HomeMy WebLinkAboutMinutes - 2007.05.02 - 39198OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
May 2, 2007
Chairman Pecky D. Lewis, Jr. called the meeting to order at 9:08 a.m. in the function room of the
White Lake Oaks Clubhouse.
COMMISSION MEMBERS PRESENT:
Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Secretary J. David VanderVeen,
Hugh D. Crawford, Vincent Gregory, Eileen Kowall, John McCulloch, Charles Palmer, John
Richards, Shelley G. Taub
ALSO PRESENT:
Parks and Recreation
Oakland County Facilities Management
Oakland County Purchasing
Oakland County Fair Association
City of Huntington Woods
WARDS PRESENTATION:
Daniel Stencil, Executive Officer
Sue Wells, Administrator— Parks & Rec. Operations
Frank Trionfi, Administrator — Parks Administration
Joe Figa, Chief of Design and Development
Mike Thibodeau, Chief of Golf
Clyde Herb, Chief of Parks
Jim Dunleavy, Chief of Recreation
Sheila Cox, Accountant IV
Desiree Stanfield, Public Communications Assistant
Paul Simpson, Golf Shop Coordinator, Lyon Oaks
Colin Gibbs, Parks Maintenance Aide, Waterford
Oaks
Suzanne Kici, Office Assistant
Mike Hughson, Property Management Specialist
Joan Daniels, Buyer
Dave Coleman, President
LC Scramlin, General Manager
Alex Allie, City Manager
Chief of Recreation Jim Dunleavy announced that Waterford Oaks Parks Maintenance Aide Colin
Gibbs and other Parks staff were recognized for their efforts at the Yolkland Easter Event, and were
awarded the `Best Activity Area" as voted by the public attending the event.
The Michigan Recreation and Park Association Therapeutic Recreation Institute awarded Oakland
County Parks the 2007 Excellence in Therapeutic Recreation Programs Development Award, in
recognition of innovation and breadth of service in TR program development.
PUBLIC COMMENTS:
There were no public questions or comments.
APPROVAL OF MINUTES:
Moved by Mr. Gregory, supported by Mrs. Taub to approve the minutes of the
meeting of April 4, 2007, as written.
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(Commission Meeting, May 2, 2007)
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub (9)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Crawford, supported by Mrs. Taub to approve the minutes of the special
meeting of April 18, 2007, as written.
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub (9)
NAYS: (0)
Motion carried on a voice vote.
LEASE AMENDMENT — RED OAKS GOLF COURSE:
Moved by Mr. Richards, supported by Mrs. Taub to adopt the following resolution in
support of the lease amendment for the Red Oaks Golf Course:
WHEREAS, the Oakland County Parks and Recreation Commission, at its
regular meeting of May 5, 2004, authorized the department to enter into a lease for the
property at the Red Oaks Golf Course to allow for the renovation of the golf course; and
WHEREAS, the Oakland County Parks and Recreation Commission committed
$3 million in funds for this endeavor; and
WHEREAS, the residents of Oakland County are the benefactors; and
WHEREAS, the funding for this project was allocated from the Oakland County
Parks and Recreation Commission Capital Improvement Projects Budget; and
WHEREAS, the construction, operational, and maintenance costs of this facility
will be paid for by fees and charges and Parks millage revenues; and
WHEREAS, said lease, which was developed by Oakland County Drain
Commission staff and counsel, Park staff, and Oakland County Corporation Counsel, is
for a period of 50 years; and
WHEREAS, said lease, which is between the County of Oakland and the
George W. Kuhn Drainage District, is for the amount of $1 annually; and
WHEREAS, Parcel Number 25-12-203-007, contiguous to the Red Oaks Golf
Course, was acquired by the George W. Kuhn Drainage District by way of tax deed;
and
WHEREAS, the George W. Kuhn Drainage District and the Oakland County
Parks and Recreation Commission desire to include Parcel Number 25-12-203-007 as
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(Commission Meeting, May 2, 2007)
as part of the leased premises set forth in the lease dated August 24, 2004.
NOW THEREFORE BE IT RESOLVED to amend the lease between the
Drainage Board for the George W. Kuhn Drainage District and the County of Oakland
dated August 24, 2004 to add Parcel Number 25-12-203-007, which is contiguous to
the Red Oaks Golf Course.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners
approves and accepts the terms and conditions of the attached amendment to the
lease.
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub, VanderVeen
(10)
NAYS: (0)
Motion carried on a voice vote.
LEASE AMENDMENT — RED OAKS WATERPARK:
Moved by Mr. Gregory, supported by Mr. McCulloch to adopt the following resolution in
support of the lease amendment for the Red Oaks Waterpark:
WHEREAS, the Oakland County Parks and Recreation Commission, at its
regular meeting of May 5, 2004, authorized the department to enter into a lease for the
property at the Red Oaks Waterpark to allow for the addition of new water features; and
WHEREAS, the Oakland County Parks and Recreation Commission committed
$3 million in funds for this endeavor; and
WHEREAS, the residents of Oakland County are the benefactors; and
WHEREAS, the funding for this project was allocated from the Oakland County
Parks and Recreation Commission Capital Improvement Projects Budget; and
WHEREAS, the construction, operational, and maintenance costs of this facility
will be paid for by fees and charges and Parks millage revenues; and
WHEREAS, said lease, which was developed by Oakland County Drain
Commission staff and counsel, Park staff, and Oakland County Corporation Counsel, is
for a period of 50 years; and
WHEREAS, said lease, which is between the County of Oakland and the
George W. Kuhn Drainage District, is for the amount of $1 annually; and
WHEREAS, the Oakland County Parks and Recreation Commission desires to
lease additional property owned by the George W. Kuhn Drainage District for the
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(Commission Meeting, May 2, 2007)
purpose of overflow parking for the waterpark facilities and for the purpose of a "dog
park" open for use by the public; and
WHEREAS, the George W. Kuhn Drainage District and the Oakland County
Parks and Recreation Commission desire to include six areas as described in Exhibit
B, as attached, as part of the leased premises set forth in the lease dated August 24,
2004.
NOW THEREFORE BE IT RESOLVED to amend the lease between the
Drainage Board for the George W. Kuhn Drainage District and the County of Oakland
dated August 24, 2004 for the use of the Red Oaks Waterpark to include six areas as
described in Exhibit B, as attached, for the purpose of overflow parking for the
waterpark facilities and for the purpose of a "dog park."
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners
approves and accepts the terms and conditions of the attached amendment to the
lease.
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub, VanderVeen
(10)
NAYS: (0)
Motion carried on a voice vote.
LICENSE USE AND MAINTENANCE AGREEMENT — RED OAKS WATERPARK:
Moved by Mr. Richards, supported by Mr. Crawford to approve the License, Use and
Maintenance Agreement for the Red Oaks Waterpark, with the following correction:
Page 2, Paragraph 1. PREMISES, add the following phrase after "ExhibitA": "excluding
the training facility."
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub, VanderVeen
(10)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE SESSION:
Moved by Mrs. Taub, supported by Mr. Crawford to adjourn to Executive Session for
the purpose of discussing proposed land acquisitions.
ROLL CALL VOTE:
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub, VanderVeen
(10)
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(Commission Meeting, May 2, 2007)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The Chair declared the meeting closed at 9:27 a.m. The meeting resumed in open session at 10:37
a.m.
APPROVAL OF PAYMENTS:
Moved by Mr. Palmer, supported by Mr. Richards to approve the payment of the
Internal Service & Department Funds Payment Register for the month of February, (FM
5, FY 2007); and the Payment Register, including the Voucher Report Period for
February (FM 5, FY 2007).
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub, VanderVeen
(10)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
The Combined Statement of Operations for the month ending February 28, 2007 was accepted as
filed.
ACTIVITY REPORT:
The Activity Report for March, 2007 was accepted as filed.
AUDIT REPORT:
Moved by Mr. McCulloch, supported by Mrs. Taub to receive and file the 2006 audit
report from Plante & Moran. In addition, and in compliance with the Michigan Uniform
Local Budgeting Act and the Parks Commission's Bylaws, amend the Fiscal Year 2006
Operating Budget to $20,522,469, with the individual amounts for each cost center to
be the same as those shown in the "Actual" column of page 16 of the report.
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub, VanderVeen
(10)
NAYS: (0)
Motion carried on a voice vote.
LONG-TERM FINANCIAL PLAN CONTRACT:
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(Commission Meeting, May 2, 2007)
Moved by Mr. McCulloch, supported by Mr. Skarritt to approve the contract to develop a
long-term financial plan to assess the Parks Commission's current and future
operations to PROS Consulting, LLC, in the amount of $64,780. Also, to approve a
transfer of $64,780 from the 2007 Operating Budget Contingency to Administration's
Contracted Services line item.
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub, VanderVeen
(10)
NAYS: (0)
Motion carried on a voice vote.
PROFESSIONAL SERVICES CONTRACT — OAKLAND COUNTY 4H FAIR ASSOCIATION:
Moved by Mr. Crawford, supported by Mrs. Kowall to approve a one-year Professional
Services Contract with the Oakland County 4H Fair Association for the management of
Springfield Oaks Activity Center, renewable no more than four times for four one-year
terms.
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub, VanderVeen
(10)
NAYS: (0)
Motion carried on a voice vote.
OAKLAND LIVINGSTON HUMAN SERVICES AGENCY DAY PASS PROGRAM:
Moved by Mr. Gregory, supported by Mr. Crawford to approve a program, as outlined by
staff, between Oakland County Parks and the Oakland Livingston Human Services
Agency for the distribution of day use passes through the Pontiac office for low income
families.
Staff noted that the program will begin with 1,000 passes and will be distributed to individuals who
have been screened. Commission expressed concern that staff ensure caseworkers are accountable
for the passes that are provided. Staff assured the caseworkers must account for which families
receive passes.
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub, VanderVeen
(10)
NAYS: (0)
Motion carried on a voice vote.
GREENS FEES — SOUTH LYON:
Staff related concerns arising from the increase in the 2007 greens fees at Lyon Oaks and
recommended Commission consideration to reduce the rates back to the 2006 level.
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(Commission Meeting, May 2, 2007)
Discussion followed on rates, local golf course specials, the age for senior rate eligibility, and budget
projections for both revenues and operational expenses.
Staff noted no intent to adjust the budget at this time, but instead will be making a concerted effort
to reduce costs and increase revenues. Commission directed staff to provide budget projections at
the June meeting, based on results of staff's efforts in the interim, and will address the issue at that
time.
BID ITEMS:
Moved by Mr. McCulloch, supported by Mrs. Taub to approve the following bid items
as reviewed and recommended by staff and Purchasing:
Contract for the Waterford Oaks Activity Center roof replacement to the low bidder,
Royal Roofing, in the amount of $66,450 for Base Bid 1, plus Alternate A of $4,785,
for a total contract amount of $71,235, plus a five percent contingency of $3,265, for
a total budgeted amount of $74,500. Also to approve the transfer of $51,235 from
the 2007 Operating Budget Contingency to Waterford Oaks Park/Building
Maintenance line item.
Approval to spend an estimated $14,000 for gravel and topsoil supplied through
existing blanket contractor, Bedrock Express, Inc., for restoration of portions of the
fairground, including the sanitary system area and event campground, at Springfield
Oaks Activity Center.
Installation of concrete slab and gravel path to the cricket practice pitch at Lyon Oaks
through existing blanket concrete contractor, Bush Brothers Asphalt Paving, Inc., in
the amount of $16,400, plus a five percent contingency of $820.00, for a total
budgeted amount of $17,220.00.
Contract for the completion of a boundary survey and staking of the two properties
that are being acquired to create Highland Oaks to Flint Surveying and Engineering,
Inc. for the amount of $12,000, plus a five percent contingency of $600, for a total
budgeted amount of $12,600. Also to approve the transfer of $12,600 from the
Capital Improvement Projects Contingency to a new CIP project #1035 "65 park
Boundary Fencing" (25%) and to #1020 "65 Land Acquisition, Highland" (75%).
Purchase of a 60" hp, 108" cut width, out -front rotary mower for Lyon Oaks to
Spartan Distributors in the amount of $43,676.48.
Correction to the April 4 bid for the irrigation pumping stations for White Lake Oaks
and Glen Oaks by splitting the bid and awarding the contract for White Lake Oaks to
the low bidder, Thielen Turf, in the amount of $141,175, plus a ten percent
contingency of $14,118, for a total budgeted amount of $155,293. In addition, award
the contract for Glen Oaks to the low bidder, Marc Dutton, in the amount of
$122,725, plus a ten percent contingency of $12,273, for a total budgeted amount of
$134, 998.
Contract for the installation of new golf cart paths and capping of some existing cart
paths for White Lake Oaks, Red Oaks, and Lyon Oaks to the low bidder, Bush
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(Commission Meeting, May 2, 2007)
Brothers, for $49,900, plus a ten percent contingency of $4,990, for a total budgeted
amount of $54,890.
Purchase of netting for the practice cricket pitch at Lyon Oaks to Beacon Athletics in
the amount of $7,451. Also to approve the transfer of $4,000 from the 2007 Capital
Improvement Projects Contingency to project #687 "55 N. Rec. Field Phase 2 Cricket
Park."
AYES: Crawford, Gregory, Kowall, Lewis, McCulloch, Palmer, Richards, Skarritt, Taub (9)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE OFFICER'S REPORT:
Executive Officer Stencil related a rattlesnake incident that occurred at Orion Oaks on April 11, which
highlights the need to educate the staff and public about the snakes.
Staff received information regarding the 2007 National Recreation and Park Association's Annual
Congress, which will be held in Indianapolis, Indiana, on September25-29. Commissioners interested
in attending should contact Karen Kohn for registration.
Staff is recommending the dedication of Catalpa Oaks be held in conjunction with the commissioners'
tour scheduled on Thursday, August 16.
A new sergeant is being assigned to the Parks; Sgt. Kelly Sexton will be introduced to the Commission
at the June 13 meeting.
The next Commission meeting will be at 9:00 a.m. on Wednesday, June 13, 2007 at the Lynn Oaks
Clubhouse.
The meetinqAu-as adiourned at 11:32 a.m.
J. Davic7VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
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