HomeMy WebLinkAboutAgendas/Packets - 2003.08.06 - 40083Pecky D. Lewis, Jr.
Chairman
Richard Skarritt
Vice Chairman
Fred Korzon
Secretary
Hugh D. Crawford
Vincent Gregory
John P. McCulloch
Lawrence Obrecht
John Richards
I_pavid VanderVeen
Otte Vogt
Kalph Richard
Executive Officer
2800 Watkins Lake Road • Waterford, Michigan 48328-1917
248-858-0906 • Fax 248-858-1683 • TTY 248-858-1684 • 1-888-OCPARKS
www.co.oal<land.mi.us
Q.NA K L A N D
XIII] k, 16,111 VA; M,
July 31, 2003
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, August 6, 2003
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.
Sincerely,
Ralph Richard
Executive Officer
Parks and Recreation
Next Meetings: Wednesday, September 3 — Regular Meeting, Adopt Budget
Friday, September 12, Wint/Scamp Golf Outing —
Springfield Oaks
0
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Oakland County Parks ar' Recreation Commission
2800 Watk ;''Lake Rd
Waterford, MI 48328
**AGENDA**
August 6, 2003
Action Required Presenter/Phone #
1. Call Meeting to Order 9:00 a.m.
2. Roll Call
3. Public Comments
4.
Commission Meeting Minutes for July 23, 2003
Approval
K. Kohn / 858.4606
5.
Payment Register:
Approval
6.
Combined Statement of Operations FM 9, FY 2003
7.
Capital Improvements Budget as of 6/30/03
8.
Award Presentation
S Wells / 858.4634
9.
Sullivan Property Acquisition Grant Application Update
Informational
J. Figa / 858.4620
10.
Park Permit Policy — Day Use Parks
Approval
D. Stencil / 858.4944
11.
Water Main Improvement — Springfield Oaks Activity Center
Approval
M. Thibodeau / 858.4630
12.
Ellis Barn Update
Informational
J. Figa / 858.4620
13.
Executive Officer's Report
R. Richard / 858.0909
14.
Old Business
15.
New Business
16.
Adjourn
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
AND BUDGET WORK SESSION
July 23, 2003
Chairman Pecky Lewis called the meeting to order at 9:00 a.m. in the commission room of the
administration office.
COMMISSION MEMBERS PRESENT:
Chairman Pecky Lewis, Jr., Vice Chairman Richard Skarritt, Secretary Fred Korzon, Hugh D.
Crawford, Vincent Gregory, Lawrence A. Obrecht, John Richards, Suzette Vogt
COMMISSION MEMBERS ABSENT:
John P. McCulloch, J. David VanderVeen
ALSO PRESENT:
Parks and Recreation
Oakland County Purchasing
O.C. Corporation Counsel
Oakland Co. Commissioner
PUBLIC COMMENTS:
Ralph Richard, Executive Officer
Frank Trionfi, Administrator —Administration
Daniel Stencil, Administrator — Park Operations
Joseph Figa, Chief of Design and Development
Janet Pung, Public Communications Officer
Mike Thibodeau, Chief of Golf Courses
Sue Wells, Chief of Recreation
Clyde Herb, Chief of Parks
Sheila Cox, Accountant IV
Mike Donnellon, Architectural Engineer I
Jon Noyes, Landscape Architect
Joan Daniels, Buyer
John Ross, Assistant Counsel
Charles Palmer
There were neither questions nor comments made by the public.
APPROVAL OF MINUTES:
Moved by Mr. Skarrit, supported by Mr. Richard to approve the minutes of the meeting of
June 4, 2003, as written.
AYES: Crawford, Gregory, Korzon, Lewis, Obrecht, Richards, Skarritt, (7)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF PAYMENTS:
Moved by Mr. Korzon, supported by Mr. Gregory to approve the payment of the Payment
Summary, which includes Internal Service Funds Payment Register for May (FM 8, FY
2003) and June, (FM 9, FY 2003); Internal Service Funds Journal Voucher Register for
April, May and June, 2003; Oak Management, Inc. Credit for Services Rendered Register
for April, May and June, 2003; Operating Transfers for April, May and June (FM 07, 08
4-1
(Commission Meeting, July 23, 2003)
and 09, FY2003; and the Payment Register including Payment Register Voucher Report
for May, 2003 (FM 08) and C.I.P. Voucher Report for May 2003 (FM 08).
YES: Crawford, Gregory, Korzon, Lewis, Obrecht, Richards, Skarritt, (7)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
Moved by Mr. Obrecht, supported by Mr. Richards to accept the combined statement of
operations for the month ending 5/31/03 (FM 8, FY 2003).
AYES: Crawford, Gregory, Korzon, Lewis, Obrecht, Richards, Skarritt, (7)
NAYES: (0)
Motion carried on a voice vote.
2003 OPERATING BUDGET AMENDMENT:
Moved by Mr. Richards, supported by Mr. Gregory to amend the 2003 Operating
Budget by transferring $15,000 from the Operating Budget Contingency to
Addison Oaks, as follows: $8,500 to Overtime; $2,500.00 to Part-time Salaries;
$2,000 to Small Tools; and $2,000 to Grounds Maintenance.
AYES: Crawford, Gregory, Korzon, Lewis, Obrecht, Richards, Skarritt, (7)
NAYS: (0)
Motion carried on a voice vote.
BOARDWALK PIER INSTALLATION — LYON OAKS:
Moved by Mr. Korzon, supported by Mr. Crawford to award the contract for the
installation of 20 helical piers at Lyon Oaks to Anchor Tech, Inc. in the amount of
$5,900, plus a ten percent contingency of $590, for a total budget amount of
$6,490.
AYES: Crawford, Gregory, Korzon, Lewis, Obrecht, Richards, Skarritt, (7)
NAYS: (0)
Motion carried on a voice vote.
SPRINGFIELD OAKS ELLIS BARN RELOCATION CONSULTANT CONTRACT:
This was an informational item only. Staff was instructed to continue to investigate procedures
and negotiate fees.
LAND ACQUISITIION:
An update was given on the status of the 18-acre parcel adjoining Lyon Oaks. Staff was asked to
work up comparables and report back at the August Commission Meeting.
4-2
(Commission Meeting, July 23, 2003)
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's Report filed in the agenda, the following was noted:
---The donation from Carl's Golfland for the Warren Orlick Memori,9l Golf Outing was corrected to
$3,000.
---The Community Connection Program has been discontinued. Oakland County Parks and
Recreation staff will be continuing efforts toward doing our own program.
---A copy of a memo clarifying the lifetime park passes was distributed for review.
Moved by Mr. Crawford, supported by Mrs. Vogt to adopt the new lifetime pass policy as
reflected in the June 18, 2003 memo from Ralph Richard.
AYES: Crawford, Gregory, Korzon, Lewis, Obrecht, Richards, Skarritt, (7)
NAYS: (0)
Motion carried on a voice vote.
The meeting was adjourned to the Budget Work Session at 9:55 a.m.
BUDGET WORK SESSION:
The proposed revenue budget for Fiscal Year 2004 is $21,784,987 up 3.6% over the proposed
budget for Fiscal Year 2003. Of this amount, $9,084,987 comes from fees and charges and
interest on investments. The remaining balance of $12,700.000 will come from the millage.
The proposed operating budget for Fiscal Year 2004 is $20,545,714, an increase of 9.7% over
the 2003 proposed budget. The higher increase is due to higher depreciation costs. In addition,
$513,730 has been included in the Administration Operating Budget for indirect cost charges. In
addition, $130,007 has been included for interest payments on the building authority bond and
the re -opening of Red Oaks Golf Course. A 2.0% salary increase has been included for full-time
employees' salaries; the part-time eligible employees' salaries are frozen for 2004.
Our Fiscal Year 2003 adjusted operating budget is 7.3% or $1,281,052 more than originally
budgeted due to depreciation costs. Our Fiscal Year 2003 revenue budget is 2.5% or $525,334
less than originally budgeted.
Operating Equipment requests for Fiscal Year 2004 total $506,247. Of this amount, $251,747 will
be spent on replacement equipment.
Estimated new funds for Capital Development for Fiscal Year 2004 are $4,783,626, of which
$450,000 is earmarked for payment to the Oakland County Building Authority. The balance of
$4,333,626 is available to fund additional capital projects.
FEES AND CHARGES:
The fees and charges as recommended by staff with the following changes:
At the parks, regular motor vehicle day use fees will be increased from $8 to $10, special
fireworks fee after 5 p.m.. from $5 to $7 for Groveland Oaks and Addison Oaks, annual vehicle
permit resident discount from $25 to $28 and senior citizen from $20 to $23. Bus/Van fees from
regular minimum of $8 to $10, resident discount minimum from $5 to $8, senior citizen from $10
to $12. The cabin fees for 6-person cabin will be increased from $70 per night to $80. Modern
sites regular fee will be increased from $26 to $28 per family per day and resident discount from
4-3
(Commission Meeting, July 23, 2003)
$22 to $24 per family per day. Semi -modern sites, reserved sites and cross-country ski rental
were eliminated from Addison Oaks. Addison Oaks and Groveland Oaks sanitary dump station
will charge non -campers $10 per unit. Independence Oaks' Pine Grove Shelter rental will be
increased from $275 to $300. At Independence Oaks, youth group camping regular fee will be
increased from $4 to $6 per person and resident discount from $3.to $4. Waterford Oaks Lookout
Lodge will be increased from $200/4 hours to $250/4 hours and from $250/4 hours for
Friday/Saturday to $300/4 hours. The Springfield Oaks Activity Building will be increased from
$600 to $1000 per day to rent the entire building.
At Red Oaks Golf Course, weekday regular and resident discount greens fees will be increased
by $2, Youth fees to $8 for 9 holes and $6 for 2"d 9 holes, seniors regular to $11 for 9 holes and 9
for 2"d 9, senior resident discount to $8 for 9 holes and $6 for 2"d 9. Weekend or Holiday rates for
regular will be $16 for 9 holes and $12 for 2"d 9; resident discount will be $13 for 9 holes and $9
for 2"d 9. Twilight rate will be $8.50 for 9 holes. Power carts will be $7 for 9 holes and $5 for 2nd 9
seniors $6 for 9 holes $4 for 2"d 9 holes with $1 key deposit. Clubhouse weekday rental will be
$300 for 4 hours and $50 for each additional hour; Friday/Saturday rental fee will be $350 for 4
hours and $50 for each additional hour.
At Lyon Oaks Golf Course, purchase of 10 tokens will be $25 and rental of the day use park
shelter will be $250 with Oak management catering.
2004 CIP PROJECTS:
The proposed 2004 capital improvement projects are budgeted at $14,951,437 with estimated
new funds of $5,529,017. This includes $2,629,888 for future acquisitions and improvements.
2003 OPERATIONS:
Staff has been asked to complete a 5-year projection to identify any major maintenance cost
(over $5,000).
Staff will be continuing the "Appreciation Days" with free entrance to the parks and the "NO
MOW'/NATURAL AREAS" that now encompass 150 acres throughout the park system.
The new Trails Coordinator will be working with local organizations and citizens to coordinate a
trails system throughout Oakland County, eventually joining Lapeer County and St Clair County.
Staff is working on developing new events for fall.
A "no smoking" building policy has been implemented at Lyon Oaks, Glen Oaks and the Wave
Pools without a hitch. Smoking areas have been established for these locations and patron
complaints have been minimal.
Staff will be providing more information on the hunting policy at Independence Oaks at the next
commission meeting. The DNR has suggested we continue a hunting policy to control the deer
population.
Parks Commissioner Larry Obrecht submitted a letter of resignation to Chairman Pecky Lewis.
His letter was accepted with regrets and well wishes.
The meeting adjourned at 12:35 p.m
Next meeting will be 9 a.m. on Wednesday, August 6E
Fred Korzon, Commission Secretary S. Baker, Secretary
4-4
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
PAYMENT APPROVAL SUMMARY
FOR MEETING OF:
August 6, 2003
PAYMENT REGISTER:
Voucher Report Period, June, 2003 (FM 09)* 548,037.73
C.I.P. (408) Voucher Report Period, June, 2003 (FM 09)* 259,282.59
TOTAL
*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, JUNE, 2003 (FM 09)* $1,809.25
$807,320.32
5-1
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
FM 9, FY 2003
(FOR MONTH ENDING 6/30103)
YEAR TO
2003
(OVER),
% OF
REVENUE
DATE
BUDGET
UNDER BUDGET
BUDGET
ADMINISTRATION: Millage Tax
$12,192,215.91
$12,455,426.00
$263,210.09
97.9%
Other
238,444.55
150,500.00
(87,944.55)
158.4%
GLEN OAKS GOLF COURSE
631,247.45
1,355,764.00
724,516.55
46.6%
LYON OAKS GOLF COURSE
575,471.82
1,284,000.00
708,528.18
44.8%
RED OAKS GOLF COURSE
100.00
0.00
(100.00)
0.0%
SPRINGFIELD OAKS GOLF COURSE
441,786.67
955,400.00
513,613.33
46.2%
WHITE LAKE OAKS GOLF COURSE
518,507.02
1,092,193.00
573,685.98
47.5%
NATURE CENTER
24,163.81
63,250.00
39,086.19
38.2%
ADDISON OAKS
118,933.55
420,500.00
301,566.45
28.3%
ADDISON OAKS CONFERENCE CENTER
38,536.25
120,000.00
81,463.75
32.1%
GROVELAND OAKS
155,458.64
633,500.00
478,041.36
24.5%
INDEPENDENCE OAKS
134,364.43
276,000.00
141,635.57
48.7%
LYON OAKS
8,861.88
12,500.00
3,638.12
70.9%
ORION OAKS
25,193.00
15,000.00
(10,193.00)
168.0%
ROSE OAKS
57.50
100.00
42.50
57.5%
SPRINGFIELD OAKS ACTIVITY CENTER
1,919.04
2,500.00
580.96
76.8%
WATERFORD OAKS
27,033.15
30,388.00
3,354.85
89.0%
RECREATION ADMINISTRATION
28,903.21
58,805.00
29,901.79
49.2%
MOBILE RECREATION
155,295.24
355,500.00
200,204.76
43.7%
RED OAKS WATER PARK
87,118.50
831,500.00
744,381.50
10.5%
WATERFORD OAKS BMX COMPLEX
4,853.85
30,500.00
25,646.15
15.9%
WATERFORD OAKS TENNIS COMPLEX
13,422.50
18,700.00
5,277.50
71.8%
WATERFORD OAKS TOBOGGAN COMPLEX
142,092.06
104,000.00
(38,092.06)
136.6%
WATERFORD OAKS WATERPARK
100,766.80
763,000.00
662,233.20
13.2%
TOTAL REVENUE
$15,664,746.83
$21,029,026,00
$5,364,279.17
74.5%
OPERATING EXPENSES
ADMINISTRATION
$2,287,623.91
$3,231,080.00
$943,456.09
70.8%
GLEN OAKS GOLF COURSE
649,676.55
1,020,220.00
370,543.45
63.7%
LYON OAKS GOLF COURSE
1,222,091.22
1,490,857.00
268,765.78
82.0%
RED OAKS GOLF COURSE
181,599.94
361,433.00
179,833.06
50.2%
SPRINGFIELD OAKS GOLF COURSE
557,079.92
883,707.00
326,627.08
63.0%
WHITE LAKE OAKS GOLF COURSE
488,146.78
799,623.00
311,476.22
61.0%
NATURE CENTER
324,606.43
552,603.00
227,996.57
58.7%
ADDISON OAKS
717,967.71
1,310,319.00
592,351.29
54.8%
ADDISON OAKS CONFERENCE CENTER
80,940.86
442,056.00
361,115.14
18.3%
GROVELAND OAKS
615,892.62
1,224,304.00
608,411.38
50.3%
INDEPENDENCE OAKS
678,785.37
1,127,236.00
448,450.63
60.2%
LYON OAKS
156,785.18
266,162.00
109,376.82
58.9%
ORION OAKS
59,864.73
97,376.00
37,511.27
61.5%
ROSE OAKS
10,112.36
30,763.00
20,650.64
32.9%
SPRINGFIELD OAKS ACTIVITY CENTER
94,622.54
204,492.00
109,869.46
46.3%
WATERFORD OAKS
369,959.04
548,463.00
178,503.96
67.5%
RECREATION ADMINISTRATION
316,114.19
538,389.00
222,274.81
58.7%
MOBILE RECREATION
341,026.31
691,707.00
350,680.69
49.3%
RED OAKS WATERPARK
588,472.26
1,227,904.00
639,431,74
47.9%
WATERFORD OAKS BMX COMPLEX
17,939.24
67,386.00
49,446.76
26.6%
WATERFORD OAKS TENNIS COMPLEX
22,724.09
42,221.00
19,496.91
53.8%
WATERFORD OAKS TOBOGGAN COMPLEX
227,577.25
264,364.00
36,786.75
86.1 %
WATERFORD OAKS WATERPARK
447,798.25
984,864.00
537,065.75
45.5%
TECHNICAL SUPPORT
673,519.04
997,701.00
324,181.96
67.5%
CONTINGENCY/INTERNAL SERVICE CHARGES*
178,901.77
325,373.00
146,471.23
N/A
TOTAL OPERATING EXPENSES
$11,309,827.56
$18,730,603.00
$7,420,775.44
60.4%
REVENUE OVER/(UNDER) EXPENSES
$4,354,919.27
$2,298,423.00
($2,056,496.27)
2003
2002
ACTUAL REVENUE TO DATE:
74.5%
72.2%
BUDGET BALANCE:
25.5%
27.8%
ACTUAL EXPENSE TO DATE:
60.4%
58.9%
BUDGET BALANCE:
39.6%
41.1 %
*CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT.
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
FM 9, FY 2003
(FOR MONTH ENDING 06/30/03)
*CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT.
CONTINGENCY BUDGET FIGURE: $19,470 HAS BEEN TRANSFERRED TO ADDISON OAKS (NOV.)
$26,208 HAS BEEN TRANSFERRED TO WATERFORD OAKS W.P. (NOV.)
$35,785 HAS BEEN TRANSFERRED TO ADMINISTRATION (FEB.)
($6,836) HAS BEEN TRANSFERRED FROM ADMINISTRATION (JUN.)
6-2
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
REVENUE AND EXPENSE COMPARISON
FM 9, FY 2003
(FOR MONTH ENDING 06/30103)
PARK
ADMINISTRATION
GLEN OAKS GOLF COURSE
LYON OAKS GOLF COURSE
RED OAKS GOLF COURSE
SPRINGFIELD OAKS GOLF COURSE
WHITE LAKE OAKS GOLF COURSE
NATURE CENTER
ADDISON OAKS
ADDISON OAKS CONFERENCE CENTER
GROVELAND OAKS
INDEPENDENCE OAKS
LYON OAKS
ORION OAKS
ROSE OAKS
SPRINGFIELD OAKS ACTIVITY CENTER
WATERFORD OAKS
RECREATION ADMINISTRATION
MOBILE RECREATION
RED OAKS WATERPARK
WATERFORD OAKS BMX COMPLEX
WATERFORD OAKS TENNIS COMPLEX
WATERFORD OAKS TOBOGGAN COMPLEX
WATERFORD OAKS WATERPARK
TECHNICAL SUPPORT
CONTINGENCY/INTERNAL SERVICE CHARGES
TOTAL
YEAR TO DATE
REVENUE
$12,430,660.46
631,247.45
575,471.82
100.00
441,786.67
518,507.02
24,163.81
118,933.55
38,536.25
155,458.64
134,364.43
8,861.88
25,193.00
57.50
1,919.04
27,033.15
28,903.21
155,295.24
87,118.50
4,853.85
13,422.50
142,092.06
100,766.80
0.00
0.00
15,664,746.83
YEAR TO DATE
EXPENSE
$2,287,623.91
649,676.55
1,222,091.22
181,599.94
557,079.92
488,146.78
324,606.43
717,967.71
80,940.86
615,892.62
678,785.37
156,785.18
59,864.73
10,112.36
94,622.54
369,959.04
316,114.19
341,026.31
588,472.26
17,939.24
22,724.09
227,577.25
447,798.25
673,519.04
178,901.77
11,309,827.56
*CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT.
REVENUE OVER
(UNDER) EXP.
$10,143,036.55
(18,429.10)
(646,619.40)
(181,499.94)
(115,293.25)
30,360.24
(300,442.62)
(599,034.16)
(42,404.61)
(460,433.98)
(544,420.94)
(147,923.30)
(34,671.73)
(10,054.86)
(92,703.50)
(342,925.89)
(287,210.98)
(185,731.07)
(501,353.76)
(13,085.39)
(9,301.59)
(85,485.19)
(347,031.45)
(673,519.04)
(178,901.77)
4,354,919.27
6-3
Oakland County Parks and Recreation Commission
Captial Improvement Budget
FM 9, FY 2003
As of 6/30/03
Summary Total for All Parks/Facilities
Contract(s)
Estimated
2002
2003 Net
New Estimated
Amount
Contract(s)
Awd., Pre & Enc.
Project
Park/Facility Project Cost
Adjustment (A)
Adjustment Adjustment
Project Cost
Paid
Retainer
Balance *
Balance
Lyon Oaks B.A. Bond (Fund 407/Dept. 14) $6,165,166.28
($6,252,966.01)
$0.00 ($6,252,966.01)
($87,799.73)
($120,590.64)
$44,000.00
$0.00
($208,390.37)
Fund 407 Subtotal (Dept. 14) $6,166,166.28
($6,252,966.01)
$0.00 ($6,252,966.01)
($87,799.73)
($120,590.64)
$44,000.00
$0.00
($208,390.37)
Future Acquisition & Imp.
Addison Oaks
Glen Oaks
Groveland Oaks
Independence Oaks
Lyon Oaks
Orion Oaks
Red Oaks
Rose Oaks
Springfield Oaks
Waterford Oaks
White Lake Oaks
Contingency
Fund 408 Subtotal (Dept. 63)
$6,398,987.25
$0.00
$1,765,000.00
$1,765,000.00
$8,163,987.25
$0.00
$0.00
$0.00
$8,163,987.25
7,942,559.36
83,737.96
(1,724,334.10)
(1,640,696.14)
6,301,963.22
(3,465,377.86)
102,227.41
(99,195.50)
2,737,389.86
180,000.00
0.00
(10,000.00)
(10,000.00)
170,000.00
(86,761.80)
0.00
(19,000.00)
64,238.20
425,329.62
18,525.94
5,694.46
24,220.40
449,550.02
(334,116.25)
11,325.27
(64,901.59)
50,532.18
380,000.00
0.00
100,355.70
100,355.70
480,355.70
(109,009.69)
5,509.20
(344,646.00)
26,700.01
4,561,564.03
1,000.00
66,388.49
67,388.49
4,628,952.52
(3,918,047.73)
7,526.00
(212,535.62)
498,369.17
166,000.00
0.00
0.00
0.00
166,000.00
0.00
0.00
0.00
166,000.00
6,703,082.73
7,277.81
(25,424.70)
(18,146.89)
6,684,935.84
(5,569,496.32)
86,029.40
(134,533.12)
980,906.40
5,000.00
0.00
0.00
0.00
5,000.00
0.00
0.00
0.00
5,000.00
985,000.00
25,419.55
48,039.58
73,459.13
1,058,459.13
(175,278.18)
0.00
(5,472.00)
877,708.95
789,000.00
0.00
373,085.46
373,085.46
1,162,085.46
(1,033,390.82)
97,390.50
(128,694.64)
0.00
160,000.00
0.00
1,979.67
1,979.67
161,979.67
(45,796.24)
0.00
0.00
116,183.43
1,805,800.62
(135,961.26)
(600,784.56)
(736,745.82)
1,069,054.80
0.00
0.00
0.00
1,069,054.80
$30,602,323.61
$0.00
$0.00
$0.00
$30,602,323.61
($14,737,274.89)
$310,007.78
($1,008,978.47)
$14,756,070.26
Capital Improvement Projects Grand Total $36,667,489.89 ($6,252,966.01) $0.00 ($6,252,966.01) $30,414,523.88 ($14,857,865.53) $354,007.78 ($1,008,978.47) $14,647,679.88
* Sum of Contracts Awarded (Pre -encumbrance & Encumbrance accounts)
Note A: Fund 407's 2002 Adjustment: Projects closed and transferred to Fixed Assets (FA), per auditors.
Additional costs to become future adjustment to FA.
ITEM #8
AWARD PRESENTATION
8-1
ITEM #9
SULLIVAN PROPERTY ACQUISITION
GRANT APPLICATION UPDATE
OCPR Design and Development recently received the preliminary review of our Michigan
Natural Resources Trust Fund grant application. Representatives of the Department of Natural
Resources have scored our application according to set evaluation criteria and have offered the
opportunity to submit additional information to increase our ranking prior to September 19,
2003.Three areas where we could improve our score are:
1. Providing additional information on the value of the Sullivan Property as part of a wildlife
corridor.
2. Providing a detailed program for facilitating hunting on the Sullivan Property.
3. Incorporating universal accessibility as a key component in the design and use of the
acquisition.
Wildlife Corridor
The Sullivan Property borders on Addison Oaks County Park which borders the Bald Mountain
State Recreational Area; the acquisition of the Sullivan Property would expand publicly owned
land in this wildlife corridor and increase the connections with the Stony Creek Watershed. The
Michigan Natural Features Inventory has classified the Sullivan Property as a Priority One area
in their ranking of Oakland County locations on which to conduct detailed ecological surveys.
The connections created through the acquisition of the Sullivan property and subsequent
restoration and management efforts could increase the viability of wildlife populations in and
around the park as well as the water quality in the Krohn Drain (Stony Creek Headwaters).
Universally Accessible Hunting
The design and use of the Sullivan property allows the opportunity to focus on the creation of
universally accessible facilities for hunting and nature appreciation as demonstrated below:
• This property is uniquely situated as part of a wildlife corridor that includes the Bald
Mountain recreational area.
• The area is clearly divided from the Addison Oaks County Park by Walker Road (which
would aid in separating the alternative park uses during hunting seasons).
• The Sullivan property could be managed for wildlife and habitat restoration and hunting
could play a key role in the promotion of native vegetation and reducing the spread of
invasive species.
• The Sullivan property could be designed specifically to address the special needs of
physically impaired sportsmen with the addition of parking, restroom facilities, universally
accessible blinds and interpretive areas as well as an ADA compliant network of trails.
• The movement toward addressing the needs of physically impaired sportsmen is increasing.
• We may also be able to tap into support from private companies such as Wright and Filippis
(a prosthetic and medical assistance device manufacturer) to sponsor facilities and/or
educational opportunities within the park.
Economic Considerations
If OCPR acquires the Sullivan Property and promotes universally accessible hunting, it would be
the first facility of its type in Oakland County and only the seventh in the state. Benefits to
sportsmen with special needs would be enormous as well as adding to:
• Economic and tourist opportunities within the county
• The amount of contiguous publicly owned natural areas
• The proliferation of trail network links within Oakland County
• The restoration of native habitat
• The reduction of and improved health of the local deer population
9-1
ITEM #10
PARK PERMIT POLICY
DAY USE PARKS
Historically, the Oakland County Parks have required park users to
purchase a park permit to use the day use parks during the peak season. During
the non -peak season, park users would be able to use the day use parks at no
charge when staff was not available to sell permits.
Over the past several years, park staff and park deputies have been
issuing warning notifications advising the park users that a park permit is
required. Most park users have still not been complying with purchasing a park
permit, even though they have received a warning notification.
Starting in 2003, citations have been issued for non -permit compliance at
Orion Oaks and Rose Oaks. Also, park staff have been selling daily permits and
annual permits on weekends when staff have been available while performing
other maintenance duties.
Staff feels a policy change requiring the purchase of a park permit during
the non -peak seasons will provide consistency among the parks while generating
additional revenues.
10-1
18/03
Oakland County Parks & Recreation Commission
Park Permit Policy:
All Oakland County Parks require a Park Pass (Daily Permit or Annual Permit) to enter the parks
unless otherwise directed.
Permits may be purchased at various Park Locations, Twp. Offices and other non -park
locations. See attached list.
All Parks have a Permit Required signs posted at the Park entrances and Parking Lot Areas.
The Oakland County Sheriff Department will patrol the day use parks and citations will be
issued for non -permit compliance.
Addison Oaks and Independence Oaks during the off season will be patrolled by the Oakland
County Sheriff Department, and citations will be issued for non -permit compliance
Independence Oaks
fifective October 1, 2003
Permit Required sign are up at the park entrance. The park staff and park deputies will begin
issuing warning notifications to park patrons for non -permit compliance until the spring of 2004
at which time citations will be issued.
The pink copy of the warning slips will be forwarded to the Parks Sergeant. There will be a hot
sheet compiled with the plates of the vehicles that have been warned. This hot sheet will be
issued to the park deputies. If the same vehicle is observed again with out a permit a citation
will be issued.
Signs indicating that daily permits and annual permits will be available for purchase at the Park
Office and Nature Center during normal business hours will be posted. A daily log sheet with
the number of daily permits and annual permits sold at the nature center will be forward to the
park supervisor weekly.
10-2
Independence Oaks Nature Center:
No warnings or citations will be issued for vehicles parked in the Nature Center parking lot.
The nature center will keep a list of any groups, programs or functions etc. that the nature center
is hosting. This sheet will be forwarded to the park supervisor and contact station staff. The
Contact station staff will then send anyone who indicates that they are here for a nature center
scheduled program / activity to the nature center at no charge.
All fees / charges for nature center programs that are booked by the Nature Center staff will be
collected by Nature Center staff. All fees / charges for park programs that are booked for by park
staff will be collected by park staff.
During the off season or when there is no park staff available to collect at the contact station, a
park permit will be required unless the vehicles are parked at the nature center parking lots.
It will be the responsibility of the nature center staff as well as the park staff to educate the park
users that a park permit will be required at all times unless they are part of a paid nature center
program. It will be the responsibility of the nature center staff to issue a special authorized vehicle
permit to groups or participates who they feel would be authorized to use other areas in the park
as part of the nature centers paid program / activity.
It will be the responsibility of the park supervisor to issue a special permit to special groups
xample: Scamp) or participants who have made special arrangements. On days were a special
✓ent is being held the park deputies would be instructed not to issue citations on that day.
All new flyers, contracts and park literature should indicate permits required in all park areas,
except for paid Nature Center programs held at the Nature Center.
Waterford Oaks: is exempt from the park permit required policy at this time.
10-3
GROUP: NO.
DATE VALID: AUTH. BY:
AUTHORIZED VEHICLE PERMIT
INDEPENDENCE OAKS
NATURE CENTER
OAKLAND COUNTY PARKS & RECREATION
10-4
Annual Permit Sales Locations
Addison Oaks
1480 W Romeo Road
Leonard, MI 48367-3706
248 693-2432
Groveland Oaks
14555 Dixie Hwy
Holly, MI 48442-8758
248 634-9811
Independence Oaks
9501 Sashabaw Road
Clarkston, MI 48348-2064
248 625-0877
Waterford Oaks (Administration Office)
2800 Watkins Lake Road
Waterford, MI 48328
248 858-0906
Birmingham City Parks and Recreation
2300 East Lincoln
Birmingham, MI 48009
248 645-0731
Clawson Parks and Recreation
509 Fisher Court
Clawson, Mi 48017
248 589-0334
Howell Parks and Recreation
925 W Grand River Ave
Howell, Mi 48843
517 546-0693
Lyon Towship Treasurer's Office
58000 Grand River Avenue
New Hudson, MI 48165
248 437-2240
Orion Township Treasurer's Office
2525 Joslyn Road
Lake Orion, MI 48360
248 391-0304 Fax:248 391-1484
Rose Township Treasurer's Office
204 Franklin Street
Holly, MI 48442
248 634-7291
Springfield Twp. Parks & Rec
495 Broadway
Davisburg, Mi 48350
248-634-0412
City of Wixom Community Services Dept
49045 Pontiac Trail
Wixom, Mi 49393-2567
248-624-2850
Bass Pro Shops Outdoor World
Contact: Jeff Berchowski
4500 Baldwin Road
Auburn Hills, Mi 48326
248-209-4200
Gander Mountain
Contact: Chris Temple
Summit Drive
Waterford, Mi 48328
248-738-9600
Hazel Park Recreation Department
620 W. Woodward Heights
Hazel Park, Mi 48030
248-547-5535
Beaumont Hospital
Employee Services
Contact: Teresa Serwoky
10-5
ITEM #11
WATER MAIN IMPROVEMENT
SPRINGFIELD OAKS ACTIVITY CENTER
This past spring, the Oakland County Parks and Recreation Commission
approved a $61,200.00 contract with Greenan Excavating for the installation of a
underground water system for the ground at the Activity Center.
In the course of the contract, with many factors unknown until actual
excavation started, we required the following add ons:
- 106 feet extra 6" pipe
- Reverse tap off 8" water main
- Six additional 1 Y2" curb boxes and stops
The actual cost incurred was $72,883.00.
At the time of the original approval, the Commission approved a ten
percent contingency, which will not cover the additional costs.
Therefore, staff is requesting authorization to pay the additional
$11,683.00 to Greenan Excavating.
ITEM #12
ELLIS BARN UPDATE
The Ellis Barn information is still being compiled; however, a copy of
recent correspondence from R13133, the owners of the barn, is attached for your
information.
If it is the recommendation of the Parks Commission to proceed with the
Ellis Barn relocation, enclosed is information and a recommendation for the
required architectural services.
Further discussion and presentation will be made at the meeting.
12-1
Jul 30 03 02:31p T. Birtsas 248-625-2248 p.l
Timothy D. Birtsas
RBI33, LLC
P.O. Box 96
Clarkston, MI 48347-0096
Phone: 248-620-2248 Fax: 248-625-2248
A00-217
July 30, 2003
Ms. Judith E. Endelman
Director of Historical Resources and Chief Curator
Henry Ford Museum
P.O. Box 1790
Dearborn, Michigan 48121-1970
BE: Historic "Ellis Barn", Springfield Township, Oakland County, Michigan
Dear Ms. Endelman,
My name is Timothy Birtsas and I am a Real Estate Developer in northern Oakland County.
My partner Kirk Gibson and I wrote Henry Ford Museum a letter in September of 2000, to see if they had any interest in spearheading
the preservation of a Iistorical Barn, said to be the largest in the State of Michigan.
In October of 2000 you responded to my letter, on their behalf, indicating it didn't currently meet your needs, and the resources
necessary for such a project of that size would be considerable. A lot has happed since your response letter to me, some of which I
would like to share with you.
In 2002, in conjunction with the Road Commission of Oakland County (RCOC), and the Oakland County Parks and Recreation
Commission (OCPR) as a Co -Applicant, we applied for and received a Michigan Department of Transportation (MDOT)
TEA21 Grant in its Historical Category for the year 2003, for the proposed relocation of the Barn. to Springfield Oaks County Park.
The Grant amount was $600,000.00, based on the initial projected relocation costs of $750,000.00 and a requirement for outside
sources to meet or exceed 20%.
This was truly an indication of what can be accomplished when Public Government and Private Enterprise work together.
Our Company RBI33, LLC committed to 10% ($75,000) towards the relocation, the County Parks system agreed to accept the Barn
and committed to $50,000,00, the Springfield Township Board allocated $20,000 in there 2003 Budget, and the farmer owner ofthe
Centennial Farm on which the Baru stands proposed to donate $10,000.00, to preserve the integrity of this Historical Barn.
I have attached a photo of the barn as well as a list of the letters of support from numerous Historical Agencies across the State of
Michigan as well as prominent Government officials including State Representative Ruth Johnson and Oakland County Executive L.
Brook Patterson.
While the County Park System intends to move forward with the relocation, I wanted to ask Henry Ford Museum to reconsider there
October 200 decision.
With the Grant in place, I believe a Barn, rich with history would be better served as an educational tool at a nationally renowned
location like Henry Ford.
There was some talk at the State and Local levels that I should direct another letter to you. I invite you to stop by and look at this
magnificent Bata. It is located on Dixie Highway, one mile north of I-75 (exit 93), in Clarkston, Michigan.
Please contact me as soon as possible regarding our request for reconsideration, as time is of the essence
Sincerely,
Timothy D. Birtsas
Co -Manager RBI33, L
CC: Kirk Gibson RBI33, LLC & Ralph Richards OCPR
12-2
Ellis Barn
Architectural Services Recommendation
The following recommendation was based on the careful review of the proposals and bid
clarification documents submitted by the two architectural firms submitting bids. Relevant
experience as architectural historian/preservation consultants has also been included in this
recommendation although it is listed separately in the evaluation.
Two architectural firms, Smith+Smith of Pontiac and SmithGroup of Ann Arbor, submitted
proposals:
• Smith+Smith have staff with specific training in Historical Preservation, and have worked on
a number of projects that involved the preservation, restoration and conversion of historic
properties. However, Smith+Smith's experience with historic structures has primarily
focused on conversion and adaptive re -use rather than historic preservation. Sensitivity and
experience to the area of historic preservation may become an issue with the various groups
that will be overseeing this program.
• SmithGroup's numerous staff members have expertise in working within the guidelines
established by the Secretary of the Interior's Standards for the Rehabilitation of Historic
Structures and emphasize the importance of soliciting input from the State Historic
Preservation Office (SHPO). They also referenced their understanding of the requirements
for receiving federal funds Transportation Enhancement Program (TEP) as dispersed by the
state under the supervision of Michigan Department of Transportation (MDOT).
Bid Cost Clarification/Review:
SmithGroup
Smith+Smith
Develop a work plan and specifications for the
disassembly, cataloging, relocation, storage, reassembly
and restoration of the Ellis Barn and its component
$9,000
$6,000
materials, consistent with the guidelines, and subject to
approval of MDOT Historian and SHPO Architectural
Historian and Environmental Review.
Make accurate measurements and drawings and
establish a photographic record to aide in the
determination of RFP specifications and to create point of
$4,500
$10,000
reference for monitoring historical
preservation/restoration.
Calculate quantities for barn components to enable the
proposed bidding of unit priced work (sq.ft. roofing, siding,
plank flooring, and quantity of windows and doors)
$21,600
$7,000
including disassembly, disposal, relocation, reassembly
and restoration/replacement.
Total
$35,100
$23, 000
Recommendation to award contract:
Smith+Smith submitted the lower bid, however, staff recommends awarding contract for limited
assistance in the development of an MDOT approved Proposal, Specifications, and Estimates
(P S & E) package to the SmithGroup.
12-3
This recommendation is based primarily on the fact that SmithGroup has indicated that they will
be able to start on this project as soon as the contract is finalized and have multiple associates
and draftsman who could be tasked to the Ellis Barn project immediately. Due to the repeated
delays that have occurred already, it is imperative that we select a firm that is best able to
produce the needed information quickly. Additional weight has also been given to the
experience that associates within SmithGroup have acquired working with the MDOT
Transportation Enhancement Grant approval process and knowledge of MDOT specification
standards. Selecting SmithGroup will cost Oakland County Parks and Recreation (OCPR)
additional $12,100.00 in architectural services.
12-4
ITEM # 13
EXECUTIVE OFFICER'S REPORT
---Staff is working with the Oakland County Drain Commission on the lease for the Red Oaks
Golf Course. Information should be ready for presentation at the September Commission
meeting.
---Approximately 75,000 attended this past week's very successful Oakland County 4-H Fair.
---In response to questions posed to staff at the July 23 Commission meeting, attached is
additional clarification on the proposed Emerald Ash Borer tree replacement protocol.
---REMINDER: For those commissioners planning to attend the National Recreation and Park
Association Annual Congress in St. Louis, Missouri, please ensure you contact Karen by the
commission meeting to review your conference registration information.
13-1
Emerald Ash Borer
Tree Replacement Protocol
Due to the presence of Emerald Ash Borer (EAB) at several of our parks, we need to establish a
protocol for the identification, removal, and replacement of infected trees. Staff recommends the
following:
1. Institute a policy of education and distribution of identification materials to park staff
2. Condact formal and informal surveys of the park trees during months when green leaves
should be present (April -September)
3. Institute a procedure for marking infected trees (flagging or paint tags) for subsequent
removal
4. Conduct a Fa(INVinter sanitation program in which all trees previously identified as being
infected are cut and chipped (to a 1" dia.) on site with the resulting material used as trail
surfacing or compost within the affected park
5. Replace infected trees with species that have been recommended by representatives of
Michigan State University Extension (MSUE) and are in keeping with the look and feel of
our parkland areas
*All of the information on which this protocol is based was provided by
MSUE and relies heavily on the work of Dr. David Roberts Information
on the Emerald Ash Borer and appropriate measures as available at
www.msue.msu.edu/reg se/roberts/ash.
Key Information
• Insecticides have not proven to be a viable option for the control of EAB, although several
brands have shown results in prolonging the life of trees that are infected but show little
sign of decline. Insecticide applications (currently available) are expensive and will be
needed throughout the life of the affected tree.
• It has been recommended to remove any affected trees, as well as those adjacent trees
not yet infected, if their presence is riot essential. It may not be practical for Oakland
County Parks and Recreation (OCPR) to do the latter.
• Appropriate "sanitation" is the only management option that is currently viewed as
effective for the control of EAB. Appropriate sanitation on OCPR lands would include
identifying infected trees and, prior to May 1 of each year,cutting and chipping trees to
1"dia. (The adult stage of EAB emerges between May and August; chipping trees during
this period may not kill all of the EAB and increase the likelihood of their distribution.)
• A list of replacement tree species has been proposed by MSUE and the United States
Department of Agriculture (USDA). Those that would serve as adequate replacement for
OCPR Ash include:
Small Trees Large Trees
• Serviceberry • Red Maple
• American Hornbeam . Ginko
• Hop -Hornbeam . Sweetgum
• Hawthorn • Black Gum
• Redbud . Pear
• Spicebush • Oaks
• Pagoda Dogwood . Hickory
• Flowering Dogwood . Linden
• Tulip Tree
• American Beech
• Elm
• Sassafras
13-2