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HomeMy WebLinkAboutAgendas/Packets - 2011.02.02 - 401982800 Watkins Lake Road • Bldg 97W • Waterford, MI 48328-1917 248.858.0906 • 1.888.00PARKS • DestinationOakland.com 01ZAKLANDCOUNTYPARKS Pecky D. Lewis, Jr. Chairman Richard Skarritt Vice Chairman J. David VanderVeen Secretary Tim Burns Gerald A. Fisher Robert Kostin Christine Long John P. McCulloch )rles Palmer n Scott Daniel J. Stencil Executive Officer January 25, 2011 Oakland County Parks and Recreation Commission Oakland County, Michigan Commissioners: A meeting has been called of the Oakland County Parks and Recreation Conmlission as follows: PLACE ............................. Oakland County Parks Administration Building 2800 Watkins Lake Rd Waterford, MI 48327 TIME .............................. Wednesday, February 2, 2011 9:00 a.m. PURPOSE .......................... Regular Meeting This meeting has been called in accordance with the authorization of Chairman Gerald Fisher of the Oakland County Parks and Recreation. Sincerely, C2) Daniel J. Stencil Executive Officer Next Meeting: Wednesday, March 2, 2011 at Oakland County Parks Administration Building. F:\agendaltr.doc ur mission is to provide quality recreational experiences that encourage healthy lifestyles, :0 support economic prosperity and promote the protection of natural resources. Oakland County Parks and -,-,ocreation Commission Meeting 2800 Watkins Lake Road, Waterford, MI 48328 February 2, 2011 Agenda Action Required Presenter/Phone # 9:00 a.m. PUBLIC HEARING: 2011 MICHIGAN NATURAL RESOURCES TRUST FUND - DEVELOPMENT PROJECT GRANT APPLICATION 1. Call Meeting to Order 2. Roll Call 3. Pledge of Allegiance 4. Approval of Minutes: January 12, 2011 Regular Meeting 5. Approval of Agenda 6. Public Comments 7. CONSENT AGENDA Approval Approval A. Internal Service Funds Journal Voucher Register for month ending Approval 12/31/10 (FM 3, FY 11); Payment Register for month ending 12/31/10 (FM 3, FY 11); and Oak Management Credit for Services Rendered Register for October, November, and December, 2010 (FM 1, 2, & 3, FY 11) B. Monthly Financial Statement Executive Summary for month ending 12/31 / 10 (FM 3, FY 11) C. Capital Improvement Program Plan Report as of 12/31/10 (FM 3, FYI 1) D. First Quarter Financial Forecast Report E. Uncollectible NSF Checks for First Quarter, FY 2011 F. Commission Meeting Location Change 8. REGULAR AGENDA A. Recognition Presentation — Former Parks Commissioner Tim Burns B. Water Quality Report — Waterford Mott Students Approval Approval Approval Approval Approval Informational Informational G. Fisher/248.514.9814 M. Prowse/248249.2801 G. Fisher/248.514.9814 K. Kohn/248.858.4606 G. Fisher/D. Stencil/248.858.4944 G. Fisher S. Cox/248.858.4612/D. Stencil S. Cox/D. Stencil S. Cox/D. Stencil S. Cox/D. Stencil D. Stencil D. Stencil P. Lewis C. Gannon/K. Dougherty/ 248.858.0704 C. Catalpa Oaks Development Update and Business Plan Preliminary Draft D. 2011 Michigan Natural Resources Trust Fund Development Project Grant Application E. Red Oaks Waterpark New Guest Entrance Change Orders F. Waterford Oaks Boundary Split & Combination Resolution G. Independence Oaks -North New Gravel Parking Lot H. 2011 Recreation Assistance Partnership (RAP) Program I. Commissioner Input for Future Planning Sessions 9. STAFF REPORTS A. 2010/2011 Program Review/Evaluation and Development Plan B. December (FM 03 FY 11) Activity Report C. Executive Officer's Report 10. OLD BUSINESS 11. NEW BUSINESS 12. ADJOURN Informational M. Prowse/248.858.4630 Approval D. Stencil/M. Prowse Approval M. Donnellon/248.858.4623 Approval M. Donnellon Approval M. Donnellon Approval T. Fields/248.858.0914 Informational D. Stencil Informational T. Fields Receive and File J. Dunleavy/248.858.4647/ L. Gee/248.431.1365 Receive and File D. Stencil G. Fisher G. Fisher Next Meeting: 9 a.m. on Wednesday, March 2, 2011 at the Parks Commission's administration office. *A brief Sponsorship Policy Committee Meeting will be held immediately following the Commission Meeting. OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING January 12, 2011 Chairman Lewis called the meeting to order at 9:10 a.m. in the commission room of theParks Commission's administration office. COMMISSION MEMBERS PRESENT: Gerald Fisher, Robert Kostin, Pecky D. Lewis, Jr., Christine Long, John McCulloch, Gary McGillivray, Charles Palmer, John Scott, J. David VanderVeen, Eric Wilson ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Sue Wells, Manager — Parks & Rec. Operations Mike Donnellon, Chief -Parks Fac., Maint. & Ops. Terry Fields, Chief - Recreation Programs & Services Melissa Prowse, Business Development Rep. Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District Larry Gee, Chief, Parks Ops. & Maint. — S. District Desiree Stanfield, Communications Supervisor Phil Castonia, Business Development Representative Laurie Stasiak, Recreation Program Supervisor Karen Kohn, Supervisor — Administrative Services Jeremy Brown, Parks Helper OC Fiscal Services Sheila Cox, Capital Improvement Coordinator OC Youth Assistance Mary Schusterbauer, Chief of Youth Assistance Private Citizen Richard Skarritt Elaine Skarritt WELCOME: Chairman Lewis welcomed new Parks Commissioners Gary McGillivray and Eric Wilson. APPROVAL OF MINUTES: Moved by Mr. Palmer, supported by Mr. Scott to approve the minutes of the regular meetings of December 1, 2010 and December 15, 2010, as written. AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. SPECIAL RECOGNITION: Chairman Lewis presented former parks commissioner Richard Skarritt with a plaque thanking him for his service on the Parks and Recreation Commission since 1983 and recognizing his 45 years in public service to the residents of Oakland County. ELECTION OF OFFICERS: Chairman Lewis opened the floor to nominations for the 2011 officers of the Oakland County Parks and Recreation Commission. 4-1 (Commission Meeting, January 12, 2011) Moved by Mr. Palmer, supported by Mr. Kostin to nominate Gerald A. Fisher as Chairman, John P. McCulloch as Vice Chairman, and J. David VanderVeen as Secretary of the Oakland County Parks and Recreation Commission for 2011. AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a unanimous voice vote. Commissioner Lewis congratulated the new 2011 officers and presented Commissioner Fisherwith the gavel. Commissioner Fisher assumed the Chair. Chairman Fisher thanked the commissioners for their confidence, noting he will do what he can to encourage an atmosphere of professionalism and civility as business is conducted. APPROVAL OF AGENDA: Moved by Mr. Wilson, supported by Mr. Kostin to approve the agenda with the following change: Remove Item 8D Recreation Assistance Partnership Program. Chairman Fisher suggested that items brought back as a follow up to commission direction be added as Item D under the Consent Agenda for future meetings. AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: Executive Officer Dan Stencil introduced Parks Helper Jeremy Brown, who briefly shared his experiences working in the Parks. CONSENT AGENDA: Moved by Mr. VanderVeen, supported by Mrs. Long to approve all items under the Consent Agenda as follows: Internal Service Funds Journal Voucher Register ending 10/31/10 and 11/30/10 (FM 1 & 2, FY 11); Payment Register ending 10/31/10 and 11/30/10 (FM 1 & 2, FY 11); Combined Statement of Operations for months ending 10/31/10 and 11/30/10 (FM 1 & 2, FY 11); and 2011 Commission Meeting Master Calendar. AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. CHAMPION OF YOUTH AWARD PRESENTATION — OAKLAND COUNTY YOUTH ASSISTANCE: Chief of Youth Assistance Mary Schusterbauer presented the Commission with the Champion of Youth Award that was awarded at the Oakland County Youth Assistance Coordinating Counsel's annual meeting on November 29, 2010. She also provided a brief history of the partnership between Oakland County Parks and Recreation and Oakland County Youth Assistance along with details on future projects. 4-2 (Commission Meeting, January 12, 2011) PROPOSED COMMISSION BYLAWS AMENDMENTS: Moved by Mr. McCulloch, supported by Mr. VanderVeen to approve the amendments to the Bylaws of the Oakland County Parks and Recreation Commission as provided on December 10, 2010. AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. PROPOSED CHAIRPERSON EMERITUS APPOINTMENT: Moved by Mr. McCulloch, supported by Mr. Scott to appoint Commissioner Pecky D. Lewis Jr. as Chairperson Emeritus of the Oakland County Parks and Recreation Commission. AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. Executive Officer Dan Stencil presented Chairperson Emeritus Lewis with a plaque as a special recognition of Mr. Lewis's 30 years of dedicated service on the Parks Commission, 18 of them as Chairman. SNOW GROOMING ALL -TERRAIN VEHICLE — INDEPENDENCE OAKS: Moved by Mr. McCulloch, supported by Mrs. Long to award the bid for the purchase of a CAN -AM Outlander 800 ATV 4 x 4 Quad to pull the snow -grooming equipment at Independence Oaks from Leader Marine in the amount of $13,356.12. AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. FIRST QUARTER PURCHASING UPDATE: The First Quarter FY 2011 Purchasing Update was received and filed as presented. ACTIVITY REPORT: Moved by Mr. McCulloch, supported by Mr. Scott to receive and file the November 2010 (FM 1 FY 11) Activity Report as presented. AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. 4-3 (Commission Meeting, January 12, 2011) EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's report filed in the agenda, the following information was noted: ---The Michigan Recreation and Park Association has announced Oakland County Parks and Recreation as the winner of the 2010 Best Video award for the boardwalk documentary completed in partnership with Fox Sports Detroit. In addition, Jonathan Schechter of The Oakland Press won the 2010 Media Advocate award. The awards will be presented at the MRPA Annual Conference in February. ---Staff is considering submitting a fish habitat restoration project for a grant through the Great Lakes Fish and Wildlife Restoration Act. More information will be provided at the February meeting, if we are invited to make a full application. ---Staff is exploring the possibility of purchasing blue Pure Michigan directional sign space as a means of garnering additional advertisement and directional signs for the parks. Commission directed staff to investigate the possibility of tying into their advertising campaign, in a manner similar to what Genesee County has done. NEW BUSINESS: Commissioner Kostin acknowledged staff's efforts in getting the Oakland County Parks noticed by and published in the media. Meeting was adjourned at 10:08 a.m. The next Commission meeting will be at 9:00 a.m. on Wednesday, February 2, 2011. J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary 4-4 OAKLAND COUNTY PARKS AND RECREATION COMMISSION PAYMENT APPROVAL SUMMARY FOR MEETING OF: February 2, 2011 *INTERNAL SERVICE FUNDS JOURNAL VOUCHER REGISTER: December (FM3 2011) *OAK MANAGEMENT INC. CREDIT FOR SERVICES RENDERED REGISTER, October, November & December (FM1,2 & 3 2011) *PAYMENT REGISTER: Voucher Report Period, Decmber (FM3, 2011) TOTAL *BACKUP INFORMATION IS AVAILABLE FOR REVIEW. 1,308,060.04 3,788.00 259,682.20 $1,571,530.24 7A -1 Mot "a OAKLAND COUNTY PARKS AND RECREATION COMMISSION MONTHLY FINANCIAL STATEMENTS EXECUTIVE SUMMARY FM 3, FY 2011 (FOR MONTH ENDING 12/31/10) OPERATING BUDGET - Section A Operating Revenue FY 2011 (OVER), UNDER % OF BUDGET YEAR TO DATE BUDGET BUDGET $25,003,813.00 $2,181,386.41 $22,822,426.59 8.7% Operating Expense $25,003,813.00 $4,076,313.48 $20,927,499.52 16.3% REVENUE OVER/(UNDER) EXPENSES $0.00 ($1,894,927.07) $1,894,927.07 FY 2011 Operating Stabilization Fund earmark $6,250,000 (25% of $25,003,813) FY 2011 to FY 2013 CAPITAL IMPROVEMENT PROGRAM ESTIMATED BUDGET PLAN - Section B PROJECT COST TOTAL $17,196, 524.51 *Includes prior fiscal years carry over expenses of $5,390,336.92 PROJECT TO DATE EXPENSE PROJECT % OF PAYMENTS* BALANCE BUDGET $5,636,943.46 $11,559,581.05 32.8% FY 2011 Capital Stabilization Fund earmark $0 (recommend establishing in FY 2012 utilizing the $3 million currently budgeted as "Future Acquisition & Improvements" as the beginning funding source and increase to $5 million) YEAR TO DATE CAPITAL EQUIPMENT BUDGET PLAN - FY 2011 EXPENSE Section C BUDGET PAYMENTS TOTAL $5,600.00 $0.00 (OVER), UNDER % OF BUDGET BUDGET $5,600.00 0.0% 7B-1 SUMMARY of Sections A, B, and C OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS FM 3, FY 2011 (FOR MONTH ENDING 12131/10) 2011 YEAR TO (OVER), % OF REVENUE BUDGET DATE UNDER BUDGET BUDGET ADMINISTRATIVE SERVICES: Millage Tax $12,586,000.00 $1,592,909.42 $10,993,090.58 12.7% Other 272,300.00 (70,745.70) 343,045.70 -26.0% GLEN OAKS GOLF COURSE 1,058,016.00 102,427.46 955,588.54 9.7% LYON OAKS GOLF COURSE 1,188,290.00 120,492.10 1,067,797.90 10.1% RED OAKS GOLF COURSE 413,900.00 23,791.74 390,108.26 5.7% SPRINGFIELD OAKS GOLF COURSE 759,600.00 54,506.25 705,093.75 7.2% WHITE LAKE OAKS GOLF COURSE 884,432.00 61,860.62 822,571.38 7.0% INDEPENDENCE OAKS NATURE CENTER 31,800.00 7,216.60 24,583.40 22.7% ADDISON OAKS 444,780.00 67,897.28 376,882.72 15.3% ADDISON OAKS CONFERENCE CENTER 126,000.00 25,610.25 100,389.75 20.3% GROVELAND OAKS 678,700.00 2,991.38 675,708.62 0.4% HIGHLAND OAKS 3,000.00 194.00 2,806.00 6.5% INDEPENDENCE OAKS 301,622.00 40,715.59 260,906.41 13.5% LYON OAKS 85,000.00 11,949.00 73,051.00 14.1% ORION OAKS 121,000.00 14,878.00 106,122.00 12.3% RED OAKS DOG PARK 42,100.00 8,102.00 33,998.00 19.2% ROSE OAKS 2,000.00 9,326.00 (7,326.00) 466.3% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 60,874.00 35,107.50 25,766.50 57.7% WATERFORD OAKS ACTIVITY CENTER/PARK 45,649.00 12,116.50 33,532,50 26.5% RECREATION PROGRAMS & SERVICES 435,390.00 32,176.00 403,214.00 7.4% CATALPA OAKS 10,000.00 1,440.00 8,560.00 14.4% RED OAKS WATERPARK 948,680.00 16,242.76 932,437.24 1.7% WATERFORD OAKS BMX COMPLEX 21,780.00 513.00 21,267.00 2.4% WATERFORD OAKS TOBOGGAN COMPLEX 11,000.00 2,176.00 8,824.00 19.8% WATERFORD OAKS WATERPARK 820,100.00 7,492.66 812,607.34 0.9% NON -OPERATING PLANNED USE OF BALANCE 3,651,800.00 0.00 3,651,800.00 NIA TOTAL REVENUE $25,003,813.00 $2,181,386.41 $22,822,426.59 8.7% EXPENSES ADMINISTRATIVE SERVICES $6,012,790.00 $1,087,932.21 $4,924,857.79 18.1% FISCAL SERVICES ADMINISTRATION 154,010.00 27,652.66 126,357.34 18.0% FISCAL SERVICES PARKS & REC 274,659.00 53,207.28 221,451,72 19.4% GLEN OAKS GOLF COURSE 1,147,642.00 251,158.85 896,483.15 21.9% LYON OAKS GOLF COURSE 2,038,833.00 285,727.79 1,753,105.21 14.0% RED OAKS GOLF COURSE 696,381.00 117,162.43 579,218.57 16.8% SPRINGFIELD OAKS GOLF COURSE 894,827.00 161,144.33 733,682.67 18.0% WHITE LAKE OAKS GOLF COURSE 1,125,181.00 172,555.28 952,625.72 15.3% INDEPENDENCE OAKS NATURE CENTER 510,764.00 96,379.59 414,384.41 18.9% ADDISON OAKS 1,522,764.00 248,015.61 1,274,748.39 16.3% ADDISON OAKS CONFERENCE CENTER 244,552.00 36,776.51 207,775.49 15.0% GROVELAND OAKS 1,341,486.00 171,276.30 1,170,209.70 12.8% HIGHLAND OAKS 86,481.00 3,995.72 82,485.28 4.6% INDEPENDENCE OAKS 922,255.00 177,567.81 744,687.19 19.3% LYON OAKS 377,822.00 64,258.70 313,563.30 17.0% ORION OAKS 191,747.00 30,072.29 161,674.71 15.7% RED OAKS DOG PARK 64,526.00 8,401.86 56,124.14 13.0% ROSE OAKS 78,581.00 5,660.80 72,920.20 7.2% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 467,810.00 58,494.26 409,315.74 12.5% WATERFORD OAKS ACTIVITY CENTER/PARK 684,077.00 84,922.85 599,154.15 12.4% RECREATION PROGRAMS & SERVICES 1,256,735.00 201,744.30 1,054,990.70 16.1% CATALPA OAKS 142,503.00 8,884.50 133,618.50 6.2% RED OAKS WATERPARK 1,272,270.00 123,694.78 1,148,575.22 9.7% WATERFORD OAKS BMX COMPLEX 62,511.00 2,377.79 60,133.21 3.8% WATERFORD OAKS TOBOGGAN COMPLEX 235,279.00 31,796.63 203,482.37 13.5% WATERFORD OAKS WATERPARK 1,101,382.00 128,398.47 972,983.53 11.7% FACILITIES & MAINTENANCE 1,395,945.00 218,052.06 1,177,892.94 15.6% CONTINGENCY/INTERNAL SERVICE CHARGES* 700,000.00 219,001.82 480,998.18 NIA $25,003,813.00 $4,076,313.48 $20,927,499.52 16.3% REVENUE OVER/(UNDER) EXPENSES $0.00 ($1,894,927.07) $1,894,927.07 2011 2010 2009 2008 ACTUAL REVENUE TO DATE: 8.7% 8.0% 8.0% 10.9% BUDGET BALANCE: 91.3% 92.0% 92.0% 89.1% ACTUAL EXPENSE TO DATE: 16.3% 15.4% 16.7% 18.5% BUDGET BALANCE: 83.7% 84.6% 83.3% 81.5% Note: FY 2008-2009 percents did not include the non -operating Planned Use of Balance Revenue amounts. FY 2008-2010 Expenses are comparable again as of 6131/10. *CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT. (Page 1 of 3) 76-2 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS FM 3, FY 2011 (FOR MONTH ENDING 12131110) .ONTINGENCY: BUDGET AMENDMENTS CONTINGENCY: PENDING OTHER: BUDGET AMENDMENTS OTHER: PENDING (Page 2 of 3) 78-3 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS REVENUE AND EXPENSE COMPARISON FM 3, FY 2011 (FOR MONTH ENDING 12/31/10) YEAR TO DATE YEAR TO DATE PARK REVENUE EXPENSE ADMINISTRATIVE SERVICES: ADMINISTRATIVE SERVICES (Inc. Tax Revenue) FISCAL SERVICES ADMINISTRATION FISCAL SERVICES PARKS & REC ADMINISTRATIVE SERVICES SUB -TOTAL GOLF: GLEN OAKS GOLF COURSE LYON OAKS GOLF COURSE RED OAKS GOLF COURSE SPRINGFIELD OAKS GOLF COURSE WHITE LAKE OAKS GOLF COURSE GOLF SUB -TOTAL NATURE: INDEPENDENCE OAKS NATURE CENTER NATURE SUB -TOTAL PARKS: ADDISON OAKS ADDISON OAKS CONFERENCE CENTER GROVELAND OAKS HIGHLAND OAKS INDEPENDENCE OAKS LYON OAKS ORION OAKS RED OAKS DOG PARK ROSE OAKS SPRINGFIELD OAKS ACTIVITY CENTER/PARK WATERFORD OAKS ACTIVITY CENTER/PARK PARKS SUB -TOTAL RECREATION: RECREATION PROGRAMS & SERVICES CATALPA OAKS RED OAKS WATERPARK WATERFORD OAKS BMX COMPLEX WATERFORD OAKS TOBOGGAN COMPLEX WATERFORD OAKS WATERPARK RECREATION SUB -TOTAL FACILITIES & MAINTENANCE: FACILITIES & MAINTENANCE FACILITIES & MAINTENANCE SUB -TOTAL CONTINGENCY/INTERNAL SERVICE CHARGES* TOTAL $1,522,163.72 0.00 0.00 1,522,163.72 102,427.46 120,492.10 23,791.74 54,506.25 61,860.62 363,078.17 $1,087,932.21 27,652.66 53,207.28 1,168,792.15 251,158.85 285,727.79 117,162.43 161,144.33 172,555.28 987,748.68 REVENUE OVER (UNDER) EXP. $434,231.51 (27,652.66) (53,207.28) 353,371.57 (148,731.39) (165,235.69) (93,370.69) (106,638.08) (110,694.66) (624,670.51) 7,216.60 96,379.59 (89,162.99) 7,216.60 96,379.59 (89,162.99) 67,897.28 25,610.25 2,991.38 194.00 40,715.59 11,949.00 14,878.00 8,102.00 9,326.00 35,107.50 12,116.50 228,887.50 32,176.00 1,440.00 16,242.76 513.00 2,176.00 7,492.66 60, 040.42 0.00 0.00 0.00 $2,181,386.41 248,015.61 36,776.51 171,276.30 3,995.72 177,567.81 64,258.70 30, 072.29 8,401.86 5,660.80 58,494.26 84,922.85 889,442.71 201, 744.30 8,884.50 123,694.78 2,377.79 31,796.63 128,398A7 496, 896, 47 (180,118.33) (11,166.26) (168,284.92) (3,801.72) (136,852.22) (52,309.70) (15,194.29) (299.86) 3,665.20 (23,386.76) (72,806.35) (660,555.21) (169,568.30) (7,444.50) (107,452.02) (1,864.79) (29,620.63) (120,905.81) (436, 856.05) 218,052.06 (218,052.06) 218,052,06 (218,052.06) 219,001.82 $4,076,313.48 *CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT. (219,001.82) ($1,894,927.07) See the Oakland County website's "Transparency in Government -Monthly Financials" to view the latest monthly Financial Statement detail by each departments' budget units: 1. Log on the www.oakgov.com/fiscal/info pub/monthlyreports.html 2. Click on "View the Monthly Financials and Quarterly Forecast" hyperlink on the bottom of the page 3. Click on "Parks and Recreation" hyperlink within the list 4. Click on each of the Parks and Recreation monthly financial reports you are interested in viewing 5. Or do a search for "Monthly Financials" (Page 3 of 3) 78-4 Park Future Acquisition & Improvements Addison Oaks (A) Catalpa Oaks Glen Oaks Groveland Oaks Highland Oaks (B) Independence Oaks(C) Lyon Oaks (D) Orion Oaks Red Oaks (E) Rose Oaks (F) Springfield Oaks Waterford Oaks (G) White Lake Oaks Contingency Oakland County Parks and Recreation Commission Capital Improvement Program (CIP) Plan Report FM 3 FY 2011 As of 12/31M0 Summary Total for All Parks 2/28/2010 Contract(s) Estimated FY 2010 FY 2011 Net New Estimated Amount Contract(s) Awd., Pre & Enc. Project Proiect Cost Adjustment Adiustment Adjustment Project Cost Paid Retainer Balance * Balance 3,000,000.00 0.00 0.00 0.00 3,000,000.00 0.00 0.00 0.00 3,000,000.00 2,210,000.00 0.00 0.00 0.00 2,210,000.00 (1,692.80) 0,00 0.00 2,208,307.20 1,395,000.00 0.00 0.00 0.00 1,395,000.00 (54,141.50) 0.00 0.00 1,340,858.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 120,000.00 0.00 0.00 0.00 120,000.00 (13,562.50) 0.00 0.00 106,437.50 369,000.00 0.00 0.00 0.00 369,000.00 (12,954.80) 0.00 0.00 356,045.20 3,996,000.00 2,000.00 0.00 2,000.00 3,998,000.00 (2,941,437,40) 0.00 0.00 1,056,562.60 143,476.97 0.00 0.00 0.00 143,476.97 (26,437.97) 0.00 0.00 117,039.00 140,000.00 0.00 0.00 0.00 140,000.00 (10,302.51) 0.00 0.00 129,697.49 1,513,628.00 22,680.48 9,225.97 31,906.45 1,545,534.45 (934,157.99) 0.00 0.00 611,376.46 732,000.00 0.00 0.00 0.00 732,000.00 0.00 0.00 0.00 732,000.00 230,000.00 0.00 0.00 0.00 230,000.00 (11,237.97) 0.00 0.00 218,762.03 1,609,999.57 110,638.45 380.00 111,018.45 1,721,018.02 (1,631,018.02) 0.00 0.00 90,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,737,419.97 (135,318.93) (9,605.97) (144,924.90) 1,592,495.07 0.00 0.00 0.00 1,592,495.07 Capital Improvement Program Grand Total $17,196,524.51 $0.00 $0.00 $0.00 $17,196,524.51 ($5,636,943.46) $0.00 $0.00 $11,559,581.05 V I n (A) State Grant $844,800 ~ (B) State Grant $28,160 (C) State Grant $945,000 (D) State Grant $35,200 (E) State Grant $94,160 (F) State Grant $150,480 (G) Federal Grant $190,000/Private Grant $250,000 Grand Total of (possible) grants and donations included in Estimated Project Cost = $2,537,800 Dollar Column Explanation: 2/28110 Estimated Proiect Cost is the sum of the current year's Budget columns "Project Cost Estimate" figure, the "Adjusted to Project Cost" figure, and the "Proposed New Projects" figure for the projects still open (any "Project Balance" funds for projects closed to fixed assets at the end of the prior fiscal year have been added to the contingency). FY 2010 Adjustment is the net of any adjustments made from/to contingency and individual projects in March - September of the prior fiscal year (the current fiscal year's perpetual budget started with figures as of 2/28). FY 2011 Adiustment is the net of any adjustments made from/to contingency and individual projects during the current fiscal year. Net Adjustment is the sum of "FY 2010 Adjustment" and "FY 2011 Adjustment" figures. New Estimated Proiect Cost is the sum of "2/28/10 Estimated Project Cost", "FY 2010 Adjustment" and "FY 2011 Adjustment" (or "Net Adjustment") figures. Amount Paid is the cost of the project expensed as of the report date. This amount includes the "Contract(s) Retainer" dollars. Contract(s) Retainer is the amount of retainage withheld from a contract payment and may be in an interest bearing account set-up via the O.C. Treasurer's office. The amount is not part of the "Project Balance" calculation because it is already included in the "Amount Paid" figure. Contract(s) Awd., Pre & Enc. Balance is the sum of the Pre -encumbered and Encumbered dollars for the contracts that have been awarded and for outstanding Requisitions and Purchase Orders. Proiect Balance is the amount of available dollars remaining on a project that have not been paid or encumbered. * Pre -Encumbered & Encumbered charges are N/A at this time, figures are based on large contracts. Note: Fund Equity's Operating Budget Stabilizaton Fund Earmark for FY 2011 is $6,250,000 (25 % of $25,003,813). Summary Page 1 of 2 ec{eation Comm R P°tt ion' ,n kvejr parks and R am �G\p) p\a Gomm\ . and is s land G°untyvement prFY 3 to sand ReC(eed o< reP(1or cal s faclty ome of p paella\ \mP{O AS o A21 1j1A\\ parks ent, and the eats are GO T ect,ve. It JOT Ve\Deed' S \ for o\d P o� et sate de summary cot a persand Recreaecks a e .�epvked { 5 a'Vefond Go Vksxm as ore lets"\ed Plan the pakland Gounty s that suPpOrtd red as net esto!l th a aYeasu l-Ot o reeds and budget {eaY,t,? GOmmiss,on, and \ rolect 1s p r Plan of caPta P dge plan t \.ksts the p e def s 6kck to by fac,Uty n aPP parks and ReGr eat, ave eCt scope as d+crate Bu ttha e expenses Tess u\6 yea ring, the G\P documer \ rol d uP \ of th \ter a\l ogre sNe, (n very sp a p\ann"n9 base on i�+f+a Pak °r move e Yova Completed �astYUCt on in p (ematc ,n9 mPrehen Gounty ut rather are bas allied ba e�v\n9 tl fu\\ er Con ent), the et p\an p? �tizens °i pak\an omrnitmesa bolts inc\o Sdets may be P ding SOurce and rec un the Prom a General tha were nOt sP <t gud9 lresto the budgetaN oripti,ons a va,\ab\e ,n9 a {un t fiscal year (erred fro et do\\ars to ita (O e{fic nttPTOC O GNP gudg Scrr a +s jha e {oe°d o funding "s unaard withoutfi<st \denffY {,scat yea( toa anP he cost "bid9et funds `bud9 The process used { \mP en y to un forty one c\ose rr a+n+n9 et Plan' \p epof"• The Gap and et. 'f\r cA e Mons move rd from ect is any re d bud9 \anote-R etlO uaetoe e d nth ��� p t tr ao�e ,at kk e ara\temaiv to aPProva\ for a PrOleCt to en5es are e( a COmPo e d,'shc °Clseleated ute2 n9 the adoPte Y end,n9 G p 2 +na . ndud eG may not r, not \n&CO d1 en{ bend e L\ e T prOWheornthP C\p reP°(( `s ud9et plan and the PYio< f s \yea ear monthly P\an repo fo(p ° e1 Is nd is does tm ca s these prof e G\p gadget Pla budget a u end oft fis role. ea( a m {ed b a\ y m the dollars, At the on the p fisca\ y aes adopted in9 f,sc ese MOO MS lnom(n\ssjOnets. ect, pudgett osUP°ned deP(eb,ado of each new m new f sCal ye ear P(oleGts) u\a<e the beg`nn ac�unt for th Board Of G et plan e�pts canC�`le eoa � t a the beg n,n9 create fro the ded future y (,Bare to calf e °ont,n9enGy erPetual peYd9nt,I the Pfol Genera\ l-Cont nO\cy. A n RePo(f is Crea C\ode any unfun New proleCts de to or {tom th l report. is a P rded) ed Psse the G\p thry Glp p\a Cdo not in e„�6sca\ yeaY) ustments ma \ yeas s monthy The G\ 2\d and (ec°roP(\ate transferred to {`scat yea( m{o\\ow skegs ider,tf ed re and th any ad1 of fisca beer) oust to t"ebaances are �011 )' a ne orporates taVe a tundin of Postponeao\eCt GOst fi9u ear. Garry w { s�vj3Tdye ar fundsl a\any to the Cu(e budget dol\a f,sCal y�r 1plan Repoli <olects these s, CanC "� ,diustment to p oY frscal ya9e net ne cumbe(ed g each new oY th\y G1p fisca\ yea(P axed u(e, the ber of thQ p h park s P Yded, En r.m9 of eats m cur<ent c\osed to ate' f,9 h Septem rY n on eaC ntraes Pwa A{the beg" yew f sOa\ on pr\or andp,oIects t were ec ost Esde M thto ustm t, °o\u e� d tha t G ts. arch en an er�GQ�centraoe {°(' \ yearior f,s at ea h of the oP fll o pro mp` of( f,scasyco ti,n9eo�y ``Gonuaotsls) Reta`n mmaN page. 2 perm th bud9?tGosp fig (G (page inlo(each proleCuO"ary PageAmountPa,d ' age °OneGs\Page and ISO ly epoh' 33 SOTT) ptol e GonUn9e fisca\ yea(tes onto the gores for �hotect. um(( an(V1 Page Pa n9 ear Budget)• �sf,Rmec°noeeKotn the p(`oy page s f,9 r(year reP° d for each P ed to the Sbotto of ebe9m fisca ws pPeYatn9 Can1ed °vthe GOnt+nge pro\ect s Ps" hen Comes have transrmat,on at t (,gales to the atton as fOUo\uded In the 5. pnte< fo(wa(d ea n°e' ft9ure Co\umn tOt� {ribut,on lnfO mason and s and Re6(ewou{d be rnClned \ 6. Ghe ,proleOt g h pall s pna ponatwngUd9et plan Info (and Gounty Pei nce Proothe(w'sll e •ete(m 9 �ertfy t bateahe G(an�ahe Adopted defiot+c<lot Sysuerrm9 eanes),S 1 dess termined' \an• +s not dePtec ated 9 poltluP andve e\,ne a<+O u,d Reconorle olect gU,d sand Re usrn9 per un\ess otherw Exoeption' r\ �o. �0?) p o{ the pack �1o,p0" � Cal year' ton type) t plan repo entprog(an netwotth eC{wi\\be o{ eacbfs Ctass"fica ana9emen tovem d to the G\p prol t the end on the ect M Ga prole Atha Om theshot ofFixe• Assets �ventoried ears dePendin9 t pro9ratt( Prol A.e rr,"r m CIO phe srca\\y d l5 to 5� a{e C Itai r°vemen 2 proleCtwi\\be able to bed P(ecate aP Imp 45 prolee (nastb bs� ng is Included In a separate SummaN page 2 Of 2 A Project Prior ITEM #7D FISCAL YEAR 2011 FIRST QUARTER FINANCIAL FORECAST REPORT Attached is the Oakland County Parks and Recreation Commission's Fiscal Year 2011 First Quarter Financial Forecast Report for your review and approval. The report shows the Commission is in sound financial condition. The Commission's Total Net Assets for the Fiscal Year 2011 First Quarter Forecast, as of December 31, 2010, is $91,972,984 and is comprised of two types of assets: 1. Capital Assets, net of depreciation $70,521,927 2. Unrestricted Assets $21,451,057 includes: • fund equity balance utilized for the Capital Improvement Program (capital projects in progress and planned capital projects) $15,201,057 • fund equity balance utilized for the Operating Budget Stabilization Fund earmark $6,250,000 (25% of the Fiscal Year 2011 Operating Budget of $25,003,813) The Operating Revenue and Operating Expense are not expected to vary from the budget at this time. The forecasted Net Loss of $3,651,800 denotes the use of fund equity balance which is the "Planned Use of Balance" Revenue line item in the budget. It is equal to the Non -Cash Depreciation of $3,651,800 included in the Operating Expenses — these depreciation expenses do not decrease cash which leaves cash available for the Capital Improvement Program Plan. This report will be included in the Department of Management & Budget's Fiscal Year 2011 First Quarter Financial Forecast Report presented to the Oakland County Board of Commissioners' Finance Committee for its review and approval currently scheduled for March, 2011. Please contact Sheila Cox, 248-858-4612, if you have any questions. ffm OAKLAND COUNTY PARKS & RECREATION COMMISSION (50800) OPERATING REVENUE COUNTY OF OAKLAND FY 2011 FIRST QUARTER REPORT ENTERPRISE FUND PARKS & RECREATION ADOPTED AMENDED FY 2011 VARIANCE BUDGET BUDGET FORECAST FAV/(UNFAV) PERCENT EXPLANATION OF SIGNIFICANT VARIANCES $ 8,489,513.00 $ 8,489,513.00 $ 8,489,513.00 $ 0.00% Revenue is seasonal with the majority of activity occurring in the third and fourth quarters. OPERATING EXPENSE $ 25,003,813.00 $ 25,003,813.00 $ 25,003,813.00 $ 0.00% Expenses are not expected to vary from the budget at this time. NET OPERATING INCOME (LOSS) $ (16,514,300.00) $ (16,514,300.00) $ (16,514,300.00) $ 0.00% NON -OPERATING REVENUE $ 12,862,500.00 $ 12,862,500.00 $ 12,862,500.00 $ 0.00% Fiscal Year 2011 property tax revenue for Parks and Recreation is based on 2010 (EXPENSE) Taxable Value (December, 2010 levy). TOTAL INCOME BEFORE TRANSFERS $ (3,651,800.00) $ (3,651,800.00) $ (3,651,800.00) $ 0.00% TRANSFERS IN $ $ $ $ 0.00% TRANSFERS OUT $ $ $ $ 0.00% TOTAL NET INCOME (LOSS)- $ (3,651,800.00) $ (3,651,800.00) $ (3,651,800.00) $ TOTAL NET ASSETS - BEGINNING $ 95,624,784.32 TOTAL NET ASSETS - ENDING $ 91,972,984.32 'Please note: In the Budget this is the "Planned Use of Balance" Revenue line item. It is equal to the Non -cash Depreciation of $3,651,800 included in the Operating Expense category (these depreciation expenses do not decrease cash which leaves cash available for the FY 2012 Capital Program). 7D - 2 1 /26/2011 OAKLAND COUNTY PARKS & RECREATION COMMISSION QncmDmctib|gNon-Sufficient Funds (NSF)Check Listing October 1.2V1V'December 31.2V1O ap h in Allen, Albert &8zozopanaN.Rebecca ° AUU 1U/29/10 104.UU UUUU ll/l(J n/a No ll/lU llKuj/lU * Uncollectible NSF checks of $100 or more are referred to Oakland County Corporation Counsel. Oakland County Fiscal Services Policy: If it is determined that a receivable is uncollectible, then amounts up to $1,000 may be written off by approval of the manager of Fiscal Services. All write-offs shall be reported to the Board of Commissioners with the quarterly forecast report. Write-offs in excess of $1,000 require Board of Commissioners' approval. Authorized by: Daniel J.Stencil ExooutivuOffioar-Oak|ondCountyParho&ReoremtionConnnninainn OCPR Uncollectible NSF Check Listing -write off xis FY2011-Ql 1n/201o:5upw ITEM #7F COMMISSION MEETING LOCATION CHANGE Staff is requesting Commission approval to change the location only of the May 4, 2011 and August 3, 2011 Commission meetings, as follows: May 4, 2011 Springfield Oaks August 3, 2011 Independence Oaks This requested change will allow for an official "grand opening" of Independence Oaks -North to be held in conjunction with the meeting in August. 7F-1 ITEM NA RECOGNITION PRESENTATION Former Parks Commissioner Tim Burns will be presented with a special recognition for his service on the Oakland County Parks and Recreation Commission. I ITEM #81B WATER QUALITY REPORT WATERFORD MOTT HIGH SCHOOL STUDENTS Mrs. Gannon-Piacentini's Honors Class at Waterford Mott High School has been conducting water quality monitoring through the Clinton River Watershed Council's Stream Leader's Program since 2008 at Waterford Oaks as part of the Clinton Main Subwatershed. The students presented their results at the student congress meeting, including a video they produced, and will share this information with the Parks Commission. Students are encouraged to participate in government events as part of their experience. A an ITEM #8C CATALPA OAKS DEVELOPMENT STATUS UPDATE AND BUSINESS PLAN DRAFT Staff will provide an update to the Commission on the phased development plan for Catalpa Oaks including the draft business plan (attached). Staff has been working with Barton-Malow to refine the cost estimates for each phase of development in order to move ahead with Phase I, which will include a restroom/concession building, new parking lot, a playground, and the utility connections necessary to operate the building, prep the site for future development, and water the field turf. Attached is also a summarized timeline for Catalpa Oaks, explaining where OCPRC is currently at in the development process and estimates for the completion of Phase 1. 8C - 1 Catalpa Oaks Acquisition and Development Timeline As of February, 2011 Park acquisition May 2007 Began Master Plan process June 2007 Held Public Forum event July 2007 Hosted grand opening celebration August 2007 Master Plan Approved by OCPRC October 2008 Project budgeted for FY2010 Dec. '08 — Feb. '09 RFPs released for design June 2009 Barton-Malow contract approved by OCPRC August 2009 FY2010 funds become available October 1, 2009 Design kickoff October 2009 Research and analysis for dev. presented to OCPRC August 2010 Millage Vote August 3, 2010 Revised PHASED dev. plan presented to OCPRC December 2010 Business Plan draft and cost estimates for Phase I February 2011 Budget for Phase II & III for 2013 February 2011 OCPR staff lease office space at South Oak. Health Dept. March 2011 Submit for site plan review — city of Southfield April 1, 2011 Submit MNRTF Application for multipurpose bldg. (Phase III) April 1, 2011 RFPs released for construction of Phase I August 1, 2011 Commission approval of construction contract for Phase I October 5, 2011 Construction begins on Phase I November 2011 MNRTF grant award (Phase III) December 2011 Substantial construction complete for Phase I June 2012 Grant Agreement executed for multipurpose bldg. (Phase III) December 2012 Phase II and III Design July 2013 Phase II and III Substantial Construction Completion May 2014 Future Phases TBD 8C-2 Catalpa Oaks BusinessJ!' Oakland County Parks and Recreation Commission Draft — February 2011 Table of Contents Executive Summary 1 Mission 3 Description 3 Current Park Use and Design 4 Marketing Plan 5 SWOT Analysis 7 Current Park Operations and Maintenance 7 Business Strategy 8 Financial/Budget 19 Attachment A Phased Development Plan Chart Attachment B Sports Fields Market Analysis Maps Attachment C Catalpa Oaks Approved Budget Upon acquisition of Catalpa Oaks County Park in 2007, Oakland County Parks and Recreation (OCPR) has developed a Master Plan for development of the park as a regional recreation facility, in line with OCPR's mission and strategic park initiatives. Staff has proposed a phased approach to the development of Catalpa Oaks, both to meet immediate needs at the park, and to spread the costs associated with development over several fiscal years. Grant funding and other alternative sources of revenue will also be sought to offset these costs and provide for optimized use of the park. The development of Catalpa Oaks County Park ties in with each of the five strategic initiatives, demonstrating the need to develop the site in accordance with the approved Master Plan. Urban Recreation —Addressing the challenges and opportunities in creating access to recreation in urban environments: The development of Catalpa Oaks will enhance the ability of the facility to provide access to field sports to residents in the surrounding communities. The site will also be better equipped to host community special events, serve as an urban trailhead and provide unique program opportunities for all county residents. Rural Recreation — Promoting access to recreational opportunities tied to the landscape of rural Oakland County: Catalpa Oaks will support the Rural Recreation Initiative by serving as a bus stop for the OC Express, providing transportation to Rural Recreation opportunities for the 8C-3 more urbanized areas of the county. The park will also serve as a "gateway" by hosting programs that introduce residents to the variety of recreation opportunities that OCPR offers. Natural Resources and Environment — Promoting access to high quality natural areas through the stewardship of Oakland County's Green Infrastructure Vision: The site improvements at Catalpa Oaks will accommodate some best management practices and will also focus on environmental sustainability. The Commons multipurpose building will be able to serve as an educational site, featuring displays on green infrastructure, park stewardship and conservation. Healthy Living — Promoting the role of recreation in support of Oakland County Quality of Life and the active lifestyles of residents and visitors: Catalpa Oaks will encourage healthy living through programs offered at the site, including the site's main use as a sports complex. The site has already hosted a Healthy Families event, which was very well received by the surrounding communities. Sustainability — Implementing environmental, social and fiscal practices that will help ensure OCPR's long-term viability: In later phases of park development, green alternatives will be considered as part of the design process and will be selected if they do not result in excessive cost increases. Green practices will also be considered in the design so that future green improvements could be considered without compromising the original design/construction. Oakland County Parks and Recreation recognizes the many benefits of maintaining Catalpa Oaks as a regional sports complex. However, site amenities and programming in addition to those for team sports will help to make Catalpa Oaks a regional park facility with multiple uses, including special events and programs, camps, trail recreation, winter recreation, nature and environmental education interpretation, and adaptive recreation programs. Phased Development Approach An original design concept based on the park master plan was presented to the Commission in July of 2010 with a cost estimate $4 - $6 million. OCPRC was, and remains, unable to fund the entire development of the park site as outlined in the master plan at this time. Because of this, staff has reevaluated the development of the park based on the most critical need and highest potential for revenue generation at the site. The following phases (and preliminary cost estimates) are being proposed as a part of this business plan. A full breakdown of each phase can be found in ATTACHMENT A, and the business concepts for each phase begin on page 15. (Page 8C —16 of agenda) Phase I: Basic Services Rest room/concession building Parking lot improvements Utility connections Above -ground field irrigation Playground Phase II: Field Improvements Underground irrigation Grade and seed turf Install gravel trail and sledding hill Install site amenities Phase III: Recreation Commons Multipurpose recreation Commons building (grant -funded) Pave looped trail and accessible route to sledding hill Create amphitheatre adjacent to Commons Phase IV: Potential Maintenance Building Multiuse maintenance building Recycling transfer station The mission of the Oakland County Parks and Recreation Commission is to provide quality recreation experiences that encourage healthy lifestyles, support economic prosperity and promote the protection of natural resources. The operation of Catalpa Oaks as a multi -use recreational complex supports all aspects of the OCPRC mission. Active recreation such as field sports, fitness trails and play equipment will directly facilitate the pursuit of active, healthy lifestyles for Oakland County residents. The upkeep and maintenance of the 25-acre site as a quality park facility will support the continued economic growth of the neighboring communities as well as ensure that the property is maintained as open green space. This green space contributes directly to the environmental quality of southeast Michigan by assisting with storm water retention and soil erosion control, and assisting in mitigating the effects of the urban heat island effect. Description (Please see the Catalpa Oaks Master Plan for a full description and history of the park site.) Catalpa Oaks County Park is located at 27725 Greenfield Road in Southfield. The 25-acre park is at the southwest corner of Greenfield and Catalpa roads, adjacent to the Oakland County Health Department's Southfield office. The main activities on the site currently include youth and adult soccer, softball and baseball. There is also a walking path worn into the berm around the perimeter of the park which is heavily used by neighborhood residents for fitness and dog - walking. The site contains a 160-car parking lot along its northern boundary. Oakland County Parks and Recreation has also used the park to host several programs and special events since acquiring the park in 2008. The Catalpa Master Plan emphasizes the multi -use role of the park and the importance of sports and special events to create "regional draw." The Barton-Malow design concept supports these regional recreation opportunities while integrating best practices that not only support the sustainability of the park but also offer the potential of creating future funding opportunities. The Barton-Malow design offers the secondary benefit of creating a theme that promotes the marketing and branding of the park. The proposed theme for the park is "Eco- 8C-5 Modern" — providing modern facilities and amenities, while maintaining a focus on being environmentally sensitive and implementing best practices wherever possible (and educating park users about our efforts to be environmentally responsible). The park currently has three main uses: sports fields for practice and games, open space for passive recreation, and hosting special events. Field Use The sports fields at Catalpa Oaks are currently used by both private soccer clubs and the city of Southfield. OCPRC schedules blocks of time for field use on a seasonal basis. The organizations reserving those blocks handle individual field scheduling. Fields are currently rented and utilized by: Southfield Parks and Recreation (Softball): Southfield Parks and Recreation currently utilizes the softball field Monday — Thursday evenings, April - August. In lieu of payment for field use, the City of Southfield provides for waste removal for the entire park site and lines the baseball and softball fields. Southfield Youth Baseball: Southfield youth baseball utilizes the baseball diamond in the months of Marcy — July, Monday — Friday, 5 p.m. -dusk. They also use the field on Saturdays from 9 a.m. — 2 p.m. A partner organization of Southfield Parks and Recreation, the organization is not charged for field use, and payment is considered as in -kind services from the City of Southfield as previously noted. South Oakland County Soccer (Youth soccer). Formerly the Berkley Youth Soccer Organization, South Oakland County Soccer (SOCS) provides youth soccer in the southern potion of the county. The mission of SOCS is to teach and provide soccer and good sportsmanship to children 18 and under. SOCS has approximately 55 teams in 11 divisions each season and currently uses Catalpa Oaks as its home field. SOCS is not currently charged for their use of the fields, which is Monday — Friday, 5 p.m. — dusk, and Saturday 8 a.m. — dusk, April — November. In lieu of payment for field usage, SOCS provides services to OCPRC including lining the fields and walking the fields daily to check for holes or hazards and pick up trash. Main cities serviced by SOCS (based on other field locations): Berkley, Beverly Hills, Birmingham, Clawson, Ferndale, Huntington Woods, Madison Heights, Oak Park, Pleasant Ridge, Royal Oak and Southfield. Stay and Play Social Club (Adult soccer). The Stay and Play Social Club utilizes the soccer fields on Sundays April — October. The club is a "diverse network of friends, young professionals and active individuals," providing sports team, tournaments, trips and special events for young adults over the age of 21. The club pays $18/hour to OCPRC for its use of the fields. 8C-6 Passive Use Local residents utilize the park as open space for dog -walking and fitness walking on the worn pathway around the perimeter of the park. Patrons also use the fields for non -organized practice or pick-up games. Local track and cross-country teams also occasionally use the park for workouts and practice runs. A minimum of 10% of the operational hours of the park will be set aside for passive recreation purposes (not programmed or rented). Special Events and Programs Beginning in 2010, OCPR has hosted several special events at Catalpa Oaks. Marshmallow Drop - Held in April, this event attracted more than 3,500 visitors to Catalpa Oaks to watch marshmallows drop to the fields from a helicopter. The kids then redeemed the marshmallows for prizes. SOCS Celebration — In May OCPR partnered with SOCS to host its annual celebration, bringing together 3,500 kids and families from all of SOCS programs and teams for a day of soccer -filled fun. Kites Over Catalpa — Held in June and attended by 300 people, the Kites Over Catalpa event provided opportunities to watch kite demonstrations by the Windjammers, as well as lessons on kite -flying, crafts, games and food. Healthy Family Fun Night — In June OCPR hosted this evening event with fun and educational activities for families. Attended by 300 people, the event featured music, healthy snacks, community organization information booths, inflatables and exercise and fitness demonstrations. Concerts — Four concerts (two family and two youth) were held in June and August, providing free entertainment to park guests. The youth concerts were attended by 75 and 100 people, and the family concerts were attended by 220 and 100 people. Events scheduled for 2011 include Kites over Catalpa, an amateur backyard BBQ competition, Walk Michigan Program and a summer concert series in June, July and August. all Prior to creating a full marketing plan for Catalpa Oaks, staff has identified basic market research that will need to be completed. This research may include: Survey of current users (leagues, parents, players, passive users, etc.) Competetive Analysis Define Target Markets Promotional/Communications Mix Trends — Local, State and National Catalpa Oaks will, in general, be marketed as a host site for programs, sports and special events. The park will be known for the types of events and programs that are implemented at the site, and each program or event will require different marketing strategies based on the target audience. The park will also potentially become a destination for winter recreation, including a sledding hill, ice-skating rink and warming station. As the phased development of the park is implemented and additional site amenities are added in future years, marketing of the park will be revisited based upon these new offerings. Market Analysis and Trends — Youth Soccer There are multiple soccer and sports facilities (both indoor and outdoor) in the metro -Detroit area. ATTACHMENT B contains three maps showing surrounding sports fields, recreational businesses and key regional facilities. Within 10 miles of Catalpa Oaks there are 244 soccer fields, 366 baseball/softball fields, three indoor regional sports complexes, and three indoor/outdoor regional sports complexes. Despite the large number of existing fields, Catalpa Oaks has always been a very popular and well utilized location for outdoor soccer — especially youth soccer. There are more than a dozen youth soccer leagues (representing nearly 700 teams) in southern Oakland County affiliated with the Michigan State Youth Soccer Association. Because of the number of teams, and the active use of Catalpa, staff has determined that improvements to Catalpa Oaks to make the park a more valuable outdoor soccer complex will only create more of a draw to the park. Soccer is the top team sport in North America in terms of participation, with almost 30 million registered players in the US and Canada. Approximately five million of these players are youth. Data from the National Sporting Goods Association indicates that soccer is a growing sport, with the most rapid growth being in youth soccer, specifically kids age seven and under. In the last decade female participation has grown substantially, with girls entering the sport at a more rapid pace than boys. It has been noted that much of soccer's success is found in its simplicity and low-cost to participate. The sport also doesn't spotlight individual mistakes and encourages teamwork. (Inside Sporting Goods, 2006) Target Market The target market for Catalpa Oaks County Park (as with all OCPRC parks) is all residents of Oakland County. However, it is estimated that due to the size of the park and its current specific use as a sports complex, the majority of visitors to catalpa Oaks (excluding guests to special events) are residents of the surrounding nine communities. Based on information provided by the youth soccer organizations that currently utilize the site, it is estimated that nearly 45,000 people (both children and adults) per year visit Catalpa Oaks specifically to utilize the sports fields. The vision for Catalpa Oaks is to serve as a multi -use recreational complex for the residents of Oakland County. As noted above, the target market for the park will fluctuate depending on what programs or events OCPR is hosting at the site. SWOT Analysis In April 2010, staff conducted a SWOT analysis to assess the park's Strengths, Weaknesses, Opportunities and Threats. This analysis will help guide staff efforts in the implementation of the business plan and the development of the park. Strengths Location — access to transportation and main roads PR — good visibility Access to residents — park is in a dense area of the county Partnership with Health Department OCPR staff — innovative and creative No current facility — clean slate for design and development Low maintenance Weaknesses Lack of infrastructure (irrigation, electricity) Parking — not ideal for large-scale events and tournaments Security — park is not secure (locked), threat of vandalism Cost Recovery — how will we generate additional revenue at this site? Opportunities Health Department — restroom, office and meeting space access New partnerships Sheriff presence at Health Department building Interpretation/Education opportunities South -end programming at an OCPR facility Threats Budget/Millage Public perception — changes to park, potential new fee structure Lack of staffing Conflict between local residents Current rOperations Current daily operation of the park is minimal and requires park inspection, portable restroom cleaning, and litter clean-up. These daily tasks are generally performed by part-time seasonal staff. On a weekly basis the park supervisor or groundskeeper also inspect the park and schedule any necessary maintenance activities. The grounds are maintained on a contractual basis with a contractor responsible for mowing and line trimming. Trash is collected weekly by the city of Southfield, which also currently drags and lines the ball fields on a weekly basis. 8C-9 The portable toilets are emptied on a weekly basis by a contractor, paid for by OCPR. On a seasonal basis, OCPR maintenance mechanics move, repair and repaint goal posts, bleachers and trash receptacles. An OCPR groundskeeper also seasonally aerates the fields, controls weeds, mulches tree bases and plants and maintains flower beds with the assistance of part-time seasonal staff. Field turf is fertilized biannually, and fields are top dressed and seeded as needed. In the winter months OCPR removes snow as needed and uses the park as a collection site for its Christmas tree recycling program. There is currently no staff consistently on site at Catalpa Oaks. However, designated staff and/or equipment and supplies will be occupying space in the Health Department starting in the spring of 2011, creating a stronger OCPR presence at the park. As noted above, the park utilizes staff from other parks, including a park supervisor, maintenance mechanic and groundskeeper. f ` t (Phased Development Approach and Business Concepts) Due to its relative small size and its location within a residential neighborhood, it is not practical to charge vehicle access fees at Catalpa Oaks. The business strategy for the sustainable development and operation of the park will be based on facility rental (fields, concessions, rooms, and buildings), equipment rental, concessions, sales/merchandizing, grants and sponsorships. Basic vs. Value Added Experiences: "Basic" recreational experiences at Catalpa Oaks will include the proposed perimeter trail, playground, sledding hill and use of the ball fields (when not scheduled for team use). "Value Added" experiences, which are the primary drivers of the Catalpa Oaks Business Strategy, included recreation programs and special events, concessions, facility rental and field use by team sports. Regional draw to Catalpa Oaks focuses on these value added experiences. It is possible that the use of the facility as an urban trail -head could provide basic recreational opportunities that could draw residents from the surrounding communities. Facility Identification In order to facilitate the development of a comprehensive business plan, it is necessary to divide the park into a series of facilities with corresponding recreational units, business opportunities, functional goals and resource allocation targets. Catalpa Oaks, despite its relative small size, is envisioned to host four facilities: (1) Recreation Fields; (2) Maintenance Services; (3) Parking; and (4) Pavilion — Catalpa Commons. Below is a description of each facility, as proposed in the Master Plan. A proposal for phased development (and business concepts associated with each phase) of park facilities and amenities follows the facility descriptions. 8C - 10 Proposed Units within the Recreational Fields: A. Ball Diamond 0 Configuration —Softball/Baseball B. Youth Soccer Area • Configuration — (4 fields) U-6, U-8, U-10, U-12 C. Adult Soccer Area 0 Configuration — (4 fields) U-10, U-12, High School D. Perimeter Green • Perimeter berm with looped trail (multi -use asphalt) E. Sledding Hill • Universally accessible mowed hill Business Concept — RECREATION FIELDS: The Recreation Fields at Catalpa Oaks County Park provide basic recreational experiences through trail and picnic opportunities and access to sports fields (when not scheduled for team use). Value added experiences are created at the Recreation Fields through field rental and recreation programs and special events. The following business concept for the Recreation Fields is based in large part on the fees that could be charged for value-added experiences: Field Rental Fees for sports teams and sports organizations will be determined to create earned income opportunities for the facility. As park amenities are developed, rental packages will be put together based on game schedules and may include game blocks, practice field access times and access to concessions booths, storage and meeting space. The most important factor in the viability of charging field rental fees is field quality. According to Corporation Council, when OCPRC charges a fee for use, there is added liability due to the implication that we are delivering a "product or service" that has a value and in turn expectations of quality and safety. Irrigation is one of the primary factors in determining turf quality, and is why a temporary irrigation method is proposed for Phase I of the park's development. Entrance fees may be charged to attend special events and other outreach programs at the park. However, access to the Catalpa Site is "uncontrolled," which also makes the use of entrance fees difficult for special events and those programs that don't require registration. Sponsorships may offer significant opportunities to reduce the cost of programs and for larger events concessions can be a viable means of generating revenue. Proposed Units within the Central Parking Facility: A. Paved Parking • Accessible asphalt parking lot (150 —180 spaces) 8C - 11 B. Park Entrance/Cueing Access • Design creates access, orientation, and imparts park theme (branding and way -finding) • Design accommodates cueing and peak access issues associated with sports "drop-off and pick-up" C. Best Practice Demonstration Area (Storm Water Management) Design, material selection and construction practices demonstrate a strategic and sustainable use The Catalpa Oaks Parking Area, like the Maintenance Services facility, supports the recreational opportunities created by the other Catalpa Oaks facilities but it may also offer both basic and value added recreation based on its design and operation. Potential opportunities to offset the costs of maintaining the parking facility include: Summer Camps: The parking area hard surface could create significant opportunities to host accessible activities including, but not limited too: group games, inline skating, floor hockey, broom ball, hand -cycle relays, push -cart races, rump scooters, and basket ball. Special Events: Catalpa Oaks is well placed to host special events. The parking lot, together with that of the Health Department, would support the use of the park's green space for special events. A portion of the cost of the operation of the parking lot could be attributed to those events. The Catalpa Parking area could also be the host of special events themselves by providing a hard surface that could accommodate, for example, a 3-on-3 basket ball tournament, tennis exhibition, local art fair or community carnival. (Note: sponsorships and concessions would be the primary revenue drivers for small special events in the parking area; visitor parking would be accommodated by the Health Department lot.) Recreation "Commuter Lot": The Catalpa Parking Area Facility may also support recreational opportunities in the local community and other County Parks by serving as: a bus stop for the Recreation Express, a Summer Camp Drop-off location, an Urban Trailhead, and as a shuttle parking area for special events in the surrounding area. (Note: Operational cost for the parking lot could be attributed to programmatic events according to participation or the parking area would serve to decrease costs per visit/use by increasing park usership). Proposed Units within the Commons Facility: A. Restroom Service Building (detached restroom/concession) • 40 x 60' building; modern, sustainable design • Male/female flush toilet facilities (banks of 10 fixtures each) 8C - 12 • Family restrooms (two) to accommodate families and special needs • Concession counter area (12'x12') with sink, counters and storage B. Multi -use Recreation Building • Restrooms (male/female/family) • Multipurpose (flexible) recreation space • Basic, non-commercial prep kitchen • Office space and storage for recreational equipment • Modern, sustainable design C. Rental Shelter(s) • 30'x40' picnic shelter (themed to match buildings) D. Commons Amenities • Picnic tables grills, benches, drinking fountain, art installations E. Playground • Accessible detached play elements integrated into landscape forms, hardscape and other amenities of the Commons • Single play package, themed to match buildings, semi -custom F. Amphitheater • 60-seat amphitheater built into landscape • Considerations for easily accommodation of OCPRC mobile units Business Concept: CATALPA COMMONS The business concept for the Recreational Commons at Catalpa Oaks focuses on the support of field sport competitions, community special events and recreational programs. The Commons building will function as the keystone of the park, providing a large central gathering space to host educational displays, programs and rental use, as well as facilitating OCPRC programs and events such as summer camps, adult fitness, school programs and indoor archery. Field Sport Competitions: In order to create regional (multi -community) draw, the sports fields have been designed to maximize the number of games that can be hosted at the site. The Recreational Commons supports this use through the provision of basic services (restrooms, water and concessions) but creates additional earned income opportunities through possible storage, meeting and event space and kitchen rental which can benefit both the sports teams and OCPRC. The cost of developing, maintaining and operating the Recreational Commons should be considered in the determination of field rental pricing as it will be part of the pricing "packages" that will be available to sports teams/leagues/organizations. Community Special Events: A key component of the Catalpa Oaks Master Plan was noting the benefit of Catalpa Oaks in hosting special events that can draw from the surrounding communities. Considering the parking at Catalpa Oaks together with that of the Health Department the 300 parking spaces could regularly support the hosting of special events that would serve about 1000 guests. If grass parking was included this number could top out at 1800. Regardless of the size of the special event, the Recreational Commons would provide critical access to food, water, shelter, and restrooms; but because of the location of Catalpa 8C - 13 Oaks and the lack of site control, it is difficult to charge for access to special events and in turn difficult to recover the cost for the support services provided by the Commons. Private Events: If designed strategically, the Catalpa Commons will also serve as a site for private events, including birthday parties, weddings, and ethnic and cultural celebrations. The pricing for private event rental will be separated from the packages created for recreational field use as this use of the building may or may not require usage of the sports fields. Recreational Programs: Both through the provision of basic services (restrooms, water, food, and shelter) and the value added opportunities created though meeting spaces, a kitchen, site amenities, and the installation of interpretive displays, the Commons would support the development of summer camps, the Recreation Express Bus Stop, and year round recreational programming. The Commons would create a site for OCPR to host therapeutic recreation programs currently hosted off -site, such as goal ball and wheelchair basketball. Recreation Program staff have indicated a potential use of the building for indoor camping as part of a "first timer" program. The building may also be designed to accommodate indoor use of OCPR's climbing tower and/or inflatables. As green and sustainable design elements are added to the building with additional grant funding, the Commons will also become a space for natural resource education and demonstration, and could host interpretive and educational programs. Proposed Units within the Maintenance Services Facility: A. Maintenance Yard (Low -priority, contingent on funding) • Configuration —1.4 acres, concrete and asphalt surfacing B. Multi -use Maintenance Building (Low -priority, contingent on funding) • Employee services — Restrooms, office & meeting space C. Recycling Transfer Station (Low -priority, contingent on funding) • Configuration — Detached material separation building; portable drop bins Business Concept — MAINTENANCE FACILITY: The development of a maintenance facility at Catalpa Oaks will begin with a partnership with the Health Department for use of the existing building adjacent to the park for storage, maintenance areas, restrooms and staff office/meeting space. Depending on the success of this relationship, this may be the extent of maintenance operations at the park. If it is determined that a separate maintenance yard and/or building are needed, this option will be pursued based on need and available funding. The Catalpa Oaks Maintenance Services facility would not provide either basic or value added recreational experiences but OCPRC will still consider a business concept for its operation as it directly impacts the resources necessary to create recreational opportunities at the other Catalpa facilities. The following represents aspects of the design, construction, operation and maintenance of the Maintenance Services facility that may be considered: 8C - 14 Partnership (lease) Opportunities: The proximity to the Health Department creates opportunities to delay (or forego) the construction of a permanent Maintenance Services facility at Catalpa Oaks. Partnership (lease) Opportunities could delay the cost of construction, reduce or eliminate the cost of maintaining a maintenance facility itself, and provide substantial savings by eliminating the utility costs associated with operating a heated maintenance facility. The decision over when to build an on - site maintenance facility will be determined, in part, by the level of support that can be sustained remotely or through a partnership with the Health Department (estimate annual lease fees are $14,000 for maintenance, storage, office space and meeting room access). • Conservation Measures: If the determination is made to construct an on -site maintenance facility, conservation measures can significantly reduce the cost of operating Catalpa Oaks as a year round recreation destination by reducing energy consumption and creating opportunities for grant funding that can help offset construction costs. • Like conservation measures, Alternative Energy Production and similar Best Practices may lower the cost of operation through a reduction in energy consumption, increased opportunities for grant funding, and the provision of significant programmatic opportunities by serving as a demonstration project. • Operational Efficiency: The detailed tracking of staff time and transportation costs will be a critical factor in determining if the construction of an on -site maintenance facility could result in significant operational efficiency. Cost savings associated with improved efficiency may help offset the impact of depreciation as a portion of the Catalpa Oaks Operation Budget and result in an improved cost recovery. • Pricing: The construction of on -site maintenance facilities could also create opportunities to collect facility rental fees by charging other agencies for use of the facility including, but not limited to, indoor -outdoor storage, meeting/office space, and heated maintenance garage bays. In -kind services could be considered in lieu of cash payment or fund transfers. Homeland Security funding opportunities could even be and option if the use of Catalpa facility could provide agency partners with a logistical advantage for critical infrastructure during a catastrophic emergency. Recycled Materials Processing may also create opportunities for generating revenue (sale to bulk processors) while promoting the green practices that can help shape the branding of Catalpa Oaks. Grant funding tied to the recycling of potentially hazardous materials may not only offset development costs but could help the organization fulfill obligations under the County's Storm Water Pollution Prevention Initiative (SWIPPI). Catalpa Oaks County Park Phased Development Business Concepts (See Phased Development Plan graphic in ATTACHMENT A) 8C - 15 Below is a proposed phasing for the development of Catalpa Oaks based on: the Master Plan, community need, available budget, OCPRC operational and quality standards, and earned income opportunities. The proposed phases are: (1) Basic Services —This phase would largely consist of construction of the parking lot, restroom and concession service building, and a basic playground along with minor upgrades to the recreation fields and a partnership with the Health Department for maintenance, storage, and office and meeting space. (2) Field Improvements —This phase would consist of full grading and seeding of the recreation fields, along with the installation of an underground irrigation system. It would also include installation of park amenities such as shelters, a sledding hill, and a looped trail. (3) The Commons — In this phase OCPRC would construct the main Catalpa Commons multi- purpose recreation building with grand funding (if received), as well as the installation of green improvements to the restroom services building. (4) Full Operations — This phase would consist of actively managing and programming the park to maintain a high -quality facility. Other opportunities such as a maintenance building and/or recycling transfer station may be considered if grant funding becomes available. There are no concrete timelines associated with the proposed phases. Each phase will, rather, be dependent on need, budget and grant funding. In Phase 1 of the development of Catalpa Oaks, the focus is to quickly ramp up investment in the park to achieve the basic level of service necessary to provide quality field sport and special event experiences. This Phase front -loads investment to take all four facilities through their respective first stages of development. Parking and the detached restrooms will represent the bulk of the expense. Earned income opportunities will be limited to field rental fees and partnership opportunities associated with the construction of the picnic shelter and site amenities for the Commons. Field irrigation through portable water cannons will be critical to justify turf rental fees and insure participant safety. Staff will also invest a significant effort in the research of and application for grants that could help support the development of subsequent phases of development. The estimated budget for Phase I is $1,245,200. OCPRC currently has $1.4 million budgeted in FY2011 for this project. Potential Earned Income Opportunities Rental: o Field "Turf" Fees o Concession rental during special events o Rental "packages" Partnership: 8C-16 o OTC — Picnic Shelter Construction, Concrete Pads o Trusty — Concrete Pavers, Ornamental Planting/Bed Care o WWAM — Ornamental Planting/Bed Care o OCPRC Greenhouse Volunteers — Plant Material Production o OC Health Department — Restroom, Office and Public Information Kiosk Agreement Direct Sales: o Concessions and merchandising during special events (this would include but not be limited to soccer and basket ball tournaments, dog "fly ball" competitions, Marshmallow Drop, Kite Festival, concerts, and car shows). Sponsorships: o Sponsorships and paid advertisements at special events (this would include but not be limited to soccer and basket ball tournaments, dog "fly ball" competitions, Marshmallow Drop, Kite Festival, concerts, and car shows). Donations: o Plant material o Landscape material o Site amenities (including but not limited to benches, BBQ grills, BBQ Covered Pits) Rental Fees As noted previously, OCPR currently only charges Stay and Play Social Club for field use. All other organizations supply OCPR with in -kind services in trade for field use (including lining the fields, picking up trash, daily walking of fields, and management of the goals). OCPR will continue these partner relationships, but will also be seeking ways to offset cost. Arguably, the value of field use will increase substantially with irrigation and the availability of restrooms, concession space and a rental picnic shelter. Staff has evaluated field -use fees from multiple local cities, villages and townships within the county. Prices range from $20 - $100 per hour, based on field quality, location and amenities. The average price per hour was $36. Many municipalities have separate rates for leagues or non -profits, or charge differently for youth vs. adult use. OCPR will implement a pricing plan for the 2012 season based on our pricing policy and existing partner relationships. For illustrative purposes, if field users in 2010 were charged $20/hour for field use, OCPR would have brought in nearly $75,000 in revenue. However, OCPRC respects the partnerships that have formed with SOCS and the city of Southfield and sees value in continuing these relationships. OCPRC also recognizes that during these economic times, we do not want to create a hardship for sports leagues, especially youth leagues. Staff will work with organizations currently utilizing the site to create packages for park use, including weekly use of the sports fields, access to the restrooms and picnic shelter, and access to the concession window so that the leagues can use the site to generate revenue to help offset the increased cost. 8C - 17 It is also important to note that current soccer field use is operating at 2/3 capacity (only four of six fields are in use in a given season) due to the need to "rest" the large fields every other season because of lack of irrigation. Phase I of the phased development plan calls for an above- ground "water cannon" style irrigation system that will greatly improve the quality of the fields, allowing for all six fields to be used throughout the season, therefore adding to the earned income opportunity for the soccer fields at the park. The OCPRC Pricing Policy provides for the creation of pricing that addresses the following: Accessibility, Fairness and Affordability — Fees should be based on benefit received by the service provided and ability to pay. Financial Sustainability - Charged for use or services will assist in the overall funding of OCPRC operations and will be attributed to operations, capital costs and marketing. Efficiency— OCPRC will evaluate how services are delivered and prices charged to ensure effectiveness and efficiency. Cost Recovery — OCPRC will strive to ensure that revenue generated from activities are redistributed back to that activity to pay for direct and indirect costs, and to the extent possible, future improvements associated with the facility or activity. Specifically, the Pricing Policy outlines that sports leagues should, on some level, pay for improvements to sports fields through the pricing assessed for use. Capacity — OCPRC will implement pricing focused on maximizing capacity of use of recreation facilities and programs. However, a minimum of 10% of operational hours at Catalpa Oaks will be set aside for passive use. Phase Two is a very long phase that may warrant being divided into sub -phases. Site investment will be dominated by the mass grading of the site and incorporation of underground irrigation for the fields. Earned income opportunities may increase with the addition of a second picnic shelter and the initiation of a rental program. Sponsorships too should increase with increasing field quality and fostering of tournament play, and donations would begin to shape the experience of the park through the addition of amenities in the Commons area. Staff will be working to limit annual expenditures and spread out development costs when possible, including expanding the partnership with the Health Department to provide temporary maintenance facilities. Later in this phase, staff may develop the on -site maintenance yard to respond to the material demands of increased park use and to facilitate the staged site development in subsequent phases. Staff will continue to research and apply for grant funding to facilitate the development of the Catalpa Commons and the green improvements to the detached restroom/concession building. The estimated budget for Phase II is $818,000. Potential Earned Income Opportunities Rental: o Field "Turf" Fees o Concession rental during special events o Shelter rental Partnership: o OTC — Picnic Shelter Construction (Second) and concrete pads o Trusty — Concrete Pavers and ornamental planting/bed care (Expansion) o WWAM — Ornamental Planting/Bed Care (Expansion) o OCPR Greenhouse Volunteers — Plant Material Production (Expansion) o OC Health Department— Restroom, Office and Public Information Kiosk Agreement o OC Health Department — Maintenance Services Agreement (Building access and yard) Direct Sales: o Concessions during special events Sponsorships: o Sponsorships and paid advertisements at special events (this would include but not be limited to soccer and basket ball tournaments, dog "fly ball" competitions, Marshmallow Drop, Kite Festival, concerts, and car shows) Donations: o Plant material (Continued) o Landscape material (Continued) o Site amenities (including but not limited to benches, BBQ grill, BBQ Covered Pits) (Continued) In -Kind Services: o Green system/green improvements design, auditing and evaluation o Excavation and general landscaping Phase Three consists largely of the construction of the Recreation Commons (and the Maintenance Services building, if appropriate, to take advantage of construction efficiencies) and the implementation of green improvements, landscaping and site amenities that unite the four facilities into a coherent design/recreational experience. This phase represents both 8C - 19 the largest investment in the development of Catalpa Oaks as well as the largest single opportunity to obtain grant support. Once complete this phase will create a significant expansion in earned income opportunities through facility rental, special events, and concessions. The estimated budget for Phase III is $1,478,500, with $1,055,000 being for the multipurpose building. Potential Earned Income Opportunities Rental: o Field "Turf" Fees o Concession rental during special events o Picnic shelter rental o Storage rental o Commons — Recreational Space Rental (including but not limited to program areas, meeting rooms, office space, private parties/events and kitchen space/equipment) Partnership: o OTC — Green improvements to detached restroom building o Trusty —Concrete pavers, ornamental planting/bed care (Expansion/Modification of Commons site) o WWAM — Ornamental Planting/Bed Care (Expansion/Modification of Commons site) o OCPRC Greenhouse Volunteers— Plant Material Production (Expansion/Modification of Commons site) Direct Sales: o Concessions and merchandizing during special events Sponsorships: o Sponsorships and paid advertisements at special events (this would include but not be limited to soccer and basket ball tournaments, dog "fly ball" competitions, Marshmallow Drop, Kite Festival, concerts, and car shows) o Sponsorships and paid advertisements at programs and events hosted within the Commons (building and complex) o Indoor Archery and Air Riffle Program — Equipment and indoor management kit (Local and national manufactures) o Alternative Energy Demonstration — Wind Turbines, Solar Collectors (hot water, hot air, glycol) , Photo -voltaic Panels o Green products demonstration (indoor) — cleaning products, furnishings, art installations Donations: o Plant material o Landscape material o Site amenities (including but not limited to benches, BBQ grill, BBQ Covered Pits) 8C - 20 In -Kind Services: o Green system/green improvements design, auditing and evaluation o Excavation and general landscaping Grants: MNRTF —Development grant Catalpa Commons —Recreational Gateway o 319 Grant — Non -point source pollution reduction (through education and demonstration) o Others — Alternative energy, conservation etc. i211 ItAX1 3AEgato]1111003aaXT 11111161- � N WST9• NA TO Phase Four will represent the completion of the development envisioned in the 2008 Master Plan and interpreted by Barton-Malow, and brought to life through the strategic allocation of park resources. Art installations, demonstration gardens and interpretive/interactive exhibits will be installed with grant/funding assistance. Staff will continue to fundraise for ongoing monitoring and evaluation of green practices as well as the addition of other green improvements when they become cost effective or supportive of recreational programs. Phase 4 may at some point contain the creation of a maintenance building/garage and a detached recycling transfer station if/when funding becomes available. The estimated cost for these structures is $382,200. The FY2011 budget for Catalpa Oaks is $142,490. The budget sheets for Catalpa Oaks can be found in ATTACHMENT C. $74,500 of the budget is for depreciated park improvements which will occur in the later part of 2011 and 2012. The current budget projects $10,000 in revenue from facility rental. Based on average field -use rates and the additional amenities that will be offered at Catalpa Oaks, staff anticipates this number to be significantly higher. Annual Projected Earned Income Opportunities upon completion of Phase I: Field Rental Packages $75,000 Pavilion Rental $2,500 Concession Rental $1,200 (during special events) Total Projected Revenue: $78,700 8C-21 GAKLAND CataIr W DestinationOakland.com Phase 1— Basic Services Phase 4 — Full Operations Estimated: $1,245,200 Estimated: $382,200 Recreation Fields ation Fields (Completed) 1. Irrigation: Irrigate fields with water u 2. Provide portable goals and bleachers. 3. Field -locate goals with GPS. 4. Add second entry kiosk, benches, was receptacles. 5. Plant specimen trees. Maintenance Services anance Services (potential additional 1. Partnership with Health Department tunities based on funding availability) maintenance space (and meeting Multi -use maintenance building (low space/restroom access). riority, based on funding, need, integrate East practices). ecycling transfer station — construct etached material separation building. Parking g (Completed) 1. Comprehensive design and constructi! entire parking lot (considerations for i park entrance, storm -water best prac1 demonstration). Pavilion — Catalpa Commons m — Catalpa Commons (Completed) 1. Restroom Service Building: Design any construct basic service building. 2. Recreation Commons: Design Commc promote at service building. Researcl grant applications for construction. Design/specs for amenities for Comm (via initial design process). 3. Rental Shelter: Construct 1st rental sh partnership with OTC and/or commui service. 4. Install basic playground package. 10 miles Waterford Twp _!{Turnn 11iIT Rochester Hills Pontiac / .0101 loop \ \ __ OZAKLAND COUNTY PARKS Orchard Lake Ville, `—" C, ) `\ Bloomfield Hills Troy `�Steding ylelghis West Bloomfield Twp Bloomfield Twp O ` / O Birmin • © ` / Clawson • • [J I Beverly Hills 1 ' Franklin BingharQrms O © © O ' _ © warren ' Farmington Hills Catal a Oaks p Madison Hei I O O County Park Berkley Royal Oak © ' Lathrup no O ' I Village ' OHuntington O Q Southfield Woods • ' © O • FarmOG Park O V off// O © ®ndale O el Park % © / �i © © © © / 4 i© i � O � Llvonia ` O Highland Park ` Detroit O ' Hapdra-1, \0 O /^I'// Westland Dearborn Heights Dearborn Garden City JIM Catalpa Oaks County Park Regional Recreational Opportunities Legend (#withinlomiles) Q Sports Complex (4) ID Recreation Center(8) Il Aquatic Center (7) Ct;I Athletic Club (14) 4) Ice Arena (5) © Martial Arts Center (33) Other Recreational Opportunities (53) 1 inch = 3 miles Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.Destination0akland.com Fenton Twp Fenton Twp Holly Tyrone Twp Rose Twp Hartland Twp Highland Twp Milford Brighton Twp Milford Twp Green Oak Twp C� Co I N Northfield Twp Ann ArborTwp Ann ►of Arbor Pittsfield Twp Saline Lyon Twp South Lyon Groveland Twp Brandon Two Oxtord Twp lison Twp Bruce Twp Romeo Armada Twp Lake OZA KL/-\ND Orion Independence Twp Oakland Twp Washington Twp Ray Twp COUNTY PARKS Springfield Twp Orion Twp Palazzo di Bocce Auburn Hills Oakland �� �►4s univef5lty Rochester T f> White Lake Twp Rochester Hills Pontiac ShelbTw co ShelbyTwp Mamb Twp Waterford Twp 10 miles — —' a Dum Fi Fietdhouse se � ga � � Ul17timate �\ i Soccer • Arenas \ \ 'I Orchard / \� Commerce Twp Lake � Mt Villa�E Bloomfield Hills Troy \`5 Clemens Wolverine Lake / ntt'terling eights Clinton Twp , , Westpoomfield Twp ♦ Liberty Total Sports / Bloomfield Twp Birmingham Park of Total America Complex Walled Nom Lake / Soccer Central • ` F ara�w�bCormn / Catalpa Oaks Total County Park • Madiso Anmo G� Potts Novi Complex tarmington Hills Royal Oak Heights * I ► Center _ Roseville Catalpa Oaks County Park • 1 southrelp Huntington Woods i s t aair Shores Key Regional Facilities trmington Southfield ckriic Oak Park Hazel Par Eastpointe 1 Center Ferndale Joe Dumars / Northville III,- Fieldhouse / Northville Twp \ 1111111 / Harper Grosse Woods Pointe Comae Lwwolia SrtY / Woods �� of Detroit a►rS�ena \CO"' / Rec ee.rQ �cr Salem Twp Liven! Redford Hamtck �\ Highland Park r Grosse Pointe Farms Plymouth wp Twp \ Plymouth Detroit Basketball \ \ �Of Warehouse Grosse Pointe Park Dearborn Heights tM Dewborn Garden City Fieldliouse Superior Twp Canton Twp Westland t Dearborn Canton High Inkster Earn Sports velocity 11111111ischigain Center • Wayne Melvindale tkrrersRy . River Allen Park Rouge Ypsilanti Van Buren Twp Ecorse Taylor Lincoln Park Romulus Taylor Ypsilanti7wp Sportsplex • Southgate Wyandotte Riverview York Twp Augusta Twp Sumpter Twp Huron Twp Brownstown Twp Trenton Grosse Woodhaven Ile Twp Facility Ownership • Private ■ Public Z College/University Facility Type Outdoor . N t{J{Jm/ Indoor 1 inch = 6 miles Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.DestinationOakland.com Report ID: PRB870 Report Title: Catalpa Oaks Layout: OAK _ BUD _BOOK_CE_LI NE_BY_DEPT_PROP Scope: PR5060870 Style Sheet Applied: BUDSTYLE.xIs Dates Run On: 05/21/2010 at 01:49 PM Main AS OF Date: V2010-05-21 BALFM8 Tree AS OF Date: V2010-05-21 5/31 Panel Effect Date: V1901-01-01 Department: Catalpa Oaks OAKLAND COUNTY, MICHIGAN Organization: 5060870 - PR Catalpa Oaks Fund: 50800 - Parks and Recreation FY2011 AND FY2012 AND FY2013 County Executive Budget Recommendation Revenues Revenue Charges for Services 631925 Rental Facilities Revenue Grand Total Revenues co Expenditures ,Personnel Salaries 702010 702160 712020 Frinae Benefits 722740 722750 722760 722770 722780 722790 722800 722810 722820 722850 FY 2009 Actual FY 2011 FY 2012 FY 2011 FY 2012 FY ZU13 Amended Amended County Exec. County Exec. County Exec. Plan I Plan I Recommended I Recommended Recommended 6,246 10,000 10,000 10,000 10,000 10,000 10,000 10,000 6,246 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10 Salaries Regular 5,006 5,992 5,992 5,842 5,842 10,623 10,623 10,623 Summer Help 0 7,800 7,800 7,605 7,605 11,235 11,235 11,235 Overtime 241 0 0 0 0 505 505 505 5,246 13,792 13,792 13,447 13,447 22,363 22,363 22,363 Fringe Benefits Workers Compensation Group Life Retirement Hospitalization Social Security Dental Disability Unemployment Insurance Optical Personnel Operating Expenses Contractual Services 730121 Bank Charges 730562 Electrical Service 730646 Equipment Maintenance 730653 Equipment Rental 730814 Grounds Maintenance 731241 Miscellaneous 0 3,556 3,556 3,467 3,467 5,430 5,430 5,430 59 0 0 0 0 0 0 0 2 0 0 0 0 0 0 0 198 0 0 0 0 0 0 0 59 0 0 0 0 0 0 0 105 0 0 0 0 0 0 0 11 0 0 0 0 0 0 0 2 0 0 0 0 0 0 0 11 0 0 0 0 0 0 0 1 0 0 0 0 0 0 0 447 3,556 3,556 3,467 3,467 5,430 5,430 5,430 5,694 17,348 17,348 16,914 16,914 27,793 27,793 27,793 0 10 10 10 10 0 0 0 0 200 200 200 200 200 200 200 0 1,000 1,000 1,000 1,000 800 800 800 730 1,000 1,000 1,000 1,000 500 500 500 11,182 16,000 16,000 16,000 16,000 18,300 18,300 18,300 7 1,400 1,400 1,400 1,400 1,000 1,000 1,000 Department: Catalpa Oaks OAKLAND COUNTY, MICHIGAN Organization: 5060870 - PR Catalpa Oaks Fund: 50800 - Parks and Recreation FY2011 AND FY2012 AND FY2013 County Executive Budget Recommendation Account 731689 731780 Commodities 750063 750154 750476 750504 750511 Depreciation 761042 761084 Security Expense Software Support Maintenance Custodial Supplies Expendable Equipment Recreation Supplies Small Tools Special Event Supplies Depreciation Park Improvements Depreciation Buildings Operating Expenses n Internal Support oa Internal Services tv 774677 Insurance Fund 776666 Print Shop Internal Support Grand Total Expenditures FY 2009 FY 2010 FY 2011 I FY 2012 I FY22011 I FY 2012 I FY13 Actual Adopted Amended Amended Amended CountExec. CountyExec. CountyExec. Budaet Budaet Plan Plan Recommended Recommended Recommended 2,055 766 766 766 766 2,060 2,060 2,060 0 10,000 10,000 10,000 10,000 0 0 0 13,975 30,376 30,376 30,376 30,376 22,860 22,860 22,860 0 1,000 1,000 1,000 1,000 800 800 800 0 1,000 1,000 1,000 1,000 500 500 500 0 2,000 2,000 2,000 2,000 1,800 1,800 1,800 0 500 500 500 500 250 250 250 0 2,000 2,000 2,000 2,000 0 0 0 0 6,500 6,500 6,500 6,500 3,350 3,350 3,350 0 0 56,100 1,100 56,100 1,100 56,100 1,100 56,100 1,100 74,500 11,000 74,500 11,000 74,500 11,000 0 57,200 57,200 57,200 57,200 85,500 85,500 85,500 13,975 94,076 94,076 94,076 94,076 111,710 111,710 111,710 2,425 0 3,000 500 3,000 500 3,000 500 3,000 500 3,000 0 3,000 0 3,000 0 2,425 3,500 3,500 3,500 3,500 3,000 3,000 3,000 2,425 3,500 3,500 3,500 3,500 3,000 3,000 3,000 22,093 114,924 114,924 114,490 114,490 142,503 142,503 142,503 ITEM #8D MICHIGAN NATURAL RESOURCES TRUST FUND (MNRTF) 2011 DEVELOPMENT GRANT APPLICATION CATALPA OAKS MULITPURPOSE RECREATION FACILITY CATALPA OAKS COUNTY PARK The Oakland County Parks and Recreation Commission has been notified that applications for the Michigan Natural Resources Trust Fund (MNRTF) may be submitted for 2011. Applications are to be postmarked by April 1, 2011. Staff recommends applying for financial assistance fiom the Michigan Natural Resources Trust Fund (MNRTF) for the construction of a multipurpose recreation facility at Catalpa Oaks County Park. This program ties in with the Oakland County Parks and Recreation Commission's strategic plan objectives 3.1.4 and 3.1.8 to enhance park facilities to meet the recreational needs of the community and to provide a more geographically balanced approach to the delivery of programs and services. Staff estimates a project cost of $1,055,000 including engineering, site preparation and construction. Staff recommends adopting the attached resolution in support of the grant application in the amount of $300,000 (28% of the total project costs and the grant award maximum) with a local match of $755,000 (72%), which will be forwarded to the Oakland County Board of Commissioners for approval. Staff will make a presentation regarding this application during the public hearing at the beginning of the meeting. RESOLUTION IN SUPPORT OF THE APPLICATION FOR A MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT GRANT FOR THE OAKLAND COUNTY PARKS AND RECREATION COMMISSION "CATALPA OAKS MULTIPURPOSE RECREATION FACILITY" WHEREAS, the Oakland County Parks and Recreation Commission has been notified by the Department of Natural Resources and Environment that application for cost -sharing grants from the Michigan Natural Resources Trust Fund may be submitted by April 1, 2011 for the 2011 funding cycle; and WHEREAS, the Oakland County Parks and Recreation Commission has identified and established priorities for acquisitions and improvements within the adopted Recreation Master Plan; and WHEREAS, the Oakland County Parks and Recreation Commission recommends the filing of the following application to the Department of Natural Resources and Environment for a $300,000 grant (28% of project cost and maximum grant amount) with an OCPRC match of $755,000 (72% of project cost). CATALPA OAKS MULTIPURPOSE RECREATION FACILITY NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners authorize and approve the Michigan Natural Resources Trust Fund Development grant application. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Board of Commissioners direct its Chairperson or designee to execute said application on behalf of the County of Oakland. Moved by Supported by Date: ITEM #8E RED OAKS WATERPARK — NEW GUEST ENTRANCE CONTINGENCY ADJUSTMENT With the expansion of Red Oaks Waterpark in 2003 and the associated parking lot expansion, a new guest entrance was required as part of the site plan review process to centralize the guest entrance to the parking lot. The City of Madison Heights did not require Oakland County Parks and Recreation to install this new entrance at the time of the expansion. Additionally, the existing guest entrance has historically had operational issues for guests obtaining entrance tickets, queuing/stacking, cooler check -in, etc., all in a location where large groups were dropped off for entrance into the park. On March 3, 2010, the Commission approved a contract to Bernco, Inc, in the amount of $327,550.00, plus a 5% contingency of $16,378.00, for a total approved amount of $343,927.00. As part of this recommendation, staff proceeded to complete all the necessary contract administrative tasks prior to beginning construction this September. Currently, this project is approximately 80% complete; however, there have been some unanticipated field changes that have expended the previously approved contingency. These changes include the relocation of an existing tent area, relocation of an existing gas and water line, adjustments in mechanical designs due to permit reviews, weather, etc. Therefore, staff requests Commission approval to increase the previously approved contingency from 5% to 11%, which amounts to an additional $18,793.00 because of unanticipated field changes, for a total approved contract of $362,721.00. The additional funds of $18,793.00 will be transferred from the FY2011 Capital Improvement Program Plan's Contingency to the Red Oaks Waterpark's complex entrance relocation project. ITEM #8F WATERFORD OAKS BOUNDARY SPLIT & COMBINATION With the acquisition of several parcels of land adjacent to Waterford Oaks County Park, staff has worked with the Oakland County's Property Management Division to combine 17 individual parcels of land within the boundary of Waterford Oaks. In addition, the new boundary would split a parcel of land that the Administration Complex for the park system shares with Oakland County's Children's Village Complex. This effort will assist staff with management of future development, master planning and natural resources of the park. Staff recommends commission approval of the attached resolution requesting the Oakland County Board of Commissioners adoption of this effort. 8F - 1 RESOLUTION WATERFORD OAKS BOUNDARY SPLIT/COMBINATION WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park located in Waterford Township; and WHEREAS, the current park boundary includes 17 individual parcels of land, including portions of land shared by the Oakland County Parks & Recreation Commission's — Administration Complex with Oakland County Children's Village; and WHEREAS, consolidation of these individual parcels of land improve management of park lands by consolidating Parcel Identification Numbers (PIN) into one individual PIN with one complete boundary description for future master planning, development, natural resource management etc.; and WHEREAS, Oakland County Facilities Maintenance & Operations staff have agreed to the parcel split as an internal land management effort; and WHEREAS, Waterford Township prefers boundary combinations for Zoning and Master planning purposes. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby requests that the Oakland County Board of Commissioners authorize and approve the boundary split and compilation of Waterford Oaks County Park, and BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests that the Oakland County Board of Commissioners direct its Chairperson or designee to execute said acceptance of this boundary split and compilation. Moved by: Supported by: Date: 8F-2 ITEM #8G INDEPENDENCE OAKS — NORTH NEW GRAVEL PARKING LOT Since the acquisition of the 186-acre Independence Oaks -North property in August, staff has begun the necessary engineering design process for a 30-space gravel parking lot. The lot is being constructed to provide public access to the site, one of the stipulations of the agreement for the grant funding used to acquire this parcel. This parking lot is located off Sashabaw Road just south of Oak Hill Road. With the assistance of Oakland County Purchasing, staff received 19 bids ranging in amounts of $53,900.00 to $131,500.00 on January 18 2011. Staff are currently reviewing the (4) apparent lowest qualified bidders as follows: Contractor James P. Contracting F.J. LaFontaine & Ahern Contracting ABC Paving Washington Twp. Sons Farmington Chesterfield Trenton Base Bid #1 $53,900.00 $65,141.00 $68,800.00 $68,900.00 Staff will make a recommendation to award a contract at the commission meeting. The adopted FY2011 Capital Improvement Project budget is $40,000.00 Staff anticipates opening Independence Oaks -North this spring, including this parking lot, trails and boardwalk. 8G-1 ITEM #8H 2011 RECREATION ASSISTANCE PARTNERSHIP (RAP) PROGRAM The goal of the Recreation Assistance Partnership (RAP) Program is to provide more recreation opportunities and experiences to cities, villages, and townships; community parks and recreation departments; schools; downtown development authorities (DDA); non-profit organizations; and underserved populations. The RAP Program is an element of the park system's evolving Strategic Master Plan to serve all areas and citizens of the County of Oakland and to create community through people, parks, and programs. The RAP Program will be marketed to the designated groups in all 62 cities, villages, and townships in Oakland County. Outreach programs, bus transportation, day camp and program scholarships, and community and recreation collaborations will be offered as part of the program. The request of funds for the 2011 Recreation Assistance Partnership Program will be allocated as follows: • $30,000 Outreach Programs, including mobile units, GO! (Get Outdoors) Adventures and nature education • $70,000 Bus Transportation to Lewis E. Wint Nature Center, Waterford or Red Oaks waterpark, designated Oakland County Parks golf courses, or any day use park • $10,000 Day Camp & Program Scholarships for youth assistance campers and individuals with disabilities • $20,000 Community Collaborations with cities, villages, townships and DDA's to support community events and festivals • $20,000 Recreation Collaborations with struggling parks and recreation departments The Recreation Assistance Partnership will provide more than 100,000 residents and visitors, who otherwise may not have this opportunity, a chance to enjoy quality recreation activities in their community and within our parks. Staff requests the Commission continue to support the Recreation Assistance Partnership Program and approve the funds to the Recreation Programs and Services Department in the amount of $150,000. 8H-1 ITEM #81 COMMISSIONER INPUT FOR FUTURE PLANNING SESSIONS Executive Officer Dan Stencil will lead a session to solicit Commissioner input on topics for future planning sessions. Please be prepared to share your thoughts and ideas, plus begin to identify your top three priorities for focus within the next 12 months. ME Suggested Planning Session Topics • Strategic Plan Implementation • Staffing/Management — Organizational Review • Grant Development Plan • Park Master Planning — 2012 Recreation Master Plan • Land Acquisitions • Reducing Expenses — Creating Efficiencies • Contracting Maintenance and Operations • Recreation Programming • Dog Parks Business Plan/Master Plan • Green Initiatives Policy • Horticulture/Greenhouse Program • Farmers Market • Equestrian Activity • Electronic Sign Display • Deer Control IA ITEM #9A 2010/2011 PROGRAM REVIEW/EVALUATION AND DEVELOPMENT PLAN A brief overview of the 2010 programs and events from the Recreation Programs and Services Division will be given for each core service area. The presentation will focus on the goals of the Recreation Program Business Plan, the tools used in evaluating programs, and the areas of focus for the 2011 calendar offerings. 9A - 1 ACTIVITY REPORT December 2010 (FM3, FY2011) ADDISON OAKS PARK Campers Day Use (*} Day Campers *ADDISON OAKS CONFERENCE CENTER CATALPA OAKS PARK Day Use GROVELAND OAKS PARK Campers Day Use Day Campers HIGHLAND OAKS PARK Day Use INDEPENDENCE OAKS PARK Day Use Day Campers Overnight Youth Group Campers LYON OAKS Day Use Dog Park ORION OAKS PARK Day Use Dog Park RED OAKS PARK Dog Park ROSE OAKS PARK Day Use SPRINGFIELD OAKS ACTIVITY CENTER Day Use 4-H Fair *Banquet Facilities WATERFORD OAKS Activity Center - non banquet *Banquet Facilities - Activity Center Day Use TOTAL CAMPERS TOTAL DAY USE TOTAL DAY CAMPERS TOTAL OVERNIGHT YOUTH GROUP CAMPERS TOTAL DOG PARK TOTAL 4-H FAIR TOTAL ACTIVITY CENTER -NON BANQUET *Not included in program totals -only in combined totals. In-house events are counted in facility totals. TEM #9B MOMME r r r r E �= E 0 0 N/A 5,800 7,850 35.3% 275 327 18.9% 2,004 1,914 -4.5% 0 0 N/A 0 0 N/A 2,592 2,224 -14.2% 8,451 8,557 1.3% 1,178 2,795 137.3% 10,023 17,117 70.8% 0 0 N/A _ 0 0 N/A 0 0 N/A 0 0 N/A 0 0 N/A 0 0 N/A 505 295 -41.6% 2,155 999 -53.6% 6,087 11,112 82.6% 36,474 51,555 41.3% 0 0 N/A 0 0 N/A 0 0 N/A 381 483 26.8% 674 5,580 727.9% 2,789 14,409 416.6% 6,061 6,199 2.3% 16,049 17,003 5.9% 337 3,067 810.1% 4,002 9,123 128.0% 4,190 5,757 37.4% 17,375 24,501 41.0% 0 569 N/A 0 2,104 N/A 352 364 3.4% 2,544 2,160 -15.1% 145 146 0.7% 1,215 268 -77.9% 0 0 N/A 0 0 N/A 1,587 1,040 -34.5% 5,755 1,545 -73.2% 524 808 54.2% 1,189 2,236 88.1% 90 315 250.0% 1,272 405 -68.2% 401 204 -49.1% 1,439 612 -57.5% 0 0 N/A 5,800 7,850 35.3% 9,954 23,890 140.0% 62,644 98,157 56.7% 0 0 N/A 0 0 N/A 0 0 N/A 381 483 26.8% 10,251 12,525, 22.2% 33,424 43,608 30.5% 0 0 N/A 0 0 N/A 524 808 54.2% 1,189 2,236 88.1% 1 of 4 1/24/2011 9B-1 ACTIVITY REPORT December 2010 (FM3, FY2011) GLEN OAKS Rounds Played - 18 Hole Equivalent *Banquet Facilities **Grill Room (**Not included in totals) LYON OAKS Rounds Played -18 Hole Equivalent Driving range *Banquet Facilities **Grill Room (**Not included in totals) RED OAKS Rounds Played -18 hole Equivalent SPRINGFIELD OAKS Rounds Played - 18 Hole Equivalent **Grill Room (**Not included in totals) WHITE LAKE OAKS Rounds Played - 18 Hole Equivalent *Banquet Facilities **Grill Room (**Not included in totals) TOTAL ROUNDS PLAYED - 18 HOLE EQUIVALENT TOTAL DRIVING RANGE 0 0 N/A 2,127 2,837 33.4% 2,160 3,524 63.1% 9,310 10,700 14.9% 0 0 N/A 526 974 85.2% 0 0 N/A 1,910 3,106 62.7% 0 0 N/A 633 870 37.4% 1,310 1,073 -18.1% 4,980 2,396 -51.9% 0 0 N/A 3,247 2,242 -31.0% 0 0 N/A 0 1,196 N/A 0 0 N/A 2,237 2,607 16.5% 0 0 N/A 670 1,032 54.0% 0 0 N/A 2,081 2,315 11.3% 1,182 0 -100.0% 4,092 1,980 -51.6% 0 0 N/A 373 514 37.8% 0 0 N/A 8,354 12,061 44.4% 0 0 N/A 633 870 37.4% *Not included in program totals -only in combined totals. In-house events are counted in facility totals. 2 of 4 1/24/2011 9B-2 ACTIVITY REPORT December 2010 (FM3, FY2011) MOBILE RECREATION Bleachers 1 2 100.0% 9 157 1644.4% Inflatables 0 0 N/A 2,400 3,4S5 44.0% Bus 810 360 -SS.6% 2,655 1,800 -32.2% Climbing Wall/Tower 0 0 N/A 900 2,100 133.3% Dunk Tank 0 0 N/A 0 0 N/A Inline Skate Mobile/Hockey Mobile 0 0 N/A 0 0 N/A Puppet 0 170 N/A 850 1,020 20.0% Show Mobile 3 7 133.3% 21 18 -14.3% Adventure Sport Mobile 0 0 N/A 160 1,360 750.0% Tents 0 0 N/A 0 0 N/A Camps 0 0 N/A 0 0 N/A Miscellaneous 0 1 N/A 1 23 2200.0% WATERFORD OAKS BMX 0 0 N/A 0 0 N/A WATERFORD OAKS COURT GAMES COMPLEX 204 0 -100.0% 508 204 -59.8% WATERFORD OAKS FRIDGE 0 0 N/A 0 0 N/A WATERFORD OAKS LOOKOUT LODGE 320 426 33.1% 815 801 -1.7% WATERFORD OAKS WATERPARK 0 0 N/A 0 0 N/A RED OAKS WATERPARK 0 0 N/A 0 0 N/A THERAPEUTIC EVENTS 608 477 -21.5% 1,205 1,948 61.7% SENIOR EVENTS 0 0 N/A 0 0 N/A TOTAL MOBILE RECREATION VISITS 814 540 -33.7% 6,996 9,933 42.0% TOTAL FACILITIES AND SPECIAL EVENTS 1,132 903 -20.2% 2,528 2,953 16.8% `Not included in program totals -only in combined totals. In-house events are counted in facility totals. 3 of 4 1/24/2011 9B-3 470 600 27.7% 3,219 4,447 38.1% 642 160 -75.1% 1,204 663 -44.9% 4,885 7,884 61.4% 24,488 29,838 21.8% 73 68 -6.8% 600 258 -57.0% 0 0 N/A 0 0 N/A 756 696 -7.9% 2,984 3,042 1.9% 543 668 23.0% 3,819 4,705 23.2% 642 160 -75.1% 1,204 663 -44.9% r � 20,729 37,223 79.6% 103,438 152,334 47.3% 0 0 N/A 8,987 12,931 43.9% 1,946 1,443 -25.8% 9,524 12,886 35.3% 11185 828 -30.1% 5,023 5,368 6.9% 81921 8,176 -8.4% 33,860 25,583 -24.4% 32,781 47,670 45.4% 160,832 209,102 30.0% *Not included in program totals -only in combined totals. In-house events are counted in facility totals. 4 of 4 1/24/2011 9B-4 ITEM #9C EXECUTIVE OFFICER'S REPORT 1. Staff has received from Ducks Unlimited its $105,000 payment, in accordance with the Acquisition Funding Agreement, for the acquisition of the Eisele parcel and the Upper Bushman Lake parcel at Independence Oaks. 2. On January 20th, OCPRC applied for a Green Infrastructure Project Grant from the Alliance of Rouge Communities (ARC) for a no -mow zone conversion project at Glen Oaks. If awarded, the grant will provide in -kind services and material, including signage, site design, plants and monitoring for the project, which is currently budgeted for FY2011. By partnering with the Alliance for Rouge Communities on this project, the Glen Oaks no -mow conversion project will become a demonstration site for ongoing educational activities regarding best management practices for stormwater management and habitat restoration. Average value of an ARC grant is $2,500. 3. Attached for your information is a comparison of replacement costs to update the rock golf hole signs at Lyon Oaks to reflect the correct hole designations versus staff time and materials to create the updated signs. 4. The power of email in recreation The Wint Nature Center recently used an e-marketing message to boost attendance at its Birds of Prey program. Four days prior to the program, only 21 people had registered. The event featured live birds from the owl and hawk families, sponsored by Birdfeeder Inc. of Clarkston. Recreation Program Supervisor Tim Nowicki asked the Communications Unit to send out an e-message to individuals who had subscribed to receive nature program information. "We stopped registration at 120 people and still had an additional 75-90 people inquire after we had to cut off registration," he said. "This is not the first time we have had a flush of calls due to an e-blast. This example shows how important it is to collect email addresses from your visitors. That effort pays off enormously in getting people to your parks and programs." 5. Attached is an operational update on the Waterford Oaks Greenhouse. 6. Ski patrol wins national award The Independence Oaks Nordic Ski Patrol has been recognized nationally for its volunteerism and excellence. The patrol won the Best Small Patrol Award for the 2009-2010 season from the Eastern Michigan Region of the National Ski Patrol. The group has four National Ski Patrollers and 14 volunteers who patrol nearly 10 miles of groomed trails. The ski patrol works with parks staff and the Oakland County Sheriff's Office to keep the trails safe and enjoyable to visitors and to lend a helping hand to all who ski the trails. The ski patrol at Independence Oaks County Park, established in 1978, is believed to be the first of its kind in Southeastern Michigan. 9C-1 7. The Oakland County Sheriff's Office Parks Unit has submitted its 2010 Annual Report, which includes detailed information on the number of hours they provided, plus details on the number of reports/arrests/tickets, the Trusty Work Program, and Mounted Patrol. The Annual Report will be available for your review in the Commissioner's Distribution Folder at the meeting. 8. Attached for your information is a list of the upcoming events and programs for February. 9. The Michigan Recreation and Park Association has notified staff that the Oakland County Parks and Recreation Commission has been named the 2010 Grand Award winner. The Grand Award is presented annually to a parks and recreation agency for making significant contributions to the field of parks and recreation. Executive Officer Dan Stencil will accept the award on behalf of the department. The president of MRPA has offered to re -present the award at the March 2 Commission meeting. 9C-2 LYON OAKS ROCK SIGNAGE Rock Replacement Number of Rocks Total Freight Rock Total $820.00 18 $14,760.00 $1,066.00 $15,826.00 Hours $/hour Cost Total Part-time Hours 41 $9.10 $373.10 $2,749.10 Materials $162.00 Full time 41 $54.00 $2,214.00 9C-3 WATERFORD OAKS GREENHOUSE UPDATE The acquisition and the decision to use the Ernst Greenhouse for plant production, recreation and education programs has been successful. The greenhouse has been able to produce annuals, perennials, native plants and shrubs for the entire parks system. The greenhouse produced 1600 flats of annuals, 500 perennials, 500 mums, 500 native plants and 250 shrubs which have been distributed throughout the park system. This was a total cost savings in our first year of $11,850. The greenhouse has generated public and private support and has been able to draw -aver 130 volunteers into the park system. The greenhouse has developed nine partnerships with other nonprofits and universities. These include: • MSUE Master Gardeners Program - to create joint educational programming • MSU School of Horticulture - to participate in research evaluation of greenhouse management practices • MI Nursery and Landscape Association - to demonstrate landscape BMPs (best management practices) • Michigan Invasive Plant Council - to test seed viability of invasive species under compost conditions • Stewardship Network - to collect, process, and propagate native plants from seed • Southern OC Water Authority - to design, plant, and evaluate the viability of rain gardens in a park landscape • Oakland University - sharing educational materials and technical resources • Water Resource Commission - trade of service in support of the Dirt Doctors water quality education program • OC Health Department/Children's Village - seasonal flower (poinsettia) donation/recreation promotion program This year new three partnerships have already been developed with greenhouse operation. These partnerships will provide the greenhouse with avenues of potential grant money, in -kind services, and/or plant material. These new partnerships include The Soil Conservation District; La Familia, a nonprofit group out of Pontiac; and Richard Berkfield, who operates a volunteer community service garden in Waterford. The greenhouse has been the recipient of many generous donations. These donations total approximately $15,000 of products and services. Most of those donations were unsolicited, which indicates the value and the potential of the greenhouse operation here at Oakland County Parks and Recreation. The greenhouse has a plan for creating a unique recreation opportunity by providing a year-round community garden. The greenhouse will provide outside plots for summer gardening and interior plots for winter gardening. There will be a charge for the use of the plots, which will offset the cost of operation of these programs. 9C-4 Volunteer opportunities are available when the greenhouse is producing plant material for the parks, generally in the spring and fall months. These opportunities have generated many new volunteers to the park system. The greenhouse has four horticultural -based education programs ready to present this year. These programs will be presented with some of our partners and staff at the greenhouse. We have learned a great deal on the operation of the greenhouse and its function within the vision of Oakland County Parks and Recreation Commission and have implemented improvements and standards to achieve our goals. On March 2 we will be presenting the greenhouse five-year business plan to the Park Commission. 9C-5 Upcoming Events — February Adaptive Recreation Wednesday, February 2 Junior Disabled Sports Team Southfield Friday, February 4 Royal Oak Social for individuals with Developmental Disabilities Saturday, February 5 Sports -ability: open gym/activities for kids with disabilities. Boys & Girls Club — Royal Oak Saturday, February 5 Jr. Disabled Sports Team W/C Basketball Tournament — Grand Rapids Wednesday, February 9 Junior Disabled Sports Team Southfield Saturday, February 12 Sports -ability: open gym/activities for kids with disabilities. Boys & Girls Club — Royal Oak Wednesday, February 16 Junior Disabled Sports Team Southfield Saturday, February 19 Sports -ability: open gym/activities for kids with disabilities. Boys & Girls Club — Royal Oak Wednesday, January 23 Junior Disabled Sports Team Southfield Friday, February 24 -27 Jr. Disabled Sports Team W/C Basketball Tournament — Nashville Friday, February 25 Social for individual with individual with Developmental Disabilities Saturday, February 26 Sports -ability: open gym/activities for kids with disabilities. Boys & Girls Club — Royal Oak Z01