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Home My WebLink AboutAgendas/Packets - 2001.11.07 - 40064Pecky D. Lewis, Jr. Chairman Richard Skarritt Vice Chairman Richard D. Kuhn, Jr. Secretary Fred Korzon Thomas A. Law John R McCulloch Ruel E. McPherson Shelley G. Taub •id VanderVeen d V. Vogt Ralph Richard Executive Officer 2800 Watkins Lake Road • Wateiiord, Michigan 48328-1917 248-858-0906 • Fax248-858-1683 • TTY248-858-1684 • 1-888-OCPARKS www.co.oal<land.mi.us WE /M I D ►'_�► November 2, 2001 Oakland County Parks And Recreation Commission Oakland County, Michigan Commissioners: A meeting has been called of the Parks and Recreation Commission as follows: PLACE .......................... Parks and Recreation Office 2800 Watkins Lake Rd Waterford, MI 48328 TIME ............................Wednesday, November 7, 2001 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. Next Meetings: Wednesday, December 5, 2001 Wednesday, January 9, 2002 Sincerely, 2 Ralph Richard Executive Officer Parks and Recreation 0 1 D:\$Dat \My documents\COMMISSN\agendaltr.doc ur mission is to provide recreational, leisure and learning experiences that enhance quality of life. Oakland County Parks a tecreation Commission 2800 Watkins Lake Rd REVISED Waterford, MI 48328 REVISED **AGENDA** November 7, 2001 Action Required Presenter/Phone # 1. Call Meeting to Order 9:00 a.m. 2. Roll Call 3. Public Comments 4. Commission Meeting Minutes for October 10, 2001 Approval K. Kohn / 858-4606 4a. Special Commission Meeting Minutes for October 15, 2001. Approval " 5. Interdepartmental Payment Register Approval Payment Register it 6. Activity Report for September, 2001. Approval 7. Award Presentation Infonnational S. Wells / 858-4634 12. Department Legal Support Informational J. Cunningham 8. Lease Agreement — Red Oaks Waterpark Approval J. Ross 9. Bid Items: Aerial Photography and Topographic Survey - Approval Z. Gregory / 858-4624 - Lyon Oaks and Springfield Oaks Stacking Multi -purpose Chairs - Springfield Oaks Approval M. Thibodeau / 858-4630 Nature Center Roofing Approval J. Kipke / 858-4605 10. Revised 2002 Capital Improvement Projects Informational R. Richard / 858-0909 11. Huron Valley Trail Request Approval R. Richard / 858-0909 D. Stencil / 858-4944 13. Master Plan Update — Springfield Oaks Activities Center Approval J. Figa / 858-4620 Z. Gregory / 858-4624 14. EXECUTIVE SESSION 15, Executive Officer's Report Infonnational R. Richard / 858-0909 16. Old Business 17. New Business 18. Adjourn *The REVISED items have been hi -lighted except for the EXECUTIVE SESSION Oakland County Parks an creation Commission 2800 Watkins, sake Rd Waterford, MI 48328 **AGENDA** November 7, 2001 Action Required Presenter/Phone # 1. Call Meeting to Order 9:00 a.m. 2. Roll Call 3. Public Comments 4. Commission Meeting Minutes for October 10, 2001 Approval K. Kohn / 858-4606 4a. Special Commission Meeting Minutes for October 15, 2001. Approval It 5. Interdepartmental Payment Register Approval Payment Register it 6. Activity Report for September, 2001. Approval 7. Award Presentation Informational S. Wells / 858-4634 8. Lease Agreement — Red Oaks Waterpark Approval J. Figa / 858-4620 9. Bid Items: Aerial Photography and Topographic Survey - Approval Z. Gregory / 858-4624 - Lyon Oaks and Springfield Oaks Stacking Multi -purpose Chairs - Springfield Oaks Approval M. Thibodeau / 858-4630 10. Revised 2002 Capital Improvement Projects Informational R. Richard / 858-0909 11. Huron Valley Trail Request Approval R. Richard / 858-0909 D. Stencil / 858-4944 12. Department Legal Support Informational R. Richard 13. Master Plan Update — Springfield Oaks Activities Center Approval J. Figa / 858-4620 Z. Gregory / 858-4624 14. EXECUTIVE SESSION 15. Executive Officer's Report Informational R. Richard / 858-0909 16. Old Business 17. New Business 18. Adjourn OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING October 10, 2001 Chairman Pecky Lewis called the meeting to order at 9:12 a.m. in the commission room of the administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Secretary Richard D. Kuhn, Jr., Fred Korzon, John McCulloch, Shelley Taub, J. David VanderVeen, Richard V. Vogt COMMISSION MEMBERS ABSENT: Thomas Law, Ruel E. McPherson ALSO PRESENT: Parks and Recreation Oakland County Corporation Counsel Oakland County Purchasing Oakland County Planning and Development Oakland County Facilities Management Oakland County Support Services Grand Sakwa Properties PUBLIC COMMENTS: Ralph Richard, Executive Officer Frank Trionfi, Administrator —Administration Daniel Stencil, Administrator — Park Operations Jon J. Kipke, Assistant Administrator Mike Thibodeau, Chief of Golf Joseph Figa, Chief of Design and Development Janet Pung, Public Communications Officer Sheila Cox, Accountant IV Zayn Gregory, Architectural Engineer I Judy Cunningham, Corporation Counsel John Ross, Assistant Corporation Counsel Holly Cusatis, Buyer Mike Kreza, Buyer Larry Falardeau, Principal Planner/Landscape Architect Nina Misuraca Jim Keglovitz, Associate Planner Mike Hughson, Property Management Specialist Todd Birkle, Administrator William Eisenberg There were no questions asked by, or comments received from, the public. APPROVAL OF MINUTES: Moved by Mr. Kuhn, supported by Mrs. Taub to approve the minutes of the meeting of September 19, 2001, as written. AYES: Korzon, Kuhn, Lewis, McCulloch, Skarritt, Taub, VanderVeen, Vogt (8) NAYS: (0) Motion carried on a voice vote. ACTIVITIES REPORT: The Activities Report for the month of August, 2001 was accepted as filed. 4-1 (Commission Meeting, October 10, 2001) CLAIRVIEW ROAD RIGHT-OF-WAY — GLEN OAKS: Corporation Counsel notified staff that the Oakland County Board of Commissioners has adopted a resolution outlining procedures to be taken for roads being abandoned and conveyances of road rights -of - way. Mr. Hughson recommended the Parks begin procedures on the Clairview Road abandonment according to those procedures by contacting the city of Farmington Hills and letting them know the Parks Commission is interested in having the ownership of the road right-of-way parcel conveyed to them. Moved by Mr. McCulloch, supported by Mr. VanderVeen to authorize staff to notify the city of Farmington Hills to inform them the Oakland County Parks and Recreation Commission is interested in having the ownership of the Clairview Road right-of-way conveyed to the county once the road abandonment is finalized. AYES: Korzon, Kuhn, Lewis, McCulloch, Skarritt, Taub, VanderVeen, Vogt (8) NAYS: (0) Motion carried on a voice vote. CORPORATION COUNSEL LEGAL OPINION: In response to a request from Parks Commission Chairman Lewis, Corporation Counsel Judy Cunningham provided a written opinion on the question of whether or not the Parks Commission would be precluded from retaining outside counsel. She stated that the statute that created the parks and recreation commission created an agency relationship; therefore, as an agent of the county, the Parks Commission would be precluded from retaining outside counsel without the express consent of the Oakland County Board of Commissioners. WATER FEATURE EXPANSION CONTRACT — RED OAKS WATERPARK: Details on the proposed contract have been worked out between Oakland County Corporation Counsel and the attorney for Aquatic Development. Risk Management has also reviewed the contract. Chief of Design and Development Joe Figa reiterated that the contract amount is $3.145 million, plus $155,000 for contingency, for a total budgeted amount of $3.3 million. Mr. Figa noted that engineering and demolition fees are higher than anticipated and are expected to use the entire contingency. The parking lot must also be resurfaced, at an estimated cost of $250,000. Commission concurred with Mr. Figa's request to have the parking lot be brought back for approval separately from the waterpark project and budget. Moved by Mr. Korzon, supported by Mr. VanderVeen to approve the contract for the design -build construction of the proposed water feature expansion at the Red Oaks Waterpark to Aquatic Development Group, Inc. in the amount of $3.135 million, plus a contingency of $155,000, for a total budgeted amount of $3.3 million. A problem with one of the county's department -shared computer drives affected staffs ability to have the prepared contract to the commissioners before this meeting. Although acknowledging further delay will affect the completion date of the project, because of the delay in receiving the contract, commissioners requested additional time to review it. 4-2 (Commission Meeting, October 10, 2001) Motion withdrawn. Commissioners requested staff schedule a special meeting within the next week, if possible, to approve the contract. Commissioners concurred that, if the contractor is unable to still meet the completion deadline, the project will be postponed for a year. Discussion followed on the procedures followed in providing standard details on contracts to the Commission. Staff was directed to meet with Corporation Counsel and bring back a recommended policy for procedures to follow for future contracts. CAMPGROUND EXPANSION—ADDISON OAKS: Chief of Design and Development Joe Figa reviewed the proposed campground expansion project at Addison Oaks, indicating deductions from the original scope of the project to reduce the cost without jeopardizing the intent. The proposed project now includes 92 additional modern campsites, modification and rerouting of the access roads, expansion of the sanitary lagoon system, a new shower/restroom facility, and improvements to the existing day use parking area. Staff requested Commission approval of the contract with the low bidder, WCI Contractors, Inc. for the proposed campground expansion project at Addison Oaks in the amount of $2,362,000, plus a contingency of $93,000, for a total budgeted amount of $2,455,000. Discussion followed on the projected income for group camping, plus possible funds available in the contingency after the close of the 2001 fiscal year. Moved by Mr. McCulloch, supported by Mr. Vogt to approve the contract for the campground expansion project at Addison Oaks to the low bidder, WCI Contractors, Inc. in the amount of $2,362,000, plus add the south entry road for $36,500 and the group camping for $188,000, for a new contract total of $2,586,500. A contingency in the amount of $113,500 was also approved, for a total budgeted amount of $2,700.000. Funds above the $1,335,000 designated in the Capital Improvement Projects Budget will be transferred from the Operating Budget Contingency. AYES: Law, Lewis, McCulloch, McPherson, Taub, VanderVeen, Vogt (7) NAYS: (0) Motion carried on a voice vote. OAKLAND COUNTY GIS PARKLAND ACQUISITION COMPUTER MODEL: Oakland County Planning and Parks staff presented the Planning Department's Geographic Information System (GIS) computer program, reviewing its potential as a model to analyze parcels of land for possible parkland acquisition. HURON VALLEY TRAIL DEVELOPMENT: Oakland County Planner Larry Falardeau presented a visual presentation, updating the Commission on the progress of the Huron Valley Trail. The Western Oakland County Trailway Council has contacted staff, requesting Commission's consideration to commit funding towards the project. Total project cost for the 1.25-mile segment is $163,000; the Commission's portion would be $92,000 for the mile -long segment abutting Lyon Oaks along Pontiac Trail. 4-3 (Commission Meeting, October 10, 2001) There is $50,000 currently budgeted in the CIP Budget for this project. Commission requested staff review the budget, then present a recommendation at the November 7 meeting. Executive Officer Richard reported on discussions between Oakland County Planning, the Parks, and the different trail councils for a countywide trails assessment study. Oakland County Planning has agreed to commit funding to hire a consultant to do this study, if the Parks Commission and the county administration would also commit to it. Moved by Mr. VanderVeen, supported by Mr. McCulloch to approve the expenditure of $10,000 towards the cost of a countywide trails assessment study, contingent upon Oakland County Planning and the county administration contributing an equal share of funding towards the cost of the study. Funds for this expenditure will come from the Lyon Oaks trail project in the Capital Improvement Projects Budget. AYES: Law, Lewis, McCulloch, McPherson, Taub, VanderVeen, Vogt (7) NAYS: (0) Motion carried on a voice vote. As per the information filed in the agenda, the following bids were awarded as recommended by staff and Oakland County Purchasing: Moved by Mr. McCulloch, supported by Mr. Vogt to award the bid for the purchase of 100 park grade trees for Lyon Oaks to Discount Tree Sales in the amount of $14,380.00. AYES: Law, Lewis, McCulloch, McPherson, VanderVeen, Vogt (6) NAYS: (0) Motion carried on a voice vote. Moved by Mr. VanderVeen, supported by Mr. Skarritt to award the bid for the purchase of a Lanier 5470 copier for the administration office to the low bidder, Lanier Worldwide, Inc. in the amount of $20,404.00. AYES: Law, Lewis, McCulloch, McPherson, VanderVeen, Vogt (6) NAYS: (0) Motion carried on a voice vote. Moved by Mr. McCulloch, supported by Mr. Kuhn to award the contract for the staining of the exterior of the administration office and light poles to the second low bidder, LC United Painting, in the amount of $11,900.00. AYES: Law, Lewis, McCulloch, McPherson, VanderVeen, Vogt (6) NAYS: (0) Motion carried on a voice vote. 4-4 (Commission Meeting, October 10, 2001) PARKS POLICY — GOLF COURSE WALKERS: Staff reported that a request has been made for Commission consideration to change the current policy against golf course walkers to allow walkers with the high school leagues. After discussion including safety and play disruption issues, Commission reaffirmed the current policy to not allow walkers on the golf courses. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's Report filed in the agenda, the following was noted: ---The majority of homeowners along Greening Road who responded to staff's survey about the driving range fence have voted against the idea. Staff will continue to work with the Mann's on ideas for what we can do to alleviate the golf ball problem at their home. ---Staff has been notified that the Commission has been awarded a grant for the organizational camping at Independence Oaks. The meeting was adjourned at 11:31 a.m. The next Commission meeting will be 9:00 a.m. on Wednesday, November 7. G� Richard Kuhn, Jr., Secretary Karen S. Kohn CPS, Recording Secretary 4-5 OAKLAND COUNTY PARKS AND RECREATION COMMISSION SPECIAL MEETING October 15, 2001 Chairman Pecky Lewis called the special meeting to order at 9:17 a.m. in the commission room of the administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Thomas Law, Ruel E. McPherson, J. David VanderVeen, Richard V. Vogt COMMISSION MEMBERS ABSENT: Secretary Richard D. Kuhn, Jr., Fred Korzon, John McCulloch, Shelley Taub ALSO PRESENT: Parks and Recreation Ralph Richard, Executive Officer Joseph Figa, Chief of Design and Development Oakland County Corporation Counsel Mike Blaszczak, Assistant Corporation Counsel John Ross, Assistant Corporation Counsel Oakland County Drain Commission Joe Colaianne The purpose of the special meeting was to approve the contract for the design -build construction of the expansion project at the Red Oaks Waterpark. Several points on the contract were discussed, including environmental testing, additional soil borings on the site, product warranties, additional services not specifically covered under the contract, plus the problem of no operating agreement in place as yet between Parks and Recreation and the Drain Commission for the property on which the expansion will occur. Moved by Mr. VanderVeen, supported by Mr. Law to approve the contract for the design -build construction of the proposed water feature expansion at the Red Oaks Waterpark to Aquatic Development Group, Inc. in the amount of $3.145 million, plus a contingency of $155,000, for a total budgeted amount of $3.3 million. This contract is contingent upon agreement with Aquatic Development Group to add the phrase, "whichever is greater" to the length of the product warranties, plus approval of an operating agreement between the Oakland County Drain Commission and the Oakland County Board of Commissioners, on behalf of the Oakland County Parks and Recreation Commission, for the property on which the expansion will occur. AYES: Law, Lewis, McPherson, Skarritt, VanderVeen, Vogt (6) NAYS: (0) Motion carried on a voice vote. 4a-1 (Commission Special Meeting, October 15, 2001) Staff will work with the Oakland County Drain Commission attorney to work out an operating agreement for the use of the property for thewaterpark. If approved by the Parks Chairman and the Executive Officer, the Commission concurred to authorize the Executive Officer to sign. The two points that must be negotiated are: who will be responsible for any environmental concerns; and, in the event of any future drain projects, who will be responsible to pay restoration costs. Staff also noted that, because of the delay occurring while the operating agreement is drafted and approved, the contractor may not be able to keep to the completion date of June 20, 2002. Commission concurred that, if the contractor is unable to honor that completion date, the project will be postponed for a year. The meeting was adjourned at 10:25 a.m. The next Commission meeting will be 9:00 a.m. on Wednesday, November 7. Richard D. Kuhn, Jr., Secretary Karen Kohn CPS, Recording Secretary 4a-2 OAKLAND COUNTY PARKS AND RECREATION COMMISSION PAYMENT APPROVAL SUMMARY FOR MEETING OF: November 7, 2001 INTERDEPARTMENTAL PAYMENT REGISTER: August (FM 11) September (FM 12) PAYMENT REGISTER: 1,085,476.32 1,135, 830.08 Voucher Report Period, September (FM 12, FY 2001)* 538,494.15 C.I.P. (408) Voucher Report Period, September (FM 12, FY 2001)* 253,824.46 TOTAL 3,013,625.01 `BACKUP INFORMATION IS AVAILABLE FOR REVIEW. INFORMATION PURPOSES ONLY: LYON OAKS BUILDING AUTHORITY BOND, FUND 407, UNDER DEPARTMENT 14 (F.M.&O.) AS OF 7114100: VOUCHER REPORT PERIOD, SEPTEMBER (FM 12, FY 2001)* $343,819.20 5-1 Oakland County Parks and Recreation Commission Interdepartmental Payment Register For the month of August, 2001 Source Department/Fund Purpose Amount 12/IN201283 O.C. Materials Management Fund Accts Rec.-Admin. $578.00) 12/IN201295 O.C. Materials Management Fund Misc., housekeeping & office supply charges for August 2001-Admin. & Rec. Admin. 110.86 12/IN201317 O.C. Motor Pool Fund Accts. Rec.-Admin.;Car/truck lease, maintenance, insurance & gasoline charges for July 2001-Admin. Rec. Admin., Tech. Sup., Add., Grove., Indep., Wh. Lk., Glen Oaks, Red Oaks, Spring., R.O.W.Park, SAC, Water., Mob. Rec., Nat. Cntr. &Lon 25,223.82 12/IN201322 O.C. Printing, Mailing & Copier Fund Printing charges for August 2001-Admin., Rec. Admin. Add., Orion, Indep., W.O.W.Park, Mob. Rec. & Nat. Cntr. 895.93 12/IN201322 O.C. Printing, Mailing & Copier Fund Postage charges for August 2001-Admin. 1,170.85 12/IN201325 O.C. Liability Insurance Fund Liability Insurance charges for 2001-Lyon Oaks 2,016.00 12/IN201331 O.C. Motor Pool Fund Accts. Rec.-Admin.;Car/truck lease, maintenance, insurance & gasoline charges for August 2001-Admin. Rec. Admin., Tech. Sup., Add., Grove., Indep., Wh. Lk., Glen Oaks, Red Oaks, Spring., R.O.W.Park, SAC, Water., Mob. Rec., Nat. Cntr. &Lon 32,955.95 18/CI013504 O.C. Telephone Communications Fund Telephone charges for August 2001-Admin., Rec. Admin, Tech. Sup., Add., Grove., Indep., Wh. Lk., Glen Oaks, Red Oaks, Spring., R.O.W.Park, SAC, Water., Mob. Rec., Nat. Cntr. &Lon 15,266.78 18/IN201290 O.C. Radio Communications Fund Radio lease, maintenance & communication charges for August 2001-Admin., Tech. Sup., Add., Grove., Indep., Wh. Lk., Glen Oaks, Spring. & Nat. Cntr. 3,658.99 43/IN201330 O.C. General Fund Security expense charges for 7/14101 thru 8/24/01-Add., Grove., Orion, Indep., Wh. Lk., Glen Oaks, Spring., R.O.W.Park, SAC, Water. & W.O.W.Park 69,922.67 61/IN201263 O.C. Drain Commission Fund Water & Sewer Exp., 4/18/01 thru 7/20/01-Glen Oaks 2,365.18 61/IN201284 O.C. Drain Commission Fund Water & Sewer Exp., 8/1/01 thru 8/31/01-Add. & Add. Conf. Cntr. 997.25 81/PR011009, 11010 & 11011 O.C. Payroll Fund Payroll charges for pay period ending 8/10/01-AII Parks 419,921.06 81/PR011116 & 11117 O.C. Payroll Fund Payroll charges for pay period ending 8124/01-AII Parks 340,759.86 81/FB425025, 026, 027 & 028 O.C. Fringe Benefits Fund Fringe Benefit charges for pay period ending 8/10101-AII Parks 88,957.48 81/FB425316, 317, 318 & 319 O.C. Fringe Benefits Fund Fringe Benefit charges for pay period ending 8/24/01-AII Parks 81,831.64 TOTAL FOR INTERDEPARTMENTAL PAYMENT REGISTER $1,085,476.32 Oakland County Parks and Recreation Commission Interdepartmental Payment Register For the month of September, 2001 Source Department/Fund Purpose Amount 12/IN201184 O.C. Liability Insurance Fund Liability Insurance charges for April, May & June 2001-Tech. Sup., Add., Add. Conf. Cntr., Grove., Indep., Orion, Wh. Lk., Glen Oaks, Red Oaks, R.O.D.Ran e, Spring., R.O.W.Park, SAC, Water., W.O.W.Park, Tennis Complex, Mob. Rec., BMX, Tob. Complex &Lon $25,660.50 12/IN201332 O.C. Liability Insurance Fund Hep. B/DOT Testing charges for September 2001-Rec. Admin. & W.O.W.Park 64.47 12/IN201351 O.C. Liability Insurance Fund Liability Insurance charges for July, August & September 2001-Tech. Sup., Add., Add. Conf. Cntr., Grove., Indep., Orion, Wh. Lk., Glen Oaks, Red Oaks, R.O.D.Ran e, Spring., R.O.W.Park, SAC, Water., W.O.W.Park, Tennis Complex, Mob. Rec., BMX, Tob. Complex &Lon 25,660.50 12/IN201379 O.C. Office Equipment Fund Equipment rental charges for July, August & September 2001-Rec. Admin. 52.50 12/IN201380 O.C. Materials Management Fund Misc., housekeeping & office supply charges for September 2001-Admin. &Lon 127.39 12/I1\1201382 O.C. Liability Insurance Fund Hep. B/DOT Testing charges for September 2001-All Parks 30,47 12/IN201394 O.C. Printing, Mailing & Copier Fund Copier charges for July, August & September 2001-Admin., Add., Grove., Indep., Glen Oaks, Spring. & Water. 3,706.37 12/IN201395 O.C. Motor Pool Fund Accts. Rec.-Ad min.; Car/truck lease, maintenance, insurance & gasoline charges for September 2001-Admin. Rec. Admin, Tech. Sup., Add., Grove., Indep., Wh. Lk., Glen Oaks, Red Oaks, Spring., R.O.W.Park, SAC, Water., Mob. Rec., Nat. Cntr. &Lon 39,144.57 12/IN201412 O.C. Printing, Mailing & Copier Fund Printing charges for September 2001-Admin., Rec. Admin. Add., Grove., Orion, Indep., Glen Oaks, W.O.W.Park, Nat. Cntr. & Rose 3,366.56 12/IN201412 O.C. Printing, Mailing & Copier Fund Postage charges for September 2001-Admin. 2,555.87 12/IN201423 O.C. Indirect Costs Indirect cost charges for 2001-Admin. 89,678.00 12/JV212445 O.C. Motor Pool Fund Rebilling of car/truck lease charges for the month of March 2001-Mob. Rec. 370.00 12/JV213382 O.C. Motor Pool Fund Annual adjustment for vehicle overcharges in 2001-Admin., Rec. Admin., Tech. Sup., Add., Grove., Indep., Red Oaks, SAC, Water. & Mob. Rec. 17,363.85 14/IN201407 O.C. Facilities & Operations Fund Rebilling for alarm repairs & misc. for July, August & September 2001-Admin., Rec. Admin., Tech. Sup., SAC, Water. & W.O.W.Park 1,179.47 18/CI013904 O.C. Telephone Communications Fund Telephone charges for September 2001-Admin., Rec. Admin, Tech. Sup., Add., Grove., Indep., Wh. Lk., Glen Oaks, Red Oaks, Spring., R.O.W.Park, SAC, Water., Mob. Rec. & Nat. Cntr. 8,902.76 18/IN201368 O.C. Information Technology Fund Development & o eration charges for July, August & September 2001-Admin., Rec. Admin., Tech. Sup., Add., Grove., Indep., Wh. Lk., Glen Oaks, Spring., Water. & Nat. Cntr. 63,153.04 Oakland County Parks and Recreation Commission Interdepartmental Payment Register For the month of September, 2001 Source Department/Fund Purpose Amount 18/IN201373 O.C. Radio Communications Fund Radio lease, maintenance & communication charges for September 2001-Admin., Tech. Sup., Add., Grove., Indep., Wh. Lk., Glen Oaks, Spring. & Nat. Cntr. 3,176.57 43/IN201425 O.C. General Fund Security expense charges for 8/25/01 thru 9/21/01-Add., Grove., Orion, Inde ., Wh. Lk., Glen Oaks, Spring., R.O.W.Park, SAC, Water., W.O.W.Park &Lon 39,330.09 61/IN201354 O.C. Drain Commission Fund Water & Sewer Exp., 9/1/01 thru 9/30/01-Add. & Add. Conf. Cntr. 1,037.14 81/PR011226, 11227 & 11228 O.C. Payroll Fund Payroll charges for pay period ending 9/7/01-All Parks 286,298.46 81/PR011332, 11333 & 11334 O.C. Payroll Fund Payroll charges for pay period ending 9/21/01-AII Parks 245,463.24 81/PR011421 & 11422 O.C. Payroll Fund Payroll charges for pay period ending 9/22/01 thru 9/30/01-AII Parks 124,590.58 81/FB425596, 597, 598 & 599 O.C. Fringe Benefits Fund Fringe Benefit charges for pay period ending 9/7/01-AII Parks 77,194.15 81/FB425877, 878, 880 & 883 O.C. Fringe Benefits Fund Frin e Benefit charges for pay period ending 9/21/01-AII Parks i 72,621.60 81/FB426097, 098, 099 & 100 O.C. Fringe Benefits Fund Fringe Benefit charges for pay period ending 9/22/01 thru 9/30101-AII Parks 39,829.63 TOTAL FOR INTERDEPARTMENTAL PAYMENT REGISTER $1,135,830.08 SEPTEMBER, 2001 fAKL.AND DAY USE PARKS *Not included in totals PARTICIPANTS (MONTH) PARTICIPANTS (YTD) 2000 2001 2000 2001 ADDISON OAKS PARK Campers Day Use Day Campers 6960 9620 50605 54139 6432 3378 46029 45109 0 0 0 0 *ADDISON OAKS CONFERENCE CENTER 4531 4007 415951 38382 GROVELAND OAKS PARK Campers Day Use Day Campers 8324 10612 126468 142075 571 1187 35913 52238 0 0 289 2040 INDEPENDENCE OAKS PARK Day Use Overnight Group Campers 24012 32128 284889 281018 64 100 406 972 LYON OAKS PARK 0 0 0 24 ORION OAKS PARK 2456 2824 27271 31412 ROSE OAKS PARK 0 0 0 0 WATERFORD OAKS WATERPARK 4194 3009 73717 93491 RED OAKS WATERPARK 0 600 43445 72468 RED OAKS GOLF DOME & SV 5158 01 893931 30551 TOTALS 58171 63458 778425 805537 GOLF COURSES PARTICIPANTS (MONTH) PARTICIPANTS (YTD) 2000 2001 2000 2001 GLEN OAKS Rounds Played - 9 Holes Rounds Played - 18 Holes *Banquet Facilities 6215 4494 49841 48345 1888 2314 15414 15949 4445 3472 43671 41594 LYON OAKS Rounds Played - 9 Holes Rounds Played - 18 Holes *Banquet Facilities 0 0 0 0 0 0 0 0 0 0 0 0 RED OAKS Rounds Played 4093 0 38905 3101 SPRINGFIELD OAKS Rounds Played - 9 Holes Rounds Played - 18 Holes *Activities Center 1183 2562 21796 27475 2896 2867 24461 20038 13913 9968 118041 114880 10/9/2001 61 of 2 WHITE LAKE OAKS Rounds Played - 9 Holes Rounds Played - 18 Holes *Banquet Facilities 9240 4036 51441 41726 2604 2191 17796 14645 900 1295 5420 6776 TOTALS 28119 18464 219654 171279 RECREATIONAL PARTICIPANTS (MONTH) PARTICIPANTS (YTD) 2000 2001 200 22001 MOBILE RECREATION Bouncer Bus Climbing Wall Dunk Tank Inline Skate Mobile Orbotron Puppet Show Mobile Skate Mobile Sport Mobile Teen Mobile Traveling Music Show Miscellaneous 2690 3485 36310 33415 1530 990 30555 28530 500 800 5000 5400 2330 1864 26329 26562 360 407 9503 8332 1050 1350 9150 9000 510 1360 18330 16150 0 29 50 193 334 0 10855 7514 1374 1374 27938 27251 0 0 600 360 0 0 7920 7320 1500 1950 7342 11953 WATERFORD OAKS Activity Center Tennis Complex BMX Fridge/Lookout Lodge 2051 1309 20018 14860 196 280 2058 6673 2929 768 25516 20365 1330 1190 30475 28133 ENVIRONMENTAL PROGRAM Nature Center Outreach *Nature Trail Usage 2502 2741 36690 37463 461 50 13614 8590 5272 8289 76874 78575 THERAPEUTIC/SENIOR EVENTS 110 307 11130 12235 TOTALS 21757 20254 329383 310299 COMBINED• PARTICIPANTS (MONTH) PARTICIPANTS (YTD) 2000 2001 2000 2001 GOLF COURSES 28119 18464 219654 171279 RECREATIONAL AND SPECIAL EVENTS 35670 30222 447424 425179 DAY USE PARKS 58171 63458 778425 805537 BANQUET FACILITIES 9876 87741 90686 86752 GRAND TOTALS 131836 120918 1536189 1488747 Therapeutic/Senior Event Breakdown T.G.I.F. - 65, Senior Volleyball - 9; Senior Softball - 24; Sportstacular - 120; Fitness Forum - 25; Billards - 20; Inclusive Golf - 44; 10/9/2001 6-2of2 ITEM #1 PRESENTy o AW pRD 7-1 ITEM #8 LEASE AGREEMENT RED OAKS WATERPARK As of November 1, Corporation Counsel and Drain staff have been working to tweak the first draft of the agreement between Oakland County Parks and the George W. Kuhn Drainage District for the use of the property for the expansion of the Red Oaks Waterpark. The main points of the agreement are: • A 50-year lease with option to renew • Future restoration costs would be shared equally The attorneys have the environmental assessment phase I, which was done in conjunction with the George W. Kuhn Drain Expansion Project, and are reviewing it. We anticipate having a final product by Wednesday. If we have it sooner, we will fax it as soon as it becomes available to us. We apologize for any inconvenience this delay causes and will be available to answer questions you may have. 8-1 ITEM #9 BID ITEMS: AERIAL PHOTOGRAPHY AND TOPOGRAPHIC SURVEY • STACKING MULTI -PURPOSE CHAIRS 9-1 AERIAL PHOTOGRAPHY AND TOPOGRAPHIC SURVEY LYON OAKS AND SPRINGFIELD OAKS A request for bids was sent out for aerial photography work at Lyon Oaks and Springfield Oaks. Both parks will have high resolution glossy photographs taken at 1 "=200' scale. Both parks will also have the photographs digitized and delivered in a format that is usable in the GIS computer mapping system. In addition, Springfield Oaks will also have a topographic survey generated from the aerial images. That will be conducted at an accuracy of 1 "=40' with 1' contours. The topographic survey is necessary in order to properly engineer improvements needed at the Springfield Oaks fairgrounds, including parking and drainage problems. The previous topographic survey is several decades old, and no longer accurately reflects conditions at the park. The digital orthophotography of Lyon Oaks is intended to provide us with an "as - built" image of the park and golf course. This information can be analyzed using GIS to provide quantitative information about the park, including acreage of fairways, miles of cart path, etc. it will be a useful tool for future management of the golf course. The bid response was as follows: Air Land Surveys $19,932 Flint, MI Advanced Mapping Technologies $15,925 Port Huron, MI Abrams Aerial Survey Corp. $20,888 Lansing, MI GRW Aerial Surveys $24,034 Lexington, KY Staff recommends Commission approval of the contract to the low bidder, Advanced Mapping Technologies, with a 5% contingency of $796, for a total budgeted amount of $16,721. Funds for this contract are budgeted in Design and Development's Design Fee budget line item. 9-2 MULTI -PURPOSE STACKING CHAIRS SPRINGFIELD OAKS ACTIVITIES CENTER We have received from Purchasing the following bids for the purchase of 500 multi- purpose stacking chairs: Company Price Total Virco, Inc. $34/ea $17,000. Conway, AR Thom Office Plus $56/ea $28,000 Auburn Hills, MI Steel Equipment $50.35/ea $25,175 Pontiac, MI University Business Int $53.06/ea $26,530 Farmington Hills, MI Team Office Interios $43/ea $21.500 These 500 chairs will replace 30-year old similar chairs that are beginning to fail and are in poor condition. Staff recommends you award the bid to the low bidder, Virco, Inc. in the amount of $17,000. Funds for this expenditure will come from the Building Maintenance line item budget. 9-3 0 H9 9000-18 and 9600-18 Plastic Colors; 9100 Plastic Colors with Complementary Fabric (hmme with - Red Yellow (9100 is not offered in Red or Yellow.) Navy Blue Burgundy Teal Gunmetal 9 _ 4 Mocha Brown Black 33 Roof Work - Independence Oaks Nature Center Bids have been received for the roof repairs at the Independence Oaks Nature Center. The scope of the work includes removal, repairs, and replacement of the existing shingled and rubber roof areas. The following bids were received: G.A.Frisch Troy, MI $25,050.00 Newton & Crane Pontiac $29,700.00 LDS Contractors Keego Harbor $31,000.00 Staff is recommending that the bid be awarded to the low bidder G. A. Frisch for the bib amount of $25,050.00 with a contingency of $3,750 for repair on an "as needed" time and material basis ($2.25 per square foot including labor and materials) for a total amount of $28,800.00. Funds for this roof repair have been budgeted in the Nature Center 2002 Building Maintenance budget line item. ITEM #10 REVISED 2002 CAPITAL IMPROVEMENT PROJECTS Attached is a report regarding the funding of the Commission -approved projects at the last meeting; the campground renovation project at Addison Oaks and the Red Oaks Waterpark expansion. As you can see, the Commission has authorized $2,562,110 in increases for department projects. Also listed are the funding resources for these projects. The projects listed will be rescheduled in the following two years for funding in the Capital Improvement Projects Budget. Staff will be available to answer any questions. 10-1 r O N Revised 2002 Capital Improvement Projects Park Proiect Red Oaks Water Feature - Youth, W.P. Addison Oaks Camping, Roads & Lagoon Lyon Oaks Bike Path Oakland Cty Cty Wide Trail Assessment Park Project Addison Oaks Picnic Shelter -Lake Groveland Oaks Bike Rental Storage Building Independence Oaks Meadow Restoration Independence Oaks Upper Bushman Lake Independence Oaks Twin Chimneys Renovation Independence Oaks Parking, Beach Cove Independence Oaks Expand Beach Parking Rose Oaks Docks Rose Oaks Trail Development Springfield Oaks GasTank & Pump Removal Waterford Oaks Toboggan Lift Waterford Oaks Building Remodeling, A.C. Waterford Oaks Paved Trails White Lake Oaks Hole Extension, #3 Approved 2002 Capital Approved 2002 Capital Budget Sept. 5, 2001 Budget Oct. 10, 2001 $ 2,490,000.00 $ 3,550,000.00 $ 1,249,890.00 $ 2,700,000.00 $ 50,000.00 $ 92,000.00 $ 10,000.00 Approved 2002 Capital Proposed 2002 Capital Budget Sept 5, 2001 Budget Nov. 7,2001 $ 69,814.11 $ - $ 15,000.00 $ - $ 10,000.00 $ - $ 1,974,041.30 $ - $ 25,000.00 $ - $ 150,000.00 $ - $ 4,263.34 $ - $ 26,349.86 $ - $ 14,335.00 $ 4,335.00 $ 25,000.00 $ - $ 40,000.00 $ - $ 115,000.00 $ 15,000.00 $ 21,667.00 $ 100,000.00 $ - Required Funds $ (1,060,000.00) $ (1,450,110.00) $ (42,000.00) $ (10,000.00) $ (2,562,110.00) Total Available for Contingency $ 69,814.11 $ 15,000.00 $ 10,000.00 $ 1,974,041.30 $ 25,000.00 $ 150,000.00 $ 4,263.34 $ 26,349.86 $ 10,000.00 $ 25, 000.00 $ 40,000.00 $ 100,000.00 $ 21,667.00 $ 100,000.00 $ 2,571,135.61 Total ITEM #11 HURON VALLEY TRAIL REQUEST The Parks Commission has been contacted by the Western Oakland County Trailway Management Council to request a financial contribution for the completion of the Huron Valley Trail segment from Old Plank Road to the Wixom city limit. This trail would be located in the proposed Road Commission for Oakland County right-of-way. Attached is a fact sheet that includes specifics on the trail and the segment bordering Lyon Oaks. Staff recommends authorization of $92,000, which is available from the 2002 Capital Improvement Projects Budget. HURON VALLEY TRAIL FACT SHEET • The Huron Valley Trail is being built by the Western Oakland County Trailway Management Council, which was formed by Lyon Township, Milford Township, the City of South Lyon, and the Huron -Clinton Metropolitan Authority. • Upon completion, the Huron Valley Trail will measure 10.1 miles. One portion of the trail extends along the former Grand Trunk Railroad line from the City of South Lyon, through Lyon Township and Milford Township, to Old Plank Road. At Old Plank Road, the trail extends south to Pontiac Trail and east along the north boundary of the Lyon Oaks Park to the Wixom City boundary. A spur off of the main trail extends west within the 1-96 right-of-way, through the Lyon Township Community Park to Grand River Avenue, and ten continues west into Island Lake Recreation Area. The trail then heads north underneath Grand River Avenue and 1-96 into Kensington Metropark. The Huron Valley Trail connects to extensive trail systems in Island Lake Recreation Area, Kensington Metropark, and the cities of South Lyon and Wixom. It provides access to numerous adjoining and nearby residential areas and business districts in South Lyon, New Hudson, and Wixom, and to Lyon Oaks County Park. • The Huron Valley Trail project will cost of $2.5 million upon completion. • Funding breakdown as of October 30, 2001: • The Huron -Clinton Metropolitan Authority has allocated $210,000 for the trail. • The following grants have been received from state agencies: Michigan Department of Transportation • Transportation Enhancement Fund grants • ISTEA Grant: $612,400 • TEA-21 Grant: $400,000 11-2 Michigan Department of Natural Resources • Michigan Natural Resources Trust Fund: $490,000 • Recreation Improvement Fund: $95,000 • Recreation Trails Program: $120,000 • Local Contributions: • Lyon Township: $210,000 (plus $50,000 in -kind services for engineering) • City of South Lyon: $210,000 • Milford Township: $210,000 • The easterly segment along Old Plank Road and the north boundary of Lyon Oaks Park is 1.25 miles in length and will cost $163,000. Construction of this segment will begin in the fall of 2001 and will be completed in spring 2002. • The trail is being constructed in strict compliance with AASHTO guidelines. • The funding requested from Oakland County Parks, $92,000, would permit timely completion of the final segment of the trail system, connecting the Lyon Oaks County Park to communities and facilities throughout southwest Oakland County. 11-3 10/09/2001 16:28 FAX 12484372336 LYON TOWNSHIP U 002 WESTERN OAKLAND COUNTY TRAILWAY MANAGEMENT COUNCIL 58000 Grand River Ave. New Hudson, Michigan 48265 Phone (248) 437-2240 Fax (248) 437-2336 October 8, 2001 Mr. Daniel J. Stencil Administrator -Operations Oakland County Parks 2800 Watkins Lake Road Waterford, MI 48328-1917 Subject: Huron Valley Trail Development Dear Dan: Thank you for attending our meeting on October 5. We are excited about working with the County Parks on the Huron Valley Trail and other trail connections to Lyon Oaks County Park. We are also pleased to have a parks and recreation professional like you to help us in our planning and decision -making regarding the trail system. As you listened to our discussion on October 5, I'm sure it wasn't difficult for you to recognize the financial constraints that the Trailway Management Council faces as it works toward completion of the Huron Valley Trail. We expected to experience a few unforeseen construction difficulties and had contingencies built into our budget. Nevertheless, our budget is stretched to the limit because of additional costs to cross 12-foot deep muck soils, correct 1-96 drainage problems, acquire easements along Old Plank Road, re-route the path around manhole covers, and similar unplanned expenses. We concluded at our meeting that we could complete the project properly and on -time if the Oakland County Parks could budget $92,000 toward the project. This amount would cover approximately 70% of the cost of constructing the trail along the north boundary of Lyon Oaks County Park. This allocation would make wise and efficient use of the County Parks funds since the trail will provide access to the park for residents in several communities in southwest Oakland County. 1 plan to attend the County Parks meeting on October 10 to talk about the Huron Valley Trail and our financial needs. In the meantime, if you have any questions, please do not hesitate to call. Sincerely, Patricia Carcone Chairperson of the Western Oakland County Trailway Management Council Treasurer of Lyon Township 11-4 ITEM #12 DEPARTMENT LEGAL SUPPORT This item has been tabled since September as requested by Commissioner Tom Law to discuss consideration of the Parks hiring their own legal counsel for projects within the department. A copy of the written legal opinion from Corporation Counsel on this subject is also attached. 12-1 O U N T Y M I C H I G A N DEPARTMENT OF CORPORATION COUNSEL October 9, 2001 Mr. Pecky D. Lewis, Jr. Chairman Oakland County Parks and Recreation Commission 2800 Watkins Lake Road Waterford, Michigan 48328 Re: Department Legal Support Our File No. 2001-0828 Dear Mr. Lewis: L. BROOKS PATTERSON, OAKLAND COUNTY EXECUTIVE Judith K. Cunningham, Director 858-0553 The Oakland County Parks and Recreation Commission requested a legal opinion as to whether it is precluded from retaining outside counsel. As explained in more detail below, it is my opinion that the Parks and Recreation Commission does not have the authority to hire outside counsel without the express consent of the Oakland County Board of Commissioners. The County Parks and Recreation Commission is created by statute and authorized by County Board of Commissioners resolution. Pursuant to MCL 46.351(1), "The county board of commissioners of a county, by resolution adopted by a 2/3 vote of all of its members, may create a county parks and recreation commission, which shall be under the general control of the board of commissioners." (emphasis added). Section 46.351(4) provides that the Parks and Recreation Commission is an a enc of the County, and further, that "the county board of commissioners may make rules and regulations with respect to the county parks and recreation commission as the board of commissioners considers advisable." (emphasis added). Finally, MCL 46.364(1) states, "a county parks and recreation may adopt, amend, or repeal rules for the protection, regulation and control of its facilities and areas with the approval of the county board of commissioners." (emphasis added). 12-2 Court Tower - West Wing • 1200 North Telegraph Road • Pontiac, Michigan 48341-0419 • (248) 858-0550 • Fax (248) 858-1003 (Mr. Pecky D. Lewis, Jr.) October 9, 2001 Page 2 The above statutory provisions outline the relationship between the County Board of Commissioners and the Parks and Recreation Commission. In short, as will be discussed in more detail below, the Board of Commissioners acts as the principal in this relationship, and the Parks and Recreation Commission is the agent. With respect to the question of legal representation, the Board of Commissioners has prescribed that Oakland County Corporation Counsel represents the County in all civil matters. MR 1909 (January 5, 1942). The County's adoption of the Optional Unified Form of County Government in 1974 set forth in PA 139 of 1973, neither altered the role and authority of the Parks and Recreation Commission (MCL 45.554) nor diminished the responsibility of the Office of Corporation Counsel to represent the County in civil matters. MCL 45.563(e) states, "The department of corporation counsel if adopted shall perform as provided by law all civil law functions and provide property acquisition services for the county as provided by law." Accordingly, Corporation Counsel represents the Parks and Recreation Commission as well as all other County offices, departments, and agents of the County in all civil matters. In addition to its statutory duty (set forth in MCL 46.351 above) to adhere to rules promulgated by the Board of Commissioners, a general discussion of the law of agency may be helpful to this analysis. In Burton v. Burton, 332 Mich. 326 (1952), the Michigan Supreme Court stated, "The agent is a fiduciary and owes to his principal the duty of good faith and loyalty. The agent is under a duty to use care, skill, and diligence, and to obey the instructions of his principal." Id. At 337, quoting 2 Am. Jur. Further, a principal has the right to control the conduct of the agent with respect to matters entrusted to the agent. RESTATEMENT (SECOND) of AGENCY §14. Thus, basic agency law further illustrates that the Parks and Recreation Commission must follow the dictates of the Board of Commissioners set forth in MR 1909. In the unlikely event that the Parks and Recreation Commission could have an interest separate from the County that conflicted with an interest of the County, it is conceivable that Corporation Counsel could not represent Parks and Recreation. If such an unlikely scenario presented itself, it is my opinion that Parks and Recreation could seek permission from the Board of Commissioners to retain outside counsel. In conclusion, the Oakland County Parks and Recreation Commission must follow the dictates set forth in the statutes quoted above and MR 1909. It is my opinion that the 12-3 Court Tower - West Wing • 1200 North Telegraph Road • Pontiac, Michigan 48341-0419 • (248) 858-0550 • Fax (248) 858-1003 (Mr. Pecky D. Lewis, Jr.) October 9, 2001 Page 3 Parks and Recreation Commission cannot hire outside counsel to represent it in civil matters without the express consent of the County Board of Commissioners; to do so would exceed the authority granted to them by statute and Board resolution. Very truly yours, OAKLAND COUNTY CORPOR&T-tON COUNSEL udith K. Cunningham, Corporation Counsel JKC/egm \2001-0828\P&R Opinion Itr-outside counsel.doc 12-4 Court Tower - West Wing • 1200 North Telegraph Road • Pontiac, Michigan 48341-0419 • (248) 858-0550 • Fax (248) 858-1003 ITEM #13 MASTER PLAN UPDATE SPRINGFIELD OAKS ACTIVITIES CENTER The Springfield Oaks fairgrounds master plan was revised in 1991. Since then, some of the stated goals have been met, while new needs have arisen. The master plan update addresses three main areas of concern: • Easing drainage and parking problems • Facilitating circulation throughout the site • Providing locations for buildings not included in the original master plan Individual recommendations are described in more detail in the attached three -page document titled "Design Intent." Staff has reviewed the master plan update and recommends approval. 13-1 2001 Master Plan Update Springfield Oaks Fairgrounds This master plan update was undertaken to ease drainage and parking problems, to facilitate circulation and to provide sites for buildings not anticipated in the existing master plan. Major updates include: • Improvements to overflow parking areas. These areas are intended for use during the County Fair and other major events. They will be treated with crushed aggregate circulation lanes with turf for parking. The parking areas will be underlain with corrugated plastic drain tile. A model 1800's farmstead site, which would house the Ellis Barn and the historic Davis House. The Ellis Barn is located on the east end of the field, facing west toward Hall Road. The field between the hedgerow and the Ellis Barn should be kept open as a "front yard" for the barn. The Davis House is located relative to the Ellis Barn in the same way that a homestead currently sits relative to the barn at its original location. Future equestrian facility, a Hunt Club. The overflow parking area known as the `pit' can become the home of a Hunt Club. Since the Hunt Club envisions setting up temporary structures for their events, the field can continue to be used as overflow parking when the Hunt Club does not meet. • Several major drain lines leading to the wetland complex to the east. The wetland complex is MDEQ regulated, as it is over five acres in size and connects to a larger water body. To ensure the integrity of the wetland, all drains must be designed to slow discharge velocity and moderate peak volumes. Where feasible, this should be accomplished through vegetated swales with rock basins at intervals to step down grade. Multiple small detention basins are preferable to one large detention pond at the point of discharge. The intent is for these swales to add beauty to the site. • A multi -use activity trail along Hall Road and Andersonville Road to the Park entrance. The segment along Hall Road would run parallel to 13-2 the parking lot access road. The access road may need to be realigned to allow for landscape buffering between Hall Road and the paved trail. The setback perimeter fencing called for in the original plan is still recommended. The trail is designed to link to larger trailways to the village of Davisburg and Indian Springs Metropark. Beyond the siting of physical improvements, the master plan expects a level of management for the land. This includes: • Woodland restoration. The original master plan, and this update, call for tree restoration along the perimeter of the property and in other areas. While planting of nursery stock should be pursued, woodlands can be created simply by letting the land lay fallow. All areas marked for woodland plantings should be let to regenerate naturally until such time as funds are available for hands-on restoration. A minimum of 15' to either side of the hedgerow centerline should be set aside, within which no mowing or clearing will occur. Preservation of existing woodlands. All existing woodlands and hedgerows should be preserved intact with understory. Under no circumstance should wooded areas or hedgerows be grubbed or removed of their understory or ground layer. Hedgerows that have already been cleared, such as the major east -west hedgerow separating the wetland from the "pit", should be left alone to regenerate. As stated above, a minimum of 15' to either side of hedgerow centerline should be set aside. • Waste disposal. Care should be taken to keep the site clear of waste and other debris. Woodlands and wetlands shall not be used for storage or disposal of waste material. Existing dump sites should be cleared and disposed of properly. Protocol for unforeseen improvements. All improvements or changes that arise that are not covered by the master plan update should be brought to Administration for approval. As a public recreation facility, Springfield Oaks Fairgrounds is subject to more stringent laws than a private site, including public safety and accessibility regulations. In addition, as a County Park, OCPR is responsible for maintaining a uniform and consistent degree of appearance, style and upkeep. Fences, signs, guardrails, gardens, 2 13-3 drain lines, earthwork, etc. should all be coordinated to ensure their compliance with Oakland County Parks and Recreation standards. 13-4 3 ITEM #14 EXECUTIVE SESSION Staff is requesting an Executive Session to discuss a proposed land acquisition. ITEM #15 EXECUTIVE OFFICER'S REPORT ---On October 15, 2001, the Oakland County Sports Camp Program received the Regional Amateur Athletic Event of the Year Award for the Oakland Fitness Council Region 5 at the 2001 Governor's Council Awards Program. Events nominated for this award must be held in Michigan, must be open to the citizens of a range of ages and abilities, and must affect a large number of people. They must be classified as an amateur athletic event. The sponsor of the event must not produce or actively encourage use of alcohol or tobacco products. The following is the write up from the event playbook: "Oakland County Sports Camp is an outdoor recreational day camp for children ages 8-13 from all areas of Oakland County. In cooperation with city parks and recreation departments, boys and girls participate in games such as basketball, soccer, kickball, capture the flag, and hockey tournaments. Campers are also visited by the Oakland County Parks "recreation on wheels" units, such as the Dunk Tank and Moonwalk, plus children can ride on a world class bicycle motocross track. The focus of the camp is on increasing the health and well-being of the participants and promoting sportsmanship, leadership, and teamwork." ---Attached for your information is a copy of the 2001 report on the woodchip program at Orion Oaks. ---Lyon Oaks clubhouse is feverishly being completed. The turnover date to the Commission is scheduled for December 1. ---Red Oaks Golf Course: Four holes will be seeded by this fall with the completion scheduled for next spring. There still is no agreement between the George W. Kuhn Drainage District and SOCRRA on the sale of the property; but with the installation of the new piping in three weeks, this should expedite the sale. ---Orion Oaks: A number of area residents around Orion Oaks have come in to review the proposed master plan for the park. A summary of their comments and feelings is being compiled to give to our consultants and the Commission. The master plan will be presented to the Commission at the December 5 meeting. ---Staff has been working with Corporation Counsel regarding the Nextel lease at Springfield Oaks; hope to have this to you by the first meeting of 2002. ---The Clairview Road abandonment is going to the city of Farmington Hills on November 13. Staff will provide an update at the December meeting. 15-1 EXOREPRT.doc 2001 ORION OAKS WOODCHIP REPORT CAPACITY 4/28 5/5 5/12 5/19 5/26 6130 7/28 8/25 9129 10/27 TOTAL CU YDS # VEHICLES TOTAL VEHICLES 1/2 CU YD 18.5 10.5 9. 8. 14.5 23. 15. 12.5 15.5 .50 127. # CAR/VAN 37 21 18 16 29 46 30 25 31 1 254 2 CU YD 46. 16. 14. 6. 22. 24. 20. 14. 18. 2. 182. # CAR/VAN 23 8 7 3 11 12 10 7 9 1 91 W TRAILER 2 CU YD 176. 54. 50. 80. 94. 112. 72. 70. 66. 56. 830. # PICKUPS 88 27 25 40 47 56 36 35 33 28 415 4 CU YD 36. 4. 4. 8. 24. 4. 16. 4. 8. 0 108. # PICKUPS 9 1 1 2 6 1 4 1 2 0 27 W TRAILER CU YD 0 0 0 5, 5. 0 0 0 0 0 10. # DUMP 0 0 0 1 1 0 0 0 0 0 2 TRUCKS TOTALS CU YD 276.5 84.5 74. 107. 159.5 163. 123. 100.5 107.5 58.5 1,257.00 # VEHICLES 157 57 51 62 94 115 80 68 75 30 789 CU. YDS YEAR WOODCHIPS # VEHICLES 1998 2,648.75 1,488 1999 2,211.50 1,243 2000 1,861 1,157 2001 1,257 789 15-2