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HomeMy WebLinkAboutMinutes - 2006.04.05 - 39164OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING April 5, 2006 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, Secretary J. David VanderVeen, Hugh D. Crawford, Martin Knollenberg, John McCulloch, Charles Palmer, John Richards, Suzette Vogt COMMISSION MEMBERS ABSENT: Vincent Gregory ALSO PRESENT: Parks and Recreation Oakland County Corporation Counsel Oakland County Purchasing Oakland County Facilities Management O. C. Planning & Economic Development Oakland County 4-H Fair Association PUBLIC COMMENTS: Daniel Stencil, Executive Officer Susan Wells, Administrator — Pks & Rec Operations Frank Trionfi, Administrator — Parks Admin. Services Joe Figa, Chief of Design and Development Mike Thibodeau, Chief of Golf Clyde Herb, Chief of Parks Janet Pung, Public Communications Officer Jim Dunleavy, Chief of Recreation Sheila Cox, Accountant IV Mike Donnellon, Architectural Engineer II Jon Noyes, Architectural Engineer I Heather Hughes, Secretary I John Ross, Assistant Corporation Counsel Bob Rhein, Buyer II Mike Hughson, Property Management Specialist Larry Falardeau, Principal Planner L.C. Scramlin, General Manager Art Noren There were no public comments or questions. APPROVAL OF MINUTES: Moved by Mr. Palmer, supported by Mr. Crawford to approve the minutes of the meeting of March 15, 2006, as written. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Skarritt, VanderVeen, Vogt (8) NAYS: (0) 4-1 (Commission Meeting, April 5, 2006) Motion carried on a voice vote. APPROVAL OF PAYMENTS: Moved by Mr. Crawford, supported by Mr. VanderVeen to approve the payment of the Internal Service Funds Payment Register for the month of February (FM 5, FY 2006). AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Skarritt, VanderVeen, Vogt (8) NAYS: (0) Motion carried on a voice vote. COMBINED STATEMENT OF OPERATIONS: Moved by Mr. Palmer, supported by Mr. Skarritt to accept the Combined Statement of Operations for the month ending February 28, 2006 (FM 5, FY 2006) as filed. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Skarritt, VanderVeen, Vogt (8) NAYS: (0) Motion carried on a voice vote. ACTIVITY REPORT: The Activity Report for February, 2006 was accepted as filed. SHERIFF'S AVIATION UNIT TRAINING AND EMERGENCY LANDING SITES: Parks staff worked with staff from Corporation Counsel to negotiate a permission letter with the Oakland County Sheriff's Office for helicopter training and emergency landing sites within various county parks. Staff requested Commission authorization for Chairman Lewis to sign the permission letter, which includes a list of locations and a site map reflecting their location. Moved by Mr. McCulloch, supported by Mr. Palmer to authorization Chairman Lewis to sign the letter granting permission for the Oakland County Sheriff's Office for the use of various sites within the Oakland County Parks for helicopter training and emergency landing sites. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Skarritt, VanderVeen, Vogt (8) NAYS: (0) Motion carried on a voice vote. 4-2 (Commission Meeting, April 5, 2006) "SUSTAINING OAKLAND COUNTY'S NATURAL ADVANTAGE" PRESENTATION: Larry Falardeau, Principal Planner from Oakland County Planning and Economic Development, presented "Sustaining Oakland County's Natural Advantage." This presentation reflects the county's goal of achieving a reasonable balance in the land use planning process by using innovative planning in the following four areas: • Water resources Natural area and ecosystems (green infrastructure) Trails/recreation land/open space • Community character CAPITAL IMPROVEMENT PROJECTS UPDATE: Chief of Design and Development Joe Figa presented an update on the capital improvement projects around the parks system, including: Michigan Natural Features Inventory ecological survey project, Addison Oaks garden wall, Glen Oaks maintenance storage addition, Groveland Oaks cabins, Independence Oaks boardwalk construction, Orion Oaks dog park parking expansion, Springfield Oaks 4-H fairgrounds, Waterford Oaks Activities Center construction, and the White Lake Oaks clubhouse construction. 4-H FAIR ASSOCIATION PROFESSIONAL SERVICES CONTRACT EXTENSION: Moved by Mr. Skarritt, supported by Mr. Palmer to approve the renewal of the third year of the three-year professional services contract with the Oakland County 4-H Fair Association for the business management and operations of the Springfield Oaks Activity Center. This three-year contract will expire November 1, 2006. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9) NAYS: (0) Motion carried on a voice vote. SPRINGFIELD OAKS 4-H FACILITIES 2006 CIP BUDGET ADJUSTMENT: Architectural Engineer II Mike Donnellon, Design and Development, detailed the capital improvement projects staff is currently working on for the Springfield Oaks Activity Center, including the construction of buildings E and K, stormwater detention, septic system design and construction, and an electrical upgrade. Building E is a new exhibit hall with additional office space and restrooms. This building was not anticipated in the 2006 budget. Estimated costs for the above -noted projects total $938,600; there is currently $401,100 in the CIP Budget. Staff requested Commission approval to transfer the balance of $540,500 from the 2006 CIP Contingency into the various projects in order to reflect the full estimated cost of the projects. Designated donations from 4-H and Oakland County Farm Bureau were also detailed, although staff 4-3 (Commission Meeting, April 5, 2006) noted they have not yet been received. After discussion, Commission directed staff to compile a clarified report reflecting the total cost of the projects, the Commission's projected share, details of the donations — amounts and from whom — and a timeline. SPRINGFIELD OAKS 4-H FACILITIES ZONING UPDATE/EQUESTRIAN FACILITY DESIGN: Springfield Township is going through a revision process of their zoning; the township's Planning Commission will be meeting soon to consider a zoning review for the Springfield Oaks Activity Center to a Parks and Recreation District, which will allow camping and indoor recreational vehicle storage. The rezoning will also allow for equestrian trails and other outdoor recreational opportunities. Staff would like to begin the design of the proposed equestrian center to establish an accurate budget recommendation for the 2007 CIP budget. Funds budgeted in the 2006 CIP include a portion of the equestrian center construction, contingent upon the revision of the township's ordinance. Commission concurred to wait on this action until the zoning revision is approved, the professional services contract with the Oakland County 4-H Fair Association has been renegotiated, and any possible reduction in design fees has been determined. MICHIGAN LIQUOR CONTROL COMMISSION AUTHORIZATION RESOLUTION: Moved by Mrs. Vogt, supported by Mr. Crawford to designate Executive Officer Dan Stencil as authorized signor of the annual renewals of the existing liquor licenses at Springfield Oaks, White Lake Oaks, Glen Oaks, and Lyon Oaks. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9) NAYS: (0) Motion carried on a voice vote. OAK MANAGEMENT: WHITE LAKE OAKS RATE REDUCTION: Administrator Administrative Services Frank Trionfi reviewed Commission action on November 10, 2004 to approve a temporary rental and utility rate reduction for Oak Management at White Lake Oaks prior to the demolition and reconstruction of the clubhouse, with staff re-evaluation to follow. Staff requested approval to reduce the rental and utility rate to 0% until the completion of the project and requested Commission approval of these reductions. Moved by Mr. Skarritt, supported by Mr. Palmer to approve the reduction of the rental and utility rate at White Lake Oaks to 0% for Oak Management until the completion of the clubhouse construction. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9) 4-4 (Commission Meeting, April 5, 2006) NAYS: (0) Motion carried on a voice vote. Moved by Mr. McCulloch, supported by Mr. Palmer to award the following bids as reviewed and recommended by Purchasing and Parks staff: Installation of 375 feet of 5-foot deep steel seawall around the fairway side of ponds on #5 and #11 holes at Glen Oaks Golf Course to the low bidder, American Marine, in the amount of $21,750, plus a five percent contingency of $1,087.50, for a total budgeted amount of $22,837.50. Installation of a 4-foot wide aggregate shoulder on the entire entrance road for Lyon Oaks, plus the patching of a 15' x 30' failed section of the road, to the low bidder, Al's Asphalt, in the amount of $29,436, plus a five percent contingency of $1,471.80, for a total budgeted amount of $30,907.80. Purchase of 300 bags of 22-2-19 Polyon and 500 bags of 25-3-14 Polyon fertilizer for Lyon Oaks Golf Course to TurFgrass in the amount of $26,937.00. Installation of approximately 2,400 sq. ft. of 8-foot wide cart paths, plus approximately 8,000 sq. ft. of capping to existing cart paths at Springfield Oaks Golf Course to the low bidder, Bush Brothers, in the amount of $16,875.00, plus a five percent contingency of $843.75, for a total budgeted amount of $17,718.75.. Two Jacobsen riding greensmowers for White Lake Oaks and Springfield Oaks to the low bidder, W. F. Miller, in the amount of $16,595.00 each, for a total purchase amount of $33,190.00. An 18-hp riding greensmower for Lyon Oaks to the low bidder, Spartan Distributors, in the amount of $22,056.75. A 72" outfront, 25-hp rotary mower for the Springfield Oaks Golf Course to the low bidder, Spartan Distributors, in the amount of $14,663.00. Turfline combination verticut thatcher and spiker unit for the Red Oaks Golf Course to Weingartz in the amount of $14,445.00. Installation of aluminum -clad wood, double fixed windows at the Springfield Oaks Activity Center to the low bidder, Oxbowindo, in the amount of $29,557, plus a contingency of $2,443.00, for a total budgeted amount of $32,000.00. Two Toro 4500 60-hp diesel rotary mowers for Lyon Oaks and Glen Oaks Golf Courses to the low bidder, Spartan Distributors, in the amount of $42,772.48 each, for a total purchase amount of $85,544.96. (Commission Meeting, April 5, 2006) AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9) NAYS: (0) Motion carried on a voice vote. I-Ti7l, "-.TAT Q16*J Moved by Mr. Palmer, supported by Mr. Richards to award the contract for the park master plan for Rose Oaks to the low bidder, Johnson, Johnson and Roy, in the amount of $18,450, which includes an optional workshop, plus a contingency of $1,500, for a total budgeted amount of $19,950. Vice Chairman Skarritt voiced concerns over Rose Township's ordinances as they relate to parks. Staff will be working directly with the township to address specific issues and will also ensure the master plan reflects the best use of the park. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9) NAYS: (0) Motion carried on a voice vote. Executive Officer Dan Stencil suggested it would be timely to make Rose Oaks a stop on the June 21 commissioners tour. Moved by Mr. McCulloch, supported by Mr. VanderVeen to award the contract for the overall recreation master plan, including the optional workshop, to the low bidder, Carlisle Wortman, in the amount of $20,040.00, plus a contingency of $1,500.00, for a total budgeted amount of $21,540.00. Funds will be appropriated from the Operating Budget — Administration Contracted Services line item. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9) NAYS: (0) Motion carried on a voice vote. Moved by Mr. Palmer, supported by Mr. VanderVeen to award the contract for the rebuilding of greens #4, 5, and 14 at Glen Oaks Golf Course to the low bidder, La Fontaine, in the amount of $93,345.00, plus a ten percent contingency of $9,334.50, for a total budgeted amount of $102,679.50. Due to higher than budgeted expense projection, plans for Springfield Oaks will be re-evaluated, scaled down, and re -bid. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9) NAYS: (0) HWT (Commission Meeting, April 5, 2006) Motion carried on a voice vote. EXECUTIVE SESSION: Moved by Mr. McCulloch, supported by Mr. Crawford to adjourn to Executive Session for the purchase of discussing a proposed land acquisition. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9) 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 11:38 a.m. Moved by Mr. Palmer, supported by Mr. VanderVeen to authorize staff to proceed as discussed in Executive Session. AYES: Crawford, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9) 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 may be requesting a change in the Commission's bylaws to reflect a change in the budget adoption date to the first Wednesday in August. This change would streamline the budget process to get our budget in line with the county budget approval schedule. NEW BUSINESS: Commissioner Crawford suggested it would be timely for staff to begin developing an urban park policy/philosophy/strategy, including recreation programs, to augment our current parks philosophy. Commissioners also recommended a supplemental inventory of local parks and facilities, plus user information for them, if available. Executive Officer Stencil noted that this informationwill be included in the comprehensive recreation master plan to be compiled for us. An urban strategy will be needed for the millage renewal. Another suggestion was made to consider a survey, similar to one recently completed by the Road Commission for Oakland County, to be funded by People For Parks to assist in determining the odds of passing themillage again plus pinpointing areas of concern identified by Oakland County citizens. 4-7 (Commission Meeting, April 5, 2006) Moved by Mr. Crawford, supported by Mr. Knollenberg to direct staff to develop an urban park policy/philosophy/strategy, including recreation programs, to augment our current parks philosophy. AYES: Crawford, Knollenberg, Lewis, Palmer, Richards, VanderVeen (6) NAYS: (0) Motion carried on a voice vote. The meeting was adjourned at 11:50 a.m. The next ComiKssion meeting will be at 9:00 a.m. on Wednesday, May 3, 2006. J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary