HomeMy WebLinkAboutAgendas/Packets - 1998.01.28 - 40013C�AKLAND
COUNTY PARKS
2800 Watkins Lake Road • Waterford, Michigan 48328-1917
248.858.0906 Fax 248.858.1683 TD D 248.858.1684
Internet address: www.co.oakland.mi.us
OAKLAND COUNTY PARKS
AND RECREATION COMMISSION
Oakland County, Michigan
Ladies and Gentlemen:
Ralph Richard
Manager
Jon J. Kipke
Assistant Manager
Pecky D. Lewis, Jr.
Chairman
Ruth Johnson
Vice Chairman
Richard D. Kuhn, Jr
Secretary
January 20, 1998
Fred Korzon
George W. Kuhn
Nancy McConnell
L. Brooks Patterson
Lawrence Pernick
Kay Schmid
Richard Skarritt
A meeting has been called of the PARKS AND RECREATION COMMISSION
as follows:
PLACE . . . . . . . . . . . . .Parks and Recreation Office
2800 Watkins Lake Road
Waterford, MI 48328
TIME . . . . . . . . . . . . . Wednesday, January 28, 1998
9: 00 A.M.
PURPOSE . . . . . . . . . . . Regular Meeting
This meeting has been called in accordance with the authorization
of Chairman Pecky D. Lewis, Jr. of the Oakland County Parks and
Recreation Commission.
Sincerely,
IK:3 " pzw��
Ralph Richard
Executive Officer -
Parks and Recreation
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
Parks and Recreation Office
2800 Watkins Lake Rd.
Waterford, MI 48328
January 28,1998
1.
Call Meeting to Order at 9:00 a.m.
2.
Roll Call.
3.
Approval of Minutes for January 7, 1998 Commission Meeting.
4.
Public Comments.
5.
Activity Report for December, 1997.
6.
Award Presentation.
7.
1997 Nine -month Audit Report
F. Trionfi / 858-4607
8.
Bid Item: Backhoe Loader Attachment - Groveland Oaks.
D. Stencil / 858-4944
9.
Bid Item: Mower - Groveland Oaks.
44"
10.
Bid Item: Mower Utility Tractor - Waterford Oaks.
cc"
11.
Bid Item: Golf Cars - Springfield Oaks Golf Course.
M. Thibodeau / 858-4630
12.
Bid Item: Tractor - Red Oaks Golf Course.
cc"
13.
White Lake Oaks Clubhouse Restroom Addition.
J. Figa / 858-4620
14.
Glen Oaks Clubhouse Expansion
"
15.
Addison Oaks Campground Expansion
"
16.
EXECUTIVE SESSION
17.
Executive Officer's Report.
R. Richard / 858-0909
18.
Old Business.
19.
New Business.
20.
Adjourn.
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
January7. 1998
The meeting was called to order at 9:08 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,
Nancy McConnell, Frank Millard, Jr., Charles Palmer, Richard Skarritt, J. David VanderVeen
COMMISSION MEMBERS ABSENT:
George Kuhn
ALSO PRESENT:
Parks and Recreation Ralph Richard, Manager
Jon Kipke, Assistant Manager
Frank Trionfi, Chief, Admin. Services
Sheila Cox, Accountant IV
Mike Thibodeau, Chief of Golf Operations
Dan Stencil, Chief of Park Operations
Janet Pung, Public Communications Officer
Joseph Figa, Chief, Design and Development
Sue Delridge, Chief of Recreation
Oakland County Purchasing Rob Rhein, Buyer
APPROVAL OF MINUTES:
Moved by Mrs. McConnell, supported by Mr. R. Kuhn to approve the minutes of the meeting
of December 3, 1997, as written.
AYES: Korzon, R. Kuhn, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no questions asked by, nor comments received from, the public.
Staff introduced themselves to the new commissioners, relating their job titles and responsibilities.
ACTIVITIES REPORT:
The Activities Report for the month of November, 1997, was accepted as filed.
ELECTION OF OFFICERS:
Chairman Lewis requested Commissioner Skarritt assume the position of Temporary Chairman for the
purpose of electing new officers for 1998.
3-1
(Commission Meeting, January 7, 1998)
Commissioner Skarritt assumed the Chair and opened nominations for chairman.
Moved by Mr. Korzon, supported by Mrs. McConnell to nominate Pecky Lewis as Chairman
of the Oakland County Parks and Recreation Commission for 1998.
Temporary Chairman Skarritt accepted Commissioner Palmer's recommendation to close the nominations
and to request a unanimous ballot be cast for Mr. Lewis.
AYES: Johnson, Korzon, R. Kuhn, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (9)
NAYS: (0)
Motion carried by unanimous voice vote.
Moved by Mr. Korzon, supported by Mr. R. Kuhn to nominate Ruth Johnson as Vice
Chairman of the Oakland County Parks and Recreation Commission for 1998.
Temporary Chairman Skarritt accepted Commissioner McConnell's recommendation to close the nominations
and to request a unanimous ballot be cast for Mrs. Johnson.
AYES: Johnson, Korzon, R. Kuhn, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (9)
NAYS: (0)
Motion carried by unanimous voice vote.
Moved by Mr. Korzon, supported by Mrs. Johnson to nominate Richard Kuhn, Jr. as
Secretary of the Oakland County Parks and Recreation Commission for 1998.
Temporary Chairman Skarritt accepted Commissioner Millard's recommendation to close the nominations and
to request a unanimous ballot be cast for Mr. Kuhn.
AYES: Johnson, Korzon, R. Kuhn, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (9)
NAYS: (0)
Motion carried by unanimous voice vote.
Temporary Chairman congratulated Mr. Lewis, Mrs. Johnson, and Mr. Kuhn on their re-election.
Chairman Lewis reassumed the Chair and thanked the Commission for their support.
ANNUAL CALENDAR:
Chairman Lewis noted a regular schedule change in the regularly -scheduled meetings, with the next meeting
to be held on Wednesday, January 28, rather than Wednesday, January 21.
Commission accepted the calendar as filed.
3-2
(Commission Meeting, January 7, 1998)
AGRICULTURAL LEASES:
Moved by Mr. Korzon, supported by Mrs. McConnell to approve the agricultural leases for
1998 with Paul Elkow and Robert Brock at Lyon Oaks, and Pat Bell at Addison Oaks.
Vice Chairman Johnson expressed her concern that we were exacerbating the deer problem at Addison Oaks
by allowing crops to be planted that provide food for the deer. Commissioner Skarritt noted that, at Kensington
Metropark, the deer problem is present even without crops nearby.
AYES: Johnson, Korzon, R. Kuhn, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
FUEL STORAGE TANK - WATERFORD OAKS:
Moved by Mr. Palmer, supported by Mr. R. Kuhn to approve the purchase of one double
compartment aboveground diesel -gasoline fuel storage tank for Waterford Oaks, including
installation and necessary monitoring and pumping equipment, to H. Domine for $20,400.
AYES: Johnson, Korzon, R. Kuhn, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
UTILITY TRUCK - WATERFORD OAKS:
Moved by Mr. VanderVeen, supported by Mr. Palmer to approve the lease of a 3/4-ton pick-
up truck, with utility box, for Waterford Oaks through Oakland County Central Garage's lease
program.
AYES: Johnson, Korzon, R. Kuhn, Lewis, McConnell, Millard, Palmer, Skarritt, VanderVeen (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:
---The Glen Oaks Clubhouse will be closed for two months beginning this weekend to complete the interior
renovation.
---Commissioners were invited to attend a "pot luck" dinner being held at The Fridge on Monday, January 26,
in recognition of part-time staff and volunteers for their hard work this past year.
3-3
(Commission Meeting, January 7, 1998)
OLD BUSINESS:
Executive Officer Richard updated the Commission on the progress of the proposed acquisition of the 15-acres
owned by the Waterford Elks adjacent to Waterford Oaks. The Parks have an appraisal on the property of
$203,000; we just received a letter from the Elks requesting $2/square foot, which figures out to a purchase
price of $1,306,000,
The grant we have to assist with this purchase expires in six months. If we cannot negotiate a price by that time,
we will have to release the grant back to the state.
---Assistant Manager Kipke updated the Commission on the status of the 38-acre parcel of Orion Oaks located
on the west side of Baldwin. This parcel is in the process of having a wetlands survey completed in order to be
able to determine the acreage for a wetlands appraisal. Once the appraisal is determined, the parcel will be
ready to place on the market.
---Executive Officer Richard noted that, if the proposed drain construction occurs at Red Oaks, the course could
be closed for two years. Also, according to the terms of the lease, the Commission would be liable for the cost
to repair the drain construction damage at the course itself. Mr. Richard also stated that, as another result of
the drain construction, the Commission will be liable for the cost to replace the parking lot at the waterpark.
Commissioner Palmer inquired whether or not staff has been involved in the consideration for the Catalpa
property in Southfield. This property is owned by the county and currently leased to the city of Southfield; the
lease expires this year, and Southfield is considering purchasing the parcel. Staff noted that, in response to the
Commission's goal of expanding facilities in the south end of the county and in conjunction with the site's
location to local hospitals, this parcel has considered as a possible location for a major wellness/recreation
center.
Commissioner McConnell noted that this would also be a good opportunity for a joint venture with the area
hospitals.
As directed by Commission, staff will pursue a possible option with the county on this property.
The next meeting will be at 9 a.m. on Wednesday, January 28, 1998.
The meeting was adjourned at 10:07 a.m.
Richard D. Kuhn, Jr., Secretary Karen Smith, Recording Secretary
3-4
Monthly Activity Report ( Combined Totals )
Golf Courses
Recreational and Special Evnts
Day Use Parks
Grand Totals
Glen Oaks
Rounds Played - 9 Holes
Rounds Played - 18 Holes
Banquet Facilities
Red Oaks
Rounds Played
Springfield Oaks
Rounds Played - 9 Holes
Rounds Played - 18 Holes
Activities Center
White Lake Oaks
Rounds Played - 9 Holes
Rounds Played - 18 Holes
Banquet Facilities
December, 1997
Leagues/ Groups
Participants
Leagues/Groups
Participants
1996
1997
1996
1997
1996
1997
1996
1997
45
56
4,982
5,345
179
202
33,388
40,391
38
40
3,761
5,595
200
217
19,217
19,885
1,784
1,697
16,597
16,904
10,324
9,957
64,977
65,931
1,867
1,7931
25,340
27,844
10,703
10,3761
117,582
126,2 77
Golf Courses -
Leagues
Participants
Lea ues TD
Partici ants TD
1996
1997
1996
1997
1996
1997
1996
1997
0
0
10
0
4
7
3,773
3,571
0
0
0
0
0
0
1,438
1,399
20
20
2,542
2,428
57
60
7,807
8,527
0
0
0
0
31
2
683
1091
0
0
0
0
1
5
1509
2,249
15
25
1 416
1 751
65
105
8,778
12 532
Totals 45 561 4,982 5,34511 1791 2021 33,388 40,391
01 /15198
q
Mobile Recreation
Bouncer
Skate Mobile
In - Line Mobile
Broadway Review
Puppet Mobile
Sports Mobile
Show Mobile
Dunk Tank
Orbitron
Buses
Waterford Oaks
Activity Center
Tennis Complex
BMX
Fridge/Lookout Lodge
Environmental Program
Nature Center
Outreach
* Nature Trail Usage
*Special Events
Holiday Festival
Jingle Bell Ball
Uq Totals
i
N * Not included in totals
Recreational and Special Events
December, 1997
Groups
Participants
Grou s TD
Partici ants TD
1996
1997
1996
1997
1996
1997
1996
1997
0
0
0
0
3
4
615
820
0
0
0
0
0
1
0
167
0
0
0
0
1
0
167
0
0
0
0
0
0
0
0
0
0
0
0
0
6
4
1020
680
0
0
0
0
1
2
229
458
8
1
0
0
9
13
0
0
0
0
0
0
1
5
233
1,066
0
0
0
0
1
1
150
150
121
341
4051
1,035
63
1 851
2,2621
2,766
0
0
1,126
1,299
0
0
5,623
4,060
0
0
116
0
0
0
465
213
0
0
0
0
0
0
0
0
4
0
1,550,
2,904
4
7
1,550
3,241
01/15/98
Addison Oaks Park
Campers
Day Use
Day Campers
Groveland Oaks Park
Campers
Day Use
Day Campers
Independence Oaks Park
Day Use
Day Campers
Overnight Group Campers
Addison Oaks Conference Ctr
Waterford Oaks Waterpark
Red Oaks Water Park
Red Oaks Golf Dome & S. V.
Totals
Day Use Parks and Facilities
December, 1997
Groups
Par tici ants
Grou s TD
Partici ants TD
1996
1997
1996
1997
L.1996
1997
1996
1997
1,463
1,364
5,123
4,774
8,116
7,812
28,949
27,343
0
0
0
0
1
6
460
931
0
0
0
0
7
3
135
426
294 3031 1,030 1,060 1,308 1,3471 4,579 4,715
27 301 3,410 3,825 66 731 10,614 11,883
IJ841 19697 16,597 16,904 10,324 9,9571 64,977 65,931
01/15/98
ITSVI #6
PW pEt� P
RESENT pT`pN
6--1
ITEM #7
1997 NINE -MONTH AUDIT REPORT
Enclosed is a copy of the audit report from Janz and Knight for the 1997 financial records of
the Oakland County Parks and Recreation Commission. The report shows we are in sound financial
condition. Our revenue budget had an unfavorable variance of $2,175,144; the expense budget had a
savings of $2,088,346. This results in a decrease of $86,798 for capital projects than originally
budgeted, $1,693,370 less than the revised estimated budget figures we used in the 1997 Capital
Improvement Projects Budget. As a result, Administration CIP Future Acquisition and
Improvements Account will be decreased accordingly. The unfavorable revenue variance resulted
from deferring $2,067,110 (or 25%) of our 1997 millage revenue to cover operating expenses for
October, November and December of 1997. This was done to comply with Generally Accepted
Accounting Principles (GAAP). From now on, the fiscal year will commence on October 1 and run
through September 30.
As indicated on page 18 of the audit report, two of our cost centers show an excess of
expenditures over budget; however, the total expenditures for operations are $2,088,346 under the
total budget. Therefore, in compliance with the Michigan Uniform Local Budgeting Act and the
Commission By-laws, staff recommends the Commission amend the 1997 operating budget to
$8,763,368, with the individual amounts for each budget center to be the same as those shown in the
"actual" column of page 18 of the report.
The net worth of the Commission as of September 30, 1997 as indicated on page two was
$64,199,534. This includes a fund balance of $13,351,145, of which $9,920,380 was reserved for
1996 outstanding capital projects, and $3,430,765 was unreserved. However, all of the $3,430,765
was already included in the 1997 Capital Improvement Projects Budget as a funding source.
Also included are the Expense and Revenue Variances Summary and the staff s responses to
the audit recommendations as provided in your Audit Report packet.
7-1
1997 AUDIT RECOMMENDATION RESPONSES
We will be charging Oak Management 100% of utilities on the concession building at
Red Oaks (per contract agreement approved by the Commission) with appropriate
adjustments made to the water and sewer charge resulting fiom usage by the Parks
System.
II. A. The concerns have been addressed by staff over the last three years and a working
draft policy is being formulated. This issue unfortunately is not black and white,
which led to disagreements with the auditors on how these matters should be
budgeted.
B. A $10,000 minimum dollar amount has been discussed by staff and, at this point,
staff will be using this figure on a trial basis.
C. The majority of our projects are completed within a specified time period.
Carryovers become necessary when unforeseen circumstances (ie, grant
reimbursements, project delays on specialty items, etc.) enter into the budget
equation. There has been an increased number of projects postponed to a future
budget year.
III. Limited staff time and the implementation of the financial system have delayed the audit
process. Staff will be reviewing options to facilitate the yearly audits.
IV. Audits performed by staff are accompanied by recommendations to improve accounting
operations for both Oak Management and Red Oaks Golf Dome and Sports Village. For
the most part, recommendations are received in a positive manner and acted upon
dependant on cost benefit analyses.
V. This will be accomplished through response actions to the 1996 performance review
conducted by the Auditing Division.
7-2
1997 EXPENSE & REVENUE VARIANCES
SUMMARY
1997 1997
Expense Expense Revenue Revenue
Park Unit/Budget Center Budget Variance Budget Variance
Waterford Oaks Water Park $495,204 $ 42,886 $600,700 $ (24,359)
Mobile Recreation $390,107 $ 6,759 $187,000 $ 16,252
Line Item Expense Variances
Waterford Oaks Water Park Part -Time Salaries, Overtime, and Building
Maintenance
Mobile Recreation Part -Time Salaries, Overtime, and Equipment
Repair
7-3
ITEM #8
BACKHOE AND LOADER ATTACHMENT
GROVELAND OAKS
The park operations staff at Groveland Oaks requests approval for the purchase of a
backhoe and loader attachments for their existing Model 2150 John Deere Tractor. The tractor is
eight years old. The loader attachment is a replacement for the original unit that was damaged
beyond repair during the 1997 operating season. The backhoe attachment is a new feature for the
tractor and it will be used for general park maintenance, project construction, underground
service repairs/installations, and other excavating projects.
These attachments with normal use and regular maintenance should have a life expectancy
of 10 - 15 years.
The bid summary for this purchase is noted below:
BIDDER BACKHOE LOADER TOTAL
Valley Turf No Quote
Grandville
AIS $ 8,154 $ 5,560 $ 13,714
Milford
Thesier Did not meet specs
South Lyon
Weingartz $ 7,611.10 $ 5,102.30 $ 12,713.40
Utica
Calvert No Quote
Lake Orion
Bills Tractor No Quote
Lansing
Staff and Purchasing recommend awarding this purchase to the low qualifying bidder,
Weingartz Supply of Utica, in the amount of $12,713.40.
Monies for these purchases are included in the 1998 Operating Equipment Budget.
8-1
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The Ford model 44$D is designed for heavy duty indus-
trial/utility loader and landscaping applications. Features
such as hard steel front shell, industrial box axle, and
engine with cast-iron oil pan, protect the unit from jobsite
damage.
ENGINE
58 SAE net horsepower. 201-cubic inch displacement.
Dual dry -element air cleaner. Two -stage fuel filter.
Manifold cold start aid. Electric fuel shut-off.
TRANSMISSIONS
Choose from three transmissions:
■ Six speeds forward, four reverse, constant mesh,
manual shuttle transmission with independent PTO. 13-
inch organic clutch
■ Four speeds forward, four reverse, fully synchronized
gearbox. Torque converter with forward to reverse
powershift
IN Eight speeds forward, eight reverse, fully synchronized
gearbox. Torque converter with forward to reverse power -
shift. 540-rpm independent PTO. Electrically -activated
torque converter lockup forms direct drive coupling of
engine and transmission.
LOADER
3/4-cublc yard or one -cubic yard treadwidth bucket. 4-bar
bucket linkage. 4,000-Ibs, lift capacity. Single -lever control.
Bucket level indicator. Self leveling. Return -to -dig,
FRONT AXLE
58-inch fixed tread. 9,000-Ibs. load rating, Hydrostatic
nrnMAr ctPPrinn
20/eoId 289Z8S86 Ol SP" EL: 80Z
NW HOLL A D
OPTIONAL FRONT-1MNEEL-DRIVE AXLE
13,860-Ibs, load rating, 18-degree oscillation, Centerline
drive, On -the -go shift.
REAR AXLE
61-inch fixed tread. 11,600-Ibs, load rating, Multi -plate,
wet -disc brakes.
ELECTRICAL
12-volt battery. 55-amp alternator. Solid state voltage
regulator. Head lamps, four-way flasher, tail lamps.
THREE-POINT MITCH
Open -center system with hydraulic position and load
control. Category I links,
LOADER HYDRAULIC SYSTEM
Open -center design produces force to match demand.
Leak free O-ring fittings. 26-gpm gear pump. Separate
hydraulic reservoir,
OPERATOR STATION
Two- or four -post ROPS/FOPS with industrial cushion seat
or optional suspension seat. Deluxe cab with cloth
suspension seat, two doors, heater, floor mat, wiper/
washer, opening side and rear windows, halogen work
lights, brake lights, tinted glass and ROPS/FOPS protec-
tion. Seat belts. Hand and foot throttle. Instruments:
Tachometer/hour meter, fuel gauge, coolant temperature
gauge, engine oil pressure warning lamp, transmission oil
temperature warning lamp, air cleaner restriction lamp,
charging system warning lamp.
N0131:1 i1 Q80d NNf1W dd PE : vT 86 , ZZ Ndf
ITEM #9
MOWER
GROVELAND OAKS
The park operations staff of Groveland Oaks requests approval for the purchase of a
replacement mowing tractor. This mower will replace a 1991 Excel Hustler with over 750
operating hours. The Excel Hustler will be transferred to Waterford Oaks for limited use as a
backup mower and hard surface sweeping unit.
The 5111 Jacobsen mower has an 11.5 foot mowing width as opposed to the 72" Excel
Hustler. The recent campground renovation will enable park staff to use a larger mower, which
will result in reduced mowing time. The park staff at Addison Oaks realized significant labor/time
savings when a larger mower was purchased eight years ago.
The bids for this purchase are presented as follows:
VENDOR PRICE
Toledo Turf
Toledo, Ohio $45,090
W F Miller
Novi $37,501
Valley Turf
Grandville No Quote
C E Pollard
Detroit No Quote
Spartan
Sparta No Quote
W F Sells
Taylor No Quote
Illinois Lawn No Response
Orland Park, Ill
Staff concurs with Purchasing to award this purchase to the low bidder, W. F. Miller in
Novi, in the amount of $37,501.
Monies for this purchase are included in the 1998 Operating Budget. The life expectancy
for this piece of equipment is ten to fifteen years.
9-1
Cruise cont
tilt steering
and power
Each blade
powered b
individual
hydraulic
motor
iatic
.p rollers
ROPS, seat belt Adjustable
standard suspension seat Durable, attractive
fiberglass body
e-footed,
atic 4WD
;y-to-maintain,
all -hydraulic decks
9-2
ITEM #10
MOWER/UTILITY TRACTOR
WATERFORD OAKS
The park operation staff at Waterford Oaks requests approval for the purchase of a
replacement Steiner Mower/Utility Tractor. The existing unit is ten years old and has over 1,000
hours of operations. Substantial needed repair costs justify its replacement at this time.
This piece of equipment is used for trim mowing, hard surface sweeping, and raking
volleyball sand courts. In the winter it is used for general snow removal and ice skating rink
maintenance. This unit has been durable, and its 4-wheel drive feature permits operation on steep
embankments, in wet areas and in heavy snow.
The bid summary for this purchase is noted as follows:
Capital Equipment
Washington
No Response
Nolans
Lapeer
No Response
Toledo Turf
Toledo, Ohio
No Response
Nicholson
Southfield
No Response
Pollard
Detroit
No Response
W. F. Sells
Taylor
No Quote
W. F. Miller
Novi
No Quote
Valley Turf
Grandville
No Quote
Industrial Vehicle
Pontiac
$12,995 30 days
AIS
Milford
Did not meet specs.
Bill's Tractor
Lansing
$11,361 20 days
Oakland County Purchasing and staff reviewed the submitted bids and recommend that
this purchase be awarded to the low qualified bidder, Bill's Tractor Sales of Lansing, in the
amount of $11,361.
The monies for this purchase are available in the 1998 Operating Equipment Budget. The
operating life expectancy of this unit is projected 7 to 10 years.
10-1
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ITEM #11
GOLF CARS
SPRINGFIELD OAKS GOLF COURSE
We have received from Purchasing the following bids for the
purchase of 24 gasoline golf cars for Springfield Oaks Golf Course:
Vendor Brand Price
Club Car Club Car $56,385.00
Livonia
Wolverine Columbia 60,052.80
Pontiac
EZ Go EZ Go 61,976.00
Lansing
Wolverine Melex Did not meet specs.
Pontiac
Boylan Yamaha No Bid
Burton
This bid included the trade in of 17 each 5 to 10 year -old
maintenance cars.
These 24 carts will replace 24 each 5-year old Club Car golf cars
out of our fleet of 75.
Staff recommends awarding the bid to the low bidder, Club Car, for
$56,385.
There is $75,000 budgeted for these cars.
ITEM #12
TRACTOR
RED OAKS GOLF COURSE
We have received from Purchasing the following bids for the
purchase of a Ford 58 hp front-end loader tractor with a backhoe
attachment for the Red Oaks Golf Course:
Vendor Price Less Trade In Net Price
W. F. Sells
Taylor
Flint Ford
Burton
Munn Ford
Auburn Hills
Bills Tractor
Lansing
$41,529
$44, 996
- $6,500
- $5,000
$40,606.65 - $8,500
$35,029
$39,996
$32,106.66
This bid included the trade in of an 11-year old similar Ford tractor
loader.
This new tractor is a little larger than our existing tractor, and will
enable staff to complete tasks that are difficult for the existing tractor.
Staff recommends awarding the bid to the low bidder, Munn Ford,
for $32,106.65.
There is $25,000 budgeted in the Operating Equipment Budget for
this tractor.
12-1
• � R
The Ford model 445D is designed for heavy duty indus- OPTIONAL FRONT•WHEEL•DRIVE AXLE
trial/utility loader and landscaping applications. Features 13,860-Ibs. load rating. 18-degree oscillation. Centerline
such as hard steel front shell, industrial box axle, and drive. On -the -go shift.
engine with cast-iron oil pan, protect the unit from jobsite
damage. REAR AXLE
ENGINE
58 SAE net horsepower. 201-cubic inch displacement.
Dual dry -element air cleaner. Two -stage fuel filter.
Manifold cold start aid. Electric fuel shut-off.
TRANSMISSIONS
Choose from three transmissions:
■ Six speeds forward, four reverse, constant mesh.
manual shuttle transmission with independent PTO. 13-
inch organic clutch
■ Four speeds forward, four reverse, fully synchronized
gearbox. Torque converter with forward to reverse
powershift
■ Eight speeds forward, eight reverse, fully synchronized
gearbox. Torque converter with forward to reverse power -
shift. 540-rpm independent PTO. Electrically -activated
torque converter lockup forms direct drive coupling of
engine and transmission.
LOADER
3/4-cubic yard or one -cubic yard treadwidth bucket. 4-bar
bucket linkage. 4,000-Ibs. lift capacity. Single -lever control.
Bucket level indicator. Self leveling. Return -to -dig.
FRONT AXLE
58-inch fixed tread. 9,000-Ibs. load rating. Hydrostatic
power steering.
61-inch fixed tread. 11,500-Ibs. load rating. Multi -plate,
wet -disc brakes.
ELECTRICAL
12-volt battery. 55-amp alternator. Solid state voltage
regulator. Head lamps, four-way flasher, tail lamps.
THREE-POINT HITCH
Open -center system with hydraulic position and load
control. Category I links.
LOADER HYDRAULIC SYSTEM
Open -center design produces force to match demand.
Leak free O-ring fittings. 26-gpm gear pump. Separate
hydraulic reservoir.
OPERATOR STATION
Two- or four -post BOPS/FOPS with industrial cushion seat
or optional suspension seat. Deluxe cab with cloth
suspension seat, two doors, heater, floor mat, wiper/
washer, opening side and rear windows, halogen work
lights, brake lights, tinted glass and BOPS/FOPS protec-
tion. Seat belts. Hand and foot throttle. Instruments:
Tachometer/hour meter, fuel gauge, coolant temperature
gauge, engine oil pressure warning lamp, transmission oil
temperature warning lamp, air cleaner restriction lamp,
charging system warning lamp.
ITEM #13
WHITE LAKE OAKS
CLUBHOUSE RESTROOM ADDITION
This project, completed in July of 1997, was the addition of new men's and women's restrooms
for the banquet area of this facility. The amount approved for this project was $114,280 which
included a $5,400 contingency.
Because this was the renovation of an existing building, several unforeseen changes had to be
made during construction. These included additional sprinklers in the storage room, a new exit
light, additional concrete removal, roof support structural change, for the roof, and an electrical
modification to accommodate an additional 200-amp, three-phase switch. These changes
amounted to $4,295.50 and would have been covered under the contingency.
When contract was initially approved, it was suggested by the commission that the women's
restroom should be expanded, if possible, to include an additional water closet. This was a good
idea, was explored by staff, and the design was modified to include this item. The cost for this
was $3,580, bringing the total contract to $116,755.50, over the approved amount by $2,475.50.
Therefore, it is staff s recommendation to adjust this contract by an additional amount of
$2,475.50, to be transferred from the Capital Improvement Projects Budget contingency.
13-1
ITEM #14
GLEN OAKS CLUBHOUSE EXPANSION
In October of 1996, the parks commission approved a contract in the amount $1,300,000 for the
expansion and renovation of the Glen Oaks Clubhouse. This project included a 3,000 sq. ft.
addition to the existing banquet facilities, extensive renovations of the existing banquet room,
restrooms entry, golf cart storage, a kitchen addition, and extensive remodeling of the existing
kitchen.
Because of the nature of the food service business, this project was on a very restricted schedule,
with construction having to occur from October to April. To accomplish this, a fast track type of
construction had to occur. This meant the design was completed only to a point where a not -to -
exceed cost could be assigned to the construction; details were completed as construction pro-
gressed.
Construction was scheduled to commence based on the premise that all necessary approvals
would be obtained in a timely manner. This unfortunately was not the case. Although the site
plan was initially conditionally approved by the Farmington Hills Planning Commission in
October 1996, there were many reviews and significant modifications, including variances
required by the Zoning Board of Appeals (ZBA). The addition was tied into the site plan reviews
and approvals by the City of Farmington Hills staff.
Construction commenced (site clearing, excavation, etc.) in October 1996; however, we did not
get a partial permit to begin the structural construction until late November. This delayed the
project long enough to cause added weather -related delays and the rescheduling of subcontrac-
tors.
Because this was a renovation to an existing building and site, many changes had to occur to
accommodate unknown conditions and changes in scope (i.e., additional HVAC changes, roof
repairs, a more extensive kitchen modification, asbestos abatement, sewer connection modifica-
tion, lighting, old ceiling changes, etc.) There were also changes to the architectural contract
(additional engineering services and contract administration) because the construction continued
beyond the designated completion date of April 15.
This project was approved without a contingency. We have incurred $60,225.01 over the ap-
proved not -to -exceed amount for the required changes, plus $21,320.39 in changes requested by
the Oaks, for a total of $81,545.40 over the original contract amount of $1,300,000.
The contractor, LDS, has also sent correspondence requesting an additional $82,551.15 for poor
productivity, overtime, winter construction, and loss of home office overhead. We have
reviewed their request and believe a portion of these costs are justified. (See attached)
We are proposing that a sum of $34,375 be authorized as payment.
14-1
LDS - Additional costs requested:
Requested Recommended
Item Amount Explanation Amount
1. $7,322.37 Poor Productivity (lack of work due to delays) - It is $3,661.85
difficult to assign a cost to loss of business or potential
loss, as it is an unknown quantity; 50% might be a fair
maximum cost.
2 $13,061.35 Overtime Salary - For meeting deadlines due to unfor- $8,518.28
seen delays. There would have been some overtime due
to weather, material schedules, etc. even if the project
was not delayed as a result of permit delays, review,
etc.; 75% would be a fair cost.
3 $10,738.43 Winter Construction - This is a legitimate cost; $9,337.25
however it should be at cost, as the potential for delay
due to weather always exists.
4 $51,429.00 Loss of Home Office Overhead - This was based on $12,857.25
79 days, which I feel is overstated. This also is an
unknown quantity; recommend 25%
$82,551.15 $34,374.63
Further explanation and discussion will be presented at the commission meeting.
14-2
01/23/1998 12:53 2486417013 OAK MGT ADDISON OAKS PAGE 02
ti
A � �. r
•w 1 r
• •�-+
January 23, 1998
Commissioners
Oakland County Parks and Recreation
Dear Ladies and Gentlemen;
As you know the renovation of Glen Oafs is nearly completed. And I am sure that the
Commission will be pleased with the results. During renovation, new ideas present themselves and
offer an opportunity to deliver a superior finished product. It is these new ideas that increased the
original projected cost. Oak Management was to contribute $200,000 toward the Glen Oaks
improvements) as of this time we have spent $300,000 and are expecting to exceed this amount.
Prior to the specified completion date of 4/01/97, Oak Management Corporation agreed
to spend $21,320.39 for cxrtain fixed improwments.. Because the actual completion dad not occur
until 6/1/97, Oak Management incurred substantial monetary losses due to customer cancellations
(see exhibit 1.). Also Oak Management found it necessary to give price concessions to those who
kept their functions at Glen Oaks during this extended construction period (see exhibit 2.).
Due to these additional expenses incurred by Oak Management, we request your
consideration for a reduction in the fixed improvement costs, of $21,320.39. Your attention to this
matter is greatly appreciated. I will be available after your 1/28/98 meeting to answer any of your
questions.
Since Iy,
t
George IL
Oak Management Corporation
Addison Oaks Conference Center — 693-8305
Blossom Heath Inn — 771-2300 • Tyrone Hills — 629-1631 • Oakland Room Cafeteria • Waterford Oaks Wave Pool
Glen Oaks — 626-2600 • Red Oaks Water Perk • White Lake Oaks -- 698-1233 • St. Clair Shores C.C. — 296-3740
Springfield Oaks Youth Activity Center • Waterford Oaks • Groveland Oaks • Springfield Oaks • Independence Oaks
The F►Idge • Compuware
01/23/1998 12:53 2486417013 OAK MGT ADDISON OAKS
EXHIBIT 2
PAGE 04
Glen Oaks
pis with GiveTawaW and Concessions
1997
April 11 - St Mary's
April12 , Valentine
April 13 - Thompson
April 15 - Providence Hospital
April 17 - Acciaioh
April 19 - Game
April 26 - Brown
May 10 (am) - Sanderson
May 10 (pm) - Andmon
May 11 - Spatter
May 13 (am) - Fmoiinpton J. C.'s
May 13 (pm) - Nomads Travel Group
May 15 (am) - Naco" Corporation
May 19 - Compuware Corporation
May 20 - Eton Corporation
May 21(am) - Farmington Neighbors
May 21(pm) - Bloomfield Hills School
May 25 - Eton
May 31 - Smb"k
01/23/1998 12:53 2486417013 OAK MGT ADDISON OAKS PAGE 03
EXHIBIT 1
CANCELLATIONS LASS
April 5 - Kamen ....... ....... ................... .............. $ 87000 — $101000
April 12 -Rwjmann ......--•.........................................$10,000 (250 person minimum)
May- Morley ........................................................$ 9,000
May 3 - Cupp .............................................. ............ $10,000
May 8 - Jewish Home for the Aged ..................... ....S 37500
May 9 - Bartley ........................................................ $ 8,000 - $9,000
Miy1ti - Cowell..... ----- .........................................$10 000
May 17 - Hibdon.................................... .................. $10,000 - $12,000
May18 - Blawk.......................................................S 7,000
May 24 -BkDopdd................................................. $12 000
May 28 - Bloomfield Hills Andover ............... ........$ 2,500
Total Canction Loss ..............................$92,500
ITEM #15
ADDISON OAKS
CAMPGROUND EXPANSION
Project Description:
This project was initiated because of a notification from the Michigan Department of Natural Resources
(DNR) to add additional restrooms. The DNR stated that the present restrooms are not sufficient due to
the primitive sites and the expansion of the group camping over the years which increased the present
facility. The original campground was constructed in the early 80's and now contains 50 modern sites,
42 primitive sites and 30 group sites. The expansion of this campground and the new entrance drive has
been identified in the adopted master plan and budgeted in the Capital Improvement Projects Budget
(CIP) for the past several years.
This project consists of the expansion of the existing campground ---adding 100 to 120 new sites, a new
shower/restroom/laundry facility, and a new entrance drive. The development will be similar to the
recent renovation of the campground at Groveland.
Request for Proposal (RFP):
Request for Proposals were received for the design, surveying, engineering and preparation of construc-
tion documents for bidding. The work includes a new entrance drive; 120 sites including electrical,
water, site amenities, etc.; a pedestrian trail to the beach area from the campgrounds; and site engineer-
ing for the restroom facility. The cost for construction layout and contract administration was also
included in the proposal.
The proposals received are as follows:
Name Engineering Fee Construction Lam Contract Admin.
Professional Engineering Assoc. $70,000 $24,000 $800 per wk
Troy
Kieft Engineering $74,835 $19,380 $21,000
Clarkston 300 man lus
Giffels-Webster Engineers $67,628 $20,102 $ 8,232
Troy 136 man hrs
Beckett & Raeder Inc. $62,100 $30,000 $17,000
Ann Arbor 3 stakings 300 man his
The proposals were reviewed and rated by five separate individuals. The evaluations were based on a
standard criterion that we have used to evaluate our RFP's for several years. The individuals all reached
the same conclusion, rating the firm of Beckett & Raeder Inc. the highest.
A recommendation and further information will be presented at the Commission meeting.
15-1
ITEM #16
EXECUTIVE OFFICER'S REPORT
---Recently the William and Myrtle Hess Foundations contributed $3,500 to the Parks
Commission, with the stipulation that $3,000 be used at Orion Oaks in support of park staff and
the Friends of Orion Oaks groups to develop the trail system at the park. Additionally, $500 was
designated for the purchase of a memorial bench at Orion Oaks. In 1995, the Hess Foundation
contributed $3,000 in support of the handicap -accessible fishing dock at Orion Oaks. A thank
you letter from Ernie Baker to the Hess Trust is attached for your review.
---Oakland County Parks has received an award from the Multiple Sclerosis Society for our role
as the host site for the Fall Breakaway Bike Ride, which was held at Addison Oaks in
September.
---Oakland County Parks has received a $2,500 grant from Play Tennis American for
promotional activiites for the 1998 summer tennis program.
---The new transit bus will be at Waterford Oaks for the commissioners to see. This bus, which
is part of the Mobile Recreation Program, was purchased as part of the 1998 Operating
Equipment Budget.
---Two staff members will be honored at the Michigan Recreation and Park Association's
Annual Conference to be held in Detroit. Sandy Dorey, Recreation Supervisor, will receive the
Program Leadership Award, and Jim Dunleavy, Recreation Supervisor, will receive the Young
Professional's Award; the awards ceremony will be held on February 3.
Oakland County Parks will also be receiving MRPA's Design Award for innovative maintenance
and design of the new features at Waterford Oaks Waterpark, plus the Oakland County
Sportfishing Association will be honored for their efforts at Orion Oaks County Park with a
Community Service Award.
---Attached is a copy of the report on the 1997 cooperative publicity program. As you can see,
we participated with recreation programs in 20 communities, reaching 443,000 households
around the county at a cost of just over $3,8100.
---Congratulations to Commissioner Rich Kuhn and his wife Kristine on the birth of their
daughter, Anna Marie, on January 14.
---Mark your calendars for the annual recognition banquet, which is scheduled to be held on
Friday, March 13, at the Waterford Oaks Activities Center. Invitations and more information will
follow.
16-1
Ernest W. Baker
Executive Vice President
Manager, General Accounts
January 21, 1998
Ms. Kristin L. Christ
Assistant Vice President
William G. and Myrtle E. Hess Charitable Trust
NBD Bank, N.A. Trust Division
1116 W. Long Lake Road
Bloomfield Hills, MI 48302
Dear Ms. Christ:
The $3,500 check recently contributed for the development of Orion Oaks Park
by the William G. and Myrtle E. Hess Charitable Trust was greatly appreciated.
Part of the contribution will be used as designated for a memorial bench for
William G. and Myrtle E. Hess which is truly appropriate because of the
wonderful support that their foundation has provided for the development of this
recreational facility.
There are a great number of volunteers eager to work cleaning, maintaining and
developing the Orion Oaks Park but funds are critical to buy materials, seedlings,
etc. in order for- them to be able to work and improve the park.
Margie Pollock, who heads the Ameritec Telephone Pioneers, recently prepared
the enclosed report describing what has been achieved by volunteers. A copy of
her report is enclosed for your review because without the support of companies
and foundations this would never have been accomplished.
Thank you! Thank you! Thank you!
S;;;,
. Baker
EWB:Ial
A Division of the BBDO Worldwide Network
16-2
Community
# Brochures
cost
Berkley
7,500
$275
Birmingham
30,000
$500
Brand/Grov/Orton
8,000
$250
Clawson
6,000
$150
Farmington Hills
44,000
$525
Farmington YMCA
55,000
$550
Ferndale
10,000
Trade
Hazel Park
12,000
Trade
Huntington Woods
3,000
$190
Independence Twp
17,000
Trade
Lake Orion
17,000
Trade
Northville
18,000
$250
Novi
21,000
Trade
RARA
35,000
$338
Rochester Hills
3000
Trade
Royal Oak
30,000
$250
Southfield
425000
$250
Springfield Twp
6,000
Trade
Troy
33,500
$285
TOTALS:
20 Communities
443,000 Households
$3,813
Previous Year Summaries
1996 20 communities 302,000 brochures $5,074.63 total
1995 19 communities 307,502 brochures $4,904 total
1994 20 communities 373,400 brochures $3,868 total
16-3