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Agendas/Packets - 2011.09.07 - 40206
2800 Watkins Lake Road • Bldg 97W • Waterford, MI 48328-1917 248.858.0906 • 1.888.00PARKS • DestinationOakland.com OZAKLANDCOUNTYPARKS Gerald A. Fisher Chairman John P. McCulloch Vice Chairman J. David VanderVeen Secretary Pecky D. Lewis, Jr. Chairperson Emeritus A. David Baumhart III Robert Kostin Christine Long Gary R. McGillivray '-h Scott ;. Wilson Daniel J. Stencil Executive Officer August 30, 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 Office 2800 Watkins Lake Road Waterford, MI 48328 TIME .................................... Wednesday, September 7, 2011 9:00 a.m. PURPOSE ................................. Regular Meeting This meeting has been called in accordance with the authorization of Chairman Gerald Fisher of the Oaland County Parks and Recreation. Sincerely, Daniel J. Stencil Executive Officer Next Meeting: Wednesday, October 5, 2011 0 ur mission is to provide quality recreational experiences that encourage healthy lifestyles, support economic prosperity and promote the protection of natural resources. ecreation Commission Meeting County parks and R offices Oakland ecreation Admmistration 48328 parks & R ake Road W aterford, MI ?500 Watkins 1 September 7, 2011 9;00 AM A 1 Call Meeting to Order 2 Roll Call 3. Pledge of Allegiance eeting 1 Regular M Meeting 4. App inutes. August 3, 201ecial M roval of M August 11, 2011 Sp 5. Approval of Agenda 6 public C omments CONSENT AGENDA ouchex Register for mont d n a07/31/11 payment Register for month en ervice Funds Journal V A hiternal S 10 FY 11); �F/M 10 FY 1) for almonth ending tatements Executive Summary $ Monthly FinanciFY 11) 07/31/11 (FM 10, C. 3PD ()uarter Financial Forecast ADA g. REGULAR GENOaks—North Foundation -Independence A Carl's Catch -and -Release B. Establishing Upper Bushman Lake as Fishing Facility INS N Action Re aired Approval Approval Approval Approval Approval Receive & File presentation Approval presenter/Phone # G. Fisher/245.514.9514 G. Fisher G. Fisher K. Rohn/24S.S5S.4606 K. X ohn G, Fisher/D. Stencil 24g.858.4944 G. Fisher/D- Stencil J.Phelps 24S.S5S.5319/D- Stencil J. phelps/D. Stencil J. Phelps/D- Stencil D. Stencil rittany Bird 24S S59.1i26/D- Stencil B dependence Nat�aze Centex teal �' eightsNatuze C�pdate Maths°n� pzogxax11n�in� C. lnterC�retive Catalp a Oaks val _ Sudget Amendn1ent es Contzact AppxO xofessional Sexvic ert e lacernent�r �eci 0 D P ndence yaks ca R p mlnelldan tlo Reco E- Indepe eld DaksDal"Report & F - 5pxingfi vpORTS distr1buted at zoeeting 9 ST Ae�vity Rep°xt (Zo be ive Of£icex' s Report ecUt Melds 248'85 4d341D • 5te"cil •85g tench • ational , .wells llox� �48.858 4623ID . 5 Inlolm M. Donne . D°�e11onID •Stencil AppxOval NL onnello�D Stencil Appx°val M• D AppzOval oSS B i3ST 10.0 LD 15SBSS B 11 �Ew RN 0ctobex 5 2�11 12• �, o�,.�- 9 a.lz1n�w��n�5day �eXt-�eet��g • g58 4641 1 �48 LDC Zr B 343 3165 ?-ecexve and�xle Stencil Receiv e andxle G Fisrex G. Fisl�ex OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING August 3, 2011 Chairman Fisher called the meeting to order at 9:06 a.m. in the manor house at Independence Oaks -North. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen, Chairperson Emeritus Pecky D. Lewis, Jr., A. David Baumhart III, Robert Kostin, Gary McGillivray, John Scott, Eric Wilson COMMISSION MEMBERS ABSENT: Christine Long ALSO PRESENT: Parks and Recreation OC Fiscal Services OC Corporation Counsel OC Facilities Maintenance & Operations Michigan Dept. of Natural Resources Oxford Township Parks and Recreation WELCOME: Daniel Stencil, Executive Officer Mike Donnellon, Chief -Parks Fac., Maint. & Ops. Terry Fields, Chief - Recreation Programs & Services Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District Larry Gee, Chief, Parks Ops. & Maint. — S. District Karen Kohn, Supervisor — Administrative Services Desiree Stanfield, Communications Supervisor Jon Noyes, Planning Supervisor Phil Castonia, Business Development Representative Brittany Bird, Natural Resources Planner Stephanie Mackey, Business Development Representative Vicky Valko, Secretary III Linda Hegstrom, Project Advisor Jeff Phelps, Supervisor II Jody Hall, Assistant Corporation Counsel Mike Hughson, Property Management Specialist Jim Francis, Fish Biologist, Fisheries Division Ron Davis, Director Chairman Fisher welcomed A. David Baumhart III, new parks commissioner appointed to fill Mr. Palmer's vacancy on the board. APPROVAL OF MINUTES: Moved by Mr. Wilson, supported by Mr. McGillivray to approve the minutes of the regular meeting of July 6, 2011, as written. AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, Wilson (8) NAYS: (0) Motion carried on a voice vote. APPROVAL OF AGENDA: Moved by Mr. Kostin, supported by Mr. VanderVeen to approve the agenda as amended. AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) 4-1 (Commission Meeting, August 3, 2011) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: Ron Davis, Oxford Township Parks and Recreation Director, presented the Parks Commission and staff a picture plaque in recognition and thanks for our support and co-sponsorship of their annual Seymour Celebration. CONSENT AGENDA: Moved by Mr. Lewis, supported by Mr. Wilson to approve all items under the Consent Agenda as follows: Internal Service Funds Journal Voucher Register for month ending 6/30/11 (FM 9, FY 11); Payment Register for month ending 6/30/11 (FM 9, FY 11); and Monthly Financial Statement Executive Summary for month ending 6/30/11 (FM 9, FY 11). AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. AWARD PRESENTATION: On behalf of the National Association of County Parks and Recreation Officials, Executive Officer Dan Stencil presented Chairperson Emeritus Pecky Lewis with a plaque honoring him as a 2011 Outstanding Public Official in recognition of his outstanding service and leadership. Waterford Oaks BMX hosted the 2011 USA BMX Great Lakes National Race the weekend of July 29 — 31. The Waterford Oaks BMX Volunteer Association presented Executive Officer Dan Stencil with an award in recognition of his dedication to the program since its inception. UPPER BUSHMAN LAKE SURVEY RESULTS AND SPECIAL DESIGNATION RECOMMENDATIONS; INDEPENDENCE OAKS -NORTH: Natural Resource Planner Brittany Bird presented an introductory summary of the assets gained through the acquisition of the 188-acre Upper Bushman Lake parcel. She shared information on staff's investigation into the potential of having Upper Bushman Lake approved for a catch -and -release fishing designation. MDNR Fish Biologist Jim Francis briefly shared some of the results of a fish survey conducted on the fish community of the lake. Mr. Francis indicated the lake scored very well. A catch -and -release designation, if approved, would protect the fish community as well as the spawning habitat which is limited on the lake. Currently there are only 37 lakes in the state carrying a special designation; if approved, Upper Bushman Lake would be the only public access lake in the lower peninsula with a catch -and -release designation - Staff has been meeting with local sporting groups, such as the MUCC and the Oakland County Sportsmen's Club; so far there has been overwhelming support for the idea. Staff will continue to meet with groups and will provide a summary of the responses received. Staff will bring a resolution for Commission consideration/adoption at the September 7 meeting. The Michigan Natural Resources Commission will also be reviewing the information for their approval. If approval is received by both entities, the special designation will go into effect April 1, 2012. Designations are reviewed/re- evaluated on a five-year cycle. 4-2 (Commission Meeting, August 3, 2011) UNCOLLECTIBLE NON -SUFFICIENT FUNDS: Moved by Mr. McCulloch, supported by Mr. Wilson to approve the write off of the uncollectible non -sufficient funds totaling $114.00 as noted in the Uncollectible NSF Checking Listing for the period of January 1, 2011 — June 30, 2011. AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. Staff is currently investigating the potential of eliminating the acceptance of personal checks throughout the parks system. OTTMAN RESIDENTIAL LEASE - INDEPENDENCE OAKS: Moved by Mr. Kostin, supported by Mr. VanderVeen to adopt the following resolution in support of the residential lease for Independence Oaks: WHEREAS, the County of Oakland is the owner of Independence Oaks County Park; and WHEREAS, a 760-square foot house, identified as 5511 Oakhill Road, Clarkston, Michigan 48348, is located on the grounds of Independence Oaks County Park; and WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house located at 5511 Oakhill Road, Clarkston, Michigan 48348 to Kristy Ottman Leahy for a period commencing September 15, 2011 through September 14, 2016; and WHEREAS, under the terms and conditions of the attached Lease Agreement Kristy Ottman Leahy will pay rent as follows: September 15, 2011 to December 31, 2011 $700.00 per month January 1, 2012 to December 31, 2012 $714.00 per month January 1, 2013 to December 31, 2013 $728.00 per month January 1, 2014 to December 31, 2014 $743.00 per month January 1, 2015 to December 31, 2015 $758.00 per month January 1, 2016 to September 14, 2016 $773.00 per month each month and pay all utility costs; and WHEREAS, the Departments of Facilities Management and Corporation Counsel have reviewed and/or prepared all necessary documents related to the attached lease agreement; and WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission and the Department of Facilities Management that the Oakland County Board of Commissioners accept and approve the terms and conditions of the attached Lease Agreement. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners 4-3 (Commission Meeting, August 3, 2011) approve and authorize the attached Lease Agreement between the County of Oakland and Kristy Ottman Leahy. BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and Recreation Rental House Revenue fund line item. AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. Mr. Hughson reminded the Commission that, in accordance with the stipulations of the MNRTF grant, this lessee will be eligible to receive up to $5,200 in relocation funds when she vacates this house. The lessees in the farmhouse on this property will have the same option when they vacate the property. Funds for the relocation were included in the grant funds already received; the costs will now be the responsibility of the Parks Commission. MICHIGAN NATURAL RESOURCES TRUST FUND GRANT AGREEMENTS: Staff indicated the grant for the 2007 Addison Oaks Property Acquisition has been removed for consideration, as the property owner no longer wishes to sell. A letter will be sent to the Michigan Natural Resources Trust Fund informing them we are not pursuing the grant as we no longer have a willing seller. Moved by Mr. McCulloch, supported by Mr. Lewis to adopt the following resolutions in support of the approval of the grant agreements by the Oakland County Board of Commissioners: WHEREAS, the Oakland County Parks and Recreation Commission has been notified of the award of the TF07- 030 ADDISON OAKS TRAIL CONNECTOR DEVELOPMENT GRANT, administered by the Michigan Natural Resources Trust Fund Board and the Michigan Department of Natural Resources; and WHEREAS, the Two Hundred Twenty -Eight Thousand Eight Hundred ($228,800.00) dollar grant will help offset the cost of developing this project, which will substantially increase the recreational opportunities offered at Addison Oaks County Park; and WHEREAS, the matching funds for the ADDISON OAKS TRAIL CONNECTOR DEVELOPMENT GRANT will come from the'/ mil for parks. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission supports the acceptance of the TF07- 030 ADDISON OAKS TRAIL CONNECTOR DEVELOPMENT GRANT. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission recommends that upon the approval of the Grant Agreement by Oakland County Corporation Counsel, said agreement will be forwarded to the Oakland County Board of Commissioners for consideration and approval. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission has included the GRANT REVENUE and PROJECT EXPENSES for said project in the budget for FISCAL YEAR 2012; thereby eliminating the need for a BUDGET AMENDMENT. and 4-4 (Commission Meeting, August 3, 2011) WHEREAS, the Oakland County Parks and Recreation Commission has been notified of the award of the TF10-098 NATURAL AREA ACCESSIBILITY IMPROVEMENTS AT HIGHLAND, LYON, RED AND ROSE OAKS COUNTY PARKS administered by the Michigan Natural Resources Trust Fund Board and the Michigan Department of Natural Resources; and WHEREAS, the Three Hundred and Eight Thousand ($308,000.00) dollar grant will help offset the cost of trail development, which will substantially increase the recreational opportunities offered at Highland, Lyon, Red and Rose Oaks County Parks; and WHEREAS, the matching funds for the NATURAL AREA ACCESSIBILITY IMPROVEMENTS GRANT will come from the % mil for parks. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission supports the acceptance of the TF10-098 NATURAL AREA ACCESSIBILITY IMPROVEMENTS AT HIGHLAND, LYON, RED AND ROSE OAKS COUNTY PARKS grant. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission recommends that upon the approval of the Grant Agreement by Oakland County Corporation Counsel, said agreement will be forwarded to the Oakland County Board of Commissioners for consideration and approval. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission has included the GRANT REVENUE and PROJECT EXPENSES for said project in the budget for FISCAL YEAR 2012; thereby eliminating the need for a BUDGET AMENDMENT. AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. Discussion followed on the Michigan Natural Resources Trust Fund Board, their procedures, policies, and priorities. PURCHASING THIRD QUARTER REPORT: The Purchasing Report for the Third Quarter of Fiscal Year 2011 was accepted as presented. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's report filed in the agenda, the following information was noted: ---Bids for the construction of Catalpa Oaks Phase I are due August 11. A special Parks Commission meeting is scheduled for 9 a.m. on Wednesday, August 17 with the expectation of approving a contract. ---Vicky Valko, new part-time secretary to Dan, Sue Wells, and the Parks Commission, was introduced. Vicky has suggested a new template for Commission meeting agenda items, which will be instituted beginning with the September 7 meeting. ---Recreation program staff, as directed by the Commission, has re -directed the funds from the Wint Nature Center at Independence Oaks to the nature center at Madison Heights. Staff is assessing the situation, assessing the needs for the staff/facility, and will be bringing recommendations at the September 7 meeting. 4-5 (Commission Meeting, August 3, 2011) ---Oakland County Parks and Recreation has been selected to be the featured agency in the September issue of the National Recreation and Park Association's Parks and Recreation Magazine. ---Commissioner McGillivray inquired about the revenues for the waterparks, in response to the hot weather Michigan experienced throughout July. Staff will present financial and attendance figures at the next meeting. OLD BUSINESS: None NEW BUSINESS: Commissioner Kostin related information on a zip -line recreational experience for staff's consideration. Executive Officer Stencil shared updated information on the state's Recreation Passport Program and shared staff's interest in the potential of a similar county initiative. Commission concurred to have staff investigate the potential opportunities. The next Commission meeting will be a special meeting held at 9:00 a.m. on Wednesday, August 17, 2011 at the Parks Commission's administration office. Meeting was adjourned at 10:10 a.m. J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary on OAKLAND COUNTY PARKS AND RECREATION COMMISSION SPECIAL MEETING August 17, 2011 Chairman Fisher called the special meeting to order at 9:10 a.m. in the commission room of the Parks Commission's administration office. The purpose of the special meeting was to address recommendations from staff on Catalpa Oaks Phase I Construction Contract and Addison Oaks Windows and Insulation Bid through the Energy Efficiency Community Block Grant. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen, Chairperson Emeritus Pecky D. Lewis, Jr., A. David Baumhart III, Robert Kostin, Gary McGillivray, John Scott, Eric Wilson COMMISSION MEMBERS ABSENT: Christine Long ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Susan Wells, Manager-P & R Operations Mike Donnellon, Chief -Parks Fac., Maint. & Ops. Terry Fields, Chief - Recreation Programs & Services Larry Gee, Chief, Parks Ops. & Maint. — S. District Karen Kohn, Supervisor — Administrative Services Desiree Stanfield, Communications Supervisor Zach Crane, Architectural Engineer II Vicky Valko, Secretary I OC Fiscal Services Jeff Phelps, Supervisor II OC Purchasing Ed Tucker, Buyer Barton Malow Design Duane McDevitt, Director, Professional Services Brian Gorzynski, Director, Design APPROVAL OF AGENDA: Moved by Mr. Kostin, supported by Mr. Scott to approve the agenda as presented. AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, Wilson (8) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: There were no comments or questions received by the public. Motion carried on a voice vote. CATALPA OAKS CONSTRUCTION CONTRACT REPORT AND RECOMMENDATIONS: Staff reported that the bids received for the construction contract for the Phase I development of Catalpa Oaks were in excess of $1.5 million; there was $1 million budgeted for this portion of the project. Staff 4-7 (Commission Meeting, August 17, 2011) recommended postponing the contract approval until it could be reviewed for reductions (value engineering). Staff also presented a revised tentative project schedule reflective of the additional time required for these reviews. The Barton Malow Design team does not yet have the specific answers to why the bid was so much more than the original project estimate. Cost breakdown in the bids for the trades is expected to be complete by August 26; those details will be provided to the commissioners. Some value engineering points being considered include: • Re -designing the roof • Downsizing the utility service • Modifying how the irrigation service is brought into the building Commission expressed a number of concerns, including: • Change/delays in the construction timeline • Whether the changes resulting from the value engineering will require additional approval from the City of Southfield • Whether engineering and architectural opportunities similar to the concession building at Red Oaks need to be reconsidered • Construction delay vs higher costs of winter construction, and what can be accomplished without incurring winter costs After discussion, Commission directed staff to: • Provide new value engineering recommendations at the September 7 Commission meeting • Provide a new construction schedule • Consider a special meeting in October for the purpose of approving a construction contract • Incorporate a groundbreaking ceremony into the November meeting ADDISON OAKS — WINDOWS AND INSULATION BID ENERGY EFFICIENCY COMMUNITY BLOCK GRANT REPORT: Staff reported on the Addison Oaks Conference Center Windows and Insulation Project, which includes repairing the windows and adding storms, plus insulation. Funds for the project are through the Energy Efficiency Community Block Grant (EECBG) for energy audits and improvements for a portion of the park facilities. Parks received $325,000 through the grant for this purpose; the grant expires December 31, 2011. Purchasing released this project twice through the Michigan Intergovernmental Trade Network (MITN), and staff followed up with phone calls to all vendors who downloaded the entire document packet. However, only one incomplete bid was received the first time and no bids were received the second time. Vice Chairman McCulloch suggested consideration to conduct the bidding on this project as a professional services contract. Moved by Mr. McCulloch, supported by Mr. Wilson to bid the Windows and Insulation Project for the Addison Oaks Conference Center be rebid as a professional services contract. AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. Staff will look at alternate projects for this grant funding and continue to report project progress to the Commission. Staff will also determine whether there will be extension of the grant funding deadline. (Commission Meeting, August 17, 2011) INDIANWOOD GOLF AND COUNTRY CLUB LICENSE AGREEMENT FOR USE OF ORION OAKS DOG PARK - 2012 US SENIOR OPEN GOLF TOURNAMENT: Assistant Corporation Counsel Jody Hall is addressing several issues related by Chairman Fisher. Moved by Mr. Wilson, supported by Mr. McCulloch to approve the License Agreement for the use of Section B and C of the Orion Oaks Dog Park for parking during the 2012 U.S. Senior Open Golf Tournament being hosted by the Indianwood Golf and Country Club, contingent upon issues being addressed and approved by Corporation Counsel. AYES: Baumhart, Fisher, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. ACTIVITY REPORT: The Activity Reports for June and July (FM 09 and 10, FY 2011) were accepted as filed. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's report filed in the agenda, the following information was noted: ---The department has received a Certificate of Recognition for increased staff participation in the county's Oakfit Program. ---Oakland County Parks and Recreation Commission will be featured in the Agency Spotlight of the September issue of the National Recreation and Park Association's Parks and Recreation Magazine. ---Staff has learned the National Bicycle League filed for bankruptcy. They have merged with USA BMX, but still will be working with Corporation Counsel to see if we can recover our race participant fees for May/June, 2011 of $1,600. OLD BUSINESS: None NEW BUSINESS: ---Marketing initiatives were discussed for golf, Waterford Oaks, and parks/events in general. Commission suggested considering hiring a marketer on a contractual basis and initiating a marketing effort on a modular basis — golf, waterparks, camping. Staff noted marketing is limited until we put more resources toward it, but will provide a report on the marketing initiatives undertaken this year. Also, the proposed Waterford Oaks master plan will be presented to the Commission within the next few months for input. ---Committee to review procedures on capital improvement projects will be placed on the Executive Committee agenda for discussion. ---Oak Management has indicated they have an interest in giving up the concessions and camp store operations effective January 1, 2012. Staff is looking at the possibility of several RFPs and breaking up concessions into different components. The food and beverage Request for Proposals (RFPs) will be placed 4-9 (Commission Meeting, August 17, 2011) on the Executive Committee agenda for discussion. ---Due to a conflict with the National Recreation and Park Association Annual Congress, Commission approved moving the November Commission meeting date to November 9. The next Commission meeting will be held at 9:00 a.m. on Wednesday, September 7, 2011. Meeting was adjourned at 10:30 a.m. ' -L)J J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary 4-10 ITEM # 7 A OAKLAND COUNTY PARKS AND RECREATION COMMISSION PAYMENT APPROVAL SUMMARY FOR MEETING OF: September 7, 2011 *INTERNAL SERVICE AND DEPARTMENT FUNDS PAYMENT REGISTER: July (FM10, 2011) *VOUCHER PAYMENT REGISTER: Voucher Report Period, July (FM10, 2011) TOTAL *BACKUP INFORMATION IS AVAILABLE FOR REVIEW. 1,864,262.58 532,549.02 $2,396,811.60 7A -1 ITEM # 7 B OAKLAND COUNTY PARKS AND RECREATION COMMISSION MONTHLY FINANCIAL STATEMENTS EXECUTIVE SUMMARY FM 10, FY 2011 (FOR MONTH ENDING 7131/11) FY 2011 (OVER), UNDER % OF OPERATING BUDGET - Section A BUDGET YEAR TO DATE BUDGET BUDGET Operating Revenue $25,019,813.00 $18,635,467.11 $6,384,345.89 74.5% Operating Expense $25,019,813.00 $15,628,248.17 $9,391,564.83 62.5% REVENUE OVER/(UNDER) EXPENSES $0.00 $3,007,218.94 ($3,007,218.94) 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 PROJECT % OF BUDGET PLAN - Section B PROJECT COST PAYMENTS* BALANCE BUDGET TOTAL $17,196,524.51 $6,038,392.29 $11,158,132.22 35.1% *Includes prior fiscal years carry over expenses of $5,390,336.92 FY 2011 Capital Stabilization Fund earmark $0 (recommend establishing in FY 2012 ) CAPITAL EQUIPMENT BUDGET PLAN - Section C TOTAL FY 2011 BUDGET YEAR TO DATE EXPENSE (OVER), UNDER % OF PAYMENTS BUDGET BUDGET $18,956.12 $13,356.12 $5,600.00 70.5% SUMMARY of Sections A, B, and C 7B-1 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS FM 10, FY 2011 (FOR MONTH ENDING 7/31/11) 2011 YEAR TO (OVER), % OF REVENUE BUDGET DATE UNDER BUDGET BUDGET ADMINISTRATIVE SERVICES: Millage Tax $12,586,000.00 $12,745,382.98 ($159,382.98) 101.3% Other 272,300.00 239,005.39 33,294.61 87.8% GLEN OAKS GOLF COURSE 1,058,016.00 684,333.92 373,682.08 64.7% LYON OAKS GOLF COURSE 1,188,290.00 809,674.38 378,615.62 68.1% RED OAKS GOLF COURSE 413,900.00 224,550.17 189,349.83 54.3% SPRINGFIELD OAKS GOLF COURSE 759,600.00 483,712.77 275,887.23 63.7% WHITE LAKE OAKS GOLF COURSE 884,432.00 531,961.46 352,470.54 60.1% INDEPENDENCE OAKS NATURE CENTER 31,800.00 27,277.94 4,522.06 85.8% ADDISON OAKS 444,780.00 317,740.22 127,039.78 71.4% ADDISON OAKS CONFERENCE CENTER 126,000.00 66,720.48 59,279.52 53.0% GROVELAND OAKS 678,700.00 480,308.90 198,391.10 70.8% HIGHLAND OAKS 3,000.00 850.00 2,150,00 28.3% INDEPENDENCE OAKS 317,622.00 246,688.98 70,933.02 77.7% LYON OAKS 85,000.00 50,392.00 34,608.00 59.3% ORION OAKS 121,000.00 82,070.10 38,929.90 67.8% RED OAKS DOG PARK 42,100.00 30,210.00 11,890.00 71.8% ROSE OAKS 2,000.00 9,806.00 (7,806.00) 490.3% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 60,874.00 53,007.38 7,866.62 87.1% WATERFORD OAKS ACTIVITY CENTER/PARK 45,649.00 41,538.65 4,110.35 91.0% RECREATION PROGRAMS & SERVICES 435,390.00 148,031.50 287,358.50 34.0% CATALPA OAKS 10,000.00 1,775.00 8,225.00 17.8% RED OAKS WATERPARK 948,680.00 860,921.72 87,758.28 90.7% WATERFORD OAKS BMX COMPLEX 21,780.00 11,121.50 10,658.50 51.1% WATERFORD OAKS TOBOGGAN COMPLEX 11,000.00 7,376.00 3,624.00 67.1% WATERFORD OAKS WATERPARK 820,100.00 481,009.67 339,090.33 58.7% NON -OPERATING PLANNED USE OF BALANCE 3,651,800.00 0.00 3,651,800.00 N/A TOTAL REVENUE $25,019,813.00 $18,635,467.11 $6,384,345.89 74.5% EXPENSES ADMINISTRATIVE SERVICES $6,012,790.00 $4,182,112.98 $1,830,677.02 69.6% FISCAL SERVICES ADMINISTRATION 154,010.00 90,919.36 63,090.64 59.0% FISCAL SERVICES PARKS & REC 274,659.00 176,205.06 98,453.94 64.2% GLEN OAKS GOLF COURSE 1,147,642.00 878,888.45 268,753.55 76.6% LYON OAKS GOLF COURSE 2,038,833.00 1,205,327.59 833,505.41 59.1% RED OAKS GOLF COURSE 696,381.00 435,059.61 261,321.39 62.5% SPRINGFIELD OAKS GOLF COURSE 894,827.00 542,876.62 351,950.38 60.7% WHITE LAKE OAKS GOLF COURSE 1,125,181.00 647,266.71 477,914.29 57.5% INDEPENDENCE OAKS NATURE CENTER 510,764.00 336,420.65 174,343.35 65.9% ADDISON OAKS 1,522,764.00 925,163.81 597,600.19 60.8% ADDISON OAKS CONFERENCE CENTER 244,552.00 133,752.77 110,799.23 54.7% GROVELAND OAKS 1,341,486.00 792,992.01 548,493.99 59.1% HIGHLAND OAKS 86,481.00 28,192.90 58,288.10 32.6% INDEPENDENCE OAKS 938,255.00 708,155.19 230,099.81 75.5% LYON OAKS 377,822.00 234,333.90 143,488.10 62.0% ORION OAKS 191,747.00 119,347.76 72,399.24 62.2% RED OAKS DOG PARK 64,526.00 32,196.53 32,329.47 49.9% ROSE OAKS 78,581.00 42,267.87 36,313.13 53.8% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 467,810.00 268,944.47 198,865.53 57.5% WATERFORD OAKS ACTIVITY CENTER/PARK 684,077.00 327,478.66 356,598.34 47.9% RECREATION PROGRAMS & SERVICES 1,256,735.00 832,685.07 424,049.93 66.3% CATALPA OAKS 142,503.00 25,343.36 117,159.64 17.8% RED OAKS WATERPARK 1,272,270.00 868,246.08 404,023.92 68.2% WATERFORD OAKS BMX COMPLEX 62,511.00 30,714.88 31,796.12 49.1% WATERFORD OAKS TOBOGGAN COMPLEX 235,279.00 113,708.53 121,570.47 48.3% WATERFORD OAKS WATERPARK 1,101,382.00 659,300.96 442,081.04 59.9% FACILITIES & MAINTENANCE 1,395,945.00 820,403.44 575,541.56 58.8% CONTINGENCY/INTERNAL SERVICE CHARGES* 700,000.00 169,942.95 530,057.05 N/A TOTAL EXPENSES $25,019,813.00 $15,628,248.17 $9,391,564.83 62.5% REVENUE OVER/(UNDER) EXPENSES $0.00 $3,007,218.94 ($3,007,218.94) 2011 2010 2009 2008 ACTUAL REVENUE TO DATE: 74.5% 71.3% 87.3% 90.0% BUDGET BALANCE: 25.5% 28.7% 12.7% 10.0% ACTUAL EXPENSE TO DATE: 62.5% 59.4% 63.9% 68.5% BUDGET BALANCE: 37.5% 40.6% 36.1% 31.5% 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 5/31110. *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 10, FY 2011 (FOR MONTH ENDING 7/31111) CONTINGENCY: BUDGET AMENDMENTS CONTINGENCY: PENDING OTHER: BUDGET AMENDMENTS $16,000 to Independence Oaks -Donations (OCPR May/Posted June) $16,000 to Independence Oaks -Land and Improvements (OCPR May/Posted June) OTHER: PENDING (Page 2 of 3) 7B-3 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS REVENUE AND EXPENSE COMPARISON FM 10, FY 2011 (FOR MONTH ENDING 7/31/11) YEAR TO DATE YEAR TO DATE REVENUE OVER PARK REVENUE EXPENSE (UNDER)EXP. 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 $12,984,388.37 0.00 0.00 12,984,388.37 684,333.92 809,674.38 224,550.17 483,712.77 531,961.46 2,734,232.70 $4,182,112.98 90,919.36 176,205.06 4,449,237.40 878,888.45 1,205,327.59 435, 059.61 542,876.62 647,266.71 3,709,418.98 $8,802,275.39 (90,919.36) (176,205.06) 8,535,150.97 (194,554.53) (395,653.21) (210,509.44) (59,163.85) (115,305.25) (975,186.28) 27,277.94 336,420.65 (309,142.71) 27,277.94 336,420.65 (309,142.71) 317,740.22 66, 720.48 480,308.90 850.00 246,688.98 50, 392.00 82,070.10 30,210.00 9,806.00 53,007.38 41,538.65 1,379,332.71 148,031.50 1,775.00 860,921.72 11,121.50 7,376.00 481,009.67 1,510,235.39 925,163.81 133,752.77 792,992.01 28,192.90 708,155.19 234,333.90 119, 347.76 32,196.53 42,267.87 268,944,47 327,478.66 3,612,825.87 832,685.07 25,343.36 868,246.08 30,714.88 113, 708.53 659,300.96 2,529,998.88 (607,423.59) (67,032.29) (312,683.11) (27,342.90) (461,466.21) (183,941.90) (37,277.66) (1,986.53) (32,461.87) (215,937.09) (285,940.01) (2,233,493.16) (684,653.57) (23,568.36) (7,324.36) (19,593.38) (106, 332.53) (178,291.29) (1,019,763.49) 0.00 820,403.44 (820,403.44) 0.00 820,403.44 (820,403.44) 0.00 $18,635,467,11 169, 942.95 $15,628,248.17 *CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT. (169,942.95) $3,007,218.94 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) 7B-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 Capital Improvement Program Grand Total Oakland County Parks and Recreation Commission Capital Improvement Program (CIP) Budget Plan Report FM 10, FY 2011 As of 7/31/11 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 Project 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 (200,000.00) (200,000,00) 2,010,000.00 (1,692.80) 0,00 0.00 2,008,307.20 1,395,000.00 0,00 (65,000,00) (65,000.00) 1,330,000.00 (55,688.50) 0.00 0.00 1,274,311.50 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 O.OD 120,000.OD (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 (432,714.19) (430,714.19) 3,565,285.81 (3,180,792.14) 0.00 0.00 384,493.67 143,476.97 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 29,647.38 52,327.86 1,565,955.86 (1,069,446.58) 0.00 0.00 496,509.28 732,000.00 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 (32,348.03) 0.00 0.00 1C7,651.97 1,609,999.57 110,638.45 4,528.44 115,166.89 1,725,166.46 (1,635,166.46) 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) 663,538.37 528,219.44 2,265,639.41 0.00 0.00 0.00 2,265,639.41 $17,196,524.51 $0.00 $0.00 $0.00 $17,196,524.51 ($6,038,392.29) $0.00 $0.00 $11 158 132 22 (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 2128/10 Estimated Project 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 Adiustment 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 Adiustment is the sum of "FY 2010 Adjustment" and "FY 2011 Adjustment" figures. New Estimated Proiect Cost is the sum of "2/28I10 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. 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. 78-5 CIP Summary Page 1 of 2 Oakland County Parks and Recreation Commission Capital Improvement Program (CIP) Budget Plan Report FM 10, FY 2011 As of 7/31/11 Summary Total for All Parks Note: The Capital Improvement Program Budget Plan (CIP) is a comprehensive, multi -year plan of capital projects that support the Parks and Recreation department, and the Parks and Recreation Commission, in its efforts to effectively and efficiently provide services to the citizens of Oakland County. Every spring, the CIP Budget Plan is updated as new projects are identified and old projects are completed or reprioritized, and is included in the proposed/recommended budget. The CIP Budget Plan is not a budgetary commitment, but rather a planning document that lists the priorities from the department's and Commission's perspective. It forecasts facility needs and includes what at this point in time are cost estimates. The project descriptions and costs included are based on initial project scope definitions and are subject to revision as more detailed plans are developed. Some of these projects may not be done at all if alternative solutions are found or funding is unavailable. Others may be pushed back or moved up as dictated by facility needs and budget realities. Inclusion in the CIP Budget Plan does not indicate approval for a project to move forward without first identifying a funding source and receiving the approval of the Parks and Recreation Commission, and the Oakland County Board of Commissioners. The CIP is a perpetual budget plan. The project, budget dollars, budget adjustments, and expenses are carried forward from one fiscal year to the next fiscal year until the project is fully completed (after all expenses have been paid and recorded) or until the project is cancelled or postponed. At the end of the fiscal year the project is completed, the project is closed and the cost is transferred from a General Ledger Construction in Progress account to the appropriate Fixed Assets General Ledger account and depreciation on the project begins. When the project is closed, if there is any remaining budget funds (budget dollars that were not spent), the remaining budget dollar balances are transferred to the CIP Contingency. At the beginning of each new fiscal year (10/1/XX), a new fiscal year monthly CIP Budget Plan Report is created from the new fiscal years adopted budget plan and the prior fiscal year ending CIP Plan Report. The process used to create the new fiscal year's monthly CIP Plan Report incorporates the following steps: 1. Concentrate only on prior and current fiscal year projects that have a funding source identified (do not include any unfunded future year projects). 2. Delete prior fiscal year projects that were closed to Fixed Assets, cancelled or postponed. 3. Sum the budget's "(prior fiscal year) Project Cost Estimate" figure, the "Adjustment to Project Cost" figure and the "(fiscal year) New Projects" figure to calculate the beginning fiscal year monthly plan report's "2/28/XX Estimated Project Cost" figure for each of the open projects. 4. Reconcile the Contingency page information for the months of March through September of the prior fiscal year. Carry forward any adjustments made to or from the contingency account for these months for projects carried over from the prior fiscal year to each project's "(prior fiscal year) Adjustment" column on each park's page (net new fiscal year funds). 5. Enter the Contingency page's figures onto the Summary page's contingency line. 6. Carry forward each project's prior year report figures for the "Amount Paid", "Contracts Retainer", and "Contracts Awarded, Encumbered Balance" to the current fiscal year's monthly report. 7. The "Project Balance" figure is then computed for each project. 8. Verify that each park's page column totals have transferred to the Summary page correctly. 9. Edit/update the Grant and Donation/Contribution information at the bottom of each park's page and also the Summary page. 10. Reconcile and verify the Adopted Budget Plan information and figures to the beginning fiscal year monthly report. CIP project guidelines definition for Oakland County Parks and Recreation: 1. Project that will add to the net worth of the Parks and Recreation system (a maintenance project would be included in the Operating Budget). 2. The minimum threshold for a CIP project will be $10,000 (using per unit guidelines), unless otherwise determined. 3. Project will be closed to Fixed Assets at the end of each fiscal year, unless otherwise determined. 4. Project must be able to be physically inventoried. 5. Project must be able to be depreciated (5 to 50 years depending on the classification type). Exception: land is not depreciated. A project priority listing by Fiscal Year is shown in a separate CIP "Project Management Plan" document . Note: Fund Equity's Operating and Capital Stabilization/Reserve Fund earmarks: • Fund Equity's Operating "Stabilization/Reserve Fund" earmark for FY 2011 is $6,250,000 (25 % of $25,003,813). The Operating "Stabilization/Reserve Fund" earmark ensures a stable cash flow for the future fiscal year's obligations and payments for the months of October, November and December. Collections on the future fiscal year's property tax revenue do not begin until after the property tax is levied in the future month of December. • Fund Equity's Capital "Stabilization/Reserve Fund" earmark for FY 2011 is $0.00. The Capital "Stabilization/Reserve Fund" earmark would provide funds for an unexpected/unbudgeted CIP project opportunity (as an alternative to bond funding). If it becomes necessary to utilize any $ of this fund earmark, this fund would be replenished with the next fiscal year's net income, until it becomes fully funded once again. 7B-6 CIP Summary Page 2 of 2 OAKLAND COUNTY PARKS & RECREATION COMMISSION (50800) OPERATING REVENUE OPERATING EXPENSE ADOPTED AMENDED BUDGET BUDGET ITEM # 7 C COUNTY OF OAKLAND FY 2011 THIRD QUARTER REPORT ENTERPRISE FUND PARKS & RECREATION FY 2011 VARIANCE 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. $ 25,003,813.00 $ 25,019,813.00 $ 24,379,813.00 $ 640,000.00 2.56% Most expenses are not expected to vary from the budget at this time. However, Depreciation is forecasted to be fay. $770,000 due to variance between budgeting practice and actual depreciation based on projected completion of projects. NET OPERATING INCOME (LOSS) $ (16,514,300.00) $ (16,530,300.00) $ (15,890,300.00) $ 640,000.00 3.87% NON -OPERATING REVENUE $ 12,862,500.00 $ 12,878,500.00 $ 12,949,500.00 $ 71,000.00 0.55% Fiscal Year 2011 property tax revenue for Parks and Recreation is based on 2010 (EXPENSE) Taxable Value (December, 2010 levy). Fay. $71,000 due to revised Taxable Value per Equalization's April Report. TOTAL INCOME BEFORE TRANSFERS $ (3,651,800.00) $ (3,651,800,00) $ (2,940,800.00) $ 711,000.00 19.47% TRANSFERS IN $ $ $ $ - 0.00% TRANSFERS OUT $ $ $ $ - 0.00% TOTAL NET INCOME (LOSS)" $ (3,651,800.00) $ (3,651,800.00) $ (2,940,800.00) $ 711,000.00 TOTAL NET ASSETS - BEGINNING $ 95,624,784.32 TOTAL NET ASSETS - ENDING $ 92,683,984.32 7 C -1 8/30/2011 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 7, 2011 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Submitted: August 30, 2011 Subject: Presentation to Carl's Foundation INTRODUCTION AND HISTORY AGENDA ITEM NO. 8 A EXECUTIVEOFFICER'S OFFICE The representatives from Carl's Foundation could not be present at the Independence Oaks -North Dedication Ceremony on August 3, 2011. We have contacted Carl's Foundation and a representative will be present at the Commission Meeting on September 7`". We will be making the presentation on behalf of the OCPRC to thank them for their generous donation which helped make the project possible. MW SEPTEMBER 7,12011 AKLAND COUNTY PARKS & RECREATION COMMISSION .AGENDA AGENDA ITEM No. 8 B PLANNING DIVISION To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Brittany Bird, Natural Resources Planner Submitted: September 1, 2011 Subject: Proposed Catch -and -Release Regulation for Upper Bushman Lake INTRODUCTION AND HISTORY In May 2011 the Michigan Department of Natural Resources (MDNR) Fisheries Division conducted a fisheries survey on Upper Bushman Lake at Independence Oaks -North County Park. The survey found high catch rates and above average sized game fish, including bluegill, pumpkinseed, largemouth bass, and northern pike. These findings are indicative of a lake that has had little fishing pressure. In order to maintain a high abundance of large fish, it is critical to restrict harvest. It is recommended to continue to allow fishing on Upper Bushman Lake, but eliminate harvest, in order to maintain this high -quality fishery. The goal for managing Upper Bushman Lake through special regulations (catch -and -release) is to provide diverse fishing opportunities. Diverse public fishing opportunities are created by managing select inland waters for quality fishing which includes maximizing the size of fish and the subsequent catch of large fish. Although restrictive regulations are required to create this diverse opportunity, there is an abundance of public fishing opportunities both in the immediate area and even within the existing park. Therefore, anglers who want to harvest fish have plenty of opportunities locally. Upper Bushman Lake is a prime candidate for special regulations. MDNR survey results document that this lake has the biological potential to support a high quality fishery (high catch rates and large -sized fish). Extensive wetlands comprise the shoreline of the lake making it relatively inaccessible to shore anglers. This creates two advantages, 1) limited access facilitates enforcement of special fishing regulations; and 2) provides an "up -north" aesthetic to the lake, which can be best enhanced by preserving the presence of large fish and diverse fishing opportunities through catch and release regulation. Managing fishing on Upper Bushman Lake with special regulation provides a unique opportunity. There are only 37 lakes in the state that allow a variance from the "standard" fishing regulations. Only one of these is in southeast Michigan, and that lake does not have public access. So Upper Bushman Lake would be the only public access lake in southeast Michigan managed with special fishing regulations. Anglers looking for unique fishing opportunities seek out these types of lakes which serve as a regional recreation draw for anglers. Special Designation Catch and Release Regulations for Upper Bushman Lake would allow Oakland County Parks to diversify the fishing opportunities afforded to the public and provide a framework for unique education and outreach programs in the area of fisheries conservation. ATTACHMENTS: - Resolution in Support of MDNR Proposed Fishing Order for Catch -and -Release Fishing Regulation for Upper Bushman Lake at Independence Oaks North County Park - Letter of Support from Ducks Unlimited - Letter of Support from Michigan B.A.S.S. Chapter Federation - Letter of Support from Clinton River Watershed Council - Letter of Support from Charter Township of Brandon - Letter of Support from Oakland County Bass Anglers Page 2 HELVAEM STAFF RECOMMENDATION Staff recommends adopting a Special Designation Catch -and -Release Rule for Upper Bushman Lake at Independence Oaks North to be enacted in April 2012 under the Michigan Department of Natural Resources Fishing Regulations. MOTION Move to adopt the Special Designation Catch -and -Release Rule for Upper Bushman Lake at Independence Oaks North, to be enacted in April 2012, under the Michigan Department of Natural Resources Fishing Regulations. RESOLUTION IN SUPPORT OF MICHIGAN DEPARTMENT OF NATURAL RESOURCES (MDNR) PROPOSED FISHING ORDER FOR CATCH -AND -RELEASE FISHING REGULATION FOR UPPER BUSHMAN LAKE AT INDEPENDENCE OAKS NORTH COUNTY PARK WHEREAS the Oakland County Parks and Recreation Commission has been notified of a baseline fisheries survey conducted by the MDNR Fisheries Division at Upper Bushman Lake in May 2011; and WHEREAS the results of the said survey indicate the presence of an exceptional fishery ranking at or above state averages in the areas of catch -per -unit effort, fish size, and fish growth rates; and WHEREAS the small (31-acre) size of the lake and the presence of limited spawning habitat increase the chance for overharvest under standard state catch limits; and WHEREAS the baseline survey results and lake characteristics have prompted MDNR Fisheries Biologists to recommend management of Upper Bushman Lake under catch -and -release regulations; and WHEREAS the designation of Upper Bushman Lake as a catch -and -release fishery would make it the only public -access lake managed under this regulation in SE MI, creating a unique recreational angling opportunity with regional draw; NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission supports the designation of Upper Bushman Lake at Independence Oaks North County Park as a Special Regulation Catch -and -Release Fishery by Order of the Michigan Department of Natural Resources (MDNR) Natural Resources Commission (NRC). Moved by: Supported by: Date: �-BUCKS August 15, 2011 UNLIMITED Mr. Dan Stencil Executive Officer Oakland County Parks 2800 Watkins Lake Road Waterford, MI 48328 GREAT LAKEs/ATLANTIC RLGIONAL OFHCE 1220 Eisenho ver Place Ann Arbor, toil 48108-3281 (734) 623 2000 Fax (734) 623-2035 twvfvv'Aucks org Subject. Independence Oaks - North, Upper Bushman Lake Special Designation Catch and Release Dear Mr. Stencil: Please convey to the Oakland County Parks and Recreation Commission, Duck Unlimited's support of the Special Designation Catch and Release regulation for Independence Oaks - North Upper Bushman Lake currently under consideration by Oakland County Parks and Recreation and the Michigan Department of Natural Resources (MDNR). Currently there are only 37 lakes in the state that allow a variance from the standard state fishing regulations and Upper Bushman Lake would become the only public access lake in Southeast Michigan managed with these special regulations. Special Designation Catch and Release Management of Upper Bushman Lake will provide diverse fishing opportunities to the population centers located in Southeast Michigan and bring additional recreation based revenues to the region. The adoption of this designation supports DU's mission to conserve, restore, and manage wetland and associated habitats for North America's waterfowl. These habitats also benefit other wildlife and people. Upper Bushman Lake is situated within a 944-acre Michigan Natural Features Inventory (MNFI) Priority One Conservation Area, is part of a 4-mile protected headwater stream system, and is bordered by a rare wetland complex. Applying special regulation fisheries management to this lake will ensure the health and function of its fisheries and associated public recreation opportunities it provides. This designation would also serve as a regional recreation draw, and provide a framework for unique education and outreach programs in the area of fisheries conservation. Ducks Unlimited supports the Oakland County Parks and Recreation and the Michigan Department of Natural Resources in pursuing special designation catch and release regulation for Upper Bushman Lake. Sinc�1-` Rebecca A. Humphries Director, Ducks Unlimited cc: Jim Dexter LE,v)rit !N \VETLAND� C'0NSH?V,A�iot:r 8 B-4 n Dedicated to Youth, Conservation and Bass Anglers of Michigan , Web Site: http://www.michiganbass.not Paul Sacks, President ` 3565 Port Cove Drive, #80, Waterford, Michigan 48328 August 3, 2011 Paul Sacks President Michigan B.A.S.S Chapter Federation, Inc,, DBA Michigan B.A.S.S. Federation Nation Subject: Independence Oaks - North, Upper Bushman Lake Special Designation Catch and Release Dear Oakland County Parks and Recreation Commission; On behalf of Michigan B.A.S.S. Federation Nation, I am writing in support of the Special Designation Catch and Release regulation for Independence Oaks - North Upper Bushman Lake currently under consideration by Oakland County Parks and Recreation and the Michigan Department of Natural Resources (MDNR). The goal for managing Upper Bushman Lake through Special Designation Catch and Release is to provide diverse fishing opportunities within the Southeast Michigan region, The adoption of this designation is important to the Michigan B.A.S.S. Federation Nation and we are pleased to support this initiative. A survey conducted by the MDNR Fisheries Division (May 2011) documented high catch rates and above average sized game fish in Upper Bushman Lake. Although restrictive regulations are required to preserve this unique fishery, public fishing opportunities are abundant both in the immediate area and the existing park, Currently there are only 37 lakes in the state that allow a variance from the standard fishing state fishing regulations and Upper Bushman Lake would be the only public access lake in Southeast Michigan managed with special fishing regulations. Managing Upper Bushman Lake for catch and release would diversify fishing opportunities afforded to the public in Southeast Michigan, serve as a regional recreation draw, and provide a framework for unique education and outreach programs in the area of fisheries conservation. Upper Bushman Lake is situated within a 944-acre Michigan Natural Features Inventory (MNFI) Priority One Conservation Area, is part of a 4-mile protected headwater stream system, and is bordered by a rare wetland complex. Applying special regulation fisheries management to this lake will ensure the health and function of its fisheries and associated public recreation opportunities it provides in perpetuity. Michigan B.A.S.S, Federation Nation supports the Oakland County Parks and Recreation and the Michigan Department of Natural Resources in pursuing special designation catch and release regulation for Upper Bushman Lake. Sincerely, President of Michigan B.A.S.S. Federation Nation Chapter, Inc. 3565 Port Cove Drive Waterford, Mi 48328 cell # 248-819-3192 0NRIZ WATERSHED COUNCIL August 8, 2011 Subject. Independence Oaks - North, Upper Bushman Lake Special Designation Catch and Release Dear Oakland County Parks and Recreation Commission: On behalf of the Clinton River Watershed Council, I am writing in support of the Special Designation Catch and Release regulation for Independence Oaks - North Upper Bushman Lake currently under consideration by Oakland County Parks and Recreation and the Michigan Department of Natural Resources (MDNR). The goal for managing Upper Bushman Lake through Special Designation Catch and Release is to provide diverse fishing opportunities within the Southeast Michigan region. The adoption of this designation is important to the mission of our organization which is to protect, enhance and celebrate the Clinton River, its watershed and Lake St. Clair. We are pleased to support this initiative as this promotes the importance of recreation in our watershed and community. A survey conducted by the MDNR Fisheries Division (May 2011) documented high catch rates and above average sized game fish in Upper Bushman Lake, Although restrictive regulations are required to preserve this unique fishery, public fishing opportunities are abundant both in the immediate area and the existing park. Currently there are only 37 lakes in the state that allow a variance from the standard fishing state fishing regulations and Upper Bushman Lake would be the only public access lake in Southeast Michigan managed with special fishing regulations. Managing Upper Bushman Lake for catch and release would diversify fishing opportunities afforded to the public in Southeast Michigan, serve as a regional recreation draw, and provide a framework for unique education and outreach programs in the area of fisheries conservation. Upper Bushman Lake is situated within a 944-acre Michigan Natural Features Inventory (MNFI) Priority One Conservation Area, is part of a 4-mile protected headwater stream system, and is bordered by a rare wetland complex. Applying special regulation fisheries management to this lake will ensure the health and function of its fisheries and associated public recreation opportunities it provides in perpetuity. The Clinton River Watershed Council supports the Oakland County Parks and Recreation and the Michigan Department of Natural Resources in pursuing special designation catch and release regulation for Upper Bushman Lake. Sincerely, a Anne M. Vaara Executive Director 1115 W. Avon Road, Rochester Hills, MI 48309 Phone 248.601,0606 Fax 248.601.1280 E-mail contactCa)crwe.org web www.crwc.org 8 B-6 Kathy Thurman, Supervisor B. Jean McCreery, CMC, Clerk ` 1337� 395 Mill St. PO Box 929 Tytone Beltramo, Treasurer ThomasA.Stowell, Trustee " Ortonville, MI. 43462 Dana DePalma, Trustee David King, Trustee www.brandontownship.us Cheryl Gault, Trustee August 16, 2011 Kathy Thurman, Supervisor Charter Township of Brandon Subject, Independence Oaks - North, Upper Bushman Lake Special Designation Catch and Release Dear Oakland County Parks and Recreation Commission: On behalf of the Charter Township of Brandon, I am writing in support of the Special Designation Catch and Release regulation for Independence Oaks - North Upper Bushman Lake currently under consideration by Oakland County Parks and Recreation and the Michigan Department of Natural Resources (MDNR). The goal for managing Upper Bushman Lake through Special Designation Catch and Release is to provide diverse fishing opportunities within the Southeast Michigan region. The adoption of this designation is important to the implementation of Land Management as stated in Brandon Township's Master Plan and we are pleased to support this initiative. A survey conducted by the MDNR Fisheries Division (May 2011) documented high catch rates and above average sized game fish in Upper Bushman Lake. Although restrictive regulations are required to preserve this unique fishery, public fishing opportunities are abundant both in the immediate area and the existing park. Currently there are only 37 lakes in the state that allow a variance from the standard fishing state fishing regulations and Upper Bushman Lake would be the only public access lake in Southeast Michigan managed with special fishing regulations. Managing Upper Bushman Lake for catch and release would diversify fishing opportunities afforded to the public in Southeast Michigan, serve as a regional recreation draw, and provide a framework for unique education and outreach programs in the area of fisheries conservation. Upper Bushman Lake is situated within a 944-acre Michigan Natural Features Inventory (MNFI) Priority One Conservation Area, is part of a 4-mile protected headwater stream system, and is bordered by a rare wetland complex. Applying special regulation fisheries management to this lake will ensure the health and function of its fisheries and associated public recreation opportunities it provides in perpetuity. Brandon Township supports the Oakland County Parks and Recreation and the Michigan Department of Natural Resources in pursuing special designation catch and release regulation for Upper Bushman Lake. Sincerely, Kathy Thurman Brandon Township Supervisor 8 B-7 8-21-11 STEVEN SIMMONS V.P. OAKLAND COUNTY BASS ANGLERS Subject. Independence Oaks - North, Upper Bushman Lake Special Designation Catch and Release Dear Oakland County Parks and Recreation Commission: On behalf of OAKLAND COUNTY BASS ANGLERS, I am writing in support of the Special Designation Catch and Release regulation for Independence Oaks - North Upper Bushman Lake currently under consideration by Oakland County Parks and Recreation and the Michigan Department of Natural Resources (MDNR). The goal for managing Upper Bushman Lake through Special Designation Catch and Release is to provide diverse fishing opportunities within the Southeast Michigan region. The adoption of this designation is important to the mission of our organization and we are pleased to support this initiative. A survey conducted by the MDNR Fisheries Division (May 2011) documented high catch rates and above average sized game fish in Upper Bushman Lake. Although restrictive regulations are required to preserve this unique fishery, public fishing opportunities are abundant both in the immediate area and the existing park. Currently there are only 37 lakes in the state that allow a variance from the standard fishing state fishing regulations and Upper Bushman Lake would be the only public access lake in Southeast Michigan managed with special fishing regulations. Managing Upper Bushman Lake for catch and release would diversify fishing opportunities afforded to the public in Southeast Michigan, serve as a regional recreation draw, and provide a framework for unique education and outreach programs in the area of fisheries conservation. Upper Bushman Lake is situated within a 944-acre Michigan Natural Features Inventory (MNFI) Priority One Conservation Area, is part of a 4-mile protected headwater stream system, and is bordered by a rare wetland complex. Applying special regulation fisheries management to this lake will ensure the health and function of its fisheries and associated public recreation opportunities it provides in perpetuity. OAKLAND COUNTY BASS ANGLERS supports the Oakland County Parks and Recreation and the Michigan Department of Natural Resources in pursuing special designation catch and release regulation for Upper Bushman Lake, Sincerely, STEVEN SIMMONS V.P. c+ R® • ' OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER Z, 2011 AGENDA ITEM No. 8C ADMINISTRATIVE SERVICES To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Sue Wells, Manager-P & R Operations Submitted: August 31, 2011 Subject: Madison Heights Nature Center/Independence Oaks Nature Center Interpretive Programming Update INTRODUCTION AND HISTORY Last October, staff was directed by the Oakland County Parks and Recreation Commission to analyze the operation of the Lewis E. Wint Nature Center as well as the potential operation of the nature center at Friendship Woods in Madison Heights. The operation of the Madison Heights Nature Center would be part of the department's strategic master plan initiative for urban recreation. The park/nature center encompasses 35.73 acres. The nature center is a 2,400 square -foot building, the trail is 1.37 miles (7,220 linear feet), and the parking lot is 16,500 square feet. There are ten (10) spaces in the nature center parking lot and an additional 16 street parking spaces approximately 550 feet north of the nature center, off Hales Road across from the small park. Administrative, programming, and maintenance staff have had several internal meetings to discuss the facilities and programming. Administrative staff has also been meeting with Madison Heights city officials (City Manager and Deputy City Manager) regularly over the last three months on the feasibility of Oakland County Parks leasing the facility. Parks staff also met with Huron -Clinton Metroparks staff on potential collaborations and partnerships. The following are outcomes from the meetings: Wint Nature Center • Programs will focus on all of our core services. • Hours of programming will be limited to four days a week. • Facility to be operated by Parks Helpers. • Staff has commitments to school groups through December. • Maintenance costs for 2012 are budgeted in the Independence Oaks Park's budget. For FY 2013, we recommend putting the maintenance in the nature center's budget. Madison Heights Nature Center • Programs will focus on all of our core services. • Hours of programming will be limited to four days a week. • Facility to be operated by Parks Helpers. • Oakland County Parks considers a five-year lease with renewal decision after Year 3. • Oakland County Parks will be responsible for maintenance and operations of facility and grounds. • Oakland County Parks will be responsible for maintenance standards of facility and grounds. (proposed budget is provided) • There will be additional upfront costs to address health and safety issues. (ie, tree removal, trail repair) • Madison Heights will pay for the annual utilities of the facility. (projected at approximately $13,000 for 2012) • Madison Heights will allow Oakland County Parks to utilize office supplies/equipment, nature exhibits, and small tools. An inventory will be conducted. • Madison Heights will allow Oakland County Parks to use their fiber-optic line to the building for IT purposes. MM Page 2 Wouffiam Five -Year Lease • Lease will be drafted by Oakland County Parks with assistance of Corporation Counsel. This will need approval by Oakland County Parks and Recreation Commission, Oakland County Board of Commissioners, and the City of Madison Heights. • Currently, there would be no CIP or Major Maintenance projects forecasted during the first five years, unless to address health and/or safety issues. • Oakland County Parks, with City of Madison Heights and regional stakeholders, will develop a proposed master plan (after Year 2). • Utilize maintenance staff from Red Oaks Golf Course with addition of Parks Helpers. STAFF RECOMMENDATION At the direction of the Executive Committee, staff is providing a report of the operations of the Madison Heights Nature Center. Staff is seeking input and direction from the Commission members. 8 C-2 (AKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA EPTEMER 7, 2011 AGENDA ITEM No. 8 I FACILITIES MAINTENANCE AND DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Michael J. Donnellon, Jr., Chief of Park Facilities, Maintenance and Development Submitted: September 1, 2011 Subject: Informational INTRODUCTION AND HISTORY Since acquiring the 25-acre recreational sports complex in 2007, staff and Commission have been working to provide improvements to this park as a regional recreational sports complex. The park master plan was adopted in October of 2008 and a design contract was approved to Barton Malow Design, Inc. (BMD) in August of 2009. After much research (including revenue opportunities), analysis, conceptual design and budget estimation, and Commission input/direction, the Commission approved a business plan in April, 2011 to include a restroom concession building, picnic shelter, playgrounds and basic irrigation, with a focus on sustainability. The project's development timeline (attached) reflects the Commission's new strategic focus: first developing a master plan; second, developing a business plan; then developing a facility that supports those plans. The current project development phase is the third component of this process. Since April, staff has been working with Barton-Malow Design (BMD) to complete the necessary construction documents for bidding to award a contract to a General Contractor. On a parallel course, staff has been working with the Oakland County Purchasing Department to pre -qualify (3) General Contractors as follows (selected on June 17, 2011): • George W. Auch Company, Pontiac • Frank Rewold & Son, Inc., Rochester • The Braun Group, Farmington Hills. Construction drawings (95% complete) were released as an addendum to the pre -qualified general contractors on July 22, 2011, with the final construction documents released on August 5, 2011. Since the project construction is over budget, and as requested at the special Commission meeting on August 17, 2011, staff is working with BMD and Purchasing to complete a list of value engineering (savings) and to provide a budget/bid comparison for the project. Attached is the list of value engineering options with no specific priority or cost savings. In addition, staff completed a historic time line for the Commission's reference, as well as working with the Oakland County Purchasing Department to expedite the award of a contract and to continue with ground breaking this fall. Currently, staff are proceeding with the lowest qualified vendor (The Braun Group) to assist with value engineering (savings) at no additional charge by the vendor. ATTACHMENTS - Project Historic Time Line - Value Engineering Items for Consideration (No Prioritization) - Budget/Bid Comparison STAFF RECOMMENDATION Staff recommends approval of a contract with the lowest qualified bidder, The Braun Group, in an amount to be determined by value engineering to the submitted base bid. O Catalpa Oaks - Development Timeline Updated 8-29-11 PHASE Jun-07 Jul-07 Aug-07 Se -07 Oct-071 Nov-07 Dec-07 Jan-O8 Feb-O8 Mar-08 Apr-08 May- OB Jun-08 Jul -OS Aug-08 Se -08 Oct-08 Nov -OH Dec-0e Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09 Ac uistion/Dedication (August 16, 200 Master Plan / Initial Budget Ste #1 = - - Budget Adoption z 0 � w 0 z O y d Design RFP (Step #2) Initial Concept /Budget Confirmation Mileage Renewal YEAR ONE Y - TWO Business Plan Ste #3 Site Plan Review Design Documents City Site Plan Review Pre-Qualifed Vendors Construction Documents Ste #4 Bid Process Ste #5 PHASE Se -09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 A r-10 Ma -10 J-101 Jul-'10 Aug-10 Se -10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 A r-11 Ma -11 Jun-11 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Ac uistion/Dedication Au ust 16, 2007 Master Plan /Initial Bud et Ste #i _ Budget Adoption Design RFP (Step #2) Initial Concept / Budget Confirmation Mileage Renewal z 0 m � O N o z YEAR FOUR BUSINESS PLAN Business Plan (Step #3) YEAR THREE SITE PLAN REVIEW DOGS _ - - Site Plan Review Desi n Documents Cit Site Plan Review Pre -Qualified Vendors _ _ _ Construction Documents Ste 94 _ Bid Process Ste #5 8 D-2 CATALPA OAKS PARK - Phase 1 Oakland County Parks & Recreation Description SITE IMPROVEMENTS 1 Landscape Drainage Lines 2 Future Sanitary Lead 3 Roof Conductors 4 Future Water Main Stub 5 Reduce and Simplify Flatwork at Buildings 6 Irrigation system 7 Site Kiosk 8 Concrete Benches 9 Bike Rack 10 Future Conduit Stubs 11 Future Utility Stubs for Stage 12 Water to Picnic Shelter 13 Electrical Outlets to Picnic shelter ARCHITECTURAL 14 Soffit/Ceiling Panels 15 Spray Insulation 16 Integral Roof Gutters 17 Kalwall Windows 18 12" CMU Insulated 19 Roof Structure - Single Pitch 20 Epoxy Floor Finish 21 Shutter Counter - Mount Exterior 22 Reduce Amount of Galvanized Steel 23 One Janitor closet 24 Load Bearing Masonry MECHANICAL 25 Inline Exhaust Fan to Relief Hood 26 Ductwork Wrap insulation verse Board 27 Air Conditioning PLUMBING 28 Above Grade Cast Iron Pipe 29 Copper Pipe 30 HW Circulation Pump ELECTRICAL 31 Motion Detectors 32 Fiber Optics to Health Building 33 Conduit Size for Cameras 35 Picnic Shelter Cameras 36 Conduits for Thermostats 37 Power for Hand Dryers August 30, 2011 Catalpa Oaks No. 1 COP - VE 08 31 11.xls 8 D-3 1 of 1 CATALPA OAKS PARK - Phase 1 Oakland County Parks & Recreation BMC COST AVERAGE OVER Description MODEL 3/8 BID COST (UNDER) GENERAL CONDITIONS & FEE $ 114,500 $ 180,010.50 $65,510.50 SITE IMPROVEMENTS $ 78,127 $ 115,742.50 $37,615.50 SITE UTILITIES $ 229,650 $ 136,308.00 ($93,342.00) SITE IRRIGATION $ 22,250 $ 50,885.00 $28,635.00 LANDSCAPING $ 9,301 $ 5,950.00 ($3,351.00) BUILDING CONCRETE WORK $ 27,816 $ 28,152.00 $336.00 SUPERSTRUCTURE $ 108,014 $ 236,919.00 $128,905.00 EXTERIOR ENCLOSURE $ 93,037 $ 230,488.50 $137,451.50 ROOFING $ 30,570 $ 43,483.00 $12,913.00 INTERIOR CONSTRUCTION $ 75,262 $ 82,447.50 $7,185.50 PLUMBING $ 105,000.00 $ 99,061.00 ($5,939.00) HVAC $ 7,000 $ 35,037.50 $28,037.50 ELECTRICAL $ 44,210 $ 114,900.00 $70,690.00 SECURITY $ - ALLOWANCES $ 43,160 $ 195,000.00 $151,840.00 • Alternate 1-A (Geo-thermal HVAC System) $ 23,000.00 $ 74,075.50 $51,075.50 Alternate 2-A (Green Roof System) $ 382,804.50 Alternate 3-A (5/8" PVC Trim Boards) $ 23,402.50 Alternate 4-A (Operable Windows) $ (3,430.00) Alternate 5-A (Irrigation Control Wiring) $ 4,008.50 Alternate 6-A (Floor Mounted Toilet Partitions) $ 71.00 11-08-29 BID BREAKDOWN COMPARISON 082611.xls 1 of 1 8 D-4 QAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 7, 2011 AGENDA ITEM No. 8 E FACILITIES MAINTENANCE To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Mike Donnellon, Chief, Parks Facilities Maintenance and Development Submitted: August 30, 2011 Subject: Independence Oaks Culvert Replacement Project — Budget Amendment INTRODUCTION AND HISTORY On June 2, 2011, Independence Oaks park staff made Facilities Maintenance aware of an asphalt road sink hole over the existing culvert for the headwaters of the Clinton River within the main entrance road at Independence Oaks. Exploration and emergency repairs were completed the next day by our blanket contract vendor, Ahern Construction, Inc., in the amount of $5,321.75. Upon completion of the exploration, the 36" split -seam culvert appears to be the original corrugated metal pipe installed by the Road Commission for Oakland County (RCOC) prior to land ownership by Oakland County Parks and Recreation. Portions of the entrance drive, including this section are part of the old Hoyt Road roadbed. Exploration also revealed extensive areas of rust and failures at the connection point of the two halves of the split -seam culvert. Therefore, temporary repairs were completed until adequate repairs are determined. Over the years preceding our acquisition in 1974, the area experienced high water levels over the culvert, upstream of the existing road bed. Confirmation from the Water Resource Commissioner's staff indicate no hydrological studies have been completed for this area, therefore sizing of the culvert pursuant Michigan Department of Environmental Quality requirements may not be attainable until a hydrological study can be performed. Since this culvert is located within the headwaters of the Clinton River, staff followed up the exploration with our blanket contract engineer, Environmental Consulting & Technology, Inc., to receive an initial budget proposal for the replacement of the culvert, including a design engineering proposal to complete the necessary hydrological study and construction drawings for the culvert replacement. A transfer of $5,321.75 from the approved FY2011 Operating Budget Contingency to the FY2011 Independence Oaks Grounds Maintenance Line Item may be required for at the end of FY2011 for the exploration and emergency repairs completed by Ahern Construction, Inc. This project has not been budgeted in either the FY2011 or FY2012 Operating Budget. ATTACHMENT - Aerial Map showing project location 8 E-1 Page 2 FASIMIM STAFF RECOMMENDATION Staff requests the following approval: • The transfer of $81,200.00 from the Pending FY2012 Capital Improvement Program Contingency to a new FY2012 Capital Improvement Program Project for the following Initial Project Budget: o Project Construction Budget w/ 5% Contingency $63,000.00 o Project Engineering Proposal w/ 5% Contingency $11,200.00 o Geotechnical Investigation w/ 5% Contingency $ 3,500.00 o Topographical Survey Budget $ 3,500.00 The Adopted FY2011 Operating Budget Contingency balance is $700,000 The Pending FY2012 Capital Improvement Program Budget Contingency is $1,606,171.08 MOTION Move to approve the transfer of $81,200.00 from the Pending FY2012 Capital Improvement Program Budget Contingency to a new FY 2012 Capital Improvement Program Project for the initial project budget to replace the culvert, including a design engineering proposal to complete the necessary hydrological study and construction drawings for the culvert replacement. 1 0 380 760 1,520 2,280 3,040 Feet CULVERT TO BE REMOVED AND REPLACED - i rr r �ti r. i .M�rr � � ; r • ��� p �4! rAA 8 E-3 0 30 60 120 N 180 240 Feet created: 6-1-11 )k OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA EPTEMBER 7, 2011 AGENDA ITEM NO. 8 F FACILITIES MAINTENANCE To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Mike Donnellon, Chief, Parks Facilities Maintenance and Development Submitted: August 30, 2011 Subject: Springfield Oaks Dam Report & Recommendation INTRODUCTION AND HISTORY The Springfield Oaks dam is owned by Oakland County and includes a Public Road Right -of -Way, which creates the primary east -west Davisburg Road connection. The dam is managed by the Oakland County Parks and Recreation Commission. As a result of periodic inspections of park facilities, staff has identified the need for the design and engineering of spillway repairs on the Davisburg Dam; the spillway is eroded and requires attention. Staff has budgeted $10,000 in the FY2011 Grounds Maintenance line item of the park's operating budget. Staff met with Soils, Materials & Engineering (SME) (existing county contract) to determine the recommended spillway repairs and budget for the following fiscal year. Upon inspection by our engineers and staff, other areas were identified that require attention and, if left unaddressed, may cause future concerns or issues. These items include groundwater seepage and small sink holes, etc., that are located on the outfall side of the dam. As a proactive approach, staff pursued a proposal to complete the necessary engineering analysis and profile of the dam to determine if there are concerns/issues other than the eroding spillway. Commission approved this effort on April 6, 2011 in the amount of $21,500. The attached report completed by SME outlines six basic recommendations for repair of the dam and one suggestion by staff of providing hydroelectric power generators when the culvert is replaced. ATTACHMENTS Soil and Materials Engineers, Inc. (SME) Davisburg Dam Preliminary Evaluation Report STAFF RECOMMENDATION Considering the history of the dam, its past repairs, OCPRC's perceived sole responsibility for the dam, and the location of a primary east -west road connection, staff recommends authorization to enter into negotiations with the Charter Township of Springfield, Road Commission for Oakland County, and possibly the Oakland County Water Resource Commissioners Office to negotiate a partnership to complete the necessary repairs and provide future maintenance. 8 F-1 Page 2 MOTION Move to authorize staff to enter into negotiations with the Charter Township of Springfield, Road Commission for Oakland County, and the Oakland County Water Resource Commissioners Office to negotiate a partnership to complete the necessary repairs of and provide future maintenance for the Springfield Oaks dam. E:]Wlj PRELIMINARY EVALUATION REPORT DAVISBURG DAM SPRINGFIELD TOWNSHIP, OAKLAND COUNTY, MICHIGAN SME Project No. PD63302 August 17, 2011 r�k V?:}; t soil and illawii i; ;�ginic;r�, inc. 8 F-3 Soil and Materials Engineers, Inc. August 17, 2011 13019 Pauline Drive Shelby Township, MI 48315.3122 tel (586) 731-3100 fax (586) 731-3682 Mr. John Thoel www sme-usa.com Oakland County Parks and Recreation Kenneth W Kramer, PE 2800 Watkins Lake Road, Building 97W Founder Waterford, Michigan 48328-1917 Mark K. Kramer, PE Via einail: thoelf @oakgoV, cone (pdf f le) Timothy H Bedenis, PE Gerald M. Belian, PE Chuck A. Gemayel, PE RE: Preliminary Evaluation Report James M. Harless, PhD, CHMM Davisburg Dam Larry P. Jedele, PE Cheryl A Kehres-Dietrich, CGWP Springfield Township, Oakland County, Michigan Edward S. Lindow, PE SME Project No. PD63302 Gerard P. Madej, PE Timothy J. Mitchell, PE Robert C. Rabeler, PE Dear Mr. Thoel: Daniel O. Reeser, PG Christopher R. Byrum, PhD, PE We have completed our preliminary evaluation of the Davisburg Dam Daniel R. Cassidy, CPG located in Springfield Township, Oakland County, Michigan. This report Andrew J Emmert, CPA presents the results of our observations and analyses and provides our Sheryl K. Fountain, SPHR concept -level recommendations for repair of the dam, as well as Michael E, Gass, CWI, ASNT III Davie J. Hurlburt, PE recommendations for additional services, A preliminary opinion of Laurel M. Johnson, PE construction cost associated with the repairs is also provided in the report. Jeffery M. Krusinga, PE, GE Michael S. Meddock, PE Mark L. Michener, LEER GA, CDT We appreciate the opportunity to be of service. If you have questions or Louis J. Northouse, PE require additional information, please contact me. Bradley G. Parlato, PE Rohan W. Perera, PhD, PE Joel W, Rinkel, PE Very truly yours, Jason A. Schwartzenberger, PE Larry W. Shook, Thomas H. Skolzke � SOIL AND MATERIALS ENGINEERS INC. Michael J. Thelon, PE Keith D. Toro, PEA John C Zarzecki, CET, CDT, NDE Laurel M. Johnson, PE Senior Project Engineer Enclosures: Two originals Distribution: Mr. Michael Donnellon Via email.• donnellonm@oakgov. con? (pdf file) ']':\PROD\63000\PD63302\PD63302-081711-RPT. DOC OFFICES Indiana © 2011 soil and materials engineers, ine, Michigan Ohio covf, ulkk, t"it in tit 8 F-4 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 TABLE OF CONTENTS SUMMARY..................................................................................................................................... i 1. INTRODUCTION....................................................................................................................I 1,1 Description of the Dam.......................................................................................................1 1.2 Background.........................................................................................................................3 2. EVALUATION PROCEDURES.............................................................................................4 2.1 Existing Data Review.........................................................................................................4 2.2 Field Exploration................................................................................................................7 2.3 Laboratory Testing.............................................................................................................8 3. SUBSURFACE CONDITIONS.............................................................................................10 3.1 Soil Conditions.................................................................................................................10 3.2 Groundwater Conditions...................................................................................................12 4. ANALYSIS AND RECOMMENDATIONS........................................................................14 4.1 General Observations and Discussion..............................................................................14 4.2 Dam Repairs.....................................................................................................................18 4.3 Other Considerations........................................................................................................23 APPENDIX A: Figure No. 1: Boring Location/Photo Location Diagram Figure No. 2: Conceptual Repair Plan Representative Photographs (Nos. I through 20) Geotechnical Notes Unified Soil Classification System (USCS) Boring Logs (131 and 133) MDEQ Hydrologic Information APPENDIX B: Historical Dam Information APPENDIX C: Important Information about your Geotechnical Engineering Report General Comments Laboratory Testing Procedures Ou 2011 soil and materials engineers, ioe. 8 F-5 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011- Page i SUMMARY Information about the dam, a summary of existing information, and our conclusions and recommendations are outlined as follows: 1. Davisburg Dam is regulated by the Michigan Department of Environmental Quality (MDEQ). Based on information on the MDEQ darn inventory list, Davisburg Dam is assigned Dam 1D No. 244 and has a length of 375 feet, a structural height of 16 feet, a normal head of 14 feet, and an impoundment surface area of 20 acres. The dam has a hazard potential classification of "low", 2. The existing spillway consists of a 4-foot-wide grated weir and two 10.75-foot steel sheet pile weirs discharging into a 3-foot-diameter corrugated metal pipe (CMP) outlet. A lift gate is located at the grated weir, and this gate is in the fully -open position. The CMP extends under Davisburg Road, and discharge from the pipe cascades over a nominal 10- foot-long concrete channel to the streambed below. The north end of the discharge channel is curved to deflect water laterally into Shiawassee Creek where the water drops between 5 and 6 feet from the channel into the streambed below. A small steel water wheel is located just north of the north end of the discharge channel. The water wheel is fed by an open -top pipe running from the north end of the discharge chamlel to the wheel. The northeast section of the concrete discharge channel return wall has eroded and other areas of concrete spalling and/or deterioration were observed along the discharge channel. 4. The water wheel is located in a park and can be accessed by walking up to the wheel from the west. Safety improvements to protect park patrons from the moving parts of the water wheel have been requested by OCPR. 5. The existing downstream slope of the dam is armored with grouted riprap that was installed in 2000. The grouted riprap or slope armor is in fair condition. 6. The geotechnical borings completed by SME along the dam generally encountered sand fill (embankment fill) mixed with clays and organic deposits overlying natural sands. The depths of the fill ranged from about 11.5 to 18.5 feet, which is generally consistent with the estimated height of the embankment associated with construction of the dam. Artesian groundwater conditions were observed at the boring (B3) advanced along the downstream toe of the dam, as well as at some of the shallow borings advanced with hand -operated equipment. 7. Several deficiencies related to the dam have been previously reported by the MDEQ, including inadequate spillway capacity, deflections in the outflow pipe, and the presence of trees on the upstream slope of the dam. SME observed voids and faults within the slope armor and voids around some of the guardrail supports along the north side of the roadway. (02011 soil mid materials engineers, ine. 8 F-6 Prelnninary Evaluation Report Davisburg Dam — Springfield Township, Oakland County, Michigan SME Project No. PD63302 August 17, 2011- Page ii 9. The concrete discharge channel is in poor condition and should be removed and replaced. However, repairs to the discharge channel may be complicated by other issues noted by SME and others. 10. Based on our evaluation, the dam is considered in relatively "fair" condition. We recommend repairs be completed to the dam to address deficiencies identified as part of our evaluation. 11. As an alternative to repairing the dam, it may be possible to remove the dam and remediate the waterway. However, political opposition to abandoning the dam may outweigh the economical impacts of repairing and maintaining the dam. The summary presented above includes selected elements of our findings and recommendations and is provided solely for purposes of overview. It does not present crucial details needed for the proper application of our findings and recommendations. It should, therefore, not be considered apart from the entire text of this report and appendices, with all of the qualifications and considerations mentioned therein which are best evaluated with the active participation of SME. REPORT PREPARED BY: Laurel M. Johnson, PE Senior Project Engineer Keith D. Toro, PE Senior Project Engineer Oc 2011 soil and materials engineers, inc. REPORT REVIEWED BY: Jeffery M. Krusinga, PE, GE Senior Consultant 8 F-7 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam— Springfield Township, Oakland County, Michigan August 17, 2011 —Page 1 1. INTRODUCTION This report presents the results of the preliminary evaluation of the Davisburg Dam performed by Soil and Materials Engineers, Inc. (SME). The scope of our services for this project was outlined in our March 16, 2011 Proposal for Engineering Services (SME Proposal No. Sl1-0032REV), and includes those services identified as "Phase I" services. Mr. Michael Donnellon of Oakland County Parks and Recreation (OCPR) authorized this evaluation per SME's blanket contract for engineering services (Contract No. 2173). Our evaluation included collecting photographs at the dam site to document existing conditions. Select photographs are included in Appendix A of this report. Reference is made to specific photographs in the text of this report for illustration. The approximate location and viewing direction of each photograph are depicted on the Boring Location/Photo Location Diagram (Figure No. 1) included in Appendix A. 1.1 Description of the Dam Davisburg Dam is located on Davisburg Road, north of Springfield Township's Millpond Dam Park and south of Rotary Park, just east of the town of Davisburg, Michigan. The dam is an earthen embankment dam reportedly originally constructed in about 1835, and the dam serves as the road bed for Davisburg Road. We understand details for the original construction of the dam are not available. The dam impounds Mill Pond, which is located on the south side of Davisburg Road. Davisburg Dam is regulated by the Michigan Department of Environmental Quality (MDEQ). Based on information on the dam inventory list available through the MDEQ Dam Safety Unit, Davisburg Dam is assigned Dam ID No. 244 and has a length of 375 feet, a structural height of 16 feet, a normal head of 14 feet, and an impoundment (Mill Pond) surface area of 20 acres. The dam has a hazard potential classification of "low". This assignment of hazard potential is not based on the dam's condition, but rather is an assessment as to the level of risk to life and property should the dam fail. For low -hazard dams, safety inspections performed by a licensed engineer are required every five years. The existing spillway consists of a 4-foot-wide grated weir and two 10.75-foot steel sheet pile weirs discharging into a 3-foot diameter corrugated metal pipe (CMP) outlet. The CMP extends under Davisburg Road. A lift gate is located at the pond end of the grated weir, and is in the ftilly-open position. Oakland County personnel indicated they had not varied the position of the lift gate since the gate was initially installed. Photographs Nos. 1 and 9 depict the weir and lift gate structure. n 2011 soil and materials engineers, ine. Preliminary Evaluation Report SME Project No, PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 —Page 2 Outflow from the CMP outlet cascades over a nominal 10-foot-long concrete discharge channel. The north end of the channel is curved to deflect water laterally into Shiawassee Creek where the water drops between 5 and 6 feet from the channel to the streambed below. The northeast section of the discharge channel return wall has eroded over time and other areas of concrete spalling and/or deterioration were observed along the discharge channel. A small steel water wheel is located just north of the north end of the discharge charmel. The water wheel is fed by an open -top pipe running from the north end of the discharge channel to the wheel (see Photograph No. 4). The water wheel is installed in an area surrounded by cobbles and boulders, and water discharging from the water wheel flows back into the creek after splashing down onto the cobbles and boulders. Refer to Photograph Nos, 3, 4, 10, and 16 for additional information. We understand the grated weir and lift gate were constructed in about 1984. Construction documents are not available for that project. Installation of the grated weir and lift gate did not prevent overtopping of the dam. An evaluation performed by JCK & Associates in 1984 indicated overtopping of the dam would occur under the Q100 (100-year) water levels. Overtopping of the dam was reported in either 1975 or 1976 and again in 1981. Based on documentation referenced in Section 2.1 of this report, a "possible" flood event may have occurred in 1982. When the dam is overtopped, water flows directly across Davisburg Road and over the downstream slope of the embankment. Repairs to the downstream embankment were implemented in 2000, and included installation of a nominal 12-inch-thick grouted riprap slope armor and supplemental edge drains. Refer to Photographs Nos. 2, 3, 8, 10, and 12 through 16 for additional information. Active gas and telephone utilities are located beneath the grouted riprap slope armor on the downstream face of the dam. The water wheel and discharge channel described above are located in "Rotary Park", a small recreation area consisting of a covered pavilion area northwest of the discharge channel, and several small plantings and scattered picnic tables. A gravel pedestrian/bike path traverses through the park generally parallel to Davisburg Road. The park is bordered to the north and east by railroad tracks, and to the west by several commercial properties. A wooden pedestrian bridge structure had been removed prior to SME's evaluation, and construction of a new bridge was in -progress at the time of our field exploration. It is important to note the railroad embankment may serve as secondary containment to the pond. Shiawassee Creek flows through a nominal 4-foot-diameter culvert that extends through the railroad embankment. Although existing topographical data is limited to those portions of the site immediately surrounding the dam, we estimate the railroad bed to be approximately 15 to 20 feet above the low elevation in the streambed. J 2011 soil and materials engineers, inc. 8 F-9 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 201 t — Page 3 1.2 Background OCPR initially contacted SME in late winter 2011 regarding providing engineering services associated with repair of the discharge channel. At that time, OCPR personnel also indicated consideration was being given to improving safety issues with the water wheel, and they were also pursuing installation of small hydraulic generators along the discharge channel. During one of our on -site meetings, OCPR personnel mentioned two "wet, spring -fed" areas on either side of the streambed beyond the toe of downstream slope of the dam. This description raised a concern with SME that these areas may be indicative of potential piping or other issues associated with the dam. We therefore requested OCPR provide SME with available dam inspection reports and any plans available from previous repairs to the dam. OCPR provided SME with a 2008 Dam Safety Report prepared by the MDEQ Dam Safety Unit and a topographical survey of the dam and cross sections through the dam that had been prepared by Earth Tech. We understand the survey and cross sections provided represent as -built details for the grouted slope armor repair previously described in Section 1.1. Based on our review of the documents provided, on general information about the dam related to SME by OCPR, and on our experience related to inspection and repair of dams, SME recommended a more thorough evaluation of the dam first be performed before moving forward with repairs to the discharge channel. The recommended scope of evaluation is outlined in detail in the previously referenced Proposal for Engineering Services. Additional comments are provided in Section 4. Concurrent with this evaluation, SME recommended OCPR obtain an updated and expanded topographical survey of the dam area. An updated plan was prepared by Giffels- Webster Engineers, Inc. (GWE) and was utilized by SME in developing the preliminary recommendations contained in this report. u 2011 soil and materials engineers, inc. 8 F-10 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield lbwnship, Oakland County, Michigan August 17, 2011 — Page 4 2. EVALUATION PROCEDURES 2.1 Existing Data Review OCPR prepared a Freedom of Information Act (FOIA) request and submitted the document to the Dam Safety Unit of the MDEQ. All file information was subsequently provided by the MDEQ to OCPR, and copies of this information were then provided to SME for our review. Based on the information previously provided by OCPR and the recently obtained records from the MDEQ, the following documents regarding the dam were made available for our review: • April 5, 1978 Interoffice Communication to Jolm Dexter from Gary Croskey regarding an April 3, 1978 site visit. • Telephone Message Summaries to various MDNR personnel for the following dates: o June 1, 1978 (3) o June 24, 1982 (2) o July 7, 1982 o July 12, 1982 o July 15, 1982 o October 21, 1982 o August 6, 1984 o September 12, 1984 o April 2, 1985 o April 5, 1985 (2) ® Apparent meeting sign -in sheet dated June 12, 1978. ® Two photographs dated June 12, 1978 and initialed "JWD" [John Dexter]. 0 June 20, 1978 Interoffice Communication to Files from John Dexter summarizing June 12, 1978 meeting. • October 2, 1981 Interoffice Communication to Leon Cook from Gary Croskey regarding September 30, 1981 site visit. ® October 2, 1981 Interoffice Communication to Files from Jim Hayes regarding October 2, 1981 [September 30, 1981] site visit by Gary Croskey. • June 24, 1982 State of Michigan Transmittal to John Dexter from Al Stewart transmitting apparent Oakland County Board of Commissioners meeting minutes of May 22, 1975. • 6 photographs, dated June 30, 1982 (initialed by "GFC" [Gary Croskey]). • July 22, 1982 Interoffice Communication to John Dexter from Gary Croskey regarding June 30, 1982 and July 9, 1982 site visits. 0 August 25, 1982 letter from MDNR to Oakland County Parks and Recreation regarding needed spillway renovations. © 2011 soil and materials engineers, inc. 8 F-11 Preliminary Evaluation Report Davisburg Dam — Springfield Township, Oakland County, Michigan SME Project No, PD63302 August 17, 2011 —Page 5 • October 21, 1982 letter from Oakland County Parks and Recreation regarding August 25, 1982 letter from MDNR to Oakland County Parks and Recreation. • 1983 Hydro 575-5543 output. • June 27, 1984 letter from JCK Associates to MDNR submitting repair plans and specifications regarding improvements to the spillway. • June 27, 1984 application for permit prepared by JCK & Associates for "Davisburg Mill Pond Dam Repair". • September 4, 1984 interoffice memo (MDNR) from John Meier to John Dexter regarding review of apparent proposed modifications to the spillway. • December 20, 1990 letter from MDNR to Town [sic] of Springfield stating an inspection report is required to be submitted for review. • January 9, 1991 letter from MDNR to Township of Springfield stating an inspection report is required to be submitted for review. • February 1, 1991 letter from MDNR to Charter Township of Springfield confirming scheduled inspection of the dam. • February 19, 1992 letter from the Michigan Department of Natural Resources (MDNR) to Collin Walls, Springfield Township Supervisor transmitting February 18, 1992 Darn Safety Inspection Report prepared by James C. Hayes, PE of MDNR. • April 1 1992 letter from Charter Township of Springfield to MDEQ disputing Springfield Township's ownership of the dam. • April 21, 1992 MDNR Interoffice Communication to Gary L. Hartstuff from Jim Hayes regarding research on ownership of dam. • May 18, 1992 MDNR Interoffice Communication to Jim Hayes from Gary L, Hartstuff regarding research on ownership of darn. • July 21, 1992 MDNR Interoffice Communication to file from Rich Brim regarding research on ownership of dam. • January 31, 1996 letter from MDEQ to Oakland County Board of Commissioners stating an inspection report is required to be submitted for review. • April 29, 1996 letter from MDEQ to Oakland County Board of Commissioners stating an inspection report is required to be submitted for review. • December 23, 1996 letter from Oakland County to MDEQ requesting MDEQ provide dam safety inspection services. • January 9, 1997 letter from MDEQ confirming Oakland County request to engage MDEQ to perform dam safety inspection. • January 31, 1997 letter from John Ross — Oakland County Corporation Counsel, to Mr. John W. Dexter, PE — Chief of Dam Safety Unit, titled Davisburg Dam, © 2011 soil and materials engineers, inc. 8 F-12 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 —Page 6 • May 18, 1998 Dam Safety Inspection Report by MDEQ. • June 18, 1998 letter from MDEQ transmitting May 18, 1998 Dam Safety Inspection Report. • August 21, 2000 bid documents for 2000 slope armor construction. • March 1, 2001 Darn Improvements Plans and Sections by Earth Tech. • January 28, 2003 letter from MDEQ to Oakland County stating an inspection report is required to be submitted for review. • February 3, 2003 letter from Oakland County Parks to MDEQ requesting dam inspection services. • March 3, 2003 letter from MDEQ to Oakland County Parks acknowledging request for dam inspection services. • August 14, 2003 Darn Safety Inspection Report prepared by MDEQ. • October 9, 2003 transmittal of above referenced inspection report. • January 31, 2008 letter from MDEQ to Oakland County Parks and Recreation stating an inspection report is required to be submitted for review. • February 15, 2008 letter from Oakland County Parks to MDEQ requesting dam inspection services. • February 21, 2008 letter from MDEQ to Oakland County Parks acknowledging request for dam inspection services. • June 16, 2008 Dam Safety Inspection Report prepared by MDEQ. • August 28, 2008 letter from MDEQ transmitting 2008 Dain Safety Inspection Report. • May 17, 2011 Topographic Survey by GWE. • Undated Davisburg Refill Pond Dam Study by JCK & Associates. Copies of the historical dam information tabulated above are provided in Appendix B of this report. The Dam Safety Unit file did not contain plans for original construction of the dam, nor were engineering plans associated with the 1984 repairs available from either the Dam Safety Unit or OCPR. Design discharge data for the dam was requested by SME from the MDEQ Hydrologic Studies Unit. The design discharge for the dam provided by MDEQ is 440 cubic -feet per second (efs), which is the discharge associated with a precipitation event with a 1 percent change of occurrence in any given year (100-year event). A flood volume of about 600 acre-feet was 0 2011 soil and materials engineers, inc 8 F-13 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 —Page 7 provided for the 100-year event. A copy of the hydrologic information provided by the MDEQ is contained in Appendix A. 2.2 Field Exploration 2.2.1 Borings SME completed seven borings at the project site. Per our original scope, four borings were planned at the following approximate locations: • One boring (B 1) along the south side of Davisburg Road between the guardrail and the fence adjacent to the weir; • One boring (B2) along the north side of Davisburg Road beneath the guardrail; • One boring (B3) in the lawn area between the slope armor and the pedestrian path; and • One boring (B4) in the swale area of the slope armor. The planned locations of the two borings to be performed from the roadway (B1 and B2) were dictated in part by the Road Commission for Oakland County (RCOC) based on safety and traffic flow. We were not allowed to completely block the roadway, nor were we permitted to advance borings within the roadway itself. Boring B2 was attempted at two locations, but near - surface obstructions (within the upper 3 feet) were encountered at both attempts. Due to the roadway configuration, the presence of existing active utilities, and the above -mentioned requirements of RCOC, we were unable to successfully advance a boring at the planned location. Similar conditions were encountered at the planned location of boring B4. Borings B 1 and B3 were performed on May 24, 2011. These borings extended 25 and 20 feet, respectively, below the existing ground surface for total of 45 lineal feet of drilling. Following our abandoned attempts at performing borings B2 and B4, five additional manually - advanced borings (P1 through P5) were performed on June 23, 2011. The approximate locations of the borings are depicted on Figure No. 1. This figure also depicts the locations where borings B2 and B4 were attempted. The borings were located in the field by SME based on existing site features. SME estimated the existing ground surface elevations at the borings to the nearest 1-foot based on elevations on referenced topographic survey by GWE. Borings B 1 and B3 were drilled using a rotary drill rig mounted on an all -terrain vehicle (ATV), while borings P1 through P5 were advanced manually by using a 1-inch-diameter open - barrel "muck probe". Borings B 1 and B3 were advanced to the sampling depths using 2011 soil and materials engineers, in 8 F-14 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 — Page 8 continuous -flight, hollow -stem augers and included soil sampling based upon the Split -Barrel Sampling procedure. Recovered split -barrel samples were sealed in glass jars in the field by the driller. Samples obtained from the manually -advanced borings (PI through P5) were limited, and were classified in the field by an SME engineer. Groundwater measurements in the borings were recorded during the drilling and sampling operations. Upon completion of boring B1, a groundwater observation well was installed in the borehole. The well is composed of a 2-inch diameter, 5-foot-long PVC well screen with blank (solid) PVC casing extending from the top of the screen to the ground surface. A locking flush -mount well cover was installed at the ground surface. Groundwater observation wells were initially planned for installation at three of the four proposed boring locations. However, due to obstructions encountered at borings B2 and B4 and the artesian conditions encountered at boring B3, additional wells were not installed. The borehole at boring B3 was backfilled with a mixture of cement and bentonite grout as the augers were extracted. Therefore, long-term groundwater levels are not available from boring B3. The manually advanced borings were backfilled with excavated soil and capped at the surface with bentonite chips. Soil samples recovered from the field exploration were returned to the SME laboratory for further observation and testing. 2.2.2 Visual Review A visual review of the slope armor, water wheel, discharge channel, grated weir, exposed portion of the outlet pipe, and surrounding areas was performed by members of SME's geoteel-mical and structural materials teams. Additional structural evaluation of the dam components, such as non-destructive testing (NDT), coring of concrete, or detailed visual review (such as performing a diving inspection) was not performed by SME. 2.3 Laboratory Testing The general laboratory testing program consisted of performing visual soil classification on the recovered soil samples. Moisture content tests and hand penetrometer tests were also performed on recovered cohesive samples (clays), and moisture content tests were performed on the recovered samples that visually appeared to be organic in nature. Upon completion of the laboratory testing, logs for borings B 1 and B3 were prepared and these logs include information on materials encountered, penetration resistances, and pertinent field observations made during the drilling operations. Each log also includes the existing ground surface elevation at the boring location as estimated by SME from the elevation information contained on the referenced Topographic Survey drawing prepared by GWE. The 0 2011 soil and materials engineers, me 8 F-15 Preliminary Evaluation Report Davisburg Dam — Springfield Township, Oakland County, Michigan SME Project No. PD63302 August 17, 2011 —Page 9 boring logs are included in Appendix A of this report. The soil descriptions included on the boring logs were developed from both visual classification and the results of laboratory tests, where applicable. Soil samples retained over a long time, even sealed in jars, are subject to moisture loss and are no longer representative of the conditions initially encountered in the field. Therefore, soil samples are normally retained in our laboratory for 60 days and then disposed, unless instructed otherwise. © 2011 soil and materials engineers, ine. 8 F-16 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 —Page 10 3. SUBSURFACE CONDITIONS 3.1 Soil Conditions The soil conditions encountered at borings B1 and B3 performed along the dam generally encountered about 6 feet of sand fill above sand fill containing clay and organics (embankment fill) overlying natural sands. The depths of the fill ranged from about 11.5 to 18.5 feet at the boring locations, which is generally consistent with the estimated height of the embankment associated with construction of the dam. At boring B1, performed along the south side of Davisburg Road, the fill extended to about elevation 941.5 feet, and was underlain by a layer of amorphic peat that extended to about elevation 938 feet. At boring 133, topsoil and amorphic peat and sand fill extended to about elevation 940 feet, with additional granular fill extending to about elevation 935.5 feet. The natural sands underlying the fill extended 20 to 25 feet below the existing ground surface at the boring locations, or to terminal elevations of 927 feet to 935 feet. The sandy embankment fill was encountered in a very loose to dense condition, with Standard Penetration Test (SPT) resistances (N-values) ranging from 3 blows per foot of penetration (bpf) to 42 bpf. The amorphic peat deposits exhibited N-values of about 2 to 11 bpf, with moisture contents ranging from about 31 percent to 209 percent. The natural sands below the fill and organics were encountered in a loose to medium dense condition, with N-values ranging from 5 to 13 bpf. The soil profile described above and included on the logs for borings B 1 and 133 is a generalized description of the conditions encountered. The stratification depths described above and shown on the boring logs are intended to indicate a zone of transition from one soil type to another. They are not intended to show exact depths of change from one soil type to another. The soil descriptions are based on visual classification of the soils encountered. Soil conditions may vary between or away from the boring locations. Please refer to the boring logs for the soil conditions at the specific boring locations. The subsurface information obtained from borings 132, 134, and P1 through P5 is summarized in tabular form below: CJ 2011 soil and materials engineers, ine.. 8 F-17 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield 'Township, Oakland County, Michigan August 17, 2011 — Page 11 TABLE 1: SUMMARY OF SUBSURFACE CONDITIONS AT SHALLOW BORING LOCATIONS Ex. Ground � ~ T Ground�watc�r Boring1 Surface Soil Conditions Depths 1.1 Notes No, Elevation During � (ft.) Drilling/After 1)rillilr ; _ B2 957 Sand, Gravel, None Obstruction at -3' (possible Cobbles boulder, slope armor, old roadbed or utility casing) B4 949-950 Sand, Gravel, None Obstruction at -2.5' (possible Cobbles boulders or cobbles or deeper layer of historic slope armor) P1 946 4"+ deteriorated None Performed in crack in slope slope armor armor, terminated at about 5 over sand and feet. amorphic peat mixed till P2 947 4' topsoil and 2' Above Boring was terminated at about amorphic peat Grade 5 feet in depth. Upon removal over sand till of probe, water began seeping with topsoil out of the probe hole, with a seams max. height of 2 feet above grade, occurring over a period of about 15 minutes. P3 950 2' sand gravel None Performed in crack in slope with topsoil armor seams — obstruction at 2 feet P4 949 3' sandy topsoil 5'/1' Boring was terminated at about over 2' of 5 feet. Water entered borehole fine/medium at terminal depth of boring and sand fill rose to a depth of 1 foot below the ground surface. P5 951 1.5 feet sandy F Above Boring was terminated at about topsoil over 3.5 Grade 5 feet in depth. Upon removal feet of fine to of probe, water began seeping medium sand out of the probe hole, with a fill with topsoil max. height of 2 feet above seams grade, occurring over a period of about 15 minutes. 0 2011 soil and materials engineers, inc. 8 F-18 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 —Page 12 3.2 Groundwater Conditions Refer to Table 1 in Section 3.1 for groundwater conditions at the shallow boring locations. At boring B1, groundwater was observed in the boring during drilling and sampling at a depth of about 4 feet below the existing ground surface. Upon completion of drilling but prior to constructing the groundwater observation well, groundwater was observed at a depth of 11 feet below the existing ground surface. On May 27, 2011, an SME engineer returned to the site to develop the observation well constructed in the borehole at boring B 1. The well was bailed to an approximate depth of 10 feet below the roadway, at which point the groundwater flow into the well was greater than what could be bailed from the well. The well stabilized at about 4 feet below the roadway over a period of about 30 minutes. SME returned to the site on June 24, 2011, and observed the groundwater at about 6 feet below the roadway surface. At boring B3, groundwater was encountered during drilling operations at a depth of about 3 feet below the ground surface (or at about elevation 944 feet). Wash water was introduced into the augers while drilling at boring B3 to help maintain stability at the base of the borehole and to prevent "blow-in" of soil into the animlus of the hollow -stem augers. Upon completion of drilling operations, the driller reported an artesian head of about 6 feet above the local ground surface (or up to about elevation 953 feet). Upon arrival at the project site nearly 90 minutes after the artesian condition had been reported, an SME engineer observed groundwater levels to be relatively stable at the approximate ground surface, but slowly "bubbling" out of the ground. The borehole remained open for several hours, and the SME driller grouted the borehole at the end of the day with a mixture of bentonite and cement grout. An additional bentonite chip "cap" was placed at the ground surface. An observation well was to have been installed at boring B3. However, based on the boring location (adjacent to the pedestrian path) and the artesian groundwater conditions observed, we judged the installation of a well, even after the artestian pressure dissipated, carried with it a risk of well "blow-out" during subsequent high-water periods that may cause a safety and/or nuisance hazard. During our May 27, 2011 site visit, we observed light surface seepage from the grouted borehole at boring B3 as well as along the north side of the bike path north of boring B3 (see Photograph Nos. 17 and 18). Based on the topographical survey and our general observations during the field exploration, the water surface of Mill Pond is estimated to have ranged between about elevations 958 and 959 feet at the time the field exploration was performed. As indicated above, accurate groundwater measurements could not be recorded in some of the borings after completion of drilling. (0 2011 soil and materials engineers, ine. 8 F-19 Preliminary Evaluation Report Davisburg Dam — Springfield Township, Oakland County, Michigan SME Project No. PD63302 August 17, 2011 —Page 13 Hydrostatic groundwater levels, perched groundwater conditions, and the potential rate of infiltration into excavations or seepage into excavations should be expected to fluctuate throughout the year, based on variations in precipitation, evaporation, run-off, the water surface levels in Mill Pond, and other factors. The groundwater levels indicated by the borings represent conditions at the time the readings were taken. Groundwater elevations should be expected to fluctuate seasonally and from wetter years to drier years. 2011 soil acid materials engineers, inc. 8 F-20 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 — Page 14 4. ANALYSIS AND RECOMMENDATIONS 4.1 General Observations and Discussion This project is complicated by conflicting or uncertain ownership issues. The pond and Mill Pond Park to the south are owned by Springfield Township, the park along the north side of the dam is owned by the Rotarians, the dam itself is maintained by OCPR, but the roadway above is owned and maintained by the RCOC. Further complicating proposed repairs is the presence of the railroad, as well as active underground gas and telephone lines on the downstream face of the dam. The ownership/responsibility issues, along with the presence of utilities and considerations associated with construction near (or potentially extending into) the railroad easement may be more difficult to resolve than the preparation of technical designs and the implementation of associated repairs. All parties will have to cooperate on the project in order to obtain a successful outcome. In general, we anticipate a phased repair can be implemented for the project, but it will be necessary to obtain input from the MDEQ with regards to the feasibility of implementing staged or phased repairs. Based on our review of previous safety inspection reports for the dam, deficiencies in the dam have been identified in the past. Repairs and maintenance to the dam have been recommended in the inspection reports referenced in Section 2.1 of this report, but it is unclear whether repairs recommended in these reports have been performed. From our observations, at least some of the repairs previously identified by MDEQ have not been implemented. Visible evidence of deficiencies associated with the existing dam includes the presence of "spongy areas" or "springs" that are located in Rotary Park on either side of the creek at three locations observed by SME. These locations identified by SME are noted on Figure No. 1. We understand such areas may have been observed elsewhere, and based on our review of the historical data, these wet areas have been reported for many years. In addition to these wet or spongy surface areas, the presence of artesian conditions observed in the SME borings on the downstream side of the dam also present a concern regarding the potential for piping of soils from the dam embankment. We understand there are drainage or weep tiles within Rotary Park. Some of the wet areas observed may be due to broken tiles. Based on our conversations with OCPR and members of the Rotary, we understand additional subsurface drainage was installed in the park in about 1996. We understand 3 or 4 trenches were excavated, running approximately parallel to Davisburg Road from the tops of each hill on each side of the streambed. The trenches were about 3 to 4 feet deep and filter fabric was placed in the bottom of the trenches, above which was placed crushed stone, a drain tile, and additional stone. The fabric was then wrapped over the Oc 2011 soil and materials engineers, ine. 8 F-21 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 —Page 15 stone and tile, approximately 6 to 12 inches of sand was then placed over the entire park area, which was then topped with topsoil and grass seed. We understand that prior to completing this drain installation, the park was constantly wet and "essentially unusable". Based on our site visit on May 10, 2011, OCPR personnel indicated the lift gate at the grated weir had not been moved in many years. It is not known if the gate is operational. Additionally, the gate is reportedly locked in place at as high an elevation as possible (to maintain as low an elevation in Mill Pond as feasible). Based on our observations and the information contained in the historical dam reports, the spillway has insufficient capacity to convey the design flood. As a result, the dam has been overtopped on several occasions. As detailed in many of the previous dam safety reports, the outflow conduit (the CMP pipe under Davisburg Road) is damaged, with a top of pipe deformation reported beneath the southern lane (eastbound lane) of Davisburg Road. This deformation was not observed by SME during our site visits due to the high water levels at the time of our visits. Additionally, at the time this report was prepared, it could not be determined if the deflection was near a joint or if there were perforations, corrosion, or separations at the point of deformation or elsewhere along the pipe. Because the historical dam safety reports provided for our review were photocopied in black and white, it is difficult to compare the photographs and estimate if the deformation has become worse over time. However, based on our review of the previously referenced historical data, we believe the CMP pipe dates back to at least the early 1980s. Based on the estimated age of the culvert and considering guidelines of the Michigan Department of Transportation (MDOT) recommend a design service life of 18 to 30 years for corrugated steel pipes, the existing outflow conduit is likely nearing the end of its service life. Based on our review of previous dam safety reports, on our own observations, and on photographs provided to SME by OCPR, the outflow pipe is also undersized for peak flood conditions. During our May 27, 2011 site visit, the outflow pipe was flowing full (see Photograph No. 16). The discharge channel is in poor condition. We observed that the concrete channel walls are relatively worn and cracked, and in a failed condition. The majority of the channel concrete downstream of the discharge end of the CMP is in good condition overall, but with some minor distress, cracking and deterioration noted. We did note a large perpendicular crack in the discharge channel immediately south of the south end of the spillway discharge pipe. There were also several minor cracks in the discharge channel, The discharge channel is elevated and generally appears to be constructed of concreted or mortared in -place cobbles and masonry. The north portion of the discharge channel also showed minor signs of concrete delamination and cracking but was relatively intact and judged in an otherwise structurally sound condition, with 2011 soil and materials engineers, inc. 8 F-22 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam —Springfield Township, Oakland County, Michigan August 17, 20ll —Page 16 some localized areas exhibiting base concrete damage. Based on our review of the dam safety reports prepared by others, this structure appears to have been repaired several times in the past. However, details are not available for previous repairs. Although it is difficult to discern due to the quality of the historical photographs, the lower masonry portion of the north end of the discharge channel appears to have been installed in the early to mid 1980s, OCPR personnel indicated several "patch" repairs were likely done on the discharge channel over the years. The grouted slope annor on the downstream face of the dam was designed as a nominal 12-inch-thick layer of cobbles and boulders. We understand from OCPR that the boulders and edge drains were first placed over the slope, and batched concrete was then placed on the slope to encapsulate the cobbles and boulders. We further understand the concrete was vibrated in place around the cobbles and boulders. Refer to the Dam Improvements Plan & Sections drawing by Earth Tech, included in Appendix B for additional details. There are several areas where the slope armor is in poor repair (refer to the photographs in Appendix A for additional information). In particular, we noted the following related to the condition of the slope armor: • The PVC underdrains installed along the swale are visible at several locations. • The geotextile separation fabric beneath the slope armor is exposed at several locations. • Delamination of concrete was observed in several areas. • Loose cobbles and boulders were widely observed, particularly along the toe of slope. • Large faults were widely observed, particularly near the swale and along the approximate alignments of some of the utilities. • Holes were widely observed, particularly in upper regions of the slope. Voids were generally observed beneath the slope armor at these locations. • The toe of the slope armor is undermined at several locations. • Thin areas where less than 12 inches of slope armor is present were widely observed. • Apparent rodent holes were observed near the roadway and along the cast end of the armor. • Cracks and voids were widely observed along the roadway. The slope armor details show a 24-inch-deep by 18-inch-wide "footing" along the edge of the roadway. The guardrail along the north side of the roadway is largely mounted to steel support posts which are embedded in a split -PVC form. At several locations, the edges of the armor are visible, and the design depth of 24 inches has not been met at those locations. • There are voids surrounding the guard rail support posts. U 2011 soil and materials engineers, inc- 8 F-23 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 — Page 17 ® Vegetation is growing through the cracks in the slope armor. a Sediment has accumulated along the Swale alignment. A determination cannot be made regarding the source of the sedimentation. This could represent sand and gravel washed from the roadway during storm events, or it could represent sand accumulations from beneath those portions of the slope armor where the voids were observed (i.e., from piping of soils from the embankment). Based on visual review of the lift gate and grated weir, these structures appear to be in reasonably good condition with no significant areas of distress observed. The steel sheetpile walls on either side of the gate are in good condition with no evidence of outward rotation or bowing observed from the surface. Additional details regarding the sheeting (embedment, length, presence of tiebacks, etc.) are not available. The roadway is in fair to good condition. A crack runs across Davisburg Road over the approximate alignnnent of the outflow pipe. Evidence of recent movement along this crack was not observed. The gravel shoulders along the south side of the roadway are as much as about 1 foot above the level of the roadway. The shoulders may have been built up at a previous time to provide additional freeboard. However, this height is not uniform, and was generally observed to be higher along the west end of the dam than the east end. As discussed previously, there are voids adjacent to some of the guardrail support posts. Additionally, due to the deflection in the top of the pipe, there is a risk of piping of soil beneath the roadway into the outflow conduit if the deflection has opened up joints in the pipe. Since it is not known if the deflection has worsened over the years or if there are separations, perforations, or corrosion along the pipe alignment, a more detailed risk assessment associated with piping of soil between the top of pipe and roadway cannot be provided at this time. The water wheel and its components are in operable condition. Some areas of exposed oxidation of the steel components were observed. There are trees located along the upstream face of the west end of the dam. Several previous dam safety reports have also mentioned the presence of the trees and recommended removal. Additionally, we observed an apparent animal burrow near the wooded area. Based on information provided by OCPR, we understand an "emergency" repair may have been performed at the dam site in the mid to late 1980s. This repair reportedly consisted of installing several bags of concrete (i.e., grout bags) along the toe of slope/upstream face of the dam (i.e., below the water level). The bags of concrete were reportedly placed by divers. We did not come across mention of these emergency measures in the historical information obtained from the MDEQ. U 2011 soil and materials engineers, inc. 8 F-24 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 — Page 18 Although organic soils and very loose sands were encountered at the boring locations, the dam has been in place for more than 175 years, and there is no evidence of recent settlement or slope instability. On this basis, additional improvements to the soils in terms of dam support are not anticipated at this time. Based on our evaluation and review of available information, the dam is considered in relatively "fair" condition. The dam, if properly maintained in its current condition, is unlikely to fail catastrophically, i.e., quickly and without warning. However, portions of the dam are deficient in condition and these deficiencies should be addressed as part of a repair program for the dam. If these deficiencies are not addressed as part of a proactive repair program, we expect the conditions at the dam will continue to deteriorate and eventually repairs will need to be made on an emergency basis. 4.2 Dam Repairs When assessing options for repairs to the dam, we considered several technical or functional requirements based on our evaluation, MDEQ requirements, and the information presented in the previous dam safety reports. For purposes of this evaluation, the dam safety reports from 1998, 2003, and 2008 were considered more representative of current dam conditions and are therefore generally referenced more frequently than those reports filed before 1998. In addition to our observations and the information in the more current safety reports, we also considered the information provided by OCPR, and have also considered the relative costs of repairs to Oakland County. A list of "in-house repairs" that should be implemented as soon as possible is provided in Section 4.2.1. We anticipate these repairs can be readily implemented by OCPR under existing maintenance budgets. A list of potential future repairs to the dam that will require additional evaluation and engineering, as well as budget planning to fund the repairs and cooperation with other agencies, is provided in Section 4.2.2. 4.2.1 In-house Repairs — To be Performed as Soon as Possible There are several low-level repairs that should be implemented by OCPR and the RCOC to maintain functionality and safety. We anticipate these reapirs could be performed in-house under standard maintenance budgets, and would therefore be generally cost-effective to implement. At a minimum, we recommend the following repairs/maintenance items be implemented as soon as possible; 0 2011 soil and materials engineers, me. 8 F-25 Preliminary Evaluation Report Davisburg Dam — Springfield Township, Oakland County, Michigan SME Project No. PD63302 August 17, 2011 —Page 19 • The trees along the west end of the upstream portion of the dam should be removed. ® Visible animal burrows should be backfilled and attempts should be made to deter rodents from the area. The MDEQ's Dam Safety Unit provides guidance for reducing the risk of rodent damage to dams. In general, if the trees are removed from the upstream side of the dam and the grass is maintained, the risk of groundhog burrows will be reduced. Rodent holes, where encountered, should be grouted or "mud - packed". Refer to the MDEQ website for additional recommendations. • The cracks in the asphalt roadway should be sealed. This will reduce the risk of runoff infiltrating into the base material and into or beneath the slope armor. Sealing these cracks will also establish a "baseline" condition so that future changes in the condition of the sealed cracks can be readily discerned. • Repairs to the guardrail support posts should be made by the RCOC. Refer to Section 4.2.2 for additional comments regarding repairs to the slope armor. Filling of some of the voids beneath the slope armor near the roadway could be completed in conjunction with repairs to the guardrail support posts. 4.2.2 Additional Repairs Based on our visual review of the dam, as well as our review of the previous dam safety reports, we have identified three (3) phased repairs. We have assumed the MDEQ will allow a phased implementation for the repairs. These repairs are in addition to the maintenance/in-house repair and maintenance operations described in the preceding section. Phased repairs include: • Safety improvements to the water wheel. Recommended time frame — 1 to 2 years. • Spillway and slope armor repairs. Recommended time frame — 1 to 2 years. • Culvert replacement/increase capacity of outflow — 5 to 8 years. The above repairs may also be folded into a single repair project. The repairs discussed are visually depicted on Figure 2: Conceptual Repair Plan included in Appendix A. Note: Opinions of cost presented in the following sections include engineering and construction testing services and MDEQ permitting. Engineering and equipment associated with hydroelectric power generation have not been included in our opinions of cost. For MDEQ permitting, we have assumed OCPR will apply for and directly obtain the required permits with assistance by SME as needed. Our fees DO NOT include RCOC permits or permits from the railroad. Additionally, we have assumed RCOC will assume some ownership of the project(s) and will provide traffic control signage or road closure O 2011 soil and materials engineers, inc. 8 F-26 Preluninary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 —Page 20 and posted detour signage as may be required. Traffic control signage is assumed to consist of conventional "construction ahead", "be prepared to stop", etc. signage. Traffic control in the form of flaggers (if required) would be provided by the contractor. The preliminary opinions of cost presented herein are based in part on previous experience with similar projects, the specific details discussed herein, and the 2011 RS Means Heavy Construction Cost Data. 4.2.2.1 Water Wheel OCPR initially requested SME provide engineering recommendations for repair of the discharge channel and possible safety improvement recommendations for the existing water wheel. As discussed elsewhere, the water wheel is located in Rotary Park, and it is possible to walk directly up to the wheel. The rotating wheel could pose a safety concern to persons not exercising proper precautions around the equipment or to unsupervised children who may enter the area. The water wheel is generally in good repair, with isolated areas of oxidation observed where the painted surface has delaminated. Routine maintenance such as regular painting and greasing of moving parts should allow for the wheel to function for many years to come. There are several engineered options that could improve safety of the water wheel. These could include the installation of guards over moving parts or the relocation of the wheel to a more central location in the creek where it would not be accessible to people "walking up" from the park. However, installation of new foundations within the streambed could prove costly, as we anticipate temporary rerouting of discharge from the outflow pipe would be required, and installation of a cofferdam or support of the water wheel on deep foundations could be required. However, there are more cost effective methods of improving safety. The County could opt to permanently remove the wheel, but we understand that option may not be politically feasible. Another relatively cost-effective option would be to install a fence around the water wheel. Since OCPR has landscape architects and designers on staff, we anticipate the specifics of a solution to improve safety around the water wheel could generally be developed in-house based on preliminary schematics developed by SME. We anticipate in-house options to improve safety could include a simple chain -link safety fence, a decorative rail, or a retaining wall and rail along the west side of the wheel where it is accessible to foot traffic. Fee estimates for safety improvements to the Water Wheel, inclusive of permitting, engineering, and construction monitoring fees could range from about $10,000 to about $52,000. Please note that our permitting estimate is based on the assumption that a permit WILL NOT be required from the railroad. We have also assumed OCPR will obtain the permits in-house with assistance as necessary from SME. The lower range of the estimate provided is based on the assumption that Cc) 2011 soil and materials engineers, inc. 8 F-27 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 —Page 21 a chain link or other decorative fence is installed upslope of the water wheel and only minor site grading is required for the fence option. The higher range of the estimate provided is based on the assumption that a decorative terraced slope is required (e.g., using gabion baskets), which includes significantly more earthwork. Additional drainage could also be installed in Rotary Park to address the remaining "spongy" areas. We anticipate OCPR could probably install drains using in-house equipment and personnel, However, if drains were added to the construction budget for a terraced option, we recommend using an estimate of $9 to $10 per lineal foot for installation of a 4-inch-diameter geotextile-wrapped edge drain installed in a minimum of 12 inches of clean crushed stone. 4.2.2.2 Spillway and Slope Armor Repairs In considering repairs to the spillway and slope armor, we first considered the feasibility of a partial removal and replacement of the existing spillway. However, based on the observed condition of the spillway, including evidence of what appears to be several generations of repairs, combined with varying materials and delamination of some concrete, a partial repair was judged to be impractical from a cost versus design life standpoint. Rerouting of water would still be required for either repair or remove/replace options, and if the force of the discharge on the spillway is not reduced, we anticipate deterioration of the spillway will likely continue. Additional design and evaluation is required to provide for a final design, but we preliminarily anticipate installation of a precast concrete spillway supported on a conventional shallow foundation could be a reasonable solution. Temporary rerouting of water from the outflow pipe will be required for completion of spillway repairs, and multiple high flow capacity pumps are expected to be required. For a cast -in -place concrete option, rerouting of the water would likely have to occur for about 4 to 6 weeks (to allow for demolition, construction of new foundations, and curing of the concrete superstructure). Rerouting of flow over that period of time carries with it a relatively high fee. Additionally, someone must maintain the pumps over that period, and the longer the construction period, the higher the risk of encountering a storm event during construction that cannot be adequately controlled by pumping. A precast box culvert option could be fully installed and operational in about half the time required for cast -in - place concrete. On this basis, our preliminary opinions of cost for spillway repair assume the use of a precast spillway. Replacement of the spillway could range from about $125,000 to $195,000. It is important to note that the fee provided does not include installation or design of micro hydro -generators or other equipment. Furthermore, the opinion of cost is based on the assumption that permitting from the railroad is not required and includes engineering and permitting fees. We have also assumed RCOC will remove and replace the guardrails along the cU' 2011 soil and materials engineers, inc. 8 F-28 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam —Springfield Township, Oakland County, Michigan August 17, 2011 —Page 22 spillway as the guardrails are in need of repair independent of repairs to or replacement of the slope armor. Based on the voids, exposed drain tiles, and surface degradation observed, the existing slope armor should ideally be removed, the slope stepped, and a new slope armor system and drains installed. Additional slope stability analysis and groundwater level observations will be required to further evaluate potential instability of the downstream face of the dam. Preliminarily, we anticipate localized piping or erosion is likely occurring, rather than overall instability of the armored slope. On this basis, a temporary fix could include isolated repairs or filling of voids by grouting. Isolated repairs could be performed in-house by RCOC in conjunction with any guardrail repairs. A second option is to utilize Oakland County's blanket contract for grouting services to perform isolated repairs. Isolated repairs could be performed by a specialty contractor using typical "mud jacking" methods. For selected grouting of void areas, fees could range from about $35,000 to about $54,000 (including permitting and preparation of construction documents). Note that this option does not include surface repairs and items such as the exposed drain in the swale would remain "as is". For the removal and replacement option, construction costs could range from about $155,000 to $230,000. The cost opinion for the removal and replacement option is based on the assumption that RCOC will cover fees associated with re-routing of traffic and removal and replacement of guardrails as may be required. 4.2.2.3 Culvert Replacement Insufficient spillway capacity was repeatedly reported to be a concern in the dam safety reports reviewed by SME. In addition, the deformation and age of the pipe is also a concern. We are presenting a preliminary opinion of cost associated with replacement of the culvert. However, if the culvert is replaced in conjunction with repairs to the spillway, we anticipate costs savings would be realized. This is primarily due to the significant cost associated with diverting water from the outflow pipe required for both spillway and culvert replacement phases of the repair. As indicated previously, we have assumed that RCOC will contribute services related to removal and replacement of portions of the guardrail, installation of roadway signage and barricades, and rerouting of traffic during the course of the repair. Our preliminary opinion of cost for the culvert repair portion of the project is estimated at $55,000 to $82,000. c0 2011 soil and materials engineers, inc. 8 F-29 Preliminary Evaluation Report SME Project No. PD63302 Davisburg Dam — Springfield Township, Oakland County, Michigan August 17, 2011 —Page 23 4.2.2.4 Summary of all Repairs A summary of our preliminary opinion of cost for each task outlined in the preceding sections is provided on the following page. As indicated elsewhere in this report, we anticipate some cost savings may be realized by combining multiple individual repairs into one repair project. By combining individual repairs, engineering costs and fees associated with diverting water from the outflow could be significantly reduced. q Anticipated �11 Preliminary Task Repairs Opinion of Comments 'j Cost Safety Improvements 2012 to $10,000 to Assumes Landscape Design is Provided Associated with Water 2013 $52,000 by OCPR Wheel Additional Underdrains 2012 to $9 to $10 per Assumed to be installed in-house by at Rotary Park 2013 lineal foot OCPR/RCOC or in conjunction with other repairs. Spillway Replacement 2012 to $125,000 to 2013 $195,000 Localized Repairs to 2012 to $35,000 to Slope Armor 2013 $54,000 Removal and 2012 to $155,000 to Replacement of Slope 2013 $230,000 Armor Culvert Replacement 2016 to $55,000 to Does not include alterations to lift gate 2019 $82,000 4.3 Other Considerations As an alternative to repairing and maintaining the dam, it may be feasible to permanently remove the dam. Grants are available to assist in removing dams and remediating the associated waterways. However, as indicated previously, there are questions regarding ownership of the dam. We understand OCPR has maintained the dam for many years, and as such, may be the default owner of the dam. However, it is possible RCOC may also have a right to claim ownership of the dam. Additionally, we anticipate removal of the subject dam may be politically untenable, as elimination of the dam would essentially result in the elimination of Mill Pond and the park and recreation areas enjoyed by Springfield Township and by homeowners whose properties border the pond. Restoration of Davisburg Road following demolition of the dam may also be problematic in terms of responsibility. In other words, it's possible the State may CO 2011 soil and materials engineers, inc. 8 F-30 ITEM # 9 B EXECUTIVE OFFICER'S REPORT 1. Donation of 2 BBQ Grills: On August 13th we held a Red Oaks Sizzler BBQ Battle. This event was held at the Red Oaks County Park Soccer Complex in Madison Heights. The sponsor of the event was Bourlier's Barbecue and Fireplace located at 23245 Woodward Avenue, Ferndale, MI 48220. As the sponsor to the event they donated one (1) Patio Pro Team Grill with a retail value of $669.99 and one Broil Master Superb Grill with a retail value if $799.99. These grills were given out as a first place price and a second place prize for the event. Donation of Hand Cycle: Quality Home Medical Equipment of Westland recently donated an adult Invacare recumbent hand cycle to the adaptive recreation program. The hand cycle will be incorporated into the Parks' Go!Bike Unit, special events, and training for our junior adaptive sports team. In addition, they donated a standard wheelchair for park patrons' use at the Waterford Oaks Waterpark, plus discounted recently purchased aquatic chairs. Total value of their donation to the Oakland County Parks and Recreation Commission is approximately $5,400. 3. Food & Beverage RFP Update: Staff has been meeting weekly to bring the process of rebidding all food and beverage services to the Park System. The current plan to break the services out into 4 different RFP's: Golf and Banquet Centers, Concession and Camp Store Operations, Approved Caterers List, and Restaurant Operation at Springfield Oaks Golf Course. All RFP's are planned to be released to the public this Fall with some services starting for the 2012 operating season, and others beginning in 2013. Staff have been identifying key issues for each RFP and plan to incorporate these into each while working with input from Purchasing, Corporation Counsel, Risk Management and the Health Department. Two (2) Commissioners will be appointed to sit on this committee as well. See attachments 913-9 and 913-10 for additional details on each RFP. 4. Activity Reports: We will be passing out the Activity Reports at the Commission meeting on Wednesday. 5. Update/Report on Personal Checks: Starting in 2012 we will be changing our internal policy on the acceptance of personal checks. We will no longer be accepting personal checks 2 weeks prior to an event. We will however accept business/corporate checks. This is due to the number of NSF Checks we have been getting back from the financial institutions. 6. NRPA Magazine Article: We expect the September issue of the NRPA Magazine with the feature article on Oakland County Parks & Recreation any day now. If we receive it before the Commission meeting on the 7th we will bring it to the meeting. 7. State of Michigan's Recreation Passport Program: The following is an update on the State of Michigan's Recreation Passport program. As of end of month June-11 July-11 State Revenue $12,800,000 $15,105,965 State Average 22.6% 24.0% Vehicle Passes 1,262,000 1,488,323 Motorcycle Passes 38,400 44,547 Oakland County 20.40% 20.5% Participation 9 B-1 Oakland County 146,000 162,735 Vehicle Passes Oakland County 3,500 3,943 Motorcycle Passes 8. Upcoming Events and Programs: Attached for your information is a list of upcoming events and programs scheduled by the Recreation Programs and Services staff. 9. Addison Oaks Window Replacement: On August 30, 2011, staff held a non -mandatory pre -bid conference at Addison Oaks Conference Center for the purpose of reviewing and answering contractor question on the EECBG funded project of window replacements and insulation installation. We had (4 -5) General Contractors, (1) Window Contractor, (2) Insulation Contractors and (2) Window Manufacturer's attend this meeting. Additionally staff received a call from another interested window contractor who was ill and could not attend the Pre -Bid Conference. Bids are due September 8, 2011; however, due to the upcoming Labor Day holiday, the bid due date may be extended to September 15, 2011. 10. Communications and Marketing Update: 2011 Golf Marketina Initiatives At the August 17 regular Commission meeting, members asked about initiatives for the 2011 season. Marketing efforts include radio, TV and print ads and social media, such as GroupOn, GroupGolfer and CBS Deal of the Day, e-marketing, websites plus golf industry trade show and publications and in-house efforts such as the Loyalty Program and Junior Golf Free. The 2011 target markets identified include: Golfer Guy (45+); Women; Youth; and Seniors. Total 2011 marketing dollars spent to date: $27,000; $35,000 budgeted Note: Spent $20, 000 in 2010 Michigan Golf Show 32,000 attendees -> Booth space: $820 — Half -page ad in show magazine: $800 — 3,000 brochures printed for show: $817 — New! Looped reel of 150 course images: $200 -Michigan Golf Live Package $6,500 — MGL Radio Live Broadcast on Saturday, May 14 from Lyon Oaks — 10-week commercial flight on MGL Radio, featuring 4x:30 or 2x:60 spots per week. — Michigan Golf Live TV, 10-week flight w/ 30, 30-second commercials featured -Jeff Lesson on Golf — 2-for-1 offer purchased on website — Revenue of $3,234. Included 200 rounds TV (Channel 7 live broadcast)/ 300 rounds Radio (six radio segments) plus web presence. Split revenue on 200 rounds. -Golf Association of Michigan -3 Swing and Save — Varying offers for all five courses • : . •Groupon.com - Sold 2,000 certificates = $3,100 revenue (Red Oaks) Note: As of August 23, there were 585 redemptions White Lake Offer - sold 521 Revenue: $7,294 - Negotiated down the standard 50/50 split to $14/parks; $10/GroupOn •GroupGolfer.com - Sold 1,823 certificates= $40,106 revenue (Lyon Oaks) Note: As of August 23, there were 1,518 redemptions -CBS Deal of the Day - Sold 294 certificates = $4,241 revenue (Springfield Oaks) on Michigan Half -Off - E-marketing message to MHO members, 80 on -air mentions plus MHO web exposure Note: As of August 23, there were 298 certificates redeemed *Golf Association of Michigan: Links Magazine and E-blasts plus Hour Magazine & Hour Daily Deal - HTML e-mail newsletter from GAM to 26,000 GAM members twice =$500 (June 21 and August 23; promoted Lyon Oaks $35 after 2 p.m. special) -3 Links Magazine half -page ad= $2,131 •Carl's Golfland Magazine $6,500 -3 Full -page ad with code for 25% off discount offer on website; 1,325 new email addresses to date; more to follow after courses close for season -The Oakland Press - Golf Directory Special Section= $1,500 -White Lake Oaks Golf Course named 3rd place "Best of the Best" = $300 - Tee Time Golf ad section. Two ads promoting Labor Day Special =$350 - Fall Golf rates promoted in Fall Family Fun booklet -Detroit Area Golf Scene blog on The Oakland Press website http:lloaklandgolfscene blogspot com/ - 2,200 unique user and 20,000 multiple page views over last four months •Travelhost Magazine -> Free full -page ads; 3 out of 4 issues promoted golfing; $8,100 value - 20,000 copies distributed to 12,563 rooms in 63 hotels in Wayne, Oakland and Macomb Counties, plus some retail locations, visitor centers and chambers of commerce •E-marketing messages to OCPR subscribers - Promoting spring/fall rates, programs, GroupOn promotion, $5 off Father's Day promotion etc.; sent roughly every three weeks - 8,900 subscribers •Destination0akland.com golf page visits and views - Data range isl2/1/2010 - 8/17/11 Directory and Pages Visits Pageviews Lyon Oaks 15,172 19,967 Glen Oaks 6,358 8,373 Springfield 5,949 7,447 Red Oaks 5,533 7,026 White Lake 4,535 5,912 -Facebook - "Like" number is 3,559. -Twitter - 1,264 followers ow -Hollywood Market receipt offer $600 — Offer was 2 golfers for 9 holes walking $15; 12-week run — Main Street in Royal Oak store -WDFN - The Fan $2,000 — On -air mentions and advertising spots -The Spinal Column $380 — Four -week run of golf clinics/events, junior golf clinics, four -person scrambles; LOGC $35 after 2 p.m. -Detroit Tigers 2011 Keepsake Yearbook ad $4,475 — Quarter -page ad focusing on $35 after 2 p.m. offer at Lyon Oaks; available at every Tiger home game plus selected bookstores, sporting goods stores and retail outlets. Website a -links -General golf info on 300+ plus sites -Detailed course info on 35 golf -specific sites, including gam.org, golfcourseportal.com, GolfLink.com, Golfersguide.com, Golfguideweb.com and Michigangolf.com -League Discount Cards —Valid for 10% — 2,490 redemptions -Juniors Golf Free — After 4 p.m. on Saturday/Sunday with paid adult or guardian Golf Course Flagging Red Oaks = $1,184 Springfield = $592 Discount offer/Coupon Redemption Jan. 1, 2011-Aug. 23, 2011 Michigan Golf 25% discount 1,247 redemptions Show brochure Loyalty Card Buy 9, get 9 2,968 redemptions Loyalty Card Buy 18, get 18 21 redemptions/Lyon Oaks Lifetime Fitness 25% off 393 redemptions Golf Assoc MI 20% off 305 redemptions Gift Cards $5 bonus 580 purchased (Purchase OCP gift card of $25 or more, get $5 free to spend at golf courses in 2011; ran before the Christmas holiday) Carl's Golfland 25% off Magazine/e-coupon Groupon 50% off 513 redemptions 585 redemptions/Red Oaks Factors impacting revenue: -Opened the first week of April; the latest ever in park history due to rain; and closed before Thanksgiving, also due to weather -Hottest summer on record in years; 20+ days of temperatures over 90 degrees -White Lake Oaks closed three times because of storms and course conditions/unprecedented -White Lake Oaks lost two leagues (40-50 golfers) for a revenue loss of $16,000+; leagues were unhappy with service from Oak Management -Economy is down, unemployment is up (10.5% as of June 2011; Michigan Labor Market Information) -Golf participation is down, industry wide 4 xfi � n M e's, S�pgVZ",c')vO If you are not already a member, sign up for deals at vPvy,_gjor_gj n_.con . Then on Friday, Aug. 26, purchase a 9-hole round of golf with cart for two at White Lake Oaks Golf Course for only $24! (up to $48 value). Offer details will appear on GroupOn.com. eve with a Labor Day mokend coupon Check The Oakland Press Tee Time Section on Wednesdays, Aug. 23 and Aug 31 and clip the coupon for $5 off 18 holes and $2 off 9 holes at Glen Oaks, Red Oaks, Springfield Oaks and White Lake Oaks golf courses. Coupon is valid after noon on Sept. 3-5. Restrictions apply. Refresh your golf accessories during the Pro Shop 25% off sale at Glen Oaks, Red Oaks, Springfield Oaks and White Lake Oaks golf courses from Sept 2 — 5. Sale applies to selected items. Call for pro shop hours. --ra,'nrible avid socialize ether four friends for the 50-plus 4-Person Scramble at Springfield Oaks Golf Course on Tuesday, Sept. 6 7:30 a.m. The scramble package includes 18 holes of golf, cart, continental breakfast, lunch, prizes and i! Cost is $32.50/person or $130/team. To register, call 248-625-2540. Aik"wk your e undmr Sign up for the Autumn Family Golf Fest on Saturday, Sept 17 at 2 p.m. at Red Oaks Golf Course. The fun outing includes 9 holes of golf, campfire and treats, hot dogs and a hayride. Cost is $15/person. (cart extra) Ages 5 and older. Click for details and registration_ onii. /isit Dostiniation0okland.corn for golfing details and events. See you at the courses! Oakland County Parks and Recreation Golf Course Staff Find us on Facebook. UpcominI4 Events — September Adaptive Recreation Sept. 8 Junior W/C Basketball — Parent Meeting/Southfield Sept. 15 Junior Wheelchair Basketball/Southfield Sept.21 Junior Wheelchair Basketball/Southfield Sept.22 Rehabilitation Institute of Michigan Celebrity Game @ OU Sept.29 Junior Wheelchair Basketball/Southfield Sept.30 TGIF Social for individuals with Developmental Disabilities, Waterford Field Sports — Lyon Oaks Sat/Sun Michigan Cricket Academy (MCA) Sat/Sum Great Lake Cricket Association GLCA) Tues & Thurs Wixom Parks and Recreation Various Total Soccer Field Sports — Catalpa Oaks Sun -Sat South Oakland Soccer Club — Soccer Camp Sundays Stay and Play Social Club Soccer Concerts Judy 7 Red Oaks Soccer Complex — Urban Prairie July 15 Red Oaks Soccer Complex — Chautauqua Express (Youth — Day) July 21 Catalpa Oaks — Back Beats OC Parks Express Sept. 25 Autumn Express; Family Trip from Catalpa Oaks to Independence Oaks Camn2round Recreation Sept. 17 Haunted Hallows at Groveland Oaks Sept. 24 Haunted Hallows at Groveland Oaks Oct. 15 Boo Bash at Addison Oaks Oct. 22 Boo Bash at Addison Oaks Special Events, Does, Golf, and Health & Wellness Sept. 6 Women's Just for Fun "Fall" No Score Golf League at Red Oaks Sept. 10 Canines, Coffee and Conversation at Lyon Oaks Sept. 10 Waterford Oaks Bow Wow Dog Swim Sept. 11 Red Oaks Bow Wow Dog Swim Sept. 11 Red Oaks Dog Park FidoFest Sept. 13 Women's Just for Fun "Fall" No Score Golf League at Red Oaks Sept. 17 Autumn Family Golf Fest at Red Oaks Golf Course Sept. 20 Women's Just for Fun "Fall" No Score Golf League at Red Oaks Sept. 27 Women's Just for Fun "Fall" No Score Golf League at Red Oaks Sept. 30 Brooksie Run Health Expo — Rochester Oakland University Nature/Interpretive Prol4rams Sept. 3 Nature Discovery — (In Kind) @ Addison Oaks and Groveland Oaks Sept. 8 Garden Work Bee Sept. 10 PIP - Evening Canoe and Campfire Sept. I Patriots' Day - Guest Appreciation Day - Free Park Entry — Related activities TBD Sept. 14 Nature Discovery @ Botsford Child Care Sept. 17 LWNC Staff facilitating Monarch Tagging @ Orion Oaks Sept. 17 Wild Birthday Party Sept. 18 Independence Oaks Hayride Sept. 18 Nature Discovery — Bass Pro Shop - @ Twin Chinureys Sept. 22 Garden Work Bee Sept. 24 Autumn Hayride Sept. 25 Autunun Express Comrnunity Hayrides Sept. 30 Field Trip — Little Sprouts Volunteer Opportunities Sept. 10 Waterford Oaks Dog Swim Sept. 10 Clinton River Watershed Council Annual Clean-up Sept. 11 Red Oaks Dog Swim Sept. 11 Fido Fest at Red Oaks Dog Park Sept. 17 Destination Addison for Volunteers Sept. 17 Rattlesnake Awareness Day at Lyon Oaks Sept. 17 Haunted Hallows at Groveland Oaks Sept. 24 Haunted Hallows at Groveland Oaks Oct. 9 Hidden Forest Trail Run at Independence Oaks Oct. 15 Boo Bash at Addison Oaks Oct. 15 Tailgating Party at the Dog Parks at Orion Oaks Oct. 22 Boo Bash at Addison Oaks Oct. 22 Howl-O-Ween for the Dogs at Lyon Oaks Mobile Recreation Sept. 1 Bouncer at Pontiac Sept. 1 Festival II at Hazel Park Sept. 1 Mini -Festival at Pontiac Sept. 1 GO! Cache at Pontiac Sept. 3 Bouncer at Addison Oaks Sept. 3 Bouncer at Groveland Oaks Sept. 3 Festival 1 at Addison Oaks Sept. 3 Festival 1 at Groveland Oaks Sept. 4 Climbing Tower at Addison Oaks Sept. 4 Climbing Tower at Groveland Oaks Sept. 4 Mini -Festival at Addison Oaks Sept. 4 Mini -Festival at Groveland Oaks Sept. 9 Storytelling at Rochester Sept. 10 Storytelling at Rochester Sept. 10 Bouncer at Southfield Sept. 10 Climbing Tower at Waterford Oaks Sept. 10 Climbing Tower at Rochester Sept. 10 Festival 2 at Orion Twp Sept. 10 Mini -Festival at White Lake Sept. 10 Obstacle at White Lake Sept. 10 GO! Paddle at Orion Oaks Sept. 10 Retro Games at Waterford Oaks Sept. 11 Storytelling at Rochester Sept. 11 Climbing Tower at Troy Sept. 11 Festival 1 at Troy Sept. 11 Mini -Festival at White Lake Sept. 11 Obstacle at White Lake Sept. 14 Tower at Keego Harbor Sept. 16 Tower at Novi Sept. 17 Bouncer at Oakland Twp Sept. 17 Climbing Tower at Ferndale Sept. 17 Festival 1 at Groveland Oaks Sept. 17 Mini -Festival at Groveland Oaks Sept. 17 GO! Cache at Addison Oaks Sept. 17 GO! Paddle at Addison Oaks Sept. 17 Puppet Mobile at Ferndale Sept. 17 Haunted Hallows Haunted Island at Groveland Oaks (1) Sept. 18 Bouncer at Birmingham Sept. 23 Festival 2 at West Bloomfield Sept. 23 Mini -Festival at West Bloomfield Sept. 24 Climbing Tower at Milford Sept. 24 Festival 1 at Groveland Oaks Sept. 24 Festival 2 at South Lyon Sept. 24 Mini -Festival at Groveland Oaks Sept. 24 Haunted Hallows Haunted Island at Groveland Oaks (2) Sept. 25 Storytelling at Independence Oaks Oct. 15 & 22 Boo Bash & Haunted House at Addison Oaks •:: until parks — ¢o �aktand Co rse and Ban uet F&6 Golf you Center Oaks Conference Location Addison Glen Oaks Golf Course Lyon Oaks Gott s golf Course White Lake Oak Schedule Tentativ 31 2011 n MITN October and Posted day, TBO) RFp Released 1 All Day (1 visits November 1�. 201 Site Pre -Bid Meeting( Required 5pm November 30, 2011 @ ects osals due NarrovN to tO9 Prosp Prop er 5-9, 2011 mittee Revie\N — Decemb tion Com EvalualB 2011 ors December 12" bons from Propse Pre$e_21,2011 er 19- Contract Decemb Negotiations On lan 2011— Feb 2012 royal Process Comn�ission App Feb 2012 — Dec 201period Transition January 1' ntract� 2013 Lease Begins & geVerag e RFP oVerv1ew d cam Store F&g Concession an Locations s Addison Oak Groveland Oaterpark Red Oaks O te. , Waterford Oaks wa Independence Oaks? 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