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Agendas/Packets - 2003.02.05 - 40086
Pecky D. Lewis, Jr. Chairman Richard Skarritt Vice Chairman Richard D. Kuhn, Jr. Secretary Fred Korzon John P. McCulloch Ruel E. McPherson Lawrence A. Obrecht Shelley G. Taub J. C` ' 4 VanderVeen Ri V. Vogt Ralph 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 OZA''N'r wvvw.co.oal<land.mi.us L/IND F' ► I ' _ m ► January 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 ..........................White Lake Oaks Golf Course 991 Williams Lake Rd Waterford MI 48329 TIME ............................Wednesday, February 5, 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, /?41— 21--e�� Ralph Richard Executive Officer Parks and Recreation Next Meetings: Wednesday, March 5, 2003 Wednesday, March 19, 2003 PLEASE NOTE THE CHANGE OF MEETING '0� OAKS - `� CLARK- o LOCATION. c AN�fkl�NV�!(ERa STON is a o i= r m ' WHITE LAKE OAKS OAKS 1 1 1 t 1 �.1 D:\$Data\My documents\COMMISSr ur mission is to provide recreational, leisure` 0 MILFORD _I UNION LAKE Oakland County Parks and Recreation Commission White L Oaks 991 Williams Lake Rd Waterford, MI * *AGENDA* * February 5, 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 January 15, 2002. Approval 5. Interdepartmental Journal Voucher Register: Approval F. Trionfi / 858.4607 Oak Management, Inc Credit for Services Rendered Register: Operating Transfers: Payment Register: 6. Combined Statement of Operations Approval " 7. Capital Improvement Budget Approval " 8. Mini Grant Approval S. Wells / 858.4634 9. Bid Item: Fungicide — Golf Courses Approval M. Thibodeau / 858.4620 10. Rules and Regulations Approval J. Kipke / 848.4605 11. Bylaws Informational R. Richard / 858.0909 12. Marketing Plan Informational J. Pung / 858.4625 13. Department Re -organization Informational R. Richard / 858.0909 14. White Lake Oaks Clubhouse Informational " 15. Executive Officer's Report Informational " 16. Old Business 17. New Business 18. Adjourn OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING January 15, 2003 Chairman Pecky Lewis called the meeting to order at 9:17 a.m. in the commission room of the Parks and Recreation's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Hugh Crawford, Vincent Gregory, John McCulloch, Lawrence Obrecht, John Richards, J. David VanderVeen, Richard V. Vogt COMMISSION MEMBERS ABSENT: Secretary Fred Korzon ALSO PRESENT: Parks and Recreation Oakland County Purchasing Oakland County Corporation Counsel Oakland County Sportfishing Association Hoekstra Transportation Private Citizen PUBLIC COMMENTS: Ralph Richard, Executive Officer Frank Trionfi, Administrator — Administration Dan Stencil, Administrator — Parks Operations Joseph Figa, Chief of Design and Development Janet Pung, Public Communications Officer Mike Thibodeau, Chief of Golf Sue Wells, Chief of Recreation Sheila Cox, Accountant IV Mike Donnellon, Architectural Engineer I Jim Dunleavy, Park Supervisor Desiree Stanfield, Public Communications Assistant Mike Kreza, Buyer John Ross, Assistant Corporation Counsel Ron Robbins, Chairman, Charitable Programs Jeff Ziegler Suzy Vogt There were neither questions nor comments made by the public. Chairman Lewis introduced and welcomed new parks commissioners Hugh Crawford, Vincent Gregory, and John Richards. STAFF INTRODUCTIONS: Parks staff introduced themselves to the new commissioners. APPROVAL OF MINUTES: Moved by Mr. Skarritt, supported by Mr. Obrecht to approve the minutes of the meeting of December 4, 2002, as written. AYES: Crawford, Gregory, Lewis, McCulloch, Obrecht, Richards, Skarritt, Vogt (8) NAYS: (0) Motion carried on a voice vote. DONATION PRESENTATION: 4-1 (Commission Meeting, January 15, 2003) Administrator — Parks Operations Dan Stencil introduced Ron Robbins, Chairman of the Charitable Programs Committee for the Oakland County Sportfishing Association. Mr. Robbins presented a check to the Parks Commission, on behalf of the Sportfishing Association, in the amount of $1,000. These funds, which now total $12,250 in donations from the Association to the Parks Commission, will be used to increase fishing opportunities and dock improvements at Orion Oaks. Mr. Stencil presented Mr. Robbins with a plaque on behalf of the Parks Commission in sincere appreciation for the Association's generous contribution. ELECTION OF OFFICERS: Moved by Mr. Obrecht, supported by Mr. Crawford to appoint Commissioner McCulloch as temporary chairman for the purpose of conducting the election of a chairman for 2003. AYES: Crawford, Gregory, Lewis, McCulloch, Obrecht, Richards, Skarritt, Vogt (8) NAYS: (0) Motion carried on a voice vote. Moved by Mr. Skarritt, supported by Mr. Richards to re-elect Pecky D. Lewis, Jr. as Chairman of the Oakland County Parks and Recreation Commission for 2003. Moved by Mr. Obrecht, supported by Mr. Gregory to close the nominations and cast a unanimous ballot for Pecky D. Lewis, Jr. as Chairman of the Oakland County Parks and Recreation Commission for 2003. AYES: Crawford, Gregory, Lewis, McCulloch, Obrecht, Richards, Skarritt, Vogt (8) NAYS: (0) Motion carried on a unanimous voice vote. Chairman Lewis re -assumed the chair and thanked the Commission for their support. Chairman Lewis opened the floor to nominations for the office of Vice Chairman. Moved by Mr. McCulloch, supported by Mr. Gregory to re-elect Richard Skarritt as Vice Chairman of the Oakland County Parks and Recreation Commission for 2003. Moved by Mr. Obrecht, supported by Mr. Richards to close the nominations and cast a unanimous ballot for Richard Skarritt as Vice Chairman of the Oakland County Parks and Recreation Commission for 2003. AYES: Crawford, Gregory, Lewis, McCulloch, Obrecht, Richards, Skarritt, Vogt (8) NAYS: (0) Motion carried on a unanimous voice vote. Chairman Lewis opened the floor to nominations for the office of Secretary. 4-2 (Commission Meeting, January 15, 2003) Moved by Mr. Vogt, supported by Mr. McCulloch to nominate Fred Korzon as Secretary of the Oakland County Parks and Recreation Commission for 2003. Moved by Mr. Obrecht, supported by Mr. Richards to close the nominations and cast a unanimous ballot for Mr. Korzon as Secretary of the Oakland County Parks and Recreation Commission for 2003. AYES: Crawford, Gregory, Lewis, McCulloch, Obrecht, Richards, Skarritt, Vogt (8) NAYS: (0) Motion carried on a unanimous voice vote. 2003 MASTER CALENDAR: Commissioners reviewed the proposed meeting schedule for 2003 and concurred to hold the Legislator/ Commissioner breakfast on Friday, May 2, at Lyon Oaks. The Commissioners parks tour in June was left as tentative, depending on date preference of the Oakland County Board of Commissioners. Moved by Mr. Skarritt, supported by Mr. Richards to accept the 2003 master calendar, with the corrections as noted. AYES: Crawford, Gregory, Lewis, McCulloch, Obrecht, Richards, Skarritt, Vogt (8) NAYS: (0) Motion carried on a voice vote. CAPITAL IMPROVEMENT PROJECTS UPDATE: Chief of Design and Development Joe Figa gave a presentation showing some of the major capital improvement projects in progress, plus reviewed upcoming projects throughout the Parks. Moved by Mr. McCulloch, supported by Mr. Gregory to approve the purchase of the 2003 Thomas Saf-T-Liner HDX 65-passenger, commercial bus for Mobile Recreation to Hoekstra Transportation, Inc. in the amount of $86,534.00. AYES: Crawford, Gregory, Lewis, McCulloch, Obrecht, Richards, Skarritt, VanderVeen, Vogt (9) NAYS: (0) Motion carried on a voice vote. ACCOUNTS RECEIVABLE WRITE OFFS: Moved by Mr. Obrecht, supported by Mr. McCulloch to approve the write off accounts receivables of $750 owed by the Township of Royal Oak to Mobile Recreation for equipment rental and of $265 owed by Lawrence Joseph for shelter rental vehicle entry at Addison Oaks. 4-3 (Commission Meeting, January 15, 2003) AYES: Crawford, Gregory, Lewis, McCulloch, Obrecht, Richards, Skarritt, VanderVeen, Vogt (9) NAYS: (0) Motion carried on a voice vote. OAKLAND COUNTY TRAIL ADVISORY COUNCIL UPDATE: Executive Officer Richard reported on a recent meeting of the Trails Advisory Council, noting the status of the trails coordinator position, the finalized representation of the council, and the tentative goals envisioned for both the trails coordinator and the council. EXECUTIVE SESSION: Moved by Mr. McCulloch, supported by Mr. Obrecht to adjourn to an Executive Session to discuss a proposed property acquisition and a legal issue. AYES: Crawford, Gregory, Lewis, McCulloch, Obrecht, Richards, Skarritt, VanderVeen, Vogt (9) NAYS: (0) Motion carried on a voice vote. Meeting was adjourned to an Executive Session at 9:49 a.m. Meeting was re -convened at 10:17 a.m. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's Report filed in the agenda, the following was noted: ---Executive Officer Richard reviewed options being considered for the clubhouse at White Lake Oaks, including downsizing the building, repairing the existing building, or rebuilding. Staff will provide additional details at the February 5 meeting, which will be held at White Lake Oaks in order to provide the commissioners with an opportunity to tour the facility. NEW BUSINESS: --In response to an inquiry from Commissioner VanderVeen, staff reported on the proposed waterpark for the Summit Place Mall and the input/statistics staff has provided to the township and project planners on this proposal. ---Commissioner Obrecht suggested to staff that we begin planning now for how the Parks will be dealing with the Emerald Ashborer infestation. Also, planning is underway through the Oakland County Health Department and the Oakland County Board of Commissioners for the mosquito spraying program for the prevention of the West Nile Virus. He stressed the importance of staff beginning a marketing program, plus ensuring we participate in the spraying program. Administrator — Parks Operations Dan Stencil noted that he and three other staff members will be attending a seminar on the West Nile Virus on February 5 in Lansing. The meeting was adjourned at 10:35 a.m. 4-4 (Commission Meeting, January 15, 2003) The next Commission meeting will be 9:00 a.m. on Wednesday, February 5, 2003 at the White Lake Oaks Clubhouse. Fred Korzon, Secretary c ; I c�s�C-4p Karen S. Kohn CPS/CAP, Recording Secretary 4-5 OAKLAND COUNTY PARKS AND RECREATION COMMISSION PAYMENT APPROVAL SUMMARY FOR MEETING OF: February 5, 2003 INTERDEPARTMENTAL JOURNAL VOUCHER REGISTER: July, August & September, 2002 (FQ 4, FY 2002) $94,904.83 October, November & December, 2002 (FQ 1, FY 2003) 9,175.67 OAK MANAGEMENT INC. CREDIT FOR SERVICES RENDERED REGISTER: July, August & September, 2002 (FQ 4, FY 2002) 3,776.25 October, November & December, 2002 (FQ 1, FY 2003) 718.50 OPERATING TRANSFERS: July, August & September, 2002 (FQ 4, FY 2002) 77,587.50 PAYMENT REGISTER: Voucher Report Period, October, 2002 (FM 01, FY 2003)* 170,940.47 C.I.P. (408) Voucher Report Period, October, 2002 (FM 01, FY 2003)* 40,901.56 Voucher Report Period, November, 2002 (FM 02, FY 2003)* 220,551.20 C.I.P. (408) Voucher Report Period, November, 2002 (FM 02, FY 2003)* 559,253.98 Voucher Report Period, December, 2002 (FM 03, FY 2003)* 217,940.59 C.I.P. (408) Voucher Report Period, December, 2002 (FM 03, FY 2003)* 678,840.49 TOTAL $2,074,591.04 *BACKUP INFORMATION IS AVAILABLE FOR REVIEW. INFORMATION PURPOSES ONLY: LYON OAKS BUILDING AUTHORITY BOND, FUND 407, UNDER DEPARTMENT 14 (F.M.&O.) AS OF 7/14/00: VOUCHER REPORT PERIOD, OCTOBER, 2002 (FM 01, FY 2003)* $14,877.56 VOUCHER REPORT PERIOD, NOVEMBER, 2002 (FM 02, FY 2003)* $1,591.60 VOUCHER REPORT PERIOD, DECEMBER, 2002 (FM 03, FY 2003)* $206.25 5-1 to N Oakland County Parks and Recreation Commission Interdepartmental Journal Voucher Register Jul., Aug. & Sep., 2002 Source Department/Fund Purpose Amount 12-JV221268/035 Management & Budget Short-term disability: 07/02 (Technical Support) $6,156.00 12-JV221268/036 Management & Budget Short-term disability: 07/02 (Independence Oaks) 336.80 12-JV222231/030 Management & Budget Short-term disability: 08/02 (Technical Support) 3,591.00 12-JV222231/031 Management & Budget Short-term disability: 08/02 (Independence Oaks) 2,610.20 16-JV2222381001 Human Services Industrial Cleaning Supply correction (Addison Oaks) 556.71 14-JV222891/001-011 Facilities Management Alarm charges for FY2002 (Various Parks) 9,720.00 18-JV223041/001 Radio Communications Credit for radio overcharge 11/01 - 7/02 (Admin. & Glen Oaks) (348.75) 14-JV223110/001 Facilities Management Credit for FY2002 alarm overcharges (Admin.) (216.00) 12-JV223388/028 Management & Budget Short-term disability: 09/02 (Technical Support) 615.60 12-JV223388/029 Management & Budget Short-term disability: 09/02 (Groveland Oaks) 2,105.00 12-JV223388/030 Management & Budget Short-term disability: 09/02 (Independence Oaks) 1,515.60 12-JV223445/023-035 Management & Budget Payroll correction - OCEU Contract Settlement (various parks) 54,090.87 12-JV223445/058-070 Management & Budget Fringe Benefit correction - OCEU Contract Settlement (various parks) 14,171.80 $94,904.83 i w Oakland County Parks and Recreation Commission Interdepartmental Journal Voucher Register Oct., Nov. & Dec., 2002 Source Department/Fund Purpose Amount 12-JV224584/016 Management & Budget Fall 2002 auction expense. Offset against revenue of $25.00. $1.16 12-JV224882/031 Management & Budget Short-term disability: 10/02 (Administration) 2,163.00 12-JV224882/032 Management & Budget Short-term disability: 10/02 (Groveland Oaks) 1,684.00 12-JV224882/033 Management & Budget Short-term disability: 10/02 (Independence Oaks) 1,347.20 22-JV225143/002 Treasurer's Office Parks & Recreation's portion of short-term bond. (Local municipal 2,370.31 Treasurers are bonded to collect County's portion of taxes.) (Admin.) 12-JV225531/008 Management & Budget Per Diems paid to Parks Commissioners T. Law, R. McPherson, L. 1,610.00 Obrecht, S. Taub & J. Vanderveen (Oct. - Dec. 2002) (Administration) $9,175.67 Oakland County Parks and Recreation Commission Oak Management, Inc. Credit for Services Rendered Register Jul., Aug. & Sep., 2002 Source Park/Budget Center Purpose Amount JV222329/001 Addison Oaks Motor City Casino Picnic credit $2,466.75 JV222457/001 Red Oaks Waterpark 2002 Birthday Party meal vouchers 447.00 JV222457/002 Waterford Oaks Waterpark 2002 Birthday Party meal vouchers 495.00 JV222830/001 Rec. Admin. - Theraputics Warren Orlick Inclusion Golf Outinq - White Lake Oaks 367.50 1 1 $3,776.25 Oakland County Parks and Recreation Commission Oak Management, Inc. Credit for Services Rendered Register Oct., Nov. & Dec., 2002 Source Park/Budget Center Purpose Amount JV224692/001 Administration October Management & Operational Support Staff Meeting $88.50 JV225162/001 jAddison Oaks Deer Harvest Lunches 420.00 JV225163/001 JAddison Oaks Deer Harvest Lunches 210.00 $718.50 i ON Oakland County Parks and Recreation Commission Operating Transfers Jul., Aug. & Sep., 2002 Source I Department/Fund I Purpose I Amount 14-OT200241/001 Facilities Management Lyon Oaks Building Authority bond payment #7: (14-JV220509/001) Principal $0.00 Interest on bonds 77,437.50 Bank processing fee 150.00 Income from investments 1 0.00 Total 1 $77,587.50 1 1 $77,587.50 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS FM 3, FY 2003 (FOR MONTH ENDING 12131/02) YEAR TO 2003 (OVER), % OF REVENUE DATE BUDGET UNDER BUDGET BUDGET ADMINISTRATION: Millage Tax $1,148,880.79 $12,455,426.00 $11,306,545.21 9.2% Other 18,272.21 150,500.00 132,227.79 12.1 % GLEN OAKS GOLF COURSE 66,247.88 1,355,764.00 1,289,516.12 4.9% LYON OAKS GOLF COURSE 107,535.68 1,284,000.00 1,176,464.32 8.4% RED OAKS GOLF COURSE 0.00 0.00 0.00 0.0% SPRINGFIELD OAKS GOLF COURSE 41,866.05 955,400.00 913,533.95 4.4% WHITE LAKE OAKS GOLF COURSE 43,698.70 1,092,193.00 1,048,494.30 4.0% NATURE CENTER 7,711.06 63,250.00 55,538.94 12.2% ADDISON OAKS 15,633A6 420,500.00 404,866.54 3.7% ADDISON OAKS CONFERENCE CENTER 0.00 120,000.00 120,000.00 0.0% GROVELAND OAKS 1,302.00 633,500.00 632,198.00 0.2% INDEPENDENCE OAKS 14,165.08 276,000.00 261,834.92 5.1% LYON OAKS 3,054.88 12,500.00 9,445.12 24.4% ORION OAKS 1,154.00 15,000.00 13,846.00 7.7% ROSE OAKS 0.00 100.00 100.00 0.0% SPRINGFIELD OAKS ACTIVITY CENTER 0.00 2,500.00 2,500.00 0.0% WATERFORD OAKS 9,707.90 30,388.00 20,680.10 31.9% RECREATION ADMINISTRATION 12,495.72 58,805.00 46,309.28 21.2% MOBILE RECREATION 35,544.17 355,500.00 319,955.83 10.0% RED OAKS WATER PARK 2,850.00 831,500.00 828,650.00 0.3% WATERFORD OAKS BMX COMPLEX 0.00 30,500.00 30,500.00 0.0% WATERFORD OAKS TENNIS COMPLEX 6,430.00 18,700,00 12,270.00 34.4% WATERFORD OAKS TOBOGGAN COMPLEX 1,590.00 104,000.00 102,410.00 1.5% WATERFORD OAKS WATERPARK 3,105.50 763,000.00 759,894.50 0.4% TOTAL REVENUE $1,541,245.08 $21,029,026.00 $19,487,780.92 7.3% OPERATING EXPENSES ADMINISTRATION $685,646.29 $3,202,131.00 $2,516,484.71 21.4% GLEN OAKS GOLF COURSE 143,772.03 1,020,220.00 876,447.97 14.1% LYON OAKS GOLF COURSE 206,415.27 1,490,857.00 1,284,441.73 13.8% RED OAKS GOLF COURSE 20,406.73 361,433.00 341,026.27 5.6% SPRINGFIELD OAKS GOLF COURSE 149,717.11 883,707.00 733,989.89 16.9% WHITE LAKE OAKS GOLF COURSE 107,008.70 799,623.00 692,614.30 13.4% NATURE CENTER 83,414.65 552,603.00 469,188.35 15.1% ADDISON OAKS 124,907.97 1,310,319.00 1,185,411.03 9.5% ADDISON OAKS CONFERENCE CENTER 10,631.83 442,056.00 431,424.17 2.4% GROVELAND OAKS 72,460.85 1,224,304.00 1,151,843.15 5.9% INDEPENDENCE OAKS 146,047.98 1,127,236.00 981,188.02 13.0% LYON OAKS 41,313.81 266,162.00 224,848.19 15.5% ORION OAKS 3,130.02 97,376.00 94,245.98 3.2% ROSE OAKS 39.99 30,763.00 30,723.01 0.1 % SPRINGFIELD OAKS ACTIVITY CENTER 31,986.40 204,492.00 172,505.60 15.6% WATERFORD OAKS 135,944.04 548,463.00 412,518.96 24.8% RECREATION ADMINISTRATION 105,587.37 538,389.00 432,801.63 19.6% MOBILE RECREATION 55,859.46 691,707.00 635,847.54 8.1% RED OAKS WATERPARK 79,160.67 1,227,904.00 1,148,743.33 6.4% WATERFORD OAKS BMX COMPLEX 1,410.79 67,386.00 65,975.21 2.1% WATERFORD OAKS TENNIS COMPLEX 4,883.31 42,221.00 37,337.69 11.6% WATERFORD OAKS TOBOGGAN COMPLEX 39,388.12 264,364.00 224,975.88 14.9% WATERFORD OAKS WATERPARK 57,463.53 984,864.00 927,400.47 5.8% TECHNICAL SUPPORT 186,010.56 997,701.00 811,690.44 18.6% CONTINGENCY* 286,204.42 354,322.00 68,117.58 N/A TOTAL OPERATING EXPENSES $2,778,811.90 $18,730,603.00 $15,951,791.10 14.8% REVENUE OVER/(UNDER) EXPENSES ($1,237,566.82) $2,298,423.00 $3,535,989.82 2003 2002 ACTUAL REVENUE TO DATE: 7.3% 14.6% BUDGET BALANCE: 92.7% 85.4% ACTUAL EXPENSE TO DATE: 14.8% 10.6% BUDGET BALANCE: 85.2% 89.4% *CONTINGENCY YTD FIGURE: INTERDEPARTMENTAL PAYMENTS IN TRANSIT. 6-1 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS FM 3, FY 2003 (FOR MONTH ENDING 12/31/02) *CONTINGENCY YTD FIGURE: INTERDEPARTMENTAL 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.) OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS REVENUE AND EXPENSE COMPARISON FM 3, FY 2003 (FOR MONTH ENDING 12/31/02) 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* TOTAL YEAR TO DATE REVENUE $1,167,153.00 66,247.88 107,535.68 0.00 41,866.05 43,698.70 7,711.06 15,633.46 0.00 1,302.00 14,165.08 3,054.88 1,154.00 0.00 0.00 9,707.90 12,495.72 35,544.17 2,850.00 0.00 6,430.00 1,590.00 3,105.50 0.00 0.00 1,541,245.08 YEAR TO DATE EXPENSE 685,646.29 143,772.03 *CONTINGENCY YTD FIGURE: INTERDEPARTMENTAL PAYMENTS IN TRANSIT. 206,415.27 20,406.73 149,717.11 107,008.70 83,414.65 124,907.97 10,631.83 72,460.85 146,047.98 41,313.81 3,130.02 39.99 31,986.40 135,944.04 105,587.37 55,859.46 79,160.67 1,410.79 4,883.31 39,388.12 57,463.53 186,010.56 286,204.42 2,778,811.90 REVENUE OVER (UNDER) EXP. 481,506.71 (77,524.15) (98,879.59) (20,406.73) (107,851.06) (63,310.00) (75,703.59) (109,274.51) (10,631.83) (71,158.85) (131,882.90) (38,258.93) (1,976.02) (39.99) (31,986.40) (126,236.14) (93,091.65) (20,315.29) (76,310.67) (1,410.79) 1,546.69 (37,798.12) (54,358.03) (186,010.56) (286,204.42) ($1,237,566.82) 6-3 Oakland County Parks and Recreation Commission � � II L31 Capital FM13, FY2008udget 'f{��� As of 9/30/02 (( Summary Total for All Parks/Facilities Contract(s) Estimated 2001 2002 Net New Estimated Amount Contract(s) Awd., Pre & Enc. Project Park/Facility Project Cost Adjustment Adjustment Adjustment Protect Cost Paid Retainer Balance ` Balance Lyon Oaks B.A. Bond (Fund 407/Dept. 14) $5,850,030.00 $0.00 $315,136.28 $315,136.28 $6,165,166.28 ($6,252,966.01) $243,009.24 $0.00 ($87,799.73) Fund 407 Subtotal (Dept. 14) $6,850,030.00 $0.00 $315,136.28 $315,136.28 $6,165,166.28 ($6,252,966.01) $243,009.24 $0.00 ($87,799.73) 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. 53) $1,237,124.25 $0.00 $0.00 $0.00 $1,237,124.25 $0.00 $0.00 $0.00 $1,237,124.25 2,051,787.18 0.00 1,527,741.83 1,527,741.83 3,579,529.01 (2,749,782.26) 137,637.12 (693,873.50) 135,873.25 40,000.00 0.00 40,000.00 40,000.00 80,000.00 0.00 0.00 0.00 80,000.00 350,000.00 0.00 47,400.29 47,400.29 397,400.29 (91,535.73) 0.00 (293,959.00) 11,905.56 4,432,000.00 0.00 (2,148,129.00) (2,148,129.00) 2,283,871.00 (87,611.81) 0.00 0.00 2,196,259.19 8,382,214.97 0.00 (181,453.91) (181,453.91) 8,200,761.06 (7,648,991.95) 99,855.32 (106,419.72) 445,349.39 166,000.00 0.00 (5,697.72) (5,697.72) 160,302.28 (24,302.28) 0.00 0.00 136,000.00 5,540,000.00 0.00 1,087,282.95 1,087,282.95 6,627,282.95 (4,726,265.91) 203,462.54 (370,262.04) 1,530,755.00 41,714.79 0.00 (36,714.79) (36,714.79) 5,000.00 0.00 0.00 0.00 5,000.00 820,000.00 0.00 25,419.55 25,419.55 845,419.55 (65,419.55) 0.00 0.00 780,000.00 212,000.00 28,640.00 (159,146.32) (130,506.32) 81,493.68 (56,594.54) 0.00 0.00 24,899.14 235,000.00 0.00 (96,040.00) (96,040.00) 138,960.00 (20,039.07) 0.00 (1,920.00) 117,000.93 1,356,856.24 (28,640.00) (415,799.16) (444,439.16) 912,417.08 0.00 0.00 0.00 912,417.08 $24,864,697.43 $0.00 ($315,136.28) ($315,136.28) $24,549,561.15 ($15,470,543.10) $440,954.98 ($1,466,434.26) $7,612,583.79 Capital Improvement Projects Grand Total $30,714,727.43 $0.00 ($0.00) ($0.00) $30,714,727.43 ($21,723,509.11) $683,964.22 ($1,466,434.26) $7,524,784.06 Sum of Contracts Awarded (Pre -encumbrance & Encumbrance accounts) ITEM #8 MINI GRANT As in past years, staff is requesting the attached resolution be approved for the mini grant from the Michigan Council of Arts and Cultural Affairs for $4,000 to sponsor music at the Independence Oaks Sadie and Irwin Cohn Amphitheater. This grant would sponsor music programs from May - August. Last year we were successful in receiving this grant, and staff is hoping to receive the same support this year. 8-1 RESOLUTION WHEREAS, the Oakland County Parks and Recreation Commission has reviewed the "2003 On Stage" Mini -Grant application offered through the Oakland County Cultural Council and Michigan Council for Arts and Cultural Affairs; and WHEREAS, the "2003 On Stage" was developed in response to the need for an affordable and educational program based on input from community organizations, parks and recreation department directors, and Oakland County Parks and Recreation Commission and staff members; and WHEREAS, the "2003 On Stage" meets the Oakland County Parks and Recreation Commission's goals and objectives of innovative outdoor recreation programs and cultural experiences; and WHEREAS, the goals and objectives will assist the Oakland County Parks and Recreation Commission in determining future specialized recreation programs, in providing these programs to communities and organizations where these resources are otherwise unavailable and to increase exposure and appreciation for arts and culture. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission accepts the "2003 On Stage" Mini -Grant application request for submittal to the Oakland County Cultural Council and Michigan Council for Arts and Cultural Affairs. Moved by Supported by_ Date 8-2 ITEM #9 FUNGICIDE GOLF COURSES We have received from Purchasing the following bids for the purchase of 96 cases of the Fungicide Daconil Ultrex for use at the golf courses: Turfgrass South Lyon Slimplot Farmington Hills Green & Grow Sterling Heights Turf Chemical Owosso $16,320 $17,088 Did not meet specifications Did not meet specifications These chemicals will be split between the five golf courses, although primarily Lyon Oaks (65 cases), and used in the 2003 season. Staff recommends awarding the bid to the low bidder, Turfgrass, in the amount of $16,320. Funs for this purchase will come from the grounds maintenance line item of each golf course's operating budget. 9-1 ITEM 110 RULES AND REGULATIONS Enclosed is a copy of the Parks' Rules and Regulations with proposed revisions highlighted for your review. Corporation Counsel has reviewed the rules and regulations making minor suggestions that are already incorporated. Staff is requesting the Parks Commission's approval of these revised rules and regulations. Once approved, they will then be forwarded to the Oakland County Board of Commissioners for their approval. 10-1 ITEM #11 BYLAWS Per Commission request, attached is a copy of the current Parks and Recreation Commission Bylaws for your review and possible revision. OAKLAND COUNTY PARKS AND RECREATION COMMISSION REVISED BY-LAWS Adopted March 19, 1997 OFFICERS of the Commission shall be: Chairman: Chairman shall chair all meetings of Commission when present except for the election of the office of Chairman itself, and shall prepare the agenda for all regular meetings. Vice Chairman: Vice Chairman shall chair meetings in absence of Chairman. Secretary: Secretary shall keep in good detail all minutes of regular meetings or shall delegate authority to do so to a qualified recorder. ELECTION of officers shall be the first (1st) meeting of the year. THE COMMISSION SHALL set the meeting dates annually at its reorganization meeting in January. Regularly scheduled meetings will be held on the first (1 st) and third (3rd) Wednesday of each month at 9:00 a.m. Special meetings may be called as needed by the Chairman or by three (3) members of the Commission. A meeting may be cancelled by the Chairman by notifying the members 24 hours prior to the meeting. COMMITTEES shall be appointed by the Chairman and shall meet under the same conditions and rules as does the Commission. Any three (3) or more members of the Commission appointed by the Chairman may constitute a committee. All committees shall be dissolved once their purpose is served. A QUORUM: In accordance with Public Act 261 of the year 1965, as amended, six (6) members of the Commission present and voting shall constitute a quorum. 11-2 ROLL CALL VOTE: Yeas and Nays by roll call shall be ordered when demanded by any member of the Commission prior to the announcement of the vote. (Commission By-laws, March 19, 1997) ANY PERSON may address the Commission during the Public Comments portion of the scheduled Parks and Recreation Commission meeting. The Chairman may establish a reasonable time limit on the duration an individual can address the Commission. STAFF MEMBERS may attend seminars and educational conferences and similar functions upon approval of the Chairman and notice to the Commission. COMMISSIONERS may attend seminars and educational conferences and similar functions upon approval of the Commission. COMMISSIONERS shall tour the parks at least once a year and make a personal check of the buildings and grounds. THE COMMISSION MAY NOT stand in recess overnight or until the next day. ALL MEMBERS shall be notified of meetings in writing forty-eight (48) hours in advance of said meetings. ONE -HOUR LIMITATION OF DEBATE: A one -hour limit may be called for on any item on the agenda or any item properly before the Commission. When the question of limiting time of debate to one (1) hour has been carried by a majority, the Chairman shall divide the time equally between the members present and voting. Members may yield their allotted time to another member. A MEMBER shall be recognized by the Chair before addressing the Commission. 11-3 (Commission By-laws, March 19, 1997) THE AGENDA ITEMS not considered at a regular meeting shall automatically be carried over to the next meeting and will be considered within one month of their first appearance on the agenda. BUDGET: The manager shall bear responsibility for the preparation of the budget and shall submit such a budget to the Commission by September 1 for its approval and adoption at the first regular meeting in September. NO EXPENDITURES above Ten thousand ($10,000.00) Dollars may be approved by the manager without Commission approval. However, staff must present any purchases, excluding utilities, for approval over $3,000 in cases of single bidders and in cases when the low bid is not being recommended. All bids will be handled in accordance with the Oakland County Purchasing policies. AUDIT: An annual audit will be authorized by the Commission each year prior to the end of the fiscal year. GENERAL APPROPRIATIONS BY-LAW: The Commission shall abide by the General Appropriations By-law. OPEN MEETINGS ACT: The Commission shall abide by the Open Meetings Act. 11-4 ITEM #12 OAKLAND COUNTY PARKS AND RECREATION GROUP SALES MARKETING PLAN PURPOSE OF PUBLIC COMMUNICATIONS GROUP SALES The purpose of Public Communications Group Sales is to inform, educate and encourage groups, businesses and organizations to fully utilize programs and services provided by Oakland County Parks and Recreation *. The Public Communications Group Sales staff person initiates contacts with businesses and organizations to introduce them to the parks system and available services. (The Recreation Section seeks repeat guests such as youth groups, scouts, churches, etc. to visit facilities. Contact is via mailings and networking with parks and recreation departments. In 2002 Waterford Oaks Waterpark hosted 458 groups; Red Oaks Waterpark, 338 groups; and the Fridge, 231 groups.) The primary facets of Public Communications Group Sales include: I. Providing vehicle permits and waterpark tickets to businesses, corporations and organizations for sale to their employees and members. (Employee Perks Program) II. Attracting large and small groups to the parks, waterparks and Fridge toboggan run. III. Selling off -site waterpark consignment tickets through communities and businesses. RESOURCES Target groups of 100 or more were selected from: • Crain's Detroit Business Book of Lists • Automation Alley • MRPA (Michigan Recreation and Park Association) • Chamber of Commerce Directories • 2002 Leadership Oakland Directory • Oakland County Community Profiles Directory • Business Roundtable • Meeting with Planning and Economic Development staff. In 2002, 165 businesses and groups have been contacted and 1(Beaumont Hospital) is participating in the Employee Perks program. 12-1 GROUP SALES CONTACTS I. In the past 7 months approximately 165 businesses and organizations with 100+ employees* * were contacted via human resource departments * * *. a. Telephone for name of human resource contact. b. Follow up phone calls / e-mails. II. 75 businesses in the area surrounding Lyon Oaks were visited and packets regarding the park and golf course were distributed during each contact. The business list was acquired from the local fire department. III. Employee exhibits were set up at the Ford Wixom Plant, Consumers Power Company and Daimler Chrysler to promote our programs to their employees. Over 2,000 employees attended each of the Chrysler and Ford events. IV. During the year 2000, the following types of groups were contacted by letter, surveys or via e-mail: Oakland Schools Communications Coordinators, builders, homeowners associations and chambers of commerce. IV. From November-2000 to April-2001 group information was presented to over 240 businesses by the Greeting Committee. The Greeting Committee met new companies in the Southfield and Farmington area to provide a welcome packet. The packet included information about Oakland County Parks among other organizations. EXPENSES I. The cost for the Greeting Committee contacts was $2,940.00. II Group Sales has incurred no additional costs, other than a staff person, the usual day to day business costs for phones, fax, e-mails and postage. All of the brochures, correspondence and materials have been prepared in-house. * * Among the groups contacted were Consumers, DT Energy, Hospitals, Unions, Hotels and Automotive Companies. * * * Complete listings will be provided. PA 12-2 RESULTS Waterpark consignment tickets through MRPA and other parks & recreation departments have doubled from $16,786 in the year 2000 to $33,895 in 2002. II. Bass Pro Shop has more than doubled the sale of annual vehicle permits since 2000. They sold 174 in 2000 and over 500 in 2002. III. In 2002, 1,309 vehicle permits were sold at cities, townships and businesses. IV. Courtyard by Marriott in Troy and Concord Best Western in Waterford use waterpark consignment tickets for "Stay and Play" packages. V. Beaumont Hospital in Troy and Royal Oak participate in the Employee Perks Program and sold over 50 permits in 2002 to their employees. VI. The Ford Wixom Plant Union will be participating in the Employee Perks Program in 2003. VII. Addison Oaks hosted The Motor City Casino Company picnic in August of 2002. Over 2000 Motor City Casino employees attended. GOALS 1. Pursue new businesses and organizations and re -initiate previous contacts to enlarge the Employee Perks program. Concentrate on South and South West Oakland. a. Obtain a list of businesses from Oakland County Planning and Economic Development by February 3, 2003. b. Offer incentives to corporations and organizations for participating. (Eg.10-free tickets to the Waterparks or The Fridge.) c. Increase number of businesses and organizations participating in the Employee Perks program. d. Continue 10 or more cold calls each week explaining the program. e. Participate in 5 or more Employee Expo programs each year. 2. Seek additional locations for annual vehicle permit sales. a. Increase sales agencies in 2003. (There are currently 12 locations.) 12-3 p jf Cold Call List 12/9/02-12/23/02 Sequoia Diversified Products Raymond Green, VP 3271 Five Pints Dr Suite 102 Auburn Hills, MI 48326 248 299 4220 rgreen(a4equoianet.com American Axle & Manufacturing, Inc Thomas Carbin, Mgr of HR / �t '" Ur mo-"" '?"7 , ?, 1840Holbrook %!ZGl••�✓ .t�l��'�Ui�'tG� Detroit, MI 48212 313 9742789 ` Trinity Church ';2 Pastor Larry JonesG� 248 334 5043 `j j J, Deloitte & Touche Kay Ben Partner � k 600 Renaissance Center Ste 900 Detroit MI 48243 313 396-3152 kbenesh(@,dttus.com Plante &MoranC�iLG,�Z�41J Kelly Novak, Recruiter 27400 Northwestern Southfield, MI 48034 248 223 3336 novakka,plante-moran.com Curtis. Rnppal ftlantmoran.com Pricewaterhouse Coopers LLP Jacalyn Goforth, Partner �C 40950 Woodward, Suite 200 Bloomfield Hills, Mi 48304 313 394-3939 iacalyn.s.gofordi 0Cus.pwcgIobaI.com Blue Care Network �_ Q Joan Morehead, VP Corporate Admin 25925 Telegraph B830 Southfield, MI 48086 248 799 6739 jmorebead(@bcbsm.com �•1 3 Baker College- Auburn Hills Campus %' f7"el aGG�� r�/ ldu lwa"O, w�%�y Robert Morrish, director Business &Corp Service,�y't 1500 University Drive Auburn Hills, MI 48326 248 276-8220 Morris__R@ auburn hills.baker.edu Jill Dunphy, Director OCC Foundation `// f, Oakland Community College ��X�j /t} (/vl��/� 2480 Opdyke Rd 2"d floor Guest House Bloomfield Hills, MI 48304-2266 248 341-2133 jkdunphy(tbocc.cc.mi.us Farmington/Farmington Hills Chamber of Commerce✓J� Carleigh Flaharty, President✓ 30903-B West 10 Mile Rd VW Farmington Hills, MI 48336 248 474-3440 flaharty c oeonlinexom 12-4 ITEM 113 DEPARTMENT RE -ORGANIZATION With eight staff members retiring from the Parks and Recreation Commission, staff has looked at re -aligning the work responsibilities and is presenting a new re -organization for the Parks and Recreation Commission. The current and proposed organization charts are attached for your review. We will be available to answer any questions you may have. 13-1 Oakland County Parks and Recreation Commission Current Organizational Chart OAKLAND COUNTY PARKS AND RECREATION COMMISSION SUPPORT STAFF t-+ W I N CHIEF OF DESIGN AND DEVELOPMENT Design and Development PUBLIC COMM. OFFICER Public Communications EXECUTIVE OFFICER Secretary III ASSISTANT ADMINISTRATOR Technical Support Addison Oaks Groveland Oaks Independence Oaks Orion Oaks Rose Oaks Waterford Oaks OPERATIONS ADMINISTRATOR - PARKS OPERATIONS CHIEF OF RECREATION Fridge Interpretive Services Mobile Recreation Red Oaks Waterpark Waterford Oaks Waterpark Seniors/ Therapeutics ADMINISTRATION ADMINISTRATOR - ADMINISTRATION CHIEF OF GOLF COURSE OPS. Glen Oaks Lyon Oaks Red Oaks Golf Course Springfield Oaks White Lake Oaks Accounting Administration Oakland County Parks anct Recreation Commission Proposed Organizational Chart OAKLAND COUNTY PARKS AND RECREATION COMMISSION EXECUTIVE OFFICER Secretary III CHIEF OF DESIGN PUBLIC OPERATIONS AND DEVELOPMENT COMMUNICATIONS OFFICER ADMINISTRATOR - PARKS OPERATIONS Design and Development Marketing Technical Support Graphic Design Trails Group Sales :1 Publications Photography---] CHIEF OF PARKS CHIEF OF RECREATION CHIEF OF GOLF Addison Oaks Fridge Glen O aks Lyon Oaks Inte�Se�rvces 1 Groveland Oaks Red Oaks Golf Course Mobile Recreation Independence Oaks Springfield Oaks Red Oaks Waterpark Orion Oaks White Lake Oaks Waterford Oaks Waterpark I-E Rose Oaks Waterford Park Security ADMINISTRATION ADMINISTRATOR - ADMINISTRATION aAdAccounting ministration F- Personnel Info Tech Purchasing Budget ITEM #14 WHITE LAKE OAKS SALES Following is the expansion study completed by Donnellon Swarthout Associates, Inc. on the clubhouse at White Lake Oaks. Staff and Commission will tour the facility and discuss future plans for the clubhouse and banquet facility. 14-1 WRITE LAKE OAKS EXPANSION STUDY INTRODUCTION This report has been prepared as an initial presentation of the feasibility for the expansion and renovation of the White Lake Oaks golf and banquet facilities. Oakland County Parks would like to improve the functionality of the facility as well as increase the number of guests that can be served at banquets. At the present time there are multiple parking lots, various vehicular and pedestrian access points to the building and circulation conflicts among golfers and banquet guests. These and other concerns will be addressed in this report as we proceed to present a unified expansion program for White Lake Oaks. EXISTING SITE White Lake Oaks is an Oakland County golf course and banquet facility on 193 acres southwest of the intersection of Williams Lake Road and Pontiac Lake Road in White Lake Township. The site has gently rolling grades. There is an abundance of natural vegetation and the course is built around, over and through a variety of woodland, wetlands, streams and ponds. The area of most intense use is in the northeast corner of the property at the intersection of two local arterial roads. The main building is only twenty feet from the Pontiac Lake Road and Williams Lake Road right-of-ways (Figure 1). Parking, the first tee, golfer waiting area, and the cart storage barn are adjacent to the south and west sides of the building causing some significant congestion in this comer of the site. In order to accommodate the existing functions, additional parking is located on the north side of Pontiac Lake Road. This additional property is approximately 5 acres in size. The east half of the site accommodates 138 parking spaces that is used for both golfing and banquet patrons. The west half of this property is occupied by two homes. The homes are being rented at the present time. Due south of the main building is the main parking lot. The first fairway heads south from the first tee just out the west side of the building. The 14-2 ninth green, eighteenth green and tenth tee are varying distances to the southwest and west. A majority of the area west of the first tee is open except for a small practice green in a low area out west of the cart barn. The parking area to the south is paved and in relatively good condition. There is parking for approximately 70 cars with one double loaded driveway heading due south along the east side of the first fairway and adjacent to Williams Lake Road. The south end of the parking lot stops where the first fairway bends and also runs adjacent to Williams Lake Road. Golfers and banquet patrons both use this parking lot. The bag - drop area as well as a banquet patron drop-off area occupy the same space just south of the building (Figure 2). As the south lot fills up, banquet patrons and golf patrons are forced to head out onto Williams Lake Road, turn left on Pontiac Lake Road and make their way into the parking lot on the north side of Pontiac. Lake Road. The northern parking lot is somewhat out of view by passing motorists on Williams Lake Road and, to the first time visitor, not easy to find or use when the south lot is full. The drop-off area on the north side of the building is nice but small (Figure 3). It is used by the golfers most of the time. The northern drop- off area has no direct access to the banquet facility and the entrance on this side of the building is confusing to banquet patrons. The drop-off area also encroaches into the Pontiac Lake Road right-of-way. It is clearly not possible to move it, expand it or improve it functionally. The building service entrance is also located on the north side of the building. It is clearly visible from the intersection which is, for all practical purposes, the front of the building (Figure 4). Delivery trucks and semi- trailer trucks park in the right-of-way in order to make deliveries to the building. EXISTING BUILDING The existing facility is made up of a banquet room, pro shop, golfers' grill, kitchen, some storage rooms, and toilet rooms. It is basically a one- story building initially built in the early 60s. It was purchased by '! Oakland County Parks in 1970. The total area of the existing building is about 11,000 square feet. 1 2 14-3 The main building is old. The infrastructure is antiquated. The plumbing, mechanical and electrical systems are in need of repair. The spaces are small and cut up due to the number of additions and remodelings. The main banquet room is irregularly shaped and not able to accommodate a large group with an unencumbered view to the head table or main speaker. The banquet room lacks adequate lighting or a variety of lighting for various types of events. The sound system is minimal. Golfers, staff, banquet patrons all pass one another through the internal corridors. The pro shop and golfers' grill are in fair shape. The pro shop has a view of the first tee and a somewhat screened view of the ninth green, eighteenth green and tenth tee. The cart barn is relatively new, spartan in construction and adequate for its utilitarian purposes. This facility is a little small and cleaning of carts takes place half in and half outside the building (Figure 5). Access and circulation in and around this facility is adequate. SITE AND BUILDING FUNCTIONAL ANALYSIS The premise of this report is to determine the appropriate manner in which to improve the functionality of the facility for the intended uses. The goal should be to correlate the extent of the improvements with a desired result. We begin this analysis on the basis that the banquet facilities need to be increased. They currently accommodate approximately 100 to 125 patrons comfortably. The dining area, stage area and pre -function combined can handle 150 to 175 patrons if dining were the only activity. This is, however, unacceptable and it results in many groups deciding to go elsewhere for their function. Oakland County Parks would like the new banquet facility to accommodate 300 to 350 patrons in a common large and spacious room. It is also important that the space can be divided into smaller rooms. For initial design purposes, the area requirements for 300 to 350 patrons and golfing patrons would be as follows: 3 14-4 7 Banquet room 5,000 SF Kitchen, food and banquet storage 5,000 SF Pro Shop 1,000 SF Golfers' Grill 1,500 SF Grill accessory spaces 1,000 SF Toilets, circulation, pre -function 3,500 SF Cart storage facilities 5,000 SF Maintenance and delivery 2,000 SF Program Requirements 2400 SF Existing Facilities 13,000 SF Expansion Requirements 82% Increase As seen in reviewing Sheet S-1, Existing Site Characteristics Analysis, the building is hemmed in on all sides by existing facilities or the adjacent roads. It would not be logical to expand to the west. Such a solution would not solve the orientation, circulation, and access problems while at the same time disrupting golfers, the placement of the first tee, length of the first hole, the cart staging area and cart storage facilities. The existing building is still old and requiring infrastructure improvements that would also be very disruptive to the golfers as well as put the banquet facilities out of business for the duration of the remodeling. Expanding the banquet facilities to the south would also not solve the orientation, circulation, and access problems associated with the existing facility. It would also diminish parking in the south lot and not improve the aesthetic value of the existing facilities. This solution would also be disruptive to the golfers, put the banquet facility out of service, and cost almost as much as a new facility would cost if it were being constructed on a new site. Remodelings have the added cost of demolition as well as hidden costs for many unforeseen conditions such as the replacement of deteriorating infrastructure. Either of these first two solutions should include the complete Cremodeling of the kitchen to create better cooking, serving and food storage facilities. These two solutions should also contemplate the remodeling of the exterior and roof of the facility. The banquet room is 4 14-5 less than adequate in size and volume. Nine -foot ceilings are not appropriate for a new 300-seat banquet room. A two-story structure can be a solution for compact and very restrictive sites. Two-story structures can accommodate the functions being proposed at White Lake Oaks. A two-story structure, however, functions best when they have at -grade access for each level. Access to a proposed two-story renovation of the existing structure would be at only one level and the efficient use of space would dictate that the banquet room would be on the second floor while the kitchen remained on the first floor. To suggest that the kitchen also be relocated to the second floor would render the facility almost inaccessible. Finally, this solution would still not solve the orientation, circulation and access problems. ALTERNATE PROPOSAL The recommended solution to the expansion of the banquet facility is the construction of a new, functionally correct and site sensitive structure just west of the cart barn that is centrally located to all of the site activities that are operative during the peak use of the facility. The design aspects of this solution are represented in sheets S-2 and S-3 that are attached to this report. This recommendation would allow the existing facility to function during the construction of the new building. Cart storage would need to be accommodated for a portion of the time but a majority of the construction would take place from October l to April 30. The main ' parking lots and the golf course would not be changed or disrupted at all during this process. The new site would provide for better circulation for golfers and banquet guests. Parking for each function would be separated and clearly marked. Drop-off circles world be separated. Access to all parking would be visible from either access point. Site circulation would be improved and access to Williams Lake Road would be minimized. Pontiac Lake Road may be improved to three lanes in the future but the speed limit in this area should be kept to a minimum. A 25-MPH limit or less would be preferred with quality signage giving adequate notice to pedestrians being in the area (Figure 6). 14-6 The new two-story facility would have separate at -grade access points. rVistas and opportunities to go from level to level abound but there would not be a conflict between golfer circulation patterns and banquet guest ' circulation patterns. The view from the banquet balcony would include the first tee and fairway, ninth green and fairway, eighteenth green and fairway and the tenth tee and fairway. There would be exceptional amenities on each level that would facilitate the use of the building for a wide variety of groups from community little league j awards programs to the fanciest weddings. The other activities occurring on each level are listed on sheets S-2 and S-3. They represent the preliminary programming of the facility. A more in-depth analysis would be pursued if the recommendations of this report are adopted and authorization is given to proceed to the next planning step. In CONCLUSION White Lake Oaks is an underutilized facility due to its size, location and history of its remodelings. The existing facility is small and restricted by the golf course to the south and west and by the roads to the north and east. It is not economically reasonable to try to expand the existing facility by some 80 percent to accommodate the desired seating capacity of a new banquet facility. White Lake Oaks either stays as it is. or Oakland County Parks takes a radical new direction to make White Lake Oaks a quality facility in the center of a quality suburban setting of White Lake and Waterford townships. Without diminishing the quality of the golf course itself, this proposal has the potential for creating a very good facility. This $5,000,000 +/- renovation/reconstruction would meet the needs of Oakland County Parks for the next fifty years. 14-7 WHITE LAKE OAKS SALES BANQUET GRILL ROOM SALES SALES YR 2002 $170,892.35 $158,975.90 YR 2001 $187,788.18 $156,620.40 YR 2000 $153,291.33 $162,277.31 YR 1999 $142,564.42 $156,841.90 YR 1998 $136,787.46 $154,212.81 YR 1997 $161,706.23 $134,194.38 14-8 ITEM #15 ITEM #15 EXECUTIVE OFFICER'S REPORT ---Per Commission request, attached is a copy of the cost breakdown for the pump repair at Lyon Oaks. ---In order to accommodate for recognitions for retiring staff members, the date of the Recognition Lunch has been changed to Friday, April 11, 2003. A copy of the master calendar reflecting that change is attached. ---Attached is information regarding the county's West Nile Virus 2003 Implementation Plan Meeting with local municipalities. Also, four staff members will be attending a West Nile Virus in Lansing on Wednesday, February 5, and reporting back to the Commission at the March meeting. ---Costs for mailing lists: Commission members have requested information about the costs of mailing list for direct mail marketing. Information is included for: • a postcard mailing to promote Lyon Oaks Golf Course • a brochure mailed to families in south Oakland County. 15-1 1Jt�;-Ub-'!l9U'L I HU 1b r cc! l U r( OOOU I tL � UIOUIJl�Jl9UUl�l9UU F' r l91 drop na/I7�c �� Inc. ® Y.C. Smith Co. n u,v,a,v,v vr• n�vnvu.,v�miw � n�►,��ti,rl�;��. �nn� & I .Attn: ll4ilto Ice: breakdown of Lyon Oaks electrical project Conduit 720.00 M.C.M. Wire 702.00 Contactors (switch gear) 8400.00 f Auxiliary wntacl"s Q) 235.00 ruses () sxU.UU 10,437.00 6200 Deltlew Industrial Urlve Waterford, Michigan 48329 PHONE: (248) 020-4700 FAX; NR1 fi23-0fi8H E-mail_ hydradynamleagnolqueal.eom Weglarn Michigan office (e+e) $27-9870 Labor: 10-19-02 one -service tech, 10-14-02 two -service teehs,10-15-02 two -service teehs, .10- 16-02 three -service techs, 10-24-02 one -service tech, 10-25-02 one -service tech jm ce...,i►4,nuy.uu Total Price ... S14,946.00 Note: I hopc this :;liars up any confusion 8lncorely, Nally Deaton ,I I YImermI:InnIM;I'HIIIuI1 �YYHIr{IrlaIIllmmwwnimw6 OAKLAND COUNTY PARKS AND RECREATION COMMISSION 2003 MASTER CALENDAR DAY WEDNESDAY WEDNESDAY WEDNESDAY WEDNESDAY WEDNESDAY FRIDAY FRI DAY WEDNESDAY WEDNESDAY MON. THRU SAT WED. OR THUR. FRI. THRU TUES, WEDNESDAY WEDNESDAY WEDNESDAY FRI DAY WEDNESDAY WEDNESDAY WED. THRU SUN WEDNESDAY WEDNESDAY WEDNESDAY *NEW DATE nn-rc JANUARY 15 FEBRUARY5 MARCH 5 MARCH 19 APRIL 2 APRIL 11 MAY 2 MAY 7 JUNE 4 JUNE 9 - 13 JUNE 25 OR 26 JULY 11 - 15 JULY 16 AUGUST 6 SEPTEMBER 3 SEPTEMBER 12 SEPTEMBER 17 OCTOBER 1 OCT. 21 - 25 NOVEMBER5 NOVEMBER 19 DECEMBER3 FUNCTION REGULAR COMMISSION MEETING REGULAR COMMISSION MTG — WHITE LAKE OAKS REGULAR COMMISSION MEETING REGULAR COMMISSION MEETING - TENTATIVE REGULAR COMMISSION MEETING EMPLOYEE RECOGNITION LUNCH; WHITE LAKE OAKS* LEGISLATORS/COMMISSIONERS BREAKFAST OUTING — LYON OAKS REGULAR COMMISSION MEETING — ADDISON OAKS NEW CAMPGROUND — GRAND OPENING REGULAR COMMISSION MTG — WHITE LAKE OAKS SPECIAL PARKS — VANCOUVER, BRITISH COLUMBIA COUNTY & PARKS COMMISSIONERS PARK TOUR 1. Waterford Oaks 2. Independence Oaks 3. Groveland Oaks 4. Springfield Oaks NACO CONFERENCE—MILWAUKEE, WISCONSIN COMMISSION MEETING & BUDGET WORK SESSION REGULAR COMMISSION REGULAR COMMISSION MEETING - ADOPT BUDGET WINT/SCAMP GOLF OUTING - SPRINGFIELD OAKS COMMISSION MEETING —TENTATIVE REGULAR COMMISSION MEETING NRPA CONGRESS — ST. LOUIS, MO REGULAR COMMISSION MEETING REGULAR COMMISSION MEETING - TENTATIVE REGULAR COMMISSION MEETING January 29, 2003 D:\$Data\My Documents\Commission\MASTER2003.CAL.doc 15-3 JAN-27-2003 MON 04:20 PM FAX NO. P. 01/02 1200 N. Telegraph Pontiac, Michigan 48341-0432 Phone: (248) 858-1410 Fax: (248) 858-5639 Fmc To: Richard Ralph, Executive Officer From: George Miller Health Division Manager Fax: 858-1683 Date: January 27, 2003 Phone: 858-1410 Pages: 2 Re: West Nile Virus Meeting CC: X Urgent © For Review [a Please Comment ❑ Please Reply C] Please Recycle Comments: 1 would like to invite you and any staff members you choose to attend an informational meeting regarding the Health Division's West Nile Virus 2003 Implementation Plan Meeting with Local Municipalities. More information is on the following registration form, Thank you. 15-4 JAN-27-2003 MON 04:20 PM FAX NO. P. 02/02 c�et's F'e lit the Witte, -F>I/ct �o It Ti ilq lit! OAKLAND COUNTY HEALTH DIVISION' West Nile Virus 2003 Implementation Plan Meeting with Local Municipalities Oakland County's local municipalities officials are invited to attend this informative training about West Nile Virus in Oakland County. Current information about West Nile Virus infection and surveillance, mosquito control., and West Nile Virus prevention will be addressed. Choose One Training Only. ME Date: February 13, 2003 Time: 9:00 a.m.-11:30 a.m. 8:30 a.m. registration Location: Oakland County Troy Office Building 1151 Crooks Rd., Troy Entrance C R.S.V.P. By February 10, 2003. Contact Connie Hart at (248) 858-4064 or fax below Pontiac Date: February 14, 2003 Time: 9:00 a.m.-11:30 a.m. 8:30 a.m. registration Location; Oakland County Complex, Department of Information Technology 1200 N. Telegraph Rd., Pontiac, Building #49 R,S.V.P. By February 10, 2003. Contact Connie Hart at (248) 858-4064 or fax below FAX REGISTRATION (248] 858.SG39 Name: Organization Address: City: ZIP: _ Phone: E-Mail: Limited seating. Registration will be on a first come, first serve basis. 15-5 Lyon Oaks Golf Course Postcard mailing .Final Numbers Females, $20K+, ages 25-35 (Mailed Dec. 21, 2001) 49104 @ $49/M = $ 20 1. 10 Single & Multi family head of households, $60K+ in Commerce Township, Milford, Northville, Wixom, Novi (3 zips), South Lyon & Walled Lake (Mail Feb. 25, 2002) Ages 40-44 5,077 Ages 45-49 5,137 Ages 50-54 3,956 Ages 55-59 3,617 17,787 Postage 21,891 x .17 Printing (500 without indicia; balance with indicia) 2300 @ 89.56/1\4 Pontiac Mail Service 4,104 (females — Dec. Mailing) 17,787 (Feb. Mailing) disc fee drop ship fee @45/M = @22/M = @22/M = Total Project Cost Less shared cost by Oak Mangement Net Cost :11 � 140.29 391.31 50.00 12c nn $1,001.52 3,601.28 1,911.00 616.60 $79130.40 2,575.00 $49555.40 15-6 _19A 400 pm u F F w k, � � Cost Summary — 2002 County Mailer 54,244 mailed to: Heads of Household in Single and Multiple Family dwellings with children aged 1-17, in south Oakland County (Mailed May 31, 2002) Printing $4,479.82 List 2,440.98 PMS 2,091.77 Postage 8,517.28 Total $17,529.85 Berkley 48072 Milford 48380 Beverly Hills 48025 48381 Bingham Farms 48025 Northville 48167 Birmingham 48009 Novi 48374 Bloomfield 48301 48375 48302 48377 Bloomfield Hills 48304 Oak Park 48237 Clawson 48017 Pleasant Ridge 48069 Commerce Twp. 48382 Royal Oak 48067 Farmington 48335 48073 48336 Southfield 48034 Farmington Hls. 48331 48075 48334 48076 Ferndale 48220 South Lyon 48178 Franklin 48025 Walled Lake 48390 Hazel Park 48030 West Bloomfield 48322 Huntington Wds. 48070 48323 Lathrup Village 48076 48324 Madison Hts. 48071 Wixom 48393 15-8 `A FA };�� 63 �'J��s., �F., f11 �f�t �i\ C���!'�tI �^d..3.�f '-`• ([[(1 l 'Red, f3 t1 off. P � & 11B, �:4`'?�2tml v �.�5azlo�t�i�`:_€(t,l alli": gqeRili;ify is p3 fnit one coupon per Peron-pet..�Isit-vall<t In ?-G07. only, ah, t valid fors; eclat events, reduced or group rates. this will not ;;D'upliMtlons or facsimlles of coupon lae acceptecl. Not valid wlth other discount offers.