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HomeMy WebLinkAboutMinutes - 2004.12.01 - 39132OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING December 1. 2004 Chairman Pecky D. Lewis, Jr. called the meeting to order at 11:23 a.m. in the commission room of the Parks and Recreation Commission's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Secretary Fred Korzon, Hugh Crawford, Vincent Gregory, John P. McCulloch, Charles Palmer, John Richards, J. David VanderVeen, Suzette Vogt ALSO PRESENT: Parks and Recreation Oakland County Purchasing Division Oakland County 4-H Fair Association RBI 33, LLC Springfield Township PUBLIC COMMENTS: There were no public comments or questions. APPROVAL OF MINUTES: Ralph Richard, Executive Officer Frank Trionfi, Administrator — Administration Daniel Stencil, Administrator — Parks Operations Joseph Figa, Chief of Design and Development Mike Thibodeau, Chief of Golf Sue Wells, Chief of Recreation Sheila Cox, Accountant IV Clyde Herb, Chief of Park Desiree Stanfield, Public Communications Assistant Jon Noyes, Architectural Engineer I Sandy Dorey, Recreation Supervisor Pat Lindsay, Photographer Joan Daniels, Buyer Art Noren Ray Cummings Timothy Birtsas, Co-owner Jackie Price Collin Walls, Township Supervisor Moved by Mr. Crawford, supported by Mr. Palmer to approve the minutes of the meeting of November 10, 2004, as written. AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (9) NAYS: (0) Motion carried on a voice vote. APPROVAL OF PAYMENTS: Moved by Mr. Korzon, supported by Mr. Gregory to approve the Payment Approval Summary, including: - Internal Service Funds Payment Register for October, 2004 (FM 1, FY 2005) - Payment Register for October (FM 1, FY 2005) 4-1 (Commission Meeting, December 1, 2004) AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (9) NAYS: (0) Motion carried on a voice vote. ACTIVITY REPORT: The Activity Report for October, 2004 was accepted as filed. PROPOSED WHITETAIL DEER FIREARMS MANAGEMENT HUNT: Moved by Mr. Skarritt, supported by Mr. Palmer to approve closing Independence Oaks on December 13 and 15, 2004 for the purpose of conducting a muzzleloader deer management hunt, and to implement additional management hunts should the Michigan Department of Natural Resources extend any firearms or archery seasons for the balance of 2004 or at any time in 2005. AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10) NAYS: (0) Motion carried on a voice vote. ELLIS BARN RELOCATION: Chief of Design and Development Joe Figa presented a budget review of the projected costs for the proposed Ellis Barn relocation. The information included two scenarios on projected costs, which range from $818,155 to $952,955. There are currently three bids on the project: the foundation, the disassembly/relocation/re-assembly, and architectural services. The foundation received only one bid in the amount of $243,000; staff is working with the bidder on ways to reduce that cost. Currently the foundation is designed as a total engineered foundation. Staff will have the barnwright or possibly another engineer review the plans for consideration of a pier foundation, plus review the portion under the stables. The low bid for the disassembly/relocation/re-assembly of the barn was $522,155. The grant will be 80% of that, which is $417,724. There is also a section in the bid that provides for the replacement of certain portions of the building that might be deteriorated. The bid provides for 15 to 20% replacement and includes unit prices of the replacement materials. Since the bid was less than the grant amount, the replacement costs can be included up to the awarded grant amount of $600,000. Project funds currently include the $417,724 from the MDOT grant, plus donations from RBI 33, Mrs. Dorothy Ellis, Springfield Township, and Friends of the Ellis Barn totaling $118,000. The Oakland County Parks and Recreation Commission previously committed $50,000, which leaves unfunded costs ranging between $232,431 and $367,231. Mr. Birtsas, co-owner of the barn, addressed the Commission on fund-raising plans through the Friends of the Ellis Barn to cover the remaining unfunded costs. Tentative plans include soliciting commitments for in - kind services for some of the work, such as the excavating for the foundation, the masonry, and painting. Ideas for sponsorships are also being explored. 4-2 (Commission Meeting, December 1, 2004) A maintenance fund for the barn has already been established, plus 4-H has made a ten-year commitment to the maintenance of the barn with options to extend that further. Springfield Township Supervisor Collin Walls urged the Commission to move forward on the relocation, pledging his — and the local community's — support on this project. Staff requested Commission's commitment to move forward on the Ellis Barn Relocation Project, adopting the attached resolution in support of the Road Commission for Oakland County's acceptance of the low bidder for the disassembly/relocation/re-assembly. Moved by Mr. Palmer, supported by Mr. Crawford to adopt the following resolution recommending the Road Commission for Oakland County award the contract for the relocation of the Ellis Barn, with the proviso that the written materials presented at the meeting be attached to these minutes: WHEREAS, the Oakland County Parks and Recreation Commission on September 8, 2004 approved the Donation Agreement with RBI 33, LLC for the Ellis Barn; and WHEREAS, the Oakland County Parks and Recreation Commission has supported the relocation of the historic barn to the 4-H Fairground at Springfield Oaks County Park; and WHEREAS, the Oakland County Parks and Recreation Commission has, on behalf of the Road Commission for Oakland County, successfully secured funding through the Michigan Department of Transportation's Transportation Enhancement Program in the amount of $600,000; and . WHEREAS, the bids for the relocation of the Ellis Barn were received in accordance with the grant regulations on November 23, 2004; and WHEREAS, the apparent low bidder was CLR, Inc. in the amount of $522,155.00. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission recommends the Road Commission for Oakland County award the contract for the relocation of the Ellis Barn to the apparent low bidder, CLR, Inc., in the amount of $522,155. AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10) NAYS: (0) Motion carried on a voice vote. Information will be brought back next month on the progress of the fund raising/donations efforts. ELLIS BARN ACCESSORY BUILDINGS REVISED DONATION AGREEMENT AND OAKLAND COUNTY 4-H FAIR ASSOCIATION PSC AMENDMENT #1 REVISION — SPRINGFIELD ACTIVITY CENTER: Moved by Mr. McCulloch, supported by Palmer to approve the revised agreement for the donation of two accessory buildings from RBI 33, LLC to Springfield Oaks Activity Center, plus approval of the revised professional services contract amendment with the Oakland County 4-H Fair Association for the Springfield Oaks Activity Center. 4-3 (Commission Meeting, December 1, 2004) AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (8) NAYS: (0) Motion carried on a voice vote. MAPLE GRANGE PROPERTIES POLE BARNS DONATION AGREEMENT AND 4-H FAIR ASSOCAITON PSC AMENDMENT #2 — SPRINGFIELD OAKS ACTIVITY CENTER: Moved by Mr. Skarritt, supported by Mr. McCulloch to approve the Donation Agreement with Maple Grange Properties, LLC for the donation of two pole barns, plus approve the Amendment #2 to the professional services contract with the 4-H Fair Association to facilitate the location of the two pole barns to the Springfield Oaks Activity Center. AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (8) NAYS: (0) Motion carried on a voice vote. ARCHITECTURAL SERVICES, ELLIS BARN RELOCATION — SPRINGFIELD OAKS: Moved by Mr. Palmer, supported by Mr. Skarritt to award the contract for the architectural services for the relocation of the Ellis Barn to the Springfield Oaks Activity Center to the low bidder, Ekocite Architecture, in an amount not to exceed $27,000. AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10) NAYS: (0) Motion carried on a voice vote. ROOFING PROJECT—SPRINGFIELD OAKS: Moved by Mr. McCulloch, supported by Mr. VanderVeen to approve the final cost to re - shingle the roof of the horse barn at the Springfield Oaks Activity Center and the clubhouse roof at the Springfield Oaks Golf Course to C. Davis Roofing in the amount of $28,044.75. Funds will be transferred from the Operating Budget Contingency as follows: $19,388.75 to the Activities Center Horse Barn Building Maintenance, and $8,656.00 to the Golf Course Clubhouse Building Maintenance. AYES: Crawford, Gregory, Korzon, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10) NAYS: (0) Motion carried on a voice vote. VOLUNTEER PROGRAM: Recreation Supervisor Sandy Dorey provided information on the volunteer program for 2004 and noted the hours of volunteers have doubled within the parks since 2000. These hours do not reflect either the community service or WAM hours, which are also provided on a weekly basis. 4-4 (Commission Meeting, December 1, 2004) Executive Officer Richard noted that statistics used in the report were provided by the Bureau of Labor Statistics. Value of volunteer time to the Oakland County Parks totaled $463,028 for 2004. Report was accepted as filed. 2005 MASTER CALENDAR: The proposed master calendar for 2005 was distributed for review and possible changes. Commission concurred to continue with plans for the legislators/commissioners outing planned for May 13, as there are a significant number of newly elected county commissioners. A suggestion was made to change the location of the legislators/commissioners outing on May 13 to the Red Oaks Golf Course. EXECUTIVE OFFICER'S REPORT: The Executive Officer's Report was as filed in the agenda. ADJOURNMENT: The meeting was adjourned at 10:45 a.m. The next Commission meeting will be 9:00 a.m. on Wednesday, January 5, 2005. Fred Korzon, Secretary G Karen S. Kohn CPS/CAP, Recording Secretary 4-5 ELLIS BARN RELOCATION BUDGET REVIEW Senario A Senario B Proiect Costs Barn Relocation $522,155 $522,155 Barn Foundation $243,000 $150,000 Engineering $2,400 $2,400 Architectural Services $27,000 $27,000 Barn Painting $50,000 $40,000 Barn Masonry $40,000 $30,000 Cupolas* $21,800 $0 Utility Connections $3,000 $3,000 Plans and Specs $38,000 $38,000 Plans and Specs Foundation $5,600 $5,600 $952,955 $818,155 Proiect Funds MDOT - 80/20 Reimbursement $417,724 $417,724 Formula** Donations R13I-33, LLC $75,000 $75,000 Mrs. Dorthy Ellis $20,000 $20,000 Springfield Township $20,000 $20,000 Friend of Ellis Barn $3,000 $3,000 Total Available Funds: $535,724 $535,724 Balance: $417,231 $282,431 OCPR Committed Funds: $50,000 $50,000 Unfunded Cost: $367,231 $232,431 *Optional; Not required for grant compliance **Additional expenditures paid at 80/20 reimbursement rate up to the $600,000 grant total. .11 Ellis Barn Project Status 01 /07/04 The Ellis Barn relocation and rehabilitation project has been delayed as we await the Michigan Department of Transportation (MDOT) review of our project and Federal approval under the National Environmental Preservation Act (NEPA). MDOT representatives have applied, on our behalf, for exemption from the full NEPA Environmental Assessment which would require the commission of an independent historical consultant and a minimum of one year review and comment period. We stand a very good chance of receiving this waiver, but at the very least, we will be prevented from advertising this project for a minimum of two months while we await the outcome of our petitions and the drafting of a Memorandum of Agreement (which insures that we will abide by the project specifications approved by the historians at the State Historic Preservation Office). We are utilizing this time to meet the MDOT requirements for advertising, including the prequalification of potential bidders, and to reassess the shortfall in project funds. The attached budget describes the estimated costs involved in the barn relocation, the areas where we could seek material and service donations and currently available funds. Because of the time involved in seeking additional donations and grants, OCPR Commission may wish to assume additional financial responsibility while additional funds are being raised. Ellis Barn Budget Update 1-7-04 Minimum Cash (no donations possible) - Engineer's Estimate for relocation of the Barn $894,000 (+/- 10%) - Architectural Supervision $22,000 $916,000 Additional Expenses: (donations possible) - Foundation Design $6,000 - Foundation (with grading but w/o stone masonry) $100,000 - Painting $60,000 - Masonry $30,000 - Design of Historic Accurate Cupolas $1,800 - Construction of 3 Historically Accurate Cupolas $25,000 $222, 000 Current Funding: (less expended funds) - TEA-21 Grant $600,000 - RBI-33 (10% of relocation cost) ($90,000) - Springfield Township $20,000 - OCPR (minus $38,000 architectural costs) $12,000 - Mrs. Ellis $10,000 - Friends of Mrs. Ellis $1,000 $733,000 Current Funding Shortfall.- - Relocation (non -donation) ($916,000 - $733,000) $183,000 - Additional Costs (possible donation) $222, 000 Total Project Shortfall: $405,000 Total Project Cost: $1,138, 000 Timothy D. Birtsas R13I33, LLC P.O. Box 96 Clarkston, Mi 48347-0096 Phone: 248-620-2248 Fax: 248-625-2248 November 29, 2004 (Via Fax 248-858-1683) Dan Stencil Administrator — Operations Oakland County Parks & Recreation 2800 Watkins Lake Rd. Waterford, MI 48328-1917 RE: Responsibilities Associated with "Friends of the Ellis Barn" Non -Profit Group Dear Dan, The purpose of this letter is to provide the Oakland County Parks and Recreation Commission with the intended goals and responsibilities associated with the creation of the Organization "Friends of the Ellis Barn". In anticipation of an acceptable relocation cost for the Barns renovation, below please find the pertinent information associated with creation of the "Friends of the Ellis Barn". MISSION STATEMENT: To inform and educate the constituents of our Community, both locally, and regionally while assisting in the solicitation of donations necessary to complete the restoration and rehabilitation of the Historic Ellis Barn at the Springfield Oaks County Park. Once the final costs to relocate and reconstruct the Barn are determined, the "Friends of the Ellis Barn" intend to raise additional funds (if necessary) to cover the difference between all Funds and Grants previously committed and the actual costs to complete the project. There are a number of ways in which this Non -Profit Organization intends to raise funds, which include, but are not limited to: A) DOCUMENTARY — Consider selling the rights to a Documentary, to be filmed by the approved contractor, or an independent parry. Projected fee - $2,500 - $10,000. B) IN KIND SERVICES — Solicit the donation of materials and / or labor associated with improvements that are not apart of the MDOT TEA 21 Grant conditions as required by the Government. The Services are limited to the following: Barn Painting after relocation - Projected Material Cost $ 20,000.00 Projected Labor Cost $ 40,000.00 Masonry — Projected Material Cost $ 3,000.00 Projected Labor Cost $ 37,000.00 Historic Cupolas (3 total) Projected Design Fees $ 1,800.00 Projected Material Costs $ 5,000.00 Projected Labor Costs $ 5,000.00 Utility Connections Projected Fees $ 3,000.00 Permits and Fees $ 1,600.00 BREAKDOWN: Projected Materials $ 28,000.00 Projected Labor/Fees $ 88,400.00 Projected All In- Kind Services $ 116,400.00 C) SPONSORSHIPS: 1) Personal a) Buy a Brick, With Sponsors name up to 60 letters (20 per letters per line on 4' X 8" Brick) $ 100.00 b) Buy a Board — (Plaque on wall) $ 50.00 c) Buy a Stall (11 Total) $ 2,500.00 each c) Other Donations $ ??? *Determine Goal for "Personal" Donations 2) Corporate *All Fees to be determine based on funds needed a) Primary — "Gold" Sponsor * $ 15,000.00 b) Silver Sponsor * $ 10,000.00 c) Bronze Sponsor * $ 5,000.00 d) Sponsor a Stall (l l Total) * $ 2,500.00 each e) Other Corporate Donations $ ??? *Determine Goal for Corporate Donations 2 D) ADDITIONAL FUNDING RAISING EVENTS: may be scheduled as necessary, including but not limited to: Auction, Auto Show, Barn Dance, Haunted Barn, etc.. Provide an Honorary Plaque to the Ellis Family and determine its location. Once all costs to relocate and renovate the Historical Ellis Barn are determined, the "Friends of the Ellis Barn" will complete the brochures for circulation. It was my understanding that the Oakland County Parks and Recreation Commission would support the relocation and rehabilitation of the Ellis Barn if the low bid was within the initial projections. Based on the fact the low bid was substantially less than projected, and the actual relocation and rehabilitation costs are far less than anticipated, it is my hope that acceptance of the low bid is acknowledged at the meeting today. My calculations indicate that excluding the foundation, enough funds between the 80% of the low Bid and other financial commitments are enough to cover the dismantling, relocation and reconstruction of the Barn to its existing condition. I also believe the Foundation Plan Design is excessive and when revised, (to remove footings under the (11) stalls, with an alternate approach to constructing the ramps) the actual cost of the foundation will be in $100,000 to $140,000 which is much less than the initial Bid of $243,000. If you separate categories between the "unmet need" and "any additional " improvements like cupolas, clearly the additional $200,000 financial consideration made by Oakland County Parks and Recreation Commission at the January 7, 2004 meeting is substantially more than enough funds to have the Barn reconstructed at Springfield Oaks County Park. I trust the preliminary information prepared by the "Friends of the Ellis Barn" is a good indication of the supplemental support it is intended to provide to alleviate any additional financial responsibilities by the Oakland County Parks and Recreation Commission. I would like to thank everyone involved with the Oakland County Park and Recreation Commission for their persistence in preserving this historical structure. It is our hope that this Barn will be utilized for educational purposes detailing the hard work and sacrifice made by our ancestors for the benefit of future generations. SincerelyABI'3 Timothy Co-Man On Behalf of the "Friends of the Ellis Barn" Attachment: Draft Copy of Brochure Lopez Engineering STRUCTURAL CONSULTING November 30, 2004 RBI 33 LLC Attn: Tim Birtsas PO Box 96 Clarkston, MI 48347 Re: Ellis Barn foundation plan 1400 E. Davisburg Road Suite 301 Holly, MI 48442 Phone (248) 634-0444 Fax (248) 634-6646 le@lopezengineer.com Job No. 04-0651 Lopez Engineering reviewed the plans prepared by Munsell Associates, dated 10-29-04. I feel there is a less expensive more effective way of designing the foundation. Specifically, the ramps and foundations under the stalls, but further analysis would have to be made. If you would like us to provide a proposal for revising the foundation plan please feel free to contact our office. Respectfully, Alfred . Lo ez ALFRED L. LOPE_ q ENGINEER w �: NO. 1628,9 C.:'� Springfield Oaks Activity Center Paid/ 2004 Awarded Adjusted to 2004 Project Proposed Proposed Project Cost Through Project Balance New 2005 2005 Capital Project Estimate 5/31/04 Cost 5/31/04 Projects Budeet SO 39 Site Development, Ellis Barn, A.C. SO 40 Relocate Ellis Barn, A.C. (A). SO 45 Outside Water System -Phase H, A.C. SO 46 Outside Electrical Upgrade, A.C. SO 47 Restroom/Shower Addition, A.C. Pavill'son SO 48 Septic System Design, A.C. SO 49 Equestrian Center, A.C. (B) SO 51 (2) Pole Barns from Maple Grange, A.C. (C) SO 52 Restroom/Shower Addition, A.C. Pole Barn 100,000.00 (5,125.50) 0.00 94,874.50 100,000.00 194,874.50 755,000.00 36.096,49 0.00 718,903.51 0.00 718,903.51 112,136.00 1,121.64 0.00 111,014.36 0.00 111,014.36 0.00 963,75 963.75 0.00 24,036.25 24,036.25 0.00 0.00 25,000.00 25,000.00 0.00 25,000.00 0.00 100.00 10,000.00 9,900.00 0.00 9,900.00 1,100,000.00 0.00 0.00 1,100,000.00 0.00 1,100,000.00 0.00 0.00 0.00 0.00 162,000.00 162,000.00 0.00 0.00 0.00 1 0.00 1 0.00 10.00 Activity Center Total 2,067,136.00 (43,407.38) 35,963.15 2,059,692.37 286,036.25 2,345,728.62 Springfield Oaks Total S2.117.136.00 (S43.407.381 S35.963.75 S2.109.692.37 I56.036.25 52.465.728.62 (A) State ISTEA Grant S600,0001RB1 Donation $75,000/Springrield Township Donation S20,000/4-H Fair Board Donation S5,000/Ellis Family S10,000/0.C.P.& R. Funds $45,000 (B) Count-Board-otLeommissioners-Donation-5395-,000/4=H Fair Board Donation $375,000/0.C.P. & R. Funds $350,000 (C) Maple Grange LLC. Pole Barns Donation $122,000/4-H Fair Board, Relocation Cost Donation $40,000 Four -Year Forecast 2006 2007 2008 2009 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 25,000 0.1 0 10 2S�0_00 0 S60.000 S40.000 0 0 €2 a FEB 1- '01 11.100AM 4 6I FAIR OAKLAND COUNTY 4-14 FAIR P.O.BOX 365 • Davisburj Ml 48350 February 13, 2001 Dan Stencil 2800 Watkins Lake Road Waterford, NU 48328-1650 Dear Mr, Stencil: This letter is a follow up regarding our numerous conversations regarding the Ellis Barn being moved to Springfield Oaks Activity Center. The 4-H Pair Board realizing that the parks Commissioners are concerned about the maintenance of the barn, once it is moved to Springfield Oaks, has voted to accept the responsibility for all maintenance for the first ten years after relocation. They will hold the option open to extend this for a longer period at the end of the first ten years. We hope this further demonstrates to the Commissioners the support and cornnnitment that the Fair Board.has to the barn being moved to our location. The Fair Board plans during this 10 year period to establish a barn fund for both the continuing maintenance and improvements to the Ellis Barn. Sincerely, Zn L.C. Scran-din, President Oakland County Fair Board JAN 30 '01 05: 13PM A N FAIR P.1 MEMO TO: Oakland County Parks & Recreation Commission Dan Stencil FROM: L.C. Scramlin DATE: January 25, 2001 SUBJECT: Ellis Barn Oakland County Parks and Recreation Questions This memo responds to the 5 bullet point items on page 3-2 of the Commission Meeting dated 12/6/2000. Bullet points are in bold print followed by the Oakland County 4-H Fair Association/Fair Oaks reply. Please note that where reference is made to 4-H below it should be the Oakland County 4-1-1 Fair Association as the Oakland County 4-H, MSU Extension or the National 4-H Association are a different entity and not a party to this reply. Written information from Fair Oaks/4-H on their support and use of the barn if it was to be relocated at Springfield Oaks. Both Fair Oaks and the Oakland County 4-H Fair Association (OC 4-H FA) strongly support the relocation of the Ellis Barn to Springfield Oaks. In the Master Plan revised by the OC 4-H FA Planning Committee the Ellis Barn is referenced. The major historical significance of the barn would draw many additional people and groups to the facility. The following are only some of the potential uses for the barn: • Showcase poultry, goats and sheep and/or other animals during the fair. • Horse stalls during open shows. • First Aid/Security Office during fair, second floor, • Historical Museum of farming/barns second floor during spring, summer and fall. • Hall rental space for "barn" dances, antique/craft shows. • : Fund raising space for attractions for 4-H clubs, "haunted barn," tack sales, Open livestock shows. • Until funding permits a new storage barn, the barn could be used for all-purpose material and equipment storage, • If suitable it could be used for the buyers banquet on the second floor. • With the ramp entrances to the second floor it is useable by the physically challenged for a wide variety. of events. • Day camp, Petting Zoo, "City to Farm" 4-H Program • At some time a working farm of the 1800's could be added. • Could house an indoor playground for children with a farm theme. • Demonstration of historical farming at time barn was originally erected • Dog Shows, Rabbit Shows • Flea Markets, farmers Market • Event registration area for Cross Country Track and Field events, Snowmobile races, Demo Derbies. • Science exhibitions. Is 4-H interested in pielting up the balance of funding above the grant? Neither 4-H nor Fair Oaks has money budgeted or set aside for this project at this time. We would consider helping to raise funds to cover this cost if it meant the difference of JAPE 30 '01 ©'5=14PN 4 H FAIR P.2 this project going ahead or not happening at all, We feel strongly that this would be a great addition to Springfield Oaks Activity Center and whatever we need to do to get it here we would be willing to help in anyway possible. The Oakland County Poultry Club has been raising money with the possibility of building a barn at Springfield Oaks. They have stated that they would be willing to put some of this money into the Ellis Barn project if it could be used as their poultry barn during fair. We feel that the community wants this project to go fbrward and that fund raising for both the moving and maintenance could be successful, The Fair Board would like the Commissioners to know that in the past 6 years they have invested in excess of $165,500.00, excluding our labor, to improvements on the site and that continued investments and improvements will be ;made. The Fair Board does feel, however, that Oakland County should be the major contributor as this will become a part of their park and is a once in a lifetime opportunity to add such a unique recreational attraction to their park deserves their full support. Is Springfield Oaks the right location for the barn? The current owners of the barn are requesting a grant to move the barn from its current Springfield Township location to Springfield Oaks also in Springfield Township. Costs for the relocation are premised on this site being used for the new home. Marty residents of Springfield Township feel very strongly that the Ellis barn is a landmark in Springfield and if at all possible it should stay in Springfield. Northern Oakland County is one of the few remaining large open space areas in the county where the Ellis Barn would appear to be part of the natural setting, As the majority of current visitors to this facility are during fair, it is recommended by the Fair Association's Planning Committee, that the barn be located near the existing livestock barn. This would make a very realistic farm setting for the Ellis Barn. To our knowledge, there is no other site in the county where the appearance would blend in with the surroundings better than at Springfield Oaks. There is no other place where the use would be so valuable to the existing users; and to our knowledge there is no other place that has voiced a desire/need for the Ellis Barn. Answers to the Commission's original question of who will pay for the relocation; what it will cost the Commission for Maintenance and the interest in using the barn. We feel that the majority of the cost of relocating the barn will be covered by the grant; and as we have stated before, we feel that since the barn becomes the property of the park the county should cover most of the remaining cost. We are willing to work with all par#ies involved to try to raise additional funds and cover both the relocation and future maintenance of the barn. Please also remember that once the barn is on the site substantial value added to the county facility. Aesthetics may peed to be addressed, also, as they relate to the proposed galvanized roof. The Fair Board believes that the aesthetics of the galvanized roof would not cause a major problem and could be overcome. The advantages of a long-term maintenance free roof would outweigh the problems of aesthetics caused by that type of roof. If you have any questions please give us a call at 634-8830. Barn history The purpose of this pamphlet is to invite you to be a part of the historic Ellis Barn. The barn, constructed in 1883, is one of the first Gambrel Roof designed barns in the United States. The unique barn also known as a Madaswaska '�T'win or "double Dutch" design, is the only Michigan barn featured in Author Randy Laffmwell's book "The .nerican Barn". It is said to be one of the largest barns in the state of Michigan. It's current location on Dixie Hwy. in Springfield Township. is rich in history as part of the Ellis family centennial farm's family legacy. Springfield Oaks county park is proposed as the new home for this historical structure. The Government agencies involved in the reconstruction and preservation include the Michigan Department of Transportation (MDOT TEA 21 Grant) The Road Commission for Oakland County, Oakland County Parks and Recreation Commission and Springfield Township in conjunction with private support from RBI33 LLC. and the Ellis Family. The Ellis Family has spear headed the effort to save this barn, for the benefit of future generations. - - 11111 --1 - I Phorr, to ORaI I I 'hypes of Sponsorships and Donations 'Please check your type of Donation or Sponsorship (Commission Meeting, January 7, 2004) AYES: Crawford, Gregory, McCulloch, Richards, VanderVeen, Vogt (6) NAYS: Korzon, Lewis, Palmer, Skarritt (4) A sufficient majority having voted, the motion carried. PROPOSED LICENSE AGREEMENT — ADDISON OAKS: Executive Officer Richard reported that Corporation Counsel has been working with attorneys representing the Sprint Corporation to negotiate a license agreement for Sprint to erect a 195-foot monopole tower on the western side of Addison Oaks. A draft of the proposed agreement was presented; the Commission requested the following issues be investigated before the final draft is presented for approval: • Corporation Counsel to provide a comparison of other tower locations for rent, height of the tower, whether or not it is lit, and what lessors receive in revenues for add -on carriers. • Corporation Counsel to re -negotiate for any possible up -front money. • Corporation Counsel to re -negotiate the additional carrier fees. • Corporation Counsel to discuss with Risk Management the issue of including a compliance bond to ensure the tower is removed by Sprint. ELLIS BARN UPDATE AND PROJECTED COSTS: Chief of Design and Development Joe Figa provided an update on the projected costs for the Ellis Barn Relocation Project. Total project cost is currently estimated at $1,138,000; current funding is $733,000, which leaves a projected shortfall of $405,000. There are still three federal mandates required on the project, which are expected to take approximately three months. During that time, additional fund-raising efforts will be undertaken, including investigating additional grants with Greg Givens, the county's grant coordinator. A group called "Friends of the Ellis Barn" has also been established; this group will solicit donations, both monetary and in -kind, towards the final project costs. However, in order to move forward with the project and the fund raising efforts, staff requested Commission make a commitment to the project, plus consider earmarking a "loan" of $200,000 to assist in seeing through the process. Those funds would be used to get the project underway, with the understanding that funds garnered through the fund-raising efforts would be paid back to the Parks Commission. Moved by Mr. Palmer, supported by Mr. Crawford that the Oakland County Parks and Recreation Commission continue moving forward in our commitment to the Ellis Barn Relocation Project, based on the current cost projections and contributions, along with today's discussion. AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt (8) NAYS: (0) 4-7 (Commission Meeting, September 5, 2001) CRICKET LETTER OF AGREEMENT: The proposed Letter of Agreement between the Oakland County Parks and Michigan Cricket Association (Michca) was distributed. Discussion ensued on several issues, including payment of fees, payment schedule for Michca's portion of the development costs, and exclusivity rights to the field. Commission directed staff to forego the Letter of Agreement, working instead toward an agreement that will note Michca is making their donation, how, and when; include our charges for their use of the field; and what our costs will be for the "camps." NATURE CENTER BRIDGE REPAIR — INDEPENDENCE OAKS: Moved by Mr. Vogt, supported by Mr. Law to approve the contract for the pedestrian bridge repairs at Independence Oaks to General Electrical Mechanical Inc. in the amount of $14,835, plus a contingency in the amount of $1,500 for drainage holes, if necessary, for a total budgeted amount of $16,335. AYES: Law, Lewis, McCulloch, McPherson, Taub, Vogt (6) NAYS: (0) Motion carried on a voice vote. WAVE POOL RENOVATION AMENDMENT— WATERFORD OAKS: As a result of confusion arising from what was being requested and what was approved at the last meeting for the contract with IDS for the Waterford Oaks Wave Pool Renovation Project, staff requested a subsequent motion be approved to award the $15,000 for the study phase of the project, as originally intended. Moved by Mr. Law, supported by Mrs. Taub to amend the motion made at the August 1, 2001, meeting for the contract award to IDS for the Waterford Oaks Wave Pool Renovation Project to include the Study Phase in the amount of $15,000. AYES: Law, Lewis, McCulloch, McPherson, Taub, Vogt (6) NAYS: (0) Motion carried on a voice vote. CORRESPONDENCE — GLEN OAKS: Executive Officer Richard reviewed the correspondence received from residents on Greening Road adjacent to Glen Oaks regarding golf ball damage and possible solutions to alleviate the problem. After discussion, Commission directed staff to explore the neighbors' consideration for a 50-foot high screening fence along the road. ELLIS BARN RELOCATION - MDOT TEA21 GRANT APPLICATION RESOLUTION: Moved by Mr. McCulloch, supported by Mrs. Taub to adopt the following resolution in support of the MDOT TEA21 grant application for the Ellis Barn relocation at Springfield Oaks County Park: 3-4 (Commission Meeting, September 5, 2001) WHEREAS, the Oakland County Parks and Recreation Commission has identified the acquisition of a working/historical farm as an objective in its current strategic plan; and WHEREAS, RBI 33, LLC, owners of the historic Ellis barn in Springfield Township have committed themselves to preserving the barn by donating it to another agency; and WHEREAS, RBI 33, LLC has pledged $75,000 towards the cost of dismantling and relocating the Ellis barn to another site; and WHEREAS, the Oakland County Parks and Recreation Commission, at its February 28, 2001, regular meeting, accepted RBI 33, LLC's request to approve Springfield Oaks County Park as the site for the relocation of the barn; and WHEREAS, the Ellis barn meets program and storage needs of the master plan for the site; and WHEREAS, the Oakland County Parks and Recreation Commission, at its February 28, 2001, regular meeting, also committed a total of $50,000 for site preparation and landscaping; and WHEREAS, the Oakland County Parks and Recreation Commission has included the Ellis Barn Relocation Project in its 2002 Capital Improvement Projects Budget; and WHEREAS, the Oakland County Parks and Recreation Commission has included the Ellis Barn Site Development Project in its 2002 Capital Improvement Projects Budget; and WHEREAS, the Oakland County 4-H Fair Association has agreed to establish an endowment fund to offset maintenance and operation costs for the barn; and WHEREAS, the Township of Springfield has committed to leading.or assisting with fund-raising efforts for financial contributions towards matching funds. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves submission of the TEA21 grant application for funding of the Ellis Barn Relocation to Springfield Oaks County Park. 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. Discussion followed on the establishing and funding of the maintenance endowment fund. Staff will work with the Oakland County 4-H to have them commit to an annual payment to the endowment fund, plus negotiate with RBI 33, Inc. to significantly add to the endowment fund. Staff also noted that the Commission will still have the opportunity to turn back the grant funding if those stipulations are not met. 3-5 (Commission Meeting, September 5, 2001) AYES: Law, Lewis, McCulloch, McPherson, Taub, Vogt (6) 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: ---Mr. Richard reported that IDS has reviewed our fee for services and will hold the line and provide design and construction administration services for 9% of the construction cost of the Red Oaks Clubhouse. Staff anticipates that, due to inflation and the construction economy in the area, the construction cost of the facility will increase beyond the original budget; therefore, staff suggested planning on a 5% increase in the estimated construction cost. ---The Parks' contract with Fair Oaks for the operation of the Springfield Oaks Activities Center was extended for one year, according to the parameters of the current contract. Staff will be considering a five- year contract extension during next year's contract review. ---Toni Filippis, owner of Wright and Filippis and tremendous supporter of both the Oakland County Parks and of programming and facilities for the disabled, has been awarded the American Park and Recreation Society's Meritorious Citizen Award, one of only two in the nation; the award will be presented during the NRPA Congress in Denver, Colorado, in October. The meeting was adjourned at 11:33 a.m. The next Commission meeting will be 9:00 a.m. on Wednesday, September 19, at the Orion Township offices Richard D. Kuhn, Jr., Secretary Karen Kohn CPS, ecording Secretary 3-6 (Commission Meeting, October 4, 2000) NAYS: (0) Motion carried on a voice vote. Moved by Mr. Skarritt, supported by Mr. Palmer to approve the purchase of a Toro pull -type leaf rake for Lyon Oaks from the lone bidder meeting specifications, Spartan Distributors, in the amount of $23,715.00. AYES: G. Kuhn, R. Kuhn, Law, Lewis, McPherson, Palmer, Skarritt, VanderVeen, Vogt (9) NAYS: (0) Motion carried on a voice vote. HISTORICAL BARN PRESERVATION PROPOSAL: Staff has been contacted by RBI 23, LLC, a real estate developing company in north Oakland County, regarding the Parks Commission's possible interest in providing a site for the relocation of the Ellis barn, a landmark currently located on Dixie Highway in Springfield Township. The proposed relocation site would be at Springfield Oaks near the activities center. The developers have pledged the funds to tear down, move, and restore the barn. A barn expert is currently working to establish a detailed cost to move and restore it. Fund-raising avenues are currently being explored, including possible grants. The developers are requesting a commitment for a new location. If the Commission accepts the barn at one of the parks, we would then be obligated for future maintenance costs. Commission directed staff to investigate this proposal further, and prepare a report for a future Commission meeting answering these questions: • What are the anticipated normal maintenance costs? • What specific location would staff recommend? • What would we use it for? • Does it fit within our plans for a farm? • Would this be feasible as a joint project with Macomb County and the Huron -Clinton Metropolitan Authority? Staff was authorized to send a letter to the developers expressing their sentiments on this project. RED OAKS GOLF COURSE/GEORGE KUHN DRAIN EXPANSION PROJECT UPDATE: Plans for the remodeled golf course have been finalized, and the price for the construction has been guaranteed until December 1. However, no progress has been made on the sale of the SOCRRA property. Deadline is April 1, 2001 for the Golf Dome and Sports Village to be off site. Messrs. Paglino, along with John McCulloch, met with staff on the feasibility of moving their miniature golf, batting cages, and mini cart course to the front of the waterpark site. Mr. Richard reviewed the proposed site, along with the additional water features the Commission is planning for the waterpark. 3-3