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OZAAKLAND COUNTYPARKS
Gerald A. Fisher
Chairman
J. David VanderVeen
Vice Chairman
John A. Scott
Secretary
Pecky D. Lewis, Jr.
Chairperson Emeritus
A. David Baumhart III
Gregory C. Jamian
Robert E. Kostin
Christine Long
Gary R. McGillivray
Jim Nash
Daniel J. Stencil
Executive Officer
April 30, 2014
Oakland County Parks
and Recreation Commission
Oakland County, Michigan
Commissioners:
A meeting has been called of the Oakland County Parks and Recreation Commission
as follows:
PLACE ................................... Oakland County Parks
Administration Office
2800 Watkins Lake Road
Waterford, MI 48328
TIME ................................... Wednesday, May 7,2014
9:00 a.m.
PURPOSE ................................ REGULAR MEETING
This meeting has been called in accordance with the authorization of Chairman
Gerald Fisher of the Oakland County Parks and Recreation Commission.
Sincerely,
Daniel J. tencil
Executive Officer
Next Meeting: May 21, 2014 @ 10:30 a.m.
Budget Study Session
Oakland County Parks & Recreation Admin. Bldg.
2800 Watkins Lake Road
Waterford, Michigan 48328
0 ur mission is to provide quality recreational experiences that encourage healthy lifestyles,
support economic prosperity and promote the protection of natural resources.
MEETING NOTICE
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
NOTICE IS HEREBY GIVEN that a regular meeting of the Oakland
County Parks and Recreation Commission will be held at 9:00 on Wednesday,
May 7, 2014, at the Oakland County Parks & Recreation Administration Building,
located at 2800 Watkins Lake Road, Waterford, Michigan 48328.
GERALD A. FISHER
CHAIRMAN
Telephone: (248) 858-4603
Oakland County Parks and Recreation Commission Meeting
Parks & Recreation Administration Offices
2800 Watkins Lake Road, Waterford, MI 48328
Wednesday, May 7, 2014
9:00 AM
Agenda
Page #'s
Action Reauired
Presenter/Phone #
1.
Call Meeting to Order
------
G. Fisher 248.514.9814
2.
Roll Call
------
"
3.
Pledge of Allegiance
------
"
4.
Approval of Agenda
Approval
G. Fisher/D. Stencil 248.858.4944
1-3
5.
Approval of Minutes: April 23, 2014
Approval
V. Valko 248.858.4603
6.
Public Comments:
G. Fisher
4
7.
Introductions:
Introduction
S. Wells 858.4634/T. Fields 858.0914
Sarah Hodges; Melissa Nawrocki; Kegan Schildberg
/L. Conover 625.6473
8.
CONSENT AGENDA
5-6
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
03/31/14 (FM 06, FY14)
Receive &File
J. Phelps 248.858.5319/D. Stencil
7
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
03/31/14 (FM 06, FY14)
Receive &File
J. Phelps/D. Stencil
8
C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
03/31/14 (FM 06, FY14)
Receive &File
J. Phelps/D. Stencil
9-10
D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 03/31/14 (FM 06, FY14)
Receive &File
J. Phelps/D. Stencil
11
E. FY 2014 2nd Quarter Facilities Maintenance Amendment
Approval
J. Phelps/D. Stencil
12
F. Fiscal Services FY 2014 2nd Quarter Financial Forecast
Approval
J. Phelps/D. Stencil
13-14
G. FY 2014 2nd Quarter Budget Amendment to Expense Projects Classified as
Capital Improvement Projects
Approval
J. Phelps/D. Stencil
15
H. FY 2014 Non-CIP Projects Update
Receive & File
M. Donnellon 858.4623/D. Stencil
16
I. Preliminary CIP Schedule (previously listed under the EOR)
Receive & File
M. Donnellon/D. Stencil
17-18
J. OCPR Outstanding Receivable Write Off - E.A.S.Y. Summer Camp
Approve/BOC
D. Stencil
19-20
K. FY 2014 1st & 2nd Purchasing Report
Receive & File
P. Castonia/D. Stencil
9.
REGULAR AGENDA:
21-22
A. 9:00 A.M. Waterford Oaks Development Plan RFQ & Enterprise Management Proposal
(SKYPE with Leon Younger. President of PROS Consulting!
Informational
J. Myers/M. Donnellon/S. Wells
23-29
B. Temporary Use Permit and Authorization for Sale of Alcohol
— Great Lakes Agricultural Fair Farm to Fork Event — Oakland County Market
Informational/Approval
M. Prowse/D. Stencil
C. Construction/Renovation Project Approvals:
30-42
1. Conceutual Annroval - Glen Oaks Golf Course #13 Bridge Replacement
Approval
Z. Crane 975.9628
43-55
2. Construction Auuroval - Red Oaks Waterpark Shade Structure Replacements
Approval
Z. Crane
56
D. Addison Oaks Master Planning: Draft Facility, Operating and Business Concepts
- Request Authorization to Solicit Public Comment
Informational/Approval
D. Folland 736.1649/1) Stencil
57-58
E. "July is National Recreation and Parks Month" Resolution
Approval/BOC
D. Stencil
59-82
F. Proposed Oakland County 4-H Fair Association Lease Amendment
Informational/Approval/BOC
P. Castonia/D. Stencil
83-84
G. Request to Increase OCPR Vehicle Fleet
Informational/Approval/BOC
P. Castonia/D. Stencil
85
H. Proposed Adventure Recreation Facility Update
Informational
D. Stencil
BREAK AT THE DISCRETION OF THE CHAIR
10. STAFF REPORTS
A. Participation and Program Review FY 2014, Month 06
86-87 B. Food and Beverage Committee Update
88-97 C. Executive Officer's Report
D. OCPRC Executive Committee Update
Receive and File T. Fields/J. Dunleavy/T. Hughes
Receive and File P. Castonia/D. Stencil
Informational G. Fisher
Informational G. Fisher
11. OLD BUSINESS G. Fisher
98-108 A. Springfield Oaks Ellis Barn Phase III: Structural Restoration (Amended Motion) Approval J. Myers/D. Stencil
12. NEW BUSINESS G. Fisher
13. CLOSED SESSION: Proposed Property Acquisitions D. Stencil/D. Folland
14. ADJOURN
Next Meeting: 9:00 a.m. on June 4, 2014
Rose Township Hall, 9080 Mason Street, Holly, MI 48442
Oakland County Parks and Recreation Commission Meeting
April 23, 2014
Chairman Fisher called the meeting to order at 10:32 a.m. in the Commission meeting room at the
Oakland County Parks and Recreation Administration Office.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Secretary John A. Scott, A. David Baumhart III, Gregory Jamian,
Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Gary McGillivray, Philip Sanzica
COMMISSION MEMBERS ABSENT WITH NOTICE:
Vice Chairman J. David VanderVeen, Christine Long
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks & Recreation Operations
Phil Castonia, Business Development Rep.
Zach Crane, Architectural Engineer II
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint.- N. District
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Terry Fields, Chief -Recreation Programs & Services
Karen Kohn, Supervisor -Administrative Services
Jennifer Myers, Architectural Engineer II
Matt Reynolds, Intern
OC Fiscal Services Brian Menghini, Supervisor II
Jeff Phelps, Supervisor II
APPROVAL OF AGENDA:
Moved by Mr. McGillivray, supported by Mr. Scott, to approve the agenda.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Sanzica, Scott, (8)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Jamian, to approve the minutes of the OCPR
Commission meeting of April 2, 2014.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Sanzica, Scott, (8)
NAYS: (0)
Motion carried on a voice vote.
1
PUBLIC COMMENTS:
There were no comments from the public.
REGULAR AGENDA:
FY 2015-2107 Budqet Overview/Process
Executive Officer Daniel Stencil and Fiscal Services Supervisor II Jeff Phelps provided an
introduction to the OCPR Commission on the process and timeline for the FY 2015-2017 Budget.
The plan this year is as follows:
• Provide the proposed OCPR FY 2015-2017 Budget to the OCPR Commission at the meeting
of May 21, 2014, including the operating budgets for each of the 29 budget centers
• OCPR Commission conceptually approve the proposed budget at the June 4, 2014,
OCPR Commission meeting
• Submit the proposed OCPR FY 2015-2017 budget to the Oakland County Board of
Commissioners by the July 1, 2014 deadline
• OCPR Commission formally approve the FY 2015-2017 Budget at the September OCPR
Commission meeting
FY 2015-2017 OCPRC Proposed Capital Equipment Budqet Request
Chief -Park Operations and Maintenance -North District Jim Dunleavy and Chief -Park Operations and
Maintenance -South District Tom Hughes made a presentation on the proposed FY 2015-2017
Capital Equipment Budget. Included in the presentation was a historical analysis of equipment
expenditures since 2000. The total request for the FY 2015-2017 Proposed Capital Equipment
budget is $498,000.
FY 2015-2017 OCPRC Proposed Capital Improvement Proiects
Mike Donnellon, Chief -Park Facilities Maintenance and Development and Zach Crane, Architectural
Engineer II made a presentation to the Commission on the FY 2015 Proposed Capital Improvement
and Maintenance Project Budget. The funds requested in the proposed FY 2015 Budget for Capital
Improvement Projects are as follows:
Capital Improvement Projects — Design
$200,000
Capital Improvement Projects — Construction
$6,357,335
Capital Improvement Projects — Programs
$787,000
Maintenance Project — Design
$57,500
Maintenance Projects — Construction
$75,000
Maintenance Projects — Programs
$890,000
Natural Resources Projects
$460,000
2
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
Chairman Fisher appointed Commissioner Long and Commissioner Jamian to the newly formed
marketing/branding committee. In addition, the OCPR Chairman and Vice Chairman will also serve
on this committee. Commissioner Jamian requested these meetings be held either early in the day
or late in the afternoon in order to coordinate with the Commissioners' work schedule. It was also
requested that the schedule for these meetings be shared with the entire OCPR Commission.
The Commission requested staff provide detailed financial estimates for insurance, staffing,
operations, maintenance, etc. for a proposed off -road vehicle park. The Commission would like to
discuss this issue further at the May 7, 2014, OCPR Commission meeting, however staff may not
have the final estimates for the May 7, 2014, OCPR Commission meeting packet. As a result the
information may not be available for distribution until the meeting of May 7, 2014.
Commissioner Kostin informed the Commission of the article that appeared in The Oakland Press
on the new yurts that were installed in the Oakland County Campgrounds at Addison Oaks and
Groveland Oaks in 2013. OCPR staff member and The Oakland Press writer Jonathan Schechter
was the author of the article.
ADJOURNMENT:
Meeting adjourned at 11:33 a.m.
John A. Scott, Secretary
Vicky Valko, Recording Secretary
3
lid 1A, W_V1D16,0A01&i � 1 1 ; i k►�
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 772014 AGENDA ITEM NO. 7
ADMINISTRATION
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Submitted: May 1, 2014
Subject: OCPR Staff Introductions: Sarah Hodges, Parks Naturalist
Melissa Nawrocki, Recreation Specialist
Kegan Schildberg, Groundskeeper II, Natural Resources
INTRODUCTION AND HISTORY
Three Oakland County Parks and Recreation full-time staff members recently hired include:
Sarah Hodqes
Sarah Hodges is a graduate of the University of Michigan/Dearborn with a degree in Environmental Science,
minor in Communications and a GIS Certification. She currently resides in Livonia. Her work history includes
being a Restoration Tech at the International Wildlife Refuge, Interpretive Guide at Cedar Campus, Floodplain
Analyst at U-M Dearborn, Naturalist at the Environmental Interpretive Center — Dearborn, and Youth Leader at the
Detroit Rescue Mission. Sarah is thrilled at the opportunity to share her passion for nature, people and
community through the Oakland County Parks Naturalist position. When asked about her new position she
indicated, "The parks are beautiful, the staff is welcoming and the opportunities to create dynamic and positive
experiences between people and their environment are endless." Staff is looking forward to having Sarah join the
Naturalist team and work together toward the goal of building a full menu of nature programs and services at the
Red Oaks Nature Center.
Melissa Nawrocki
Melissa Nawrocki graduated from Tarleton State University in Stephenville, Texas with a Bachelor of Science
degree in Biology. She moved to Michigan in the fall of 2009 and was hired at the Wint Nature Center in
December of 2009. She then moved to Volunteer Services as the Assistant Volunteer Coordinator in April 2012,
and then on to Mobile Recreation in April of 2013. Melissa was recently hired as the full-time Recreation
Specialist and will be assisting in the implementation and development of special events and programs.
Kegan Schildberq
Kegan Schildberg grew up in Westland, Michigan and attended Western Michigan University. While at WMU he
majored in both Environmental Studies and Natural Resource Management. After graduation he worked for the
Kalamazoo Nature Center for two years before deciding to return to the east side of the state. Kegan then briefly
worked for the Michigan DNR and then for the City of Ann Arbor's Natural Area Preservation department for a
year before accepting his current position of Groundskeeper II Natural Resources with Oakland County Parks and
Recreation.
Please take the opportunity to congratulate these three individuals on their new full-time positions and welcome them to
Oakland County Parks.
T
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 7, 2014 AGENDA ITEM NO. 8
FISCAL SERVICES -- P&R ACCOUNTING
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Brian Menghini, Fiscal Services Supervisor II
Jeffrey Phelps, Fiscal Services Supervisor II
Submitted: April 23, 2014
Subject: Consent Agenda — OCPR Monthly Financial Reports
8. A. REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT
March, 2014 (FM 6, FY 2014)
8. B. REVENUE AND EXPENDITURE COMPARISON REPORT
March, 2014 (FM 6, FY 2014)
8. C. REVENUE AND EXPENDITURE AVERAGE COMPARISON REPORT
March, 2014 (FM 6, FY 2014)
8. D. CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL REPORT AND
STATEMENT OF NET POSITION
March, 2014 (FM 6, FY 2014)
5
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT
FM 6 FY 2014
(FOR MONTH ENDING 3131114)
2014
YEAR TO
(OVER),
% OF
REVENUE
BUDGET
DATE
UNDER BUDGET
BUDGET
ADMINISTRATIVE SERVICES: Millage Tax
$11,920,000.00
$10,980,031.68
$939,968.32
92.1%
Other
255,525.00
158,268.36
97,256.64
61.9%
GLEN OAKS GOLF COURSE
774,000.00
62,538.00
711,462.00
8.1%
LYON OAKS GOLF COURSE
1,126,000.00
82,863.91
1,043,136.09
7.4%
RED OAKS GOLF COURSE
325,200.00
16,403.10
308,796.90
5.0%
SPRINGFIELD OAKS GOLF COURSE
693,254.00
42,237.44
651,016.56
6.1 %
WHITE LAKE OAKS GOLF COURSE
729,128.00
48,098.00
681,030.00
6.6%
ADDISON OAKS CONFERENCE CENTER
140,000.00
32,744.73
107,255.27
23.4%
GLEN OAKS CONFERENCE CENTER
200,000.00
60,628.66
139,371.34
30.3%
LYON OAKS CONFERENCE CENTER
105,000.00
33,306.97
71,693.03
31.7°%
SPRINGFIELD OAKS CONCESSION
12,000,00
0.00
12,000.00
0.0%
WHITE LAKE OAKS CONFERENCE CENTER
51,000.00
20,426.96
30,573.04
40.1%
OAKLAND COUNTY MARKET
181,450.00
44,816.46
136,633.54
24.7 %
ADDISON OAKS PARK
486,180.00
116,289.36
369,890.64
23.9%
GROVELAND OAKS PARK
753,300.00
55,779.76
697,520.24
7.4%
HIGHLAND OAKS PARK
9,640.00
4,316.84
5,323.16
44.8%
INDEPENDENCE OAKS PARK
319,198.00
83,981.28
235,216.72
26.3%
LYON OAKS PARK
100,000.00
24,787.00
75,213.00
24.8%
ORION OAKS PARK
109,500.00
33,945.00
75,555.00
31.0 %
RED OAKS DOG PARK
42,000.00
10,481.00
31,519.00
25.0%
RED OAKS PARK
9,500.00
2,978.00
6,522.00
31.3 %
ROSE OAKS PARK
2,500.00
10,000.00
(7,500.00)
400.0%
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
81,463.00
46,653.74
34,809.26
57.3%
WATERFORD OAKS ACTIVITY CENTER/PARK
35,173.00
45,097.50
(9,924.50)
128.2 %
RECREATION PROGRAMS & SERVICES
264,000.00
112,839.76
151,160.24
42.7%
CATALPA OAKS PARK
8,000.00
750.00
7,250.00
9.4%
RED OAKS WATERPARK
1,036,800.00
700.00
1,036,100.00
0.1%
WATERFORD OAKS BMX
17,700.00
655.00
17,045.00
3.7%
WATERFORD OAKS WATERPARK
672,850.00
300.00
672,550.00
0.0%
CAPITAL IMPROVEMENT
5,435,648.00
0.00
5,435,648.00
0.0%
TOTAL REVENUE
$25,896,009.00
$12,131,918.51
$13,764,090.49
46.8%
EXPENDITURE
ADMINISTRATIVE SERVICES
$6,603.100.00
$2,590,447.10
$4,012,652.90
39.2%
FISCAL SERVICES ADMINISTRATION
125,502.00
64,589.74
60,912.26
51.5 %
FISCAL SERVICES PARKS & REC
243,739.00
100,593.96
143,145.04
41.3%
GLEN OAKS GOLF COURSE
847,477.00
(755,599.35)
1,603,076.35
-89.2%
LYON OAKS GOLF COURSE
1,714,644.00
(482,537.53)
2,197,181.53
-28.1%
RED OAKS GOLF COURSE
643,492.00
260,339.01
383,152.99
40.5%
SPRINGFIELD OAKS GOLF COURSE
874,112.00
(23,655,06)
897,767.06
-2.7%
WHITE LAKE OAKS GOLF COURSE
898,140.00
(299,224.41)
1,197,364.41
-33.3%
ADDISON OAKS CONFERENCE CENTER
282,828.00
94,012.57
188,815.43
33.2 %
GLEN OAKS CONFERENCE CENTER
208,324.00
1,174,804.83
(966,480.83)
563.9%
LYON OAKS CONFERENCE CENTER
236,059.00
1,080,917.26
(844,858.26)
457.9%
SPRINGFIELD OAKS CONCESSION
42,030.00
207,495.64
(165,465.64)
493.7%
WHITE LAKE OAKS CONFERENCE CENTER
212,524.00
663,072.47
(450,548.47)
312.0°%
OAKLAND COUNTY MARKET
203,067.00
88,068.66
114,998.34
43.4%
ADDISON OAKS PARK
1,387,829.00
476,407.45
911,421.55
34.3%
GROVELAND OAKS PARK
1,257,024.00
327,502.14
929,521.86
26.1%
HIGHLAND OAKS PARK
38,600.00
18,758.46
19,841.54
48.6%
INDEPENDENCE OAKS PARK
1,349,916.00
473,356.20
876,559.80
35.1 %
LYON OAKS PARK
333,752.00
143,547.12
190,204.88
43.0%
ORION OAKS PARK
133,465.00
60,897.04
72,567.96
45.6%
RED OAKS DOG PARK
59,327.00
30,864.44
28,462.56
52.0%
RED OAKS PARK
110,448.00
39,835.34
70,612.66
36.1%
ROSE OAKS PARK
34,050.00
17,663.45
16,386.55
51.9%
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
428,047.00
128,783.29
299,263.71
30.1%
WATERFORD OAKS ACTIVITY CENTER/PARK
1,103,576.00
300,804.91
802,771.09
27.3%
RECREATION PROGRAMS & SERVICES
1,186,067.00
468,988.42
717,078.58
39.5%
CATALPA OAKS PARK
123,030.00
23,831.38
99,198.62
19.4°%
RED OAKS WATERPARK
1,503,903.00
322,142.32
1,181,760.68
21.4%
WATERFORD OAKS BMX
57,384.00
17,134.82
40,249.18
29.9%
WATERFORD OAKS WATERPARK
1,055,002.00
287,302.09
767,699.91
27.2%
FACILITIES & MAINTENANCE
2,599,551.00
505,722.39
2,093,828.61
19.5%
INTERNAL FUND CHARGES'
0.00
81,749.82
(81,749.82)
N/A
TOTAL EXPENDITURE
$25,896,009.00
$8,488,615.97
$17,407,393.03
32.8°%
REVENUE OVERI(UNDER) EXPENDITURE
$25,896,009.00
12,050,168,69
13,682,340.67
2014
2013
2012
2011
ACTUAL REVENUE TO DATE:
46.8%
51.9%
62.2%
52.8°%
BUDGET BALANCE:
53.2%
48.1%
37.8%
47.2%
ACTUAL EXPENDITURE TO DATE:
32.8%
36.1%
33.7%
32.6%
BUDGET BALANCE:
67.2%
63.9%
66.3%
67.4%
`INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT.
6
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
REVENUE AND EXPENDITURE COMPARISON REPORT
FM6FY2014
(FOR
MONTH ENDING 3/31/14)
YEAR TO DATE
YEAR TO DATE
REVENUE OVER
PARK
REVENUE
EXPENDITURE
(UNDER) EXP.
ADMINISTRATIVE SERVICES:
ADMINISTRATIVE SERVICES (Inc. Tax Revenue)
$11,138,300.04
$2,590,447.10
$8,547,852.94
FISCAL SERVICES ADMINISTRATION
0.00
64,589.74
(64,589.74)
FISCAL SERVICES PARKS & REC
0.00
100,593.96
(100,593.96)
ADMINISTRATIVE SERVICES SUB -TOTAL
11,138,300.04
2,755,630.80
8,382,669.24
GOLF:
GLEN OAKS GOLF COURSE
62,538.00
(755,599.35)
818,137.35
LYON OAKS GOLF COURSE
82,863.91
(482,537.53)
565,401.44
RED OAKS GOLF COURSE
16,403.10
260,339.01
(243,935.91)
SPRINGFIELD OAKS GOLF COURSE
42,237.44
(23,655.06)
65,892.50
WHITE LAKE OAKS GOLF COURSE
48,098.00
(299,224.41)
347,322.41
GOLF SUB -TOTAL
252,140.45
(1,300,677.34)
1,552,817.79
FOOD SERVICES:
ADDISON OAKS CONFERENCE CENTE R
32,744.73
94,012.57
(61,267.84)
GLEN OAKS CONFERENCE CENTER
60,628.66
1,174,804.83
(1,114,176.17)
LYON OAKS CONFERENCE CENTER
33,306.97
1,080,917.26
(1,047,610.29)
SPRINGFIELD OAKS CONCESSION
0.00
207,495.64
(207,495.64)
WHITE LAKE OAKS CON FERENCE CENTER
20,426.96
663,072.47
(642,645.51)
FOOD SERVICE SUB -TOTAL
147,107.32
3,220,302.77
(3,073,195.45)
COUNTY MARKET:
OAKLAND COUNTY MARKET
44,816.46
88,068.66
(43,252.20)
COUNTY MARKET SUB -TOTAL
44,816.46
88,068.66
(43,252.20)
PARKS:
ADDISON OAKS PARK
116,289.36
476,407.45
(360,118.09)
GROVELAND OAKS PARK
55,779.76
327,502.14
(271,722.38)
HIGHLAND OAKS PARK
4,316.84
18,758.46
(14,441.62)
INDEPENDENCE OAKS PARK
83,981.28
473,356.20
(389,374.92)
LYON OAKS PARK
24,787.00
143,547.12
(118,760.12)
ORION OAKS PARK
33,945.00
60,897.04
(26,952.04)
RED OAKS DOG PARK
10,481.00
30.864.44
(20,383.44)
RED OAKS PARK
2,978.00
39,835.34
(36,857.34)
ROSE OAKS PARK
10,000.00
17,663.45
(7,663.45)
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
46,653.74
128,783.29
(82,129.55)
WATERFORD OAKS ACTIVITY CENTER/PARK
45,097.50
300,804.91
(255,707,41)
PARKS SUB -TOTAL
434,309.48
2,018,419.84
(1,584,110.36)
RECREATION:
RECREATION PROGRAMS & SERVICES
112,839.76
468,988,42
(356,148.66)
CATALPA OAKS PARK
750.00
23,831.38
(23,081.38)
RED OAKS WATERPARK
700.00
322,142.32
(321,442.32)
WATERFORD OAKS BMX
655.00
17,134.82
(16,479.82)
WATERFORD OAKS WATERPARK
300.00
287,302.09
(287,002.09)
RECREATION SUB -TOTAL
115,244.76
1,119,399.03
(1,119,099.03)
FACILITIES & MAINTENANCE:
FACILITIES & MAINTENANCE
0.00
505,722.39
(505,722.39)
FACILITIES & MAINTENANCE SUB -TOTAL
0.00
505,722.39
(505,722.39)
CAPITAL IMPROVEMENT
0.00
0.00
INTERNAL FUND CHARGES*
0.00
81,749,82
(81,749.82)
TOTAL
$12,131,918.51
$8,488,615.97
$3,643,302.54
*INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT.
See the Oakland County website's "Transparency in Government -Monthly Financials" to view the latest monthly Financial
Statement detail by each departments' budget units:
1. Log on to www.oakaov.com/matbud/fiscal/Paaes/info oub/narks .asox
2. Click on each of the Parks and Recreation monthly financial reports you are interested in viewing
7
REVENUES:
5-YEAR AVERAGE REVENUE
Percentage of Total
FY2014 Amended Budget/Alottment
FY2014 Planned Use of Fund Balance
FY 2014 Amended Budget
FY 2014 Actuals
Avg. Monthly Revenue Over/(Under)
EXPENSES:
5-YEAR AVERAGE EXPENSE
Percentage of Total
FY2014 Amended Budget/Alottment
FY 2014 Actua is
Avg. Monthly Expenses (Over)/Under
Total Avg Monthly Favorability/(Unfavorability)
Oakland County Parks and Recreation Commission
Monthly Average Comparison Report
(Comparison of FY 2014 Actuals with 5-Year Average Actuals)
As of March 31, 2014
FY2014 Amended
October I
November I
December I
January I
February I
March
April May
June
JUN
August I
September I YEAR TO DATE
$268,761
$123,525
$1,593,528
$5,659,536
$3,288,976
$2,569,214 $
1,264,531 $ 1,081,695
$ 1,366,617
$ 1,899,077
$ 1,385,246
$ 1,552,621
1.22%
0.56%
7.23%
25.66%
14.91%
11.65%
5.73% 4.90%
6.20%
8.61%
6.28%
7.04%
$ 20,505,361
$249,896
$114,855
$1,481,675
$5,262,283
$3,058,117
$2,388,876
$1,175,771 $1,005,769
$1,270,691
$1,765,777
$1,288,013
$1,443,640
$ 5,390,648
$ 25,896,009
$373,887
$106,736
$1,288,809
$5,434,457
$3,244,575
$1,683,455
$12,131,919
$123,990
($8,118)
($192,866)
$172,174
$186,458
($705,421)
($423,783)
$1,302,037 $1,220,486 $1,557,397 $1,226,288 $1,189,250 $1,655,166
6.32% 5.92% 7.56% 5.95% 5.77% 8.03%
$ 25,896,009 $1,636,733
$1,534,218
$1,957,734
$1,541,512
$1,494,953
$2,080,636
$1,433,460
$1,272,211
$1,576,293
$1,397,918
$1,309,328
$1,499,407
$203,273
$262,007
$381,441
$ 143,594
$ 185,625
$ 581,229
$327,263
$253,889
$188,575
$315,768
$372,083
($124,191)
$1,405,179 $1,844,157 $2,443,616 $2,289,225 $2,136,133 $2,331,597
6.82% 8.95% 11.86% 11.11% 10,37% 11.32%
$1,766,383 $2,318,208 $3,071,761 $2,877,682 $2,685,237 $2,930,946
$8,488,616
$1,757,170
$1,333,387
8
Project ID
PROJECTS UNDER
$100,000
100000001845
100000000604
100000001102
100000001330
100000001914
100000001917
100000001927
100000001332
100000001835
100000001335
100000001753
100000000983
100000001754
100000001936
100000001499
100000001498
100000001916
100000001938
100000001915
100000001757
100000001756
PROJECTS OVER
$100,000
100000001826
100000001881
100000001908
100000001482
100000001483
Description
Parks and Recreation Commission
ACTIVE CAPITAL IMPROVEMENT PROJECTS
BUDGET TO ACTUAL EXPENSE REPORT
(as of April 22, 2014)
Last Transaction Percentage
Start Date Budget Expenses to Date Remaining Budget
Date Completion
ADD Campground Pull Thru Sites
9/12/2013
11/12/2013
$50,000.00
$11,116.75
$38,883.25
22.23%
ADD Pavilion-Cmpgrd Recreation
9/1/2004
3/17/2014
$S0,000.00
$10,542.47
$39,457.S3
21.08%
CAT Asphalt -Curb Parking Lot
11/28/2007
4/27/2012
$0.00
$25,S22.55
($25,522.55)
#DIV/O!
CAT Play Structure 1-5 yrs old
12/7/2009
6/13/2013
$62,465.97
$56,311.49
$6,154.48
90.15%
GLG Irrigation System Repl Des
2/11/2014
4/14/2014
$10,000.00
$5,200.00
$4,800.00
52.00%
GRV Beach Improv and Dredge
2/11/2014
2/28/2014
$15,000.00
$51.00
$14,949.00
0.34%
GRV Campground Utility Imp Des
3/7/2014
4/14/2014
$42,500.00
$8,374.00
$34,126.00
19.70%
HGH Boardwalks -Docks -Overlooks
12/8/2009
12/31/2013
$64,000.00
$49,805.16
$14,194,84
77.82%
IND Play Lot Beach Satellite
8/23/2013
12/13/2013
$42,389.00
$40,846.24
$1,542.76
96.36%
LYP Boardwalks -Docks -Overlooks
12/8/2009
1/24/2014
$80,000.00
$74,748.54
$5,251.46
93.44%
LYP Pavilion Small Dog Park
12/3/2012
4/1/2014
$40,000.00
$20,722.00
$19,278.00
51.81%
LYP West Norton Drain Bridge
1/2/2007
4/14/2014
$40,000.00
$8,659.34
$31,340.66
21.65%
RDD Pavilion Shade Structures
12/3/2012
4/1/2014
$27,000.00
$20,288.00
$6,712.00
75.14%
RDD Pay Station Site Work
3/21/2014
3/21/2014
$25,000.00
$0.00
$25,000.00
0.00%
RDD Stormwater Reclaimation
4/28/2011
1/24/2014
$70,000.00
$20,982.52
$49,017.48
29.98%
RDG Stormwater Reclaimation
4/28/2011
1/24/2014
$70,000.00
$19,818.59
$50,181.41
28.31%
SPG Irrigation Sys Repl Des
2/11/2014
4/14/2014
$10,000.00
$4,000.00
$6,000.00
40.00%
WCM LED Entrance Sign
3/24/2014
4/17/2014
$30,000.00
$9,876.00
$20,124.00
32.92%
WLG Irrigation Sys Rep] Des
2/11/2014
4/14/2014
$10,000.00
$3,600.00
$6,400.00
36.00%
WTR Dog Park Fence
12/3/2012
12/3/2012
$20,000.00
$0.00
$20,000.00
0.00%
WTR Dog Park Site Work
12/3/2012
3/15/2013
$30,000.00
$4,597.00
$25,403.00
15.32%
ACC Interior Renovations
7/24/2013
4/11/2014
$672,228.00
$393,952.35
$278,275.65
58.60%
ACC Roof Replacement
10/28/2013
4/11/2014
$799,295.00
$176,487.49
$622,807.51
22.08%
ADM HVAC Upgrade Ph II
1/31/2014
4/3/2014
$281,600.00
$25,879.29
$255,720.71
9.19%
CAT Pavilion -Play Area
4/8/2011
6/13/2013
$112,463.20
$88,017.16
$24,446.04
78.26%
CAT Play Structure 6-12yrs old
4/8/2011
6/13/2013
$124,931.95
$96,911.94
$28,020.01
77.57%
9
100000001103 CAT Rstrm-Concessn-Storage Bldg
11/28/2007
3/6/2014
$739,240.36
$801,621.67
($62,381.31)
108.44%
100000001481 CAT Site Development -Phase 1
4/8/2011
1/31/2014
$354,356.29
$334,329.62
$20,026.67
94.35%
100000001825 GLC Interior Renovations
7/23/2013
4/11/2014
$577,404.00
$281,712.56
$295,691.44
48.79%
100000001750 GLG Bridge Replacement #13
12/3/2012
12/3/2012
$140,000.00
$0.00
$140,000.00
0.00%
100000001807 GLG HVAC Replacement
5/15/2013
4/11/2014
$290,939.00
$146,445.45
$144,493.55
50.34%
100000001847 GLG Irrigation Pond Dredging
9/17/2013
4/3/2014
$296,000.00
$216,022.04
$79,977.96
72.98%
100000001751 GRV Restroom/Shower Section C
12/3/2012
4/14/2014
$582,281.00
$301,637.58
$280,643.42
51.80%
100000001752 HGH Parking Lot - Central
12/3/2012
1/24/2014
$178,842.00
$178,004.31
$837.69
99.53%
100000001331 HGH Trail Development -Phase 1
12/8/2009
1/31/2014
$284,200.00
$127,873.54
$156,326.46
44.99%
100000001834 IND Play Lot Beach Main
8/23/2013
12/13/2013
$153,942.00
$146,785.76
$7,156.24
95.35%
100000001891 IND Upper Bush Bdwlk TrIPhsll
11/15/2013
1/16/2014
$150,000.00
$2,151.25
$147,848.75
1.43%
100000000867 ORN Pavilion -Dog Park
2/13/2006
3/3/2014
$251,261.00
$233,983.46
$17,277.54
93.12%
100000001115 RSE Boardwalks -Docks -Overlooks
11/28/2007
4/3/2014
$342,000.00
$228,459.95
$113,540.05
66.80%
100000001114 RSE Trail Development
11/28/2007
1/31/2014
$389,500.00
$99,288.77
$290,211.23
25.49%
100000001336 RWP Connector Trail
12/8/2009
1/24/2014
$397,122.00
$21,146.64
$375,975.36
5.32%
100000001755 SAC Bleacher Replacement
12/3/2012
2/20/2014
$600,000.00
$378,414.80
$221,585.20
63.07%
100000001819 SAC Ellis Barn Improvements
6/5/2013
4/14/2014 (
$643,056.00
$258,329.33
$384,726.67
40.17%
$9,149,016.77
$4,932,516.61
$4,216,500.16
Illustrative Net Position - Unrestricted
Operating Reserve
$5,750,000.00
Capital Reserve
$7,000,000.00
FY2014 Capital Equipment
$730,679.00
FY2014 Planned Use of Fund Balance
$5,390,648.00
Capital Improvement Plan:
Total Active CIP Projects
$9,149,016.77
Proiects Closed in FY2014:
100000001736 ADD Addison Oaks Yurt 1
$52,693.85
100000001737 ADD Addison Oaks Yurt 2
$52,509.96
100000001738 GRV Groveland Oaks Yurt 1
$33,430.43
100000001739 GRV Groveland Oaks Yurt 2
$33,918.22
100000001843 ADD Concession Ext Renovations
$39,869.19
100000001816 ADD Electronic Entr Gate Sys
$21,311.88
100000001790 SPG Starter Shack
$61,937.25
100000001817 GRV Electronic Entr Gate Sys
$26,580.65
100000001840 WCM Fans
$16,408.77
Total Projects Closed in FY2014
$338,660.20
Amount Available for Conceptual CIP and Capital Equipment
$2,148,468.03
Total Capital Improvement Plan
$11,636,145.00
Total Net Position - Unrestricted as of September 30, 2013
$30,507,472.00
10
l _JR_INI11111114,00 ►I&A � 11 H k'►
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 7, 2014 AGENDA ITEM NO. 8 E
ADMINISTRATION
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Jeffrey Phelps, Parks and Recreation Fiscal Coordinator
Submitted: April 30, 2014
Subject: FY2014 2nd Quarter Facilities Maintenance Transfer
INTRODUCTION AND HISTORY
Beginning in FY2014, operating budgets for park -wide Building and Grounds Maintenance projects are budgeted in the
Facilities and Maintenance cost center. Once operating maintenance project expenses are incurred for a specific park, a
budget amendment is to be made on a quarterly basis.
Based on FY activity through March 31, 2014, the following budget amendment is recommended:
FY 2014
AMENDMENTS
(PROPRIETARY / SPECIAL REVENUE FUNDS - SELF BALANCING AMENDMENTS
PARKS AND RECREATION (FUND #50800).
Dept Program Acct Account Name
Expenditures
5060715
160070
731115
. Licenses
and Permits
$
400.00
5060720
160070 '
731115
Licenses
and Permits
$
400.00
5060725
160070
731115
Licenses
and Permits
$
200.00
5060330
160010
731115
Licenses
and Permits
$
400.00
5060715
160070
730814
Grounds
Maintenance
$
793.00
5060720
160070
730814
` Grounds
Maintenance
$
393.00
5060765
160070
730814
Grounds
Maintenance
$
323.00
5060725
160070
730814
Grounds
Maintenance
$
723.00
5060755
160070
730814
Grounds
Maintenance
$
693.00
5060724
160070
730814
Grounds
Maintenance
$
523.00
5060760
160070
730814
Grounds
Maintenance
$
503.00
5060735
160070
730814
? Grounds
Maintenance
$
1,009.00
5060427
160044
730198
: Building
Maintenance
$
9,139.00
5060870
160210
730198
` Building
Maintenance
$
3,200.00
5060910
160430
790198
Building
Maintenance
$
(12,339.00)
5060910
160430
730814
Grounds
Maintenance
$
(4,960.00)
5060910
160430
731115
: Licenses and Permits
$
(1,400.00)
MOTION
Move to approve the Facilities Maintenance transfer to the cost centers specified above.
OAKLAND COUNTY PARKS &
RECREATION COMMISSION (50800)
OPERATING REVENUE
OPERATING EXPENSE
NET OPERATING INCOME (LOSS)
NON -OPERATING REVENUE
(EXPENSE)
COUNTY OF OAKLAND
FY 2014 SECOND QUARTER REPORT
ENTERPRISE FUND
PARKS & RECREATION
ADOPTED AMENDED FY 2014 VARIANCE
BUDGET BUDGET FORECAST FAV/(UNFAV) PERCENT
------------ ------------ ---------I
$ 8,246,361.00
$
8,246,361.00
$
8,246,361.00 $
$ 25,774,494.00
$
25,896,009.00
$
25,896,009.00 $
$ (17,528,133.00)
$
(17,649,648.00)
$
(17,649,648.00) $
$ 12,239,000.00
$
12,259,000.00
$
12,259,000.00 $
TOTAL INCOME BEFORE TRANSFERS $ (5,289,133.00) $ (5,390,648.00) $
TRANSFERSIN $ $ $
CAPITAL IMPROVEMENT PROGRAM $ - $ - $
TOTAL NET INCOME (LOSS)" $ L5,289,133.0L $ f5,390,648.00) $
TOTAL NET ASSETS - BEGINNING $
TOTAL NET ASSETS - ENDING $
(5,390,648.00) $
f5,390,648.00) $
97,949,963.26
92,559,315.26
EXPLANATION OF SIGNIFICANT VARIANCES
0.00% Revenue is seasonal with the majority of activity occuring in the third and
fourth quarters.
0.00% Expenses are not expected to vary from the budget at this time.
0.00%
0.00% Fiscal Year 2014 property tax revenue for Parks and Recreation is based on
2013 Taxable Value.
0.00%
4/30/2014
12
MAY 7, 2014
URD MR,• • �.Ihr�,I,11,��
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
AGENDA ITEM NO. 8 G
ADMINISTRATION
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Jeffrey Phelps, Parks and Recreation Fiscal Coordinator
Submitted: April 30, 2014
Subject: FY2014 2nd Quarter Budget Amendment to Expense Projects Classified as Capital Improvement
Projects
INTRODUCTION AND HISTORY
Upon review of active Capital Improvement Projects in comparison with the criteria of Financial Accounting
Standards Board Statement #67 related to preconditions for capitalization, it is determined the projects listed
below should be expensed rather than capitalized.
Preconditions for capitalization include: 1) Directly identifiable with a specific asset; not a study to determine
the best location for a new building, 2) Only if incurred after acquisition has become probable (i.e., "likely to
occur"); not a feasibility study.
A budget amendment is recommended.
FISCAL SERVICES RECOMMENDATION
Fiscal Services staff recommends closing the following projects and expense the amounts incurred using
Planned Use of Fund Balance as the offset, per the budget amendment below:
CIP Project
Number Description
Operatinq Budqet
Revenue
Capital Improvements
Expense
100000000601;ADD Boathouse -Buhl Lake
100000000828 GRV Rental Equip Station Storage
100000000997 WWP New Water Feature
100000001765 WWP Waterpark Market Analysis
100000001765 WWP Waterpark Market Analysis
100000001766 RWP Waterpark Market Analysis
100000001766 RWP Waterpark Market Analysis
100000001880 GRV Waterslide Analysis
100000001880'GRV Waterslide Analysis
Net Position - Unrestricted
Cost .
FY2014
Center 'Program.
Account Account Title
Amendment
5060666,
160666
665882 Planned Use of Fund Balance
$
113,589.00
Total
$
113,589.00
5060715
160070;
730037 Adj Prior Years Exp
$
4,854.00
5060720
160070
730037 Adj Prior Years E>p
$
13,563.00
5060837
160210
730037 Adj Prior Years E>q)
$
34,991.00
5060837
160210,
730037,Adj Prior Years E>p
$
25,463.00
5060837
160210.1
730373 Contracted Services
$
1,825.00
5060831,
160210,
730037 Adj Prior Years Exp
$
25,462.00
5060831
160210
730373.Contracted Services
$
1,825.00
5060720,
160070
730037:Adj Prior Years E>q)
$
5,311.00
5060720
160070,
730373,Contracted Services
$
295.00
Total
113,589.00
Planned Use of Fund Balance $ 113,589.00
Amount Available for CIP
and Capital Equipment $(113,589.00)
$-0-
13
Page 2
MOTION
Move to increase Planned Use of Fund Balance in the amount of $113,589 for use in expensing the
projects listed below:
Addison Oaks Boathouse -Buhl Lake
Groveland Oaks Rental Equipment Station Storage
Waterford Oaks Waterpark New Water Feature
Waterford Oaks Waterpark Market Analysis
Red Oaks Waterpark Market Analysis
Groveland Oaks Waterslide Analysis
which were classified as Capital Improvement Projects.
14
Oakland County Parks and Recreation Commission
Maintenance Projects under $100,000
BUDGET TO ACTUAL EXPENSE REPORT
(as of April 16, 2014)
Cost Actual
Title Budget Amount Variance
Center Amount
1ACC Stucco Repair $ 80,000.00 $ - $ 80,000.00 1
(ADM
Pavement Maintenance Program*
$
150,000.00
$
-
$
150,000.00
1ADM
Carpet/Flooring Management Program*
$
150,000.00
$
-
$
150,000.00
ADM
Interior/Exterior Painting Program*
$
120,000.00
$
15,607.26
$
104,392.74
ADM
Window/Door Replacement Program*
$
124,000.00
$
-
$
124,000.00
ADM
Tree Planting Program*
$
25,000.00
$
-
$
25,000.00
1ADM
Natural Resource Program*
$
160,500.00
$
6,361.00
$
154,139.00
1ADM
HVAC Repair
$
49,500.00
$
-
$
49,500.00
1ADM
Arborist Services (Hazardous Tree Inventory)
$
116,000.00
$
-
$
116,000.00
1GLC
Exterior Stone Repair
$
10,000.00
$
9,139.13
$
860.87
11ND
Upper Bushman Lake Sampling/Analysis
$
12,000.00
$
-
$
12,000.00
RWP
Kiddie Water Structure - Painting
$
25,000.00
$
34,181.00
$
(9,181.00)
SAC
Water Tower Repairs
$
50,000.00
$
-
$
50,000.00
(SAC
Ellis Barn - Repainting
$
20,000.00
$
-
$
20,000.00
1WLC
Parapet Wall Replacement
$
50,000.00
$
39,441.55
$
10,558.45
$
-
$
-
$
Totals
$
1,142,000.00
$
104,729.94
$
1,037,270.06
Program amount is listed over $100,000, however this cover multiple project locations.
E:\2014 NEW STUFF\Agenda Material\2014\5 MAY 2014\
4/30/2014
15
Commission Approval Schedule for Capital and Maintenance Projects
(REVISED April 16, 2014 - Preliminary and Subject to change)
• May, 2014
o Springfield Oaks Activity Center — Ellis Barn (Amended Motion)
o Groveland & Independence Oaks — Concession & Twin Chimney Playground Replacement($290,000) (Executive
Offices Report)
o Red Oaks Water Park — Shade Structures — Kiddie Area & Guest Entrance ($100,000) (Construction Approval)
o Glen Oaks Golf Course — Bridge Replacement # 13 ($140,000) (Conceptual Approval)
• June, 2014
o Oakland Schools Agreement — (General Approval)
o Springfield Oaks Activity Center — Mill Pond Dam Repairs Agreement (General Approval)
o Glen Oaks — Irrigation Pond Dredge — Change Order Approval
o Groveland & Independence Oaks — Concession & Twin Chimney Playground Replacement($290,000) (Conceptual
Approval)
o Groveland Oaks — Utility Improvements ($425,000) (Conceptual Approval)
o Groveland Oaks — Section C Restroom/Shower Renovation — Change Order Approval
o Addison Oaks — Campground Recreation Pavilion($486,000) (Construction Approval)
• July, 2014
o Red Oaks Nature Center— Parking Lot Design($50,000) (Executive Officers Report)
o Natural Resources— Herpetological Study($110,000) (Executive Officers Report)
o Red Oaks — Storm Water Reclamation($1,631,000) (Design RFP Approval)
o Glen Oaks Golf Course — Bridge Replacement # 13 ($140,000) (Construction Approval)
o Glen, White Lake & Springfield Oaks Golf Course — Irrigation Replacement ($450,000) (Construction Approval,
Phase One)
o Groveland & Independence Oaks — Concession & Twin Chimney Playground Replacement($290,000) (Construction
Approval)
o Natural Resources — Staff Report
o CIP/Maintenance Projects Quarterly Update
• August, 2014
o Natural Resources —Herpetological Study($110,000) (Proposal Approval)
o Glen Oaks Golf Course & Conference Center — Parking Lot Renovation Design($55,000) (Construction Approval)
• September, 2014
• October, 2014
o Springfield Oaks Activity Center — 4-H Covered Arena Design (Bldg. K)($20,000) (Executive Officers Report)
o Red Oaks Nature Center — Parking Lot Design($50,000) (Conceptual Approval)
• November, 2014
o Springfield Oaks Activity Center — 4-H Covered Arena (Bldg. K)($20,000) (Conceptual Approval)
o CIP/Maintenance Projects Quarterly Update
16
l�1_IJWJ0111111401%ORIa0 �_1111'k��
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
I'll I .,..1,�
MAY 7, 2014 AGENDA ITEM NO. 8 J
ADMINISTRATION
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Submitted: April 8, 2014
Subject: E.A.S.Y. Summer Camp Outstanding Receivable Write Off
INTRODUCTION AND HISTORY
Invoices were submitted for E.A.S.Y. Summer Camp's two trips on July 18, 2014 ($454) and July 24, 2014
($300). Clerical staff emailed/called weekly for a status on payment. When Recreation Supervisor,
Sandy Dorey, contacted Kim Sheard at E.A.S.Y. near the beginning of September, she was told that the
company was having difficulty in paying their bills. Sandy asked for the owner's phone number and it was not
provided to her. Sandy then drove to the site where she found the doors locked and the company no longer in
business. The amount owed to Parks and Recreation of $754 needs to be written off, in accordance with
Oakland County Fiscal Services Policy II C.
ATTACHMANT
- Oakland County Fiscal Services Policy II C
STAFF RECOMMENDATION
Staff recommends receiving this item and forwarding it to Jeff Phelps for the Manager of Fiscal Services
approval and presentation to the Board of Commissioners with the Quarterly Forecast Report.
MOTION
Move to receive this information and forward it to Fiscal Services Supervisor II Jeff Phelps for the
Manager of Fiscal Services approval and presentation to the Board of Commissioners with the
Quarterly Forecast Report.
17
Oaliland County
Michigan..
Fiscal Services Policies
October, 2008
II. REVENUES:
C. Delinquent Accounts and Write -Offs of Uncollectible Accounts Receivable
POLICY
Fiscal Services shall periodically review accounts receivable and produce an aging
schedule with balances that are current, 30, 60, 90 or more days past due. As
receivables become past due, notices of past due balances shall be sent to the
customers. Any accounts receivable with an aging over 90 days are to be forwarded to
the attention of the Fiscal Services manager, and may be turned over to Corporation
Counsel for further actions.
If it is determined that a receivable is uncollectible, then amounts up to $1,000 may be
written off by approval of the manager of Fiscal Services. All write-offs shall be reported
to the Board of Commissioners with the quarterly forecast report. Write-offs in excess
of $1,000 require Board of Commissioners' approval.
In addition, transactions relating to Inmate Prisoner Billings, which are billed in excess
of ability to pay, as determined by the Fiscal Services Division, may be adjusted in
accordance with Public Act 212 of 1994 with the resultant amount of the write-off
subsequently reported to the Board of Commissioners as part of the quarterly forecast
report. Also, within the administrative authority of the Fiscal Officer and with the general
approval of the Court, Circuit Court and Probate Court financial orders for $2,500 or less
may be reduced and amended by the Fiscal Services Division based on an individual's
ability to pay. Waiver of fees in excess of $2,500 shall require the approval of the Court.
AUTHORITY: Misc. Resolution 92269; Misc. Resolution 93135; General Appropriations
Act (http://www.oakgov.com/fiscal/info_pubn
18
l�1_I:I�GI►1�1�1�1��\i�/��1►i►��
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
11 ii ii iu 1 ii u 1 11 1 111 111 a mill iu uuu a uuuwuuuuuu ui 11.1-�IlI1
MAY 7, 2014 AGENDA ITEM NO. 8 K
ADMINISTRATION - INTERNAL SERVICES
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Phil Castonia, Business Development Representative
Submitted: April 30, 2014
Subject: Parks Purchasing Activity Report - FY 2014 1st and 2nd Quarters
INTRODUCTION AND HISTORY
In 2008 as part of the Strategic Master Plan the Commission requested regular updates from the staff about
the purchasing activity for the last quarter.
Today staff will present a quarterly status update on the Purchasing Activity from the 1st and 2"d Quarters of
Fiscal Year 2014 for the Parks and Recreation Department
ATTACHMENTS
- 1 ST & 2ND Quarters Fiscal Year 2014 Parks Purchasing Activity Report
STAFF RECOMMENDATION
Receive and File
19
Q1 & Q2 FY2014 - Oakland County Parks and Recreation Purchasing Activi: y Report
- -
-
Awarded Ve idor
-
Contract (NTE) Parks Estimated
Start Date
Bid Event
Bid Due
Description
Award Date
PO / Contract
Number
Purchase
Order
Amount
Contract Usage
Not to d
Amount of Multi
Notes Buyer
Finalized
(Yes or No)
#
Date
Name
City
State
Amounts
Department
10/3/113
2772
10122
Towable Air Compressor
Cloverdale Equipment
Oak Park
MI
10/24/13
217353
i $
14,875.00
AJK
Yes
10/24/13
2779
11/7
Midsize Coach Bus
Mobility Transportation Services
Canton
MI
01/27/14
221497
- $
199,696.00
AJK
Yes 1
10/25/13
2783
11/11
Red Oaks Tent
Celina Tent
Celina
OH
11/20/13
218620
$
3,396.99
AJK"
Yes
11/01/13
2790
11/19
Sand, Stone and Gravel
Bedrock Express
Ortonville
MI
01/08/14
4018
$225,000.00 $200,000.0C
AJK
Yes
11/01/13
2791
11/20
Parks Utility Vehicles 2013
D&G Equipment
Williamston
MI
12/05/13
219297
$
52,011.11
Line Item #1 AJK
Yes
11/01/13
2791
11/20
Parks Utility Vehicles 2013
Weingartz
Farmington Hills
MI
12/05/13
219296
$
17,254.00
Line Item #2 AJK
Yes
11/01/13
2792
12/3
Gofl Course Mowers and Equipment
D&G Equipment
Williamston
MI
02/18/14
220756
$
16,117.00
Line Item #1 AJK
Yes j
11/01/13
2792
12/3
Gofl Course Mowers and Equipment
Midwesst Golf and Turf
Novi
MI
02/19/14
220757
$
27,089.00
Line Item #2 AJK
Yes
11/01/13
2792
1213
Gofl Course Mowers and Equipment
No Award
Line Item #3 AJK
Yes 1
11/01/13
2792
12/3
Gofl Course Mowers and Equipment
Spartan Distributors
Auburn Hills
MI
02/21/14
220758
$
32,998.84
Line Item #4 AJK
Yes
11/01/13
2792
12/3
Gofl Course Mowers and Equipment
Spartan Distributors
Auburn Hills
MI
02/22/14
221486/221487
$
110,792.20
Line Item #5 AJK
Yes
11/01/13
2792
12/3
Gofl Course Mowers and Equipment
Midwesst Golf and Turf
Novi
MI
02/23/14
220759
$
23,348.00
Line Item #6 AJK
Yes
11/01/13
2792
12/3
Gofl Course Mowers and Equipment
Midwesst Golf and Turf
Novi
MI
02/24/14
222619
$
23,325.00
Line Item #7 AJK
Yes
11/O8/13
2800
11/21
Portable Toilets
PortaJohn Industries
Utica
MI
12/05/13
219213
$
12,250.00
AJK
Yes
11/27/13
2813
12/18
Addison Window Replacement
Mando Construction
Mt. Clemons
MI
01/07/14
4017
$ 5,936.00
AJK
Yes
12/03/13
2815
1/7
Picnic Tables and Replacement Boards
RJ Thomas
Cherokee
IA
02/18/14
222609
$
15,550.50
AJK
Yes
12/03/13
2815
1/7
Picnic Tables and Replacement Boards
DS Hatfield
Saline
MI
02/18/14
222610
$
13,439.00
AJK
Yes
12/03/13
2816
1/8
Orion Oaks Shed
Tuff Shed
Royal Oak
MI
02/04/14
221934
$
3,715.05
AJK
Yes
12/09/13
2822A
117
Golf Pro Shop Retail Items
Hornungs Pro Golf Sales
Fond Du Lac
WI
01/21/14
4027
$50,000.0C
5 year contract AJK
Yes
12/09/13
2822E
1/7
Golf Pro Shop Retail Items
Titleist/Footjoy
Fairhaven
MA
01/22/14
4028
$450,000.00
5 year contract AJK
Yes
12/09/13
2822C
117
Golf Pro Shop Retail Items
Imperial Headwear
Overland Park
KS
01/23/14
4031
$35,000.00
5 year contract AJK
Yes 1
12/09/13
2822D
1!7
Golf Pro Shop Retail Items
Ping
Overland Park
KS
01/24/14
4032
$40,000.00
5 year contract AJK
Yes
12/09/13
2822E
1/7
Golf Pro Shop Retail Items
Nike
Dallas
TX
01/25/14
4033
$45,000.00
5 year contract AJK
Yes
12/09/13
2823
1/14
Golf Carts 2014
Midwesst Golf and Turf
Novi
MI
03/12/14
223769
$
169,000.00
AJK
Yes
12/10/13
2825
118
Climbing Tower
Extreme Engineering
Penryn
CA
02/20/14
222756
$
37,929.83
AJK
Yes
12/13/13
2832
118
Compact Excavator
Carleton Equipment
Livonia
MI
01/16/14
221083
$
40,005.16
AJK
Yes
12/19/13
2835
1/14
Inflatable Water Obstacles
Tonda Corp/Moonwalk USA
Livonia
MI
02/27/14
223116
$
7,350.00
AJK
Yes
01/09/14
2843
1123
Electrical Training
National Technology Transfer
Centennial
CO
02/19/14
4055
$16,445.00
AJK
Yes
01/16/14
2848
1/30
Parks Window Washing
Dynamic Systems -
Redford
MI
02/19/14
4054
$20,000.0C
AJK
Yes
01/24/14
2861
2/13
County Logo Flags
AJK
No
01/24/14
2862
2113
Parks Sheriff Patrol Bicycles
Bicycle Patrol Outfitters
Fullerton
CA
03/13/14
223869
$
11,999.34
AJK
Yes
01/24/14
2863
2/10
Golf Course Beverage Can Labels
A-1 Business
Warren
MI
03/12/14
4086
$10,000.0C
AJK
Yes
01/29/14
2870
2/25
Food and Beverage Consulting Services
AJK
NO
01/30/14
2871
2/13
Tree Supply
Landscape Supply
Taylor
MI
03/17/14
4090
$25,000,OC
AJK
Yes
01/30/14
2871
2/13
Tree Supply
Acorn Farms
Galena
OH
03/17/14
4091
$25,000.00
AJK
Yes
02/07/14
2880
2/20
Parks Kitchen Appliances
Culinary Depot
Monsey
NY
02/26/14
223064
$
4,984.09
AJK
Yes
02/14/14
2893
3/5
Shade Structures
AJK
NO
02/21/14
2898
3/6
ATV Rescue Trailer
Emergency Equipment
Cincinnati
OH
03/21/14
224204
$
4,798.00
AJK
Yes
02/14/14
2897
3/3
Mobile Stage Repair
Century Industries
Sellersburg
IN
03/13/14
223855
$
6,238.41
AJK
Yes
02/14/14
2864
3/20
Parks EMS Upgrade
AJK
NO
02/21/14
2902
3/21
Soccer Goals
Pyramid School Products
Tampa
FL
03/21/14
224206
$
8,700.00
AJK
Yes
02/25/14
2904
3/12
Table Saw
Performance Line Tool Center
Waterford
MI
03/21/14
224205
$
4,967.00
AJK
Yes
02/25/14
2906
3/17
Trailer Mounted Pressure Washer
AJK
NO
02/25/14
2907
3/18
Poly Picnic Tables
Polly Products/ALR
Mulliken
MI
03/26/14
224424
$
3,305.95
AJK
Yes
03/13/14
2937
6/5
Springfield Oaks Food Beverage
SNG
NO i
i
20
lC1_I:IRJORIPIALRO RISd � 11 HI ,
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
i iii I'lli uui of iii ii iu i m��i�u uiiMWl
MAY 7, 2014 AGENDA ITEM NO. 9 A
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
Jennifer Myers, Architect/Project Manager
Submitted: April 15, 2014
Subject: Waterford Oaks Master Plan RFQ & Enterprise Management Proposal
INTRODUCTION AND HISTORY
Staff is preparing a request for qualifications (RFQ) to select a master planning team for Waterford Oaks. A design
competition is proposed to select the design team. Three teams will be invited to submit a preliminary design and
narrative based on their RFQ submissions. Each team will be compensated for their design, and the winning team will
negotiate a contract to become the park's master planner, and perhaps master designer. All design submissions will
become the property of the Oakland County Parks and Recreation Commission (OCPRC). The selected team will build
on the Park Vision and Facilities Concepts already developed in-house to design a complete master plan for the entire
park. Staff is working with Leon Younger, of PROS Consulting, to incorporate enterprise management into the RFQ and
design process. Leon will be available via video conference to describe the process further and answer any questions at
the Commission meeting.
At the April 2014 Commission meeting the following questions were posed relative to the RFQ process, answers follow
each question:
What other agencies have used this compensated design competition process?
o Oakland County Parks and Recreation
■ Red Oaks Waterpark expansion
• 2002
■ $10,000 stipend to each firm
■ Two participating firms
o City of Minneapolis, Minnesota
■ Nicollet Mall — urban district
■ 2013
■ $30,000 stipend to each firm
■ Four participating firms
o Lexington, Kentucky Downtown Development Authority
■ Town Branch Commons — urban park
■ 2013-2014
• $15,000 stipend to each firm
• Five participating firms
o New York City
■ Fresh Kills — urban park
■ 2001
■ Compensation not disclosed
■ Six participating firms
o Coffs Harbour City Council, New South Wales, Australia
■ City Square — city center
■ 2014
■ $5,000 stipend to each firm
■ Three participating firms
21
Page 2
How will we ensure qualified applicants submit for this RFQ?
o The RFQ will be posted to the Michigan Inter -governmental Trade Network (MITN) through
Purchasing, per Oakland County Purchasing Policies and will be open to the public to submit.
Additionally, PROS Consulting will be able to provide staff with specific consulting firms, located around
the nation, qualified to submit on this project. These firms would be given the opportunity to submit a
proposal through individual notifications by Oakland County Purchasing and staff.
What will be the deliverables of the design competition?
o Drawings, narrative and physical or rendered models
ATTACHMENTS
1. None
STAFF RECOMMENDATION
No recommendation at this time.
22
LOSIa,dING1ORI11koisiNIh1 � i 1 11 1 IP1�
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 7, 2014
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Melissa Prowse, Business Development Representative
Submitted: April 30, 2014
AGENDA ITEM NO. 0 B
BUSINESS DEVELOPMENT
Subject: Temporary Use Permit and Authorization for Sale of Alcohol
— Great Lakes Agricultural Fair Farm to Fork Event — Oakland County Market
INTRODUCTION AND HISTORY
Attached is a Temporary Use Permit and letter of request to sell alcohol on OCPRC property from the
Great Lakes Agricultural Fair.
The event, "Farm to Fork," will take place on September 24, 2014, and will fundraise scholarship money for fair
events as well as provide educational opportunities for guests on where food comes from, how it is harvested
and processed, and the best ways to cook/eat it. The Great Lakes Agricultural Fair is looking to partner with
Oakland County Market farmers to utilize produce from the market to create food samples and coordinated
wine pairings.
Great Lakes Agricultural network has agreed to split the proceeds of the event 75% (GLAF)/25% (OCPR) after
expenses, and in addition to the rental rate for the market ($800). Staff sees this event as an excellent
opportunity to promote health and wellness, educate the public about where our food comes from, and create
general awareness about the Farmers Market and our vendors.
ATTACHMENTS
- Letter of Request from Great Lakes Agricultural Fair to sell alcohol on OCPRC property
- Temporary Use Permit
STAFF RECOMMENDATION
The staff recommends that the Commission approve both the 1.) Sale of alcohol on OCPRC property, and
2.) The corresponding Temporary Use Permit for the use of the County Market for the Farm to Fork event to be
held September 24, 2014.
MOTION
Move to approve both the 1.) Sale of alcohol on OCPRC property, and 2.) The corresponding
Temporary Use Permit for the use of the County Market for the Farm to Fork event to be held
September 24, 2014.
23
=AKLAND
COUNTY PARKS
Temporary Use Permit D .
The Oakland County Parks and Recreation Commission (OCPRC) hereby grants a
Temporary Use Permit ("Permit") to Great Lakes Agricultural Fair.
Name of Entity or Person ("Permittee"): Great Lakes Agricultural Fair
Address: 733 Martindale Road, Milford, MI 48381
Contact Person: Linda Zabik
Telephone Number: (248) 685-3423
E-Mail Address: lindazabik@miglaf.org
For and in Consideration of the issuance of this Permit, the Parties agree to the following
terms and conditions:
1. Use of OCPRC Propertv. Permittee may only use the property described below for the
purposes set forth in this Permit.
1.1. Temporary Use Location: Oakland County Market (hereinafter "Property")
1.2. Event/Activity: The Farm to Fork Event. Local restaurants will use produce
from Oakland County Market vendors to prepare food to serve with Michigan
Wines.
1.3. Address: 2350 Pontiac Lake Road, Waterford, Michigan, 48328
1.4. Date(s)/time(s) of use: Wednesday, September 24t", noon —12:00 a.m.
(midnight)
1.5. Fees: Permittee agrees to pay OCPRC $800 for this use. This amount shall be
paid to OCPRC by July 31, 2014. Checks shall be made payable to the County
of Oakland and sent to: 2800 Watkins Lake Road, Waterford, MI 48328.
Permittee also agrees to split net event proceeds (after expenses) with OCPR,
with 25% of all net proceeds to OCPR, and 75% to Permittee; provided
however, that the event proceeds shall not include money generated by sale
of alcoholic beverages.
1.6. Permittee shall not place any signs or advertisements on the Property without
the prior written consent of the OCPRC Executive Officer.
1.7. 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.
1.8. Permittee shall not make any alternations, additions, or changes to the
Property, unless prior written approval is given by the OCPRC Executive Officer.
1.9. Permittee acknowledges that it had the opportunity to inspect the Property and
accepts the Property AS IS.
Page 1 of 4
24
1.10. Permittee shall leave the property in the same condition that Permittee found it
- clean and free of all 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
of the Property, 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 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
Page 2 of 4
25
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.
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
Page 3 of 4
26
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.
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
Page 4 of 4
27
EXHIBIT A
INSURANCE REQUIREMENTS. Permittee shall provide and maintain, at their own expense, all
insurance as set forth below. The insurance shall be written for not less than any
minimum coverage herein specified or required by law, whichever is greater.
a. Commercial General Liability Insurance: with the following minimum limits:
$1,000,000 — Bodily Injury & Property Damage Each Occurrence Limit
$1,000,000 — Personal & Advertising Injury Limit
$1,000,000 — Products/Completed operations
$ 10,000 — Medical Expense (Any One Person)
$2,000,000 — General Aggregate Limit
Commercial General Liability Insurance shall contain the following minimum coverages:
• Occurrence Form
• Premises/Operations
• Personal and Advertising Injury
• Independent Contractors
• Broad Form Property Damage
• (Blanket) Broad Form Contractual (including coverage for obligations assumed in
this contract)
b. Liquor Legal Liability insurance: Liquor Liability insurance with a limit of $1,000,000 each
occurrence.
c. Workers Compensation Insurance,: with limits statutorily required by any applicable
Federal or State Law and Employers Liability insurance with limits of no less than
$500,000 each accident, $500,000 disease each employee, and $500,000 disease policy
limit.
GENERAL INSURANCE PROVISIONS. All certificates of insurance and insurance policies shall
contain the following provisions and/or clauses with evidence of same provided to the County
of Oakland
(1) All policies of insurance shall be on a primary, non-contributory basis with any other
insurance and/or self-insurance carried by the County of Oakland.
(2) The insurance company(s) issuing the policy or policies shall have no recourse against
the County of Oakland for subrogation, payment of any premiums, deductibles, or
assessments under any form of policy.
Pagel of 2
28
(3) Any and all deductibles in the required insurance policies shall be assumed by and be at
the sole risk of the Vendor.
(4) All policies must be endorsed to include a written waiver of subrogation in favor of the
County of Oakland.
(5) All insurance policies, must be endorsed to name as Additional Insured: the County of
Oakland and it officers, directors, employees, appointees and commissioners.
(6) Permitee shall require their contractors or sub -contractors not protected under the
Permittee's insurance policies, to procure and maintain insurance with coverages,
limits, provisions, and/or clauses equal to those required of the Permittee in this
Permit.
(7) Certificates of insurance must be provided no less than ten (10) days prior to the event
and use of the Property stated in Paragraph 1 and must bear evidence of all required
endorsements and clauses.
(8) All policies of insurance required in this Permit shall be issued by companies that are
licensed and approved to do business in Michigan and shall have and maintain a
minimum A.M. Best rating of AN or greater.
Page 2 of 2
L$j1_1N_1►IR1►1&'1 V_1;1►��
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 7, 2014 AGENDA ITEM NO. 9 CA
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;
Zach Crane, Project Manager
Submitted: April 16, 2014
Subject: CONCEPTUAL APPROVAL— Glen Oaks Golf Course — Bridge Replacement #13
PLANNING OVERVIEW
1. Strategic Plan (2008) (Refer to attached relevant pages)
a) 1.2.2 Recreation Facilities Vision
1. Develop and maintain year round recreation facilities that support passive and active recreation pursuits for
people of all ages. (Strategic Plan 2008 Summary Report, Page 3)
b) 1.2.2.1 Recreation Facilities Goal
1. Upgrade existing recreation facilities and add additional recreation facilities and amenities that energize the
community to want to live, work, and play in Oakland County. (Strategic Plan 2008 Summary Report, Page 4)
2. Public Engagement (2010)
a) Major Survey Findings: Actions Most Willing to Fund with County Parks and Recreation Dollars
1. Based on the sum of their top four choices, the actions that respondents are most willing to fund with their
County parks and recreation dollars are: fix-up/repair older buildinas/shelters/plavarounds (35%), purchase land
to preserve open space and protect the environment (31 %), purchase land to develop walking and hiking trails
(27%), and develop new hard surface walking and biking trails that connect to regional trails (22%). (2010
Community Survey Executive Summary Report, Page iii)
3. Five -Year Recreation Master Plan 2013-2017 (Refer to attached relevant pages)
a) Objective 2.2: Planned Capital Improvement and Major Maintenance Projects
1. Implement capital improvement and major maintenance projects that have been identified in the park master
planning process or in capital project/major maintenance forecasts and pursuant to the results of the facility
planning process. (Recreation Plan 2013-2017, Chapter 9: Page 13)
b) Action 2.2.S: Glen Oaks/Bridge Replacement — Replace existing Concrete bridge structure over the Pebble Creek
Drain
4. Park Vision and Facility Concepts (Master Plan)
a) Scheduled for completion in 2014-2015
1. Refer to Master Planning schedule from Oakland County Parks & Recreation — Planning
5. Capital/Maintenance Management Plan (FY2014)
a) Budget History:
GLG — Bridge
Fiscal Year Replacement #13
Comments
Identified FY2012
ll
I
2012 $30,000
Not expensed
2013 $30,000
Not Expensed
2014 $140,000 I
Currently Budgeted
1. FY2014 Budget:
a. Glen Oaks Golf Course —
Bridge Replacement #13 $140,000
Budget increase from FY2013 to FY2014 due to bridge loads for maintenance equipment.
30
2 1 P a g e
PROJECT OVERVIEW
1. GLG,SPG and WLG Golf Course Irrigation Replacement (Need):
a) Design & Construction Purpose:
1. Replacement and removal of existing 35+ year old culvert bridge crossing Pebble Creek Drain at Golf Course
Hole #13.
2. Provide improved access for maintenance and operation to entire north end of Glen Oaks Property.
b) Design & Construction Considerations:
a. Since this bridge lies within an OCWRC regulated drain and within a MDEQ 100 year floodplain, identify
appropriate bridge replacement types and designs with those regulatory bodies.
b. Identify vehicle loads for maintenance and operation and design new bridge accordingly.
C. Identify efficiencies with other ongoing CIP projects at Glen Oaks to coordinate construction activities (i.e.
Pond Dredge Project and Maintenance Drive)
d. Consider and coordinate golf course operations for implementation of new bridge construction and removal of
existing bridge to provide highest quality of customer service as possible.
c) Design Program Elements:
1. 20'x30' pre -cast concrete open span bridge w/concrete footing.
2. Approximately 2200 sq. ft. of asphalt paving
3. Electrical/Irrigation removal and replacement
4. Demo and removal of existing bridge
5. Site Grading
6. Landscape and Stream Bank Restoration
d) Design Program Elements not considered as part of original project budget
1. Soil testing/Permitting
2. Concrete footings
3. Asphalt paving
4. Electrical/Irrigation removal and replacement
2. Design/Engineering Consultants & Construction Managers
a) Prime Design Consultants — Giffels Webster Engineers
b) Construction Manager— Frank Rewold and Sons
3. Previous discussions/agenda dates
a) Included in Budget Review Process as an Active or Pending Project since FY2013
b) FY2014 CIP/MM Project Review/Update: February 191h OCPRC Commission Meeting
c) Executive Officers Report Update: April 4th OCPRC Commission Meeting
4. Funding considerations
a) N/A
5. Project Timeline:
a) Conceptual Approval May 7th 2014 OCPRC Commission Meeting
b) Construction Drawings Complete June 1st 2014
c) Bidding & Procurement June 2014
d) Construction Award July 9th 2014 OCPRC Commission Meeting
e) Construction Start October/November 2014
1. Coordination with Golf Course Operations required
f) Construction End November 2014
6. Fiscal Considerations:
a) Revenue:
1. No increased revenue is expected at this time.
b) Expenditures:
• No change in expenditures is expected at this time.
c) Anticipated Annual Depreciation (beginning in FY2015):
1. Bridge Replacement, (Park Improvement 15 years) $13,333
d) Life -cycle of Facility
1. Bridge 25-30 years
e) Cost Recovery Goals — Golf Course Irrigation
1. Service Category Goal Health and Safety
31
3 1 P a g e
7. Market Analysis:
a) Prime Service Area (Zip Code Data)
1. Refer to attached map.
b) Current/Potential Patrons
1. Existing Facility - Not applicable for this project
c) Direct/Indirect Competition
1. Existing Facility - Not applicable for this project
d) Current/Potential Programs & Services
1. Existing Facility - Not applicable for this project
PROCUREMENT INFORMATION - CONCEPTUAL
1. Project Costs:
a) Conceptual Construction Budget: $207,049.00
b) Survey/Testing/Design/Engineering: $24,524.00
c) Total Project Costs: $231,573.00
ATTACHMENTS
1. Attachment A - Strategic Plan (relevant pages)
2. Attachment B - Five -Year Recreation Master Plan (relevant pages)
3. Attachment C - Park Vision and Facility Concepts 2013-2017 (relevant pages)
4. Attachment D - Master Planning Schedule
5. Attachment E - Park Map
6. Attachment F - Zip Code Map
7. Attachment G - Photos
8. Attachment H - Conceptual Project Cost Summary
9. Attachment I - Conceptual Site Plan
STAFF RECOMMENDATION
With Commission comment, staff recommends proceeding with the necessary construction documents by
Giffels Webster Engineers and bidding for construction for the Glen Oaks Golf Course Bridge Replacement #13. Final
presentation of all project related costs will be brought to the Commission for construction approval at the July 9 2014
OCPRC Commission Meeting.
MOTION
Move to proceed with the necessary construction documents by Giffels Webster Engineers and bidding for
construction for the Glen Oaks Golf Course Bridge Replacement #13, contingent upon staff presenting all project
related costs for Commission approval of construction.
32
Parks and Recreation Strategic Plan
1.2.1 LAND
"Acquire, improve and maintain quality parks that support the community's values for the
preservation of natural areas and open spaces, equity of access, and the natural heritage of
Oakland County."
1.2.1.1 GOAL
"Acquire, maintain and improve park land for active and passive recreation to provide a
variety of park experiences and to meet a land acreage goal of 800
acres in the next ten years, contingent upon full funding."
1.2.1.2 STRATEGIES
• Establish a dedicated funding source for land acquisition
• Implement a land acquisition strategy that recognizes the
value of parkland in urban areas, including the southeast
quadrant of Oakland County, while also acquiring park lands
in other areas of the county in a strategic manner that
complements other local government agencies' efforts
• Work with the Oakland County Trails Advisory Council, as
well as county departments, state and local agencies,
community leaders and non-profit organizations to complete
and promote the Oak Routes Trail Network in Oakland
County
• Develop and maintain quality park trails that provide a
variety of trail experiences and connect into the larger,
countywide Oak Routes Trail Network
• Create and implement system wide natural resource management program
• Update county park master plans where appropriate to meet the active and passive
recreation needs of residents and to achieve the outcomes desired for each park in
the system
• Coordinate with local land conservancies and recreational partners to acquire or
lease land to meet the park land acreage goals
• Establish wetland mitigation opportunities in cooperation with developers, land
conservancies, CVT's, state and county agencies
• Determine the economic value of park natural resources
• Establish levels of park maintenance and upgrades that meet the needs of park
guests in a fiscally responsible manner
• Work closely with government agencies and recreational providers to create a
balance of park types across the County that provide residents with a variety of park
experiences and promote equity of access
• Establish design standards and principles to maximize efficiency and productivity
11.2.2 RECREATION FACILITIES
"Develop and maintain year round recreation facilities that support passive and active
recreation pursuits for people of all ages."
3
pros.:
consulting
33
OAKLAND Oakland County Parks and Recreation Commission
COUNTY PARKS
.......... ................... .... ............... .............. ............. _............. ........... ...... ........ ........................... ............. ......... _............. _..................... _........ ................... I......................
1.2.2.1 GOAL
"Upgrade existing recreation facilities and add additional recreation facilities and amenities
that energize the community to want to live, work, and play in Oakland County."
1.2.2.2 STRATEGIES
• Develop an asset management plan for infrastructure maintenance and
improvements based on updating a minimum of 4-5% of the system annually
• Develop a revenue and operational management strategy for decreased
participation for all facilities and programs
• Develop a business plan for every current and future park, golf course, or attraction
in the system
• Remove unproductive facilities and resources
• Establish a data management system to enable staff to facilitate decision making on
recreation programs and services to create a lifelong customer
• Develop a marketing strategy to maximize the use of facilities, programs, and
services that enhance the awareness, use and revenue
• Define the future role of the nature centers
• Analyze all facility management contracts/leases through effective costing
assessment, capital improvements required and measurable outcomes to maximize
revenue return
• Establish a Partnership Policy that enhances relationships with schools; cities,
villages, and townships; private, non-profit organizations; and other government
agencies
• Develop a trail plan for each park that provides a combination of trail types
• Establish an ADA compliance plan for parks and golf courses
• Enhance all facility rentals and reservations to create higher levels of use and value
to users
1.2.3 RECREATION PROGRAMS AND SERVICES
"Our vision is to develop the following core recreation services in the most productive and
efficient manner. These include the following; Natural Resource Education and Interpretive
Programs, Outdoor Adventure Programs, Fitness and Wellness, Active Adults for older
populations, Youth oriented programs and camps, Facility Rentals and Reservations, Special
Events, Family Programs, Therapeutic Recreation Programs, Volunteer Services, Golf
Programs and Services, and Aquatics."
...................................................... ......................... ....................... ...................................................... ....................... ............ .... ................................ _.................................................
1.2.3.1 GOAL
"Develop each core program to the highest level possible that will provide residents with a
quality experience that will last a lifetime."
1.2.3.2 STRATEGIES
• Determine core recreation services and programs
• Phase out non -core recreation services
• Develop a four season approach to park programming
4
34
Five -Year Parks and Recreation Master Plan 2013-2017
Table 6: Objective 2.2 — Planned Capital Improvement and Major Maintenance Projects
OBJECTIVE 2.2: PLANNED CAPITAL IMPROVEMENT AND MAJOR MAINTENANCE PROJECTS
OBJECTIVE PERFORMANCE INDICATORS
Implement capital improvement and major maintenance
projects that have been identified in the park master
planning process or in capital project/major maintenance Performance metrics are underdevelopment
forecasts and pursuant to the results of the facility planning
e
process .
ACTIONS TRACKING METRICS
ADDISON OAKS All projects are scheduled for completion by the end
of FY2017
A. Conference Center Drive: Eliminate either the western
or eastern one-way drives and provide two-way traffic
on driveway; include drive lighting in design (CIP 974
and 976)(CIP FY2013)
B. Play lot and beach (CIP)
C. Buhl Lake Boathouse: Replace boathouse, including
necessary site improvements, rental, office and
restrooms (CIP 601) (CIP FY2013)
D. 2 yurts
E. Campground Pull -Through Sites: Construct pull -through
sites in camping section A that utilize existing campsites
with the construction of a new gravel road (CIP) (CIP
FY2013)
F. Dog Park: Install necessary site improvements, including
fencing and gates for new dog park, year round parking
and camper access (CIP) (CIP FY2013)
G. Campground Recreation Pavilion: Construct new 60X80
recreation pavilion with storage to replace existing tent
(CIP 604) (CIP FY2013)
H. Campground Asphalt Trail (CIP 1221)
I. Water Feature (CIP 1099)
e Please note the following:
■ References to REO MP refer to the Red Oaks Park Vision and Facility Concepts 2013-2022 (Draft) (OCPRC,
2012).
■ References to REO MP refer to the Waterford Oaks Park Vision and Facility Concepts 2013-2022 (OCPRC,
2012).
■ References to CIP/MM refer to the Capital Improvements and Major Maintenance 15-Year Forecast and
Management Plan (OCPRC, 2012). Project numbers (when available) have been included in the CIP/MM
reference.
■ References to CIP/MM FY2013 refer to those projects that have been identified internally as priorities for
planning or implementation in FY2013.
Please see the References section for full citations for these documents.
Y0=�KLAND
11 ►Ii'IfWa11►0
Chapter 9: Strategic Action Plan — Page 13
35
Red Oaks Park Vision and Facility Concepts 2013 — 2022
Parks Commission Approval Date: March 6, 2013
Park Trails and Non -Motorized Access Facility Concept
Maintaining neighborhood connectivity has long been a priority at
Red Oaks. The original Golf Course design incorporated a covered
walkway, which is still in use and connects the neighborhoods on
either side of the Golf Course. A tunnel under the walkway
accommodates golf carts. Red Oaks trails and pathways, both
existing and proposed, are reflected on Madison Heights' pathways
plan. Red Oaks' role in the pathway network is further amplified by
its location in a dense urban area with connections to public transit
and local businesses.
Within Red Oaks, the Golf Course is open to the public in the winter
months for cross-country skiing. Perimeter mileage is identified in
the Dog Park individual dog runs for the purpose of walking and
running along the inside of the Dog Park fences. The Suarez Friendship Woods (surrounding the Red Oaks Nature
Center) contains 1.3 miles of paved trail with gate entrances to the neighborhoods on the east side of the park.
Facility Vision
The Park Trails and Non -Motorized Access vision focuses on enhancing connectivity, where feasible and justified by
need, to both local and proposed regional trail and pathway networks. This includes coordination, where
applicable to Red Oaks, with the City of Madison Heights as they complete their citywide pathways plan. The Red
Oaks facility concept for trails and non -motorized access is supported by the Recreation Plan's action plan for trail
planning and development (OCPRC, 2013, pp. 20-21).
Facility Development
■ Evaluate the feasibility of the proposed grant -funded connector trail project on the east side of the park.
■ Coordinate with Madison Heights as they complete pathway sections on the west side of the Golf Course
or on adjacent land west of the Golf Course
■ Coordinate with Macomb County Planning and Economic Development and the City of Warren to evaluate
potential connectivity with Macomb County's Trail Plan
■ Evaluate the need for improvements to the Suarez Friendship Woods trail system
Programming
■ Continue to collaborate with local communities to participate in
walking and running events that incorporate Red Oaks' facilities.
■ Explore innovative ways to use Red Oaks facilities for walking,
running and cross-country skiing
Business Strategies
■ Developing greater connectivity with local and regional pathway
networks will increase the accessibility of Red Oaks and will
have a positive impact on the attractiveness and value the City
of Madison Heights offers to residents and businesses
Page 12
-AKLAND
Rill] ►1111'IfW_IH110
36
Park Master Planning Schedule
Updated October 10, 2013
Donna Folland, Project Advisor—follandd@oakgov.com
OCPRC Parks and Recreation Master Plan 2013-2017 (March 2013) — Excerpts:
Objective 2.1: Park and Facility Planning — Implement park master planning and facility planning
to guide the future development and improvements in parks and facilities (Chapter 9, Page 12).
Performance Indicators: All parks have completed the Park Master Planning Process and have
current Implementation Plans by the end of FY2017. Track % completion on an annual basis
(Chapter 9, Page 12).
Action 2.1.A: Complete the Park Master Planning Process for a minimum of two parks per year
and attain Parks Commission approval for the Park Vision and Facility Concepts document for
each park (Chapter 9, Page 12).
Schedule':
Park
Completion or
Anticipated Completion Year
Addison Oaks
2014 (ADD); 2015 (ACC)
Catalpa Oaks
2008
Glen Oaks
2015
Groveland Oaks
2014
Highland Oaks
2016
Independence Oaks
2015
Lyon Oaks
2015
Orion Oaks
2016
Red Oaks
2013; 2015 (RDG update)
Rose Oaks
2016
Springfield Oaks
2014 (SAC); 2015 (SPG)
Waterford Oaks
2013
White Lake Oaks
2015
1 Schedule has been updated since adoption of the Recreation Plan
37
QAKLAND
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Glen Oaks Golf
Sales by Zip Code
2013 Season
1 - 104
105 - 362
363 - 1021
1022 - 2618
2619 - 5061
14% of 30,212 sales are not represented
due to inaccurate or incomplete zip code data
6% 25,972 of sales — .Ol . cp.—OLn u
due to out-of-state zip code data
1 inch = 4 miles
Oakland County Parks and Recreation
2800 Watkins Lake Road
Waterford, MI
248-858-0906
www.Destination0akland.com
39
Frank Rewold and Son, Inc.
Constructia7 Manaw • Cenral Contractor
333 East Second St. Rochester, MSl 48307
(246) 651-7242 Fax: (248) 661-5174
wim.frarkrov,,okl,c m
--
Oalkand County
i
Glen Oaks
Precast Bridge
314 Weeks
Description
Sub
Total
General Conditions
19,900
0 0
Superintendent
10,500
Included
0
Project Manager
3,335
Included
0_
Insc
650
Included
0
Survey
Not Required
0
Bond
2,500
2,500
Testing
Allowance
3,000
3,000
Misc
3,600
3,500
Landscape
5,000
_ .. _
5,000
Culverts (2)
3,000
3,000
Soil Erosion
1,000
1,000
Re Support Road for
Alowance
7,500
7,500
50,000 lb Bridge & Crane
_.._
0
_ .........._
Crane to Set Bridge
_.. _
9,500
_._
9,600
Labor to Set Bridge
2,500
2 500
Cut Grade
-
2,800
2,800
Material fo Adjusted Grade
2,100
_..
_
2,100
Deep Spread w Keyway
16,400
16,400
Backfill & Compaction
4,685
4,585
0
Boulders at Wings
5,000
5,000
Precast Bridge
30'
48,000
48,000
Paving
12,200
12,200
Electric Relocation
5,000
5,000
0
Demo Existing Bridge
13,800
13,800
tequired Re Grade at Path
3,650
3,650
After Demo of
0
Bridge &Path
0
Stone Placement at
4,500
4,500
Existing Bridge
0
Electrical . -
_......_
_........
_......_
0
Contingency - Owner
25,000
25,000
0
Sub -Total
200,435
200,435
Profit - Percentage
3,3%
6,614
6,614
TOTAL-
207,049
207,049
FADATAeASE1JOB3197601Blds19760 Glen Oaks Precast Brldge.xlsx Pagel
4/15/2014 2:33 PM
41
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OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 712014 AGENDA ITEM NO. 9 Cr2
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;
Zach Crane, Project Manager
Submitted: April 16, 2014
Subject: CONSTRUCTION APPROVAL— Red Oaks Waterpark — Shade Structures
River/Kiddie Area Replacement & New Guest Entrance
PLANNING OVERVIEW
1. Strategic Plan (2008) (Refer to attached relevant pages)
a) 1.2.2 Recreation Facilities Vision
1. Develop and maintain year round recreation facilities that support passive and active recreation pursuits for
people of all ages. (Strategic Plan 2008 Summary Report, Page 3)
b) 1.2.2.1 Recreation Facilities Goal
1. Upgrade existing recreation facilities and add additional recreation facilities and amenities that energize the
community to want to live, work, and play in Oakland County. (Strategic Plan 2008 Summary Report, Page 4)
2. Public Engagement (2010)
a) Major Survey Findings: Actions Most Willing to Fund with County Parks and Recreation Dollars
1. Based on the sum of their top four choices, the actions that respondents are most willing to fund with their
County parks and recreation dollars are: fix-uo/repair older build inas/shelters/Dlavarounds (35%), purchase land
to preserve open space and protect the environment (31%), purchase land to develop walking and hiking trails
(27%), and develop new hard surface walking and biking trails that connect to regional trails (22%). (2010
Community Survey Executive Summary Report, Page iii)
3. Five -Year Recreation Master Plan 2013-2017 (Refer to attached relevant pages)
a) Objective 2.2: Planned Capital Improvement and Major Maintenance Projects
1. Implement capital improvement and major maintenance projects that have been identified in the park master
planning process or in capital project/major maintenance forecasts and pursuant to the results of the facility
planning process. (Recreation Plan 2013-2017, Chapter 9: Page 13)
4. Park Vision and Facility Concepts (Master Plan)
a) Scheduled for completion in 2014-2015
1. Refer to Master Planning schedule from Oakland County Parks & Recreation — Planning
5. Capital/Maintenance Management Plan (FY2014)
a) Budget History:
RWP— RWP— Entrance
Fiscal Year River/Kiddie Area Shade Structures
Identified FY2013 Identified FY2013
1 2013 $50,000 $50,000 1
1 2014 ► $50,000 $50,000 1
FY2014 Budget:
a. Red Oaks Waterpark
• Shade Structures — River/Kiddie Area $50,000
Initial project scope for the River/Kiddie Area Shade structures was to replace the fabric
component only. After review of the manufacturer specifications, existing pole and footing
structures must be replaced in order to warranty any new fabric product.
• Guest Entrance Shade Structures $50,000
43
Page 2
PROJECT OVERVIEW
1. Red Oaks Shade Structure Purpose (Need):
a) Design & Construction Purpose:
1. Red Oaks Shade Structures — River Kiddie Area
a. Replacement of existing (5) shade structure fabric and poles.
b. Replace shade structures that provide shade to popular seating areas around Kiddie Pool Area
C. Fabric has surpassed its warranty date and in need of replacement
2. Red Oaks Guest Entrance Shade Structures
a. Installation of new shade structure above ticket booth queuing area.
b) Design & Construction Considerations:
1. Red Oaks Shade Structures — River Kiddie Area
a. Maintain existing shade amount for popular seating area around Kiddie Pool Area
b. Construction to not interfere with high volume waterpark operation times
2. Red Oaks Guest Entrance Shade Structures
a. Provide shade to entire queuing area when patrons are purchasing tickets for entrance into the waterpark
b. Construction to not interfere with high volume waterpark operation times
C. Current LED sign atop guest entrance ticket booth must remain visible to parking lot.
c) Design Program Elements:
1. Red Oaks Shade Structures — River Kiddie Area
a. Replacement of existing 5 Structures, approximately 35'x35' in size
b. Each of 5 structures has 4 corner poles and footings to all be replaced
C. Fabric removable from pole for indoor winter storage
d. Fabric color to match existing color scheme of waterpark
2. Red Oaks Guest Entrance Shade Structures
a. Pinwheel design
b. Six 8" poles with 6 footings
C. Six fabric pieces, approximately 25'x25' in size
d. Fabric removable from pole for indoor winter storage
e. Fabric and pole colors to match existing color scheme of waterpark
2. Design/Engineering Consultants & Construction Managers
a) Prime Design Consultants — OCPRC staff
3. Previous discussions/agenda dates
a) Included in Budget Review Process as an Active or Pending Project since FY2013
1. Please Note: Staff was not anticipating this project to require Commission approval since the total project cost
was estimated at under $100,000.00
4. Funding considerations
a) N/A
5. Project Timeline:
a)
Construction Bidding & Procurement
March 2014
b)
Construction Award
May 71" 2014
c)
Final Shop Drawings Approved
June 12'" 2014
1.
3-4 week process
d)
Shade Structure Fabrication Complete
August 14t" 2014
1.
8-10 week process
e)
Construction Start
September 8t" 2014
f)
Construction End
October 2014
6. Fiscal Considerations:
a) Revenue:
1. No increased revenue is expected at this time.
b) Expenditures:
1. Annual Repair to the River/Kiddie Area Shade Structure Fabric and repainting of the Poles
• $3,000 - $5,000 Annual Cost.
44
Page 3
c) Anticipated Annual Depreciation (beginning in FY2015):
1. Shade Structure Replacement, (10 years)
d) Life -cycle of Facility:
1. Shade Structures
e) Cost Recovery Goals —Waterpark Shade Structures
1. Service Category Goal
7. Market Analysis:
a) Prime Service Area (Zip Code Data)
1. Refer to attached map.
b) Current/Potential Patrons
1. Existing Facility — Not applicable for this project
c) Direct/Indirect Competition
1. Existing Facility — Not applicable for this project
d) Current/Potential Programs & Services
1. Existing Facility — Not applicable for this project
PROCUREMENT INFORMATION — CONCEPTUAL
$11,700
10-15 years
Customer Service
On March 5th 2014, and with the assistance of Oakland County Purchasing, OCPRC staff received 2 vendor proposals for
the following Base Bids;
Base Bid #1 - Red Oaks Waterpark — Kiddie Pool Area Shade Structures
• Removal and disposal off site of existing sail shade structures
• Installation of new shade structures to match existing design and specification
BASE BID #2 — Red Oaks Waterpark — Guest Entrance Shade Structure
• Design options that provide shade to circular queuing area and ticket booth sales window
Bidder #1
Bidder #2
ITEM
NO.
DESCRIPTION 1 COMPANY —�
Playworld
Midstates
Superior Play
1
BASE BID #1 — Kiddie Pool Area Structures
$72,91800
$156,922.20
2
BASE BID #2 — Entrance Shade Structure - Option
$53,671.00
$19,018.75
3
BASE BID #2 — Entrance Shade Structure - Option
$41,700.00
$22,343.75
4
BASE BID #2 — Entrance Shade Structure - Option
$41,310.00
$31,825.75
5
BASE BID #2 — Entrance Shade Structure - Option
$44,417 65
......
4
$117,335; 65
ATTACHMENTS
1. Attachment A — Strategic Plan (relevant pages)
2. Attachment B — Five -Year Recreation Master Plan (relevant pages)
3. Attachment C — Park Vision and Facility Concepts 2013-2017 (relevant pages)
4. Attachment D — Master Planning Schedule
5. Attachment E — Park Map
6. Attachment F — Zip Code Map
7. Attachment G — Project Site Photos
45
Page 4
STAFF RECOMMENDATION
Staff recommends to award a construction contract to Playworld Midstates, in the amount of $117,335.65 for the Red
Oaks Waterpark River/Kiddie Pool Shade Structure Replacement and Entrance Shade Structures, plus a 10%
contingency of $11,733.57, for a not to exceed approved project amount of $129,069.22. Total Project costs including
design fees are included in this amount.
MOTION
Move to award a construction contract to Playworld Midstates in the amount of $117,335.65 for the Red Oaks
Waterpark River/Kiddie Pool Shade Structure Replacement and Entrance Shade Structures, plus a 10%
contingency of $11,733.57, for a not to exceed approved project amount of $129,069.22. Total project costs
including design fees are included in this amount.
46
Parks and Recreation Strategic Plan
1.2.1 LAND
"Acquire, improve and maintain quality parks that support the community's values for the
preservation of natural areas and open spaces, equity of access, and the natural heritage of
Oakland County."
1.2.1.1 GOAL
"Acquire, maintain and improve park land for active and passive recreation to provide a
variety of park experiences and to meet a land acreage goal of 800
acres in the next ten years, contingent upon full funding."
1.2.1.2 STRATEGIES
• Establish a dedicated funding source for land acquisition
• Implement a land acquisition strategy that recognizes the
value of parkland in urban areas, including the southeast
quadrant of Oakland County, while also acquiring park lands
in other areas of the county in a strategic manner that
complements other local government agencies' efforts
• Work with the Oakland County Trails Advisory Council, as
well as county departments, state and local agencies,
community leaders and non-profit organizations to complete
and promote the Oak Routes Trail Network in Oakland
County
• Develop and maintain quality park trails that provide a
variety of trail experiences and connect into the larger,
countywide Oak Routes Trail Network
• Create and implement system wide natural resource management program
• Update county park master plans where appropriate to meet the active and passive
recreation needs of residents and to achieve the outcomes desired for each park in
the system
• Coordinate with local land conservancies and recreational partners to acquire or
lease land to meet the park land acreage goals
• Establish wetland mitigation opportunities in cooperation with developers, land
conservancies, CVT's, state and county agencies
• Determine the economic value of park natural resources
• Establish levels of park maintenance and upgrades that meet the needs of park
guests in a fiscally responsible manner
• Work closely with government agencies and recreational providers to create a
balance of park types across the County that provide residents with a variety of park
experiences and promote equity of access
• Establish design standards and principles to maximize efficiency and productivity
11.2.2 RECREATION FACILITIES
"Develop and maintain year round recreation facilities that support passive and active
recreation pursuits for people of all ages."
3
pros
consu ing
47
QAKLANDOakland County Parks and Recreation Commission
COUNTYPARKS
1.2.2.1 GOAL
"Upgrade existing recreation facilities and add additional recreation facilities and amenities
that energize the community to want to live, work, and play in Oakland County."
1.2.2.2 STRATEGIES
• Develop an asset management plan for infrastructure maintenance and
improvements based on updating a minimum of 4-5% of the system annually
• Develop a revenue and operational management strategy for decreased
participation for all facilities and programs
• Develop a business plan for every current and future park, golf course, or attraction
in the system
• Remove unproductive facilities and resources
• Establish a data management system to enable staff to facilitate decision making on
recreation programs and services to create a lifelong customer
• Develop a marketing strategy to maximize the use of facilities, programs, and
services that enhance the awareness, use and revenue
• Define the future role of the nature centers
• Analyze all facility management contracts/leases through effective costing
assessment, capital improvements required and measurable outcomes to maximize
revenue return
• Establish a Partnership Policy that enhances relationships with schools; cities,
villages, and townships; private, non-profit organizations; and other government
agencies
• Develop a trail plan for each park that provides a combination of trail types
• Establish an ADA compliance plan for parks and golf courses
• Enhance all facility rentals and reservations to create higher levels of use and value
to users
1.2.3 RECREATION PROGRAMS AND SERVICES
"Our vision is to develop the following core recreation services in the most productive and
efficient manner. These include the following; Natural Resource Education and Interpretive
Programs, Outdoor Adventure Programs, Fitness and Wellness, Active Adults for older
populations, Youth oriented programs and camps, Facility Rentals and Reservations, Special
Events, Family Programs, Therapeutic Recreation Programs, Volunteer Services, Golf
Programs and Services, and Aquatics."
1.2.3.1 GOAL
"Develop each core program to the highest level possible that will provide residents with a
quality experience that will last a lifetime."
............................................................................................................................................................................................................................................................................................ .
1.2.3.2 STRATEGIES
• Determine core recreation services and programs
• Phase out non -core recreation services
• Develop a four season approach to park programming
4
48
Five -Year Parks and Recreation Master Plan 2013-2017
Table 6: Objective 2.2 — Planned Capital Improvement and Major Maintenance Projects
OBJECTIVE 2.2: PLANNED CAPITAL IMPROVEMENT AND MAJOR MAINTENANCE PROJECTS
OBJECTIVE PERFORMANCE INDICATORS
Implement capital improvement and major maintenance
projects that have been identified in the park master
planning process or in capital project/major maintenance Performance metrics are under development
forecasts and pursuant to the results of the facility planning
e
process.
ACTIONS TRACKING METRICS
ADDISON OAKS All projects are scheduled for completion by the end
of FY2017
A. Conference Center Drive: Eliminate either the western
or eastern one-way drives and provide two-way traffic
on driveway; include drive lighting in design (CIP 974
and 976)(CIP FY2013)
B. Play lot and beach (CIP)
C. Buhl Lake Boathouse: Replace boathouse, including
necessary site improvements, rental, office and
restrooms (CIP 601) (CIP FY2013)
D. 2 yurts
E. Campground Pull -Through Sites: Construct pull -through
sites in camping section A that utilize existing campsites
with the construction of a new gravel road (CIP) (CIP
FY2013)
F. Dog Park: Install necessary site improvements, including
fencing and gates for new dog park, year round parking
and camper access (CIP) (CIP FY2013)
G. Campground Recreation Pavilion: Construct new 60X80
recreation pavilion with storage to replace existing tent
(CIP 604) (CIP FY2013)
H. Campground Asphalt Trail (CIP 1221)
I. Water Feature (CIP 1099)
e Please note the following:
■ References to REO MP refer to the Red Oaks Park Vision and Facility Concepts 2013-2022 (Draft) (OCPRC,
2012).
■ References to REO MP refer to the Waterford Oaks Park Vision and Facility Concepts 2013-2022 (OCPRC,
2012).
■ References to CIP/MM refer to the Capital Improvements and Major Maintenance 15-Year Forecast and
Management Plan (OCPRC, 2012). Project numbers (when available) have been included in the CIP/MM
reference.
■ References to CIP/MM FY2013 refer to those projects that have been identified internally as priorities for
planning or implementation in FY2013.
Please see the References section for full citations for these documents.
�KKLAND
► i i'd W_'U'M
Chapter 9: Strategic Action Plan — Page 13
49
Red Oaks Park Vision and Facility Concepts 2013 — 2022
Parks Commission Approval Date: March 6, 2013
Park Trails and Non -Motorized Access Facility Concept
Maintaining neighborhood connectivity has long been a priority at
Red Oaks. The original Golf Course design incorporated a covered
walkway, which is still in use and connects the neighborhoods on
either side of the Golf Course. A tunnel under the walkway
accommodates golf carts. Red Oaks trails and pathways, both
existing and proposed, are reflected on Madison Heights' pathways
plan. Red Oaks' role in the pathway network is further amplified by
its location in a dense urban area with connections to public transit
and local businesses.
Within Red Oaks, the Golf Course is open to the public in the winter
months for cross-country skiing. Perimeter mileage is identified in
the Dog Park individual dog runs for the purpose of walking and
running along the inside of the Dog Park fences. The Suarez Friendship Woods (surrounding the Red Oaks Nature
Center) contains 1.3 miles of paved trail with gate entrances to the neighborhoods on the east side of the park.
Facility Vision
The Park Trails and Non -Motorized Access vision focuses on enhancing connectivity, where feasible and justified by
need, to both local and proposed regional trail and pathway networks. This includes coordination, where
applicable to Red Oaks, with the City of Madison Heights as they complete their citywide pathways plan. The Red
Oaks facility concept for trails and non -motorized access is supported by the Recreation Plan's action plan for trail
planning and development (OCPRC, 2013, pp. 20-21).
Facility Development
■ Evaluate the feasibility of the proposed grant -funded connector trail project on the east side of the park.
■ Coordinate with Madison Heights as they complete pathway sections on the west side of the Golf Course
or on adjacent land west of the Golf Course
■ Coordinate with Macomb County Planning and Economic Development and the City of Warren to evaluate
potential connectivity with Macomb County's Trail Plan
■ Evaluate the need for improvements to the Suarez Friendship Woods trail system
Programming
■ Continue to collaborate with local communities to participate in
walking and running events that incorporate Red Oaks' facilities.
■ Explore innovative ways to use Red Oaks facilities for walking,
running and cross-country skiing
Business Strategies
■ Developing greater connectivity with local and regional pathway
networks will increase the accessibility of Red Oaks and will
have a positive impact on the attractiveness and value the City
of Madison Heights offers to residents and businesses
Page 12
-AKLAND
�1��►��'��:1��►��
50
Park Master Planning Schedule
Updated October 10, 2013
Donna Folland, Project Advisor— follandd@oakgov.com
OCPRC Parks and Recreation Master Plan 2013-2017 (March 2013) — Excerpts:
Objective 2.1: Park and Facility Planning — Implement park master planning and facility planning
to guide the future development and improvements in parks and facilities (Chapter 9, Page 12).
Performance Indicators: All parks have completed the Park Master Planning Process and have
current Implementation Plans by the end of FY2017. Track % completion on an annual basis
(Chapter 9, Page 12).
Action 2.1.A: Complete the Park Master Planning Process for a minimum of two parks per year
and attain Parks Commission approval for the Park Vision and Facility Concepts document for
each park (Chapter 9, Page 12).
Schedule':
Park
Completion or
Anticipated Completion Year
Addison Oaks
2014 (ADD); 2015 (ACC)
Catalpa Oaks
2008
Glen Oaks
2015
Groveland Oaks
2014
Highland Oaks
2016
Independence Oaks
2015
Lyon Oaks
2015
Orion Oaks
2016
Red Oaks
2013; 2015 (RDG update)
Rose Oaks
2016
Springfield Oaks
2014 (SAC); 2015 (SPG)
Waterford Oaks
2013
White Lake Oaks
2015
1 Schedule has been updated since adoption of the Recreation Plan
51
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OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 712014 AGENDA ITEM NO. 9 D
BS&D
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer; Donna Folland, Project Advisor for Planning
Submitted: May 1, 2014
Subject: Addison Oaks Master Planning: Phase III Commission Review
INTRODUCTION AND HISTORY
At the Commission meeting on March 5, 2014, the Parks Commission was presented with a summary of the master
planning process, public engagement results, park vision, objectives and performance metrics. The presentation also
included an overview contrasting the current master planning effort with the 1992 Addison Oaks County Park Master Plan.
On April 2, 2014, the Parks Commission was provided an updated Park Master Planning Process that was created with
input from the Executive Committee. Per this revised process, staff is presenting the results of park master planning for
Addison Oaks to the Parks Commission as completion of Phase III — Concept Development.
Phase III — Concept Development:
STAFF ACTIONS:
■ Development of park vision, objectives and performance metrics
■ Development of Facility and Operating Concepts
DELIVERABLES:
■ Executive Summary
■ Park Vision
■ Facility Concepts
■ Operating Concepts
COMMISSION ACTIONS:
■ Staff provides results of Concept Development and requests authorization to solicit public comment in
Phase IV
ATTACHMENT
- Draft Addison Oaks Park Master Planninq Document is provided as a separate bound document that
contains the deliverables for Phases I through Ill.
Beginning Friday, April 25, 2014, the Addison Oaks Park Master Planning Document will be available online at
http://www.destinationoakland.com/planninq/oark/Pages/Addison-Oaks.aspx
STAFF RECOMMENDATION
Staff requests Commission comment on the document provided and requests authorization to solicit public comment on
the draft Vision and Concepts by hosting a public open house at Addison Oaks in September 2014.
MOTION
Move to authorize staff to solicit public comment on the Addison Oaks Vision and Concepts.
56
MAY 77 2014
lCI�1_1:10_1N1�1��1��►1�1 �_1 ��'►t�
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
AGENDA ITEM NO.9 E
ADMINISTRATION
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Submitted: May 1, 2014
Subject: Resolution Recognizing July as "National Recreation and Parks Month"
INTRODUCTION AND HISTORY
Attached for the Commission's consideration and approval is a proposed resolution recognizing July 2014 as
National Recreation and Parks Month.
STAFF RECOMMENDATION
The staff recommends the Commission approve the attached proposed resolution recognizing July 2014 as
National Recreation and Parks Month.
MOTION
Move to adopt the proposed resolution in support of proclaiming July 2014 as National Recreation and
Parks Month, and forward it to the Oakland County Board of Commissioners for final approval.
57
MISCELLANEOUS RESOLUTION
IN RE: PARKS AND RECREATION COMMISSION — RECOGNIZING JULY 2014 AS NATIONAL
RECREATION AND PARKS MONTH
To: Oakland County Parks and Recreation Commission
Chairperson, Ladies and Gentlemen:
WHEREAS, the Oakland County Parks and Recreation Commission's mission is to provide all
residents of Oakland County with recreational, leisure, and learning experiences, parks, open
spaces, and facilities, resulting in a comprehensive county park system that enhances quality of
life; and
WHEREAS, parks, recreation activities, and leisure experiences provide opportunities for young
people to live, grow, and develop into contributing members of society; and
WHEREAS, parks and recreation creates lifelines and continued life experiences for older
members of our community; and
WHEREAS, parks and recreation generates opportunities for people to come together and
experience a sense of community through fun recreational pursuits; and
WHEREAS, parks and recreation agencies provide outlets for physical activities, socialization,
and stress -reducing experiences; and
WHEREAS, parks, playgrounds, nature trails, open spaces, community and cultural centers,
and historic sites make communities attractive and desirable places to live, work, play, and visit,
in a manner that contributes to our ongoing economic vitality; and
WHEREAS, parks, greenways, and open spaces provide a welcome respite from our fast -
paced, high-tech lifestyles while simultaneously protecting and preserving our natural
environment; and
WHEREAS, parks and recreation agencies touch the lives of individuals, families, groups, and
the entire community, which positively impacts upon the social, economic, health, and
environmental quality of our community.
NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation
Commission proclaims July as Recreation and Parks Month and encourages all citizens to
celebrate healthy, active lifestyles by participating in their choice of recreation and park
activities.
Date:
Moved By:
Supported By:
58
l0 9711Q Ilk, �_1►� ►��
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 7, 2014
To: Chairman Fisher and Commission Members
From: Phil Castonia, Business Development Representative
Submitted: April 30, 2014
Subject: Oakland County 4-H Fair Association - Amendment #1
INTRODUCTION AND HISTORY
AGENDA ITEM NO. 0 F
INTERNAL SERVICES
The Oakland County Parks and Recreation Commission approved the original lease at their February 11, 2009
meeting. Staff had executed the lease of Building E at Springfield Oaks County Park to the Oakland County 4-H
Fair Association for use as office and meeting space on March 26, 2009. The lease was drafted with the assistance
of Corporation Counsel. The current lease expires September 30, 2014.
Both Parties desire to amend the Lease to extend it to December 31, 2016, so the Lease will terminate on the same date
as the Oakland County Fair Cooperative Agreement between the Parties.
STAFF RECOMMENDATION
Staff recommends adopting the attached resolution in support of the lease amendment, which will be forwarded to
the Oakland County Board of Commissioners for final approval.
ATTACHMENTS
- Original Signed Lease Agreement with the Oakland County 4-H Association from 2009
- Lease Amendment #1 -Oakland County 4-H Fair Association; Springfield Oaks County Park
- Resolutionfor LeaseAmendment-Oakland County4-H Fair Association; Springfield Oaks County Park
MOTION
Move to adopt the proposed resolution approving lease amendment #1 with the Oakland County
4-H Fair Association for Building E at Springfield Oaks County' Park, located at 12451 Andersonville Road,
Davisburg, Ml 48350 and forward it to the Oakland County Board of Commissioners for final approval.
59
MISCELLANEOUS RESOLUTION
IN RE: LEASE AMENDMENT #1-OAKLAND COUNTY 4-H FAIR ASSOCIATION —
SPRINGFIELD OAKS COUNTY PARK
To the Oakland County Parks and Recreation Commission
Chairperson and Commissioners:
WHEREAS, the County of Oakland isthe owner of Springfield Oaks County Park;
and
WHEREAS, a building, identified as Building E at 12451 Andersonville Road, Davisburg,
Michigan 48350, is located on the grounds of Springfield Oaks County Park; and
WHEREAS, the Oakland County Parks and Recreation Commission approved a lease
of said building (Building E) located at 12451 Andersonville Road, Davisburg,
Michigan 48350, to the Oakland County 4-H Fair Association for a period
commencing March 26, 2009 through September 30, 2014 at the February 11, 2009
meeting; and
WHEREAS , it is the recommendation of the Oakland County Parks and Recreation
Commission and the Department of Facilities Management that the Oakland County
Board of Commissioners accepts and approves the terms and conditions of the attached
Lease Amendment #1.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve
and authorize the attached Lease Agreement between the County of Oakland and the
Oakland County 4-H Fair Association.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission
hereby requests the Board of Commissioners direct its Chairperson or designee to execute
said lease on behalf of the County of Oakland.
Moved by
Supported by
Date:
60
FIRST AMENDMENT TO BUILDING LEASE
BETWEEN
THE COUNTY OF OAKLAND AND
THE 4-H FAIR ASSOCIATION
This First Lease Amendment (1st Amendment) is entered into this day of
20 (Effective Date) between the County of Oakland, a municipal and
Constitutional Corporation located at 1200 North Telegraph Road, Pontiac, MI 48341 (Landlord), by
and through its statutory agent, the Oakland County Parks and Recreation Commission (OCPRC) and
the 4-H Fair Association, a non-profit organization, 12451 Andersonville Road, Davisburg, MI 48350
(Tenant).
BACKGROUND
A. The Parties entered into a lease dated March 26, 2009 (Lease). This document is attached as
Exhibit A.
B. The Lease expires on September 30, 2014
C. The Parties desire to amend the Lease to extend it to December 31, 2016, so the Lease will
terminate on the same date as the Oakland County Fair Cooperative Agreement between the
Parties.
D. In consideration of the mutual covenants contained herein, the Parties agree to amend the Lease as
follows:
1st AMENDMENT
§1. Term. Section 2 of the Lease is entirely deleted and replaced with the following language:
"On the Effective Date, this Lease is renewed and extended and will end on December 31,
2016."
§2. All other terms and conditions of the Lease shall continue with full force and effect, except
as modified herein.
§3. This I" Amendment and the terms and conditions of the Lease, attached as Exhibit A and
incorporated by reference, constitute the entire agreement and understanding between
Landlord and Tenant and supersedes any and all other prior oral or written understandings,
communications, or agreements between Landlord and Tenant.
Page 1 of 4
1st Lease Amendment
(03-14-14)
61
IN WITNESS WHEREOF, acknowledges that s/he has been authorized
by the County of Oakland to execute this I" Amendment.
IRA
Date:
WITNESS:
By:
Date:
Subscribed and sworn to before me on the day of , 20_
Notary Public,
Oakland County, Michigan
My Commission Expires:
Acting in the County Oakland
Page 2 of 4
1st Lease Amendment
(03-14-14)
62
IN WITNESS WHEREOF, hereby that s/he has been
authorized by the Oakland County Parks Foundation to execute this 1sc Amendment.
TENANT: OAKLAND COUNTY PARKS
FOUNDATION
IC
Date:
WITNESS:
BY:
Date:
Subscribed and sworn to before me on the day of , 20
Notary Public
Oakland County, Michigan
My Commission Expires:
Acting in the County of Oakland
Page 3 of 4
1 st Lease Amendment
(03-14-14)
63
Exhibit B
Building E — Springfield Oaks County Park
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Page 4 of 4
1" Lease Amendment
(03-14-14)
64
BUILDING LEASE
BETWEPN
OAKLAND COUNTY
AND
OAKLAND COUNTY 4-H FAIR ASSOCIATION
This Lease is made and entered into on the 26 h day of March 2009, by Oakland County 4—H
Fair Association, a non-profit organization, 12451 Andersonville Road, Davisburg, Michigan
48350, ("Tenant"), and the County of Oakland, a Michigan Constitutional Corporation,1200 North
Telegraph Road, Pontiac, Michigan 48341 ("Landlord").
In consideration of the mutual covenants contained in this Lease, the Parties agree to the
following terms and conditions:
1. Leased. Premises. The Landlord leases to the Tenant a building known as Building
E/Administrative Building, located as 12451 Anderson Road, Davisburg, Michigan
48350 ("Premises"), which is further described and depicted in Exhibit A.
2. Term and Commencement Date.
2.1 The Term of this Lease shall begin on the Commencement Date, which date shall be
March 1, 2009 and shall end on September 30, 2010 ("initial term"). The Tenant
shall have possession of the Premises on the Commencement Date.
2.2 This Lease shall be automatically renewed for four (4) additional terms of one (1)
each ("renewal terms") upon the expiration of the initial term or a renewal term,
unless either Party provides written notice to the other Party of its intent not to
renew the Lease ninety days (90) before the expiration of the initial term or any
renewal term.
3. Termination. Either party may terminate and/or cancel this Lease at any time upon one
hundred and eighty (180) days written notice to the other Party, for any reason, including
convenience, without incurring obligation or penalty of any kind. The effective date of
termination and/or cancellation shall be clearly stated in the written notice.
4. Rent. Tenant shall not pay Landlord rent during the term of this Lease. In exchange for
not paying rent, the Tenant shall pay the utilities for the following buildings and grounds
located at 12451 Andersonville Road, Davisburg, Michigan, 48350: the Administrative
Building/Building E, the Ellis Barn, the Oaks Barn, the Miracle of Birth, the Septic
System, the new Campground (2007), the Fairground Pit, and the parking lights in the
field. Utilities shall include electrical services, telephone and fax service, internet
service, gas (natural and propane) services, and water services. Bills for all utilities and
services shall be placed in the Tenant's name.
5. Hold Over. In the event the Tenant holds over after the expiration of this Lease without
a written agreement between the Landlord and the Tenant, the hold over shall be
construed to be a tenancy from month -to -month on the same terms and conditions
contained in this Lease, for a period not to exceed ninety (90) days.
�-R
6. Alterations or Improvements. Tenant shall not make any alterations or improvements
to or upon the Premises without the prior written consent of Landlord. Any alterations or
improvements made to or upon the Premises shall become an integral part of the Premises
and shall become the sole property of Landlord immediately upon completion unless
Landlord notifies Tenant, prior to construction, that the alterations or improvements shall
be removed by Tenant at the conclusion or termination of the Lease at Tenant's sole
expense. Any alterations or improvements made to or upon the Premises shall be
performed by a properly qualified contractor approved by Landlord. Any alterations or
improvements shall be done only during normal business hours and done in such a way as
not to interfere with the use of the Premises. Any contractor retained by Tenant shall
comply with MCL 129.201, et seq. Any remodeling, renovation, improvements, or other
modifications to the Premises by the Tenant will be at Tenant's sole expense, unless
otherwise agreed by the Parties in writing.
7. Use and Occupancy.
7.1. During the term of this Lease the Premises shall be used for office space,
meetings, and event rental.
7.2. The Tenant will be allowed to rent the Community Room in Building
E/Administrative Building for small events. Tenant will provide the Landlord
with a fee schedule, a copy of the rental schedule on a weekly basis, and a copy of
all the rental agreements.
7.3. Tenant will be responsible for all set-ups and clean up of all Tenant scheduled
events and will follow all Oakland County Parks and Recreation Rules.
8. Condition Upon Surrender. Upon expiration or termination of this Lease, the Tenant
shall surrender the Premises in the same condition as it was on the Commencement Date
when taken (reasonable wear and tear excepted) and shall remove its personal property.
9. Eouipment and Furnishings. The Tenant shall provide, at its own expense, furniture
and equipment it deems necessary. The Tenant, at its own expense, shall be solely
responsible for the maintenance and repair of all furniture and equipment used on the
Premises.
10. Maintenance and Repairs. The Landlord shall maintain and keep the Premises in good
repair, including, but not limited to, the roof, ceilings, walls, floors, foundations,
electrical and plumbing systems, sidewalks, parking areas, exterior glass, and heating and
cooling systems. If any repairs to the Premises are required (except for normal wear and
tear), as a result of the Tenant's actions or the actions of its employees, agents, customers,
licensees or invitees, the Tenant shall be responsible for making such repairs.
2
66
11. Utilities and Services.
11.1. The Tenant agrees to pay all costs associated with maintaining and operating its
telephone system, computer system (including access to the internet), and any
other system the Tenant installs in the Premises.
11-.2. The Landlord agrees to provide, at its own expense, trash removal, snow and ice
removal from sidewalks, steps and parking areas, complete parking lot and
structural building maintenance, and lawn care services. Landlord shall keep the
common areas in a safe and secure manner.
11.3. Except as otherwise provided in this Lease, the Tenant shall be solely responsible
for and promptly pay all utilities and services for the Premises, as set forth in
Paragraph 4.
12. Compliance with Laws. The Landlord agrees, at its own expense, to promptly comply
with all applicable federal, state and municipal laws and regulations affecting the
Premises, including any barrier -free requirements. If the Landlord fails to comply with
such laws and regulations, the Tenant may give the Landlord written notice of its intent to
terminate the Lease one hundred fifty (150) days after the Landlord's receipt of the written
notice. If the Landlord complies with the laws and regulations within the one hundred
fifty (150) day period, then Tenant's notice will be deemed withdrawn.
13. Destruction of Premises.
13.1. In the event, the Premises are partially or entirely damaged or destroyed as a result
of the Tenant's actions or the actions of its employees, agents, customers,
licensees, or invitees, the Tenant shall be responsible for repairing all damage or
destruction, unless such damage or destruction is covered and paid for by the
Landlord's insurance, in which case the Tenant shall reimburse the Landlord for
any deductible it must pay in connection with the damage or destruction.
13.2. In the event, the Premises are partially damaged or destroyed by fire or other
casualty, the damage to the Premises shall be promptly repaired or rebuilt by the
Landlord. In the event the Premises cannot be repaired or rebuilt within one
hundred eighty (180) days after such destruction, the Tenant shall have the right to
terminate this Lease and vacate the Premises within ninety (90) days after the
occurrence of such damage or destruction. During the time between when the
Premises are damaged and the Tenant remains on the Premises during repair or
vacates the Premises altogether, the Rent owed by the Tenant shall be reduced in
proportion to the fraction of the Premises rendered unusable (in the discretion of
the Tenant). If more than thirty-five percent (35%) of the Premises are damaged or
destroyed by a casualty, the Tenant may elect to remain on the Premises or to
vacate the Premises.
67
13.3. In the event that more than thirty-five (35%) percent of the Premises are damaged
or destroyed by fire or other casualty, the Landlord may elect to either repair or
rebuild the Premises, or to terminate'this Lease by giving written notice to the
Tenant within ninety (90) days after the occurrence of such damage or destruction.
Tenant will have ninety (90) days from the date of the notice to vacate the
Premises. If the Landlord elects to rebuild or repair the Premises, then the Rent
owed by the Tenant shall be reduced in proportion to the fraction of the Premises
rendered unusable (in the discretion of the Tenant) until the Premises are repaired
or rebuilt. In no event shall the Landlord be required to repair or replace any
property of the Tenant.
13.4. In the event that less than Thirty-five (35%) percent of the Premises are damaged
or destroyed by fire or other casualty the Rent owed by the Tenant shall be
reduced in proportion to the fraction of the Premises rendered unusable (in the
discretion of the Tenant) until the Premises are repaired or rebuilt.
14. Insurance. At all times during this lease, Tenant must obtain and maintain insurance
according to the specifications set forth in Exhibit B.
15. Indemnification.
15.1 Tenant shall indemnify and hold the Landlord harmless from any and all claims,
including attorney fees, which are incurred by or asserted against the Landlord by
any person or entity, alleged to have been caused or found to arise, from the acts,
performances, errors, or omissions of Tenant or Tenant's employees, agents, or
volunteers without limitation, all claims relating to injury or death of any person or
damage to any property.
15.2 Tenant shall have no rights against the Landlord for any indemnification (e.g.,
contractual, equitable, or by implication), contribution, subrogation, and/or any
other right to be reimbursed by the Landlord except as expressly provided herein.
16. Care of Premises.
16.1 Tenant shall keep the Premises in good repair, wear and tear from reasonable use
and damage from the elements excepted.
16.2 Tenant shall clean and maintain the interior of the building known as Building
E/Administrative Building, including office #3 which will be occupied by the
Oakland County Conservation District and the area immediately surrounding the
building in order to ensure the ongoing operations of that building. Tenant shall
comply with the custodial guidelines set forth in Exhibit C.
17, Security. The Landlord agrees to provide lighting for the exterior of the Premises
including common areas, and parking areas directly adjacent to the Premises, in an
adequate manner. The Landlord will provide keys for the Tenant's employees, agents, or
independent contractors to enter the Premises.
18. Access. The Landlord shall have twenty-four (24) hour access to the Premises for the
purpose of inspecting, repairing, and maintaining the Premises.
2
19. Suns. The Tenant may attach, install or erect signs on the interior and exterior walls of
the Premises as necessary for the Tenant's business at the Premises. However, the Tenant
may not attach, install or erect any signs on the exterior walls of or the area surrounding,
the Premises without the prior written approval of the Landlord and the applicable
governmental entity as to the form, content, material, lighting and structure.
20. Assiunment. The Tenant shall not assign, sublet or in any manner transfer this Lease or
any estate or interest therein without the prior written consent of the Landlord.
21. Parking. The Landlord agrees to provide Tenant with twelve (12) assigned parking
spaces for Tenant's exclusive use.
22. , Eminent Domain. If the whole Premises are taken by any public authority under the
power of eminent domain, then this Lease shall be terminated on the day the public
authority takes possession of the whole Premises. If less than the whole, but more than
thirty-five percent (35%) of the Premises are taken by any public authority under the
power of eminent domain, then either Party may terminate this Lease upon thirty (30)
days written notice to the other Party. In the event neither Party elects to terminate this
Lease, the Lease shall terminate on the date the public authority takes possession of the
Premises. Neither Party shall have any future liability or obligation under the Lease if it
is terminated under this Paragraph. `
23. Ouiet Eniovment. Upon performance of its obligations under this Lease, the Tenant
shall peacefully and quietly hold and enjoy the Premises for the Term of this Lease
without hindrance or interruption by the Landlord, its agents or employees, subject to the
terms of this Lease.
24. Modifications. This Lease may be modified or amended only by written agreement of
the Landlord and the Tenant.
25. Remedies Not Exclusive. It is agreed that each and every right and benefit provided by
this Lease shall be cumulative and shall not be exclusive of any other right, remedy or
benefit allowed by law or in equity to either Party.
26. Use of Words. The pronouns and relative words used in this Lease shall be read
interchangeably in masculine, feminine or neuter, singular or plural, as the context
requires.
27. Common Areas. The term "Common Areas" shall include facilities, service corridors,
pedestrian sidewalks, stairways, hallways, bathroom area, landscaped areas, parking
areas, access roads, driveways, loading areas, lighting and facilities which may be
furnished by Landlord in or near the building which are outside of the Premises and
designated from time to time by Landlord as Common Areas. Tenant and its invitees shall
have right to access the Common Areas during the term of this Lease. Landlord shall at
its sole cost and expense, operate and maintain the Common Areas.
5
28. Security Deposit. No security deposit is being required of Tenant.
29. Governing Law. This Lease shall be interpreted under and governed by the laws of the
State of Michigan.
30. Severability. If a term, condition, or provision of this Lease is found, by a court of
competent jurisdiction, to be invalid, unenforceable, or to violate or contravene federal or
state law, then the term, condition, or provision shall be deemed severed from this Lease;
all other terms, conditions and provisions shall remain in full force and effect.
31. Waiver. No waiver of any term, provision or condition of this Lease, whether by conduct
or otherwise, in one or more instances, shall be deemed or construed as a further
continuing waiver of a term, provision or condition of this Lease. No remedy available to
a Party for the other Party's breach of this Lease is intended to be an exclusive remedy. A
Party's exercise of any remedy for breach of this Lease shall not be deemed or construed
to be a waiver of its right to pursue another remedy.
32. Entire Agreement. This Lease constitutes the entire agreement of the Parties with
respect to the Premises and all prior negotiations, agreements and understandings, either
oral or written, are merged herein.
33. Binding Effect. The terms and conditions of this Lease shall be binding and shall inure
to the benefit of the Parties and their respective heirs, representatives, successors and
assigns.
34. Notice.
34.1. All notices, requests, demands, and other communications required by this Lease shall
be in writing and shall be deemed given if personally delivered or mailed, certified
mail, return receipt requested, to the following addresses:
To Landlord: Park and Recreation Commission
Executive Director
2800 Watkins Lake Road
Building #97 West
Waterford, MI 48328
With a copy to: Property Management Specialist
Oakland County Department of Facilities Management
1 Public Work Drive
Waterford, MI 48328
To Tenant: Oakland County 4-H Fair Association
12451 Andersonville Road
Davisburg, MI 48350
0
70
35. Reservation of Rights. This Lease does not and is not intended to impair, divest,
delegate, or contravene any constitutional, statutory, and/or other legal right, privilege,
power, obligation, duty, capacity, or immunity of the Parties.
36. Default. If the Tenant defaults in any of its obligations under this Lease, the Landlord
. shall have all remedies available to it under the law.
37. Execution in Countemarts. This Lease may be executed in several counterparts, each
of which shall be an original and all of which sha11 constitute but one and the same
instrument.
Tenant: Oakland County 4-111 Fair Association
a
412
Signed and sworn to before me in 11,' nd chi ntv_ Michigan - an a( day of 2001
Notary P tounty
c, Stat�OAA gan,
Oakland
My Commission expires:
Acting in the County of Oakland
Landlord: County of Oakland
By:,
Micha6l O. `Hughson BILL BULLARD, J& Chairperson
Oakland County Board of Commissioners
Signed and sworn to before me in Oakland County_ Michiaan �200 .
Notary Public, Mate oz tvuctngan,
Oakland County
My Commission expires.
Acting in the County of Oakland
7
71
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EXHIBIT B
INSURANCE REQUIREMENTS
Tenant shall procure and maintain insurance coverage according to the following specifications:
a. Commercial General Liability Occurrence Form, including a) Premises and Operations,
b) Products and Completed Operations, c) Personal and Advertising Injury, d) Broad Form
Property Damage, e) Independent Contractors, and f) Blanket Broad Form Contractual with the
following minimum limits:
$3,000,000 — General Aggregate Limit other than Products/Completed Operations
$ 500,000 — Each Occurrence
$ Included — Products/Completed Operations Aggregate Limit
$ Included — Personal & Advertising Injury Limit
$ 10,000 — Medical Payments —Any One Person
b. Workers' Compensation with limits statutorily required by any applicable Federal or State law
and Employers Liability Insurance with minimum limits of $100,000 each accident, $100,000
disease each employee, and $500,000 disease policy limit.
C. Automobile Liability with minimum limit of $1,000,000 Combined Single Limit per occurrence
for owned, hired and non -owned vehicles (including Michigan No -Fault as required by law).
General Insurance Policy Provisions:
a. All certificates of insurance and/or insurance policies shall contain the following provisions and
clauses:
1) All policies of insurance shall be on a primary, non-contributory basis with any other
insurance and/or self-insurance carried by the Landlord.
2) Tenant and their insurance carriers agree to waive all rights of subrogation against the
Landlord, employees, agents, and elected and appointed officials of the Landlord, and the
Oakland County Parks and Recreation Commission.
3) Commercial General Liability and Automobile policies shall be endorsed to include as
Additional Insured: the Landlord, employees, agents, and elected and appointed officials of
the Landlord, and the Oakland County Parks and Recreation Commission as Additional
Insured.
4) All certificates are to provide thirty (30) days written notice of material change, non -renewal,
or cancellation. Certificates of insurance must be provided no less than ten (10) working
days before commencement of the Lease.
5) The insurance required of the Tenant is not intended to cover any tools, equipment or other
such personal property of the Tenant_ This risk of loss to all such personal property shall be
assumed by the Tenant. The Tenant and insurance carriers agree to waive all rights against
the County for any damage or loss to such personal property.
6) All insurance carriers shall be licensed and approved to do business in the State of Michigan
and are subject to the approval of the Landlord.
Page 1 of 1
73
ep �%
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EXHIBIT C ,vl
S�
SPRINGFIELD OAKS ADMINISTRATIVE OFFICE (BUILDING E) 1./-2 q-0
CUSTODIAL GUIDELINES
PART 1: DEFMTIONS
The following definitions will be considered the minimum acceptable guidelines for the custodial
activities performed under this Lease.
A. Wet Monnina and Scrubbing
l . The floors shall be properly prepared, thoroughly swept to remove all loose dirt and
debris, gum, tar and other foreign substances.
2. Upon completion of wet mopping or scrubbing, the floor shall be clean, free of dirt,
stains, spills, mars, mop marks, and -properly rinsed and dry mopped to present a clean
appearance.
3. All surfaces shall be dry with corners, cracks, and splice joints clean. Cove base, walls,
fiuniture, doors, etc., shall be wiped clean to remove any streaks or splashes.
4. Germicidal disinfectant cleaner shall be used on all restroom, floors, walls, partitions,
fixtures and equipment when cleaning.
B. Floor Finishing and Buffing
l . Floor finish shall be applied in a thin, even coat. The number of coats applied will
depend on the use and condition of the floor but in no case will less than two coats be .
applied.
2. At the stated frequencies, floors shall be wet mopped and buffed between regular floor
finishing operations. The floor shall be properly swept free of all loose dirt prior to
mopping.
3. Upon completion of wet mopping, the floor shall be clean and free of dirt, water streaks,
mop marks and properly rinsed, and dry mopped to present a clean appearance.
4. All surfaces shall be dry with corners, cracks, and splice joints clean after wet mopping.
5. The floor area will be machine spray buffed to restore the gloss to the floor. Finish floor
as necessary to restore floor to clean, bright appearance. Do not allow floor finish
buildup at edges or corners and blend floor finish into existing floor finish leaving no
demarcation line between the two.
74
C. Stripping and Sealing
1. There shah be complete removal of all dirt, old floor finish and other substances in
returning floor to its original surface. All corners, edges, cracks, splice joints and around
other floor mounted appurtenances shall be completely cleaned.
2. Two thin coats of appropriate sealer shall be applied with caution to prevent streaking or
bleaching of the floor surface. This application shall be applied in accordance with the
manufacturer's recommendation and shall be compatible with the floor finish to be used.
D. Carpet Shampooina
Carpets shall be cleaned using steam -water extraction method or equivalent with water pickup
capable of reducing remaining water to a minimum of 10 percent (10%) by weight moisture
content. Prior to cleaning, all severe spots and stains shall be removed so as to present a uniform
appearance after cleaning. Tenant is responsible for removing furniture prior to cleaning and
replacing furniture to original location after cleaning and carpeting has dried.
E. Ruas, Carnets and Upholstery
1. After vacuuming, all rugs/carpets shall be free from dust balls, dirt and other debris. All
areas not reached by vacuum, shall be hand cleaned using appropriate cleaning
equipment.
2. Soft upholstery shall be free of all lint, dust and other debris. Cleaning procedure shall
not damage fabric or nap.
F. Schedule of Carpet Cleaning
1. The schedule of carpeting cleaning will be on a semi-annual basis or an as needed basis.
G. Dustina
1. Dusting residue, shall not be moved from spot to spot but removed directly from the area
in which it Iies by the most effective means appropriate; treated dusting cloths, hand
duster or vacuum tools.
2. There shall be not dust streaks remaining on any surface, including corners, ledges,
shelves, molding, etc.
3. . There shall be no oils, spots, smudges, or residue from dusting aids on dusted surfaces.
H_ Damn Wipina
This task consists of using a clean, damp cloth or sponge to remove all dirt spots, streaks from
walls, glass or other specified surfaces, and then drying to provide a polished appearance.
I. Furniture Upkeep
1. Desks, files, tables, cabinets, etc., shall be kept free of fingerprints, stains, smudges, etc.
Chrome/stainless steel legs and edgings shall be cleaned free of marks and polished to a
bright appearance.
75
2. Water fountains shall be disinfected with germicidal disinfectant cleaner, the chrome,
stainless steel and cabinets polished to a clean, bright appearance.
PART 2: SUPPLIES
A. For the treatment of various types of flooring, carpeting, furniture, etc., only such materials
recommended and approved by the manufacturers and the Landlord shall be used. Tenant must
utilize trash receptacle bags of a type, grade, gauge, and color approved by the Landlord.
B. Prior to the start of the Lease, the Tenant shall submit for approval a complete list of brand
names, Michigan Safety Data Sheets (MSDS) and product number of all supplies to be used in
fulfilling this Lease. An acceptable substitute shall be immediately furnished for any rejected
item.
C. Tenant must supply restroom supplies/chemicals: paper toweling, toilet tissue, feminine sanitary
products, restroom aerosol spray, and medicated hand soap. Tenant is responsible to obtain and
keep adequate supplies for the operations of Building E. -
PART 3: EQUIPMENT
A. The Tenant will be responsible for providing all needed cleaning equipment to maintain Building
E.
PART 4: CUSTODIAL CLEANING TASK AND FREQUENCY SCHEDULE
NOTE: THESE CLEANING GUIDELINES AND FREQUENCIES ARE SUBJECT TO THE
BUILDING USE
4.1 OFFICE/CLERICAL, MEETING ROOM, AND COMMUNITY ROOM
A. Daily Cleaning
I . Empty and reline all wastebaskets with plastic liners.
2. Vacuum all traffic areas and any obvious soil in area. Clean and remove all spots, stains,
etc. from carpeting.
3. Spot clean furniture, walls, partition glass, wall switch plates and door hardware.
4. Clean and disinfect telephones.
S. Sinks shall be cleaned and wiped free of all watermarks.
6. Clean and refill paper towel/soap dispensers.
76
B. Weekly Cleaning
I . Vacuum all carpets thoroughly on a five -night rotation.
2. Dust and damp wipe vertical surfaces of all furniture.
3. Dust and damp wipe all ledges and windowsills.
4. , Wash or polish all desktops that are cleared of work papers.
Spray buff resilient the floors on a five -night rotation.
6. Clean horizontal surfaces of all furniture, ledges and windowsills.
7. Dust mop and damp mop hard surface floors.
C. Monthly Cleaning
I . Vacuum upholstered furniture and cushions. Wash and dry vents and light fixtures. Pile
lift if carpeted area.
2. Wash and dry exhaust/HVAC vents and light fixtures (interior and exterior).
3. Thoroughly clean interior glass.
4. Dust high ceilings including vents and walls.
D. Senii-Annual Cleaning
1. Strip and refinish resilient file floors. Apply minimum of two (2) coats of sealer and two
(2) coats of floor finish.
2. Shampoo carpet.
4.2 . RESTROOMS: (To Include Shower Room and Public Restroom)
A. Daily Cleaning
I . Floors shall be swept and wet mopped with germicidal disinfectant cleaner includin,
shower/restroom area. Weekly frequency during non -multi -day events (i.e.: 4-H Fair).
2. Stools, seats, and urinals shall be thoroughly washed inside and out with a germicidal
disinfectant cleaner. Seat shall be left in a raised position. Washbasins shall be cleaned
and wiped free of all watermarks using germicidal disinfectant cleaner. All mirrors,
shelves, chrome fixtures, pipes and dispensers shall be cleaned using germicidal
disinfectant cleaner and wiped dry. Special attention shall be given to floors around
toilets and urinals, for elimination of odors and stains to provide a uniformly clean and
sanitary appearance throughout.
77
4.3
3. Empty and clean all trash containers using germicidal disinfectant cleaner prior to
relining with plastic liners.
4. Clean all furniture to include baby -changing equipment using germicidal disinfectant
cleaner.
5. Empty and disinfect all sanitary napkin receptacles with germicidal disinfectant cleaner.
Reline with wax bag.
6. Nash and wipe dry all paper dispensers using germicidal disinfectant cleaner.
7. Replenish all paper toweling, toilet tissue, feminine sanitary products and hand soap.
Contractor shall replenish and maintain an adequate supply of these items at all times.
8. Dust radiators, windowsills, ledges, grills, and partitions, etc. Spot clean with germicidal
disinfectant cleaner wall surfaces, partitions and doors. Splashings about lavatories and
urinals shall be removed. Switch plates, door push plates and kick plates shall be
maintained in a polished condition.
9. Floor traps shall be maintained free of color.
B. Weekly Cleaning
1. Toilet partitions, doors, walls, sills and ledges shall be completely cleaned with a
germicidal disinfectant cleaner not harmful to surface (to include shower/restroom areas).
2. Fill floor traps with water/disinfectant solution..
3. Descale toilets and urinals.
C. Monthly Cleaning
Machine scrub and clean floors using germicidal disinfectant cleaner (including showers
D. Semi -Annual Cleaning
Strip and refinish the floors. Apply minimum of two (2) coats of sealer and two (2) coats of
floor finish.
HALLWAYS, CORRIDORS, LOBBIES AND ENTRANCES
A. Daily Cleaning
1. Floors shall be dust mopped and wet mopped.
2. Floors to be maintained to a high gloss and uniform appearance. Obvious scuffmarks
and/or floor damage to be repaired utilizing spot floor restoring or spray buff method.
78
3. Clean all interior and entrance glass.
4. Clean and disinfect telephones.
5. All displays, pictures, lockers and furniture to be cleaned. Vinyl furniture to be damp
wiped.
6. Vacuum all rugs and carpeting. Clean and remove all spots, stains, etc., from carpeting
and furniture.
7. Remove all litter and debris from exterior entrance approach. Remove all cigarette butts
and debris from entranceway smoking urns.
B. Weekly Cleaning
Tile floors shall be wet mopped, scrubbed, refinished and spray buffed to create a uniform and
high glass appearance free of any scuffinarks, abrasions, etc.
B. Monthly Cleaning
Vacuum upholstered furniture and cushions.
C. Semi -Annual Cleaning
1. Strip and refinish all the floors using a minimum of two (2) coats of sealer and two (2)
coats of floor -finish.
2. Shampoo carpet.
4.5 CUSTODIAL CLOSETS
A. Daily Cleaning (As frequency of use dictates)
1. Empty, clean and reline all waste containers with plastic liners.
2. Dust mop and damp mop floor.
3. Clean service sinks.
B. Weekly Cleaning
1. Scour service sinks inside and out.
2. Spot clean walls, doors, frames, etc.
3. Wet mop with germicidal disinfectant solution.
79
4.6 STORAGE AREAS
A. Monthly Cleaning
1. Floors to be dust mopped and damp mopped.
2. General organization
B. Annual Clearing
Removal of all supplies and equipment
1. Floors to be dust mopped and damp mopped.
2. Sort and discard as needed.
PART 5: MISCELLANEOUS
5.1 TRASH REMOVAL
The trash is to be removed on a daily basis from the building to a dumpster/trash disposal area located at
the back of the Activity Center.
5.2 BUILDING SECURITY
The Tenant is responsible for securing Building E.
80
FIRST AMENDMENT TO
THE OAKLAND COUNTY FAIR COOPERATIVE AGREEMENT
BETWEEN
OAKLAND COUNTY PARKS AND RECREATION COMMISSION AND
OAKLAND COUNTY 4-H FAIR ASSOCIATION
This First Amendment (Ist Amendment) is entered into this 7 th day of March ,
2012 , between the Oakland County Parks and Recreation Commission ("OCPRC"), located at 2800
Watkins Lake Road, Waterford, MI 48328 and the Oakland County 4-H Fair Association
("OC41-117A"), located at 12451 Andersonville Road, Davisburg, MI 48350.
BACKGROUND
A. The Parties entered into the Oakland County Fair Cooperative Agreement dated April 16t", 2009
("Cooperative Agreement") for the purpose of holding the Oakland County Fair, sponsored and
run by OC4HFA, at Springfield Oaks Park. The Cooperative Agreement expires on April 15,
2013.
B. The Cooperative Agreement requires that OCPRC provide daily maintenance for the facilities
located at Springfield Oaks Park, including facility upkeep.
C. Certain utility and electrical upgrades are needed at Springfield Oaks Park and the facilities
located thereon, given the age of the utility fixtures and electrical systems.
D. Given the history of the Fair at Springfield Oaks Park, OC411FA has agreed to pay for certain
utility and electrical upgrades, as set forth below, in exchange for extending the Cooperative
Agreement until December 31, 2016.
E. In consideration of the mutual covenants contained herein, the Parties agree as follows:
V AMENDMENT
§1. Paragraph I.1. of the Cooperative Agreement shall be amended to extend the Cooperative
Agreement until December 31, 2016.
§2. Paragraph I.2. of the Cooperative Agreement shall be deleted in its entirety.
§3. OC4HFA shall pay OCPRC for utility and electrical upgrades to Springfield Oaks Park on
the following dates and up to the following amounts: six thousand dollars ($6,000.00) on
August 15, 2012; twelve thousand dollars ($12,000.00) on August 15, 2013; twelve
thousand dollars ($12,000.00) on August 15, 2014; twelve thousand dollars ($12,000.00) on
August 15, 2015; twelve thousand dollars ($12,000) on August 15, 2016; and six thousand
dollars ($6,000.00) on December 15, 2016 (for a total of up to $60,000),If the Cooperative
Agreement is terminated prior to December 31, 2016, OC4HFA's obligation to pay the
monies set forth in paragraph 3 of this Amendment shall continue. If the Cooperative
Agreement is terminated by the OC4HFA prior to December 31, 2016 the OC4HFA is still
obligated to pay the monies set forth in paragraph 3 of the Amendment. If OCPRC
terminates the Cooperative Agreement before December 31, 2016, OC4HFA will not be
obligated any balance as of the date of termination.
Page 1 of 2
1ST Amendment
81
§4. All other terms and conditions of the Cooperative Agreement shall continue with full force
and effect, except as modified herein.
§5. This 1st Amendment and the terms and conditions of the Cooperative Agreement constitute
the entire agreement and understanding between OCPRC and OC4HFA and supersedes any
and all other prior oral or written understandings, communications, or agreements between
OCPRC and OC4HFA.
IN WITNESS WHEREOF, Gerald Fisher hereby aclmowledges that s/he has been
authorized by OCPRC to execute this I't Amendment on its behalf
OAKLAND COUNTY PARKS AND
RECREATION C.[SSTON
By:
Gerald Fish r, OCPR Commission Chairman
Date: 'i
WIT -L-
By:
V. L. Valko
Date: 04/03/12
IN WITNESS WHEREOF, /6{} 19,c- 6 04 ;W,5y hereby acknowledges that
s/he has been authorized by OC4-HFA to execute this 1st Amendment on its behalf.
OAKLAND COUNTY 4-H FAIR ASSOCIATION
By:
`�%Q
Date: �( —0
WITNESS:
BY:_
Date:
Page 2 of 2
1ST Amendment
82
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
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MAY 712014 AGENDA ITEM NO. 9 G
ADMINISTRATION & INTERNAL SERVICES
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Phil Gastonia, Business Development Representative
Submitted: May 1, 2014
Subject: Request to Expand Vehicle Fleet
INTRODUCTION AND HISTORY
In the 1970s, the Comprehensive Employment and Training Act (CETA), a federal work program, funded 200 workers for
labor at the parks. Buses were acquired to transport workers to different park sites. When the program ended, the three
school buses became available, and Oakland County Parks and Recreation began a rental program for recreational use.
The buses are used to transport residents of the 62 different cities, villages, and townships to and from different activities
around the county. They are also a vital component of OC Express, an outreach program for the communities,
transporting participants to our parks at a reduced rate. In 2013 we had a total of 136 trips, with our peak season being
Memorial Day to Labor Day.
Last year our buses were broken down or out of rotation for a total of four weeks. Huntington Woods Parks and
Recreation's bus was utilized five times as a back-up for the buses that were out of commission. Renting from another
company adds to staff time for the drive down to Huntington Woods to pick up and return the bus. Also, each time we
rented with Huntington Woods bus it cost OCPR $75, which reduced our cost recovery.
Only Huntington Woods Parks and Recreation and a couple of other companies are able to fill in when a bus is out of
commission. If their buses are unavailable we would have to cancel a bus trip, damaging our reputation and customer
satisfaction.
A new 2014 bus was approved at the January 15, 2014, Commission Meeting. Staff is requesting authorization to keep
our older Bus (#910), which will bring our bus fleet from 4 to 5. Keeping Bus #910 will give us another back-up option
when one of the main buses is down for service; it will not be used as part of the rental fleet, only as an emergency
back-up. It will also assist with staffing and cost savings, while ensuring a high level of customer satisfaction. The current
Parks and Recreation vehicle fleet is 64, and this request would bring us to a new total of 65 vehicles.
STAFF RECOMMENDATION
Staff recommends adopting the attached resolution in support of the fleet expansion, which will be forwarded to the
Oakland County Board of Commissioners for final approval.
ATTACHMENTS
- Resolution for Parks and Recreation Vehicle Fleet Expansion
MOTION
Move to adopt the proposed resolution for Oakland County Parks and Recreation Vehicle Fleet Expansion and
forward it to the Oakland County Board of Commissioners for final approval.
83
MISCELLANEOUS RESOLUTION
IN RE: OAKLAND COUNTY PARKS AND RECREATION VEHICLE FLEET EXPANSION
To the Oakland County Parks and Recreation Commission
Chairperson and Commissioners:
WHEREAS, the Oakland County Board of Commissioners adopted a lease vehicle policy through
Miscellaneous Resolution #93239, which was amended by Miscellaneous Resolution #94357 and
requires additional vehicles to be approved by the Board of Commissioners; and
WHEREAS, the Oakland County Parks and Recreation Commission has approved the addition of a new
Parks and Recreation -owned vehicle, a 2014 passenger bus which will replace bus 98-910 in the regular
service rotation; and
WHEREAS, Parks and Recreation is requesting to keep bus 98-910 in the fleet for emergency backup,
which will assist with staffing and costing savings plus continuing a high level of customer satisfaction;
and
WHEREAS, the vehicle will be assigned to the Recreation Unit and will increase the overall Parks and
Recreation fleet size to 65; and
WHEREAS, as required by policy, the County Executive's Department of Central Services has reviewed
the request and determined it is justified within the policy.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission
hereby approves the non -retirement of bus 98-910 and recommends the Oakland County
Board of Commissioners approves and authorizes the Park and Recreation vehicle fleet expansion by
one to 65.
Moved by:
Supported by:
Date:
84
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 7, 2014
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Submitted: May 1, 2014
AGENDA ITEM NO. 9 H
ADMINISTRATION
Subject: Proposed Adventure Recreation Facility - INFORMATIONAL
INTRODUCTION AND HISTORY
Staff continues to work with the Michigan Department of Natural Resources and Groveland Township
on the proposed off -road vehicle park. Staff will develop a conceptual master plan with proposed
revenues and costs for operations and development, as well as a business plan for this proposed
facility. Staff will continue to make update reports to the OCPR Commission as the information
becomes available.
85
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 77 2014
To: Chairman Fisher and Commission Members
From: Phil Castonia, Business Development Rep -Internal Services
Submitted: April 30, 2014
Subject: Food & Beverage Committee Update
INTRODUCTION AND HISTORY
AGENDA ITEM No. 10 B
INTERNAL SERVICES
Staff will give an update on the Food and Beverage Consultant Request for Qualification proposal and
Springfield Oaks Golf Course Food and Beverage Request for Proposal.
In addition, per Commissioner Jamian's request at the April 2, 2014, OCPR Commission meeting attached
please find a chart which shows the status of the OCPRC Food and Beverage process.
- OCPR Food & Beverage Operations Summary Chart
86
0
Oakland County Parks and Recreation
Food
and Beverage Operations Summary
Chart
Park/Location/Operation
Current Vendor
Contract Expires
Notes
Addison Oaks - Conference Center
Oak Management
12/31/2025
Optional 5 year renewal available
Addison Oaks - Concessions
None
-
To be addressed by F&B Consultant
Working with Soccer Association to set up a basic
Catalpa Oaks -Concessions
None
-
contract for them to operate
Glen Oaks - Conference Center
Oak Management
12/31/2025
Optional 5 year renewal available
Glen Oaks - Grill Room/Bev. Cart
Oak Management
12/31/2025
Optional 5 year renewal available
Groveland Oaks - Concessions
Kosch Hospitality
10/2/2014
To be addressed by F&B Consultant
Lyon Oaks - Conference Center
Oak Management
12/31/2015
To be addressed by F&B Consultant
Lyon Oaks - Golf Course
Oak Management
12/31/2015
To be addressed by F&B Consultant
Red Oaks Waterpark - Concessions
Kosch Hospitality
10/2/2014
To be addressed by F&B Consultant
Springfield Oaks - Grill Room/Bev. Cart
Kosch Hospitality
10/2/2014
RFP out for bid right now for 2015 operator
Working with BMX Volunteer Association to set
Waterford Oaks BMX - Concessions
BMX Vol. Assoc.
-
up a basic contract for them to operate
Waterford Oaks Waterpark - Concessions
Kosch Hospitality
10/2/2014
To be addressed by F&B Consultant
White Lake Oaks - Conference Center
Oak Management
12/31/2015
To be addressed by F&B Consultant
White Lake Oaks - Grill Room/Bev. Cart
Oak Management
12/31/2015
To be addressed by F&B Consultant
Vending - All Locations
Variety Food Service
5/31/2014
Will be extended or re -bid
87
EXECUTIVE OFFICER'S REPORT
ITEM # 10 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. Springfield Oaks - Ellis Barn: We received notification from Michigan's Barrier Free Design Board that
they have granted our temporary exception for the lift at the Ellis Barn; we now have until
March 21, 2019 to comply. We submitted our application requesting final Site Plan approval at the Ellis
Barn from Springfield Township. Springfield Township's Board met on Thursday, April 10, 2014, to review
the final site plan submittal for the Ellis Barn. The Board decided the following:
The final site plan is approved; the building can be used as a special events facility pending the
successful completion of the following:
o Structural reinforcing
■ The board will allow us to seek a temporary certificate of occupancy as this will not be
completed prior to the antiques show in May
o Landscaping
■ Three trees are being added to screen the portable restroom location
o Lighting revisions
■ Existing lighting on the Ellis, Oaks and Miracle of Birth Barns facing Hall Road, as well
as two light poles in the area must be replaced, adjusted or screened to meet the
township's ordinances
o Paving
■ Pave the barrier free parking spaces, access and portable restroom pad
o Barrier free temporary exception
■ Provide proof of this exception to the board
All changes must be complete by June 30, 2014
At this moment we are on track to complete the items as required. Thank you to all for your efforts to get
this approved.
3. Service Portfolio Update: Chris Dropinski from GreenPlay, LLC is scheduled to attend the July 9, 2014,
OCPR Commission meeting to present a draft of the Service Portfolio Final Report. Staff plans to get the
draft report to the Commission 2 weeks prior to the meeting to allow time for review.
4. Oakland County Market Newsletter: Attached to this report is a copy of the current Oakland County
Market Newsletter.
5. Communications and Marketing -May 2014: Listed below is an update from Desiree Stanfield,
Supervisor— Communications and Marketing:
•Red Oaks Nature Center Cleanup Media Coverage included an article in the C & G Newspapers
April 23, 2014, and:
WJBK-DET (FOX) - Detroit, MI
Fox 2 News Morning: April 16, 2014; 6:48 a.m.
Local Market Viewership: 184,612
Local Publicity Value: $6,732.25 per 30 seconds
LINK: htto://mms.tveves.com/PlavbackPorta1.asox?SavedEditlD=ca6c431a-a2c9-44fb-802f-
75ebf4e42c9c
88
WJBK-DET (FOX) - Detroit, MI
Fox 2 News Morning: April 16, 2014; 7:48 a.m.
Local Market Viewership: 155,951
Local Publicity Value: $5,984.13 per 30 seconds
LINK: httr)://mms.tveves.com/PlavbackPortal.asr)x?SavedEditlD=7cbOd5O2-5678-4lf9-8dc1-
910988956575
-Submitted National Association of County Parks and Recreation Officials award nominations for: Friends
of Parks and Recreation — Outstanding Support Organization: CRAMBA; Parks and Recreation Program
Awards for counties with population more than 500,000: GetOutdoors! Units; Area and Facility Awards -
Historical/Cultural Facility Award the Ellis Barn's Historic Preservation Program; and Marketing: County
Market Collaborative with SMART.
-Created a full -page ad for the Clarkston SCAMP Home Tour book highlighting golf, waterparks and
campgrounds; tour is attended by 1,500
-Placed an ad promoting the Mobile Recreation Program rentals in the May issue and Waterparks in the
June issue of Metro Parent Magazine; the ad buys includes digital website ads.
•Placed an ad in Michigan Golf Links Magazine featuring an offer for Springfield Oaks Golf Course.
-Contacted 25 Oakland County Chambers of Commerce to offer brochures and informational cards for their
new homeowners and relocation packets — in response to suggestion by Commission at the
Communications and Marketing Work Session in March. Note: Already have an established arrangement
with the Orion and Waterford chambers to supply brochures. New "takers" include the Clawson, Rochester
and Royal Oak chambers.
-Promoted the Marshmallow Drop via social media, DestinationOakland.com, media contacts, posters, and
more. Media coverage at the event included The Oakland Press, Fox 2 News and Southfield City Cable 15
-Placed ad in Michigan Fun Pass Metro Detroit edition. Piece goes to 200,000 students in K-6 in Oakland,
Macomb, Monroe and Wayne counties. Ad featured a $2 off general admission coupon valid Monday -
Friday in June. Distributed to schools May 15-17.
-Provided a display and marketing materials to promote the 40th Anniversary of Waterford Oaks BMX at
the Detroit Bike City Expo at Cobo Hall; attendance was 3,000+
-Produced the spring County Market Vendor Newsletter and highlighted the new Facebook page currently
being developed for the market
-Developed signage for lifeguard applications for Red Oaks Waterpark, Waterford Oaks Waterpark, Red
Oaks Golf Course and Catalpa Oaks.
-Placed ads for lifeguard applications in The Oakland Press, The Daily Tribune, The Macomb Daily, Royal
Oak Review, Woodward Talk, Madison -Park News, Warren Weekly, Troy Times and the Sterling Heights
Sentry.
-Placed a general parks ad in the Huron Valley Chamber of Commerce Directory and Buyers Guide.
-Photographed the Great Marshmallow Drop at Catalpa, Egg -Venture and Boy Scout Fishing Badge Day at
Independence Oaks, Paralympics training in Troy, 4-H Discovery Day at Springfield Oaks, new shelters at
Red Oaks dog park and staff electrical training. Provided images for billboards, the Michigan Fun
Passbook, and magazine promotions.
89
•Developed new park signage for Catalpa Oaks County Park and coordinated construction of panels to
cover the flea market information on the County Market awning. In the process of updating the monument
entrance signs at Waterford Oaks (Administrative complex and waterpark entrance) and Red Oaks
Waterpark.
•Designed an e-vite to the June dedication at Highland Oaks. Developed program, talking points,
photography plan, media packets and nature interpretive signage.
•Placed an ad for the April website of Oakland County Moms to promote the family flower days at the
Oakland County Market.
•Pitched to South Oakland media about the "Go Native" program in conjunction with the Wild Ones of SE
Michigan's annual Spring Native Perennial Plant Sale.
90
UtwominLy Events — May, 2014
Adaptive Recreation
May 8, 15, 22, 29 Get Golf Ready — Adaptive — Lyon Oaks Golf Course
May 12, 19 Adaptive Golf Lessons — Beech Woods Golf Course
Campground Recreation
May 2-4 Welcome Weekend — Addison Oaks & Groveland Oaks
May 23-25 Memorial Day Weekend — Addison Oaks & Groveland Oaks
Golf
May 3
Chipping Clinic — Lyon Oaks Golf Course
May 3
Chipping Clinic — Glen Oaks Golf Course
May 4
Chipping Clinic — White Lake Oaks Golf Course
May 4
Chipping Clinic — Springfield Oaks Golf Course
May 5, 19, 26
Get Golf Ready Level 1 — Lyon Oaks Golf Course
May 8, 22, 29
Get Golf Ready Level 2 — Lyon Oaks Golf Course
May 10
Chipping Clinic — Red Oaks Golf Course
May 13 - July 29
Women's Instructional League — Red Oaks Golf Course
Market Programs
May 1
Know Your Numbers —County Market
May 3
Seed Tapes —County Market
May 3
Tree Seedling Sale — County Market
May 10
Reptiles, Amphibians & Salamanders — County Market
May 15
Stress Management — County Market
May 17
Using Honey — County Market
May 17
Seed Bombs — County Market
May 18
Flower Day at the Market — County Market
May 31
Freezer Jam — County Market
Natural Resource Education Programs
May 10 Go Native! — Red Oaks Nature Center
May 28 Make Way for Monarch Butterflies — Wint Nature Center
May 30 Nature at Night — Lookout Lodge Waterford Oaks
Special Events, Doas, and Health & Wellness
May 3 46`" Michigan Antique & Collectible Festival 2014 — Springfield Oaks
May 10 Vaccination Clinic - Red Oaks
May 17 Vaccination Clinic - Independence Oaks
May 31 Vaccination Clinic - Waterford Oaks
Volunteer Opportunities
May 3 Leadership Oakland Clean-up Day— Waterford Oaks
May 15 Sensory Garden Initial Meeting— Wint Nature Center
May 29 Sensory Garden Clean-up — Wint Nature Center
91
Upcoming Events — May, 2014
Nature/Interpretive Programs
May 1
Trinity Pre-school — Wint Nature Center
May 2
Waterpark Paperwork — Red Oaks Nature Center
May 3
Reptile Review Birthday Party — Wint Nature Center
May 3
Tuning Your Tot into Spring — Wint Nature
May 3
Madison Heights Parks &Recreation 5K Run — Red Oaks Nature Center
May 4
Seth/Forest Friends Birthday Party — Wint Nature Center
May 4
Jack & Jill of America — Wint Nature Center
May 5
Waterpark Staff Meeting — Red Oaks Nature Center
May 7
Holy Cross Pre-school — Wint Nature Center
May 7
Mother's Group — Red Oaks Nature Center
May 8
Nature Sprouts: Nature Noise What Do You Hear? — Red Oaks Nature Center
May 8
Holy Cross Pre-school — Wint Nature Center
May 9
Davisburg Elementary— Wint Nature Center
May 10
"Mother" Nature Center — Red Oaks Nature Center
May 10
Webelos/Naturalist Badge — Wint Nature Center
May 10
Go Native! Program — Red Oaks Nature Center
May 13
Herrington Elementary — Wint Nature Center
May 14
Andersonville Elementary— Wint Nature Center
May 14
Mother's Group — Red Oaks Nature Center
May 15
Garden Work Bee — Wint Nature Center
May 15
Commerce Elementary — Wint Nature Center
May 16
Springfield Plains — Wint Nature Center
May 17
Junior Girl Scouts/Habitat Badge - Red Oaks Nature Center
May 20
Good Shepard Lutheran — Wint Nature Center
May 21
Wild Wednesdays — Animal Babies — Red Oaks Nature Center
May 21
Mother's Group — Red Oaks Nature Center
May 22
Detroit Country Day/Starlab — Wint Nature Center
May 24
Junior Girl Scouts/Flower Badge — Wint Nature Center
May 28
Make Way for Monarchs — Wint Nature Center
May 28
Mother's Group — Red Oaks Nature Center
May 29
Garden Work Bee — Wint Nature Center
May 30
Riverside Elementary — Wint Nature Center
May 31
Leadership Oakland — Wint Nature Center
May 31
"Nature -Fit" Healthy Hiking - Red Oaks Nature Center
Mobile Recreation
May 1
Bus: Doherty Elementary to Oakland Gymnastics
May 2
Bus (2): Springfield Plains to Greenfield Village
May 3
Festival 1, Climbing Tower, and Tent: OC Economic Development Oak Street Fair
May 3
Go! Cache: Girl Scout Troop at Independence Oaks
May 3
Bus: Haligowski trip to Hazel Park race track
May 4-5
Stage: American Cancer Society Relay for Life Milford
May 5
Bus: Beaumont Elementary to Henry Ford Hospital
May 7
Climbing Tower: United Oaks Elementary Camp
May 7
Bus: OC Economic Development Tour of Microsoft
May 7
Bus: Waterford Twp. Parks & Recreation to Meadowbrook
May 8
Bus(2): Heritage Elementary to Comerica Park
May 8
Bus: Bloomfield Hills Senior Center to Junior League Designer Showcase
May 8
Bus: Burt Elementary to Henry Ford Hospital
92
Upcoming Events — Mav, 2014
May 9
Bus: Waterford 50 + Chub to Detroit Symphony Orchestra
May 9-10
Stage: American Cancer Society Relay for Life Brighton
May 10
Bus: OCPRC Waterpark Orientation at the Activity Center
May 10
Bus (2): OCPRC Adaptive Recreation to Paralympic Experience
May 10
Stage: Leukemia Lymphoma Walk in Madison Heights
May 10-11
Stage: American Cancer Society Relay for Life Lincoln Park
May 10
Bus: Ultimate Soccer Shuttle to Pontiac Arena
May 11
Bus: OCPRC Mobile Recreation Training
May 12
Bus: Our Lady of the Lakes to Macomb Center for the Performing Arts
May 13
Bus: OC Children's Village to Michigan State
May 13
Bus: Andersonville Elementary to Greenfield Village
May 14-15
Bleachers: Southfield Fire Department Drunk Driving Awareness Event
May 15
Bus: Mighty Oaks Disabled Sports Team to Michigan State
May 16
Climbing Tower: Oxford Early Learning Center End of the Year Event
May 16
Bus (2): Bailey Lake Elementary to Oakland University
May 17
Mini -felt: OCPRC Market Flower Day
May 17
Climbing Tower, Stage, Obstacle Course: Scotch Elementary 25th Anniversary Party
May 17
Bus (2): OC Economic Development to the Renaissance Center
May 17-18
Stage: American Cancer Society Relay for Life Shelby Township
May 17
Stage: American Cancer Society Relay for Life Walled Lake
May 18
Climbing Tower: Christ Church Cranbrook Ice Cream Social
May 18
Bus: OCPRC Waterpark Orientation at the Activity Center
May 18
Stage: City of Wixom Founders Day Festival
May 18
Stage: YMCA North Oakland Grove on the Run 5K
May 19
Bus: Waterford Senior Center to Greektown
May 19
Bus: Mighty Oaks to Michigan State
May 21
Bus: Oakland Credit Union to Detroit Airport
May 22
Bus (2): Clarkston Elementary to Greenfield Village
May 22
Bus: Ultimate Soccer Shuttle to Pontiac Arena
May 22
Bus: Oxford Township Parks & Recreation to Comerica Park
May 23
Bus (2): Four Corners Montessori to the Detroit Zoo
May 24
Festival 1 & Climbing Tower to Addison Oaks Memorial Day Event
May 24
Festival 1 & Climbing Tower to Groveland Oaks Memorial Day Event
May 24
Bus: Oak Park Parks & Recreation to Comerica Park
May 25
Bus (2): Great Lakes National Cemetery Shuttle from Parking Area
May 25
Stage: White Chapel Memorial Day Concert
May 26
Mini -Festival: Novi Parks & Recreation Memorial Day Run
May 26
Mini -Festival: Village of Beverly Hills Memorial Day Carnival
May 26
Stage: Keego Harbor Memorial Day Event
May 28
Bus (3): Four Corners Montessori to Greenfield Village
May 28-29
Bus: Ultimate Soccer Shuttle to Pontiac Arena
May 29
Bus (2): St. Patrick School Trip to CJ Barrymore's
May 30
Festival 1, Obstacle, Climbing Tower, & Retro Games: Webber Elem. End of Year Party
May 30
Festival 2: Lessenger Elementary End of the Year Picnic
May 31
Bleachers and Stage: Ferndale DDA Ferndale Pride
May 31
Stage: American Cancer Society Relay for Life Lake Orion
May 31
Stage: American Cancer Society Relay for Life Clawson
93
ft4-:
From the Market Manager
The Oakland County Market staff
and I would like to welcome you!
The market has provided the best
produce, plants and crafts available
since 1953, produced right here in
Michigan by more than 140 small-
business owners, representing
17 Michigan counties.
Food assistance program sales
%will continue to grow with the
introduction of the Double Up Food
Bucks senior program. WIC Project
Fresh and Market Fresh coupons
distributed this year will increase
sales of fresh fruits and vegetables.
We look forward to working
with you during the 2014 season,
providing a clean and inviting
environment, as well as healthy
choices and opportunities to the
community while creating economic
prosperity for all of our vendors!
(1.4tI &t-
2350 Pontiac Lake Road, Waterford, M. 48328 • 248.858.5495 • ocmarket@oakgov.com XA
PURE -- ICIIIGAN
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Market Promotions
Oakland County Parks and Recreation's Communications and Marketing department is hard at work
designing and distributing great promotional material. A combination of newspaper ads, press releases,
flyers, posters, monthly e-blasts and social media marketing will keep the community informed about
the great produce, plants, artisan crafts and events that are at the market.
The following is a sample of 2013 promotional efforts.
94
Bus Route #752
A Michigan State University study conducted in 2010 uncovered that
very few market patrons surveyed were Pontiac residents despite the
close proximity of the market to city limits and its location as a stop
on a S1\/1ART transit route. MSU made some recommendations to
increase access to local lower -income residents:
o provide convenient access to EBT/SNAP benefits
o promote public transit options to increase market attendance
and enhance the overall benefit that the market can offer to
community health
In 2013 the literal 'vehicle' to accomplish this goal was branding an
entire bus route as a pathway to the Oakland County Market. OCP
staff developed a sunflower icon easily recognizable from a distance,
representing the image of public markets. Signs emblazoned with
the sunflower were installed at all 73 stops along bus route 752
originating in Pontiac and colorful ads placed in all 85 Oakland
County SMART buses, calling attention to the market and its
acceptance of the SNAP program.
SMART will evaluate the branding of the route as a test run of the
sunflower signs. Talks are undenvay to consider the use of the icon
to identify not only the location of the county market on SMART
bus maps, but all public markets across the SMART coverage area.
Oahland County Marbet now on Social Media
For the first time, the Oakland County Market will be on Facebook!
The sites will be used as information sources for market patrons.
Posts «will showcase vendors, announce special events, provide
useful tips (how to wash produce, care for plants and recipes made
with ingredients purchased at the market). The new Facebook
account will be cross -promoted with the Oakland County Parks and
Recreation Facebook.
Meagan Shafto, Communications and Marketing Assistant, will
be meeting with each vendor May June to discuss social media
initiatives and offer social media help. A Social Media 101 session on
Thursday, May 22 at 3 p.m. will provide tips and tricks for vendors
to market and cross -promote through social media. Discover how to
`like' and `share' information to increase vendor market exposure.
Brochure
A new 2014 market brochure Nvill contain important information
about the market including location, hours, programming and special
events. More than 8000 copies will be provided to vendors and
distributed throughout Oakland County to promote market vendors
and increase guest visits.
Vendors have the opportunity to purchase an ad hi the brochure
the size of a business card at a cost of $150 for print -ready copy. If
you are in need of design help OCPR can provide a basic design that
would include your business name, address and contact information
for a small fee of $50. More positive responses may lead toward a
vendor brochure for next season. Please contact market staff by April
30 to be included in this opportunity.
`Friend of the Marl2et' Tote Bags
New in 2014, the market -rill make available for purchase a tote bag
that is a great way for our regular patrons to show their support for
the market and an opportunity for you to promote your business on
the tote bag through an advertisement. Please contact market staff
for application and rates. Proceeds from the sales of the tote bags
will help support market improvements.
Vendor Advertising
While OCPR will be lvorking hard to promote the market it is also
up to you, the vendors, to let customers know that you will be here.
Last year the market had over 140 vendors attend the market. If each
vendor created a Facebook page or purchased an advertisement
promoting their attendance at the market, it could have a huge
impact on the attendance. More customers at the market lead to
more profit for everybody!
Reminder: While vendors may not use the Oakland County Market
address as a business address they are always welcome to use the
market address to inform customers of their availability!
Marbet Special Events and Programming
Market programming for 2014 will consist of a mix of special events,
educational programs, health &t nutrition programs and Sunday
programming. Working together with several organizations we
will hold recurring and onetime events that will provide a variety of
family friendly activities throughout the market season for patrons.
We would also like to extend an invitation to all of the market
vendors to perform a demonstration of your craft to our patrons.
This is a great way to promote your business and show the public
the skills that go into your product. Please see the market manager
to discuss bringing your program idea to the market.
Following is a list of programs scheduled for the 2014 season:
Weekly Market Programs May —October
0 Michigan State University Extension — Master Gardeners
1st and 3rd Saturday of each month
o Michigan State University Extension — Health &2 Nutrition
1st and 3rd Saturday of each month
o Oakland Conservation District
2nd Saturday of each month
o Oakland County Health Division
1st and 3rd Thursday of each month
Special Events in 2014
o Family Day August 9
o Oakland Uncorked August 22
o Family Fall Festival October 18
o Holiday Shopping Night November 25 & December 4
Sunday Programming
o Community Garage Sale June 22 &z October 19
o Mom to Mom Sale August 3 & September 7
o Flower Day May 18 &z June 1
o Car Show/Food Truck Rally July 20 & August 25
o Arts and Craft Show October 5
*Schedule is subject to change. Please go to DestinationOakland.com
or call the market at 248.858.5495 for program information.
Food Assistance Benefits
The market accepted SNAP benefits in 2013 and also brought back
Project Fresh and Market Fresh coupons. These programs allow over
1.9 million people on food assistance benefits in Michigan access to
healthy, locally grown produce. These important programs brought
in over $6,000 in food sales at the market.
In 2014 the market will offer the Double Up Food Bucks program.
Double Up Food Bucks draws on a pool of funds raised from
foundations to "match" purchases at participating locations.
95
When recipients use their SNAP EBT card to shop, they will receive
Double Up Food Bucks to match the amount they spend —only
on Michigan -grown fruits and vegetables. Families have more
purchasing power to buy fresh fruits and vegetables and Michigan
growers have more sales opportunities for their produce.
The `Double Up Food Bucks' program is the last crucial step to food
assistance benefits accepted at the market. Thank you to all of the
vendors that participated last year! We will see steady growth in
these programs which means more revenue for all of our vendors!
Please be sure to update your Food Assistance Benefits vendor forms
at stall #15 to assure timely processing and payments of tokens and
coupons!
Farm Visits
Since OCPR assumed management of the market, staff has visited
many farms and looks forward to many more. We enjoy seeing your
farms and everything that goes into your business. It has also been
educational and beneficial to learn what it takes to have a successful
farm. Our goal is to visit all new farmers/growers within 30 days
of starting at the market. We will visit all of our existing farmers/
growers as soon as our schedule permits.
We will also be visiting produce auctions throughout the season. If a
vendor is found at a produce auction it will immediately be followed
by a farm inspection. Please do not put yourself in a situation that
would cause your selling privileges to be revolted at the market!
Application, License Agreements & Regulations
2014 Applications and License Agreements are available at the
market office or at DestinationOakland.com/market and must be
submitted prior to your attendance at the market. Please review the
regulations so that you may become familiar with them.
2014 Rates
No rate increase from 2013. Annual and daily license fees are:
o Tuesday $15
o Thursday $20
o Saturday $45
o Saturday, January -April $18
Annual Rental
o Tuesday, Thursday, Saturday Inside $1650
o Tuesday, Thursday, Saturday Canopy West $1600
o Tuesday, Thursday, Saturday Canopy East $1500
Stall Share
o Tuesday $10 each
o Thursday $15 each
o Saturday $30 each
Vendor RSVP
Last year's schedule provides a general idea when vendors return
but it is important to clearly communicate your stall requirements
before the season begins! A minimum two -week notification of your
anticipated return date is important --we cannot guarantee that a
spot v-rill be available for you.
Be advised that farmers and growers will be given placement
priority. Handcrafters are not guaranteed a space even if they have
contacted the market with preferred return dates. Please check with
market staff one week prior for availability. We will do our best to
accommodate your needs.
Insurance
To better protect each vendor, all vendors Nvill be required to
maintain general liability insurance in the amount of $1,000,000 as
of May 1. The County of Oakland and the Oakland County Parks
and Recreation Commission must be added as additionally insured.
Please submit proof of insurance with your 2014 Application and
License Agreement.
You may use your oven insurance carrier or you may want to take
advantage of the Michigan Farmers Market Associations (MIFMA)
group rate through Advanced Insurance Markets, LTD.
The MIFMA special group rate liability insurance is available to
farmer/vendors as a member benefit. To be eligible, you must be a
MIFMA member ($30). Join online at www.miftna.org/join.
Once a member of MIFMA, you are eligible for the special group rate
insurance program. With your membership package you will receive
an enrollment form. The standard general liability policy has a cost
of $300. The program is set up for $1 million per occurrence with a $1
million annual aggregate. The policy includes $1 million in product
coverage; $1 million in personal injury; $1 million in advertising
injury; $100,000 in damage to premises rented to you; and $5,000
medical payments to others.
Anonymous Monthly Sales Reporting
Beginning in May, the Oakland County Market will begin the
anonymous monthly sales reporting. This initiative provides metrics
to guide continued investment in and promotion of the market. To
invest in targeted advertisements for the market, it is essential that
Oakland County Parks has monthly data on total sales with specific
numbers for produce, plants, flowers, prepared foods and arts/crafts.
By tracking this information OCP can determine the net effect of ad
buys, social/electronic media, special events, and our participation
in regional promotions. Estimated foot traffic has been collected,
but as every vendor can tell you: `It is sales that really determine
success!" This information will help staff to better identify where to
invest and will help justify that expenditure to its elected officials.
This information may also be beneficial for individual vendors,
particularly when monthly sales are broken down by product
category. By knowing the activity of the market as a whole, vendors
can better put their oven success or failure in perspective. A
vendor may choose to change product selection, price, or personal
promotion if they see that their sales are flat or down when the
market, as a whole, is up. Similarly, OCPR staff may choose to
focus promotions on those categories where there is a lot of vendor
investment in new products but sales have yet to take off.
Monthly sales report sheets will be collected on the your first market
day of the month for the previous month sale figures.
This cart courtesy of
The Oakland
- %,aunty Market - b 1
Stall Assignments
We -svill make every effort to provide, but cannot guarantee, the same
selling location from one sales day to the next. Vendors must have
their stalls completely set-up and ready for sale at the opening hour
of the Oakland County Market.
Please note, once farmers and plant growers have been assigned a
space then subsequent assignment to handcrafters will take place.
One of the most difficult responsibilities for the market staff is
stall assignments. We thank you in advance for your complete
cooperation regarding stall assignments.
Stall Tables and Sawhorses
This past winter OCP has been hard at work constructing more than
60 tables and 120 sawhorses in addition to repairing and painting
many more. This change was made to better accommodate the
different vendors that use each stall as well as for special events.
All stalls have four large tables and one small table. The tables and
sawhorses must be kept in their current stalls. They may be used in
the parking spot directly outside of your stall. If you do not need to
use all of the tables provided please double -up the tables and keep
the extra sawhorses underneath the table.
Parking
On Saturdays May -October please leave the main parking lot spaces
for customers! We have received many complaints from vendors that
other vendors and their employees are not following this rule.
Overflow and employee parking is located in the Road Commission
and Information Technologies parking lots. Please see market staff if
you need help in locating them.
Vendor Trainings
The Oaldand County Market will offer Food Safety and Food
Licensing training. Topics include safe sampling, cottage -industry
food laws, labeling requirements and licensing requirements. You
will be informed of dates and times as soon as they become available.
It is strongly encouraged all vendors that -,vill be sampling food at
the market to participate.
Storage
No annual or daily stalls or other areas in or around the Oakland
County Market are to be used for storage purposes. Only with
the express permission of the Market Manager may produce,
handicrafts, merchandise, shelves, or cabinets be left or stored in or
around the Oakland Market during non -market hours and days. If
a vendor's property is permitted to be stored at the Oakland County
Market during non -market hours and days, then it is done so at the
sole risk of the vendor.
Signs
Customers like to know the origin of the fruits, vegetable and
handcrafts they buy so please make sure that you have your signs out
for display. Your sign must be a minimum of 8.5" x 11" and visible to
market patrons. If you are in more than one location at the market
Please have a sign at each location.
Cancellation/No Show Policy
To cancel stall space reserved by agreement with OCPR, a Producer/
HandicrafterNendor must call the Market Manager by 12 p.m.
one day prior to the Oakland County Market day that they are
scheduled to sell Produce/Handicrafts/Merchandise. If a Producer/
HandicrafterNendor calls after 12 p.m. or does not show on the
Oakland County Market day, untimely notice to the Market
Manager and failure to show will be considered a "no show":
Ist No Show: Courtesy Reminder; the Producer/Handicrafter/
Vendor will be given an additional copy of the No Show Policy and it
,vill be noted in their file.
2nd-4th No Show: The Producer/Handicrafter/Vendor must pay
the daily license fee for the day missed before being allowed to return
to the Oakland County Market.
5th No Show: The Producer/HandicrafterNendor will be charged
$100 before being able to return to the Oakland County Market.
`Producer Only' Grievances
In order to preserve the integrity of the market, the market has
available'producer only' grievance forms.
If you believe that a vendor is not producing what they are selling
you can confidentially submit the grievance form stating why you
believe there is violation of the rule. A check for $100 must also be
submitted. The market will hold your check until the grievance can
be investigated. If the grievance has merit, the check will be returned
and appropriate enforcement will be decided against the violating
vendor. At the Market Manager's discretion, enforcement can range
from requiring rule compliance to dismissal from the market.
Winter Farm Marhet 2015
In April of 2014 the Sunday flea market will be discontinued due
to declaring patron and vendor participation. Historically, the flea
marketers participated on Saturdays throughout the winter months and
made up the majority of vendors at the market. At the year-end vendor
meeting there was concern that closing the market on Saturdays during
the winter would adversely affect the summer market.
During winter 2015, the market will remain open on Saturdays from
7 a.m.-1:30 p.m. for farmer's market vendors. We will work hard to
create a viable winter market with the understanding that vendor
participation will be needed to continue a winter market in 2016 and
beyond. All vendors are encouraged to create a place that people look
forward to coming to in winter as much as they do in the summer!
Rent the market for
special events
If you or someone you know
is looking for a unique place
to hold a party, wedding,
shower, meeting etc. please
see market staff or go to
DestinationOakland.com/
market for details.
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
MAY 7, 2014 AGENDA ITEM NO. 11 A
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
Jennifer Myers, Architect/Project Manager
Submitted: April 15, 2014
Subject: CONSTRUCTION — Springfield Oaks —
(1) Ellis Barn — Phase III: Structural Restoration (Amended Motion)
PLANNING OVERVIEW
1. Refer to previous memo dated January 15, 2014
PROJECT OVERVIEW
1. Refer to previous memo dated January 15, 2014
PROCUREMENT INFORMATION
1. Refer to previous memo dated January 15, 2014
ATTACHMENTS
- Temporary Michigan Department of Licensing and Regulatory Affairs Barrier Free Exception Notice
- Springfield Township — Conditional Final Site Plan Approval
- Excerpt from OCPRC meeting minutes February 5, 2014
- January 15, 2014 Memo
STAFF RECOMMENDATION
Staff recommends amending the previous February 5, 2014, Commission approval motion by awarding FRS a
construction contract for base bid 2, only, for the Springfield Oaks Ellis Barn Phase III to construct the structural
reinforcing, reducing the approved total project amount to $426,828.00 as follows:
Item Cost Notes
Construction
$315,161.00 Base bid 2
Design
$32,880.00 Annual contracts
Structural testing
$16,480.00 Annual contracts
Site plan review costs
$8,295.00
Township final site plan approval
$33,686.00 Annual contracts
condition costs
Sub -total
$406,502.00
5% Contingency
$20,326.00
Total
$426,828.00
98
Page 2
MOTION
Move to amend the previous February 5, 2014, Commission approval motion by awarding FRS a construction
contract for base bid 2, only, for the Springfield Oaks Ellis Barn Phase III to construct the structural reinforcing,
reducing the approved total project amount to $426,828.00 as follows:
Item
Cost
Construction
$315,161.00
Design
$32,880.00
Structural testing
$16,480.00
Site plan review costs
$8,295.00
Township final site plan approval
$33,686.00
condition costs
Sub -total
$406,502.00
5% Contingency
$20,326.00
Total
$426,828.00
99
MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS
BUREAU OF CONSTRUCTION CODES
BARRIER FREE DESIGN BOARD
2501 Woodlake Circle
Okemos, MI 48864
Project No. 106316
Exception No. 13-014992-BCC
Use Group: A3
12451 Andersonville Road
Springfield, Michigan 48306
Oakland County
ORDER OF THE MICHIGAN BARRIER FREE DESIGN BOARD
On March 21, 2014 the Barrier Free Design Board reviewed the Report of the Administrative
Law Judge dated January 31, 2014. All supplemental materials received before the Board
meeting were reviewed. Copies were sent to all parties. This order is issued pursuant to Section
5(6)(a) of 1966 P.A. 1, as amended; 1972 P.A. 230, as amended; and Section 81 of 1969 of P.A.
306, as amended, and Rule R 125.1016.
FINDINGS AND CONCLUSIONS: The Board adopted the report of the Administrative Law
Judge. The Board concurs with the Conclusions of Law and Recommendation.
THEREFORE, it is the order of the Board to grant an exception from the requirements of the
2009 MBC, Section 1104.4 for interior vertical barrier free access between first floor and second
floor for a period of five years. The exception granted by this order will expire on March 21,
2019. The building must be in full compliance no later than the expiration date of this order
relief.
The Board can only grant or deny exceptions to Michigan's barrier free design requirements.
The Board has no authority over the federal standards contained in the Americans with
Disabilities Act of 1990, 42 U.S.C. 12204.
!A April 3, 2014
Todd Y. Cordill, NCARB
Chief, Plan Review Division for the
Barrier Free Design Board
THE ORDER SHALL BE DISPLAYED IN A CONSPICUOUS LOCATION FOR
PUBLIC EXAMINATION AS A CONDITION OF THE EXCEPTION.
100
Motion to approve Final Site Plan —Ellis Barn Special Events Facility
April 10, 2014 Springfield Township Board Meeting
Move to APPROVE Final Site Plan to Oakland County Parks and Recreation for the Ellis Barn which would
allow its use as a Special Events Facility. The Ellis Barn is located at Springfield Oaks County Park, Parcel
ID 07-20-201-016.
This final approval is based on the Site Plan and letter dated April 2, 2014 and is subject to the following
conditions:
1. Fire suppression code compliance and structural reinforcing to meet A-2 Assembly use must be
completed prior to use as a Special Events Facility. If the Springfield Township Building Official
verifies that temporary shoring or limited use on the second floor will satisfy Building Code
requirements, a Temporary Certificate of Occupancy may be granted at the discretion of the
Building Official but shall expire on June 30.
2. Hard surface requirements are waived per Code of Ordinances Section 40-681(1)(h)(1) except
that a minimum of seven (7) paved handicapped parking spaces and a paved surface at the
portable restroom location as outlined on the final site plan is required.
3. Proof of an exemption from the Michigan Barrier Free Design Board must be provided to the
Township prior to issuance of a Certificate of Occupancy —permanent or temporary.
4. Due to the historical significance of the Ellis Barn, the rural character of the site which blends
with the neighboring land uses, the existing vegetation along Hall Road and the satisfactory
review of the Landscaping requirement by the Township Planner dated December 7, 2012, the
landscaping requirement will be satisfied with the planting of three (3) White Spruce to screen
the portable restroom facilities as detailed in the final site plan submittal.
5. Any new or future lights must meet requirements of the Code of Ordinances. Further, existing
lights on and surrounding the Ellis Barn must be replaced or modified to meet requirements of
the Township Code of Ordinances as directed by Supervisor Walls at the April 10, 2014 Board
meeting and noted on sheet SL-1 of the site plan.
101
Oakland County Parks and Recreation Commission Meeting
February 5, 2014
(Excerpt)
Construction Approval:
Sprinqfield Oaks Ellis Barn Improvements Phase II and Phase III
Moved by Mr. Scott, supported by Mr. Baumhart, to award a construction contract for the
Springfield Oaks Ellis Barn Phases II and III improvements to include Base Bids 1 and 2 to
Frank Rewold and Sons, with a total project cost of $549,847.50, subject to the total being reduced
due to the potential of receiving a temporary barrier -free exception for 60 months from the State of
Michigan, with the amount of money being confirmed at the next OCPR Commission meeting.
AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
5-402
l'. I 4JR_INI0Jk0J$J►1\1 �_1 �i ►�
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JANUARY 15, 2014 AGENDA ITEM NO. 10 F
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;
Jennifer Myers, Architect/Project Manager
Submitted: January 15, 2014
Subject: Construction Approval — Springfield Oaks
(1) Ellis Barn — Phase II: Vertical Platform Lift (VPL)
(2) Ellis Barn — Phase III: Structural Restoration
PLANNING OVERVIEW
1. Strategic Plan (2008) (Refer to attached relevant pages)
a) 1.2.2 Recreation Facilities Vision
1. Develop and maintain year round recreation facilities that support passive and active recreation pursuits
for people of all ages. (Strategic Plan 2008 Summary Report, Page 3)
b) 1.2.2.1 Recreation Facilities Goal
1. Upgrade existing recreation facilities and add additional recreation facilities and amenities that energize
the community to want to live, work, and play in Oakland County. (Strategic Plan 2008 Summary
Report, Page 4)
2. Five -Year Recreational Master Plan 2013-2017 (Refer to attached relevant pages)
a) Objective 2.2: Planned Capital Improvement and Major Maintenance Projects
1. Implement capital improvement and major maintenance projects that have been identified in the park
master planning process or in capital project/major maintenance forecasts and pursuant to the results of
the facility planning process. (Recreation Plan 2013-2017, Chapter 9: Page 13)
b) Action 2.2.VVV: Ellis Barn fire suppression (Chapter 9; Page 16).
3. Park vision and facility concepts
a) Scheduled for completion in FY2014
1. Refer to Master Planning schedule from Oakland County Parks & Recreation — Planning
4. Capital/Maintenance Management Plan (FY2013 & 2014)
a) Initial Budget History:
Fiscal Structural Fire Ellis Barn Improvements Notes
Year Repairs Suppression
Phase I Phase II Phase III
Code VPL Structural
Requirements Restoration
Original code analysis
identified this preliminary
$200,000 $300,000 scope. Structural repairs and
2006 Budgeted Budgeted for improvements were forecasted
for FY2016 FY2016 as a maintenance project.
Fire suppression was
forecasted as a capital project.
$200,000 $300,000 Actual expenditure in FY2013
2013 Budgeted Budgeted for $211,861.85 including design and
for FY2016 FY2016 construction fees.
$150,000 $245,000
2014 Complete Budgeted Budgeted
for FY2019 for FY2014
103
Page 3
1. Capital budget increase FY2014 explanation:
a. Ellis Barn improvements have been identified but not budgeted over the past four fiscal years
• Improvements had been postponed for the short-term until late 2012 when the local authority
having jurisdiction (AHJ) indicated that non-compliance was no longer acceptable
• Up until that point, the specific scope of necessary changes had been initially identified, however
not fully confirmed.
b) FY2014 Budget
1. The Ellis Barn improvements are currently being considered in three phases:
a. Phase 1: Code Requirements
• Scope: fire separation and stair enclosure
• Completed: June, 2013
• Total expenditures: $211,861.85
• Total FY2013 budget: $0
• Commission approved Phase I budget; $251,599.00
• Variance: $39,737.15 savings
b. Phase II: VPL
• Scope: meet accessibility code requirements with a VPL
• Proposed completion: April, 2014
• Conceptual budget: $120,000
C. Phase III: Structural Restoration
• Scope: meet structural code requirements via reinforcing
• Proposed completion: April, 2014
• Conceptual budget: $170,000
5. 2006 ADA Assessment Report
a) This project was not assessed in 2006 because it was under construction
PROJECT OVERVIEW
Ellis Barn — Phases I, II and III:
a) Design & Construction Purpose:
1. Phase I: Code requirements dictate a need for fire detection and separation
a. This phase has been completed and approved by the AHJ as of June 2013
2. Upon completion of Phase I, the AHJ granted a temporary certificate of occupancy, which has expired.
In order to be granted a permanent certificate of occupancy, the Ellis Barn must meet accessibility and
structural code requirements, as outlined below.
3. Phase ll: Accessibility requirements dictate a need for barrier -free travel between the two floors of the
Ellis Barn. Potential solutions include:
a. Postpone and apply to receive a 60 month temporary exception from the state of Michigan. The
application for the temporary exception has been submitted.
• A hearing was held January 28, 2014 on the matter. The judge will forward his recommendation to
the OCPR approximately two week from that date. The Michigan Barrier Free Design Board will
consider the recommendation at their next meeting in March.
b. Provide accessibility with a ramp; this option is not feasible as over 120 linear feet of ramp runs, plus
landings, would be required
C. Provide accessibility with an elevator or lift system. This options was thoroughly investigated and a
VPL system has been designed, as it is the least costly and most sensitive to the existing structure
(refer to attachment)
4. Phase III: Structural code requirements dictate extensive reinforcement throughout the building
a. Reinforce all 320 joists
b. Shim walls to create bearing conditions
C. Add 4 columns
d. Repair existing structural members
b) Design & Construction Considerations:
1. Maintain the historic aesthetics of the barn
2. Compliance with the existing grant requirements
104
Page 4
c) Design Program Elements:
1. Phase I: approved and completed
2. Phase II:
a. A 60 month accessibility exception is being processed by the state of Michigan
b. A VPL has been designed:
• Location: in existing first -floor stall and second -floor granary
• Size: approximately 6' x 6' shaft, 3' x 5' platform
• 2-hour fire rate enclsoure
3. Phase III:
a. Reinforce each joist
b. Shim walls to create bearing conditions
C. Add columns
d. Repair existing structural members
2. Design/Engineering Consultants & Construction Managers
a) Prime design consultants — JFR Architects, Berbiglia Associates
b) Construction manager — Frank Rewold and Sons (FRS)
3. Previous discussions/agenda dates
a) Included in budget review process pending project since FY2006
b) Construction approval, Phase I — May 2013
c) Executive officer's report, Phases II & III — December, 2013
d) Conceptual approval, Phases II & III — January, 2014
4. Funding considerations
a) Not applicable
5.
Project Timeline:
a)
Construction bidding & procurement
November 2013
b)
Construction award
February 2014
c)
Construction start
February 2014
1.
An event is scheduled at the Ellis Barn in May 2014
d)
Construction end
June 2014
e)
Ellis Barn opening
June 2014
6. Fiscal Considerations:
a) Revenue:
1. Based on requests received by staff, feedback from recent guests and the industry trends toward rustic
and Do -It -Yourself (DIY) weddings, staff expects the Ellis Barn to be a popular rental for Oakland
County Parks. Staff have received more than 100 requests to use the barn in the past year, with no
marketing or advertising completed to date.
a. Staff have recommended a rate of $2,000 for an 8 hour rental (plus 3 additional hours for set-up for
11 hours total). This will allow, for example, set-up at 1:00 p.m., a ceremony at 4 p.m., reception 5-11
p.m. and clean-up from 11-12). Additional hours (i.e. rehearsal, additional set-up, etc.) will be
charged at $100/hour. Based on alternative providers and the lack of amenities at the Ellis Barn
(portable restrooms only, no tables/chairs provided, $2,000 is a comparable market rate. Rates may
be raised or lowered in future years depending on market conditions, rental frequency and if improved
facilities are provided.
b. Alternative providers were reviewed before setting a rental rate. They include:
• Lazy J. Ranch in Milford: $2,500 for 4 hours (includes tables/chairs)
• Emerson Barn in Troy: $450 for ceremony only
• Misty Farms in Ann Arbor: $5,500 (includes all amenities and attendants)
• Tollgate Farm ($425 for 5 hours — the revenue mostly comes from a percentage of food service)
• Heavenly Scent Barn in Fenton: $1,500 for ceremony only, $395/hour for reception
• VanHoosen Barn in Rochester: $200/hour (our 11 hour scenario would be $2,200)
C. Without heat, the Ellis Barn is an acceptable venue for rentals mostly in the months of May — October.
There are 24 weekends in this timeframe, and staff have estimated projected revenues based on 30
weekend rentals. If the barn is rented for 30 events during the season, estimated revenues are
$60,000.
105
Page 5
d. The barn will be rented "as is" with no tables, chairs or other amenities provided by OCPR. This
allows OCPR to keep the cost of the rental relatively low, with expenses mainly for clean-up, contract
management, and staffing during events (which could be accomplished with part-time staff). Staff will
continue to determine the true/full cost of service for this type of rental at Springfield Oaks and make
recommendations to adjust staffing and rental fees accordingly.
e. Note that OCPR will not see significant rentals in 2014, as the majority of those booking weddings
and large banquets for 2014 have already done so. However, with a targeted marketing push for the
barn in 2014, staff expects to see a large number of rentals beginning in 2015.
b) Anticipated Annual Depreciation (beginning in FY2015):
1. Ellis Barn Phases I, II & III, 15 years by fiscal rule,
a. $761,708 / 15 years = $50,780
b. Current fiscal depreciation rate: $40,000.
c) Life -cycle of facility:
1. Ellis Barn Phases I, II & III 50 years
d) Cost Recovery Goals— Ellis Barn Phases 11 & I11
1. Service Category Goal - Rentals/Exclusive Use falls into Tier 5 on the cost recovery pyramid. This
indicates that a rental/exclusive use is mostly an individual benefit, and therefore has a high cost
recovery goal (150% for the tier overall). This is a service that should be revenue positive and should
not be subsidized with taxpayer funding.
2. Customer Service - Increased Revenue Generation
3. Estimated cost recovery:
a. Total OCPRC investment for the Ellis Barn: $1,212,978 (not including grants and other funding
totaling $643,215)
$761,708 Phases I, II & III
• $346,000 Grant match
$105,270 Previous expenses
b. Estimated annual expenses: $34,260
• $24,260 Annual life -cycle costs
$10,000 Annual maintenance costs (estimated)
C. Estimated revenue: $60,000
See part 6a, above
d. Estimated cost recovery: 175%
4. Total investment for this project, if these two phases are approved, will be $1,856,193
7. Market Analysis:
a) Prime Service Area (Zip Code Data)
1. As this is a service not yet offered at Springfield Oaks staff doesn't have zip code data associated with
barn rental at the park. However, the target market for the Ellis Barn for weddings and special events is
all of southeast Michigan.
b) Current/Potential Patrons
1. See above.
c) Direct/Indirect Competition
1. There are two similar barns within Oakland County: the Tollgate Center in Novi and the Lazy J. Ranch in
Milford, both of which are more than 10 miles from the Ellis Barn. Both of these facilities book up to 18
months in advance and often turn people away, indicating that there is market demand for this type of
special event venue within the county.
d) Current/Potential Programs & Services
1. Weddings
2. Private parties/fundraisers
3. Antique & Craft shows
4. Conferences/workshops
5. Trade shows
106
Page 6
PROCUREMENT INFORMATION
1. Bid documents were released by FRS on November 25, 2013 that included the following:
a) Base Bid 1 — Phase II $152,313
1. Install VPL
b) Base Bid 2 — Phase III $315,161
1. Structural Restoration
c) Base bid cost change clarification:
1. Original bid information received from FRS inadvertently allocated approximately $30,000 in carpentry
costs to base bid 1 that should have been part of base bid 2. A bidder interview verified the correct cost
allocation. The correct numbers are shown above; the overall construction costs remain virtually the
same.
2. Total construction costs: $467,474
3. Bidding information:
a) Non -mandatory pre -bid meeting: December 3, 2013
1. Number of vendors in attendance: 11
2. Trades represented: 4
b) Bid opening: December 10, 2013
1. Number of vendors who bid: 23
c) Number of invited vendors: 38
4. Cost increase validation:
a) The construction cost for both phases is estimated at $467,474. This represents an additional required
investment from the conceptual budgets as the conceptual budgets were not based on the full scope of
work, as the VPL system had not been decided, and the structural analysis had not been completed.
Scope clarifications that contributed to the increased construction costs include:
1. Defined extent of structural member restoration, including epoxy fill
2. Identified exterior areas requiring restoration
3. Developed details to create bearing conditions at exterior walls
4. Located VPL and confirmed required structural support and modifications
5. Allocated allowances for work to be clarified once construction begins and final verification can be
completed
ATTACHMENTS
1. Attachment A — Strategic Plan (relevant pages)
2. Attachment B — Strategic Plan (relevant pages)
3. Attachment C — Master Planning Schedule
4. Attachment D — Park Map
5. Attachment E — Structural Modifications Report (relevant pages)
6. Attachment F — VPL Information
7. Attachment G — Elevator Report
8. Attachment H — Construction Recommendation
STAFF RECOMMENDATION
Recommend awarding FRS a construction contract to include base bids 1 & 2 for the Springfield Oaks Ellis Barn
Phases II and III; contingent upon not receiving a temporary barrier free exception from the state of Michigan.
Total project costs are $549,847.50 as follows:
Item
Construction
Design
Structural testing
Site plan review costs
Sub -total
5% Contingency
Total
Cost
$467,474.00 Base bids 1 & 2
$ 32,880.00 Annual contracts
$ 17,015.00 Annual contracts
$ 6,295.00
$523,663.50
$ 26,184.00
$549,847.50
Notes
107
Page 7
Move to award a construction contract for the Springfield Oaks Ellis Barn Phases II and III improvements
to include base bids 1 & 2 to Frank Rewold and Sons; contingent upon the potential of not receiving a
temporary barrier free exception for 60 months from the State of Michigan. Total project costs are
$549,847.50 as follows:
Item Cost
Construction
$ 467,474.00
Design
$ 32,880.00
Structural testing
$ 17,015.00
Site plan review costs
$ 6,295.00
Sub -total
$ 523,663.50
5% Contingency
$ 26,184.00
Total
$ 549,847.50
108
Oakland County Parks and Recreation Commission Meeting
Parks & :reation Administration Offices
2800 Watkins i,ake Road, Waterford, MI 48328
Wednesday, May 7, 2014
9:00 AM
Agenda
REVISED
Page #'s
Action Reauired
Presenter/Phone #
1.
Call Meeting to Order
------
G. Fisher 248.514.9814
2.
Roll Call
------
«
3.
Pledge of Allegiance
------
«
4.
Approval of Agenda
Approval
G. Fisher/D. Stencil 248.858.4944
1-3
5.
Approval of Minutes: April 23, 2014
Approval
V. Valko 248.858.4603
6.
Public Comments:
G. Fisher
4
7.
Introductions: Sarah Hodges, Parks Naturalist; Melissa Nawrocki, Recreation Specialist;
S. Wells 858.4634/T. Fields 858.0914
Ke an Schildber Groundskeeper II -Natural Resources
g g� p
Introduction
/L. Conover 625.6473
8.
CONSENT AGENDA
5-6
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
03/31/14 (FM 06, FY14)
Receive & File
J. Phelps 248.858.5319/1). Stencil
7
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
03/31/14 (FM 06, FY14)
Receive & File
J. Phelps/D. Stencil
8
C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
03/31/14 (FM 06, FY14)
Receive & File
J. Phelps/D. Stencil
9-10
D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 03/31/14 (FM 06, FY14)
Receive & File
J. Phelps/D. Stencil
11
E. FY 2014 2nd Quarter Facilities Maintenance Amendment
Approval
J. Phelps/D. Stencil
12
F. Fiscal Services FY 2014 2nd Quarter Financial Forecast
Approval
J. Phelps/D. Stencil
13-14
G. FY 2014 2nd Quarter Budget Amendment to Expense Projects Classified as
Capital Improvement Projects
Approval
J. Phelps/D. Stencil
15
H. FY 2014 Non-CIP Projects Update
Receive & File
M. Donnellon 858.4623/1). Stencil
16
I. Preliminary CIP Schedule (previously listed under the EOR)
Receive & File
M. Donnellon/D. Stencil
17-18
J. OCPR Outstanding Receivable Write Off - E.A.S.Y. Summer Camp
Approve/BOC
D. Stencil
19-20
K. FY 2014 1st & 2nd Purchasing Report
Receive &File
P. Castonia/D. Stencil
REMOVED 9. REGULAR AGENDA:
(&K442g with Leen v . u iaents6en6uin
� .... .._.._..
REMOVED
23-29
B.
Temporary Use Permit and Authorization for Sale of Alcohol
Informational/Approval
M. Prowse/D. Stencil
- Great Lakes Agricultural Fair Farm to Fork Event - Oakland County Market
C.
Construction/Renovation Project Approvals:
30-42
1. Conceptual Approval - Glen Oaks Golf Course #13 Bridge Replacement
Approval
Z. Crane 975.9628
43-55
2. Construction Approval - Red Oaks Waterpark Shade Structure Replacements
Approval
Z. Crane
56
D.
Addison Oaks Master Planning: Draft Facility, Operating and Business Concepts
Informational/Approval
D. Folland 736.1649/D Stencil
- Request Authorization to Solicit Public Comment
57-58
E.
"July is National Recreation and Parks Month" Resolution
Approval/BOC
D. Stencil
59-82
F.
Proposed Oakland County 4-H Fair Association Lease Amendment
Informational/ApprovalBOC
P. Castonia/D. Stencil
83-84
G.
Request to Increase OCPR Vehicle Fleet
Informational/Approval/BOC
P. Castonia/D. Stencil
85
#
p _ a_4 a . t,r-e p t;en d;�. r;
n. °a-�il Moved to Item 10 D-1
BREAK AT THE DISCRETION OF THE CHAIR
10.
STAFF REPORTS
A.
Participation and Program Review FY 2014, Month 06
Receive and File
T. Fields/J. Dunleavy/T. Hughes
86-87
B.
Food and Beverage Committee Update
Receive and File
P. Castonia/D. Stencil
88-97
C.
Executive Officer's Report
Informational
D. Stencil
1. Lifeguard Update
Informational
S. Wells
D.
OCPRC Executive Committee Update
Informational
G. Fisher
1. Off -Road Vehicle Park Update
Informational
D. Stencil/S. Wells
2. Nature Center Expense/Revenue Update
Informational
S. Wells/D. Stencil
3. Oakland Parks Foundation Update
Informational
G. Fisher
11.
OLD BUSINESS
G. Fisher
98-108
A.
Springfield Oaks Ellis Barn Phase III: Structural Restoration (Amended Motion)
Approval
J. Myers/D. Stencil
12.
NEW BUSINESS
G. Fisher
13.
CLOSED SESSION: Proposed Property Acquisitions
D. Stencil/D. Folland
14. ADJOURN
Next Meeting: 9:00 a.m. on June 4, 2014 / (9:00-10:30 a.m.) Rose Township Hall, 9080 Mason Street, Holly, MI 48442
Trails and Park Improvements Dedication @ 11: 00 a.m. @ Highland Oaks