HomeMy WebLinkAboutMinutes - 2004.10.06 - 39143OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
October 6, 2004
Chairman Pecky D. Lewis, Jr. called the meeting to order at 9:10 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, Vincent Gregory, Charles Palmer, J. David
VanderVeen, Suzette Vogt
COMMISSION MEMBERS ABSENT:
Secretary Fred Korzon, Hugh D. Crawford, John P. McCulloch, John Richards
ALSO PRESENT:
Parks and Recreation
Oakland County Purchasing Division
Oakland County 4-H Fair Association
Oakland County Sheriffs Office
Oakland Co. Planning & Econ. Dev.
Soft Touch Painting, Inc.
QBS Coalition of Michigan
Orion Historical Society
PUBLIC COMMENTS:
Ralph Richard, Executive Officer
Frank Trionfi, Administrator —Administration
Daniel Stencil, Administrator— Parks Operations
Joseph Figa, Chief of Design and Development
Jan Pung, Public Communications Officer
Sue Wells, Chief of Recreation
Sheila Cox, Accountant IV
Mike Donnellon, Architectural Engineer II
Jon Noyes, Architectural Engineer I
Joan Daniels, Buyer
LC Scramlin, General Manager
Deputy Alspaugh
Larry Falardeau, Planner
Sue Dorris, Marketing Coordinator
Marcus Anderson
Ron Brenke, Executive Director
Bruce Kuffer, Board of Directors
Sara VanPortfleet
Leslie Pielack
Mr. Marcus Anderson, of Soft Touch Painting, Inc., requested Commission place a hold on the contracts
awarded at the September 8, 2004 meeting for the painting at Springfield Oaks and the Red Oaks
Waterpark until he received further clarification on the Commission's decision to split the bid.
Commission and Purchasing staff reiterated the county's policy that allows abstracting a bid in a manner
that best suits the department, which Mr. Anderson acknowledged he had been aware of and signed.
Splitting this particular bid saved the Parks Commission approximately $25,000.
Commission concurred to continue moving forward with the contract and encouraged Mr. Anderson to
contact Purchasing for clarification of terms and procedures when bidding on future projects.
APPROVAL OF MINUTES:
Moved by Mr. Palmer, supported by Mr. VanderVeen to approve the minutes of the
meeting of September 8, 2004, with the following corrections.
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(Commission Meeting, October 6, 2004)
At the top of page 4 — 3, add the following paragraphs to the resolution motion:
WHEREAS, supplemental objectives were developed in response to identified
needs and deficiencies to be incorporated into the "February 6, 2002 Parks Recreation
Master Plan Update;" and
WHEREAS, the goals and objectives will assist the Oakland County Parks and
Recreation Commission in determining future planning by lending direction while remaining
flexible to allow for adjustments by creative and responsible management.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and
Recreation Commission adopts the "February 6, 2002 Parks Recreation Master Plan
Update" as amended.
On page 4 — 6, under the Executive Session, substitute Mr. Korzon's name for Mr. Lewis
in the Aye votes.
On page 4 — 7, at the top of the page, substitute Mr. Korzon's name for Mr. Lewis in the
Aye votes.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Palmer, supported by Mr. Skarritt to approve the minutes of the September
8, 2004 Public Hearing for the 2005 Operating Budget with the following correction:
Change the time the hearing was called to order to 9:00 a.m.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Gregory, supported by Mr. Palmer to approve the minutes of the September 8, 2004 Public
Hearing for the Amendment to the Overall Recreation Master Plan, as written.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF PAYMENTS:
Moved by Mr. Skarritt, supported by Mr. Palmer to approve the Payment Approval
Summary, including:
- Internal Service Funds Payment Register for August, 2004 (FM 11, FY 2004)
- Payment Register, including Voucher & CIP Report for August (FM 11, FY 2004)
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(Commission Meeting, October 6, 2004)
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
The Combined Statement of Operations for the month ending August 31, 2004 was accepted as filed.
ACTIVITIES REPORT:
The Activities Report for the month of August, 2004, was accepted as filed.
COUNTY INVESTMENT STRATEGY:
Oakland County Treasurer Pat Dohany presented the Parks Commission with information on the county's
investment strategy, including legislation and adopted investment policy under which the department
operates. Treasurer Dohany reported that the Parks are part of the county's overall centralized pool
investment, which allows for greater investment opportunities and liquidity.
QBS:
Bruce Kuffer and Ron Brenke, from the American Council of Engineering Companies, presented information
on the qualifications -based selection (QBS) for professional service contracts. Oakland County Purchasing
currently has established guidelines for QBS.
Commission recommended staff invite some commissioners to be involved in the selection process when
using this procedure.
BIDS:
Moved by Mr. Palmer, supported by Mrs. Vogt to award the bid for the purchase of
replacement trees throughout the parks to the low bidder for each species to the following
vendors in the amount noted, for a total purchase amount of $33,824.
Marine City $2,915
Discount Trees $4,375
Scapes Supply $1,140
Shemin Nursery $21,665
Christensens $3,729
Commission also approved a transfer from the Operating Budget Contingency to each
respective park's Ground Maintenance line item.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
PAINTING — RED OAKS WATERPARK:
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(Commission Meeting, October 6, 2004)
Staff clarified the sequence of events in reaching a final decision for the contractors painting the Red Oaks
Waterpark buildings. The final authorization awarded the bid to Hermes Painting in the amount of $25,000,
plus a five percent contingency of $1,250, for a total budgeted amount of $26,250.
2005 CIP BUDGET AMENDMENT:
Moved by Mr. Palmer, supported by Mr. Skarritt to adopt the following resolution for the
amendment to the 2005 Capital Improvement Projects Budget:
WHEREAS, at its September 8, 2004 meeting the Oakland County Parks and
Recreation Commission approved the adoption of the Oakland County Parks and
Recreation Commission's 2005 General Appropriations Act incorporating the 2005
Operating budget, and also approved the adoption of the Commission's 2005 Capital
Improvement Projects Budget; and
WHEREAS, said budgets were approved by the Oakland County Board of
Commissioners at their September 23, 2004 meeting; and
WHEREAS, misrepresentations were identified in the approved 2005 CIP budget
referencing $750,000 in contributions to the proposed equestrian center at Springfield
Oaks Activities Center; and
WHEREAS, the Oakland County Board of Commissioners have made no formal
commitment to the proposed equestrian center project and have requested that the
Oakland County Parks and Recreation Commission amend the 2005 CIP budget
accordingly.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and
Recreation Commission amends its 2005 CIP Budget as noted in the attached summary
page and on the Springfield Oaks Activities Center page.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
LYON OAKS NORTH RECREATION FIELD PHASE II DEVELOPMENT:
Moved by Mr. VanderVeen, supported by Mr. Palmer to approve the transfer of $35,000
from the 2005 Capital Improvement Projects Budget Contingency to the Lyon Oaks North
Recreation Field, Phase II Development (Cricket Facility) Project.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
OAK MANAGEMENT CONTRACT ADJUSTMENT:
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(Commission Meeting, October 6, 2004)
Moved by Mr. Skarritt, supported by Mr. Palmer to approve the adjustment to the contract
with Oak Management, Inc. by reducing the rental rate of ten percent (10%) to five percent
(5%) and the current utility rate of twenty-five percent (25%) to zero percent (0%) at White
Lake Oaks from October 1, 2004 through December 31, 2004.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
WHITE LAKE OAKS CLUBHOUSE UPDATE:
Chief of Design and Development Joe Figa provided an update on the progress with the White Lake Oaks
Clubhouse, noting staff is waiting on a decision to connect to the Waterford Township sewer system. Staff
is expecting to present bids for Commission approval at the February, 2005 meeting.
GLEN OAKS GRILL ROOM RENOVATION:
Moved by Mr. Skarritt, supported by Mr. VanderVeen to approve the transfer of $115,000
from the Operating Budget Contingency to the Glen Oaks Building Maintenance line item
for the renovation of the Glen Oaks Clubhouse grill room.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
GROVELAND OAKS MINIATURE GOLF:
Moved by Mrs. Vogt, supported by Mr. Gregory to approve the increase to the contingency
of the contract with Hittle Construction in the amount of $13,420 for the rough grading of
the mini -golf course at Groveland Oaks.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
ELLIS BARN UPDATE:
The Memorandum of Agreement (MOA) has been completed; we are waiting for the Donation Agreement
to be signed by the Oakland County Board of Commissioners. Bids are expected back to the Commission
at the December meeting, at which time the Commission must decide whether or not to move forward on
this project.
Staff will provide a project summary at that time to ensure Commission has all the information necessary
to make a fully informed decision.
MASTER DESIGN IMPROVEMENT PLAN — SPRINGFIELD OAKS GOLF COURSE:
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(Commission Meeting, October 6, 2004)
Moved by Mr. Skarritt, supported by Mr. VanderVeen to approve the increase in the
contract with Ray Hearn Golf Course Designs from $16,000 to $19,829 for the
development of accurate site plans for the master design improvement plan at the
Springfield Oaks Golf Course.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
GROVELAND OAKS RECREATIONAL PAVILION — FIREPLACE REPAIR:
Moved by Mr. Gregory, supported by Mrs. Vogt to increase the contract with Held & Held,
Inc. to complete the necessary grinding, tuck -pointing, and replacing of brick for the fire
brick and fireplace hearth at the recreational pavilion at Groveland Oaks, in the amount of
$2,450, for a total of $27,750. The Commission also approved a budget adjustment of
$2,450 from the 2005 Operating Budget Contingency to Groveland's Building Maintenance
line item.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE SESSION:
Moved by Mr. VanderVeen, supported by Mr. Skarritt to adjourn to an Executive Session
for the purpose of discussing proposed land acquisitions.
AYES: Gregory, Lewis, Palmer, Skarritt, VanderVeen, Vogt (6)
NAYS: (0)
Motion carried on a voice vote.
The meeting was adjourned to Executive Session at 11:08 a.m.
The meeting was re -convened at 11:46 a.m.
EXECUTIVE OFFICER'S REPORT:
The Executive Officer's Report was as filed in the agenda.
ADJOURNMENT:
The meeting was adjourned at 11:49 a.m.
The next Commission meeting will be 9:00 a.m. on Wednesday, November 3, 2004.
Fred Korzon, Secretary __+Xen S. Kohn CPS/CAP, Recording Secretary
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