HomeMy WebLinkAboutMinutes - 2003.10.01 - 39128OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
October 1, 2003
Chairman Pecky Lewis called the meeting to order at 9:06 a.m. in the commission room of the parks and
Recreation Commission's administration office.
COMMISSION MEMBERS PRESENT:
Chairman Pecky D. Lewis, Jr., Secretary Fred Korzon, Hugh D. Crawford, Vincent Gregory, John P.
McCulloch, John Richards, J. David VanderVeen, Suzette Vogt
COMMISSION MEMBERS ABSENT:
Vice Chairman Richard Skarritt
ALSO PRESENT:
Parks and Recreation
Oakland County Purchasing Division
Oakland County Corporation Counsel
O. C. Planning & Economic Development
PUBLIC COMMENTS:
Ralph Richard, Executive Officer
Dan Stencil, Administrator — Parks Operations
Frank Trionfi, Administrator - Administration
Joseph Figa, Chief of Design and Development
Sue Wells, Chief of Recreation
Mike Thibodeau, Chief of Golf
Clyde Herb, Chief of Parks
Sheila Cox, Accountant IV
Mike Donnellon, Architectural Engineer I
Desiree Stanfield, Public Communications Assistant
Joan Daniels, Buyer
John Ross, Assistant Corporation Counsel
Larry Falardeau, Principal Planner/Landscape Architect
There were neither questions nor comments made by the public.
APPROVAL OF MINUTES:
Moved by Mr. Palmer, supported by Mr. Richards to approve the minutes of the meeting
of September 3, 2003, with the following correction:
Page 4-4, under 4-H Fair Association Lease Negotiations Update — Springfield Oaks
Activity Center: substitute "management/operating agreement" for each instance of "lease."
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Gregory, supported by Mr. VanderVeen to approve the minutes of the Public
Hearing of September 3, 2003, as written.
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, VanderVeen, Vogt (9)
NAYS: (0)
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(Commission Meeting, October 1, 2003)
Motion carried on a voice vote.
APPROVAL OF PAYMENTS:
Moved by Mr. Korzon, supported by Mr. Richards to approve the Payment Approval
Summary, including:
- Internal Service Funds Payment Register for August, 2003 (Fm 11, FY 2003)
- Payment Register, including Voucher Report for August (FM 11, FY 2003) and CIP
Voucher Report for August (FM 11, FY 2003)
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
The Combined Statement of Operations for the month of August (FM 11, FY 2003), 2003 was accepted as
filed.
AWARD PRESENTATION:
Executive Officer Ralph Richard presented the Commission with a plaque received from the Guest House
of Lake Orion for our participation in their Art, Autos, and Architecture Event at the Scripps Mansion.
Mr. Richard also congratulated Public Communications Assistant Desiree Stanfield for her work on a recent
article published in the World Waterpark Magazine; the article covered the renovations at the two
waterparks.
OAKLAND EQUESTRIAN COALITION PRESENTATION:
Larry Falardeau, Oakland County Planning and Economic Development, delivered a presentation compiled
by the Oakland Equestrian Coalition relating information on programs, facilities, and economic impact to
the county. Mr. Falardeau also related their requests, including consideration of immediate access to trails,
consideration of equine needs in design and construction, consideration of future multi -use paths, and
flexibility in cooperative sharing of pathways.
As per the recommendation from Oakland County Purchasing and Parks staff, the following bids were
approved:
Moved by Mr. McCulloch, supported by Mrs. Vogt to award the following bids and
contingency increases:
A steel 8 ft. x 8 ft. x 18 ft. steel chemical storage building for the Lyon Oaks Golf Course
to Securall A & A Sheet Metal in the amount of $14,258.51
Five Jacobsen 22-inch side discharge rotary mowing decks for a Jacobsen diesel mower
at Red Oaks Golf Course to W. F. Miller in the amount of $4,040.10. Funds for this
purchase will come from the 2004 Operating Budget Small Tools line item.
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(Commission Meeting, October 1, 2003)
Concrete, pre -manufactured restroom for Red Oaks Golf Course to the low bidder, CXT
Precast, in the amount of $31,200.00
Building supplies for the construction of two six -person cabins at Addison Oaks to the low
bidder, Carolina Holdings, in the amount of $27,871.44
Contingency increase for the construction of the Red Oaks Clubhouse in the amount of
$1,051.76
Contingency increase for the Red Oaks Golf Course Clubhouse site work in the amount
of $4,610.78
Split the bid and award the purchase of park grade trees for several parks as follows: 52
Norway Spruce, 20 Colorado Spruce, 20 Red Oaks, 18 Red Maple, 6 River Birch, 6
Weeping Willow, 10 Ginkgo, and 4 Red Bud from the low bidder, Marine City Nursery, in
the amount of $14,200.00; 10 Sugar Maple and 6 Canadian Hemlock from the low bidder,
Auburn Oaks, in the amount of $2,190.00; plus 22 White Pine and 10 Little Leaf Linden
from the low bidder, Discount Tree Sales, in the amount of $3,040.00. Total for the
purchase of the park grade trees is $19,430.00.
AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Vogt, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
INDIRECT COST ANALYSIS:
Staff reported on the current status of the indirect costs being charged to the department and requested
Commission approval to have an independent evaluation performed of the costs reports. Since the Oakland
County Drain Commission also shares some of the same concerns, cost of this contract, if approved, will
be shared equally with the Drain Commission.
Commissioner McCulloch noted that not only is there a question with the rate formula, but also the issue
of reducing the level of services or support in order to drive those costs down.
After discussion, Commission directed staff to meet with Deputy Assistant County Executive Robert
Daddow, Director of Management and Budget Administration Laurie VanPelt, and a representative from
Maximus and report back to the Commission at the next meeting.
Moved by Mr. Palmer, supported by Mr. Richards to table the request for an independent
evaluation of the indirect costs reports until the November 5, 2003 Commission meeting.
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Commissioner Richards requested copies of the Maximus report be made available to the commissioners
for review.
ON STAGE MINI -GRANT ACCEPTANCE — INDEPENDENCE OAKS:
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(Commission Meeting, October 1, 2003)
Moved by Mr. Korzon, supported by Mr. Richards to adopt the following resolution to
accept the $2,000 mini -grant from the Oakland County Cultural Council and Michigan
Council for Arts and Cultural Affairs:
WHEREAS, the Oakland County Parks and Recreation Commission has been
awarded $2,000 for the "On Stage" Program through the Oakland County Cultural
Council and Michigan Council for Arts and Cultural Affairs; and
WHEREAS, the "On Stage" Program was developed in response to the need
for an affordable entertainment and educational program based on input from
community organizations, parks and recreation department directors, and Oakland
County Parks and Recreation Commission and staff members; and
WHEREAS, the "On Stage" Program meets the Oakland County Parks and
Recreation Commission's goals and objectives of innovative specialized recreation
programs and cultural experiences; and
WHEREAS, the goals and objectives will assist the Oakland County Parks and
Recreation Commission in determining future specialized recreation programs, in
providing these programs to communities and organizations where these resources are
otherwise unavailable and to increase exposure and appreciation for arts and culture.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and
Recreation Commission accepts the "On Stage" Mini -Grant award in the amount of
$2,000 from the Oakland County Cultural Council and Michigan Council for Arts and
Cultural Affairs.
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
4-H FAIR ASSOC. AGREEMENT NEGOTIATIONS UPDATE — SPRINGFIELD OAKS ACTIVITY CENTER:
Staff requested Commission approval to extend the current management/operating agreement with the
Oakland County 4-H Fair Association for the operation of the Springfield Oaks Activity Center for another
30 days to allow both parties time to review the finalized document. Staff noted the new agreement is being
finalized in the form of a professional services contract.
Moved by Mr. Palmer, supported by Mr. Richards to extend the management/operating
agreement with the Oakland County 4-H Fair Association for the operation of the
Springfield Oaks Activity Center for 30 days, from October 6 through November 5, 2003,
under the same terms and conditions as in the existing lease.
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE SESSION:
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(Commission Meeting, October 1, 2003)
Moved by Mr. VanderVeen, supported by Mr. Richards to adjourn the meeting to an
Executive Session to discuss a proposed land acquisition and an attorney opinion.
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
The meeting was adjourned to an Executive Session at 10:12 a.m.
The meeting was re -convened at 10:50 a.m.
PROPOSED LAND ACQUISITION:
Moved by Mr. McCulloch, supported by Mr. VanderVeen to direct staff to proceed in
accordance with the discussion in the Executive Session.
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's Report filed in the agenda, the following was noted:
---Staff also noted that The Henry Ford has contacted the owners of the Ellis Barn that they are not
interested in accepting the Ellis Barn; therefore, staff is moving forward with the plans and schedule to move
the barn to Springfield Oaks.
The architect for the moving plans for the Ellis Barn has begun the work; will also be contacting barn
experts to verify our budget figures for this project.
Chief of Design and Development Joe Figa noted that the foundation was not included in the contract; that
will be an additional $5,200.
---Dedication of the Clinton River Trail's newly constructed bridge over 1-75 is scheduled for Wednesday,
October 8 at 3:30 p.m. All interested commissioners were invited to attend.
NEW BUSINESS:
---Commissioner Crawford updated staff on potential land developments in the Novi area and recommended
staff consider initiating the plans to construct the additional nine holes at Lyon Oaks Golf Course.
The meeting was adjourned at 11:05 a.m.
The next Commission meeting will be 9:00 a.m. on Wednesday, December 3, 2003.
Fred Korzon, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
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