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HomeMy WebLinkAboutMinutes - 2002.03.13 - 39110OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING March 13, 2002 Chairperson Pecky Lewis called the meeting to order at 9:30 a.m. in the commission room of the Parks Commission'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, Shelley Taub, J. David VanderVeen, Richard V. Vogt COMMISSION MEMBERS ABSENT: Fred Korzon ALSO PRESENT: Parks and Recreation Oakland County Corporation Counsel Oakland County Purchasing Oakland County FMO PUBLIC COMMENTS: Ralph Richard, Executive Officer Daniel Stencil, Administrator— Park Operations Frank Trionfi, Administrator —Administration Joseph Figa, Chief of Design/Development Sue Wells, Chief of Recreation Sheila Cox, Accountant IV Desiree Stanfield, Public Comm. Assist. Zayn Gregory, Architectural Engineer I Mike Donnellon, Architectural Engineer I Mike Boyd, Recreational Specialist John Ross, Assistant Corporation Counsel Mike Kreza, Buyer Mike Hughson, Property Mgmt. Spec. L. C. Scramlin, Fair Oaks Board There were neither questions nor comments made by the public. APPROVAL OF PUBLIC HEARING MINUTES: Moved by Mr. Kuhn supported by Mr. Skarritt to approve the minutes of the Public Hearing of February 6, 2002, as written. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (9) NAYS: (0) Motion carried on a voice vote. 4-1 Commission Meeting, March 13, 2002 APPROVAL OF MINUTES Moved by Mr. Skarritt, supported by Mrs. Taub to approve the commission minutes of February 6, 2002, as written. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (8) NAYS: (0) Motion carried on a voice vote. APPROVAL OF PAYMENTS: Moved by Mr. McCullough, supported by Mrs. Taub to approve the payment summary, which includes Payment Register's Voucher Report and C.I.P. Voucher Report for January (FM 4, FY 2002) and the Internal Service Funds Payment Register for January (FM4, FY2002). AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (8) NAYS: (0) Motion carried on a voice vote. STATEMENT OF OPERATIONS: The Combined Statement of Operations for the Month Ending 1/31/02 was accepted as filed. CAPITAL IMPROVEMENT PROJECT BUDGET: The Capital Improvement Project Budget as of December 31, 2001(FM3, FY 2002) was accepted as filed. ACTIVITY REPORT: The Activities Report for the month of January 2002 was accepted as filed. AWARD PRESENTATION: Staff announced the "New Professional Award" given to Mike Boyd for outstanding growth and leadership. The award was presented at the MRPA Annual Meeting held in Traverse City. The park system was presented with an award from Ellis and Associates. Ellis conducted an unannounced audit of the parks and awarded a Bronze National Aquatic Safety Award for consistently "exceeding" their criteria for aquatic safety certification this year. This award was one of only forty-eight out of 425 awarded. Children's Village supporters gave us a plaque for our support. The Commissioners also viewed a Video of Seniors Olympics. 4-2 Commission Meeting, March 13, 2002 FINANCIAL PROCESS NARRATIVES AND FLOWCHARTS DRAFT REPORT: The Financial Process Narratives and Flowcharts Draft Report was accepted as presented PROPOSED EASEMENT — INDEPENDENCE OAKS An easement is needed for construction and maintenance access of the proposed organizational youth campground facility at Independence Oaks Park. The New Hope Bible Church has granted the easement to the parks in exchange for landscape materials. Moved by Mr. Vanderveen, support by Mr. Kuhn to accept the easement agreement at Independence Oaks from neighboring New Hope Bible Church. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (8) NAYS: (0) Motion carried on a voice vote. The matter will now be presented before the Board of Commissioners for approval. BECKETT-RAEDER, INC CONTRACT AMENDMENT Joe Figa gave a presentation on the progress and problems of the Lyon Oaks Golf Course construction. He stated we expect to open the park on April 30, 2002. Mr. Figa requested approval to authorize payment not -to -exceed $19,900 to Beckett -Raeder for work done in February and an additional amount not -to -exceed $ 20,000 for estimated work for April through June, 2002. Moved by Mr. Skarritt, supported by Mr. Obrecht to approve payment to Beckett - Raeder Inc. for $39,900, with $19,900 as the first payment and the $20,000 to be paid as incurs at Lyon Oaks Golf Course. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (8) NAYS: (0) Motion carried on a voice vote. Moved by Mr. Khun, supported by Mr. Skarritt to continue with Beckett -Raeder, Inc. until the completion of the Lyon Oaks Golf Course. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (8) NAYS: (0) Motion carried on a voice vote. 4-3 Commission Meeting, March 13, 2002 SPRINGFIELD OAKS ACTIVITY CENTER RENOVATION Joe Figa presented the need for renovation of the Springfield Oaks Activity Center in Davisburg. The first phase will include construction of a temporary partition storage pocket, painting, carpet and title replacement. Bids have been received and staff recommended awarding the bid to Interior Dynamics for flooring in the amount of $18,799.73. Trustees will do the removal of the flooring and we will use the current blanket purchase order. Moved by Mr. Kuhn, supported by Mr. Skarritt to approve the bid for Springfield Oaks Activity Center renovation of carpet, tile, wall base, and an entrance tile mat to Interior Dynamics in the amount of $18,799.73 plus $1,200.27 contingency for a total project cost of $20,000. NATURAL AREAS PROGRAM PRESENTATION Zahn Gregory gave a presentation on the natural resources survey developed by Design and Development to use as a guideline for future acquisition and development. The parks system will implement a natural resource management program to provide more natural environment to maintain the 70/30 percent ratio of undeveloped to developed land for the total park system. ADDISON OAKS CONFERENCE CENTER PARKING LOT REPAIR Staff recommends awarding the bid to Thompson McCully Co. to remove a portion of existing paving, provided drainage and re -paves the Addison Oaks parking lot. The bid includes an alternate to cap the entire southwest portion of the parking lot. Moved by Mr. Vogt, supported by Mr. Obrecht to award the bid for Addison Oaks Conference Center Parking Lot Repair the base bid of $45,918 with a 5% contingency of $2,296 for a total project cost of $48,214. Also to approve the transfer of $14,214 from the Operating Budget's Contingency line item to Addison Oaks Grounds Maintenance line item for the non -budgeted amount. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (8) NAYS: (0) Motion carried on a voice vote. RED OAKS WATERPARK PARKING LOT EXPANSION Staff recommends awarding the bid to Thompson McCully Co for phase one of storm drainage, curbs, sidewalks, service drive and additional parking spaces. Alternate A includes repairing existing drainage at the main entrance to the Waterpark with an additional catch basin and storm sewer. Alternate B includes the milling and regrading of the asphalt drive. Staff requests awarding the bid in the amount of $302,00 to include Alternate B for $4,854 plus a 5% contingency for a total of $322,187. Moved by Mr. Vogt, supported by Mr. McCulloch to award the contract for Red Oaks Waterpark Parking Lot Expansion to Thompson McCully Co. in the amount of $302,000 plus Alternate B in the amount of $4,845 and a 5% contingency in the amount of $15,342 for a total project cost of $322,187. Also to approve the transfer of $322,187 from the C.I.P. Contingency line item to the Drive & Parking Lot WP Project AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (9) NAYS: (0) 4-4 Commission Meeting, March 13, 2002 Motion carried on a voice vote. LANDSCAPE MAINTENANCE SERVICES FOR LYON OAKS Staff has requested a 3-year landscape maintenance services contract to maintain the entrance, roadway and clubhouse/banquet center landscaping of Lyon Oaks. This includes labor, equipment and tools to provide services for seeding, mulching, sod laying, installing plant materials such as trees, shrubs, and perennials, etc. and the professional maintenance and management of such materials. Moved by Mrs. Taub, supported by Mr.Obrecht to award the Lyon Oaks Landscape Maintenance contract to Torre & Bruglio for a three-year contract with the first year cost of $24,250, second -year cost of $25,890 and third -year cost of $26,600. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (9) NAYS: (0) Motion carried on a voice vote. FIREWORKS DISPLAY AT ADDISON OAKS AND GROVELAND OAKS The July 4th fireworks display show at Addison Oaks will be held on Friday, July 5, 2002 and at Groveland Oaks on Saturday, July 6, 2002. Bids have been reviewed and staff recommends awarding the bid to Colonial Fireworks for a display to consist of 1,008 2-inch shells. Colonial Fireworks has been the awarded company in the past few years. Moved by Mr. Kuhn, supported by Mr. Skarritt to award the contract for July 41h fireworks display to Colonial Firework Company in the amount of $7,000 per show for a total of $14,000. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vanderveen, Vogt (9) NAYS: (0) Motion carried on a voice vote. BID ITEMS: Motion by Mr. McCulloch, support by Mr. Obrecht to award the following bids as per the information filed in the agenda and as recommended by staff and Purchasing: Purchase of two a 20 x 40 ultraframe tents for Red Oaks Waterpark from Armbruster Manufacturing Company in the amount of $4,231 each for a total of $8,462.00. Purchase of 150 poolside sand chairs for Red Oaks Waterpark from Engan Tooley in the amount of $12,300. Purchase of a 4-wheel drive diesel utility vehicle (Mule) for Addison Oaks from Industrial Vehicle Sales, Inc. in the amount of $12,497. Purchase of 10 four -seater Paddle Wheeler pedal boats for Addison Oaks from DMM Industries in the total amount of $12,970.50. 4-5 Commission Meeting, March 13, 2002 Purchase of two 60-inch walk -behind mowers for Waterford Oaks primarily, with the ability to be used as traveling mowers for Rose Oaks, Orion Oaks, and Red Oaks. Purchase will be from Weingartz in the amount of $11,458. Purchase of a replacement generator 30rzg Kohler for Addison Oaks from GenPower Products Inc. in the amount of $13,086. Purchase of 39 4-wheel gas golf cars for Springfield Oaks and one concession cart for Lyon Oaks Golf Courses from Club Car for a total of $98,505. This includes trade-ins. Purchase of a sand trap rake for Springfield Oaks Golf Course from Spartan Distributors, Inc in the amount of $10,919. Purchase of two 72-inch out -front rotary mowers, a two -wheel drive for Springfield Oaks Activity Center and a 4-wheel drive for Lyon Oaks Golf Course from Spartan Distributors in the total amount of $27,591.40. Purchase of two rotary trim mowers for Springfield Oaks and Glen Oaks golf courses from Spartan Distributor in the total amount of $50,536. Purchase of a 98-inch 5-gang diesel Jacobsen rotary mower for White Lake Oaks from W.F. Miller in the amount of $40,715. Purchase of two Toro diesel reel fairway mowers from Spartan Distributors Inc., one 2-wheel mower for Glen Oaks and one 4-wheel mower for Lyon Oaks. Award will be made to low bidder who met specifications, Spartan Distributor, in the amount of $53,781. Purchase of two riding greens mowers for Springfield Oaks and Lyon Oaks, to W.F. Miller in the amount of $35,962 for both. Springfield Oaks will receive the Jacobsen IV, and Lyon Oaks will receive the Jacobsen VI. Purchase of a materials handler for Lyon Oaks from Weingartz Supply in the amount of $23,290. Purchase of a diesel tractor for Lyon Oaks Driving Range from Weingartz in the amount of $17,888. The tractor will be used to collect the balls on the driving range. Purchase of 1,440 sq. ft of astro turf to surface the recreation field from Southwest Recreation Industries in the amount of $3,436. Purchase of a 24-ft x 64-ft portable classroom for Lyon Oaks Nature Center from McDonald Mobile Office in the amount of $47,140. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vogt (8) NAYS: (0) Motion carried on a voice vote. EXECUTIVE OFFICER'S REPORT Moved by Mr. McCulloch, supported by Mr. Obrecht to receive Executive Officer's Report as filed. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vogt (8) NAYS: (0) Motion carried on a voice vote. 4-6 Commission Meeting, March 13, 2002 OLD BUSINESS ADDISON OAKS RESTROOM/SHOWER FACILITY CONTRACT CONTINGENCY Moved by Mr. McPherson, supported by Mrs. Taub to add a 5% contingency to the contract awarded to Degenhardt and Sons on 2/6/02 for the Addison Oaks Restroom/Shower Facility in the amount of $392,000, The added contingency amount of $19,600 will result in a total project cost of $411,600. AYES: Kuhn, Lewis, McCulloch, McPherson, Obrecht, Skarritt, Taub, Vogt (8) NAYS: (0) NEW BUSINESS Mr. McPherson suggest Oakland County Parks work toward more shared use of facilities in community. ■ Announcement of Employee Banquet will be held March 22 at White Lake Oaks. The meeting was adjourned at 10:55 a.m. The ne Commission meeting will be 9:00 a.m. on Wednesday, April 0, 2002. Richard Kuhn, Jr., Secretary Linda S. Baker, Recording Secretary 4-7