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OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
Parks and Recreation Office
2800 Watkins Lake Rd.
Waterford, MI 48328
April 9, 1997
1. Call Meeting to Order.
2. Roll Call.
3. Approval of Minutes for March 19, 1997, Commission Meeting.
4. Public Comments.
5. Approval of Payment: Interdepartmental Payment Register:
February charges paid in March
6. Combined Statement of Operations for Month Ending 2/28/97.
7. Staff Introduction. S. Delridge / 858-4634
8. 1996 Audit Report. F. Trionfi / 858-4607
9. Fuel Tank Replacement and Site Clean-up - M. Thibodeau / 858-4630
Springfield Golf Course, Groveland & Independence Oaks.
10. Environmental Clean Ups - Springfield Golf Course. "
Groveland and Independence Oaks.
11. Sheriff's Department Mounted Division. J. Kipke / 858-4605
12. Bid Item: Water Tower Painting - Springfield Oaks. "
13. Bid Item: Fireworks display - Addison & Groveland Oaks. D. Stencil / 858-4944
14. Bid Item: Walker Rotary Mower - Groveland Oaks. cc"
15. Bid Item: Sod - White Lake Oaks. M. Thibodeau / 858-4630
16. Bid Item : Fertilizer. `4
17. Bid Item: Greensmower - Glen Oaks, Red Oaks, and "
Springfield Oaks Golf Course.
18. Bid Item: Tri King Mower - White Lake Oaks. "
19. Bid Item: Aerator - Springfield and Red Oaks Golf Courses. "
20. Bid Item: Steiner Tractor Mower - Glen Oaks Golf Course. "
21. Bid Item: In -Line Skate Rink - Mobile Recreation. S. Delridge / 858-4634
22. Bid Item: Shelter Floors - Groveland Oaks. J. Figa / 858-4620
23. Easement/Right-of-Way - Glen Oaks. cc"
24. Professional Service Contract for Architectural Service. " "
25. Manager's Report. R. Richard / 858-0909
26. Old Business.
27. New Business.
28. Adjourn.
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
March 19. 1997
The meeting was called to order at 9:07 a.m. by Chairman Pecky D. Lewis, Jr. in the commission room of the
Parks and Recreation Commission's administration office.
COMMISSION MEMBERS PRESENT:
Chairman Pecky D. Lewis, Jr., Vice Chairman Ruth Johnson, Secretary Richard D. Kuhn, Jr., Fred Korzon,
George W. Kuhn, Lawrence Pernick, Kay Schmid -
COMMISSION MEMBERS ABSENT:
Nancy McConnell, L. Brooks Patterson, Richard Skarritt
ALSO PRESENT:
Parks and Recreation
Oakland County Central Services
Oakland County Purchasing
Friends of Foster Farmhouse
Standard Federal Bank
APPROVAL OF MINUTES:
Ralph Richard, Manager
Frank Trionfi, Chief, Admin. Services
Sheila Cox, Accountant IV
Dan Stencil, Chief of Parks Operations
Janet Pung, Public Communications Officer
Joseph Figa, Chief of Design and Development
Mike Donnellon, Architectural Engineer I
David VanderVeen, Director
Rob Rhein, Buyer
Judith Mendelsohn Rood
Linda Onderko, Vice President
Rosaria Peebles
Moved by Mr. R. Kuhn, supported by Mr. Korzon to approve the minutes of the meeting of
March 5, 1997, as written.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, Pernick, Schmid (7)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no comments made, nor questions asked, by the public.
APPROVAL OF PAYMENTS:
Moved by Mr. G. Kuhn, supported by Mr. Schmid to approve the payment of Vouchers 2-1
through 2-284.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, Pernick, Schmid (7)
NAYS: (0)
3-1
r"
March 19,1gg7i
Meet\n9'
�Gomfnission
9�
a voice vote• accepted as f'\\ed-
Mot\on carried °n wn\ch
19 was , of the
farmhouse,
N\T\ES REPCR� e month of FebruaN abrief h�stO ai\(oad' 31
PGA ReP° fof tin ave d R d by N\aY
Farmhouse, e Undel'T move ase of\ce
-Tine p ct\vit�es of Foster to tin must be
P PRMNoUSE om F fiends sib\E connEct�on and the h°ua mhou \ of ne OF r ends \�s
F GS�ER \sohn ROOd c ud\n9 its P°s been purchas ds of F osiers On beha� house
Menge ke, \n ted has be t\\ rmove the hoUs h
e
Ms �ud\th t
w ba \oca ce\ to ufchase °f ount4 beco pies
\n a\\ed is Pa, \e p e c En
is \ocated \ch the house the 1_actesE it, the`1 in the poss\b ng in win\ch ; st of grant ag
The propel own f has ds tp\p
Gou tl ass\stancE eneraM s0a t e� count fOr a
-The pfoPe � if the „P fem`ss\on and e is not 9 G\bbons
015,25010
f 5,2010 , ested Corn at a pfoject of thouP ontactGre9
goodd tin tee the g a\ with recomrnended
ass\onef Ve�ttbel sugars stance mr'6\ss\on appf ov
ow tin
C° e
inv � e 9h provide fund�n S REV\S\GNS' s were pfesented lot ° ,see by \aws fof e
tha BY �P� 6y Law the rev
CCMM\SS\aN the GomfYi�s a° h 5 meEf�n9 uhn to appfMarch 19,199�
foposed revof oratO from to
the M u po fted boMco f ssion as °f
P han9Es'nc pd b`I Of*
R. Pa ks and REG(Eat� ewis, PEf n�cK l6�
Qay\and Count`1 Ku C hn, R Kuhn,
YES Johnson, K°fZ°n, 'on for the
P oAuty
avoicevote. wing res
NPYS poi oN RESCLU1\ON' won to adopt the fo\\o
Motion tallied °n Rec(eat\o e
Np PG UIS\�\ orted by MT ' Ko untY Parks an (ant from Ose
ROSE OPKS `P fs 3ohns for a R°se CaKs' of the Cak\avers accepted o{ p opert`!en pace
Moved by and acqu\s� mmendat\o of Commis x lot the acaufsid pfeseN�nus Resowt\on
plop°red Ep,S, up° d Co rM BSOlY es �pNROP9Od'unite o, M\sce\\anE°
V�1\aERhe �en\of N fovi - .recfEat\h the On adoPt\on #g3p55,
atufa\ R
n"SsroneP,, e et\ O nd County throu9 us Reso\ution the 9f ant
Gom p
M\ch\g . for tin 9of pa\c\a n of M.xsce\\a� hip ena r\sin 9 a G d ntY
how a\\ res\dents cent aeoPtio Rose TOwose of esta s stem', an
fof 5 and the Subse01 V propeM %\\ d lot the PufP ountY Park y
#93g5 EREp,S, thfOa 5gg 42 ac(ee "Crust \3 erviced by the
e
untY acqu\( esOuot previous\y s
Oak\and \chigan NatefcoR tl n
t fom the M ect\on of tin
park in a 3 .. 2
(Commission Meeting, March 19, 1997)
WHEREAS, the additional 3.18 acres, including a homestead and outbuildings, have
become available for acquisition and lie adjacent to the park; and
WHEREAS, the Oakland County Parks and Recreation Commission has received
an appraisal on the subject property of 3.18 acres; and
WHEREAS, the Oakland County Parks and Recreation Commission, through the
Department of Facilities Management, requested authorization to pursue to negotiate for the
purchase of this 3.18 acres and to negotiate with the owners not to exceed the appraised
value; and
WHEREAS, the Oakland County Parks and Recreation Commission has set aside
funding for the purchase of the 3.18 acres; and
WHEREAS, the Departments of Facilities Management and Corporation Counsel
will review and approve the Offer to Purchase Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and
Recreation Commission authorizes staff to forward this resolution to negotiate the acquisition
of Tax Sidwell #06-16-100-003 to the Planning and Building Committee and the Oakland
County Board of Commissioners.
BE IT FURTHER RESOLVED the Oakland County Parks and Recreation
Commission request the Board of Commissioners authorize its Chairperson to execute the
appropriate and necessary documents to conclude formal negotiations for the acquisition of
this property in accordance with Miscellaneous Resolution #93055.
AYES: Johnson, Korzon, G. Kuhn, R. Kuhn, Lewis, Pernick (6)
NAYS: (0)
Motion carried on a voice vote.
LYON OAKS ACQUISITION - GRANT AGREEMENT:
Moved by Mr. G. Kuhn, supported by Mr. Pernick to adopt the following resolution to execute
the grant agreement for the Lyon Oaks Acquisition:
WHEREAS, Part 19, Natural Resources Trust Fund, of the Natural Resource and
Environmental Protection Act, Act 451 of the Public Acts of 1994, establishes the Michigan
Natural Resources Trust Fund which provides for acquisition and development of lands for
public recreation purposes.
AND WHEREAS, the County of Oakland Parks and Recreation Commission desires
to acquire lands for public recreational purposes.
AND WHEREAS, the aforementioned unit of government agrees to be solely
responsible for the operation and maintenance of the property as set forth in said Agreement.
THEREFORE BE IT RESOLVED, that the County of Oakland Parks and Recreation
Commission is authorized to enter into the Project Agreement with the Michigan Department
3-3
(Commission Meeting, March 19, 1997)
of Natural Resources and agrees to perform the terms and conditions of said Agreement.
AYES: Johnson, G. Kuhn, R. Kuhn, Lewis, Pernick, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
PRESENTATION:
Public Communications Officer Jan Pung showed a brief television newsclip covering The Fridge at Waterford
Oaks.
As per the information filed in the agenda, the following bids were approved as recommended by staff and
Purchasing:
Moved by Mr. Korzon, supported by Mr. Pernick to award the contract for the installation of
1,750 lineal feet of steel pilings around four ponds on Springfield Oaks and White Lake Oaks
Golf Courses to the low bidder, Lakefront Marine, for $73,500, plus a ten percent contingency
of $7,350, for a total budgeted amount of $80,850. Along with the $50,000 allocated for this
project, $9,000 will be transferred from the Springfield Oaks Tree Project to this project and
the balance will be transferred from the CIP Budget Contingency.
AYES: Johnson, G. Kuhn, R. Kuhn, Lewis, Pernick, Schmid, Skarritt (7)
NAYS: (0)
Motion carried on a voice vote.
Vice Chairman Johnson requested staff look into the life expectancy of both the steel and PVC pilings.
Moved by Mrs. Schmid, supported by Mr. Pernick to award the contract for the engineering
design service the for the proposed asphalt bike paths, paved roads, organizational camping
area, new parking area and expansion of two parking areas at Independence Oaks to the low
bidder, GM Engineering, for $43,208, contingent upon bidder meeting all requirements.
AYES: Johnson, G. Kuhn, R. Kuhn, Lewis, Pernick, Schmid, Skarritt (7)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. R. Kuhn, supported by Mr. Korzon to award the contract for the installation of
two-sided entrance signs at the Red Oaks Waterpark and Golf Course to Signs & Lines in
the amount of $21,790. In addition to the $15,000 allocated for this project in the Capital
Improvement Projects Budget, $6,790 will be transferred from the CIP Contingency Fund.
AYES: Johnson, G. Kuhn, R. Kuhn, Lewis, Pernick, Schmid, Skarritt (7)
3-4
(Commission Meeting, March 19, 1997)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mrs. Johnson, supported by Mr. G. Kuhn to award the bid for the purchase of a
Ditch Witch 410 SX Vibra Plow and attachments for the floating equipment at Technical
Support to the low bidder, Ditch Witch of Michigan for $17,511.
AYES: Johnson, G. Kuhn, R. Kuhn, Lewis, Pernick, Schmid, Skarritt (7)
NAYS: (0)
Motion carried on a voice vote.
MANAGER'S REPORT:
In addition to the Manager's Report filed in the agenda, the following was noted:
---Manager Richard noted that representatives from Soil and Materials Engineers will be present at the April 9
Commission meeting to discuss the fuel storage tank replacement projects in the parks. Staff has recently
received word that the contractor performing the clean up has gone out of business; an update on that situation
will be included in the April 9 presentation.
---Manager Richard reported on the progress being made on the Glen Oaks Clubhouse renovation, noting
changes being made by Oak Management in the kitchen plus upgrades in other areas. Chief of Design and
Development Joe Figa noted staff has also requested changes, including additional building sprinklers required
by the city, and will be approaching the Commission for additional funding.
—Distributed a survey from the Northwest Parks and Recreation Association requesting information and ideas
from the commissioners. Commissioners were asked to complete the surveys and return to Manager Richard
by the end of March.
--Manager Richard informed the Commission that Park Supervisor Rob Coffey has been hospitalized with what
may be a long-term illness.
The next meeting will be 9 a.m. on Wednesday, April 9, 1997.
The meeting was adjourned at 10:23 a.m.
Richard D. Kuhn, Jr., Secretary Karen Smith, Recording Secretary
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OAKLAND COT PARKS AND RECREATION COMMISSION
MARCH, 1997
Page 5-1
INTERDEPARTMENTAL PAYMENT REC ER
(FOR THE MONTH OF FEBRUARY, 1997)
SOURCE DEPARTMENT
PURPOSE AMOUNT
Inv. #22
O.C. Bldg.&Liability Ins. Fund
Misc. Exp.,(Hepatitis B Vaccine & Drug Testing)-
$
Admin.
64.42
Inv. #142
O.C. Facilities & Operations Fund
Cap.Proj.,Conf.Ctr.Imp.-Add.;Bldg.Maint.-Admin.;
Rec.Admin.,Tech.Sup.,Wh.Lk.,Indep.,Glen Oaks,Red
Oaks,Spring.,R.O.W.Park,SAC,W.O.W.Park,Tennis
Comp.,BMX&Toboggan Comp.;Grounds Maint.-Water.&
Tennis Comp.
3,588.22
Inv. #98
O.C. Fringe Benefit Fund
Fringe Benefit charges for the month of February,
1997-All Parks
120,249.60
Inv. #109
O.C. General Fund
Security Exp.,1/18/97 thru 2/14/97-Add.,Grove.,
Orion,Indep.,Wh.Lk.,Spring.,R.O.W.Park,Water.,W.O.
W.Park&Toboggan Comp.
18,139.78
Inv. #110
O.C. General Fund
Property Taxes refunded-Admin.
5,683.57
Inv. #111
O.C. General Fund
Airline tickets to Austin, TX for S.Delridge-Rec.
Admin.
254.00
Inv. #194
O.C. Mailing,Conv.Copier &
Public Info.,Visitors Survey-Admin.;Off.Sup.-
Printing Fund
Admin.,Rec.Admin.,Add.,Grove.,Indep.,Wh.Lk.,Glen
Oaks,Red Oaks,Spring.,R.O.W.Park,W.O.W.Park,Mob.
Rec.&Lyon Oaks;Rec.Sup.,day camp-Mob.Rec.
4,709.55
Inv. #146
O.C.Material Management Fund
Off.Sup.-Admin.&Grove.;Hskp.Exp.-Indep.
1,359.46
Inv. #67
O.C. Motor Pool Fund
Transportation-Admin.,Rec.Admin.,Glen Oaks,SAC&Nat.
Prog.;Transportation,Insurance&Equip.Maint.-Tech.
Sup.,Add.,Grove.,Indep.,Wh.Lk.,Red Oaks,Spring.,
Water.&Mob.Rec.,trucks&buses;Insurance-Glen Oaks
15,830.25
Inv. #71
O.C. Radio Communications Fund
Radio Maint.&Communications-Admin.,Add.,Grove.,
Indep.,Water.&Mob.Rec.;Equip.Maint.-Admin.;Radio
Maint.-Rec.Admin.,Tech.Sup.,Indep., Wh.Lk.,Glen
Oaks,Red Oaks,Spring.,R.O.W.Park, W.O.W.Park&
Nat.Prog.
4,098.79
Inv. #140
O.C. Telephone Communications
Communications-Admin.,Rec.Admin.,Tech.Sup.,Add.,
Fund
Grove.,Indep.,Wh.Lk.,Glen Oaks,Red Oaks,Spring.,
R.O.W.Park,SAC,Water.,W.O.W.Park,Mob.Rec.,BMX,
Toboggan Comp. & Nat.Prog.
4,423.59
TOTAL FOR INTERDEPARTMENTAL PAYMENT REGISTER
178,401.23
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
ANALYSIS OF FUND BALANCE
AS OF 2128/97
FUND BALANCE, 1/1/97
ADDITIONS:
REVENUE OVER OPERATING EXPENSE AS OF 2/28/97 $3,988,269.57
NET COLLECTIONS ON ACCOUNTS RECEIVABLE 851,321.73
DNR GRANT - LYON OAKS ACQUISITION 0.00
DEPRECIATION EXPENSE 76,381.47
DECREASE IN MERCHANDISE FOR RESALE 0.00
INCREASE IN ACCOUNTS PAYABLE 0.00
OPERATING EQUIPMENT DISPOSALS/ADJUSTMENTS 6,000.00
DEDUCTIONS:
PAYMENTS ON CAPITAL PROJECTS
$606,292.80
OPERATING EQUIPMENT PURCHASES
1,421.90
NET PAYMENTS ON ACCOUNTS PAYABLE
1,251,169.00
INTERDEPARTMENTAL INVOICES IN TRANSIT
178,401.23
INCREASE IN MERCHANDISE FOR RESALE
3,841.86
DECREASE IN ACCUMULATED DEPRECIATION
6,000.00
SUMMARY OF FUND BALANCE:
CASH ON HAND (INCLUDES IMPREST/CHANGE FUND)
INVESTMENTS WITH THE COUNTY TREASURER:
SHORT TERM INVESTMENT FUND (STIF) $1,630,125.64
CERTIFICATES OF DEPOSIT 10,000,000.00
$9,530,466.25
4,921,972.77
$14,452,439.02
2,047,126.79
$12,405,312.23
$775,186.59
11,630,125.64
$12,405,312.23
6-1
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
FOR MONTH ENDING 2128/97
REVENUE
MILLAGE & INTEREST INCOME
RECREATION SECTION ADMIN.
ADDISON OAKS: PARK
CONF. CENTER
GROVELAND OAKS
INDEPENDENCE OAKS
ORION OAKS
GLEN OAKS
RED OAKS: GOLF COURSE
DRIVING RANGE
WATERPARK
SPRINGFIELD OAKS GOLF COURSE
WHITE LAKE OAKS
SPRINGFIELD OAKS A.C.
WATERFORD OAKS: PARK
WATERPARK
TENNIS COMPLEX
BMX
TOBOGGAN RUN
MOBILE RECREATION
NATURE PROGRAM
LYON OAKS
ROSE OAKS
TOTAL REVENUE
OPERATING EXPENSES
ADMINISTRATION
RECREATION SECTION ADMIN.
TECHNICAL SUPPORT
ADDISON OAKS: PARK
CONF.CENTER
GROVELAND OAKS
INDEPENDENCE OAKS
ORION OAKS
GLEN OAKS
RED OAKS: GOLF COURSE
DRIVING RANGE
WATERPARK
SPRINGFIELD OAKS GOLF COURSE
WHITE LAKE OAKS
SPRINGFIELD OAKS A.C.
WATERFORD OAKS: PARK
WATERPARK
TENNIS COMPLEX
BMX
TOBOGGAN RUN
MOBILE RECREATION
NATURE PROGRAM
LYON OAKS
ROSE OAKS
CONTINGENCY*
TOTAL OPERATING EXPENSES
REVENUE OVER/(UNDER) EXPENSES
ACTUAL REVENUE TO DATE:
BUDGET BALANCE:
ACTUAL EXPENSE TO DATE:
BUDGET BALANCE:
YEAR TO
1997
(OVER),
% OF
DATE
BUDGET
UNDER BUDGET
BUDGET
$4,910,201.60
$8,565,700.00
$3,655,498.40
57.3%
870.00
29,200.00
28,330.00
3.0%
21,369.00
309,600.00
288,231.00
6.9%
0.00
120,000.00
120,000.00
0.0%
2,480.00
568,907.00
566,427.00
0.4%
36,652.40
232,400.00
195,747.60
15.8%
328.00
1,300.00
972.00
25.2%
10.00
1,001,100.00
1,001,090.00
0.0%
0.00
360,000.00
360,000.00
0.0%
0.00
35.000.00
35,000.00
0.0%
0.00
524,600.00
524,600.00
0.0%
28.00
812,634.00
812,606.00
0.0%
2,193.00
892,763.00
890,570.00
0.2%
0.00
3,500.00
3,500.00
0.0%
11,787.00
49,800.00
38,013.00
23.7%
0.00
600,700.00
600,700.00
0.0%
1,500.00
25,495.00
23,995.00
5.9%
0.00
24,800.00
24,800.00
0.0%
57,812.85
103,800.00
45,987.15
55.7%
8,177.36
187,000.00
178,822.64
4.4%
1,317.81
12, 900.00
11, 582.19
10.2%
25.00
7,950.00
7,925.00
0.3%
0.00
1,000.00
1,000.00
0.0%
$5,054,752.02
$14,470,149.00
$9,415,396.98
34.9%
$237,364.95
$1,973,672.00
$1,736,307.05
12.0%
36,755.81
362,573.00
325,817.19
10.1%
100,286.62
841,730.00
741,443.38
11.9%
76,111.89
869,652.00
793,540.11
8.8%
11,409.29
63,830.00
52,420.71
17.9%
46,998.76
790,997.00
743,998.24
5.9%
73,052.71
755,232.00
682,179.29
9.7%
1,092.84
21,503.00
20,410.16
5.1%
61,128.23
686,971.00
625,842.77
8.9%
34,491.49
409,162.00
374,670.51
8.4%
0.00
1,595.00
1,595.00
0.0%
15,656.90
552,046.00
536,389.10
2.8%
53,236.48
647,501.00
594,264.52
8.2%
51,908.20
596,634.00
544,725.80
8.7%
6,972.51
88,944.00
81,971.49
7.8%
57,422.51
500,670.00
443,247.49
11.5%
11,879.12
495,204.00
483,324.88
2.4%
378.21
42.899.00
42,520.79
0.9%
34.14
45,846.00
45,811.86
0.1%
35,013.32
114,480.00
79,466.68
30.6%
24,154.64
390,107.00
365,952.36
6.2%
40,436.65
375,335.00
334,898.35
10.8%
167.12
9,151.00
8,983.88
1.8%
48.00
15,980.00
15,932.00
0.3%
90,482.06
200,000.00
109,517.94
45.2%
$1,066,482.45
$10,851,714.00
$9,785,231.55
9.8%
$3,988,269.57
$3,618,435.00
($369,834.57)
110.2%
_1_9%T
9295
1995
34.9%
36.8%
37.8%
65.1 %
63.2%
62.2%
9.8%
10.5%
11.3%
90.2%
89.5%
88.7%
6-2
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
REVENUE AND EXPENSE COMPARISON
FOR MONTH ENDING 2128/97
YEAR TO DATE YEAR TO DATE
REVENUE OVER
PARK
REVENUE
EXPENSE
(UNDER)EXP.
ADMINISTRATION
$4,910,201.60
$237,364.95
$4,672,836.65
RECREATION SECTION ADMIN.
870.00
36,755.81
(35,885.81)
TECHNICAL SUPPORT
0.00
100,286.62
(100,286.62)
ADDISON OAKS: PARK
21,369.00
76,111.89
(54,742.89)
CONF. CENTER
0.00
11,409.29
(11,409.29)
GROVELAND OAKS
2,480.00
46,998.76
(44,518.76)
INDEPENDENCE OAKS
36,652.40
73,052.71
(36,400.31)
ORION OAKS
328.00
1,092.84
(764.84)
GLEN OAKS
10.00
61,128.23
(61,118.23)
RED OAKS: GOLF COURSE
0.00
34,491.49
(34,491.49)
DRIVING RANGE
0.00
0.00
0.00
WATERPARK
0.00
15,656.90
(15,656.90)
SPRINGFIELD OAKS GOLF COURSE
28.00
53,236.48
(53,208.48)
WHITE LAKE OAKS
2,193.00
51,908.20
(49,715.20)
SPRINGFIELD OAKS A.C.
0.00
6,972.51
(6,972.51)
WATERFORD OAKS: PARK
11,787.00
57,422.51
(45,635.51)
WATERPARK
0.00
11.879.12
(11,879.12)
TENNIS COMPLEX
1,500.00
378.21
1,121.79
BMX
0.00
34.14
(34.14)
TOBOGGAN RUN
57,812.85
35,013.32
22,799.53
MOBILE RECREATION
8,177.36
24,154.64
(15,977.28)
NATURE PROGRAM
1,317.81
40,436.65
(39,118.84)
LYON OAKS
25.00
167.12
(142.12)
ROSE OAKS
0.00
48.00
(48.00)
CONTINGENCY*
0.00
90,482.06
(90,482.06)
TOTAL $5,054,752.02 $1,066,482.45 $3,988,269.57
*CONTINGENCY YTD FIGURE: INTERDEPARTMENTAL PAYMENTS IN TRANSIT.
6-3
ITEM #8
199� IT RE-Q—'
d -Knight, for the 1996 financial
ort from laxiz an we are in
of the audit rep The report shows
Enclosed is a copy ission.
d Recreation Comm of $815,524' the
Oakland County Parks a favorable variance
records of the et had 1 146,805 for capital
ial condition' Our revenue bud, additional $
sound financ 81 This results in an ate figuxes `rre
budget had 6s of $331,-- budget estim
a saving the revised
expense buds $355,�54 more than
• is than originally budgeted,
pro�ec excess of
e 1996 Capital budget.
' the several of our cost centers show a
used xn °f the audit report e $331,281 under the
page 17 opera
ax
As indicated on pab the total expenditures for op
over budget; however, man imfo
Local Budgeting Act and the
expenditures with the Nliclug -, budget to
compliance ` end the 1996 opexatint,
total budget- Therefore, rn ission amend
e as those shown
By -la"", staff recommends the the sam
Conmission By' ants for each budget center to be
10 ,�26�717, with the individual amo
$ 6e two was
„ " column of page 1� °f the report•
dual cember 31,1996 as indicated on pas
in the a as of De Q94 was reserved
Of the Commission 645,
of $13gg1,935, of winch $9,
The net worth
balance -However, most of the
647 This includes a fund unreser`''ed" .
$60,659' and $4,,236,845 was
a capital pro)ects,
Budget as a fading Source.
1996 Capital Improvement Budg
for 1995 outstanding responses
included in the • aces Sumn'� and the staff s
$4,?36,845 was alxeady r
are the Expense and Revenue V ar
ided in your Audit Report packet.
Also included
to
the audit recommendations as prOv
g-1
SYpl�ay. at
N�A�10N g� cesSionbu1lding
the con xopxiate
���,� O ��� of utilities on sSion� ��,,itb p the p axles
199b enlent 1ao b t11e C° fxomusag
anag roved Y silting
O'A ent app osge xes a v4of) i
e will be c eaxgo g act a wa e d se�'ex cl' ast tree Ye bla kdand white'
aks e to the e 1 on
1 Red �xnents nad dby staff �o unatel 5 oa exs sh ldbe
ad�Us e is 1SSue how the
SYSten' s have bee gnu aced' e audltOxS °n t this point'
ceothe co oli Y is berg eoix,ex�ts with th 55ed by Staff and' a
11. pa . dwxc led to d1sagxe t haS been discU
budgeted • ax ° zial bas1S' ified time peand
doll
Dap minim' his f�91 on a witlii„ a spe tanCes (,e, x e budget
A 10 ill be using e completed een cixc�s enter into the to a WITC
B staff w of °nx pxo�ects when' °xis ite05 etc ects postp°ne
oxitY ecess specia tY of px°l
the mad become o t delays °xe Case na�,bex accosting
C• CaxxYov sen1entspx been as S to inlPTO age F
ve�1ox
xein�b'ax Trexe has by xeCoenda °fie and 5p°ed upon
eQuat�on ear: ccompanxed O s GO D annex 2116 ac
budget Y ed t
named by staf agenlent and R a pose s fox 1991 fiscal
Lions � eceived in e accoun
edits 10exf ° botr Oak elt
111 opexatios axtxeconyne dalyses' eking np appxopat
the endant ox, c°stb this situationbY s e w
d p edy
will xexn tine own n e vxe
Accounting ad)ustnlents• early audits will con 1996 pexf a c xe
1� year closing isSion s appxovaL Y ox,se actionS tO t11e
wit11the C°mn' oil% xesp
V . be acconlplis�tingT?ivision•
ibis 'theAnd
conducted by
8-2
1996 EXPENSE & REVENUE VARIANCES
SUMMARY
Park Unit/Budget Center
Technical Support
Addison Oaks Park
Addison Oaks Conference Center*
Orion Oaks
Springfield Oaks Golf Course
Waterford Oaks Activities
Center/Park
Waterford Oaks Toboggan
Complex
Mobile Recreation
Technical Support
Addison Oaks Park
1996
Expense
Budget
Expense
Variance
1996
Revenue
Budget
Revenue
Variance
$781,489
$
8,832
$ 0
$
0
$858,319
$
16,104
$282,600
$
73,733
$ 56,800
$
7,082
$105,000
$
13,768
$ 18,565
$
867
$ 1,300
$
132
$607,556
$
5,675
$792,368
$
(7,989)
$462,894
$
5,746
$ 64,600
$
(1,088)
$106,171 $ 14,691 $102,500 $ (13,926)
$386,666 $ 10,550 $141,500 $ 63,581
Line Item Expense Variances
Full Time Salaries, Overtime, and Fringe
Benefits
Building Maintenance, Equipment Maintenance
and Sewage Expense
Addison Oaks Conference Center Building Maintenance and Sewage Expense
Orion Oaks Park Security Services
Springfield Oaks Golf Course Building Maintenance
Waterford Oaks Park/Activities Center Special Events (Classes)
Waterford Oaks Toboggan Complex Grounds Maintenance
*At the 1/8/97 commission meeting, the commission approved the transfer of funds from
contingency to Addison Oaks Conference Center. However, the auditors could not recognize this
transfer because it was approved after 12/31/96.
8-3
vo #9
NT p`Np SITE (;Le INpEpEN�EN
VET TANK RE F CCV E GRO)!F- with
F KS GOL in compliance e
SpRING�IELp OA s and being ' wh►ch `N
our #ueling sy enses and 6►rect►on ►n
ro;ects of updat►ng as to the exp
on -going p h arisen the #irm that has
�(ith our many questions have engineers ( to clarify
regulations, d Materials Eo he C°m►�'ission
state reg . Soil an
are head►ng• rep tasitesi to make a presentation
invited resen
Staff has ation of our
conducted the Investigation
s
nsw
er q #ollows.
concerns and a ics for discussion
pn outline of the top
T releases
marks round storage tank (US i
underground release reported
Opening FZe ark sites with � g92
e county p s Golf Course - reported
a -Three Springfield Oak 1996 release reported
i. d Oaks - �gg6 release
Grovelan oaks - CA)
ii. Independence Action (RB
ili. Based CorredNe
Clean-UP
Approach - R►sk
b G°If Course
Springfield Oaks
2. contam►nation
Extent °
a. evaluation
►. Findings
ii. rn-up numbers
and Ilea costs
RBCA Evaluation centrations Bioslurpingi
b. On-
site con ction (,p,) alternatives an ump and Treat
i. Corrector
Vacuum -Enhanced
ii.
Alternative -
Selected os Condit►ons
c' ilit site
i. Applicab y to
it. EQ Ag9e
Status with Nl� October,
Current ort submitted in er to proceed
d' i. MoEQ expects ownere #rom here
ii. Where to go #rom and whereto go
iii. status o #rom here
aks County Park: Current where to g
3 Groveland O aks County
park: Current status and
4.
lndependence O
9-1
ITEM #10
ENVIRONMENTAL CLEAN UPS
SPRINGFIELD GOLF COURSE GROVELAND & INDEPENDENCE
In the on -going process of investigating the extent of contamination at Groveland
and Independence Oaks, plus the monthly monitoring at Springfield Oaks Golf Course,
additional funds were expended beyond Commission approval. Soil and Material
Engineers was the firm that performed this work.
At Springfield Oaks, $2,274.90 was expended for the monthly monitoring and
reports; however, Soil and Materials Engineers have trained our staff to complete some
of the monthly tasks, which should reduce costs.
At Groveland and Independence Oaks, an additional $5,486.78 was expended in
the on -going investigation of the extent of contamination.
Staff seeks permission to pay the additional $7,761.68 to Soil and Materials
Engineers for tasks performed.
Representatives from Soil and Materials Engineers will be at the Commission
meeting to answer questions and inform us as to the next steps and direction we need
to take for the clean up.
10-1
T ,MOVNTEp D►vis►oN
EP1111'1 EN
SHERIFF'S e artments
tatives of the Sheriff's D p
resen Units seNtoes .
AU
•n was held between rep .On for the Mounted
horse tack
A meeting me remuneration specialized
it and staff to discuss rem program for training;
Mounted Un Mounted Un+t s vests and radios. The
ived 9° m the uniform
rece blankets;
revenues inaN services at the1C Own
s saddles, bridles, and
equ+p feed, b°ardmg, and veter
ment, such a
riders provide transpoftation,
r
+d Saturday , Sunday' and
nse. 2 hours and riders for eac eekend.
expe dudes 8 to 1 h Labor Day w
Their service in through
Memorial Day weekend
beginning °n 33 days
holiday d Qaks 33 days
GrOvelan Oaks 33 —days-
Independence 99 days
p,ddison C)aks
TpTA►- 1 386 man hour$12.g91hour of service
hOursirider ' 86 hours =
being recommended for
veragelYeari ' 1,3
99 daYs x 2 riders d 7 nand is b
�18,p00 (Proposed a was agreed upo
e following four-year rate
Th z
1999 $18,000
approval 1- $1 ,8 p00 three
17,000 Unit also provides
1 000 the M°anted
$ coverages fireworks program• VVe
to the above -listed the annual
In addition d Addison during rams with no
both Groveland an each year for special prop
riderslhorses at
slhorses a couple of times
also use �i0 rider e SherifPs Depa'drnent
additional charge f this agreement,
with th
Staff
is requesting approval °
Mounted Unit.
11-1
ITEM 112
WATER TOWER PAINTING
SPRINGFIELD OAKS ACTIVITIES CENTER
Bids were received on Friday, April 4, for the painting of the
Springfield Oaks Activities Center water tower and are currently being
reviewed by Purchasing. If all is in order, the bids will be presented to the
Commission for consideration at the meeting.
12-1
Z'O #13
pg1-S plspi'NS AK5
FI�w �LANT1 0
ANp Gg0 ent fpz the
A,ppISO� O AKS a malax , special e back to the znxd�
lay has been oak dating ate cts
s za
ekend fizew°zks dispsion at �°velan gal fixe`�'Ozks display
we 1
A owth of 1Uly dgecxeation C° a son yaks'en enter' lee °�
d COunt9 paxks an was added at �dch paxk ed a special e`'ent
elan In 19$6' a displo o spectat°zs at eaez -9 axe chug tzansport av
196Q 5,oCJp and 10, ng e pazks any to pxOVlde, . accpzdance `N1t1i
be,
All velycles entezl tb a fizew°zks COOapfize depaTuv en , xn z
�ecle. taff has contacted ezvisz°n of the local
°uld pz°`�lde pez °u
pex since 1992, s $how Undez the snp of fize�'`ipzks they �'
isplay'e fize`j`'ox �,`, . ote on the Auant�ty
d c1 federal la nested to v
to � dpzs e zeA dates: 4
state
V en w each of the f °llowin1, s6,p0
catjOns f pz p� aks
specIf p� Nddison
�sday � 1uly 3 Groveland yaks
Th 5
luly fxnzs•.
Saday' ed fzozn the f ollong Clayton 111
ons *eve zece1`' s psseo b
QnOtatl oaks e.,'pzk ding Nil
ColOVAalFO
ize�`'px°fessinal�lz wkawlin
endence ics New Castle, p A
lndep Cotechn at the meeting foz
elxose e Fizew°zks cOendation t' line �tezn
W olvez1n teznationale
an�belh In udget ��speGlal E�ren
xn�e a ze
Z wi111�g� Opezating$
the bids and
staff is e,4aluatinged xn each pazk s
aze budg
tli�s eXpendlt`zxe
13-1
,'To #14
AL
.KEggpTARY KWER
W VELD p
GR � a trimmxng'�t at
Walker 48�� Rotary M°wer for use
urchase of a in close
nests the p e f fee ive in mowing
Staff req
Groveland Oaks rass catcher is very
unit with a rice of
x Doe, zeT°_ d pack equipment' s in 1993 for e p
This yow-p trees an four seasons The
mitt' to campsites,sed Waterford Oak ers for
proxl Mowers were p d e ceptionally as trim mow
er
Two similar Walker�orme
Mowers have p $ yews. ice. The
These is 5 - 000 hours of set
$9,4701each. of these mowers vrith over 21
ent Auction•
ectancy p Excel Hustler ring Surplus Equipm
life eXp lace a 199
s mower will rep 1997 Oaand County Sp and Garden of
e sold at the yvith Oakland fawn in 1996)
Mower will b eaTly January rice as
Excel M out in 795 (the same P
was first bid Mower at $9 ,o, Illinois
e uisitlot, alkeT M walker dealers in o bid
This x qe single bidder for a W request to should
as the second bid lat that distributors
Waterford chasing sent a stipulates
In JanuaTy 1997, pux olicy bid was received. that
ufactur'erI s distributor p xesentative
d T The man bic W itory; therefore only one
eras alker Mower rep
an eo9l: advised by a W ain sent out at that
outside their g were Bids were ag
staff and pmchasichised in Micbigarn.
OnMarch 17 been franchised
additional dealers had ce industry for
recently turf maintenan txated and evaluated•
ated the have been demons d zero -turn
time extensively invest I models ha
staff ds an ine� serviceability an
paxks operations serous br d e ar its diesel eng
Mowers. N Superior to
comparable trrni Mower has proven
The walker Mow p�chasing is as follows:
maneuverability xepared by OWand County
Oakland Lawn
The bid summary p Rabideau
E uipment Waterford MI
geinb
old Sales Cass Ci $9,795
Reece $9,569
48 Mower 59,424 �, bidder, Reinbold Sales of
walker Diesel ward this bid to the to
_ Kobata D asing to a
,Staff concurs w
ith Punch Equipment Budget.
Nit for $91424' 1997 Operating
Reese, e available m the
Vul dsfor this purchase ar
14-1
` THE SEW GENERATION WALKER MOOR
Model D.
A COMPACT S
MID-SIZEMO�RpO��'D
� PORTHE FIST TIME,
gy AWATORGASOLINE INDU
ER COOLED DIESELTR ENGINE
- long -life industrial engine into such o� act
ossible, to pack a powerful long 1
It seell
ed imp new Model D Tractor has the same actorphat
frame, but Walker did it. In fact, t e .t while offering the class of
' final Walker Mower. And the result is a com three
dimensions as the original roductx y
sacrifice maneuverability or high p the reliability
mmercial rider mowers or tractors'
The
doesn t s over wit
engine usually installed only
offers smooth, quiet, fuel efficient p
cylinder Kubota engine o fine.
and
durability of a water cooled industrial eng
1'00 #15
LAKE SOID 0A0
owing bid for the
urohasing the {o\\ �h\te \-ake Oaks
reoeived fir°rn P entgrass sod for 5p,p0
N1e have ands of Washed b and �9'Z
rchase of 13g0 Y $? ,5p1y but vve
VA a god invitatJon to Au°te,
Nogg ent an
Mar\ette rowers Were s and a
SiX other s°� g ue to Wet fie\ds
no resp°nse • od Cornpan�es' d
reoeived uss\on With the s b\e to au°te� tuber Rand o�
\n d�so s, theY Were not a (As of this sod from er au°tes.
We rec&jed ogh
bask\o9 °n °rder urchased 65� Yar
LastYear we P 50 Per Yard' and ear. din
r \ndiana, {°r 59 duot \ast Y
de this pr° #18, We had the s°
Sohne, G°u\d not suPP\Y eat SPrin9��e\d s eek °fi dune.
Haggett Sod ear's exPerienc Teen in the 3rd `N Nuggett
frOM iastY and opened the g to the s°\e b,dder,
3rd Week °� Ppn1 awarding the bid
the Staff reoo,mmends rear\Y OaY and
g Z 50 00 • the sod ln PPr%\ o
Sod, fOr �' ' enab\e staff to \aY \aY �n dune • a\ \mPrO\ement
-phis Oe nd 0 green for p e from the Ga\)x
o efu\\Y °Pen aenditure wi\\ o°m
h P Funds for this eXP
Pr°,eots budget
1.5-1
ITEM #16
FERTILIZER
We have received from Purchasing the following bids for the purchase of our yearly supply of fertilizer:
9 Ton
7 Ton
47 Ton
4 Ton
11 Ton
Greens
Milorganite
Fairway
Urea
Nutralene
Turf Grass
$ 5,040.00
**
$ 20,398.00
$ 1,600.00
$ 6,542.80
South Lyon
Scotts
$ 5,102.30
---
$ 26,645.71
---
$ 6,338.40
White Lake
Terra
---
$ 1,509.20
$17,390.00
$ 1,200.00
$ 5,161.20
Orion
Benham
$ 5,248.80
$1,509.20
$ 21,413.20
$ 1,179.20
$ 5,720.00
Farmington Hills
Lesco
**
---
$ 1, 312.00
**
Rocky River, OH
United Horticultural
---
---
$ 22,353.20
$ 1,139.20
$ 6,991.60
Linden
**Did not meet specifications.
Staff recommends splitting the bid and awarding the 9 tons of Greens fertilizer to Turf Grass for $5,040.00. The 7
tons of Milorganite, 47 tons of Fairway, 4 tons of Urea, and 11 tons of Nutralene to Terra for $25,260.40.
Funds for these expenditures will come from each golf course or park Grounds Maintenance line item.
ITEM #17
GREENSMOWERS
GLEN OAKS RED OAKS AND SPRINGFIELD OAKS
We have received from Purchasing the following bids for the
purchase of three Jacobsen riding greensmowers for Glen Oaks, Red
Oaks, and Springfield Oaks:
W. F. Miller $43,330.00
Novi
Baker Vehicle $46,995.00
Macedonia
Illinois Lawn $46,850.00
Orland Park
Raab Equipment $47,350.00
Columbus, Ohio
These mowers will replace four-year old mowers that will be moved
down to mowing tees. A typical greensmower is used for 8 - 9 years
before it is sold in the county auction.
Staff recommends awarding the bid to the low bidder, W. F. Miller,
for $43,330. There was $44,500 budgeted in the Operating Equipment
Budget for these greensmowers.
17-1
G r e e n s
Jaccosen Division of-cxtrcn Inc.
M o w e r
17-2
ITEM #18
TRI KING REEL MOWER
WHITE LAKE OAKS
We have received from Purchasing the following bids for the
purchase of a Triplex reel mower for White Lake Oaks:
W. F. Miller $17,990.00
Novi
Illinois Lawn $18,695.00
Raab Equipment $18,750.00
Columbus, Ohio
Baker Vehicle $18,990.00
Macedonia
Toledo Turf $18,500.00
Toledo
This mower will be used for mowing around the edges of tees,
traps, and greens. It will replace an 8-year old mower that will be sold in
the county auction.
Staff recommends awarding the bid to the low bidder, W. F. Miller,
for $17,990.00.
There is $19,500.00 budgeted in the 1997 Operating Equipment
Budget for this mower.
18-1
FAX IN
J
P
APR
y
/ 0
W
��YSkT
J,
i P i X
ITO #19
Op
�EL� PND RED in9 bids f °C the
SpR�N�,F as�n9 the0i1oW fxeid oaks and
e yed fcom pinch eCators for SpT
Vie have `ec Ceens and tee a
°{ tW° cidin9 g �2��300.00
PuC�hase uCses'
ed oaks Go1� G° $25 g90 00
R C
�N • F ' �No i pid not keens
sPec�f�catw
i\\in°is l-aWn to quote with no
adan DistciautOcs
Sp ubutn Miiis sent an invita��°n
P ompan\es Weve oies in the
Fire °thet c basis to c°Ce h
sed on
a Weekly ii\eC,
resP°nse. aeCators are u acted areas- V`dder, � • F • �
.these to a\ie`�Vate G°mP e b`d to
the ioW
Ceens and tees nds aWardin9 th au�pment
� Staff 5ecom�e operatm9 E
0 �0' d9eted In the 199�
{or `�24 °30 25 000 00 bu
,�hete IS bN° aeCatocs•
gud9et �O� these
19A
GN 30 AeTato�,�
� ersatilit�t of variable
core spacing,
he GA 30 combines the an the precision coring of Ae a e
T machine, mechanism
he speed of a ridin round drive return` , With a sinb
�e
mique reversing gear box g to a depth of 3 �� inche� uicklY
Teens, tees and fa1rwaYs up a adjustments can berdonn operation.
piece of equipment. Spacinb Seat �rhile tl
and easily from the operator s
30 is a proven, time-efficpe d
The GA h transport speed.
machine %vith a 6,tll lemental
Convert Your GA 3I tOhe solid tine
lnstall'1}-inch coring
solid tine aerator � it � and You
aeration lAe Quint tine holder_
tines in
ideal machine for summe
hake the aver
seeding.
s aeration or for solid tins
green
110 #20
MONNOL
lop",
LF GGVRgE,
GLEN GABS G \n9 bidsoT the s
aS�mg the {O\\ow eT for G\en yak
\ved ITOO PuCch \ and VOW, m°w
Vve have reoe �„ Tid�n9 Tee
e oN a °Ombinat
pUTohas �+
Go\l Course eh%�Xe 0
, 45 DO
\ndlastcla%V $2 3
u`pOent ,joke .
GTand"i\� a a�\\\e \nv\tation tO a moW areas
G TS Were sett an W\\\ enab\e �s to
� en Other v end° w\th dua\ Whee\s
eT mower hand. hat wi\\ be s°\d �n
-�h\s Stun ° be owed by o\d ,��„ 0oWeT t
resent\y have t ia�e an $Year
that p oweT No\ rep ,ddeT \ndustc\a\
m b`d to the \OW b
he OountY a�ot�or • nds aW aTd\n9 the U`pment
t StiO TeOom ,e 97 Gpecat�ng Ea
T $2� 'I D0 . d eted it the 19
vet\C\e, IO21 444 4p bu g
lheTe \s
et {OT th`s mOW eT .
gud9
2p--1.
a • e--.e
J
Nit c.
•t. n�'l,a 3 �.� � ..fit :° rt � � «.�
A.
�. ,r U \ b� � 4 `Gi, yet d � N "� ;� ♦ �� ♦ % �' 'u
,�
`i`'i�y�� `.t � � � � X � �� �a• � ,'
Xmm lid . r !` " • •� s
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,�7
.,TIM #21
TE RtNK
tN L1NEs� REpTtot
MO6tt" in -ling
creation departments about
After
d recr a mobile un►t that will
With carious parks an a demand far
meeting there is
e hockey, staff feels hockey,
and in -fin organized in -line constructed with
skating °unity to play This unit is
the °pp °able hockey rink past
two years We
provide Youth The p
1995, We purchased a p minutes to assemble. In 1 and takes staff thirty
_ t vrny met sports camp eyed our rink needs to
heavy du y the rink for our sum we disc°v
hockey, ent`l-two inch
have been using boo" for in -line n tw
ing the rule b° the purchase of fourtee fisting rink to
After review requested far With our ex
Were teq will be used
Therefore bids These panels
be larger. this summer.
our converswn panels. order
and f our in -line hockey league utor of the B
panels o distrib M�nneaPolis,
aired rink size for ole manufacturer and
provide the requited is the s ctured in
sport Systems Inc. manufa
e sp patrol is sold and t'
in -Vine m The Border �ted States design paten
Portable rink syste s the.rn
patrol p Sport Systems, Inc- °Wn follows:
S art Systems Inc" as
Minnesota• In -line p line p
received a bid from ln-
Staff ing an
Panels ands Con ersion� e1s s lnc , in the
14 Panels,
a amount: $3,312.9 o In -line Sp°� System
-Total
° t the brd be awarded t
Staff recommends ,,at Supply Line Item of
3,312•g5• 'trr the 19g7 gecreatron
t of $ o� budgeted amount as $4,��Q' budg _
There w Budge
for this purchase
reat►ori s operating B
Mobile Rec
• 4'.�?tt1 i,
1r, S,0031tVAc
SOMA
1;�pea�aQ�wd
55416
�ppcapol 2325E_612 925•6192
T`61� gJi�NK
1.a00-p dctP �uot cam
�yac
6, l�g1 blc
Feb ttol po-
�l er%k $A63 $order Ya
1deAth� i18 glo �5
botor of �tne�otO ac patrol
via facsi ucer �'d di �c.aed io on tb� �,ox three o)
er, sole Ulan mold �d #�eS. gt49,1L\ n� tl�e �t'`'t$�lould Y°u
K�tlti is to S Steal IS S atent Stems
dun ce.
D SY.stctvs'�e�'a�ol States aesipbp0 conk sy 1 ox Pe°z.
T,u e Spott e gotder s the l3u�ted old more tau l k ox qual gpp-8Q9-
00. a ow11 bane S dve to 15-42` 6
$y Stems, ore, Ste 9
Sport, s,p tore lace a sy lie pti 612"
xizlk S9S1en rte er harm ozlslease eOnt
years `Nkt et quest
have any .
uuly .
Yo
plod
21-3
,TO #22
0 OPTS
ELpN
GRGv �� F�.Q0RS e She\tens �n
SNE�1 e \nsta\\ed fiOr th e Oaks.
s to b denc
concrete s\ab depen
at \n v\de a
d for seven (i) e 0) for a she\tecomP\eted w�\\ pr area)proX\-
g,ds were reGe1 je\and Oaks and o crews and when -hese S\abs
area at Grov ,ta\\ed bl park and p\cri\c She\ter.
the gr°ue tens are being , ouP camp\n9 area us square and -
-Me S ed area for the 9 eet \n s\Ze on the S\abs ver \ter at \ndepend
cover \ 30 feet by 46 f ourded corners ° an eX�sm9 She
matey o a\ternates' 1) ete to be added t
here were 00 aq ft of corer
2i
PTadd\txona\ 1, T
ence Oaks ece`ved p1t. N°' 2 $66,340
ow\ng b\ds were r e gid p\tom $2,940
-the fo\\ gas $500 $37 �403
$62,g0� $3'55�
GontraOto` Not a \ow
LpS or $33 �553 the c°rtract to th P\ter-
Kee90 Narbco�StrUct`on rds awara\n9 h \nc\odes the
McGa�hake and reG°mme 3i �4�3' whrc eted am°unt of
Wa\fed L v\ewed the bids the arr OkNot of $ p for a tota\ bud9
has re n, �n
Staff GonstruotrO °rt�nency of $� $
b,d OGGart N\t\A a 5 percent c 00 for trxs pr°I ateW
der,
0
w �m
Hates 1 and 2, t des\grated $12 ' 10 date, appro °me
$39'213. rpveMent Budge and water seN`cete foo\'Jn9s, and s
e 199� Gap\ta\ 1mp oncrete, eleGtrxhe she\tens, c°nGr
1 tided the shelters aed to purchase t
-Vhls \nc\ has beer eXpen
�eous \terns'
m�sCe\\a
2TA
ITO #23
GL�� DAKS �1.
R-
-�'aseme�"tIR ` is to
discuss theix
°��an�°nail axea an tl�.
d e
entatives of The Clt9 �oz the new p��ng chided
ff xnet with the zepxes pz the stogy dxa�nage discussions zt was con age
zain
1' azk sta ° an easement f ad Apex lengthy nt fox the stonxi d
nest jOx the gzanting along 13 bile R° zOval' an easeme
zeq of a new R- O w � ion zeView and apl� uld pxO`�lde the main
an e
dedication to the perks Co iss V anningtOn ills w° T aes-ed,
that, subject d that the City of king as pz1ginally f azea
cOuld be granted an ss the fizst Tow of Pax to Only a few feet °
d ',ould not encomPa n lot phis amounts ea to continue to
she g,0 W gxante .� the existing pazki g th �axking �
° t0 the �°nt o ed Zliis w°uld allow
e
b'at,wOuld only g et oiiglnally request nbxance.
athez than the 3Q fe ast without any enc
z in the p
fctiOn as it has
0-1
ITEM #24
PROFESSIONAL SERVICE CONTRACT
FOR
ARCHITECTURAL SERVICE
Request for Proposals (RFPs) were received by purchasing for a professional service contract
for architectural services. The intent of this service is to provide design and engineering
services for small architectural projects such as the renovation to or design of small storage
facilities, restroom renovations and other small facility design. There is also an occasional
minor structural change which requires consulting with an architect regarding codes or
structural loads.
We usually have several small projects throughout the year that must be completed by an
architect. Due to the minor scope of these projects, it is more cost effective to have a
professional service contract than to develop and review Requests for Proposals for each
incident. A good example is the renovation to the existing restroom boathouse at
Independence Oaks. The design for this project was partially completed and has been on hold
since December. The project is partially funded with a grant and must be completed this year.
The architectural service contract would provide the services to complete this project and
similar projects which fall below $10,000 in cost for the required architectural services.
The following four firms submitted proposals: Giffles Hoyem Basso of Troy, George Hartman
of Bloomfield Hills, Architectural Consortium of Troy, and Park Plus Associates of Grand
Blanc.
Two firms were selected, based on fees and services which fill our present needs. Giffles
Hoyem Basso and Architectural Consortium. Before purchasing will process a contract for
both firms, they would like concurrence from the commission.
Eight other firms were sent RFPs and did not respond.
24-1
►Tem #24
t GER°S RE=— The parks
in lay d 9 are requested
12 is alrea P
September additional
far Friday' interested ately $g5'
uled issioners is approxim
sched those comet
►nt Outing hold; The price
__ The SCAMPIW soon as Possible•
has a foursome on
Commission or Karen later date. program'
to notify either rr1e Moth Suppressioc Sprayed at
details will be avaaable at a being sP
° on the 1997 GYPSYMoth
acres
mem ram cost for the
informa sha e of the prOg 82 per acre•
for your sty was $16 audit
___Pt ache bid Price and Our ear's bid Price erformance
noting the ce Oaks' the department p concerns, Plus
La
enders ation On ddress the noted
Indep of the inform
copy commendations to a
our review is a endations may
Enclosed for y Division s those recomm terns you
Auditing on or con
1996, including entation specific questions
from lem
and
imp er any
staff s progress ill be available to answ
f Apri11, 19g7 , listing staff s
Frank Trionfi w
haVe. Desk of Ralph Richard" as °
is a copy of On the 19$ acres
attached Proud owner of the additional ation,
'urr nt projects. for your inform
curre is the PrO Also ark• Staff will be
rnissio oaks to 972 acres.
April 3, the p the Co of Ly°nfor the ►raster Plan f lateredate.
size at the
__ As 01, hursday , brings been sent out consideration
Oaks. This n0 osal hav Com for con
at Ly°n Prop to the mission
the Requests,nformaflon
bringing that
24 1
OAKLAND COUNTY
Inter -Department Memo
Date: March 19, 1997
•II .. . - -. 9• •.-.
I received a call from Lori at Carol Lenchek's office today regarding the price for the
Gypsy Moth Program this year. The bid was awarded at the cost of $21.98/acre.
Our cost as qualified parkland is 75% of the per acre cost + the administration cost.
If you have any questions, please call me or you can contact Carol at 858-5198.
cc: Ray
Dan
Jon
2-4-2
RALPH RICHARD
Vision 2001
Department Audit
NACPRO
Waterford Oaks Land
Rose Oaks Land
DAN STENCIL
Orion Oaks Trail Upgrade
Lyon Oaks Scout Project
Permit Sales
Wint Outing
Bench Policy
Deer Census
Groveland Oaks Campground
Community Service Tree Program
FRANK TRIONFI
Audit, Springfield Oaks
New Financial System
Audit Review
Computer Master Plan for Dept.
97-98 Fiscal Year Schedule -Budget
HRF15
SUE DELRIDGE
Group Sales Staff
Staff Hires
Pools Opening
Oakland Fitness Council
1997 Lifeguard Program
April 1, 1997
On the Desk of
Ralph Richard
April 1, 1997
tI eul.-11=4
Springfield Dam
Nature Center Display
Addison/Springfield Water Tower
Orion Oaks Land Sale
1997 Capital Equipment
Waterford Oaks Pool Operation
Red Oaks Drain
JOE FIGA
Independence Oaks Nature Center
Glen Oaks Addition
Groveland Renovation
Lyon Oaks Master Plan
JAN PUNG
Annual Report - April
Waterford Oaks Wave Pool Promo
Park History
Orientations
Update Slide Presentation 97
BBDO - Marketing
Grand Opening - Waterford Waterpark
800 Telephone Number
MIKE THIBODEAU
Golf Policies Update - April
Fuel Tank, Indep., Grove., Springfield
and Waterford
#8, White Lake Oaks
Glen Oaks Restrooms
Point of Sale - Spring
If you don't have vision, someone else takes over.
f
51-13
24,-3
Uppp,TE SCE AVpIT
ME►`IT PERF0RMA
'DEPART - n on the depa'drnent
is a copy °f the informat�o
our review -sloe', recommendations to
Enclosed for y piv�
including Audit►ng on those
19g6' and implementation
perfiormance audit from Tess
address the noted
concerns, plus staff prOg
recommendations.
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CAS MANAGEMENT:
A� Written Lohctes and procedures _
XXXX
XXXXXXXXXX
X
X
�11 Additions or revisions to existing -policies and procedures
2)_ Obsolete written policies and procedures
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
3) Discretionarydecision makingin depositing of funds
X
X
X
X
X
X
X
X
X
X
X
X
4) Holding of funds received as contract deposits
X
X
X
X
X
B) Traininq- cash handling policies and procedures _
V5 Departures from established written cash handling policies and procedures
X
X
X
X
X
X
X
X
X
X
X
X
X
C Safeguarding of assets
6 Storingmoneyin a lock -box secured in an employee's desk
X
D� Daily bank deposits
7) More than one individual conducting banking activity at the same location
X
X
X
X
X
X
X
E Procedural problems
8 Proper recording of key and pull -cart deposits at golf courses
XXXX
_
9) Proper recording of practice fees at BMX track
X
10 Recordingof revenues as receivables at time of ark use/equipment rental
X
X
X
X = Concern noted at this location
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RECORDS MANAGEMENT:
_A_j Training - written�olicies and procedures
1 Acknowledgements of receipt for uniforms not being utilized
X
B Computerization
2 Parks stem facilities with inadequate computer capabilities
X
X
X
X
X
X
X
C Training - computerization
3 Existing computers not being utilized to maximum capacity
XXXX
X
X
X
X
X
X
D Streamlining the receipting process
4) Multiple receipt books being utilized to receipt for different types of revenues
X
X
X
X
X
E Record storage
5)_Duplicate records stored in more than one area for extended periods of time
X
X
X
X
X
X
X
X
X
6) Blueprint storage
X
HUMAN RESOURCES:
A Recruitment
1) Time frame associated with application and hiring process is lengthy
X
1XI
I
X
X
_
X
X
_
B Empjoyment opportunities
2) Seasonal employees leavinpfor better employment opportunities
X
X
X
P.
X = Concern noted at this location
d
1 - Mann
Iviel
tIb12I2
ADDITIONAL CONCERNS:
_ALSpace
1� Computerization - available space did not meet requirements for installation X
2) Safeguarding of assets - available space not adequate for employees and equipment X X
13Safe uardingof assets
3) Installation and/or replacement of safes/security cameras X X X X X X X X X X ELL
X = Concern noted at this location
CONCERNS AND RECOMMENDATIONS
CASH MANAGEMENT
ISSUE
CONCERN
RECOMMENDATION
A. Written policies and procedures: Review
1. Through the years many written policies
► Consider developing one policy and
the following and revise written policies
and procedures have either been
procedure manual to include all written
and procedures, as deemed necessary, to
implemented or revised to meet park
cash handling and records management
promote consistency among park system
system needs at the time of issuance.
policies and procedures for distribution to
facilities.
all park system facilities for employees to
utilize as a reference tool.
2. Some written procedures no longer meet
► Review and revise to meet current
current operational needs at some park
operational needs, as deemed necessary.
facilities.
3. Park facility supervisors were making
► Establish bank depositing standards to
independent decisions on the frequency
maximize banking investment
of making cash/check deposits when
opportunities (limit cash amounts to be
deposits were considered to be minimal
held on hand before deposits are made
amounts.
and/or limit time frame elapsed between
bank deposits)
4. There were instances where contract
► Process contract reservation deposits
deposits reserving park system facilities
when received to maximize banking
were held until the day the facility was
investments opportunities.
used. Revenues were being held for
extended periods of time.
CASH MANAGEMENT
ISSUE
CONCERN
RECOMMENDATION
B. Training - cash handling policies and
5. There were instances where employees
► Provide centralized training annually:
procedures
were departing from established written
cash handling policies and procedures
► for new employees to introduce them
to existing established policies and
procedures;
► for returning part-time employees to
provide an update on any revisions
made since last employed; and
► for all other employees charged with
the responsibility to handle funds to
reinforce knowledge of established
policies and procedures.
C. Safeguarding of assets
6. One park facility stores money in a lock-
► Consider providing a safe to secure
box secured in an employee's desk.
incoming revenues at this location.
There is no safe at this location.
D. Daily bank deposits
7. At the Waterford Oaks complex, it was
► It is recommended that bank deposit
determined that as many as five to six
responsibilities be consolidated at this
individuals are charged with the
location. This will improve the effective
responsibility of making bank deposits.
and efficient use of human resources by
Deposits are made daily or weekly,
eliminating the amount of employee time
depending on the area. There are
spent traveling to the bank.
occasions when all individuals would be
making deposits on the same day. On
those days, one eight hour position is lost
to conducting banking activity, assuming
one hour to process the deposit (travel
time, standing in line at the bank, etc.)
.�o i
M
CASH MANAGEMENT
ISSUE
CONCERN
RECOMMENDATION
E. Cash handling procedural problems.
8. It was determined that key and pull cart
Management should review the necessity
Review for the following and revise, as
deposits at golf courses were not being
for collecting the deposits. If
deemed necessary, to promote
recorded through the cash register system
management continues to collect the
consistency among park system facilities.
at the time of collection. These deposits
deposit, same should be appropriately
are held different ways; in cash drawers
accounted for through the cash register
or boxes. if a patron failed to bring in the
, system.
key or pull -cart handle at the end of play,
these deposits would result in cash drawer
overages.
9. It was determined that $3.00 practice fees
► Any fees collected should be processed
at the BMX track were collected -without
through the cash register system at the
being recorded through the cash register
BMX registration building. Some form
system at the time of collection. They
of receipt (tickets) may then be presented
were being collected by the track
to the track maintenance person at the
maintenance person at the track entrance.
time the patron enters the track. Parks
He then turned in the collected fees at a
and Recreation personnel have also
later time.
suggested the possibility of advance ticket
sales for practice runs.
10. At some park facilities, invoicing for park
Establish written procedures for invoicing patrons.
facility day use and/or equipment rental
Notify Waterford Oaks Administration when
was not being properly recorded as
credit is extended for proper recording of revenue
accounts receivable. Revenue was
as accounts receivable at the time park facility is
recognized at the time payment was
utilized. This will aid in the reconciliation of
received at the park facility.
daily cash summary reports, the proper recording
of revenue, and the monitoring of receivables.
RECORDS MANAGEMENT
ISSUE
CONCERN
RECOMMENDATION
A. Training - records management written
1. It was determined that acknowledgment
► It is recommended that the
policies and procedures
forms developed for uniform distribution
acknowledgment of receipt is properly
to employees was not being utilized.
completed to verify receipt of items.
Employees were not required to sign the
acknowledgment of receipt. There is an
inadequate audit trail to verify that
employees have received items
distributed.
B. Computerization
2. There are park system facilities that have
► Review facility needs for computerization
no computer capabilities.
to eliminate manual record keeping
processes.
C. Training - computerization
3. Existing computers in operation at park
► Train personnel in analysis, design, and
facilities are not being utilized to
implementation of management
maximum capacity to eliminate manual
information systems currently available to
record keeping processes.
meet park system facility needs, and/or
► Explore software packages on the market
to meet park system facility needs, and/or
► Request Information Technology to
conduct a study, or contract with an
independent consultant to analyze,
design, and implement management
information systems to meet park system
facility needs.
D. Streamlining the receipting process
4. There were instances where multiple
► Review the necessity of maintaining
receipts books were utilized to receipt for
separate receipt books in an effort to
different types of revenues.
streamline the receipting process.
RECORDS MANAGEMENT
ISSUE
_.
CONCERN
RECOMMENDATION
E. Record storage
5. The same records are maintained in more
To aid in improving available space utilization
than one area for extended periods of
and promote consistency among park system
time, and these periods of time may not
facilities:
be consistent among park system,
facilities.
► Consider purchasing image and/or
scanning equipment to reduce storage
6. Blueprint storage takes up a tremendous
needs.
amount of space. These drawings are
stored for extended periods of time and
► Record storage should be reviewed to
cataloged.
ensure that one complete set of records
are stored at either the park system
facility or Waterford Oaks
Administration, but not both.
► Records at park system facilities should
only be maintained to the extent that they
may be needed as a reference tool; one to
two years of activity.
► Records at Waterford Oaks
Administration should only be maintained
one year past the period of audit.
HUMAN RESOURCES
ISSUE
CONCERN
RECOMMENDATION
A. Recruitment
1. The time frame associated with the
► The Oakland County Personnel
application and hiring process is lengthy.
Department has given Parks and
Some supervisors do not receive
Recreation staff latitude in the
applications soon enough to review
recruitment process in order to deal with
applicant history, interview, hire, and
continuing problems associated with
train individuals prior to employment.
seasonal employment. Therefore, no
This is due, in part, to the lack of
further recommendation is made at this
qualified individuals submitting
time.
applications for employment.
B. Employment opportunities
2. Some park system facilities experienced
► The Oakland County Personnel
problems with keeping seasonal
Department has given Parks and
employees. They left for better
Recreation staff latitude in the
employment opportunities.
classification and salary process in order
to deal with continuing problems
associated with seasonal employment.
Therefore, no further recommendation is
made at this time.
ADDITIONAL CONCERNS
ISSUE
CONCERN
RECOMMENDATION
A. Space
There were instances where available space
hampered the operation in the following ways:
1. Computerization - Available building -
► Parks and Recreation personnel are aware
space did not meet requirements for
of space constraints, therefore, no further
installation of computers at some park
recommendation is made at this time.
system facilities.
2. Safeguarding of assets - Available
building space was not adequate for
employee work space and storage of
rental equipment at some park system
facilities.
B. Safeguarding of assets
3. Installation or replacement of safes and
► Consider upgrading safes and facility
security cameras.
security systems to improve the
safeguarding of park system assets.
PERFORMANCE REVIEW RESPONSES
CASH MANAGEMENT:
A) Written policies and procedures
1) Accounting staff will be working with chiefs and
supervisors in 1997 to obtain their parks'
individual cash management policy and procedure
manuals. These will be incorporated with
Accounting's cash management policy and procedure
manual. This manual will then be updated on an
"as needed" basis.
2) This will be part of the process for item #A)1).
3) There is already an established bank depositing
standard. Accounting staff will reissue the memo
which states, in part, "to make a daily bank
deposit during your busy season" and "any amount
exceeding $500 (excluding change fund) should be
deposited immediately". This will also be
included in the forthcoming cash management policy
and procedure manual.
4) Accounting staff have determined which reservation
deposits this item referred to at the identified
parks and are in the process of reviewing and/or
resolving them, if the circumstances warrant a
change in handling procedures.
• Groveland Oaks was in regard to their cabin
rental's security deposit for damages. The
deposit is usually received in the form of a
check upon the patron's arrival which is then
returned to the patron upon their departure,
provided there are not any damages. This
method is the fastest and most cost efficient
way of returning the security deposit to the
patron. It is not recommended that any
changes in procedure take place.
• The Nature Center "holds" reservation fees
for their classes which have an admission fee
of less than $5 until it is confirmed the
class will be held. If the class is not
held, the patron's fee is returned or the
patron is issued a "credit" for another
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class. This is because of the county's
policy not to issue any checks for less than
$5 (except under special circumstances). It
is not recommenced that any changes in
procedure take place.
Glen Oaks and White Lake Oaks were in regard
to outing/tournament deposits. These
deposits were held until the day of the
outing/tournament and then deposited. This
procedure will be changed in 1997 and the
outing/tournament deposits will be rung into
the cash register and deposited into the bank
the day they are received. Any refunds for
cancellations will now be processed through
the normal voucher/check issuance procedures.
Mobile Recreation's (Waterford Oaks) uniform
deposits procedures will be reviewed by
Accounting staff with the Chief of Recreation
and appropriate staff.
B) Training - cash handling policies and procedures
5) The chiefs will contact their supervisors to
determine why employees were departing from
established written cash handling policies and
procedures and also to review their training
process and procedures for possible improvements.
C) Safeguarding of assets
6) The Nature Center is in the process of obtaining a
safe.
D) Daily bank deposits
7) A meeting will take place in April between
Accounting staff and the appropriate chiefs,
supervisors and cash handling staff to discuss
concerns and formalize a bank depositing
procedure. It has been suggested through informal
discussions that two bank depositing groups be
formed: the Waterford Oaks Court Games Complex and
the Wave Pool as one group; and the Waterford Oaks
Activity Center, BMX, Mobile Recreation,
Recreation Administration Section and
Administration as the second group. In the past,
some of these units have combined trips to the
bank on an irregular basis.
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E) Procedural problems
8) Accounting staff will discuss with the Chief of
Golf the possibility of assigning a specific cash
register key for golf cart key deposits and pull
cart deposits. Currently there are not any unused
keys on the cash registers; however, a double key
now in use may need be to broken apart into two
single keys. The new point -of -sale system will
also address this item.
9) Accounting staff will schedule a meeting with the
Chief of Recreation, BMX supervisor and cash
handling staff to discuss different ideas on how
to better collect and account for the practice
fees. A procedure will then be determined at that
time and should be implemented by the start of the
1997 season.
10) Accounting staff will schedule a meeting with the
Chief of Parks, the Chief of Recreation and
appropriate supervisors and clerks to discuss
different ideas and then determine what procedural
changes are needed for invoicing patrons. This
procedure should be implemented by the start of
the 1997 season.
RECORDS MANAGEMENT:
A) Training - written policies and procedures
1) Accounting staff will schedule a meeting with the
Chief of Recreation and appropriate staff to
discuss the reason why the acknowledgments of
receipt for uniforms are not being utilized and if
this acknowledgment procedure is still necessary.
B) Computerization
2) This is an ongoing process by the Chief of
Administration in conjunction with the other
chiefs and supervisors.
C) Training - computerization
3) This is an ongoing process by the Chief of
Administration in conjunction with the other
chiefs and supervisors.
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I D) Streamlining the receipting process
4) Accounting staff will contact all parks to ensure
multiple receipt book systems are being utilized
according to the purpose for which they were
implemented (for control and accountability of
cash handling by multiple staff for various
specific purposes).
E) Record storage
5) Accounting staff will conduct an inquiry of the
chiefs as to which records are being maintained at
the individual parks, the length of time and the
reason they are being kept, and whether it is
feasible to eliminate duplicate records. Based
on the parks' responses, on previous verbal
suggestions/recommendations by Accounting staff,
and on future discussions, a written policy and
procedure will be established. For information
purposes, legal counsel has said records need to
be kept for a period of seven years. Also, once
the county's new human resource and financial
information system is in place and the parks are
on-line, the need for written and duplicate
records should be greatly reduced.
6) The Chief of Design and Development will review
the blueprint storage needs. Administrative staff
will once again look into the cost of purchasing
image and/or scanning equipment to reduce storage
needs (previous years' inquiries by Parks &
Recreation's Accounting staff to Management &
Budget's Accounting staff found it to be cost
prohibitive).
HUMAN RESOURCES:
A) Recruitment
1) Self-explanatory
B) Employment opportunities
2) Self-explanatory
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