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QZAKLANDCOUNTYPARKS
February 25, 2011
Oakland County Parks
and Recreation Commission
Oakland County, Michigan
Commissioners:
A meeting has been called of the Oakland County Parks and Recreation Commission as
follows:
PLACE ............................. Oakland County Parks
Administration Building
2800 Watkins Lake Rd
Waterford, MI 48327
TIME .............................. Wednesday, March 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,
Gerald A. Fisher
Chairman Daniel J. Stencil
John P. McCulloch
Vice-chairman Executive Officer
J. David VanderVeen
Secretary
Robert Kostin Next Meeting: Wednesday, April 6, 2011 at Oakland County Parks Administration
Pecky D. Lewis, Jr.
Christine Long Building.
Gary R. McGillivray
Charles Palmer
John Scott
Fric S. Wilson
—del J. Stencil
Executive Officer
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0 ur mission is to provide qua�ityVecreational experiences that encourage healthy lifestyles,
support economic prosperity and promote the protection of natural resources.
Oakland County Parks and i,_.,reation Commission Meeting
2800 Watkins Lake Road, Waterford, MI 48328
March 2, 2011
Agenda
Action Required Presenter/Phone #
1. Call Meeting to Order G. Fisher/248.514.9814
2. Roll Call "
3. Pledge of Allegiance ------ "
4. Approval of Minutes: February 2, 2011 Regular Meeting Approval K. Kohn/248.858.4606
February 2, 2011 Public Hearing
5. Approval of Agenda
Approval
G. Fisher/D. Stencil/248.858.4944
6. Public Comments
G. Fisher
7. CONSENT AGENDA
A. Internal Service Funds Journal Voucher Register for month ending
Approval
S. Cox/248.858.4612/D. Stencil
1/3 1 / 11 (FM 4, FY 11); Payment Register for month ending 1/3 1/11
(FM 4, FY 11)
B. Monthly Financial Statement Executive Summary for month ending
Approval
S. Cox/D. Stencil
1/31/11 (FM 4, FY 11)
C. 2011 Michigan Natural Resources Trust Fund Development Project
Approval
D. Stencil/M. Prowse
S. REGULAR AGENDA
A. Recognition Presentation — Former Parks Commissioner Tim Burns
Informational
P. Lewis
B. Awards Presentation
Informational
D. Stencil
C. South Oakland Health Department Office/Storage Rent
Approval
T. Fields/248.858.0914
D. Sponsorship Policy
Approval
G. Fisher/D. Stencil
E. Planning Session Topics and Prioritization
Informational
D. Stencil
Receive and File
�pORTS
Report File
FM p4 Fy 11) Activity Rep Receive and
A. 7anua�` �
B EYecrrtive Officer's Report
10.OLD
BUSINESS
USINESS
11..NEW B office.
l AD3OURN Commission's administration
1l. _---------""__�� the parks
. �. 9 a.m. on Wednesday, April 6> 2011 at
Nett Meedug
(24S.S5S.4647(
J, Dunleavy L. Geel249.431.1365
D. Stericil
G. Fisher
G. Fisher
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
February 2, 2011
Chairman Fisher called the meeting to order at 10:07 a.m. in the commission room of the Parks Commission's
administration office.
COMMISSION MEMBERS PRESENT:
Joseph Colaianne, Gerald Fisher, Robert Kostin, Pecky D. Lewis, Jr., Christine Long, Gary McGillivray,
John Scott, J. David VanderVeen, Eric Wilson
COMMISSION MEMBERS ABSENT:
Charles Palmer (with notice; weather)
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
Karen Kohn, Supervisor — Administrative Services
OC Fiscal Services Sheila Cox, Capital Improvement Coordinator
Barton Malow Brian Gorzynski, Director of Design, AE Services
Studio 5 Holly Kaiser, President, Director of Design
APPROVAL OF MINUTES:
Moved by Mrs. Long, supported by Mr. Scott to approve the minutes of the regular meeting of
January 12, 2011, as written.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. Lewis to approve the agenda, revised with the
following changes: Removed Items 8A Recognition Presentation — Former Parks
Commissioner Tim Burns and 8B Water Quality Report — Waterford Mott Students.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no questions or comments received.
4-1
(Commission Meeting, February 2, 2011)
CONSENT AGENDA:
Moved by Mr. Lewis, supported by Mr. Scott to approve all items under the Consent Agenda
as follows: Internal Service Funds Journal Voucher Register for month ending 12/31 /10 (FM
3, FY 11); Payment Register for month ending 12/31/10 (FM 3, FY 11); Oak Management
Credit for Services Rendered Register for October, November, and December (FM 1, 2 & 3,
FY 11); Monthly Financial Statement Executive Summary for month ending 12/31/10 (FM 3,
FY 11); Capital Improvement Program Plan Report as of 12/31/10 (FM 3, FY 11); First
Quarter Financial Forecast Report; Uncollectible NSF Checks for First Quarter, FY 2011; and
Commission Meeting Location Change.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
CATALPA OAKS DEVELOPMENT UPDATE AND BUSINESS PLAN PRELIMINARY DRAFT:
Melissa Prowse presented the Catalpa Oaks development update, which included a recap of the development
timeline, an update on the park development, and draft business plan. Details were provided on the revised
development phases. Comments included:
• Concern with the proposed softball field near the road. Staff will address concern in the design, although
there is a large berm located there.
• Staff was directed to delete the recycling transfer station from phase IV.
High points of the preliminary business plan were reviewed; comments included:
• Staff has looked at a couple of operating models in which local units of government have sports
associations operate the facilities. South Oakland County Soccer current provides ancillary assistance at
the park.
• Proposed lease for the South Oakland Health Division office space is expected to be brought to the
commission for review and approval at the March meeting.
Staff requested Commission approval to proceed with construction of the Phase I development, including
irrigation, services building, playground, rental shelter, portable goals and bleachers, second entry kiosk, and
new parking lot. Goals for the Phase I master plan development include providing basic services, increasing
the value of field use, increasing capacity, and generating revenue. Discussion followed, including
revenue/expenditure cost analyses, Southfield's administrative review of the project, excluding the parking lot,
permitting process, timeline of the walking trail, and expediting the project.
Moved by Mr. Lewis, supported by Mr. McGillivray to approve the construction of the modified
Phase I project at Catalpa Oaks in the amount of $854,300, with administrative review from
the city of Southfield to exclude requirement for new parking lot, and with good faith effort to
complete the construction in 2011.
Staff will provide monthly updates as part of the Executive Officer's Report.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, Vanderveen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
4-2
(Commission Meeting, February 2, 2011)
2011 MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT PROJECT GRANT
APPLICATION:
Staff presented details of the proposed grant application for the Catalpa Oaks Multipurpose Recreation
Facility. The project encompasses construction of a multipurpose recreational facility that will serve as an
education/interpretation site. The project will include a 3,600-square foot building with restrooms, kitchen,
meeting/office space and storage.
Estimated project cost is $1,055,000, which includes engineering, site preparation, and construction. The
proposed grant application will be a 28/72 match in the amount of $300,000 from the MNRTF and
$755,000 from the Oakland County Parks and Recreation Commission. Estimated construction
completion timeline is 2013/2014.
Staff requested Commission approval of the resolution in support of the application and to forward the request
to the Oakland County Board of Commissioners to authorize the application execution.
Discussion followed, including calculation of staff time required for grants, resulting operating costs of the
building, grant opportunities for the greenhouse/Farmer's Market, and overall priorities of capital projects.
Moved by Mr. Wilson, supported by Mr. Colaianne to postpone a decision on the 2011
Michigan Natural Resources Trust Fund development project grant application until the
March 2, 2011 Commission meeting.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
RED OAKS WATERPARK — NEW GUEST ENTRANCE CONTINGENCY ADJUSTMENT:
Moved by Mr. Wilson, supported by Mr. VanderVeen to approve the increase of the
previously approved contingency for the new guest entrance project at the Red Oaks
Waterpark from 5% to 11 %. The increased amount is an additional $18,793.00, for a total
approved contract of $362,721.00. The additional funds of $18,793.00 will be transferred
from the FY 2011 Capital Improvement Program Plan's Contingency to the Red Oaks
Waterpark Complex's entrance relocation project.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
WATERFORD OAKS BOUNDARY SPLIT & COMBINATION:
Moved by Mrs. Long, supported by Mr. Kostin to adopt the following resolution in support of
the Waterford Oaks boundary split and 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
4-3
(Commission Meeting, February 2, 2011)
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.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
INDEPENDENCE OAKS — NORTH NEW GRAVEL PARKING LOT:
Moved by Mrs. Long, supported by Mr. McGillivray to award the contract for the new gravel
parking lot at Independence Oaks -North to the low bidder, James P. Contracting, in the
amount of-$59,530.00, plus a 5% contingency of $2,977.00, for a total project amount of
$62,507.00. Funds in the amount of $22,507.00 will be transferred from the FY 2011 Capital
Improvement Program Plan's Contingency to the Independence Oaks -North New Gravel
Parking Lot project.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
RECREATION ASSISTANCE PARTNERSHIP (RAP) PROGRAM:
Moved by Mr. Scott, supported by Mr. Wilson to approve the funds for the 2011 Recreation
Assistance Partnership Program in the amount of $150,000.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
4-4
(Commission Meeting, February 2, 2011)
PLANNING SESSION TOPICS:
A list of planning session topics was distributed for Commission review and input for priorities. Staff will
provide brief definitions and/or bullets for each topic in preparation for discussion at the March 2, 2011
Commission meeting.
2010/2011 PROGRAM REVIEW/EVALUATION AND DEVELOPMENT PLAN:
Chief - Recreation Programs & Services Terry Fields presented an overview of the 2010 recreation programs
and events, including the tools used for evaluating the programs. She shared the 2011 recreation program
calendar, noting how the programs fit into the core services areas and how they meet the three primary goals
of programming revenue centers, programming parks, and developing outreach programs.
ACTIVITY REPORT:
The Activity Report for December (FM 03 FY 2011) was accepted as filed.
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's report filed in the agenda, the following information was noted:
---Staff has received notification from the Michigan Recreation and Park Association 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 at the
upcoming Annual Conference. The president of MRPA will re -present the award at the March 2 Commission
meeting.
---Lyon Oaks and Red Oaks county parks have been environmentally certified by the Michigan Turfgrass
Environmental Stewardship Program.
---The Independence Oaks Nordic Ski Patrol won the Best Small Patrol award for the 2009-2010 ski season
from the Eastern Michigan Region of the National Ski Patrol.
---The department's annual report has been completed. It was provided to attendees of the county executive's
State of the County Address on February 1, mailed to elected officials and news media, and posted on the
DestinationOakland website.
NEW BUSINESS:
---Commissioner VanderVeen complimented staff members for their efforts during the Fire and Ice Festival,
noting especially the efforts of Rachel Boyd, Jim Dunleavy, Derenda Howard, and Colin Gibbs/crew.
---Chairman Fisher noted the Executive Committee is investigating contracting maintenance and operations.
He shared some of the complexities involved, which require more in-depth study, and indicated the Executive
Committee will be studying the issue at greater length.
Meeting was adjourned at 12:15 p.m.
The next Commission meeting will be at 9:00 a.m. on Wednesday, March 2, 2011.
J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
4-5
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
PUBLIC HEARING — MICHIGAN NATURAL RESOURCES TRUST FUND
DEVELOPMENT GRANT APPLICATION
February 2, 2011
Chairman Fisher called the meeting to order at 10:05 a.m. in the commission room of the Parks
Commission's administration office.
COMMISSION MEMBERS PRESENT:
Gerald Fisher, Robert Kostin, Pecky D. Lewis, Jr., Christine Long, John McCulloch, Gary
McGillivray, John Scott, J. David VanderVeen, Eric Wilson
COMMISSION MEMBERS ABSENT:
Charles Palmer (with notice; weather)
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
Karen Kohn, Supervisor —Administrative Services
OC Fiscal Services Sheila Cox, Capital Improvement Coordinator
Barton Malow Brian Gorzynski, Director of Design, AE Services
Studio 5 Holly Kaiser, President, Director of Design
The Michigan Department of Natural Resources and Environment has notified staff that the
deadline to submit applications to request matching Michigan Natural Resources Trust funds for
2011 is April 1. A public hearing is also a DNRE requirement to qualify for funds.
The development project staff selected is:
Catalpa Oaks Multipurpose Recreation Facility
Proiect Description: This project encompasses construction of a multipurpose recreational
facility that will serve as an education/interpretation site. The project will include a 3,600-square
foot building with restrooms, kitchen, meeting/office space and storage.
Estimated project cost is $1,055,000, which includes engineering, site preparation, and
construction. The proposed grant application will be a 28/72 match in the amount of $300,000
from the MNRTF and $755,000 from the Oakland County Parks and Recreation Commission.
Estimated construction completion timeline is 2013/2014.
4-1
(Public Hearing — MNRTF, February 2, 2011)
This grant project is consistent with the goals and objectives of the 2007 Oakland County Parks
and Recreation Commission Comprehensive Recreation Master Plan. The amenities created
through the project will address recreational needs identified in county -wide interest surveys,
providing increased opportunities for recreation, educational programming, and trail use within
the county parks system.
No questions were asked, nor comments received by the public.
The public hearing adjourned at 10:07 a.m.
J. David VanderVeen, Secretary Karen S. Kohn, Recording Secretary
'J
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
PAYMENT APPROVAL SUMMARY
FOR MEETING OF:
March 2, 2011
*INTERNAL SERVICE FUNDS JOURNAL VOUCHER REGISTER:
January (FM4, 2011)
*PAYMENT REGISTER:
Voucher Report Period, January (FM4, 2011)
TOTAL
*BACKUP INFORMATION IS AVAILABLE FOR REVIEW.
676,008.94
229,170.74
$905,179.68
7A -1
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
MONTHLY FINANCIAL STATEMENTS EXECUTIVE SUMMARY
FM 4, FY 2011
(FOR MONTH ENDING 1/31/11)
OPERATING BUDGET - Section A
Operating Revenue
FY 2011 (OVER), UNDER % OF
BUDGET YEAR TO DATE BUDGET BUDGET
$25,003,813.00 $7,548,383.85 $17,455,429.15 30.2%
Operating Expense $25,003,813.00 $5,283,456.51 $19,720,356.49 21.1%
REVENUE OVER/(UNDER) EXPENSES $0.00 $2,264,927.34 ($2,264,927.34)
FY 2011 Operating Stabilization Fund earmark $6,250,000 (25% of $25,003,813)
FY 2011 to
PROJECT TO
FY 2013
DATE
CAPITAL IMPROVEMENT PROGRAM
ESTIMATED
EXPENSE
BUDGET PLAN - Section B PROJECT COST
PAYMENTS*
TOTAL $17,196,524.51
$5,606,687.50
*Includes prior fiscal years carry over expenses of $5,390,336.92
PROJECT % OF
BALANCE BUDGET
$11,589,837.01 32.6%
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)
CAPITAL EQUIPMENT BUDGET PLAN -
Section C
TOTAL
YEAR TO DATE
FY 2011 EXPENSE (OVER), UNDER % OF
BUDGET PAYMENTS BUDGET BUDGET
$5,600.00
$0.00 $5,600.00 0.0%
SUMMARY of Sections A, B, and C
7B-1
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
FM4, FY 2011
(FOR MONTH ENDING 1/31111)
2011
YEAR TO
(OVER),
% OF
REVENUE
BUDGET
DATE
UNDER BUDGET
BUDGET
ADMINISTRATIVE SERVICES: Millage Tax
$12,586,000.00
$6,851,073.57
$5,734,926.43
54.4%
Other
272,300.00
(46,471.08)
318,771.08
-17.1%
GLEN OAKS GOLF COURSE
1,058,016.00
102,477.46
955,538.54
9.7%
LYON OAKS GOLF COURSE
1,188,290.00
120,564.08
1,067,725.92
10.1%
RED OAKS GOLF COURSE
413,900.00
23,791.74
390,108.26
5.7%
SPRINGFIELD OAKS GOLF COURSE
759,600.00
55,199.25
704,400.75
7.3%
WHITE LAKE OAKS GOLF COURSE
884,432.00
62,273.62
822,158.38
7.0%
INDEPENDENCE OAKS NATURE CENTER
31,800.00
9,240.24
22,559.76
29.1%
ADDISON OAKS
444,780.00
71,605.18
373,174.82
16.1%
ADDISON OAKS CONFERENCE CENTER
126,000.00
25,610.25
100,389.75
20.3%
GROVELAND OAKS
678,700.00
11,249.38
667,450.62
1.7%
HIGHLAND OAKS
3,000.00
275.00
2,725.00
9.2%
INDEPENDENCE OAKS
301,622.00
63,682.59
237,939.41
21.1%
LYON OAKS
85,000.00
18,661.00
66,339.00
22.0%
ORION OAKS
121,000.00
25,361.00
95,639.00
21.0%
RED OAKS DOG PARK
42,100.00
11,460.00
30,640.00
27.2%
ROSE OAKS
2,000.00
9,437.00
(7,437.00)
471.9%
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
60,874.00
38,437.50
22,436.50
63.1%
WATERFORD OAKS ACTIVITY CENTER/PARK
45,649.00
16,584.65
29,064.35
36.3%
RECREATION PROGRAMS & SERVICES
435,390.00
49,707.00
385,683.00
11.4%
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
2,076.00
8,924.00
18.9%
WATERFORD OAKS WATERPARK
820,100.00
7,892.66
812,207.34
1.0%
NON -OPERATING PLANNED USE OF BALANCE
3,651,800.00
0.00
3,651,800.00
N/A
TOTAL REVENUE
$25,003,813.00
$7,548,383.85
$17,455,429.15
30.2%
EXPENSES
ADMINISTRATIVE SERVICES
$6,012,790.00
$1,529,142.74
$4,483,647.26
25.4%
FISCAL SERVICES ADMINISTRATION
154,010.00
36,508.92
117,501.08
23.7%
FISCAL SERVICES PARKS & REC
274,659.00
69,228.80
205,430.20
25.2%
GLEN OAKS GOLF COURSE
1,147,642.00
311,749.24
835,892.76
27.2%
LYON OAKS GOLF COURSE
2,038,833.00
373,953.06
1,664,879.94
18.3%
RED OAKS GOLF COURSE
696,381.00
175,251.97
521,129.03
25.2%
SPRINGFIELD OAKS GOLF COURSE
894,827.00
193,043.51
701,783.49
21.6%
WHITE LAKE OAKS GOLF COURSE
1,125,181.00
216,602.35
908,578.65
19.3%
INDEPENDENCE OAKS NATURE CENTER
510,764.00
127,878.19
382,885.81
25.0%
ADDISON OAKS
1,522,764.00
319,312.15
1,203,451.85
21.0%
ADDISON OAKS CONFERENCE CENTER
244,552.00
49,288.26
195,263.74
20.2%
GROVELAND OAKS
1,341,486.00
220,570.37
1,120,915.63
16.4%
HIGHLAND OAKS
86,481.00
5,635.19
80,845.81
6.5%
INDEPENDENCE OAKS
922,255.00
236,543.81
685,711.19
25.6%
LYON OAKS
377,822.00
88,813.44
289,008.56
23.5%
ORION OAKS
191,747.00
38,191.86
153,555.14
19.9%
RED OAKS DOG PARK
64,526.00
11,911.78
52,614.22
18.5%
ROSE OAKS
78,581.00
8,013.90
70,567.10
10.2%
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
467,810.00
78,821.42
388,988.58
16.8%
WATERFORD OAKS ACTIVITY CENTER/PARK
684,077.00
117,446.57
566,630.43
17.2%
RECREATION PROGRAMS & SERVICES
1,256,735.00
274,950.54
981,784.46
21.9%
CATALPA OAKS
142,503.00
10,351.02
132,151.98
7.3%
RED OAKS WATERPARK
1,272,270.00
201,230.35
1,071,039.65
15.8%
WATERFORD OAKS BMX COMPLEX
62,511.00
3,188.40
59,322.60
5.1%
WATERFORD OAKS TOBOGGAN COMPLEX
235,279.00
42,257.02
193,021.98
18.0%
WATERFORD OAKS WATERPARK
1,101,382.00
165,607.06
935,774.94
15.0%
FACILITIES & MAINTENANCE
1,395,945.00
291,374.42
1,104,570.58
20.9%
CONTINGENCY/INTERNAL SERVICE CHARGES*
700,000.00
86,590.17
613,409.83
N/A
$25,003,813.00
$5,283,456.51
$19,720,356.49
21.1%
REVENUE OVER/(UNDER) EXPENSES
$0,00
$2,264,927.34
($2,264,927.34)
2011
2010
2009
2008
ACTUAL REVENUE TO DATE:
30.2%
30.2%
37.1%
39.0%
BUDGET BALANCE:
69.8%
69.8%
62.9%
61.0%
ACTUAL EXPENSE TO DATE:
21.1%
20.1 %
21.7%
24.2%
BUDGET BALANCE:
78.9%
79.9%
78.3%
75.8%
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 5131110.
*CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN
TRANSIT.
(Page 1 of 3) 713-2
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
FM 4, FY 2011
(FOR MONTH ENDING 1131/11)
CONTINGENCY: BUDGET AMENDMENTS
CONTINGENCY: PENDING
OTHER: BUDGET AMENDMENTS
OTHER: PENDING
(Page 2 of 3) 713-3
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
REVENUE AND EXPENSE COMPARISON
FM 4, FY 2011
(FOR MONTH ENDING 12131/10)
PARK
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
YEAR TO DATE YEAR TO DATE REVENUE OVER
REVENUE EXPENSE (UNDER) EXP.
$6,804,602.49
0.00
0.00
6,804,602.49
102,477.46
120,564.08
23,791.74
55,199.25
62,273.62
364,306.15
$1,529,142.74
36,508.92
69,228.80
1,634,880.46
311,749.24
373,953.06
175,251.97
193,043.51
216,602.35
1,270,600.13
$5,275,459.75
(36,508.92)
(69,228.80)
5,169,722.03
(209,271.78)
(253,388.98)
(151,460.23)
(137,844.26)
(154,328.73)
(906,293.98)
9,240.24 127,878.19 (118,637.95)
9,240.24 127,878.19 (118,637.95)
71,605.18
25,610.25
11,249.38
275.00
63,682.59
18,661.00
25,361.00
11,460.00
9,437.00
38,437.50
16,584.65
292,363.55
49,707.00
1,440.00
16,242.76
513.00
2,076.00
7,892.66
77,871.42
319,312.15
49,288.26
220,570.37
5,635.19
236, 543.81
88,813.44
38,191.86
11,911.78
8,013.90
78,821.42
117,446.57
1,174,548.75
274,950.54
10,351.02
201,230.35
3,188.40
42,257.02
165,607.06
697,584.39
(247,706.97)
(23,678.01)
(209,320.99)
(5,360.19)
(172,861.22)
(70,152.44)
(12,830.86)
(451.78)
1,423.10
(40,383.92)
(100,861.92)
(882,185.20)
(225,243.54)
(8,911.02)
(184,987.59)
(2,675.40)
(40,181.02)
(157,714.40)
(619,712.97)
0.00 291,374.42 (291,374.42)
0.00 291,374.42 (291,374.42)
0.00
$7,548,383.85
86,590.17
$5,283,456.51
*CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT.
(86,590.17)
$2,264,927.34
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.oakqov.com/fiscal/info pub/monthlyreports.htmi
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
Oakland County Parks and Recreation Commission
Capital Improvement Program (CIP) Plan Report
FM 4 FY 2011
As of 1131111
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
Park Project Cost Adiustment Adiustment Adjustment Project Cost Paid Retainer Balance * Balance
Future Acquisition & Improvements
3,000,000.00
0.00
0.00
0.00
3,000,000.00
0,00
0.00
0,00
3,000,000.00
Addison Oaks (A)
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
Catalpa Oaks
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
Glen Oaks
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Groveland Oaks
120,000.00
0.00
0.00
0.00
120,000.00
(13,562.50)
0.00
0.00
106,437.50
Highland Oaks (B)
369,000.00
0.00
0.00
0.00
369,000.00
(12,954.80)
0.00
0.00
356,045.20
Independence Oaks (C)
3,996,000.00
2,000.00
40.00
2,040.00
3,998,040.00
(2,944,980,03)
0.00
0.00
1,053,059.97
Lyon Oaks (D)
143,476.97
0.00
0.00
0.00
143,476.97
(26,437.97)
0.00
0.00
117,039.00
Orion Oaks
140,000.00
0.00
0.00
0.00
140,000.00
(10,302.51)
0.00
0.00
129,697.49
Red Oaks (E)
1,513,628.00
22,680.48
(48,674.03)
(25,993.55)
1,487,634.45
(900,359.40)
0.00
0.00
587,275.05
Rose Oaks (F)
732,000.00
0.00
0.00
0.00
732,000.00
0.00
0.00
0.00
732,000.00
Springfield Oaks
230,000.00
0.00
0.00
0.00
230,000,00
(11,237.97)
0.00
0.00
218,762.03
Waterford Oaks (G)
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
White Lake Oaks
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Contingency
1,737,4%97
(135,318.93)
48,254,03
(87,064.90)
1,650,355.07
0.00
0.00
0.00
1,650,355.07
Capital Improvement Program Grand Total
$17,196,524.51
$0.00
$0.00
$0.00
$17,196,524.51
($5,606,687.50)
$0.00
$0.00
$11,589,837.01
(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:
2128110 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 2128).
FY 2011 Adjustment 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 Project 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.
Contracts) 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.
Project 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 $25,003,813).
7B-$ Summary Page 1 of 2
Sslon
and Recreation p`an Rt Port
e
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the
County parkst program ,AA Cfeatxon comm, and is
Oat 1rnProVemeF� a' A 211tt d the parks and Re feted or reprioritasts faciGtY needsf
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SurnmaN Total for P t an ects are p p Y
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sehenstve, my EveN s her a Planning red on iritia back °r m°Ve the aPPrOva1 feted fat a in prOgres
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Note e4fecnvelY ed budg . rime are o° five solutto to ove rd from oneectis Closed
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et{OUaea to the Prato nits goon"e at e if agema royal for a Prole m d fotWa the Prol there is adopted Glp plan
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28IXX
these Proven the O1F gadget Plan et adlustm t the fiscal Y royer-be4ms' W nt0v G1P t 1an an fan report "s
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Gi1s a perpeoraed) or until Sets Gen GlP Gonnn9 n 1teP° de anY ew prolectsor ftom the
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a"ount flan balance anew ter the t'nding sO oned. st ft9ute forward anY funds)- the cu<rent nsGa
budget d° new fiscal Y st 00 an R P"A'1 e Ps tAsse sv oance ldlu f P esnpto pro lect G e Prior fisoat age �C etrCv n w fiscal Year mbered Ba\anoe to
iMtn9 °f eaceat s m°nth\y ttentftscaGtosed to Fixeate. figure'the September °on each Parks A Pwarded, gpCu
N,t the b he new nscat on Prior and s that were t Gost Esti m M h throu9 t" column and „Gonttacts
create ct ec ects. arc en
to only ear Prole r) prol ° en Vol s of Blur er .
1. Go \ete P 'dg al Y t ft9ute tot e in ormatto Protects mA` Or a9 sYG°nn Pa1dy tGontraI. ctsls) Retain S mm page.
2 pelete p d ets"CA r e e
u a
3 Sum Prolect Costtngency P eat to each Phe SUMMIT t\je„ Wour t e cotre&V e and also the re port.
gsnmated the GOn d0r fts e1 s figures onto oft figores {O rolect. ummaN Pa9 ch Park s Aagl year month Y
a. Rec°nceefrom the P rep acri P to e S om ea n9 fisca u get).
car{red ov nnn9enOy gags prior at r ansie,red t the bO� ofe be9tnn raring g d
trie GO ri project is then co have tra anon at s to tlh as fottows'- in the OPe
5. GaerY fon^a dgafance" fi9age colutnnlCpntnbunon form nonoom' and ft9ute rks and Re two ld be incineda
6 e proles ki aces A onaWo et Plan unty i'a roles deter'
7 efh that e the Grant at Adopted gud9 Oakland GO tnatntenar'e P othe else d
a' gd'ttluPdate and verify th eline def'R ton jot anon s jstem fuldeCt e? u determlr'ed' la not
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9. rid 1s of
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itai
2 P neemtttvmiil netc\Osedlto"t be ableo be PM Scala e l5 tor50 Years dePel I lroprOYement ProArarn P
epfe
4. Po,ro leott Most be able
to be ant ailed in a Separate Capita
5' listing
A project priority Sutnn aN Page 2 of 2
7g-6
GREAT\ON YOMM\SS\ON
N� PARK \PMEN'C SUMMAR es
ecL
OAKLAND Cp AP\TAt FtA4, F 1131j11 udgeted Pur,has
AS OF change in UA\
form Brian of an
Y �� EXQTNs�s
please Ir► BUDGET
PARK & \TeVA
KS
\N
j)NTf- Ep aUANT%" c g00 p N 4x4 Quad
APPR OAN AM Out\anGE 3.1 p'(AL
01j1�11 1 \NDEPND�N OAKS SU
Ep OAKSWATBRPARK
RE
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MaX`S�eeP Potp,TE•RPARK SUB DOTAL
1 W
06102110 RBD OAKS
GRAND TOTAL
s and RecC F�\nd n9�di�9
Other to"tsIde)
5,g00.00
$
$
OOOVBRE G�DBR
BUD
P 'Ve Se
13,35612
13 "�56.12
5 6Q0 00
5,600.00
$
�� 1$,g5612
R 11601�'�,-'',
�g,13,35612i
$0.00
, ,13,356'12)
Page 1 0\ 1
ITEM VC
2011 MICHIGAN NATURAL RESOURCES TRUST FUND
DEVELOPMENT PROJECT
Staff is recommending the Commission forego submittal of the Michigan
Natural Resources Trust Fund Development Project application for 2011, due to
time constraints for public notice and lack of a viable alternative project.
7C - 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.
am
ITEM #8B
AWARD PRESENTATIONS
GRAND AWARD:
The Michigan Recreation and Park Association (MRPA) awarded Oakland County Parks and
Recreation its "Grand Award" for 2010. This honor is given to an organization that provides
outstanding leadership, service, education and support to public recreation in Michigan.
OCPR was selected from more than 100 public and private agencies and organizations to receive
the honor. The award was presented at MRPA's annual conference by President Linda Walter.
MPRA is a professional organization committed to providing professional development, advocacy,
information, resources, and visibility to 2,000 members dedicated to enhancing the quality of life by
creating community through people, parks and programs.
MEDIA ADVOCATE AWARD:
Jonathan Schechter of The Oakland Press was nominated by OCPR for MRPA's 2010 Media
Advocate Award. The Brandon resident writes a weekly hiking column and a blog focusing on trails
in Oakland County.
In summer 2010 Schechter wrote articles on five parks which sparked an upswing in hiking visits. He
also promoted the annual county fair at Springfield Oaks and was an advocate of the millage
awareness campaign.
Between his column and blog, Schechter reaches 480,000 readers a week. Additionally, he posts
photographs and information about the parks system on Facebook.
VIDEO AWARD:
Oakland County Parks and Recreation has won the 2010 Best Video award from the Michigan
Recreation and Park Association.
The video offers insight into the boardwalk's unique construction process, the importance of the
habitat the boardwalk traverses and accessibility to natural resources for all park guests.
A helical pier method was used to construct 570 linear feet of boardwalk over wetlands on the Ted
Gray and Spring Lake boardwalks at Independence Oaks. To minimize impact on wetlands, heavy
equipment rests on completed sections of boardwalk and "reaches out" to install the next section.
The mini -documentary was a partnership with Fox Sports Detroit. Staff who worked on the video
include Jesse Ward, Shane Eliassen, Sandy Dorey, Brittany Bird, Mike Boyd, Mike Donnellon,
Melissa Prowse and Chris Moshier.
ITEM #8C
SOUTH OAKLAND HEALTH DEPARTMENT
OFFICE/STORAGE RENT
Due to the overcrowding of office space at the Waterford Oaks
administration complex, as well as the implementation of the urban recreation
initiative at Catalpa Oaks County Park, staff has worked with Oakland County
Facilities Maintenance & Operations (FMO) to utilize office and storage space in
the South Oakland Health Department.
Parks will rent 1,334 square feet of space in the building at a cost of
$14,162.68 annually. Implementation of the rental will begin in May, 2011.
It has been determined by Corporation Counsel that no formal lease is
required; however, we will have an internal Memo of Understanding between the
two departments to specify responsibilities.
Funds for this expenditure were not budgeted in the FY 2011 Operating
Budget. Therefore, staff is requesting Commission approval to transfer the funds
from the FY 2011 Operating Budget Contingency to the Administrative Services
Rent line item, if it becomes necessary.
8C - 1
ITEM #8D
SPONSORSHIP POLICY REVISION APPROVAL
The Commission's Sponsorship Policy Committee and staff have revised
the Oakland County Parks and Recreation Commission Sponsorship Policy
originally adopted by the Commission in 2009. A copy of the revised policy is
included.
Staff is requesting approval of the revised Commission Sponsorship
Policy.
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMMITTEE TO REVIEW SPONSORSHIP POLICY
Draft Policy Amendment Based on Committee Meetings Held on
November 3, 2010 and January 12, 2011
[with changes marked fi-om Nov 3, 2010 meeting draftl
%with staff recommendations as of Jan 31, 2011J
[with sub -committee changes as of Feb 17, 2011]
with final addition Feb 22, 2011
SPONSORSHIP POLICY
I. INTENT AND PURPOSE
A. To guide staff in the development and management of sponsorships.
B. To enhance revenues and in -kind benefits serving the scope of use
specified in this Policy.
C. To build positive relationships with persons and entities within Oakland
County.
D. To improve the quality and value of Oakland County living.
II. SCOPE AND CHARACTER OF SPONSORSHIPS
A. Sponsorships shall have the following scope and character:
1. Events. Sponsorship of events, one-time or ongoing, e.g., family
fireworks events.
2. Prograins. Sponsorship of programs, e.g., community outreach.
3. Products and Services. Sponsorships to provide products and
services provided in park facilities, e.g., bags provided along trails
for cleaning -up after pets.
4. Amenities. Sponsorships to provide park amenities, e.g.,
acquisition and maintenance of benches in dog parks. It is not the
intent of OCPR to display sponsorship recognition in passive park
areas, such as along hiking trails.
5. Other. Other sponsorships found by the Commission, in its
discretion, to be consistent with the intent and purpose of this
Policy.
B. Sponsorships shall not have the following scope and character:
1. Sponsorship by persons or entities that derive a substantial portion
of their revenue from the sale or manufacture of tobacco products,
or have an adverse reputation in the County for environmental or
community stewardship.
2. Sponsorship by persons or entities commonly known to be
associated with the sale or manufacture of alcoholic beverages,
provided, if a sponsorship relates to an adult event or program, this
prohibition shall not apply.
3. Sponsorship by parties currently engaged in a lawsuit with the
County of Oakland, provided, this prohibition shall not apply to
suits involving property tax assessment or condemnation litigation
with County entities.
4. Sponsorship by persons or entities seeking contracts with OCPR
other than contracts for sponsorship arrangements.
5. Sponsorships that would result in a conflict of interest for otherwise
conflict with other policies of the OCPR or the County of Oakland.
6. Sponsorships that would require high OCPR expenditures for
operating or maintenance costs in relation to the level of benefit to
be received.
C. Exclusion from Policy: This Policy is not intended to apply to:
Gifts or unsolicited donations to OCPR where no business
relationship with OCPR exists or is being considered.
2. Sponsorships established with persons other than OCPR, e.g.,
sponsorships created with parties with whom OCPR contracts,
provided, in such contracts, Staff shall include provisions
attempting to ensure that sponsorships having a scope and
character identified in paragraph B, above, are not permitted.
III. SPONSORSHIP PRIORITIES
A. Duration/Time Frame: Long-term sponsorship is preferred to one-time
sponsorship.
B. Amount/Value: Sponsorships determined to have a higher value are
preferred.
C. In general terms, sponsorships involving fewer signs, structures and the
like, with higher individual sponsorship amounts, are deemed to be
desirable.
IV. IMPLEMENTATION PROCEDURES AND POLICY REQUIREMENTS
A. General procedure
1. Before expending time pursuing a sponsorship arrangement with a
prospective sponsor, staff shall present to the Commission a list of
sponsors considered to be appropriate sponsorship prospects. In
preparing such list, staff shall coordinate with other County
government entities engaged in sponsorship arrangements. The
Commission will review and provide advanced approval of those
prospective sponsors determined to be appropriate by the
Commission.
2. With prospects from the approved list, or with prospective
sponsors who initiate a dialogue and meet the requirements of this
policy, staff shall pursue negotiations of a proposed sponsorship
contract. Any proposed contract shall be consistent with this
policy.
3. If a proposed contract is negotiated, the contract shall be placed on
an agenda of the Commission for review and approval.
B. Exception to the General Procedure
The OCPR Executive Officer shall have authority to enter into
sponsorship contracts in the absence of Commission approval if all of the
following requirements are met.
The sponsorship is for a single event or program that will last not
longer than one year and meets all of the standards of this policy.
2. The maximum value of the sponsorship is $20,000.
The contract shall meet all requirements of this policy.
C. Policy Requirements for All Sponsorships
In exchange for the value received from the sponsor, sponsorship
recognition may be given by OCPR, including a sign or booth
conforming to this policy, or identification in written materials
and/or pictures displayed and/or distributed by OCPR.
2. Any and all sponsorship messages displayed on OCPR property
and vehicles shall be restricted to a statement as follows: "[Na»ze
and/or Logo of Sponsor] is proud to support Oakland County Parks
and Recreation." No substantive changes to this message shall be
permissible, although minor modifications of form (e.g.,
"[sponsor] supports Oakland County Parks and Recreation,") may
be approved by the Commission.
3. Type, size and placement of sponsorship recognition:
a. In general, considering such things as size, placement,
duration and overall appearance, sponsorship recognition
shall not be displayed in a location or in a manner that
would result in undue commercialism in a park. On the
attachment to this policy there are examples of permissible
structures and signs.
b. No physical sponsorship recognition shall be placed in a
passive or natural area of a park. This provision does not
prohibit a recognition adjacent to a picnic or active
recreational area which is not within a passive or natural
area of a park.
C. Vehicles provided in whole or part by sponsors may
display sponsorship recognition, however such recognition
shall be clearly secondary to the OCPR identification on
the vehicle.
d. The Commission may approve a contract authorizing a
sponsor to use the OCPR logo in an approved manner,
provided such authorization shall be consistent with any
,� 1
and all intellectual property policies established by the
County of Oakland.
4 A quarterly report of all outstanding sponsors, with a brief
description of the sponsorship and recognition, shall be presented
to the Commission.
-0 .
ITEM NE
PLANNING SESSION TOPICS AND PRIORITIZATION
As directed by the Commission at the February 2, 2011 meeting, staff
reviewed the list of proposed planning session topics to provide additional
information to assist with prioritization.
In order to better assist the process, staff will provide the results of the
county -wide recreation needs assessment, which reflects the top directives from
the county residents, along with the commission's strategic master plan with its
goals and objectives.
Executive Officer Dan Stencil will share detailed information and staff
recommendations at the meeting.
8E-1
ACTIVITY REPORT
January 2011 (FM4, FY2011)
ADDISON OAKS PARK
Campers
0
0
0
5,800
7,850
35.3%
Day Use (*),
290
369
27.2%
2,294
2,283
-0.5%
Day Campers
0
0
0
0
0
0
*ADDISON OAKS CONFERENCE CENTER
748
619
-17.2%
9,199
9,176
-0.3%'
CATALPA OAKS PARK
Day Use
620
2,173
250.5%
10,643
19,290
81.2%
GROVELAND OAKS PARK
Campers
0
0
0
0
0
0
Day Use
0
0
0
0
0
0
Day Campers
0
0
0
0
0
0
HIGHLAND OAKS PARK
Day Use
180
196
8.9%
2,335
1,195
-48.8%
INDEPENDENCE OAKS PARK
Day Use
12,513
11,931
-4.7%
48,987
63,486
29.6%
Day Campers
0
0!
0
0
0'i
0
Overnight Youth Group Campers
0
0
0
381
483
26.8%
LYON OAKS
Day Use
76
94
23.7%
2,865
9,542
233.1%
Dog Park
2,442
3,042 I
24.6%
18,491
19,425
5.1%
ORION OAKS PARK
Day Use
1,010
2,496
147.1%
5,012
11,619
131.8%
Dog Park
3,908
4,140
5.9%
21,283
28,641
34.6%
RED OAKS PARK
Dog Park
0
692
0
0
2,796
0
ROSE OAKS PARK
Day Use
201
224
11.4%
2,745
2,384
-13.1%
SPRINGFIELD OAKS ACTIVITY CENTER
Day Use
126
137
8.7%
1,341
405
-69.8%
4-H Fair
0
0
0
0
0
0
*Banquet Facilities
624
670
7.4%
6,379
2,215
-65.3%
WATERFORD OAKS
Activity Center- non banquet
200
516
158.0%
1,389
2,752
98.1%
*Banquet Facilities - Activity Center
S86
0
-100.0%
1,858
405
-78.2%
Day Use
204
204
0.0%
1,643
816
-50.3%
TOTAL CAMPERS
0
0
0
5,800
7,850
35.3%
TOTAL DAY USE
15,220
17,824
17.1%
77,864
111,020
42.6%'
TOTAL DAY CAMPERS
0
0
0
0
0
0
TOTAL OVERNIGHT YOUTH GROUP CAMPERS
0
0
0
381
483.
26.8%
TOTAL DOG PARK
6,350
7,874
24.0%
39,774
50,862
27.9%
TOTAL 4-H FAIR
0
0
0
0
0`
0'
TOTAL ACTIVITY CENTER -NON BANQUET
200
516
158.0%
1,389
2,752
98.1%
*Not included in program totals -only in combined totals.
SIA-1
In-house events are counted in facility totals.
1 of 4
2/17/2011
ACTIVITY REPORT
January 2011 (FM4, FY2011)
GLEN OAKS
Rounds Played -18 Hole Equivalent 0 0 0 2,127 2,837 33.4%
*Banquet Facilities 1,253 1,127 -10.1% 10,563 11,827 12.0%'
**Grill Room (**Not included in totals) 0 526 974 85.2%
LYON OAKS
Rounds Played -18 Hole Equivalent
0
0
0 1,910
3,105
62.7%
Driving range
0
0
0 633
870
37.4%'
*Banquet Facilities
619
545
-12.0% 5,599
2,941
-47.5%
**Grill Room (**Not included in totals)
0
0
0 3,247
2,242
-31.0%'
RED OAKS
Rounds Played -18 hole Equivalent
0 0 0 0 1,196 0
SPRINGFIELD OAKS
Rounds Played -18 Hole Equivalent
0
0
0
2,237
2,607
16.5%
**Grill Room (**Not included in totals);
0
0
0
670
1,032
54.0%
WHITE LAKE OAKS
Rounds Played - 18 Hole Equivalent
0
0
0
2,081
2,315
11.3%
*Banquet Facilities
544
247
-54.6%
4,636
2,227
-52.0%'
**Grill Room (**Not included in totals)
0
0
0
373
514
37.8%
TOTAL ROUNDS PLAYED -18 HOLE EQUIVALENT
0
0
0
8,354
12,061
44.4%
TOTAL DRIVING RANGE
0
0
0
633
870'
37.4%'
*Not included in program totals -only in combined totals. 9A-2
In-house events are counted in facility totals. 2 of 4 2/17/2011
ACTIVITY REPORT
January 2011 (FM4, FY2011)
MOBILE RECREATION
Bleachers
Inflatables
Bus
Climbing Wall/Tower
Dunk Tank
Inline Skate Mobile/Hockey Mobile
Puppet
Show Mobile
Adventure Sport Mobile
Tents
Camps
Miscellaneous
PARTICIPANTS (YTD)
FY2010 FY2011 I % Change
150
150
0.0%
159
307
93.1%
0
0
0
2,400
3,455
44.0%'
1,035
675
-34.8%
3,690
2,475
-32.9%
900
0
-100.0%
1,800
2,100
16.7%
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
850
1,020
20.0%
2
3
50.0%
23
21
-8.7%
160
480
200.0%
320
1,840
475.0%
0
0'
0
0
01
0'
0
0
0
0
0
0
2
1
-50.0%
3
24
700.0%
WATERFORD OAKS BMX
0
0
0
0
0
0
WATERFORD OAKS COURT GAMES COMPLEX
204
204
0.0%
712
408
-42.7%
WATERFORD OAKS FRIDGE
0
0
0
0
0
0
WATERFORD OAKS LOOKOUT LODGE
95
100
5.3%
910 '
901
-1.0%
WATERFORD OAKS WATERPARK
0
0
0
0
0
0
RED OAKS WATERPARK
0
0'
0
0
0
0
THERAPEUTIC EVENTS
171
508
197.1%
1,376
2,456
78.5%
SENIOR EVENTS
0
0
0
0
0
0
TOTAL MOBILE RECREATION VISITS
2,249
1,309
-41.8%
9,245
11,242
21.6%
TOTAL FACILITIES AND SPECIAL EVENTS '
470
812
72.8%
2,998
3,765
25.6%
*Not included in program totals -only in combined totals. 9A-3
In-house events are counted in facility totals. 3 of 4 2/17/2011
ACTIVITY REPORT
January 2011 (FM4, FY2011)
ENVIRONMENTAL PROGRAM - INDEPENDENCE OAKS
Nature Center
1,248
1,310
5.0%
4,467
5,757
28.9%
Outreach Visits
99
406
310.1%
1303
1,069
-18.0%
"Trail Usage ("Not included in totals)
11,030
7,966
-27.8%
35,518
37,804
6.4%
ENVIRONMENTAL PROGRAM - LYON OAKS
Nature Center
194
44
-77.3%
794
302
-62.0%
Outreach Visits
0
0
0
0
0
0.
"Trail Usage ("Not included in totals)
84
92
9.5%
3,068
3,134
2.2%
TOTAL NATURE CENTERS
1,442
1,354
-6.1%
5261
6,059
15.2%
TOTAL OUTREACH VISITS
99
406
310.1%
1,303
1,069
-18.0%
DAY USE PARKS
21,770
26,214
20.4%
125,208
172,967
38.1%
GOLF COURSES / Driving Range ;
0
0
0
8,987
12,931
43.9%'
RECREATION, FACILITIES AND SPECIAL EVENTS
2,719
0
-100.0%
12,243
15,007
22.6%
NATURE INTERPRETIVESERVICES
1,541
1,760
14.2%
6,564
7,128`
8.6%
BANQUET FACILITIES
4,374
3,208
-26.7%
38,234
28,791
-24.7%
GRANDTOTALS
30,404
31,182 `
2.6%
191,236
236,824'
23.8%'
*Not included in program totals -only in combined totals. 9A-4
In-house events are counted in facility totals. 4 of 4 2/17/2011
ITEM #9B
EXECUTIVE OFFICER'S REPORT
Oakland County Parks and Recreation photo/video release practices have been
approved by Oakland County Corporation Counsel. Corporation Counsel "feels that
obtaining photo releases for pictures that focus on the faces of individuals is the
preferred approach. However, we understand this is not always financially or
administratively practical." Therefore, OCPR has been approved to begin using a
systematic notification of its photo/video practices via signage, website and registration
forms/contracts. The Communications & Marketing staff currently has nearly 16,000
photographic images on file.
2. Attached for your information is the 2011 Aerial Deer Survey, along with detailed
information on the program.
3. Catalpa Oaks Development Project Update: Staff has been meeting with Barton
Malow Design to tighten the various program design elements, such as number of
restroom fixtures, size of rooms, etc. Meetings have been scheduled with the soccer
groups to provide an update on the development of Catalpa Oaks and to allow for final
input on the design elements of the building, as well as with County Purchasing
Department to evaluate purchasing options and efficiencies for the completion of the
project. We are poised to submit preliminary site plan review documents to the City of
Southfield during the week of March 14, 2011.
4. Staff has been made aware of a project that will impact the parking lot entrance at Red
Oaks Golf Course. Staff's first information received indicated it was not going to impact
operations or close the entrance. After making further inquiries at the Water Resources
Commissioner's office, it appears the status has changed. Digging operations will be
within the entrance; however, the contractor will be responsible to provide alternative
access. They are moving this portion of the work forward in their schedule to try to have
it completed before the spring golf season begins. Barring any major unforeseen issues,
the drive should be restored before April 15.
Larry Gee and Gary Nigro are meeting with the contractor's superintendent on Friday,
Feb. 25 to discuss coordination efforts.
Staff will provide updates as additional information is received.
5. Attached for your information is a list of some upcoming events and programs for March.
6. Recreation Connection Initiative — Terry Fields, Chief of Recreation Services, will be
meeting with the cities, villages, and townships in Oakland County in the months of
March, April, and May for the purpose of evaluating recreation program services, both
current and future. The meetings will be used to garner their input on our services to
help determine how Oakland County can continue to serve each individual municipality
efficiently.
7. In response to a prior Commission request, attached is a report comparing the annual
costs between the new and old point -of -sales systems. Phil Castonia will be available to
answer any questions you have on the report.
8. Energy Efficiency Community Block Grant (EECBG) — Attached for your information is
an update on a proposed EECBG grant.
9. Staff has received notification that registration is now open to attendees of the 2011
Special Park Districts Forum. The forum is being hosted by the Northern Virginia
Regional Park Authority September 25 — 28. This year's forum has been laid out in
several themes; attendees will be able to choose from the following:
Nature/Environment; Organizational Issues; Park Management; History; and
Recreational Opportunities. Please contact Karen Kohn at 248.858.4606 ASAP to let her
know if you plan to attend.
10. Enbridge Update: At the Dec. 15, 2010 meeting, the Commission adopted a resolution
accepting a $41,000 donation from Enbridge Energy. The Planning and Building
Committee, our liaison committee, considered this matter at its Feb. 8, 2011 meeting,
raising several issues. Representatives of Enbridge Energy are to appear at the March 1
meeting. Staff will provide an update.
11. Governor's proposal would decrease millage funds:
Below is Equalization's estimate of the impact of losing personal property tax:
FY 2012 Estimated Tax Revenue = $11,058.000 x .068 = $751,944 loss
FY 2013 Estimated Tax Revenue = $10,505,000 x .068 = $714,340 loss
Retirees, low-income workers and upper -middle and above earners would lose income
tax exemptions and credits under the budget plan presented to the Legislature.
Proposal to reduce the Homestead Property Tax Credit for senior homeowners.
Eliminating or reducing many other personal income tax credits, including a reduction in
the homestead property tax credit to 80 percent of the difference between property taxes
and 3.5 percent of income for most homeowners.
•:.
2011 Aerial Deer Survey
The 2011 Aerial Deer Survey was conducted on January 13, 2011 over snow depths of
five -six inches. A total of eight Oakland County Parks were surveyed. Genesee County
Parks, Rochester Hills, Waterford Township, and Troy also participated this year. In all,
14,351 acres were surveyed with 1,157 deer counted. McMahon Helicopter Services was
contracted for flight service by Oakland County Parks. Total cost to OCPR = $3,356.97;
average cost per park was $420.
Deer densities at Oakland County Parks supporting recreational hunting were
significantly lower on average (28 deer/ sq. mi.; n = 6) than non -hunting parcels in
Oakland County (84 deer/ sq. mi.; n = 12) and non -hunting Genesee County Parks (88.8
deer/ sq. mi.; n = 3).
2011 deer densities were lower at Addison, Groveland, Highland, Orion, and Rose Oaks,
in comparison to 2010 observed densities, while higher densities were recorded at
Independence, Lyon, and Waterford Oaks in comparison to 2010 densities.
Within parks where deer hunting is permitted, Highland and Orion Oaks recorded <20
deer/ square mile which is the state -recommended benchmark for managing the herd to
promote the ecological health and function of natural communities. Of the remaining
parks open to recreational deer hunting that recorded densities >20 deer/ square mile,
herds at Addison and Rose Oaks were smaller in comparison to 2010 data, while herds at
Independence and Lyon were larger in 2011.
We anticipate that opening Independence Oaks -North to archery hunting in fall 2011 and
continued promotion of recreational archery at Lyon Oaks will advance management
efforts to lower deer densities at these two properties.
Finally, the 2010-2011 archery season was the first year staff mapped and monitored
stands and blinds throughout the archery parks. Initial analysis indicates a correlation
between archery stand densities and surveyed deer densities; Lyon and Highland both
exhibited <20 deer/ sq. mi. and had approximately 19 stands/ sq. mi. present throughout
most of the season, while parks with deer densities >20/ sq. mi. housed only 4-11 per sq.
mi. Staff will continue to follow this correlation with the goal of better aligning archery
activity with achieving recommended herd densities at Oakland County Parks.
Three-year comparison (2009 — 2011) aerial survey deer density data is provided.
9B-3
brl
J
AERIAL SURVEY DEER DENSITY CALCULATIONS
2011
2010
2009
DATE
SURVEYED
2011
PROPERTY OWNER
PROPERTY
DEER
OBSERVED
ACRES
Sq. Mi.
Deer/sq.
mi.
DEER
OBSERVED
ACRES
Sq. Mi.
Deer/sq.
mi.
DEER
OBSERVED
ACRES
Sq. Mi.
Deer/sq.
Mi.
13-Jan-11
Oakland County
Addison Oaks
62
1140
1.7813
35
74
1139
1.7797
42
48
1140
1.7813
27
13-Jan-11
Oakland County
Addison Oaks - Upland Hills
33
103
0.1609
205
3
100
0.1563
19
11
100
0.1563
70
13-Jan-11
Oakland County
Groveland Oaks
18
361
0.5641
32
26
362
0.5656
46
25
362
0.5656
44
13-Jan-11
13-Jan-11
13-Jan-11
Oakland County
Oakland County
Oakland County
Highland Oaks
9
51
298
1094
0.4656
1.7094
19
30
16
30
297
1095
0.4641
1.7109
34
18
11
32
262
1094
0.4094
1.7094
27
19
_
Independence Oaks
Independence Oaks North (Upper Bushman)
3
187
0.2922
30
15
186
0.2906
52
8
186
0.2906
28
13-Jan-11
Oakland County
Independence Oaks Combined
54
1281
2.0016
27
45
1281
2.0016
22
NO
NO
NO
NO
13-Jan-11
Oakland County
Lyon Oaks
59
1041
1.6266
36
32
1041
1.6266
20
23
1040
1.6250
14
13-Jan-31
Oakland County
Orion Oaks
27
913
1,4266
19
35
916
1.4313
1 24
13
913
1.4266
9
13-Jan-11
Oakland County
Rose Oaks
41
639
0.9984
41
45
640
1.0000
45
19
639
0.9984
19
13-1an-11
Oakland County
Waterford Oaks
2
185
0.2891
7
0
184
0.2875
0
0
163
0.2547
0
13-Jan-11
Genesee County
Genesee County -Cummings Ctr
64
754
1.1781
54
69
750
1.1719
59
42
750
1.1719
36
13-Jan-11
Genesee County
Genesee County- ForMar
85
381
0.5953
143
53
380
0.5938
89
35
380
0.5938
59
13-Jan-11
Genesee County
Genesee County - Hogbacks
363
3348
5.2313
69
168
3348
5.2313
32
96
1400
2.1875
44
13-Jan-11
City of Rochester Hills
Rochester parcel 1
32
1 330
0.5156
62
30
330
0.5156
58
15
330
0.5156
29
13-Jan-11
City of Rochester Hills
Rochester parcel 2
21
115
0.1797
117
20
115
0.1797
111
15
115
0.1797
83
13-Jan-11
City of Rochester Hills
Rochester parcel 3
14
125
0.1953
72
30
125
0.1953
154
1 13
125
0.1953
67
13-Jan-11
City of Rochester Hills
Rochester parcel 4
3
125
0.1953
15
0
125
0.1953
0
3
125
0.2953
15
13-Jan-11
City of Rochester Hills
Rochester parcel 5
44
138
0.2156
204
26
138
0.2156
121
22
1 138
0.2156
1 102
13-Jan-11
City of Rochester Hills
Rochester parcel 6
13
267
0.4172
31
7
267
0.4172
17
12
267
0.4172
1 29
13-1an-11
City of Rochester Hills
Rochester parcel 7
22
109
0.1703
129
24
109
0.1703
141
16
109
0.1703
94
13-Jan-1
City of Rochester Hills
Rochester parcel 8
12
250
0.3906
31
18
250
0.3906
46
17
250
0.3906
44
13-Jan-11
City of Rochester Hills
Rochester parcel
35
200
0.3125
112
25
200
0.3125
80
13
200
0.3125
42
13-Jan-11
City of Rochester Hills
_
Rochester parcel10
21
1 100
0.1563
134
0
100
0.1563
0
8
100
0.1563ttj
13-Jan-11
Cit ofTro
Troy Complex
43
462
0.721934
450
0.7031
48
21
450
0.703113-Jan-11
Waterford Townshi
Waterford Townshi Pro erties Combined
26
405
0.6328
41
54
405
0.6328
85
32
405
0.6328
TOTALS= 1157 14351 - - 879 14333 - - 11f/4.3
Michigan Natural Feature Inventory (Ml Biologists recommend deer densities of 15-20 deer per sq. mi. to promote the ecological health and function of natural communities.
Weather conditions on survey day consisted of overcast skies with a few scattered snow showers. NOAA reported conditions as follows: temperatures ranged between 18 and
24 (avg. 21) degrees Fahrenheit for the duration of flight time; wind from the N at 12-15 mph; snow depths - Oakland County = 5-6", Genesee County = 3-5".
McMahon Helicopter Services was contracted for flight service by Oakland County Parks. Observers were flown in a Bell Jet Ranger turbine -powered helicopter. Parcels were
surveyed at an average altitude of 700 feet (min: 500' /max: 900'). Transects were flown either E/W or N/S over target properties in 1/8-mile wide passes. Properties were
located by GPS coordinates. 3 observers (OC Park staff members Erin Lavender, Kathleen Dougherty, and Brittany Bird) performed all visual deer counts while traveling at an
average speed of 1 mile per minute. Observers communicated counts overthe helicopter intercom to avoid count duplication.
UPCOMING EVENTS — MARCH 2O11
LEWIS E. WINT NATURE CENTER
INDEPENDENCE OAKS COUNTY PARK
Public Interpretive Programs
March 5 — Maple Magic
March 19 — Tuning Tots Into Nature — Teacher Workshop
Scout Badge Day
March 12— Brownies Eco-Explorer
March 26 — Bears Elective — American Indian Life
(As of February 18, 2011)
March Appointments:
Field Trip — 7
Wild Birthday Party -1
Nature Discovery — 1
Nature Connection - 3
StarLab Outreach — 1
Other Outreach — Greater Detroit Cooperative Teacher Association — Lynn Conover - Workshop
Other:
March 6 - Natural Resources Education — Nest Box Monitoring Training
March 18 — Natural Resources Education — Frog Survey Training
POINT -OF -SALE ANNUAL SUPPORT COST COMPARISON
In following up from the request of the Commission at the July 7, 2010 meeting, staff has compiled some
figures as it relates to the new Recreation Management Software package (includes point -of -sale, tee
times, facility and campsite reservations, and activity reservations) costs versus the previous software
(includes point -of -sale only)
In 2009, $23,625 was paid to Active Networks for point -of -sale software support and licensing at seven
park facilities.
In 2010, $6,720 was paid to Vermont Systems for point -of -sale software support and licensing at 13 park
facilities.
From 03/27/2008 to 12/31/2009, $55,308 was paid to Don Jagoda for point -of -sale hardware support
and maintenance at seven park facilities. Additionally, each facility paid $50 per month for broadband
internet access totaling $7,200 per year.
In 2010, $65,548 was paid to Oakland County Information Technology for point -of -sale hardware
support, maintenance and network access at 13 park facilities.
•e .
Energy Efficiency Community Block Grant (EECBG) Update
Staff had an Audit Review Meeting with Mark Zoeteman, Fishbeck Thompson, Carr & Huber, and Steve
Stanford & Jay Noonan, Design Resources for Architecture (DRA). We included DRA, since it has the
most experience with the Addison Oaks Conference Center and the necessary drawings to complete the
drawing and specifications for the window replacement.
For the EECBG Grant, we want to concentrate on projects that have the longest payback periods, simply
because they would be the hardest to justify if we were to expend our funds to complete the work. Based
on this concept the following projects have been preliminarily identified:
Window Replacement
o This would not be 100% covered by the grant since architectural embellishments are not funded
by the grant; however OCPRC will want to keep the integrity of the original windows.
o Portions, if not all, of the architectural services will be covered by grant funding.
o Contracted out to a vendor.
o We would have to submit our previously created SHPO Application of Waiver to proceed with this
project.
■ DRA will be reviewing this application before we submit it, as one of its staff members is
experienced in these efforts.
ACC — Insulation
o This would be 100% covered by grant funding.
o Contracted out to a vendor.
Park -wide — Interior Lighting Replacement
o This would be 100% covered by grant funding.
o Contracted by an existing electrical service contractor (Moote).
Remaining Projects
o These would be 100% covered by grant funding.
o Completed with current staff.
o We will need to confirm staffing and resources to complete these items.
During this meeting, the topic of retrofitting exterior parking lot lights was discussed, since five out of ten
administration parking lot lights do not work. Staff has tried to find replacement parts for these lights from
two vendors. Additionally, staff have discussed this with our electrical engineer and confirmed that we
would need to retrofit all light fixtures, since parts were not available. Therefore, Steve Stanford
suggested that we include these fixtures as part of the grant.
As part of the County EECBG Grant, Facilities Engineering is retrofitting over 300+ parking lot lights with
LED lighting. Staff is in the process of obtaining a proposal from the engineer to include not only the
administration parking lot but also include the Red Oaks Dog Park lighting, since it is expected that the
light ballasts will require replacement in the near future. We currently have one fixture not working.
These fixture retrofits and engineering would be 100% covered by the EECBG Grant.
Therefore proposals have been requested from FTC&H ($1,200) to audit these fixtures and Berbiglia
Associates, Inc (BAI) who is the electrical engineer currently working on the Oakland County Parking Lot
Lighting Retrofits.
Currently the estimated yearly energy saving is $28,783. Staff expects this to be more when other
facilities are added.