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OZAKLANDCOUNTYPARKS
July 3, 2012
Oakland County Parks
and Recreation Cominission
Oakland County, Michigan
Commissioners:
A meeting has been called of the Oakland County Parks and Recreation Coni nission
as follows:
PLACE .................................. Oakland County Parks
Administration Office
2800 Watkins Lake Road
Waterford, M 1 48328
TIME ................................... Wednesday, July 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
Gerald A. Fisher
Chairman
John P. McCulloch
Vice Chairman
next Meetings: Wednesday, August 1, 2012
J. David VanderVeen
Secretary
Groveland Township Fire Hall Station #1
Pecky D. Lewis, Jr.
14645 Dixie Highway
Chairperson Emeritus
Holly, MI 48442
A. David Baumhart III
Robert Kostin
Christine Long
September 5, 2012
Gary R. McGillivray
Parks & Recreation Admin. Bld g'
inhn Scott
S. Wilson
2800 Watkins Lake Road
Daniel J. stencil
Waterford, Michigan 48328
Executive Officer
0 ur mission is to provide quality recreational experiences that encourage healthy lifestyles,
support econornic prosperity and promote the protection of natural resources.
MEETING NOTICE
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
NOTICE IS HEREBY GIVEN that a regular meeting of the Oakland
County Parks and Recreation Commission will be held at 9:00 a.m. on
Wednesday, July 11, 2012, at the Oakland County Parks & Recreation
Administration Building, located at 2800 Watkins Lake Road, Waterford, Michigan
GERALD A. FISHER
CHAIRMAN
Telephone: (248) 858-4603
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*MEETING MINUTES *
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
May 2, 2012
Chairman Fisher called the meeting to order at 9:10 a.m. in the meeting room at the Red Oaks/Suarez
Friendship Woods Nature Center in Madison Heights.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen,
A. David Baumhart, Robert E. 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 Fiscal Services
City of Madison Heights
Oakland Township Parks & Recreation
Private Citizen
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Phil Castonia, Business Development Rep.
Zach Crane, Architectural Engineer II
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint. — N. District
Terry Fields, Chief -Recreation Programs & Services
Donna Folland, Project Advisor
Larry Gee, Chief -Park Ops & Maint. S. District
Stephanie Loria, Recreation and Trails Planner
Jon Noyes, Supervisor-P & R Planning
Darlene Rowley, Supervisor —Golf Revenue & Operations
Desiree Stanfield, Supervisor -Comm. & Marketing
Jeff Phelps, Fiscal Services Supervisor
Edward Swanson, Mayor
Jon Austin, City Manager
Ben Myers, Deputy City Manager/Director of DPS
Robert Gettings, Madison Heights Councilmember
Margene Scott, Madison Heights Councilmember
Kirby Rochester, PT Recreation Coordinator
Mindy Milos -Dale, Planner
Dave Mackley
Lana Mangiapane
Marilyn Begeny
Mary Haller
Stan Haller
Sarah Halson
Alan Lockwood
Andrea Lockwood
Dave Mackley
Ernest Metzner
5-1
(Commission Meeting, May 2, 2012)
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. VanderVeen to approve the agenda as submitted.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Scott, supported by Mr. McGillivray to approve the minutes from the OCPRC
Regular Meeting of April 18, 2012.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENT:
Madison Heights City Manager Jon Austin welcomed the Oakland County Parks and Recreation
Commission to the Madison Heights Nature Center and introduced Madison Heights Mayor
Edward Swanson and Councilmembers Margene Scott, Robert Gettings, and Assistant City
Manager Ben Myers.
Nature Center volunteer Andy McGillivray showed a video he created on the history of the Madison
Heights Nature Center. Following the video Mr. Austin updated the Commission on the timeline for the
construction of the Nature Center improvements. Ben Myers, Assistant City Manager, updated the
Commission on the programs provided at the Nature Center as well as donations received, revenues,
visitor traffic, and the volunteer activities.
In response to a question from Mr. VanderVeen regarding the annual budget, Mr. Austin indicated the
budget is $150,000 for one full-time Naturalist and one part-time Naturalist, as well as the use of
donations. In addition, the cost for utilities annually is approximately $12-13,000. These figures are for
the Nature Center only; the park expenses are separate from these numbers.
Ernest Metzner, resident of Waterford, advised the Commission that he visits the Lewis E. Wint Nature
Center with his grandchildren and they all really enjoy visiting and spending time at the nature center.
Andrea Lockwood, resident of Ortonville, expressed that she wishes the Commission could staff the
Madison Heights Nature Center and the Wint Nature Center, however taking away from the Wint Nature
Center is not a reasonable plan. She would like to see more partnering and expanding of opportunities.
The current staff is not enough to meet the needs. She asked the Commission what is the staffing plan.
There is a synergy at Wint that cannot be duplicated anywhere else. She is still unable to make
appointments. There are many who could not get an appointment and have gone elsewhere. She again
asked where is the plan, what is the plan, and when will you share it with the public. She wants to save
the Wint Nature Center and she wants to help. She asked the Commission to please let her know what
she can do to help save the nature center.
Margene Scott, City of Madison Heights Councilmember, has been active at the nature center since it
opened. She lives near the nature center and believes the effect the nature center has on people is
amazing. Volunteers are changed because they get involved with the nature center and the park, they
see things here that could be worthwhile to others and spread the word. Senior citizens are able to come
and take tours and have an opportunity to get outside. Many of the volunteers that are working now will
5-2
(Commission Meeting, May 2, 2012)
continue to work. It is a great place for the residents of southeast Oakland County. She also advised that
she appreciates any support OCPRC could provide.
Alan Lockwood, resident of Ortonville, advised the Commission that he thinks it is great that the parks
system is considering partnering with Madison Heights; however if Wint Nature Center were to be closed,
it would be unconscionable. He indicated if the Wint Nature Center closes he will never vote for another
millage, and will see to it that all his friends and family never vote for another millage. He feels that there
are a lot of ways the Commission could keep the Winter Nature Center open and share staff with Madison
Heights. People are still not able to make appointments at Wint Nature Center. There aren't enough staff
to be able to meet the demands of the public, bottom line is they need more revenue. Biggest source of
revenues is field trips — why not raise them from $2 to $5 and by also improving the marketing it could
improve attendance. He is looking forward to hearing more about what the Commission has planned.
Chairman Fisher advised those present that the Commission is very happy to receive input on the nature
center, and is hopeful that people will have patience while the staff is actively working on a plan and await
the outcome.
George Hankins, volunteer at Madison Heights Nature Center, informed the Commission that the cost per
person per program is $5/person at Madison Heights, while the cost is $19/person at the Wint Nature
Center. People have come from as far as Canada to visit the Madison Heights Nature Center, as well as
from Detroit Public Schools, Grosse Pointe Schools and Utica Community Schools.
Commissioner Wilson suggested having a joint meeting with the people interested in nature centers -
possibly a community working group. Working together with a group of volunteers, a couple members of
the Commission, representatives from the citizen group, and staff members could prove to be very helpful
and provide some great insight.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Mr. VanderVeen to approve all items (8 A-E) under the
Consent Agenda as follows:
• Internal Service & Department Funds Journal Entry Register for Month Ending 03/31/12
(FM06, FY 2012)
• Payment Register for Month Ending 03/31/12 (FM 06, FY 2012)
• Oak Management Credit for Services Rendered January/February/March 2012
• Monthly Financial Statements for month ending 03/31/12 (FM 06 FY 12)
• Monthly Average Comparison Report (MACR)
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
RESOLUTION — NATIONAL PARKS & RECREATION MONTH — JULY 2012:
Moved by Mrs. Long, supported by Mr. Baumhart to adopt the proposed resolution in support of
proclaiming July 2012 as National Recreation and Parks Month:
5-3
(Commission Meeting, May 2, 2012)
WHEREAS, the Oakland County Parks and Recreation Commission's mission is to provide all
residents of Oakland County with recreational, leisure, and learning experiences, parks, open spaces,
and facilities, resulting in a comprehensive county park system that enhances quality of life; and
WHEREAS, parks, recreation activities, and leisure experiences provide opportunities for young
people to live, grow, and develop into contributing members of society; and
WHEREAS, parks and recreation creates lifelines and continued life experiences for
older members of our community; and
WHEREAS, parks and recreation generates opportunities for people to come together
and experience a sense of community through fun recreational pursuits; and
WHEREAS, parks and recreation agencies provide outlets for physical activities,
socialization, and stress -reducing experiences; and
WHEREAS, parks, playgrounds, nature trails, open spaces, community and cultural
centers, and historic sites make communities attractive and desirable places to live, work, play,
and visit, in a manner that contributes to our ongoing economic vitality; and
WHEREAS, parks, greenways, and open spaces provide a welcome respite from our
fast -paced, high-tech lifestyles while simultaneously protecting and preserving our natural
environment; and
WHEREAS, parks and recreation agencies touch the lives of individuals, families, groups,
and the entire community, which positively impacts upon the social, economic, health, and
environmental quality of our community.
NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation
Commission proclaims July as National Recreation and Parks Month and encourages all citizens
to celebrate healthy, active lifestyles by participating in their choice of recreation and park
activities.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
NON -MOTORIZED FACILITY AGREEMENT FOR PROPOSED ADDISON OAKS CONNECTOR TRAIL
— ROAD COMMISSION FOR OAKLAND COUNTY:
Moved by Mr. Wilson, supported by Mr. Kostin to approve the Non -Motorized Transportation
Facilities Agreement between the Road Commission for Oakland County and the Oakland County
Parks and Recreation Commission, subject to the approval by the Road Commission for Oakland
County.
Jon Noyes, Planning Supervisor, advised that we were notified by the Road Commission for Oakland
County that in order to move forward with the construction of trails, pathways, and sidewalks within the
road right-of-way, it is necessary to enter into an inter -agency agreement for non -motorized transportation
facilities. Corporation Counsel reviewed this document and is recommending the Commission's approval.
Upon approval, this document will be referred to the RCOC Board for final approval. If the RCOC makes
any changes to the agreement it will be brought back to the OCPR Commission.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
5-4
(Commission Meeting, May 2, 2012)
NAYS: (0)
Motion carried on a voice vote.
ADDISON OAKS CONNECTOR TRAIL PROJECT — CONSTRUCTION CONTRACT:
Moved by Mr. McCulloch, supported by Mr. Scott to approve the award of the contract for the
Connector Trail at Addison Oaks, including Base Bid #1, Base Bid #2 and Alternate 2-A to the
lowest qualified vendor, WCI Contractors, in the amount of $577,396.70, with a 10% contingency
of $57,739.67 for a total approved amount of $635,136.37; and to transfer $150,136.70 from the
adopted FY2012 Capital Improvement Plan Contingency to Addison Oaks — Connector Trail
Project.
Mindy Milos Dale, Oakland Township Parks and Recreation Planner, thanked the Commission for
including them in the process and also advised that she is excited to partner with Oakland County Parks
and Recreation on this program.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
MECHANICAL ROOFTOP MAINTENANCE PLATFORM—LYON OAKS GOLF COURSE CLUBHOUSE:
Staff has determined that, for safety reasons, there is a need for a platform on the rooftop over the Grill
Room of the Lyon Oaks Golf Course clubhouse — a situation that was overlooked during construction.
This platform will allow staff to safely perform exhaust hood maintenance and cleaning.
Moved by Mr. Baumhart, supported by Mr. VanderVeen to approve the purchase order for the
rooftop platform for the Lyon Oaks Golf Course Clubhouse to Fibergrate Composite Structures,
Inc. in the amount of $18,501 and to transfer $3,501 from the adopted FY2012 Maintenance and
Operating Budget Contingency to the Lyon Oaks Golf — Building Maintenance line item.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
RESIDENTIAL LEASE INDEPENDENCE OAKS -NORTH — MATT BIERLEIN:
Moved by Mr. McGillivray, supported by Mr. Wilson to adopt the following resolution approving
the Residential Lease for Matt Bierlein for the Independence Oaks Residential Property
located at 10275 Sashabaw Road, Clarkston Michigan, 48348 for a 5-year term effective
June 1, 2012:
WHEREAS, the County of Oakland is the owner of Independence Oaks County Park; and
WHEREAS, a 560-square foot apartment, identified as 10275 Sashabaw Road, Clarkston
Michigan, 48348, is located on the grounds of Independence Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease
said house located at 10275 Sashabaw Road, Clarkston, Michigan, 48348 to Matt Bierlein for a period
commencing June 1, 2012, through December 31, 2017; and
5-5
(Commission Meeting, May 2, 2012)
WHEREAS, under the terms and conditions of the attached Lease Agreement Matt Bierlein will
pay rent as follows:
June 1, 2012 — December 31, 2012
$400.00 per month
January 1, 2013 — December 31, 2013
$408.00 per month
January 1, 2014 — December 31, 2014
$416.00 per month
January 1, 2015— December 31, 2015
$424.00 per month
January 1, 2016 — December 31, 2016
$432.00 per month
January 1, 2017 — December 31, 2017
$441.00 per month
each month and pay all utility costs; and
WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission
and the Department of Facilities Management that the Oakland County Board of Commissioners accept
and approve the terms and conditions of the attached Lease Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve and authorize the
attached Lease Agreement between the County of Oakland and Matt Bierlein.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County
Parks and Recreation Rental House Revenue fund line item.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
PRESENTATION — RED OAKS MASTER PLAN UPDATE:
Project Advisor Donna Folland provided the Commission with an overview of the draft master plan for
Red Oaks dog park, golf course, water park and youth soccer complex.
OTHER POWER DRIVEN MOBILE DEVICES POLICY:
Moved by Mr. Wilson, supported by Mr. Scott to approve the proposed Other Power -Driven
Mobility Device Policy.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
The Commission requested that they be advised on the status of the training for this issue.
ACTIVITY REPORT FY 2012 MONTH 07:
The Activity Report for April 2012 (FM07, FY 2012) was received and filed.
MARKETING/COMMUNICATIONS UPDATE:
Desiree Stanfield, Supervisor of Communications and Marketing, made a presentation to the Commission
on Communications and Marketing initiatives for spring/summer 2012.
5-6
(Commission Meeting, May 2, 2012)
NATURE CENTER EDUCATION UPDATE:
Sue Wells, Manager of Parks and Recreation Operations, updated the Commission on the status of
Nature Education. This presentation outlined areas staff is focusing on including developing a strategy
for marketing, sharing resources, working on programs through schools, and utilizing other resources at
the nature center to offer a broader experience for visitors and to expose more people to the programs.
Commissioner McGillivray indicated that it is important to have a nature center in Madison Heights. The
citizens of Oakland County approved a county -wide millage, the population is greater in the south end
and the people in the south end of the county need a nature center. He felt that it is incumbent upon the
Commission to represent the entire county. Chairman Fisher advised that he would like to create a
committee or focus group to help address this issue and to further discussions with the officials of
Madison Heights on this matter.
EXECUTIVE OFFICER'S REPORT:
In addition to the items in the Executive Officer's Report filed in the agenda, the following information was
noted:
- Cherry Blossom Ceremony at Glen Oaks on Wednesday, May 9, 2012, at 6:00 p.m.
- Media Day/Open House at the Oakland County Market on Thursday, May 24, 2012, from 9-11 a.m.
- Update to Commission on the joint meeting with SEMCOG, Huron Clinton Metropolitan Authority and
Oakland County Parks and Recreation on collaborative efforts
- Road Commission for Oakland County grading equipment will be stored at Rose Oaks, Springfield
Oaks and Independence Oaks to aid in quicker response time for road crews
- Catalpa Oaks Building Permit has been issued by the city of Southfield
- Tour of Suarez Friendship Woods Nature Center will immediately follow the Commission Meeting
NEW BUSINESS:
There was no old business to address.
ADJOURNMENT:
Meeting adjourned at 11:25 a.m.
J. David VanderVeen, Secretary Vicky Valko, Recording Secretary
5-7
*MEETING MINUTES *
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
May 23, 2012
Chairman Fisher called the special meeting to order at 9:10 a.m. in the meeting room at the Oakland
County Parks and Recreation Administration Offices.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen,
Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Gary McGillivray, Eric Wilson
COMMISSION MEMBERS ABSENT:
A. David Baumhart, Christine Long, John Scott
ALSO PRESENT:
Parks and Recreation
Oakland County Fiscal Services
Private Citizen
APPROVAL OF AGENDA:
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint. — N. District
Terry Fields, Chief -Recreation Programs & Services
Larry Gee, Chief -Park Ops & Maint. S. District
Jeff Phelps, Fiscal Services Supervisor
Alan Lockwood
Moved by Mr. Wilson, supported by Mr. Kostin to approve the agenda as submitted.
AYES: Fisher, McCulloch, Kostin, Lewis, McGillivray, Wilson (6)
NAYS: (0)
Motion carried on a voice vote.
NATURE CENTER EDUCATION UPDATES:
Sue Wells, Manager of Parks and Recreation Operations, provided the Commission with an update on
the status of the nature education committee and what they have done to date. Some actions were
based on things that may happen in the future as well as information received from others. Two Focus
Group meetings will be held on June 14, 2012, at the Waterford Oaks Activity Center, one will be 3:00-
5:00 p.m. and the other will be 6:30-8:30 p.m. The attendees will be comprised of community residents,
partners, volunteers and staff from other nature centers in the area. Ann Conklin, Chief Operating Officer
of the Michigan Recreation & Parks Association, and Jon Noyes, Supervisor of Parks and Recreation
Planning, will be the facilitators for the meetings. The purpose of the meetings is to gather input on
regional nature education opportunities.
Staff is continuing to work with HCMA, Michigan State Extension and other partners on shared resources,
nature education and recreation programs. In addition, staff is evaluating all current programs and the
cost vs. participation to determine if they are still beneficial, if the cost outweighs participation, and if the
program has run its cycle.
(Commission Meeting, May 23, 2012)
MADISON HEIGHTS NATURE CENTER LEASE UPDATE:
Staff is currently working with the officials from the city of Madison Heights and Corporation Counsel on
the proposed lease for the Madison Heights Nature Center. They hope to have all the issues resolved in
order to present it to the Commission for approval at the next meeting.
EXECUTIVE OFFICER'S REPORT:
In addition to the items in the Executive Officer's Report filed in the agenda, the following information was
noted:
- Media Day/Open House at the Oakland County Market on Thursday, May 24, 2012, from 9-11 a.m.
- Media Day at the Oakland County Fair at Springfield Oaks County Park on Friday, July 6, 2012, from
3-6:00 p.m.
- The public hearing for the Master Plan on Waterford Oaks and the Proposed FY 2013-2015 Budget
will be held on June 6, 2012
- Update on the status of the Liquor License for Springfield Oaks Golf Course
- Within the current policy establish when and where alcohol would be permitted in the Oakland
County facilities for consistency throughout the parks system
- Update on food and beverage service in the morning at Springfield Oaks Golf Course
- Staff is working with Oakland County Facilities Maintenance Division on a design for the water tower
at the County Market
FY2013 BUDGET PRESENTATION - PART II:
Executive Officer Daniel Stencil and Supervisor of Fiscal Services Jeff Phelps made a presentation to the
Commission on the proposed FY2013 Budget, proposed FT 2013 Major Maintenance Management Plan
and 15-year forecast, proposed FY 2013 Capital Equipment Plan and 15-year forecast and a proposed
policy for operating and capital fund reserves.
OLD BUSINESS:
There was no old business to address.
NEW BUSINESS:
Commissioner Wilson informed the Commission that he was advised that there is interest in bringing the
Michigan State Fair to Novi. He indicated this may be something OCPR may want to be involved in the
discussions for the planning.
In response to a question from Mr. McGillivray staff provided an update on the Catalpa Oaks construction
project.
Mr. McGillivray advised that there was an inquiry from the city of Southfield officials about putting in a dog
park near Catalpa Oaks County Park.
CLOSED SESSION:
Moved by Mr. McCulloch, supported by Mr. VanderVeen to adjourn to Closed Session to discuss
a personnel matter as part of the periodic personnel evaluation.
Wei
(Commission Meeting, May 23, 2012)
Chairman Fisher indicated that the Executive Director had requested in writing a closed session
for a periodic personnel evaluation.
ROLL CALL VOTE:
AYES: Fisher, McCulloch, VanderVeen, Lewis, McGillivray, Wilson (6)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The meeting was adjourned at 10:52 a.m. to a closed session.
Moved by Mr. McGillivray, supported by Mr. McCulloch, to reconvene the Commission Meeting
at 11:09 a.m.
AYES: Fisher, McCulloch, VanderVeen, Lewis, McGillivray, Wilson (6)
NAYS: (0)
Motion carried on a voice vote.
ADJOURNMENT:
Meeting adjourned at 11:09 a.m.
J. David VanderVeen, Secretary Vicky Valko, Recording Secretary
5-10
*MEETING MINUTES *
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
JUNE 6, 2012
Chairman Fisher called the meeting to order at 9:08 a.m. in the Commission meeting room at the Oakland
County Parks and Recreation Administration Office.
Mr. Joe Colaianne attended the meeting as Mr. McCulloch's representative, in accordance with
P.A. 261, as amended.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Secretary J. David VanderVeen, A. David Baumhart, Joseph Colaianne,
Robert E. 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 Fiscal Services
City of Madison Heights
APPROVAL OF AGENDA:
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Kathleen Dougherty, Education Resource Specialist
Jim Dunleavy, Chief -Park Ops. & Maint. — N. District
Donna Folland, Project Advisor
Terry Fields, Chief -Recreation Programs & Services
Larry Gee, Chief -Park Ops. & Maint. — S. District
Karen Kohn, Supervisor - Administrative Services
Stephanie Mackey, Business Development Rep.
Jon Noyes, Supervisor -Parks & Recreation Planning
Melissa Prowse, Business Development Rep.
Desiree Stanfield, Supervisor -Comm. & Mrktg.
Jeff Phelps, Fiscal Services Supervisor
Edward Swanson, Mayor
Jon Austin, City Manager
Ben Myers, Assistant City Manager
Moved by Mr. Scott, supported by Mr. Kostin to approve the agenda with the following changes:
Remove Items 5B, 05/02/12 Regular Meeting Minutes; 9B, Red Oaks Master Plan
Concepts; 10A Recommended Proposed FY2013-2015 Budget; and 10B, Waterford
Oaks Master Plan Concepts.
AYES: Fisher, Baumhart, Colaianne, Kostin, Lewis, Jr., McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
5-11
(Commission Meeting, June 6, 2012)
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Wilson to approve the minutes from the OCPRC
Regular Meeting of April 4, 2012.
AYES: Fisher, Baumhart, Colaianne, Kostin, Lewis, Jr., McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC HEARING — WATERFORD OAKS MASTER PLAN:
Chairman Fisher opened the public hearing on the Waterford Oaks Park Master Plan Concepts at
9:11 a.m.
Donna Folland advised the Commission of the public comments previously received that have been
included in the Waterford Oaks Master Plan document submitted to the Commission. Mr. Wilson
indicated that the comments included in both the Red Oaks and Waterford Oaks master plan updates
are very informative.
Hearing no further comments, Chairman Fisher closed the public hearing on the Waterford Oaks Master
Plan at 9:12 a.m.
CONSENT AGENDA:
In response to a question from Chairman Fisher, Fiscal Services Supervisor Jeff Phelps provided
additional detail on the Monthly Average Comparison Report, Item 8C-1. Basically this report reflects
where we are at any given point in time as it relates to the budget. Mr. Phelps advised that at this point in
time we are in a favorable position with the budget.
Moved by Mr. Wilson, supported by Mr. Colaianne to approve all items (8 A-E) under the Consent
Agenda as follows:
• Internal Service & Department Funds Journal Entry Register for Month Ending 04/30/12
(FM 07, FY 2012)
• Payment Register for Month Ending 04/30/12 (FM 07, FY 2012)
• Monthly Financial Statements for month ending 04/30/12 (FM 07 FY 12)
Monthly Average Comparison Report (MACR)
• 2"d Quarter Financial Forecast
• Budget Amendment: Hospitalization/Fringe Benefit Fund
AYES: Fisher, Baumhart, Colaianne, Kostin, Lewis, Jr., McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
5-12
(Commission Meeting, June 6, 2012)
HIGHLAND OAKS SEPTIC FIELD CONTRACT APPROVAL:
Mike Donnellon, Chief -Parks Facilities Maintenance and Development, informed the Commission that this
request for the replacement of the septic field and pump chamber is due to a failed septic system at the
Highland Oaks park residence. In response to a question from Mr. Kostin, Mr. Donnellon advised that
this proposed project meets the Sanitary Code. This project may require a budget adjustment at the end
of the year, but staff is working to stay within the current overall budget.
Moved by Mr. Wilson, supported by Mr. McGillivray to approve proceeding with the installation of
the replacement septic field and pump chamber at Highland Oaks County Park in the amount of
$17,115.
AYES: Fisher, VanderVeen, Baumhart, Colaianne, Kostin, Lewis, Jr., Long, McGillivray, Scott,
Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
RED OAKS NATURE CENTER — PROPOSED LEASE:
Madison Heights City Manger Jon Austin informed staff that the outstanding issues regarding the
proposed nature center lease have been rectified and inserted into the proposed lease regarding the
insurance requirements. One outstanding issue is we are still awaiting approval from the State of
Michigan on whether they will grant approval due to the fact that Michigan DNR funds were used for the
project.
Staff and Madison Heights officials confirmed that the nature center will become part of the Red Oaks
complex and the building would be known as Red Oaks Nature Center. The old sign for the Suarez
Friendship Woods Nature Center facility will be located on the interior of the building for historical
purposes.
Chairman Fisher requested if any Commissioners have any questions or want to offer any input to please
contact him or Executive Officer Daniel Stencil before the next OCPRC meeting on July 11, 2012.
Jon Austin thanked Dan Stencil and Sue Wells for getting things in order so quickly regarding the
proposed lease. He indicated that although Madison Heights is ready to finalize everything today, they
understand that the Commission is not there yet and that approval also is contingent upon the State's
approval.
Chairman Fisher thanked the Madison Heights officials present for all their hard work and cooperation in
getting things to where they are now.
2012 COMMISSION POLICY AUDIT:
Business Development Representative Stephanie Mackey presented proposed changes to three existing
OCPRC policies, and also introduced four new policies for the Commission to consider adopting. The
Commission requested that the policies being changed be modified to highlight where the changes were
being recommended, and also that these policies be brought back to the Commission at the July 11,
2012, meeting for consideration of approval.
Commissioners indicated they felt there needed to be consistency as it relates to the Media Policy and
modifications could be made to the policy to address their concerns.
5-13
(Commission Meeting, June 6, 2012)
All recommended changes will be reviewed with Corporation Counsel; recommended changes will be
redlined to more clearly show the recommended changes; and the policies will be electronically sent to
the Commission for their review before the July Commission meeting.
RECOMMENDED PROPOSED FY 2013-15 BUDGET - INFORMATIONAL:
Fiscal Services Supervisor Jeff Phelps informed the Commission about legislation on the Michigan
Personal Property Tax levy. The impact if this legislation passes would be approximately $75,000.
Mr. Phelps also indicated to the Commission areas where he had made modifications to more clearly
state the numbers in the budget, as requested by the Commission. These modifications included the
changes for the proposed nature center budget, and the definitions and notations that were requested at
the May Commission meeting.
Chairman Fisher requested that additional definitions and notations be included for all those projects that
have been approved by the Commission. Mr. McGillivray also requested if a date of completion could be
included for the projects included in the budget.
AMENDED 2012-2013 PROPOSED NATURE EDUCATION PLAN:
Sue Wells, Manager of Parks and Recreation Operations, presented a proposed nature education plan to
address nature centers, nature education, and programming, which also includes the Proposed Madison
Heights Nature Center. The staff is looking at facility based, instructor based and resource based
programs for nature education. We are also looking at what programs we should offer, who should offer
them, and what is the best approach for these programs. In addition, she outlined the areas for
partnerships to streamline the process of providing nature education. This is the framework for the Focus
Group meetings to be held on June 14, 2012, at the Waterford Oaks Activity Center. It was requested
that the information from the Focus Group meetings be distributed to the Commission for their review.
Chairman Fisher requested if nature education programming expenditures would be included in the
nature center budgets.
Commissioner McGillivray indicated we should try to build on our volunteer staff and utilize them as much
as possible in order to keep costs down. Staff indicated we have a great group of volunteers who go
through a training program and orientation process, who in turn act as enhancements and guides along
with our current programming staff. Volunteers take on responsibility, under the direction of staff, and
take pride in their actions as volunteers. In response to a question from Mrs. Long, staff indicated that all
volunteers go through a background check before becoming a Parks and Recreation Volunteer. Ms.
Wells also outlined a program where staff is looking into creating a docent program which could offer
additional areas to assist staff in programs and services in tours, nature education teaching, and
assistance at the dog parks.
If it is determined to take on Madison Heights Nature Center, in order to continue providing high quality
programs and services, additional staff would be requested in the proposed budget. Sue Wells and
Jeff Phelps provided a detailed explanation of the proposed breakdown for the nature center cost centers
for both Lewis E. Wint Nature Center and the proposed Red Oaks Nature Center. With the proposed
lease agreement, Madison Heights officials indicated they would cover some of the maintenance costs at
the proposed Red Oaks Nature Center as well as the utilities for the building.
ACTIVITY REPORT:
The Activity Report for May 2012 (FM08, FY 2012) was received and filed.
5-14
(Commission Meeting, June 6, 2012)
EDUCATION RESOURCE PROGRAM UPDATE:
Kathleen Dougherty, Educational Resource Specialist, made a presentation and provided an update to
the Commission on the natural resources education program. These programs provided are in
conjunction with partnerships with the Clinton River Watershed Council, Green Initiatives at GM Orion,
MSU Extension, Water Resources Commissioner's Office, Mott High School, HCMA, and Oakland
Audubon.
Commission requested that an electronic copy of Ms. Dougherty's presentation be forwarded to the
Commission members.
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 the Oakland County Market
- Advised Commission on the assistance received from the Road Commission for Oakland
County on the traffic signal issues
- Nature Education Focus Group meetings June 14, 2012, at the Waterford Oaks Activity
Center
- Participation on a Think Tank Focus Group meeting in Lansing
- Update on Catalpa Oaks Construction Project
NEW BUSINESS:
Next meeting will be Wednesday, July 11, 2012, at the Parks and Recreation Administration Building.
OLD BUSINESS:
There was no old business to address.
I_\�1 wil h-7r!iii
Meeting adjourned at 11:37 a.m.
J. David VanderVeen, Secretary Vicky Valko, Recording Secretary
5-15
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 11, 2012 AGENDA ITEM NO. 7
FACILITIES MAINTENANCE & DEVELOPMENT
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Mike Donnellon, Chief — Facilities Maintenance & Development
Submitted: July 3, 2012
Subject: Introduction — Architectural Engineer II
INTRODUCTION AND HISTORY
Please welcome Jennifer Myers to Oakland County Parks and Recreation. She will be joining our team
beginning Monday July 9, 2012, filling the position of Architectural Engineer II.
Jennifer comes to us with a great deal of experience; she holds a Degree in Architecture from Tulane
University in Louisiana, and a Master's of Science in Civil Engineering from Wayne State University.
Jennifer was previously employed at Albert Kahn Associates where she worked as a project engineer.
7-1
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 11, 2012 AGENDA ITEM No.
FISCAL SERVICES - P&R ACCOUNTING
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer; Brian Menghini, Fiscal Services Supervisor II
Submitted: June 21, 2012
Subject: Consent Agenda — OCPR Payment Approval Summary & Monthly Financial Statements
7. A. PAYMENT APPROVAL SUMMARY
* Internal Service and Department Funds Journal Entry Register:
May, 2012 (FM 8, FY 2012) 955,501.81
* Voucher Payment Register:
May, 2012 (FM 8, FY 2012) 374,547.66
TOTAL $1,330,049.47
* Back-up information is available for review.
7. B. MONTHLY FINANCIAL STATEMENTS
May, 2012 (FM 8, FY 2012)
8 A-1
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
FM 8 FY 2012
(FOR MONTH ENDING 5/31/12)
2012
YEAR TO
(OVER),
% OF
REVENUE
BUDGET
DATE
UNDER BUDGET
BUDGET
ADMINISTRATIVE SERVICES: Millage Tax
$11,684,000.00
$11,714,363.37
($30,363.37)
100.3%
Other
255,525.00
39,252.68
216,272.32
15.4%
GLEN OAKS GOLF COURSE
986,540.00
474,112.52
512,427.48
48.1%
LYON OAKS GOLF COURSE
1,167,000.00
588,998.73
578,001.27
50.5%
RED OAKS GOLF COURSE
381,500.00
161,802.29
219,697.71
42.4%
SPRINGFIELD OAKS GOLF COURSE
743,174.00
303,035.64
440,138.36
40.8%
WHITE LAKE OAKS GOLF COURSE
834,503.00
396,793.28
437,709.72
47.5%
WATERFORD OAKS COUNTY MARKET
67,214.00
0.00
67,214.00
0.0%
INDEPENDENCE OAKS NATURE CENTER
32,300.00
18,359.59
13,940.41
56.8%
ADDISON OAKS
423,580,00
187,347.17
236,232.83
44.2%
ADDISON OAKS CONFERENCE CENTER
124,000.00
33,777,88
90,222A2
27.2%
GROVELAND OAKS
695,152.00
143,172.14
551,979.86
20.6%
HIGHLAND OAKS
3,000.00
1,785.00
1,215,00
59.5%
INDEPENDENCE OAKS
285,388.00
133,450.40
151,937.60
46.8%
LYON OAKS
92,900.00
59,256.00
33,644.00
63.8%
ORION OAKS
104,500.00
64,829.00
39,671.00
62.0%
RED OAKS DOG PARK
47,000.00
23,124.00
23,876.00
49.2%
ROSE OAKS
2,000.00
0.00
2,000.00
0.0%
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
71,319.00
55,725.16
15,593.84
78.1%
WATERFORD OAKS ACTIVITY CENTER/PARK
50,629.00
41,671.84
8,957.16
82.3%
RECREATION PROGRAMS & SERVICES
227,665.00
133,754.38
93,910.62
58.8%
CATALPA OAKS
10,000.00
0.00
10,000.00
0.0%
RED OAKS WATERPARK
992,750.00
106,030.92
886,719.08
10.7%
WATERFORD OAKS BMX COMPLEX
21,475.00
2,743.25
18,731.75
12.8%
WATERFORD OAKS TOBOGGAN COMPLEX
5,000.00
2,960.00
2,040.00
59.2%
WATERFORD OAKS WATERPARK
734,400.00
19,685.60
714,714.40
2.7%
TOTAL REVENUE
$20,042,514.00
$14,706,030.84
$5,336,483.16
73.4%
EXPENSES
ADMINISTRATIVE SERVICES
$5,427,31100
$2,946,001.04
$2,481,311.96
54.3%
FISCAL SERVICES ADMINISTRATION
166,079,00
86,202.32
79,876.68
51.9%
FISCAL SERVICES PARKS & REC
265,694.00
143,440.61
122,253.39
54.0%
GLEN OAKS GOLF COURSE
1,023,139.00
660,394.49
362,744.51
64.5%
LYON OAKS GOLF COURSE
1,838,709,00
914,467.12
924,241.88
49.7%
RED OAKS GOLF COURSE
651,735.00
342,158.04
309,576.96
52.5%
SPRINGFIELD OAKS GOLF COURSE
824,646,00
356,208.64
468,437.36
43.2%
WHITE LAKE OAKS GOLF COURSE
971,112.00
479,909.27
491,202.73
49.4%
WATERFORD OAKS COUNTY MARKET
67,214,00
0.00
67,214.00
0.0%
INDEPENDENCE OAKS NATURE CENTER
234,400.00
174,103.43
60,296.57
74.3%
ADDISON OAKS
1,318,780.00
692,137.07
626,642.93
52.5%
ADDISON OAKS CONFERENCE CENTER
219,890.00
91,963.86
127,926.14
41.8%
GROVELAND OAKS
1,201,577.00
462,551.75
739,025.25
38.5%
HIGHLAND OAKS
68,906.00
17,887.13
51,018.87
26.0%
INDEPENDENCE OAKS
921,846.00
488,874.42
432,971.58
53.0%
LYON OAKS
306,262.00
195,736.05
110,525.95
63.9%
ORION OAKS
176,142.00
74,138,44
102,003.56
42.1%
RED OAKS DOG PARK
120,893.00
41,457.83
79,435.17
34.3%
ROSE OAKS
58,891.00
19,660.90
39,230.10
33.4%
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
393,347.00
179,232.97
214,114.03
45.6%
WATERFORD OAKS ACTIVITY CENTER/PARK
754,694.00
303,371.28
451,322.72
40.2%
RECREATION PROGRAMS & SERVICES
1,162,172.00
529,758.77
632,413.23
45.6%
CATALPA OAKS
137,309.00
20,882.93
116,426.07
15.2%
RED OAKS WATERPARK
1,256,974.00
404,644.85
852,329,15
322%
WATERFORD OAKS BMX COMPLEX
65,212.00
20,108.05
45,103.95
30,8%
WATERFORD OAKS TOBOGGAN COMPLEX
182,340.00
99,751.55
82,588A5
54.7%
WATERFORD OAKS WATERPARK
1,032,458.00
384,489.95
647,968,05
37.2%
FACILITIES & MAINTENANCE
1,238,080.00
671,957.05
566,122.95
54.3%
CONTINGENCY/INTERNAL SERVICE CHARGES*
1,088,400.00
121,637.12
966,762.88
N/A
TOTAL EXPENSES
$23,174,214.00
$17923,126.93
$12,251,087.07
47.1%
REVENUE OVER/(UNDER) EXPENSES
($3,131,700.00)
$3,782,903.91
($6,914,603.91)
2012
2011
2010
2009
ACTUAL REVENUE TO DATE:
73.4%
58.3%
58.7%
70.0%
BUDGET BALANCE:
26.6%
41.7%
41.3%
30.0%
ACTUAL EXPENSE TO DATE:
47.1%
37.7%
36.9%
38.3%
BUDGET BALANCE:
52.9%
62.3%
63.1%
61.7%
*CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT.
(Page 1 of 3)
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
FM 8, FY 2012
(FOR MONTH ENDING 5/31/12)
CONTINGENCY: BUDGET AMENDMENTS
CONTINGENCY: PENDING
$134,610 to Addison Oaks Conference Center Building Maintenance (OCPRC Dec.)
$3,700 to Springfield Oaks Rental Property Maintenance (OCPRC Dec.)
OTHER: BUDGET AMENDMENTS
$67,214 Revenue and Expense to Waterford Oaks County Market (OCPRC Feb./Posted Mar.)
OTHER: PENDING
(Page 2 of 3) 8 B _ 2
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
COMBINED STATEMENT OF OPERATIONS
REVENUE AND EXPENSE COMPARISON
FM 8, FY 2012
(FOR MONTH ENDING 5/31/12)
PARK
ADMINISTRATIVE SERVICES:
ADMINISTRATIVE SERVICES (Inc. Tax Revenue)
FISCAL SERVICES ADMINISTRATION
FISCAL SERVICES PARKS & REC
ADMINISTRATIVE SERVICES SUB -TOTAL
GOLF:
GLEN OAKS GOLF COURSE
LYON OAKS GOLF COURSE
RED OAKS GOLF COURSE
SPRINGFIELD OAKS GOLF COURSE
WHITE LAKE OAKS GOLF COURSE
GOLF SUB -TOTAL
COUNTY MARKET:
WATERFORD OAKS COUNTY MARKET
COUNTY MARKET 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
ORtON OAKS
RED OAKS DOG PARK
ROSE OAKS
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
WATERFORD OAKS ACTIVITY CENTER/PARK
PARKS SUB -TOTAL
RECREATION:
RECREATION PROGRAMS & SERVICES
CATALPA OAKS
RED OAKS WATERPARK
WATERFORD OAKS BMX COMPLEX
WATERFORD OAKS TOBOGGAN COMPLEX
WATERFORD OAKS WATERPARK
RECREATION SUB -TOTAL
FACILITIES & MAINTENANCE:
FACILITIES & MAINTENANCE
FACILITIES & MAINTENANCE SUB -TOTAL
CONTINGENCY/INTERNAL SERVICE CHARGES -
TOTAL
YEAR TO DATE
REVENUE
$11,753,616.05
0.00
YEAR TO DATE REVENUE OVER
EXPENSE (UNDER) EXP.
$2,946,001.04
86,202.32
0.00 143,440.61
11,753,616.05 3,175,643.97
474,112.52
588,998,73
161, 802.29
303,035.64
396, 793.28
1,924,742.46
660,394.49
914,467.12
342,158.04
356,208.64
479,909.27
2,753,137.56
$8,807,615.01
(86,202.32)
(143,440.61)
8,577,972.08
(186,281.97)
(325,468.39)
(180,355.75)
(53,173.00)
(83,115.99)
(828,395.10)
0.00 0.00 0.00
0.00 0.00 0.00
18,359.59 174,103.43
18,359.59 174,103.43
187,347.17
33, 777.88
143,172.14
1,785.00
133,450.40
59,256.00
64,829.00
23,124.00
0.00
55,725.16
41,671.84
744,138.59
133,754.38
0.00
106,030.92
2,743.25
2,960.00
19,685.60
265,174.15
0.00
0.00
692,137.07
91,963.86
462,551.75
17,887.13
488,874.42
195,736.05
74,138.44
41,457.83
19,660.90
179,232.97
303,371.28
2,567,011.70
529,758.77
20,882.93
404,644.85
20,108.05
99,751.55
384,489.95
1,459,636.10
(155,743.84)
(155,743.84)
(504,789.90)
(58,185.98)
(319,379.61)
(16,102.13)
(355,424.02)
(136,480.05)
(9,309.44)
(18,333,83)
(19,660.90)
(123,507.81)
(261,699.44)
(1,822,873.11)
(396,004.39)
(20,882.93)
(298,613.93)
(17,364,80)
(96,791,55)
(364,804.35)
(1,194,461.95)
671,957.05 (671,957.05)
671,957.05 (671,957.05)
0.00 121,637.12 (121,637.12)
$14,706,030.84 $10,923,126.93 $3,782,903.91
*CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT.
See the Oakland County website's "Transparency in Government -Monthly Financials" to view the latest monthly Financial
Statement detail by each departments' budget units:
1. Log on the www.oakgov.com/fiscal/info pub/monthlyreports htmi
2. Click on "View the Monthly Financials and Quarterly Forecast" hyperlink on the bottom of the page
3. Click on "Parks and Recreation" hyperlink within the list
4. Click on each of the Parks and Recreation monthly financial reports you are interested in viewing
5. Or do a search for "Monthly Financials"
(Page 3 of 3) 8 B - 3
Adopted
Oakland County Parks G Recreation Commission
Comparison of FY 2012 Actuals with S-Year Average Actuals and the FY 2012 Adopted Budget
October I November I December I January I February ( March I April I May I June I July I August I September I CUMULA
5-YEAR AVERAGE REVENUE
Percentage of Total
$ 347,207
1.43%
$ 149,312
0.62%
$ 1,735,663
7.16%
$ 5,567,990
22.97%
$ 4,509,065
18.60%
$ 2,502,280 $
10.32%
1,167,090
4.82%
$ 1,235,921
5.10%
$ 1,398,320
5.77%
$ 1,936,483
7.99%
$ 1,556,098
6.42%
$ 2,133,058
8.80%
$24,238,487
100%
FY2012 Adopted Budget/Alottment $
19,975,300 $286,138
$123,051
$1,430,386
$4,588,664
$3,715,988
$2,062,166
$961,816
$1,018,541
$1,152,376
$1,595,884
$1,282,404
$1,757,885
$14,186,750
FY 2012 Actuals
$184,765
$148,802
$1,521,187
$5,159,496
$3,045,757
$2,412,594
$1,231,026
$1,095,649
$14,799,277
Average Revenue Over/(Under)
($101,373)
$25,751
$90,802
$570,831
($670,231)
$350,428
$269,210
$77,108
$612,527
EXPENSES:
5-YEAR AVERAGE EXPENSE
$1,358,250
$1,294,008
$1,584,581
$1,277,151
$1,194,100
$1,641,038
$1,496,298
$1,863,166
$2,418,331
$2,264,730
$2,190,681
$2,300,827
$20,883,160
Percentage of Total
6.50%
6.20%
7.59%
6.12%
5.72%
7.86%
7.17%
8.92%
11.58%
10.84%
10.49%
11.02%
100%
FY2012 Adopted Budget/Alottment $
23,107,000 $1,502,889
$1,431,806
$1,753,322
$1,413,155
$1,321,259
$1,815,791
$1,655,638
$2,061,574
$2,675,858
$2,505,900
$2,423,966
$2,545,841
$12,955,435
FY 2012 Actuals
$1,261,533
$1,175,672
$1,396,150
$1,232,647
$1,115,946
$1,638,153
$1,331,323
$1,771,704
$10,923,127
Average Expenses (Over)/Under
$241,356
$256,134
$357,172
$180,508
$205,313
$177,639
$324,316
$289,870
$2,032,308
Average Overall Favorability/(Unfavorability)
$139,983
$281,886
$447,974
$751,339
($464,918)
$528,067
$593,526
$366,978
$2,644,835
8 C-1
Oakland Countv Parks and Recreation Commission
Contributions (Donations) - January 1, 2012 - March 31, 2012
INC Nature Center Donation Misc (Outreach, Tuning Your Tot CD) $ 187.00
Independence Oaks Nature Center Total $ 187.00
Grand Total $ 187.00
:m
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
(J ,y 11) 2012
To: Chairman Fisher and Commission Members
From: Phil Castonia, Business Development Representative
Submitted: July 2, 2012
Subject: Receive and File Staff Report — Purchasing Quarterly Update
INTRODUCTION AND HISTORY
In 2008, as part of the Strategic Master Plan, the Commission requested regular updates from the staff about
the purchasing activity for the last quarter.
Today staff will present a quarterly status update on the Purchasing Activity from the 3nd Quarter of Fiscal Year
2012 for the Parks and Recreation Department.
ATTACHMENTS
- 3rd Quarter Fiscal Year 2012 Purchasing Activity Report
STAFF RECOMMENDATION
Receive and File
8 E-1
5060101 Oakland Countv Parks Purchasing Report Log 3rd Quarter FY2012
Awarded
Vendor
Parks
Bid
Contract (NTE)
Estimated
Start Date
Bid Event
Due
Description
Award
PO / Contract
Purchase
Not to Exceed
Contract Usage
Notes
Buyer
Finalized
#
Date
Name
CityState
Date
Number
Order Amount
Amounts
Amount of Multi
(Yes or No)
Department
Contracts
04/14/11
1798
5/24
Rainbird and John Deere
Commerical Irrigation
East Peoria
IL
04/17/12
3474
$ 30,000.00
$ 30,000.00
JED
Yes
Irrigation Parts
and Turf
O8/12/11
1904
8/21
Prescribed Burn Services
Plantwise
Ann Arbor
MI
03/07/12
3448
$ 100,000.00
$ 170,000.00
JED
Yes
12/07/11
2050
1/5
Highland Oaks Fence
Michigan Fence
Harrison Twp
MI
4/4/2012
3464
$ 119,874.00
$ 119,874.00
JED
Yes
01/05/12
2089
1/19
GO: Awning Replacement
Allied Building
Detroit
MI
04/11/12
3469
$ 9,250.00
$ 9,250.00
JED
Yes
01/31/12
2110
2/14
Waterford Oaks Mobile Stage
Century Industries
Sellersburg
IN
03/22/12
187597
$ 105,862.00
LMS
Yes
2.2/2012
2119
3/12
Parks: Pump and Haul
Turner Sanitation
Lake Orion
MI
03/21/12
3457
$ 25,000.00
$ 25,000.00
JED
Yes
02/02/12
2122
2/23
Parks: Waterpark Wristband
Price Chopper
Orlando
FL
03/02/12
3442
$ 36,000,00
$ 36,000.00
JED
Yes
02/24/12
2150
3/6
Lyon Oaks Landscape Plants
John Deere
Commerce Twp
MI
04/04/12
188022
$ 3,863.50
JED
Yes
Landsacpes
03/07/12
2159
4/3
Mechanical Platform
Fibergrate Composit
Dallas
TX
05/15/12
190196
$ 18,501.00
EJT
Yes
Structures Inc
03/09/12
2162
3/26
Waterparks Tubes
Zebec of N America
Grand Rapids
MI
05/01/12
189329
$ 8,956.18
JED
Yes
Contract is paid by P-Card,
03/13/12
2170
3/27
Campground Firewood 2012
Michigan Firewood
Waterford
MI
03/28/12
3461
$ 1.00
expected expenditures of
AJK
Yes
$9,200.00 per year
03/13/12
2160
4/5
Addison Connector Trail
WCI Contractors, Inc.
Detroit
MI
05/11/12
3495
$ 577,396.70
$ 577,396.70
EJT
Yes
03/15/12
2174
3/19
Ice Maker Head Unit
Douglas Equipment
Bluefield
WV
03/26/12
187575
$ 3,863.00
AJK
Yes
03/22/12
2199
4/4
Prep Table
Douglas Equipment
Bluefield
WV
04/10/12
188324
$ 1,798.00
AJK
Yes
Repair, Sandblast and Repaint
04/17/12
2223
4/30
Mobile States; Buses and
All Type Truck
Warren
MI
05/16/12
3503
$ 13,140.00
$ 13,140.00
JED
Yes
Loader
05/01/12
2242
5/7
Pool Paint
Tnemec Company
Kansas City
MO
05/15/12
190192
$ 3,876.00
EJT
Yes
05/04/12
2252
5/24
Folding Tables and Chairs
Office Max
Naperville
II
06/13/12
191587
$ 17,853.20
JED
Yes
05/07/12
2256
5/21
Land Survey Tools/Equipment
Instrument Sales
Redford
MI
06/04/12
191125
$ 3,690.00
LMS
Yes
05/07/12
2258
5/21
Burial Loop Vehicle Counter
Carrier and Gable
Farmington Hills
MI
06/01/12
190983
$ 2,223.40
AJK
YES
05/23/12
2273
6/6
Water Heater
Etna Supply
Grand Rapids
MI
06/13/12
191627
$ 4,539.00
AJK
Yes
05/30/12
2282
6/4
Roofing Materials
Eastern Michigan
Detroit
MI
06/13/12
191621
$ 3,795.33
EJT
Yes
Distributors
$ 178,820.61 $ 980,660.70
8 E-2
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 1112012
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Submitted: July 3, 2012
Subject: Proposed Lease Agreement for Red Oaks Nature Center
INTRODUCTION AND HISTORY
AGENDA ITEM NO. 9 A
ADMINISTRATION
Enclosed is the final draft of the Proposed Lease Agreement with the City of Madison Heights for the Red Oaks Nature
Center as prepared by Oakland County Corporation Counsel. Due to the volume, the other related documents will be
available at the meeting and also electronically.
The Michigan Department of Natural Resources/Michigan Natural Resources Trust Fund has approved the lease as
presented to satisfy the grant requirements of the State.
STAFF RECOMMENDATION
Staff recommends approval of the Proposed Lease Agreement based upon the proposed FY 2013 budget.
MOTION
Move to approve the proposed Lease Agreement with the City of Madison Heights on the Red Oaks
Nature Center.
9 A-1
LEASE AGREEMENT
This LEASE (Lease) entered into on October 1, 2012 ("Effective Date"), by the City of Madison
Heights, a Municipal Corporation located at 300 West Thirteen Mile Road, Madison Heights, MI
48071 ("Landlord") and the County of Oakland, by and through its statutory agent, the Oakland
County Parks and Recreation Commission, 2800 Watkins Lake Road, Waterford, MI 48328
("Tenant").
BACKGROUND
A. Landlord is the fee simple owner of real property upon which a building, improvements, and trails
are located whose legal description is set forth in Exhibit A and is located 30300 Hales Street,
Madison Heights, Michigan 48701. This property is currently operated and maintained by
Landlord as a public park, natural preservation area, and nature center, known as the George W.
Suarez Friendship Woods Park ("Park").
B. The Park consists of approximately 38 acres of land including a building operated as a nature
center and jogging, walking and cross-country ski hails.
C. Tenant has created a County Parks and Recreation Commission pursuant to Public Act 261 of
1965. This Commission currently has custody, control and management of 13 public parks, 5 golf
courses, 3 dog parks, 2 waterparks, 2 campgrounds, 1 BMX track, 1 nature center, and over 67
miles of trails ("Park System").
D. Pursuant to Public Act 261 of 1965, MCL 46.351 et seq., Tenant may acquire property by lease
for public parks, preserves, parkways, playgrounds, recreation centers, wildlife areas, and other
conservation purposes, MCL 46.358.
E. The property subject to this Lease shall be incorporated into Tenant's Park System with a
managerial and operational philosophy to provide a year round facility and programming to
Oakland County residents.
F. In consideration of the mutual covenants contained in the Lease, the Parties agree to the following
terms and conditions.
AGREEMENT
§1. Leased Land.
1.1. Landlord leases to Tenant and Tenant leases from Landlord the real property legally
described in Exhibit A together with all buildings, improvements, and trails located
on such property (the "Land"). Exhibit A is incorporated into this Lease.
1.2. This Lease also includes the use of Landlord's personal property which is set forth in
Exhibit B. Exhibit B is incorporated into this Lease. Tenant may use the personal
property listed in Exhibit B in its Park System, except for artwork or taxidermy items
listed in Exhibit B or any other items identified in writing by Landlord. After five (5)
years from the Effective Date of this Lease, if any personal property listed in Exhibit
B is destroyed, lost, or becomes non-functional or obsolete, Tenant is under no
obligation to repair or replace such property. After five (5) years from the Effective
Final --Lease Agreement.doc Page 1 of 10 9 A - 2
Date of this Lease, Tenant is under no obligation to return any or all of the personal
property listed in Exhibit B upon termination or expiration of this Lease.
§2. Proper Title. Landlord warrants that it has legal title to the Land. Landlord, at its sole
expense, shall defend Tenant against any claim challenging Landlord's right to confer upon
Tenant the right to occupy the Land; and Landlord shall, at its sole expense, satisfy any
judgment against Tenant arising from such claim.
§3. Term.
3.1. This Lease shall commence on Effective Date and shall end on December 31, 2037.
§4. Rent:
4.1. Tenant shall pay the Landlord, the sum of one dollar ($1.00) ("Rent") annually during the
tern of this Lease, as rent for the Land.
4.2. Tenant shall pay Landlord the Rent for the first year on the Effective Date and Tenant
shall pay Landlord the Rent annually on each anniversary of the Effective Date thereafter.
§5. Use of Land.
5.1. Tenant shall only use the Land for a public park, natural preservation area, and other uses
consistent with Landlord's Zoning Ordinance and zoning classification of the Land. The
Land shall be open for use by all persons consistent with the Tenant's Park Rules. The
Land shall be incorporated into Tenant's Park System. The Land shall be pant of the Red
Oaks County Park complex, known as George W. Suarez Friendship Woods.
5.2. Subject to Landlord's standard sign permitting process, Tenant may erect signs on the
Land, at its sole expense, which it deems necessary for its use of the Land. Such signs
shall be consistent in style with signs used by Tenant in its Park System. Tenant may
replace the sign currently located at the main enhance to the Park on Hales Street with a
sign consistent with those used in Tenant's Park System. If such replacement occurs,
Tenant agrees, at its sole expense, to relocate and reinstall the current, log cabin style main
entrance sign in place of the wooden entrance sign located on the east side of Hales Street
at the intersection with Winthrop.
5.3. Tenant's use of the Land will comply with all applicable laws, regulations, and ordinances.
5.4. Tenant will utilize volunteers in various capacities for use of the Land pursuant to this
Lease. All volunteers shall become part of Tenant's volunteer program and will be
required to follow all rules and regulations of the Tenant's volunteer program.
5.5. Park patrons entering the Land on foot or via other non -motorized means shall not be
charged an access fee to the Park or nature center building. Specific program fees may
apply.
§6. Use and Operation of Nature Center.
6.1. The Land currently has one building located thereon which is utilized as a nature center.
The building will continue to operate as a nature center and will be known as the Red
Oaks Nature Center at the Suarez Friendship Woods Park.
6.2. The Nature Center shall be operated and maintained as a regional facility. Tenant shall be
responsible for providing and paying for all programming and events at the Nature Center.
Final --Luse Agreement.doe Page 2 of 10
9 A-3
Such programming and events shall be at the sole discretion of Tenant, provided, however
that the programming and events are consistent with the uses set forth in Section 5, are in
keeping with the Tenant's philosophy to provide year-round programming, and are
supportive of the Landlord's intent to re-establish and maintain programming and events.
6.3. Tenant shall, at its sole expense, control the access to the Nature Center by installing new
locks and may modify the existing building security system. Tenant may change the locks
and security system as frequently as it deems necessary, and shall give Landlord a key to
the Nature Center and information on how to use the security system installed at the
Nature Center.
§7. Tenant hmUrovements and Alteration to the Land.
7.1. With the prior written approval of the Landlord's City Manager or his or her successor,
Tenant may make improvements and/or alterations to the Land, subject to Sections 7.2,
7.3, and 7.4 of this Lease. Such approval shall not be unreasonably withheld and shall be
communicated to Tenant within a timely basis of receiving the request fiom Tenant.
7.2. When seeking approval for improvements or alterations, Tenant shall submit all applicable
plans, drawings, and/or documents to the appropriate agencies.
7.3. Tenant shall be solely responsible for obtaining and paying for all governmental permits
and approvals necessary to make any improvements or alterations, provided, however, that
Landlord shall waive all of its permit fees for such improvements or alterations.
7.4. All improvements and alterations shall be constructed in a workmanlike manner and shall
be completed in compliance with all applicable laws, rules, ordinances, and regulations.
7.5. hnprovernents or alterations to the Land shall be performed by contractors approved by
the Tenant.
7.6. For improvements or alterations to the Land, Tenant shall be responsible for paying the
first five thousand dollars ($5,000.00) per project. All costs associated with improvements
or alterations to the Land which exceed five thousand dollars ($5,000.00) per project shall
be paid equally by Tenant and Landlord. Improvements and alterations to the Land shall
be made in accordance with the fifteen (15) year capital improvement plan discussed in
Section 9.2
7.7. All improvements and alterations to the Land performed during this Lease shall remain the
property of Landlord upon termination or expiration of this Lease.
§8. Assignment and Subletting. Tenant shall not assign or sublet this Lease in whole or in part
without Landlord's written consent, which may be obtained by Landlord's City Manager or his
or her successor. However, subject to Section 5, Tenant has the right to allow third parties to use
the Land, including the building located thereon, via a license agreement and not a sublease.
§9. Maintenance.
9.1. Tenant shall maintain and repair the Land, including the building, improvements, and
trails thereon, in good working order, condition, and repair, including but not limited to the
following: (1) fireplace maintenance, (2) fire extinguisher inspection and maintenance, (3)
gutter cleaning, (4) fire suppression system maintenance, (5) heating/ventilation/air
conditioning inspection and maintenance, (6) pond maintenance, (7) miscellaneous
Final --Lease Agreement.doc Page 3 of 10
9 A-4
debris/limb clean up, (8) electrical work, (9) plumbing work, (10) alarm monitoring and
maintenance, (11) fence repairs, (12) vernal pond maintenance, (13) deck maintenance,
(14) parking lot maintenance, (15) audio / video equipment, and (16) larviciding..
Maintenance of the Land shall be consistent with how Tenant maintains its Park System.
Tenant shall keep the Land free of debris.
9.2. Tenant shall create a fifteen (15) year maintenance management and a fifteen (15) year
capital improvement plan for the Park, which shall be approved by Tenant and Landlord.
Landlord's approval shall not be unreasonably withheld.
9.3. Tenant shall be responsible for paying the first five thousand dollars ($5,000.00) on a per
project or repair basis for maintenance and repairs to the Land. All costs associated with
maintenance and repair to the Land which exceed five thousand dollars ($5,000.00) per
project or repair shall be paid equally by Tenant and Landlord. Maintenance and repair to
the Land shall be made in accordance with the fifteen (15) year maintenance management
plan discussed in Section 9.2
§10. Utilities. Tenant shall be responsible for obtaining and paying for any utility service to the Land,
including but not limited to water, sewer, gas, and electricity. On August 31 each year after the
Effective Date of this Lease, Landlord shall pay to Tenant eight thousand one hundred and
seventy-five dollars and no cents ($8,175.00) as a contribution toward utility services. Each
August 31 thereafter, this amount shall be increased by the percentage increase of the CPI from
June of the preceding year to June of the current year to take into account increases in utility
services. As used herein, "CPI" shall mean the U.S. Department of Labor, Bureau of Labor
Statistics, Cost of Living for All Urban Consumers for the City of Detroit.
§11. Services.
11.1. Tenant shall be responsible for providing and paying for all costs associated with
obtaining, maintaining and operating its telephone system, computer system (including
Internet access), and any other systems Tenant installs in or at the Land, provided
however, that Tenant may use Landlord's fiber optics located on the Land at no charge.
Tenant shall comply with Landlord's policy regarding use of the fiber optics. Any
telephone, computer, or network equipment installed by the Tenant will be done at the
Tenant's sole expense and responsibility for future maintenance.
11.2. Tenant shall be responsible for providing and paying for all costs associated with the
following services: (1) trash removal, (2) snow and ice removal fiom sidewalks, steps,
and parking areas, (3) custodial services, and (4) lawn care services. Tenant shall not
provide snow and ice removal services for the trails or boardwalks located on the Land.
Landlord may provide snow and ice removal services at its sole expense for trails or
boardwalks located on the Land.
11.3. Landlord shall be responsible for providing and paying for all costs associated with
cleaning and maintenance of the drain infrastructure on the Land, limited to drain pipe and
structure inspections and maintenance including vactoring as necessary.
11.4. Subject to the prior written approval and input of Landlord's City Manager or his or her
successor, Tenant, at its own expense, shall develop, implement, and maintain a natural
resources management plan for the Land.
Final --Lease Agreement.doc Page 4 of 10
9 A-5
11.5. Landlord and Tenant shall create a mutually agreed upon procedure, which shall be
reviewed as needed by the Parties, for the opening and closing the following three gates to
the Land: (1) the Main Gate on Hales Sheet; (2) the Westwood Gate; and the (3) Simonds
Elementary Gate.
§12. Access to Land. Landlord shall have the right to enter the Land to examine and inspect the Land
at any time. Immediately upon execution of this Lease, Tenant shall, at its sole expense, be
responsible for immobilizing all private entry gates to the Park.
§13. Quiet Enjoyment. The Tenant shall peaceably and quietly enjoy and hold the Land, the rights,
and the privileges granted under this Lease without hindrance or interference by the Landlord.
§14. Governmental Approvals. This Lease is contingent upon Tenant obtaining and maintaining all
necessary governmental approvals, permits, and/or licenses that are necessary. If such approvals,
permits, and/or licenses are not obtained or maintained, then Tenant may terminate this Lease.
§15. Termination.
15.1. Termination by Landlord: Upon sixty (60) days written notice to Tenant at the address set
forth in Section 20, Landlord may terminate this Lease if. (1) Tenant fails to use the Land
according to use set forth in Section 5, or (2) Tenant is in breach of the Lease and has
failed to cure the breach within sixty (60) days of receiving notice from Landlord that
Tenant is in breach. The notice fiom Landlord, setting forth the breach, shall sufficiently
describe the breach so as to give Tenant enough information to cure such breach.
15.2. Termination by Tenant: Upon three hundred and sixty-five (365) days written notice to
Landlord at the addresses in Section 20, Tenant may terminate this Lease if Tenant, in its
sole discretion, determines that this Lease is not appropriate for its operations or funding is
revoked by the Oakland County Parks and Recreation Commission.
§16. Condemnation. In the event the Land is taken by eminent domain, this Lease shall terminate as
of the date title to the Land vests in the condemning authority. hi the event a portion of the Land
is taken by eminent domain so as to materially hinder effective use of the Land by Tenant, either
Party shall have the right to terminate this Lease as of said date of title transfer, by giving thirty
(30) days written notice to the other Party. In the event of any taking under the power of
eminent domain, Tenant shall not be entitled to any portion of the reward paid for the taking and
Landlord shall receive the full amount of such award. Tenant shall have the right to claim and
recover from the condemning authority, but not from Landlord, such compensation as may be
separately awarded or recoverable by Tenant on account of any and all damage to Tenant and
any costs or expenses incurred by Tenant in moving/removing its equipment, personal property,
and leasehold improvements.
§17. Liability.
17.1. For the purposes of this Lease "Claims" means any alleged losses, claims, complaints,
demands for relief or damages, suits, causes of actions, proceedings, judgments,
deficiencies, liability, penalties, litigation, costs, and expenses, including, but not limited
to, reimbursement for reasonable attorney fees, witness fees, court costs, investigation
expenses, litigation expenses, amounts paid in settlement, and/or other amounts or
liabilities of any kind which are imposed on, incurred by, or asserted against the Parties or
for which the Parties may become legally and/or contractually obligated to pay or defend
against, whether direct, indirect or consequential, whether based upon any alleged
Final --Lease Agreement.doe Page 5 of 10
9 A-6
violation of the federal or the state constitution, any federal or state statute, rule,
regulation, or any alleged violation of federal or state common law, whether any such
claims are brought in law or equity, tort, contract, or otherwise, and/or whether
commenced or threatened.
17.2. Tenant shall be responsible for any damage to the Land that is caused by Tenant or its
elected officials, officers, employees, or volunteers. If damage occurs, Tenant shall make
the necessary repairs and/or replacements or cause a third party to make the necessary
repairs and/or replacements to the Land.
17.3. Landlord shall be responsible for any damage to the Land that is caused by Landlord or its
elected officials, officers, employees or volunteers. If damage occurs, Landlord shall
make the necessary repairs and/or replacements or cause a third party to make the
necessary repairs and/or replacements to the Land.
17.4. Tenant shall be liable and responsible for any property loss or damage resulting from fire,
theft or other means to Tenant's personal property during this Lease.
17.5. Each Party shall be responsible for any Claims made against that Party by a third party.
Each Party shall be responsible for the acts or omissions of its elected officials, officers,
employees or volunteers arising under or related to this Lease.
17.6. In any Claims that may arise under or relate to this Lease, each Party shall seek its own
legal representation and bear the costs associated with such representation, including any
attorney fees.
17.7. Notwithstanding any other provision of this Lease, if the building, operated as the nature
center on the Land, for whatever reason, is rendered at least fifty percent (50%) unusable,
in the judgment of Landlord's Building Official, then Tenant has no obligation to replace,
repair or rebuild the building. If Tenant decides not to replace, repair or rebuild the
building pursuant to this Section, then Landlord may, at its sole expense, replace, repair or
rebuild the building. If Landlord decides to replace, repair or rebuild the building,
pursuant to this Section, then the terms and conditions of this Lease shall apply to that
building.
17.8. Except as otherwise provided in this Lease, neither Party shall have any right under any
legal principle to be indemnified by the other Party or any of its elected officials, officers,
employees or volunteers in connection with any Claim.
17.9. Performance of this Lease is a governmental function. Nothing in this Lease shall be
construed as a waiver of any governmental immunity, as provided by statute or court
decision, for either Party or their respective Boards, Commissions, elected officials,
officers, employees, or volunteers.
17.10.The Lease does not and is not intended to impair, divest, delegate, or contravene any
constitutional, statutory, and/or other legal right, privilege, power, obligation, duty, or
immunity of the Parties.
§18. Insurance.
18.1. Liability Insurance. Tenant shall maintain a program of general liability self-insurance for
liability arising fiom Tenant's use and operations on the Land. Upon request, Tenant shall
furnish Landlord with a certificate of general liability self-insurance.
Final --Lease Agreement.doc Page 6 of 10
9 A-7
18.2. Tenant's Personal Property. Tenant's personal property kept on the Land shall be insured
at Tenant's option and sole expense. If insurance is purchased for Tenant's personal
property, Tenant and Tenant's insurance carrier agree to waive all rights of subrogation
against Landlord and Landlord's insurance carrier for any loss or damage to Tenant's
personal property kept on the Land. Tenant shall not insure the personal property listed in
Exhibit B.
18.3. Building Insurance. Landlord shall cause the building located on the Land (which is
operated at the Red Oaks Nature Center) to be insured against loss or damage under a
policy or policies of fire and extended coverage insurance, including "additional perils."
Landlord and Landlord's insurance carrier agree to waive all rights of subrogation against
Tenant for any loss or damage to the building operated as the Red Oaks Nature Center
exceeding $5,000.00, provided, however, that if Landlord makes a claim for damage
caused by Tenant or its employees, volunteers, officers or officials, Tenant shall pay
Landlord's insurance deductible up to $5,000.00.
§19. State Grants. The Landlord received the following three Michigan Department of Natural
Resources grants that involved the acquisition and development of portions of the Land:
December 15, 1982 State Recreation Land Acquisition Trust Fund MLTF#492 — Simonds
Woods Nature Area Trust Fund Project Agreement; June 1, 1994 Protecting Michigan's Future
Recreation Bond Program BF93-090 — Suarez Woods Nature Center Development Project
Agreement; and July 7, 1999 Michigan Natural Resources Trust Fund TF97-032 — Suarez
Woods Parks Expansion Agreement (the "Agreements"). Landlord and Tenant agree to comply
with the terns and conditions of the Agreements, as applicable. The Agreements are attached to
this Lease as Exhibit C and are incorporated herein.
§20. Hold Over. Any hold over after the expiration of the Lease without the consent of the Landlord,
shall be construed to be a tenancy fiom month to month. All terms and conditions of this Lease
shall apply to such tenancy.
§21. Notices. All notices, requests, demands, and other communications required by this Lease shall
be in writing and shall be deemed given if personally delivered or mailed, certified mail, return
receipt requested, to the following addresses:
To Landlord: City Clerk
City of Madison Heights
300 West Thirteen Mile Road
Madison Heights, Michigan 48071
To Tenant: Park and Recreation Commission
Executive Director
2800 Watkins Lake Road
Building 997 West
Waterford, MI 48328
With a copy to: Property Management Specialist
Oakland County Department of Facilities Management
1 Public Work Drive
Waterford, MI 48328
Final --Lease Agreement.doc Page 7 of 10
9 A-8
§22. Headings. The Section headings used throughout this Lease are provided for reader convenience
only and shall not be controlling in the interpretation of this Lease.
§23. Invalid Provision. The invalidity or unenforcability of any sections or subsections of this Lease
shall not affect the validity or enforceability of the remainder of this Lease or the remainder of
any sections or subsections. This Lease shall be construed in all respects as if any invalid or
unenforceable sections or subsections were omitted.
§24. Governing Law and Venue. This Lease shall be construed in accordance with, and subject to,
the laws of the State of Michigan. To the extent provided by law or court rule, any action at law,
suit in equity, or other judicial proceeding for the enforcement of this Lease or any provision
thereof shall only be instituted in the Oakland County Circuit Court, a District Court located in
Oakland County, or the United States District Court for the Eastern District of Michigan,
depending on the nature of the action, suit, or other proceeding.
§25. Arnendrnent. This Lease may not be changed, modified, amended, or altered, except by an
agreement in writing, signed by both Parties.
§26. Succession. This Lease is binding upon the Parties and shall be binding upon their successive
heirs, representatives, administrators, successors, subcontractors, and assigns.
§27. Force Ma'el ure. Each Party shall be excused frorn any obligations under this Lease during the
time and to the extent that a Party is prevented from performing due to causes beyond such
Party's control, including, but not limited to, an act of God, war, acts of government, fire, strike,
labor disputes, civil disturbances, reduction of power source, or any other circumstances beyond
the reasonable control of the affected Party. Reasonable notice shall be given to the affected
Party of any such event.
§28. Discrimination. Neither Party shall discriminate against an employee, an applicant for
employment, or another person or entity with respect to hire, tenure, terns, conditions, privileges
of employment, or any matter directly or indirectly related to employment in violation of any
federal, state, or local law.
§29. No hnplied Waiver. Absent a written waiver, no act, failure, or delay by a Party to pursue or
enforce any right or remedy under this Lease shall constitute a waiver of those rights with regard
to any existing or subsequent breach of this Lease. No waiver of any term, condition, or
provision of this Lease, whether by conduct or otherwise, in one or more instances, shall be
deemed or construed as a continuing waiver of any term, condition, or provision of the Lease.
No waiver by either Party shall subsequently effect its right to require strict performance of this
Lease.
§30. Remedies Not Exclusive. The rights, remedies, and benefits provided by this Lease shall be
cumulative, and shall not be exclusive of any other rights, remedies and benefits, or of any other
rights, remedies, and benefits allowed by law.
§31. Counterparts. This Lease may be executed in several counterparts, each of which shall be an
original and all of which shall constitute one and the same instrument.
§32. Memorandum. The Parties to this Lease shall execute a Memorandum of Lease, which Tenant
shall record, at its cost, at the Oakland County Register of Deeds.
§33. Entire Agreement. This Lease constitutes the entire understanding between the Parties and
supersedes all prior offers, negotiations, and agreements between the Parties relative to the
Final --Lease Agreemeot.doc Page 8 of 10
9 A-9
subject matter addressed herein. The Parties represent that there are no understandings,
representations, or promises of any kind, oral or written, that have been made by either Party to
induce the execution of this Lease, except those expressly set forth in writing in this Lease.
IN WITNESS WHEREOF, hereby acknowledges that s/he has been
authorized by Landlord to execute this Lease on its behalf of Landlord and hereby accepts and binds
said Corporation to the terms and conditions hereof on this day of ,
LANDLORD:
By:
Date:
WITNESS:
By:
Date:
Subscribed and sworn to before me on the day of 120
Notary Public,
Oakland County, Michigan
My Commission Expires:
Acting in the County Oakland
Final —Lease Agreement.doc Page 9 of 10
9 A-10
IN WITNESS WHEREOF,
executes this Lease on behalf of the COUNTY OF
OAKLAND, a Michigan Constitutional and Municipal Corporation, and hereby accepts and binds the
COUNTY OF OAKLAND to the terms and conditions of this Lease on this day of
.200
TENANT:
COUNTY OF OAKLAND, a Michigan
Constitutional and Municipal Corporation
C
Date:
WITNESS:
BY:
Date:
Subscribed and sworn to before me on the day of , 20
Notary Public
Oakland County, Michigan
My Commission Expires:
Acting in the County of Oakland
Final —Lease Agreement.doc Page 10 of 10
9 A-11
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
J'ULY 11, 2012 AGENDA ITEM NO. 9 B
INTERNAL SERVICES
To: Chairman Fisher and Commission Members
From: Phil Castonia, Business Development Representative
Submitted: July 2, 2012
Subject: Approval of Resolution Michigan Liquor Control Commission Documents: Signatories
INTRODUCTION AND HISTORY
In June of this year the transfer of the Liquor License for the serving of alcohol at Springfield Oaks Golf Course
was completed. During this process we became aware that it was previously set up to only have one
authorized signer on the behalf of the Parks and Recreation Commission.
Only persons approved by an Oakland County Parks and Recreation Commission Resolution may execute
documents for the Michigan Liquor Control Commission, and currently Daniel Stencil is the only person
authorized. Authorization must be granted by name not position, therefore I am asking Oakland County Parks
and Recreation Commission to authorize the following individuals to execute any documents which must be
submitted to the Michigan Liquor Control Commission on behalf of the Oakland County Parks and Recreation
Commission:
® Gerald A. Fisher
• Daniel J. Stencil
® Susan M. Wells
This effort ties into the Oakland County Parks and Recreation Commission's Strategic Plan to standardize our
business practices and enable staff to operate more efficiently.
ATTACHMENTS
- RESOLUTION — Michigan Liquor Control Commission Documents: Signatories
STAFF RECOMMENDATION
The staff recommends adopting the attached resolution in support of the additional signatories, which will be
forwarded to the Michigan Liquor Control Commission for official record.
MOTION
Move to adopt the resolution approving the following individuals to execute any documents which must
be submitted to the Michigan Liquor Control Commission on behalf of the Oakland County Parks and
Recreation Commission: Gerald A. Fisher, Daniel J. Stencil, and Susan M. Wells.
s:
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
RESOLUTION
MICHIGAN LIQUOR CONTROL COMMISSION DOCUMENTS: SIGNATORIES
WHEREAS, the Oakland County Parks and Recreation Commission ("OCPRC")
holds liquor licenses at several of its Parks; and
WHEREAS, only persons approved by OCRPC Resolution may execute
documents to submit to the Michigan Liquor Control Commission ("MLCC"); and
WHEREAS, at this time the only person authorized to execute documents to
submit to the MLCC on behalf of OCPRC is Daniel J. Stencil; and
WHEREAS, more than one person should be authorized to execute documents
to submit to the MLCC on behalf of OCPRC.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and
Recreation Commission authorizes the following individuals to execute any documents
which must be submitted to the Michigan Liquor Control Commission on behalf of the
Oakland County Parks and Recreation Commission: Gerald A. Fisher, Daniel J. Stencil,
and Susan M. Wells.
Moved by
Supported by
Date:
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 11, 2012 AGENDA ITEM NO. 9 C
ADMINISTRATION
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Stephanie S. Mackey, Business Dev. Rep. for Organizational Development
Submitted: July 2, 2012
Subject: 2012 Policy Audit
INTRODUCTION AND HISTORY
In accordance with the "Development of a Policy" policy, staff have updated Commission Policies presented at the
June 6, 2012, meeting with Commissioner input and are seeking approval for the revised policies at the July 11, 2012,
meeting.
ATTACHMENTS
1. Updated copy of C09-001 Development of a Policy
2. Updated copy of C09-003 Residential Property Lease Policy
3. Current C09-007 Parks Access Permits Policy — seeking input on section Il. C. Evaluation and Feedback to
ensure that it is consistent with current business practices
4. Updated copy of C09-008 Parks Promotional Items and Donation Request Policy
5. New Unrestricted Net Assets Reserve Policy
6. New Use of Alcohol on Park Property Policy
7. New Media Inquiry Policy
01 tMl i MT of C..hanaPQ
Policy Number
Policy Title
Change ummary
C09-001
Development of a Police
Recommended updates are intended to clarify roles and
ownership for policy development and maintenance. Also
reordered policy categories to place Commission policies first.
C09-003
Residential Property Lease
Recommended updates clarify roles and current process.
C09-007
Parks Access Permits
Asking for Commissioner input on the Evaluation and
Feedback process to ensure that policy reflects current business
practices.
*Current Policy Only in packet
C09-008
Parks Promotional Items and
Updated to reflect organizational changes and added section to
Donation Request
describe limitations for use of promotional items.
NT.— Pnli ripe
Policy Number
Policy Title
Change Summary
C12-OOX
Unrestricted Net Assets
Concept presented during 05-23-12 Budget Meeting, approval
Reserve Policy
required for implementation.
C12-OOX
Use of Alcohol on Park
New Policy recommended to combine existing Administration
Property
Policy wording Commission approved on 06-01-11 regarding
Sale of Alcohol on Park Property.
C12-OOX
Media Inquiry Policy
New Policy recommended to clarify roles for responding to
Media questions and department related public statements.
9C-1
Page 2
LEMEMMS
Detailed Changes by Policy
Policy Number
Policy Title
Change Summary
C09-001
Development of a Policy
Recommended updates are intended to clarify roles and
ownership for policy development and maintenance. Also
reordered nofiCXT -- oriel to lace Commission policies first.
Change Control Record
Revision Date
Owner
Description of Change
03-04-09
New Policy Adopted
05-03-12
S. Mackey
II. A. New title
`IL A. 2. Clarified roles
`II. A. 3. Clarified roles
`II. B. New Title
`II. B. 1. Changed `section lead' to 'Policy owner'
`II. C. moved `Commission p olicies' forward from 3 to 1.
Policy Number Policy Title I Change Summary
C09-003 Residential Property Lease I Recommended updates clarify roles and current process.
Chancre C.nntrnl Record
Revision Date
Owner
Description of Change
04-15-09
New Policy Adopted
04-23-12
P. Castonia
`II. A. 1. Clarified role for maintaining asset inventory from
Pl-,tnninR Section to Facilities Maintenance and Development.
`II. A. Removed sections 2., 3., and 4., to streamline process
for desi ating residential properties.
`II. B. 1. removed "full time"
`II. B. 2, 4, & 6 replaced "Organizational and Business
Development" Nvith "Internal Services".
`II. C. 1 added "Property Management Specialist from the
Coun T of Oakland".
`II. C. 2. c replaced "Organizational and Business
Development" with "Internal SenTices".
RESIDENTIAL REQUEST FORM
Replaced "Comparable lease charge" with "current market rate"
Removed section on "Count Utility Estimates"
Policy Number
Policy Title
Change Summary
C09-007
Parks Access Permits
Asking Commissioners to comment and provide feedback the
Evaluation and Feedback process outlined in section II. C.
1. Evaluation and Feedback
1. Staff will send an email request as follow up to the
use of each Parks Access Permit.
2. Commissioners and their guests will be asked to
complete an online survey evaluation to provide
feedback that will be used to make decisions
regarding the management of the Parks. The
request for this feedback will follow their
experience at the facility where the Parks Access
Permit was used.
3. The data provided on the evaluation will be
analyzed b T staff and used to make corrections and
9 C-2
Page 3
improvements as needed to ensure quality
experiences for guests.
4. Commissioners and/or their guests will receive a
request for feedback each time a Parks Access
Permit is used.
Detailed Changes by Policy
Policy Number
Policy Title
Change Summary
C09-008
Parks Promotional Items and
Donation Request
Updated to reflect organizational changes and added section to
describe limitations for use of promotional items.
C'hanae Control Record
Revision Date
Owner
Description of Change
10-07-09
D. Stanfield
New Policy Adopted
10-10-11
S. Mackey
I. Purpose: shortened text and moved Definitions to this
section
II. Procedure for Promotional Items: reformatted to add
orderin and distribution sections
III. Procedure for Print Material: reformatted to add ordering
and distribution sections
IV. Procedure for Donation Requests: combined Family Fun
Passbooks and Fundraisers into one section
Added section:
V. Limitations for use of Promotional Items:
A. The Oakland County Parks and Recreation Commission is
a non -partisan organization that strives to meet the
recreation needs of all County residents and regional
visitors. Commissioners are not permitted to put their
personal information on any Oakland County Parks
promotional item, including printed materials.
B. In an effort to contain costs and ensure that promotional
items are used only at special events, facilities and
programs that represent and/or promote the Oakland
County Parks, promotional items will only be distributed
to Oakland County Parks staff and Commissioners. No
outside requests for promotional items will be honored.
C. Commissioners will not have input on the selection of
promotional items, as orders will be coordinated to achieve
the lowest price per piece possible.
D. Commissioners will be limited to the stock print materials
provided by the Communications Unit when requesting
brochures, flyers, posters, etc.
E. In an effort promote fairness and equity in distribution,
requests for donations to assist private individuals (such as
medical fundraisers) will not be fulfilled.
05-18-12
2. Stanfield
Changed 14 occurrences of "Communications Unit" to
"Communications and Marketing Unit" to reflect
organizational change.
9 C-3
Page 4
RNSFARM
New Policies
Policy Number
Policy Title
Chan e Summary
C12-00X
Unrestricted Net Assets
Reserve Policy
Concept presented during 05-23-12 Budget Meeting, approval
required for ini lementation.
Policy Number
Policy Title
Change ummary
C12-OOX
Use of Alcohol on Park
Combined Administrative Policy for Use of Alcohol with
Property
wording Commission approved on 06-01-11 regarding Sale of
Alcohol on Park Property.
Policy Number
Policy Title
Change Summaty
C12-OOX
Media Inquiry Policy
New Policy recommended to clarify roles for responding to
Media questions and department related public statements.
Specific policy wording reads:
6. In cases of significant public relations matters, such as
injuries, accidents or incidents, media questions and/or
department related public statements must be handled by
the Executive Officer (Dan Stencil).
a. Parks staff are directed to forward these requests
to the Supervisor - Communications and
1\/Iarketing (Desiree Stanfield at (248) 858-4627).
b. If the Executive Officer is not available, the
Supervisor - Communications and Marketing will
determine escalation procedures, including
contacting the Commission Chairperson for
comment.
c. The Commission Chairperson is only to be
contacted by designated Administrative staff
members.
These policies have been forwarded to and are being reviewed by Corporation Counsel. If there are any items that need
to be addressed they will be brought forward at the Commission meeting on Wednesday, July 11, 2012.
9 C-4
Date Adopted: Dated Revised: C: 09-001
ill �03-04-09 0 031 ) Page 1 of 4
gJ
Development of a Policy
I. PURPOSE: To identify the process for the development, revision, review or adoption of a
dDepartment policy.
II. PROCEDURE:
Definitions:
• Policy - A deliberate plan of action to guide decisions.
• Procedure - Specific actions that support a policy.
• Standard - Conditions expected upon completion of a task.
• Policies Finalized File - Electronic file that contains policies currently in effect.
• Policies Under Consideration File - Electronic file that contains new policies in
development or existing policies that are under review.
• Policies Pending Approval - Electronic file that contains policies to be reviewed
by the Policies and Procedures Strategic Planning sub -committee and
reviewed and adopted by the Administrative Management Team.
A. Ocvelopmeili oi" a New Policy
1. Any Oakland County Parks and Recreation Commission staff member who
identifies a need for a policy shall submit the information on a policy template
(available on the shared network drive in the "Polices" folder) to their supervisor.
If the supervisor deems that the request for a new policy is warranted, the request
and a draft shall be submitted to the
matter expert on the: topic wlikl will becorne the 1policy OWiler.
2l.-)r1C;( t17s:: poltt V OWfl 1, provi' le,S int:}}.ir on tlw lloli,cv, I`t in d ,
C717C7 1 Cl71Cl �_�i?i?SiCI i}l(iOli�� tOlCl a i3'n F;sc r. t!i1
"Polices.`Folder.
b. l'h; policy o�\`ncr will then 13e\cioprfient
Representative 161- O lranizational O tic loprn; nt tll:tt !P)c polic Y li
ciraftecl and is ready t'or review.
Fti l.1?.., 't'
organiration}il Devclopinceni will review the policies under consideration file and,
upon approval, save thc,n-i to the "Policies Pending Approval" folder on the shared
network drive in the "Polices" folder.
a.
Reprc en(atkc i'Or Orgatn ationl ll Dcvclopilicril \\ fli lilc'.
policy to the Administrative Management Team a minimum of five days
prior to its upcoming meeting.
b, Rie .+ lministnitive dana`.yement Tean7 will rc\71ew ille policy and nlal<r;
recommendations for approy al.
9 C-5
lia
DateAdopted: Dated Revised: C: 09-001
03-04-09 lf.i fld,.,, t2 Page 2 of 4
L
Development of a Policy
4. Administrative Management Team and/or Oakland County Parks and Recreation
Commission (depending on the type of policy) formally adopt the policy.
Administrative Services staff will ensure proper formatting of the policy, save to
the "Policies Finalized" folder on the shared network drive in the "Polices" folder
and release to the department within one week of formal adoption. All adopted
polices will also be maintained in a
binder located in fro
nt ont oftice; area near the Executive 0 iIcer ; t> `tli+:;:.
B. Revision of an Existing Policy
1. All policies will be reviewed annually by -it-ion-leads tilt: polio o~%Irler.
Necessary revisions will be made and forwarded to the Administrative
Management Team for review.
Administrative Management Tearn/Oakland County Parks and Recreation
Commission (depending on the type of policy) will formally adopt the amended
policy.
3. Administrative Services staff will ensure proper formatting of the policy, note the
revised or reviewed date (if no changes) on the policy, save in the "Policies
Finalized" folder on the Shared Network Drive in the "Polices" folder and release
to the department within one week of formal adoption.
C. Policy Categories
Comn"lission Policies are policies that detertnine how the depart[iicnt O1MRRc; &
bLISiuCsS and are typically high level policies.
These will be revie\vccl by the :administrative `I`earn and thy;
Oakland County- Parrs and Recreation Commission These policies ril?? >t
be approved by tile ('o7�rmis5if�7� ('or Porn;al adc?pti?gin,
b, Ex rinples incic dc: Hi siiless PI,",]i PI,",]Policy. Pricir?g Polky. Spurlsor4op
Policy. and 1' rsE"ii}j PolICY,
Administrative Services Policies are policies that relate to "administrative
services" functions.
a, these `,A''lll 17e 1'C',\i'(GtC'('d i1nCi itL}OpteCi t7v thC' ��Ctiri"ilti �Sti-sItT1+. �i c11E .3.=:1i:�?
1 eain.
b. Examples include:
�f}�1i�i��ii'A'r��i—e�13j�1-ct1?icll s--�%hti=s—, f31i-c�}:izll=r� Ilt3tc: is ire?c't�t t! 11x}` t��? }
E1iL'�lc�-ai=c-Eit'�li ilr�tii'41. t;tri:;. `rnCti{n'iL, i�lc�lta it"ltli.�i `:', l,it i"�t°•,; 1 ,E>�;i"t-`:c;
Guidelines and Performance NCuiagcw(,ri .
9 C-6
Date Adopted: Dated Revised. C: 09-001
03-04-09 Page 3 of 4
Ila Development of a Policy
3. Operations Policies are policies directly related to the operation of the department.
i 11 bc I'CA €I Ild "Idol)ted bV 1111C Ad!') J I-] i"t �) It,\ c, Jkll K"I'!
b, 1"mirt-1pics, mclud"� 110s"
13 a )--Icfill Ig—, M14-H U
Sel-VICC St"111(lards" ("'ISI) and Payment Cal-d 111dustly ;1110
F C",—Av I
9 C-7
Challge (.:ontrol Record
Rcvisjon Dat(,
O"vila
Dc"Cription ol(11:11�,,:,,
09
New llolCy: op2di
Sklckcv
I 11, A. Mnv i'lle
-it I lul culu,
y CL-.11-il'ied ro-W:
.11, 2. lNew Fifle
11. B Fc—ilml—wed Isectiolt lo, to ƒolicv
Owliel,
p ed 'Com "lovmission olicic"` l'orw"Ird fi-oll,
1) -[Of
PURPOSE: The purpose of this policy is to set forth procedures and guidelines to
manage residential properties located on Oakland County park, property. The Oakland
County Park and Recreation Executive Officer shall oversee the implementation and
interpretation of this policy. The procedures and guidelines contained in this policy are
divided into the following sections:
A. Procedure for Designating Residential Property;
B. Procedure for Selecting Tenants; and
C. General Guidelines.
11. PROCEDURES AND GUIDELINES:
A. Procedure for Designating Residential Property
1. Residential properties currently exist on certain park property. These
properties shall be designated by the Executive Officer for use as
residential properties. Once designated, the residential properties shall be
listed as residential properties on the property maps and facility inventory
descriptions kept by the Oakland County Parks and Recreation-!' I-i "H
OIvlsloti and given an asset number.
c}re}F ta` i r i-b i 4-=,:;
('-i I y&,"i ,,,,"t—.%
�--pf*ip}b-afs h-fl
?c€�?N�=t'.'%���-{"if;C�3=;4i'it=f31-?�i-i£=t}F�z?ti<3f?—f�l�v`-�-i�'�=}J�i'-C��`i�'1 ��4=-z��t—�iiir:��iNtt� �-�f)t�i3�:>•
�1�--1�1'=�t�p
�;;Xivc-n-anzr:�sc-(-trt�rn-lit-�=
?. The Executive Officer has the authority to withdraw the designation of a
residential property at any time.
B. Procedure for Selecting Tenants
1. Preference for tenants for the residential properties shall be made in the
following order:
Date Adopted: Dated Revised: C: 09-003
04/15/09 0 4 / 21 l 12, Page 2 of 6
Residential Property Lease Policy
a. Full-time Oakland County Parks and Recreation Commission
employees at the Park where the residential property is located;
b. Full-time Oakland County Parks and Recreation Commission
employees from the rest of the Park system;
c. Part-time Oakland County Parks and Recreation Commission
employees at the Park where the residential property is located;
d. Part-time Oakland County Parks and Recreation Commission
employees from the rest of the Park system;
e. Full-time employees of other County of Oakland Departments;
f. Part-time employees of other County of Oakland Departments;
g.Iir Employees of other government agencies; and
h. The general public.
2. Requests to be a tenant shall be made by completing the "Residential
Request Form," attached as Appendix A, and submitting the Form to the
r�i tiF�na � i� I: t elc pnt� t lntr r�a1 Servic cs Section.
3. An individual completing a Residential Request Form shall also include a
description of the nature and value of the residential duties to be
performed by the individual, the individual's qualifications to perform
such duties, and the individual's ability to perform such duties.
4. The h,it real crvlce,-, Section
shall review the request and forward it to the Executive Officer for review.
5. The Executive Officer, la at his or her discretion, shall approve or
disapprove the request to become a tenant.
6. If the Executive Officer approves the request, they
liilcnial Scr is cs Section shall work with
Corporation Counsel to develop a Lease Agreement.
7. The Lease Agreement will be provided to the Oakland County Parks and
Recreation Commission and the Oakland County Board of Commissioners
for approval.
C. General Guidelines
1. Monthly Lease Fee
a. The monthly lease fee for the residential property shall be
calculated as follows: "Value of the residential property" minus
the "Percentage Discount." The value of the residential property
shall be established by the
De 40pi-non-t Interlial Sei'vices Section, wvorl: Mg w itli 110llmpu,oy
Management Specialist fl-Off) tl e CouaZt� of 0aidai)(1, on a case -by -
case basis using comparable rental properties in the same area as
9 C-10
Date Adopted: Dated Revised: C: 09-003
a
04/15/09 0 u/ 3112 Page 3 of 6
NU
Residential Property Lease Policy
the residential property, taking year built, square footage, number
of bedrooms and bathrooms into consideration.
b. The percentage discount shall be calculated according to the
following requirements:
i. County of Oakland full-time employees may receive a 10%
reduction in monthly lease fees;
ii. Oakland County Parks and Recreation Commission part-
time employees may receive a 15% reduction in monthly
lease fees;
iii. Oakland County Sheriff's Office fill and part-time
employees may receive a 20% reduction in monthly lease
fees;
iv. Oakland County Parks and Recreation Commission full-
time employees who do not work at the Park where they
will be residing in may receive a 25% reduction in monthly
lease fees;
v. Oakland County Parks and Recreation Commission full-
time employees who work at the Park where they will be
residing in may receive a 30% reduction in monthly lease
fees.
2. Residential Property Inspections
a. Each residential property shall be inspected and evaluated annually
by the Facilities Maintenance Section, including the Facilities
Maintenance Supervisor, Park Supervisor, and District Chief. The
date and time should be scheduled and coordinated with Facilities
Maintenance staff, the District Chief, and the tenant.
b. The inspection should document the condition of the residential
property and record any structural maintenance necessary to
conform to applicable laws, rules, regulations, ordinances, or
building codes. It is recommended that photographs be taken and
become a part of the record.
c. The Ot flif 81i3� fit l dis ilr s� �t—O'E rE3� 11 1 ili .',I'!"lii� l 't't'Et',c;
Section shall maintain a file for all residential properties including
the lease agreement and all documents required by the lease
agreement. The-;a��ii��I-
Internal �ervic.es
9 C-11
Date Adopted: Dated Revised: C: 09-003
KLAND Page 4 of 6 ®1 04/15/09 04/ 23/ J '
Residential Property Lease Policy
d. Section shall also advise the District Chief and the Executive
Officer of any problems associated with the residential properties
and implementation of this policy.
9 C-12
Date Adopted: Dated Revised: C: 09-003
04/15/09 Wit 3/1; Page 5 of 6
-4,
r 1
Residential Property Lease Policy
APPENDIX A - RESIDENTIAL REQUEST FORM
1. Location of Property:
2. Asset/Property #/Address:
3. Description of Residence
4. Name of Interested Person:
5. Employee Classification:
6. Employment Location:
7. Annual Salary:
8. Residential Duties:
Information below to be completed by 4
-- i P Section
9.
10. Employee % Discount:
11. Net Monthly Rental Fee:
uca.J
12. County Utility Estimates
— A! Elec'L1Te
r, Fuel/Gas:
D: Telephone (Basin+
T Waste Disposa
13. Lease Period Dates:
Executive Officer's Approval
Date:
Executive Officer's Signature:
Date:
Resident's Signature:
9 C-13
Maintenance A Development,
Replaced "Organizatiol),,A] and Btisiness
Developmen-t- with "Internal Scrvices`
9 C-l4
Date Approved: Dated Revised: C: 09-007
06-03-09 06-03-09 Page 1 of 3
. N
Parks Access Permit Policy
I. PURPOSE: To provide access to Oakland County Commissioners, Oakland County Parks and
Recreation Commissioners and Full Time Parks staff to Oakland County owned and operated
parks, pursuant to duties outlined in the State of Michigan Public Act 261 of 1965:
County and Regional Parks
Act 261 of 1965
"AN ACT to authorize the creation and to prescribe the powers and duties of county and
regional parks and recreation commissions; and to prescribe the powers and duties of county
boards of commissioners with respect to county and regional parks and recreation
corrunissions.
46.351 County parks and recreation commission; creation; membership; terms;
vacancy; commission as county agency; rules and regulations; compensation.
(4) The county parks and recreation commission is an agency of the county.
46.361 County and regional commissions; development and operation of facilities.
Sec. 11. A county or regional commission may plan, develop, preserve, administer,
maintain and operate park and recreational places and facilities and construct, reconstruct,
alter and renew buildings and other structures.
46.362 County and regional commissions; custody, control and management of
property.
Sec. 12. A county or regional commission shall have the custody, control and management
of all real and personal property acquired by the county or a regional commission for
public parks, preserves, parkways, playgrounds, recreation centers, wildlife areas, lands
reserved for flood conditions for impounding runoff water, and other county conservation
or recreation purposes."
Additionally, Oakland County Commissioners and Oakland County Parks and Recreation
Commissioners serve in a role as parks ambassadors to increase attendance to the Oakland County
Parks. This policy allows these individuals to become familiar with Oakland County Park's
property and facilities in order to gain the information and experiences required for them to
effectively market and promote Parks facilities, provide input regarding strategic planning and
make decisions regarding the management of Oakland County Parks.
II. PROCEDURE: Our mission is to deliver quality parks, recreation, facilities, programs, services and
maintenance through a dedicated professional Park Commission and staff that listens to the needs of
citizens, creates innovative parks, recreation facilities and programs and energizes the community for
the value of living in Oakland County. The procedure outlined below is designed to provide a
mechanism by which Commissioners and staff can assist with helping to achieve this mission
statement.
Definitions:
• "Annual Vehicle Permit" — provides access to parks for day use.
• "Parks Access Permit" — Each Parks Access Permit book includes four (4) single -use
9 C-15
Date Approved: Dated Revised: C: 09-007
06-03-09 06-03-09 Page 2 of 3
Parks Access Permit Policy
access permits which provide single -use access to five (5) golf courses, two (2)
campgrounds, and two (2) waterparks operated by Oakland County Parks and Recreation
Commission.
• "Commissioners" — refers to both Oakland County Board of Commissioners and Oakland
County Parks and Recreation Commissioners. In situations where an Oakland County
Board of Commissioners member is also serving as a Parks Commissioner, access will be
granted for the individual, not for both positions.
• "Business Reason " - The business reason should adhere to Internal Revenue Service
guidelines as follows:
o The main purpose is directly related to active County or Park -related business; the
individual utilizing the Parks Access Permit is engaged in business during the
course of using the facility; there is more than a general expectation of getting
business benefit from use of the Parks facility; OR
o The main purpose of the use of the Parks Access Permit is associated with Parks
related business and either the use thereof directly precedes or follows a
substantial business discussion.
A. Annual Vehicle Permit
1. Annual Vehicle Permits will be distributed to Commissioners and Full Time Parks
staff each December for the following calendar year, as follows:
a. Board of Commissioners will receive an Oakland County Resident
vehicle permit. The Annual Vehicle Permit provides access to Oakland
County day use parks.
b. Parks Commissioners will receive an annual joint access permit which
gives access to Oakland County day use parks as well as thirteen (13)
Huron -Clinton Metroparks.
c. Full Time Parks staff will receive an Oakland County Resident vehicle
permit. The Annual Vehicle Permit provides access to Oakland County
day use parks.
2. A copy of the Rules and Regulations for Oakland County Parks will be included
with the Annual Vehicle Permit.
3. Commissioners and staff are to adhere the Annual Vehicle Permit issued to them
to the lower corner of the driver's side of the windshield of their personal vehicle
to gain access to the parks. The Annual Vehicle Permit is not valid unless it is
adhered to the windshield of a motor vehicle.
4. Commissioners and staff will follow all Rules and Regulations of Oakland County
Parks and Recreation when using their Annual Vehicle Permit.
B. Parks Access Permits
1. In addition to the annual vehicle pass, staff will provide a form that
Commissioners may use to request Parks Access Permits for facility access each
9 C-16
E `w
Date Approved: Dated Revised: C: 09-007
06-03-09 06-03-09 Page 3 of 3
Parks Access Permit Policy
December for the following calendar year. Commissioners may request up to four
(4) Parks Access Permit books for use at facilities where a fee is required. Each
Parks Access Permit book includes four (4) single -use access permits.
NOTE: In situations where an Oakland County Board of Commissioners member is also
serving as a Parks Commissioner, park access permits will be granted for the
individual, not for both positions.
2. Commissioners will be sent the "Request for Initial Distribution of Parks Access
Permits" form each December and asked to check `yes' or `no' to indicate
whether or not they would like to receive Parks Access Permits for the next year.
Completed forms will be returned to Oakland County Parks staff by January 15 so
that requests can be processed for that calendar year. Parks staff will process the
requests and distribute Parks Access Permits by January 31.
3. Parks Access Permits are to be used by Commissioners to promote, showcase, and
evaluate park facilities for purposes related to a business reason.
4. Commissioners and their guests will be asked to provide information including
their name and an email address each time a Parks Access Permit is used.
5. Commissioners may request additional Parks Access Permits by contacting the
Parks and Recreation Executive Officer, or his designee in writing by completing
the "Request for Additional Distribution of Parks Access Permits" form. A
business reason must be provided at the time of the request.
C. Evaluation and Feedback
Staff will send an email request as follow up to the use of each Parks Access
Permit.
Commissioners and their guests will be asked to complete an online survey
evaluation to provide feedback that will be used to make decisions regarding the
management of the Parks. The request for this feedback will follow their
experience at the facility where the Parks Access Permit was used.
The data provided on the evaluation will be analyzed by staff and used to make
corrections and improvements as needed to ensure quality experiences for guests.
Commissioners and/or their guests will receive a request for feedback each time a
Parks Access Permit is used.
9 C-17
ji y fyf iIVI, I�'u Date Approved: Dated Revised: C: 09-008
I, III
10-07-09 0 5- l 8- Page 1 of 9
ozl
Parrs Promotional Items and Donation
Request Policy
1. Pt RF1()` E: ,l hf✓ llrullary purpose. 0FilrornotWiltl.l items is to e]1cour"11)e Ilse: of r l(,i1ii.irll;
x}perawd hy the O<1l`larid ('ount\� Parl.s and Izec:re Rion Corulnis",ioll "vhile; all" } illt,li l: ll f
at its l)rouratlls .tnd sj)ec al Lit'I,lt4. C)t.iiw{r:lil(l C.oilllt\
t_'oulity Par,<s and Recreations CoinuusSlone SCr1 C Ill a role aS parlb ?illih;i sl'i c;ji tt7
atop 11 11%-s�s of Oakland County Parks and R-.cication oCf`crint.,,s. This Commission Policy
provides guidelines for fair and equitable distribution of Oakland County Parks and Recreation
promotional items..'
•1,�:d-�'�.�i.�l.€iE);�-$"� 3;kE=i-31�,.rhvi�{ ;'s .ir�:i`i-I-r'ii-Frill. t't. llarrh'-t ii3is�}:'s.rEtlrt�i5 �E 613ti-,v .rz � , �'s6,'..,'rci�ile sr ti�.i'
11ronlotioual items niay include but are not liirlited to, any of the followirig-
items with the Oakland COUrfly larks logo and%or web address cic sigPed as 'a
'`rnc nnory maker" or small gift.
This dcc; 1�t t-i rr-11tdo 1)rochrzl<; ; flyers, posters and other I)nu e'd 1rlij .lial.. us.. !
";1'R.lm ly Fuji 11issbook"" Izlll{{}1iu > r)t col�po115 fclr Ll., ot',11 it>ri p ll l :_ 4! d
;iri1( 17iilc ; frlcludilig camj)JI-ig, d"ly rise. ',t)lt(Illj, and lvatcrl7allC t ittf"V l-silEiC{:l t1i tt.
_ `°Connn"lrssiolner•s" refers to both uie.nlbers ot`(1 e (),,-Maud C:'ol.lnty Board of
Colrlrnissiou and Oalclaud County Parks and 1�-ccreatiou Con2nlisslon
situations where au Oaklarid C ourity Board of (_'01T1u11SS1011 11`1011-1her is <Ik
,i ('onlmisslooer, 1tciris will b(( naj)t%',d Chic. Ilot for t}0h
it. l R()('r l)(_'RF' FOR PROMO I-0-`tiAL I-' N-14-
A, Ordel-111L,,
1. The Communications and Marketing Unit will coordinate the selection and
ordering of promotional items annually.
1 lllr3}r'z%y �7izil f3�f 4 3EE3Fi1t}t'€331z1i £t:eri tf}-j 1=}ri f?4ti,-the- (w)ri4dilfld- 1`
f=zr< 11i5 ps<,IDa+1fi1�1 c } € rlt
2. Only Supervisory staff can request these items through the annual budget
process.
3. The Corn inunication<s ,,Ind Markctin<o: -Juit will select a liinited iluirllrczr (ff
promotional items from which supc°rvisors cazn order, based oil the doilal ,iroouwl
they lnav c bud,Tctc cl for this experisc.
4. Each budget center will pay for the items ordered.
5. The members of the Oakland County Board of Commissioners will each
receive 500 promotional items per person per budget year.
a) The purpose is for Commissioners to promote the Oakland County
Parks.
9 C-18
Date Approved: Dated Revised: C: 09-008
10-07-09 + Page 2 of 9
Parks Promotional Items and Donation
Request Policy
b) The Communications awl Marl<emig, Unit budget will cover the
cost of the Commission -designated items, not to exceed $5,000 annually
for all commissioners.
6. !Ndd+'1—io the members of the Parks and Recreation Commission will
receive 500 promotional items per person per budget year.
a) The purpose is for Commissioners to promote the Oakland County
Parks.
b) The Communications a}) tl :1%f ark d i i j g Unit budget will cover the
cost of the Commission -designated items, not to exceed $2,500 annually
for all commissioners.
1 nil=r3r 3i : sfit s3s..frr tt=+ � i1t3t 13ik C- fit31)1tt-()fin t +t -.i i',4; ki fi' i# 4i ,.i1:3 i i (3i'c#t.l,, t4 3 t 1,:; f3fsr ii; i ,,! 1-o
a( W-
310filni s- a a i i34 .€"a3''.
icy
r-a-
1'+smt3tit}3zk�-Itt,r:-+rr+ its k-\-i%4-tlt ids}15�'}AEI-4'e��a ��—l'afi"1 loxz<3-+3clirtdi� z
-
j}*tsl+=}47�', tilt;-li3ii-�zi}=rE�-�2r1}Flt' 1}t3+`fr,
r .. t j , i, i �, t = - ,
_i{3+1=r(1ts�fit3+3�[-`_r �{-Uz��Y �?-�)<iti't 2,: t crNr .i�t:�'t�` 1laE'rrll:S t�-r i3,}ri=rt-,�,C�'i�t-,c+i£-�
c�r�'s-li`}+Nfl �{-kk-3-�=-1�i-�-c�1�`-ter.,4;+tz���trrl-c--i37=i-r3=rl-➢-�-sk(3}3--FP3c,.�+�hw9,>. x-}-t-.�r�t.�f}-t3[3.r'�,�E:�z=�
t#fi, r_)r izizH}t1 i £} ki3t " afii33 1-f?t-(i+"I11"i l } itiril i1}'i3lt>c s' E{i cri s`fi ._t + rl,:? k , 44
f)f13 T }� CE311t+. FTi�1't i Fit-bi ',,z t t fa-t�I-[ I dtlaI. IIot �'oi
fist-it}t+tioG7
Part; s staff
arl: cn i5 .'e t l ' �r
+tfi=n1'.l-Ear"dCr'i-Hg-p1'i)E;t��:3-+r3-k�+z3t�t�-i�-�" �Yf31k71-n3li-Flk€.-�{-iE}ils,� E3C3-zlkl-aiklifii:k�ii is�`-ems:
13se�-1-�;n+}�t=k�=i4F�rs-c=��t�-�t�t✓r;-1-�a�ce3-c7+�-t1-3t=Elt#1-1ar �3+kk�t�€-i'r3� �s-���,:
9 C-19
Date Approved: Dated Revised: C: 09-008
10-07-09 0:5 - 18-- 12 Page 3 of 9
1»
� ,111)
l i
Parks Promotional Items and Donation
Request Policy
b-n4gL=4 ed411; 11 c
a. The Communications and Marketing Unit will coordinate the
distribution of promotional items ordered to staff to store at their
facility.
b. Supervisors will decide the methods and special event, program or
facility at which to distribute the items.
Con ltili.ssionel'S
1 — 13t 3 ltir3 }t t= H-1:4he—()Ad-and iokf3}�0` �i3afiEl-o 'of%% f1 ,r} 3�� (17 iiif!-'fri
a. Each commissioner can decide whether to take all their items at
one time or have the items stored by the Communications Unit.
CconnnissionC.ts'xill deteitl ine, ,vllt3re to (list.l'iho,ltc J"c_`'7
have been allotted to i.Ilcin., \with IIIC coil Jdesr'�ltion ti ;:it tll< �,pcc;i".l
event. pro(Traan or t'.icility WlIc:re they c,lioosc: to di ;tribt.itc Ogaldl In(l
Coenit_v I'arlcs prc>nfaotiotial iterns Wfflplic:' [llc° nns"'Joll of
0aldand Connty Turks.
WI]Cn tedLiestin.g item , (nor (listribii-tion,Commissioners must give
five days notice to idle Communications '.'M(l I Et`Ia. iiliE I_ i)it by
telephone or email to pull a quantity of items when needed
d. In ,,in effort to red(icc 14)nsi age costs, the items must be picked up at
the Oakland County Parks Administration Office and will not be
mailed or delivered by parks staff.
e. The Communications Unit will maintain a record of the items
given to each commissioner detailing the date, type and number of
items.
i. If a commissioner uses all of his/her promotional items
before the budget year is over, no items will be reordered
for that individual.
ii. For future planning purposes, Commissioners may wish to
keep a personal record of how the items were distributed,
by event, type of promotional items and numbers used.
III. PROCEDURE FOR PR INT N/I TER[AL
A. Ordering
1-. The Communications and M a.rl<eting Unit will coor=iili;ltc ilI
developinent and ordcnnL, ol'all brocintres, l c r;, postcr�' :Inca otli -i
pri7ltf,d thatffi,11S tt`i° d IO tornilyl of Oaldaild Cotint`,' 1°cir`1�5 I�i`,Illtic"S,
9 C-20
programs and special cvents,
1 Ile Umrnunicatiorrs and 1%1Ealkrtitr J Unit will maintain a stoc,l< oi,
standard brochures based on We dolAr amount hltcigml fi r- HAs 4.x1_ erase,
>. Supervisory staff con, recp jest c ust aln brochures, flyQ.rs; t�o..tt;I oa o€hlfil
print items throu4-h the Conui-}rani alions Request jo o(;s >,
at Fac h hurigc:t center will faI-or Custom items ol-do d �;l i€ .:f s� ,
posters, direct load l-lieccs, t:c.
ET Mulbution
1, The C;orninunicalions and Marketing Unit wd) 1611ovv sst, radar-r! fjsn-il}tltioji
I-nuceclws to I"}rovIClc' Cock bawhtrrs s flyers', postti.rs„ cic( 10 ilffit ' ( i cr"'d
public.
'. Parks sta { f'
a. The C;oniinunications rind 1y/Iarkc;til1« i riit will Coordinaw th",
ordf;l rag Lind dlstrIbuidoli of custom prim iIIW ald a_;Cf)r h ids R, W-,-
ConIInLill fcatlC}ns Request pro'cess.
6, Supervisors will decide (ilc Im.°tliocis and spo, (Jool cv:,mt, tlit zjrjr j or
facility at which to distAuto the print rnawrAd.
3. Commissioners
cr. Commissioners may request print material R)r distl-ibUtioll at
special events, progrlilus or hici hies that support the mission of
Chkland Aunty Pa As,
h. Wheli requesthig print materials.. Commissioners, may contact the
C'omnaunieraions and Marketing Unit or Anhistrative m2Why
telephone or E mad to hull a, quantity of hems neWd.
C. In ,.in effort to roRwe postage costs, II is ri:Cj!}t.,; owd ilia,(, to items 1w
picked up at thy` Oakland County Parks Adillllli' €rati(al Offilcc'
l y'. P1 c C ,}';IyE ICk ICE t)C) ;__l [ lC)l I R FQj i I ; IS
A. f' ` mAy Fun Pa` shmAs
1. In situations where non-proot oI ganizations widlin or affih Ited with
C7 ikland (Amity request a {folark Rm tram the t)diCNod t Way Nits am!
Recreation Commission., one Oakland County Parks WAR I-. IS W;I} vv;
may be glen to each or-ganiration annually.
1 RCgUCStS MUSt be subnnCtcd in yt zitint? at 1.;21St twa tc_ks p!`iol, to tile' dau':
the Family Fun Passbook is needed and rids( Oclude the fc}IlWn43
inforination: name of the orgarii✓.ation, type of (event, and contact
inforn7ation.
3. Prior to distribution of the Family Fun Passbook admWistlative paws stal
9 C-21
Nvill Gonfirn-i that the f)1ryni7€ition is a El(>n-t) m5t Orf.'_slnbookm "MI-1
Oal~iland CAM y that has mo rmcbmi a FHmHy Fun i' :. Ss,iioF Min 10-
Pam 12 tYtt>iidisE
4. For approm! requests. the 15ni1y Fun MAiW. 16H 1w r,.,Ekd iE, Mc,
tequeMor or may picked up m Om Atlmiui`'>lishm s)iAcc Qua i
fit€r(t'ig regular business hours,
€rT—�t L i i ioF ark Rtkmi-� ,4i-js-4i3Ikd
(ti-l.{ al-jo, , v,411-14--)c 411 Mt , efl
5. Organizations a donation will be asked to provide
a promotional opportunity in t,xl-iame 0-the Fwndy tun PamboxA,
including but not 1€nni (l to: zafl-
9 C-22
I -
-J- L 1'
Date Approved: Dated Revised: C: 09-008
10-07-09 (Ify 10 i i Page 6 of 9
Parks Promotional Items and Donation
Request Policy
a. Ming Oakland (Vounty Parks as a donor in an event program
b. Making announcenreins ol'OIldafld C'OUnly (1011,11i01-1
the event
c. Ehisnibuting prim mweriak-i that promote, Oakland (),)uiay at
the event
d. Linking to DestiationOakhnndxorn from theb, mi4a,nization's
website
a (W Some otlicl- prol'notional a(JiVitv that C1'jC0L1ragCs; use oftlic,
(),akland County park,,,.
6. ActiTiiiii,,,tr,,,iti\,-cslaf'l'will keep Hsi ()f(wgwYMVnsdwt RNSve Farnil`y
Fun Passbooks.
not MMY10 POLO!
44-41)-1
04� GN,,Vf4--)J 4'S
13, Ruidraisurs
1. In situations where a isny-profit organization would HkC to use 11 IYUnd 01'
golf for a fundraiser Key nny he granted
a-FItAv-&-l-one foursome of golf with carts amutaf, to be used at Glen Oaks,
Springfield Oaks, or White Lake Oaks per year.
2. The efganization must use it feF a fund r-aiser-, ante request must come
through a Parks Commissioner to the EXCCLI'ti\,-e Officer who Will
(lie, request.
3. If yrmed, the orgardzation receiving this donation will heask,'d In
provide a promotional oppmamAy inclmling, but not limited to:
a. HsOng Oakland Co my PaRs as a donor in an evont program
h, making innounccincuts of (Afkland COL11-11); PaH(S' d0n,',-160111
the event
c. distributing, print materials that promote Onldand ('ounlv Park,;,,fl
die event
d. linkiru,,, to DestinalMoakland-cm-n Worn Te (w vankation's "whns,
e, or some other promo6onal aulivky Mat (0 !hc
Oakt,,,ind (-:ourny Parks.
,l, Administrative staKw ill lwqi a lin oforgardzatkms 100 kMCWV RMHOS Of
�Q,Obf as a hutchsn- Oplow orVr.
V
111, F AZ USE OF PROfvIOT IONA L ITEiMS
9 C-23
;Y Y r.- A
NED
Date Approved: Dated Revised: I C: 09-008
0.5 10-07-09 -141 2 Page 7 of 9
Parks Promotional Items and Donation
Request Policy
E. The Oakland C`oi"nity Parks and Re rudon Commindon is a finny ardsari
orw;anization that stdves to incer Ic recreation needs oI all reside n.'tjld
rgejonal 6s#tors. Connnissionas sire not p(nnitted to Imt WA,WAr jxronud
intori-ration on any (bkhmd t'C)way Ws ))i"onlCnionW iwn , I€0t(h {t p ,t ;f
i-.iia's'U-#'iails.
C. ]n art v.'.hf"tDl'I U) Ltfl'. N (;C);;t`> i,li"i€I (Ni.x ire Ontl. iJI'iiilittll€?i#.d Qn 3 iru imaj {idid v `-,
il}Ccitd (1c"nlsl:ri;ilities and ('7rf)4`i rns W rel?€t.Fwnt tli'.dior pmnyme the t)^OW
Cnnitr�� 11rirks., r)roinoiional itcrirs will is}€ l-v distribrited i"o Oal'i#:tnd Gotinly'
Parks stag and Con7n i sioncin. No outside requests for promotional items will
be honored.
D. Commissioners will not have input on the selection of promotional items, as
orders will be coordinated to achieve the lowest price per piece possible.
E. Commissioners will be limited to the stock print materials provided by the
Conininnications and )iWkedng Emit when recli:iesting brochnivs, dycrs,
ell,
F. In an e Tort promote fairness and eWi4v in distribution, rsluegs Ro dor_rriikms to
Wxt l>Avate hulividuals (Stich as WRY! nindn6scrs) \01 not be ftd iihd.
siI e 1i, .'t'flfli1iona-i-I , tlii lsi. ( (` i3o-"'i r:H .S I
z {c,g_,i cxkl st-ei l4'4-ri-tt) ak l i e, 3,;-;-idu WHtF `MPW1 b I H
9 C-24
'io"
Owner
Descrij)tioo of Change
Da
Wdcd
B. In an ellba to conlahn cost and enswe that
events, Acibties and rmyrarris that
E, In an Won proi-notc I'airness and equity in
9 C-25
9 C-26
Dated Revised: Policy #
Date Adopted: nc 25 ��- C12-00X
its, `, Page 1 of 2
Media Inquiry Policy
I. PURPOSE: This policy, set by the County Parks and
Recreation Commission, provides t; ri(lclillcs to staff
c�3n is%e t ot3 �cs tc3 1i who at-c cwitacted by media sources requesting information
about Oatdaiid County farms and Reci ador).
11. PROCEDURE: Oakland County Parks are public facilities and open to everyone. We
have an obligation as an organization to respond to requests for information. We strive to
provide comprehensive and complete information to the public through a variety of
communication mechanisms. However, when responding to individual requests from the
media for specific information, we limit the scope of staff who are approved to respond to
these requests in order to ensure accurate information is provided.
Definitions:
• Media includes newspaper, magazine, internet, radio, and television opportunities
used to inform the public about OCPR programs and facilities.
A. Thc Coznjnissioii directs stall t z r -4iff ,U--to use the following protocol
when responding to media requests for information, including both general media
inquiries as well as requests for stories:
1. Refer all requests for information to the Supervisor - Communications and
Marketing (Desiree Stanfield at (248) 858-4627).
a. Communications and Marketing will ensure that the media contact
is referred to the staff person with the knowledge and approval to
respond to the request.
b. Additionally, Communications and Marketing will track all
requests and follow up to record results.
2. Staff members are only to speak to media with approval from the
Supervisor - Communications and Marketing, the Manager of Operations
(Sue Wells) or the Executive Officer (Dan Stencil).
3. If the request is received outside of normal business hours (8:30-5:00 pm
Monday — Friday), staff are directed to request media contact information
including a phone number and email address. This information should be
forwarded to the Supervisor - Communications and Marketing (Desiree
Stanfield at stanfie] dd(cv.oak�ov.coin or (248) 462-9475) for follow up.
4. If the media appears in person at a park facility, staff are directed to ask for
the reporter's name, and the radio, television, newspaper, magazine or
internet outlet they are representing. This information should be
9 C-27
Dated Revised: Policy #
Date Adopted: 05 25 f2
C12-OOX
ft
Uulld 4 ilt ... .m Page 2 of 2
Media Inquiry Policy
forwarded to the Supervisor - Communications and Marketing (Desiree
Stanfield at (248) 858-4627) for follow up.
a. If the Park Supervisor is not available, staff may provide media
with basic information and facts about facilities, such as fees,
hours, attractions, etc that are already public information.
b. Staff members may refer to DestinatlonOakland.com to obtain this
information or refer media to the website.
c. Staff members are directed not to offer their own opinion about
topics, issues, policies or operations.
5. If the media wants to interview guests, staff are asked to try to stay with
media to observe the interaction and make notes on the questions and
responses made during the interview. Staff are directed to provide any
information collected during a guest interview to the Supervisor -
Communications and Marketing, Desiree Stanfield ((248) 858-4627).
6. In cases of significant public relations matters, such as injuries, accidents
or incidents, media questions and/or department related public statements
must be handled by the Executive Officer (Dan Stencil).
a. Parks staff are directed to forward these requests to the Supervisor
- Communications and Marketing (Desiree Stanfield at (248) 858-
4627).
b. If the Executive Officer is not available, the Supervisor -
Communications and Marketing will determine escalation
procedures, including contacting the Commission Chairperson for
comment.
c. The Commission Chairperson is only to be contacted by designated
Administrative staff members.
9 C-28
k 'Al
Date Adopted: Dated Revised: Policy #
05/22/12 C12-00X
Page 1 of 3
Unrestricted Net Assets Reserve Policy
I. PURPOSE:
The general purpose of reserve funding 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 (Commission) will maintain a Board -Designated
Operating Reserve Fund to achieve the following objective(s):
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 fiinder confidence in the long-term sustainability of the
organization.
The Unrestricted Net Assets Reserve Policy (UNARP) outlines the procedures for
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.
DEFINITIONS
• Unrestricted Net Assets - amount equal to the Total Assets mimes the sure 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
proj ects.
• Planned Use of Fund Balance - amount used to offset budgeted depreciation,
which serves as means of funding the Capital Improvement Program. In addition,
Fund Balance maybe used to balance the revenue budget.
9 C-29
Date Adopted: Dated Revised: Policy #
05/22/12 C12-OOX
Page 2 of 3
Unrestricted Net Assets Reserve Policy
II. PROCEDURE:
A. Establishment of reserve funding will occur through the following business
activities:
1. Surplus from amlual operations
a. Operating expense favorability is the primary means of
replenishing the Unrestricted Net Asset account.
b. Unrestricted net assets and operating reserves are depleted through
annual deficits of revenues under expenses.
2. Projects that create or increase revenue, reduce expenditures or otherwise
create a situation where revenues exceeded expenditures.
3. Contributions such as funding from donations, unrestricted grants,
sponsorships or other funding sources.
4. Unused and unrestricted capital acquisition fending included in the annual
cash operating budget. This fielding may need Commission action to re-
designate to reserves.
5. Borrowing finds from the County's Delinquent Tax Revolving Fund for
one-time expenditures, as specified in the County's General
Appropriations Act.
B. Evaluation and recommendations of each applicable capital firnding mechanism
will be researched and analyzed based on the project size and financial impact to
the organization.
C. 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.
D. Oakland County 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 during the amlual budget process.
E. Reserve amounts will be determined as outlined below:
1. 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 October 1 thru December 31 while tax revenue is being collected.
2. Capital Reserve - An amount set at between 25% and 30% of the Capital
Budget.
3. Amount Available for Capital Improvement Plan - Comprises of the
following components:
a. Project Estimated Cost and Adjustments
b. Impact of budgeted account specifically used to fiend the Capital
Improvement Plan
c. Capital Equipment Budget Plan and Allowance
9 C-30
Date Adopted: Dated Revised: Policy #
dJ' 05/22/12 C12-OOX
i Page 3 of 3
Y
Unrestricted Net Assets Reserve Policy
d. Grants and Contributions
e. Unfunded future year projects
F. Uses
1. Unrestricted Net Assets provide a funding source for extraordinary or
unplanned capital purchases as approved by the Commission.
2. In addition, the balance is available for transfer to alleviate instances when
operating expenditures exceed operating revenues.
G. Governance
1. The level of reserves will be reviewed by the Commission as part of the
annual budget process.
2. Unrestricted Net Asset will be managed on an ongoing basis.
3. As part of the regular financial reporting to the Commission, reports of
any significant variations from the target balance will be presented.
4. Restrictions of Unrestricted Net Assets may only be imposed by outside
parties, such as: creditors, grantors, contributors, laws or regulations of
other governments.
H. Authorization of drawdown from Operating Reserves
1. Decreases of the Operating Reserves fiend from the established target level
are not recommended except under extraordinary circumstances.
2. 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 2/3
majority of the Commission.
9 C-31
Date Adopted: Dated Revised: Policy #
4 'w OS-26-C:12-00X
�ll page 1 of 3
Use of Alcohol on Park Property
I. PURPOSE: To provide Oakland County Parks and Recreation Commission staff and volunteers
with clear and consistent rules regarding the consumption and sale of alcohol in Oakland County
Parks to facilitate the safety of all persons on park property.
II. PROCEDURE: The following policy applies to all employees, volunteers and patrons of Oakland
County Parks who are of legal age to consume alcohol.
Definitions:
• The term 'alcohol' as used in this policy statement means the product of distillation of any
fennented liquid whether rectified or diluted whatever may be the origin thereof, and
includes synthetic ethyl alcohol.
• The term `intoxicating liquor' as used in this policy is defined as alcoholic liquor
containing four percent (4%) or more of alcohol by weight.
• Keg beer (including "pony kegs" and partyballs") is not allowed in the general public
areas of any parks. Keg beer is only allowed at a reserved group picnic shelter with prior
approval from the park supervisor.
A. Consumption of Alcohol on Park Property
1. Underage drinking will not be tolerated under any circumstances. In the event
that any underage drinking is suspected, the Oakland County Sheriff's Office will
be immediately notified.
2. No employee may consume or bring alcoholic beverages into any County park
while on duty or in uniform. Violation of this policy may result in immediate
termination.
Day Use Parks:
a. A family group on a picnic may bring alcoholic beverages into a County
park in their picnic baskets or small portable ice chests with the
understanding that it is to be used in moderate amounts as a beverage
during a meal.
b. ALL alcoholic beverages brought into the County parks in this manner
are to be consumed at designated picnic sites.
c. No alcoholic beverages are permitted in any beach area.
d. All beverages, whether they be alcohol or otherwise, must be served in
unbreakable containers.
4. Campgrounds:
a. Campers may bring alcoholic beverages into a County park with the
understanding that it is to be used in moderate amounts.
9 C-32
I+ Ili Date Adopted: Dated Revised: C r Policy
00�
iI
OS-26-11
I Page 2 of 3
Use of Alcohol on Park Property
b. ALL alcoholic beverages brought into the County parks in this manner
are to be consumed at their designated camping sites.
c. The use of alcoholic beverages at a picnic, barbecue or at similar group
functions held publicly by institutions or organizations in reserved
sections of a County park requires a permit from the Parks and Recreation
Commission.
d. All beverages, whether they be alcohol or otherwise, must be served in
unbreakable containers.
Waterparks:
a. No alcoholic beverages allowed in Waterparks, Lookout Lodge, on the
observation decks or along the main pathways.
b. No beverages (alcoholic or otherwise) allowed on rides.
c. All beverages must be served in unbreakable containers.
B. Sale of Alcohol on Park Property: the sale of alcoholic beverages within parks is
prohibited, subject to the following two exceptions:
1. At formally established concession and banquet facilities operated by, or under
contract with, the Oakland County Parks and Recreation Commission
(Commission)
a. At specifically designed golf courses where meals or lunches are served.
The sale of alcoholic beverages will be permitted under strict regulation,
being restricted to certain hours of the day and under the special
authorization and control of the Commission.
i. Such sales of alcoholic liquors shall be made only in individual
drinks (not in original packages or otherwise bulk) and shall be
served for consumption on the immediate premises.
ii. Sales of alcoholic beverages in bottles will not be permitted.
b. Banquet Facilities:
i. Alcoholic beverages will be permitted for consumption only in
reserved areas of the facility providing that all such beverages are
purchased from the authorized catering contractor.
ii. Persons renting any banquet facility operated by the Parks and
Recreation Commission, which does not sell alcoholic beverages,
may bring their own alcoholic beverages providing the set-ups are
purchased from the authorized catering contractor and a qualified
bartender hired by the authorized catering contractor is used to
dispense all drink.
2. At events that meet all of the following requirements:
a. An application for such purpose shall have been submitted to and
9 C-33
approved by the Commission; and
b. The applicant must be an established non-profit, charitable entity which
meets the following requirements:
i. Has actively functioned in Oakland County for at least two years
ii. is recognized as having provided substantial benefit in the
interest of the public in Oakland County, and
iii. The Commission has determined in the exercise of its reasonable
discretion, based on the available evidence, that the proceeds
from the approved sale of alcohol will be used primarily to serve
the interests of the public in Oakland County; and
The applicant has secured licensure from the Michigan Liquor Control
Commission (LCC) and has provided written evidence of such licensure;
and
d. The applicant has secured all insurance for the event as required by the
Oakland County Department of Risk Management; and
e. The event will be short term; and
f. The event is primarily expected to be attended by adults, and any minors
expected to attend will, for the most part, be in the presence of their
parents or affiliated adults.
9 C-34
v
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 11, 2012 AGENDA ITEM NO. 9 D
PLANNING
REVISED 07/10/12
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer; Donna Folland, Project Advisor for Planning;
Jon Noyes, Planning Supervisor
Submitted: June 20, 2012
Subject: Waterford Oaks Park Vision and Facility Concepts
INTRODUCTION AND HISTORY
Date Description Action
February 1, 2012
Staff requested concept approval of the draft Concept Approval
Commission Meeting
Waterford Oaks Master Plan to enable staff to
solicit public comment.
April 2 — May 2, 2012
Staff solicited public comment on the draft NA
Public Comment
Waterford Oaks Master Plan via online and
hardcopy surveys for a 30-day period.
June 6, 2012 Staff provided the Commission with the No action
Commission Meeting Waterford Oaks Park Vision and Facility
Concepts for review. A preliminary analysis of
the public comment results was provided. A
draft of the Waterford Oaks Preliminary Park
Business Plan was also provided for
background information.
ATTACHMENTS
The Waterford Oaks Park Vision and Facility Concepts were provided to the Commission at the June 6, 2012,
Commission Meeting for review prior to the July 11, 2012, Commission Meeting. The same documents are also available
on line at the following link:
http://www destinationoakland.com/parkplanning/Pages/MasterPlans.aspx.
Please note that there was an error in the chapter title of the printed version of the Waterford Oaks Park Vision Chapter (it
was named Master Plan Vision). This error is corrected in the online version. No other changes were made.
STAFF RECOMMENDATION
Staff requests approval of the Waterford Oaks Park Vision and Facility Concepts as the guiding document for Waterford
Oaks from 2013-2022.
MOTION
Move to approve the Waterford Oaks Park Vision and Facility Concepts 2013-2022.
9 D-1
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
DULY 11, 2012 AGENDA i T Em No. 9 D
PLANNING
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer; Donna Folland, Project Advisor for Planning;
Jon Noyes, Planning Supervisor
Submitted: June 20, 2012
Subject: Waterford Oaks Park Vision and Facility Concepts
INTRODUCTION AND HISTORY
Date Description Action
February 1, 2012 Staff requested concept approval of the draft Concept Approval
Commission Meeting Waterford Oaks Master Plan to enable staff to
solicit public comment.
April 2 — May 2, 2012 Staff solicited public comment on the draft NA
Public Comment Waterford Oaks Master Plan via online and
hardcopy surveys for a 30-day period.
June 6, 2012 Staff provided the Commission with the No action
Commission Meeting Waterford Oaks Park Vision and Facility
Concepts for review. A preliminary analysis of
the public comment results was provided. A
draft of the Waterford Oaks Preliminary Park
Business Plan was also provided for
backaround information.
ATTACHMENTS
The Waterford Oaks Park Vision and Facility Concepts were provided to the Commission at the June 6, 2012,
Commission Meeting for review prior to the July 11, 2012, Commission Meeting. The same documents are also available
on line at the following link:
http_I/www destinationoakland.com/parkplanning/Pages/MasterPlans. aspx.
Please note that there was an error in the chapter title of the printed version of the Waterford Oaks Park Vision Chapter (it
was named Master Plan Vision). This error is corrected in the online version. No other changes were made.
STAFF RECOMMENDATION
Staff requests Final Approval of the Waterford Oaks Park Vision and Facility Concepts as the guiding document for
Waterford Oaks from 2013 — 2022.
MOTION
Move to award Final Approval of the Waterford Oaks Park Vision and Facility Concepts.
9 D-1
JULY 11, 2012
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
REVISED 07/ 10/ 12
To:
Chairman Fisher and Commission Members
From:
Daniel J. Stencil, Executive Officer
Donna Folland, Project Advisor for Planning
Jon Noyes, Planning Supervisor
Submitted:
June 20, 2012
Subject:
Red Oaks Park Vision and Facility Concepts
INTRODUCTION AND HISTORY
Date Description Action
May 2, 2012
Commission Meeting
Staff provided the Commission with background No Action
information on the Red Oaks Master Plan.
June 6, 2012 Staff provided the Commission with the Red No action
Commission Meeting Oaks Park Vision and Facility Concepts for
review. A draft of the Red Oaks Preliminary
Park Business Plan was also provided for
background information.
ATTACHMENTS
AGENDA ITEM NO. 9 E
PLANNING
The Red Oaks Park Vision and Facility Concepts were provided to the Commission at the June 6, 2012, Commission
Meeting for review prior to the July 11, 2012, Commission Meeting. A copy of this document is included separate from
the agenda packet. The same documents are also available on line at the following link:
http://www destinationoakland.com/parkplanning/Pages/MasterPlans.aspx.
STAFF RECOMMENDATION
Staff requests permission to proceed with public review and comment for the Red Oaks Park Vision and Facility
Concepts 2013-2022. The public comment period is tentatively scheduled for July 15, 2012 through August 14, 2012.
MOTION
Move to direct staff to proceed with public review and comment for the Red Oaks Park Vision and
Facility Concepts 2013-2022.
9 E-1
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
FACILITIES AINTED,]f. °,,J\T T-.
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Mike Donnellon, Parks Facilities Maintenance and Development Chief
Submitted: July 10, 2012
Subject: Approval, Independence Oaks Culvert Replacement
STAFF RECOMMENDATION
Upon completion of the interviews and receipt of a Unit Cost Breakdown of unit cost #7, staff recommends
approval to award a contract to Springline Excavating in the Unit Base Bid #1 amount of $120,605.00, with a
10% contingency in the amount of $12,060.50 for a total base contract of $132,665.50.
Staff further recommends consideration to approve and include within recommended base contract the Unit
jase Amount of $220,782.00, for Alternate#1-A, with a 5% contingency in the amount of $11,039.10 for a total
Alternate amount of $231,821.10, since the lower unit costs for this alternate represents an average costs
savings of 16%, when all five vendor's unit costs are compared.
With the above approval(s), staff will require approval to transfer the difference of the following items from the
previously approved amount of $81,200, from the FY2012 Capital Improvement Program Plan Contingency to
the CIP Project #1556:
• Total approved amount from the above recommendation $364,486.60
• Surveying/Engineering & Geotechnical Investigation $27,000.00
• Temporary Operational Signage $5,000.00
• Total Project Costs $396,486.60
The remaining balance of the FY2012 Capital Improvement Program Contingency is $815,640.74.
MOTION
Move to approve a contract to Springline in the Unit Base Amount of $120,605.00 for Base Bid #1, with
a 10% contingency in the amount of $12,060.50 for a total base contract of $132,665.50, as well as the
transfer of $51,465.50 from the FY2012 Capital Improvement Program Plan Contingency to the CIP
Project #1556.
lea
Love to approve a contract to Springline for both Unit Base Bid and Alternate 1-A amounts of
$341,387.00, with contingency in the amount of $23,099.60 for a total unit based contract of
$396,486.60, as well as the transfer of $315,286.60 from the FY2012 Capital Improvement Program Plan
Contingency to the CIP Project #1556.
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY fly 2012
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Donna Folland, Project Advisor for Planning
Jon Noyes, Planning Supervisor
Submitted: June 20, 2012
Subject: Red Oaks Park Vision and Facility Concepts
INTRODUCTION AND HISTORY
Date Description Action
May 2, 2012 Staff provided the Commission with background No Action
Commission Meeting information on the Red Oaks Master Plan.
June 6, 2012 Staff provided the Commission with the Red No action
Commission Meeting Oaks Park Vision and Facility Concepts for
review. A draft of the Red Oaks Preliminary
Park Business Plan was also provided for
background information.
ATTACHMENTS
AGENDA ITEM No. 0 E
PLANNING
The Red Oaks Park Vision and Facility Concepts were provided to the Commission at the June 6, 2012, Commission
Meeting for review prior to the July 11, 2012, Commission Meeting. A copy of this document is included separate from
the agenda packet. The same documents are also available on line at the following link:
http://www.destinationoakland.com/parkplanning/Pages/MasterPlans aspx.
STAFF RECOMMENDATION
Staff requests Concept Approval of the Red Oaks Park Vision and Facility Concepts, which would enable staff to solicit
public comment. The public comment period is tentatively scheduled for July 15, 2012 through August 14, 2012.
MOTION
Move to award Concept Approval of the Red Oaks Park Vision and Facility Concepts.
9 E-1
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
Efsetvice�ivc.+�.m.. ✓.F..n Asp - •— ��a vt" �„ ,� -, ... _. _ ._ .. . _. - ---' �_ '� ` "—m �'� .z.J F:. �, .
JULY 11, 2012 AGENDA ITEm No, ..
FACILITIES MAINTENANCE
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer;
Mike Donnellon, Parks Facilities Maintenance and Development Chief
Submitted: July 3, 2012
Subject: Approval, Independence Oaks Culvert Replacement
INTRODUCTION AND HISTORY
On June 2, 2011, Independence Oaks park staff made Facilities Maintenance aware of an asphalt road sink
hole over the existing culvert for the headwaters of the Clinton River within the main entrance road. Exploration
and emergency repairs were completed the next day by our blanket contract vendor, Ahern Construction, Inc.,
in the amount of $5,321.75.
Upon completion of the exploration, the 36" split -seam culvert appears to be the original corrugated metal pipe
installed by the Road Commission for Oakland County (RCOC) prior to land ownership by Oakland County
Parks and Recreation. Portions of the entrance drive, including this section are part of the old Hoyt Road
roadbed. Exploration also revealed extensive areas of rust and failures at the connection point of the two
halves of the split -seam culvert. Therefore, temporary repairs were completed until adequate repairs are
determined.
Over the years, preceding OCPR's acquisition in 1974, the area experienced high water levels over the culvert,
upstream of the existing roadbed. Confirmation from the Water Resource Commissioner's staff indicate no
hydrological studies have been completed for this area, therefore sizing of the culvert pursuant to Michigan
Department of Environmental Quality requirements may not be attainable until a hydrological study can be
performed.
Since this culvert is located within the headwaters of the Clinton River, staff followed up the exploration with
our blanket contract engineer, Environmental Consulting & Technology, Inc., to receive an initial budget
proposal for the replacement of the culvert, including a design engineering proposal to complete the necessary
hydrological study and construction drawings for the culvert replacement.
On September 7, 2011, staff received Commission approval to proceed with the necessary hydrological study
and engineering for the replacement culvert with an initial budget of $81,200. Once the engineering was
completed based on MDEQ requirements, staff informed the Commission on June 6, 2012 that the Base Bid
#1 engineering estimate increase due to MDEQ and Hydrological requirements for a new total of $113,000.
This base bid included 17 unit costs, including the removal of the existing culverts, installation of a 12x4 box
culvert, and approximately 120 LF of 30' wide replacement road with 24" base stabilizing undercut.
Additionally, staff included the replacement of approximately 715 Linear feet of Independence Oaks Blvd. as
Alternate 1- A to the culvert Base Bid for consideration, since this portion of the road continually fails due to
poor soil conditions and will require replacement within the next 2-3 years. The original road was paved in
FY1998 and began failing as early as FY2006, less than 8 years after completion. With the recommended
base stabilizing undercut (road cross-section) provided by the geo-technical engineer, staff expects an 18- 20+
life expectancy for the new road. The engineer's estimate for this alternate is $336,000.
9 F-1
Page 2
Five Vendor proposals were received on May 24, 2012, at 3 p.m. for a Unit Base Contract. (A Unit Based
Contact is a contract based on established unit pricing for goods and/or services. It would be used to enable
revising costs if the scope of work changes.) These proposals were evaluated based on the following by a
committee comprising of OCPRC Staff, Engineers and Purchasing:
• References 15%
• Experience/Qualification 25%
• Organization 20%
• Units/Fee 30%
COMPANY
DESCRIPTION
Bidder #1
Diponlo
Contracting
Bidder #2
Springline
Excavating
Bidder #3
Stante
Excavating
Bidder #4
VIL
Construction
Bidder #5
Z Contractors
Shelby Twp.,
MI
Detroit, MI
Wixom, MI
Sterling
Heights, MI
Utica, MI
BASE BID #1
$156,188.07
$120,605.00
$147,638.10
$188,151.00
$189,184.20
ALTERNATE #1-A
$236,237.05
$220,782.00
$236,380.75
$280,498.00
$246,157.65
Combined Unit Cost Total
$392,425.12
$341,387.00
$384,018.85
$468,649.00
$435,341.85
Overall Evaluation Rating
2.0
1.0
3.0
3.0
4.0
1 = Highest, 4 = Lowest
Unit Cost Rating
3.8
3.6
2.5
2.6
3.1
(1 = Highest Units, 5 = Lowest Units)
Unit Variance
Base Bid Unit Cost #7 - 2'x4' Box Culvert
$81,000.00
$53,750.00
=$48,242.00
$105,000.00
$90,000.00
Based on the committee's evaluation and Unit Cost Rating, staff proceeded to interview the top two vendors,
Diponio Construction and Springline Excavating, in an effort to identify reasons for the Unit Variance, as listed
above as well as lower unit costs for the alternate. This lump sum unit not only includes the box culvert, but
also includes installation as well, including means and method for water diversion.
To complete this project, it is anticipated that Independence Oaks Park will experience a four -week road
closure starting September 4, 2012, to September 28, 2012, without complete closure of the park. A
temporary park entrance will be established at the north gate of the park at Perry Lake Road, south of Oak Hill
Road. Operational and project staff are making the necessary arrangements for this closure.
As previously approved, this project has been budgeted within the FY2012 Capital Improvement Program
Budget in the amount of $81,200.
ATTACHMENTS
- Aerial Project Map
STAFF RECOMMENDATION
Staff is currently reviewing the bids received and will have a recommendation at the meeting on July 11, 2012.
9 F-2
A
11,
% I
6.07
PARK ENTRANCE
9601 SASHABAW RD
PRO,
PROJECT LOCATION
CULVERT TO BE
REMOVED AND REPLACED
Ar 1 4*-
- 41
17
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 11, 2012
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Submitted: July 3, 2012
Subject: Catalpa Oaks Building Pad / Project Update
INTRODUCTION AND HISTORY
AGENDA ITEM NO.9 G
ADMINISTRATION
Chief of Parks Facilities Maintenance and Development Mike Donnellon will be present to provide a project
update on the Catalpa Oaks Building Pad and project construction at the meeting on Wednesday,
July 11, 2012,
9 G-1
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 11, 2012
To: Chairman Fisher and Commission Members
AGENDA ITEM NO.9 H
PARKS OPERATION AND MAINTENANCE
From: Daniel J. Stencil, Executive Officer
Sue Wells, Manager of Parks & Recreation Operations
Larry Gee, Chief -Parks Operations & Maintenance- S. District
Subject: Approval — Waterparks Lounge Chair Purchase — Red Oaks/Waterford Oaks
INTRODUCTION AND HISTORY
Historically, Oakland County Parks' Waterparks (Red Oaks and Waterford Oaks) have provided chairs and picnic tables
as a facility amenity for guests to use while at the parks. For safety and security reasons, guests are not allowed to bring
in their own chairs. Thus, chairs are provided for guests to use.
Currently each Waterpark has enough chairs for approximately 25% of the parks capacity. While there are also picnic
tables available, this limited number of chairs creates significant guest frustration and dissatisfaction.
Due to budget cuts and limited funds over the past three years, no new chairs have been purchased for the Waterparks.
This has caused the current supply of chairs to diminish and fall into disrepair. New chairs are needed to replace aged
chairs and to increase the overall chair quantity available at each waterpark.
This concern was addressed during the Fall 2011 annual waterpark operations evaluation, with a recommendation by
Executive Officer Stencil to request new chairs with funds to be allocated from the Parks Commission's Operating Budget
Contingency.
ATTACHMENTS
- Fiscal Services Budget Amendment
STAFF RECOMMENDATION
It is the recommendation of staff that the Commission approve the purchase of Waterpark lounge chairs not to exceed
$30,000 from the Parks' FY 2012 Operating Contingency Budget. Further, it is staff's recommendation that funds be
included in future budget years for the purchase of lounge chairs to replace aging chairs and increase the parks overall
quantity of chairs. Due to the fact the each chair individually costs less than $500 the expense for these chairs will be
taken out of Small Tools — Account 750504.
MOTION
Move to approve the purchase of 255 lounge chairs; 190 chairs at Red Oaks Waterpark at a cost of $20,050.00
and 65 chairs at Waterford Oaks Waterpark at a cost of $8,865.00; and to transfer up to $30,000 from the Parks FY
2012 Operating Contingency Budget to the Waterparks for the purchase of the additional waterpark chairs.
9 H-1
FROM
Account Description
50800-5060201-160000-730359 Contingency
Revised
FY2012 Amended FY2012 Amended
Budget FY2012 Amendment Budget
$ 1,088,400 $ (30,000) $ 1,058,400
TO: 50800-5060837-160210-750504 Waterford Oaks Waterpark - Small Tools $ 10,950 $ 10,000 $ 20,950
50800-5060831-160210-750504 Red Oaks Waterpark - Small Tools $ 5,000 $ 20,000 $ 25,000
To move funds from Contingency account to Waterparks for the purchase of chairs to
replace some of the aged supply of chairs and increase the parks reduced quantity.
9 H-2
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 11, 2012 AcE-N A ft-_r-m, No. 9 1
u INESS STRATEGY & : EVEvL PNIEN'r
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Melissa Prowse, Business Development Representative
Submitted: July 3, 2012
Subject: Resolution - MDNR Landowner Incentive Program Grant Acceptance
INTRODUCTION AND HISTORY
On May 11, 2012, Oakland County Parks and Recreation was notified of a grant from the Michigan Department
of Natural Resources Landowner Incentive Program. This $3,500 grant will provide for invasive species
control in high -quality, sensitive wetlands at Rose Oaks County Park. This management will directly benefit
the Massasauga rattlesnake, turkeys, Powesheik Skipperling and other species of greatest conservation need.
STAFF RECOMMENDATION
The staff recommends approval of the attached resolution recommending that the Oakland County Board of
Commissioners accepts the grant award and that the Chairman or his designee execute both the Grant
Acceptance and Project Agreement forms.
MOTION
Move to approve of the proposed resolution and recommend that the Oakland County Board of
Commissioners accepts the grant award and that the Chairman or his designee execute both the Grant
Acceptance form and the Project Agreement form.
9 I-1
RESOLUTION
IN SUPPORT OF THE ACCEPTANCE OF A
MICHIGAN DEPARTMENT OF NATURAL RESOURCES AND ENVIRONMENT
LANDOWNER INCENTIVE PROGRAM GRANT
FOR THE OAKLAND COUNTY PARKS AND RECREATION COMMISSION
INVASIVE SPECIES CONTROL AT ROSE OAKS COUNTY PARK
WHEREAS, the Oakland County Parks and Recreation Commission has
identified and established priorities for the stewardship and maintenance of park
natural resources within the adopted Recreation Master Plan; and;
WHEREAS, the Oakland County Parks and Recreation Commission
recommends the acceptance of the following grant award from the Department of
Natural Resources and Environment for a $3,500 grant:
INVASIVE SPECIES CONTROL AT ROSE 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 accept the Michigan Department of Natural Resources
and Environment Landowner Incentive Program grant award.
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 grant agreement on behalf of the County of Oakland.
Moved by:
Supported by:
Date:
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GRANT REVIEW SIGN OFF — Perks & Recreation
GRANT NAME: 2012 Landowner Incentive Program
FUNDING AGENCY: Michigan Department of Natural Resources and Environment
DEPARTMENT CONTACTPERSON: Melissa Prowse 248 249-2801
STATUS: Grant Acceptance
DATE: May 25, 2012
Pursuant to Mise. Resolution #01320, please be advised the captioned grant materials have
completed 'internal grant review. Below are the returned comments.
The captioned grant materials and grant acceptance package (which should include the Board of
Commissioners' Liaison Committee Resolution, the grant agreement/contract; Finance
Committee Fiscal Note, and this Sign Off email containing grant review cocmuents) may be
requested to be placed on the appropriate Board of Conuuissioners' committee(s) for grant
acceptance by Board resolution.
DEPARTMENT REVIEW
Depaatxuent of Management and Budget:
Approved, — Laurie Van Pett (5/16/2012)
Department of )Unman Resources:
Approved. — Karen Jones '5'16/2012-)
Risk Management and Safety:
Approved By Risk Management. — Andrea Plotkowski (5/22/2012)
Corporation Counsel:
The above -referenced grant agreement is approved, but I would like to bring two issues to your
attention.
First, the grant agreement should be with the "County of Oakland" and not the "Oakland County
Parks and Recreation Commission.."
Second, the grant agreement requires the County/Parks and Recreation to waive and release all
claims against the State of Michigan. I do not like this language, but because the State is only
providing money and not performing any work under ties grant agreement, the language is
acceptable is this case. — Jody S. Hall (5/21/'2012)
COMPLIANCE
Michigan Natural Resources and Environments Protection Act 451 of 1994
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ec--Lnarne=nrcl-o#;1994
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2012 Landowner Incentive Program Fund
LANDOWNER GRANTS ACCOUNT
Grant Acceptance Form
Project Title: Oakland County Parks and Recreation Commission
Name: Brittany Bird
Payee: (Make check payable to): Oakland County Parks and Recreation Commission
Address: 2800 Watkins Lake Rd
Waterford, MI 48328
Telephone: 248 858 1726
SS # or Fed. I.D. #: 38-6004876
Please verify by initialing here if the Social Security or Federal Identification number is
correct for the payee listed above. If "SS # or Fed. I.D. #" field is blank or incorrect; please
enter the correct number in this space:
Address of Individual or Organization if different from above:
N/A
Total amount of grant:
$3,500.00
Upon signing the Grant Acceptance Form, I accept this grant and agree to the terms
presented in this form, the notification letter dated May 11, 2012 and the Landowner Incentive
Program Landowner Agreement. These three documents constitute the grant agreement for
this project. I also agree to complete the work as described in my project description, or as
modified through discussion with or notification by the Department of Natural Resources.
Authorized Signature (only necessary if in addition to Grantee's signature)date
Grantee's Signature
date
Department of Natural Resources Approval date
For Office Use Only: PCA 83651 Project Code 221021 Index 87900
HE,
s' Michigan Department of Natural Resources & Environment — Wildlife Division
LANDOWNER INCENTIVE PROGRAM - WILDLIFE HABITAT MANAGEMENT
- AGREEMENT
Required under authority of Act 451 of PA of 1994, as amended.
This Agreement between the County of Oakland hereinafter referred to as "Cooperator(s)," and the
Michigan Department of Natural Resources & Environment Wildlife Division, hereinafter referred to as
"Division," is authorized by the Natural Resources and Environmental Protection Act, 1994 PA 451. The
Division and the Cooperator(s) agree to carry out certain wildlife management practices and habitat
developments on land owned by the Cooperator(s) as described in the attached Project Description and
identified on the attached map and/or aerial photograph.
The Cooperator(s) agrees to join as a participant in a Landowner Incentive Program, hereinafter referred to
as Program. The Cooperator(s) grants authorization to the Division to carry out wildlife habitat developments
and/or agrees to personally carry out wildlife habitat development and management activities with financial or
material support, as described in the Project Description. Any supplies, equipment or direct payment from
the Division to the Cooperator(s) for carrying out wildlife habitat developments are also detailed in the Project
Description.
The Cooperator(s) further agrees to:
1. Assume responsibility for securing federal, state and local permits needed to carry out the
proposed habitat development project.
2. Allow the wildlife habitat development project described in the Project Description to remain in
place for a period of 10 years from the date of the Cooperator's signature on this Agreement.
3. Allow the Division staff or an appropriate representative reasonable access to the described
property for the period of this Agreement in order to complete the agreed upon habitat
development project and to make periodic inspections of the habitat development for program
monitoring purposes.
4. Notify the Division in writing at least 30 days before closing of any planned sale or other change
in the ownership of the described property.
5. Complete all Cooperator(s) responsibilities as listed in Contract Specification.
The Division assumes no authority over the described property for purposes of controlling trespass, for
controlling noxious weeds, for identifying or removing pre-existing hazards including waste materials, for
granting rights of way, or for any other incidents of ownership. The Cooperator(s) shall own all of the
completed or installed developments and shall be solely responsible for paying all taxes and assessments on
the described property.
LIABILITY. The Cooperator(s) hereby releases, waives, discharges and covenants not to sue the State of
Michigan, its departments, officers, employees and agents, from any and all liability to Cooperator(s), its
officers, employees and agents, for all losses, injury, death or damage, and any claims or demands thereto,
on account of injury to person or property, or resulting in death of Cooperator(s), its officers, employees or
agents, in reference to the activities authorized by this Agreement.
If the Division secures a third party vendor to provide services or equipment for any part or all of the wildlife
habitat development project, the Division will require the contractor to list the Cooperator, including its
shareholders, officers, employees, and agents, as additionally insured on contractor insurance policies.
Initials
Page 1 of 1 PR2015-5 (Rev. 02119/2010)
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LANDOWNER INCENTIVE PROGRAM - WILDLIFE HABITAT MANAGEMENT
AGREEMENT
This Agreement may be modified at any time by mutual written consent of the parties. It may be terminated
by either party upon 30 days advance written notice to the other party. However, if the Cooperator(s)
terminates the Agreement before its expiration, or if the Cooperator(s) should fail to maintain the wildlife
habitat development for the length of the Agreement, then the Cooperator(s) agrees to reimburse the DNR
Wildlife Division prior to final termination for the pro -rated costs of all habitat development projects placed on
the described land through this Agreement. For these purposes the total cost of the development projects to
the State are agreed to be $ 3,500. This agreement becomes null and void upon land being accepted into
any USDA Farm Bill program, including extensions, as long as current wildlife habitat development project is
maintained.
COOPERATOR
Signature — Cooperator
Printed name
Date
DIVISION
Signature - Wildlife Biologist
Printed name
Date
Initials
Page 2 of 2
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PR2015-5(Rev.0211912010)
t�DNRMichigan Department of Natural Resources — Wildlife Division
LANDOWNER INCENTIVE PROGRAM
PROJECT DESCRIPTION
Requested under authority of Act 451 of PA of 1994, as amended.
I. LANDOWNER INFORMATION
County of Oakland
2800 Watkins Lake rd
Waterford MI 48328
County
Oakland
Township Name
Rose
Town
Range
Section
Latitude
Longitude
III. PROJECT PLAN
Project Type
®Wetland 71 acres ❑Grassland acres
❑Jack Pine acres ❑Mesic Conifers acres
❑Barrens acres
IV. FUNDS
Partner Equipment Materials Funds
Oakland County 3,500
In -kind Total Cost
$ 3,500
$
Total DNR Cost: $3, 500 Total Project Cost: $3500
V. Contract Specifications
Scope of work:
This contract will begin May 11, 2012 and end December 31, 2012 and covers the following management activities on
the Landowners property:
Provide funding to Oakland County Parks, for invasive species control in high quality wet mesic prairie at Rose Oaks
County park. Oakland County Parks to coordinate, bid, and pay a contractor for invasive species removal in these high
quality sensitive wetland areas, using mechanical, and/or hand/cutting, removal and/or herbicide treatment of invasive
plants/shrubs that are threats to the quality of the wetland habitat. This management will directly benefit the
Massasauga rattlesnake, Turkeys, powesheik skipperling and other species of greatest conservation need. This
contract will allow for removal of invasive shrubs, and plants that threaten the wetland, through mechanical, or manual
methods including herbicide treatment.
DNR to provide funding to contract out this work, not to exceed $3,500
PR 2015-6 (08/04/2004)
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Commodities:
The Department agrees to reimburse the Landowner $ for the following Commodities:
... .... . ....... -------- -- - ----- -
The Landowner is responsible for the following:
. . ...... ... . . -
The landowner reimbursement for commodities will not exceed for this contract period
Services:
The Department agrees to reimburse the Landowner $ — 3500 for the following Services:
Contractual services for invasive species removal including hand cutting, mechanical, and herbicide treatment.
............... . . ......... . ............ .....
The Landowner is responsible for the following activities:
1) Hire, pay, and oversee contractor to for invasive species removal at Rose Oaks County Park.
2) Provide map of treated areas, along with species treated, methods and total land acreage treated. This can be part
of the contractor's responsibility, or completed by landowner.
3) Provide copies of all invoices for said work, to biologist for reimbursement.
4) Inform biologist once work is completed for site inspection of area treated.
........ .... ------- .. . .. .... ......
The landowner reimbursement for services will not exceed $ 3,500 for this contract period
Review:
The project(s) will be reviewed _by biologist to determine success.
Method of Payment:
Invoices may be submitted upon purchase of commodities or once service has been concluded.
.... ...... -- .................. - - --------- ---------- -- - --- . . . ..... --- . . ............... ................ ..... . ..... .. - ..........
PR 2015-6 (08/04/2004)
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OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 11, 2012 AGENDA ITEm No. 9J
UsINESS STRATEGY & DEVELOPMENT
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Melissa Prowse, Business Development Representative
Submitted: July 3, 2012
Subject: Resolution, Michigan Economic Development Corporation Urban Farmers Market Program
INTRODUCTION AND HISTORY
On June 15, 2012, Oakland County Parks and Recreation was awarded a $50,000 grant from the Michigan
Economic Development Corporation's Urban Farmers Market Program. The grant will be matched with
$75,000 in Parks and Recreation funds from the FY2012 operating contingency line item.
Only $200,000 in funding was available for the entire state of Michigan, meaning that Oakland County Parks
and recreation secured'/4 of all available funding for this multi -dimensional project.
The grant will facilitate the implementation of critical best practices as identified in the 2011 Oakland County
Farmers Market Analysis conducted by Michigan State University - Department of Community, Agriculture,
Recreation and Resource Studies (CARRS) program. The application is included, but the funding will
generally be used for: Marketing and Promotions, Market Research, Small Business Development, Health &
Nutrition Programs, Accessibility, Public Transportation (Market bus stop enhancements) and an EBT/Local
Currency Program.
STAFF RECOMMENDATION
The staff recommends approval of the attached resolution recommending that the Oakland County Board of
Commissioners accepts the grant award and that the Chairman or his designee execute the grant agreement.
MOTION
Move to approve of the attached resolution recommending that the Oakland County Board of
Commissioners accepts the grant award, and that the Chairman or his designee execute the grant
agreement.
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RESOLUTION
IN SUPPORT OF THE ACCEPTANCE OF A
MICHIGAN ECONOMIC DEVELOPMENT CORPORATION — URBAN FARMERS MARKET
PROGRAM GRANT
FOR THE OAKLAND COUNTY PARKS AND RECREATION COMMISSION
GROWING QUALITY OF LIFE — THE OAKLAND COUNTY MARKET
WHEREAS, the Oakland County Parks and Recreation Commission has assumed
management and operation of the Oakland County Market, and;
WHEREAS, Oakland County Parks and Recreation has as its mission to provide
quality recreation experiences that encourage healthy lifestyles, support economic
prosperity, and promote the protection of natural resources, and;
WHEREAS, Oakland County Parks and Recreation seeks to invest in the County
Market to increase access to healthy, local foods, build awareness and advocacy for all
markets through promotions and marketing, facilitate access to educational programming,
provide access to business development resources for farmers, and maximize the benefits of
existing resources through collaboration, and;
WHEREAS, the Oakland County Parks and Recreation Commission recommends the
acceptance of the following grant award from the Michigan Economic Development
Corporation for a $50,00 grant (40%) with a $75,000 (60%) match for a total project of
$125,000:
GROWING QUALITY OF LIFE — THE OAKLAND COUNTY MARKET
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and
Recreation Commission hereby requests the Oakland County Board of Commissioners
authorize and accept the Michigan Economic Development Corporation — Urban Farmers
Market grant award.
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 grant agreement on behalf of the County of Oakland.
Moved by: _
Supported by:
Date:
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PU R
June 15, 2012
ICHI GA.No
Oakland County
Daniel J. Stencil, Executive Officer
2800 Watkins Lake Road, Bldg. 97W
Waterford, Michigan 48328 (via E Mail)
Dear Mr. Stencil:
The Joint Evaluation Committee (JEC) has completed its evaluation of the
proposals for the Farmers Market Grant Program. The committee has
recommended awarding the grant, in the amount of $$50,000, to your
community. In the coming weeks you will receive a grant agreement from
the MEDC electronically.
The MEDC would like to take this opportunity to thank you for time and
effort put forth by your agency in responding to this solicitation and your
patience during the selection process.
Congratulations! We look forward
successful endeavor. If you have
Czarnecki at 517-241-4950.
SiTETely }
W
Jodi klankerd
Conk ract:s & Grants Specialist
RFP-Doc-4412
to working with you to make this a
questions, please contact Katharine
Michigan Economic Development Corporation
300 North Washington Square . Lansing, Mi 48913 888.522.0103 MichiganAdvantage.org
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michigan.orci
GRANT ANT EEW SIGN OFF — Parks & Recreation
GRANT NAME: 2012 Urban Farmers Market Program
FUNDING AGENCY: Michigan Economic Development Corporation
DEPARTMENT CONTACT PERSON: Melissa Prowse 8584630
STATUS: Grant Application
DATE: May 25, 2012
Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials have
completed internal grant review. Below are the returned comments.
The captioned grant materials and grant application package (which should include an application
Report from Fiscal Services to the Chairperson of the Board of Commissioners, the grant
application, and this Sib Off email containing grant review comments) may be submitted to the
Chairperson of the Board of Commissioners for review and signature, with informational copies
to the appropriate Board of Commissioners' committee(s).
DEPARTMENT REVIEW
Department of Management and Budget:
Approved, = Laurie Van Pelt (5/16/2012)
Department of` Human Resources:
Approved. — Karen Jones (5/16/2012)
Risk Management and Safety:
Approved By Risk Management - Andrea Plotkowski (5/22/2012)
Corporation Counsel:
The above -referenced grant application is approved; however in the fixture the grant applicant
should be the "County of Oakland, by the Oakland County Parks and Recreation Commission."
— Jody S. Ha II (5/21/2012)
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May 11, 2012
Michigan Economic Development Corporation
Urban Farmers Market Program
Re: Oakland County Parks and Recreation Grant Application Submittal
To whom it may concern,
Please find attached Oakland County Parks and Recreation Commission's grant
application for the 2012 Urban Farmers Market Program.
Oakland County Parks and Recreation is the match source for this grant, and will
allocate $50,000 as the grant match. This match will be committed from the
Oakland County Parks and Recreation annual operating budget contingency,
with funds being available immediately upon grant award and acceptance by the
Oakland County Board of Commissioners.
Thank you for this opportunity and for your consideration of our application. We look
forward to working with the MEDC on this project.
Sincerely,
Daniel J. Stencil
Executive Officer
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'irw r
Execution Copy
MICHIGAN ECONOMIC DEVELOPMENT CORPORATION
URBAN FARMERS MARKET GRANT WITH
COUNTY OF OAKLAND
DOC-4713
This grant agreement ("Agreement"), effective June 29, 2012 (the "Agreement Date"), is
between the Michigan Economic Development Corporation (the "MEDC") and County of
Oakland (the "Grantee"). As used in this Agreement, the MEDC and Grantee are sometimes
individually referred to as a "Party" and collectively as "Parties."
Grantee: County of Oakland
2800 Watkins Lake Road, Bldg. 97W
Waterford, Michigan 48328
Telephone: 248-858-0906
A. NATURE OF SERVICES. The Grantee will use this grant to provide quality
recreation experiences that encourage healthy lifestyles, support economic
prosperity, and promote the protection of natural resources, and to continue to
explore alternative recreational pursuits and opportunities to leverage existing
resources and agency collaboration, as part of the Urban Farmers Market Grant
Program. This is more specifically described in Grantee's proposal, attached as
Exhibit A and incorporated herein by reference (the "Project").
B. PERFORMANCE SCHEDULE. The term of this Agreement shall begin on June 29,
2012 (the "Starting Date") and end on July 31, 2013 (the "Ending Date").
The term of this Agreement (the "Term") shall commence on the Starting Date and
shall continue until the first of the following to occur: the Ending Date or the
occurrence of an event described in Section I of this Agreement.
C. GRANT PAYMENT SCHEDULE INFORMATION.
1. Payments. The MEDC agrees to provide the Grantee a grant in the amount
not to exceed $50,000 ("Grant Funds").
Grant Funds shall be disbursed as follows:
a. Grantee shall receive 50% of the grant money after execution of the
Agreement and 50% of the grant money upon satisfactory completion
of the project as described. Demonstration must be provided that
documents Grantee match commitment has been spent.
b. The Grantee will have one year from the Starting Date to acquire the
required match. An In -kind match will not be considered.
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D. GRANT ADMINISTRATOR. The Grantee should communicate with the following
MEDC representative, who shall serve as Grant Administrator for this Agreement:
Katharine Czarnecki
Michigan Economic Development Corporation
Business and Community Development
300 N. Washington Square
Lansing, Michigan 48913
517-241-4950
czarneckik@michigan.org
E. GRANTEE DUTIES. The Grantee agrees to:
Complete the Project described in the Grantee's proposal, attached as
Exhibit A.
2. Project must be complete by July 31, 2013. Final payment request must be
received no later than August 31, 2013.
3. Provide the MEDC with access to its facilities and records relevant to the
Grantee's use of the Grant Funds upon reasonable notice and during normal
working hours.
4. Comply with all laws, ordinances, regulations, rules, orders, judgments,
decrees or other requirements imposed by any governmental authority to
which it is subject during the term of this Agreement. Grantee shall provide
immediate notice to the MEDC of any alleged or proven violation relevant to
the terms of this Agreement and related to the use of the Grant Funds. In
addition, the Grantee shall obtain any licenses, permits or other
governmental authorization necessary to carry out its duties under the
agreement.
F. PAYMENT PROVISION. If Grantee violates Section E, the MEDC, in its sole
discretion, may require the repayment of the Grant Funds. Prior to requiring
repayment, the MEDC shall notify Grantee in writing of the default and the intent to
require repayment. The Grantee shall have thirty (30) days from the notice to cure
the default.
If Grantee does not complete the Project by the end of the Term, then the MEDC
shall require repayment of the Grant Funds.
G. RELATIONSHIP OF THE PARTIES. Neither the Grantee, nor any employee or
agent of Grantee is an employee or agent of the MEDC as a result of this
Agreement. The MEDC is not responsible for any insurance or other fringe
benefits, including, but not limited to, social security, worker's compensation,
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income tax withholdings, retirement or leave benefits, for the Grantee or its
employees. The Grantee assumes full responsibility for all costs and expenses
associated with its performance of this Agreement including, but not limited to,
the provision of all insurance coverage and fringe benefits for its employees, all
tools, supplies, materials, equipment and office space. The Grantee shall retain
all control of its employees and staffing decisions, independent of the direction
and control of the MEDC.
H. ACCESS TO RECORDS. The Grantee shall maintain reasonable books and
records, including evidence that the duties as set forth in this Agreement actually
were performed, and the identity of all individual persons, firms and entities paid for
such duties, and shall allow access and inspection of those books and records
including financial records and all other information and data relevant to this
Agreement to the Grand Administrator, and the MEDC. Those records shall be
retained for a minimum period of three years beyond termination of this Agreement,
or such length of time as required under applicable state or federal law.
I. TERMINATION.
The MEDC may terminate this Agreement by providing written notice of
default and termination to the Grantee ("Notice of Default and Intent to
Terminate") upon the occurrence of any of the following events or conditions
("Event of Default")
a. the Grantee's failure to comply with any of the terms and conditions of
this Agreement, or
b. expenditure of the Grant Funds for purposes other than as set forth in
this Agreement.
2. The Notice of Default and Intent to Terminate shall provide the Grantee a
period of at least thirty calendar days to cure the Event of Default. If the
Event of Default remains uncured following the thirty calendar -day period,
the MEDC shall provide Final Notice of Termination ("Final Notice"), which
shall be effective as of the date of the Final Notice.
3. Grantee acknowledges that the MEDC's performance of its payment
obligation is dependent upon the continued receipt of government funding.
In the event that the State Legislature or any State official, commission,
authority, body, or employee, the MEDC Executive Committee, or the federal
government (a) takes any legislative or administrative action, which fails to
provide, terminates or reduces the funding necessary for this Agreement, or
(b) takes any legislative or administrative action, which is unrelated to the
source of funding for this Agreement, but which affects the MEDC's ability to
fund and administer this Agreement, and other MEDC programs, then the
MEDC may cancel this Agreement by providing notice to the Grantee of
Execution Copy
cancellation. Cancellation may be made effective immediately, upon delivery
of notice to the Grantee, or with such other time period as the MEDC, in its
sole discretion, deems reasonable.
4. Upon the sooner of an event of default or termination of this Agreement, the
MEDC shall not be obligated to make any disbursements of Grant Funds
except for irrevocable or non -cancelable contractual commitments arising
prior to the declared Event of Default or termination of this Agreement. The
Grantee shall, unless otherwise directed by the MEDC in writing, immediately
take all reasonable steps to terminate operations under this Agreement. The
Grantee shall reimburse the MEDC for disbursements of the Grant Funds
determined by the Grant Administrator, in his or her sole discretion, to have
been expended for purposes other than those permitted under this
Agreement.
J. MEDC EMPLOYEES. The Grantee will not hire any employee of the MEDC to
perform any services covered by this agreement without prior written approval from
the Chief Executive Officer of the MEDC.
K. INDEMNIFICATION AND GRANTEE LIABILITY INSURANCE. The Grantee shall
indemnify, defend and hold harmless the MEDC, including their respective
participants, committee members, officers, agents and employees, from any
damages that it may sustain through the negligence or willful misconduct of the
Grantee pertaining to the performance of this Agreement. The Grantee shall
maintain such insurance as necessary to comply with this provision. The Grantee
will provide and maintain its own public liability, property damage, and workers
compensation insurance. The insurance shall be written for not less than any limits
of liability required by law for the Grantee's obligation for indemnification under this
Agreement.
L. TOTAL AGREEMENT. This Agreement, together with Exhibit A, contain the entire
agreement between the Parties, superseding any prior or concurrent agreements
with respect to the subject matter, and supersedes all prior agreements,
understandings and communications, of any nature with respect to the subject
matter, and no oral or written terms or conditions which are not contained in this
Agreement shall be binding upon the Parties. This Agreement may not be
amended except by written agreement executed by the Parties.
M. ASSIGNMENT/TRANSFER/SUBCONTRACTING. The Grantee shall not assign,
transfer, convey, sub -contract, sub -grant or otherwise dispose of any duties or rights
under this Agreement, without the prior written approval of the MEDC. The terms
and conditions of this Agreement shall be binding upon and inure to the benefit of
the Parties and their respective successor(s) and permitted assign(s).
N. NON-DISCRIMINATION AND UNFAIR LABOR PRACTICES. In connection with
this Agreement, Grantee shall comply with the Elliott -Larsen Civil Rights Act, 1976
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PA 453, MCL 37.2101 et seq., the Persons with Disabilities Civil Rights Act, 1976
PA 220, MCL 37.1101 et seq., and all other federal, state and local fair employment
practices and equal opportunity laws and covenants that it shall not discriminate
against any employee or applicant for employment with respect to his or her hire,
tenure, terms, conditions, privileges of employment, or any matter directly or
indirectly related to employment because of his or her race, religion, color, national
origin, age, gender, height, weight, marital status, or physical or mental disability
unrelated to the individual's ability to perform the duties of a particular job or
positions. In addition, as provided in Executive Directive 2007-24, Contractor shall
not discriminate against any employee or applicant for employment with respect to
his or her hire, terms, tenure, conditions or privileges of employment, or any matter
directly or indirectly related to employment because of sexual orientation, gender
identity or expression, or genetic information that is unrelated to the individual's
ability to perform the duties of a particular job or position. Grantee further agrees
that every subcontractor entered into in connection with this Agreement will contain
a provision requiring nondiscrimination in employment, as required in this
Agreement, binding upon each subcontractor.
Pursuant to 1980 PA 178 (the "Act'), MCL 423.321 et seq., the State shall not award
a grant to a grantee whose name appears in the current register of employers failing
to correct an unfair labor practice compiled by the United States National Labor
Relations Board. Grantee, in relation to this Agreement, shall not enter into a
contract with a subcontractor, manufacturer, or supplier whose name appears on
this register. Pursuant to Section 4 of the Act, the MEDC may void this Agreement
if, after the Starting Date, the name of the Grantee as an employer or the name of
the subcontractor, manufacturer or supplier of the Grantee appears on the register.
O. FRINGE BENEFITS. Grantee understands that neither Grantee nor Grantee's
employees or contract personnel are eligible to participate in any employee pension,
health, vacation pay, sick pay, or other fringe benefit plan of the MEDC.
P. WORKERS' COMPENSATION. The MEDC shall not obtain workers' compensation
insurance on behalf of Grantee or Grantee's employees. If Grantee hires
employees to perform any work under this Agreement, Grantee shall cover them
with worker's compensation insurance and shall maintain such insurance during the
term of this Agreement. The MEDC may, in its discretion, require Grantee to
provide evidence of such coverage.
Q. UEMPLOYMENT COMPENSATION. The MEDC shall not make any state or
federal unemployment compensation payments on behalf of Grantee or Grantee's
employees or Grantee personnel. Grantee shall not be entitled to these benefits in
connection with work performed under this Agreement. If Grantee files a petition for
and receives unemployment compensation, the total amount of the unemployment
compensation awarded to and received by Grantee shall be deducted from and be
an offset against the amount of compensation due and payable to Grantee by the
MEDC of this Agreement.
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R. GOVERNING LAW. This Agreement shall be governed by, and construed in
accordance with, the laws of the State of Michigan. The terms of this provision shall
survive the termination or cancellation of the Agreement.
S. WAIVER. A failure or delay by the MEDC or Grantee in exercising any right with
respect to this Agreement will not be presumed to operate as a waiver unless
otherwise stated in this Agreement, and a single or partial exercise of any right will
not be presumed to preclude any later or further exercise of that right, or the
exercise of any other right.
T. AVAILABLE REMEDIES. The termination of this Agreement by the MEDC is not
intended to be the sole and exclusive remedy, and shall be cumulative and in
addition to every other provision or remedy given in this Agreement or now or
hereafter existing at law, in equity, by statute or otherwise.
U. SEVERABILITY. The invalidity or unenforceability of a particular provision of this
Agreement shall not affect the validity or enforceability of any other provision of this
Agreement, if the principal intent of this Agreement can be preserved.
V. COUNTERPARTS AND COPIES. This Agreement may be executed in one or more
counterparts and by facsimile, electronic mail or .pdf, each of which shall constitute
an original, and all of which together shall constitute one and the same instrument.
W. SURVIVAL. The terms and conditions of sections C, F, G, H, I, J, K, L, M, N, O, P,
Q, R, S, T, U, V, and W shall survive termination of this Agreement.
X. AUTHORITY TO EXECUTE THIS AGREEMENT. The signatories below warrant
that they are empowered to enter into this Agreement on behalf of their respective
Party.
(remainder of page intentionally left blank)
9 J-11
Execution Copy
County of Oakland
Its:
Date
Michigan Economic Development Corporation
A Public Body Corporate
Michael A. Finney
President and Chief Executive Officer
Date
7
9 J-12
Execution Copy
EXHIBIT A
GRANTEE'S PROPOSAL
Question #1: Describe the Community's development plan. Describe the proposed
project and how it will positively impact your community.
Growine Cluality of Life - The. gAkiand County Fartttet's Market
Oakland County Parks and Recreation Commission (OCPRC) has as its mission to provide quality
recreation experiences that encouraee healthy Nfestvies sUaport economic praspertity andtramote
the urotection of natural resources. To advance this mission and to meet the changing needs of an
aging, increasingly diverse population, OCPRC is continuing to explore alternative recreational
pursuits and opportunities to leverage existing resources and agency collaboration. On June 1, 2012
OCPRC will assume the management and operation of the Oakland County Farmers Market (OCFM),
and will rebrand it as The County Market at Waterford Oaks County Park.
Through this action, OCPRC will be leveraging the prominence of the Market as part of the County
seat, Its location adjacent to both affluent and food insecure communities, and the significant
opportunities to collaborate with agency partners to evaluate, and advance the role of the farmers
MA[ket indugr in shaping/supporting healthy, active, economically diverse, and socially vibrant
communities.
With financial assistance from the MEDC, OCPRC will be able to parlay the investment in the County
Market into an initiative that benefits communities and the local food economy across Oakland
County and greater Southeast Michigan. The basic strategy of this investment and request for
funding is to:
• Increase our understanding of the market for local foods and ways to maximize the benefits
of existing resources through collaboration (Market Research)
• Build awareness and advocacy by marketing farmers markets in Oakland County (Marketing
and Promotions)
• Promote access to business development resources by cultivating a vendor outreach
program (Small Business Development)
• Facilitate access to educational programs that focus on the role of fresh local foods as part
of active healthy lifestyles (Health and Nutrition Programs)
• Raise awareness of the role that transportation can play in shaping social interactions as
well as creating access to local foods (Public Transportation)
• Demonstrate the role of facility improvements increase market visibility while leveraging
existing resources and promoting access (Accessibility)
• Evaluate the value of an alternative form of payment to Increase access to healthy foods
while offering the additional benefits of marketing, education, and social inclusion
(EBT/Local Currency Program)
Project Scope
1. Market Research —$30,000
investment— Leverage the MSU-CARRS analysis of the Oakland County Farmers Market and
concurrent studies In tourism and the wine industry to conduct academic research Into market
vendors. their customer base, and farmers markets within Oakland County and the ro a of
collaboration in brand development, market promotions, and consumption -chain expansion,
Justification — The Rapid Market Assessment survey and literature analysis associated with the
2011 Oakland County Farmers Market study identified the value of conducting an analysis of
Farmers arkets across Oakland County to better understand the role they play in bulidine,
A-1
9 J-13
Execution Copy
sustatnin and meet the demand or loc1311 r duce .foods as well s fire sl nif cant role
that they can Slay In "PlacemakinR" and sllahly healthy vibrant commynitltas.
Researchers from the MSU-CARRS program have suggested that collaboration between markets,
vendors, government agencies, and large Institutions (both private and public) may be critical In
overcoming barriers to the expansion of the local foods economy in Michigan, OCPRC, through
its oversight of the Oakland County Farmers Market and collaboration with the Oakland County
Business Center, MSU-Extension, and the Oakland County Health Department, is particularly
well placed to support this research as well as the recommendations that would result.
Goal —To identifv the rein of rnliahnratinn in the rir vnfnr.ry n. + s 1 -ta
evaluate barriers that exist to collaboration To Identify customized best Practices for Promoting
effective collaboration.
2, Marketing and Promotions—$25,600
Investment — Leverage OCPRC experience in recreation promotions to advertise the Oakland
County farmers markets* through radio, TV, billboard, print media, the internet, social media,
and special events
Justification — Marketing and promotional investment was identified by the MSU study as one
of the first practices to be Implemented after the transfer to and re -branding of the County
Market as part of -- the Oakland County Parks and Recreation Commission (OCPRC). Radio,
television, signage, and print media have been a traditional part of OCPRC business practices.
By capitalizing on thegeograohic reach of the County Park System and its 1.6 million annual
visitors It may be possible to leverage a relatively modest investment In marketing to
substantially increase the attendance at the County Market while also increasing the economic
and cultural diversity of its customer base.
Goal— To increase the current market attendance by 1D%**
* WFIC will hlghlleht the County Market but, like other recreational attractions, all community farmers markets will be included in
the prornotional strategy in order to better net the needs of County residents while drawing attention to the growing local foods
movement
"The Rapid Market Assessment (RM>ai conducted In 2011 esthnated tfrat approximately 300,Wi visitors attend the County Market
annually (confirming years of customer counts by the former Market Master), improved car counts are anticipated In 2012 and the
10% Increase would be anticipated for the 2013 season.
3. Small Business Development — $6,000
Investment — Leverage Oakland County Business Center (MI -Small Business and Technology
Development Center) - Entrepreneurial Services to sponsor the education and mentorin of ten
market vendors through the business development process.
Justification — The Oakland County Business Center offers hands-on resources and technical
services to small businesses ranging from traditional "start-ups" to established companies with
up to 99 employees. Recently there has been an effort to reach -out to small businesses
associated with the growing local food and food tourism industry. Unfortunately, the number of
participants from this sector has been small (possibly due to a lack of understanding of the value
of networking and unfamiliarity with the resources available to the business community).
Utilizing the relationships built through the Oakland County Farmers Market, and the
Information provided through the MSU-CARRS studies, OCPRC would work with the Business
Center to select and sponsor 10 vendors (through an open competitive process) as part of the
9 J-14
Execution Copy
current business development and mentoring program, The successful participation of that
sponsored group of vendors is likely to encourage the participation of other market vendors as
they see the value of those business development resources/techniques in practice at the
County Market.
Goal —To recruit and cultivate vendor oartieiCration in business Center programs by soonsoring
an initial class of 10 market vendors.*
'The competitive selection process IS currently in place for Business Center participants. Sponsorship will pay for more than 80%of
participation fees over the length of the program. Priority will be given to qualified vendors from the County Market but positions
will be made available to vendors from other farmers Markets In Oakland county as space allows.
4. Health and Nutrition Programs — $5,000
Investment — Leverage MSU-Extension's Health and Nutrition educators and the Oakland
County Health Department community outreach Initiative to host educational programs at the
Oakland County Farmers Market (grant funds will be used for the purchase of supplies necessary
to conduct more than two dozen orograms during the Market's busy season including
nutritional planning, home economics, and food preparation).
Justification —In this time of severe budgetary constraints, educational programs by the Oakland
County Health Department and Oakland County MSU-Extension have been limited by availability
of funding for the purchase of materials and supplies (including fresh produce for use and
distribution). With a greater awareness of the physical, social, and economic benefits of
nutrition and recreational activity OCPRC, along with a host of both private and public agencies,
are looking to support community outreach programs.
Grant assistance from MEDC for the purchase of materials and supplies would leverage existing
Extension and Health Department staff and the location /visitor draw of OCPRC facilities
(including the County Market) to host health and nutrition outreach programs, Roth MSU-
Extension and the Health Department have agreed to partner with OCPRC on this initiative
should a grant be awarded.
Goal —To host more than 24 health and nutrition programs in 2012-2013.a
'In order to maximize the value of these programs, oCPRC is looking to partner with community development and faith -based
organisations to promote attendance through education and personal appeal.
S. Public Transportation °- $5,000
investment — Leverage the existing SMART bus routes/stops and the Oakland Schools Technical
Campus Construction Program to build and install a high visibility "market themed" bus -shelter
to provide convenient access to the County Market.
Justification —The MSU-CARRS study confirmed that, despite the location of the County
Market's along a SMART bus route with direct service to downtown Pontiac, there Is little or no
use of public transportation to shop on market days. Promoting/facilitating the use of public
transportation was identified as one of the critical elements for increasing attendance at the
market while also expanding customer diversity, the demand for culturally significant produce,
and the value of the County Market in serving "food insecure" communities.
Grant assistance from MEDC will allow OCPRC to partner with SMART and the Oakland Schools*
to construct an accessible, high-visibillty, "Market-themed" shelter that can accommodate the
needs of Market shoppers while promoting awareness of the availability of public
transportation" and the "hipness" of the Market.
A-3
9 J-15
Execution Copy
Goal -To design and build a bus stop shelter that creatly"I reflects the value of the County
Market and the community mr4ners that areclogd1icjtgri, to not onl i its success but the health
foods that It provides,
*OCPRC: has for many years partnered with the Construction Trades Program at the Oakland Schools Oakland Technical Campuses
(OTC) to build a range of valuable public amenities Including barns for the 4-H groups, benches, shelters, and a playground cabin.
Because of the high traffic volumes on County Center Drive, the Market Bus Shelter offers the opportunity to nromote'awareness of
the OTC Program and tht., skills obtained by t study.
**It Is important to note that bus shelter, on Its own, cannot increase the use of public transportation toaccess the Market but it
can serve to draw attention to the changes In accessibility arid service that Is occurring. MSU-Exienslon educators have, In the past,
tried unsuccessfully to increase bus ridership to the Market; even partnering with SMART to offer free bus service to the Market.
Researchers and Extension Educators now believe that past attempts have failed due to the Inabillty to look hollstically at the needs
of the target population for public transportation and Lemprebaln-kc
resources.
6. Accessibility — $40,000
Investment — Leverage a partnership with the Road Commission for Oakland County (RCOC) to
provide an accessible route to the Suburban Mobility Authority for Regional Transportation
(SMART) bus stop and overflow parking at the RCCIC-County Service Center.
Justification —The MSU-CARRS study confirmed the observations of the long -serving Market
Master that convenience and parking access are of particular concern to both customers and
vendors and critical to the success of the County Market,
The RCOC has offered the use of its County Service Center parking lot to serve as overflow
parking to the County Market, in order to take full advantage of this resource,OCPRC will be
working with the RCOC to create an accessible crossing between the Market sidewalks, the
overflow parking and the bus stop on County Center Drive.
Goal —jo create g convenient highly vILi—ble, accessible route to oycl,flow,r)arking an
d the bus
stop.
7. EBT/Local Currency Program — $14,000
Investment — Leverage the OCPRC investment in and use of the RecTrac Point -of -Sale (POS)
system, and the staff resources of the Oakland County MSU — Extension Educators, by
facilitating the Implementation of an EBT—Market Dollar (token) program.
Justification —The MSU-CARRS study noted that facilitating the use of EBT may be one of the
most significant steps toward increasing diver$11V at the market promoting health and nutrition
programs, and Increasing use of public transportation to access the Market. OC MSU-Extension
educators have been working with the Michigan Farmers Market Association to implement EBT
programs at farmers markets across Oakland County. Based on their experiences, the
Implementation of a centralized EBT processing system and the introduction of a Market Dollar
to facilitate the transaction would be the best way to introduce current vendors at the County
Market to the EBT programs and the value of related programs that allow for the doubling of
credits when applied to fresh produce.
MSU-Extension educators will be working with OCPRC staff to implement this program at the
County Market, if funded, including educational programs for staff, vendors and customers.
Goof —To civickly Implement and promote an EBT program at the County Market and to
integrate
9 J-16
Execution Copy
Question #4: Provide a detailed project timeline making sure to indicate
necessary steps for local approvals. Please note if the project has received
local approval.
June 1- Grant Awarded.
Within 30 days - Kickoff meetings with partners (MSU-CARRS, Oakland County Business Center,
MSU-Extension and OC Health Department, Road Commission for Oakland County and Oakland
Schools), begin Marketing & Communication strategy development.
July 24/26 - Board of Commissioners Committee Approval
August 1- Board of Commissioners Approval and Chairman signature of grant agreement
Timeline by Project Activity:
1. Market Research - will begin contracted work with MSU-CARRS within 60 days of grant award
notification, to be completed by May 31, 2013.
2. Marketing and Promotions - Upon grant award notification, begin developing marketing
strategy. Marketing efforts to be Implemented during the 2012 season and will be completed
by May 31, 2013.
3. Small Business Development - Recruitment of vendors will begin July 2013, selection by
September. Training will take place in early 2013, to be completed by May 31, 2013,
4. Health and Nutrition Programs - Programs will be developed upon grant award notification.
Programs will be delivered and completed by May 31, 2012.
5. Public Transportation -This project will commence and coincide with the 2012/2013 school
calendar, and will be completed by May 31, 2013.
6. Accessibility - Design & engineering will begin upon notification of grant award. Construction
will take place in October/November 2012.
7. EBT/Local Currency Program - This program will begin within 30 days of grant award notification.
Hardware, equipment and connectivity will be completed in 2012, with the token (currency)
system developed by May 31, 2013 for the 2013 Market season.
A-5
9 J-17
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Farmers Markets within 50
Downtown Rochester Farmers'
Eastern Market Detroit
miles of the Oakland County
Market
Year round
Market
Season: May - October
Meldrum Fresh Market
Brighton Farmers Market
Beaumont Hospital Royal Oak
Season: June - October
Season: May - October
Farmers Market
Northwest Detroit Farmers'
Season: June - October
Market
Fowlerville Farmers' Market
Season: May - October
Season: May - October
Royal Oak Farmers Market
Year-round
Replenish the Earth Market -
Hartland Farmers' Market
Detroit
Season: May — October
South Lyon Farmers Market
Season: June - December
Season: May - September
Howell Farmers Market
Sowing Seeds Growing Futures
Season: May - October
Southfield Farmers Market
Fanners Market - Detroit
Season: June - August
Season: May - October
Mount Clemens Farmers Market
Season: May - November
City of Walled Lake Farmers
Wayne State Wednesday
Market
Fanners Market - Detroit
New Baltimore Farmers' Market
Season: May - October
Season: June - October
Season: July - October
Walled Lake Farmers Market
Windmill Market Inc. - Detroit
Shelby Twp Farmers Market
Season: May - October
Season: June - October
Season: May - November
Oakland County Farmers Market
Detroit Eastern Market Tuesdays
Warren Farmers Market
Year-round
Season: July - September
Season: May - October
Wixom Farmers Market
Garden City Farmers' Market
Auburn Hills Farmers Market
Season: May - October
Season: May - October
Season: June - October
Ann Arbor Farmers Market
West Park Farmers Market —
Birmingham Farmers Market
Year-round
Grosse Pointe Park
Season: May - October
Season: May - October
Westside Farmers Market
Clawson Fanners Market
Season: June - September
Lincoln Park Farmers Market
Season: May - September
Season: May - November
Whitmore Lake Farm & Artisan
Farmington Farmers Market
Market
Northville Farmers' Market
Season: May - November
Season: May - September
Season: May - October
Power Road Farmers Market
Downtown Ypsilanti Farmers'
Plymouth Farmers Market
Farmington
Market
Season: May - October
Season: January - April
Season: May - October
Redford Market on the Marquee
Lake Orion Farmers' Market
Ypsilanti Depot Town Farmers'
Season: June - October
Season: June - September
Market
Season: May - October
Redford Township Market at the
Milford Farmers Market
Marquee
May - October
Allen Park Farmers Market
Season: June - October
Season: 06/18- 09/10
Novi Farmers Market &
Taylor Friday Farmers Market
hrternational Street Fair
Canton Farmers Market
Season: June - October
Season: May - October
Season: May - October
City of Wayne Farmers' Market
Orion Farmers Market at
Farmers & Artisans Market
Season: May - October
Canterbury
Dearborn
Season: June - October
Season: June - October
Westland Farmers Market
Season: June - October
Oxford Farmers Market
Eastside Farmers Market
Season: May - October
Season: June - October
Wyandotte Farmers' Market
Season: June - September
9 J-19
Urban Farmers Market
Grant Program 2012
LOCAL APPLICANT
LOCAL CONTACT INFORMATION
Applicant Name
Oakland County Parks and Recreation
Contact Name
Melissa Prowse
Street/P.0 Box
2800 Watkins Lake Road
Contact Title
Business Development Rep.
City
Waterford
Street
2800 Watkins Lake Road
Zip
48328
City
Waterford
Phone
248.858.0906
Zip
48328
Fax
248.858.1683
Phone Number
248.858,4630
Website
www.destinationoakland.com
Mobile Number
248.249.2801
Total Community Population:
PROJECT
Grant Request
Email: prowsem oakgov.com
BUDGET
$ 50,000
Local Match Amount
$ 75,000
Source of Match
Oakland County Parks and Recreation Operating Budget
Daniel J. Stencil Oakland County Parks and Recreation
1, (local official/chief officer) certify that (applicant) has matching has funds available for this
project. (Attach proof of funds letter.)
AUTHORIZED OFFICIAL CONTACT (IF DIFFERENT THAN ABOVE)
Name Dan Stencil Title Executive Officer
Phone
248.858.4630
Date
May 5, 2012
Deadline for submission is May 11, 2012, at 3:00 p.m. to
c.ontra(ct� rants w hi an-.
Late entries will not be accepted.
Page 8 of 14
9 J-20
___ ------ pRpIECT BUDGET
�ecreat�on
�aur�ty parks and Project Fund
Applicant Name Oakland
Elements Local private
project Cost Community
NtEDC G
Activities �10,0®®1 cj,040
arketing & p,
r4�otions 000
Market peSearch
M $20000 $10
000 $1 000
Business, Development �5' 000
Health & Nutrition Pr 9
Small Bunn o rams $4�000 $1,
4,000 $11000
anspO�ateon �
public Tr $31 000 $371000
'a SsIbiRY 10,000
N
EgTlLocal Currency
Program $4000 $
Earel�S
me 2p12
Grant Prog_.,._.. am --
te
Jpr!oject-vWe'- 2rOvvin (�uallty 01 l_
.� Y.tifV all Other sourGeS�
Sources
Non Proms
�0,00a 75�O0®
Total Page 9 of 14
NATURAL RESOURCES
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer; Brittany Bird, Natural Resources Planner
Submitted: July 3, 2012
Subject: Approval, Addison Oaks Request to Negotiate Proposed Contract
HISTORY
In November 2011, OCPR issued a Request for Proposals (RFP) for pre -qualified wetland mitigation banking
professionals for the development of a wetland mitigation bank in Addison Oaks County Park. The project intent is to
serve as a demonstration site to implement a Michigan Department of Environmental (MDEQ) pilot program for assisting
local units of governments and partnering individuals or entities in the development of wetland mitigation banks in
accordance with amendments to Part 303, Wetlands Protection, of the Natural Resources and Environmental Protection
Act, 1994 PA 451 (2009).
No funding is provided for the pilot program. However, MDEQ provides staff and permitting assistance as applicable, and
the OCPR wetland banking RFP is designed such that 1) the wetland banker incurs 100% of all wetland bank
development costs, and 2) OCPRC receives a portion of wetland bank credit sales to cover bank stewardship and
maintenance costs.
A bid and review process for Addison Oaks Wetland Banker Services RFP was completed December 2011 — April 2012.
Project bids were received from Davey Resource Group/ Ohio Wetlands Foundation, and Niswander Environmental,
LLC. Vendor interviews and bid evaluations were conducted by a 5-member Evaluation Committee. In addition, MDEQ
staff provided review of the competing conceptual designs submitted by the two responding vendors.
Results from this review process were presented to OCPRC at the April 4 Meeting as follows:
Return on
Bid
Alternative
Vendor
Contractor
Wetland
Wetland Credit
Viability of Design
Evaluation
Method
Investment
Created (acres)
Sales to
Committee
Offered
OCPRC*
Ranking
Does not meet RFP
Niswander, LLC
$623,550
6.28
10%
minimum of 10
1
Yes
acres
Hydrologically
OH Wetlands/
unviable design
Davey Resource
$598,000
23
14%
per Bid Committee
2
No
Group
& MDEQ review
*Estimated market value per wetland credit = $20,000 - $70,000 based on Niswander, LLC and OH Wetland Foundation research presented in bid
proposals and associated interview sessions.
The Bid Committee reviewed the two proposals, using the bid review criteria, and consulted with MDEQ regarding the
hydrological feasibility of the proposed designs. Through this process, the Bid Committee determined that the project
proposal submitted by Niswander Environmental, LLC offered OCPRC the best option for moving forward with a viable
wetland banking project. Subsequently, OCPRC approved that Niswander, LLC complete a GIS-based analysis of all
Oakland County Parklands at no cost to the OCPRC for the purposes of identifying additional, alternative sites (beyond
the scope of Addison Oaks) for location of an MDEQ Pilot Wetland Mitigation Banking Project. This analysis did not reveal
any additional prospective wetland banking acreage conducive to financial investment, under the scope of the MDEQ
wetland mitigation banking pilot program.
9 K-1
Page 2
MUMMEMM
Therefore, OCPR staff and Niswander Environmental, LLC propose moving forward with establishment of a wetland bank
of approximately 6-7 acres within the Oakland Township footprint of Addison Oaks County Park. Development of a
wetland bank under the MDEQ 10-acre minimum banking standard is permissible in this case due to the fact that
Niswander Environmental, LLC holds interest in a banking agreement within the Clinton River Watershed to which the
proposed Addison Oaks bank may be amended, thereby, satisfying the MDEQ minimum acreage criteria. In the proposed
contracting scenario, the wetland banker incurs all development costs, OCPRC will receive a 10% return on credit sales
(estimated market value per wetland credit = $20,000 - $70,000/acre).
The establishment of the wetland bank and subsequent sale of credits is anticipated to take place over a 15-20 year
timeframe. During this time, the banker is responsible for maintenance of the wetland bank. Wetland credit sale revenues
would be reinvested in the long-term natural resources maintenance and management of the wetland and adjacent upland
natural areas. The resulting high -quality wetland and surrounding natural area will be created at no cost to OCPRC, will
have a funding source for its long-term maintenance (revenues from wetland credits), and create new passive recreation -
use opportunities for park users at Addison Oaks.
Next Steps Pending OCPRC Approval
July 2012 Negotiate and Award Contract - pending
July 2012 November 2012 — OCPR to work with Purchasing, Niswander, LLC, MDEQ, Corporation Counsel, and Risk
Management on the following enabling documents:
• Contract
• License Use Agreement
• Banking Agreement
• Conservation Easement
December 5, 2012 OCPRC Request for Approval Item: Addison Oaks Wetland Banker Contract - Enabling Agreements
Jan/February 2013 Submission of Final Wetland Banking Site Plans & Banking Agreements to MDEQ
April 2013 Banking Agreement Signed by MDEQ and EPA
May - June 2013 Construction of Wetland Bank
July 2014 Approval of First Bank Credits
STAFF RECOMMENDATION
The staff recommends that Commission allow staff to negotiate and award the OCPR Wetland Banker Services Contract
to Niswander Environmental, LLC for the purposes of constructing and implementing credit sales for a wetland mitigation
bank located within Addison Oaks County Park.
MOTION
Move to allow staff to negotiate and award the Addison Oaks Wetland Mitigation Banking Services Contract to
Niswander Environmental, LLC for the purposes of constructing and implementing credit sales for a wetland
mitigation bank located within Addison Oaks County Park.
9 K-2
EXECUTIVE OFFICER'S REPORT
for 07/11 /12
ITEM # 10 B
1. Activity Reports: The Activity Reports will be emailed and also distributed at the Commission
meeting on Wednesday, July 11, 2012.
2. Communications & Marketing:
•Added more than 2,000 emails to e-subscriber list, via participation in MRPA's Michigan
Municipal Golf Trail, since May 1
•Developed new general brochure copy/photographs/design; delivery of 38,000 brochures
expected by end of July
• Prepared ads for: Oakland County Resource Guide, 50 Things to Do, 50 More Things to Do and
Oakland County Fair booklet (The Oakland Press); July and August waterpark ads plus $50 off
Mobile Recreation visit print/online ads for Metro Parent Magazine; Michigan Gardener Magazine;
Michigan Womens Golf Association Newslinx printed publication; e-Prosper waterparks ad
•Facilitated media contacts that resulted in newspaper articles about: Oakland County Fair; free
fishing weekend; Waterford Oaks and Red Oaks waterparks opening for season; Oakland County
Market; Grasslands Bird Hike; Nature at Night; Fireworks; National Kids to Park Day; Michigan
Municipal Golf Day; Campgrounds open for season; BBQ Battle; phragmites control issues; BMX
Olympia day;
•Planned Open House at Oakland County Fair on July 6 for media, parks commissioners and
county commissioners to generate free publicity and general awareness about the fair's extension
to a 10-day event
•E-marketing data base messages for: fireworks, Oakland County Fair; July is Parks and
Recreation Month, July Market veggies/fruits, Yappy Days Orion Oaks Dog Park; Groveland
Oaks Air Fair, Wiggle Your Toes Day, August market veggies/fruits, Urban Coyotes and
Adventure Jam. Also, news releases for all. To illustrate value of emarketing, for Bat program
only 25 registrations; after e-message send out there were 125 participants
•Prepared summer issue of Community Connection Initiatives Newsletter
•Summer Park information Signs placed at all parks (60 locations) and restroom posters — 2
designs: for golf courses, all other parks.
•Group Golfer offer for Springfield Oaks Golf Course brought in revenue of $29,614. Total of
1,742 vouchers sold. This was an 85/15 split (no credit card fees) on a $20 deal. (Total revenue
via three Group Golfer offers this season total $110,687.
•Tri Vision Billboard to promote waterparks 1-75 at 12 Mile June 4- August 5
•Vinyl camping billboard 1-75 near The Palace of Auburn Hills July 16 — August 26
• Lyon Oaks Blog: Attached is a PDF of the Blog on Lyon Oaks. This can also be viewed at:
http://oaklandgolfscene.blogspot.com/
3. Master Plan: Donna Folland, Project Advisor for Planning and Jon Noyes, Planning Supervisor,
have provided an update on the status of the Master Plan process. This report is included as part
of this Executive Officers Report.
10 B-1
4. Michigan Natural Resources Trust Fund Grant - Independence Oaks -North: A final
payment has been received from the State of Michigan for the Michigan Natural Resources Trust
Fund grant for the acquisition of Independence Oaks — North. The total grant funding received for
this project was $983,796.13. Parks was anticipating a grant award of $945,000 (based on the
$2,250,000 fair market value for the property), but additional state -approved expenditures (such
as moving expenses, replacement housing costs and environmental assessments) increased the
total project amount to $2,342,371. The grant reimbursed 42% of the total project expenditures.
5. DIA's Inside Out Program: OCPR is participating in the Detroit Institute of Arts' "InsidelOut"
program this year as part of Waterford Township's InsidelOut program. A reproduction of "Savoy
Ballroom" by Reginald Marsh has been installed at the entrance to Waterford Oaks Waterpark
through September. InsidelOut, now in its third year, brings 80 reproductions of masterpieces
from the DIA's collection to the streets and parks of metro Detroit, pleasantly surprising and
delighting residents of the participating communities. For a future program cycle, staff will explore
an expanded program with the DIA, possibly installing multiple pieces throughout one park to
create bicycle and walking tours and other educational opportunities within an Oakland County
Park.
6. Groundbreaking — Media Day Event: A Groundbreaking/Media Day event is scheduled at
Addison Oaks for the Addison Oaks Connector Trail on Monday, July 23, 2012, at 1:30 p.m.
Electronic invites will follow. Please mark your calendars. A tour of the Buhl Estate (Conference
Center) to follow this event.
7. Nature Education: Sue Wells, Manager of Parks and Recreation Operations, has provided a
revised proposed budget for the Red Oaks Nature Center and Lewis E. Wint Nature Center.
These documents which were revised on 06/28/12 are included with this report.
8. Golf Course Revenues: Attached is a Golf Course Revenues Report by Sue Wells listing the
total golf revenues from April 1 through May 31, for both 2011 and 2012.
9. Memorial Golf Outing in Honor of Ralph Richard: The family of former OCPR Executive
Officer Ralph Richard is planning a golf outing in his memory, set for Thursday, Aug. 2, 2012 at
Lyon Oaks Golf Course. All proceeds from this event will benefit the University of Michigan
Comprehensive Cancer Center for research of Pancreatic Cancer. The event begins at
10:30 a.m. and the cost is $100/person or $400/foursome. There is a dinner -only option for
$40/person. To register, go to http://www.golfdigestplanner.com/21266-RalphRichardOuting/.
Registration is due by July 20. Questions, contact Kyle Richard at kyleandstephr()_aol.com or
248.882.6793.
10. Rodney Stokes: Governor Rick Snyder announced that Rodney Stokes will be the
administration's point man on working with cities to help them become more vibrant and inviting
by enhancing their existing resources. Stokes, who currently serves as Department of Natural
Resources director, will leave that position to join the Executive Office. A copy of the article
regarding the Governor's appointment is included as part of this report.
11. MDEQ Permit for Enbridge: The MDEQ has issued a permit to Enbridge for directional boring
pipeline replacement method through Rose Oaks. The permit is to install a new pipeline to
replace the existing 6B Enbridge Pipeline throughout Rose, Springfield, Brandon and Groveland
Townships using the Directional Bore method at w-686c in Rose Oaks Oakland County Park, w-
690a and s-690a at the Shiawassee River and perched wetland site, and at w-688c and s-688c at
Tamarack wetland and the Buckhorn Creek. At the other stream and wetland crossings, install
a new pipeline using the open cut method through wetland, and the dry flume or damp and pump
open cut method at stream crossings. Corporation Counsel is working to finalize an easement
agreement with Enbridge.
12. Oakland County Fair: Attached is an article from the Oakland Press which is a guest opinion
from LC Scramlin and me. The article focuses on the many new attractions at this year's
Oakland County Fair, which is scheduled for July 6-15.
********************************************
NOTE:
We will be taking an outdoor photo of the OCPR Commission for the
new Trails brochure at the July meeting. We are asking that you plan
to arrive by 8:45 a.m. for this photo. Please plan to wear khaki pants
and your blue OCPR shirt.
Thank you.
10 B-3
Addison Oaks
22,548
28,873
28.1%
63,533
84,675
33.3%
Banquet Facilities
3,944
4,320
9.5%
20,540
20,620
0.4%
Campers
10,258
10,538
2.7%
22,738
24,476
7.6%
Day Use
8,346
11,019
32.0%
20,255
36,583
80.6%
Special Events
0
2,996
N/A
0
2,996
N/A
Catalpa Oaks
9,448
8,898
-5.8%
53,684
42,190
-21.4%
Day Use
9,448
8,898
-5.8%
53,684
35,190
-34.4%
Special Events
0
0
N/A
0
7,000
N/A
Glen Oaks
8,650
9,946
15.0%
39,734
43,190
8.7%
Banquet Facilities
3,741
4,760
27.2%
27,148
27,257
0.4%
Golf (18 Hole Equivalents)
4,909
5,186
5.6%
12,586
15,933
26.6%
Grill Room (**Not Included in Totals)
4,018
4,807
19.6%
8,946
15,841
77.1%
Special Events
0
0
N/A
0
0
N/A
Groveland Oaks
28,297
34,685
22.6%
39,011
48,117
23.3%
Campers
20,628
23,379
13.3%
28,192
33,073
17.3%
Day Use
7,669
8,702
13.5%
10,819
12,440
15.0%
Special Events
0
2,604
N/A
0
2,604
N/A
Highland Oaks
1,050
1,131
7.7%
9,980
13,088
31.1%
Day Use
1,050
1,131
7.7%
9,980
13,088
31.1%
Special Events
0
0
N/A
0
0
N/A
Independence Oaks
37,061
26,873
-27.5%
151,143
140,568
-7.0%
Campers
1,407
1,480
5.2%
2,449
1,903
-22.3%
Day Use
35,654
25,393
-28.8%
148,694
138,665
-6.7%
Special Events
0
0
N/A
0
0
N/A
Lyon Oaks
18,510
17,612
-4.9%
94,297
106,055
12.5%
Banquet Facilities (Excludes Grill Room)
3,043
2,189
-28.1%
12,234
11,025
-9.9%
Day Use
2,816
3,331
18.3%
19,374
23,447
21.0%
Dog Park
5,284
5,341
1.1%
44,894
45,341
1.0%
Driving Range
2,256
1,987
-11.9%
4,806
6,340
31.9%
Golf (18 Hole Equivalents)
5,111
4,764
-6.8%
12,951
15,933
23.0%
Grill Room (Not included in totals)
3,565
5,005
40.4%
9,687
14,931
54.1%
Special Events
0
0
N/A
0
2,375
N/A
Orion Oaks
22,366
29,554
32.1%
132,619
189,455
42.9%
Day Use
10,574
13,216
25.0%
46,467
74,675
60.7%
Dog Park
11,792
16,338
38.6%
86,152
114,690
33.1%
Special Events
0
0
N/A
0
90
N/A
Red Oaks
26,192
37,318
42.5%
48,928
65,994
34.9%
Day Use
0
427
N/A
0
1,804
N/A
Dog Park
2,573
3,648
41.8%
19,075
22,179
16.3%
Golf (18 Hole Equivalents)
1,844
1,554
-15.7%
4,412
5,182
17.5%
Special Events
0
136
N/A
0
241
N/A
Waterpark
21,775
31,553
44.9%
24,818
35,659
43.7%
Rose Oaks
857
1,023
19.4%
9,349
13,457
-43.9%
Day Use
857
1,023
19.4%
9,349
13,457
43.9%
Special Events
0
0
N/A
0
0
N/A
Springfield Oaks
7,754
6,209
-19.9%
23,604
32,767
38.8%
Banquet Facilities (Includes AC)
2,334
1,015
-56.5%
9,719
17,681
81.9%
Day Use
1,125
1,178
4.7%
2,976
3,214
8.0%
Golf (18 Hole Equivalents)
4,295
4,016
-6.5%
10,909
11,872
8.8%
Grill Room (** Not Included in totals)
3,113
3,108
-0.2%
7,642
4,834
-36.7%
Special Events
0
0
N/A
0
0
N/A
Waterford Oaks
13,181
28,254
114.4%
23,717
41,932
76.8%
Banquet Facilities (Includes AC & ILL)
1,082
1,269
17.3%
7,498
11,100
48.0%
BMX
1,638
1,371
-16.3%
3,410
2,056
-39.7%
Day Use
1,650
920
-44.2%
3,998
4,082
2.1%
Waterpark
8,811
24,694
180.3%
8,811
24,694
180.3%
Special Events
0
0
N/A
0
0
N/A
White lake
9,237
5,730
-38.0%
23,338
24,107 '
3.3%
Banquet Facilities
2,256
1,517
-32.8%
9,354
9,743
4.2%
Golf (18 Hole Equivalents)
4,272
4,213
-1.4%
11,275
14,364
27.4%
Grill Room (** Not Included in totals)
2,709
3,905
44.1%
5,986
7,673
28.2%
Special Events
0
0
N/A
0
0
N/A
Mobile Recreation
48,258
44,134
-8.5%
67,479
70,143
3.9%
Bleachers
4,000
1,050
-73.8%
5,102
3,202
-37.2%
Bus
3,018
4,442
47.2%
8,598
14,188
65.0%
Climbing Tower
4,719
3,830
-18.8%
7,719
6,550
-15.1%
Inflatables
36,469
34,764
-4.7%
45,954
46,109
0.3%
Show Mobile
52
48
-7.7%
106
94
-11.3%
Recreation Programs and Services
3,559
8,223
131.0%
21,238
39,148
84.3%
Greenhouse Programs
0
0
N/A
0
2,439
N/A
Miscellaneous
56
0
-100.0%
490
2,607
432.0%
OC Express
0
299
N/A
0
381
N/A
Nature Interpretive/Outreach Visits
3,191
2,034
-36.3%
16,718
15,175
-9.2%
Special Events
0
5,736
N/A
0
15,931
N/A
Adaptive- Senior Events
312
154
50.6%
3,375
2,180
-35 4%
Banquet Facilities
16,400
15,070
8 1%
86,493
97,426
12 6%
L,056'
Campers H
32,293
35,397
9 6%
53,379
59,452
114%
(Day t15e v
79,189
7;28 „
5%25596.
„ 356,.65
9 51 .
Dog Park
19,649
25,327
28 9%
150,121
182,210
214%
�Qr�Uing_Range.` _ 2256 1,9$7
; 119%,,831
7,934° j
6%,.
Golf
20,431
19,733
-3.4%
52,756
64,213
21.7%
Nature Interpretive Services
3,191
2,034
36 3%
16,718
15,175
9 2%
�7
fRecreation Prtigr�ms ,& Services
Special Events (Totals from Rec Programs)
0
5,736
N/A
0
15,931
N/A
7illaterpark
841,133
GRAND TOTALS 254,59 282727 ` 112%..' 730,750
EMM
OAKLAND COUNTY PARKS & RECREATION
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer; Donna Folland, Project Advisor for Planning;
Jon Noyes, Planning Supervisor
Submitted: June 20, 2012
Subject: Master Planning Process Update to Parks Commission
STAFF REPORT
Planning Consultant Blanket Contract (Service Portfolio Project):
■ Interviews with three out of four consulting firms are planned for late June. The results will not be
available until the August Commission meeting.
Waterford Oaks Master Plan:
■ Please see Agenda Item regarding the Waterford Oaks Park Vision and Faclhr5- Concepts.
Red Oaks Master Plan:
■ Please see Agenda Item regarding the Red Oaks Park Vision and Facility Concepts.
Five -Year Recreation Master Plan:
■ Staff is developing components of the Rec Plan, with scheduled completion for all products of in
inid-August. Selected products will be posted as they are completed on the master plan web page
starting July 10.
Master Plan Web Page
tit ationoal�land.coin/parkplanninoLl'a es/ AIasterPlans.as�,?s
10 B-4
L,U/28/12
0
i
Red Oaks Nature Center
(Operations)
PR Nature Program Budget
Expenses
Building Maintenance
$11,000.00
Summer Help
$31,500.00
Custodial Supplies
$500.00
Electricity
M. H. $0.00
Security
$3,000.00
Equipment Maintenance
$3,000.00
Grounds Maintenance
$39,000.00
Insurance Fund
$1,200.00
Maintenance Dpmt. Charges
$850.00
Miscellaneous
$1,000.00
Natural Gas
$0.00
Small Tools
$1,500.00
Telephone Communications
$3,000.00
Garbage Disposal
$530.00
Personal Mileage
$500.00
Equipment Rental
$500.00
Info. Tech Operations
$3,000.00
Info. Tech Dev.
$2,000.00
Total Change
$102,080.00
Revenue
Facility Rental
Annual Vehicle Permit
$12,000.00
Contributions
$12, 000.00
Total Change
$24,000.00
Red Oaks Nature Center
(Programming)
Recreation, Programs & Services Budget
Expenses
Salaries Reg. (1 FT Naturalist)
$72,000.00
Summer Help (2 PT Seasonal Spec
$26,000.00
Membership Dues
$375.00
Personal Mileage
$250.00
Training
$300.00
Travel & Conference
$1,000.00
Office Supplies
$1,000.00
Recreation Supplies
$4,000.00
Special Event Supplies
$4,000.00
Uniforms
$400.00
Motor Pool
$11,700.00
Motor Pool Charges
$1,810.00
Total
$122,835.00
Revenue
Program Fees & Sponsorship $18,000.00
Totall $18,000.00
* Major Maintenance Projects from the City of Madison Heights ** Utilities estimated at $8,500
0
Lewis Wint Nature Center
(Operations)
PR Nature Center Budget
Expenses
Building Maintenance
$9,300.00
Summer Help
$21,000.00
Custodial Supplies
$700.00
Electricity
$12,380.00
Security
$0.00
Equipment Maintenance
$200.00
Grounds Maintenance
$200.00
Insurance Fund
$5,000.00
Maintenance Dpmt. Charges
$850.00
Miscellaneous
$700.00
Natural Gas
$7,360.00
Small Tools
$400.00
Telephone Communications
$5,830.00
Depreciation Building
$40,000.00
Depreciation Park Improvements
$1,200.00
Total Changel
$105,120.00
Revenue
Facility Rental $600.00
Annual Vehicle Permit
Total Change $600.00
06/28/12
Lewis Wint Nature Center
(Programming)
Recreation, Programs & Services Budget
Expenses
Salaries Reg. (1 FT Naturalist)
$100,000.00
Summer Help (3 PT Seasonal Spec
$45,000.00
Membership Dues
$375.00
Personal Mileage
$250.00
Training
$300.00
Travel & Conference
$1,000.00
Office Supplies
$700.00
Recreation Supplies
$4,000.00
Special Event Supplies
$4,000.00
Uniforms
$400.00
Motor Pool
$11,700.00
Motor Pool Charges
$1,810.00
Total
$169,535.00
$499,570.00
Revenue
Program Fees & Sponsorship $21,000.00
Total $21,000.00
Golf Course Revenue
April 1 thru May 31
For 2011 and 2012
Course
2011
2012
(-)/+
Red Oaks
$87,066.74
$118,602.72
+ $31,535.98
Springfield Oaks
$199,331.64
$235,747.78
+ $36,416.14
White Lake Oaks
$245,008.80
$278,541.09
+ $33,532.29
Lyon Oaks
$311,199.00
$404,916.00
+ $93,717.00
Glen Oaks
$269,904.00
$306,774.00
+ $36,870.00
Back-up information for April -May:
In 2012 we had 17 additional sunny days than we did in 2011
20 more days of weather that was 700 or higher
4.5 days less of being closed
Senior Rates are still a sensitive issue with players
Options we have given them are to participate in the:
Michigan Golf Trail - MGT
Golf Association of Michigan - GAM
Loyalty Cards
Over 2,500 rounds have been played during non -prime time during April -May
10 B-7
into medicine,
Affordable Care Act is
rn
"Obamacare" G ii't cover
constitutional
everyone who needs it.
He said, "We are con-_
"There are good parts
of it, like kids being able
fident that this will be.
upheld because if should
to stay on parents'
be upheld."'
insurance. But what
about older people who
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need?" he said.
Visitwwwoakpress
The Court must decide '
com to watcha video of
whether an unpopular part
of ton and Affordable'
of the law—theindividual
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as Care Act,
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The Oakland PressNAUGHN GUt3G
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Snyder appoints current agric 'it
By RICKKESSLER-
ment, strategic planning
Eli, .,.'
Of The Oakland Press
and operational leader-
Creagh has exte.18 !
As the newly appointed
ship. He has served asZ
director of the Michigan
state agriculture` director
experience, InClu
Department of Natural
Resources, Keith' Creagh
since January 2011 and
was director of industry
t
ment' 'StrateglC�n
said his top priorities will
'-
affairs for the Neogen
serving
do nal le
be to complete the depart-
Corp. after for
ment's strategic plan,
30 yearswithin the state
w determine a long term
department of agricul-
funding mechanism, con-
ture. He holds a bachelor's'
37 years. s
tinue to focus on improv-
degree in forestry from
He even mentioned one,
ing customer service and
Michigan Technological
year in which his muskrat �4t _,,
to meet with DNR employ-
University and is an avid
trapping was supposed to f
ees to get their input.
outdoorsman.
help pay for his tuition at}a
Gov. Rick Snyder
His first day as the DNR
Michigan Tech, but'instead
tapped Creagh, the
director will be July 9.
it was spent on a mule deer;?`} « `
state Department of
In a teleconference call
permit in New Mexico,
_- Agriculture and Rural
Monday with members'of
"My parents weren't t
Development director, to "
the -media, Creagh talked
too happy about that he 1
fill the vacancy of outgo-"
about enjoying Michigan's
joked. t
in- DNR director Rodney
outdoors, especially as a
Creagh said will rely on ,
Stokes, who was recently
hunter and fisherman. The
his department employees , L 1
named by Snyder as spe-
southeast Michigan native `
and allow them to make the ,
vial adviser for city place-
was an Eagle Scout by the
k „
decisions in the field ;
making, where he will
time he was 13, and his first
"We have to recognize
work to help cities become
memories of hunting are
the expertise of our DNRh t
more vibrant and inviting
as a 10-year-old with his
people and empower the 1
by enhancing their exist-
father. He said he's bought
employees to make the deci; j
in,, resources.
a hunting license' every
sion that need to be made,' _ « j
Creagh has extensive
year since he was'16, and
Creagh said. "We have
management experience,
he's hunted with the same
de -centralize the decision
including policy develop-;
group of friends for about
«
making, and make the deci«;�y
o-
in AV i
Hills,
Monday.
LEFT: A
responding
Aubum Hills
firefighter
douses the
completely
gam.
Post
iffer robust
nd generation
,rm funding
say that the cur-
t is wrong, we
o make sure that
Once we've got
en longterm we
..e a plan for pay-
t vision."
appointed
rtment of
ental Quality's
.Legislative
rector Jamie
nme +n r-Onlafu
the ivwtucu
.lover Adams
?g served as
leparhnent of
ental Quality's
l Legislative
,ector since 2011.
Rick Kessler at
:rfoakpress.
Oakland County
Fair offers many
new attractions
By Daniel I Stencil and LC Scrarnlin
brought to life at the MiracleofBirthBarn,
show at 10 a.m. and can use the carnival
orking cooperatively, the
where fair goers can witness the live births
ofpigs, calves and lambs, and children can
rides free from 11 a.m. to 1 p.m. Last year,
the day drew nearly 1,000 youths with
t
W Oakland County Parks and
Recreation Commission and the
see baby chicks hatch from eggs.
disabilities.
Oakland County Fair Association have
Highlights of the fair include fireworks
at dusk on July6, a first for the event.
Sunday, July 15, is Family Fun Day.
Visitors can show their parking passes
provided a significant regional event—
the annual Oakland County Fair —to
Carnival armbands will be offered for
from any other day's visit and get free
generations of visitors since 1972.
$ 10 onthatday. Entry 5 p.m. is
with a 2012 Oakland County Parks annual
igdaY•
Evening arena events include two
Both organizations are committed to
providing quality recreation experienoes
vehicle permit
nights of rodeo, off road demo, Michigan
to Oakland County residents and regional
Saturday, July 7, is Armed Forces Day,
monster truck shootout, championship
figure eight race and pocket pullers,
visitors. Tothat end, the 2012Lair has been
extended to 10 days and will be hosted at
with free parking and entry to the figure-
eight races for armed service personnel.
which is minitrack pulling. Also new
Springfield Oaks County park in Davis.
They must show active militaryidentifi-
this year is a$20 grandstand pass good for
entry into all evening events.
burg, July 615.
The Oakland County Fair is one of
cation
Monday, July 9, is Seniors Day, offering
For details, go to destinationoakland.
the oldest fairs inthe nation, tracing its
free admissionto seniors, ages 62 and
corn oroakfairorg.
Mark your calendar for July 615toat
roots back to the Oakland Agricultural
Society that wasfounded in 1830.Over the
older, from 9am. to5pm
Tuesday, July 10, is $12 armband day
tend the Oakland County Fair. We hope to
r
years, the %ir moved around to locations
Wednesday, July11, is Us Day with a
see you there continuing the tradition of
makingfatnilymemories.
in Milford and Pontiac, before finding
carnival armband good for entrance to
its permanent home at Springfield Oaks
the rodeo, with many special activities
�n� exec of Oak -
R
land �� Paft� ' LC.
County Park
plannedforthekdsplusabikedrawing.
"'++lsgenerai managerdfheoaFdar�a CmOV
There's something for everyone, includ
Oakland County Parks and Recreation
FaBoats ir
ing 4H club exhibits, animal competi-
Day is on Thursday, July 12. Parking is
tions, midway carnival rides, racmg pigs,
free with a 2012 OCPR annual permit July
a petting zoo and more.
12 is also Special Needs Day, where youths
Thecounty'sagr culturalheritageis
with disabilities are invited to a circus
10 B-9