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HomeMy WebLinkAboutAgendas/Packets - 2013.07.10 - 40234Gerald A. Fisher Chairman J. David VanderVeen Vice Chairman John A. Scott Secretary Pecky 0. Lewis, Jr. Chairperson Emeritus A. David Baumhart III Gregory C, Jamian Robert E. Kostin Christine Long G-y R. McGillivray lash Daniell. Stencil Executive Officer 2800 Watkins Lake Road • Bldg 97W • Waterford, MI 48328-1917 248.858.0906 • 1.888.00PARKS • DestinationOakland.com QAKLAND COUNTYPARKS June 27, 2013 Oakland County Parks and Recreation Commission Oakland County, Michigan Commissioners: A meeting has been called of the Oakland County Parks and Recreation Commission as follows: PLACE ................................... Oakland County Parks Administration Office 2800 Watkins Lake Road Waterford, NH 48328 TIME ................................... Wednesday, July 10,2013 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. r Sincerely, Daniel J. r encil Executive Officer Next Meeting: August 7, 2013 Catalpa Oaks (Oakland County Health Dept. - South Office) 27705 Greenfield Road Southfield, MI 48076 O ur mission is to provide quality recreational experiences that encourage healthy lifestyles, support economic prosperity and promote the protection of natural resources. Oakland County Parks and k_._.eation Commission Meeting Parks & Recreation Administration Offices 2800 Watkins Lake Road Waterford MI 48328 July 10, 2013 9:00 AM REVISED 07/09/13 Agenda Action Required Presenter/Phone # ______ G. Fisher/248.514.9814 1. Call Meeting to Order 2. Roll Call 3. Pledge of Allegiance Approval G. Fisher/D. Stencil 248.858.4944 4. Approval of Agenda 5. Approval of Minutes: Regular Meeting of 05/22/13 Approval pp V. Valko 248.858.4603 Regular Meeting of 06/05/13 G. Fisher 6. Public Comments: 7. CONSENT AGENDA: A. Internal Service & Department Funds Journal Entry Register for month ending 05/31/13 (FM 08. FY 13); Payment Register for month ending Approval J. Phelps 248.858.5319/D. Stencil 05/31/13 (FM 08, FY 13) pp B. Monthly Financial Statements for Month Ending Approval J. Phelps/D. Stencil 05/31/13 (FM 08, FY13) pp C. Monthly Average Comparison Report Approval J. Phelps/D. Stencil Phelps/D. Stencil D. OCPRC FY 2014 Conceptual Budget Amendment Approval J. Phel p 8. REGULAR AGENDA: A. Update on Service Portfolio Project — K. Badalamenti (GreenPlay) Informational M. Prowse 248.858.4630/D. Stencil Oakland County Parks and Recreation Commission Meeting Parks & Recreation Administration Offices 2800 Watkins Lake Road Waterford, MI 48328 July 10, 2013 9:00 AM Agenda Action Required Presenter/Phone # L Call Meeting to Order ------ G. Fisher/248.514,9814 2. Roll Call <, 3. Pledge of Allegiance -----11 - 4. Approval of Agenda Approval G. Fisher/D. Stencil 248.858,4944 5. Approval of Minutes: Regular Meeting of 06/05/13 Approval V. Valko 248.858.4603 6. Public Comments: G. Fisher 7. CONSENT AGENDA: A. Internal Service & Department Funds Journal Entry Register for month ending 05/31/13 (FM 08, FY 13); Payment Register for month ending 05/31/13 (FM 08, FY 13) Approval J. Phelps 248.858.5319M. Stencil B. Monthly Financial Statements for Month Ending 05/31/13 (FM 08, FY13) Approval J. Phelps/D. Stencil C. Monthly Average Comparison Report Approval J. Phelps/D. Stencil D. OCPRC FY 2014 Conceptual Budget Amendment Approval J. Phelps/D. Stencil S. REGULAR AGENDA: A. Update on Service Portfolio Project—K. Badalamenti (GreenPlay) Informational M. Prowse 248.858.4630/D. Stencil B. Update on Waterpark Analysis Presentation of Initial Findings — P. O'Toole (GreenPlay) Informational M. Prowse/D. Stencil `A,-n Aeiohts Proposed Water Bill Settlement Informational/Approval D. Stencil/S. Wells 248.858.4634 AL'4xoval �O�a�on A4vVOval TIOlOr `f�Ep18OR� xovalyTOcess A� itfPy ��TemP°T�Dsexye�,6on xojeOoyzdge4lacetvent A1xT'tOval poaal Y s �a1 N? x D Pp4xov�0ecc"�, e �ax�i got �,foxxnan ayAppxoval E 2ignl Oa OR adDTe�geSs �yolicies Motion 3 Olen toOGyRcom i34�tes(Reaisions dsDaYyclpatton eiveanaylle FG yxoF°SedynblicctionyTO�ect�39aate gec Oaks co Reca ve andFTle Catalpa e aFila 9 S �yOg'S anayTosamRe�e� BaOaTv an T P P ya�xp1cat on tteeQ4aate yxogelD . stencil M e�4S.9159g58A623 ti C�q iellon?,4g ackeY 248A31 �268(D. Stencil S-NL D Stencil D Stec,", -Walls g165 Du�eal'9 s S5g 09444y- Oae 345093 yieldsl24' Caton 248 s5S.09 is D Stanc�l: Stencil D. G • F'sbeT G ywNz'x B $evexaga co�T Foodvepfficex'sRePoxteetin5 �xa b 1551°� c ss 2a 3°mm 241��epartTnent to e �' �t�eetiUa Nug dgealt b 11cY'a�s to�ts5i to 11 esday� j2 �5%� do lclan 480� t -Moe �010 �p�rting ocvR co � a�,on� slSontb�tbtleyd' -sestmeeting 9 a ip5 Gre nftetd s°° r Y°nrL� hm d"ately °11°w w ea wng ilo iea5e retire GY and ea 'Solt cat-AW Oa KLAND CCURTY PARKS Definitions of Direct and Indirect Costs Direct COSt: Includes all the specific, identifiable expenses (fixed and variable) associated with providing a service, program or facility. These expenses would not exist without the program or service and often increase exponentially. PROGRAMS AND SERVICES: Salaries & Fridges: • Regular FTE (including Supervisors, Assistant Park Supervisors, Specialists, Naturalists, Skilled Maintenance, Parks Maintenance Aides, Groundskeepers, General Maintenance Mechanics, Auto Mechanics, etc.). • Part-time Temporary (PTNE) Staff (including Program Specialists and Leaders, Parks Helpers, Interns and Students, Bus Drivers, Parks Attendants, Lifeguards, Park Laborers, etc.). Personnel benefits including FICA and Medicaid, Social Security, Workers Compensation Insurance, Unemployment Insurance, Retirement; currently estimated at 47.92%for full-time benefited employees, 4.57% for part time employees. In addition, FTE's have a fixed amount for medical, dental and optical based on the employee's coverage code and plan selection. Contracted Services: • Contractual services for part time temporary entertainment, safety, etc. Recreation Supplies: • Consumable equipment and supplies like arts and crafts supplies, games, inner tubes, snacks, paint and line marking chalk, paper, whistles, flags, etc. provided by instructor or agency. • Non -consumable equipment purchased only for the program that require periodic, continual replacement or are necessary for the start of the program like balls, basketballs, disks, coolers, bikes, GPS units, goals, life jackets, fins, kayaks, mobile rec units, etc. Marketing and Printing • Marketing/promotion/printing/distribution/fliers/brochures, etc. associated directly to programs — only where specific/special marketing pieces are created. Building Maintenance • Signage Equipment Maintenance • Repair or maintenance of program or service specific equipment like mobile rec unit maintenance, etc. Building/Park Improvement Depreciation • Depreciation Page 1 OAKLAND a LPA K Equipment Maintenance o Equipment repair or maintenance of facility specific equipment like kitchen equipment, computer, pool vacuum, canopies, phones, etc. Utilities ® Utilities. (water, electric, gas) Page 3 QJAWLAND COUNTY PAR, KS • Postage. • Bank and credit card charges. • Travel and conferences. • Custodial expenses and supplies. • Any Allocated Costs (Indirect Costs) from County General Fund (the appropriate pro-rata amount charged payroll-admin, Risk Management, Corporation Council, Vehicle Operations, IT, Properties Management Specialist, Purchasing, Fiscal Services, etc.). • Any other costs associated or attributed specifically with the Administrative Offices. Non -Operating Budget Items • State and Federal Grants (from tax funding — funding CIP) • Reserve Funds for Operations and Capital Defining In -Direct Cost Allocations: OCPRC has determined that at this time there will not be a percentage or pro-rata share allocation of Administration or Indirect (Support Services) costs to every category of service. These costs will remain in -direct. Cost Allocation Methodology for Programs: (nirect Program Costs Only— The cost of a program is determined by calculating all direct expenditures associated with program. Expenditures may include relevant staff time (program development and scheduling, program and registration management, and instruction/leader), services and supplies, and contractor percentage when applicable. Programs will not be allocated a facility use cost —this is more of a full cost allocation method ... a far more detailed approach that OCPRC can attempt later........ at this time, Staffed Park/Facility Usage or Open Park Usage carries all the operating costs for the parks, spaces or facilities. Costs Allocation Methodology for Park/Facility Operations: Park or facility operating and maintenance costs are associated directly with either the Staffed Park/Facility Usage or Open Park Usage category of service with a pro-rata share being allocated to the following additional categories because they have exclusive use of all or a portion of a space, park or facility when they occur: • Rentals/Exclusive Use (either Private/Non-Profit or Partner) • Long Term Leases • Concession/Vending/Banquet • Organized Parties/Events • Community -wide Events Waterparks and some other facilities generate revenues through fees and charges on their own through drop -in admission. Therefore, most of the facility operating costs is attributed to the Staffed Park/Facility Usage category of service. A Allocation Methodology for Rentals: Waterpark, Facilities, Sports Field, and Park Rentals — Hourly costs for these types of facilities are based on a formula using expenditures directly related to the cost of operating the facility space or park, Expenditures include P.p 5 Oakland County Parks and Recreation Commission Budget Study Session #2 May 22, 2013 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. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary John A. Scott, A. David Baumhart, Gregory Jamian, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long, Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT: None ALSO PRESENT: Parks and Recreation: Daniel Stencil, Executive Officer Sue Wells, Manager of P & R Operations Phil Castonia, Business Development Rep. Mike Donnellon, Chief -Parks Fac., Maint. & Develop. Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District Terry Fields, Chief -Recreation Programs & Services Larry Gee, Chief, Parks Ops. & Maint. — S. District Tom Hughes, Park Supervisor — Springfield Oaks Karen Kohn, Supervisor of Administrative Services Paul Simpson, Supervisor -Golf & Revenue Operations OC Fiscal Services Jeff Phelps, Supervisor II Corporation Counsel Jody Hall, Assistant Corporation Counsel APPROVAL OF AGENDA: After receiving correspondence from Assistant Corporation Counsel Jody Hall regarding the operations of the Ellis Barn and Springfield Oaks County Park it was requested by Chairman Fisher to add the Ellis Barn to the agenda. Moved by Mrs. Long, supported by Mr. Scott to approve the agenda with the following change: Add: Ellis Barn Use and Operations AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Moved by Mrs. Long, supported by Mr. Kostin to approve the minutes of the Regular OCPR Commission meeting of April 10, 2013. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. 5-1 (Commission Meeting, May 22, 2013) PUBLIC COMMENTS: Commissioner Long informed the Commission that her child's first grade class took a field trip to Independence Oaks and she received very positive comments and feedback. She expressed that staff did a very good job. Commissioner Kostin advised that while visiting Independence County Park he and his family members spotted a Pileated Woodpecker. Commissioner McGillivray indicated that he attended the Cinco de Mayo event held at the Oakland County Market and expressed that it was a great night and he had an excellent time. Executive Officer Dan Stencil and Commissioner Jamian advised that the Road Commission for Oakland County celebrated its 1001h anniversary with an open house and indicated it was a huge success. Staff did a tremendous job. Mr. Jamian also informed the Commission that the RCOC is the oldest road agency in Michigan. REGULAR AGENDA BUDGET FY 2014-2016: Executive Officer Daniel Stencil outlined for the Commission the items that would be discussed in the FY 2014-2016 Proposed Budget. Those items included: • Overall budget being proposed for FY 2014-2016 • Plans for the second and third year of the FY 2014-2016 Budget • Operations budget highlights • Planned Priorities in the Budget and Budget Process Assistant Corporation Counsel Jody Hall arrived so the Commission postponed further discussion on the FY 2014-2016 Proposed Budget and moved on to the discussion of the Ellis Barn. ELLIS BARN USE AND OPERATIONS; Assistant Corporation Counsel Jody Hall informed the Commission there were several areas of concern regarding the use and operation of the Ellis Barn, which is located in Springfield Oaks County Park. She indicated that several repairs and upgrades on the existing building are required before there is further use of the facility by the public. Ms. Hall also expressed that these repairs also need to be accomplished in order to avoid being in violation of building and safety codes. Staff advised that a wedding had been scheduled in the facility in June. Springfield Township officials have advised that without these repairs OCPRC could not permit future use of the building. These repairs would also permit the building to be used for a variety of other uses in the future. Items that need to be addressed in the building include: compliance with fire codes, alarms and suppression; improvement of the stairwell to the second floor; compliance with building codes; building capacity; the necessity of emergency officials during events. Commission requested an estimate of cost for all improvements to the building to bring it up to code for the event scheduled in June, inspections, an approved building permit, and approvals from Springfield Township Building Department for occupancy in order to have the ability to have OCPRC events and Oakland County Fair events. Staff informed the Commission they are awaiting estimates of cost and would receive the information by the end of the week. Moved by Mr. Baumhart, seconded by Mr. McGillivray to postpone action on this item until the June 5, 2013 OCPR Commission meeting. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. 5-2 (Commission Meeting, May 22, 2013) BUDGET FY 2014-2016 (continued): Discussion on FY 2014-2016 Proposed Budget resumed. Additional items discussed during the Budget presentation included: • Recap of 5-year point of 10-year Master Plan • Comprehensive evaluation of all facilities and park sites • Identify initiatives, programs and needs for updating facilities • 15 Year Capital Improvement Plan/1 5-Year Maintenance Plans • Re -cap of Budget Process to Date • FY 2014-2016 Budget Position Summary • Proposed 2014 Operating Budget Highlights • Proposed FY 2014 Capital Improvement Management Plan • Proposed FY 2014 Maintenance Management Plan • Proposed FY 2014 Capital Equipment Plan • FY 2014 Information Technology Master Plan • Golf Operations (Update of 2012 Report) The staff updates on Recreation Programs and Services, Nature Center Operations and the Oakland County Market will be presented at the next Commission meeting. EXECUTIVE OFFICER'S REPORT: Executive Officer Dan Stencil provided the following updates to the Commission: - Nashville in the Neighborhood Concert at Independence Oaks County Park on June 8, 2013 - Addison Oaks Connector Trail Dedication immediately following the OCPRC meeting on June 5, 2013 - Birdie Golf Program through Recreation Programs and Services - Upcoming Oakland Press special section on Oakland County Parks and Recreation Memorial Day weekend - Depreciation and how it is accounted for in the OCPRC Budget - Update on Bernco and Enbridge projects ADJOURNMENT: Meeting adjourned at 11:43 a.m. John A. Scott, Secretary Vicky Valko, Recording Secretary 5-3 Oakland County Parks and Recreation Commission June 5, 2013 Chairman Fisher called the meeting to order at 9:10 a.m. in the Garden Room of the Buhl Estate at Addison Oaks County Park. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary John A. Scott, A. David Baumhart, Ron Fowkes, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT: Christine Long ALSO PRESENT: Parks and Recreation: Oakland County Corporation Counsel OC Fiscal Services Oakland Parks Foundation Oakland County 4-H Fair APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of P & R Operations Boyd Brokenshaw, Parks Supervisor Phil Castonia, Business Development Rep. John Ceglarek, Intern Mike Donnellon, Chief -Parks Fac., Maint. & Develop. Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District Terry Fields, Chief -Recreation Programs & Services Larry Gee, Chief, Parks Ops. & Maint. — S. District Eric Jaros, Intern Stephanie Mackey, Business Development Rep. Jen Myers, Architectural Engineer Melissa Prowse, Business Development Rep. Jon Noyes, Supervisor of Planning Jody Hall, Assistant Corporation Counsel Jeff Phelps, Supervisor 11 Noreen Keating, Executive Director LC Scramlin, Director Moved by Mr. Kostin, supported by Mr. McGillivray to approve the agenda with the following change: Move Item 10E: Ellis Barn Improvements to Item 10 A AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott (8) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Mr. Scott to approve the minutes of the Regular OCPR Commission meeting of May 1, 2013. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott (8) NAYS: (0) Motion carried on a voice vote. �! (Commission Meeting, June 5, 2013) PUBLIC COMMENTS: LC Scamlin, General Manager of the Oakland County Fair, informed the Commission that the 2013 Oakland County Fair will run for 11 days starting on July 4r" and then invited the Commission to attend. He advised of the VIP/Media Day, Nashville in the Neighborhood concert, Park Day for special needs children, and the food drive — if a person donates five cans of food they could receive $8 off the price of an armband for the rides. Mr. Scramlin also thanked the Commission for all of the support they have provided to the Oakland County Fair over the past several years. Noreen Keating, Executive Director of the Oakland Parks Foundation, advised the Commission of the Foundation's monthly meetings. The next meeting will be held on June 26, 2013, at 8:30 a.m. at the Ernst House on Scott Lake Road. She mentioned that the biggest item the Foundation needs now is public awareness of the Oakland Parks Foundation. Chairman Fisher informed the Commission that he received a copy of the Oakland Lakefront Magazine that has a monthly calendar which is filled with a great deal of Oakland County Parks and Recreation events. He commended the Communications and Marketing staff on a great job on this publication. RECOGNITION: Executive Officer Daniel Stencil recognized the outstanding service of Kyle Roberts, a Seasonal Program Specialist/Assistant Park Supervisor at Addison Oaks. Due to illness Mr. Roberts was not able to attend the meeting; therefore the plaque honoring Mr. Roberts and his 29 years of dedicated service to Addison Oaks County Park was presented to his supervisor Boyd Brokenshaw. INTRODUCTIONS: Business Development Representative Stephanie Mackey introduced Eric Jaros, a student at Michigan State University. Eric is majoring in Business and Human Capital. He has previously served as a Program Leader in Mobile Recreation. Eric will be working as an intern in the OCPR Business Strategies and Development section until the end of the summer. Supervisor of Planning Jon Noyes introduced John Ceglarek, a student at Western Illinois University. John will be working as an intern for the summer in the OCPR Planning Division and will be working on park visioning, facilities concept projects, and public engagement projects. CONSENT AGENDA: Moved by Mr. Nash, supported by Mr. Fowkes, to approve items 9A through 9D under the Consent Agenda as follows: • Internal Service & Department Funds Journal Entry Register for Month Ending 04/30/13 (FM 07, FY 2013) • Payment Register for Month Ending 04/30/13 (FM 07, FY 2013) • Monthly Financial Statements for Month Ending 04/30/13 (FM 07 FY 13) • Monthly Average Comparison Report • 20' Quarter Contributions Report AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. 5-5 (Commission Meeting, June 5, 2013) REGULAR AGENDA ELLIS BARN IMPROVEMENTS: Staff provided the Commission with a detailed update on the proposed improvements to the Ellis Barn at Springfield Oaks County Park. The proposed improvements include the following items: Fire Detection/Alarm System $ 41,400 Lightning Protection 12,000 Stairway Enclosure & Building Separation 116,984 General Conditions 21,656 Construction Management Fee 6,145 Construction Subtotal $ 198,185 Consultant Fees $ 41,433 Township Permit Fees Waived ConsultantlPermit Subtotal $ 41,433 Project Costs $239,618* *This total does not include code compliance alterations relative to structural reinforcement or the Michigan Barrier Free Code. These improvements/upgrades will allow the use of the building for public purposes. The OCPR staff previously scheduled an event later in June, which will not be able to be held unless these improvements are made to the building. In addition, with these proposed improvements there will be many opportunities for future events. Commissioner Lewis requested a business plan on this project to be submitted to the Commission on how staff plans to recoup the investment. Moved by Mr. Scott, supported by Mr. Baumhart to approve a contract to Frank Rewold & Sons, Inc. for the completion of the above -listed code compliance items for the Ellis Barn in the amount of $239,618, plus a 5% contingency of $11,981, for a total approved amount of $251,599; and approve the transfer of $251,599 from the adopted FY2103 CIP Reserve to the Springfield Oaks -Ellis Barn Improvement Project. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Chairman Fisher commended staff on the reports received to date on this project, and advised that continuing this process will avoid any future problems or misunderstandings. Assistant Corporation Counsel Jody Hall informed the Commission the preservation easement on this project will be brought back to the Commission for approval in July or August. Discussion on FY 2014-2016 Proposed Budget included: • Recap of Budget Process including previous Budget Study Sessions with the OCPR Commission on April 24 and May 22 • Proposed FY 2014-2016 Budget Staffing requests • Outline of Proposed Budget Schedule hearings with Fiscal Services and the County Board of Commissioners 5-6 (Commission Meeting, June 5, 2013) • Costs associated with Salaries and Fringe Benefits, including new health care requirements • Relationship of the Budget with the Cost Recovery Plan Staff also provided updates on Recreation Programs and Services, Nature Center Operations and the Oakland County Market. Staff requested conceptual approval of the Proposed OCPRC FY2014-2016 Budget so the budget can be sent to Fiscal Services Management and Budget, and then to the County Executive's Office to be included for approval by the Oakland County Board of Commissioners in July. Moved by Mr. Scott, supported by Mr. McGillivray to conceptually approve the Proposed FY 2014-2016 OCPRC Budget, AYES: Baumhart, Fisher, Fawkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. FIVE-YEAR TECHNOLOGY MASTER PLAN: Moved by Mr. Kostin, supported by Mr. Nash to approve the Oakland County Parks and Recreation FY2013-2017 Five -Year Technology Master Plan. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. ORION OAKS DOG PARK PAVILION CONSTRUCTION PROJECT: Moved by Mr. Lewis, supported by Mr. Kostin to award George W. Auch Company the bid for the Orion Oaks Dog Park Pavilion Construction project in the amount of $227,261 which includes a 5% contingency; and approve the transfer of $121,261 from the Capital Improvement Plan Reserve to the Orion Oaks Dog Park Pavilion Construction Project for a total project budget of $251,261. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. STAFF REPORTS PARTICIPATION AND PROGRAM REVIEW: The Participation and Program Review report for May 2013 was received and filed. 5-7 (Commission Meeting, June 5, 2013) PURCHASING UPDATE: The 2ntl Quarter Fiscal Year 2013 Purchasing Activity Report was received as filed. EXECUTIVE OFFICER'S REPORT: Executive Officer Dan Stencil provided the following updates to the Commission: - Upcoming Events scheduled for OCPR - Nashville in the Neighborhood Concert at Independence Oaks County Park on June 8, 2013 - Activities of Communications and Marketing Division - Upcoming Michigan Golf Hall of Fame presentation - Count Your Steps recognition at the Detroit Zoo - Wayne State Urban Coyote Program — monitoring a collared coyote and tracking movement in the area - Red Oaks Golf Course Meter charges update - OCPR Five -Year Recreation Master Plan approved by the MDNR, which allows OCPR to be grant eligible - Service Portfolio Consultant Karon Badalamenti will attend a future meeting to provide an update on the project - Plan for upcoming project scopes which will be presented to the Executive Committee just prior to formal OCPRC approval - Update on the proposed Adventure Recreation Project in Oxford Township in partnership with the MDNR, including the public meetings NEW BUSINESS: Commissioner McGillivray identified the disproportionate amount of programs at Wint Nature Center as compared to those at the Red Oaks Nature Center. Staff indicated that plans are in place working on providing additional programs at Red Oaks Nature Center comparable to those at Wint Nature Center. ADJOURNMENT: Meeting adjourned at 10:55 a.m. John A. Scott, Secretary Vicky Valko, Recording Secretary 5-8 OAKLAND COUNTY PARKS & RECREATION COMMISSION .AGENDA .IULY 10, 2Q13 .AGENDA ITEM No. 7 .FISCAL SERVICES -W P&R ACCOUNTING To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Brian Menghini, Fiscal Services Supervisor II Submitted: June 19, 2013 Subject: Consent Agenda — OCPR Payment Approval Summary & Monthly Financial Statements 7. A. PAYMENT APPROVAL SUMMARY * Internal Service and Department Funds Journal Entry Resister: May, 2013 (FM 8, FY 2013) 1,090,710.06 " Voucher Payment Register: May, 2013 (FM 8, FY 2013) TOTAL * Back-up information is available for review. 7. B. MONTHLY FINANCIAL STATEMENTS May, 2013 (FM 8, FY 2013) 7 A-1 387.181,11 11A T.891.17 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS FM 8 FY 2013 (FOR MONTH ENDING 5/31113) 2013 YEAR TO (OVER), %OF REVENUE BUDGET DATE UNDER BUDGET BUDGET ADMINISTRATIVE SERVICES: Miliage Tax $11,250,000.00 $11,434,124.44 ($184,124.44) 101.6% Other 255,525.00 4,496.76 251,028.24 1.8% GLEN OAKS GOLF COURSE 1,034,540.00 435,420.92 599,119.08 42,1% LYON OAKS GOLF COURSE 1,241,000.00 513,926.83 727,073,17 41.4% RED OAKS GOLF COURSE 399,600.00 148,274.76 251,325.24 37A % SPRINGFIELD OAKS GOLF COURSE 785,174.00 264,528.39 520,645.61 33.7% WHITE LAKE OAKS GOLF COURSE 878,703.00 343,272.28 535,430.72 39.1 % WATERFORD OAKS COUNTY MARKET 224,640.00 78,632.00 146,008.00 35.0 % INDEPENDENCE OAKS NATURE CENTER 12,600.00 9,933.03 2,666.97 78.8% RED OAKS NATURE CENTER 12,000.00 3,384.00 81616.00 28.2 % ADDISON OAKS 448,380.00 184,167.77 264,212.23 41.1 % ADDISON OAKS CONFERENCE CENTER 140,000.00 29,636.33 110,363.67 21.2% GROVELAND OAKS 724,600.00 141,544.24 583,055.76 19.5% HIGHLAND OAKS 3,000.00 5,427.00 (2,427.00) 180.9% INDEPENDENCE OAKS 311,948.00 128,686.29 183,261.71 41.3 % LYON OAKS 88,000.00 54,876.00 33,124.00 62,4% ORION OAKS 109,500.00 66,155.00 43,345,00 60.4% RED OAKS DOG PARK 47,000.00 19,527.00 27,473.00 41.5 % ROSEOAKS 164,040.00 151,540,00 12,500.00 92.4% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 72,178.00 50,402.83 21,775.17 69.8% WATERFORD OAKS ACTIVITY CENTERIPARK 63,485.00 48,557,00 14,928.00 76.5% RECREATION PROGRAMS & SERVICES 282,000.00 163,318.75 118,681.25 57.9% CATALPA OAKS 15,000.00 2,257,00 12,743.00 15.0% RED OAKS WATERPARK 1,040,400.00 21,157,80 1,019,242.20 2.0% WATERFORD OAKS BMX COMPLEX 19,500.00 2,542.00 16,958.00 13.0% WATERFORD OAKS WATERPARK 705,400.00 10,339.63 695,060.37 1.5% CAPITAL IMPROVEMENT 2,688,918.00 0.00 2,6B8,918.00 0.0% TOTAL REVENUE $23,017,131.00 $14,316,128.05 $8,701,002.95 62.2% EXPENSES ADMINISTRATIVE SERVICES $5,54B4O54.00 $3,210,396.03 $2,337,657,97 57.9% -.- FISCAL SERVICES ADMINISTRATION 129,895.00 86,453.50 43,441.50 66.6% ` FISCAL SERVICES PARKS & REC 234,98Z00 139,165.42 95,821.58 59.2% GLEN OAKS GOLF COURSE 1,218,416.00 628.851.01 589,564.99 51.6 % LYON OAKS GOLF COURSE 1,828,849.00 916,751.06 912,097.94 50.1 % RED OAKS GOLF COURSE 666,445.00 362,803.37 303,641.63 54.4 % SPRINGFIELD OAKS GOLF COURSE 744,749.00 385,968.75 358,780.25 51.8% WHITE LAKE OAKS GOLF COURSE 943,959.00 523,131.50 420,827.60 55.4 % WATERFORD OAKS COUNTY MARKET 256,824.00 142,177.23 114,646.77 55.4% INDEPENDENCE OAKS NATURE CENTER 270,655.00 62,598.40 208,056.60 23,1 % RED OAKS NATURE CENTER 224,915.00 71,486.02 153,428.98 31,8 % ADDISON OAKS 1,443,911,00 653,137.81 790,773.19 45.2% ADDISON OAKS CONFERENCE CENTER 164,535,00 118,932.51 45,602.49 72.3% GROVELAND OAKS 1,345,132.00 497,532.33 847,599.67 37.0% HIGHLAND OAKS 55,735,00 31,504.92 24,230.08 56.5% INDEPENDENCE OAKS 1,047,212.00 554,303.3S 492,908.65 52.9% LYON OAKS 268,969.00 176,509.06 92,459.94 65.6% ORION OAKS 125,037.00 83,567.09 41,469.91 66.8% RED OAKS DOG PARK 53,392.00 46,829.59 6,562.41 87.7% ROSE OAKS 52,600.00 26,345.33 26,254.67 50.1 % SPRINGFIELD OAKS ACTIVITY CENTER/PARK 538,211.00 187,761.31 350,449.69 34.9% WATERFORD OAKS ACTIVITY CENTER/PARK 1,123,067.00 404,606.80 718,460.20 36.0% RECREATION PROGRAMS & SERVICES 1,259,557.00 716,035.39 543,521.61 56.8% CATALPA OAKS 104,216.00 37,303.99 66,912.01 35.8% RED OAKS WATERPARK 1,360,660.00 480,002.78 880,657.22 35.3% WATERFORD OAKS BMX COMPLEX 50,137.00 24,747.00 25,390.00 49.4% WATERFORD OAKS WATERPARK 905,775.00 395,986.63 509,788,37 43.7% FACILITIES & MAINTENANCE 1,051,237.00 737,924.70 313,312.30 70.2% CONTiNGENCYIINTERNAL SERVICE CHARGES' 0.00 231,276.83 (231,276.83) N/A TOTAL EXPENSES $23,017,131.00 $11,934,089.71 $11,083,041.29 51.8% REVENUE OVERI(UNDER) EXPENSES $0.00 $2,382,038.34 ($2,382,038.34) 2013 2012 2011 2010 ACTUAL REVENUE TO DATE: 62.2% 73.4% 58.3% 58.7% BUDGETBALANCE: 37.8% 26.6% 41.7% 41.3% ACTUAL EXPENSE TO DATE: 51.8% 47.1% 37.7% 36.9% BUDGET BALANCE: 48.2% 52.9% 62.3% 63.1% "CONTINGENCY YTD FIGURE: INTERNAL SERVICE FUNDS PAYMENTS IN TRANSIT. (Page 1 of 2) 7 B-1 OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS REVENUE AND EXPENSE COMPARISON FM 8 FY 2013 (FOR MONTH ENDING 5131113) 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 RED OAKS NATURE CENTER NATURE SUB -TOTAL PARKS: ADDISON OAKS ADDISON OAKS CONFERENCE CENTER GROVELAND OAKS HIGHLAND OAKS INDEPENDENCE OAKS LYON OAKS ORION OAKS RED OAKS DOG PARK ROSE OAKS SPRINGFIELD OAKS ACTIVITY CENTER/PARK WATERFORD OAKS ACTIVITY CENTER/PARK PARKS SUB -TOTAL RECREATION: RECREATION PROGRAMS & SERVICES CATALPA OAKS RED OAKS WATERPARK WATERFORD OAKS BMX COMPLEX WATERFORD OAKS WATERPARK RECREATION SUB -TOTAL FACILITIES & MAINTENANCE: FACILITIES & MAINTENANCE FACILITIES & MAINTENANCE SUB -TOTAL YEAR TO DATE YEAR TO DATE REVENUE OVER REVENUE EXPENSE (UNDER)EXP. $11,438,621.20 $3,210,396.03 $8,228,225.17 0.00 86,463.50 (86,453.50) 0.00 139,165.42 (139,165.421 11,438,621.20 3,436,014.95 8,002,606.25 435,420.92 628,851.01 (193,430.09) 513,926.83 916,751.06 (402,824,23) 148,274.76 362,803.37 (214,528.61) 264,528.39 385,968.75 (121,440.36) 343,272.28 523,131.50 (179,859.22) 1,705,423.18 2,817,505.69 (1,112,082.51) 78,632-00 142,177.23 (63,545.23) 78,632.00 142,11 t.23 (63,545.23) 9,933.03 62,598.40 (52,665.37) 3,384.00 71,486.02 (68,102.02) 13,317.03 134,084.42 (120,767.39) 184,167.77 29,636.33 141,544,24 5,427.00 128,686.29 54,876.00 66,155.00 19,527.00 151,540.00 50,402.83 48,557.00 880,519.46 163,318.75 2,257.00 21,157.80 2,542.00 10,339.63 199,615.18 653,137.81 118,932,51 497,532.33 31,504.92 554,303.35 176,509.06 83,567.09 46,829.59 26,345.33 187,761.31 404,606.80 2,781,030.10 716,035.39 37,303.99 480,002.78 24,747.00 395,986.63 1,654,075.79 (468,970.04) (89,296.18) (355,988.09) (26,077.92) (425,61 T06) (121,633.06) (17,412.09) (27,302.59) 125,194.67 (137,358.48) (356,049.80) (1,900,510.64) (552,716.64) (35,046.99) (458,844.98) (22,205.00) (385,647.00) (1,454,460,61) 0.00 737,924.70 (737,924,70) 0.00 731,924.70 (737,924.70) CONTINGENCYIINTERNAL SERVICE CHARGES' 0.00 231,276.63 (231,276.83) TOTAL $14,316,128.05 $11,934,089.71 $2,445,683.57 `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. Lag on the www.oakqov.com/fiscal/inf_q pub/monthlvreoorts.html 2. Click on "View the Monthly Financials and Quarterly Forecast" hyperlink an 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 2 of 2) 7 B-2 FY2013 Amended Bu $ 20,348,213 Fy2013 Planned Use of Fund Balance $ 2,668.918 FY 2013 Amended Budget $ 23.017.131 FY 2013 A4tuals Oakland County Parks av,_ ,<ecreation Commission Monthly Average Comparison Report (Comparison of FY 2013 Actuals with S-Year Average Actuals) May 3 - - - ].35% 4.86% 5.7194 6.42% 6.30% 300,047 $ 135,477 $ 1,709,864 $ 6,039,1" $ 3,735,8fi0 $ 2,363,941 $ 1,264,870 $ 1,122,826 $ 1,317,951 $ 1,942,780 $ 1,455,092 1.30% 0.59% 7.41% 26.16% 16.18% 10.24% 5.48% 161,7fi5 $1,712,548 $1,282,654 $1,494,740 $264,489 $119,422 $1,507,234 $5,323,691 $3,293,135 $2,083,798 $1,114,974 $989,763_ $1, - _--- $14,316,12, n93 92.263,034 $1,261,076 $1,302,22B - -- $8,277 ($41,060) ($413,2641 ($380,042) $179,236 146,102 $112,465 - - _- 1vg. MOMh1y Rlvewe M'er/lUndeY) $7,909 - - $1,183,089 $1,6 93% $1, 419,897 $1,822,094 $2440,418 $2253,541 1095% $2,087,753. 3015% $2,337,020' 11.36 EXPENSE - $1,319,598 $1,278,780 $1,540,387 $1,261,163 6.13% S. 7.93% T 690% 8.86Y 11.86% S-VEAR AVERAGE EXPE_NS_E. 6.41% 6.22% 7.49% $2,730, 116 $2,521,055 $2335,586 $2,614,443 Percents eof Total $1, 430,582 $1,723,244 $1,410,896 $1,323,532 $1,824,589 $1,588,451 $2.038,392 _ -. - - - - -- -- — - $11,939,09I _ FV2013 Amended Budget/AlottmeM $ 23.017.131 $1, 476,245 $1,272817 $1,588,426 $1919 ,478, $2.355,038 -- -- --' $1,341,262 $1,259,689 $1,616,323 $1,236,615 , $881,94 _ $194,282 $45,715 $236,162 $109,532 ($116,646) $134,994 $170,993 $106,921 -$0 $0 $0 $0 $501,46 Avg Monthly Expenses (lNer)/Under - - - _ - ($334,327) 5415,398 $255,634 ($4,182) - - - - -- _ $142,893 $179,170 $65,961 ($2U3984) ceived during May has pushed YTD revenues to $11,415,330.69, resulting in a favorable variance of $195,330.69 compared to the FY2013 Amended Budget of $11,220,000. Note: Additional Property Tax Levy receipts re r.. OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JULY 10, 2013 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Jeff Phelps, Fiscal Services Supervisor Submitted: July 3, 2013 Subject: FY 2014 Budget Correction INTRODUCTION AND HISTORY AGENDA ITEM NO. 7 D ADMINISTRATION Staff discovered there was an error in the data in the OCPRC FY 2014 Proposed Budget that was submitted for conceptual approval at the June 5, 2013 OCPR Commission meeting. The Commission granted conceptual approval of the FY 2014 Proposed Budget at the OCPRC meeting of June 5, 2013. This was a clerical data entry error that occurred when the budget was being created and is now being presented to the OCPR Commission for correction: OAKLAND COUNTY PARKS AND RECREATION COMMISSION COMBINED STATEMENT OF OPERATIONS FM 5, FY2013 (FOR MONTH ENDING 5/31/2013) OTHER: BUDGET AMENDMENTS FY2014 Budget Amendment To correct an input error of the FY2014 conceptual budget: Revenues FY2014 50800-5060327-160010-630308 Commission Food Services ($220,000) 50800-5060427-160044-630308 Commission Food Services $20,000 50800-5060201-160900-665882 Planned Use of Fund Balance $200,000 $ _0_ MOTION Move to approve the amendment of the OCPRC FY 2014 Conceptual Budget as follows: 50800-5060327-160010-630308 Commission Food Services ($220,000) 50800-5060427-160044-630308 Commission Food Services $20,000 50800-5060201-160900-665882 Planned Use of Fund Balance $200.000 $ -0- 7 D-1 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JULY 10, 2013 AGENDA ITEM No. 8 A BUSINESS STRATEGY & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Business Development Representative Submitted: July 2, 2013 Subject: Service Portfolio Project Update INTRODUCTION AND HISTORY Karon Badalamenti our consultant with GreenPlay LLC will be at the July 10, 2013, OCPR Commission meeting to provide an update on the Service Portfolio project. The following documents are attached for your reference: o Project Schedule o Current OCPR Cost Recovery Pyramid o Categories of Service RW O KLNTYPNDS Current Cost Recovery Pvramid-2013 ki Mos, Tar Mostly In ivid enefit Target ier Mini u ?°� • (0%) (0%) (0%) �� (0%) Considerable Inds idual (0 ) (0%) Target Tier Min un (0%) (0%) Balanced Community/Individual Benefit e' 13 T3 Target Tier Mininum ?% _ (0%) (0%) (o%) Tier Aggregate 0.0% _. no r_roPnPlay. LLC ME "pY.... --' _, Q%KLAND COUNTY PARKS Creating a Resource Allocation and Cost Recovery Philosophy, Model and Policy Prior to sorting each service onto the Pyramid, the Project Team was responsible for creating the Commission's Categories of Services, including definitions. These twenty-three categories of services and their definitions are summarized below. OCPRC's CATEGORIES OF SERVICE Merchandise for Resale — Merchandise sold for individual or team use (examples: firewood, golf balls, apparel, logo clothing, memorial bricks and benches, bait and tackle, dog accessories and bones, laundry supplies, ice, etc.). Environmental/Stewardship Activities — Stewardship activities conducted by OCPRC staff with citizen/volunteer participation which provide ecosystem benefits and nature experiences to the residents (examples: protecting water quality, managed deer hunts and trapping, conservation programs, nest box monitoring, extension services, wildlife management, invasive controls, etc.). Classes, Workshops and Clinics — Beginning/Multi-Level — Entry level group recreational and/or instructional programs and activities for all ages together, such as family activities; for a specific age such as tots, youth, adults, or seniors; or those activities with no age specifications, including educational classes and athletics operated, taught, or managed by OCPRC through contract or staff; no pre -requisite for attendance (examples: nature education programs, interpretive programs, beginning golf, guided trail hikes, etc.). Workshops and Clinics —Intermediate/Advanced — Same as above, with a focus on intermediate- to advanced -level activities; has a pre -requisite for attendance. Leagues —Scheduled series of games for participants of multi -skill -levels and various age groups that are organized and/or managed by OCPRC, may or may not be officiated and/orjudged, and may or may not be scored, providing an experience for participants with the intent to play a game/match-format or to compete on a recreational level (examples: BMX weekly races, golf, tennis, volleyball, softball, etc.). Tournaments/Outings —Scheduled one-time sporting events for various age groups that are organized and/or managed by OCPRC, may or may not be officiated and/or judged, and may or may not be scored, providing an individual or a team experience for participants with the intent to play a game/match-format or to compete (examples: Chilly Open, Four Person Golf Scramble, Barbeque Competition, etc.). Specialized Events/Activities— Targeted annual, individualized activities and events requiring registration that are typically offered on a one-time or limited basis (examples: School Group Field Trips, Scouting Badge Programs, Dog Swims, OC Express, etc.). Community -wide Events— Community -wide events typically offered on an annual basis that do not require registration (example: Fire and Ice Festival, Lyon Township Winterfest, Marshmallow _ Drop, Fourth of July Fireworks, Howl-o-ween, Concerts, etc.). 8 A-3 OAKLAND COUNTY PARKS Creating a Resource Allocation and Cost Recovery Philosophy, Model and Policy Rentals/Exclusive Use — Rentals for exclusive use of spaces and facilities on a one-time or one season basis by an individual, group, or business (examples: room rental, sports field, camping site, tennis court permit, shelter permit, facility rental, community garden plot, greenhouse, pools, county market annual stall leases, outside leagues, golf tee -times, mini -golf, etc.). Rentals— Private/Non-Profit— Rentals for exclusive use of spaces and facilities on a one-time or one -season basis by a private individual, group, or for -profit business, a 501 (c)(3) or (c)(4) non-profit agency, etc. Rentals — Partner — Exclusive use of spaces and facilities on a one-time or on -going basis to groups identified as having aligned interest with the OCPRC, fulfills a core service in lieu of the agency, and are of interest to the community at large (examples: BMX Volunteer Association, 4-H, CRAMBA, Boys and Girls Clubs, YMCA, etc., or other government departments or groups - for county or city meetings/trainings, Road Commission, WRC, Health Dept., MSU Extension, etc.). These groups have a formal written agreement with OCPRC. Concession/Vending/Banquet — Food and beverage sold for individual use or consumption. May be provided by OCPRC or may be provided by long- or short-term lease or rental agreement with a vendor. Long -Term Leases — Rentals for exclusive use of spaces and facilities for ongoing or multiple time -periods by a private individual, group, non-profit, or for -profit business (examples: agricultural leases, federally mandated communication leases and easements, surplus property leases, cell towers, concessionaires at venues for rentals of sporting equipment, riding stables, residential property leases, office space, etc.). Equipment Rentals —Various OCPRC-owned equipment available to users which may or may not include supervision, instruction, driving or other guidance by OCPRC staff, (examples: banquet chairs/tables, audio/video equipment, driving range balls, pedalboats, kayaks, rowboats, sports equipment, bleachers, stage, inflatables and festival packages, Retro Games, Climbing Tower, busses, and other mobile recreation, Star Lab, lockers, portable toilets, etc.). Open Park Usage —Drop-in use of a park/facility/activity that is non -registered and non - instructed, and is unguided by OCPRC staff/volunteer supervision (examples: trail use, playgrounds, fishing, geocaching, unmonitored lake access, seasonal archery deer hunting, disc golf, dog parks, sensory garden, etc.). All costs associated with the operations, management, maintenance of assets, structures, historic and cultural amenities, developed and undeveloped natural environments and stewardship activities done or managed by OCPRC are captured. Staffed Park/Facility Usage — Restricted drop -in use of a park/facility/activity that is non- registered and non -instructed, and is monitored by OCPRC staff/volunteer supervision (examples: waterpark, nature center, BMX open riding, putting and chipping green, beaches, etc.). All costs associated with the operations, management, maintenance of assets, structures, historic and cultural amenities, developed and undeveloped natural environments and stewardship activities done or managed by OCPRC are captured. GREENPLAYLc IMlxi'ry (A� h Inifl fl Aa0,.$0. G+ * 7 W.M4 QAKLAND COUNTY PARKS Creating a Resource Allocation and Cost Recovery u[vuar.ur•, Organized Parties/Events — Includes a rental of space as well as an organized and monitored activity by staff; may or may not include food, cake, entertainment, and favors (examples: swim birthday parties, nature center birthday parties, receptions, etc.). Contracted Professional Services to Others — Facility and program management, staffing or scheduling services provided by OCPRCthrough contract to outside groups or other agencies (examples: lifeguarding for others, scheduling or maintaining/operating others fields/properties, executive -on -loan, consultation services, support services to other agencies or departments, aerial deer survey, etc.). Application/Permitted Services — Non -rental permitted services by OCPRC for beehive management, filming/photography rights, parking, concession/vending cart operations, dead wood/tree removal, special events by others, geocaching and letterbox container placements, etc. Volunteer Program — Management of opportunities for individuals or groups to donate their time and effort to a structured or scheduled experience (examples: adopt -a -natural area, adopt- a-field/park,adopt-a-garden, gatekeepers, trail maintenance, track maintenance, program volunteer, clean-up days, campground host, golf course starters, rangers and cart attendants, ski patrol, master gardener, special events, special projects, interpreter, docent, etc.). Work Study/Internship/Community Service Program— Services that support educational, service, repayment, WWAM requirements. Inclusion Services— Provides for universal accommodation and programs to any agency activity, park and/or facility providing leisure opportunities to people with disabilities. Inclusion services are intended to comply with the Americans with Disabilities Act (ADAfederal mandate). Therapeutic/Adaptive/Special Recreation Services — Specialized leisure opportunities for people with disabilities designed and managed to be specific to the physical, cognitive, social and affective needs of these populations, These are not unified programs, nor are they reasonable accommodations required as inclusionary services (examples: adaptive sports, adaptive events, adaptive socials, adaptive outreach, etc.). Support Services —Services and facilities that are provided by the staff and volunteers that support the administration and/or general OCPRC operations that are not allocated as direct expenses (examples: park planning, information technology, finance and accounting services, human resources, department -wide marketing, internal trainings, county service allocations, risk management services, directors offices, etc.). GREENPLAY« IMgr.TnnC�,.hiy 8 A-5 IServic . len Oaks Conference Center Direct Expenditures Salaries & Fringes Building Maintenance Charges FOM Staff Building Maintenance Depreciation of Buildings Depreciation of Equipment Depreciation of Park Improvements Depreciation of Vehicles Design Fees Drain Equipment Equipment Maintenance Equipment Rental Greenhouse Allocation Grounds Maintenance FOM Staff Grounds Maintenance Insurance Fund Licenses & Permits Small Tools Special Events Telephone Communications Utilities (Electrical, Water & Sewer, Total Direct Expenditures Revenues 2014 Budget (Note: 2014 budget based on breakdown of 2012 actuals for Goff Course Budget Centers) Current Cost Recovery Position listing % breakdown of FOM staffing costs for Conference Center Salaries & Frinaes FT PT % breakdown of FOM staffing costs for Conference Center Planned CIP & MM Projects: R A-6 GREENPLAY« m.imaMrerrxnm, n«nm 7a .a+Mmsr+ucmmaw // Summary of Strategic Kick -Off (SKO)-1 d Facilitated Facilitated staff Final Services portfolio GreenPlay Refine project • Determine Critical Succe staff Process Process Report and Team Tasks scope, • Review current agency b Presentation schedule & • Introduce both tools — 0 SA SA Workshop2 Development workplan; the Pyramid Methadolol Workshop 1 (series of small start up Determine senior staff ri Introduction group meetings Draft report, policies, materials . Tour key parks and facili to the Public overt days) - matrices, and model Facilitate discussions: Sector Conduct the development by • Project schedule & draft, Services assessment on GreenPlay Public Involvement time, Assessment each individual • Definition of Cost Recov( (half day)— service by target Presentations to participants and workgn teach the market and Park and Recreation • Determination of locattc methodology service area. Commission • Determination of contra and how to • Evaluation of current bu use the tool, Validation and/or Cost Recovery Model reports develop the articulation of and Resource Allocation • Assessment of current pi Menu of resulting Mission Philosophy, Model, and and policies Services, statement Draft Policy • Analyze registration sun instruction and Commission Mtg. Services Portfolio by • Discuss Pyramid Methoc materials for —1012 location tied to and homework service and categories of service, • Categories of Service market Develop Phase 1 cast recovery targets, • Definitions of Cost assessment of the Services recommended provision • Glossary of Terms (homework). Portfolio strategy and potential • Determining cost of sere pricing strategies • Goal setting Series of • Discuss ServicesAssessn small group Recommendationsfor homework meetings (1 Implementation • Menu of Services by [oc4 M days) • Agency ServicesAssessn • Alternative Providers So Final Report edits — TBD • Goal setting 1 sired. 8 A-7 CAKCLANDCOUNTYPARKS. Find usontacebook.conVocparks If OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JULY 10, 2013 AGENDA ITEM No. 8 B BUSINESS STRATEGY & DEVELOPMENT To: Chairman Fisher and Commission Members From: Melissa Prowse, Business Development Representative Submitted: July 2, 2013 Subject: Presentation of Initial Findings — Waterpark Analysis INTRODUCTION AND HISTORY Pat O'Toole our consultant with GreenPlay LLC will be at the July 10, 2013, OCPR Commission meeting to make a presentation on initial findings from the current Waterpark Assessment project. Pat O'Toole and Matt Freeby (sub -consultant with Water Technology Inc.) visited the Waterparks for a series of focus groups and detailed site -visits in early May. At the July 10, 2013, OCPR Commission meeting Pat will present the initial findings of the work done to date and invite Commission comment and feedback to assist with the development of a final report, which will be presented in draft form to the Commission early this fall. WD-11 (WAKLANDCOUNTYMM OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JULY 10, 2013 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Susan M. Wells, Manager of Parks and Recreation Operations Submitted: June 27, 2013 Subject: Madison Heights Water Bill — Red Oaks Golf Course INTRODUCTION AND HISTORY AGENDA ITEM NO. 8 C ADMINISTRATION We were informed by Ben Myers, City Manager of Madison Heights, that the water meter at Red Oaks Golf Course has not been read by the City since June 2011, and subsequently there has been no bill to Oakland County Parks. Dan Stencil, Sue Wells and Larry Gee met with Madison Heights Administrative staff in May on this matter. The original bill was based on a five-year average totaling $164,702.04. After discussions with the City they agreed to estimate the bill on a three-year average, resulting in a new total of $141,534,04. STAFF RECOMMENDATION Staff recommends payment to the City of Madison Heights in the amount of $141,534.04. Funds for payment will be taken from Red Oaks Golf Course Adjust Prior Year's Expense line item. MOTION Move to approve payment from the Red Oaks Golf Course Adjust Prior Year's Expense line item 50800-5060328-160010-730037 to the City of Madison Heights for water usage at Red Oaks Golf Course in the amount of $141,534.04. 8 C-1 ,goN HF/C �o A �S` N , M 013- �5y �F PRO�'P May 22, 2013 City of . •' • g City Hall Municipal Offices 300 W. Thirteen Mile Road Madison Heights, MI 48071 Department of Public services Fire Department Police Department 8D7 Alax Drive 31313 Brush Street 280 W, Thirteen Mile Road Madison Heights, MI 48071 Madison Heights, MI 48071 Madison Heights, MI 48071 Sue Wells, Administrator Parks & Recreation Operations Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 48328.1917 RR: Water Consumption — Oakland County Dear Ms. Wells: www, madison-heights.org Thank you for meeting with the City in order to discuss the water usage issue at Red Oaks Golf Course Account number 9810010401. Based on our meeting the City has agreed to adjust the units being estimated to a more accurate three-year average instead of a five-year average. This will lower the estimated consumption by 306 units, or a reduction of $23,169 from what would otherwise have been charged. As we discussed, the 3-inch water meter that services the irrigation system at the Red Oaks Golf Course has been non-ftinctional (frozen) since June of 2011. City personnel did not discover the meter issue until this spring, but the fact remains that the golf course has been consuming free water the last two irrigating seasons. Like any utility, the City's Water & Sewer Department always collects lost revenues due to broken/frozen/cracked meters, malfunctioning radio equipment, or system bypass use regardless of when these items are discovered. We reviewed the water usage during the irrigation seasons over three years from 2008-2010. Based on this analysis (attached), the City estimates average usage to be 1,889.64 units per month from May to October. During this period of the frozen meter, Oakland County was charged the inininmm bill which is 3.33 units per month. Therefore our estimate of the amount due, which factors in the rates in effect at the time of usage is listed below: 1,889,64 units esliniaded —3 33 touts billed = 1.886.31 monthly units x rates for each period = $141 534.04 Payment should be made to the City of Madison Heights 300 West 13 Mile, Madison heights. If you have ally questions, please do not hesitate to contact me at 248-583-0846 or melissamarsh@madison-heighis.org. Sincerely, _4Qee4l� /(I Melissa R. Marsh, Deputy City Manager— Administrative Services C: Benjamin I. Myers, City Manager Joseph G. Vitali, Public Works Supervisor Michael Olson, Water & Sewer Coordinator Lee Gee, Chief of Park Operations and Maintenance — South District — Area Code (248) — Assessing ............................................... 656-0776 Fire Department ............................. ......... 583-3605 Nature Center ................ ............ ....... ......585-o1C City Clerk ....... .................... ............... ...... 583-0826 43rd District Court... ...... ...... ............... ..... 583-1800 Police Department ............................... ...585-21( City Manager................ ........................... 583-0829 Housing Commission .... -........................ 653-0843 Purchasing............................................. 837.26( Community Development........................583.0831 Human Resources .... ........................ ...... 683-0826 Recreation.............................................. 589-22f Department of Public Services ................ 589-2294 Library ............ ......................................... 588.7763 Senior Citizen Center............................. 545-34t Finance...................................................583.0846 Mayor & City Council... ......... ................... 583-0829 Water & Treasurer ................ ....... -......... 583.08, 8 C-2 Oakland County Acct 9810010401 Estimated Water Usage Rates when water was used Meter Read charged Estimate water sewer 3/7/2013 0 3.33 3,33 0 0.00 0.00 0.00 2/1/2013 0 3.33 3.33 0 0.00 0.00 0.00 1/1/2013 0 3.33 3.33 0 0.00 0.00 0.00 12/112012 0 3.33 3.33 0 0.00 0.00 0.00 11/1/2012 0 3,33 3.33 0 0.00 0.00 0.00 10/1/2012 0 3,33 1,893 1,889.04 4,950.86 7,690.83 12,041.09 9/1/2012 0 3.33 1,893 1,889.64 4,950.86 7,690.83 12,641.69 8/1/2012 0 3.33 1,893 1,889.64 4,950.80 7,690.83 12,641,69 7/1/2012 0 3.33 1,893 1,889,64 4,950.86 7,690.83 12.641.69 6/1/2012 0 3.33 1,893 1,889,64 4,516.24 7,010.56 11,526.80 5/1/2012 0 3.33 1,893 1,889.64 4,516.24 7,010.66 11,526.80 4/1/2012 0 3.33 3.33 0 0.00 0.00 0.00 3/1/2012 0 3.33 3.33 0 0.00 0.00 0.00 2/1/2012 0 3.33 3.33 0 0.00 0,00 0.00 1/1/2012 0 3.33 3.33 0 0.00 0,00 0.00 12/1/2011 0 3.33 3.33 0 0.00 0.00 0.00 11/1/2011 0 3.33 3.33 0 0,00 0.00 0.00 10/1/2011 0 3.33 1,893 1889.64 4,616.24 7,010.56 11,526.80 911/2011 0 3.33 1,893 1889,64 4,516,24 7,010.56 11,526.80 8/1/2011 0 3,33 1,893 1889.64 4,516,24 7,010.56 11,526.80 71IJ2011 0 3.33 1,893 1889.64 4.516.24 7,010,56 11,526.80 6/1/2011 0 3.33 1,893 1889.64 4,270.59 6,632.64 10.903.22 5/1/2011 0 3.33 1,893 1889.64 4,270.59 6,632.64 10,903.22 4/1/2011 0 3.33 3.33 0 0.00 0.00 0,00 3/1/2011 0 3.33 3.33 0 0.00 0.00 0.00 21IP2011 0 3.33 3.33 0 0.00 0.00 0.00 1/1/2011 0 3.33 3,33 0 0.00 0.00 0.00 12/1/2010 6 3.33 3.33 0 0.00 0.00 0.00 22,676 estimated units not billed Fiscal Year 2013 Estimated Usaq_e actual rates 590-010-6440-000 water 22,631 units 1 55,442.04 500-020-6115-000 sewer 22,531 units $ 86,092.00 Total Amount due: $ 141,534.04 Red Oaks Golf Course 8 C-3 JULY 10, 2013 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA AGENDA ITEM No. 8 D BUSINESS STRATEGY & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Business Development Representative Submitted: June 27, 2013 Subject: Temporary Use Permit Approval and Execution INTRODUCTION AND HISTORY This is a continuation of a tabled discussion from the April 10, 2013, Commission meeting. As recommended by Oakland County Corporation Counsel and Risk Management Departments, Oakland County Parks and Recreation will be entering into "Temporary Use Permits" (Permits) with organizations and individuals for the temporary use of Commission property. Recent permits brought to the Commission include use of the County Market, the Ellis Barn, and the Arena at Springfield Oaks. The permit template is attached to this agenda item for reference. The Permits, drafted by Corporation Counsel, address issues of liability, insurance, damage to park property and park rules. The permit template is attached to this agenda item for reference. It was recommended previously that these permits be brought to the Parks and Recreation Commission for approval. Staff is anticipating many more such permits in the future. Each permit will be reviewed and approved by both Corporation Counsel and Risk Management before being executed. Because of the amount of permits anticipated, and the review process in place with Corporation Counsel and Risk Management, staff and Corporation Counsel are recommending that these permits not be brought to the Commission for approval. The exception will be if a permit involves the sale of alcohol. All activitieslevents involving the sale of alcohol on Commission property will continue to be brought to the Commission for approval as indicated in the Park Rules & Regulations. All Temporary Use Permits will be executed by the Executive Officer upon approval by Corporation Counsel and Risk Management (and the Commission where indicated). As requested at the April 10, 2013, Commission meeting, a list of potential events or activities that may require a Temporary Use Permit are attached to this agenda item. STAFF RECOMMENDATION Staff recommends the Commission approve the staff coordination and approval (with Corporation Counsel and Ris Management sign -off) of Temporary Use Permits, except in the case of the sale of alcohol, wherein such permits wi require approval by the Commission. Staff is developing a Commission Policy for the administration of the User Permits over the next several months. Th policy will be brought back for the Commission's approval sometime this fall. MOTION Move to approve the staff coordination and approval (with Corporation Counsel and Risk Management sign-o of Temporary Use Permits, except in the case of the sale of alcohol, wherein such permits will require appro% by the Commission. Temporary Use Permit The "Temporary Use Permit" template was put in place for the outside use of park facilities where a parks "Rental Agreement" is either not available, or does not provide enough information or protection for both the County and the permit holder. The permit addresses issues of: site logistics, property damage, indemnification, use of alcohol, insurance, park rules, etc. It was drafted by Corporation Counsel and Risk Management. This template will also become the standard rental agreement language for all park buildings that are rented for private events, specifically the Lookout Lodge and Activity Center at Waterford Oaks and the Activity Center and Ellis Barn at Springfield Oaks. For this use it will also contain information on rental terms, dos and don'ts of the facilities, and fee%ancellation policies. This language will NOT be the standard rental language for picnic shelters and pavilions, which will be a pared -down version of the permit language provided by Corporation Counsel. Potential Uses for which a Temporary Use Permit would be needed: • Oakland Uncorked —food and wine tasting event (County Market) • Cinco de Mayo festival (County Market) • SCAMP Concours Car Show Fundraiser (Springfield Oaks Arena & Ellis Barn) • Ellis Barn special events (SCAMP Designer Showcase Gala) • King of Darkness ski -jump event (Groveland Oaks beach and park) • Mountain Bike Races (Addison Oaks) • Park grounds for: o 5K races — charity and for -profit o Adventure races (Hero Rush, Tough Mudder, Warrior Dash) o Corporate picnics and events beyond scope of a typical pavilion rental o Concerts in the park (WYCD) o Commercial filming and photography • Races that may have a portion of the route running through one of our parks; the event is coordinated by an outside group • National Trails Day Celebration events (i.e., the Clinton River Area Mountain Bike Association (CRAMBA) offered free introductory mountain bike trail tours at Addison and set up their CRAMBA/1MBA promotion tent/info. in honor of National Trails Day this year) • Equestrian group rides (i.e., Rose Oaks Trail Riders, Highland Oaks Trail Riders, Addison Oaks Trail Riders) using the trails at HGH, RSE, ADD for their group events • Dog park fundraisers/competitions/adoption clinics (i.e. Disc Dog Frisbee Competition, Agility Competition, Pet Expo and Adoption Day, etc.). • "Pumpkin Chunkin"' event at Orion Oaks • Unique recreational demonstrations/clinics (i.e., kite boarding, kite flying, obstacle courses, field dog training, Equestrian Training- Oakland County Sheriff's Office). • Ice fishing tournament • Political fundraiser/event • Fall Color Classic Car Show :M OAKLAND COUNTY PARKS Temporary Use Permit - • , The Oakland County Parks and Recreation Commission (OCPRC) hereby grants a Temporary Use Permit ("Permit') to: Name of Entity or Person ("Permittee"): Address: Contact Person: Telephone Number: E-Mail Address: For and in Consideration of the issuance of this Permit, the Parties agree to the following terms and conditions: 1. Use of OCPRC Property. Permittee may only use the property described below for the purposes set forth in this Permit. 1.1. Property Location: 1.2, Event/Activity: 1.3. Address of property: 1.4. Fees: 1.5. Permittee shall not place any signs or advertisements on the Property without the prior written consent of the OCPRC Executive Officer. 1.6. Permittee shall keep the Property and anything stored thereon, together with any adjoining sidewalks and entrances/exists, in good order and repair and in a clean, safe, and healthful condition. 1.7. Permittee shall not make any alternations, additions, or changes to the Property, unless prior written approval is given by the OCPRC Executive Officer. 1.8. Permittee acknowledges that it had the opportunity to inspect the Property and accepts the Property AS IS. 1.9. Permittee shall leave the property in the same condition that Permittee found it — clean and free of trash. 2. Permittee Responsibilities. 2.1. Permittee and all persons performing work on behalf of Permittee shall not in any manner, hold themselves out to be agents or employees of OCPRC or Oakland County, Michigan ("County"). 2.2. Permittee is responsible for and shall obtain, at its sole expense, all necessary licenses, permits, and other governmental approvals that are necessary for use 8D-3 of the Property and for the event described in paragraph 1.2, including a liquor license for the sale of alcoholic beverages. 3. Liability/Assurances. 3.1. Damage to OCPRC Property. Permittee shall be responsible for any damage to any County or OCPRC property or facility that is caused by Permittee, its employees, agents, invitees, volunteers, or subcontractors or any other persons on the Property because of Permittee's use of the Property. If damage occurs, OCPRC shall make the necessary repairs and/or replacements or cause a third party to make the necessary repairs or replacements, provided, however, that Permittee shall reimburse OCPRC the cost for repairing and/or replacing the damaged property or facilities. 3.2. Damage to Permittee Property. Permittee shall be solely liable and responsible for any property loss or damage resulting from fire, theft or other means to Permittee's personal property located, kept, or stored on the Property during Permittee's use of the Property. 3.3. Permittee shall be solely liable and responsible for any Claims, as defined herein, occurring at or on the Property, which arise out of Permittee's or its employees, agents, invitees, volunteers or subcontractors use of the Property. 3.4. Permittee shall not cause or allow any person or entity to cause any hazardous material, waste, or debris to enter any OCPRC or County property. 3.5. Indemnification. Permittee shall indemnify and hold harmless the County of Oakland, it's Boards, Commissions, officials, and employees from any and all Claims that are incurred by, or asserted against, the County by any person or entity which are alleged to have been caused by, or found to arise from the acts, performances, errors, or omissions of Permittee or its employees, agents volunteers, subcontractors, invitees, or any other persons on the Property as a result of Permittee's use of the Property. 3.6. Definition of Claim. Claims is defined as any alleged losses, claims, complaints, demands for relief or damages, suits, causes of action, 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 County, or for which the County may become legally and/or contractually obligated to pay or defend against, whether direct, indirect or consequential, whether based upon any alleged 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. :M 3.7. Alcohol Use. BY LAW, NO ONE UNDER 21 MAY CONSUME OR TASTE ALCOHOLIC BEVERAGES ON THE PROPERTY, OAKLAND COUNTY PROPERTY OR OCPRC PROPERTY. Permittee agrees and warrants that there shall be NO SERVICE TO OR CONSUMPTION OF ALCOHOLIC BEVERAGES BY PERSONS UNDER AGE 21. Permittee shall monitor service and consumption of alcoholic beverages at the Event. Permittee specifically acknowledges that it is solely liable for the service and consumption of any alcoholic beverages at the Event and that such liability shall extend to any aspect regarding the service or consumption of alcoholic beverages. 4. Insurance. Permittee shall obtain and maintain insurance according to the specifications set forth in Exhibit A. Exhibit A is incorporated by reference into this Permit. 5. Compliance with Law and Park Rules. Permittee, including its employees, agents, invitees, and subcontractors must comply with all applicable federal, state, and local laws, regulations and ordinances, the OCPRC Rules and Regulations and the requirements of this Permit. The OCPRC Park Rules and Regulations can be found on the OCPRC website. 6. Successors and Assigns. This Agreement shall be binding upon and inure to the benefit of the successors and assigns of the Parties. Notwithstanding the foregoing, Permittee shall not assign or transfer any portion of this Permit without the prior written consent of OCPRC. 7. Waiver. The failure of OCPRC to insist upon strict performance of any covenants or conditions of this Permit or to exercise any option herein conferred in any one or more instances shall not be construed as a waiver or relinquishment of any such covenants, conditions, or options, but the same shall be and remain in full force and effect. No covenant, term or condition of this Permit shall be deemed to have been waived by OCPRC, unless such waiver is in writing by OCPRC. 8. Amendments. This Permit cannot be modified unless reduced to writing and signed by both Parties. 9. Severability. If any term, covenant, or condition of this Permit or the application thereof to any person or circumstance is deemed to be invalid or unenforceable to any extent, the remainder of this Permit or the application of such term, covenant or condition to persons or circumstances, shall not be affected thereby and each term, covenant or condition of this Permit shall be valid and enforceable to the fullest extent permitted by law, unless removal of such term materially alters the basic intent of the Parties in executing this Permit. 10. Governing Law. This Permit shall be governed, interpreted, and enforced by the laws of the State of Michigan. :e 11. Counterparts. This Permit may be executed in one or more counterparts, including facsimile copies, each of which shall be deemed an original, but all of which shall together constitute one instrument. 12. Entire Agreement. This Permit sets forth all covenants, promises, agreements, conditions and understandings between the Parties concerning the use of the Property and there are no covenants, promises, agreements, conditions or understandings, either oral or written, between the Parties other than are herein set forth. 13. Effective Date. The Effective Date of this Permit shall be the date upon which the last of the Parties listed below has signed the Permit. 14. The Parties represent that their respective signatories have the requisite authority to execute and bind them to the duties and responsibilities contained herein. APPROVED AND AUTHORIZED BY PERMITTEE: NAME: TITLE: DATE: SIGNATURE APPROVED AND AUTHORIZED BY OCPRC: NAME: TITLE: DATE: SIGNATURE GAKLANDCOUNTYPARKS OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JULY 10, 2013 AGENDA ITEM No, 8 E I FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Submitted: July 3, 2013 Subject: Approval — Independence Oaks — Beach Playground Replacement INTRODUCTION AND HISTORY As a standard, Oakland County Parks & Recreation Commission (OCPRC) staff preforms annual inspections on all (15) playground equipment sites within the system. These inspections are usually performed between March and May utilizing OCPRC staff that has completed the Consumer Product Safety Commission (CPSC) Certification Course hosted by National Recreation and Park Association (NRPA) and Michigan Recreation and Park Association (MRPA). These inspections not only identify regular maintenance and repairs, they also guide and prioritize our project forecast for replacement. One of the upcoming playground replacement projects budgeted in FY2013 was the Groveland Oaks Concession Playground. Upon completing our annual inspection in 2012, staff shifted the replacement priority for FY2013 to the Independence Oaks Beach Playground. This playground was originally installed over 25 years ago and requires substantial updates that regular maintenance and repair cannot complete. Some of the items include separation of the swings from the main structure allowing appropriate fall zones, replacement of nonconforming railings, protrusions and pinch points as well as providing the appropriate fall zones between and around various components of the playground. As a standard for the park system, guided by CPSC recommendations for Public Playground Structures, staff will be replacing the existing Beach Main Playground for the age group of 5-12 year old play and offering a separately located 2-5 year playground structure near the Beach. Refer to attached graphics. Through the Oakland County Purchasing Department, a Request for Proposals was released for submitting three replacement concepts, including installation and the necessary accessibility requirements for the structures that were evaluated on the following criteria: • References • Company/Staff Qualifications • Warranty • Fee/Price • Overall Aesthetics/Theme Base Bid #1, Beach Main Playground (5-12 year olds) is approximately 10,000 SF, is the largest play structure in the park nearest the most intensely used area of the park. Base Bid #2, Beach Satellite Playground (2-5 year olds) is approximately 2,500 SF, will be located separately from the main playground, offering play for the smaller age group. Bids were received on May 23, 2013, for the removal and replacement of the Beach Main Playground at Independence Oaks, An evaluation committee of OCPRC maintenance and operation staff, along with Oakland County Purchasing, evaluated the five submitting vendors. 8 E1-1 Page 2 Results are as follows: ITEM NO. COMPANY DESCRIPTION 1 Bidder #1 Bidder #2 Bidder #3 Bidder #4 Bidder #5 Gametime Miracle Midwest Play and Park Structure Playworld Midstates Superior Play, LLC City, State Holland, MI Okemos, MI Chattanooga, TN Holland, MI Brighton, MI Base Bid #1: Beach Main Playground (5-12 Year Olds) 1 Option #1 $160,000.00 $160,000.00 $159,965.29 $142,000.00 $146,550.50 2 Option#2 $160,000.00 $160,000.00 N/A $158,000.00 $143,204,25 3 Option #3 $160,003.00 $160,000.00 N/A $157,000.00 $140,089.50 Base Bid #2: Beach Satellite Playground (2-5 Year Olds) 4 Option #1 $40,000.00 $40,000.00 $41,564.26 $36,000.00 $47,537.00 5 Option #2 $40,000.00 $40,000.00 N/A $36,000.00 $47,515.75 6 Option #3 $40,000.00 $40.000.00 N/A $36,000.00 $46,892.50 The FY2013 Capital Improvements Program budget included the replacement of the Groveland Oaks Concession Playground in the amount of $250,000. This replacement has been postponed until FY2014, in lieu of completing the replacement of the Beach Playgrounds. Two additional and separate CIP Projects will be created for each playground. The current CIP Project for the Groveland Oaks — Concession Playground will remain, as completion is proposed for FY2014. ATTACHMENTS - Recommended Beach Main Playground (5-12 Year Olds) - Recommended Beach Satellite Playground (2-5 Year Olds) STAFF RECOMMENDATION Upon evaluation of the submitting vendors and various concepts, Staff recommends Commission approval to award a contract to Superior Play, LLC for the installation and replacement of the Beach Main Playground with a separate Beach Satellite Playground, at Independence Oaks in the amount of $186,982.00 plus a 5% contingency of $9,349.10 for a total project approved amount of $196,331.10. Since staff is proposing to postpone the Groveland Oaks — Concession Playground ($250,000) to fund the Independence Oaks Playgrounds, staff further recommends utilizing Net Position —Unrestricted funds of $196,331.10 for the two Capital Improvements, replacement of the Independence Oaks Beach Main Playground and the installation of a new Beach Satellite Playground. This recommendation reflects the total project cost, since staff completed the necessary design for the structures through the vendor evaluations and any necessary permits are part of the playground installation. MOTION Move to award a contract to Superior Play, LLC for the installation and replacement of the Independence Oaks Beach Main Playground in the amount of $140,089.50 plus a 5% contingency in the amount of $7,004.48 for a total of $147,093.98, and the installation of a separate Beach Satellite Playground at Independence Oaks in the amount of $46,892.50 plus a 5% contingency of $2,344.62 for a total of amount of $49,237.12 with a grand total for both projects of $196,331.10, and Move to utilize Net Position —Unrestricted funds of $196,331.10 for two Capital Improvements: Replacement of the Independence Oaks Beach Main Playground and the installation of a new Beach Satellite Playground. 8 E1-2 INDEPENDENCE GwA K S 248.625.0877 •• V 9501 Sashabaw Road Clarltston, MI 48348Ili., 11METMIM •f ' . Center ........... •• i Wildlife Viewing .p=Platform y"s- ...•. •b/ • • i• . M m m A CAUTION Bikes may be used on paved trails. Personal safety items, such as a helmet, are recommended. Operate bikes under control at all times. IrIF\ Playground om1 * 0 River Loop 2.2 miles Trailhead Lakeshore Loop 2A miles © Parking Ej Springlake Loop 3.2 miles ® Restrooms •�• Boardwalk Q Rockridge Loop 1.6 miles tr ,.ftoel Paved Trail Ted Gray Loop 1 mile • • • • • • Natural Trail © All Visitors Loop .3 miles Q—® Trail intersections 0 Habitat Trail (Teaching Trail) .Smiles 0 Dock Connectors ME 3 paved, flat terrain; ADA compliant packed dirt, even terrain, slight to moderate elevation changes packed dirt, uneven terrain, challenging, steep elevation changes packed dirt, even terrain, moderate to difficult elevation changes packed dirt, even terrain, challenging, technical, steep elevation changes paved, flat terrain; ADA compliant dirt/woodchip, paved; flat, uneven terrain Main Beach RZ/7 � 1 to landscops , — -- siruCtaaras Better playgrounds. Better wer9d- ` Playlsi.mm orc'_d1Y Pro=.^,T�� by: ` - �10�R eA }� �� � 6 § \ / lia jeia g�F@ VONI"esIs g3 S y E `v a� �•.�j[j[�i6gA� g I{d R1�t, (j 2 I: _ --- --- ► 8E1—u i E Ing a n� qqg 7YSz ttpl 06P 8E1-7 4 w 8E1-8 tuw P. _ l ------------ I I \ � ILI1 +� s�.i va 11 ov m�j as \ \ I \ I \ I � + 1 I 1 I I \ i oe 1i0r�a E:: r WMPoHr 0 0 1POlel RM 09EWIPN U WONV 1RWN 0 RFWR 4OUND l WMPONENIS SNOM 9 II DN1 O Of fA0UN0 U1EL NMPONEMS 9 NJ${IEM 8 __.-- Independence Oaks 2-5 s><arzn Option 3 llicL gaa ACCESSIBLE/PROTECTIVE LOOSE FILL MATERIAL (ENGINEERED WOOD FIBER SUGGESTED) 1387 SO FP s S1M mf: Superior Play, Eenooa L.L.C. Lance Shipman 67900-1-1 AA landscape stmcwmr F�uCEPl,�E1E9i la �wsw`muiwrm 1 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA .IULY 10, 2013 AGENDA ITEM NO. 8 E 2 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Submitted: July 3, 2013 Subject: Approval — Highland Oaks — Centralized Gravel Parking Lot INTRODUCTION AND HISTORY As part of a 2007 Michigan Natural Resources Trust Fund Acquisition Grant, Oakland County Parks and Recreation Commission (OCPRC) acquired 264 acres of land that became Highland Oaks County Park. The acquisition grant requires the grantee to provide public access to the property within 180 days of acquisition. In 2008, OCPR installed a 30 space gravel parking that was approved by Highland Township for temporary use only to meet this requirement. In 2010, OCPRC was awarded a Michigan Natural Resources Trust Fund Developmental Grant to provide additional accessibility to Highland Oaks, which includes boardwalks and fishing docks that are currently under construction by OCPRC staff. To connect these grant funded boardwalks and fishing dock, the Commission approved a contract to Inland Lakes, Inc. on April 10 2013, to construct 9,475 LF of accessible gravel trails. As a final component for access to the accessible trails, boardwalks and docks, a permanent and centralized parking lot is required. In 2012, OCPRC proceeded to work with our annual contractor for civil engineering, Giffels-Webster Engineering, to design a 30-space gravel base parking lot, similar to the Independence Oaks North gravel parking lot. In addition, staff proceeded to gain final administrative site plan approval from the Highland Township Planning Commission for the temporary gravel parking lot for equestrian parking and the new central parking lot for trail access. Administrative approval was obtained on February 7, 2013. In concurrence with the engineering, staff proceeded to work with our annual contractor for construction management, George W. Auch Construction (GWA). On May 20, 2013, staff received the construction quotation from GWA in the amount of $ 135,352.00 to complete the necessary construction of the central parking lot for Highland Oaks. If approved, this work will commence late this summer. The adopted FY2013 CIP budget is $80,000. Based on previous expenditures in engineering and permit fees of $8,900.00, the total project cost will be $144,252.00. As staff completed the necessary engineering for the project, right-of-way and site work resulted in an increase in project costs. Since expenditures were not expected until late summer/early fall, around the start of new Fiscal Year 2014, staff adjusted the proposed FY2014 CIP budget. The conceptually approved FY2014 CIP Budget is $140,000. The final FY2014 proposed CIP Budget will reflect the total project cost of $144,252.00. - Highland Oaks Proposed Site Plan RZAPA l Page 2 STAFF RECOMMENDATION Staff recommends Commission approval to award a contract to GWA for the construction of the Highland Oaks Central Parking Lot in the amount of $135,352.00 which includes a 10% contingency of $13,535. For this approval during Fiscal Year 2013 and to reflect total project costs, staff further recommends utilizing Net Position — Unrestricted funds of $55,352.00 for the Capital Improvement, including the central parking lot and incurred expenses of $8,900.00 for engineering and permitting. MOTION Move to award a contract to George W. Auch Construction (GWA) for the construction of the Highland Oaks Central Parking Lot in the amount of $135,352.00 which includes a 10% contingency of $13,535; and Move to utilize Net Position —Unrestricted funds of $144,252.00 for the Capital Improvement, including the central parking lot and incurred expenses of $8,900.00 for engineering and permitting. 8 E 2-2 e I , . Trail �,•:,r'":.� New 8'W Aggregate iy f t Fishing Dock '%^.': +: ,ylj •Y Existing Parking Lot - - . To remain for r Equestrian Use Highland Oaks County Park 6555 Milford Rd Holly MI 48842 MD -. Highland Oaks County Park — F Park Trails STATUS ` Existing Trail S � Proposed Trail -Completion FALL 2013 Proposed Boardwalk F � Parking Lot; Road 93 f Park Boundary waterway Hydric Features Y MD Maintenance Drive Proposed Gravel Parking Lot , 2013 Improvements: _ 4Opening Fall 2013 24 LF Boardwalk B" - 108 LF Boardwalk k "2" - 148 LF Boardwalk /Fishing Pier y,- Current ParkTrails: 1.4 Mile i A J Additional Trail 2013: 1.1 Miles UPDATED • �.,1�r� APR IL. 2013 `. Feet < White Lrak t — 1,2 _ '�.+•' _ ' - ��� � ; T � n "inn 600 00 (WAKLANDCOUNTYPARKS 'i OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JULY10,2013 AGENDA ITEM No. 8 E 3 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Submitted: July 3, 2013 Subject: Approval — Glen Oaks — Golf Course Irrigation Pond Dredging Project INTRODUCTION AND HISTORY As part of the FY2013 Maintenance Management Plan and 15 year Forecast, staff budgeted $100,000 in FY2014 for dredging the existing irrigation pond at Glen Oaks Golf Course. The scope of work included a simple mechanical dredge and spreading of soil on -site for golf course land forms and berms. Upon winterizing/inspecting the irrigation system last fail, staff realized that the irrigation pumps were sucking silt and mud from the bottom of the pond. Upon verification of the lack of necessary depth in the pond, staff began pursuing dredging the pond before the FY2013 Golf Season. This pond is part of an existing regulated drain by the Water Resources Commissioner and the Michigan Department of Environmental Quality, which requires a dredging permit from the MDEQ and WRC. Upon completing the necessary application, MDEQ required soil sediment testing to ensure that we were not dredging contaminated soils. Through an existing Oakland County contract with Soils Material Testing and Engineers, testing and data collection was completed in the fall/winter of 2012. Sediment testing data results showed Poiynuclear Aromatic Hydrocarbons present in all samples. The Benzo(A)pyrene is above the allowable human direct contact criteria used pursuant to Part 115, solid waste management, of the Natural Resources and environmental protection act, 1994 PA 461, as amended. Therefore, mechanically dredging and retaining the soils on -site could not be accomplished, without a Restrictive Covenant, limiting use of the site. Realizing a much larger scope of work in January, staff proceeded to work with our construction management team of Frank Rewold & Sons (FRS) to hydraulically dredge, pump, dry and properly remove the contaminated soils from the site. Upon further investigation of the hydraulic dredge operation and concerns with golf course operations needing full working capacity of the pump for irrigating the golf course by April 1, 2013, staff decided to temporarily move sediment away from the intake pipe by mechanical means to create a void/hole large enough for our volume requirements for the current golf season. Staff received Commission approval on March 6, 2013, to complete the temporary dredging by our construction managers Frank Rewold & Sons (FRS), in in the amount, not to exceed $27,840.00. This work was completed at a cost of $23,780.00. On May 15, 2013, staff received the construction quotation from FRS in the amount of $ 256,758.60 including a 5% contingency, to complete the necessary hydraulic dredge and reinforced approximately 1,410 linear feet of cart path from 13 Mile Road for maintenance access. This work is scheduled to begin this fail; therefore staff requires Commission approval in July in order to obtain the necessary materials for completion. The adopted FY2013 Ground Maintenance Budget for this project is $100,000. The previous expenditures for engineering, testing, permits and temporary dredging are $39,680 for a budgetary balance of $60,320. This project has been redefined as a Capital Project, since it extends use of the facility; therefore it is included in the conceptually approved FY2014 CIP Budget, in the amount of $175,000. With $39,680.00 in current expenditures for engineering, testing, permitting and temporary dredging, the total project cost will be $295,838.60. The final FY2014 proposed CIP Budget will reflect the total project cost. 8E3-1 Page 2 ATTACHMENT: Glen Oaks Pond Dredge Site Plan STAFF RECOMMENDATION Staff recommends Commission approval to award a contract to Frank Rewold & Sons (FRS) for the hydraulic dredging of the existing irrigation pond and reinforced maintenance access cart path at Glen Oaks, in the amount of $256,758.60, which includes a 5% contingency of $12,838.00. For this approval during Fiscal Year 2013 and to reflect total project costs, staff further recommends utilizing Net Position - Unrestricted funds of $295,838.60 for the Capital Improvement, including hydraulic dredging of the irrigation pond, reinforced maintenance access cart path, and incurred operating expenses of $39,080 for engineering, testing, permitting and temporary dredging. MOTION Move to award a contract to Frank Rewold & Sons (FRS) for the hydraulic dredging of the existing irrigation pond and reinforced maintenance access cart path at Glen Oaks Golf Course, in the amount of $256,758.60, which includes a 5% contingency of $12,838.00; and Move to utilize Net Position —Unrestricted funds of $295,838.60 for the Capital Improvement, including hydraulic dredging of the irrigation pond, reinforced maintenance access cart path, and incurred operating expenses of $39,080 for engineering, testing, permitting and temporary dredging. 8 E 3 - 2 T y n 9 'C � Y 1 -AKL AND , EWT 1 GLEN OAKS COUNTY PARK 30500 THIRTEEN MILE RD FARMINGTON HILLS 48334 �^ Legend Park Boundaryt; DEWATERING BAGS , e ' Waterway p a Hydric Features IRRIGATION SYSTEM x a / t i PUMP HOUSE , POND DREDGE t _ 0 1400 LF MAINTENANCE PATH , WUj - Lu Q- 40 �pp, rCLUBHOUSE 1T t44 - = Feet !F - A A 01c 9GA GAA JULY 10, 2013 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA AGENDA ITEM NO. 8 F ADMINISTRATION To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Stephanie S. Mackey, Business Development Representative for Organizational Development Submitted: June 27, 2013 Subject: Policy Audit Follow Up INTRODUCTION AND HISTORY In accordance with the "Development of a Policy" policy, OCPR staff has conducted a review of all policies and is seeking approval at the July 10, 2013, OCPRC meeting for four (4) revised policies and two (2) new policies that have been updated with input from the Commission and Corporation Counsel. ATTACHMENTS 1. Updated copy of C09-001 Development of a Policy 2. Updated copy of C09-003 Residential Property Lease Policy 3. Updated copy of C09-007 Parks Access Permits Policy 4. Updated copy of C09-008 Parks Promotional Items Policy 5. New Unrestricted Net Assets Reserve Policy 6. New Media Inquiry Policy of 509-001 Development of a Policy Recommended updates are intended to clarify roles and ownership for policy development and maintenance. Also reordered policy categories to place Commission policies first. 609-003 Recommended updates clarify roles and current Residential Property Lease process. Recommended updates remove specific references to C09-007 Parks Access Permits PA 261, reordered sections to reduce redundancy and updated timing of distribution to accurately reflect Parks Promotional Items business processes. C09-008 Recommended updates reflect organizational changes and Donation Request and include a new section to describe limitations for use of promotional items. NOTE: Significant revisions require full review of new 8 F-1 Page 2 New Policies Policy Number Policy Title Chan e Summat C13-OOX Unrestricted Net Assets Concept presented during 05-23-12 Budget Meeting, Reserve Policy approval required for implementation. C13-OOX Media Inquiry Policy New Policy clarifies roles for providing public information and responding to media inquiries. C13-00X Use of Alcohol on Park In process: New policy will reflect 2013 Park Rules Property updates for Consumption and Sale of Alcoholic Beverages on Park Property. Staff are in the process of developing business processes to support implementation of Section 40 e. and f. which will include Temporary Use Permits and Facility/ Pavilion Use Agreements. Once finalized, the new policy will be presented for Commission Approval. The previous redlined versions of the policies appear before the recommended final draft versions. MOTION Move to approve the proposed Oakland County Parks and Recreation Commission policies as submitted. 8 F-2 Date Adopted: Dated Revised: C: 09-001 � 03-04-09 06-11-13 Page 1 of 4 COUNTYPARKS Development of a Policy I. PURPOSE: 'the purpose of this policy is tto identify the process for the development, revision, review or adoption of a dDepartment policy. It. 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. • Policy Owner — Subject matter expert on the topic for which a particular policy is written • Business Development Representative for Organizational Development —Position within Administration department that is responsible for coordinating policy development, tracking and updates. • Administrative Management Team — Consists of Executive Officer, Manager of Operations, Chief of Facilities, Maintenance and Development, Chief of Operations for North/South District and Chief of Recreation Programs and Services responsible for guiding management of the parks system and providing input to the Commission regarding decisions and direction of the parks system. • Administrative Services — Support staff assigned to Administration responsible for general office support work. A. Development of 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 policy owner. seetion lead ....,, s ed in the AeF ......,,-�.......'e e.�r-.. an the ...,..- ...... .......-__...._ Hie ,.....e �. .... _.. a. Once the policy owner provides input on the policy, it will be saved in the "Policies under Consideration" folder on the shared network drive in the "Polices" folder. b. The policy owner will then notify the Business Development Representative for Organizational Development that the policy has been drafted and is ready for review. SF-3 Date Adopted: Dated Revised: C: 09-001 03-04-09 06-11-13 Page 2 of 4 COUNTYPARKS Development of a Policy 3 nrr.,_ _ n_ .: ,,___a.,o2The Business Development Representative for Organizational Development will review the policies under consideration file and, upon approval, save them to the "Policies Pending Approval" folder on the shared network drive in the "Polices" folder. a. The Business Development Representative for Organizational Development will then forward the policy to the Administrative Management Team a minimum of five days prior to its upcoming meeting. b. The Administrative Management Team will review the policy and make recommendations for approval. 4. Administrative Management Team and/or Oakland County Parks and Recreation Commission (depending on the type of policy) may formally adopt the policy. 5. Administrative Services staff will ensure proper formatting of the policy, save it to the "Policies Finalized" folder on the shared network drive in the "Polices" folder and release it to the department within one week of formal adoption. All adopted polices will also be maintained in a errarea, d •� �� r cer ^ policy binder located in the front office area near the Executive Officer's office. B. Revision of an Existing Policy 1. All policies will be reviewed annually by see efi-lea s the policy owner. Necessary revisions will be made and forwarded to the Administrative Management Team for review. 2. Administrative Management Team/Oakland County Parks and Recreation Commission (depending on the type of policy) will may 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 1. Commission Policies are policies that bosioess set forth procedures and standards for external business operations of the t Commission and are typically high level policies. 8F-4 Date Adopted: Dated Revised: C: 09-001 Commission 03-04-09 06-11-13 Page 3 of 4 COUNTY ARKDS � Policy Development of a Policy a. These will be reviewed by the Administrative Management Team and the Oakland County Parks and Recreation Commission. These policies must be approved by the Commission for formal adoption. b. Examples include: Business Plan Policy, Pricing Policy, Sponsorship Policy, and Partnership Policy. 2. Administrative Services Policies are policies that relate to "administrative services" functions and internal business operations of the Commission. a. These will be reviewed and adopted by the Administrative Management Team. b. Examples include: peff,91-Manee appraisals, when a physieiali's Elote is needed, how Pay eheeks are dFstribined, efe. Smoking, Business Expense Guidelines and Performance Management. 3. Operations Policies are policies directly related to the operation of the department. a. These will be reviewed and adopted by the Administrative Management Team. b. Examples include: Customer Service Standards, Cash and Payment Card Industry Standards, and Uniforms. 8F-5 Date Adopted: Dated Revised: C: 09-001 03-04-09 00- n V- i , Page 4 of 4 Development of a Policy Change Control Record Revision Date Owner Description of Change 03-04-09 New Policy Adopted 05-03-12 S. Mackey 11. A. New title 1. A. 2. Clarified roles II. A. 3. Clarified roles `11. B. New Title `11. B. I. Changed `section lead' to `policy owner' `11. C. moved `Commission policies' forward firom 3 to I. 06-1 1-13 S. Mackey Added definitions I'm • Policy Owner • Business Development Representative for Organizational Development • Administ ative Management Team • Administrative Services Em. I. PURPOSE: The purpose of this policy is to identify the process for the development, revision, review or adoption of a Department 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. • Policy Owner— Subject matter expert on the topic for which a particular policy is written • Business Development Representative for Organizational Development —Position within Administration department that is responsible for coordinating policy development, tracking and updates. • Administrative Management Team — Consists of Executive Officer, Manager of Operations, Chief of Facilities, Maintenance and Development, Chief of Operations for Nortb/South District and Chief of Recreation Programs and Services responsible for guiding management of the parks system and providing input to the Commission regarding decisions and direction of the parks system. • Administrative Services —Support staff assigned to Administration responsible for general office support work. A. Development of 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. Z If the supervisor deems that the request fora new policy is warranted, the request and a draft shall be submitted to the policy owner. a. Once the policy owner provides input on the policy, it will be saved in the "Policies under Consideration" folder on the shared network drive in the "Polices" folder. b. The policy owner will then notify the Business Development Representative for Organizational Development that the policy has been drafted and is ready for review. 3. The Business Development Representative for Organizational Development will review the policies under consideration file and, upon approval, save them to the 8F-7 Date Adopted: Dated Revised: C: 09-001 03-04-09 116.11-1.1 Page 2 of 4 OAKLACOUNTY PARKS Development of a Policy "Policies Pending Approval" folder on the shared network drive in the "Polices" folder. a. The Business Development Representative for Organizational Development will then forward the policy to the Administrative Management Team a minimum of five days prior to its upcoming meeting. b. The Administrative Management Team will review the policy and make recommendations for approval. 4. Administrative Management Team and/or Oakland County Parks and Recreation Commission (depending on the type of policy) may formally adopt the policy. S. Administrative Services staff will ensure proper formatting of the policy, save it to the "Policies Finalized" folder on the shared network drive in the "Polices" folder and release it to the department within one week of formal adoption. All adopted polices will also be maintained in a policy binder located in the front office area near the Executive Officer's office. B. Revision of an Existing Policy 1. All policies will be reviewed annually by the policy owner. Necessary revisions will be made and forwarded to the Administrative Management Team for review. 2. Administrative Management Team/Oakland County Parks and Recreation Commission (depending on the type of policy) may 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 Commission Policies are policies that set forth procedures and standards for external business operations of the Commission and are typically high level policies. a. These will be reviewed by the Administrative Management Team and the Oakland County Parks and Recreation Commission. These policies must be approved by the Commission for formal adoption. b. Examples include: Business Plan Policy, Pricing Policy, Sponsorship Policy, and Partnership Policy. 2. Administrative Services Policies are policies that relate to "administrative services" functions and internal business operations of the Commission. 8F-8 a. These will be reviewed and adopted by the Administrative Management Team. b. Examples include: Smoking, Business Expense Guidelines and Performance Management. 3. Operations Policies are policies directly related to the operation of the department. a. These will be reviewed and adopted by the Administrative Management Team. b. Examples include: Customer Service Standards, Cash and Payment Card Industry Standards, and Uniforms. 8F-9 Date Adopted: Dated Revised: C: 09-001 QA 03-04-09 110.1 1-1.1 Page 4 of 4 Ou TYA R Development of a Policy Change Control Record Revision Date Owner Description of Change 03-04-09 New Policy Adopted 05-03-12 S. Mackey II. A. New title I. A. 2. Clarified roles `11. A. 3. Clarified roles `II. B. New Title `Il. B. 1. Changed `section lead' to `policy owner' `U. C. moved `Commission policies' forward from 3to1. 06-11-13 S. Mackey Added definitions for • Policy Owner • Business Development Representative for Organizational Development • Administrative Management Team • Administrative Services 8F-10 Date Adopted: Dated Revised: C: 09-003 QAKLANQ i 04-15-09 06-11-13 Page 1 of 6 COUNTYPARKS Residential Property Lease Policy I. 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. II. PROCEDURES AND GUIDELINES: A. Procedure for Designating Residential Propertv 1. Residential properties currently exist on certain park property. Residential properties may also exist on land acquired by the Oakland County Parks and Recreation Commission. a. These residential properties shall be designated by the Oakland County Parks and Recreation Commission Executive leer -for use as residential properties based on recommendations from the Executive Officer. b. 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 Drlanning-Seetion-Facilities Maintenance Division and given an asset number. a Distfiet Chief, or Oakland Couniy Parks and RI-ler...t:,. newresidential fin.—T,B,a3•—T cirlr—SgLi@i'c.-iovt...,^ ,.l.o,. .,F ho.].....�,.., .. ...4.0�1' b-ui-aSel "T 9 'Pl.. T: bathrooms, basement, and - d. (OFF. L. 11 All pro -al "r � s1.Jo.a:..l newpror mm property and ,. new ..:.Je«,t:.,l ., e.w.. „ only 4.,. ost..l,l:.,he With the- rznve6offiffiendation and approval d if a ed by he Ouk4., d County Parks and Re ation Commission,the residential p pert„ shall be listed a a s:.1,.,..4;I�I..l property ..., the .. .4. maps and I-eility inventory desefiptions kept by t , be -r. 2. The Executive Officer has the authority to withdraw the designation of a - residential property at any time. When a property is removed from use as 8F-11 Date Adopted: Dated Revised: C: 09-003 QAKLAND 1 04-15-09 Page 2 of 6 COUNTY PARKS ' Residential Property Lease Policy residential, it will be reported to the Oakland County Parks and Recreation Commission by the Executive Officer. B. Procedure for Selecting Tenants 1. Preference for tenants for the residential properties shall be made in the following order: 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; E Part-time employees of other County of Oakland Departments; g. F-. i! time e 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 Internal Services 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 Organizational and Business Development Internal Services Section shall review the request and forward it to the Executive Officer for review. 5. The Executive Officer, in at his or her discretion, shall approve or disapprove the request to become a tenant subject to the approval of a Lease Agreement. 6. If the Executive Officer approves the request, the Ofganizafional-� Internal Services 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 8F-12 Date Adopted: Dated Revised: C: 09-003 QAKL.AND 04-15-09 06-11-13 Page 3 of 6 CAUNTYPARKS Residential Property Lease Policy 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 Organizational and Business Do.. en Internal Services Section, working with the Property Management Specialist from the GourAy of Oakia Oakland County Department of Facilities Management and Operations, on a case -by -case basis using comparable rental properties in the same area as 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 full 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 8F-13 COUNTY Date Adopted: Dated Revised: C: 09-003 04-15-09 06-1 l-1 Page 4 of 6 Residential Property Lease Policy building codes. It is recommended that photographs be taken and become a part of the record. c. The Organizational and Busines�� Internal Services Section shall maintain a file for all residential properties including the lease agreement and all documents required by the lease agreement. The Organizational nd Business Internal Services 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. 8F-14 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: Information below to be completed by Services Section 9. Ce Current Market Rate: 10. Employee % Discount: 11. Net Monthly Rental Fee: ?E-xecutive Dates: er's ApprovalExecutive Officer's Signature:Resident's Signature: 8F-15 Date Adopted: I Dated Revised: C: 09-003 9AKLAND 04-15-09 06-11-13 Page 6 of 6 COUNTY PARKS Policy Residential Property Lease Policy Change Control Record Revision Date Owner Description of Change 04-I5-09 New Policy Adopted 04-23-12 P. Castonia `11. A. 1. Clarified role for maintaining asset inventory from Planning Section to Facilities Maintenance and Development. `1I. A. Removed sections 2., 3., and 4., to streamline process for designating residential properties. `1I. B. 1. g removed "full time" `11. B. 2, 4, & 6 replaced "Organizational and Business Development" with "Internal Services". `11. C. I added "Property Management Specialist from the County of Oakland". `11. C. 2. c replaced "Organizational and Business Development" with `Internal Services". RESIDENTIAL REQUEST FORM Replaced "Organizational and Business Development' with "Internal Services" Replaced "Comparable lease charge" with "current market rate" Removed section on "Count Utility Estimates" 06-1 1-13 S. Mackey Updated to reflect the role of the Commission in designating residential properties. 8F-16 Date Adopted: Dated Revise:Lease n QfAKLAND 04-15-09 IIb-1 I - I .ti COUNTY PARKS � Residential Property I. 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. II. PROCEDURES AND GUIDELINES: A. Procedure for Designating Residential Property 1. Residential properties currently exist on certain park property. Residential properties may also exist on land acquired by the Oakland County Parks and Recreation Commission. a. These residential properties shall be designated by the Oakland County Parks and Recreation Commission for use as residential properties based on recommendations from the Executive Officer. b. Once designated, the residential properties shall be Iisted as residential properties on the property maps and facility inventory descriptions kept by the Oakland County Parks and Recreation Facilities Maintenance Division and given an asset number. 2. The Executive Officer has the authority to withdraw the designation of a residential property at any time. When a property is removed from use as residential, it will be reported to the Oakland County Parks and Recreation Commission by the Executive Officer. B. Procedure for Selecting_ Tenants Preference for tenants for the residential properties shall be made in the following order: 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 i employees at the Park where the residential property is located; 8F-17 OULND TY PARRKSS Date Adopted: Dated Revised: C: 09-003 04-15-09 1 Ilo-1 1-13 Page 2 of 5 Residential Property Lease Policy d. Part -tine 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. 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 Internal Services 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 Internal Services Section shall review the request and forward it to the Executive Officer for review. 5. The Executive Officer, in at his or her discretion, shall approve or disapprove the request to become a tenant subject to the approval of a Lease Agreement. 6. If the Executive Officer approves the request, the Internal Services 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 Internal Services Section, working with the Property Management Specialist from the Oakland County Department of Facilities Management and Operations, on a case - by -case basis using comparable rental properties in the same area as 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; 8F-18 iL Oakland County Parks and Recreation Commission part- time employees may receive a 15% reduction in monthly lease fees; iii. Oakland County Sheriff's Office full 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 Internal Services Section shall maintain a file for all residential properties including the lease agreement and all documents required by the lease agreement. The Internal Services 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. 8F-19 Date Adopted: I Dated Revised: I C: 09-003 04-15-09 no i i Page 4 of 5 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 Organizational and BusinessDevelopment Internal Services Section 9. Current Market Rate: 10. Employee % Discount: 11. Net Monthly Rental Fee: 12. Lease Period Dates: Executive Officer's Approval Date: Executive Officer's Signature: Date: Resident's Signature: 8F-20 1"hnnae i7nntrol Record Revision Date Owner Description of ChanRe 04-15-09 New Policy Adopted 04-23-12 P. Castonia `11. A. 1. Clarified role for maintaining asset inventory from Planning Section to Facilities Maintenance and Development, `11. A. Removed sections 2., 3., and 4., to streamline process for designating residential properties. `IL B. 1. g removed "full time" `II. B. 2, 4, & 6 replaced "Organizational and Business Development" with "Internal Services". `II, C. 1 added "Property Management Specialist from the County of Oakland". `I1. C. 2. c replaced "Organizational and Business Development" with "Internal Services". RESIDENTIAL REQUEST FORM Replaced "Organizational and Business Development" with "Internal Services" Replaced "Comparable lease charge" with "current market rate" Removed section on "Count Utility Estimates" 06-11-13 S. Mackey Updated to reflect the role of the Commission in designating residential properties. 8F-21 QAKLAND COUNTY PARKS Date Approved: I Dated Revised: I C: 09-007 06-03-09 03-20-13 Page 1 of 5 Parks Access Permit Policy I. PURPOSE: The purpose of this policy is 3 to provide aeeess to Oakland County Commissioners, Oakland County Parks and Recreation Commissioners and Full Time Parks staff with access to 9akland County owned and operated parks, pursuant to duties outlined in the State of Michigan Public Act 261 of 1965: A of 261 496 Public Act 261authorizes the creation and prescribes " , ....,....,.:_ .,"._ _.:,..:W to 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 commissions. Pursuant to Act 261 the Oakland County Parks and Recreation Commission (OCPRC) is an agency of the County reeHen . rule,, and . (n) The ,.. un- .,,did and .o 46.361 Count), and regional eon"*"ons; development an"pern"on of See. 11. ^ oeunty or • egion^' eom niss+o+rOCPRC may plan, develop, preserve, administer, maintain and operate park and recreational places and facilities and construct, reconstruct, alter and renew buildings and other structures. ; eustedy See. 12 ^. oeurity a• • egional ..,.^,..,:..,.:,.., Shall hHVe The Act ensures that OCPRC has the custody, control and management of all real and personal property acquired by the eCounty a regiofial ea mis ;^ 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." ^^ Aationally, Oakland County Commissioners and Oakland County Parks and Recreation Commissioners serve in -a role as parks ambassadors to inform the public about the Oakland County Parks and to increase attendance to the Oakland County Parks. This policy allows these individuals to become familiar with Oakland County Parks 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. 11. PROCEDURE: Au+The OCPRC mission is to deliver quality parks, recreation facilities, programs, services and maintenance through a dedicated professional 14"- 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 parks staff can assist with helping to achieve this mission statement. 8F-22 Date Approved: Dated Revised: C: 09-007 06-03-09 03-20-13 1 Page 2 of 5 F Lp�AND COUNTY Parks Access Permit Policy Definitions: • "Annual Vehicle Permit" —provides access to parks for day use. • "Parks Access Permit" —Each Parks Access Permit book includes four (4) single -use 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 operations; the individual utilizing the Parks Access Permit is engaged in Park 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 operations and either the use thereof directly precedes or follows a substantial business discussion. fF��nrhe. a.., I.e followingea IendaF.ear ..� kzar� Ilvrron,.., . A. Commissioners I. Annual Vehicle Permits will be issued in January for each calendar year. 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. e. Full Time parks s—" w:u receive an 'a__ n,...., e.,,.1, FI County c. A copy of the Rules and Regulations for Oakland County Parks will be included with the Annual Vehicle Permit. d. 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 8F-23 Date Approved: Dated Revised: I C: 09-007 06-03-09 1 03-20-13 Page 3 of 5 Parks Access Permit Policy 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. B. Parks Access Permits a. Staff will provide Commissioners a "Request for Initial Distribution or Parks Access Permits" form to request Parks Access Permits for facility access each January for the current calendar year. b. Commissioners will be asked to check `yes' or `no' to indicate whether or not they would like to receive Parks Access Permits and return the completed form to Administrative Services staff. c. Commissioners may request up to four (4) Parks Access Permit books for use at facilities where a fee is required. 2 ijj b sent the "ReqUeM for Witial- - - - -r n_. , 4'Wess Completed forms wi4-be-reRmied� Oakland Got:!", Parks staff by jamiarY 1 d. Parks Access Permits are to be used by Commissioners to promote, showcase, and evaluate park facilities. reason.. e. 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. f. 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. 3. Evaluation and Feedback a. Staff will send an email request as follow up to the use of each Parks 8F-24 Date Approved: Dated Revised: IC: 09-007 06-03-09 ID.t-':?- Page 4 of 5 Parks Access Permit Policy Access Permit. b. 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. c. 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. d. Commissioners and/or their guests will receive a request for feedback each time a Parks Access Permit is used. Parks Staff 1. Full time Parks staff will receive an Oakland County Resident vehicle permit. 2. The Annual Vehicle Permit provides access to Oakland County day use parks. 3. Parks staff are expected to follow Park Rules and Regulations at all times when on park property. 8F-25 Date Approved: Dated Revised: C: 09-007 06-03-09 03-211-13 1 Page 5 of 5 Parks Access Permit Policy f hanae Cantrnl Record Revision Date Owner Description of Change 06-03-09 S. Mackey New Policy Adopted 07 25-12 S. Mackey Removed specific references to PA 261 in section I. Removed 11.A.4. and II.B. NOTE to reduce redundancy. 01-15-13 S. Mackey 1I.B.I. Replaced `December' with `January' and `following' with `current' to reflect timing of distribution. 03-20-13 S. Mackey Updated Section 11 A to `Commissioners', including sections for Annual Vehicle Permits, Parks Access Permits and Evaluation. Updated Section 11 B to `Parks staff to better reflect the differences in roles and responsibilities of each. 8F-26 I. PURPOSE: The purpose of this policy is to provide Oakland County Commissioners, Oakland County Parks and Recreation Commissioners and Pull Time Parks staff with access to County owned and operated parks, pursuant to duties outlined in the State of Michigan Public Act 261 of 1965: Public Act 261 authorizes the creation and prescribes `the powers and duties of county and regional parks and recreation commissions; and prescribes the powers and duties of county boards of commissioners with respect to county and regional parks and recreation commissions." Pursuant to Act 261 the Oakland County Parks and Recreation Commission (OCPRC) is an agency of the County. OCPRC may plan, develop, preserve, administer, maintain and operate park and recreational places and facilities and construct, reconstruct, alter and renew buildings and other structures. The Act ensures that OCPRC has the custody, control and management of all real and personal property acquired by the County 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. Oakland County Commissioners and Oakland County Parks and Recreation Commissioners serve as parks ambassadors to inform the public about the Oakland County Parks and to increase attendance to the Oakland County Parks. This policy allows these individuals to become familiar with Oakland County Parks 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: The OCPRC mission is to deliver quality parks, recreation, facilities, programs, services and maintenance through a dedicated professional 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 parks 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 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 Oakland County Board of Commissioners and Oakland 8F-27 QAKLAND COUNTY PARKS Date Approved: I Dated Revised: C: 09-007 06-03-09 03-20• 1.1 Page 2 of 4 Parks Access Permit Policy 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 operations; the individual utilizing the Parks Access Permit is engaged in Park 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 operations and either the use thereof directly precedes or follows a substantial business discussion. A. Commissioners 1. Annual Vehicle Permits will be issued in January for each calendar year. 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. A copy of the Rules and Regulations for Oakland County Parks will be included with the Annual Vehicle Permit. d. Commissioners are to adhere the Annual Vehicle Permit issued to them to the lower comer 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. 2. Parks Access Permits a. Staff will provide Commissioners a "Request for Initial Distribution of Parks Access Permits" form to request Parks Access Permits for facility access each January for the current calendar year. b. Commissioners will be asked to check `yes' or `no' to indicate whether or not they would like to receive Parks Access Permits and return the completed form to Administrative Services staff. c. Commissioners may request up to four (4) Parks Access Permit books for use at facilities where a fee is required. d. Parks Access Permits are to be used by Commissioners to promote, showcase, and evaluate park facilities. e. 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. 8F_28 f. 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. 3. Evaluation and Feedback a. Staff will send an email request as follow up to the use of each Parks Access Permit. b. 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. c. 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. d. Commissioners and/or their guests will receive a request for feedback each time a Parks Access Permit is used. B. Parks Staff 1. Full time Parks staff will receive an Oakland County Resident vehicle permit. 2. The Annual Vehicle Permit provides access to Oakland County day use parks. 3. Parks staff are expected to follow Park Rules and Regulations at all times when on park property. 8F-29 f-- Change Control Record Revision Date Owner Description of Change 06-03-09 S. Mackey New Policy Adopted 07-25-12 S. Mackey Removed specific references to PA 261 in section I. Removed II.A.4. and II.B. NOTE to reduce redundancy. 01-15-13 S. Mackey II.B.1. Replaced `December' with `January' and `following' with `current' to reflect timing of distribution. 03-20-13 S. Mackey Updated Section II A to `Commissioners', including sections for Annual Vehicle Permits, Parks Access Permits and Evaluation. Updated Section II B to `Parks staff to better reflect the differences in roles and res onsibilities of each. 8F-30 Date Approved: Dated Revised: I C: 09-008 10-07-09 1 n i Page 1 of 6 Parks Promotional Items Policy I. PURPOSE: This purpose of this policy is to provide guidelines for ordering and distribution of Oakland County Parks and Recreation promotional items and printed materials. The primary purpose of promotional items and printed materials is to encourage use of park facilities operated by the Oakland County Parks and Recreation Commission while also increasing attendance at its programs and special events. Definitions: • "Promotional items" may include but are not limited to items with the Oakland County Parks logo and/or web address designed as a memory maker or small gift. • "Printed materials: includes brochures, flyers, posters and other printed materials. • "Family Fun Passbook" is a sampling of coupons for use of various parks and amenities, including camping, day use, golfing, and waterpark entry valued at $150. • "Commissioners" refers to both members of the Oakland County Board of Commissioners and Oakland County Parks and Recreation Commission. 11. PROCEDURE FOR PROMOTIONAL ITEMS A. Ordering I. The Communications and Marketing Unit will coordinate the selection and ordering of promotional items annually. 2. Only supervisory staff can request promotional items through the annual budget process. 3. The Communications and Marketing Unit will select a limited number of promotional items from which supervisors can order, based on the dollar amount budgeted for this expense. 4. Each budget center will pay for the items ordered. 5. The Communications and Marketing Unit budget will cover the cost of the Commission -designated items, not to exceed $7,500 annually for all Commissioners. B. Distribution 1. Parks staff 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. 2. Commissioners a. Commissioners will each receive 500 promotional items per person per fiscal year. b. In situations where a member of the Oakland County Board of Commissioners is also serving as a Parks Commissioner, items will 8F-31 be granted once, not for both positions. c. The purpose is for Commissioners to promote the Oakland County Parks. d. Each Commissioner will decide whether to take all their items at one time or have the items stored by the Communications and Marketing Unit and distributed at a later time. e. Commissioners will determine where to distribute the promotional items allotted to them, with the consideration that distribution of the promotional items shall comply with the mission of the Oakland County Parks and Recreation Commission. f. When requesting items for distribution, Commissioners must give five days' notice to the Communications and Marketing Unit by telephone or email to pull a quantity of items when needed. g. In an effort to reduce postage costs, the promotional items must be picked up at the Oakland County Parks Administration Office and will not be mailed or delivered by Parks staff. h. The Communications and Marketing Unit will maintain a record of promotional items given to each Commissioner detailing the date, type and number of promotional items. i. If a Commissioner uses all of his/her promotional items before the end of the fiscal year, no further promotional items will be allocated that fiscal year. III. PROCEDURE FOR PRINT MATERIAL A. Ordering 1. The Communications and Marketing Unit will coordinate the design, development and ordering of all printed materials used to promote Oakland County Parks facilities, programs and special events. 2. The Communications and Marketing Unit will maintain a stock of standard printed materials based on the dollar amount budgeted for this expense. 3. Supervisory staff can request custom printed materials through the internal Communications Request process. 4. Each budget center will pay for custom printed materials specific to that park facility or recreational program requested by a supervisor, B. Distribution 1. The Communications and Marketing Unit will follow standard distribution procedures to provide printed materials to the general public. 2. Supervisors will decide the methods and special event, program or facility at which to distribute print materials. 8F-32 Date Approved: I Dated Revised: I C: 09-008 10-07-09 o :. i Page 3 of 6 Parks Promotional Items Policy 3. Commissioners a. Commissioners may request print material for distribution at special events, programs or facilities that support the mission of the Oakland County Parks and Recreation Commission. b. When requesting print materials, Commissioners may contact the Communications and Marketing Unit or administrative staff by telephone or email. c. In an effort to reduce postage costs, it is requested that the printed materials be picked up at the Oakland County Parks Administration Office. W. PROCEDURE FOR EXTERNAL REQUESTS A. Non-profit organizations 1. In situations where non-profit organizations within, or affiliated with, Oakland County request promotional items from the Oakland County Parks and Recreation Commission, one Oakland County Parks Family Fun Passbook may be issued to each organization annually. 2. Requests must be submitted to the Administrative Services unit in writing at least two weeks prior to the date the Family Fun Passbook is needed and must include the following information: name of the organization, type of event, and contact information. 3. Administrative parks staff will confirm that the organization is a non- profit organization within Oakland County that has not received a Family Fun Passbook within the past 12 months prior to distribution of the Family Fun Passbook. 4. For approved requests, the Family Fun Passbook will be mailed to the requestor or may be picked up at the Administration Office Front Desk during regular business hours. 5. Administrative staff will keep a list of organizations that receive Family Fun Passbooks. B. Evaluation 1. All requests will be evaluated based on the opportunity to increase awareness of Oakland County Parks and Recreation offerings, attendance or revenue. 2. Organizations who receive Family Fun Passbooks fi-om the Oakland County Parks and Recreation Commission will be asked to provide a marketing opportunity, including but not limited to: a. Listing Oakland County Parks in an event program b. Making announcements about Oakland County Parks' during the event where promotional items are distributed 8F-33 c. Distributing print materials that promote Oakland County Parks at the event d. Linking to DestinationOakland.com from the organization's website and/or e. Other promotional activity that encourages use of the Oakland County Parks. III. LIMUATIONS FOR USE OF PROMOTIONAL ITEMS/FAMILY FUN PASSBOOKS 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. Oakland County Parks promotional items/family fun passbooks are for public education and park promotion only. 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. 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 and Marketing Unit and may no request customized printed materials. E. No personal information shall be placed on any promotional items or printed materials provided by the Oakland County Parks and Recreation Commission. F. Promotional items and printed materials shall not be altered in any way. G. Promotional items and printed materials provided by the Oakland County Parks and Recreation Commission are not to be used for campaign purposes. H. In an effort promote fairness and equity in distribution, requests for items to assist private individuals (such as medical fundraisers) will not be fulfilled. 8F 34 Change Control Record Revision Owner Description of Change Date 10-07-09 D. Stanfield New Policy Adopted 10-10-11 S. Mackey I. Purpose: shortened text and moved Defaitions to this section II. Procedure for Promotional Items: reformatted to add orderinj4 and distribution sections III. Procedure for Print Material: reformatted to add ordering and distribution sections IV. Procedure for External Requests: combined Family Fun Passbooks and Other Requests 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 pennitted 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 Cotmnissioners. 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 items to assist private individuals (such as medical fundraisers) will not be fulfilled. 05-18-12 `D. Stanfield Changed 14 occurrences of "Communications Unit" to "Communications and Marketing Unit" to reflect ox anizaional change. 01-15-13 S. Mackey II.B. Replaced `Fundraisers' with `Other Requests' ILB.1. Added `If a Parks Commissioner is asked to consider a special request, the Commissioner may present this request to the Executive Officer'. Removed `such as a non- profit organization based in Oakland County requesting a 8F-35 Date Approved: Dated Revised: C: 09-008 10-07-09 ns 8 l t Page 6 of 6 GYAKLA PARKS Pirks Promotional Items Policy round of golf for a fundraiser, they maybe granted Non- profit organizations will be allowed one foursome of golf with carts annually to be used at Glen Oaks, Springfield Oaks, or White Lake Oaks per year. The organization must use it for a fundraiser, and the request must come through a Parks Commissioner' Added 2. `Requests for promotional items not previously listed in this policy will be evaluated based on the opportunity to increase awareness of Oakland County Parks and Recreation offerings, attendance or revenue.' ILBA Changed `rounds of golf as a fundraiser opportunity' to `items'. 8F-36 Date Adopted: Dated Revised: Policy # 0�07=09-13 ale 00 2 QAKLAND g COUNTY PARKS Media Inquiry Policy I. PURPOSE: The purpose of this policy is to provide guidelines to Oakland County Parks and Recreation (OCPR) staff who are contacted by media sources requesting information about the Oakland County Parks and Recreation Commission (Commission) and its operations. Definitions: • Media includes newspaper, magazine, internet, radio, and television opportunities used to inform the public about OCPR programs and facilities. II. PROCEDURE: Oakland County Parks are public facilities. The Communications and Marketing unit strives to provide comprehensive and complete information to the public through a variety of communication mechanisms. As an organization, OCPR will respond to specific requests for information from the media using the following protocols. A. In order to ensure that accurate information is provided to the public regarding OCPR facilities, projects, acquisitions, programs and events, the Commission directs staff to refer all requests for information to the Supervisor of Communications and Marketing in Administration. 1. The Supervisor of Communications and Marketing will ensure that a response is provided to the media contact. a. For information that is previously provided in print, the media contact will be referred to the park system's website, DestinationOakland.com, or sent an email with this information. b. For requests for photographs, a Communications and Marketing staff member will be directed to follow up. c. For inquiries regarding standard business operations related to facilities, programs, events, or natural resources, the Supervisor of Communications and Marketing may refer the media contact to a staff member with the knowledge to respond to the inquiry. d. For inquiries regarding Commission policies, decisions or other public relations matter, the Supervisor of Communications and Marketing will forward the contact to the Executive Officer for follow up. The Executive Officer will respond to the media contact directly, or consult with the Commission Chairperson if necessary. Policy # Date Adopted: Dated Revised: C13-OOX 064207-09-13 Page 2 of 2 Media Inquiry Policy ii. If the Executive Officer is not available, the Commission Chairperson will be contacted by a designated Administrative staff member for follow up. 2. The Communications and Marketing unit will track all requests and follow up to record results. 3. staff members are only to speak to media when requested by the Supervisor of Communications and Marketing or the Executive Officer. 4. If a media request is received outside of normal business hours (8:30-5t00 pm Monday — Friday), staff are directed to request media contact information including a phone number and email address and forward this information to the Supervisor of Communications and Marketing for follow up. B. If the media appears in person at a park facility, a full-time supervisor or supervisor on duty should be contacted to meet with the media. f 1. If a supervisor is not available, staff members may provide the media with basic information and facts about facilities, such as fees, hours, attractions, etc. that is already public information. 2. Staff members may refer to brochures, news releases, informational posters, signs or DestinationOakland.com to obtain printed public information or refer media to the website for additional follow up. 3. Staff members are directed not to offer their own opinion about topics, issues, policies or operations to the media while working. 4. Staff members are directed to ask for the reporter's name, and the radio, television, newspaper, magazine or internet outlet they are representing and forward this information to the Supervisor of Communications and Marketing for follow up. 5. If the media choose to conduct interviews with guests, staff members are asked to try to observe the media interactions with guests and make notes on the questions and responses made during the interview. 6. Staff members are directed to provide any information observed during a guest interview to the Supervisor of Communications and Marketing once the media interview is completed. I. PURPOSE: The purpose of this policy is to provide guidelines to Oakland County Parks and Recreation (OCPR) staff who are contacted by media sources requesting information about the Oakland County Parks and Recreation Commission (Commission) and its operations. Definitions: • Media includes newspaper, magazine, intemet, radio, and television opportunities used to inform the public about OCPR programs and facilities. Il. PROCEDURE: Oakland County Parks are public facilities. The Communications and Marketing unit strives to provide comprehensive and complete information to the public through a variety of communication mechanisms. As an organization, OCPR will respond to specific requests for information from the media using the following protocols. A. In order to ensure that accurate information is provided to the public regarding OCPR facilities, projects, acquisitions, programs and events, the Commission directs staff to refer all requests for information to the Supervisor of Communications and Marketing in Administration. 1. The Supervisor of Communications and Marketing will ensure that a response is provided to the media contact. a. For information that is previously provided in print, the media contact will be referred to the park system's website, DestinationOakland.com, or sent an email with this information. b. For requests for photographs, a Communications and Marketing staff member will be directed to follow up. c. For inquiries regarding standard business operations related to facilities, programs, events, or natural resources, the Supervisor of Communications and Marketing may refer the media contact to a staff member with the knowledge to respond to the inquiry. d. For inquiries regarding Commission policies, decisions or other public relations matter, the Supervisor of Communications and Marketing will forward the contact to the Executive Officer for follow up. i. The Executive Officer will respond to the media contact directly, or consult with the Commission Chairperson if necessary. 8F-37 ii. If the Executive Officer is not available, the Commission Chairperson will be contacted by a designated Administrative staff member for follow up. 2. The Communications and Marketing unit will track all requests and follow up to record results. 3. Staff members are only to speak to media when requested by the Supervisor of Communications and Marketing or the Executive Officer. 4. If a media 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 and forward this information to the Supervisor of Communications and Marketing for follow up. B. If the media appears in person at a park facility, a full-time supervisor or supervisor on duty should be contacted to meet with the media. 1. If a supervisor is not available, staff members may provide the media with basic information and facts about facilities, such as fees, hours, attractions, etc. that is already public information. 2. Staff members may refer to brochures, news releases, informational posters, signs or DestinafionOakland.com to obtain printed public information or refer media to the website for additional follow up. 3. Staff members are directed not to offer their own opinion about topics, issues, policies or operations. 4. Staff members are directed to ask for the reporter's name, and the radio, television, newspaper, magazine or internet outlet they are representing and forward this information to the Supervisor of Communications and Marketing for follow up. 5. If the media choose to conduct interviews with guests, staff members are asked to try to observe the media interactions with guests and make notes on the questions and responses made during the interview. 6. Staff members are directed to provide any information observed during a guest interview to the Supervisor of Communications and Marketing once the media interview is completed. 8F-38 Policy # Date Adopted: Dated Revised: C13-OOX o64407=08-13 Page 1 of 2 IIIGYAKLAND Unrestricted Net Assets -Position Reserve COUNTY PARKS Policy PURPOSE: The purpose of this policy is to outlines the procedure the Oakland County Parks and Recreation Commission will use for determining the dollar amount of the Unrestricted Net Assetsposition found in the Comprehensive Annual Financial Report (CAFR) allocated to Operating Reserve, Capital Reserve and Capital Improvement Plan. Reserve funding will help to ensure the long term financial stability of Oakland County Parks and Recreation and position it to respond to varying and unexpected economic conditions and changes affecting the organization's financial position and the ability of the Oakland County Parks and Recreation Commission (Commission) to continuously carry out its mission. Definitions • Unrestricted Net AsseisPosition - amount equal to the Total Assets minus the sum of Non -Current Assets and Liabilities, as described in the County's CAFR. • Operating Reserve — amount in reserve to meet varying, unexpected or emergency operating requirements. • Capital Reserve — amount in reserve available to meet varying, unexpected or emergency capital acquisitions. • Amount Available for Capital Improvement — perpetual amount to fund capital projects. • 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 may be used to balance the revenue budget. II. PROCEDURE: A. The Commission will maintain a Board -Designated Operating Reserve Fund to achieve the following objective(s): I . To enable the Commission to sustain operations through delays in payments of committed funding and to accept reimbursable contracts and grants without jeopardizing ongoing operations; 2. To promote public and funder confidence in the long-term sustainability of the Commission. B. Establishment of reserve funding will occur through the following activities: 1. surplus from annual operations a) Operating expense favorability is the primary means of replenishing the Unrestricted Net Asset -Position account. b) Unrestricted net assets osp ition 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 funding included in the annual cash Policy # Date Adopted: Dated Revised: C13-OOX 0644 7=08-13 Page 2 of 2 IGfAKLAND Unrestricted Net Assets --Position Reserve COUNTY PARKS Policy operating budget. This funding may need Commission action to re -designate to reserves. 5. Borrowing funds from the County's Delinquent Tax Revolving Fund for one- time expenditures, as specified in the County's General Appropriations Act. C. Evaluation and recommendations of each applicable capital funding mechanism will be researched and analyzed based on the project size and financial impact to the organization. D. Where applicable, the Commission will be provided an analysis of advantages and disadvantages of each funding option to assist in the decision -making process. E. Oakland County Fiscal Services will provide a pro -forma Unrestricted Net AssefVosition report detailing the anticipated account balance based on the proposed budget to assist in asset planning during the annual budget process. F. Reserve amounts will be determined as outlined below: l . Operating Reserve — The portion of unrestricted net assets osp ition not designated by the Commission. The amount is to be set at 25% of the current year Adopted Budget, reflecting required funding from the period October I 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 fund the Capital Improvement Plan c) Capital Equipment Budget Plan and Allowance d) Grants and Contributions e) Unfunded future year projects G. Uses 1. Unrestricted Net AssetsPosition provides 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. H. Governance 1. The level of reserves will be reviewed by the Commission as part of the annual budget process. 2. Unrestricted Net AssetTosition 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 may be imposed by outside parties, such as: creditors, grantors, contributors, laws or regulations of other governments. All other Net Aaseets are considered unrestricted. I. Authorization of drawdown from Operating Reserves 1. Decreases of the Operating Reserves fund 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. Date Adopted: Dated Revised: Policy # C13-OOX Page 1 of 2 OAKLAND COUNTY PARKS liiUnrestricted Net Assets Reserve Policy 1. PURPOSE: The purpose of this policy is to outlines the procedure the Oakland County Parks and Recreation Commission will use 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. Il. Reserve funding will help to ensure the long term financial stability of Oakland County Parks and Recreation and position it to respond to varying and unexpected economic conditions and changes affecting the organization's financial position and the ability of the Oakland County Parks and Recreation Commission (Commission) to continuously carry out its mission. Definitions • Unrestricted Net Assets - amount equal to the Total Assets minus the sum of Non -Current Assets and Liabilities, as described in the County's CAFR. • Operating Reserve — amount in reserve to meet varying, unexpected or emergency operating requirements. • Capital Reserve — amount in reserve available to meet varying, unexpected or emergency capital acquisitions. • Amount Available for Capital Improvement —perpetual amount to fund capital projects. • 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 may be used to balance the revenue budget. A. The Commission will maintain a Board -Designated Operating Reserve Fund to achieve the following objective(s): 1. To enable the Commission to sustain operations through delays in payments of committed funding and to accept reimbursable contracts and grants without jeopardizing ongoing operations; 2. To promote public and funder confidence in the long-term sustainability of the Commission. B. Establishment of reserve funding will occur through the following activities: I. Surplus from annual 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. 8F-39 4.. Unused and unrestricted capital acquisition funding included in the annual cash operating budget. This funding may need Commission action to re -designate to reserves. 5. Borrowing funds from the County's Delinquent Tax Revolving Fund for one- time expenditures, as specified in the County's General Appropriations Act. C. Evaluation and recommendations of each applicable capital funding mechanism will be researched and analyzed based on the project size and financial impact to the organization. D. Where applicable, the Commission will be provided an analysis of advantages and disadvantages of each funding option to assist in the decision -making process. E. 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 annual budget process. F. Reserve amounts will be determined as outlined below: 1. Operating Reserve - The portion of unrestricted net assets not designated by the 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: F a) Project Estimated Cost and Adjustments b) Impact of budgeted account specifically used to fund the Capital Improvement Plan c) Capital Equipment Budget Plan and Allowance d) Grants and Contributions e) Unfunded future year projects G. 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. H. 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 may be imposed by outside parties, such as: creditors, grantors, contributors, laws or regulations of other governments. All other Net Assets are considered unrestricted. I. Authorization of drawdown from Operating Reserves I. Decreases of the Operating Reserves fund 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. 8F-40 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JULY 10, 2013 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Submitted: July 3, 2013 Subject: Public Lands Day Participation INTRODUCTION AND HISTORY AGENDA ITEM NO. 8 G ADMINISTRATION National Public Lands Day (NPLD) is the nation's largest, single -day volunteer effort for public lands. NPLD began in 1994 with three sites and 700 volunteers. It proved to be a huge success and became a yearly tradition, typically held on the last Saturday in September. In 2013, NPLD's 20th Anniversary of the national day of service on public lands will be held on Saturday, September 28, 2013. On September 28, 2013, more than 175,000 volunteers are expected to visit their favorite parks, beaches, wildlife preserves or forests and chip in to help improve these treasured places. They'll be celebrating the 20th Anniversary of National Public Lands Day, the largest, single -day volunteer effort for public lands in the United States. Many of these activities will occur in local parks, state parks and community gardens. Places local residents and their friends enjoy year-round. National Public Lands Day (NPLD) is an opportunity to gather the community and have individuals and families give back to their local lands. Projects will include volunteer -based events and recreational or educational activities. In 2012, which was the biggest NPLD in the history of the event, about 175,000 volunteers worked at 2,206 sites in every state, the District of Columbia and in many U.S. territories. Volunteer Projects included: • Collected an estimated 23,000 pounds of invasive plants • Built and maintained an estimated 1,500 miles of trails • Planted an estimated 100,000 trees, shrubs and other native plants • Removed an estimated 500 tons of trash from trails and other places • Contributed an estimated $18 million through volunteer services to improve public lands across the country Seven federal agencies as well as nonprofit organizations and state, regional and local governments participate in the annual day of caring for public lands. National Public Lands Day keeps the promise of the Civilian Conservation Corps, the "tree army" that worked from 1933-1942 to preserve and protect America's natural heritage. NPLD educates Americans about the environment and natural resources, and the need for shared stewardship of these valued, irreplaceable lands; it builds partnerships between the public sector and the local community based upon mutual interests in the enhancement and restoration of America's public lands; and improves public lands for outdoor recreation, with volunteers assisting land managers in hands-on work. Michigan Trails week is scheduled for September 21-28, 2013. During that week, trail owners are asked to hold volunteer clean ups, special events on their trails and generally promote trails. MRPA is partnering with the DNR to create a calendar that agencies can submit all of the events going on that week on their respective trails. There will be a coordinated effort to promote trails that week. The culmination of that week on September 28 coincides with National Public Lands Day. This year in honor of the anniversary celebration for National Public Lands Day, the National Park System and the DNR will waive all park entry fees on that date. NPLD is asking, "Wouldn't it be nice if every park in Michigan was free on September 2eh". There would be great opportunity to really promote it and to send a strong message of collaboration. More information on Public Lands Day can be found at Ydtli t/�cvw,_hi��al�el�rnd.,day.or 8 G-1 Page 2 STAFF RECOMMENDATION National Public Lands Day (NPLD), through the Michigan Recreation and Parks Association (MRPA), has asked members to waive all park entrance fees on September 28, 2013. It's a great opportunity for Oakland County Parks to promote the parks system and send a strong message for public collaboration. We are asking the OCPR Commission to see if it would be willing to waive park entry fees for all Oakland County day -use fee parks on that day in order to participate in this program. MOTION Move to approve participating in the National Public Lands Day 20'h Anniversary celebration and waive park entry fees to all Oakland County Parks on September 28, 2013, for day -use fee parks only. 8 G-2 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA JULY 10, 2013 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Susan M. Wells, Manager of Parks and Recreation Operations Submitted: July 3, 2013 Subject: Catalpa Oaks Construction Project Update INTRODUCTION AND HISTORY AGENDA ITEM NO. 8 H ADMINISTRATION The arbitration between Bernco, Inc. and The County of Oakland on the Catalpa Oaks Construction project was held on Tuesday, May 21, 2013, in front of a panel of three arbitrators. Corporation Counsel and staff received their decision on the arbitration on Thursday, June 27, 2013. (See enclosed cover page on the decision.) As a result of this arbitration decision it is requested that the Commission authorize the additional payment to Bernco, Inc., in the amount of $76,141.00. MOTION Move to approve the attached proposed resolution authorizing the additional payment to Bernco, Inc., in the amount of $76,141.00 which is a result of the Arbitration decision dated June 25, 2013. 8 H-1 RESOLUTION WHEREAS, the Oakland County Parks and Recreation Commnission put out for bid a contract for the Phase I Development Project at Catalpa Oaks, and after considering the bids received awarded the contract to Berneo, Inc., for the Base Bid #1, Alternate 2-A, and Alternate 3-A in the amount of $998,700, plus a five percent contingency of $49,935, for a total approved amount of$1,048,635 on February 15, 2012; and WHEREAS, during the construction process, on June 8, 2012, Berneo, Inc. submitted a cost request, in the amount of $141,823.22, for building foundation excavation and utility trench excavation, See attached cost request; and WHEREAS, staff of the Oakland County Parks and Recreation Commission disputed the pricing contained in the June 8, 2012 cost request; and WHEREAS, for several months the Parties attempted to resolve the dispute regarding the pricing contained in the June 8, 2012 cost request; and WHEREAS, the attempts to resolve the dispute were unsuccessful and the Parties, though their respective attorneys, entered into a Binding Arbitration Agreement to settle this dispute; and WHEREAS, the Parties amended the Binding Arbitration Agreement to include the sum of $2,320.00, in the arbitration, that was charged by Berneo to remove excavation material from Catalpa Oaks; and WHEREAS, the arbitration to resolve this dispute was held on May 21, 2013 and the arbitrators issued their award on June 25, 2013; and WHEREAS, the arbitrators awarded Bernco $125,366.22 with that amount itemized as follows: Foundation Excavation $107,833.22 Trench Excavation $15,213.00 Removal of Excavation Material $2,320.00 Oakland County Payment Credit $(49,225.22) Balance Due Berneo $76,141.00 NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission, pursuant to the June 25, 2013 Arbitration Award, hereby authorizes the additional payment of $76,141.00 to Berneo, Inc. for the additional costs associated with the Catalpa Oaks construction project. Moved by: Supported by: Date: rM. Bernco, Inc. General ConbacloisrCro§uctirm Managers 2081G II Mlle Road, Sit Ile 202.51. Clair Shorts, MI 48081 P ,586-+IS3700+F-586-115-3701+E - ben¢olnMinsmome+IN- i%w.berncolac.con, June 8, 2012 Mi. Zach Crane Oakland County Parks 2800 Watkins Lake Road Bldg 97 W Waterford, Mf 48328-1917 Re: Oakland County Parks & Recreation Catalpa Oaks Project Solicitation Event Number 002034 Berrien, Inc. Project Number 2012,001 Dear Zach — Below please find our pricing to supply labor and materials required to remove 696 Fill Dirt Front Concession Building Fool Print to a depth of 7 feet below existing grade. Install non woven fabric upon completion of excavating the fill soils, install 12" of I x 3 ravished concrete, install 4 to 5 inch of 21AA. Then install and compact Class III Sand to proper elevation. 696 Fill Dirt Out: 1,591 yards @ $58,00: $ 91,698.00 Non Woven Fabric: $ 1,415,00 1"x3" Crushed Concrete: 92.74 Tons aD$18.00: $ 1,668.96. 21AA Crushed Concrete: 77.1 Tons 0a $21,00: $ 1,619.10 Class 111 Sand: 952.68Tons r@$12.00: $ 11,432.16 Total: $ 107,833.22 Below please find our pricing to supply labor and materials required to remove 696 Fill Dirt frmn Utilities Trenches and install Class 11 Sand to proper elevation: 696 Fill Dirt Out: 576 yards @ $59.00: $33,408.00 Class II Sand: 48.5 Tons @ $12.00: $ 582.00 'I otah $33,990.00 The cost associated with the work described above maybe adjusted if approval is not received with ten (10) working dates. Should you have t stions_9W rIg the above, please call. Anthony J. Cattivera Project Manager Enclosures Cc: B. Cattivera 811-3 FACCA, RICHTER & PREGLER, P.C. PATRICK A. FACCA, J.D. GERALD J. RICHTER, J.D. BRUCE M. PRFGLER, J.D. June 25, 2013 Gary D. Quesada Cavanaugh & Quesada PLC Attorney for Berneo, Inc. 1027 S. Washington, Suite A. Royal Oak, MI 48067 g uesada cglawfirm.com ATTORNEYS AND COUNSELORS 6050 LIVFRNOIS TROY, MICHIGAN 48098 TELEPHONE (248) 813-9900 FAX (248) 913-9901 VIA EMAIL AND FIRST CLASS MAIL John J. Lynch Vandeveer Garzia Attorney for Oakland County 1450 W. Long Lake Rd, Suite 100 Troy, MI 48098 j lyich(d V Gt3 cLAW . corn In Re: Borneo, Inc, and Oakland County Our Reference Number: F4797 Dear Gentlemen: Enclosed is the Award of Arbitrators dated June 25, 2013. Sincerely, Pahick A. Facca /An enc. xc w/enc.: Maria Meldium James Case 8H-4 ARBITRATION In the Matter of the private Arbitration between Re: BERNCO, INC. and THE COUNTY OF OAKLAND AWARD OF ARBITRATORS We, Patrick Facca, James Case and Maria Meldram, THE UNDERSIGNED ARBITRATORS, having been designated in accordance with the express arbitration provisions of the Bergen and County of Oakland's Agreement for Binding Arbitration, as amended, entered into by and between the above -named parties, and having reviewed the pleadings submitted by the parties, and having heard the testimony of the witnesses and the presentation of proofs by the Parties in an full day hearing on May 21, 2013, do hereby, AWARD, as follows: For the Claimant (Bernco): 1. Foundation Excavation $ 107,833.22 2. Trench Excavation $ 15,213.00 3, Removal Excavated Material $ 2,320.00 4. Payment Credit $ (49,225.22) TOTAL $ 76,141.00 For Respondent (OakCo): TOTAL $ 0 In summary Bernco is awarded $125,366.22 less payment in the arnotmt of $49,225.22 for a net award of $76,141.00 against the County of Oakland This Award is in full settlement of all claims and counterclaims submitted to this Arbitration panel. All claims not expressly granted herein are hereby, denied. This Award may be executed in any number of counterparts, each of which shall be deemed an original, and, all of which shall constitute together one and the same instrument. Q I-2 (► 3 Date Patrick Facca Date James Date Maria Meldram 811-5 ARBITRATION In the Matter of the private Atbitrati6nbetweeii Re' BERMO, INC. and THE COUNTY OF OAKLAND AWARD OF ARBITRATORS We, Patrick Faccif, James' Case and Mari& Meldrtm, THE UNDEMSIONM ARBITRATOR,`, expressbtra li. ti visions of the&mcq � La ar orl pro QLjqty, of ggj�M'g. Agreptnent for BMMinz Ai 61a -as �entered into by, -arid between the, abo(m-narncd, parties, md'hololl9l reviered Oto pleadings submitted by the palies, and having heard tbe testimony of the the Padio in o Nvif a awd tho prOgop f 9 by Matioho pftof anfull flay he onNrayZ,1,2013,doh-erdyAWA anng 10, as follows - For the Claimant (Beraco): 1. Foundation Exoavation 10,7,183322 2. TTonchfteavadoji l5j213,00' 3. Removal F3=Avat6d, Mabarial 2 320' ' 00 4. pdm—oftt crodit, S 06,i2,52-2) For R)ospon-dent(Oak0o),. TOTAL in summary Borneo is,4wax uuLo&22foranef 044125,3,0612 less o, I fS49Z2 awatd of $76,141 -00 against the County'of QaJdAlld, rips Aiyaf j is ;n £tFtl sat tjcMe--&Qf flit dahns ano counterclarns 4ubml4ed to this Arbitration:. alion panel, All, claims not expressly granted herein are herehj denied:. This Aw ,rnaybo executed in anybUinWir of ociint��rpatrm, each of which shad be deemed az. - arl 6rij�inal, and all 0twhich shall constitute together one an(tthe same imtramept, Date teas 1-3 , Date - Date aria Meldrqm M.- ARBITRATION In the Matter of the private Arbitration between Re: BERNCO, INC_ and THE COUNTY OF OAKLAND AWARD OF ARBITRATORS We, Patrick Facca, James Case and Maria Meldrum, THE UNDERSIGNED ARBITRATORS, having been designated in accordance with the express arbitration provisions of the Beraco and County of Oakland's Agreement for Binding Arbitration, as amended, entered into by and between the above -named parties, and having reviewed the pleadings submitted by the patties, and having heard the testimony of the witnesses and the presentation of proofs by the Parties in an full day hearing on May 21, 2013, do hereby, AWARD, as follows: For the Claimant (Bernco): 1. Foundation Excavation $ 107,833.22 2. Trench Excavation $ 15,213.00 3. Removal Excavated Material $ 2,320.00 4. Payment Credit $ (49 225.22) TOTAL $ 76,141.00 For Respondent (OakCo): TOTAL . $ 0 la summary Berneo is awarded $125,366.22 less payment in the amount of $49,225.22 for a net award of $76,141.00 against the County of Oakland l 1-r5 Award is in . ltll setlle131eirll ofall elarrlls and counterclaims , sub 1Antted. to 11:88 IATrblllatt�%11 panel. All claims not expressly granted herein are hereby, denied. This Award may be executed in any number of counterparts, each of which shall be deemed an original, and all of which shall constitute together one and the same instrument. Date Date y%� aai3 / Date 8H-7 Patrick Facca 77ds Case Maria se OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA DULY 10, 2013 To: Chairman Fisher and Commission Members From: Daniel Stencil, Executive Officer Phil Castonia, Business Development Representative Submitted: July 3, 2013 Subject: Informational Staff Report —Food & Beverage Committee Update INTRODUCTION AND HISTORY AGENDA ITEM NO. 0 B INTERNAL SERVICES Oakland County Parks and Recreation staff and committee members will present a verbal update at the July 10, 2013, Commission meeting on the Food & Beverage Committee as it relates to the following items: • Banquet Services & Grill Room Operations RFP Process HIM EXECUTIVE OFFICER'S REPORT ITEM # 9 C 1. Upcoming Events: Attached for your information is a list of upcoming events and programs scheduled by the Recreation Programs and Services and park staff. 2. Comm unicationslMarketing: Listed below is an update from Desiree Stanfield, Supervisor — Communications and Marketing: •CM staff wrote and provided photographs for a 12-page special section in the Sunday, May 26 issue of The Oakland Press (Memorial Day weekend). The section was inserted in 64,000 newspapers and an additional 10,000 copies were purchased for distribution at the parks and golf courses. •Developed half -page ads for June and July issue of Country Music Magazine. $375 for both ads. June issue will be distributed at WYCD 99.5 Detroit's Country Hoedown at Tiger Stadium. Ads featured coupon for "buy 2 nights camping, get 3rd night free". •Coordinated/developed materials, talking points, photography, etc. for the Addison Oaks Connector Trail dedication. •Planned/developed materials, talking points, social media, news release, emarketing message, etc. for the Nashville in the Neighborhood Concert June 8 at Independence Oaks County Park in conjunction with the announcement of the BP/Barrick $20,000 donation for recreation programs for veterans with disabilities. •Confirmed inclusion of Oakland County Parks information, specifically Independence Oaks, in a book by MNFI/Author Josh Cohen, "A Field Guide to Natural Communities of Michigan" that will be published in October 2014. •Created digital camping ads for Metro Parent Magazine •Researched and developed PowerPoint for the concept of an adventure park in Oxford Township. Developed PowerPoint and coordinated speakers for the June 6 presentation to secure the Michigan Golf Hall of Fame (display cases, photographs and memorabilia) for housing at Lyon Oaks Golf Course. •Provided a courtesy design of a flyer for OakFit employee waterpark days •Created rotating headers for the landing page of DestinationOakland.com to promote the DNR Free Fishing Weekend, Trails Day, Nashville in the Neighborhood concert at Independence Oaks and Oakland Uncorked. •Collaborating with the Oakland County Historical Commission to create display banners for booths at special events such as the Oakland County Fair •Collaborating with historian Carol Egbo to revise copy and select images for a large photo display to be used at the Oakland County Fair and the Ellis House for events featuring artifacts from the archeological dig. •Prepared digital golf ads, featuring Glen, Red and White Lake Oaks, in the Michigan e-Links Newsletter. •Developed an ad to promote the BMX Olympic Sports Day and new rider membership for The Oakland Press. •Prepared an ad for the June edition of Michigan Gardenere-newsletter. •Contacted 52 outside websites to correct and/or add content on the parks system. 9 C-1 •Wrote 20 messages to send to the emarketing database to promote programs, special events and services. •Created fall golf rates ad for the 2013 Detroit Lions Yearbook. $1,000 for quarter -page ad. Sold at 8 regular season home games plus select local retail outlets, bookstores etc. In 2012, the average game attendance was 63,742. About 5-10% of attendees buy the yearbook depending on variables like how the team is doing, who they are playing 3. Park Master Planning Update: Listed below is an update from Project Advisor Donna Folland on the Oakland County Park Master Planning. PARK MASTER PLANNING 2014: Planning in 2014 is focused on Addison, Groveland and Springfield Oaks. The planning process continues to be improved as we proceed with this year's planning. CONCEPT FILTERS: A work group of the Park Master Planning Team continues to work on Concept Filter development. The Concept Filters are a tool that has the purpose of ensuring the Park Vision and Facility Concepts are an appropriate fit with the mission, vision and goals of OCPRC. The work group will have a draft of this evaluation tool in July. Donna Folland plans to share the draft with the Executive Committee at their July meeting (prior to the August Commission meeting) PUBLIC INPUT: The Park Master Planning Team is working with the UM -Flint consultant team to design and implement a public 'input plan for the park master planning process. Survey instruments are being finalized now and staff is being trained to implement the surveys. The survey period for phase one of the public input plan will occur between June 24 and July 14 at Addison, Groveland and Springfield Oaks. A preliminary data report will be available at the end of July. 4. Chapter 7 Bankruptcy Notice: We received a Chapter 7 Bankruptcy Notice for Melanie Alexander, a former tenant at independence Oaks . There have been no further payments on the outstanding debt. The amount due is still $4,687.59. As a reminder, the original lease was also in the name of Delmar and Darlene Miller. Ahmad Roby, of OC Corporation Counsel, advised that the Promissory Note/Agreement they signed is the controlling document for any legal action, and while Alexander is now statutorily stayed from further collection efforts, Miller is still viable as the Agreement was made between the County and both parties, who are jointly liable. 5. Oakland County, Michigan for Private Crossing at Milepost CC52.35, DOT # 232321X: This project is by Enbridge to replace its pipeline that runs through Rose Oaks County Park. This is the project that is using the private crossing at Milepost CC52.35, DOT # 232321X. Rose Oaks County Park is managed by the Oakland County Parks and Recreation Commission. Project construction and implementation has been complete and we are now in the restoration phase of the project. However, the restoration phase of the project is not scheduled to be completed until the fall of 2013, given now that we are in the summer months. It is our understanding that the CSX agreement with Enbridge is set to expire on July 31, 2013. Oakland County was hoping that this could be extended until October 31, 2013, so the restoration phase of the project can be properly completed. We have been advised by Sherry Millard•Johnston of CSX Transportation that the agreement can be supplemented one time for a cost of $5,000. Any additional time would be $2,500 per 30 day period hold over. As of June 20, 2013, we were advised by Sherry Millard -Johnston that CSX is agreeable to an extension until December 31, 2013. There is an additional License fee of $5,000 required. 6. Underground Storage Tank (UST) UPDATE AND FINANCIAL REPORT: The State of Michigan Underground Storage Tank (UST) program has been transferred from the Department 9 C-2 of Environmental Quality (DEQ) to Licensing and Regulatory Affairs (LARA). LARA has inspected two Oakland County Government sites in 2013 - Red Oaks and White Lake Oaks. We have been notified to expect additional inspections in coming months. Attached to this report is the Red Oaks report and Oakland County's 2013 Financial report completed by Laurie Van Pelt, Director, Department of Management & Budget. We have been advised that this report must be available at time of inspection. 7. 2013 Garlic Mustard Summary: This year Parks staff was able to pull a total of 83 55-gallon bags of garlic mustard across ten of our parks. Hand pulling efforts combined with torching of first -year seedlings has helped to set back the spread of this invasive weed. We have included a table showing the bags removed per park. This includes work by a trusty crew at Springfield, a volunteer group at Waterford and the volunteer event at Red Oaks Nature Center. In all, it was a successful and productive season. Garlic Mustard Pulling Summary - 2013 Park Bags Removed ADD 11 GLG 7.5 WTR 20 ORN 2 IND 4 SPG 19,5 HGH 2 RSE 1 LYP 1 RNC 15 TOTAL 83 8. Project Scope Updates: Listed below are Project Scope Updates for consideration by the Commission at a future OCPRC meeting. Architectural Engineer Zach Crane will provide monthly updates for projects which will be placed in the EOR. a. Addison Oaks — Recreation Pavilion: At the August 7, 2013, Commission meeting staff will be making a presentation for construction approval for a recreation pavilion at Addison Oaks. The pavilion would replace the tent that is temporarily erected each season at the same location, and allow for the expansion of current programming. The pavilion will also house much need storage space, vending machine space and a fireplace. Additionally, parking will be added to the site. The proposed construction start date is fall of 2014. Staff is working with George W. Auch on this project. The current conceptual project costs are $533,309. b. Red Oaks — Storm Water Reclamation: At the August 7, 2013, Commission meeting staff will be making a presentation for construction approval for reclaiming storm water for irrigation at the Red Oaks Golf Course, Waterpark and Dog Park. Currently municipal water is used for irrigation at the golf course and waterpark, and no irrigation is provided at the dog park. The irrigation expenditure of municipal water required for all three parks is estimated at $159,000 annually. Staff has worked with Environmental Consulting and Technology to verify the project's feasibility, develop initial design concepts and explore grant funding opportunities. Staff is also working with George W. Auch on this project; the proposed construction start date is spring of 2014. The current conceptual project costs are $1,995,000. 9 C-3 c. Groveland Oaks — Section C Restroom/Shower: At the August 7, 2013, Commission meeting staff will be making a presentation for construction approval for the renovation and expansion of the shower and restroom facility at Groveland Oaks Section C. The current facility was constructed in 1978, has poor ventilation and lighting, and has no accessible or family facilities. The facility will be renovated and expanded to address these issues. This project was designed in 2009 and put on hold, and is being brought to the commission give a project update before proceeding to validating and finalizing the project scope, and bidding the project for construction. The proposed construction start date is fall of 2013. Staff is working with Frank Rewold & Sons on this project. The current conceptual project costs are $638,000. 9. Michigan Women's Golf Association: We have attached a copy of a letter of thanks from the Michigan Women's Golf Association for the efforts of OCPRC staff. Staff had less than one week to help MWGA change venues to Lyon Oaks Golf Course for their outing and the event went off "without dilemma which resulted in a pleasant experience for all" 10. Vending Transaction Report: As a result of a request from the Commission at a previous Commission meeting attached is a Vending Transaction Report. This report shows the vending activity in the parks from October 1, 2011 through October 30, 2012. 11. Michigan Golf Hall of Fame Display Request for Proposal: The Committee working on the site selection for the Michigan Golf Hall of Fame display is supposed to meet on July 18, 2013, and make their decision on which location will be selected for the Michigan Golf Hall of Fame display. 12. Recreation Programs and Services Schedule: We have included a schedule of the Adaptive Recreation Programs that are offered through OCPR Recreation Programs and Services division. 13. County Parks and Recreation Vehicle: Attached please find an article regarding an Oakland County Parks and Recreation vehicle that was damaged by fire. There is an ongoing investigation on this incident. 14. Grand Opening — Addison Oaks Trail: Attached is an article that appeared in The Oakland Press on the Addison Oaks Connector Trail dedication that was held after the OCPR Commission meeting on June 5, 2013. 15. Radio TV Advertisement for Lyon Oaks: Michigan Golf Live produced three weeks of spots on MGL-TV (9 spots) and 5 weeks of spots on MGL radio (10 spots) promoting all five Oakland County Golf Courses. 6sZ93! Upcoming Events — July, 2013 Adaptive Recreation July 1 Adaptive Golf Lessons — Beech Woods Golf Course July 8 Adaptive Golf Lessons - Beech Woods Golf Course July 13 Dreams and Wings — Program for children with disabilities; Oakland County International Airport July 15 Adaptive Golf Lessons —Beech Woods Golf Course July 22 Adaptive Golf Lessons — Beech Woods Golf Course July 26 Summer Picnic —For individuals with developmental disabilities; Lakeshore Park, Novi July 29 Adaptive Golf Lessons — Beech Woods Golf Course Field Sports — Lyon Oaks Wednesdays, Thursdays, and Fridays: Cricket Cage Rental July 6 & 7 Cricket Tournament July 13 & 14 Cricket Tournament July 20 & 21 Cricket Tournament July 27 & 28 Cricket Tournament Field Sports — Catalpa Oaks Sundays: Stay and Play Social Club Adult Soccer League Thursdays: Out for Dicks Adult Soccer League Soccer League Play July 8 - 12 Soccer Camp — SOCS July 22 — 26 Soccer Camp — SOCS July 31 — August 2 Soccer Camp - SOCS OC Parks Express July 3 Outreach trip — Addison Oaks - Ferndale July 9 Outreach trip - Independence Oaks — Hazel Park and Pleasant Ridge July 10 Outreach trip — Independence Oaks - Berkley July 12 Senior Excursion — Independence Oaks —Oakland Park Towers - Troy July 12 OUCares (autism) Outreach trip — Independence Oaks July 16 Outreach trip —Addison Oaks - Troy July 17 Outreach trip - Addison Oaks — West Bloomfield and Berkley July 18 Outreach trip - Waterford Oaks - Royal Oak Twp. and Southfield July 19 Senior Excursion — Independence Oaks — White Lake July 19 OUCares (autism) Outreach trip — Independence Oaks 9C-5 July 23 Outreach trip - Independence Oaks — OUCares Autism teens July 24 Outreach trip —Independence Oaks — Troy and Southfield July 25 Outreach trip - Red Oaks — Ferndale and Royal Oak Twp. July 26 Senior Excursion - Independence Oaks - Lockwood of Waterford July 26 OUCares (autism) Outreach trip — Independence Oaks July 30 Outreach trip — Addison Oaks — West Bloomfield and Madison Heights July 31 Outreach trip - Addison Oaks — Royal Oak Township and Hazel Park Campground Recreation July 4 Freedom Fireworks Fest Weekend —Addison Oaks; Fireworks on July 5. June 4 Freedom Fireworks Fest Weekend — Groveland Oaks; Fireworks on July 6. July 12 Balloons & Balls Weekend— Groveland Oaks July 19 Camp Carnival Weekend — Groveland Oaks July 19 Disco Days Weekend — Addison Oaks July 26 Fumy Friends Weekend — Addison Oaks July 26 Retro Resurgence Weekend — Groveland Oaks Special Events, Dogs, and Health & Wellness July 1 River Walk - Walking the lazy river for fitness - Red Oaks Waterpark July 4 —14 Oakland County Fair — Springfield Oaks July 8 99.5 WYCD — Detroit's Country - Nashville in the Neighborhood Concert honoring Veterans with Disabilities — Springfield Oaks July Canines, Coffee and Conversation — Red Oaks Dog Park July Canines, Coffee and Conversation — Orion Oaks Dog Park July 8 River Walk - Walking the lazy river for fitness - Red Oaks Waterpark July 11 River Walk - Walking the lazy river for fitness - Red Oaks Waterpark July 15 River Walk - Walking the lazy river for fitness - Red Oaks Waterpark July 18 River Walk - Walking the lazy river for fitness - Red Oaks Waterpark July 22 River Walk - Walking the lazy river for fitness - Red Oaks Waterpark July 24 Family Market Day — Lathrup Village July 25 River Walk - Walking the lazy river for fitness - Red Oaks Waterpark July 27 NBS Animal Rescue Picnic; Red Oaks Dog Park July 29 River Walk - Walking the lazy river for fitness - Red Oaks Waterpark Golf Programs July 2 Four -person Scramble — Springfield Oaks Golf Course July 25 Getting Ready to Golf; Advanced — Lyon Oaks Golf Course June 1 I Ladies No Score League — Red Oaks Golf Course; 8 weeks (coat.) June 12 Ladies No Score League — Red Oaks Golf Course; 8 weeks (eont.) June 24 Get Ready to Golf, Ladies Interm. — Lyon Oaks Golf Course; 5 weeks (cont.) June 24 Youth Golf Program — White Lake Oaks; 5 weeks (cont.) June 24 Youth League — White Lake Oaks; 8 weeks (cont.) June 25 Ladies Instructional League —Red Oaks Golf Course; 5 weeks (cont.) 9C-6 June 25 Youth Golf Program — Red Oaks Golf Course; 5 weeks (coat.) Market Programs July 6 MSUE Healthy Salads July 13 Learn about Monarchs and Turtles July 13 Master Gardeners —Bee House July 13 MSUE — Honey -glazed Bananas Cooking Demo July 27 Master Gardeners — Eco-system in a Cup Natural Resource Education Programs July 17 Clean Up the Clinton River Watershed — Orion Oaks July 31 Gardening for Biodiversity—Red Oaks Nature Center Nature/Interpretive Programs July 2 Outreach: Blair Memorial Library July 3 All Season's Field Trip — Wint Nature Center July 3 Public Interpretive Program: Wild Wednesday Night/Red, Wild & Blue — Red Oaks Nature Center July 5 OU Cares Field Trip — Wint Nature Center July 9 OC Express — Wint Nature Center July 10 Public Interpretive Program: Uck, Yuck & Muck Mini -Camp — Wint Nature Center July 11 Garden Work Bee — Wint Nature Center July 11 Public Interpretive Program: Uck, Yuck & Muck Mini -Camp — Wint Nature Center July 12 OU Cares Field Trip — Wint Nature Center July 16 Outreach: Airport Childhood Learning Center July 16 Outreach: Blair Memorial Library July 17 Public Interpretive Program: Grossology Day Camp — Red Oaks Nature Center July 18 Outreach: Goddard School July 19 OC Cares Field Trip — Wint Nature Center July 20 Jacob's Birthday Party — Wint Nature Center July 23 OC Express — Wint Nature Center July 24 OC Express — Wint Nature Center July 24 Public Interpretive Program: Grossology Day Camp — Red Oaks Nature Center July 25 Garden Work Bee — Wint Nature Center July 26 OU Cares Field Trip — Wint Nature Center July 27 Public Interpretive Program: Summer Star Party— Wint Nature Center July 30 Little Oaks Field Trip — Wint Nature Center July 31 Tuning Your Tot into Summer— Wint Nature Center (2) Volunteer Opportunities June 27 Volunteer Orientation — Waterford Oaks 9C-7 Mobile Recreation Judy 1 Bus & Go Cache: Clawson Youth Assistance to Independence Oaks July 2 Festival 2: Oak Park Parks and Recreation at Shepard Park July 2 Festival 2: Huntington Woods P & R at Scotia Park July 2 Mini -Festival: Royal Oak Twp. P & R - Surmner Camp July 2 Go Cache: Ferndale P & R at Kulick Community Center July 3 Festival 2, Go Cache, & Retro Games: Project Excel to Waterford Oaks July 3 & 4 Festival 2, Mini -Festival, Climbing Tower, & Stage: Farmington Hills 40'h Anniversary Fireworks July 3 Mini -Festival: Hazel Park P & R at Green Acres Park July 3 Go Bike, Go Fish, & Bus: OC Express to Addison Oaks July 3 & 4 Stage: Clawson Parks & Recreation Fourth of July Festival July 4 Stage: Oak Park Parks & Recreation Fourth of July Celebration July 4 Stage: Huntington Woods P & R Fourth of July Festival July 5 Festival 1, Mini -Festival, Mascot, Bus (2), Stage: Addison Oaks Campground Fireworks July 6 Bouncer: Huron Valley Recreation - White Lake Farmers Market July 6 Festival 1, Obstacle Course, Climbing Tower, Mascot, & Bus: Groveland Oaks Campground Fireworks July 6 Go Cache: South Lyon Farmers Market July 6 -14 Festival 2, Dunk Tank, Mini -Festival, Climbing Tower, & Stage (2): Oakland County Fair July 8 Climbing Tower: Highland Twp. Library - Teen Event July 9 Go Bike: Royal Oak Twp. P & R Summer Camp July 9 Go Cache: Bloomfield Hills Recreation Summer Day Camp July 9 Go Fish & Bus (2): OC Express to Independence Oaks July 9 Stage: Huntington Woods P & R Concert in the Park July 10 Bouncer: Hazel Park Community Schools Day Camp July 10 Climbing Tower, Go Bike, and Go Fish: Project Excel July 10 Go Cache & Bus (2): OC Express to Independence Oaks July 10 Bus: Oak Park Seniors to Oak Park Recreation Center July 11 Go Fish: Wee School Preschool Summer Camp July 11-13 Retro Games: Rochester DDA - Kids Zone Sidewalk Sale July 11 Bus: Oxford Twp. Parks & Rec. to Comerica Park July 11 Stage: Milford Twp. Parks & Rec. Milford Summer Concert July 12 Go Cache: Hazel Park Parks & Rec. Program at Green Acres Park July 12 Go Fish & Bus (2): OC Express to Independence Oaks July 13 Festival 2 & Climbing Tower: Campground Recreation - Addison Oaks July 13 Arch & Light Tower: OC Adaptive Recreation - Dreams & Wings July 13 Stage: Operation Injured Soldier Motorcycle Ride July 14 Bus: Ferndale Youth Assistance to Summer Camp July 16 Festival 1 & Tent: Culvers Children's Heart Foundation Benefit July 16 Festival 2: Royal Oak Twp. P & R Summer Camp July 16 Festival 2: Wolverine Lake Tuesdays in the Park July 16 Go Bike: Ferndale Parks & Recreation Surraner Camp July 16 Go Fish, Retro Games, and Bus: OC Express to Addison Oaks July 16 Tent (2): Pontiac Meals on Wheels Annual Picnic July 16 Stage: Huntington Woods Concert in the Park July 17 Festival 2: Pleasant Ridge P & R Community Ice Cream Social July 17 Go Cache: YMCA Farmington Hills Camp Program July 17 Obstacle Course: Project Excel July 17 Go Bike, Go Fish, Go Golf, and Bus (2): OC Express to Addison Oaks July 17 Go Cache: Clarenceville School Activity Day July 17 Go Kayak: Orion Oaks Lake Sixteen Event July 17 Retro Games: Project Excel to Paradise Pavilion July 17 Bus: Hazel Park Community School to Groveland Oaks July 17 Stage: Franklin Music on the Green Outdoor Concert July 18 Bouncer & Retro Games: OC Mental Health - Under the Big Dome July 18 Festival 2, Go Bike, Retro Games, and Bus (2): OC Express to Waterford Oaks July 18 Mini -Festival: Wixom Parks & Recreation - Hot Blues & BBQ July 18 Climbing Tower: City of Wixom — Founders Festival July 18 Go Cache: Child Time of Farmington Day Camp July 18 Bus (2): OC Express Waterford Oaks Trip July 18 Bus: Children's Choice to the Detroit Zoo July 18 Stage: Milford Twp. P & R Milford Summer Concert July 19 Festival 2: Commerce Twp. P & R — Concert in the Park July 19 Mini -Festival, Go Fish, & Bus (2): OC Express to hndependence Oaks July 19 Bus: SCAMP July 19 Bus: Wedding Shuttle at the Townsend Hotel in Birmingham July 19 Stage: Commerce Twp. P & R Concert in the Park July 19 Stage: Independence Twp. P & R Concert in the Park July 20 Bouncer, Obstacle Course, Tent, and Stage: Royal Oak Twp. P & R — Carver School Reunion July 20 Festival 1, Festival 2, Climbing Tower, & Retro Games: OC Express to Groveland Oaks July 20 Mini -Festival, Retro Games, and Stage: Village of Leonard — Summer Festival July 20 Go Cache: Farmington DDA — Founders Day Festival July 20 Bleachers: Genesee County — Swim Meet July 20 Bus (2): Wedding Shuttle at Flint Golf Club July 20 Stage: South Lyon — Blues, Brews, & Brats July 20 Stage: Canterbury Village — Blues Festival July 21 Stage: Farmington/FH Foundation 9th Annual Duck Race July 22 Go Golf: OCPRC Recreation Programs at White Lake Golf Course July 23 Bouncer: Bloomfield Hills Recreation Summer Day Camp July 23 Mini -Festival: Oak Park P &R Day Camp July 23 Climbing Tower & Bus: OC Express to Independence Oaks July 23 Go Golf & Bus: OCPRC Recreation Programs to Red Oaks Golf Course July 23 & 24 Go Cache: Greening of Detroit — Enrichment Day July 23 Go Fish: Ferndale Parks & Recreation Summer Camp July 23 Retro Games: Royal Oak Twp. P & R Summer Camp 9C-9 July 23 Stage: Huntington Woods P & R Concert in the Park July 23 Stage: Grand Blanc P & R Concert in the Park July 24 Festival 2: YMCA Farmington Hills Summer Camp July 24 Climbing Tower, Go Bike, Go Fish, & Go Golf: Project Excel to Waterford Oaks July 24 Retro Games & Bus (2): OC Express to Independence Oaks July 24 Retro Games: Lathrup Village Market Days July 24 Bus: Paint Creek EIementary to Howell Lake July 24 Stage: Franklin Music on the Green Concert in the Park July 25 Festival 2: Berkley Parks & Recreation Jaycee Park Jamboree July 25 Mini -Festival: West BIoomfield Parks & Rec. Kids Komotion at Marshbank Park July 25 Go Cache, Bus (2): OC Express to Red Oaks Waterpark July 25 Go Fish: Hazel Park Community Schools Day Camp July 25 Retro Games: Pleasant Ridge P & R Sunnner Park Day July 25 Stage: Milford Twp. Parks & Recreation Milford Summer Conceit July 26 Festival 2: Royal Oak Public Library Summer Festival July 26 Go Fish, Retro Games, Tent(2), & Bus(2): OC Express to Independence Oaks July 26 Bus: Wolverine Lake Trip to Waterford Oaks Waterpark July 27 Bouncer: Hazel Park Parks & Rec. Summer Event at Green Acres Park July 27 Festival 1: New Springfield Baptist Church Community Picnic July 27 Festival 2, Obstacle Course, Climbing Tower, & Stage: Elam Barbershop — Pontiac Community Event July 27 Go Golf: OCPRC to Lyon Oaks for MRPA Golf Outing July 27 Retro Games: OCPRC Campground Events to Groveland Oaks July 28 Festival 2 & Retro Games: The Smithfield Group JJR Company Picnic at Kensington Park July 28 Mini -Festival: Christ the King Summerfest at Church July 30 Bouncer: Royal Oak Twp. P & R Summer Camp July 30 Festival 2: Ferndale Parks & Recreation Summer Camp July 30 Go Bike, Go Fish, Retro Games, & Bus (2): OC Express to Addison Oaks July 30 Stage: Huntington Woods Parks & Recreation Concert in the Park July 30 Stage: Grand Blanc Parks & Recreation Concert in the Park July 30 Bouncer: Commerce Twp. Library Summer Reading Finale July 31 Festival 1 & Go Golf: Project Excel to Waterford Oaks July 31 Mini -Festival: Temple Israel Summer Camp Event July 31 Climbing Tower: Troy Parks & Recreation Summer Camp July 31 Go Bike, Go Fish, Retro Games, & Bus (2): OC Express to Addison Oaks July 31 Go Cache: Child Time Field Trip to Independence Oaks July 31 Go Fish: YMCA Farmington Hills at Kenbrook Elementary July 31 Bus: Independence Twp. Senior Center to Comerica Park July 31 Stage: Franklin Music on the Green Concert in the Park 9C-10 LARWAALIL L" 104e Aeo McGt�Ui0➢1'arraDEa EVsrdr�n ur,V><u: eu5iuEes Mino6n STATE OF MICHIGAN LICENSING AND REGULATORY AFFAIRS BUREAU OF FIRE SERVICES STORAGE TANK DIVISION FACILITY INSPECTION REPORT Owner Name & Address: Oakland County Parks Rec Commission 2800 Watkins Lake Rd Waterford, MI 48328-1917 ATTENTION: Oakland County Parks Rec Commission Location of Tanks: Red Oaks Golf Course 29600 John R Rd Madison Heights, MI 48071-5406 County - Oakland Facility ID - 00007770 An Existing Facility Inspection was conducted on May 10, 2013, for the above -referenced facility for compliance with Part 211, Underground Storage Tank Regulations, of the Natural Resources and Environmental Protection Act, 1994 PA 451, as amended (Act 451); the Michigan Underground Storage Tank Rules (MUSTR), 2008 ARCS R 29.2101 et seq.; and the applicable sections of the rules for the Storage and Handling of Flammable and Combustible Liquids, 2003 ARCS R 29.5101 et seq. The inspection showed that the facility is temporarily approved. 1 Owners or operators of petroleum USTs must demonstrate proof of financial responsibility. Section 280.93 Special Attention : FAX a "current" copy of your Underground Storage Tank Insurance to the following number: (586) 753-3801 Documentation shall be furnished to the district office identified below verifying that the violation(s), cited in this inspection report have been corrected. The documentation shall be provided by June 10, 2013. If the cited violation(s) are not corrected and/or certification of compliance is not provided by the date specified, a reinspection will be conducted. The owner or operator of this facility will be subject to civil and criminal provisions pursuant to Part 211 of Act 451, including and not limited to placement of tags to the tank(s) prohibiting delivery of product if the stated violations have not been corrected. BFS 3818e (Rev. 12112) Z00/1.00'd ZOZ# 91.:bl EI0Z/bd190 :W0Jd 91 C-11 VUl Iailu i.,uwuy rams r-�ec Commission If you have additional questions concerning this matter, please contact me. A217�--C- ��- CHRISTOPHER C. CONKLIN Hazardous Materials Storage Inspector SE Michigan District Office 27700 Donald Court Warren, MI 48092-2793 Phone:586-753-3836 Fax: (586) 753-3801 Email: conklinc2@michigan.gov Date BFS 3816e (Rev. 12112) Mofz00 d zoz# gt bt £toz/tizl50 9 C 12 :w01j 40AKLAND., L. SRO( COUNTY M I C H I G A N DEPARTMENT OF MANAGEMENT AND BUDGET April 9', 2013 Mr. Kevin Wieber, HMS! Specialist Storage Tank Division Department of Environmental Quality Hollister Building, P.O. Box 30473 Lansing, Michigan 48909 Dear Mr. Wieber As the Chief Financial Officer of Oakland County, of the use of the local government financial test tc corrective action and/or compensating third partiE sudden accidental releases and/or non -sudden a, $1,000,000 per occurrence and $1,000,000 annu storage tanks. 1. EXECUTIVE Laurie Van Pelt, Director ., a W x W Y� wLkJ 'om �zo Michigan, I am sending this letter in the support demonstrate financial responsibility for taking for bodily injury or property damage caused by Jdental releases in the amount of at least I aggregate arising from operating underground Underground storage tanks at the following facilities are assured by this financial test Location Address: Owner Address: Oakland County Oakland County 1200 N. Telegraph Road Attn: Facilities Management Pontiac, MI 48341 One Public Works Drive Waterford, MI 48328 Facility # , Tank Number. Location Description Contents 00007196 9 Bldg. 22 Power House 1,000 Gal, Diesel 00042038 12 I Bldg,16 Garage 12,000 Gal. Gasoline 00042027 13 B)dg, 10 Law Enforcement 2,000 Gal- Diesel 00042038 14 Bldg. 16 Garage' 550 Gal. Used Oil 00042038 15 ' Bldg. 16 Garage 20,000 Gal. Gasoline 00042039 16 Bldg. 49 Info. Tech 2,500 Gal. Diesel 00042038 16 Bldg, 16 Garage 20,000 Gal. Gasoline 00042038 17 Bldg. 16 Garage I 20,000 Gal, Gasoline Location Address: Owner Address: Oakland County International Airport Oakland County International Airport 6630 X Row 6500 Highland Road Waterford, MI 48327 Waterford, MI 48327 Tank Number Description Contents 1 2,( Gal. Gasoline 2 2,000 Gal. I Diesel EXECUTIVE OFFICE BUILDING 41 WEST- 2100 PONTIAC LAKE RD DEPT 409 - WATERFORD, MI 48326-0409 • (248) 858-2163 • FAX (248) 858,9172 EMAIL: vanpel Qoakgoecom 9 C-13 Location Address: Thornbrook Pumping Station 34633 Thornbrook Farmington Hills, MI 48303 Tank Number 9 Location Address: White Lake Oaks 991 Williams Lake Road White Lake, MI 48328 Registration # 00007771 Location Address: Glen.Oaks 30500 13 Mile Road Farmington Hills, MI 4801 Registration # 00007772 Location Address: I Springfield Oaks 12450 Andersonville Road Davisburg, MI 48350 j Registration # 00007769 Location Address: Red Oaks 29600 John R Madison Heights, MI 48071 Registration # 00007770 I Owner Address: Oakland County Drain Commissioner One Public Works Drive Waterford, MI 48328 Description ; Contents 1,000 Gal. Diesel Owner Address: Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 48328 Description I Contents 2,800 Gal. I Gasoline/Diesel Double Compartment Tank Owner Address: Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 48328 Description Contents 2,800 Gal. 1 Gasoline/Diesel Double Compartment Tank Description 2,800 Gal. Double Cc Owner Address: Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 48328 Tank Contents Gasoline/Diesel Owner Address: Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 48328 Description I Contents 2,800 Gal. Gasoline/Diesel Double Compartment Tank Oakland County has not received an adverse opinion or a disclaimer of opinion from an independent auditor on its financial statements for; the latest completed fiscal year, ending September 30, 2012, Any outstanding issues of general obligation bonds (no revenue bonds are outstanding) have a Moody's rating of AAA and @;Standard & Poor's rating of AAA. WORKSHEET FOR GOVERNMENTAL FINANCIAL TEST PART 1: BASK INFORMATION 1. Total Revenue a. Revenue i $987,779,257 Value of revenue excludes liquidation of investments and issuance of debt. (Value includes all General Fund operating and non -operating revenue, as well as all revenue from all other Governmental Funds, including; Enterprise, Debi Service, Capital Projects, and Special Revenue Funds, but excluding revenue to funds held in trust or agency capacity. b. Subtract Inter-Fi nd Transfers 80,923,042 c. Total Revenue B06 8 215 2. Total Expenditures a. Expenditures $946,494,806 Value consists of the sum of General Fund operating and non -operating expenditures, including interest payments on dent, payments for retirement of debt principal, and total expenditures from all other Governmental Funds, including: Enterprise, Debt Service, Capital Projects, and S+ ecial Revenue Funds. b. Subtract Inter-Flund Transfers 80,923,042 c. Total Expenditures �M 571 Z64 3. Local Revenue a. Total Revenue $906,856,215 b. Subtract Total Intergovernmental Transfers 94,419,609 c. Local Revenue $812,436,606 4. Debt Service a. Interest and Fiscal Charges $ 34,375,099 b. Add Debt Retirement 41,955,000 c. Total Debt Service 76,330,099 5. Total Funds =ivM_ 6. Population (1990 Census) 1,210,145 9 c-15 PART II. APPLICATION OF TEST 7. Total Revenue to Population a. Total Revenue $906,856,215 b. Population 1,210,145 c. Divide 7a by 7b 749.378 d,. Subtract 417 332.3.78. e. Divide by 5,212 0.064 f. Multiply by 4.095 0.261 8. Total Expenses to Population a. Total Expenses $865,571,764 b. Population 1,210,145 c. Divide 8a by 8b 715.263 d. Subtract 524 I 191.263 e. Divide by 5,401 0.035 f. Multiply by 4.095 0,145 9. Local Revenue to Total Revenue I a. Local Revenue $812,436,606 b. Total Revenue 906,856,215 c. Divide 90by 9b ' 0.896 d. Subtract ,695 0,261 e. Divide by .205 0.980 f. Multiply by 2.840 2.783 10. Debt Service to Pop Iulation a. Debt Service $ 76,330,099 b. Population 1,210,145 c. Divide 10a by 10b 63,075 d. Subtract 51 12,075 e. Divide by 1.038 ! 0.012 f. Multiply by —1.866 (0.022) 11. Debt Service to Total Revenue a. Debt Service $ 76,330,099 b. Total Revenue 906,856,215 c. Divide 11 a by 11 b 0.084 d. Subtract ,068 0,016 e. Divide by .259 0,062 f. Multiply by-3.533 j (0,221) 12. Total Revenue to Total Expenses a. Total Revenue $906,571,764 b. Total Expenses 865,571,764 c. Divide 12a by 12b 1.048 d. Subtract .910 0.138 e. Divide by .899 0.153 f. Multiply by 3.458 0.530 9 G16 13. Total Funds to Total Revenue a, Total Funds $728,644,561 b. Total Revenue 906,856,215 c. Divide 13a by 13b 0.803 d. Subtract .891 (0.088) e. Divide by 9.156 (0,010) f. Multiply by 8,276 (0.031) 14. Total Funds to Total Expenses a. Total Funds $728,644,561 b. Total Expenses, 665,571,764 c. Divide 14a by 14b ; 0.842 d. Subtract .866 (0.024) e. Divide by 6.409 (0.004) f. Multiply by 3.27I (0.012) 15, Total Funds to Population a. Total Funds $728,644,561 b. Population 1,210,145 c. Divide 15a by 15b 602.113 d. Subtract 270 I 332,113 e. Divide by 4.548; 0.073 f, Multiply by 1.866 i 0.136 16. Add 7f+8f+9f+10f+11f+12f+13+14f+ 15f + 4.937 8,506 I hereby certify that the financial index shown on line 16 of this worksheet is greater than zero and that the wording of this letter is identical to the wording specified in 40 C.F.R. Part 280.105© as such regulations were constituted on the date shown immediately below, Laurie Van Pelt, Director Date: Department of Management & Budget cc: Bob Daddow Julie Secontine Dave Vanderveen Jim Nash Judy Cunningham Gerald Poisson Phil Bertolini Kart Randall Art Holdsworth Timothy Soave, 9 C-17 WoRim'ssaUf MICHIGAN WOMEN'S GOLF ASSOCIATION A nonprofit 501(c) (3) organization ems I� R 5280 Dixie Highway • Waterford, Michigan 48329 MWGA,11 6/11/13 Lyon Oaks Golf Course 52251 Pontiac Trail Wixom, Michigan 48393 Attn: Paul Simpson Dear Paul; On behalf of the MWGA, Y want to thank you and your staff for accommodating our President's Stroke Play Competition on such short notice. Also, Y wish to thank you for your donation of the two Tee Time Golf Passes as door prizes. We found your staff to be courteous and attentive. Because of your assistance, the event went off without further dilemma which resulted in a pleasant experience for all. Of course, there are those that feel the back nine wasn't real pleasant, but we can blame that on Arthur Hills. The MWGA will certainly keep Lyon Oaks in mind for future competitions. Warmest regards, � ~) Barbara Porter, President Michigan Women's Golf Association trgw old fora 248-231-4221 The Michigan Women's Goff Association (MWGA), a nonprofit 501(c) (3) charitable organization, was established in 1906 to promote the game of golf, foster amateur golf competitions and provide educational clinics for Michigan female amateur golfers. Participation and membership in the MWGA is open to female golfers of all skill levels. MWGA — A Driving Force for Women's GoW 9 C-18 /A K LA n I COUNTY PARKS'Tran System Admin Code Activity Report Date Range: 10/01/2011 Thru 10/30/2012 Oakland County Parks and Recreation 05/30/13 2:39P User: PHIL Page: 1 of 1 gran Code Description Std Price Trxn Count Amount Discount Tax Total JAVEND Vend Comm -ADD 0.00 5.00 737.95 0.00 0.00 737.95 JGVEND Vend Comm - GRV 0.00 5.00 546.63 0.00 0.00 546.63 DIVEND Vend Comm - IND 0.00 1.00 91.18 0.00 0.00 91.18 DWVEND Vend Comm - WTR 0.00 5.00 96.14 0.00 0.00 96.14 GGVEND Vend Comm - GLG 0.00 6.00 322.94 0.00 0.00 322.94 GLVEND Vend Comm - LYG 0.00 5.00 476.07 0.00 0.00 476.07 GRVEND Vend Comm - RUG 0.00 6.00 848.39 0.00 0.00 848.39 GSVEND Vend Comm - SPG 0.00 5.00 813.77 0.00 0.00 813.77 GWVEND Vend Comm -WLG 0.00 4.00 96.50 '`'-0.00 0.00 96.50 MCVEND Vend Comm - WCM 0.00 2.00 58.02 0.00 0.00 58.02 Totals For All Tran Codes: 44.00 4,087.59 0.00 0.00 4,087.59 Total Line Items: 44 Average Dollar/Quantity: 92.90 SELECTION CRITERIA... Date Range: 10/01/2011 Thru 10/30/2012 Course Range: 0 Thru 99 ',rint Day of Week Totals? No 'rint Weather? No Print Signature Line? No Jser Range: Thru ZZZZZZZZZZ Individual Selections: DAVEND,GGVEND,DGVEND,DIVEND,GLVEND,GRVEND,GSVEND,... 9 C-19 Recreation Programs and Services 99.5 WYCD Nashville in the Neighborhood Concert - Honoring Veteran with disabilities Saturday, June 8, 2013 Independence Oaks - Twin Chimneys 9501 Sashabaw Road Clarkston, MI 48348 Concert it WYCD 99.5 honoring disabled veterans. (Announcing the BP Fueling Community/Barrick Enterprise Disabled Veteran's Initiative) All Inclusion Experience - Friday, June 28, 2013 Waterford Oaks 1702 Scott Lake Road Waterford, MI 48328 Picnic for people with disabilities Helping with food preparation, tattoos & games 5:30 - 9:00 $3/person before June 21 $5/person beginning June 22 4H - County Fair Special Day for individuals with disabilities Petting zoo, racing pigs, Miracle Birth Barn and guided tours l l am - 1 pm Free - Must call Fair Office to register 248-634-8830 Dream and Wings - Saturday, July 13, 2013 Oakland County International Airport 9501 Highland Road Waterford, MI 48327 Youth with disabilities get a bird's eye view of Michigan's countryside via a 20-minute light airplane ride. Assist in kid's activities, checking in participants and families. Kids 6 - 17 9:30 - 1:00 pm Free Event The Ants go Marching Summer picnic at Novi Parks and Recreation - Friday, July 26, 2013 601 South Lake Drive Novi, MI 48377 For Individuals with Cognitive Disabilities, Ages 16 and older are invited to an evening of fun with lawn games, music along with dinner (hot dogs) Assist with refreshments and activities 5:00 - 8:00 pm $9/person by July 12; $1 1 /person beginning July 12 Wheelchair Daze - Saturday, August 3, 2013 Independence Oaks 9501 Sashabaw Road Clarkston, MI 48348 Summer picnic, pontoon boat rides, carnival games sponsored by Wright and Filippis. 10:00am-2pm 9 C-20 Summer Sensation- Sunday, August 4, 2013 Independence Oaks- Twin Chimneys 9501 Sashabaw Road Clarkston, MI 48348 Summer Picnic for Disabled Veterans and their families. Band, Fishing, activities and refreshments. 1:00-4:00pm Free event for Disabled Veterans and their families Catalpa Grand Opening - Friday, August 9, 2013 27725 Greenfield Southfield, MI 48076 Concert and Movie in the Park Starts at 7:00 pm (Movie starts at 9 pm) Free Event Summer Sizzler - Friday, August 16, 2013 Independence Oaks - Twin Chimneys 9501 Sashabaw Road Clarkston, MI 48348 Summer Picnic for adults with mental impairments Dinner (hot dogs), lawn games and pontoon boat ride 6:00 - 8:00 pm $9/person before July 9; $11/ person beginning July 10 Paralympic Experience an Expo - Saturday, September 14, 2013 Oakland University Introduction to individuals with physical and visual disabilities to Paralympic sport on the local and international levels. The program's goal is to educate individuals with physical and visual disabilities how to participate in sports and lead a healthy, active lifestyle. 9:30 am - 3:00 pm Free to individuals with Physical Disabilities Royal Oak Social - Friday, October 4, 2013 Royal Oak Senior Center Social, Dance, refreshments for individuals with Developmental Disabilities 7-9pm $5/person before September 26; $7 /person beginning September 27 Chaperones do not have to pay Saturday, Youth Abilities Day October 5, 12, 19, 26; November 2, 9, 16, 23 Boys and Girls Club or Southeast Michigan - Royal Oak 1545 East Lincoln Royal Oak, MI 48067 Open Gym for kids with disabilities kick ball, basketball, relay games etc. Halloween Happiness - Tuesday, October 29, 2013 Southfield Civic Center Halloween dinner (pizza) and dance for adults with developmental disabilities 6:30 - 8:30 pm $9/person before October 21: $1 1 /person beginning October 22 9 C-21 Boo at the Burgh - Southfield (General Recreation) Thursday, October 24 Friday, October 25 Saturday, October 26 Volunteers will distribute treats at Southfield Parks and Recreation Halloween Event Novi Social - Friday, November 22, 2013 Novi Parks and Recreation 45175 West Ten Mile Novi, MI 48375 Social, Dance and pizza for individuals with Developmental Disabilities 6:30 - 8:30 pm $8/person before November 15; $10 beginning November 16 Jingle Bell Ball - Wednesday, December 4, 2013 Waterford CAI 5640 Williams Lake Rd Waterford, MI 48329 Holiday Dinner and Dance for adults with developmental disabilities 6:30 - 8:30 pm $10/person before November 26; $12 beginning November 27 Almost New Years - North - Friday, December 27, 2013 Waterford Oaks Activity Center 2800 Watkins Lake Road Waterford, MI 48328 Celebration with dinner and dancing for adults with developmental disabilities 6:30 - 8:30 p m $9/person before December 17; $12 beginning December 18 Almost New Years - South - Monday, December 30, 2013 Royal Oak Senior Center 3500 Marias Royal Oak, MI 48073 Celebration with dinner and dancing for adults with developmental disabilities 6:30 - 8:30 pm $9/person before December 17; $12 beginning December 18 9 C-22 OCParks Express Summer Field Trips OCParks Express connects communities to a variety of recreation opportunities at the Oakland County Parks. Summer field trips packed with activities can enhance your day camp program, or be offered as a standalone event. Programs are held at Addison Oaks, Independence Oaks, Red Oaks and Waterford Oaks county parks. Our team, with the support of your staff, will lead activities and facilitate teaching camper's new skills. Bus transportation is provided at no charge through the Recreation Assistance Partnership Program. This is available to communities; we do not offer to individuals. Cost: $10/person - minimum 20 Trip locations & activities Addison Oaks -Boating, biking, disc golf, fishing, swimming (Tuesday's and Wednesday's) Red Oaks -Nature Center, geocaching, trails and Red Oaks Waterpark (Thursdays) Independence Oaks -Fishing, geocaching, nature center, pedal boating, swimming (Tuesday's and Wednesday's) Waterford Oaks- Playground, inflatable bouncers, disc golf and Waterford Oaks Waterpark (Thursdays) Note: Trip activities may be modified due to weather, group size or trip length. All equipment is provided for activities Senior and Adaptive Recreation Trips Program is available to organizations that provide activities for seniors and individuals with disabilities. Oakland County Market -September 8:30 a.m. 2:30 p.m. Spend the morning at the County Market and shop for Michigan produce. Learn about healthy cooking with a demonstration by MSU Extension Service. Enjoy an afternoon strolling at Waterford Oaks Park. Boxed "healthy" lunch included. Cost: $15/person includes transportation, trip escort and boxed lunch Independence Oaks Excursion - Summer Time: 10 a.m.-4 p.m. Spend the day at Independence Oaks County Park where you can fish, play lawn games, use the pedal boats and enjoy a relaxing ride on a pontoon boat. Cost: $13/person includes transportation, trip escort, activities and hot dog picnic lunch Fall Color Tour - October Time: 12:30-5 p.m. Tour through northern Oakland County to enjoy the fall colors. Enjoy cider and donuts or a single scoop ice cream cone from Cooks Farm Dairy. Cost: $10/person includes transportation, trip escort, tour and snack Holiday Light Tour - December Time: 5:30-9 p.m. Enjoy holiday light displays throughout Oakland County, including a drive through downtown Rochester and a stop at Waterford Oaks for refreshments and entertainment Cost: $10/person includes transportation, trip escort, tour and hot chocolate 9 C-23 Oakland County Parks vehicle catches fire in Rochester Hills Published: Sunday, June 09, 2013 The Oakland Press An Oakland County Parks and Recreation vehicle was found ablaze late Friday night. Oakland County Sheriff's Deputies arrived on the scene on the 140 block of Grosvenor Drive to find a 2008 GMC Canyon fully engulfed in flames. The vehicle was registered to Oakland County Parks and Recreation. A Parks employee said that he parked the vehicle at his home at 2:30 p.m. after he got off of work and last saw the vehicle at 9:30 p.m. following his return fi-om a funeral. Rochester Hills Fire Department personnel extinguished the fire. Firefighters noted that the fuel cap door was open and the fuel cap was missing. The vehicle was towed and held for investigation. The area was checked for suspects or suspicious vehicles with no results. —Staff writer Andrew Kidd 9 C-24 June 6. 2013 at 1:00 am Opening of Oakland Co. path creates link to parks, other trails Waterford cut the ribbon Wednesday at the Addison Oaks (railhead Libby Dwyei, iiohl, of Oakland Town) -hip (Todd Mclnturf / The Detroit News) (Todd fACIiI[uhf / The Detioll News) (Todd Mclnturf / The Detroit News) Leonard — Oakland County Parks and Recreation officials on Wednesday opened the Addison Oaks Connector Trail, a 2.4-mile biking, hiking and equestrian path that links Addison Oaks Main and Addison Oaks East parks and connects them to other nearby recreation areas. The trail cost $612,390 to build and was funded by a $228,800 grant from the Michigan Natural Resources Trust Funds and $383,590 from Oakland County Parks and Recreation. The trail runs next to West Romeo Road and will give users direct access to trails at Cranberry Lake Park in Oakland Township and indirect access, by Lake George Road, to trails in the Bald Mountain State Recreation Area. "We anticipate the connector trail to benefit current and future Addison Oaks county parks campers and visitors with additional opportunities for recreation within and outside of the park," said Dan Stencil, executive officer of Oakland County Parks and Recreation. The connector trail has sections of grass, crushed limestone and boardwalk. With its opening, the Addison Oaks trail system includes nearly 21 miles. 9 C-25