartz, in the amount of $5,150.00. Approval of the expenditure of the emergency pump repair at Lyon Oaks to Hydro Dynamics in the amount of $14,946.00. Staff will provide the Commission with a more detailed breakdown of the cost of materials and labor on the emergency pump repair at Lyon Oaks. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, VanderVeen, Vogt (8) NAYS: (0) Motion carried on a voice vote. POINT -OF -SALE MAINTENANCE CONTRACT: Moved by Mr. Vogt, supported by Mr. McCulloch to approve the three-year contract with GolfeNetwork Corp. from 11/1/02 through 10/31/05 for a software and hardware maintenance blanket contract for Glen Oaks, Springfield Oaks, and White Lake Oaks golf courses plus the Red Oaks and Waterford Oaks waterparks, in the amount of $20,480 per year. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, VanderVeen, Vogt (8) 4-2 (Commission Meeting, December 4, 2002) NAYS: (0) Motion carried on a voice vote. DNR/DETROIT EDISON TREE GRANT APPLICATION: Moved by Mr. VanderVeen, supported by Mr. Obrecht to adopt the following resolution for the submission of a grant application: WHEREAS, the Oakland County Parks and Recreation Commission has identified the development of a landscape buffer as an element of its current master plan for Lyon Oaks; and WHEREAS, the Oakland County Parks and Recreation Commission will submit a $7,800 50/50 matching grant from the MDNR for the planting of 52 deciduous and coniferous trees; and WHEREAS, the Oakland County Parks and Recreation Commission has sufficient funds allocated in its 2003 Lyon Oaks operating budget; and WHEREAS, the Commission will commit labor and resources to plant and maintain said trees for a period of three years. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves submission of the MDNR/DTE Energy Tree Planting Program grant application for matching funding of the landscape tree buffer planting at Lyon Oaks. FURTHER BE IT RESOLVED that the Oakland County Parks and Recreation Commission forwards this resolution to the Oakland County Board of Commissioners for their approval pursuant to the county's grant procedures. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, VanderVeen, Vogt (8) NAYS: (0) Motion carried on a voice vote. Staff was directed to give further consideration to hire a forest manager to initiate and coordinate a forest management program within the Parks. RED OAKS GOLF COURSE UPDATE: Moved by Mr. McCulloch, supported by Mr. VanderVeen to authorize staff to redistribute CIP funding and postpone specific capital improvement projects in order to pay for the renovation of the Red Oaks Golf Course and the construction of the Red Oaks Clubhouse without needing to borrow funds. Commissioner McCulloch noted that, should the Parks Commission decide it becomes necessary at a future date, bonds can still be issued for funding for this project. 4-3 (Commission Meeting, December 4, 2002) AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, VanderVeen, Vogt (8) NAYS: (0) Motion carried on a voice vote. RED OAKS GOLF COURSE CLUBHOUSE SITE CONSTRUCTION CONTRACT UPDATE: In a follow up to the September 25 Commission meeting approval, staff reported that the site construction contract for the parking lot, lighting, cart staging area and paths, decorative concrete terrace, sidewalks, bollards, berming and landscaping for the Red Oaks Golf Course Clubhouse was awarded to the low bidder, Heritage Contracting, L.L.C., in the amount of $443,210.56, plus a five percent contingency of $22,160.50, for a total budgeted amount of $465,371.06. OAKLAND COUNTY TRAIL ADVISORY COUNCIL UPDATE: Executive Officer Richard reported on a recent meeting of the Trails Advisory Council, noting the appointment of the chairperson and vice chair, plus the status of the trails coordinator position at Personnel. Commissioner Obrecht expressed his concern over the large number of people interested in having a voice on this project. Because this is only an advisory council who, along with the trails coordinator, will report to the Parks Commission, he recommended Commission review the list of interested members and recommend the make up of the permanent TAC board. Staff will prepare that list for presentation to the Commission at the January meeting. Staff will also provide a copy of the trails coordinator job description once it is finalized. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's Report filed in the agenda, the following was noted: ---Administrator— Parks Operations Dan Stencil reported on consideration for re -organization of Fair Oaks and the 4-H Fair Association as it relates to the Springfield Oaks Activities Center, including their overseeing the grounds maintenance of the facility, plus having both a facility manager and a fair manager. ---In response to Commissioner McCulloch's questions and concerns on the marketing of the targeted companies with 150 or more employees for group sales, staff will provide a formal written marketing plan with identified data base at the February Commission meeting. ---Staff will check with the Huron -Clinton Metroparks on the possibility of selling the joint HCMA/OCPR annual passes at some of our off -site locations. NEW BUSINESS: In response to his election as district court judge for the 51 It District Court in Waterford, Commissioner Kuhn has resigned from the Parks Commission effective December 31, 2002. Chairman Lewis commended Commissioner Kuhn for his exemplary service to the Parks Commission for 16 years and, on behalf of the Commission, wished him well in his future endeavors. Commissioner Kuhn thanked the Oakland County Board of Commissioners and the Parks Commissioners for their support during his tenure and remarked that the Parks are "outstanding in programs, facilities, and staff." 4-4 (Commission Meeting, December 4, 2002) The meeting was adjourned at 11:00 a.m. The next Commission meeting will be 9:00 a.m. on Wednesday, January 15, 2003. IL 4--Oe�'e-iC S/C' q i Richard Kuhn, Jr., Secretary Ka r n S. Kohn CPS/CAP, Recording Secretary 4-5