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Agendas/Packets - 2012.01.11 - 40215
2800 Watkins Lake Road . Bldg 97W -Waterford, MI 48328-1917 248.858.0906 • 1.888.00PARKS • DestinationOakland.com 01ir-AKLAND COUNTYPARKS Gerald A. Fisher Chairman John P. McCulloch Vice Chairman J. David VanderVeen Secretary Pecky D. Lewis, Jr. Chairperson Emeritus January 4, 2012 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, January 11,2012 9:00 a.m. PURPOSE .................................. Regular Meeting This meeting has been called in accordance with the authorization of Chairman Gerald Fisher of the Oakland County Parks and Recreation Commission. Sincerely, Daniel J. Stencil Executive Officer A. David Baumhart III Robert Kostin Christine Long Next Meeting: Gary R. McGillivray John Scott .Wilson Daniel J. Stencil Executive Officer Wednesday, February 1, 2012 at Oakland County Parks Administration Office 0 ur mission is to provide quality recreational experiences that encourage healthy lifestyles, support ernnomic prosperity and promote the protection of natural resources. Oakland County Parks and .,,-,;reation Commission Meeting Parks & Recreation Administration Offices 2800 Watkins Lake Road, Waterford, MI 48328 January 11, 2012 9:00 AM Agenda Action Required Presenter/Phone # 1. Call Meeting to Order ------ G. Fisher/248.514.9814 2. Roll Call QG 3. Pledge of Allegiance ------ L( 4. Approval of Agenda Approval G. Fisher/D. Stencil 248.858.4944 5. Approval of Minutes: December 7, 2011 Regular Meeting Approval Vicky Valko 248.858.4603 6. Election of Commission Officers Approval G. Fisher/P. Lewis 248-646-5917 7. Public Comments G. Fisher/D. Stencil 8, PRESENTATION A. Oakland County Health Division — Kathy Forzley - Healthy Pontiac Grant Presentation D. Stencil /S. Wells 248.858.4634 9. CONSENT AGENDA A. Internal Service Funds Journal Voucher Register for month ending 11/30/11 (FM 2, FY 2012); Payment Register for month ending 11/30/11 (FM 2, FY 2012) Approval J. Phelps 248.858.5319/1). Stencil B. Monthly Financial Statements Executive Summary for month ending 11/30/11 (FM 2, FY 2012) Approval J. Phelps/D. Stencil C. 2011 Park Access Permit Program Summary Receive & File D. Stencil/Karen Kohn 248.858.4606 D. 2011 Annual Donations & Contributions — Operating Report Receive and File R. Stepp 248.931.1244/D. Stencil E. Purchasing Quarterly Report Receive and File P. Castonia 248.858.0909/D. Stencil 10. REGUL_ __: AGENDA A. Proposed Policy for Operating & Capital Fund Reserves B. Proposed Revision of Commission's Rules & Regulations C. Springfield Oaks Dam Report [Update D. Springfield Oaks Activity Center/Campground Electrical Improvements E. MDNR Recreation Passport Grant Program Application F. Waterford Oaks Master Plan Presentation G. Preliminary Discussion of 5-Year Recreation Plan 2012 - 2016 11. STAFF REPORTS A. Activity Report December 2011 FY2012, Month 3 B. Update on December 7, 2011 Commission Meeting Golf Presentation C. Nature Center Operations and Program Update D. Waterparks Year End Report F. Executive Officer's Report ** 5 MINUTE RECESS 12. CLOSED SESSION: Potential Property Acquisitions Informational J. Phelps /D. Stencil Approval J. Dunleavy 248.858.4647/Sue Wells Informational M. Donnellon 248.858.4623/D. Stencil Approval Approval Informational/Commission Comment Informational Receive and File Receive and File Receive and File Receive and File Receive and File Mike Donnellon/D. Stencil D. Stencil/Linda Hegstrom 248.858.0906 Donna Folland 248.736.1649 Jon Noyes 248.858.4624 Jon Noyes /Donna Folland J. Dunleavy / L. Gee 248.343.3165 S. Wells T. Fields 248.858.0914/ S. Wells/D. Stencil K. Stavale 248.858.4637/ M. Pardy 248.858.1486/ L. Gee D. Stencil 13. OLD BUSINESS G. Fisher 14, NEW BUSINESS G. Fisher 15. ADJOURN Next Meeting: 9 a.m. on Wednesday, February 1 , 2012 at Parks & Recreation Commission Meeting Room, 2800 Watkins Lake Road, Waterford, MI 48328 OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING December 7, 2011 Chairman Fisher called the meeting to order at 9:10 a.m. in the Commission Room of the Administration Office. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen, David Baumhart, Robert Kostin, Chairperson Emeritus Pecky D. Lewis, Jr.,Christine Long, Gary McGillivray, John Scott, Eric Wilson COMMISSION MEMBERS ABSENT: None ALSO PRESENT: Parks and Recreation Oakland County Facilities Management Oakland County Fiscal Services APPROVAL OF MINUTES: Daniel J. Stencil, Executive Officer Sue Wells, Administrator -Parks & Rec. Operations Jim Dunleavy, Chief, Park Ops. & Maint. — N. District Jon Noyes, Supervisor — P & R Planning Karen Kohn, Administrative Services Larry Gee, Chief -Park Ops & Maint. S. District Terry Fields, Chief —Recreation Programs & Services Matt Pardy, Recreation Specialist Meagan Shafto, Communications & Mrktg. Mike Donnellon, Chief -Parks Fac. Maint. & Dev. Michael Hughson, Property Management Specialist Brian Menghini, Fiscal Services Supervisor Nancy Fournier, Chief Fiscal Services Moved by Mr. Wilson, supported by Mr. Baumhart to approve the minutes of the Regular Meeting of November 9, 2011, as written. AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. APPROVAL OF AGENDA: Moved by Mrs. Long, supported by Mr. Scott to approve the agenda with the following amendment; remove item 7D — Donations & Contributions and add Introduction of New Marketing/Communications Technical Aide. AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. 5-1 (Commission Meeting, December 7, 2011) INTRODUCTION OF MARKETING/COMMUNICATIONS ASSISTANT: Executive Officer Daniel Stencil introduced Meagan Shafto, the new Marketing & Communications Technical Aide. She recently graduated from Central Michigan University. She has experience in public relations and public affairs. Megan is attending this meeting on behalf of Marketing & Communications Supervisor Desiree Stanfield. CONSENT AGENDA: Moved by Mr. Wilson, supported by Mrs. Long to approve all items under the Consent Agenda as follows: Internal Service and Department Funds Payment Register for Month Ending 10/31/11 (FM01, FY 2012); Voucher Payment Register for Month Ending 10/31/11 (FM01, FY 2012); Monthly Financial Statement Executive Summary for Month ending 10/31/11 (FM 1, FY 2012); FY 2011 Year End Financial Report AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. APPROVAL OF 2012 COMMISSION & EXECUTIVE COMMITTEE MEETING DATES: Moved by Mr. Scott, supported by Mr. McGillivray to approve the 2012 Oakland County Parks & Recreation Commission meeting dates and the recommended dates for the Executive Committee meetings. AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. ADDISON OAKS -WINDOWS & INSULATION BID: Staff advised, if the bid for the Addison Oaks Windows and Insulation project being coordinated with the Department of Energy's Energy Efficiency Community Block Grant (EECBG) was awarded at this meeting, construction could begin right after the holidays, and weather permitting, could be finalized by May or June of 2012. Moved by Mr. McCulloch, supported by Mrs. Long to approve splitting the cost of the Addison Oaks Conference Center Windows between OCPRC and EECBG, while allowing the EECBG to cover 100% of the Insulation; and To award the contract for the Addison Oaks Conference Center — EECBG Window & Insulation Project to E&L Construction Group, Flint, Michigan in the amount of $295,650, with a 5% contingency of $14,783, for a total amount of $310,433; and To transfer $134,610 (128,200 + 6,410), which includes the contingency amount for the windows, from the FY2012 Operating Budget Contingency to the Addison Oaks Conference Center — Building Maintenance Line item. AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. 5-2 (Commission Meeting, December 7, 2011) LICENSE WITH NG GILBERT FOR ORION OAKS: Staff reported on the proposed license agreement with NG Gilbert, the contractor working on behalf of DTE Energy Utility Line Cleaning Operations. This is a standing agreement that has been provided by Corporation Counsel and reviewed by Risk Management. It is a one (1) year license that is renewable annually. Moved by Mrs. Long, supported by Mr. McGillivray to approve the License Agreement for 2012 to permit NG Gilbert to utilize Orion Oaks County Park for a staging area for their utility vehicles within the designated parking area, in exchange for tree removal services, wood chips and assistance with grinding Christmas trees for Oakland County Parks & Recreation. AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. SPRINGFIELD OAKS RENTAL HOUSE WINDOW REPLACEMENT: After an annual inspection by staff of the Springfield Oaks rental house that was built in 1972, the tenant requested the windows be replaced after having several issues with bad seals, wind, etc. Staff worked with Purchasing on the bid through the MITN process. The windows have vinyl sash, dual pane, low E glass and have a lifetime warranty. Moved by Mr. Wilson, supported by Mr. VanderVeen to award the bid for the Window Replacement for the rental house at Springfield Oaks to Allied Building Services Company of Detroit, Inc. in the amount of $6,700.00; and To approve the transfer of $3,700 from the approved FY2012 Operating Budget Contingency to the FY2012 Springfield Oaks Rental Property Maintenance Budget line item, AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. ACTIVITY REPORT: Moved by Mr. Scott, supported by Mr. Wilson to receive and file the October 2011 (FM01, FY 2012) Activity Report as presented. AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. 5-3 (Commission Meeting, December 7, 2011) FY2011 YEAR END REPORT — GOLF OPERATIONS: Sue Wells, Manager of Parks & Recreation, provided a year-end update on the Golf Operations. She also advised that Communications and Marketing is working on a marketing plan for 2012. In response to a question from the Commission she indicated that major maintenance expenses for the golf courses and the banquet centers are included in the overall expenditures. Commission requested the figures for the banquet centers and restaurants be separated to give a clearer picture of the actual expenditures. Staff indicated that they are currently working with Fiscal Services on a program budget report that would provide a breakdown of banquet center costs. Commission requested additional information regarding the golf courses including: a breakdown of expenses and revenues; could the banquet center expenses be separated from the other golf course expenditures; the number of golf rounds necessary to break even on expenses and revenues; what figures are included under depreciation for the golf courses; how much business would be lost if the fees for golf were increased. Staff indicated they would present recommendations for the golf fees at the February 1, 2012, meeting. Commission also requested that staff consider offering a membership or discount rate for the pro shop or golf, possibly even at the banquet centers, to increase membership. Commission also asked what percentage of the budget was included for depreciation for each facility. Commission suggested possibly creating a program for Marketing which could include: a countywide membership for golf to increase the numbers on all courses; discounts for golf that would increase number of golfers; marketing all five golf courses through membership or discount certificates and at banquet centers. In response to a question from the Commission about the amount of subsidy for Red Oaks and why it was higher than the other courses, staff indicated that Red Oaks is a 9-hole golf course as compared to the 18-hole golf courses. It does not get the same amount of use as the 18-hole courses because of golfers wanting to play 18 holes. This item was received as filed. EXECUTIVE OFFICER'S REPORT: In addition to the items in the Executive Officer's Report filed in the agenda, the following information was noted: Update on status of NBL outstanding invoices Possibly being considered for Highland Games location in 2013 MRPA Awards for Waterford Oaks Playscape design and L. Brooks Patterson as Elected Government Official of the Year Upper Bushman Lake -North Catch -and -Release program approved through Michigan Natural Resources Committee effective April 1, 2012 Update on Catalpa Oaks construction project Informed Commission that Dorothy Ellis of the Ellis Family Barn donation at Springfield Oaks and her daughter Dottie recently passing away Update on Food & Beverage Concessions Operations RFP scheduled to be released December 19, 2011 CLOSED SESSION: Moved by Mr. Wilson, supported by Mr. McCulloch to adjourn to Closed Session to discuss a possible land acquisition. 5-4 (Commission Meeting, December 7, 2011) ROLL CALL VOTE: AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) A sufficient majority having voted, the motion carried. The meeting was adjourned at 10:15 a.m. to a closed session. Moved by Mr. Wilson, supported by Mr. McGillivray to reconvene the Commission Meeting at 11:00 a.m. AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. OLD BUSINESS: There was no old business to address. NEW BUSINESS: There was no new business to address. ADJOURNMENT: Moved by Commissioner Kostin, supported by Commissioner Baumhart to adjourn the meeting. AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. Meeting adjourned at 11:01 a.m. J. David VanderVeen, Secretary Vicky Valko, Recording Secretary 5-5 �AKLAND COUNTYPARKS Find us on facetaook.com/ocparks OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA J.ANUARY 11, 2012 AGENDA ITEM NO. 8 A. ADMINISTRATION To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Susan M. Wells, Manager of Parks & Recreation Submitted: January 5, 2012 Subject: Presentation — Oakland County Health Division — Grant INTRODUCTION AND HISTORY Kathy Forzley, Manager of Oakland County Health Division, will be at the January 11, 2012, Commission meeting to present a plaque to the Parks & Recreation Commission for the department's partnership and support of the Healthy Pontiac, We Can program held in Pontiac this past summer. M. 1 OAKLAND COUNTY PARKS AND RECREATION COMMISSION PAYMENT APPROVAL SUMMARY FOR MEETING OF: January 11, 2012 *INTERNAL SERVICE AND DEPARTMENT FUNDS PAYMENT REGISTER: November (FM2, 2012) *VOUCHER PAYMENT REGISTER: Voucher Report Period, November (FM2, 2012) TOTAL *BACKUP INFORMATION IS AVAILABLE FOR REVIEW. 740,615.95 225,118.57 $965,734.52 9 A-1 OAKLAND COUNTY PARKS AND RECREATION COMMISSION MONTHLY FINANCIAL STATEMENTS EXECUTIVE SUMMARY FM 2, FY 2012 (FOR MONTH ENDING 11/30/11) FY 2012 OPERATING BUDGET - Section A BUDGET (OVER), UNDER % OF YEAR TO DATE BUDGET BUDGET Operating Revenue $23,107,000.00 $333,567.13 Operating Expense $23,107,000.00 $2,437,205.30 REVENUE OVER/(UNDER) EXPENSES $0.00 ($2,103,638.17) FY 2012 Operating Stabilization Fund earmark $5,750,000 (25% of $23,107,000) FY 2012 to FY 2014 CAPITAL IMPROVEMENT PROGRAM ESTIMATED BUDGET PLAN - Section B PROJECT COST TOTAL $13,280,017.00 *Includes prior fiscal years carry over expenses of $642,835.85 FY 2012 Capital Stabilization Fund earmark $7,000,000 PROJECT TO DATE EXPENSE PAYMENTS* $22,773,432.87 1.4% $20,669,794.70 10.5% $2,103,638.17 PROJECT % OF BALANCE BUDGET $647,521.85 $12,632,495.15 4.9% YEAR TO DATE CAPITAL EQUIPMENT BUDGET PLAN - FY 2012 EXPENSE Section C BUDGET PAYMENTS TOTAL $116, 000.00 $0.00 (OVER), UNDER % OF BUDGET BUDGET $116,000.00 0.0% 9 B-1 SUMMARY of Sections A, B, and C OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS FM 2, FY 2012 (FOR MONTH ENDING 11/30/11) 2012 YEAR TO (OVER), % OF REVENUE BUDGET DATE UNDER BUDGET BUDGET ADMINISTRATIVE SERVICES: Millage Tax $11,684,000.00 ($29,949.19) $11,713,949.19 -0.3% Other 255,525.00 (146,766.36) 402,291.36 -57.4% GLEN OAKS GOLF COURSE 986,540.00 58,408.10 928,131.90 5.9% LYON OAKS GOLF COURSE 1,167,000.00 110,845.38 1,056,154.62 9.5% RED OAKS GOLF COURSE 381,500.00 23,669.53 357,830.47 6.2% SPRINGFIELD OAKS GOLF COURSE 743,174.00 46,462.97 696,711.03 6.3% WHITE LAKE OAKS GOLF COURSE 834,503.00 58,164.12 776,338.88 7.0% INDEPENDENCE OAKS NATURE CENTER 32,300.00 5,977.69 26,322,31 18.5% ADDISON OAKS 423,580.00 68,930.10 354,649.90 16.3% ADDISON OAKS CONFERENCE CENTER 124,000.00 0.00 124,000.00 0.0% GROVELAND OAKS 695,152.00 917.50 694,234.50 0.1% HIGHLAND OAKS 3,000.00 0.00 3,000.00 0.0% INDEPENDENCE OAKS 285,388.00 19,746.71 265,641.29 6.9% LYON OAKS 92,900.00 16,380.00 76,520.00 17.6% ORION OAKS 104,500.00 13,451.00 91,049.00 12.9% RED OAKS DOG PARK 47,000.00 4,953.00 42,047.00 10.5% ROSE OAKS 2,000.00 0.00 2,000.00 0.0% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 71,319.00 32,829.30 38,489.70 46.0% WATERFORD OAKS ACTIVITY CENTER/PARK 50,629.00 11,009.00 39,620.00 21.7% RECREATION PROGRAMS & SERVICES 227,665.00 27,102.00 200,563.00 11.9% CATALPA OAKS 10,000.00 0.00 10,000.00 0.0% RED OAKS WATERPARK 992,750.00 7,071.18 985,678.82 0.7% WATERFORD OAKS BMX COMPLEX 21,475.00 1,234.00 20,241.00 5.7% WATERFORD OAKS TOBOGGAN COMPLEX 5,000.00 300.00 4,700.00 6.0% WATERFORD OAKS WATERPARK 734,400.00 2,831.10 731,568.90 0.4% NON -OPERATING PLANNED USE OF BALANCE 3,131,700.00 0.00 3,131,700.00 N/A TOTAL REVENUE $23,107,000.00 $333,567,13 $22,773,432.87 1.4% EXPENSES ADMINISTRATIVE SERVICES $5,427,313.00 $541,001.24 $4,886,311.76 10.0% FISCAL SERVICES ADMINISTRATION 166,079.00 21,248.07 144,830.93 12.8% FISCAL SERVICES PARKS & REC 265,694.00 35,337.60 230,356.40 13.3% GLEN OAKS GOLF COURSE 1,023,139.00 149,765.66 873,373.34 14.6% LYON OAKS GOLF COURSE 1,838,709.00 205,351.91 1,633,357.09 11.2% RED OAKS GOLF COURSE 651,735.00 84,647.49 567,087.51 13.0% SPRINGFIELD OAKS GOLF COURSE 824,646.00 83,913.08 740,732.92 10.2% WHITE LAKE OAKS GOLF COURSE 971,112.00 113,247.34 857,864.66 11.7% INDEPENDENCE OAKS NATURE CENTER 234,400.00 59,818.44 174,581.56 25.5% ADDISON OAKS 1,318,780.00 175,961.73 1,142,818.27 13.3% ADDISON OAKS CONFERENCE CENTER 219,890.00 18,073.82 201,816.18 8.2% GROVELAND OAKS 1,201,577.00 95,199.81 1,106,377.19 7.9% HIGHLAND OAKS 68,906.00 4,075.07 64,830.93 5.9% INDEPENDENCE OAKS 921,846.00 111,416.50 810,429.50 12.1% LYON OAKS 306,262.00 43,745,97 262,516.03 14.3% ORION OAKS 176,142.00 18,795,54 157,346.46 10.7% RED OAKS DOG PARK 120,893.00 9,192.99 111,700.01 7.6% ROSE OAKS 58,891.00 6,707.94 52,183.06 11.4% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 393,347.00 41,630.66 351,716.34 10.6% WATERFORD OAKS ACTIVITY CENTER/PARK 754,694.00 64,100.58 690,593.42 8.5% RECREATION PROGRAMS & SERVICES 1,162,172.00 109,508,31 1,052,663.69 9.4% CATALPA OAKS 137,309.00 4,765.17 132,543.83 3.5% RED OAKS WATERPARK 1,256,974.00 72,450.13 1,184,523.87 5.8% WATERFORD OAKS BMX COMPLEX 65,212.00 3,431.57 61,780.43 5.3% WATERFORD OAKS TOBOGGAN COMPLEX 182,340.00 20,700.02 161,639.98 11.4% WATERFORD OAKS WATERPARK 1,032,458.00 72,750.93 959,707.07 7.0% FACILITIES & MAINTENANCE 1,238,080.00 161,259.32 1,076,820.68 13.0% CONTINGENCY/INTERNAL SERVICE CHARGES* 1,088.400.00 109,108.41 979,291.59 N/A TOTAL EXPENSES $23,107,000.00 $2,437,205.30 $20,669,794.70 10.5% REVENUE OVER/(UNDER) EXPENSES $0.00 ($2,103,638.17) $2,103,638.17 2012 2011 2010 2009 ACTUAL REVENUE TO DATE: 1.4% 1.6% 1.1% 1.7% BUDGET BALANCE: 98.6% 98.4% 98.9% 98.3% ACTUAL EXPENSE TO DATE: 10.5% 9.9% 9.5% 10.3% BUDGET BALANCE: 89.5% 90.1% 90.5% 89.7% *CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT. (Pang 1 of 'll OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS FM 2, FY 2012 (FOR MONTH ENDING 11130/11) CONTINGENCY: BUDGET AMENDMENTS CONTINGENCY: PENDING OTHER: BUDGET AMENDMENTS OTHER: PENDING /Pang 9 of 31 9 B-3 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS REVENUE AND EXPENSE COMPARISON FM 2, FY 2012 (FOR MONTH ENDING 11/30/11) 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* CAPITAL ASSET CONTRIBUTIONS TOTAL ($176,715.55) 0.00 0.00 (176,715.55) 58,408.10 110,845.38 23,669.53 46,462.97 58,164.12 297,550.10 $541.001.24 21.248.07 35,337.60 597,586.91 149, 765.66 205,351.91 84,647.49 83,913.08 113,247.34 636,925.48 ($717,716.79) (21,248.07) (35,337.60) (774,302.46) (91,357.56) (94,506.53) (60,977.96) (37,450.11) (55,083.22) (339,375.38) 5,977.69 59,818.44 (53,840.75) 5,977.69 59,818.44 (53,840.75) 68,930.10 0.00 917.50 0.00 19,746.71 16,380.00 13,451.00 4,953.00 0.00 32,829.30 11,009.00 168,216.61 27,102.00 0.00 7,071.18 1,234.00 300.00 2,831A0 38, 538.28 175,961.73 18,073.82 95,199.81 4,075.07 111,416.50 43,745.97 18,795.54 9,192.99 6,707.94 41,630,66 64,100.58 588,900.61 109,508.31 4,765.17 72,450.13 3,431.57 20, 700.02 72,750.93 283,606.13 0.00 161,259.32 0.00 161,259.32 0.00 0.00 $333,567.13 109,108.41 0.00 $2,437,205.30 *CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT. (107,031.63) (18,073.82) (94,282.31) (4,075.07) (91,669.79) (27,365.97) (5,344.54) (4,239.99) (6,707.94) (8,801.36) (53,091.58) (420,684.00) (82,406.31) (4,765.17) (65,378.95) (2,197.57) (20,400.02) (69,919.83) (245,067.85) (161,259.32) (161,259.32) (109,108.41) 0.00 ($2,103,638.17) 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 wvw.oakqov.com/fiscal/info pub/monthlyreports.html 2. Click on "View the Monthly Financials and Quarterly Forecast" hyperlink on the bottom of the page 3. Click on "Parks and Recreation" hyperlink within the list 4. Click on each of the Parks and Recreation monthly financial reports you are interested in viewing 5. Or do a search for "Monthly Financials" (Page 3 of 3) 9 B--4 OAKLAND COUNTY PARKS ECREATION COMMISSION CAPITAL EQUIPMENT SUMMARY FM2, FY2012 AS OF 11/30/11 ** Please inform Brian of any changes in budgeted purchases *** DATE COMMENTS & APPROVED QUANTITY ACTUAL PARK & ITEM BUDGET EXPENSES PROJECTED EXPENSES (OVER)/UNDER BUDGET ADMINISTRATIVE SERVICES 06/01/11 1 Copier 10,000.00 - 10,000.00 ADMINISTRATIVE SERVICES SUB -TOTAL $ 10,000.00 $ - $ 10,000.00 $0.00 LYON OAKS GOLF COURSE 06/01/11 1 Fairway Mower 42,000.00 - 42,000.00 LYON OAKS GOLF COURSE SUB -TOTAL $ 42,000.00 $ - $ 42,000.00 $0.00 WHITE LAKE OAKS GOLF COURSE 06/01/11 1 Jacobsen Greensking Riding Greensmower 25,000.00 - 25,000.00 WHITE LAKE OAKS GOLF COURSE SUB -TOTAL $ 25,000.00 $ - $ 25,000.00 $0.00 ADDISON OAKS 06/01/11 1 Honey Wagon 8,000.00 - 8,000.00 ADDISON OAKS SUB -TOTAL $ 8,000.00 $ - $ 8,000.00 $0.00 GROVELAND OAKS 06/01/11 1 Generator 10,000.00 - - <$5,000 / Expendable Equip. GROVELAND OAKS SUB -TOTAL $ 10,000.00 $ - $ - $10,000.00 SPRINGFIELD OAKS PARK/ACTIVITY CENTER 06/01/11 1 Exmark 72" Zero Turn Riding Mower - 25 HP diesel 15,000.00 _ 15,000.00 SPRINGFIELD OAKS PARK/ACTIVITY CENTER SUB -TOTAL $ 15,000.00 $ - $ 15,000.00 $0.00 Page 1 of 2 9 B_5 OAKLAND COUNTY PARKS _CREATION COMMISSION CAPITAL EQUIPMENT SUMMARY FM2, FY2012 AS OF 11/30/11 *** Please inform Brian of any changes in budgeted purchases *** DATE ACTUAL APPROVED QUANTITY PARK & ITEM BUDGET EXPENSES WATERFORD OAKS WATERPARK 06/01/11 1 Swimming Pool Vacuum WATERFORD OAKS WATERPARK SUB -TOTAL GRAND TOTAL Parks and Recreation Funding Other (outside) Funding Page 2 of 2 9 B-6 COMMENTS & PROJECTED (OVER)/UNDER FXPFNSFS Ri tnncT 6,000.00 - 6,000.00 $ 6,000.00 $ - $ 6,000.00 $0.00 $ 116,000.00 $ - $ 106,000.00 $10,000.00 $ 116,000.00 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA AUGUST 3, 2011 AGENDA ITEM NO. 9C ADMINISTRATIVE SERVICES To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Karen Kohn, Supervisor — Administrative Services Submitted: January 5, 2012 Subject: Parks Access Permit Use Annual Report INTRODUCTION AND HISTORY In June 2009, the Oakland County Parks and Recreation Commission adopted the Parks Access Permit Policy defining the purpose and procedures for use of the Parks Access Permits. As part of the evaluation process, staff has completed a report reflecting the use of the permits for the calendar year 2011. The report shows the use of the permits by Commissioners to whom they were issued, the facilities at which the permits were used, total per facility, and total value. As indicated in the report, total value of all permits used was $2,751.00. STAFF RECOMMENDATION Staff recommends receiving the Parks Access Permit Use Annual Report for 2011 as presented. MOTION Move to receive and file the Parks Access Permit Use Annual Report for 2011. 9 C-1 Park Access Permits by Commissioner (Issued to) 2011 Commissioner Facility Used Total by Facility Total Use Gerald Fisher Springfield Oaks Golf Course $131.00 $131.00 Robert Kostin Lyon Oaks Golf Course 168.00 White Lake Oaks Golf Course 296.00 464.00 John McCulloch Lyon Oaks Golf Course 224.00 Red Oaks Golf Course 48.00 272.00 Gary McGillivray Lyon Oaks Golf Course 168,00 Red Oaks Golf Course 96.00 264.00 J. David VanderVeen Springfield Oaks Golf Course 185.00 Lyon Oaks Golf Course 224.00 409.00 Eric Wilson Lyon Oaks Golf Course 290.00 290.00 Craig Covey Red Oaks Waterpark 120.00 120.00 Michael Gingell Lyon Oaks Golf Course 184.00 White Lake Oaks Golf Course 44.00 228.00 Philip Weipert Lyon Oaks Golf Course 140.00 140.00 Helaine Zack Lyon Oaks Golf Course 140.00 140.00 Janet Jackson Glen Oaks Golf Course 99,00 Lyon Oaks Golf Course 35.00 White Lake Oaks Golf Course 111.00 245.00 OCPR (No Name) Red Oaks Waterpark 48.00 48.00 Total Value of Park Access Permit Use for 2011 $2,751.00 9 C-2 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Becky Stepp, Project Advisor for Business Development Submitted: January 5, 2012 Subject: FY 2011 Contributions/Donations — Operating Report INTRODUCTION AND HISTORY Attached is the 2011 fiscal year-end report for contributions received. This report includes donations for capital projects as well. Beginning in FY2012, quarterly reports will be provided as well as a year-end report. ATTACHMENTS - FY 2011 Contributions/Donations —Operating Report STAFF RECOMMENDATION The staff recommends to receive and file. MOTION Move to receive and file this report. 9 D-1 OAKLAND COUNTY PARKS & RECREATION COMMISSION p Contributions (Donations) - October 1, 2010 - September 30, 2011 .� 0"2- ADM Trail Map Donation Highland Equestrian $200.00 ADM Trail Map Donation Polly Ann Trailway $250.00 ADM Trail Map Donation Village of Milford $500.00 ADM Commemorative Program MISC $3,964.00 ADM Employee Match Contribution GAP Foundation $150.00 ADM RDG Wint Special Event - INC Red Oaks - Special Event Oakland Audubon Administrative Services Total Meglo Painting $75.00 $5,139.00 $250.00 RDG Red Oaks - Special Event SAMS Club $100.00 RDG Red Oaks - Special Event Amsdell Companies $250.00 RDG SPG Red Oaks - Special Event Rotary Park Pedestrian Bridge Christophers Flooring Red Oaks Golf Course Total Michael Donnellon $100.00 $700.00 $50.00 SPG Rotary Park Pedestrian Bridge Paul and Judy Hensler $50.00 SPG SPG Rotary Park Pedestrian Bridge Friends of the Parks - Springfield Township $50.00 Rotary Park Pedestrian Bridge Friends of Springfield Township Library $50.0o SPG Rotary Park Pedestrian Bridge Divine Mercy Knights of Columbus #14883 $50.00 SPG Rotary Park Pedestrian Bridge Keith and Vicki Sievers $100.00 SPG Rotary Park Pedestrian Bridge Rick Compagnoni $50.00 SPG Rotary Park Pedestrian Bridge Mr. Robert Kostin $100.00 SPG Rotary Park Pedestrian Bridge Carroll Williams $50.00 SPG Rotary Park Pedestrian Bridge Norman Mills $50.00 SPG Rotary Park Pedestrian Bridge James Carlton $50.00 SPG Rotary Park Pedestrian Bridge ubalik $50.00 SPG Rotary Park Pedestrian Bridge Township $1,000.00 SPG Rotary Park Pedestrian Bridge and $50.00 SPG Rotary Park Pedestrian Bridge itski WScoutPack $50.00 SPG Rotary Park Pedestrian Bridge lker $50.00 SPG Rotary Park Pedestrian Bridge lker $50.00 SPG Rotary Park Pedestrian Bridge t Pack 192 $50.00 SPG Rotary Park Pedestrian Bridge Davisburg Girl Scout Troops $100.00 SPG INC Rotary Park Pedestrian Bridge Nature Center Donation Rich Sign, Inc. Springfield Oaks Golf Course Total Misc (Outreach, Tuning Your Tot CD) $50.00 $2,100.00 $18.73 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $190.00 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $33.00 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) %40.00 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $76.00 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $10.00 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $77.00 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $134.00 INC - - -INC-_ Nature Center Donation -- - - - Nature Center donation Misc (Outreach, Tuning Your Tot CD) - _ - - Misc {Outreach, Tuning Your Tot CD) $25.00 -- -- $62.77 INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $21.00 INC ORN Nature Center Donation Orion Oaks Dog Park Programs Misc (Outreach, Tuning Your Tot CD) Independence Oaks Nature Center Total Sticky Paws $5.00 $686,50 $50.00 ORN Orion Oaks Dog Park Programs All Under 1 Woof $50.00 ORN - - Orion Oaks Dog Park Programs - Debby's Dog Duds - _ Camp Bow Wow Orion Oaks Park Total Prescribed Burns grant#751N0200673 + Independence Oaks Park Total Canine College $50.00 ORN IND INatural RDD Orion Oaks Dog Park Programs Resource Management IMDNR Dog Park Programs - $50.00 $200.00 $6,000.00 $6,000.00 $500.00 RDD Dog Park Programs Best Breed Pet Food $50.00 RDD Dog Park Programs Progressive Pet Animal Hospital $400.D0 RDD Dog Park Programs Debby's Dog Duds $50.00 RDD Dog Park Programs Longview Boarding and Grooming $100.00 RDD Dog Park Programs The Paw Pantry $50.00 RDD Dog Park Programs Health Paws Animal Massage $50.00 RDD Dog Park Programs Krafty Rascals $50.00 Red Oaks Dog Park Total $1,250.00 WTR Dog Swim �PoochPeopie, Inc. I $250.00 Waterford Oaks Park Total $250.1 LYP Dog Park Programs Best Breed Pet Food $50.00 Page 1 of 2 9 D-2 OAKLAND COUNTY PARKS & RECREATION COMMISSION Contributions (Donations) - October 1, 2010 - September 30, 2011 LYP Dog Park Programs Debby's Dog Duds $50.00 LYP Dog Park Programs Progressive Pet Animal Hospital $475.00 LYP Dog Park Programs Misc $200.00 LYP RCOC Ch# 225868 Misc $1,478.97 Lyon Oaks Park Total $2,253.97 RSE (Natural Resource Management �MDNR Prescribed Burns grant #751N0200673 I $6,000.00 Rose Oaks Park Total $6,000.00 HGH ITraii Map Donation Highland Equestrian $200.00 Highland Oaks Park Total $200.00 REC Adaptive Recreation Chistopher Cullin $250.00 REC Adaptive Recreation Adaptive Recreation National Seating $200.00 REC Carl's Golfland $3,000.00 REC Adaptive Recreation Misc $50.00 REC Adaptive Recreation Advantage Mobile $250.00 REC Adaptive Recreation Quality Home Medical $250.00 REC Adaptive Recreation Crawl, Walk, Jump, Run $250.00 REC Adaptive Recreation Sunrise Medical $250.00 REC Adaptive Recreation ROHO Group $250.00 REC Adaptive Recreation Invacare Corp $250.00 REC Adaptive Recreation Permobil Inc. $250.00 Recreation Programs & Services Total $5,250.00 RWP (Dog Swim Camp Bow Wow i $500.00 Red Oaks Waterpark Total $500.00 W W P j Dog Swim Maws & Paws LLC $250.00 WWP Dog Swim Camp Bow Wow $500.00 Waterford Oaks Waterpark Total $750.00 CAT Catalpa Park ' Novi Jaguars Soccer Club $300.00 Catalpa Oaks Park Total $300.00 100000000670 Waterford Oaks - Storm Water Improvements MDEQ CMI grant #2007-0123 $112,000.00 100000000995 Waterford Oaks - Storm Water Improvements MDEQ CM1 grant #2007-0123 $781000.00 100000000980 - Independence Oaks - North Acquisition - MNRTF grant #06-199 $945,000.00 _ Waterford Oaks -Paradise Peninsula 100000000996 - _ MRPA via Kellogg Foundation donation — $187,500.00 100000000996 Waterford Oaks - Paradise Peninsula MRPA via Kellogg Foundation donation $62,500.00 100000001393 Independence Oaks - North Acquisition Ducks Unlimited donation $105,000.00 100000000980 Independence Oaks - North Acquisition NOHLC donation $16,000.00 Capital Asset Contribution Total $1,506,000.00 Grand Total p $-1,537,579.47 Page 2 of 2 9 D-3 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Phil Castonia, Business Development Representative Submitted: January 5, 2012 Subject: Purchasing Quarterly Report INTRODUCTION AND HISTORY Attached for your information is the 2011 Fourth Quarter Purchasing Report. STAFF RECOMMENDATION The staff recommends to receive and file. MOTION Move to receive and file this report. Nm Parks & Recreation Quarterly Purchasing Report 5060101 Awarded Vendor Parks Start Date Bid Event Bid Due Description Award PO / Contract Purchase Contract (NTE) Not Exceed Estimated Contract Estimated 9 e Finalized # Date Name City State Date Number Order Amount to Amount of Multi Notes Buyer (Yes or No) Amounts Department Contracts 04/26/11 1810 7/14 Custom Fabricated Signs Rich Signs Pontiac MI 09/14/11 003290 $ 30,000.00 $ 27,000.00 JED Yes 04/26/11 1810 7/14 Custom Fabricated Signs Images Unlimited Rochester MI 09/14/11 003291 $ 30,000.00 $ 27,000.00 JED Yes 08/26/11 1960 9/13 Golf Course Landscape Chemicals Harrels New Hudson MI 10/25/11 003332 $ 260,000.00 $ 260,000.00 JED Yes 08/26/11 1960 9/13 Golf Course Landscape Chemicals Turf Grass Novi MI 10/25/11 003329 $ 260,000.00 $ 260,000.00 JED Yes 08/26/11 1960 9/13 Golf Course Landscape Chemicals John Deere Madison H is MI 10/25/11 003333 $ 34,000.00 $ 34,000.00 JED Yes O8/26/11 1961 9/1 Portable Manual Pool Vac Recreonics Louisville KY 09/06/11 Pcard Purchase Pcard purchase - JED Yes $4,410.28 Revenue contract - 09/20/11 1979 10/4 Golf Ball Retrieval Absolute Golf Ball Shelby MI 11/30/11 003355 2011 vendor pays $0.04 and in 2012 AJK Yes pays $0.07 per ball retrieved 09/14/11 1984 10/18 Honey Wagon - 500 Gallon Phelps Honey Dillsberg PA 10/25/11 179786 9,710.00 Waste Tank Wagon JED Yes 10/04/11 1987 10/20 Tank Wagon Diesel & Gasoline RKA Petroleum Romulus MI 12/07/11 200,000.00 126,000.00 AJK Yes 10/27/11 2003 1119 Picnic Tables and Replacement Jamestown Jamestown NY 11/22/11 181203 3,431.25 Delivery to Groveland, Boards Adanced Products Waterford, and AJK Yes 10/27/11 2003 11/9 Picnic Tables and Replacement Jamestown Independence Oaks Delivery to Boards Adanced Products Jamestown NY 11/22/11 181204 5,940.00 AJK Yes Independence Oaks 10/27/11 2003 11/9 Picnic Tables and Replacement Jamestown Jamestown NY 11/22/11 181205 2,656.25 Delivery to Boards Adanced Products Groveland Oaks AJK Yes Revenue contract - Vendor pays 40% of 10/31/11 2014 11/18 Laundry Vending Services Great Lakes Wyoming MI 12/28/11 003382 gross reciepts after Commerical Sales AJK Yes receiving a minimum of $144.00 per machine 11/01/11 11/01/11 2018 2:0 1:87LI 11/16 I / 16Replacements Springfield Window Allied Building Services of Detroit Detroit MI 12/08/11 003364 $6,700.00 T$6,700.00 EJT Yes PO Total $ 21,737.50 Contract Total $740,700.00 9 E-2 WAKLAND COUNTYPARKS Find us on facebook.com/ocparks OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 11, 2012 AGENDA ITEM NO. 1 ADMINISTRATION To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Jeff Phelps, Supervisor II — Fiscal Services Submitted: January 5, 2012 Subject: Proposed Policy for Operating & Capital Fund Reserves INTRODUCTION AND HISTORY Attached is the proposed Policy for Operating & Capital Fund Reserves which has been amended with the changes as recommended by the Commission at the November 9, 2011 Commission Meeting. This proposed policy is being submitted for Commission's further review and input. 10 A-1 Date Adopted: Dated Revised: Poliev 11 Page 1 of 3 CIA I< 1 €,, 1restsi€tecl Net Assetfolic (t1iAP) Note: Revisions made on December 29, 2011 are bolded. I. STATEMENT OF PURPOSE: The Unrestricted Net Asset Policy (UNAP) serves the function to assist in determining the dollar amount of the Unrestricted Net Assets found in the Comprehensive Annual Financial Report (CAFR) allocated to Operating Reserve, Capital Reserve and Capital Improvement Plan. II. POLICY The general purpose of the reserve is to help to ensure the long-term financial stability of the organization and position it to respond to varying and unexpected economic conditions and changes affecting the organization's financial position and the ability of the organization to continuously carry out its mission. The Parks & Recreation Commission will maintain a Board -Designated Operating Reserve Fund to achieve the following objective(s): 1. To enable the organization to sustain operations through delays in payments of committed funding and to accept reimbursable contracts and grants without jeopardizing ongoing operations. 2. To promote public and funder confidence in the long-term sustainability of the organization by preventing chronic cash flow crises that can diminish its reputation and force its leaders to make expensive short-term crisis -based decisions. III. DEFINITIONS Definitions: Unrestricted Net Assets is the amount equal to the Total Assets minus the sum of Non -Current Assets and Liabilities, as described in the County's CAFR. From this amount Unrestricted Net Assets are categorized as: Operating Reserve — amount in reserve to meet varying, unexpected or emergency operating requirements. Capital Reserve — amount in reserve available to meet varying, unexpected or emergency capital acquisitions. Amount Available for Capital Improvement — perpetual amount to fund capital projects. 10 A-2 IV. RESERVE FUNDING 1. Surplus from annual operations - Financial trends disclose that operating expense favorability is the primary means of replenishing the Unrestricted Net Asset account. Likewise, unrestricted net assets and operating reserves are depleted through annual deficits of revenues under expenses. 2. Projects which would create or increase revenue, reduce expenditures or otherwise create a situation where revenues exceeded expenditures would also contribute to the maintenance of the account. 3. Contributions 4. Unused and unrestricted capital acquisition funding included in the annual cash operating budget (may need board action to re -designate) 5. Borrowing funds from the County's Delinquent Tax Revolving Fund for one-time expenditures, as specified in the County's General Appropriations Act. Evaluation and recommendations of each applicable capital funding mechanisms will be researched and analyzed based on the project size and financial impact to the organization. Where applicable, the Parks and Recreation Commission will be provided an analysis of advantages and disadvantages of each funding option to assist in the decision -making process. V. PROCEDURES During each budget process, Fiscal Services will provide a pro -forma Unrestricted Net Asset report detailing the anticipated account balance based on the proposed budget to assist in asset planning. Determining the Reserve amounts: Operating Reserve — The portion of unrestricted net assets not designated by the Parks and Recreation Commission. The amount is to be set at 25% of the current year Adopted Budget, reflecting required funding from the period 10/1 thru 12/31 while tax revenue is being collected. Capital Reserve — An amount set at between 25% and 30% of the Capital Budget. t 0 A-3 Amount Available for Capital Improvement PIan — Comprises of the following components: a. Project Estimated Cost and Adjustments b. Impact of budgeted account specifically used to fund the Capital Improvement Plan c. Capital Equipment Budget Plan and Allowance d. Grants and Contributions e. Unfunded future year projects VI. USES Unrestricted Net Assets provides a funding source for extraordinary or unplanned capital purchases as approved by the Commission. In addition, the balance is available for transfer to alleviate instances when operating expenditures exceed operating revenues. VII. GOVERNANCE It is recommended the level of reserves be reviewed as part of the annual budget process. Unrestricted Net Asset will be managed on an ongoing basis and reports made to the Commission of any significant variations from the target balance, as part of the regular financial reporting to the Commission. Restrictions of Unrestricted Net Assets may only be imposed by outside parties, such as: creditors, grantors, contributors, laws or regulations of other governments. VIII. AUTHORIZATION OF DRAWDOWN FROM THE OPERATING RESERVE FUND Decreases of the fund from the established target level are not recommended except under extraordinary circumstances. A drawdown from the fund that will not or cannot be replaced with operating funds in the current fiscal year must be approved by a majority of the Commission, either a majority of the votes of a quorum present at a regular Commission meeting or by a 2/3 majority of the Commission if such vote is conducted by other means. 10 A-4 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 11, 2012 AGENDA ITEM No. 1 PARK OPERATIONS � .NORTH DISTRICT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; James C. Dunleavy, Chief of Parks Operations— North District Submitted: January 5, 2012 Subject: General Information & Regulations Booklet Annual Review and Update INTRODUCTION AND HISTORY Park staff members have been working with Corporation Counsel to revise the current General Information & Regulations. Revisions are proposed for the following sections: Section 6 — Swimming, Bathing and Wading • Waterparks Section 9 — Motor -Driven Vehicles • Mobility Devices Section 13 — Personal Conduct • Alcohol Policy Section 17 — Fishing • Catch & Release Section 27 — Animals & Birds • Exotic Animals — Boa Snakes Section 39 — Photography and Video taping (New Section Added) The full copy of the Oakland County Parks & Recreation General Information & Regulations is available on the Destination Oakland website at the following link: http://www.destinationoakland.com/parksandtrails/rulesregulations/Documents/ocp rules pdf ATTACHMENTS - Proposed Revisions to General Information & Regulations - Resolution STAFF RECOMMENDATION Staff is requesting Commission approval of the attached resolution for forwarding to the Oakland County Board of Commissioners for final approval MOTION Move to approve the attached resolution on the revisions to the Oakland County Parks & Recreation General Information and Regulations and forward it to the Oakland County Board of Commissioners for final approval. 10 B-1 RESOLUTION WHEREAS, the Oakland County Parks and Recreation Commission was established by the Oakland County Board of Supervisors in 1966 under P.A. 261; and WHEREAS, P. A. 261 includes a provision to allow county parks commissions to make rules for the protection, regulation and control of all its facilities and areas with the approval of the Oakland County Board of Commissioners; and WHEREAS, the Oakland County Parks and Recreation Commission has established rules and regulations for this protection, regulation and control; and WHEREAS, revisions for clarification purposes are requested, which have been reviewed and approved by the Oakland County Corporation Counsel. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves the revisions to the General Information and Regulations as reviewed by Oakland County Corporation Counsel. NOW THEREFORE BE IT FURTHER RESOLVED that these revised General Information and Regulations be forwarded to the Oakland County Board of Commissioners for approval. Moved by Supported by Date: January 11, 2012 10 B-2 Revised Park Rules - December 14, 2011 Section 6. SWIMMING, BATHING AND WADING 1.No person shall: a-1. Swim, bathe, wade or scuba dive in any of the watercourses, lakes, ponds, or sloughs located within or upon the properties administered by or under the Commission's jurisdiction except at such times and places as may be provided or designated for such purpose. Persons must abide by posted swim rules. b-2. Carry any food or beverage of any kind or have in their possession any glass or metal container on any beach or in the water adjacent thereto. c-3. Use any flotation devices, inflatable or otherwise, in any watercourses, lakes, ponds, or sloughs under the Commission's jurisdiction except in specifically designated areas where posted. 24. Public indecency is prohibited on Commission property. Persons on Commission property 4a+K-s or facilities (including but not limited to lands, water and beaches) shall not intentionally or recklessly do any of the following under circumstances in which his or her conduct is likely to be viewed as an affront to others:-. a. Expose his or her private parts, including buttocks, with less than a full opaque covering;- b. Engage in any actual or simulated sexual conduct; or- c. Violate any Michigan statute provision relating to nudity and/or public indecency. I3=5. General Waterpark Rules and Information a. Waterpark patrons shall follow all rules governed by the Michigan Department of Environmental Quality, Department of Commerce and Carnival & Amusement. b. Waterparks are smoke -free and alcohol -free facilities. Alcohol is also not permitted in waterpark parking lots. let of the , ,ateFparks c. Glass or metal containers are prohibited inside the waterparks. d. Service animals are the only animals permitted in the waterparks. e. Lifejackets, tubes, chairs, shaded areas, and charcoal grills are provided on a first - come, first -served basis. Tubes must remain in the pool area and may not be taken to 10 B-3 Revised Park Rules - December 14, 2011 picnic areas. Chairs may be used by guests who are present in the waterparks. They may not be held for anticipated guests. f. Outside inflatables, chairs, umbrellas, tents, and/or grills are prohibited. g. Guests may bring their own personal flotation devices; however, they must be United States Coast Guard approved with the stamped seal. h. Ball and/or Frisbee throwing/kicking are not permitted inside the waterparks. i. Only personal radios are allowed in the park and may only be listened to via headphones. Playing a stereo/radiobeern #pax with speakers is not allowed. j. Proper swim attire must be worn in all water features. Proper swim attire is defined as commercial swimsuit with a built-in liner. k. Waterpark patronsGuests must follow all other posted rules and procedures. 10 B-4 Revised Park Rules - December 14, 2011 Section 9. MOTOR -DRIVEN VEHICLES It shall be unlawful for any person to: 1. Operate a motor -driven vehicle of any kind or nature, including but not limited to any motor driven sled, toboggan, or snowmobile, trail -bike, or all terrain vehicle except on designated roads and parking areas. 2. Operate a motor -driven vehicle on any park road at a speed exceeding 20 miles per hour or at any speed greater than that posted. 3. Violate provisions of Motor Vehicle Act 300 of the Public Acts of 1949- This act •s hereby , 1.__.._...----- the (;eMMiSSieRexcept ,hero peFmitted 4-. As-paFte# Pursuant to the Americans with Disabilities Act of 1990 and its regulations, the oakland Geunty Parks and Re,-reatien Commission will authorize persons with mobility disabilities to use certain types of Power -Driven Mobility Devices (OPDMD) on park trails. To determine if any particular OPDMD is approved, visit www.destinationoakland.com or call 1- 888-OCPARKS. 10 B-5 Revised Park Rules - December 14, 2011 Section 13. PERSONAL CONDUCT 1. It shall be unlawful for any person to be under the influence of intoxicants, narcotics, or other mind -affecting drugs, or to engage in any violent, abusive, loud, boisterous, vulgar, lewd, wanton, obscene or otherwise disorderly conduct tending to create a breach of the peace, or disturb or annoy others, while in or on any Commission property. a&HiRistered by eF uRdeF the 2. It shall be unlawful to conduct or to participate in any form of gambling, lottery or game of chance upon Commissionpar-1 property except as permitted by state law and approved by the Commission's jurisdiction. 3. Consumption of Alcoholic Beverages. Except for the waterparks, Alcoholic beverages may be brought onto Commission property AR+^ the park-s to be consumed in moderate amounts in conjunction with picnics, camping, and reserved group functions. a. Keg beer is not allowed except by special permission from the park supervisor. b. All beverages, whether alcoholic or otherwise, must be served in unbreakable containers. 4. Sale of Alcoholic Beverages. The sale of alcoholic beverages will be permitted under strict regulation and approval of the Commission such regulation shall include the, heing FestFieteel +^ eer� hours of the day and where the sale will occur.. a the special autherizati^n and eemrel f the PaFks and R ereat'^^ ^mm «;^^. Such sales of alcoholic beverages!ique�s shall be made only for sale in individual drinks (not in original packages or otherwise bulk) and shall be served for consumption on the immediate premises. aFeas ef the fae'lity previdiRg that all such beverages are dispensed er autherized by th-e MaTiMMIMM 10 B-6 Revised Park Rules - December 14, 2011 Section 17. FISHING 1. Fishing will be permitted within or upon Commission property in accordance with the laws of the Michigan Department of Natural Resources in such areas designated for such purposes. All shanties must comply with the State of Michigan Fishing Laws. 2. Upper Bushman Lake at Independence Oaks -North County Park has been designated as a Special Regulation Catch and Release only Fishery by the Michigan Department of Natural Resources (MDNR) Fisheries order 244, which became effective April 1, 2012. 10 B-7 Revised Park Rules - December 14, 2011 Section 27. ANIMALS AND BIRDS 41. It shall be unlawful for any persons while on Commission property to: a4. Cause any animal or fowl to run at large. b2l. Torture, ill-treat or neglect any animal or fowl. c-3. Bring, drive, or lead any animal onto Commission property; excepts horses and other beasts of burden and draft animals may be ridden by persons in charge thereof or driven before a vehicle attached thereto, on such portions of Commission property as may be designated for riding or driving by the Commission and except dogs may be brought on trails on a six-foot leash -where posted or to dog parks... d4. Cause or permit any horse or other animal to stand on any Commission property unless securely hitched or in the charge of some competent person. mom "a e-7. Lead their dog or pet to enter any public building or to be upon any designated beach or picnic area, except a trained and working leader dog. fg. Exotic mammals, birds, fish, and reptiles will not be allowed on Commissioner-k property without Park Supervisors permission. Exotic wildlife prohibited from parks includes, but is not limited to monkeys, snakes, lizards, birds (including birds of prey), fish, and inspects. gs3 Ne peFSGR Shall dDiscard any wild or domestic animal upon Commission propertyaRy Iand er unless authorized by the Commission or the Park supervisor. 2.19. Dog Parks. Dog Parks have been designated by the Commission for the purpose of exercising dogs off leash. While in the areas, all dogs and guardians must obey the posted rules, including: a. Keep dogs on leash until inside enclosure;- b. Maximum of two dogs per visitor;- Revised Park Rules - December 14, 2011 c. Dogs must have current license, up to date vaccinations, and respond to voice commands;- d. No dogs under four months of age;- e. Dogs must be accompanied by an adult (age 18 or older) at all times, even inside enclosure;- f. Owners are responsible for pets at all times g. Those creating problems will be asked to leave, off leash does not mean out of control;- h. Owners must clean up pet droppings, bags are provided on site; .and L Lake Sixteen access at Orion Oaks is for dogs only. j.14—.The owner will assume full responsibility for all pets brought lawfully or unlawfully onto park property. 10 B-9 Revised Park Rules - December 14, 2011 Section 39. PHOTOGRAPHY AND VIDEO AND AUDIO RECORDING 1. Photography and Recording Requiring a Permit: Persons may take still photographs or video or audio recordings with the parks without first obtaining a written permit from the Parks and Recreation Commission unless any of the following apply: a. The photographs or recordings are being taken for the purpose of advertising a product or service;- b. The photographs or recording involve a professional or preject iR elves prefes`i car -amateur casts, props, models, or crews, other than On a ease of bona fide news media personnel covering a news event that cannot be covered at any other time or at any other location;- c. The project requires access to an area that is closed or restricted to the general public; ands d. The project carries substantial risk of damaging park resources, disrupting park visitors, disrupting park operations, or compromising public health and safety regulations. Ms. I ether peFSeR.[already covered by law] �. 10 B-10 10 B-10 Revised Park Rules - December 14, 2011 Section 6. SWIMMING, BATHING AND WADING I .No person shall: I . Swim, bathe, wade or scuba dive in any of the watercourses, lakes, ponds, or sloughs located within or upon the properties administered by or under the Commission's jurisdiction except at such times and places as may be provided or designated for such purpose. Persons must abide by posted swim rules. I,,,. Carry any food or beverage of any kind or have in their possession any glass or metal container on any beach or in the water adjacent thereto. 1 Use any flotation devices, inflatable or otherwise, in any watercourses, lakes, ponds, or sloughs under the Commission's jurisdiction except in specifically designated areas where posted. .14. Public indecency is prohibited 1111 Commk,,,lon property. Persons on t wmul,,,J11ii 1i111111'1lyio,+lk 1, mI-, or facilities 111.t11,ip1'11 II1(1/111 Ilea ( III 111►11"kf11 (including but not limited to lands, water and beaches) shall not intentionally or recklessly do any of the following under circumstances in which his or her conduct is likely to be viewed as an affront to others a. Expose his or her private parts, including buttocks, with less than a full opaque covering; b. Engage in any actual or simulated sexual conduct; i )i c. Violate any Michigan statute provision relating to nudity and/or public indecency. General Waterpark Rules and Information a. W,Itoi p,i1 k Iwti mv, Jh,111 I Iollow all rules governed by the Michigan Department of Environmental Quality, Department of Commerce and Carnival & Amusement. b. Waterparks are smoke -free and alcohol -free facilities. Al( u11111 I-, ,ikt) ii1�l pol iiill1I'd lit w.11vip.11 k Jim k1111; lol-,. l\h 1d1111 1'� 110 111'111111 Io11 11I ho 11i111111 11111"111111,41 111 Illf, 11,414111f, 1411 111 I l to w.+l m 11,41 k". c. Glass or metal containers ii 1� prohibited inside the waterparks. d. Service animals are the only animals permitted in the waterparks. e. Lifejackets, tubes, chairs, shaded areas, and charcoal grills are provided on a first - come, first -served basis. Tubes must remain in the pool area and may not be taken to Revised Park Rules - December 14, 2011 picnic areas. Chairs may be used by guests who are present in the waterparks. They may not be held for anticipated guests. f. Outside inflatables, chairs, umbrellas, tents, and/or grills are prohibited. g. Guests may bring their own personal flotation devices; however, they must be United States Coast Guard approved with the stamped seal. h. Ball and/or Frisbee throwing/kicking are not permitted inside the waterparks. i. Only personal radios are allowed in the park and may only be listened to via headphones. Playing a stereo/i m lit,I wi i m I iw, with speakers is not allowed. j. Proper swim attire must be worn in all water features. Proper swim attire is defined as commercial swimsuit with a built-in liner. k. Moot poi k 1>,iti ons"iiw l must follow all other posted rules and procedures. Revised Park Rules - December 14, 2011 Section 9. MOTOR -DRIVEN VEHICLES It shall be unlawful for any person to: 1. Operate a motor -driven vehicle of any kind or nature, in( Il11I1111, hill 110Il limiled to ,Illy nl(It(11 (it ivell 'Jed, to hogp'lll, (►trilil I)i1w, of 111 Ie1 l,lin vold(le except on designated roads and parking areas. 2. Operate a motor -driven vehicle on any park road at a speed exceeding 20 miles per hour or at any speed greater than that posted. 3. Violate provisions of Motor Vehicle Act 300 of the Public Acts of 1949 111I', 01 I i', 111'11-1Iy T11111111oll III 11'. oIIlifoly'411d 111'111(' o 111111 11141 IIIl ill pillolo11 111-14,111 IIy 14,11.1ow f41 4, ( )I If'101 N Ol ly 111411411 -111 Ntlll '.II'II, 111I11IPP�r111, 411 'oll( WIIII II Iilo, I I rill 11IkW" '+11-lol l rlil I Vohk IN 10I Illy 11IIII') IIIU1111-Ill IV# -II Vol Ill IN 1111 .Illy I1lope►1y III IfINI IIII' II),Illrlh'NIIWlII, bllllolvl"ioll III 41111IIill 111 IIw ( imllI11h''I1)11 f'xf 0.11I Wholo IIf')111111o1I. 11'1. A', poi Ill I'lu-.11o1ll I (1 the Americans with Disabilities Act of 1990 ,H ill II., i 1 1,111,1111,11�,, the ( ),111,u1(I ( I1u111y I1.11I", it ill I;1,1 1 ,,(Ifill ( Commission will authorize persons with mobility disabilities to use certain types of Power -Driven Mobility Devices (OPDMD) on park trails. Tc determine if any particular OPDMD is approved, visit www.destinationoakland.com or call 1- 888-OCPARKS. Revised Park Rules - December 14, 2011 Section 13. PERSONAL CONDUCT 1. It shall be unlawful for any person to be under the influence of intoxicants, narcotics, or other mind -affecting drugs, or to engage in any violent, abusive, loud, boisterous, vulgar, lewd, wanton, obscene or otherwise disorderly conduct tending to create a breach of the peace, or disturb or annoy others, while in or on any 1 omnlls.,,loi 1 property m 2. It shall be unlawful to conduct or to participate in any form of gambling, lottery or game of chance upon 1, property except as permitted by state law and approved by the Commission's jurisdiction. 3. c unsunlotion of Alcoholic. Bvy1l1-111,w,. I.xcl'1►t fur IIw w,Iterpdu k,,, Alcoholic beverages may be brought onto Commltislon prolwrty hoo ikejirt+" to be consumed in moderate amounts in conjunction with picnics, camping, and reserved group functions. a. Keg beer is not allowed except by special permission from the park supervisor. b. All beverages, whether alcoholic or otherwise, must be served in unbreakable containers. '-.I11, id M i d loll( 111'v1'1 o1',1'-,.1 The sale of alcoholic beverages will be permitted under strict regulation ,iii11 .ippillv,ll 111 IIil� l unllllly.luil'.n1 II II'1,11l.11lun 1,h,111 It lulls' I111', 104111 1f! ►o'd111 Iod to hours of the day and wl 11'I 1' I I II' '.,III' will u1 1 111, I11Idol I II11 1.11f'1 I1+I OIII hol lrl+dull .loll o1111111 0l 11it- P.ok'..Hid kill Ila,llloll t 4 iti Such sales of alcoholic hovl'f.11,w,lllluol shall be made only Iw-,.II1- in individual drinks (not in original packages or otherwise bulk) and shall be served for consumption on the immediate premises. 41, fill 11,11111110,11,, lilt 11111Ilk hi'voll11'1 will ho 111'1sillsll'd llll 11111'm11111111lit hilly III IwwlVf4l 01OW, 111 11w 1,111111y Ill IIVIdllll', IIlol rill 4111 It I►1'Vf'I.11f' Ili"pol11,1'11 111 1111114 111,,od Ily IIlo 1 il+'l Inn, 1 (11111lit I111 1�4 o► "pt'1 iol PvolfI1,, Ill opl#4111l, of 1,1►ollao1Ili 111a; 411"1►6111lun of 414 0110lll Ilovolwill lit, IM1,NII IIII 41m IIIIINIIINII oIIIImiIvoIkm of IIit, Poi k,,,i I k1-11 Ifailititi 1 oflIn ko,14,11, Revised Park Rules - December 14, 2011 Section 17. FISHING 1. Fishing will be permitted within or upon Commission property in accordance with the laws of the Michigan Department of Natural Resources in such areas designated for such purposes. All shanties must comply with the State of Michigan Fishing Laws. 2. Upper Bushman Lake at Independence Oaks -North County Park has been designated as a Special Regulation Catch and Release only Fishery by the Michigan Department of Natural Resources (MDNR) Fisheries order 244, which became effective April 1, 2012. Revised Park Rules - December 14, 2011 Section 27. ANIMALS AND BIRDS li I li shall be unlawful for any persons while on Commission property to: I 1. Cause any animal or fowl to run at large. I),). Torture, ill-treat or neglect any animal or fowl. '.. Bring, drive, or lead any animal onto Commission property; exceptil+g-N+:11 horses and other beasts of burden and draft animals may be ridden by persons in charge thereof or driven before a vehicle attached thereto, on such portions of Commission property as may be designated for riding or driving by the Commission ,iiid ox(epl 11uE;' 111,1y 1w hrulll;ht wi tl,lik ull 1 ',ix kwl I(,,v,h wheio I)o,.l(-d w t1) 11u1; imik'.,-i �w. Cause or permit any horse or other animal to stand on any Commission property unless securely hitched or in the charge of some competent person. 4 (if l V `r 4c , E) i , 4f+Y-W4Y44*` �a♦��11a,++►�+l��J+►+ }H-t W4jit,11y t sh i-4-{i,�p! wit H+I+ .+4+w,h I wi l- t l-►m i 'AN l l wl! H jow}+,111, W4-4 l l +, 4444+ +11a +1•+1+4 44 IE,-mugs RFO i4lowl. 1 4 )11 I ► illti, 1)I1 '1 4N-1001 IH,4141, ++#+++111 WIWI+ 11et.tf�fi 0. Lead their dog or pet to enter any public building or to be upon any designated beach or picnic area, except a trained and working leader dog. 1::. Exotic mammals, birds, fish, and reptiles will not be allowed on ( I property without Park Supervisors permission. Exotic wildlife prohibited from parks includes, but is not limited to monkeys, snakes, lizards, birds (including birds of prey), fish, and inspects. I;14. N+) fw+,wt ,1+ 4-411)iscarcl any wild or domestic animal upon pit)lwi lytinY I,iml 11I w,+l+q--4+t-4+"41w H.if!O,.11% t-4N41+4i114M (AH14000,1+111 unless authorized by tI11 ( onllllk".1on m 111v P'11-k 'mp1'I V1'-ul . )A-0. [)op. Park',, Dog Parks have been designated by the Commission for the purpose of exercising dogs off leash. While in the areas, all dogs and guardians must obey the posted rules, including: a. Keep dogs on leash until inside enclosure, b. Maximum of two dogs per visitor;. Revised Park Rules - December 14, 2011 c. Dogs must have current license, up to date vaccinations, and respond to voice commands; d. No dogs under four months of age; e. Dogs must be accompanied by an adult (age 18 or older) at all times, even inside enclosure; f. Owners are responsible for pets at all times. g. Those creating problems will be asked to leave, off leash does not mean out of control; h. Owners must clean up pet droppings, bags are provided on site; and i. Lake Sixteen access at Orion Oaks is for dogs only. i I I The owner will assume full responsibility for all pets brought lawfully or unlawfully onto park property. Revised Park Rules - December 14, 2011 Section 39. PHOTOGRAPHY AND VIDEO AND AUDIO RECORDING 1. Photography and Recording Requiring a Permit: Persons may take still photographs or video or audio recordings with the parks without first obtaining a written permit from the Parks and Recreation Commission unless any of the following apply: a. The photographs or recordings are being taken for the purpose of advertising a product or service, b. The Illll,1011,l,II111', ()I lit( m(Illlll, IIIVIIlvi, ,I 1),00',',1011,11 (11 Ill Iliol I 11IV40VII, IIII)lw."i1,11,1l 1 o amateur casts, props, models, or crews, other than ill ,l l ,ialt Ill bona fide news media personnel covering a news event that cannot be covered at any other time or at any other location, c. The project requires access to an area that is closed or restricted to I l ii � general public, .iiul I1,,1, d. The project carries substantial risk of damaging park resources, disrupting park visitors, disrupting park operations, or compromising public health and safety regulations. d, Molliu ( ov1t11rlte i At N/1i11111: ( ovol,ll',l' 111 llllllllll' ill ,i 111tW', NVI'lll Ily hi,11,1 11do Ilow" Il oill,1 IINI`,1111111'I Illlll', hill Imillllo,1 I11t11101, 11111 ',(1111111'1'-wil11'l In'ty 11(II Il,llll,li',1' 11141k I01,4111111111) IIIb111111 Ih111 VI'.IIill ',, 111 111111111111111`,1' III IIIIli IIit,1lIll ,11111'„ h t I y II'1;111,11ItIII,., A "I low'. ovolII 411,1111111) ,1b ,111 11V1t111 111,11 1 .11111111 lilt 1 I IVI'I 1'II Ill Ally 111114/1 11111N Ill ,1l filly 4111101 1111 0114111, 4, VoyNIll i', w Nil ill'l'.1111 "hall ',t'(-I Nl ly Ill bill I Nlllll lull',ly Vlllo d of lit, Will, 1111111111?I,IIll1, 111 /1lholWit& I1,1Ill 11 .I1111111111 11111`,wt W11111111111t liolk Illllll+I Ill 111111111,1l Ilw 111111111114, hoillp', Will 11 Ily 111,11 Illhol pol',w) 1111 1111t pill1111',1t Ill VII+W1111), 11141 Ilmly Ill, Ill Ills' 1111dol l',,111111'111', Will )Illy, 111,41 411111// IWIh111L,I.IIIPMly (I)VI'I1'd Ily I'IWI Ll, (),litloml ( I)IIIIIy N,11 k', ,ind ko( IN,illlIII',hill IIIllllllltly 1111111111',I,11111', #11141 Vllll'111,1111, 1;II11,11, 4-111I11y1111, ( )41,41ill ( Iml11y {gill\',, Ir1111114--1, ,dill NVI'l11 ,, II1111,1t I111,4p.w. 11111y 114' 11`od III Ill ild, V1',(1,11 Ill ll',1'lll,l111ill'., ,Illd till Illlt W1t11',llo 14111111111111N 1114' 11.11k" "y',11t111, 11 yim lilt 11111 Wl',ll y(llll',illl 01111/ill I hillllI'll II) Ills 1111111111!1,11111141, llllt,,',It 1111111111 11111 11111)11,1',1,111111'I ,11 111,11 lllllll, OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 11, 2012 AGENDA ITEM No. 10 C FACILITIES MAINTENANCE To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Mike Donnellon, Chief, Parks Facilities Maintenance and Development Submitted: January 5, 2012 Subject: INFORMATIONAL — Springfield Oaks Davisburg Dam INTRODUCTION AND HISTORY With the assistance of our consulting engineer SME, Inc., staff has completed a dam analysis and report identifying six basic recommendations for the maintenance and repair of the dam totaling approximately $400,000 - $600,000 over the next 2-10 years. Corporation Counsel and the Oakland County Property Management Department assisted staff in verifying that Oakland County owns the property of the dam, however the existing 1984 Registered Deed indicates the Charter Township of Springfield and Springfield Parks and Recreation is financially obligated for the maintenance of the existing dam. This dam impounds the existing Mill Pond that creates the township -operated beach and Hart Center, including a grant funded fishing dock. Additionally, this dam creates the primary east -west Davisburg Road connection. Since 2000, Oakland County Parks and Recreation has been paying for the maintenance of the dam as required by the MDNR. In preparation for meeting with township officials, staff, with the assistance of its environmental engineering consultant identified several potential grant funding opportunities in order of highest potential funding, dam removal/fish passage, alternative energy and recreation. Other opportunities with the Army Corp of Engineers were identified and may be a potential, however require more research. Water quality funding was also explored; however these opportunities seemed minimal according to our consultant. On December 12, 2011, Dan Stencil and Mike Donnellon met with Springfield Township and Township Parks & Recreational officials to discuss future maintenance and repairs of the dam. Currently, the township officials are reviewing the information. Staff will continue to update the Commission on any further developments with the project. 10 C-1 0a,KLAwDcourvrrraeKs OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JANUARY 11, 2012 AGENDA ITF-m No. 10 D To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Submitted: January 5, 2012 Subject: Approval — Springfield Oaks — Campground Electrical Updates INTRODUCTION AND HISTORY During the past 8-10 years, staff and the Oakland County Fair Board have been completing utility updates to the fair grounds at Springfield Oaks for health and safety reasons. These updates have included water distribution systems (seasonal and year-round), sanitary system and various storm water improvements. Many of these improvements are also centered upon the code requirements for the 73 Event Camp Sites located throughout the grounds. Most of the camp sites do not meet electrical code regulations for electrical as identified by staff and local/state authorities, therefore staff, along with its blanket architect and associated design professionals have completed construction plans and specifications for various electrical upgrades within and around the site. These upgrades and improvements are based on the five major power supplies to the site as follows: Base Bid #1 — Transformer #1 o Includes all necessary electrical improvements for 17 of 73 campsites. • Base Bid #2 — Transformer #2 o Includes all necessary electrical improvements for 18 of 73 campsites, including the replacement and upgrade of the existing overhead pole -mounted transformer to a direct bury ground -mounted transformer. Base Bid #3 — Transformer #3 o Includes construction of new electrical panels, underground conduits and wiring o Alternate 3-A, includes the replacement of the existing 30+ year old arena light fixtures. o Alternate 3-B includes the replacement of the existing 30+ year old arena light fixtures and poles. • Base Bid #4 — Transformer #4 o Includes all necessary electrical improvements for 38 of 73 campsites, including the replacement and upgrade of the existing ground -mounted transformer. • Base Bid #5 — Transformer #5 o Includes construction of new electrical panels, underground conduits and wiring TOM Page 2 Staff received six (6) vendor bids, as follows, on November 10, 2011: Airport Lighting Electrex Co., Inc. Corby Energy Services J. Ranck Electric Rauhorn Electric Shoreview Electric Company Luther MI ' Harrison Twp., MI Belleville, MI Mount Pleasant, MI Macomb MI Clinton Twp., MI BASE BID #1 —Transformer T-1 $45,270.00 $69,460.00 $110,000.00 $102,148.00 $90,334.00 $68,000.00 BASE BID #2 — Transformer T-2 $54,750.00 $71,200.00 $80,000.00 $84,705.00 $71,135.00 $63,000.00 BASE BID #3 — Transformer T-3 $11,300.00 $11,660.00 $27,500.00 $23,614.00 $14,107.00 $16,000.00 ALTERNTE NO. 3a $35,500.00 $35,840.00 $30,000.00 $67,681.00 $27,974.00 $32,000.00 ALTERNTE NO. 3b $64,900.00 $85,120.00 $65,000.00 $119,817.00 $72,727.00 $86,000.00 BASE BID #4 — Transformer T-4 $96,000.00 $103,710.00 $165,000.00 $221,477.00 $140,000.00 $89,000.00 ALTERNTE NO. 4b $31,500.00 $50,000,00 $55,000.00 $49,716.00 $42,245.00 $49,018.00 BASE BID #5 — Transformer T-5 $5,000.00 $9,140.00 $2,000.00 $12,813.00 $34,537.00 $3,000.00 ALTERNTE NO. 5b $22,000.00 $20,800.00 $20,000.00 $28,880.00 $8,743.00 $22,000,00 Base Bids with Alternates $330,720.00 $421,090.00 $524,500.00 $643,170.00 $473,828.00 ],Total $396,018.00 STAFF RECOMMENDATION Staff recommends awarding a contract to Airport Lighting, Inc., in the amount of $243,820 with a 10% contingency of $24,382 for a total approved amount of $268,202, as shade above. Staff is currently exploring a future partnership with the Oakland County Fair Board to complete the non -shaded alternates above, therefore potentially requiring further Commission approval. As previously provided in the quarterly update, the engineer's estimate for this project was $365,000 which includes an estimated $70,000 in permit and engineering fees. The current balance as of the FY2012 Capital Improvement Plan budget for fiscal month (2) two is $186,140. With the above recommendation, engineering and permit fees, the total project cost is $338,202. Therefore, staff further recommends a transfer from the FY2012 Capital Improvement Plan Budget Contingency of $152,062 to the Capital Improvement Plan Project titled Event Campground Phase 2. The FY2012 CIP Budget Contingency is $1,088,400. MOTION Move to award a contract to Airport Lighting, Inc., in the amount of $243,820 with a 10% contingency of $24,382 for a total approved amount of $268,202 for the Springfield Oaks Activity Center/Campground Electrical Improvements; and Move to transfer $152,062 from the FY2012 Capital Improvement Plan Budget Contingency to the Capital Improvement Plan Project titled Event Campground Phase 2. The Oakland County Parks and Recreation Commission has been notified that applications for the Recreation Passport Grant program may be submitted for 2012. Applications are to be postmarked by April 2, 2012. Staff has prepared an application for financial assistance from the Recreation Passport Grant program for the construction of accessible fishing piers and the purchase and installation of a universally -accessible canoe/kayak launch at Addison Oaks County Park. The Recreation Passport Grant program ties in with the Oakland County Parks and Recreation Commission's Strategic Master Plan objective 2.10.1 to develop and implement a system -wide phased accessibility plan with the goal of creating ADA compliance. Staff estimates a project cost of $60,000 including engineering, site preparation, and the construction/installation. ATTACHMENTS - Proposed Resolution - Application Form - Application Narrative - Site development plan - Aerial map of western portion of Addison Oaks County Park - Cross-section drawing of fishing pier - Elevation plan for boat docks to which the boat launch will be attached - Illustration of the boat launch (2 pages) STAFF RECOMMENDATION Staff recommends adopting the attached resolution in support of the grant application in the amount of $45,000 grant (75% of the total project costs with a local match of $15,000 - 25%); which will be forwarded to the Oakland County Board of Commissioners for approval. MOTION Move to adopt the attached resolution in support of the grant application with the Department of Natural Resources for a grant in the amount of $45,000 (75% of the total project costs with a local match of $15,000 - 25%); which will be forwarded to the Oakland County Board of Commissioners for approval. 10 E-1 IN SUPPORT OF THE APPLICATION FOR A MICHIGAN RECREATION PASSPORT PROGRAM DEVELOPMENT GRANT FOR THE OAKLAND COUNTY PARKS AND RECREATION ACCESSIBILITY IMPROVEMENTS AT ADDISON OAKS COUNTY PARK WHEREAS, the Oakland County Parks and Recreation Commission has been notified by the Department of Natural Resources that application for cost sharing grants from the Recreation Passport Grant Program may be submitted by April 2, 2012; and WHEREAS, the Oakland County Parks and Recreation Commission has identified and established priorities for improvements within the adopted FY 2012-1016 Capital Improvement Program Budget Plan; and WHEREAS, this program ties in with the Oakland County Parks and Recreation Commission's Strategic Master Plan objective 2.10.1 to develop and implement a system -wide phased accessibility plan with the goal of creating ADA compliance; and WHEREAS, the Oakland County Parks and Recreation Commission recommends the filing of the following application to the Department of Natural Resources for a $45,000 grant (75% of total project costs) with a local match of $15,000 (25%): ACCESSIBILITY IMPROVEMENTS AT ADDISON OAKS COUNTY PARK NOW THEREFORE BE IT RESOLVED THAT THE Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners authorize and approve the Recreation Passport Grant Program development grant application. 10 E-2 RESOLUTION BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Board of Commissioners direct its Chairperson or designee to execute said application on behalf of the County of Oakland. Moved by: Supported by: Date: Subscribed and sworn before me, a Notary Public in and for the County of Oakland and the State of Michigan, the day of January, 2012. 10 E-3 Name of Applicant (Government Unit) Federal ID Number County OAKLAND COUNTY 38-600-4876W OAKLAND Name of Authorized Representative (responsible for application day-to-day) Title MELISSA PROWSE BUSINESS DEVELOPMENT REP Address Telephone 2800 WATKINS LAKE ROAD ( 248 858-0906 City State ZIP E-mail WATERFORD MICHIGAN 48328 1 prowsem@oakgoV.com State House District State Senate District U.S. Congressional District 43 26 9 Address of site City, Village or Township of site 1480 W ROMEO ROAD LEONARD County in which site is located Town, Range and Section of site location�L�atitude/Lo`tngitudeat park entrance OAKLAND TSN, R1iE3,34,35 Park Name Proposal Title (not to exceed 40 characters ADDISON OAKS COUNTY PARK I ACCESSIBILITY IMPROVEMENTS AT ADDISON OAKS PARK Proposal Description THE PROPOSAL IS TO CONSTRUCT A UNIVERSALLY ACCESSIBLE FISHING PIER AND INSTALL A UNIVERSALLY ACCESSIBLE SMALL BOAT LAUNCH AT ADDISON OAKS PARK. Seethe 2012 Recreation Passport Grant Program Application Guidelines booklet (IC1956) for guidance. SOURCES OF MATCHING FUNDS PROJECT COST AMOUNTS a. General Funds or Local Restricted Funds (Applicant's own cash) $ IOy0.00 b. Force Account Labor/Materials (Applicant's own paid labor or materials) $ 43200.00 c. Federal or State Funds $ 00 d. Cash Donations $ .00 e. Donated Labor and/or Materials $ 00 f. Value of any Land Repurposed to Recreation as Part of the Project (2xSEV) $ ,00 g. Total Match (Must be at least 25% of total project cost) $ 15 , 000.00 h. Grant Amount Requested (Round to the nearest 100 dollars) $ 45, D00.00 i. Total Project Cost (Must equal the total estimated cost in Section D1) $ 600, 0000 PLEASE ROUND ALL AMOUNTS TO THE NEARE�jl00 Page 2 of G Msss (Rev 1210e0012) 10 E-4 (N/A) Complete only if you entered a value for any or all of items c, d, or e in Section B of this application. c. Federal or other state funds -Provide the information requested below for each federal or state program from which matching funds will be provided. {f)Program Name Administering Agency Contact Name for Administering Agency Telephone Amount Type of Funds ❑ Grant funds awarded Date grant funds approved ❑ Grant funds applied for, not yet approved Estimated approval date ❑ Appropriated funds Date appropriated ❑ Other, explain Is documentation containing the scope of work and budget for the other grant funds included with application? ❑ No ❑ Yes Is documentation (such as a grant approval letter) that verifies the availability of funds included with application? ❑ No ❑ Yes (2)Program Name Administering Agency Contact Name for Administering Agency Telephone Amount Type of Funds ❑ Grant funds awarded Date grant funds approved ❑ Grant funds applied for, not yet approved Estimated approval date ❑ Appropriated funds Date appropriated ❑ Other, explain Is documentation containing the scope of work and budget for the other grant funds included with application? ❑ No ❑ Yes Is documentation (such as a grant approval letter) that verifies the availability of funds included with application? ❑ No ❑ Yes d. Cash Donations - List the individual sources and the amounts to be donated below. SOURCE AMOUNT Is a letter of intent from each donor included with application? ❑ No ❑ Yes e. Donated Labor or Materials - Include each item to be donated, the source, dollar value, and how the dollar value was determined. ITEM SOURCE DOLLAR VALUE VALUATION METHOD Is a letter of intent from each donor included with application? ❑ No ❑ Yes Page 3 of 6 rRIss6 (Rev. 12106n012) 10 E-5 Applicant's current control of the site: a Fee Simple ❑ Perpetual Easement ❑ Lease Project Cost Estimate Table List the specific development scope items (play equipment, parking lot paving, landscaping) rather than aspects of project execution (materials, labor, equipment, site clearing). Do not include ineligible items such as engineering costs beyond 15% of the subtotal and contingencies. Facilities must be designed to be in compliance with the 2010 Americans with Disabilities Act Standards for Accessible Design. SCOPE ITEMS Limit each item description to 25 characters. Do Universal Design? SIZE OR Not Abbreviate, QUANTITY COST 1 SMALL BOAT LAUNCH YES 1 $ 37,000.00 2 KAYAK/CANOE CADD YES 1 $ 200.00 3. FISHING PIER YES I $ 19,500.00 4. ACCESS ROUTE YES 10 FT $ 2,500.00 5. $ 6. $ 7. $ 8. $ 9. $ 10. $ Permit Fees $ 500.00 SUBTOTAL $ 59,700.00 ENGINEERING (These fees may not exceed 15% of subtotal) $ 300.00 TOTAL ESTIMATED COST (Total Estimated Cost must match item h. of Section A2 of this form) $ 60,000.00 _ R • p What is the expected life of the facilities constructed as part of the project? (Please note: Program requires commitment of minimum 20 years if no enclosed structure and 40 years with enclosed structure). 20-25 YEARS If you are submitting multiple applications, what is the priority for this application? (1 = highest) N.A. Is unimpeded access to the project site secured through ownership or easement or lease of term no less than the length of time that control of the project site is secured? YES Will the project be used for the viewing of professional or semi-professional arts, athletics or intercollegiate or interscholastic sports? If yes, what percentage of normal operating hours will be used in this capacity? NO Will fees be charged at the park? VEHICLE PERMITS Yes ❑ No //vYiitt $10/DAY $48/YR If I/DAY���Jdvitl yes, what will be the fees for residents` be the fees for non-residents? NO YES Has applicant received DNR recreation grant(s) in the past? ❑ Is there an entrance sign identifying the site as a public recreation site open to all users? [] M Has applicant closed, sold, or transferred any parkland or recreation facilities in the past 5 years? :0 ❑ Does applicant have a "residents only" policy for this park or other parks or recreation facilities? U ❑ Page 4 of 6 PR1956 (Rev. 12/0612012) 10 E-6 • a - • a a Complete the following property checklist on the environmental conditions at the project site and adjacent areas, using information from the past ten years or longer, as appropriate. If you answer YES or UNKNOWN to any of the questions, you are required to prepare an environmental report. See Recreation Passport Grant Program Application Guidelines for guidance. NO YES UNKNOWN 1. Does the applicant, landowner, or others have knowledge that any portion of the property © ❑ ❑ is or has been used for industrial purposes, including manufacturing and/or minerals' processing or extraction (sand, gravel, oil, or gas) at this time or in the past? 2. Does the applicant, landowner, or others have knowledge that any portion of the property [ ❑ ❑ is currently being used or has been used in the past for a gas station, motor vehicle service or repair facility, commercial printing facility, dry cleaners, photo developing lab, junkyard, landfill, waste treatment, storage, processing or recycling or disposal facility? 3. Does the applicant, landowner, or others have knowledge that any of the following are or ❑ ® ❑ have in the past been stored, discarded, or used on the property — automotive or industrial batteries, pesticides or other chemicals used in agricultural practices, paints, industrial waste, or other chemicals in drums or other containers? 4. Does the applicant, landowner, or others have knowledge that fill dirt or other fill material ® ❑ ❑ of unknown origin is on this property or has in the past been placed on the property? 5. Does the applicant, landowner, or others have knowledge of any evidence of leaks, spills, ® ❑ ❑ or stains from a substance other than water at this time or in the past? 6. Does the applicant, landowner, or others have knowledge that there are or have in the [� ❑ ❑ past been waste disposal pits, lagoons, or ponds on the property? 7. Does the applicant, landowner, or others have knowledge that there are at this time or ❑ © ❑ have in the past been registered or unregistered storage tanks on the property? 8. Does the applicant, landowner, or others have knowledge that contaminated groundwater [ ❑ ❑ lies below the property? 9. If there is a water well on the property, does the applicant, landowner, or others have ® ❑ ❑ knowledge that contaminants have been identified in the well that exceeded legal standards or has the well been identified as contaminated by a government agency? 10. Has the landowner been notified about any current violations of environmental laws j ❑ ❑ pertaining to activities on the property or does applicant, landowner, or others have knowledge about past violations? 11. Has the landowner been notified of any environmental assessments of the property that fX ❑ ❑ identified a) the presence of hazardous substances, petroleum products, or contamination; or b) the need for further assessment? 12, Does the applicant, landowner, or others have knowledge that any hazardous ® ❑ ❑ substances, unidentified waste materials, tires, or automotive or industrial batteries have been dumped above ground, buried, or burned on the property? 13. Is the property listed on any federal or state list of contaminated sites, including the site of © ❑ [] a leaking underground storage tank? 14, Does the applicant, landowner, or others have knowledge that any of the adjoining ® ❑ [] properties are currently being used or have been used in the past for the purposes listed in the previous questions 1-13? 15. Has an environmental assessment been completed for the site? If yes, provide the most [ ❑ ❑ current. Are permits required for the development of the site? ❑ NO ® YES ❑ UNKNOWN If yes, complete the following table: TYPE OF PERMIT PERMITTING AGENCY EFFORTS TAKEN TO OBTAIN PERMIT OR DETERMINE PERMIT REQUIREMENTS JOINT PERMIT MDEQ APPLICATION FOR DOCK PERMIT SUBMITTED; WILL APPLY FOR PERMITS FOR PIER AND LAUNCH PIOR TO BIDDING AND CONSTRUCTION. Page 5 of 6 10 E-7 PR 1956 (Rev. 12(0612012) t hereby certify that I am an official of the applicant agency and have the legal authority to make the necessary commitments to apply for this grant, t also certify that / have read and understand all of the commitments and responsibilities listed in the Recreation Passport Grant Program booklet (IC1956) related to this grant. Printed/typed name of authorized agent Title of authorized agent Signature Complete all information, sign, and mail to: GRANTS MANAGEMENT MICHIGAN DEPARTMENT OF NATURAL RESOURCES PO BOX 30425 LANSING MI 48909-7925 OVERNIGHT or EXPRESS MAIL to: Date GRANTS MANAGEMENT MICHIGAN DEPARTMENT OF NATURAL RESOURCES MASON BUILDING, 3" FLOOR 530 W ALLEGAN LANSING MI 48933 Mailed applications must be postmarked by the US Postai Service no later than 11:59prn April 2, 2012. DO NOT FAX APPLICATION. Page 6 of 6 PR 1956 (Rev. 1210612012) 10 E-8 Accessibility Improvements at Addison Oaks County Park The Oakland County Parks and Recreation Commission (OCPRC) is seeking financial assistance from the Recreation Passport Program to improve the accessibility of Addison Oaks County Park for all people by replacing aging facilities with a universally accessible fishing pier and a universally accessible canoe/kayak boat launch on Buhl Lake. All boat docks at the launch area will be replaced in 2012 with Oakland County Park funds, including the one to which the accessible launch will be attached. The dock system will exceed ADA requirements. In addition, parking and access routes will be improved to exceed ADA requirements. Finally, a hand operated cart will be provided to aid in the transport of kayaks and canoes from automobiles to the launch. Addison Oaks Park is a 1,140-acre park in northeast Oakland County with two lakes, spring -fed ponds, and natural wooded and meadow areas. The park provides a variety of recreation opportunities, including swimming, boating, fishing, picnicking, hiking, mountain bike trails, equestrian trails, camping, camper cabins, disk golf, geocaching, hunting (deer archery and a lottery -based controlled deer hunt in the eastern portion of the park only) and the winter activities of cross country skiing and ice fishing. There are 6.8 miles of single-track mountain bike trails and 11 additional miles of multiple -use trails. Both the fishing pier and the boat launch area are located on the 37-acre Buhl Lake, which is used for boating (no gas motors) and fishing. Swimming only is allowed at Adams Lake, a four -acre lake within the park. Pedal boats, rowboats, and mountain bikes are available for rent by day users and campers at the boat launch site from Memorial Day until Labor Day. Hand -operated bicycles and trail chairs are available for people with disabilities at the same fee as the regular bike rental. PROJECT JUSTIFICATION AND SUPPORT For more than a century, residents from across Southeast Michigan have been attracted by the many opportunities to enjoy Oakland County's natural features. Many parks and natural areas in Oakland County have an "Up North" feeling, with the advantage of being located considerably closer to home. Given the large population that resides in SE Michigan, there is a need for numerous parks to accommodate both the numbers and the various recreational opportunities area residents and visitors enjoy. The Oakland County Park system was created in 1965 and has acquired more than 6,500 acres of public land, including significant and rare natural areas, and developed thirteen public parks. The Michigan Department of Natural Resources (MDNR) and Huron -Clinton Metropolitan Authority (HCMA) have also acquired and developed regional park and recreation facilities in Oakland County and elsewhere in SE Michigan to help ensure adequate public access to parks and recreation without overuse of the resource and recreation opportunities they desire. 10 E-9 Following decades of steady population growth, there has been a leveling off in southeastern Michigan since the 1970s. However, according to US Census data from 2000 to 2010, the total population of SE Michigan declined by 2.7 percent. Oakland County saw only a slight growth of 0.7 percent. However, the population of people aged 65+ in the area increased by 7.7 percent and, according to projections made by the Southeast Michigan Council of Governments (SEMCOG), is expected to double from about 0.6 million in 2010 to 1.2 million by 2035. Meeting the recreational needs of this aging population will present new challenges for park and recreation providers. Chief among them will be the renovation and/or construction of facilities that meet or exceed the requirements of the Americans with Disabilities Act as aging Baby Boomers demand equal access to the natural areas and recreation opportunities they enjoy. This project proposes to improve and increase the access to boating and fishing at Addison Oaks Park by replacing an inaccessible fishing pier and installing a universally accessible canoe/kayak boat launch onto an accessible dock. The wooden dock system at the boat launch area has deteriorated such that OCPRC is replacing the existing docks with new, accessible docks during the summer of 2012. While not part of this proposal, these docks are an important part of a larger plan to improve the entire boat launch area and make it universally accessible. Each year, staff for the OCPRC prepares a work plan budget to address the most critical maintenance and repair needs and capital improvement projects to meet the recreation needs of park users. When determining work plans, (1) protecting public health and safety, and (2) compliance with regulations, are always the two highest priorities. The work plan and budget for less critical maintenance, repair, and capital improvement costs are projected out over the next fifteen years. As can be expected, the needs of an aging park system always exceed the budget available. The boat launch project is a part of the 'Boathouse, Buhl Lake" item listed on the capital improvement plan (CIP) for construction in 2013. The current boat house is actually more of a small booth from which boats and bicycles are rented. The boathouse item listed on the CIP includes the overall renovation of the boat launch area including docks, parking lot, access routes, and boat launch, as well as a larger, accessible boat and bicycle storage building with restrooms. The fishing pier is listed on the capital improvement plan for construction in 2015. By using grant funds, OCPR can replace facilities that are past their life expectancy, not fully accessible, and/or inadequate for the current need, and provide new park experiences where there is a demand, sooner than otherwise possible. In addition, obtaining grant funds allows us to budget for facilities, such as these universally accessible facilities, which may cost somewhat more to build, but will provide better access, a smaller environmental footprint, and cost savings through decreased maintenance over the long-term. The maintenance of the fishing dock and boat launch will be incorporated into the grounds maintenance budgets of the park. Staff anticipates that the current costs for overall operation 10 E-10 and care of facilities within the park system will not significantly increase following the completion of this project. L o �i :io 1. a roject Addison Oaks Park was chosen as the park site for this project because of the deterioration and inadequacy of the existing boat launch facilities and fishing pier. The locations for the project sites within the park are the same as the current locations of these facilities. In addition, the boat launch area is located halfway between the camping and day use areas of the park. This location provides easy access within the park to both campers and day -users by means of a paved trail that encircles Buhl and Adams Lakes, and by use of the park roadway. Addison Oaks Park is located in Addison Township, in the northeast corner of the county. According to NRPA guidelines', regional parks such as Addison Oaks draw from a service area of about one hour driving time. Using one hour as a guide, it would be expected that people from Pontiac and Troy (within Oakland County) would be likely to visit the park, along with residents from Flint, Lapeer, Sterling Heights, Harrison Township, Richmond, Detroit, and the areas in- between. For the past three years, OCPRC has been collecting home zip codes from people using the park system. As the maps in attachments 1-3 indicate, the one -hour driving distance is a good approximation of the distance the majority of park users travel to visit this park. Other factors also influence people's choices of where to recreate, including the existence and proximity of other parks. In addition to Addison Oaks, other regional parks —Stony Creek Metropark, Bald Mountain State Park, Orion Oaks County Park, and Independence Oaks County Park —are all located in or near northeast Oakland County. Each park offers some of the same amenities, which are primarily natural resource -based, but none offers a universally accessible small boat launch. Given the population of 4.2 million people in Oakland County and the counties surrounding it, the amount of use supports multiple regional parks. In addition to access by car, bicyclists and pedestrians may access the park by means of the Polly Ann Trail. Bicyclists and pedestrians are not charged an entrance fee to Addison Oaks Park. The entrance to the park is about 2.3 miles away from the Polly Ann Trail, with compacted dirt roads providing the route into the park. As part of the county -wide Oak Routes Plan, Oakland County, Addison Township, Oakland Township, and the DNR have collaborated on plans for a trail connecting the Polly Ann Trail to Addison Oaks Park, Bald Mountain State Recreation Area, and Oakland Township's Cranberry Lake Park. The 2007 MNRTF grant to Oakland County (TF07-030) to build a connector trail along Romeo Road and through Addison Oaks Park is the first segment of this connector trail system to begin development. Finally, North Oakland Transit Authority provides free transportation to senior citizens, people with disabilities, and other transit -dependent residents of Addison, Oxford, and Orion Township to and from Addison Oaks Park, delivering and picking them up at the specific area of the park 1 Recreation, Park, and Open Space Standards and Guidelines, National Recreation and Park Association, 1995. 3 10 E-11 the rider wishes to visit. People who arrive at the park by means of public transportation are not charged an entrance fee. Oakland County Parks and Recreation recognizes and provides assistance to people in communities in Oakland County who do not have the means to easily access Oakland County Parks. Since 1982, the County's Recreation Assistance Partnership Program (RAPP) has provided bus transportation to Oakland County Parks. One of the buses is fitted with a lift system for accessibility. The county hopes to eventually replace all buses with cleaner -running, accessible passenger vehicles. OCRPC also brings recreation facilities and programs to communities in the form of mobile stages, bounce houses, and other transportable recreation equipment. These services are available to any community in the county for a cost, but communities may apply for a grant to help offset the cost for their residents. Most recently, the Oakland County Parks and Recreation Commission approved $150,000 to support the 2012 program, demonstrating the strong support this program has from the commission. With the RAPP program, people who might not otherwise have the means to visit Oakland County parks or enjoy the programs and services we offer are able to do so at reduced cost and greater convenience. The proposed kayak/canoe launch is a unique boat launch system that was conceived and put into production by a number of recreation professionals who were inspired by the Access to Recreation Initiative. To our knowledge, it is the best existing design to maximize accessibility to small boats for people with disabilities. However, OCPR will seek out other universally accessible launch systems to insure fairness, best price and the product that best provides access. To ensure that there is access to the boast launch system, OCPR will construct the following prior to or during the project period: e Accessible floating docks to replace the fixed wooden docks. The dock holding the kayak/canoe launch will be ten feet wide. • Transition plates from the access route to the docks. • At least two accessible parking spots in the existing small parking lot (one currently exists). • Signs, tactile pads, and strong contrast pavement markings on the bicycle trail encircling Buhl Lake to warn both bicyclists on the trail and pedestrians that are crossing the trail to reach the boat launch. • Hard surface access route (60 inches wide) to the launch dock with a maximum 5% running slope and 2% cross slope. • A caddy for canoes and kayaks will be available free of charge use to transport small boats to the launch dock from the parking lot. The proposed fishing pier will be built with all lowered railings (34 inches maximum) to allow fishing from any part of the dock by people who use a wheel chair. There will a bench on the dock so that people can choose to sit and fish. At least one tackle box stand will be provided. There will be a 60 inch wide access route (maximum 5% running slope and 2% cross slope) 4 10 E-12 connecting the dock to the existing accessible paved trail, and transition plates between the access route and the dock. In addition, more than the required minimum number of accessible parking spaces will be created in the large day use parking lot and some of them will be located nearest to the accessible trail. Signs, strong contrast pavement markings, and tactile pads will be added to the existing trail to warn both bicyclists on the trail and pedestrians that are using the trail to reach the fishing dock. Because the road way, parking lots, trail, and launch area have already been developed, replacing aging facilities at the same locations greatly reduces the need to clear or otherwise alter other, undisturbed sites within the park. At the small boat launch area, the parking lot and access routes will be surfaced with aggregate (meeting all accessibility requirements, including slope, firmness, stability, and slip resistance) to prevent surface runoff into the lake. The boat launch dock is made of polyethylene with hollow sections for floatation. The beige color allows sunlight to filter through and will not release chemicals into the water. Compared to wood, the materials are long-lasting and virtually maintenance -free, thus preventing environmental impact and saving cost from cleaning, painting, replacement, and employee time. In addition to the sustainable features of the facilities proposed in this application, Oakland County Parks has already established the following green initiatives: i ec.i,7 its i Parks employees recycle paper, plastic, metals, batteries, lights and ink cartridges in special collection containers. Recycling programs for patrons at all campgrounds, waterparks, golf courses and day use parks are being established. Cleaning pr000cus • All park facilities now utilize "green" cleaning products that are low in volatile organic compounds, reducing the amount of toxins in the air. All parks' equipment runs on bio-diesel fuel. All parks use bio-lubricants for cleaning and lubricating equipment. Lallo- & Water All parks now have designated "no mow zones," which will decrease the amount of gas and energy used in maintaining park property and allows for natural plant progression. Integrated Pest Management principles have been established system -wide to reduce the use of chemical pesticides. Efforts are being made to propagate native plant material in Oakland County Parks' newly acquired greenhouses, for use on park property. 5 10 E-13 • An exemplary storm water management project has been installed at Waterford Oaks County Park to protect water quality in the Clinton River Watershed. • As parking lots at the parks are renovated, bio-swales are installed to collect storm water and help protect streams and tributaries within the watershed. • Energy audits have recently been conducted at facilities to identify improvements for efficiency. These audits have provided valuable roadmaps for upgrades that will be done as funding sources allow. • Lighting changes funded through energy conservation grants have reduced energy consumption. • Employees participate in energy management procedures to eliminate the use of personal electronic devices at the workplace. • Energy management of HVAC systems is conducted at all park facilities through a computer program. • Equipment replacement with Energy Star Equipment is practiced. lleeognidon Groveland Oaks is the first (non -golf course) park in Michigan to be environmentally certified by the Michigan Turfgrass Environmental Stewardship Program. All five Oakland County golf courses have also achieved certification. 6 Y t;Ji K,�AP. �.r4 Addison Oaks County Park has a large entrance sign that is standard to the park system. The park is fenced around its entire perimeter to prevent trespassing both into and out of the park onto private property. There are directional signs on all major roads near the site and continue on to direct travelers to the entrance. The entrance is monitored by means of a contact station, which is staffed twenty four hours a day when the campground is open (one week before Memorial Day until late October). Park hours are clearly posted and the entrance gate is closed at 9pm for day use visitors. Registered campers are allowed to enter and leave the park at any time as long as they have their camping pass in their vehicle. The park has street lights along the main campground road and exterior lighting at all bath houses and restrooms for the safety of visitors. The section of the paved trail that goes through the campground area is also illuminated by street lights. In addition, Oakland County Sheriff Officers patrol the park from Memorial Day through Labor Day and for special events during the shoulder seasons. The main roadway within the park from the entrance splits roughly east and west but dead ends in both directions, discouraging motor vehicle cruising within the park. Trails for the most part do not cross the park road. (The only exceptions are within the campground area and a short connector trail along the roadway from the bike rental area to the mountain bike trail). The roadway is located towards the perimeter of the park to avoid the areas of active park use. 10 E-14 The active use areas within the park are located to safely separate those that could create conflict and/or safety concerns. For example, only boating and fishing are allowed on Buhl Lake; swimming only is allowed on Adams Lake. Mountain bikers have a separate 6.8-mile, single track trail to avoid conflicts with other types of trail users. The mountain bike trail is one- way only to avoid bicycle collisions. All trails within the park are looped. The parks system's Communications and Marketing Unit functions as an in-house agency providing communications, marketing, promotions, advertising, media relations, photography, videography, design, printing, signage, and website content development for the county's 13 parks and golf courses. Information is communicated via the system's award -winning portalz, Destination0akland.com, Facebook, Twitter, news releases, magazines, newspapers, and 300+ outside websites, including Travel Michigan. Community Connections Initiative, a quarterly newsletter, is emailed to all of Oakland County's cities, villages and townships and is posted on Destination0akland.com. Additionally, e-marketing messages are sent to more than 91,000 individuals who have opted in to receive information on parks, programs, special events and discount offers. In 2011, a print campaign was initiated with The Oakland Press, a daily newspaper with a Sunday circulation of 72,000 and 3.5 million page views. The Special section focuses on outdoor recreation, including camping, golf, waterparks, and more. Four-color brochures are distributed twice annually at local libraries, Great Lakes Crossing Mall, real estate offices, boy/girl scouts, sports shops, city/village/township offices, recreation departments, chambers of commerce, and Oakland County offices. Oakland County has developed a very strong tie to the people it serves who have a disability. Our partnerships with more than 30 non-profit agencies, schools, and disabled sports organizations enable us to cooperatively provide and advertise unique recreation options. Two certified therapeutic recreation specialists and one special education teacher coordinate programs and assist individuals in participating in all programs. Inclusion services are offered to encourage and enhance opportunities for people with varying abilities to participate in programs and events hosted by Oakland County Parks. Oakland County Parks encourages and supports the participation of individuals with disabilities in all programs. 2 Recognized as an "Outstanding Agency Website" by the national organization, the Center for Digital Government, in 2010. Websites were judged on innovation, functionality, and efficiencies. r1 10 E-15 Qww a! . a C H O @ v zcc L- 0.`u E i O a Y a N o c _ o f0 Y O ® N QJ O C t r Y -a O o d Q% 0 7 d Y Ln 00 r0 lb0 O L Y Y J 7+ >f0 (: W .Y C> N 0 a Q O C O (O O i.i N 0 0 0 oN C m U 00 3 3 LO m 10 E-16 0 t� i V ffwAKLANDr�r 4M [a i Recreation Passport Grant Facility Improvement Proposals Addison Oaks Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.Destination0akland.com wooD F'05'C FpR • ai PW4U�.Eg z'x F,�1TE G �,��G�RE / .......... 9 riot �VP Ft� �v-y- G� GAVC G� VERIFIED BEFORE FABRICATION ric�v *SHOP DRAWINGS MST BE APPROVED BY OWVER 17 MU BEPOREFABRICATION ADDISON OAKS 80ATI40L!6E �- PROP05ED DOCK LAYOUT FOR KAYAKS & UNIVERSAL ACCESSIBILITY CANOES EZ Dock has taken accessibility to another level with their new EZ Launch Accessible Transfer System for Kayaks and Canoes. A first in the industry, the Accessible Transfer System provides individuals with disabilities universal accessibility that exceeds the minimum requirements of the ADA. The Transfer Bench is built with two heights for easy transfer from wheelchairs of varvinE sizes and two Transfer Slide Boards to accommodate 2 Level Transfer Bench 1n F-9n EZL U�C FOR KAYAKS & CANOES The EZ Launch for Kayaks and Canoes combined with the new Accessible Transfer System makes it simple and safe to use, so that people of all abilities can find boarding, launching and recovery a breeze. • Guide rails provide for easy access in and out of the water • Launch rollers for easy movement of the watercraft • Transfer bench with 2 heights for easy transfer from wheelchairs of varying sizes • Transfer Slide Boards with 2 heights for differing watercraft sizes • Railing system for Slide Board stabilization and user transfer support for easy side movement • Constructed of all marine grade components and anodized aluminum • Floating platform adjusts to changing water levels • Exceeds the minimum requirements of the ADA Available in multiple configurations I Drive Thru Drive Thru One Way 10 E-21 Master Plan Update to the Parks Commission January 11, 2012 The purpose of the presentation to the Parks Commission on January 11, 2012 will be to provide information about the master planning process and products, submit the revised completed draft of the Waterford Oaks Master Plan for Concept Review, and to provide a status update on the Five -Year Recreation Master Plan. MASTER PLANNING PROCESS AND PRODUCTS Three major planning documents guide the operation and management of OCPRC: ■ 10-Year Strategic Master Plan ■ 5-Year Recreation Master Plan ■ 10-Year Park Master Plans (13 plans) These three master plans are interrelated. The vision, mission and strategies provided by the Strategic Master Plan guide the development of each Park Master Plan's park vision and facility concepts. The Recreation Master Plan integrates the facility concepts from the Park Master Plans into a system -wide action plan. The Recreation Master Plan tracks and evaluates our success in implementing the Strategic Master Plan. Public comment is an important aspect of all three master plans and is solicited during master plan development on at least three occasions. Public input creates a dialogue with Oakland County residents and helps Oakland County Parks and Recreation to identify recreational need and community priorities. 10-YEAR SMTEGIC MASTER PLAN 5-YEAR RECREATION MASTER PLAN 10-YEAR PARK MA6TER PLANS FACILITY BUSINES6 PLANS The Facility Business Plans are created in association with the Park Master Plans. These implementation documents are focused on the financial sustainability of the park and its facilities. They provide goals and objectives, strategic position analysis, plans for marketing, programming and operations, performance metrics, and a phased action plan. Cost recovery and cost per recreational experience targets are identified to guide the future financial sustainability of each facility. Parks Commission approval is required for implementation of the Facility Business Plans. This is sought through the Commission review and approval of the annual operating budget, capital improvements budget, the implementation of budgeted projects over $100K or over budget, and grant proposals. 10F&G-1 Through the master planning process, we ensure that grant proposals, funding requests and other approvals brought to the Commission: ■ Support the vision and mission of OCPRC (Strategic Master Plan) ■ Compliant with state and federal funding requirements (Recreation Master Plan) ■ Designed to meet community recreation need and are site -appropriate (Park Master Plans) ■ Support the fiscal sustainability of OCPRC (Facility Business Plans) WATERFORD OAKS MASTER PLAN The Waterford Oaks Master Plan has been revised to contain a Preliminary Overall Business Plan (See Chapter 8 - Park Finance and Chapter 9 — Implementation). This preliminary plan lays the foundation for the development of individual Facility Business Plans by providing: ■ Report on the current operating and capital improvements budget ■ Analysis of trends for cost recovery and cost per recreational experience ■ Preliminary Service Portfolio — an inventory of the recreational services currently provided at the park or proposed by the facility concepts ■ Preliminary cost recovery targets ■ Preliminary phased implementation concept ■ Preliminary scope, which enables the forecasting of high -investment projects FIVE-YEAR RECREATION MASTER PLAN The preliminary draft of the Recreation Master Plan is 50% complete and will be available for review. REQUEST TO THE PARKS COMMISSION We are requesting review and comment on the Waterford Oaks Master Plan and approval to solicit public comment. Public input is an important component of the ongoing master planning effort. Comment from both the Commission and the public will be used to create a final draft of the Waterford Oaks Master Plan and will inform the development of Facility Business Plans. Thank you for your consideration. Prepared by: Donna Folland, Project Advisor January 5, 2012 10F&G-2 Item 11 A. Activity Report — December 2011 FY2012 .. Month 3 L. Gee & J. Dunleavy Will be passed out at the Commission Meeting. Golf Course Revenue and Expense Totals 2006 - 2011 All Courses 2006 2007 2008 2009 2010 2011 Total Revenue $4,528,538 $4,344,075 $4,391,056 $3,858,114 $3,861,293 $3,775,616 Salaries $1,963,495 $1,988,313 $1,949,286 $1,687,274 $1,735,687 $1,508,435 Fringe Benefits $668,049 $723,478 $676,266 $484,826 $544,842 $457,355 Building Maint. $74,464 $98,737 $93,688 $88,647 $180,312 $84,717 Electric $162,802 $171,022 $221,788 $219,307 $210,967 $220,331 Ground Maint $473,189 $851,723 $447,045 $498,264 $576,385 $466,140 Natural Gas $64,251 $55,047 $82,346 $101,446 $79,868 $73,728 Water & Sewer $73,758 $104,159 $108,288 $80,493 $103,568 $38,565 Other Contractual Services $327,890 $359,394 $358,666 $316,017 $300,953 $401,628 Commodities $376,716 $504,493 $240,549 $134,487 $463,108 $137,386 Depreciation $1,212,167 $1,266,406 $1,245,906 $1,231,880 $1,192,733 $1,162,602 Internal Services $170,410 $164,282 $179,194 $166,637 $246,042 $204,958 Transfers Out $0 $0 $0 $10,734 $0 $0 Total Expenses $5,567,192 $6,287,053 $5,603,023 $5,020,012 $5,634,465 $4,755,844 Total Subsidy1 -$1,038,654-$1,942,978-$1,211,967-$1,161,898-$1,773,172-$980,228 Depreciation % of Budget 24.45% 11 B-1 Golf Course Revenue and Expense Totals 2006 - 2011 Glen Oaks 2006 2007 2008 2009 2010 2011 Total Revenue $1,228,107 $1,035,198 $1,106,263 $1,039,908 $938,225 $935,210 Salaries $448,471 $437,957 $402,858 $422,435 $431,066 $413,340 Fringe Benefits $160,669 $160,962 $139,121 $116,823 $139,562 $145,564 Building Maint. $16,167 $38,425 $36,842 $39,976 $110,040 $24,333 Electric $44,338 $35,997 $53,876 $56,574 $46,736 $68,756 Ground Maint $136,449 $217,020 $91,497 $122,280 $76,679 $57,219 Natural Gas $16,253 $13,955 $25,481 $32,102 $25,629 $20,724 Water &Sewer $2,767 $7,374 $7,487 $11,539 $12,290 $13,215 Other Contractual Services $51,574 $52,553 $58,873 $65,791 $64,672 $69,922 Commodities $122,554 $21,585 $24,973 $19,270 $211,336 $22,713 Depreciation $223,703 $211,013 $215,503 $216,171 $208,954 $199,912 Internal Services $34,239 $43,390 $43,897 $35,144 $62,248 $51,001 Transfers Out 1 $0 $0 $0 $10,734 $0 $0 Total Expenses 1 $1,257,185 $1,240,232 $1,100,407 $1,148,838 $1,389,211 $1,086,699 Total Subsidy1 -$29,078-$205,034 $0-$108,930-$450,986-$151,489 Depreciation % of Budget 18.40% 11 B-2 Golf Course Revenue and Expense Totals 2006 - 2011 Lyon Oaks 2006 2007 2008 2009 2010 2011 Total Revenue $1,228,270 $1,209,476 $1,234,734 $1,185,046 $1,180,108 $1,152,673 Salaries $577,353 $577,421 $572,515 $535,724 $448,600 $361,682 Fringe Benefits $199,181 $215,324 $202,287 $151,021 $138,818 $94,912 Building Maint. Electric Ground Maint $19,976 $75,309 $185,878 $24,442 $81,199 $190,084 $23,030 $101,647 $167,883 $21,797 $93,105 $186,977 $25,997 $91,594 $164,069 $31,814 $83,423 $130,401 Natural Gas $18,486 $21,024 $27,307 $35,256 $24,929 $24,574 Water & Sewer $6,706 $6,706 $8,383 $9,574 $10,229 $10,229 Other Contractual Services $108,376 $112,865 $105,460 $92,486 $80,325 $125,143 Commodities Depreciation $86,350 $563,671 $289,277 $551,126 $91,469 $547,617 22,972.02 $562,243 $65,378 $553,148 $65,166 $545,134 Internal Services $46,499 $40,392 $46,178 $43,283 $58,867 $52,646 Transfers Out $0 $0 $0 $0 $0 $0 Total Expenses $1,887,786 $2,109,859 $1,893,776 $1,754,437 $1,661,954 $1,525,123 LTotal Subsidy 1-$659,5161-$900,383I-$659,042I-$569,3911 $481,846-$372,450 11 B-3 Depreciation % of Budget 35.74% Golf Course Revenue and Expense Totals 2006 - 2011 Red Oaks 2006 2007 2008 2009 2010 2011 Total Revenue $405,366 $397,396 $374,371 $24,195 $306,974 $303,968 Salaries $223,942 $220,145 $233,447 $80,678 $204,824 $183,608 Fringe Benefits $57,545 $60,865 $68,952 $19,286 $52,965 $50,342 Building Maint. $9,899 $3,878 $4,171 $3,960 $7,691 $3,108 Electric $6,077 $5,823 $5,689 $4,147 $3,608 $6,400 Ground Maint $39,001 $47,332 $24,460 $32,330 $63,096 $114,665 Natural Gas $3,783 $4,248 $4,145 $4,287 $4,308 $3,496 Water &Sewer $61,993 $89,347 $89,371 $55,428 $73,303 $11,769 Other Contractual Services $37,068 $36,219 $41,382 $26,149 $33,365 $71,640 Commodities $19,117 $14,810 $17,078 $1,889 $94,790 $12,153 Depreciation $203,150 $202,362 $180,035 $148,926 $147,383 $147,706 Internal Services $15,424 $14,378 $15,455 $17,900 $31,551 $22,504 Transfers Out $0 $0 $0 $0 $0 $0 Total Expenses 1 $677,000 $699,406 $684,185 $394,9811 $716,8851 $627,390 Total Subsidy1 -$271,634-$302,010-$309,814-$370,786-$409,911-$323,422 Depreciation % of Budget 23.54% 11 B-4 Golf Course Revenue and Expense Totals 2006 - 2011 Springfield Oaks 2006 2007 2008 2009 2010 2011 Total Revenue $837,881 $816,803 $809,127 $769,170 $662,128 $660,495 Salaries $376,679 $399,304 $390,030 $328,795 $332,633 $271,961 Fringe Benefits $135,152 $152,131 $141,573 $96,972 $110,255 $84,036 Building Maint. $17,951 $16,957 $10,735 $8,308 $5,897 $17,295 Electric $17,899 $18,735 $21,301 $21,107 $24,019 $21,244 Ground Maint $52,561 $319,243 $83,143 $88,901 $192,855 $106,019 Natural Gas $6,268 $5,674 $7,066 $8,249 $7,838 $6,415 Water & Sewer $0 $0 $0 $0 $0 $0 Other Contractual Services $58,762 $74,296 $75,455 $59,896 $62,004 $69,626 Commodities $26,287 $152,499 $73,793 $13,206 $76,634 $20,689 Depreciation $95,218 $99,114 $99,890 $97,513 $86,473 $78,448 Internal Services $28,692 $29,825 $34,750 $34,336 $41,154 $36,582 Transfers Out 1 $0 $0 $0 $0 $0 $0 Total Expenses 1 $815,4691 $1,267,775 $937,7361 $757,282 $939,7611 $712,317 Total Subsidy $0-$450,972-$128,609 $0-$277,633-$51,822 Depreciation % of Budget 11 B-5 Golf Course Revenue and Expense Totals 2006 - 2011 White Lake Oaks 2006 2007 2008 2009 2010 2011 Total Revenue $828,914 $885,200 $866,560 $839,795 $773,860 $723,270 Salaries $337,049 $353,485 $350,436 $319,642 $318,564 $277,844 Fringe Benefits $115,501 $134,197 $124,333 $100,723 $103,242 $82,501 Building Maint. $10,470 $15,035 $18,911 $14,606 $30,688 $8,167 Electric $19,179 $29,268 $39,274 $44,374 $45,009 $40,507 Ground Maint $59,299 $78,044 $80,062 $67,777 $79,686 $57,837 Natural Gas $19,461 $10,146 $18,347 $21,552 $17,164 $18,519 Water & Sewer $2,292 $733 $3,048 $3,952 $7,747 $3,352 Other Contractual Services $72,110 $83,462 $77,496 $71,696 $60,588 $65,297 Commodities $122,408 $26,323 $33,236 $22,972 $14,969 $16,665 Depreciation $126,425 $202,790 $202,861 $207,027 $196,774 $191,402 Internal Services $45,556 $36,297 $38,915 $35,976 $52,222 $42,224 Transfers Out $0 $0 $0 $0 $0 $0 Total Expenses $929,751 $969,779 $986,919 $910,296 $926,653 $804,315 Total Subsidy1 -$100,837-$84,579-$120,359-$70,501-$152,793-$81,045 Depreciation % of Budget 23.80% 11 B-6 Oakland County Parks - Golf Revenue per 18 Hole Equivalent 2011 18 Hole Equivalent Rounds GLG LYG RDG SPG WLG 25,748 245577 9,750 22J62 22,812 Total 105,048 2011 Revenue Average Revenue per Round 2011 Subsidy Total Additional Rounds to eliminate Subsidy $3,775,616 $36 $980,227 27,273 11 B-7 GLG LYG RDG SPG WLG Total Oakland County Parks Golf Rounds Comparison 10/1 - 9/30 2010 2011 27,486 25,748 22,874 24,577 9,949 9,750 235305 22,162 235254 22,812 1106868 105,04- Increase/decrease in rounds -1,820 Percentage change -2% Data from PGA PerformanceTrak 1/1/11 - 9/30/11 National rounds -1.9% Michigan rounds -6.6% 11 B-8 • •�J VJIi� Waterford Oaks Waterpark Red Oaks Waterpark 0, • Larry Gee - Chief of Park Operations & Maintenance - South District Katie Stavale - Park Supervisor, Waterford Oaks Matt Pardy - Recreation Specialist, Red Oaks ' Waterpark 11 D-1 Attendance Comparison 1401000 120,000 60,000 40,000 20,000 0 ■ RWP ■ WWP 2011 2010 2009 2008 2007 2006 2005 2004 *Note: Figures include some Special Event Attendance 11 D-2 70,000 60,000 50,000 40,000 30,000 20,000 10,000 0 Monthly Attendance Comparison 2011 & 2010 zoii 66,027 May/June July Aug/Sept *WWP Opened the Second Friday in June 60,000 50,000 40,000 30,000 20,000 0 2010 May/June July Aug/Sept 11 D-3 Waterford Oaks Waterpark Revenue and Expense Totals from 2006-2011 (Actuals) $1,000,000 $800,000 $600,000 $400,000 $200,000 $0 -$200,000 -$400,000 -$600,000 -$800,000 -$1,000,000 -$1,200,000 2011 2010 2009 11 D-4 2008 2007 2006 ■ Revenue ■ Expense ■ Subsidy ■ Depreciation Waterford Oaks Waterpark Revenue Category Breakdown from 2006-2011 (Actuals) 2011 2010 2009 2008 2007 2006 Entrance Fees General $692,656 95.4% $708,380 94.2% $678,017 94.2% $785,592 94.6% $798,612 94.4% $793,364 94.2% Admissio n Comm. Food $15,829 2.2% $15,509 2.1% $14,243 2.0% $17,251 2.1% $16,073 1.9% $14,338 1.7% Services Other Revenue $17,516 2.4% $28,305 3.8% $27,388 3.8% $27,388 3.3% $31,391 3.7% $34,482 4.1% Items* Total $726,001 $752,194 $719,648 $830,231 $846,076 $842,184 Revenue *Other revenue items include: Entrance Fees Swimming Classes, Miscellaneous, Rental Equipment, Rental Facilities, Special Contracts, Contributions Operating, Adj. Prior Years Revenue, Cash Overage, Prior Years Revenue, Sales of Equipment Waterford Oaks Waterpark Expense Category Breakdown from 2006-2011 (Actuals) 2011 2010 2009 2008 2007 2006 Salaries $374,349 38.9% $338,290 38.0% $367,107 35.4% $358,658 33.3% $376,652 36.0% $379,995 37.7 /o Fringe $63,320 6.6% $34,942 3.9% $43,257 4.2% $37,436 3.5% $56,217 5.4% $57,482 5.7% Benefits Utilities $87,449 9.1% $92,951 10.4% $99,960 9.6% $112,477 10.5% $103,066 9.8% $100,338 9.9% Grounds $8,577 0.9% $6,944 0.8% $6,471 0.6% $7,878 0.7% $7,491 0.7% $8,802 0.9% Maint. Building $33,076 3.4% $18,177 2.0% $94,126 9.1% $108,344 10.1% $58,326 5.6% $66,417 6.6% Maint. Other Contractual $52,209 5.4% $54,706 6.1% $94,730 9.1% $91,876 8.5% $78,984 7.5% $71,432 7.1% Services* Commodities $64,818 6.7% $59,713 6.7% $59,076 5.7% $85,694 8.0% $87,167 8.3% $45,315 4.5% Depreciation $248,439 25.8% $248,379 27.9% $247,047 23.8% $247,189 23.0% $247,902 23.7% $247,902 204.6 /o Internal $29,164 3.0% $36,178 4.1% $25,246 2.4% $25,966 2.4% $31,221 3.0% $31,086 3.1% Services Total $9611,402 $890,280 $1,037,019 $1,075,518 $1,047,027 $1,008,769 "Major items in Other Contractual Services: Charge Card Fees, Equipt. Maint., Garbage/Rubbish Disposal, Gen. Program Admin., Logos & Trademark, Membership Dues, Misc., Printing, Security Exps., Training 11 D-6 Red Oaks Waterpark Revenue and Expense Totals from 2006-2011 (Actuals) $1,400,000 $1, 200,000 $1,000,000 $800,000 $600,000 $400,000 $200,000 $0 -$200,000 -$400,000 -$600,000 -$800,000 -$1,000,000 -$1,200,000 -$1,400,000 -$1,600,000 ■ Revenue ■ Expense ■ Subsidy ■ Depreciation 2011 2010 2009 2008 2007 2006 11 D-7 Red Oaks Waterpark Revenue Category Breakdown from 2006-2011 (Actuals) 2011 2010 2009 2008 2007 2006 Entrance Fees $1,214,88 95.0% $1,114,007 95.2% $854,863 94.9% $1,050,494 95.5% $1,064,826 95.8% $1,014,252 95.5% General 1 Admission Comm. Food $20,965 1.6% $18,077 1.5% $14,384 1.6% $18,213 1.7% $17,306 1.6% $17,717 1.70/0 Services Other Revenue $43,042 3.4% $38,526 3.3% $31,906 3.5% $31,226 2.8% $29,455 2.6% $29,979 2.80/0 Items* Total $1,278,888 $11170,610 $901,154 $1,0991933 $1,111,586 $1,0611948 Revenue *Other revenue items include: Entrance Fees Swimming Classes, Miscellaneous, Rental Equipment, Rental Facilities, Special Contracts, Contributions Operating, Adj. Prior Years Revenue, Cash Overage, Prior Years Revenue, Sales of Equipment 11 D-8 Red Oaks Waterpark Expense Category Breakdown from 2006-2011 (Actuals) 2011 2010 2009 2008 2007 2006 Salaries $488,652 39.3% $491,833 36.2 /o ° $459 ,991 36.9% $459,130 32.0% $452,783 29.9% $447,505 301.8 /o Fringe $65,953 5.3% $58,815 4.3% $58,510 4.7% $62,526 4.4% $80,256 5.3% $72,143 5.1% Benefits Utilities $146,954 11.8% $162,046 11.9% $154,026 12.4% $146,311 10.2% $136,740 9.0% $135,868 9.7% Grounds $7 206 0.6% $41,440 3.1% $176,857 14.2% $28,770 2.0% $22,520 1.5% $22,961 1.6% Maint. Building $90,228 7.3% $193,233 14.2% $66,218 5.3% $43,206 3.0% $135,109 8.9% $41,787 3.0% Maint. Other Contractual $108,453 8.7% $67,932 5.0% $99,366 8.0% $93,845 6.5% $82,349 5.4% $84,087 6.0% Services* Commodities $89,076 7.2% $84,989 6.3% $84,728 6.8% $114,775 8.0% $108,151 7.1% $99,117 7.0% Depreciation $205,038 16.5% $205,163 15.1% $114,183 9.2% $450,315 31.4% $452,349 29.9% $453,278 32.2 /o Internal $42,497 3.4% $51,482 3.8% $32,081 2.6% $37,180 2.6% $44,406 2.9% $49,694 3.5% Services Total $1,244,057 $11356,934 $1,245,961 $11436,059 $1,514,664 $1,406,439 *Major items in Other Contractual Services: Charge Card Fees, Equipt. Maint., Garbage/Rubbish Disposal, Gen. Program Admin., Logos & Trademark, Membership Dues, Misc., Printing, Security Exps., Training 11 D-9 Waterpark Staffing Prior to 2008 Reorganization Waterford Oaks Waterpark Full Time Part Time .5 - Recreation Specialist 4 - Seasonal Program Specialist 1 - Skilled Maint. Mechanic II 5 - Parks Helpers 26 - Attendant 47 - Lifeguards 5 - Laborers Total: 1.5 Total: 87 Red Oaks Waterpark Full Time Part Time .5 - Recreation Supervisor 4 - Seasonal Program Specialist 1 - Skilled Maint. Mechanic II 6 - Parks Helpers 29 - Attendant 62 - Lifeguards 6 - Laborers Total: 1.5 Total: 107 11 D-10 Waterpark Staffing Currently - 2011 Waterford Oaks Waterpark Full Time Part Time .3 - Park Supervisor .5 - Skilled Maint. Mechanic II .3 - Recreation Specialist 4 - Seasonal Program Specialist .25 - Crew Chief 4 - Parks Helpers 24 - Attendant 47 - Lifeguards 4 - Laborers Total:.85 Total: 83.5 Red Oaks Waterpark Full Time Part Time .3 - Park Supervisor 4 - Seasonal Program Specialist .1 - Park Supervisor 8 - Parks Helpers .3 - Recreation Specialist 29 - Attendant .5 - Skilled Maint. Mechanic II 58 - Lifeguards 8 - Laborers Total: 1.2 Total: 107 11 D-11 EXECUTIVE OFFICER'S REPORT ITEM # 11 E 1. Upcoming Events and Programs: Attached for your information is a list of upcoming events and programs scheduled by the Recreation Programs and Services Staff. 2. State of Michigan's Recreation Passport Program: As of end of month October 31, 2011 November 30, 2011 State Revenue $1.38 million $1.23 million State participation 22.8% 21.7% State Average 22.8% 22.3% Vehicle Passes 136,936 122,045 Motorcycle Passes 3,266 3,002 Oakland County participation 21.1 % 21.1 % Oakland County Vehicle Passes 16,359 15,346 Oakland County Motorcycle passes 338 300 Total revenue from Oakland County (November) - $154,960 Still highest revenue in the state New fiscal Year 3. Activity Reports: The Activity Reports will be distributed at the Commission meeting on Wednesday, January 11, 2012. 4. Catalpa Oaks Update: During the first few weeks in January staff and consultants will be evaluating and reviewing ten (10) construction proposals ranging from $915,000 to $1,621,000 that were received December 20, 2011 at 3 p.m. A recommendation will be made at the February 1, 2012 Commission meeting to award a contract to a General Contractor. 5. Food & Beverage Update: The Food and Beverage RFP Committee released the Concession RFP to the public on Monday, December 19, 2011. Bids will be due on Thursday, January 19, 2012, at 3 p.m. A pre -bid meeting and site visits will take place on Friday, January 6, 2012. The Concession Operation RFP will include Waterford Oaks Waterpark, Red Oaks Waterpark, Groveland Oaks Campground, Addison Oaks Campground and Springfield Oaks Golf Course. A select group of eight (8) people from the full committee will participate in the scoring of the submitted proposals. The Committee is also looking to release an RFP for Approved Caterers to service the Activity Centers and Pavilions throughout Oakland County Parks. This will also include the Oakland County International Airport. The end result of this process will allow Oakland County Parks and Recreation guests a variety of vendors from which to choose to meet the need for food and beverage service for their party, and will allow the County to control which vendors are operating in the parks. This will begin early in 2012 and be in place by January 2013. The final RFP will be for Banquet Services at Addison Oaks Conference Center, White Lake Oaks Golf Course, Lyon Oaks Golf Course and Glen Oaks Golf Course. This RFP will be 11 E-1 released in 2012 and a new contract will be in place in 2013. The new contract will not start until January 1, 2016, Oak Management Corporation will be the provider of exclusive food and beverage service at those locations until December 31, 2015. The cross -over time is to allow a seamless transition (if one is needed) for people who want to book in 2013-2015 for parties to take place at these facilities in 2016 and beyond. 6. Department Policies: In support of Strategic Master Plan efforts and National Parks and Recreation Association accreditation standards, staff is in the process of conducting an annual review of all departmental policies which will include an audit of current Commission, Administrative and Operations policies. If changes are recommended for Commission policies they will be presented to Commission members for review and approval. 7. Michigan Natural Resources Trust Fund - Proposed Projects for 2012 Grant Cycle: Oakland County Parks and Recreation will not be submitting for a grant application in 2012 for the Michigan Natural Resources Trust Fund for the 2013 grant cycle. The deadline for the application is April 1, 2012. OCPR will be establishing priorities and funding in order to have everything in place before submitting an application. 8. NRPA Magazine Article: Executive Officer Dan Stencil had a conversation with Phil Hayward, Editor of the National Parks & Recreation Membership magazine called Parks & Recreation regarding the recent legal review. The distribution of the magazine is 20,000 and that is largely professional members (17,500). The articles are written by the author based upon the legal records. Any opinions expressed are those of the authors. 9. Residential Property Lease Updates: A. Ernst Barn: Effective December 16th, 2011, the Ernst Barn located adjacent to the Waterford Oaks Greenhouse complex will no longer be leased to Mr. Ernst. He has submitted his request for lease termination and it has been forwarded to Mike Hughson and Jody Hall. Mr. Ernst has been working with staff to provide information on the history of the barn and is also in the process of coordinating the donation of several artifacts relating to the barn and its use by the Ernst Family. He hopes that they can help the Parks and Recreation Department share the heritage of this area with visitors. B. IND-North Farm House: Staff is also working with Jody Hall and Mike Hughson to begin the formal eviction process for the tenants at 9965 Sashabaw Road, in Clarkston. The lease at the farmhouse was not renewed in the fall of 2011, since then the tenants have chosen not to use their relocation fund provided and still remain at the house. They are currently three months behind in rent. OCPR has no plans to rent out this property again; staff is working on a plan to dispose of this house. 10. Cable TV MAC Podcast: OCPR CommissioneriWater Resource Commissioner John McCulloch, Mike Donnellon and Daniel Stencil will be participants in a 15 minute Michigan Association of Counties (MAC) Podcast. The topic will be the Parks CAMS System including a discussion of what CAMS is and the benefits of the system to Parks and Recreation. Commissioner McCulloch will serve as host. 11. Fifteen -Year CIP & Maintenance Project Budget Forecast: As previously reported, staff attempted to prepare a preliminary 15-year project budget forecast (CIP & Maintenance) for commission review prior to the end of the calendar year, however due to limited staff resources, staff anticipates submitting this project budget forecast prior to the FY2013 Budget Workshop on April 18, 2012. 11 E-2 12. Communications and Marketing Update: Provided back cover (photos/cutlines) for 2012 Oakland County Directory for Oakland County Clerk's office. Please note that due to bid restrictions resulting from redistricting and reapportionment, only elected officials will be revised inside the book. Therefore any parks system information inside the book (including Parks Commissioners' names) will NOT be changed until the entire book is redone again after 2012 elections in November. Provided updated content/photographs for Waterford Chamber Directory ® Provided promotional items for 12 winners of Kids Clean Water Calendar Contest and one Family Fun Passbook Submitting photos for 2013 Golf Course Management Magazine calendar Provided OCPR news and winter events info for winter issue of The Telegraph • 2012 Promotional items orders in process • Providing images for 5-year Master Plan • Winter park info signs installed; features winter tips from OC Health Dept. as part of a cooperative initiative • Annual Report distribution list update in progress • Developing 2012 news release and e-marketing message schedules • Submitting ad for 2012 Michigan Festivals and Events Directory & Buyers guide; free full -page ad because OCPR is an associate member • Submitted ad for 2012 Carl's Golfland Annual. With a full -page ad OCPR also gets a 300-word editorial space (with photo) in the book. Golfers can sign up online to receive a golf coupon via email. In 2011 more than 2,000 email addresses were collected through this promotion. 13. Groupon Update: Attached please find an update on the Groupon and other social media incentives from Desiree Stanfield, Supervisor of Communications and Marketing, which was on the agenda from November 9, 2011. 14.2011 Annual Business Report: A copy of the 2011 Annual Business Report will be in the Commissioner's folder at the Commission Meeting on January 11, 2012 for your review. Copies will also be available for general distribution at the L. Brooks Patterson State -of -the -County address. 15. Spinal Column Article: Attached is an article that appeared in the The Spinal Column in December regarding managed deer hunts. 11 E-3 Upeominp_ Events — January Adaptive Recreation January 4 Junior Disabled Sports Team, Southfield January 7 Sports -ability: open gyin/activities for kids with disabilities. Boys & Girls Club — Royal Oak January 11 Junior Disabled Sports Team, Southfield January 14 Sports -ability: open gym/activities for bids with disabilities. Boys & Girls Club — Royal Oak January 18 Junior Disabled Sports Team, Southfield January 21 Sports -ability: open gym/activities for kids with disabilities. Boys & Girls Club — Royal Oak January 25 Junior Disabled Sports Team, Southfield January 28 Sports -ability: open gym/activities for bids with disabilities. Boys & Girls Club — Royal Oak No field sports until spring, 2012. Field Sports — Catalpa Oaks OC Parks Express No OC Express events are scheduled for January. Camp round Recreation Campgrounds closed until May, 2012. Special Events, Does, Golf, and Health & Wellness Jan. 27-29 Staff is taking an active role in Fire and Ice, downtown Rochester. Nature/Interpretive Programs Jan. 10 Stepanski Early Childhood Jan. 11 Oxford Headstart Bailey Lake Outreach (2 programs) Jan. 13 Schoolcraft Elementary Rochester Hills Library Outreach — StarLab introduction to local libraries Jan. 15 Birthday Party Jan. 17 Botsford Hospital Outreach Jan. 18 Clarkston Early Childhood Jan.19 CERC Jan. 20 Delta Kelly Elementary Outreach (4 programs) Jan.25 CERC 11 E-4 Jan.26 CERC Jan. 27 Clarkston Co -Op Jan. 28 Staff at Fire & Ice, Rochester Jan. 31 Lakeland Preschool Volunteer Opportunities No programs scheduled for January. Mobile Recreation No mobile units scheduled until spring, 2012. Jan. 4 Bus: Troy High School to Mt. Holly Jan. 8 Bus: Bloomfield Hills Schools to Pine Knob Ski Resort Bus: St. Peipetua Church Jan. 11 Bus: Troy High School to Mt. Holly Jan. 13 Older Persons Commission to Detroit Symphony Jan. 14 Bus (2): Lake Orion School to Motor City Casino Jan. 15 Bloomfield Schools to Pine Knob Ski Resort Jan. 18 Bus: Troy High School to Mt. Holly Jan. 19 Bus: Older Persons Commission to Detroit Institute of Art Jan. 21 Snowshoe Event: Lyon Twp. DDA Jan. 22 Bus: Bloomfield Schools to Pine Knob Ski Resort Jan. 24 Bus: Waterford Senior Center to Greektown Casino Jan. 25 Bus: St. Patrick School to Detroit Institute of Art Bus: Waterford Golden Age Jan. 25-29 Show -mobile: Fire & Ice, Rochester Jan. 26-31 Tent (2) and PA System: Fire & Ice, Rochester Jan. 27 Bus (3): Four Corners Montessori to Detroit Science Center Jan, 27-29 Bus (3): Fire & Ice, Rochester Jan. 28-29 Snowshoe: Fire & Ice, Rochester Jan. 31 Bus (2): Older Persons Commission to Fisher Theater 11 E-5 Golf Courses: Terms: Parks and Recreation Commission FY 2011 Analysis of Groupon and Other Social Media Incentives Red Oaks White Oaks Lyon Oaks Springfield Oaks TOTAL Certificates Sold Gross Revenue Less: Credit Card Fees (2.5%) Net Revenue to OCPR Value of Unredeemed Certificates Certificates Not Redeemed (X) Value per Certificate = Value of Certificates Not Redeemed $10 for $24 Value; a $24 for $48 Value; $25 for $46 value; $17 for $37 value: $5/$5 Revenue Split $14/0CPR & $10 $22 OUR & $8.50/0CPR & $8.50/CBS Groupon split $3/GroupGolfer split split 2,000 521 1,823 488 $ 10,000 $ 7,294 $ 40,106 $ 4,148 628 40 n/a n/a 9,372 $ 7,254 $ 40,106 $ 4,148 $ 60,880 1,037 165 299 67 $ 5.00 $ 14.00 $ 22.00 $ 8.50 $ 5,185 $ 2,310 $ 6,578 $ 570 $ 14,643 11 E-6 Parks and Recreation Commission FY 2011 Analysis of Groupon and Other Social Media Incentives Campgrounds (Addison and Groveland)° Terms: $15 for up to $33 value; $7.50/0CPR $ $7.50/Groupon Certificates Sold Gross Revenue Less: Credit Card Fees (2.5%) Net Revenue to OCPR Less Credit Card Fees Value of Unredeemed Certificates Certificates Not Redeemed Value of Certificates Not Redeemed IM $ 6,000 $ 377 $ 5,623 484 $ 3,630 (484 Certificates X $7.50 = $3,630) 11 E-7 Parks and Recreation Commission FY 2011 Analysis of Groupon and Other Social Media Incentives Waterparks Gross Revenue Credit Card Fees (2.5%) Net Revenue to OCPR Less Credit Card Fees Value of Unredeemed Vouchers Vouchers Not Redeemed Total Value of Unredeemed Vouchers RedOaks Waterford Oaks TOTAL $4 OCPR split $3.50 OCPR split 12,000 10,500 (300) (263) $ 11,700 $ 10,237 $ 21,937 11 E-8 1,468 $ 5,533 (1,468 Vouchers X $3.75 Avg = $5,533) 12-27-11 Communications and Marketing — use of social media incentives in 2011 Note: Executive Officer Dan Stencil, Manager Parks and Recreation Sue Wells and Supervisor — Communications and Marketing Desiree Stanfield will meet with Corporation Counsel in January to review the parks system use of social media incentives, discounts and couponing. The case for social media incentives By strategically engaging in this growing marketing trend, Oakland County Parks and Recreation increases its visibility to new potential customers, rewards loyal guests, builds its email data base, creates general awareness and generates revenue. During the 2011 season, social media incentives were used for three of the five golf courses, two campgrounds and two waterparks. These included Groupon, Group Golfer and CBS Deal of the Day. For the 2012 season, we want to continue using social media offers to encourage business with the following changes: -Work with our in-house IT staff so parks and golf courses can track if user is a new or return guest. Staff did not track this. All said they had a sense of deals attracting new visitors via conversations with the voucher holders. Could be a standard question for all coupon/voucher users. Key on point -of -sale terminal? -Require each outside source to provide us with zip code data for purchasers. Only Groupon provided this year. -Negotiate better splits with no credit card fee encumbered by OCP. GroupGolfer's split is 85%/15%. On the White Lake Oaks deal, Groupon did agree to do a $14/$10 split and would be willing to work with us for a multi -deal. -Explore offer our own "Deal of the Day" so all revenue capture belongs to OCPR. The downside is we have 91,000 names on e-marketing list while Groupon has an email base of 850,000 in Metro Detroit. -Ask commission to consider establishing a tolerable subsidy range for each promotional offer -Work with fiscal services to develop method of determining the revenue created through promotional offers. Did they purchase soft goods or food and beverage? How many additional patrons were in their group? Input from other parks and recreation agencies: -Genesee Parks and Recreation — Have not used because of some legal issues, but hope to in the future -Canton Leisure Services — GroupGolfer proved successful for Pheasant Run Golf Club with 1,300 rounds sold, 1,100 redeemed and 200 outstanding. We tracked coupons redeemed to the day they played to determine usage. Most were weekend golfers. Since there was no way to track if they were new or existing golfers, pro shop staff was asked to estimate the figure. They figured 2 out of 3 to be new users. , CBS Deal of the Day only limited to 100 of a family three-month for $99 (they sold 93). About 60% 11 E-9 redeemed the offer and 15% purchased another membership package. - Based on the two deals and their level of success, Head Golf Professional Greg Bores was pleased with the results. However, Bores will remain hesitant to use third party marketers because he feels they encourage users to seek golf based only on lowest price. •HCMA - Used Groupon and sold 7,900 vouchers (buy a round at any of eight courses). Redemption was 5,200. -> Accuracy issues with asking everyone Groupon user if a new or returning customer -> Going to follow OCPR lead and do website offer with Carl's Golfland like we did last year OCPR Social media incentives in 2011 Groupon.com - Red Oaks Golf Course • $10 for 9 holes of golf with cart ($24 value) •Sold 2,000 certificates •Split was $5 each (plus 2.5% credit card fee-OCPR share) OCPR Revenue $9,371.75* *$5,185 from 963 unredeemed vouchers) Groupon Revenue $10,000 Top 10 zip codes from which RO deal was purchased: 1. Madison Heights:48071 8.45% 2. RoyalOak:48073 6.80% 3. RoyalOak:48067 6.80% 4. Ferndale:48220 4.26% 5. Troy:48085 3.44% 6. Berkley:48072 3.37% 7. Warren:48092 2.96% 8. Troy:48083 2.54% 9. Troy:48098 2.41 % 10. Rochester:48307 2.13% ************************************************* Groupon.com - White Lake Oaks Golf Course •$24 for 9-hole round for two ($48 value) •Sold 521 certificates •Split was $14/OCPR, $10/Groupon (plus 2.5% credit card fee-OCPR share) OCPR Revenue $7,254.40* *$2,310 from 165 unredeemed vouchers) Groupon Revenue $5,210 11 E-10 Top 10 zip codes from which the deal was purchased: 1. White Lake: 48386 12.24% 2. Waterford:48329 9.60% 3. Waterford:48327 6.03% 4. Commerce:48382 5.65% 5. Indep. Twp: 48348 5.46% 6. Waterford:48328 5.27% 7. W Bloomfield: 48324 4.71 % 8. White Lake: 48383 4.33% 9. Indep. Twp:48346 3.39% 10. Walled Lake: 48390 3.20% -GroupGolfer.com — Lyon Oaks Golf Course -$25 for 18 holes with cart & large bucket range balls ($46 value) -Sold 1,823 certificates -Split was $2210CPR and $3 GroupGolfer; no credit card fee OCPR Revenue $40,106* *$6,578 from 299 unredeemed vouchers GroupGolfer $5,210 Revenue Top 10 zip codes data not available ************************************************* -CBS Deal of the Day — Springfield Oaks Golf Course -$17 for 18 holes of golf plus cart ($37 value) •Sold 488 certificates -Split was $8.50 OCPR and $8.50 CBS; no credit card fee OCPR Revenue $4,148* *$569.50 from 67 unredeemed vouchers CBS Revenue $4,148 Top 10 zip codes data not available ************************************************* -Groupon - Campgrounds -$15 for one night camping ($33 value) -Sold 800 certificates -Split was $7.50 OCPR and $7.50 Groupon (plus 2.5% credit card fee-OCPR share) OCPR Revenue $5,623.40* *$3,630 from 484 unredeemed vouchers) Groupon Revenue $6,000 Note: Fiscal services recommendation was to split revenue at 65% at Groveland and 35% at Addison based on camping fees revenue ratio from FY2010 Top 10 zip codes from which the deal was purchased: 1. Rochester:48307 3.64% 2. Oxford: 48371 3.35% 3. Lake Orion: 48360 3.06% 4. Waterford:48329 2.77% 5. Madison Hts: 48071 2.77% 6. Rochester:48306 2.33% 7. Lake Orion: 48362 2.33% 8. New Baltimore: 48047 2.19% 9. Troy:48085 2.19% 10. Indep. Twp:48346 2.19% •Groupon - Waterparks • $8 for one Red Oaks admission: (up to $16 value) •Sold 3,000 vouchers •Split was $4 OCPR and $4 Groupon (plus 2.5% credit card fee-OCPR share) OCPR Revenue $11,500* *$3,156 from 789 unredeemed vouchers Groupon Revenue $12,000 •$7 for one Waterford Oaks admission: (up to $15 value) •Sold 3,000 vouchers •Split was $3.50 OCPR and $3.50 Groupon (plus 2.5% credit card fee-OCPR share) OCPR Revenue $11,500* *$2,376.50 from 679 unredeemed vouchers Groupon Revenue $10,500 Top 10 zip codes from which the deal was purchased: 1. RoyalOak:48073 4.00% 2. Commerce:48382 3.38% 3. Mad. Hghts: 48071 3.26% 4. Waterford:48329 2.80% 5. RoyalOak:48067 2.64% 6. Waterford:48327 2.28% 7. Walled Lk: 48390 2.03% 8. Waterford:48328 1.99% 9. White Lake:48386 1.93% 10. Indep Twp:48348 1.87% 11 E-12 The overall results Staff was satisfied with the social media offers. Staff did not track how many new or return visitors used the deals. All had a sense of the deals attracting new visitors via conversations with the voucher holders. The waterparks experienced a slowdown in processing guests with the Groupon redemption. Solutions could include using a free app on I -phones (Merchant Redemption Mobile App) or Groupon can provide scanners to each facility. Would need to consult with parks IT staff to see if viable alternative. Group Golfer is an 85/15 split. Negotiated Groupon to 60/40 split for one of our offers and the Detroit representative said they are willing to discuss a better deal with OCPR if multiple offers are placed. The other outlets I contacted (Deal Chicken, Mamapedia, Goggle) were not willing to negotiate from the industry standard of the 50/50 split. Social media incentives tentatively planned for 2012 Offers for next season may be similar to the 2011 offers; pending outcome of meeting with Corporation Counsel. Golf courses Supervisor Golf Revenue and Operations Darlene Rowley and PGA Pro Paul Simpson want to use offers at strategically targeted time frames, such as: Group Golfer for Lyon Oaks •1st offer: in April prior to the Master's; valid through June 30 • 2"d offer in June; valid July —Sept. 30 Group Golfer or Groupon GLO/WLO/SPO: before the March 2-4 golf show Group Golfer or Groupon Red Oaks: offer before the course opens Campgrounds Park Supervisor Boyd Brokenshaw said most campers with a Groupon voucher stayed one or more additional nights and that the trend when using any camping discount is to camp for more than one night In his experience, Boyd said that campers tend to stay 1-2 more when using a discounted or free night offer. Groupon •1st offer: April or May for both campgrounds • 2"d offer: for September/Addison Oaks only Waterparks Park Supervisor Katie Stavale will monitor the weather (temperature/rain) before running an offer for WOWP only or both waterparks to boost flat and/or decreased attendance. 11 E-13 Join us on Facebook! Follow us on Twitter! Subscribe to our RSS Feed! COVER STORY Deer remain in crosshairs at area parks An article by Angela Niemi No Comments Oakland County may be Shangri-la for white-tailed deer. There is an abundance of food and water, adequate shelters of wood lots and undeveloped fields to frolic and roam, relatively mild winter conditions, private land sanctuaries safe from hunters, and nearly no natural predators — which is one of the contributing factors explaining why the local deer population has grown so profusely. As a result, special deer hunts used as a population management tool are being implemented again in some area county parks and Huron -Clinton metroparks. "Historically, the predators that have kept the deer (population) in check are gone, such as the wolves. Today we have some coyotes that may take some sick or compromised deer, but they certainly don't provide the overall predator pressure that historically may have been in place," said Brittany Bird, a natural resource planner for Oakland County. The Michigan State Police reports that there are more than 60,000 vehicle -deer crashes in Michigan every year. A couple years ago approximately 2,000 of those occurred in Oakland County — one of the highest amounts ever recorded. According to Joe Robison, a wildlife biologist with the state Department of Natural Resources (DNR), the deer population in Oakland County is still increasing. While Oakland County may resemble deer paradise, no environment can handle a species whose numbers are over its biological carrying capacity — the area's capability to support a species' sustainability by providing food, water, cover, and space. 11 E-14 And with their prolific reproductive potential, white-tailed deer have the ability to quickly overwhelm an area, reaching numbers that are completely unsustainable by the environment. Does have the ability to reproduce within their first year. Once they are older than 3-years-old, the does usually produce twins and triplets. Typically, when controlling the deer population by lethal methods, does are the targeted deer because even though it takes two to reproduce, one buck can fertilize many does. Each doe is capable of producing multiple offspring; therefore, the fewer does, the less potential for more fawns. According to the DNR, the ideal number of deer per square mile is 15, based on biological carrying capacity. After that number is exceeded, the vegetation in a given area and the deer themselves experience harm. As such, it is sometimes necessary for humans to manage the deer population. Deer herd densities in excess of the DNR's recommended limits can result in increased propensity of deer disease, poor individual deer health, starvation, and high incidence of roadside mortality. Furthermore, there are ecological and agricultural threats to consider, as well. "Overbrowsing becomes a problem. The deer eat more food than is available. There is also damage to shrubs and trees, especially in an urban setting," Robison said. According to Oakland County Parks Natural Resources Stewardship Program, overbrowsing can alter the structure and composition of plant communities. The damage to the natural community can be seen by how long it takes the native forage plants to regenerate. Many can require up to 10 years to recover, and that's only after the deer population is controlled. Deer have the potential to introduce and spread invasive species, as well, by eating the preferred native species, while serving as dispersal conduits of invasive species along the game trails. There are an estimated 24,000 deer in Oakland County, according to the DNR, which is able to estimate the deer population using a couple different techniques, including aerial surveys, mortality and reproduction rates, as well as the state police records on the number of deer hit by road vehicles. With the absence of predators, unmanaged deer herds frequently exceed the land's carry capacity in urbanized areas. Another reason for the large deer population, according to Robison, may be the lack of opportunity to hunt in certain human populated areas. "Over population (of deer) could be a result of non-huntable areas in townships or hunting restrictions in city environments," Robison said. "Hunting opportunities are the No. 1 management tool of the DNR. And in an urban setting, hunting is not allowed." In the absence of natural predators, hunting is the preferred method of deer management, which is why the county Parks and Recreation Department and the Huron -Clinton Metropolitan Authority (HCMA) have used managed hunts as a way to control the deer population in their respective parks. The county utilizes both archery and controlled hunts in when trying to control the deer population inside county parks. Archery hunting is available to members of the public inside the Addison Oaks East Unit, Highland Oaks, the Independence Oaks North Unit, Rose Oaks, Lyon Oaks, and Orion Oaks during the DNR's approved archery season, which lasts from Oct. 1 through Jan. 1. Controlled hunts have taken place at Addison Oaks since 1990 and in Independence Oaks since 2003. "It's necessary to employ measures such as these to keep the deer population at a level that state biologists recommend," Bird said. According to Bird, the hunts have been successful. "When we first started the hunts at Addison Oaks, the deer densities were in excess of 140 deer per square mile. There were very high levels of deer browse that were severely impacting the native communities that we were seeking to preserve at the parks. Since we implemented the deer management program, we have brought the deer densities closer to the state recommended levels with archery hunts and managed hunts." The managed hunts are volunteer -based with participation determined via a lottery application system. The hunts target only antlerless deer, and all deer taken are donated to the Salvation Army in support of the Michigan Sportsmen Against Hunger Program. Last year, approximately 1,500 pounds of meat were donated 11 E-15 The county parks are closed to the public on days of the hunts, and the county has a list of safety measures and requirements that must be followed. Two hunts are conducted in each park in November and another two in December. According to Bird, they typically remove about 20 deer per park depending on the density of the deer herd found based on aerial surveys. This past winter, Addison Oaks had a density of 35 deer per square mile, while Independence Oaks saw a density of 27 deer per square mile. Bird said the county plans to continue the controlled hunts in an effort to manage the deer populations and restore the parks' ecosystems. "We haven't gotten to the recommended levels and maintained them long enough to see restoration of native plants," she said. "We're looking to maintain the deer densities for another five to eight years before we see restoration to the point we can see landscape changes. We are approaching that point but we're still not there yet. Of course, there are other confounding factors such as invasive species. Deer management is just one piece of the puzzle, but it's an important piece to look at and address." The HCMA has been using controlled hunts to manage the deer populations inside its metorparks for over 10 years, including inside Kensington Metropark in Milford Township and Indian Springs Metropark in White Lake Township. Last year, 27 deer were removed from Kensington, while 22 were removed from Indian Springs via deer hunts. This year the HCMA plans to remove 77 deer from Kensington and 31 from Indian Springs. According to aerial surveys performed in January and February of this year, the deer density was estimated to be 30 deer per square mile inside Kensington (5.1 square miles) and 24 deer per square mile inside Indian Springs (3.5 square miles). According HCMA Chief of Natural Resources Paul Muelle, the HCMA has already conducted a hunt at Indian Springs with volunteers from the Safari Club International, who donated their time and expertise again this year. "We removed 25 deer," he said. "We're going to evaluate and look to see if we need to have another hunt to reach our goal of 31, to see if it's worth it or not. Sometimes it's not worth going back in for just a couple deer." All the deer meat was distributed by Sportsmen Against Hunger. Meanwhile, January and February hunts are planned inside Kensington. However, due to local firearms restrictions in Milford Township, these hunts are conducted using sharpshooters from local police departments. "Typically, when possible, we work with volunteer hunters during the regular deer season as specified by the DNR. But other than that we bring in our own sharpshooters out of the regulated hunting season to get to our management numbers," Muelle said. He added that so far the HCMA has "absolutely seen success" with the deer management program. "We are seeing vegetation out there that we haven't seen in a long time," he said. "We are going to continue to monitor that progress, but we are seeing that success, for sure." It's not just the plants that are looking healthier, but the deer, as well. "We have seen a huge difference with the deer herd health from when we started the program to now," he said. "Deer are looking healthier now that we are at maintenance levels. It's another reason to continue with the program," he said. 11 E-16