HomeMy WebLinkAboutMinutes - 2005.03.09 - 39154OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
March 9, 2005
Chairman Pecky D. Lewis, Jr. called the meeting to order at 9:00 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 J. David VanderVeen, Hugh
Crawford, Vincent Gregory, Martin Knollenberg, John P. McCulloch, Charles Palmer, John Richards,
Suzette Vogt
ALSO PRESENT:
Parks and Recreation
Oakland County Purchasing Division
Oakland County 4-H Fair Association
Oakland County Corporation Counsel
Oakland County Sheriffs Office — Parks Div
Oakland County Facilities Management
Oak Management Corporation
Gerald Yurk Associates
Oakland Land Conservancy
Pontiac Osteopathic Hospital
Orion Oaks Volunteer
PUBLIC COMMENTS:
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
Janet Pung, Public Communications Officer
Clyde Herb, Chief of Parks
Sheila Cox, Accountant IV
Mike Donnellon, Architectural Engineer II
Jon Noyes, Architectural Engineer I
Marge Gatliff, Trails Network Coordinator
Amy Earl, Buyer
LC Scramlin, General Manager
John Ross, Assistant Corporation Counsel
Ken Hurst, Sgt.
Major Shields
Ron Alcorn, Reserve Deputy
Mike Hughson, Property Management Specialist
Dan Shaw
Janet Lekas
Nick Lekas
Ted Fuller, Jr.
Joe Stewart
Lorna McEwen, President
Tracey Zambeck
Jim Colvin
Lorna McEwen, President of the Oakland Land Conservancy, shared information on a parcel of
approximately 600 acres in Commerce Township that the Department of Natural Resources has declared
excess property. She noted that two sites on the property have been designated as Priority 2 by the
Michigan Natural Features Inventory; plus it includes Hays Creek, a tributary of the Huron River watershed.
She asked the Parks Commission to consider acquiring this property.
Ms. McEwen also invited the Commissioners to attend the Oakland Land Conservancy's annual meeting,
which will be held at the Southfield Public Library on Monday, March 14 from 6 — 8:30 p.m. Their program
that evening is entitled, "Building a Green Infrastructure in Southeast Michigan," and will feature guest
speaker Jonathan Jarosz.
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(Commission Meeting, March 9, 2005)
VOLUNTEER RECOGNITION:
Major Shields and Deputy Alcorn, on behalf of the Oakland County Sheriffs Office and the International
Reserve Police Officers Association, presented the Parks Commission with a certificate of appreciation for
assistance provided last year with buses.
Trails Network Coordinator Marge Gatliff introduced Tracey Zambeck of Pontiac Osteopathic Hospital; and,
on behalf of the Parks Commission and the Oakland County Trails Advisory Council, thanked POH for their
$1,000 donation for trails improvements.
Administrator — Parks Operations Dan Stencil introduced Jim Colvin, a volunteer park ranger at Orion Oaks
with more than 600 hours of volunteer time this past year. Mr. Colvin was awarded one of the Michigan
Recreation and Park Association's Community Service Awards in January. Mr. Stencil presented the award
once again, thanking Mr. Colvin for his outstanding commitment and service to his community.
APPROVAL OF MINUTES:
Chairman Lewis noted a time change made in the minutes, with corrected copies distributed for approval.
Moved by Mr. McCulloch, supported by Mr. Richards to approve the minutes of the meeting
of February 2, 2005, as written.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF PAYMENTS:
Moved by Mr. McCulloch, supported by Mr. Richards to approve the Payment Approval
Summary, including:
- Internal Service Funds Payment Register for January, 2005 (FM 4, FY 2005)
- Payment Register for January (FM 4, FY 2005)
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
The Combined Statement of Operations for the month ending December 31, 2004 was accepted as filed.
CAPITAL IMPROVEMENT PROGRAM BUDGET REPORT:
The Capital Improvement Program Budget Report as of December 31, 2004 was accepted as filed.
ACTIVITIES REPORT:
The Activities Report for January, 2005 was accepted as filed.
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(Commission Meeting, March 9, 2005)
Chief of Recreation Sue Wells reported on upcoming special events planned at the Orion Oaks Bark Park.
DETROIT EDISON EASEMENT — SPRINGFIELD OAKS COMMUNITY GARDEN:
Moved by Mr. VanderVeen, supported by Mr. Gregory to adopt the following resolution to
grant an electrical easement at Springfield Oaks for the community garden:
WHEREAS, the Oakland County Parks and Recreation Commission, in
conjunction with the 52-2 District Court, is in the process of establishing a court community
service garden inclusive of a donated greenhouse at Springfield Oaks County Park; and
WHEREAS, electrical service is required for the operation of the proposed
greenhouse; therefore, the Detroit Edison Company has requested that the County grant
a 15-ft wide by 50-ft long easement for underground electric service from the existing
power pole line located along Andersonville Road to the greenhouse site; and
WHEREAS, the Oakland County Parks and Recreation Commission and the
Detroit Edison Company have agreed upon a route for the said underground electric
service which will provide power to the greenhouse site; and
WHEREAS, the Oakland County Parks and Recreation Commission has identified
and established priorities in the 2002 Parks and Recreation Master Plan Update for the
provision of parks and facilities that could be enhanced by the community service
greenhouse.
NOW THEREFORE BE IT RESOLVED THAT THE Oakland County Parks and
Recreation Commission recommends the granting of the attached easement for
underground electrical service and related appurtenances to the Detroit Edison Company
for the sum of one dollar.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt
(10)
NAYS: (0)
Motion carried on a voice vote.
UTILITY AGREEMENTS AND EASEMENT — WHITE LAKE OAKS:
Moved by Mr. McCulloch, supported by Mr. Skarritt to approve the water main easement
with the Charter Township of Waterford; the Sanitary Sewage Service Contract Agreement
with the Charter Township of Waterford, Charter Township of White Lake, and Oakland
County; and the Intergovernmental Agreement for Water Service, as compiled by Oakland
County Corporation Counsel and Property Management, subject to final approval by
Corporation Counsel and the Oakland County Board of Commissioners.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt
(10)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, March 9, 2005)
NEW CLUBHOUSE — WHITE LAKE OAKS:
Chief of Design and Development Joe Figa reported that, due to changed in the scope of the project,
stringent site requirements, and price increases in steel, concrete, and wood, bid prices for the construction
of the new clubhouse at White Lake Oaks were almost $1 million more than anticipated.
Staff clarified the bids and recommended the contract be awarded to the low bidder, MTS Construction, as
follows: Base Bid, including the demolition of the existing facility and construction of a new 14,114-square
foot facility; and all site modifications, such as the south parking lot extension, safety netting, cart staging
area, #1 tee relocation, and landscaping. Contract will also include Deduct Alternate #4, which changes the
specified American Cherry interior millwork to Red Oak. Amount of the contract will be $3,832,577.00, with
a $75,000 contingency, for a total budgeted amount of $3,907,577.00.
Staff is continuing to review the project scope for additional value engineering deducts to allow for a greater
contingency.
Commission questioned the method used for estimating the project cost. After discussion, staff was directed
to review and provide information on "new and improved" ways of doing these estimates, including the
possibility of hiring someone to do them.
Moved by Mr. McCulloch, supported by Mr. Richards to authorize staff to enter into
negotiations with MTS Construction for value engineering deducts to establish a final
contract amount to construct the new clubhouse at White Lake Oaks, for final approval by
the Oakland County Parks and Recreation Commission at the April 6, 2005 meeting.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: Palmer (1)
Motion carried on a voice vote.
CORPORATION COUNSEL REVIEW AND OPINION — OAK MANAGEMENT CONTRACT:
Staff presented a legal opinion from Corporation Counsel indicating the concession contract with Oak
Management is now considered a lease; therefore, they are recommending the proposed 11`h amendment
to the contract be approved by the Oakland County Board of Commissioners.
The Oakland County Board of Commissioners, as per the law, manages, owns, and leases county property.
Although, PA 261 authorizes the Oakland County Parks and Recreation Commission to adopt bylaws and
enter into contracts, Assistant Corporation Counsel John Ross indicated this particular contract contains
all the elements of a lease and must, therefore, be approved by the Oakland County Board of
Commissioners.
Discussion followed on the intent and interpretation of the law, interpretation of the Oak Management
contract as a lease, past practice, and transfer of power.
After discussion, staff was directed to determine what action should be followed to seek a resolution to this
issue, including: investigating a state legislature request for an opinion from the state's Attorney General;
investigating what other parks commissions, established under PA 261, are doing around the state;
pursuing some change in the law to clarify the intent, including preparing a resolution addressing this to the
Board of Commissioners, and working with Corporation Counsel to find the appropriate Public Act.
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(Commission Meeting, March 9, 2005)
Action on this issue was postponed until additional information is brought back to the Commission for further
direction at the April 6 meeting.
OAK MANAGEMENT CONTRACT AMENDMENT:
Commissioner McCulloch requested a breakdown of the financial impact of the requested reduction in the
fee for Lyon Oaks, along with the other proposed changes; that information will be provided to the
Commissioners.
Action on this contract amendment was postponed until the April 6 meeting.
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Moved by Mr. McCulloch, supported by Mr. Crawford to approve the following bid items as
filed in the agenda and reviewed and recommended by staff and Purchasing:
Split the bid and award the contract to paint structures at Independence and Addison Oaks
as follows: Nature Center at Independence Oaks to the low bidder, Industrial Painting, in
the amount of $6,900, plus a $300 contingency, for a total budgeted amount of $7,200; and
to the low bidder, Horizon Brothers, to paint the Twin Chimneys Shelter at Independence
Oaks, plus the Concession Building, Maintenance Building, Residence, and Deputy Office
at Addison Oaks in the amount of $25,800, plus a $1,200 contingency, for a total budgeted
amount of $27,000.
Split the bid and award the contract for asphalt paving at Addison and Groveland Oaks as
follows: Base Bid #1 and Alternate #1A at Addison Oaks to repair and resurface existing
parking lots west and northwest of the conference center and banquet hall, including all
restorations of edges and disturbed areas, to the low bidder, Asphalt Specialists, in the
amount of $56,744.00, plus a 5% contingency of $2,838.00, for a total budgeted amount
of $59,582.00. Also, Base Bid #2 at Addison Oaks to provide a 12 ft. wide parking lane
adjacent to the existing road northwest of the contact station, including re -grading and
restoring existing swale; plus Base Bid #3 and Alternate #3A at Groveland Oaks to provide
8 ft. wide asphalt paving of new and existing trails around Stewart Lake Island, including
all restoration, with the exception of paving 488 linear feet of existing gravel trails on
Paradise Island; plus 8 ft. wide asphalt paving of miscellaneous connector trails around
Stewart Lake, including all restoration, with the exception of the miscellaneous connector
trails on Paradise Island, to the low bidder, ABC Paving, Inc. in the amount of $94,760.00,
plus a 5% contingency of $4,738.00, for a total budgeted amount of $99,498.00.
Commission also approved a transfer of $5,771.00 from the 2005 CIP Contingency to
Addison Oaks and $13,727.00 from the 2005 CIP Contingency to Groveland Oaks for
these paving projects.
Contract for the purchase and installation of 350 ft. long by 50 ft. high protective netting
along the #3 fairway at Red Oaks Golf Course to the low bidder, Net Connection Inc., in
the amount of $26,304.00, plus a 5% contingency of $1,315, for a total budgeted amount
of $27,619.00.
Purchase of used Rainbird electronic irrigation systems controls from Barton Hills Country
Club for use at Glen Oaks Golf Course in the amount of $8,000.00.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, VanderVeen, Vogt (9)
NAYS: (0)
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(Commission Meeting, March 9, 2005)
Motion carried on a voice vote.
MICHIGAN NATURAL FEATURES INVENTORY CONTRACT MODIFICATION — ROSE OAKS:
Moved by Mr. VanderVeen, supported by Mr. Gregory to approve the modification of the
contract with the Michigan Natural Features Inventory to include an ecological survey of
Rose Oaks for an added amount of $15,000.00. Commission also approved a transfer of
$38,745.00 from the Operating Budget Contingency to the following budget centers for the
allocation of funds for the ecological survey of Rose Oaks and the re -allocation of funds
for the survey of Lyon Oaks and Independence Oaks that did not carry over from the 2004
budget: $11,872.50 to Independence Oaks, $11,872.50 to Lyon Oaks, and $15,000.00 to
Rose Oaks.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt
(10)
NAYS: (0)
Motion carried on a voice vote.
ENTERTAINMENT AGENCY CONTRACT:
Moved by Mr. Gregory, supported by Mr. VanderVeen to award an entertainment agency
contract to provide entertainment for the 2005 summer campground recreation programs,
adaptive recreation programs, and special events throughout the parks to Gail and Rice
in an amount not to exceed $50,000, which includes $40,000 for independent contractors
and 25 percent commission.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt
(10)
NAYS: (0)
Motion carried on a voice vote.
NEXTEL RADIO SYSTEM:
Moved by Mr. Knollenberg, supported by Mr. Palmer to approve the purchase of 80 radio units and
accessories at a cost of $21,346.50 from Nextel through Oakland County Information Technology.
Commission also approved to be added onto an existing contract with Nextel through Oakland
County Information Technology for monthly service plans and charges for these radio units. Funds
for the purchase will be transferred from the 2005 Operating Budget Contingency to each park's
Telephone Communications line item as follows;
Addison Oaks $5,603.73
Groveland Oaks $5,646.08
Independence Oaks $5,711.28
Wint Nature Center $666.07
Administration $3,719.34
Funding for the monthly charges will come from each park's Operating Budget Telephone
Communications line item.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt
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(Commission Meeting, March 9, 2005)
(10)
NAYS: (0)
Motion carried on a voice vote.
RULES AND REGULATIONS:
Staff presented proposed changes to the Commission's General Information and Regulations for the
inclusion of skateboarding.
Action on this proposed change was postponed until the April 6 meeting to allow Assistant Corporation
Counsel John Ross additional time for review.
EXECUTIVE OFFICER'S REPORT:
The Executive Officer's Report was as filed in the agenda.
NEW BUSINESS:
Commission directed staff to prepare a resolution in recognition of Daniel T. Murphy, who was a founding
member and proponent of the Oakland County Parks; Mr. Murphy passed away on February 16, 2005.
ADJOURNMENT:
The meeting was adjourned at 11:30 a.m.
The next Commission meeting will be 9:00 a.m. on Wednesday, April 6, 2005.
J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
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