HomeMy WebLinkAboutMinutes - 2011.08.17 - 39265OAKLAND COUNTY PARKS AND RECREATION COMMISSION
SPECIAL MEETING
August 17, 2011
Chairman Fisher called the special meeting to order at 9:10 a.m. in the commission room of the Parks
Commission's administration office. The purpose of the special meeting was to address recommendations
from staff on Catalpa Oaks Phase I Construction Contract and Addison Oaks Windows and Insulation Bid
through the Energy Efficiency Community Block Grant.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen, Chairperson
Emeritus Pecky D. Lewis, Jr., A. David Baumhart 111, Robert Kostin, Gary McGillivray, John Scott, Eric
Wilson
COMMISSION MEMBERS ABSENT:
Christine Long
ALSO PRESENT:
Parks and Recreation
Daniel Stencil, Executive Officer
Susan Wells, Manager-P & R Operations
Mike Donnellon, Chief -Parks Fac., Maint. & Ops.
Terry Fields, Chief - Recreation Programs & Services
Larry Gee, Chief, Parks Ops. & Maint. — S. District
Karen Kohn, Supervisor — Administrative Services
Desiree Stanfield, Communications Supervisor
Zach Crane, Architectural Engineer II
Vicky Valko, Secretary I
OC Fiscal Services
Jeff Phelps, Supervisor II
OC Purchasing
Ed Tucker, Buyer
Barton Malow Design
Duane McDevitt, Director, Professional Services
Brian Gorzynski, Director, Design
APPROVAL OF AGENDA:
Moved by Mr. Kostin, supported by Mr. Scott to approve the agenda as presented.
AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no comments or questions received by the public.
CATALPA OAKS CONSTRUCTION CONTRACT REPORT AND RECOMMENDATIONS:
Staff reported that the bids received for the construction contract for the Phase I development of Catalpa Oaks
were in excess of $1.5 million; there was $1 million budgeted for this portion of the project. Staff
recommended postponing the contract approval until it could be reviewed for reductions (value engineering).
Staff also presented a revised tentative project schedule reflective of the additional time required for these
reviews.
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(Commission Meeting, August 17, 2011)
The Barton Malow Design team does not yet have the specific answers to why the bid was so much more than
the original project estimate. Cost breakdown in the bids for the trades is expected to be complete by August
26; those details will be provided to the commissioners.
Some value engineering points being considered include:
• Re -designing the roof
• Downsizing the utility service
• Modifying how the irrigation service is brought into the building
Commission expressed a number of concerns, including:
• Change/delays in the construction timeline
• Whether the changes resulting from the value engineering will require additional approval from the
City of Southfield
• Whether engineering and architectural opportunities similar to the concession building at Red Oaks
need to be reconsidered
• Construction delay vs higher costs of winter construction, and what can be accomplished without
incurring winter costs
After discussion, Commission directed staff to:
• Provide new value engineering recommendations at the September 7 Commission meeting
• Provide a new construction schedule
• Consider a special meeting in October for the purpose of approving a construction contract
• Incorporate a groundbreaking ceremony into the November meeting
ADDISON OAKS — WINDOWS AND INSULATION BID ENERGY EFFICIENCY COMMUNITY BLOCK
GRANT REPORT:
Staff reported on the Addison Oaks Conference Center Windows and Insulation Project, which includes
repairing the windows and adding storms, plus insulation. Funds for the project are through the Energy
Efficiency Community Block Grant (EECBG) for energy audits and improvements for a portion of the park
facilities. Parks received $325,000 through the grant for this purpose; the grant expires December 31, 2011.
Purchasing released this project twice through the Michigan Intergovernmental Trade Network (MITN), and
staff followed up with phone calls to all vendors who downloaded the entire document packet. However, only
one incomplete bid was received the first time and no bids were received the second time.
Vice Chairman McCulloch suggested consideration to conduct the bidding on this project as a professional
services contract.
Moved by Mr. McCulloch, supported by Mr. Wilson to rebid the Windows and Insulation
Project for the Addison Oaks Conference Center as a professional services contract.
AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
Staff will look at alternate projects for this grant funding and continue to report project progress to the
Commission. Staff will also determine whether there will be extension of the grant funding deadline.
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(Commission Meeting, August 17, 2011)
INDIANWOOD GOLF AND COUNTRY CLUB LICENSE AGREEMENT FOR USE OF ORION OAKS DOG
PARK - 2012 US SENIOR OPEN GOLF TOURNAMENT:
Assistant Corporation Counsel Jody Hall is addressing several issues related by Chairman Fisher.
Moved by Mr. Wilson, supported by Mr. McCulloch to approve the License Agreement for the
use of Section B and C of the Orion Oaks Dog Park for parking during the 2012 U.S. Senior
Open Golf Tournament being hosted by the Indianwood Golf and Country Club, contingent
upon issues being addressed and approved by Corporation Counsel.
AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
ACTIVITY REPORT: -
The Activity Reports for June and July (FM 09 and 10, FY 2011) were accepted as filed.
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's report filed in the agenda, the following information was noted:
---The department has received a Certificate of Recognition for increased staff participation in the county's
Oakfit Program.
---Oakland County Parks and Recreation Commission will be featured in the Agency Spotlight of the
September issue of the National Recreation and Park Association's Parks and Recreation Magazine.
---Staff has learned the National Bicycle League filed for bankruptcy. They have merged with USA BMX, but
still will be working with Corporation Counsel to see if we can recover our race participant fees for May/June,
2011 of$1,600.
OLD BUSINESS:
None
NEW BUSINESS:
---Marketing initiatives were discussed for golf, Waterford Oaks, and parks/events in general. Commission
suggested considering hiring a marketer on a contractual basis and initiating a marketing effort on a modular
basis — golf, waterparks, camping.
Staff noted marketing is limited until we put more resources toward it, but will provide a report on the
marketing initiatives undertaken this year. Also, the proposed Waterford Oaks master plan will be presented to
the Commission within the next few months for input.
---Committee to review procedures on capital improvement projects will be placed on the Executive
Committee agenda for discussion.
---Oak Management has indicated they have an interest in giving up the concessions and camp store
operations effective January 1, 2012. Staff is looking at the possibility of several RFPs and breaking up
concessions into different components. The food and beverage Request for Proposals (RFPs) will be placed
on the Executive Committee agenda for discussion.
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(Commission Meeting, August 17, 2011)
---Due to a conflict with the National Recreation and Park Association Annual Congress, Commission
approved moving the November Commission meeting date to November 9.
The next Commission meeting will be held at 9:00 a.m. on Wednesday, September 7, 2011.
Meetinq was adjourned at 10:30 a.m.
J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
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