HomeMy WebLinkAboutAgendas/Packets - 2004.10.06 - 40105Pecky D. Lewis, Jr.
Chairman
Richard Skan itt
Vice Chninnan
Fred Korzon
Secretary
Hugh D. Crawford
Vincent Gregory
John P. MCCu1101-11
Charles P. lr,
John Richarck
avid VanderVeen
tte 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
awAKLAND vvww.co.oakland.rni, us
s
September 29, 2004
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, October 6, 2004
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,
1?a-a 21,-e��
Ralph Richard
Executive Officer
Parks and Recreation
Next Meetings: Wednesday, October 12 — 17, 2004 NRPA Congress
Wednesday, November 3, 2004
HAMy documents\COMMISSN\agendaltr.doc
ur mission is to provide recreational, leisure and learning experiences that enhance quality of life.
REVISEL �0/04/2004
Oakland County Parks and Recreation Commission
2800 Watkins Lake Rd
Waterford, MI 48328
**AGENDA**
October 6, 2004
Action Required
1.
Call Meeting to Order 9:00 a.m.
2.
Roll Call
3.
Public Comments
4.
Commission Meeting Minutes for September 8, 2004
Approval
4a.
Public Hearing Minutes for 2005 Operating Budget - September 8, 2004
4b.
Public Hearing Minutes for September 8, 2004
5.
Payment Approval Summary:
Approval
Internal Service Funds Payment Register:
Payment Register:
6.
Combined Statement of Operations FM11, FY 2004 for Month Ending 8/31/04
7.
Activity Report for August, 2004, 2004
8.
County Investment Strategy - Pat Dohany, Oakland County Treasurer
Informational
9.
Qualification Base Selection (QBS)
Informational
10.
Bid Items:
Approval
a. Emerald Ash Borer - Tree Replacement Bids
b. Painting - Red Oaks Waterpark
11.
2005 Capital Improvement Projects Budget Amendments
Approval
a. SOAC - Equestrian Center
b. Lyon Oaks North Recreational Field Development -Phase II (Cricket Facility)
12.
Glen Oaks Grill Room Renovation
Approval
13.
Groveland Oaks Mini Golf
Approval
14.
White Lake Oaks Clubhouse Update
Informational
15.
Special Park Districts Forum Update
Informational
16.
Ellis Barn Update
Informational
17.
Oak Management Contract Adjustment
Approval
18.
Master Design Improvement Plan - Springfield Oaks Golf Course
Approval
19.
Groveland Oaks Recreation Pavilion Fireplace Repair
Approval
20. EXECUTIVE SESSION
Presenter/Phone #
K. Kohn / 858.4606
F. Trionfi / 858.4607
F. Trionfi / 858.4607
J. Figa / M. Donnellon
J. Noyes / 858.4624
D. Stencil / 858.4944
D. Stencil / 858.4944
J. Figa / 858.4620
J. Pung / 858.4625
D. Stencil / 858.4944
F. Trionfi / 858.4607
D. Stencil / 858.4944
M. Donnelion / 858.4623
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NORTH RECREATION FIELD
PHASE If DEVELOPMENT (CRICKET FACILITY)
LYON OAKS '
Staff is requesting the Commission re-establish a Capital Improvement
Project (CIP) account for Lyon Oaks for the North Recreation Field, Phase iI
Development (Cricket Facility). This project will consist of finishing the existing
cricket pitch with a concrete subsurface and the construction of a two -unit
practice pitch facility.
Staff is requesting that!$35,000 be transferred from the 2005 CIP
ntingency to facilitate this project
Fees will be charged to teams using the cricket field and practice facility.
Staff projects that the Commission's investment will have an anticipated pay off
of ten years. Open and competitive play is scheduled to begin in May, 2005.
)C_v
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
September 8, 2004
Vice Chairman Richard Skarritt called the meeting to order at 9:01 a.m. in the commission room of the Parks
and Recreation Commission's administration office.
COMMISSION MEMBERS PRESENT:
Vice Chairman Richard Skarritt, Hugh D. Crawford, Vincent Gregory, Fred Korzon, John P. McCulloch,
Charles Palmer, John Richards, J. David VanderVeen, Suzette Vogt
COMMISSION MEMBERS ABSENT:
Chairman Pecky D. Lewis, Jr.
ALSO PRESENT:
Parks and Recreation
Oakland County Purchasing Division
Oakland County Corporation Counsel
Oakland County 4-H Fair Association
Oakland County Community Corrections
Springfield Township Parks and Rec.
RBI 33, LLC
PUBLIC COMMENTS:
Ralph Richard, Executive Officer
Frank Trionfi, Administrator — Administration
Daniel Stencil, Administrator — Parks Operations
Joseph Figa, Chief of Design and Development
Michael Thibodeau, Chief of Golf
Jan Pung, Public Communications Officer
Sue Wells, Chief of Recreation
Clyde Herb, Chief of Parks
Sheila Cox, Accountant IV
Mike Donnellon, Architectural Engineer II
Jon Noyes, Architectural Engineer I
Joan Daniels, Buyer
John Ross, Assistant Corporation Counsel
LC Scramlin, General Manager
Dave Coleman, President
Ray Cummings, Treasurer
Dave Ax
Art Noreen
Barb Hankey, Manager
Dorothy Lalone, Commissioner
Tim Birtsas, Owner
There were no comments made, nor questions asked, by the public.
APPROVAL OF MINUTES:
Moved by Mr. Crawford, supported by Mr. Gregory to approve the minutes of the meeting
of July 21, 2004, as written.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, 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 Approval
Summary, including:
4-1
(Commission Meeting, September 8, 2004)
- Internal Service Funds Payment Register for June and July, 2004 (FM 9 & 10, FY
2004)
- Internal Service Funds Journal Voucher Register for April, May & June (FM 7, 8 & 9,
FY 2004)
- Oak Management, Inc., Credit for Services Rendered Register for April, May & June
(FM 7, 8 & 9, FY 2004)
- Operating Transfers for April, May & June (FM 7, 8 & 9, FY 2004)
- Payment Register, including Voucher & CIP Report for June & July (FM 9 & 10, FY
2004)
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt (7)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
Moved by Mr. Palmer, supported by Mr. Crawford to accept the Combined Statements of
Operations for the months ending June 30 and July 31, 2004 as filed.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt (7)
NAYS: (0)
Motion carried on a voice vote.
CAPITAL IMPROVEMENT PROJECTS BUDGET REPORT:
The Capital Improvement Projects Budget Report as of June 30, 2004 was accepted as filed.
ACTIVITIES REPORT:
The Activities Report for the month of July, 2004, was accepted as filed.
2004 OPERATING BUDGET AMENDMENT:
Moved by Mr. Korzon, supported by Mr. Richards to amend the 2004 Operating Budget by
approving the transfer of $439,566 from the 2004 Operating Budget Contingency to the
following budget centers:
• Administration: $121,141 to Indirect Costs
• Glen Oaks Golf Course: $9,650 to Grounds Maintenance
• Lyon Oaks Golf Course: $70,000 to Part Time Salaries; $8,400 to Fringe Benefits;
$30,000 to Utilities; $8,000 to Merchandise for Resale, $1,425 to Small Tools; and
$13,625 to Grounds Maintenance
• Red Oaks Golf Course: $32,700 to Small Tools
• White Lake Oaks: $4,700 to Grounds Maintenance
• Addison Oaks: $4,700 to Grounds Maintenance
• Groveland Oaks: $4,700 to Grounds Maintenance
• Independence Oaks: $4,700 to Grounds Maintenance
• Lyon Oaks Park: $4,875 to Grounds Maintenance
• Orion Oaks: $4,100 to Part Time Salaries
• Springfield Oaks Activities Center: $4,700 to Grounds Maintenance
• Waterford Oaks Activities Center: $10,350 to Grounds Maintenance
• Red Oaks Waterpark: $32,500 to Building Maintenance; $53,300 to Utilities; and
4-2
(Commission Meeting, September 8, 2004)
• Addison Oaks: $4,700 to Grounds Maintenance
• Groveland Oaks: $4,700 to Grounds Maintenance
• Independence Oaks: $4,700 to Grounds Maintenance
• Lyon Oaks Park: $4,875 to Grounds Maintenance
• Orion Oaks: $4,100 to Part Time Salaries
• Springfield Oaks Activities Center: $4,700 to Grounds Maintenance
• Waterford Oaks Activities Center: $10,350 to Grounds Maintenance
• Red Oaks Waterpark: $32,500 to Building Maintenance; $53,300 to Utilities; and
$12,500 to Grounds Maintenance
• Waterford Oaks Tennis Complex: $3,500 to Water and Sewer Charges
AYES: Crawford, Gregory, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (8)
NAYS: (0)
Motion carried on a voice vote.
2005 OPERATING BUDGET ADOPTION:
Moved by Mr. McCulloch, supported by Mr. Palmer to approve the adoption of the Oakland
County Parks and Recreation Commission's 2005 General Appropriations Act
incorporating the 2005 Operating Budget and to approve the adoption of the Commission's
2005 Capital Improvement Projects Budget.
Commissioner Palmer requested staff investigate the current cost to the Parks of Downtown Development
Authorities and prepare a report for Commission review at a future meeting.
ROLL CALL VOTE:
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
A sufficient majority having voted, the motion carried.
RECREATION MASTER PLAN AMENDMENT:
Moved by Mr. VanderVeen, supported by Richards to amend the February 6, 2002 Parks
Recreation Master Plan Update by adding the following to the strategic plan:
Appendix A: Oakland County Parks and Recreation Strategic Plan, page 123, Goal Two,
Strategic Objective Task 5.2.3-2 Consider acquisition and/or management of natural areas
for the enhancement of wildlife corridors.
Chapter 5: Recommendations and Action Program, Capital Improvements Schedule, Page
117; add the Capital Improvement Budget and 4-Year Forecast for Fiscal Year October 1,
2004 — September 30, 2005.
Also, to adopt the following resolution to amend the Master Plan Update:
WHEREAS, the Oakland County Parks and Recreation Commission has adopted
the "February 6, 2002 Parks Recreation Master Plan Update;" and
4-3
(Commission Meeting, September 8, 2004)
ROLL CALL VOTE:
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
A sufficient majority having voted, the motion carried.
REVISED MASTER PLAN — SPRINGFIELD OAKS:
Chief of Design and Development Joe Figa reported that two public hearings were held for public input on
the revised Springfield Oaks master plan, which was presented to the Parks Commission on May 5, 2004;
no additional comments have been received.
Moved by Mr. Palmer, supported by Mr. Richards to adopt the revised master plan for
Springfield Oaks.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
Commissioner McCulloch requested staff compile a mini -business plan for the Springfield Oaks Activities
Center, including planned procedures for targeting the commission's annual operating expense of $200,000,
a five-year timeline, required township approvals, and who will be responsible for each goal. Staff will
present the plan to the commission within the next few months.
ELLIS BARN DONATION AGREEMENT:
Park staff, in cooperation with Assistant Corporation Counsel John Ross, Springfield Oaks General Manager
LC Scramlin, and RBI 33 co-owner Tim Birtsas, prepared donation documents to allow the Parks
Commission to accept the Ellis Barn and outbuildings, plus amend the professional services contract with
4-H to include the donated buildings at Springfield Oaks.
Staff recommended approval of the donation agreement for the Ellis Barn; the donation agreement for the
two machinery buildings, one smokehouse, and one privy; plus the professional services contract
amendment, as presented.
Vice Chairman Skarritt reported that the Road Commission for Oakland County approved the grant for the
Ellis Barn at their last meeting.
Moved by Mr. Gregory, supported by Mr. Crawford to approve the donation agreement with
RBI 33, LLC for the Ellis Barn; the donation agreement with RBI 33, LLC for the two
machinery buildings, one smokehouse, and one privy; plus the professional services
contract amendment with Oakland County 4-H to include the buildings at Springfield Oaks.
The donation agreement for the Ellis Barn will be forwarded through the committees for
final approval by the Oakland County Board of Commissioners.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
GREENHOUSE DONATION — SPRINGFIELD OAKS AND LYON OAKS:
4-4
(Commission Meeting, September 8, 2004)
Moved by Mr. VanderVeen, supported by Mr. Crawford to approve the donation agreement
with Bordine Nursery Ltd. for a 32' by 156' greenhouse for use at the community service
gardens at Springfield Oaks and Lyon Oaks.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
BID:
Staff noted that the bids for Item C for the park entry signs came in under the limit for Commission approval,
plus the bids for Item I came in over budget and are still being reviewed. Commission concurred with staffs
recommendation to remove these items from the agenda.
Moved by Mr. McCulloch, supported by Mr. Palmer to award the bid for the purchase and
installation of a pump station for the irrigation system at Springfield Oaks to the low bidder,
Sutton Irrigation, in the amount of $94,300.00, plus a five percent contingency of $4,715,
for a total budgeted amount of $99,015.00.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. McCulloch, supported by Mr. Palmer to split the bid and award the contract
for the Base Bid, Alternate #2 and Alternate #3 to paint the exterior structures of the Red
Oaks Waterpark, the logo over the pool, and the historical Davis house at Springfield Oaks
to the low bidder, Industrial Painting, for $20,300.00; and award the contract for Alternate
#1 to paint the waterslides at Red Oaks Waterpark to the low bidder, Jarvis Painting, in the
amount of $5,675.00; plus a ten percent contingency of $2,597.00, for a total budgeted
amount of $28,572.00.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Korzon, supported by Mr. Gregory to approve the following items as
reviewed and recommended by Purchasing and Park staff:
Purchase of a Treasure Chest Obstacle Course inflatable for Mobile Recreation to the low
bidder, Party Express, in the amount of $11,600.00.
Approval of a transfer of $33,005.00 from the 2004 Capital Improvement Projects
Contingency to the Lyon Oaks Asphalt Walkways, Day Use Project, #55772 to pave 1,875
linear feet of the new entrance trail plus install two culverts.
Approve the expenditure of $2,240.90 for additional cost to install the campground well at
Addison Oaks, for the additional 206 feet over the bid, plus upgrade the pump to 5-hp,
which was required because of the depth. Also approve the transfer of $2,240.90 from the
Capital Improvement Projects Contingency to the Addison Oaks Water System,
Campground D, Project #15778.
4-5
(Commission Meeting, September 8, 2004)
Approve the expenditure of $529.00 for additional asphalt removal and extra curbing
installation for the Glen Oaks parking lot curbing project.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Crawford, supported by Mr. Richards to approve the use of the remaining
$10,000.00 from the Addison Oaks Banquet/Conference Center Repair Project budget for
the garden slate and brick walk repair, flat roof repair, bat removal, deck handrail repair,
and drainage correction; plus approve the transfer of $11,478.00 from the Operating
Budget Contingency to the Addison Oaks Building Maintenance Budget item.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Palmer, supported by Mrs. Vogt to award the contract for the construction
of a 2 3 wall on an existing footing, including the necessary sawcutting, concrete and slate
removal, and new trench footings where required, at the Twin Chimneys shelter at
Independence Oaks to the low bidder, Held & Held, in the amount of $30,000.00, plus a
five percent contingency of $1,500.00, for a total budgeted amount of $31,500.00. Also,
award a separate contract for the Base Bid to construct a 2'3" decorative block wall with
a 3" pre -cast masonry cap, plus Alternate #1 to demolish and remove the existing brick
masonry wall, at the recreational pavilion at Groveland Oaks to the low bidder, Held &
Held, in the amount of $25,200.00, plus a five percent contingency of $1,260.00, for a total
budgeted amount of $26,460.00.
AYES: Crawford, Gregory, Korzon, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE SESSION:
Moved by Mr. Palmer, supported by Mrs. Vogt to adjourn to an Executive Session for the
purpose of discussing proposed land acquisitions.
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
The meeting was adjourned to Executive Session at 10:32 a.m.
The meeting was re -convened at 10:44 a.m.
PROPOSED LAND ACQUISITION:
Moved by Mr. Palmer, supported by Mr. VanderVeen to authorize staff to proceed with
negotiations as discussed in the Executive Session.
4-6
(Commission Meeting, September 8, 2004)
AYES: Crawford, Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (9)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE OFFICER'S REPORT:
As part of the Executive Officer's Report filed in the agenda, the following was noted:
---Fall rates for the golf courses were distributed to the commissioners for their information.
ADJOURNMENT:
The meeting was adjourned at 10:47 a.m.
The next Commission meeting will be 9:00 a.m. on Wednesday, October 6, 2004.
Fred Korzon, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
4-7
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
PUBLIC HEARING FOR THE 2005 OPERATING BUDGET
September 8, 2004
Vice Chairman Richard Skarritt called the public hearing to order at 8:59 a.m. in the commission
room of the Parks and Recreation's administration office.
COMMISSION MEMBERS PRESENT:
Vice Chairman Richard Skarritt, Secretary Fred Korzon, Hugh D. Crawford, Vincent Gregory, John
McCulloch, Charles Palmer, John Richards
COMMISSION MEMBERS ABSENT:
Chairman Pecky D. Lewis, Jr., J. David VanderVeen, Suzette Vogt
ALSO PRESENT:
Parks and Recreation
Oakland County Purchasing
Oakland County Corporation Counsel
Oakland County 4-H Fair Association
Springfield Township Parks and Rec.
RBI 33, LLC
Ralph Richard, Executive Officer
Daniel Stencil, Administrator — Park Operations
Frank Trionfi, Administrator - Administration
Joseph Figa, Chief, Design and Development
Mike Thibodeau, Chief of Golf
Clyde Herb, Chief of Parks
Sue Wells, Chief of Recreation
Janet Pung, Public Communications Officer
Mike Donnellon, Architectural Engineer II
Jon Noyes, Architectural Engineer I
Joan Daniels, Buyer
John Ross, Assistant Corporation Counsel
LC Scramlin, General Manager
Dave Coleman, President
Ray Cummings, Treasurer
Dave Ax
Art Noreen
Dorothy Lalone, Commissioner
Tim Birtsas, Owner
The purpose of the public hearing was to discuss the proposed Fiscal Year 2005 operating budget.
The proposed revenue budget for Fiscal Year 200 is $22,221,592, up 2% over the proposed
budget for Fiscal Year 2004. Of this amount, $9,121,592 comes from fees and charges and
interest on investments; the remaining balance of $13,100.000 will come from the millage.
The proposed operating budget for Fiscal Year 2005 is $21,861,848, an increase of 6.4% over
the 2004 proposed budget. The higher increase is due to higher depreciation costs. In addition,
$734,070 has been included in the Administration Operating Budget for indirect cost charges,
$112,589 has been included for interest payments on the building authority bond, and $136,000
has been included to pay Orion Township for the approved bike path. There is also a 3.0%
salary increase for full-time employees; part-time eligible employees' salaries are frozen.
4a-1
Our Fiscal Year 2004 adjusted operating budget is 5.5% or $1,062,496 less than originally
budgeted due to depreciation and salary costs. Our Fiscal Year 2004 revenue budget is 3.8% or
$824,557 less than originally budgeted.
Operating Equipment requests for Fiscal Year 2005 total $401,000. Of this amount, $265,550
will be spent on replacement equipment.
Estimated new funds for Capital Development for Fiscal Year 2005 are $3,462,285, of which
$450,000 is earmarked for payment to the Oakland County Building Authority. The balance of
$3,012,285 is available to fund additional capital projects.
No questions were asked, nor comments received, by the public.
The public hearing was adjourned at 9:00 a.m.
Fred Korzon, Secretary Karen Kohn CPS/CAP, Recording Secretary
4a-2
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
PUBLIC HEARING
September 8, 2004
Vice Chairman Richard Skarritt called he public hearing for the amendment to the overall recreation master
plan at 9:00 a.m. in the commission room of the Parks Commission's administration office.
COMMISSION MEMBERS PRESENT:
Vice Chairman Richard Skarritt, Hugh D. Crawford, Vincent Gregory, Fred Korzon, John P. McCulloch, Charles
Palmer, John Richards
COMMISSION MEMBERS ABSENT:
Chairman Pecky D. Lewis, Jr., J. David VanderVeen, Suzette Vogt
ALSO PRESENT:
Parks and Recreation
Oakland County Purchasing Division
Oakland County Corporation Counsel
Oakland County 4-H Fair Association
Springfield Township Parks and Rec.
RBI 33, LLC
OVERALL RECREATION MASTER PLAN:
Ralph Richard, Executive Officer
Frank Trionfi, Administrator — Administration
Daniel Stencil, Administrator— Parks Operations
Joseph Figa, Chief of Design and Development
Michael Thibodeau, Chief of Golf
Jan Pung, Public Communications Officer
Sue Wells, Chief of Recreation
Clyde Herb, Chief of Parks
Sheila Cox, Accountant IV
Mike Donnellon, Architectural Engineer II
Jon Noyes, Architectural Engineer I
Joan Daniels, Buyer
John Ross, Assistant Corporation Counsel
LC Scramlin, General Manager
Dave Coleman, President
Ray Cummings, Treasurer
Dave Ax
Art Noreen
Dorothy Lalone, Commissioner
Tim Birtsas, Owner
Staff is requesting the Parks Commission amend our February 6, 2002 Parks and Recreation Master Plan
Update, which is a requirement for adding supplemental information to our 2004 Michigan Natural
Resources Trust Fund grant applications currently under review by the DNR; they are as follows:
Independence Oaks — Organizational Youth Camping Connector Trail (River Trail)
Addison Oaks — Sullivan Property Acquisition
The "February 6, 2002 Parks and Recreation Master Plan Update" includes the Parks Commission's
Capital Improvement Schedule for the year 2002. This schedule does not include a project budget for the
Independence Oaks OYC Connector Trail. A resolution to amend the Recreation Master Plan with our
adopted 2005 Capital Improvement Budget listing the grant project as 10-78 "Construct River Trail" is
required.
4b-1
Commission Meeting, September 8, 2004
The 2002 Master Plan Update includes language that promotes natural areas through the "creation of a
'preserve' in areas of regional, state or national significance (Mission Statement, Goal Two, Strategic
Object Task 5.2.3-1), but fails to promote the acquisition and/or management of parklands specifically for
the enhancement of wildlife corridors. Wildlife corridors are promoted by the MDNR for the long-term
conservation of many species and are one of the "special initiatives" given priority by the MNRTF Board.
Therefore, staff recommends the addition of:
Task 5.2.3-2 Consider acquisition and/or management of natural areas for the enhancement of wildlife
corridors.
No questions were asked by the public.
A public hearing is also a requirement of the DNR to qualify for funds. Notice of the hearing was advertised
in area newspapers.
No questions were asked; therefore, the public hearing was declared closed at 9:01 a.m.
Fred Korzon
Secretary
Karen Kohn CPS/CAP
Recording Secretary
0-2
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
PAYMENT APPROVAL SUMMARY
FOR MEETING OF:
October 6, 2004
INTERNAL SERVICE FUNDS PAYMENT REGISTER:
August, (FM11, FY 2004)
PAYMENT REGISTER:
$1,177,172.85
Voucher & C.I.P. Report Period, August, (FM11, FY 2004)* 797,02922
TOTAL
$1,974,202.07
*BACKUP INFORMATION IS AVAILABLE FOR REVIEW.
5-1
Oakland County Parks aiiu Recreation Commission
Internal Service Funds Payment Register
For the month of August, 2004 (FM 11)
Source
Department/Fund
Purpose
Amount
12/IN203233
O.C. Printing, Mailing & Copier Fund
Printing charges for Aug.-Admin., Rec. Admin., Add., Orion, Glen Oaks, Water., Lyon & Rose
$3,031.86
12/IN203235
O.C. Building & Liability Insurance Fund
Liability Insurance charges for July, August & September -All Parks
15,526.00
12/IN203239
O.C. Printing, Mailing & Copier Fund
Mailing charges for Aug.-Admin.
1,742.27
12/IN203244
O.C. Motor Pool Fund
Car/Truck lease, maintenance & gasoline charges for Aug.-Admin., Rec. Admin., Tech. Supp.,
25,840.22
Add., Grove., Orion, Indep., Glen Oaks, Red Oaks G.C., Spring., R.O.W. Park, SAC, Water.,
Mob. Rec., W.O.W. Park, Tob. Complex, Nat. Cntr., L on &Lon G.C.
12/IN203245
O.C. Indirect Cost
Reimbursement for 3rd quarter Trails Network Funding-Admin.
8,530.58
12/I1\1203252
O.C. Building & Liability Insurance Fund
DOT testing charges for May, June & July -Mob. Rec.
112.00
18/IN203251
O.C. Information Technology Fund
Radio lease & maintenance charges for Aug.-Admin., Add., Grove., Indep. & Nat. Cntr.
3,591.20
18IC1300239
O.C. Telephone Communications Fund
Telephone charges for Aug.-Admin., Rec. Admin., Tech. Sup ., Add., Grove., Indep., Wh. Lk.,
13,133.38
Glen Oaks, Spring., Red Oaks, R.O.W. Park, Water., W.O.W. Park, Nat. Cntr., Lyon &
Lyon G.C.
43/IN203254
O.C. General Fund
Security charges for 7110/04 thru 7/23/04 & 7/24/04 thru 8/6/04-Add., Grove., Orion, Indep.,
67,290.67
Wh. Lk., Spring., R.O.W. Park, Water., W.O.W. Park, Lyon &Lon G.C.
61/IN203223
O.C. Drain Commission
Water & sewer charges for June -Add., July -Lyon & April thru June -Glen Oaks
5,526.71
PR020099-100
O.C. Payroll Fund
Payroll charges for pay period ending 8/6/04 -All Parks
431,935.92
PR020201-202
O.C. Payroll Fund
Payroll charges for pay period ending 8/20/04-All Parks
398,981.34
FB477909-912
O.C. Fringe Benefits Fund
Fringe benefit charges for pay period ending 8/6/04-All Parks
111,192.58
FB479095-098 10.C.
Frin a Benefits Fund
Fringe benefit charges for pay period ending 8/20/04-All Parks
107,799.28
TOTAL FOR INTERNAL SERVICE FUNDS PAYMENT REGISTER
$1,177,172.85
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
FM 11, FY 2004
(FOR MONTH ENDING 8/31/04)
YEAR TO
2004
(OVER),
% OF
REVENUE
DATE
BUDGET
UNDER BUDGET
BUDGET
ADMINISTRATION: Millage Tax
$12,646,459.93
$12,735,000.00
$88,540.07
99.3%
Other
145,319.96
149,500.00
4,180.04
97.2%
GLEN OAKS GOLF COURSE
1,039,111.31
1,283,100.00
243,988.69
81.0%
LYON OAKS GOLF COURSE
1,090,642.46
1,519,600.00
428,957.54
71.8%
RED OAKS GOLF COURSE
330,726.42
317,900.00
(12,826.42)
104.0%
SPRINGFIELD OAKS GOLF COURSE
693,668.38
893,950.00
200,281.62
77.6%
WHITE LAKE OAKS GOLF COURSE
837,562.79
1,040,693.00
203,130.21
80.5%
NATURE CENTER
31,787.00
38,700.00
6,913.00
82.1%
ADDISON OAKS
304,696.75
414,635.00
109,938.25
73.5%
ADDISON OAKS CONFERENCE CENTER
79,190.13
120,000.00
40,809.87
66.0%
GROVELAND OAKS
554,920.64
655,000.00
100,079.36
84.7%
INDEPENDENCE OAKS
247,946.36
278,600.00
30,653.64
89.0%
LYON OAKS
30,074.00
21,225.00
(8,849.00)
141.7%
ORION OAKS
60,783.00
20,100.00
(40,683.00)
302.4%
ROSE OAKS
326.00
100.00
(226.00)
326.0%
SPRINGFIELD OAKS ACTIVITY CENTER
2,548.29
2,500.00
(48.29)
101.9%
WATERFORD OAKS
35,183.54
33,988.00
RECREATION ADMINISTRATION
30,003.49
58,620.00
28,616.51
51.2%
MOBILE RECREATION
316,723.04
419,750.00
103,026.96
75.5%
RED OAKS WATER PARK
599,948.18
836,826.00
236,877.82
71.7%
WATERFORD OAKS BMX COMPLEX
17,032.39
24,900.00
7,867.61
68.4%
WATERFORD OAKS TENNIS COMPLEX
17,211.00
17,500.00
289.00
98.3%
WATERFORD OAKS TOBOGGAN COMPLEX
122,593.83
118,300.00
(4,293.83)
103.6%
WATERFORD OAKS WATERPARK
572,966.29
794,500.00
221,533.71
72.1%
TOTAL REVENUE
$19,807,425.18
$217794,987.00
1,987,561.82
90.9%
OPERATING EXPENSES
ADMINISTRATION
$2,975,870.85
$3,573,860.00
$597,989.15
83.3%
GLEN OAKS GOLF COURSE
934,728.77
1,211,526.00
276,797.23
77.2%
LYON OAKS GOLF COURSE
1,669,811.81
1,933,089.00
263,277.19
86.4%
RED OAKS GOLF COURSE
666,496.79
756,819.00
90,322.21
88.1%
SPRINGFIELD OAKS GOLF COURSE
698,220.12
904,648.00
206,427.88
77.2%
WHITE LAKE OAKS GOLF COURSE
648,206.44
782,950.00
134,743.56
82.8%
NATURE CENTER
424,540.25
563,573.00
139,032.75
75.3%
ADDISON OAKS
1,209,395.38
1,375,077.00
165,681.62
88.0%
ADDISON OAKS CONFERENCE CENTER
261,709.45
405,183.00
143,473.55
64.6%
GROVELAND OAKS
933,685.36
1,245,451.00
311,765.64
75.0%
INDEPENDENCE OAKS
974,923.25
1,133,801.50
158,878.25
86.0%
LYON OAKS
296,075.81
418,822.50
122,746.69
70.7%
ORION OAKS
86,396.16
102,107.00
15,710.84
84.6%
ROSE OAKS
12,757.70
27,604.00
14,846.30
46.2%
SPRINGFIELD OAKS ACTIVITY CENTER
117,917.80
184,257.00
66,339.20
64.0%
WATERFORD OAKS
488,981.20
547,888.00
58,906.80
89.2%
RECREATION ADMINISTRATION
440,289.03
589,183.00
148,893.97
74.7%
MOBILE RECREATION
580,578.06
706,998.00
126,419.94
82.1%
RED OAKS WATERPARK
1,128,161.01
1,426,287.00
298,125.99
79.1%
WATERFORD OAKS BMX COMPLEX
39,103.19
57,913.00
18,809.81
67.5%
WATERFORD OAKS TENNIS COMPLEX
21,273.54
46,666.00
25,392.46
45.6%
WATERFORD OAKS TOBOGGAN COMPLEX
231,834.06
279,834.00
47,999.94
82.8%
WATERFORD OAKS WATERPARK
853,724.81
1,057,575.00
203,850.19
80.7%
TECHNICAL SUPPORT
905,018.38
1,037,180.00
132,161.62
87.3%
CONTINGENCY/INTERNAL SERVICE CHARGES*
0.00
187,422.00
187,422.00
N/A
TOTAL OPERATING EXPENSES
$16,599,699.22
$20,555,714.00
$3,956,014.78
80.8%
REVENUE OVER/(UNDER) EXPENSES
$3,207,725.96
$1,239,273.00
($1,968,452.96)
2004
2003
ACTUAL REVENUE TO DATE:
90.9%
91.7%
BUDGET BALANCE:
9.1%
8.3%
ACTUAL EXPENSE TO DATE:
80.8%
77.3%
BUDGET BALANCE:
19.2%
22.7%
*CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT.
6-1
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
FM 11, FY 2004
(FOR MONTH ENDING 8/31/04)
CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT.
CONTINGENCY BUDGET FIGURE: $3,000.00 HAS BEEN TRANSFERRED TO GLEN OAKS (NOV.)
$1,872.50 HAS BEEN TRANSFERRED TO INDEPENDENCE OAKS (JAN.)
$1,872.50 HAS BEEN TRANSFERRED TO LYON OAKS (JAN.)
$12,000 HAS BEEN TRANSFERRED TO WATERFORD OAKS TENNIS COMPLEX (MAR.)
$11,060 HAS BEEN TRANSFERRED TO RED OAKS WATERPARK (MAR.)
$16,800 HAS BEEN TRANSFERRED TO SPRINGFIELD OAKS (MAY)
$8,460 HAS BEEN TRANSFERRED TO RED OAKS WATERPARK (MAY)
$121,141 HAS BEEN TRANSFERRED TO ADMINISTRATION (AUG.)
$9,650 HAS BEEN TRANSFERRED TO GLEN OAKS G.C. (AUG.)
$131,450 HAS BEEN TRANSFERRED TO LYON OAKS G.C. (AUG.)
$32,700 HAS BEEN TRANSFERRED TO RED OAKS G.C. (AUG.)
$4,700 HAS BEEN TRANSFERRED TO WHITE LAKE OAKS G.C.(AUG.)
$16,187 HAS BEEN TRANSFERRED TO ADDISON OAKS (AUG.)
$11,160 HAS BEEN TRANSFERRED TO GROVELAND OAKS (AUG.)
$4,700 HAS BEEN TRANSFERRED TO INDEPENDENCE OAKS (AUG.)
$4,875 HAS BEEN TRANSFERRED TO LYON OAKS (AUG.)
$4,100 HAS BEEN TRANSFERRED TO ORION OAKS (AUG.)
$4,700 HAS BEEN TRANSFERRED TO SPRINGFIELD OAKS ACTIVITY CENTER (AUG.)
$10,350 HAS BEEN TRANSFERRED TO WATERFORD OAKS (AUG.)
$98,300 HAS BEEN TRANSFERRED TO RED OAKS WATERPARK (AUG.)
$3,500 HAS BEEN TRANSFERRED TO WATERFORD TENNIS COMPLEX (AUG.)
6-2
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
REVENUE AND EXPENSE COMPARISON
FM 11, FY 2004
(FOR MONTH ENDING 8/31/04)
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
12,791,779.89
1,039,111.31
1,090,642.46
330,726.42
693,668.38
837,562.79
31,787.00
304,696.75
79,190.13
554,920.64
247,946.36
30,074.00
60,783.00
326.00
2,548.29
35,183.54
30,003.49
316,723.04
599, 948.18
17,032.39
17,211.00
122,593.83
572,966.29
0.00
0.00
YEAR TO DATE
EXPENSE
2,975,870.85
934, 728.77
1,669,811.81
666,496.79
698,220.12
648,206.44
424,540.25
1,209,395.38
261,709.45
933,685.36
974, 923.25
296,075.81
86,396.16
12,757.70
117,917.80
488,981.20
440,289.03
580,578.06
1,128,161.01
39,103.19
21,273.54
231,834.06
853,724.81
905,018.38
0.00
*CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT.
6-3
REVENUE OVER
(UNDER) EXP.
9,8 5,909.04
104,382.54
(579,169.35)
(335,770.37)
(4,551.74)
189,356.35
(392,753.25)
(904,698.63)
(182,519.32)
(378,764.72)
(726,976,89)
(266,001.81)
(25,613.16)
(12,431.70)
(115,369.51)
(453, 797.66)
(410,285.54)
(263,855.02)
(528,212.83)
(22,070.80)
(4,062.54)
(109,240.23)
(280,758.52)
(905,018.38)
0.00
ACTIVITY REPORT r,_�)AKLAND-
AUGUST, 2004 �jC�T•hP► '::
DAY USE PARKS* Not included in program totals -only in combined totals. PARTICIPANTS (MONTH) PARTICIPANTS (YTD)
In-house events are counted in facility totals. 2003
2004 2003
2004
ADDISON OAKS PARK
Campers
13805
13067
56061
57316
Day Use
11433
10111
38922
33075
Day Campers
0
10
13
615
*ADDISON OAKS CONFERENCE CENTER
4738
44631
332551
39300
GROVELAND OAKS PARK
Campers
27246
25503
98298
93903
Day Use
10588
9044
36099
32658
Day Campers
169
340
2509
2456
INDEPENDENCE OAKS PARK
Day Use
23007
25639
174772
202840
Day Campers
5557
1596
12514
12088
Overnight Youth Group Campers+A39
0
40
754
633
LYON OAKS PARK
Day Use
964
0
4426
3253
Bark Park
2000
3054
11162
22414
ORION OAKS PARK
Day Use
2736
1320
22662
25736
Bark Park
5220
4194
38504
51501
ROSE OAKS PARKS
Day Use
400
400
2200
4400
SPRINGFIELD OAKS ACTIVITY CENTER
Day Use
1861
1910
1861
10043
4-H Fair
0
0
80000
84646
*Banquet Facilities
515
2124
39396
36229
WATERFORD OAKS
Activity Center - non banquet
481
356
6071
6707
*Banquet Facilities - Activity Center
145
320
3669
6197
Day Use
22021
5035
21812
19991
TOTAL CAMPERS
41051
38570
154359
151219
TOTAL DAY USE
53191
53459
302754
331996
TOTAL DAY CAMPERS
5726
1946
15036
15159
TOTAL OVERNIGHT YOUTH GROUP CAMPERS
0
40
754
633
TOTAL BARK PARK
7220
7248
49666
73915
TOTAL 4-H FAIR
0
0
80000
84646
TOTAL ACTIVITY CENTER -NON BANQUET
481
356
6071
6707
03-04 COMM ACTIVITY REPORT, AUG04 1 of 4
GOLF COURSES
* Not included in program totals - only in combined totals. PARTICIPANTS (MONTH) PARTICIPANTS (YTD)
In-house events are counted in facility totals.
2003
2004 2003
2004
GLEN OAKS
Rounds Played - 9 Holes
7159
7528
34380
34818
Rounds Played - 18 Holes
2642
2026
11222
10635
*Banquet Facilities
4471
4459
43762
48608
*Grill Room
7666
7722
20231
29555
LYON OAKS
Rounds Played - 9 Holes
1576
1498
7000
6841
Rounds Played - 18 Holes
3806
3591
17162
18545
Driving range
1694
2610
9601
11700
*Banquet Facilities
2131
1521
12090
12882
*Grill Room
0
5325
1050
23266
RED OAKS - (Under construction - Opening Spring 2004)
Rounds Played - 9 Holes
0
5311
0
22703
SPRINGFIELD OAKS
Rounds Played - 9 Holes
4581
5073
20863
19755
Rounds Played - 18 Holes
2963
2759
13217
12966
*Grill Room
0
5974
0
23129
WHITE LAKE OAKS
Rounds Played - 9 Holes
7729
7154
33356
35786
Rounds Played - 18 Holes
2328
2361
10649
12533
*Banquet Facilities
481
800
5504
4971
*Grill Room
1140
4419
4910
20691
TOTAL ROUNDS PLAYED - 9 HOLES
21045
26564
95599
119903
TOTAL ROUNDS PLAYED -18 HOLES
11739
10737
52250
54679
TOTAL DRIVING RANGE
1694
2610
9601
11700
03-04 COMM ACTIVITY REPORT, AUG04 2 of 4
RECREATION, FACILITIES AND SPECIAL
" Not included in program totals - only in combined totals. 71 PARTICIPANTS (MONTH) PARTICIPANTS (YTD)
In-house events are counted in facility totals. 2003
2004 2003
2004
MOBILE RECREATION
Bleachers
0
8
37
48
Bouncer
6765
16195
40189
45100
Bus
2340
2880
22635
24885
Climbing Wall
1200
2500
4500
7100
Dunk Tank
6757
5825
20970
16543
Inline Skate Mobile/Hockey Mobile
2625
3559
9729
9863
Obstacle Course
3485
4100
8610
16400
Orbotron
1650
1950
5400
6600
Puppet
2720
2380
13260
11210
Show Mobile
50
38
168
178
Space Maze
820
4100
3075
14965
Sport Mobile
9847
2290
30228
14198
Tents
0
36
170
221
Camps
136
237
0
0
Miscellaneous
0
0
0
0
WATERFORD OAKS BMX
1871
1104
14661
12630
WATERFORD OAKS COURT GAMES COMPLEX
144
170
701
646
WATERFORD OAKS FRIDGE
0
0
22782
19750
WATERFORD OAKS LOOKOUT LODGE
359
280
4022
4421
WATERFORD OAKS WATERPARK
31461
17626
87639
60234
RED OAKS WATERPARK
22008
17226
71626
59249
THERAPEUTIC EVENTS
1530
1901
4549
6949
SENIOR EVENTS
1200
993
9818
8468
TOTAL MOBILE RECREATION VISITS
383951
853981
1589711
167311
TOTAL FACILITIES AND SPECIAL EVENTS 1
58573
39300
215798
172347
03-04 COMM ACTIVITY REPORT, AUG04 3 of 4
NATURE INTERPRETIVE SERVICES
Not included in program totals. PARTICIPANTS (MONTH) PARTICIPANTS (YTD)
In-house events are counted in facility totals. 2003
2004 2003
2004
ENVIRONMENTAL PROGRAM - INDEPENDENCE OAKS
Nature Center
2519
2598
30811
29008
Outreach Visits
148
180
6666
9273
*Trail Usage
6209
6671
61120
77721
ENVIRONMENTAL PROGRAM - LYON OAKS
Nature Center
232
244
847
2529
Outreach Visits
0
81
470
888
*Trail Usage
0
375
0
2915
TOTAL NATURE CENTERS
27511
28421
316581
31537
TOTAL OUTREACH VISITS
COMBINED•
1413261
PARTICIPANTS (MONTH)
7136 10151
PARTICIPANTS (YTD)
2003
2004
2003
2004
DAY USE PARKS
107669
101619
608640
664275
GOLF COURSES
34478
39911
157450
186282
RECREATION, FACILITIES AND SPECIAL EVENTS
96968
124698
374769
339658
NATURE INTERPRETIVE SERVICES
2899
3103
38794
41698
BANQUET FACILITIES
12481
13687
137676
148187
GRILL ROOMS
88061
23440
26191
96641
GRAND TOTALS
263301
3064581
1343520
1476741
Therapeutic/Senior Event Breakdown
TR: Mich Adaptive Sports - 56' w/x Dazes - 1450; Bowling - 162; TGIF - 66; TR-Red Oaks - 75; TR-Royal Oa
Golf - 30:
SR: Softball - 918; Braekfast at Inde endence Oaks - 75
03-04 COMM ACTIVITY REPORT, AUG04 4 of 4
ITEM #8
COUNTY INVESTMENT STRATEGY
In response to the Parks Commission's request at its July 21 meeting,
Oakland County Treasurer Pat Dohany will be presenting the county's
investment strategy as it pertains to Parks and Recreation.
8-1
ITEM #9
QUALIFICATION BASE SELECTION (QBS)
A procurement procedure for Professional Service Contracts
A brief presentation will be made by Mr. Ronald Brenke, Executive
Director for the QBS Coalition of Michigan and the American Council of
Engineering Companies (ACEC) on Qualification Base Selection for
professional service contracts. See attached QBS Brochure.
Currently, the Oakland County Purchasing Department has established
guidelines (see attached) for QBS, which staff will potentially be using to procure
professional service contracts with design professionals for future capital
improvement projects.
Staff would like to update the commission on this process as an
enhancement of our existing procurement process.
9-1
EXCERPT FROM OAKLAND COUNTY PURCHASING'S
POLICIES AND PROCEDURES MANUAL
1. Owner Determines the Preliminary Scope of Work.
The general scope and particular needs of the project must first be identified. Basic
elements normally included in a statement of the scope of work for a project include:
• Owner's name
• Description of function and short history of the owner organization or agency
• Project name
• Project location
• Contact person
• Identification and explanation of involvement of selection panel or client groups
• Descriptions of other construction in process or planned for the same site not
included in the scope.
• Descriptions of completed studies, surveys, and/or preliminary feasibility work
relevant to the project.
• Requirements for further feasibility planning prior to design and construction.
• Project outline, including:
• Intended size
• Function
• Occupancy
• Any other general anticipated requirements
• Anticipated schedule
• Description of design professional selection process.
• Any additional or unique requirements or considerations such as referenda
anticipated funding strategy, and budgeting.
2. Project Time Frame Is Established
Establishing a time frame prevents misunderstanding and any last-minute "surprises"
that might delay or sidetrack the process. Time frames for each project will differ,
depending on the nature of the project, concerns of the owner, and other factors.
3. A List of Professionals Is Compiled
This list can be compiled using advertising, directories, and referrals.
Some factors to be considered:
• Type of firm needed
• Reasonable number of firms the owner can evaluate
• Geographic locations and distribution of firms.
4. Letters of Qualification Are Requested
A Request for Qualifications (RFQ) can be used to obtain the names and credentials of
interested professional firms.
9-2
The owner should prepare the following materials to send to the firms on the compiled
list:
• A memo to all firms invited to submit statements of qualifications. The firms
should be listed in alphabetical order.
• A list of information that should be included with the firms' statements of
qualifications.
• A schedule of planned activities
• A scope of work statement
• Requirements for equal -opportunity employment, minority business, small
business, and women owned business participation.
It is essential that all the firms receive the same materials so all firms' responses will
be based on the same project specifications and constraints and therefore, can be
compared fairly.
5. Evaluating Qualifications Submittals
A selection committee assigned to develop a shortlist of firms should evaluate
qualifications submitted by the firms. The number of firms to be included on the
shortlist, and then interviewed, may vary depending on the size and scope of the
project. Generally, three to five firms are sufficient.
6. A Shortlist of Firms To Be Interviewed Is Established
Once a list has been established, all firms should be contacted. Because all firms that
submitted qualifications committed time and expense to pursue this project, the owner
should contact the firms not selected, as well as those selected.
Firms selected for interviews should immediately be sent information regarding
interview requirements. The following elements should be considered:
• If a tour of the site/facilities is considered appropriate, a date should be established.
• A list of interview criteria and questions, and an explanation of the scoring and
selection process, should be sent to the firms on the shortlist.
• If the owner has feasibility studies, a project program, or other background
information on the project, these materials should be submitted to the firms, or
made available to them for purposes of review.
• Other specifics about the interviews themselves, including the date, place, time, and
the names and titles of the members of the group that will be conducting the
interviews, should also be included.
7. Conducting Interviews With the Shortlisted Firms
Interviews enable to owner to compare each of the firms' different approaches to the
design process, as well as their interpretations and understanding of the specific project
requirements. The interviews allow for evaluation of the personal styles of each firm's
management and key personnel, and their compatibility with the pre -identified criteria
for the project.
9-3
8. Ranking of the Firms
An evaluation form that includes a weight and a score for each criteria/question is
useful for evaluating, ranking, and selecting the most qualified firm. During the
interview, each interviewer should evaluate the firm separately. After all the interviews
have been completed, the score sheets are compiled. This provides a documented
record of the selection process as support for the committee's actions. It is
recommended that committee members take the time to achieve a consensus, rather
than selecting by majority vote.
9. Negotiating An Agreement With The Selected Firm
Negotiations with the most qualified firm should begin as soon as possible. It is
normally not difficult to reach an agreement on the fee since the QBS process
facilitates an early understanding of the project scope and requirements. If an
agreement cannot be met, negotiations with the first -ranked firm should be terminated
and the owner should open negotiations with the second -ranked firm. Some other
suggestions:
• A detailed and comprehensive scope -of -services should be developed jointly by the
owner and the top ranked firm.
• Once an agreement is made, the design firm should submit its proposal for
compensation to initiate fee negotiations.
• A written contract should be used.
• The agreement between the owner and the design professional should ensure that
both parties have the same expectations and understanding of the project
requirements.
When the project responsibilities of both the owner and design professional are
understood and compensation is determined, an agreement to enter into a contract has
been reached. The owner, through the normal written procedure, authorizes
commencement of design services and thus completes the selection process.
10. Post -Selection Communications
After the interviews and rankings are completed, a post -selection memo should be
prepared and mailed to all firms that participated in the process. The memo should list
all the firms in alphabetical order, and state by name in what order the committee
ranked the firms. (This is customary for owners to provide this information as a
courtesy to the firms.)
After a contract is awarded, a debriefing for each shortlisted firm should be provided
upon request. The debriefing will include information on ranking and scoring of that
firm's proposal.
9-4
ITEM #10
Bid Items:
a. Emerald Ash Borer - Tree Replacement Bids
b. Painting — Red Oaks Waterpark
EMERALD ASH BORER
TREE REPLACEMENT BIDS
Due to the presence of Emerald Ash Borer (EAB) at our parks, bids were
requested for the purchase of replacement trees. The trees will be distributed
among all parks, as needed.
The Tree Order bid summary in enclosed. Two bidders, Cottage Garden
of Lansing, Michigan and Auburn Oaks of Fenton, Michigan, were not
recommended due to their delivery charge per tree, which would need to be
added to the cost of each unit. The breakdown by species is included with the
summary.
Staff recommends approval of the following combined low bids for each
species to the following vendors in the amount noted:
Vender
Number of Units
Total Cost
Marine City
40
$2,915
Marine City, MI
Discount Trees
35
$4,375
Mason, MI
Scapes Supply
15
$1,140
Milford, MI
Shemin Nursery
165
$21,665
Pontiac, MI
Christensens
40
$3,729
Plymouth, MI
TOTAL
295
$33,824
These costs will be charged to each park's maintenance line item.
10A-1
2004 TREE ORDER
2004 Master Order
Form
Delivery $95/ Load
Cottage Garden Shemin Nursery
Add Delivery @ $5 (Tree
I IPark
-
Auburn Oaks Mary Griffin
Quantity
Tree Species
Marine City
Discount Trees
Scapes
Supply
Christensens::�
Common Name
Bid Species
(and Substitutes)
Unit Price
Number
of Units
Bid
Amount
Unit Price
No. of
Units
Bid
Amount
Unit Price
No. of
Units
Bid
Amount
Unit Price
No. of
Units
Bid
Amount
Unit Price
No. of
Units
Bid
Amount
Unit Price
No. of
Units
Bid
Amount
Unit Price
No. of
Units
Bid
Amount
Unit Price
No. of
Units
Bid
Amount
Conifers
i
F-
F
$109.00
10
0
0
10
Balsam Fir
Abies balsamea
$118.00
0
$0.00
$1,090.00
$0.00
$0.00
-
$125.00
0
0
0
$0.00
$0.00
$0.00
$133.00
0
0
0
$0.00
$0.00
$0.00
$109.00
0
0
0
$0.00
$0.00
$0.00
$118.75
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$155.00
0
0
0
$0.00
$0.00
$0.00
Abies concolor
Abies frased
0
0
$0.00
$0.00
$88.00
15 _
0
15
White Spruce
Picea lauca
$1,320.00
$0.00
$95.00
$109.00
0
15 _
0
$0.00
$1,635.00
$0.00
$114.00
0
0
0
$0.00
$0.00
$0.00
$119A0
0
0
0
$0.00
$0.00
$0.00
$98.00
0
0
0
$0.00
$0.00
$0.00
$104.50
0
0
0
$0.00
$0.00
$0.00
$84.00
0
0
0
$0.00
$0.00
$0.00
$169.00
0
0
0
$0.00
0.00
$0.00
Picea omorika
Picea orientalis
0
$0.00
$75.00
15 %
15
White Pine
Pinus strobus No Substitute
$98.00
0
$0.00
$80.00
0
$0.00
$1,140.00
$126.00
0
$0.00
$95.00
0
$0.00
$79.80
0
$0.00
$98.00
0
$0.00
$124.00
0
$0.00
$42.00 1
10
0
10
Arborvitae
Thda occidentalis
$420.00
$0.00
$60.00
0
0
$0.00
$0.00
$44.00
0
0
$0.00
$0.00
$45.00rn
$0.00
$0.00
$55.60
0
0
$0.00
$0.00
$61.75
0
0
$0.00
$0.00
$37.00
0
0
$0.00
$0.00
$99.00
0
0
$0.00
$0.00
Tsu a canadensis
Flowering
Trees
5
Striped Maple
Acer ens Ivanicum
Amelanchier arborea
0
0
$0.00
$0.00
0
0
$0.00
$0.00
0
0
$0.00
$0.00
$0.00
$0.00
0
0
$0.00
$0.00
0
0
$0.00
$0.00
0
0
$0.00
$0.00
$270.00 >;r
0
$0.00
0
$0.00
Amelanchier x
$125.00
0
$0.00
0
$0.00
$165.00
0
$0.00
0
$0.00
$110.00 I 5 "
$107.00 10 f
0
$550.00
$180.50
0
$0.00
0
$0.00
$252.00
0
$0.00
grandifolia
10
Red Maple
Acer Rubrum
Acer x freemanii
$145.00
0
0
$0.00
$0.00
$165.00
$130.00
0
0
$0.00
$0.00
$145.00
0
0
$0.00
$0.00
$199.00
0
0
$0.00
$0.00
$1,070.00
$161.50
0
$0.00
$125.00
0
$0.00
0
$0.00
$0.00
0
$0.00
0
$0.00
$215.00
0
$0.00
' "' $125,0010 ; "
$1,250.00
$161.50
0
$0.00
$125.00
0
$0.00
$237.00
0
$0.00
10
Sugar Maple
Acer saccharum$155.00
No Substitute
0
$0.00
$165.00
0
$0.00
$155.00
0
$0.00
$204.00
0
$0.00
$190,00
10
Horsechestnut
Aesculus hi ocastanum
0
$0.00
0
$0.00
0
$0.00
0
$0.00
0
$0.00
0
$0.00
0
$0.00
$256.00
0
$0.00
Aesculus octandra
Aesculus x camea
Li uidambar st racifula
$135.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$110.00
0
0
0
$0.00
$0.00
$0.00
$104.00
0
0
0
$0.00
1 $0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$152.00 i
10
Yellow Buckeye
Aesculus octandra
0
$0.00
0
$0.00
0
$0.00
0
$0.00
15 i
$2,280.00
0
$0.00
0
$0.00
$220.00
0
$0.00
Aesculus hippocastanum
Aesculus x camea
Cladrastis kentukea C. lutes
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$190.00
0 1
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
F $0.00
1 $0.00
$0.00
$190.00
0
0
0
$0.00
$0.00
$0.00
1 0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
10
Ruby Red
Horsechestnut
Aesculus x camea
0
$0.00
$165.00
0
$0.00
$190.00
0
$0.00
0
$0.00
$152.OD: 15
0
0
0
$2,280.00
0
$0.00
0
$0.00
0
$0.00
Aesculus hip ocastanum
Aesculus octandra
N ssa s Ivatica
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$199.50
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$227.00
0
0
0
$0.00
$0.00
1 $0.00
$71,215
5
0
0
0
0
5
River Birch
Betula ni ra
$85.00
0
$0.00
$90.00
0
$0.00
$74.00
0
$0.00
$140.00
0
$0.00
$92.00
0
$0.00
$356.25
0
$0.00
$165.00
0
$0.00
Acer pens Ivanicum
Amelanchier arborea
Amelanchier x grandifolia
Cercis canadensis
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
: $147.00,-
10 _
10
Hackberry
Celtisoccidentalls
No Substitute
$165.00
0
$0.00
$155.00
0
$0.00
$165.00
0
$0.00
$181.00
0
$0.00
; $1,470.00
$161.50
0
$0.00
0
$0.00
$287.00
0
$0.00
5
Redbud
Cercis canadensis
$85.00
0
$0.00
$135.00
0
$0.00
$86.00
0
$0.00
0
$0.00
$89.00
0
$0.00
$47.50
5
0
0
0
$237.50
0
$0.00
$170.00
0
$0.00
1
Acer pens Ivanicum
Amelanchier arborea
Amelanchier x grandifolia
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
1 0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
10
Yellowwood
Cladrastis kentukea
C.lutea
$200.00
0
$0.00
0
$0.00
$185.00
0
$0.00
0
$0.00
' $152.00 10
0
$1,520.00
$190.00
0
$0.00
0
$0.00
$227.00
0
$0.00
N ssa s Ivatica
0
$0.00
0
$0.00
0
$0.00
0
$0.60
$0.00
$0.00
0
$0.00
0
$0.00
; $152.O0 10
1
$118.00 10
0
0
0
10
Turkish Filbert
Cocolurna
No Substitute
$200.00
0
$0.00
0
$0.00
$210.00
0
$0.00
0
$0.00
I $1,520.00
$161.50
0
$0.00
0
$0.00
$214.00
0
$0.00
10
Washington
Hawthorn
Crataegus phaenopyrum
$125.00
0
$0.00
$135.00
0
$0.00
$145.00
0
$0.00
$167.00
0
$0.00
'. $1,180.00
$133.00
0
$0.00
0
$0.00
$212.00
0
$0.00
Crataegus crusgalli
Crataegus viridis
Malus x spp.
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$195.00
$262.00
0
0
0
$0.00
$0.00
$0.00
10
$118.00
10
-
0
0
0
Winter King
Hawthorn
Crataegus viridis
0
$0.00
$125.00
0
$0.00
$145.00
0
$0.00
$167.00
0
$0.00
$1,180.00
$142.50
0
$0.00
0
$0.00
$200.00
0
$0.00
Crataegus crusgalli
$125.OD _>''
I
0
0
1 0
$0.00
$0.00
1 $0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
1 $0.00
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
Crataegus phaenop rum
Malus x spp.
2004 TREE ORDER
Delivery
Cottage
Unit Price
$951 Load
Garden
No. of
Units
Bid
Amount
Add Delivery
Auburn
Unit Price
@ $5
Oaks
No. of
Units
!Tree
Bid
Amount
Park
2004 Master Order
Quantity
Form
Tree Species
Common Name
Bid Species
(and Substitutes)
Marine
Unit Price
City
Number
of Units
Bid
Amount
Discount
Unit Price
Trees
No. of
Units
Bid
Amount
Scapes
Unit Price
Supply
No. of
Units
Bid
Amount
Shemin
Unit Price
Nursery
No. of
Units
Bid
Amount
Christensens
Unit Price
No. of
Units
Bid
Amount
Mary
Unit Price
Griffin
No. of
Units
Bid
Amount
$152.00
10 ;;
0
0
0
0
$1,520.00
$180.00
0
$0.00
0
$0.00
$215.00
0
$0.00
10
Kentucky
Coffeetree
Gymnocladus dioicus
Aesculus hippocastanum
Aesculus octandra
Aesculus x camea
$155.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$165.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$162.50
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$104.50
$104.50 . I
0
0
0
0
20
` 10
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
Cladrastis kentukea C. lutes
0
$2,090.00
0
$0.00
$202.00
0
$0.00
20
Tuliptree
Liriodendron tulipifera
No Substitute
$145.00
0
$0.00
$145.00
0
$0.00
$135.00
0
$0.00
$139.00
0
$0.00
$118.00
0
$0.00
Sweetgum
Li uidambar s racifula
Cladrastis kentukea C. lutes
$135.00
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$135.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$148.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$110.00
0
0
0
0
D
$0.00
$0.00
$0.00
$0.00
$0.00
$1,045.00
0
$0.00
$212.00
0
$0.00
10
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$227.00
$292.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
G mnocladus dioicus
Liriodendron tuli ifera
0
0
N ssa s Ivatica
0
$65.00
S
0
0
$325.00
$0.00
$0.00
$105.00
$164.00
0
0
0 1
10,
0
0
0
--
$0.00
$0.00
$0.00
$99.00
0
0
0
$0.00
$0.00
$0.00
$139.00
0
0
0
$0.00
$0.00
$0.00
$107.00
0
0
0
$0.00
$0.00
$0.00
$93.10
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$177.00
0
0
0
$0.00
$0.00
$0.00
5
Hybrid Crabapple
Malus x
Cercis canadensis
Prunus x
$1,650.00
$0.00
$0.00
$0.00
$225.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
$115.00 0
$137.00 15 ±
0
0
0
0
0
0
0
0
0
0
0
0
0
$118,00 5
$105.00, 10
0
0
0
$0.00
$0.00
$0.00
$0.00
$199.50
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$292.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
10
Blackgum
N ssa s Ivatica
0
$0.00
Cladrastis kentukea C. lutes
0
$0.00
$0.00
$0.00
G mnocladus dioicus
$155.00
0
Liriodendron tuli ifera
$145.00
0
$685.00
$175.00
0
$0.00
0
$0.00
$191.00
0
$0.00
5
Hop Hornbeam
a vir iniana
CarVa cordiformis
$190.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$150.00
$170.00 ! _
$170AD ,
0
0
0
0
0
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$155.00
0
0
0
0
0
0
0
0
0
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$197.00
0
0
0
0
0
0
0
0
0
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0 1
0
0
0
0
0
0
0
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
0
0
0
0
0
0
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$227.00
$215.00
$227.00
$227.00
$201.00
$227.00
0
0
0
0
0
0
0
0
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Ca a glabra
Carya ovate
Cladrastis kentukea C. lutes
0
G mnocladus dioicus
0
Quercus alba
0
0
Quercus bicolor
Quercus coccinea
0
$0.00
Quercus macrocarpa
0
$0.00
Quercus muehlenbergii
0
0
$OAO
$0.00
0
$150.OD 0
$170.OD 0
Quercus alustris
Quercus rubra
0
$0.00
Quercus velutina
0
$0.00
0
$590.00
$142.50
0
$0.00
0
$0.00
$200.00
0
$0.00
5
London Plane Tree
Platanus xAcerifolia
No Substitute
$150.00
0
$0.00
$130.00
0
$0.00
$165.00
0
$0.00
$181.00
0
$0.00
Blood
i $1,050.00
0
$0.00
0
$0.00
$200.00
0
$0.00
10
Flowering Cher
Prunus x
Cercis canadensis
good
$144.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$135.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$112.50
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$179.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$114.00
0
0
0
$0.00
$0.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$200.00
$162.00
0
0
0
$0.00
$0.00
$0.00
Malus x
P 'uscalle ana
$85.00
10
0
0
0
$850.00
$0.00
$0.00
$0.00
$120.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$95.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$130.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$105.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$95.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$125.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$187.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
10
Celle Pear
P rus calle ana
Cercis canadensis
Malus x "Snowdrift" or equal
Prunus x ('Accolade' or equivalent)
$115.00
$115.00
10
0
0
0
0
10
0
0
0
0
=Swwamp
Quercus bicolor
Quercus coccinea
$190.00
$1,150.00
$171.00
0
$0.00
$125.00
0
$0.00
$205.00
0
$0.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$150.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$167.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$197.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$227.OD
$227.00
$201.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
Quercus macrocarpa
Quercus muehlenbergii
Quercus palustris
$1,150.00
$133.00
0
$0.00
$125.00
0
$0.00
$202.00
0
$0.00
10
Pin Oak
Quercus alustris
Quercus bicolor
Quercus coccinea
Quercus macrocarpa
$155.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$170.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$150.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$175.00
0
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
Quercus muehlenbergii
$1,220.00
$142.50
0
$0.00
0
$0.00
0
$0.00
10
American Linden/
Basswood
Tilia americana
Co lus colurna
Tilia cordata
Tilia x euchlora
$190.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$149.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$176.00
0
0
0
0
$0.00
$0.00
$0.00
$0.00
$122,00 10
$0.00
$0.00
$0.00
0
0
0
$0.00
$6.00
$0.00
0
0
0
$0.00
$0.00
$0.00
$220.00
0
0
0
$0.00
$0.00
$0.00
40
$2,915
35
$4,375
15
$1,140
0
$0
165 $21,665
40 $3,729 0 $0 0 $0
270
PAINTING
RED OAKS WATERPARK
At the September 8 Commission meeting, the Parks Commission awarded
the painting of the buildings at the Red Oaks Wave Pool to Industrial Painting for
$12,000.
In processing the contract, it was discovered that a typographical error has
been made in the summary, and the contractor's actual bid price was $120,000.
Staff has proceeded because of time constraints to request Purchasing award
the painting to the actual low bidder, Hermes Painting.
Staff requests follow-up authorization to award the painting of the Red
Oaks Wave Pool buildings (base bid) to Hermes Painting for $25,000, plus a five
percent contingency of $1,250, for a total budgeted amount of $26,250.
Funds for this painting will come from the Building Maintenance line item
of the park's operating budget.
10b-1
ITEM #11
2005 CAPITAL IMPROVEMENT PROJECTS BUDGET AMENDMENT
During the process of fast tracking the Ellis Barn Donation Agreement through
the General Government, Planning and Building, and Finance Committees, questions
were raised about the references in our current 2005 Capital Improvement Projects
Budget of a $375,000 contribution from the Oakland County Board of Commissioners.
The Donation Agreement has been approved for forwarding to the full Board,
contingent upon the Parks Commission amending our 2005 CIP Budget as follows:
CIP Summary Page:
• Move the $750,000 designated for the Springfield Oaks Equestrian Center from
Donations to Grants
Springfield Oaks Activity Center Page:
• Change Footnote B from "County Board of Commissioners Donation $375,000/4-H
Fair Board Donation $375,000/0.C.P. & R. Funds $350,000" to "Subject to Grants
$750,000/0.C.P. & R. Funds $350,000 (Amended 10/04)"
Also, note the language change in the Ellis Barn Donation Agreement
Resolution, as modified by the Planning and Building Committee.
Furthermore, the Finance Committee revised their Fiscal Note to change Item 6
to read, "No general fund expenditure is required."
The Finance Committee also modified the miscellaneous resolution by changing
the first "resolve" paragraph to read, "NOW THEREFORE BE IT RESOLVED that the
Oakland County Board of Commissioners authorizes the Parks and Recreation
Commission to accept said Donation Agreement as stated above."
October 7, 2004
REPORT
BY: Planning and Building Committee, Charles Palmer, Chairperson
RE: Parks and Recreation - Support For the Acceptance of the Donation of the Ellis
Barn for Relocation to Springfield Oaks County Park as Documented in the Ellis
Barn Donation Agreement
TO: The Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Planning and Building Committee, having reviewed the above mentioned
resolution on September 28, 2004, recommends approval of the resolution with the
following amendments:
The Fourth and Fifth Whereas paragraphs to read:
WHEREAS the purpose of said Donation Agreement is to secure the public
ownership of the Ellis Barn
to provide recreational opportunities for all residents
of Oakland County; and
WHEREAS the receipt of the Ellis Barn and its relocation to Springfield Oaks
meets the goals and objectives of the Oakland County
Recreation Master Plan - February 6, 2002; and
Chairperson, on behalf of the Planning and Building Committee, I submit the
foregoing report.
Planning and Building Committee
Planning & Building Committee vote:
Motion carried on a unanimous roll call vote
11-2
FISCAL NOTE
BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON
IN RE: PARKS AND RECREATION - SUPPORT FOR THE ACCEPTANCE OF THE
DONATION OF THE ELLIS BARN FOR RELOCATION TO SPRINGFIELD OAKS COUNTY
PARK AS DOCUMENTED IN THE ELLIS BARN DONATION AGREEMENT
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has
reviewed the above referenced resolution and finds:
1. Oakland County Parks and Recreation Commission approved the
Donation Agreement with RBI 33, LLC for the Ellis Barn on
September 8, 2004 of $75,000 and in -kind contributions.
2. Oakland County Parks and Recreation Commission has, on
behalf of the Road Commission for Oakland County,
successfully secured $600,000 funding M.R. #02192 through
the Michigan Department of Transportation's Enhancement
Program (TEP) of MDOT.
3. The Oakland Parks and Recreation Commission has included
the Ellis Barn Relocation Project and Ellis Barn Site
Development Project in its Capital Improvement Projects
Budget.
4. The total amount of the project is estimated to be between
$900,000 and $1,200,000.
5. The public and private sources which have committed to
providing the necessary funding for the grant match are as
follows: RBI 33 LLC owners have pledged to assist with the
cost of dismantling and relocating the Ellis barn to
another site; Springfield Township, Ms Ellis and Clarkston
State Bank, and Oakland Parks and Recreation Commission
have committed for site preparation and landscaping along
with the remaining funds for the match.
6. No General Fund match is required.
FINANCE COMMITTEE
11-3
MISCELLANEOUS RESOLUTION #
BY: GENERAL GOVERNMENT COMMITTEE, William R. Patterson, Chairperson
IN RE: PARKS AND RECREATION — SUPPORT FOR THE ACCEPTANCE OF THE
DONATION OF THE ELLIS BARN FOR RELOCATION TO SPRINGFIELD OAKS
COUNTY PARK AS DOCUMENTED IN THE ELLIS BARN DONATION AGREEMENT
TO: OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Parks and Recreation Commission on
September 8, 2004 approved the Donation Agreement with RBI 33, LLC for the Ellis
Barn; and
WHEREAS the Oakland County Parks and Recreation Commission has
supported the relocation of the historic barn to the 4-H Fairground at Springfield Oaks
County Park; and
WHEREAS the Oakland County Parks and Recreation Commission has, on
behalf of the Road Commission for Oakland County, successfully secured funding
through the Michigan Department of Transportation's Transportation Enhancement .
Program; and
WHEREAS the purpose of said Donation Agreement is to secure the public
ownership of the Ellis Barn and to facilitate its rehabilitation as part of an Equestrian
Center at Springfield Oaks that will provide recreational opportunities for all residents of
Oakland County; and
. WHEREAS the receipt of the Ellis Barn and its relocation to Springfield Oaks as
part of an Equestrian Center meets the goals and objectives of the Oakland County
Recreation Master Plan — February 6, 2002; and
WHEREAS Miscellaneous Resolution #83204 requires that gift donations with a
value of $10,000.00 or more, with no match or other financial obligations to the County,
be reviewed by the department's/division's Liaison committee, acknowledged by the
Board of Commissioners by signed resolution, accounted for in the appropriate
departmental donation account, and recorded as a general fixed County asset.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners authorizes the Parks and Recreation Commission to accept said
Donation Agreement as stated above, with said monies for this project to come from
Parks and Recreation funds and funds awarded as a result of grant applications.
BE IT FURTHER RESOLVED that if Oakland County is unable to successfully
procure grants, and/or if other funding necessary to accomplish the relocation of the
Barn to Springfield Oaks County Park are not successful or appropriated, then title to
the Barn shall revert back to the Donor and the Agreement shall be null and void.
Chairperson, on behalf of the General Government Committee, I move the
adoption of the foregoing resolution.
GENERAL GOVERNMENT COMMITTEE
11-4
ORIG.AAL
2005 Capital Improvement Budget and 4 - Year Forecast
(In Dollars)
as of 05/31/04
2004
Paid/Awarded
Adjusted to
2004 Project
Proposed
Proposed
Project Cost
Through
Project
Balance
New 2005
2005Capital
Estimate
5/31/04
Cost
05/31/04
Proiects
Budeet
Administration
$2,775,000.00
$0.00
$0.00
2,775,000.00
$3,000,000.00
5,775,000.00
Addison Oaks
5,301,043.00
(840,683.81)
4,053.13
4,464,412.32
62,773.25
4,527,185.57
Glen Oaks
172,000.00
(44,388.49)
0.00
127,611.52
94,388.48
222,000.00
Groveland Oaks
80,000.00
0.00
82,150.00
162,150.00
105,000.00
267,150.00
Independence Oaks
761,211.70
(475,113.63)
2,499.14
288,597.21
107,439.39
396,036.60
Lyon Oaks
737,263.12
(696,406.35)
106,787.41
157,644.18
47,763.96
205,408.14
Orion Oaks
226,000.00
0.00
0.00
226,000.00
(91,000.00)
135,000.00
Red Oaks
1,098,461.10
(591,115.73)
0.00
507,345.37
(434,818.65)
72,526.72
Rose Oaks
0,00
0.00
0.00
0.00
40,000.00
40,000.00
Springfield Oaks
2,117,136.00
(43,407.38)
35,963.75
2,109,692.37
356,036.25
2,465,728.62
Waterford Oaks
40,000.00
0.00
0.00
40,000.00
244,000.00
284,000.00
White Lake Oaks
1,100,000.00
(106,633.90)
0.00
993,366.10
2,120,000.00
3,113,366.10
Contingency
2,253,290.82
0.00
231,453.43)
2,021,137.39
1,292,752,86
3,304,590.25
Capital Improvement
Budget Total $16,661,405.74
(S2,787,749.28)
$0.00
$13,873,656.46
S6,934,335.54
S20,807,992.00
Where the Funds Come From For Proposed 2005 Capital Budget.
Unrestricted Net Assets, 9/30/03 $14,436,588
2004 Revised Operating Revenue $20,970,430
2004 Revised Operating Expense (19,493,217) 1,477,213
2004 Revised Operating Depreciation 3,085,877
Grants
Land Acquisition -Addison Oaks
1,712,000
Youth Camp -Independence Oaks, Balance
99,061
Relocate Ellis Barn -Springfield Oaks
600,000
Design & Construct River Trail -Independence Oaks
182,500 2,593,561
Donations:
Relocate Ellis Barn, A.C.-Springfield Oaks
110,000
Equestrian Center, A.C.-Springfield Oaks
750,000
Pole Barns, A.C.-Springfield Oaks
162,000 1,022,000
Bonds, Lyon Oaks:
2004 Debt Retirement - Principal Only
(450,000)
2005 Debt Retirement - Principal Only
(450,000) (900,000)
2004 Operating Equipment (Revised Budget)
2005 Operating Equipment (Budget)
Proposed 2005 Capital Improvement Program Budget
(506,247)
(401,000)
$20,807,992
Four Year Forecast
2006 2007 2008 2009
$300,000 $300,000 $300,000 $300,000
128,000 602,000 910,000 5,000,000
0 30,000 75,000 0
190,000 100,000 100,000 5,500,000
0 170,000 50,000 4,175,000
2,300,000 1,010,000 1,000,000 25,000
0 250,000 0 2,750,000
55,000 50,000 0 0
25,000 20,000 100,000 1,000,000
60,000 40,000 0 0
460,000 295,000 2,140,000 300,000
0 15,000 0 0
0 0 0 0
S3,518,000 $2,882,000 S4,675,00 $$19,050,000
ORtt+AAL
2005 Capital Improvement Budget and Four -Year Forecast
(In Dollars)
as of 5/31/2004
Springfield Oaks Golf Course
Paid/
2004 Awarded Adjusted to 2004 Project Proposed Proposed Four -Year Forecast
Project Cost Through Project Balance New 2005 2005 Capital
Proiect Estimate 5/31104 Cost 5/31/04 Projects Bud et 2006 2007 2008 2009
SO
4
Carl Path Extensions
SO
33
Walk-in Kitchen Cooler
SO
43
Pump Station
SO
50
Relocate Davis House
Golf Course Total
0.00
0.00
0.00
0.00
20,000.00
20,000.00
0.00
0.00
0.00
0.00
0.00
0.00
50,000.00
0.00
0.00
50,000.00
50,000.00
100,000.00
0.00
0.00
0.00
0.00
O.OD
0.00
$50,000.00 $0.00 $0.00 $50,000.00 $70,000.00 $120,000.00
Springfield Oaks Activity Center
ti
h+ Paid/
2004 Awarded Adjusted to 2004 Project Proposed Proposed
Project Cost Through Project Balance New 2005 2005 Capital
Proiect Estimate 5/31/04 Cost 5/31/04 Projects Budget
SO
39
Site Development, Ellis Barn, A.C.
SO
40
Relocate Ellis Barn, A.C. (A)
SO
45
Outside Water System -Phase H, A.C.
SO
46
Outside Electrical Upgrade, A.C.
SO
47
Restroom/Shower Addition, A.C. Pav!Won
SO
48
Septic System Design, A.C.
SO
49
Equestrian Center, A.C. (B)
SO
51
(2) Pole Barns from Maple Grange, A.C. (C)
SO
52
Restroom/Shower Addition, A.C. Pole Barn
100,000.00
5,125.50)
0.00
94,874.50
100,000,00,
194,874.50
755,000.00
36,096.49)
0.00
718,903.51
0.00
718,903.51
112,136.00
(1,121.64)
0.00
111,014.36
0.00
111,014.36
0.00
(963.75)
963.75
0.00
24,036.25
24.036.25
0.00
0.00
25,000.00
25,000.00
0.00
25,000.00
0.00
100.00)
10,000.00
9,900.00
0.00
9,900.00
1,100,000.00
0.00
0.00
1,100,000.00
0.00
1,100,000.00
O.OD
0.00
1 0.00
0.00
162,000.00
162,000.00
0.00
0.00
0.00
0.00
0.00
1 0.00
Activity Center Total 2,067,136.00 (43,407.38) 35,963.75 2,059,692.37 286,036.25 2345,728.62
Springfield Oaks Total S2.117.136.00 fS43.407.381 S35.963.75 S2.109.692.37 S356.036.25 S2.465.72B.62
(A) State ISTEA Grant 5600,000/118I Donation S75,000/Springfield Township Donation $20,000/4-H Fair Board Donation S5,000/E1lis Family $10,000/0.C.P.& R. Funds $45,000
(B) County Board of Commissioners Donation S375,000/4-H Fair Board Donation 5375,000/O.C.P. & R. Funds $350,000
(C) Maple Grange LLC. Pole Barns Donation S122,000/4-H Fair Board, Relocation Cost Donation $40,000
I5,000
0
1 OT
0
20,000
0
0
0
0
0
0
1 0
0
40,000
0
0
3$5,000 $40,000
Four -Year Forecast
2006 2007 2008 2009
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
25,000
0
0
D
25_,000 0 0 0
S60.000 S40.000 12 IQ
AMEk.JED
2005 Capital Improvement Budget and 4 - Year Forecast
(In Dollars)
as
of 05/31/04
2004
Paid/Awarded
Adjusted to
2004 Project
Proposed
Proposed
Project Cost
Through
Project
Balance
New 2005
2005Capital
Estimate
5/31/04
Cost
05/31/04
Proiects
Budget
Administration
$2,775,000.00
$0.00
$0.00
2,775,000.00
$3,000,000.00
5,775,000.00
Addison Oaks
5,301,043.00
(840,683.81)
4,053.13
4,464,412.32
62,77325
4,527,185.57
Glen Oaks
172,000.00
(44,388.48)
0.00
127,611.52
94,388.48
222,000.00
Groveland Oaks
80,000.00
0.00
82,I50.00
I62,150.00
105,000.00
267,150,00
Independence Oaks
761,211.70
(475,113.63)
2,499.14
288,597.21
107,439.39
396,036.60
Lyon Oaks
737,263.12
(686,406.35)
106,787.41
157,644.18
47,763.96
205,408.14
Orion Oaks
226,000.00
0.00
0,00
226,000.00
(91,000.00)
135,000.00
Red Oaks
1,098,461.10
(591,115.73)
0.00
507,345.37
(434,818.65)
72,526.72
Rose Oaks
0.00
0.00
0.00
0.00
40,000.00
40,000.00
Springfield Oaks
2,117,136.00
(43,407.38)
35,963.75
2,109,692.37
356,036.25
2,465,728.62
Waterford Oaks
40,000.00
0.00
0.00
40,000.00
244,000.00
284,000,00
White Lake Oaks
1,100,000,00
(106,633.90)
0.00
993,366.10
2,120,000.00
3,113,366.10
Contingency
2,253,290,82
0.00
(231,453.43)
2,021,837.39
1,282,752.86
3,304,590.25
Capital Improvement Budget Total $16,661,405.74
($2,787,749.28)
$0.00
$13,873,656.46
$6,934,335.54
$20,807,992.00
Where the Funds Come From For Proposed 2005 Capital Budget:.
Unrestricted Net Assets, 9/30/03 $14,436,588
2004 Revised Operating Revenue $20,970,430
2004 Revised Operating Expense (19,493,217) 1,477,213
2004 Revised Operating Depreciation 3,095,877
Grants
Land Acquisition -Addison Oaks
1,712,000
Youth Camp -Independence Oaks, Balance
99,061
Relocate Ellis Barn -Springfield Oaks
600,000
Design & Construct River Trail -Independence Oaks
182,500
Equestrian Center, A.C.-Springfield Oaks (Amended 10/04)
750,000 3,343,561
Donations:
Relocate Ellis Barn, A.C.-Springfield Oaks
110,000
Pole Barns, A.C.-Springfield Oaks
162,000 272,000
Bonds, Lyon Oaks:
2004 Debt Retirement - Principal Only
(450,000)
2005 Debt Retirement - Principal Only
(450,000) (900,000)
2004 Operating Equipment (Revised Budget)
2005 Operating Equipment (Budget)
Proposed 2005 Capital Improvement Program Budget
(506,247)
(401,000)
$20,807,992
Four Year Forecast
2006 2007 2008 2009
$300,000 $300,000 $300,000 $300,000
128,000 602,000 910,000 5,000,000
0 30,000 75,000 0
190,000 100,000 100,000 5,500,000
0 170,000 50,000 4,175,000
2,300,000 1,010,000 1,000,000 25,000
0 250,000 0 2,750,000
55,000 50,000 0 0
25,000 20,000 100,000 1,000,000
60,000 40,000 0 0
460,000 295,000 2,140,000 300,000
0 15,000 0 0
0 0 0 0
$3,518,000 $2,882,000 $4,675,000 $19,050,000
AMEi.JED
Project
SO 4 Cart Path Extensions
SO 33 Walk-in Kitchen Cooler
SO 43 Pump Station
SO 50 Relocate Davis House
Golf Course Total
2005 Capital Improvement Budget and Four -Year Forecast
(In Dollars)
as of 5/31/2004
Sprinafteld Oaks Golf Course
Paid/
2004 Awarded Adjusted to 2004 Project Proposed Proposed
Project Cost Through Project Balance New 2005 2005 Capital
Estimate 5/31104 Cost 5131104 Projects Budeet
0.00
0.00
0.00
0.00
20,000.00
20,000.00
0.00
0.00
0.00
0.00
0.00
0.00
50,000.00
0.00
0.00
50,000,00
50,000.00
100,000.00
0.00
0,00
0.00
0.00
0.00
0.00
$50,000.00 $0.00 $0.00 $50,000.00 $70,000.00 $120,000.00
Springfield Oaks Activity Center
1 Paid/
ap 2004 Awarded Adjusted to 2004 Project Proposed Proposed
Project Cost Through Project Balance New 2005 2005 Capital
Project Estimate 5/31/04 Cost 5/31/04 Projects Budget
SO
39
Site Development, Ellis Barn, A.C.
SO
40
Relocate Ellis Barn, A.C. (A)
SO
45
Outside Water System -Phase II, A.C.
SO
46
Outside Electrical Upgrade, A.C.
so
47
Restroom/Shower Addition, A.C. Pavillion
SO
48
Septic System Design, A.C.
SO
49
Equestrian Center, A.C.(B)
SO
51
(2) Pole Barns from Maple Grange, A.C. (C)
SO
52
Restroom/Shower Addition, A.C. Pole Barn
100,000.00
(5,12530)
0.00
94,874.50
100,000.00
194,874.50
755,000.00
(36,096,49)
0.00
718,903.51
0.00
718,903.51
112,136.00
(1,121.64)
0.00
111,014.36
0.00
111,014.36
0.00
(963.75)
963.75
0.00
24,036.25
24,036.25
0.00
0.00
25,000.00
25,000.00
0.00
25,000.00
0.00
100.00)
10,000.00
9,900.00
0.00
9,900.00
1,100,000.00
0,00
0.00
1,100,000.00
0.00
1,100,000.00
0.00
1 0.00
0.00
0.00
162,000.00
162,000.00
0.00
0.00
0.00
0.00
0.00
0.00
Activity Center Total 2,067,136.00 (43,40738) 35 963.75 2,059,692.37 286,036.25 2,345,728.62
Springfield Oaks Total $2.117.136.00 ($43.4Q7.38) $35.963.75 $2.109.692.37 $356.036.25 $2.465.728.62
(A) State ISTEA Grant $600,0001RBI Donation $75,000/Springrield Township Donation $20,000/4-H Fair Board Donation $5,000/Ellis Family $10,000/0.C.P,& R. Funds $45,000
(B) Subject to Grants $750,000/0.C.P. & R. Funds $350,000 (Amended 10/04)
(C) Maple Grange LLC. Pole Barns Donation $122,000/4-H Fair Board, Relocation Cost Donation $40,000
Four -Year Forecast
2006 2007 2008 2009
0
0
0
0
0
0
IAO
0
0
0
40,000
0
0
$35,000 $40,000 $0 $0
Four -Year Forecast
2006 2007 200E 2009
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
25,000
0
0
0
25,000 0 0 0
RESOLUTION
WHEREAS, at its September 8, 2004 meeting the Oakland County Parks
and Recreation Commission approved the adoption of the Oakland County Parks
and Recreation Commission's 2005 General Appropriations Act incorporating the
2005 Operating budget, and also approved the adoption of the Commission's
2005 Capital Improvement Projects Budget; and
WHEREAS, said budgets were approved by the Oakland County Board of
Commissioners at their September 23, 2004 meeting; and
WHEREAS, misrepresentations were identified in the approved 2005 CIP
budget referencing $750,000 in contributions to the proposed equestrian center
at Springfield Oaks Activities Center; and
WHEREAS, the Oakland County Board of Commissioners have made no
formal commitment to the proposed equestrian center project and have
requested that the Oakland County Parks and Recreation Commission amend
the 2005 CIP budget accordingly.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks
and Recreation Commission amends its 2005 CIP Budget as noted in the
attached summary page and on the Springfield Oaks Activities Center page.
Moved by
Supported by
Date:
IW
ITEM 012
GLEN OAKS GRILL ROOM RENOVATION
Plans have been completed for the renovation of the clubhouse grillroom
and are scheduled for construction to commence mid October, with completion
anticipated for April.
The work will consist of the renovation and expansion of the grillroom,
including a new entry; the utilization the existing service entry; relocation of the
women's restroom; renovation of the men's restroom; and the renovation of the
pro shop area to include a small office. This work will also include the
replacement of old air make-up units for both the kitchen and grillroom.
The majority of work is to be completed by technical support staff. The
mechanical work is being bid out.
The 2005 Building and Grounds Maintenance Budgets designated
$200,000 for the renovation. The 2004 Building and Grounds maintenance
budget designated $115,000 for the replacement of the HVAC. These funds were
not used and were transferred to the Operating Contingency. In order to
complete this project, these funds need to be transferred back to this project.
Staff will provide additional information at the commission meeting.
12-1
ITEM #13
GROVELAND OAKS MINIATURE GOLF
A contract for the construction of the miniature golf at Groveland Oaks was
awarded to Hittle Construction at the May 5tn Commission meeting. The
awarded contract amount was for $103,000 with a 5% contingency in the amount
$5,150. Additional information presented at that time was the various items that
OCPR was to provide in addition to the contract. This included rough grading,
walkway from the control building, landscape material, minimal irrigation and
security lighting.
We anticipated that we would use our blanket -grading contractor for the rough
grading which we estimated at $10,000. We have contacted this firm on several
occasions to obtain their estimate for this work. After a month with no response,
we requested a quote from our contractor, Hittle Construction. We anticipate
receiving this price by October 4tn
Staff will be presenting the cost at the commission meeting with the intention of
adding this to the contract if it is deemed reasonable.
The approved budget amounted for this project is $137,150.
13-1
ITEM #14
WHITE LAKE OAKS CLUBHOUSE UPDATE
The preliminary plans for the White Lake Oaks Clubhouse were submitted
to White Lake Township Planning Commission for site plan review. The planning
Commission approved the site plan on September 20. A complete set of
construction plans must now be submitted to the Township Board for approval;
we anticipate this occurring in December.
Once all of the approvals are in place, we anticipate the project going out
for bid in January, with review of the bids and recommendations for award in
February.
Another concern that is also simultaneously being addressed is the sewer
and water connection from White Lake Township to Waterford Township.
Approvals from both townships have been obtained. The only remaining issues
are a final agreement with White Lake Township and Oakland County Parks and
Recreation relative to future hook-up, if utilities were to become available;
completion of engineering documents; and an issue with Waterford Township
and their involvement with Clinton -Oakland District agreement. The Drain
Commission is presently reviewing this issue.
14-1
ITEM #15
SPECIAL PARK DISTRICTS FORUM
UPDATE
Plans and progress for hosting the June 7-10, 2005 Special Park
Districts Forum, in cooperation with the Metroparks, are moving forward.
Current cooperative activities with Metroparks staff include:
• Hosting a Forum breakfast at the NPRA conference later this month
• Confirming the daily itinerary which will include visits to Lyon Oaks,
Red Oaks Waterparks and Golf Course, as well as Addison ,
Independence, Springfield and Groveland
• Preparing descriptions of site visits
• Planning and completing improvements at sites
• Developing registration literature and details
• Securing sponsors which currently include: Toro, Club Car, Signet, and
Fox Sports Network
15-1
ITEM #16
ELLIS BARN UPDATE
The Memorandum of Agreement (MOA) and the donation agreement were
the final items required to be completed prior to bidding. The MOA has been
approved, and the donation agreement is now going through the approval
process by the Board of Commissioners. Once this agreement has been
approved, the project can go out for bid, which we anticipate to be by the end of
October, with reviews and recommendation to the commission at the first
meeting in December.
Plans and specifications for the foundation, which is another component,
are being completed, with estimated bidding in early November. It is anticipated
that both the Ellis barn relocation and the foundation bids will be presented at the
December meeting.
16-1
ITEM #17
OAK MANAGEMENT CONTRACT ADJUSTMENT
Staff had requested Oak Management terminate scheduling events at the
White Lake Oaks banquet facility starting in October 2004, in preparation for the
demolition that was scheduled to begin this fall. The new construction schedule
identified that we are now looking at demolition after the first of the year. In light
of that change, we have requested Oak Management continue scheduling events
through December.
Oak Management will be offering discounts to their current banquet rates
as an incentive to schedule at such a late date. Consequently, staff is
recommending that our contract's current rental rate of ten percent (10%) be
reduced to five percent (5%), and the current utility rate of twenty-five percent
(25%) be reduced to zero percent (0%).
This rate reduction will be implemented, if approved by the Commission,
from October through December. Staff will re-evaluate after that time.
17-1
ITEM #18
MASTER DESIGN IMPROVEMENT PLAN
SPRINGFIELD OAKS GOLF COURSE
Enclosed, and on display for viewing, are the final reports from Raymond
Hearn, the golf course architect retained to complete a master plan for future
improvements at Springfield Oaks Golf Course.
In completing the plan, part of our responsibility was to provide an
accurate base map from which the golf course architect would develop
construction plans. The base map we provided was inadequate for developing
future construction drawings and plans.
Ray Hearn has completed the very detailed map from aerials and contour
maps that his firm obtained. The cost for these accurate site plans was charged
on a time and material basis.
Staff requests Commission approval to increase the contract with Ray
Hearn from the original $16,000 to $19,829 to cover the cost of this extra work
that was provided.
18-1
F,,aqM0nJ\ Hearn
Golf Course Pe5lignr7, Inc,
September 1, 2003
Mike Thibodeau
Dept. Parks & recreation
Bldg. # 97 West
2800 Watkins Lake Raod
Waterford, MI 48328
United States of America
Dear Mr. Thibodeau,
Please find enclosed the final Master Plan and associated cost estimate for the
proposed improvements recommended for the Springfield Oaks Golf Course.
All modifications you requested from the preliminary master plan have been
implemented and the cost estimate has been updated. As discussed and agreed on in
our last meeting, the proposed recommendations in our preliminary master plan and
again in our final master plan are over your $250,000 initial budget. As agreed upon in
our last meeting you will either have to select specific project in order to meet the
$250,000 budget or increase the overall project budget.
The Cost Estimate prepared by my company represents our best judgment of the
probable Construction Cost as design professionals. It is recognized, however, that
neither the Golf Course Architect nor the Owner has control over the cost of labor,
materials, equipment or course accessories, over the contractor's methods of
determining bid prices, or over competitive bidding, market or negotiating conditions.
Accordingly, my company cannot and does not warrant or represent that future bids or
negotiated prices will not vary from the cost estimate submitted with this Master Plan.
It has been an honor to have served you in preparing this wonderful Master Plan for the
Springfield Oaks Golf Course. Please include us in the bid list for the preparation of
construction drawings in your next RFP. Also let us know if you need any additional
copies of the Master Plan or have any further questions.
Respectfully submitted,
Raymond Hearn, ASGCA
President & Founder
ray@rhgd.com
670 South Main Strg8t-2 Plymouth Michigan 48170
734-254-1047 www.rhgd.com 734-254-1048 fax
ITFM #19
EXECUTIVE SESSION
Staff is requesting an Executive Session to discuss proposed land acquisitions.
ITEM: 020
EXECUTIVE OFFICER'S REPORT
---Recreation Section Events:
• Women in the Wilderness, an outdoor education program for women, was held at
Independence Oaks on September 11-12.
• Addison Oaks was host to the Fall Mountain Bike Race on Sunday, September 19; over 400
people participated in the event.
• Independence Oaks was host to the Autumn Colors Triathlon on September 19; 250
participants registered for the event.
Upcoming events:
October 2 — Mutt March, sponsored by Michigan Humane Society and Orion Oaks County Park
October 3 — Fall Color Car Classic at Independence Oaks from 12:00 — 4 p.m.
October 10 — Hidden Forest Trail Run & Walk at Independence Oaks: a 2.5-mile walk; or 2.5,
5.5, 8.5-mile run.
October 23 — Halloween Fun Run at Lyon Oaks Golf Course; begins at 9 a.m.
---Waterpark Consignment Tickets: To date, Oakland County Parks has sold $85,000 in
waterpark tickets through our consignments program. This compares to $33,000 sold in 2003.
---Park Surveys — During July nearly 100 (total) in -person surveys were done at Red Oaks and
Waterford Oaks Waterparks. Cleanliness, the variety of attractions, and good staff, along with
safety were mentioned as positive responses at both waterparks. Price of admission, more
chairs and waiting in line were pointed out as disappointments by a few respondents.
In August 30 in -person surveys were conducted each at Groveland Oaks and Addison Oaks
campgrounds. Respondents indicated that they chose these parks due to their close -to -home
locations and kid -friendly activities. Cleanliness and safety were also cited with high marks.
Campers reported low awareness of the park system website.
---Greenhouse Donation: At the September 8 meeting, Commission approved the donation of
a greenhouse from Mr. Bruce Bordine. Attached is the letter that was referenced in the
agreement.
---Newspaper Article: Attached for your information is a recent article from the Oakland Press
regarding planned improvements in the Parks system.
---Deer Management Program: A report on the Parks' deer management program is attached
for your information.
---Barn Seminar: The Oakland County Historical Society is hosting a barn seminar on Saturday,
October 16. The focus of the seminar will be the Ellis Barn and will include a tour of the barn.
Please contact Jon Noyes at 858.4624 if you are interested in attending; a flyer is attached for
your information.
20-1
www.bordine.com
Member:-nerican Nursery and Landscape Assoc.
• The National Garden Center Organization
• Michigan Nursery Landscape Assoc.
• Ohio Florists' Assoc. • Perennial Plant Assoc.
JFFet
t
`��To: Dan Stencil, Administrator
f�.Oakland County Parks and Recreation commission
2800 Watkins Lake Road
Waterford, Michigan 48328
This is the total package that Bordine Nursery has agreed to donate to Oakland
County Parks for use at the community garden.
The complete metal framework for a previously used 32' by 156` greenhouse.
Description:
Metal pipe anchors, metal pipe wall studs, pipe roof trusses, pipe rafters and metal
pipe trusses and rafter ties.
2x6 treated wood skirts, and ribbons.
Wire lock metal channels with wiggle wire to retain visqueen roof and sides.
2 end sections with sliding door frames and track.
2 metal louvers.
1 exhaust fan and shroud.
Clear plastic, hard, sheeting and treated wood framework to enclose ends.
Used weedmat to cover floor.
Existing visqueen for sides 6'x156' and roller hardware to open and close.
Ropes to restrain these visqueen side closures.
Not included are a gas furnace, thermostat, controls and wiring piping, water piping,
and the center track and carriers.
The intent and understanding is that this greenhouse will not be used to grow any
plants for sale or to in any way compete with commercial growers.
Bruce Bordine 7/12/04
ROCHESTER HILLS (Admin. Off ice) CLARKSTON GRA14D BLANC BRiGHTON
1835 S. Rochester Road 8600 Dixie Highway 9100 Torrey Road 6347 Grand River
Rochester Hills, MI 48307-3533 Clarkston, MI 48348-4236 99 )-2 grand Blanc, MI 48439-9324 Brighton, MI 48114-7305
248.651.9000 (fax) 248.651.9009 248.625.9100 (fax) 248.625.9109 810,655,5588 (fax) 810.655.2828 517.552.9300 (fax) 517.552.9309
Ar-141
AN
hQ
S to
0 Anipi U V
p arks
By BOB GROSS
Of The Daily Oakland Press
The Oakland County Parks and-�
Recreation Commission has budget
ed $22.2 million, for 2005 and -wiR
start several major projects, includ-
ir new clubhouse at the White
L, Oaks golf course.
I Then e-w clubhouse will cost about
$2.9 million, said Jan Pung, spokes=
woman for Oakland County parks.
It will replace a clubhouse that was
expanddd in 1968 and 1971.
"It was originally built in 1929)"
s
he said. "It is replacing an aging
facility that has had additions and
renovations since that time."
The new clubhouse will include a
pro sh6p, grill, patio and banquet
facility.
The parks commission also
approved a.2. 1-mile River Trail at
Independence- Oaks County Park.
The trail will connect to other'sec-
tions of the park trail system and
will;have 1,200 feet of boardwalk
,and a 40-foot bridge;
,That cost is 065,660,'�' said Pung.
'We c=ntly have two grant applica-
tions pending. We have applied for a
(federal) Land and Water Conservation
Fund grant. If that were to be award-
ed, that would be a 50-50 grant.
"The other grant we have applied
for is a Michigan Natural Resources
Trutt Fund grant."
I state would pay 60 percent of
the ,ist — the county would have to
find the remaining 40 percent.
Pung said the trail would "create
an access from east to west that's
now separated by wetlands.,
FROM PAGE A-1
Other projects include
moving. historic barn,
building golf course
The.,Pp6nty plans to build a
9 . I mmile RiVer Trail at
lnd6pendOnce-Oaks County Park.
The,paved trail will connect with
other trails in, the park and Will
include two*,lengthyboardwalks.
20-3
The trail will be contingent
on grant funds, she said.
"If we do not receive either
of those grants, the parks com-
mission will have to re-evalu-
ate whether they will be able
to fund that project," she said.
The commission also
approved spending $110,000
Independence
Oaks County
Park
to build a new pavilion at
Addison Oaks County Park.
"Mat will provide an area
for park programming and
events," said Pung.
"It's kind of an enhance-
ment to the new expanded
campground area at the
park."
Other 2005 projects are the
relocation of an historic barn
to the Springfield Oaks
Activity Center, an 18-hole
adventure golf course at
Groveland Oaks, asphalt
walks at the Lyon Oaks
Nature Center, and a shelter
and restroom at Orion Oaks.
. Of the $22.2 million budget,
$9. L million comes from fees
and charges; $13.1 million
comes from Parks and recre-'
ation millage funds.
'Oakland Countyresidents
pay a $5- per Vehicle daily
entry fee, $28 for. an annual
permit:A combine'&Jannual
county parks and Huron
-
Clinton .Metropolitan:
,
Alathori :pass is
For informatiorij call i888)
OCPARKS, or visit.the parks
Web -site -at I __
www.co.oa.kland.nitus/park-
srec..
DR. DANIELS AND SON,
REAL ESTATE LOANS"&
BUYS LAND CONTRACTS.
o PRIVATE MONEY
$1 ON00 TO $500,000
ANY
N CREDIT,
ANY REASON
• VACANT LAND OK
• RENTAL PROPERTY OK
• FAST FUNDING!
• FREE CONSULTATION
249-335-6166
allon0drdanielsondson.com
HI* People SiKe 1957
PLEASE SEE PARKS/A-8
Controlled Deer Harvest Program Information: 9/29/04
Addison Oaks County Park: 790 acres
Hunting Type: Firearm and Black Powder
Hunting Dates: Shotgun Nov. 16, Nov. 18, and Nov. 23
Black Powder Dec. 14, Dec. 16
Number of Hunters participating: 60 hunters
We received 81 applications
Number of Deer Counted in Park during Aerial survey: See attachment
Number of Deer Harvested:
1995 to 2000 we averaged 32 deer
harvested per year.
2001 20 deer
2002 20 deer
2003 26 deer
Recommended Number of Deer to be harvested 2004 per naturalist: 30 Deer
Independence Oaks County Park: 1,088 acres
Hunting Type: Archery Only
Hunting Dates: October 24 through November 24 - 4 day hunting blocks with a
one -day break between hunts for take down and set up.
Number of Hunters participating: 60
We received 65 applications
Number of Deer Counted in Park during Aerial survey: See attachment
Number of Deer Harvested: 2003 12 deer
Recommended Number of Deer to be harvested 2004 per naturalist: 20 Deer
We have several habitat enclosures to monitor habitat damage at both Independence Oaks and
Addison Oaks due to deer populations. Staff will be installing additional enclosures at other park
locations to monitor habitat damage.
20-4
tory
OaV,jand �c►ar;ty r arks Deer Survey ��
r
89 46 ifs r�i 56.51grnis
rk 96_ .. 371sgn�s 2 _ s
' 4 .120. l 7 7.41 sand 47.51 sgmi
Oaks 175. 39 129
Addison ; 41 lsg�i 96.71 semi -- 94
7 34 acres- 52 58 23/sctrni 761sgmi
1.2� sc�mti, 104 55.31sgmi
118 130.5Csgrn� 34lsgm� 38
1rldepender?�-e.Oaks 611sq�►i 24 i 1
10$8 acres 6g.21sgm► 13 18 .71sgmi 26.2Csgmi
1.7 sgmis 24 16.5lsgmi'
16 9lsgmi 12.41sgmi
Orion Oaks 16.5/some 16
27 acres 1�}Isgmi 6
1.45 sgmi, g�---- 17 5� cl 10.5lsgmi 281sg
Grovelarrmi s
Oaks 33 59 53
i
57 sgmi, 36i5 acres 30 34IsgmE 63.41sgm+1 54.7/sgm
70
65 311sgM1 721$grnt
N 671sgmi 0 5
Rose Oaks 9 i 1 18.51sgmi
.97 sgmi, 623 acres 15 40.71sg+�i
55.5Isgm► 33lsgm�
20 47,
Waterord Oaks 32 45 i 29.41sgmi
.27 sgmi, 145 acres 57 18.11sgrn
211 35.61sgmi 20tsgrrt� 28.1lsgm�
157 13.91sc[mi
Lyon Oaks hefico�ter heliocop er
9g.lfsgmi infra -red helicopter exceiient
1 6 sgmi, 1027 acres '.Infra -red
helicopter
helicopter snow cover
Wildlife Biologists recommend 15-20 animals per square mile.
Wit
dl w cover. Data collected was unreliable.
e done late in season wii;� minimal sno
2002 survey
20-6