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Home My WebLink AboutAgendas/Packets - 2003.12.03 - 40084DECEMBER -9 MEETING CANCELLED BACK UP INFORMATION 2800 Watkins Lake Road • Waterford, Michigan 48328-1917 Pecky D. Lewis, Jr. Chairman Richard Skarritt Vice Chairman Fred Korzon Secretary -Hugh D. Crawford Vincent Gregory John P. McCulloch Charles Palmer John Richards J. David VanderVeen Otte Vogt -ph Richard Executive Officer 248-858-0906 • Fax 248-858-1683 • TTY 248-858-1684 • 1-888-OCPARKS vvww.co.oal<land.mi.us Qaw,P KLAND 1<1111 3 64 ';► November 21, 2003 To the Members of the Oakland County Parks and Recreation Commission 2800 Watkins Lake Road Waterford, MI 48328-1917 Commissioners: Due to the lack of agenda items requiring action at this time (There is a freeze on the purchase of equipment items through Oakland County Purchasing), Chairman Pecky Lewis has concurred to cancel the Parks Commission Meeting scheduled for Wednesday, December 3, 2003. Therefore the next regular meeting of the Commission will be 9:00 a.m. on Wednesday, January 7, 2004, at the Commission's administration office. Because of the long interval between the meetings, an update is provided for your information on the items staff has been working on. If you have any questions, please call me at 248.858.0909. In the meantime, please enjoy a safe and happy holiday season. RR:kk Sincerely, /?a- � L I/?-,- � Ralph Richard, Executive Officer Oakland County Parks and Recreation Commission 0 ur mission is to provide recreational, leisure and learning experiences that enhance quality of life. Bids/RFPs: Staff has contacted Purchasing to determine if there is any written policy definition explaining the difference between Request for Quote and Request for Proposal. It was discovered there is not. While we realize there is a difference, we will have a representative from Purchasing at the next Oakland County Parks and Recreation Commission meeting to answer any questions on this matter. White Lake Oaks Clubhouse Renovation and Pro Shop Plan Update Staff is presently requesting Requests For Proposals from architects to remodel the existing White Lake Oaks Golf Course Clubhouse. The existing facility is over 45 years old and in definite need of updating, as the Commission has seen from our tours. Staff is recommending that we keep the shell of the existing facility, along with the newly renovated restroom facilities, and design a banquet/grill room space in the present building. We are also requesting to add a new building for pro shop use only, approximately 20' x 30' in size, directly east of the present facility and linked by a covered walkway. This will give the present building greater space to create a better ambiance for patrons to use for meetings, banquets, educational seminars, and weddings than we presently have. The remodeled facility will have enough seating for approximately 250 people, with the use of the grill room open, providing an opportunity to increase our annual revenues conservatively from $35,000 to $70,000 through our contract with Oak Management. We anticipate construction beginning after the 2004 golf season, with completion anticipated midway through 2005. Approximate cost is estimated at $2.3 million. Funds will be set aside for this in our Capital Improvement Projects Budget for two years. Staff will be available to answer any questions regarding this project at the next meeting. Automatic External Defibrillators: Staff will be purchasing five automatic defibrillators for the department under an established blanket order through Purchasing at a cost of $2,523 per unit. Two of the units will be stationed at the waterparks during the summer season, then transferred to The Fridge and the parks administration complex. The other three units will be used at Addison Oaks, Groveland Oaks, and Independence Oaks. Staff will evaluate the program after a year to see if there is a need to expand the use of the units throughout the park system. Gold Card Passes: Staff is investigating options of updating these passes, including reissuing new cards and having stickers produced to be added onto the existing cards that will define the rules and use. This will be clarified with the options at the January meeting. - 1 - Waterpark Fees Verbiage: As discussed at the November meeting, attached is a copy of the approved 2004 waterpark fees reflecting the recommended change in the verbiage of the rate categories. 2004 Master Calendar: Attached for your consideration is a draft of the 2004 master calendar reflecting proposed meeting dates. If you have any requests for changes, please let us know before the January meeting so we can incorporate them for calendar approval. Ellis Barn Update: Staff received the cost estimate for the Ellis Barn Relocation Project from the architects as discussed at the last commission meeting. It is estimated at $893,903 and within the original estimate that was previously discussed. This engineers estimate is primarily for complete disassembly, moving and re -assembly of the barn with six units of the lower level stall areas to be "chunked." This estimate did not include the following items: foundation work, painting, and restoration of the original cupolas. We have estimated these costs at $165,000. This would bring the cost to $1,058,903. We are also required to retain an architect who will periodically visit the site to verify progress, resolve structural, architectural or construction problems, and certify all payment requests. We are estimating this at $22,000. This brings the estimated cost to $1,080,903, plus a 10% contingency of $108,693, for a total cost of $1,188,000. There is $755,000 allocated for this project. If the total costs are accurate and the bids are within this estimate, an additional $433,000 must still be obtained. Staff feels it could prove difficult to try to raise this amount by other sources. Therefore, a decision must be made to authorize the additional funds from our CIP. This decision would not have to be made until the actual bids are received sometime in February. Because the estimate is below the original estimate of $1,200,000 as discussed at the last commission meeting, staff is proceeding with the final bidding documents and bidding of this project. Orion Oaks Wood Chips Distribution Program: In 2003, 300 residents picked up 500 cubic yards of surplus wood chips from Orion Oaks Park. This environmental recycling program is in cooperation with Detroit Edison and Nelson Tree Service, who clears and maintains utility lines in Oakland County. This is the 6th year of this program. Independence Oaks Deer Management Program: Independence Oaks held its first deer management program October 27 through November 14 Eighty hunters participated in the archery program. Eleven does and one antlerless buck were WAI harvested. These deer represent a potential 34 deer for next year, according to reproductive statistics for Southeast Michigan. Staff is evaluating the program and will implement several changes for 2004. Dan Stencil, Administrator — Parks Operations was recently elected by the Michigan Recreation and Park Association as its president-elect for 2004. In January, 2005, Mr. Stencil will assume the responsibilities of president of the 2,200-member professional association. Equestrian Centers Tour: Representatives of the Parks Commission (members and staff), and the 4-H Fair Association will tour equestrian centers in Midland, Shiawassee, and Mason counties, plus Michigan State University. Staff will provide a report to the Commission at its January 2004 meeting regarding this tour. -3- PRESENTED RECOMMENDED VERBIAGE AT NOVEMBER VERBIAGE COMMISSION MEETING Approved rates for 2004 Admission Regular admission Regular adult Adult $15 Regular child Child (30" - 43") $10 Resident discount adult Resident Discount Resident discount child Adult $11.50 Resident discount under 30" Child (30" - 43") $8.00 Affiliated Group - regular Under 30" Free Affiliated Group resident discount Affiliated Group Seniors 62 & older Regular admission $9.50 Resident discount $6.75 Twilight Rate Seniors 62 & older $6.00 Regular adult Regular child Twilight Rate Resident discount adult Regular admission Resident discount child Adult $9.75 Child (30" - 43") $5.25 Swim Lessons Resident discount Regular Adult $8.00 Resident Child (30" - 43) $4.50 Swim Lessons Regular fee $60/8 lessons Resident $50/8 lessons DRAFT OAKLAND COUNTY PARKS AND RECREATION COMMISSION 2004 MASTER CALENDAR DAY WEDNESDAY WEDNESDAY WEDNESDAY FRI DAY WEDNESDAY WEDNESDAY FRIDAY WEDNESDAY TUES. THRU SAT WED. OR THUR. WEDNESDAY FRI. THRU SUN. WEDNESDAY WEDNESDAY WEDNESDAY FRI DAY WEDNESDAY WEDNESDAY TUES. THRU SUN WEDNESDAY WEDNESDAY WEDNESDAY nn-rC JANUARY 7 FEBRUARY 4 MARCH 10 MARCH 26 APRIL 7 MAY 5 MAY 14 JUNE 2 JUNE 8 - 12 JUNE 23 OR 24 JULY 7 JULY 16 - 18 JULY 21 AUGUST 4 SEPTEMBER 1 SEPTEMBER 17 SEPTEMBER 15 OCTOBER6 OCT. 12 - 17 NOVEMBER3 NOVEMBER 17 DECEMBER1 November 20, 2003 D:wata\My Documents\Commission\MASTER CALENDAR 2004.doc FUNCTION REGULAR COMMISSION MEETING REGULAR COMMISSION MTG REGULAR COMMISSION MEETING EMPLOYEE RECOGNITION LUNCH; WHITE LAKE OAKS REGULAR COMMISSION MEETING REGULAR COMMISSION MEETING — RED OAKS GOLF COURSE GRAND OPENING LEGISLATORS/COMMISSIONERS BREAKFAST OUTING — LYON OAKS REGULAR COMMISSION SPECIAL PARKS — DUPAGE COUNTY, IL COUNTY & PARKS COMMISSIONERS PARK TOUR Locations in 2004: 1. White Lake Oaks 2. Independence Oaks 3. Lyon Oaks REGULAR COMMISSION MEETING NACO CONFERENCE— PHOENIX, AZ COMMISSION MEETING & BUDGET WORK SESSION REGULAR COMMISSION MEETING REGULAR COMMISSION MEETING -ADOPT BUDGET WINT/SCAMP GOLF OUTING - SPRINGFIELD OAKS COMMISSION MEETING —TENTATIVE REGULAR COMMISSION MEETING NRPA CONGRESS — RENO, NV REGULAR COMMISSION MEETING REGULAR COMMISSION MEETING - TENTATIVE REGULAR COMMISSION MEETING