HomeMy WebLinkAboutAgendas/Packets - 2014.07.09 - 40253MEETING 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
Wednesdav, July 9, 2014, at Sprinqfield Oaks Activit)f Center
Carousel Room, located at 12451 Andersonville Road, Davisburq, Michiqan
GERALD A. FISHER
CHAIRMAN
Telephone: (248) 858-4603
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
Daniell. Stencil
Executive Officer
2800 Watkins Lake Road • Bldg 97W • Waterford, MI 48328-1917
248.858.0906 • 1.888.00PARKS • DestinationOakland.com
AKLAND COUNTYPARKS
July 3, 2014
Oaldand County Parks
and Recreation Commission
Oakland County, Michigan
Cormnissioners:
A regular meeting has been called of the Oakland County Parks and Recreation
Commission as follows:
PLACE ............................. Springfield Oaks Activity Center
Carousel Room
12451 Andersonville Road
Davisburg, MI 48350-3038
TIME .............................. Wednesday, July 9, 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. Stencil
Executive Officer
Next Meeting: Aueust 6, 2014 Q 9:00 a.m.
Oaldand County Parks and Recreation Administration Offices
2800 Watkins Lake Road;
Waterford, Michigan 48350-3038
0 ur mission is to provide quality recreational experiences that encourage healthy lifestyles,
support economic prosperity and promote the protection of natural resources.
Page #'s
1. Call Meeting to Order
2 Roll Call
3. Pledge of Allegiance
4. Approval of Agenda
1-12 5. Approval of Minutes:
Oakland County Parks and Recreation Commission Meeting
Springfield Oaks Activity Center - Carousel Room
12451 Andersonville Road, Davisburg, MI 48350-3038
Wednesday, July 9, 2014
9:00 AM
Agenda
Regular Meeting of 06/04/14; and
Special Meeting of 06/18/14
6. Public Comments
7. INTRODUCTIONS: A. LC Scramlin / Oakland County Fair Association
13 B. Shawn Reiner, Golf Intern
14 C. Steve Whaley, Springfield Oaks Supervisor
15 D. Haylie Kitsch, Communications and Marketing Intern
Action Reauired
Presenter/Phone #
G. Fisher 514.9814
Approval G. Fisher/D. Stencil 858.4944
Approval V. Valko 858.4603
G. Fisher 514.9814
D. Stencil
D. Rowley 431.1482
J. Dunleavy 858.4647
D. Stanfield 858.4627
8 CONSENT AGENDA
16-17
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
Receive & File
J. Phelps 248.858.5319/1). Stencil
05/31/14 (FM 08, FY14)
18
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
Receive & File
J. Phelps/D. Stencil
05/31/14 (FM 08, FY14)
19
C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
Receive & File
J. Phelps/D. Stencil
05/31/14 (FM 08, FY14)
20-21
D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
Receive & File
J. Phelps/D. Stencil
For Month Ending 05/31/14 (FM 08, FY14)
22
E. FY 2014 Non-CIP Projects Update
Receive & File
M. Donnellon 858.4623/1). Stencil
23
F. Preliminary CIP Schedule (previously listed under the EOR)
Receive & File
M. Donnellon/D. Stencil
24-25
G. 3rd Quarter Non -Sufficient Funds Check Write -Off
Receive & File
D. Stencil/B. Menghini
9. REGULAR AGENDA:
26
A. Service Portfolio Final Report (Draft)
Informational/Receive & File
Chris Dropinski, GreenPlay LLC/
M. Prowse 858.4630
27-39
B. Red Oaks Nature Center— Parking Lot Design
Informational/Approval
Z. Crane 975.9628/M. Donnellon
(RDP $50,000 - Design RFP Informational)
C. Glen Oaks Golf Course & Conference Center — Parking Lot Design
Informational/Approval
Z. Crane/M. Donnellon
40-52
(GLG/GLC $55,000) (Design RFP Informational)
53-64
D. Construction Approval - Glen Oaks Golf Course Bridge #13
Approval
Z. Crane/M. Donnellon
65-71
E. Purchase of Four Portable Light Towers
Approval
J. Dunleavy/T. Hughes 343.1011
72-75
F. Michigan Department of Natural Resources Recreation Improvement Fund Grant Award
Approval
M. Prowse/D. Stencil
76
G. License Agreement w/Landowner - Use of Property in Groveland for ORV Test Event
Approval
D. Stencil/J. Hall 858.0555
77-82
1. Bedrock Express
83-87
2. Groveland Township
BREAK AT THE DISCRETION OF THE CHAIR
10. STAFF REPORTS
A. Participation and Program Review FY 2014, Month 06
Receive and File
T. Fields 858.0914/J. Dunleavy/T. Hughes
88
B. Food and Beverage Committee/Consultant Update
Receive and File
P. Castonia 858.0909/D. Stencil
C. 2014 Natural Resources Management Program Update - Presentation
Receive and File
B. Bird 858.1726
89-102
D. Executive Officer's Report
Receive and File
D. Stencil
E. Executive Committee Update
Receive and File
G. Fisher
11. OLD BUSINESS
12 NEW BUSINESS
13. ADJOURN
Next Meeting: 9:00 a.m. on August 6, 2014
Parks & Recreation Commission Meeting Room, 2800 Watkins Lake Road, Waterford, MI 48328
(*) Note: All phone numbers are Area Codes (248) unless otherwise noted.
NOTE: PARK TOUR AND FFQ LUNCHEON TO FOLLOW MEETING. CASUAL DRESS.
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
June 4, 2014
Chairman Fisher called the meeting to order at 9:06 a.m. in the Rose Township municipal offices.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J
A. David Baumhart III, Gregory Jamian, Robert
Christine Long, Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
None
ALSO PRESENT:
Oakland County Parks and Recreation
Oakland County Fiscal Services
Oakland County Human Resources
Global Mgmt. Amusement Professionals
Oakland County Fair
APPROVAL OF AGENDA:
David VanderVeen, Secretary John A. Scott,
E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr.,
Daniel Stencil, Executive Officer
Sue Wells, Manager of P & R Operations
Phil Castonia, Business Development Rep.
Zach Crane, Landscape Architect II
Jim Dunleavy, Chief -Park Ops. & Maint. - N. District
Terry Fields, Chief -Recreation Programs and Services
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Donna Folland, Senior Planner
Carrie Hunter, Office Assistant I
Sheila Leddy, Central Employee Records Coordinator
Jennifer Myers, Landscape Architecture II
Darryn Horvath, Intern
Brandy Sotke-Boyd, Project Advisor
Desiree Stanfield, Supervisor -Comm. & Mrktg.
Jeff Phelps, Fiscal Services Supervisor II
Lori Taylor, Manager of Human Resources
Ken Handler, President
Bob Mark, Consultant
LC Scramlin, Director
Moved by Mrs. Long, supported by Mr. Scott to approve the agenda as submitted.
AYES: Fisher, Jamian, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (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 Oakland County Parks
and Recreation Commission Budget Study Session of May 7, 2014.
AYES: Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS
LC Scramlin, Director of the Oakland County Fair, informed the Commission of the very positive experience he and
his family recently had at his daughter's wedding reception, which was held at Springfield Oaks Ellis Barn. He
expressed his sincere appreciation to the Commission and staff for making the event possible.
Mr. Scramlin also advised the Commission of the 2014 Oakland County Fair, which will be held July 4-13, 2014, at
Springfield Oaks County Park. He invited the OCPR Commission to have the July 9, 2014, OCPR Commission
meeting at the Springfield Oaks facility and participate in a tour of the fairgrounds immediately after the meeting.
INTRODUCTIONS:
Executive Officer Daniel Stencil introduced Rose Township Supervisor Paul Gambka and Township Clerk Debbie
Miller, and thanked them for their hospitality and allowing the Oakland County Parks and Recreation Commission to
conduct the OCPR Commission meeting at the Rose Township facility.
Mr. Stencil also introduced Donna Folland, who was recently hired as the Senior Planner. Donna has worked for
Oakland County Parks and Recreation for four years as a Project Advisor. She will be responsible for the OCPR
strategic planning, 5-year recreation plans and all of our master plans.
CONSENT AGENDA:
Moved by Mr. Kostin, supported by Mrs. Long to approve Items 8 A-H under the Consent Agenda
as follows:
• Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for
Month Ending 04/30/14 (FM 07, FY14)
• Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month Ending
04/30/14 (FM 07, FY14)
• Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 04/30/14 (FM 07, FY14)
• Capital Improvement Projects Budget to Actual Report & Statement of Net Position for
Month Ending 04/30/14
• 2"d Quarter Contributions Report
• 2"d Quarter Temporary Use Permit Report
• FY 2014 Non-CIP Projects Update
• Preliminary CIP Schedule (previously listed under the EOR)
AYES: Fisher, Baumhart, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Item 8 I — Property Tax Levy 2nd Quarter Amendment will be considered later in the meeting.
2
REGULAR AGENDA:
Conceptual Approval of Proposed FY 2015-2017 OCPR Budqet
Executive Officer Daniel Stencil presented the Proposed FY 2015-2017 Oakland County Parks and
Recreation Budget and provided an overview of the budget process. This is a three-year fiscal budget which will
commence October 1, 2014 and go through September 30, 2015 for the first year. The proposed budget is in the
amount of $26,999,991 which includes a projected 3% salary increase for staff. The Operating Subsidy
dependency on tax millage used for the budget has been reduced from 72% in 2003 to 54% in 2013. All operating
budget classifications in FY 2016 and FY 2017 remain the same as FY 2015, with the exception of Salaries and
Fringes, which are proposed to increase by 2% in FY 2016, and 1 % in FY 2017. The current benefit rate for full-
time eligible employees is 38% of the employee's salary, plus $15,000.
Property tax revenues represent the single largest portion of revenues in the budget, which is approximately
$11,000,000. Projections for revenues based upon taxable value this year were less than anticipated — by 0.3%.
Preliminary revenue projections are estimated at a decrease of 0.09% for FY 2015, and 4% increases for FY 2016
and 2017. More detail has been included this year for the conference centers and concessions so expenses and
revenues created by these venues could be more readily identified.
Manager of Parks and Recreation Operations Sue Wells provided high-level budget highlights for the Proposed
FY 2015-2017 Budget, including the proposed staffing changes, which would realign certain personnel in Parks and
Recreation and also permit site -based management proposed for each of the 13 parks. She also provided
Oakland County Human Resources staffing guidelines for full-time and part-time employees. Supervisor of Fiscal
Services Jeff Phelps explained the process of how employee salaries and fringe benefits are allocated within the
budget. In addition, staff provided details on the proposed food and beverage operations/staffing which have been
included in the proposed budget.
The Commission requested staff to provide:
Numbers for the anticipated cost savings to the organization if all of the new positions are filled with
existing OCPR staff, and if the resulting vacancies are not filled
Further clarification on each of the new positions: what positions are being added, deleted and reclassified
A snapshot of the increase in the budget for Marketing: where it came from, and what is the intended use
The Commission also discussed the need to establish a minimum and/or maximum level for the OCPRC Fund
Balance and the need to operate on a balanced budget, and requested this item be placed on a future OCPR
Commission agenda.
It was suggested by the Commission that the process for budget preparation start earlier next year in order to
provide sufficient time for review before it has to be submitted to the Oakland County Board of Commissioners for
final approval.
Provertv Tax Lew 2nd Quarter Amendment
Moved by Mr. Scott, supported by Mr. Jamian to approve Item 8 I - Property Tax Levy 2nd Quarter
Amendment.
AYES: Fisher, Baumhart, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
3
Meeting was recessed at 10:43 a.m. until June 10, 2014 at 9:00 a.m. at the Oakland County Parks and Recreation
Administration Office.
The meeting was reconvened on Tuesday, June 10, 2014 at the Oakland County Parks and Recreation
Administration Office. Chairman Fisher called the meeting to order at 9:07 a.m.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary John A. Scott,
A. David Baumhart III, Gregory Jamian, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr.,
Christine Long, Gary McGillivray
COMMISSION MEMBERS ABSENT WITH NOTICE:
Jim Nash
ALSO PRESENT:
Oakland County Parks and Recreation
Oakland County Board of Commissioners
Oakland County Fiscal Services
Oakland County Human Resources
George W. Auch Company
Frank Rewold & Sons Company
Daniel Stencil, Executive Officer
Sue Wells, Manager of P & R Operations
Phil Castonia, Business Development Rep.
Zach Crane, Landscape Architect II
Jim Dunleavy, Chief -Park Ops. & Maint. - N. District
Terry Fields, Chief -Recreation Programs and Services
Darryn Horvath, Intern
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Donna Folland, Project Advisor
Sheila Leddy, Central Employee Records Coordinator
Jennifer Myers, Landscape Architecture II
Helen Hanger
Jeff Phelps, Supervisor II
Lori Taylor, Manager of Human Resources
Roland Alix
Danielle Nokielski
Gene Ferrara
Conceptual Approval of Proposed FY 2015-2017 OCPRC Budget (Continued)
Discussions with the Commission and staff continued on the following items pertaining to the Proposed FY 2015-
2017 OCPRC Budget:
• The process of accounting for Planned Use of Fund Balance, millage rate revenues and fees/charges
within the Proposed FY 2015-2017 Budget
• Proposed 2015 Staffing Allocation Plan and costs associated with the proposed changes
• Proposed staffing plans for Food & Beverage Concession operations at Springfield Oaks, Groveland Oaks
and both Waterparks
• Operating OCPR on a balanced budget without the use of Fund Balance
• Proposed Capital Improvement Plan and the impact on the budget/Fund Balance
• Timeframe for approval of the budget for OCPR Commission and Oakland County Board of Commissioners
• Recommendation for staff to review the budget and report back with modifications where revenues equal
expenditures and the dependency on Fund Balance is reduced
4
There was discussion on the possibility of taking out the proposed staffing changes from the budget approval
process at this time and conceptually approving the budget, leaving in the 3% salary increase that is proposed for
FY 2015.
On June 4, 2014, the Commission requested staff to report back on the possible savings if the two Grade 12
positions proposed for FY 2015 were filled by internal staff; and those two resulting vacant positions were not filled;
and the Food & Beverage Concession positions were not filled. It was reported that by taking out the proposed
Food & Beverage Concession positions, and not filling the 2 internal positions which would be vacated by filing the
two Grade 12 positions internally, there could be a cost savings of $177,000. With these proposed staffing
changes the net increase would be only $10,000.
Staff also proposed that after the first quarter of FY 2015 Budget, staff will analyze the salaries and fringes based
upon the actuals figures of FY 2014..
The Oakland County Human Resources department has reviewed and concur with all the proposed changes.
Staff confirmed that any future changes to the FY 2015 budget may be made by an amendment throughout the
year.
Moved by Mr. McGillivray, and supported by Mr. Baumhart to conceptually approve the Proposed FY 2015
Strategic Staffing Allocation Plan, minus Food and Beverage Concessions staffing, at a cost of no more
than $10,000.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Staff was directed to report back to the Commission with a proposal for the Food and Beverage allocations at a
future meeting. Staff will also report back at the June 18, 2014 OCPR Commission meeting with a proposal for a
balanced FY 2015-2017 OCPRC Budget, using Capital and other items to balance the proposed budget without
using Fund Balance.
Moved by Mr. Baumhart, supported by Mr. Scott to postpone further consideration of the Proposed
FY 2015-2017 OCPR Budget until June 18, 2014 at 9:00 a.m.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Proposed Off -Road Vehicle Event
Commission directed staff to place the discussion of the Proposed Off -Road Vehicle project in Groveland
Township on the agenda for the June 18, 2014 OCPR Commission meeting.
Construction Approval: Addison Oaks Campqround Recreation Pavilion
Moved by Mrs. Long, supported by Mr. Baumhart to award George W. Auch Company a construction
contract for the Addison Oaks Campground Recreation Pavilion in the amount of $376,591 to include Base
Bid 1. Total project costs are as follows:
67
AYES
NAYS:
Item
Cost
Construction
$376,591
Design
$ 17,860
Site Investigation
$ 3,191
Sub -total
$397,642
5% Contingency
$ 19,882
Total
$417, 524
Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
N
Motion carried on a voice vote.
Construction Conceptual Approval: Addison Oaks Park Pull -Through Sites and Concrete Pads
Moved by Mr. Scott, supported by Mrs. Long, to grant conceptual approval to proceed with the necessary
construction documents by Giffels Webster Engineers and bidding for construction for the Addison Oaks
Campground pull -through sites and concrete pads, contingent upon staff presenting all project related costs
for Commission approval of construction.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Construction Conceptual Approval: Groveland Oaks Utilitv Improvements
Moved by Mrs. Long, supported by Mr. Scott to grant conceptual approval to proceed with the necessary
construction documents by Hubbell, Roth and Clark and bidding by Frank Rewold and Son for campground
utility upgrades to Groveland Oaks Section C, with final Commission construction approval anticipated in
September, 2014, and to prepare, design and bid all items separately for the project.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Construction Conceptual Approval: Groveland Oaks Concession & Plavaround Replacement &
Independence Oaks Plavaround Replacement
Moved by Mr. Baumhart, supported by Mr. Kostin to grant conceptual approval to proceed with the
necessary construction and bid documents for replacement of the Concession Play Lot at Groveland Oaks,
and Twin Chimneys Play Lot at Independence Oaks, contingent upon staff presenting all project -related
costs for Commission approval of construction.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
6
Groveland Oaks Section C Restroom/Shower Renovation — Change Order Approval
Moved by Mrs. Long, supported by Mr. Scott, to increase the contract for Frank Rewold and Son in the
amount of $30,194, and increase project costs in the amount of $1,500. (Total increase $30,194 + $1,500
_ $31,694) Total project costs are as follows:
Item Cost
Construction
$540,754
Design
$41,527
Subtotal
$582,281
Construction
$30,194
Design and testing
$1,500
Total
$613,975
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS (0):
Motion carried on a voice vote.
Independence Oaks Park Master Planninq: Phase I Commission Review
Staff requested Commission approval to initiate the Phase I Master Plan public engagement process at
Independence Oaks, and to proceed to Phase 11.
Moved Mr. Kostin, supported by Mr. VanderVeen to authorize staff to launch public engagement at
Independence Oaks and proceed to Phase II of the Park Master Planning Process.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
The Commission requested newspaper ads and newspaper articles be included on page 2, #8 of the Independence
Oaks County Park User Survey which is located on page 178 of the agenda packet.
STAFF REPORTS:
Participation and Program Review FY 2014. Month 07
The Participation and Program Review report for April 2014 was received.
Update on Food and Beveraqe Contract
Staff provided an update on the status of the Food and Beverage Consultant and the bids for Springfield Oaks. Bid
results were disappointing; the Food & Beverage Committee will reconvene to discuss the next appropriate steps in
the process and evaluate alternate options.
7
July OCPR Commission Meetinq Location
Moved by Mr. Kostin, supported by Mr. VanderVeen to move the location of the July 9, 2014, OCPR
Commission meeting to Springfield Oaks Activity Center.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Executive Officer's Report:
In addition to the items in the Executive Officer's Report included in the agenda packet, the following information
was noted:
- Reminder - July OCPR Commission meeting will be held at Springfield Oaks Activity
Center on July 9, 2014 at 9 a.m.
- Planners Gathering at Highland Oaks hosted by with OCPR and OC Economic Development and
Community Affairs for local planners and local officials
- Proposed Red Oaks parking lot improvements project 50/50 sharing in the planning process with the
City of Madison Heights
- GreenPlay, LLC informed staff that our consultant, Karon Badalamenti, passed away
after a brief illness
OLD BUSINESS:
Staff provided the Commission with an update on the status of the Water Reclamation Project with the City of
Madison Heights.
NEW BUSINESS:
There was no new business to report.
ADJOURNMENT
The meeting adjourned at 11:58 a.m.
John A. Scott, Secretary Vicky Valko, Recording Secretary
8
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
June 18, 2014
Chairman Fisher called the meeting to order at 9:03 a.m. in the Commission meeting room at the Oakland County
Parks and Recreation Administration Office.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, A. David Baumhart III, Gregory Jamian,
Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long, Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
Robert E. Kostin, Secretary John A. Scott
ALSO PRESENT:
Oakland County Parks and Recreation
Oakland County Fiscal Services
Oakland County Econ. Dev. & Comm. Affairs
Oakland County Corporation Counsel
Oakland County Fiscal Services
Oakland County Planning
Oakland County Risk Management
Groveland Township
Huttenlocher Insurance
Michigan Dept. of Natural Resources
Rowe Engineering
Oakland County Resident
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of P & R Operations
Jim Dunleavy, Chief -Park Ops. & Maint. - N. District
Terry Fields, Chief -Recreation Programs and Services
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Donna Folland, Senior Planner
Carrie Hunter, Office Assistant I
Karen Kohn, Supervisor -Administrative Services
Jon Noyes, Planning Supervisor
Melissa Prowse, Business Development Representative
Desiree Stanfield, Supervisor -Communications & Marketing
Becky Stepp, Project Advisor
Jeff Phelps, Fiscal Services Supervisor II
Irene Spanos, Director
Jody Hall, Assistant Corporation Counsel
Jeff Phelps, Fiscal Services Supervisor II
Jim Keglovitz
Bob Erlenbeck
Robert DePalma, Supervisor
Jim Huttenlocher
Shawn Speaker
Doug Schultz
Jim Kitson
Paul Hittie
Dana Waxler
Moved by Mr. McGillivray supported by Mrs. Long to approve the agenda as submitted.
AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS
There were no comments from the public.
9
REGULAR AGENDA:
Conceptual Approval of Proposed FY 2015-2017 OCPR Budqet
The discussion on the Conceptual Approval of Proposed FY 2015-2017 OCPR Budget was a continuation from the
June 4 and June 10, 2014 OCPR Commission meetings and was postponed until this meeting. Executive Officer
Daniel Stencil advised the Commission that the revised FY 2015-2017 Budget is a balanced budget but includes
using a portion of Planned Use of Fund Balance, which is about $4.3 million. The revised expenditures now total
$25,151,352. Due to property tax revenue losses and lost interest revenue, the revised FY 2015-2017 Budget now
reflects the use of Planned Use of Fund Balance in the amount of $4.3 million to balance the budget. In addition,
the reductions in the Operating portion of the budget, staff also made reductions to the Capital Improvements
Projects by approximately $800,000.
At the request of the Commission Fiscal Services Supervisor II Jeff Phelps provided the details of each line item in
the FY 2015 Proposed Budget that was reduced in this new version. Jeff also advised that we have exceeded the
general rule of keeping 10-20% of the budget in Fund Balance. There was concern among the Commission about
future millage proposals and the impact on the renewal of the OCPR millage which will be expiring in a few years.
The Commission informed the staff they are pleased with the reductions and the reliance on the Fund Balance
presented, however our goal should be to reduce the dependency on the Fund Balance even more. In addition, it
was felt that staff should talk to the County Treasurer regarding increasing the interest income revenue and also
identifying other investment opportunities in order to obtain the best return on our investments.
The Commission suggested in future years for reductions in property tax revenues that staff should not rely on
Fund Balance to make up the shortfall, but to look at other areas in Operations to address the lost revenues.
Moved by Mr. McGillivray, supported by Mr. Baumhart to conceptually approve the Proposed FY 2015-
2017 OCPR Budget.
Mr. McGillivray thanked the staff for working under a very rushed timeline in order to get the revised budget back to
the Commission for approval. Mr. Fisher also thanked staff, administration and the Commission for spending time
and keeping a close eye on the budget.
AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
Groveland Oaks — Off -Road Vehicle (ORV) Recreational Opportunity
Staff provided a presentation on the proposal to embark upon an Off -Road Vehicle Adventure Recreation complex
in Groveland Township adjacent to Groveland Oaks Park. In addition, several subject matter experts were present
and provided input on the proposed opportunity, including their beliefs that this project would complement economic
quality of life and recreation opportunities in Oakland County.
Chairman Fisher clarified that Item 6 B is Phase I and Phase II represent an ongoing project and would become
part of the park operation. Item C is a stand-alone summer demonstration event.
If the demonstration event is successful, Groveland Township Supervisor Bob DePalma, indicated Township
officials would be ready to provide a letter of support to the Michigan Department of Natural Resources for the Trust
Fund Grant that is submitted for the acquisition of 312 acres for this project, which is about $2.9 million in grant
funds. The Township representatives think it is a unique opportunity for unique circumstances to provide a new
recreational opportunity, and also turn a positive twist on some parcels that have not had an opportunity for
development.
10
Ron Olson, from the Michigan Department of Natural Resources, provided input to the Commission on this
proposed project including the fact that the MDNR encourages collaborative partnerships that allow the opportunity
to leverage resources and encourage recreational opportunities that continue to be relevant within the State of
Michigan. He spoke highly of this unique opportunity for collaboration and economic benefits to both Oakland
County and Michigan residents, which could include MDNR Trust Fund grant funds. He also indicated there could
be other diverse funding opportunities including contributions from foundations, clubs or groups, plus off -road
vehicle and trail funds which may be available through the State of Michigan.
The Commission asked what types of vehicles would be used at these parks. Mr. Olson indicated you have to be
very careful of how the vehicles are regulated, including motorcycles, three wheelers, and four wheelers, keeping
mindful of the mufflers and the noise levels from these vehicles. His goal would be to try to keep it within the
mainstream types of uses, which include quads without roll bars. Commission also requested if there was
information available on the numbers of people in southeastern Michigan that would use this type of facility.
Mr. Olson did not have exact figures at this time, however it could be obtained. When asked if the State would also
agree to underwrite any losses we may have if we proceed with this project, similar to the collaboration with the
Silver Lake facility, Mr. Olson indicated he wasn't sure but would be open to future negotiations. The minimum
number of acres needed for an ORV facility is in the neighborhood of 200 acres. The proposed site in Groveland
Township is about 450 acres.
Irene Spanos, of Oakland County Economic Development and Community Affairs, spoke to the Commission on
company attraction, retention and expansion, as well as job creation within Oakland County. The ORV-type
activities are very important to economic development and quality of life within Oakland County. New businesses
coming to Oakland County look at attractions for their workforce before coming to the County; these types of
recreation activities are very beneficial in attracting new businesses to the County.
The Commission addressed concerns of the costs associated with this proposed facility and the impact on the use
of Fund Balance. Although there could be grants available, OCPR would still have to provide upfront funds to get
the project up and running.
Staff also pointed out several opportunities to complement those recreation opportunities available at Groveland
Oaks Park.
The Commission requested further clarification on the following items and asked that staff report back at a future
meeting:
• What type of vehicles that would be permitted in the park
• Would more dangerous type of vehicles be permitted at a future date
• Would there be age limits within the park
• Would we require attendees to have a valid Michigan Driver's License
Oakland County resident Jim Kitson, who participates in ORV activities, also provided information on his
experiences with ORV recreation activities around the nation. He expressed concern that the numbers being
presented by the Secretary of State are skewed. More specifically, there are ORV participants who ride the trails
who do not have the State ORV stickers; as a result there are many more people who would use the facility who
have not been included in the reported numbers. He suggested we send staff to Attica, Indiana where an off -road
event has been scheduled so staff could view and monitor the activities, and benefit from the information that could
be obtained.
Moved by Mrs. Long, supported by Mr. McGillivray to fund the summer ORV demonstration on August 8 or
August 9, 2014.
ROLL CALL VOTE. -
AYES: Baumhart, Jamian, Long, McGillivray, Nash, VanderVeen (6)
NAYS: Fisher, Lewis (2)
A sufficient majority having voted, the motion carried.
11
Some further areas of concern for the Commission include:
• Insurance, liability and safety issues
• The cost of the project - $70,000 construction cost/$10,000 engineering & miscellaneous/$5,000 attorney
fees
• The project is in the Strategic Plan; however, there is a lack of a demonstrated need vis-a-vis Oakland
county citizens
• Staff has not demonstrated the need to have the facility here/locally
• Financial concerns including the cost of development versus the return on investment
• Concern on the return on the cost recovery basis — Commission would like to see return of 100% plus —
the Commission would like to see this demonstrated in some way by staff when they present information
on the project as we go forward
• No information demonstrating this would be a real to benefit to Oakland County taxpayers
• Not convinced worth the big investment to open this park
• Nationwide insurance cost comparisons for ORV facilities
• Community acceptance — Groveland, north Oakland County and 1-75 corridor seems they would want this
Commission would like to hear more on this topic
• Cost recovery would be critical to decision making
• If this proposal goes forward and is a matter the Commission approves, it should be one of the best in the
area, state, and country
Commission indicated the opportunity to collaborate with the MDNR and other agencies, industry and association
wide, is greatly appreciated.
Mrs. Long requested staff report back after the demonstration to show the numbers and also show how successful
the event was at September Commission meeting.
Mr. McGillivray requested information from staff on where the ORV facility fits into the cost recovery pyramid. Staff
responded this facility would be at Level 4 - considerable individual benefit.
Chairman Fisher requested if the Commission has any further questions regarding this event to email Executive
Officer Daniel Stencil in care of or Vicky Valko.
OLD BUSINESS
There was no old business to report.
NEW BUSINESS
There was no new business to report.
ADJOURNMENT
The meeting adjourned at 11:17 a.m.
John A. Scott, Secretary Vicky Valko, Recording Secretary
12
o
JULY 9, 2014
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
AGENDA ITEM NO. 7 r B
GOLF REVENUE & OPERATIONS
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Darlene Rowley, Supervisor -Golf Revenue and Operations
Submitted: July 1, 2014
Subject: Introduction: Shawn Reiner, Intern
INTRODUCTION AND HISTORY
Shawn Reiner is a Junior at Trine University and plans to graduate in the spring of 2016 with a Bachelor of
Science in Business Administration Golf Management major and a minor in Marketing. Prior to working for
Oakland County Parks and Recreation he visited Waterford Oaks Waterpark throughout his childhood and
played the occasional round at White Lake Oaks as well as Lyon Oaks.
In 2008, his Grandfather asked if he wanted to play in the City of Madison Heights Golf Outing with a family
friend, OCPR Commissioner Gary McGillivray. The outing became a yearly event and at last year's outing he
was introduced to Sue Wells.
Golf has always been Shawn's passion and when it came time to decide what he wanted to study in college
the choice was obvious. Who wouldn't want to spend their life doing what they love? He was lucky enough to
find a college where he could play for the team as well as study Golf. Now that he is halfway through his
college career it is time to look ahead to what he wants upon graduation.
13
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 91 2014
To: Chairman Fisher and Commission Members
AGENDA ITEM NO. 7 r C
SPRINGFIELD OAKS
From: Daniel J. Stencil, Executive Officer
James C. Dunleavy, Chief of Parks Operations & Maintenance — North District
Submitted: July 1, 2014
Subject: Introduction — Steve Whaley, Park Supervisor
INTRODUCTION AND HISTORY
Steve Whaley was promoted to Park Supervisor at Springfield Oaks on April 19, 2014. In his new position
Steve is responsible for the golf course maintenance and operations, and also for the maintenance of the park.
The park includes all the buildings, arenas, fields and trails. His first event after being promoted to Park
Supervisor was the Michigan Antique & Collectible Festival.
Steve has been involved with golf course maintenance for over 20 years and has had the opportunity to work
at both public and private courses. He has had a great deal of experience in managing finances, equipment,
course improvements and crew members.
For the past two years, while serving as the General Maintenance Mechanic at Lyon Oaks Golf Course and
Park, he was responsible for assisting the Park Supervisor with the maintenance of all the buildings, the golf
course and park.
14
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 9, 2014
To: Chairman Fisher and Commission Members
AGENDA ITEM NO. 7 r D
COMMUNICATIONS & MARKETING
From: Daniel J. Stencil, Executive Officer
Desiree Stanfield, Supervisor -Communications & Marketing
Submitted: July 1, 2014
Subject: Introduction — Haley Kitsch, Communications & Marketing Intern
INTRODUCTION AND HISTORY
The Communications and Marketing Department is proud to introduce summer intern Haylie Kitsch.
She will graduate in August from Central Michigan University with a bachelor's degree in Integrative
Public Relations.
Throughout her time with Oakland County Parks, Haylie will be focusing on creating original
content for all social media platforms, analyzing and reporting on social media success metrics,
writing news releases and assisting with media days and dedications. She will also spend time
working with Chief of Recreation Programs and Services Terry Fields and the Recreation Programs
and Services staff on site at special events and mobile recreation visits.
15
JULY 9, 2014
lol_I:/N_ w'I-pi ooWIO'/ �i I I, i ►�
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
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: June 25, 2014
Subject: Consent Agenda — OCPR Monthly Financial Reports
8. A. REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT
May, 2014 (FM 8, FY 2014)
8. B. REVENUE AND EXPENDITURE COMPARISON REPORT
May, 2014 (FM 8, FY 2014)
8. C. REVENUE AND EXPENDITURE AVERAGE COMPARISON REPORT
May, 2014 (FM 8, FY 2014)
8. D. CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL REPORT AND STATEMENT OF NET
POSITION
May, 2014 (FM 8, FY 2014)
16
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT
FM 8 FY 2014
(FOR MONTH ENDING 5131114)
2014
YEAR TO
(OVER),
% OF
REVENUE
BUDGET
DATE
UNDER BUDGET
BUDGET
ADMINISTRATIVE SERVICES: Millage Tax
$11,920,000.00
$11,585,906.60
$334,093.40
97.2°%
Other
255,525.00
437.286.39
(181,761.39)
171.1°%
GLEN OAKS GOLF COURSE
774,000.00
354,860.74
419,139.26
45.8°%
LYON OAKS GOLF COURSE
1,126,000.00
516,938.53
609,061.47
45.9%
RED OAKS GOLF COURSE
325,200.00
148,522.12
176,677.88
45.7%
SPRINGFIELD OAKS GOLF COURSE
693,254.00
256,343.18
436,910.82
37.0%
WHITE LAKE OAKS GOLF COURSE
729,128.00
308,212.75
420,915.25
42.3%
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
1,974.00
10,026.00
16.5 %
WHITE LAKE OAKS CONFERENCE CENTER
51,000.00
20,426.96
30,573.04
40.1°%
OAKLAND COUNTY MARKET
181,450.00
82,199.21
99,250.79
45.3 %
ADDISON OAKS PARK
486,180.00
225,890.99
260,289.01
46.5%
GROVELAND OAKS PARK
753,300.00
186,700.17
566,599.83
24.8%
HIGHLAND OAKS PARK
9,640.00
5,554.84
4,085.16
57.6%
INDEPENDENCE OAKS PARK
319,198.00
147,212.28
171,985.72
46.1%
LYON OAKS PARK
100,000.00
47,985.50
52,014.50
48.0%
ORION OAKS PARK
109,500.00
59,435.00
50,065.00
54.3%
RED OAKS DOG PARK
42,000.00
21,689.00
20,311.00
51.6%
RED OAKS PARK
9,500.00
5,120.00
4,380.00
53.9%
ROSE OAKS PARK
2,500.00
10,000.00
(7,500.00)
400.0%
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
81,463.00
55,268.74
26,194.26
67.8°%
WATERFORD OAKS ACTIVITY CENTER/PARK
35,173.00
53,254.50
(18,081.50)
151.4%
RECREATION PROGRAMS R SERVICES
264,000.00
159,997.48
104,002.52
60.6°%
CATALPA OAKS PARK
8,000.00
4,645.00
3,355.00
58.1 °%
RED OAKS WATERPARK
1,036,800.00
81,962.00
954,838.00
7.9%
WATERFORD OAKS BMX
17,700.00
2,173.00
15,527.00
12.3 %
WATERFORD OAKS WATERPARK
672.850.00
9,472.00
663,378.00
1.4%
CAPITAL IMPROVEMENT
5,435,648.00
0.00
5,435,648.00
0.0%
TOTAL REVENUE
$25,896,009.00
$14,915,711.34
$10,980,297.66
57.6%
EXPENDITURE
ADMINISTRATIVE SERVICES
$6,603,100.00
$3.455,048.17
$3,148,051.83
52.3%
FISCAL SERVICES ADMINISTRATION
125,502.00
86,461.28
39,040.72
68.9 %
FISCAL SERVICES PARKS R REC
243,739.00
135,967.54
107,771.46
55.8%
GLEN OAKS GOLF COURSE
847,477.00
(567,107.86)
1,414,584.86
-66.9%
LYON OAKS GOLF COURSE
1,714,644.00
(225,399.64)
1,940,043.64
-13.1%
RED OAKS GOLF COURSE
643,492.00
390,705.37
252,786.63
60.7%
SPRINGFIELD OAKS GOLF COURSE
874,112.00
111,845.33
762,266.67
12.8%
WHITE LAKE OAKS GOLF COURSE
898,140.00
(131,124.69)
1,029,264.69
-14.6%
ADDISON OAKS CONFERENCE CENTER
282,828.00
125,684.98
157,143.02
44.4°%
GLEN OAKS CONFERENCE CENTER
208,324.00
1,207,891.86
(999,567.86)
579.8%
LYON OAKS CONFERENCE CENTER
236,059.00
1,113,753.93
(877,694.93)
471.8%
SPRINGFIELD OAKS CONCESSION
42,030.00
218,325.26
(176,295.26)
519.5%
WHITE LAKE OAKS CONFERENCE CENTER
212,524.00
690,562.73
(478,038.73)
324.9 %
OAKLAND COUNTY MARKET
203,067.00
125,931.27
77,135.73
62.0%
ADDISON OAKS PARK
1,387,829.00
725,653.35
662,175.65
52.3 %
GROVELAND OAKS PARK
1,257,024.00
540.640.10
716,383.90
43.0 %
HIGHLAND OAKS PARK
38,600.00
37,210.68
1,389.32
96.4%
INDEPENDENCE OAKS PARK
1,349,916.00
677,489.08
672,426.92
50.2%
LYON OAKS PARK
333,752.00
206,340.90
127,411.10
61.8%
ORION OAKS PARK
133,465.00
111,282.87
22,182.13
83.4°%
RED OAKS DOG PARK
59,327.00
47,349.83
11,977.17
79.8%
RED OAKS PARK
110,448.00
51,809.29
58,638.71
46.9%
ROSE OAKS PARK
34,050.00
24,464.04
9,585.96
71.8%
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
428,047.00
181,913.14
246,133.86
42.5°%
WATERFORD OAKS ACTIVITY CENTER/PARK
1,103,576.00
432,067.57
671,508.43
39.2°%
RECREATION PROGRAMS R SERVICES
1,186,067.00
652,738.53
533,328.47
55.0 %
CATALPA OAKS PARK
123,030.00
55,796.58
67,233.42
45.4%
RED OAKS WATERPARK
1,503,903.00
543,304.48
960,598.52
36.1%
WATERFORD OAKS BMX
57,384.00
26,866.97
30,517.03
46.8 %
WATERFORD OAKS WATERPARK
1,055,002.00
416,447.42
638,554.58
39.5%
FACILITIES R MAINTENANCE
2,599,551.00
715,321.60
1,884,229.40
27.5 %
INTERNAL FUND CHARGES*
0.00
191,290.12
(191,290.12)
N/A
TOTAL EXPENDITURE
$25,896,009.00
$12,376,532.08
$13,519,476.92
47.8%
REVENUE OVERI(UNDER) EXPENDITURE
$0.00
2,539,179.26
(1,396,234.42)
2014
2013
2012
2011
ACTUAL REVENUE TO DATE:
57.6%
62.2%
73.4%
61.3%
BUDGETBALANCE:
42.4%
37.8%
26.6%
38.7%
ACTUAL EXPENDITURE TO DATE:
47.8%
51.8%
47.1%
44.5%
BUDGET BALANCE:
52.2%
48.2%
52.9%
55.5%
*INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT.
17
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
REVENUE AND EXPENDITURE COMPARISON
REPORT
FM 8 FY 2014
(FOR
MONTH ENDING 5/31/14)
YEAR TO DATE
YEAR TO DATE
REVENUE OVER
PARK
REVENUE
EXPENDITURE
(UNDER) EXP.
ADMINISTRATIVE SERVICES:
ADMINISTRATIVE SERVICES (Inc. Tax Revenue)
$12,023,192.99
$3,455,048.17
$8,568,144.82
FISCAL SERVICES ADMINISTRATION
0.00
86,461.28
(86,461.28)
FISCAL SERVICES PARKS & REC
0.00
135,967.54
(135,967.54)
ADMINISTRATIVE SERVICES SUB -TOTAL
12,023,192.99
3,677,476.99
8,345,716.00
GOLF:
GLEN OAKS GOLF COURSE
354,860.74
(567,107.86)
921,968.60
LYON OAKS GOLF COURSE
516,938.53
(225,399.64)
742,338.17
RED OAKS GOLF COURSE
148,522.12
390,705.37
(242,183.25)
SPRINGFIELD OAKS GOLF COURSE
256,343.18
111,845.33
144,497.85
WHITE LAKE OAKS GOLF COURSE
308,212.75
(131,124.69)
439,337,44
GOLF SUB -TOTAL
1,584,877.32
(421,081.49)
2,005,958.81
FOOD SERVICES:
ADDISON OAKS CONFERENCE CENTER
32,744.73
125,684.98
(92,940.25)
GLEN OAKS CONFERENCE CENTER
60,628.66
1,207,891.86
(1,147,263.20)
LYON OAKS CONFERENCE CENTER
33,306.97
1,113,753.93
(1,080,446.96)
SPRINGFIELD OAKS CONCESSION
1,974.00
218,325.26
(216,351.26)
WHITE LAKE OAKS CONFERENCE CENTER
20,426.96
690,562.73
(670,135.77)
FOOD SERVICE SUB -TOTAL
149,081.32
3,356,218.76
(3,207,137.44)
COUNTY MARKET:
OAKLAND COUNTY MARKET
82,199.21
125,931.27
43,732.06)
COUNTY MARKET SUB -TOTAL
82,199.21
125,931.27
�43,732.06)
PARKS:
ADDISON OAKS PARK
225,890.99
725,653.35
(499,762.36)
GROVELAND OAKS PARK
186,700.17
540,640.10
(353,939.93)
HIGHLAND OAKS PARK
5,554.84
37,210.68
(31,655.84)
INDEPENDENCE OAKS PARK
147,212.28
677,489.08
(530,276.80)
LYON OAKS PARK
47,985.50
206,340.90
(158,355.40)
ORION OAKS PARK
59,435.00
111,282.87
(51,847.87)
RED OAKS DOG PARK
21,689.00
47,349.83
(25,660.83)
RED OAKS PARK
5,120.00
51,809.29
(46,689.29)
ROSE OAKS PARK
10,000.00
24,464.04
(14,464.04)
SPRINGFIELD OAKS ACTIVITY CENTER/PARK
55,268.74
181,913.14
(126,644.40)
WATERFORD OAKS ACTIVITY CENTER/PARK
53,254.50
432,067.57
(378,813.07)
PARKS SUB -TOTAL
818,111.02
3,036,220.85
(2,218,109.83)
RECREATION:
RECREATION PROGRAMS & SERVICES
159,997.48
652,738.53
(492,741.05)
CATALPA OAKS PARK
4,645.00
55,796.58
(51,151.58)
RED OAKS WATERPARK
81,962.00
543,304.48
(461,342.48)
WATERFORD OAKS BMX
2,173.00
26,866.97
(24,693.97)
WATERFORD OAKS WATERPARK
9,472.00
416,447.42
406,975.42)
RECREATION SUB -TOTAL
258,249.48
1,695,153.98
(1, 85,681.98)
FACILITIES & MAINTENANCE:
FACILITIES & MAINTENANCE
0.00
715,321.60
(715,321.60)
FACILITIES & MAINTENANCE SUB -TOTAL
0.00
715,321.60
(715,321.60)
CAPITAL IMPROVEMENT
0.00
0.00
INTERNAL FUND CHARGES*
0.00
191,290.12
(191,290.12)
TOTAL
$14,915,711.34
$12,376,532.08
$2,539,179.26
*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.oakoov.com/matbud/fiscal/Pages/info pub/r)arks.asr)x
2. Click on each of the Parks and Recreation monthly financial reports you are interested in viewing
18
Oakland County Parks and Recreation Commission
Monthly Average Comparison Report
(Comparison of FY 2014 Actuals with 5-Year Average Actuals)
As of May 31, 2014
IFY2014Amended October I November I December I January I February I March I April I May I June I July I August I September I YEAR TO DATE
REVENUES:
S-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
j
Percentage of Total
FY2014 Amended Budget/Alottment
$
FY 2014 Actuals
I
Avg. Monthly Expenses (Over)/Under
—
j
Total Avg Monthly Favorability/(Unfavorability)
20,505,361
5,390,648
25,896,009
$1,593,528 $5,659,536_$3,288,976
$2,569,214
$1,264,531�$1,081,695I
_$268,761�
1.22%�
_$123,525,
0.56%�_-_— 7.23%1 25.66%
14.91%
11.6.--A
5.73%r
4.90%
$249,896 $114,8551_ $1,481675r
$5,262,283
$3,058,117
$1,175,771
_$2,388,876
_
—$1,005,769
—� —
$5,434,457
$31244,575
$373,8871 $106,7361
$1,683,455
$1,312,524
$1,471,269'
$14990 ($8,118)I ($192,866)1
$172,174
$186,458
F ($705,421)
$136,753
$465,500
$1,302,0371$1,220,486j_$1,557,397�$1,226,288
$1,189,250I
$1,655,166`
$1,405,179
$1,844,1571
6.32%1 5.92% 7.56%.
5.95%
5.77%
6.82%
8.95%',
$ 1,366,617
$ 1,899,077
$ 1,385,6 $
24
1,552,621
6.20%
_8.61%
6.28%
7.0494.
$1,270,691
$1,765,777
$1,288,013
_$1,443,640
$2,289,225
$2,136,133
$2,331,597
$2,443,616
11.86%
11.11%
10.37%
11.32%
$3,071,761
$2,877,682'
.$2,685,237.,
$2,91,946,
25,896,009
_--$1,636,7331
$1,534,218
$2,080,636
$1,766,388 $2,318,2081
_$1,957,734
_$1,541,512P�1�,414,1353
$1,433,460j
$1,272,2111 $1,576,293
$1,397,91818
$1,499,4071
$1,609,3841 $2,278,532
$203,273 $762,007 $381,4411
$327,263I $753,889� $188,575
$ 143,5941
$ 185,6251
$ 581,229
$ 157,0041
$ 39,676
_.
$505,176
$315,768
$372,083
($124,191)
$293,757
$14,915,711
$178,470
$12,376,532
$1,953,850
$2,132,320
19
Parks and Recreation Commission
ACTIVE CAPITAL
IMPROVEMENT PROJECTS
BUDGET
TO ACTUAL EXPENSE REPORT
(as of May 28, 2014)
Project ID
Description
Start Date
Last Transaction Date
Budget
Expenses to Date
Remaining Budget
Percentage Completion 1
PROJECTS OVER
$100,000
100000001881
ACC Roof Replacement
10/28/2013
5/30/2014
5799,2..00
$388.116.90
$411;178.10
48.56%1
100000001103
CATRstrm-Concessn-StorageBldg
11/28/2007
3/6/2014
1 $739,240.36
$801,621.67
($62,381.31)1
108.44%1
100000001826
ACC Interior Renovations
7/24/2013
5/30/2014
1 $672,228.00
$425,739.55
$246,488.451
63.33%1
100000001819
SAC Ellis Barn Improvements
6/5/2013
5/30/2014
$643,056.00
$420,807.72
$222,248.28
65.44%1
100000001755
SAC Bleacher Replacement
12/3/2012
2/20/2014
$600,000.00
$379,414.80
$221,585.20
100000001751
GRV Restroom/Shower Section C
12/3/2012
5/8/2014
$582,281.00
$441,563.69
5140,717.32
7S.83%I
100000001825
GLC Interior Renovations
7/23/2013
5/30/2014
$577,404.00
$405,400.22
$172,003.79
70.21%1
100000001336
RWP Connector Trail
1 12/8/2009
5/31/2014
$397,122.00
522,656.441
$374,465.561
S.71%1
100000001114
RSE Trail Development
11/28/2007
1/31/2014
$389,500.00
$99,288.77
$290,211.231
25.49%1
100000001481
CAT Site Development -Phase 1
4/8/2011
1/31/2014
$354,356.29
$334,329.62
$20,026.671
94.35%1
100000001115
RSE Boardwalks -Docks -Overlooks
11/28/2007
S/31/2014
$342,000.00
$231,501.SS
$110,498.451
67.69%1
100000001847
GLG Irrigation Pond Dredging
9/17/2013
5/31/2014
$296,000.00
$218,713.79
$77,286.211
73.89%1
100000001807
GLG HVAC Replacement
5/15/2013
5/15/2014
$290,939.00
$226,800.09
$64,139.92
77.95%
100000001331
HGH Trail Development -Phase 1
12/8/2009
5/31/2014
1 $284,200.00
$128,083.341
$156,116.66
45.07%
100000000867
ORN Pavilion -Dog Park
1 2/13/2006
3/3/2014
$251,261.00
$233,983.461
$17,277.54
93.12%1
100000001752
HGH Parking Lot -Central
1 12/3/2012
1/24/2014
$178,842.00
$178,004.311
$837.69
99.53%1
100000001834
IND Play Lot Beach Main
8/23/2013
12/13/2013
$153,942.00
$146,785.761
$7,156.24
9S.35%1
100000001891
IND Upper Bush Bdwlk TrlPhsli
11/15/2013
5/30/2014
1 $150,000.00
$8,351.25
$141,648.75
5.57%1
100000001750
GLG Bridge Replacement 413
12/3/2012
5/8/2014
1 $140,000.00
$7,408.16
$132,591.84
5,29%�
100000001483
ICAT Play Structure 6-12yrs old
1 4/8/2011
6/13/2013
1 $124,931.951
$96,911.941
$28,020.011
77.57%
100000001482
CAT Pavilion -Play Area
1 4/8/2011
6/13/2013
1 $112,463.20
$88,017.161
$24,446.04
78.26%
PROJECTS UNDER
I
I
I
I
S100.000
JRWP
100000001958
Shade Struct Kiddie Area
1 5/28/2014
5/28/2014
1 $80,209.80
$0.001
$80,209.80
0.00%
100000001335
1 LYP Boardwalks -Docks -Overlooks
12/8/2009
5/31/2014
$80,000.001
$74,959.341
$5,041.661
93.70%
100000001498
IRDG Stormwater Reclaimatlon
4/28/2011
1/24/2014
1 $70,000,001
$19,818.59
$50,181.411
28.31%
100000001499
IRDD Stormwater Reclaimation
4/28/2011
1/24/2014
$70,000.00I
$20,982.52
$49,017.48I
29.99%
100000001332
I HGH Boardwalks -Docks -Overlooks
12/8/2009
5/31/2014
$64,000.001
$49,926.17
$14,073.831
78.01%
100000001330
I CAT Play Structure 1-5 yrs old
12/7/2009
6/13/2013
$62,465.971
$56,311.49
56,154.481
90.15%
100000001963
1ADD Boat Launch Accessible
5/28/2014
5/28/2014
$55,000.001
$0.00
$55,000.00
0.00%
100000000604
ADD Pavilion-Cmpgrd Recreation
9/1/2004
5/15/2014
$50,000.001
$16,932.971
$33,067.031
33.87%
100000001845
ADD Campground Pull Thru Sites
9/12/2013
11/12/2013
1 $50,000.001
$11,116.751
$38,883.251
22,23%
100000001961
RDP Parking Lot FYp Design
5/28/2014
5/28/2014
$50,000.00
$0.00
$50,000.001
C.00%
100000001957
RWP Entrance Shade Structure
NW2024
5/28/2014
$48,859.42
$0.00
$48,859.421
0.00%
100000001966
IND Wood Burning Unit
5/29/2014
5/29/2014
$48,500.00
$0.00
$48,500.001
0.00%
100000001927
GRV Campground Utility Imp Des
3/7/2014
4/10/2014
$42,500.00
$8,374.00
$34,126.001
19.70%
100000001835
IND Play Lot Beach Satellite
8/23/2013
12/13/2013
$42,389.00
$40,846.241
$1,542.761
96.36%
100000000983
1LYP West Norton Drain Bridge
1/2/2007
5/30/2014
1 $40,000.00
$12,484.441
$27,515.561
31.21%
20
Parks and Recreation Commission
ACTIVE CAPITAL
IMPROVEMENT PROJECTS
BUDGET TO ACTUAL EXPENSE REPORT
(as of May 28, 2014)
Project lD Description
Start Date
Last Transaction Date
Budget
Expenses to Date
Remaining Budget
Percentage Completion
100000001753 LYP Pavilion Small Dog Park
12/3/2012
4/1/2014
$40,000.00
$20,722.00
$19,278.00
51.81%
100000001960 IND Fishing Dock Replacement
5/28/2014
5/28/2014
$35,000.00
$0.00
$35,000.00
0.00%
100000001756 WTR Dog Park Site Work
12/3/2012
3/15/2013
$30,000.00
$4,597.00
$25,403.00
15.32%
100000001938 WCM LED Entrance 51gn
3/24/2014
4/17/2014
$30,000.00
$9,876.00
$20,124.00
32.92%
100000001962 GLC Parking Lot Imp Design
5/28/2014
5/28/2014
$27,500.001
$0.00
$27,500.00
0.00%
100000001971 GLG Parking Lot Improvements
6/2/2014
6/2/2014
$27,500.00
$0.00
$27,500.00
0.00%
100000001754 RDD Pavilion Shade Structures I
12/3/2012
5/31/2014
$27,000.00
$20,614.55
$6,385.45
100000001936 RDD Pay Station Site Work I
3/21/2014
3/21/2014
$25,000.001
$0.00
$25,000.00
0.00%
100000001967 I GRV Roadway Putt Putt Light
5/29/2014
5/31/2014
$22,500.001
$2,594.47
$19,905.53
11.53%
100000001757
WTR Dog Park Fence
12/3/2012
12/3/2012
$20,000.00
$0.00
$20,000.00
0.00%
100000001965
SAC Horse Barn Bldg K Design
5/28/2014
5/28/2014
$20,000.00
$0.00
$20,000.00
0.00%
100000001970 IGLC Energy Mgt Upgrade
6/2/2014
6/2/2014
$19,500.00l
$0.00
$19,500.001
0.00%
100000001964 GLG Drainage Improv Design
5/28/2014
5/28/2014
$18,000.001
$0.00
$18,000.00
0,00%
100000001959 ACC Energy Management Upgrade
5/28/2014
5/28/2014
$17,500.00
$0.00
$17,5.0 00.
0.00%
100000001917 GRV Beach Improv and Dredge
2/11/2014
2/28/2014
$15,000.00
$51.00
$14,949.00
0.34%
100000001969 IND Energy Mgt Upgrade
6/2/2014
6/2/2014
$14,250.001
$0.00
$14,250.001
0.00%
100000001968 IADM Energy Mgt Upgrade
6/2/2014
5/2/2014
$13,750,001
$0.00
$13,750.001
0.00%
100000001914 IGLG Irrigation System Repl Des
2/11/2014
4/10/2014
$10,000.001
$5,200.00
$4,800.001
52.00%
100000001915
Irrigation Sys Real Des
2/11/2014
4/10/2014
$10,000.00
$3,600.00
$6,400.001
36.00%
100000001916
�WLG
5PG Irrigation Sys Repl Des
2/11/2014
4/10/2014
$10,000.00
$4,000.00
86.000.00
40.00%
100000001102
CAT Asphalt -Curb Parking Lot I
11/28/2007
4/27/2012
$0.00
$25,522.55
($25,522.55)
ODIV/01
$9,365,495.99
$5,691,029.25
$3,674,456.74
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
Caoital Imorovement Plan:
Total Active CIP Projects
$9,365,485.99
Proiects Closed in FY2014:
100000001736 ADD Addison Oaks Yurt 1
$52,693.85
100000001737 ADD Addison Oaks Yurt 2
$52,509.96
100000001738 GRV GroveWcl 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
$1,931,998.81
Total Capital Improvement Plan
$11,636,145.00
Total Net Position - Unrestricted as of September 30, 2013
$30,507,472.00
21
ITEM 8 E
Oakland County Parks and Recreation Commission
Maintenance Projects under $100,000
BUDGET TO ACTUAL EXPENSE REPORT
(as of May 1, 2014)
Expended Amount
Variance
Cost Center
Title
Budget Amount
(as of 2nd Qtr)
(Budget - Expended)
ACC
Stucco Repair
$
80,000
$
-
$ 80,000
ACC
Structural Repair/Replacement
$
25,000
$
-
$ 25,000
ADD
Lagoon System - Maintenance
$
6,000
$
-
$ 6,000
ADM
Pavement Maintenance Program*
150,000
$
-
$ 150,000
ADM
Carpet/Flooring Management Program*
I$
$
150,000
$
3,200
$ 146,800
ADM
Interior/Exterior Painting Program*
$
120,000
$
16,400
$ 103,600
ADM
Window/Door Replacement Program*
$
124,000
$
-
$ 124,000
ADM
Tree Planting Program*
Is
25,000
$
-
$ 25,000
ADM
Natural Resource Program*
Is
160,500
$
6,361
$ 154,139
ADM
Herpetological Study
$
110,000
$
-
$ 110,000
ADM
HVAC Repair
$
49,500
$
-
$ 49,500
ADM
Arborist Services (Hazardous Tree Inventory)
Is
116,000
$
-
$ 116,000
GLC
Exterior Stone Repair
Is
10,000
$
9,139
$ 861
IND
Upper Bushman Lake Sampling/Analysis
Is
12,000
$
-
$ 12,000
RWP
Kiddie Water Structure - Painting
$
25,000
$
34,181
$ (9,181)
SAC
Water Tower Repairs
$
50,000
$
-
$ 50,000
SAC
Ellis Barn - Repainting
$
20,000
$
-
$ 20,000
WLC
Parapet Wall Replacement
$
50,000
$
39,442
$ 10,558
$
-
$
-
$ -
Totals
$
1,283,000
$
108,723
$ 1,174,277
8%
Program amount is listed over $100,000, however this covesr multiple project locations.
K:\ParksRec\General\Design\Financial\Budgets\FY2014
Budgets\Commission information\
6/19/2014
22
ITEM 8 F
Commission Approval Schedule for Capital and Maintenance Projects
(REVISED June 6, 2014 - Preliminary and Subject to change)
• July, 2014
o Red Oaks Nature Center/Glen Oaks Golf Course & Conference Center— Parking Lot Design (RDP $50,000 &
GLG/GLC $55,000) (Design RFP Approval)
o Natural Resources— Herpetological Study($110,000) (Executive Officers Report)
o Glen Oaks Golf Course — Bridge Replacement # 13 ($140,000) (Construction Approval)
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 Oakland Schools Agreement — (General Approval)
o Springfield Oaks Activity Center — Mill Pond Dam Repairs Agreement (General Approval)
o Addison Oaks Park - Pull Through Sites and Concrete Pads($235,000) (Construction Approval)
o Glen, White Lake & Springfield Oaks Golf Course — Irrigation Replacement ($450,000) (Construction Approval,
Phase One)
o Highland/Rose Oaks —Trail Contract —Change Order Approval
o Glen Oaks — Irrigation Pond Dredge — Change Order Approval
o Waterford Oaks — Master Plan RFC.
o Natural Resources — Herpetological Study($110,000) (Proposal Approval)
• September, 2014
o Red Oaks — Trail Easement Agreement
o Independence Oaks — Connector Trail — Interlocal Agreement
• October, 2014
o Springfield Oaks Activity Center —4-H Covered Arena Design (Bldg. K)($20,000) (Executive Officers Report)
o Red Oaks Nature Center —Parking Lot Design($S0,000) (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
23
i�1®1N_ ,I k it )►,ieg �:� Ii ►4
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 9, 2014
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Brian Menghini, Fiscal Services Supervisor II
Submitted: June 26, 2014
Subject: 3rd Quarter FY 2014 Non -Sufficient Funds Check Write -Off
INTRODUCTION AND HISTORY
AGENDA ITEM NO. 8 G
FISCAL SERVICES
Attached is a copy of the Uncollectible Non -Sufficient Funds (NSF) Check Listing for 3rd Quarter FY2014 for
the Oakland County Parks and Recreation Department. This is a "receive and file" item only.
This listing will need to be signed and then forwarded to Jeff Phelps for Lynn Sonkiss' approval and
presentation to the Board of Commissioners with the Quarterly Forecast Report.
MOTION
Move to receive and file the OCPR Uncollectible Non -Sufficient Funds NSF Check Listing
for 3rd Quarter FY 2014, and then forward to Jeff Phelps for Lynn Sonkiss' approval and presentation
to the Board of Commissioners with the Quarterly Forecast Report.
24
OAKLAND COUNTY PARKS & RECREATION COMMISSION
FY2014 Non -Sufficient Funds (NSF) Check Listing
April 1, 2014 - June 30, 2014
Name Budget Date Month Receipt $25 Fee Month Letter Referred
(Last, First) I 'Center I NSF Amount' I Replaced Number I Pa,
d? Written-off
I Sent to OCCC
Williams, Nicole Celeste IND 05/01/14 30.00 n/a n/a no 05/14 05/02/14 n/a
Total $ 30.00
. Uncollectible NSF checks of $100 or more are referred to Oakland County Corporation Counsel (OCCC).
Oakland County Fiscal Services Policy: 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.
Authorized by:
6/24/2014 2:20 PM
C.\,SData\My Documents\Brian\Cash ManagementlNSF Checks=PR Uncollectible NSF Check Listing - write cff.xlsx FY2014-Q3
25
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 9, 2014 AGENDA ITEM NO. 9 A
BUSINESS STRATEGY & DEVELOPMENT
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Melissa Prowse, Business Development Representative
Submitted: June 25, 2014
Subject: Service Portfolio Final Report (Draft)
INTRODUCTION AND HISTORY
In January 2013 OCPRC kicked -off the Service Portfolio process with consultant GreenPlay LLC. The goals of
the Service Portfolio project were/are:
Establish resource allocation and cost recovery priorities
Identify core services
Establish organizational sustainability through a logical and thoughtful philosophy that supports the core
values, vision and mission of OCPRC and its community
OCPRC chose to work with GreenPlay LLC because of their proven methodologies and tools to accomplish
these goals. The Pyramid Methodology and Service Assessment models are both currently being taught in
universities, as well as being utilized and implemented by public parks and recreation agencies throughout the
country.
The Commission last heard an update on this project at its December, 2013 Commission meeting when an
update was provided by Ms. Chris Dropinski from GreenPlay. Ms. Dropinski will be back at the July 9, 2014,
meeting to present the final report for the Service Portfolio Project.
This Final Report details the purpose, methodology, process and goals/actions for the Commission and staff as
a result of the data collection, analysis and discussions completed over the last 18 months. The report
provides a framework and broad goals for continuing to: improve cost recovery, analyze and assess current
and future services, and make sound business decisions in the coming years. Staff will continue to analyze
cost recovery on an annual basis as part of the budget process. Staff will also review and revise the Service
Portfolio annually, making adjustments as markets, needs and priorities of the organization change.
A draft report was provided to the Commission prior to the meeting to allow adequate time for review and
comments. Staff will highlight key areas that Commissioners may want to review prior to the meeting.
Ms. Dropinski will be providing an overview of the report, as well as walking through some of the key goals,
objectives and action items.
26
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 9, 2014 AGENDA ITEM NO.9 B
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, Landscape Architect/Project Manager
Submitted: June 25, 2014
Subject: APPROVAL — Red Oaks Nature Center Parking Lot Expansion
RFP Design Engineering Contract Approval
PROJECT OVERVIEW
Oakland County Parks and Recreation (OCPRC) staff, in collaboration with the City of Madison Heights (CMH), sought
qualified design and engineering proposals for the Red Oaks Nature Center parking Lot Design in Madison Heights. As
the municipal lead, OCPRC will be evaluating and collaborating with the City of Madison Heights to complete the
design/engineering for the Red Oaks nature Center — New Parking Lot. Selected design/engineering firm will act as the
prime consultant for OCPRC, including any and all required design/engineering disciplines for surveying, civil, electrical,
irrigation and other consultants as required.
Since Oakland County Parks and Recreation entered into a lease agreement in 2012 with the City of Madison Heights for
the maintenance and operations of the current Red Oaks Nature Center, any projects over $5,000 are too be split
between OCPRC and CMH. Thus, the design process effort will be a collaborative one with the City of Madison Heights.
Included in the RFP for design and engineering, the following items have been identified as priority issues to be
addressed through the design process,
■ Increase number of parking spaces to meet programming and special event needs
■ Improving and creating safe pedestrian/vehicle circulation
■ Creating a safe and efficient large vehicle/bus drop off area
Staff anticipates bringing back the conceptual design and budget of the parking lot expansion for conceptual approval in
November/December of 2014 for conceptual approval.
HISTORICAL PERSPECTIVE
The Red Oaks Nature Center Facility features an 1800 square ft. Nature/Interpretive and Learning Center Building with
2.25 miles of nature trails on a heavily wooded 36 acre site. The Nature Center facility is adjacent to the Red Oaks 9-hole
golf course, waterpark and dog park. This Park is the product of effective and creative partnerships at the local, county,
state and federal level. Red Oaks is a regional recreation destination that serves diverse populations and multiple,
dedicated user groups. The park makes productive and environmentally sustainable use of urban land, which, due to the
location of the George W. Kuhn Drainage District, would otherwise be unavailable for development.
1. Proposed Project Timeline:
a) OCPRC Design Engineering Award/Approval July 9, 2014
b) CMH Engineering Award Approval July 28, 2014
27
Page 2
ISHEMEM
c)
Site survey complete
September 2015
d)
Design research & analysis complete
November 2014
e)
Conceptual design & budget complete
January, 2015
1.
Requires both OCPRC and CMH approval
f)
Preliminary construction documents complete
March 1, 2015
g)
Final Construction Documents complete
April 15, 2015
h)
Construction Bidding (CM)
June 2015
1.
Final bid recommendation requires both OCPRC
and CMH approval
i)
Construction Start
July 1, 2015
j)
Construction Complete
October 31, 2015
2. Capital/Maintenance Management Plan
1. Parking Lot Expansion — Design — Nature Center
a. FY2014 & FY2015 Budget $50,000.00
2. Parking Lot Expansion — Construction — Nature Center
a. FY2014 Budget $500,000
b. FY2015 Proposed Budget $525,000
• Construction Manager assisted in preparation of the FY2015 budgetary amount.
PROCUREMENT INFORMATION
With the help of the Oakland County Purchasing Department, the Design/Engineering RFP was posted on the MITN
website on April 30, 2014, with responses due on May 28, 2014. The following six responses were received;
DESCRIPTION 1 COMPANY
Red Oaks Not to Exceed Fee
Bidder #1 Bidder #2
PEA AEW
Troy, MI Shelby Twp., MI
Bidder #3 Bidder #4
Midwestern Giffels
Consulting Webster
Ann Arbor, MI Birmingham, MI
Bidder #5 Bidder #6
Johnson Hill ROWE
Ann Arbor, MI Farmington
Hills, MI
$48,400.00 $77,650.00 $85,800.00 $81,390.00 $55,672.00 $44,373.00
The evaluation committee, which consisted of Oakland County Parks and Recreation, the City of Madison Heights and
Oakland County Purchasing staff, evaluated the six submitted vendor responses based on the following criteria;
a. BUSINESS ORGANIZATION
b. STATEMENT OF PROBLEM
c. APPROACH
d. WORK PLAN
e. PRIOR EXPERIENCE/REFERENCES
f. CAPABILITY AND QUALIFICATIONS
g. BASIS OF FEES
h. ADDITIONAL INFORMATION
Based on the combined scores of the evaluation committee, it was determined to interview the following vendors;
1. Professional Engineers Association, Inc. (PEA)
2. Giffels Webster Engineers (GWE)
3. Rowe Professional Services Company (ROWE)
28
Page 3
IMENUM
ATTACHMENTS
a. Attachment A — Combined Design/Engineering RFP for Red Oaks Nature Center and Glen Oaks Golf Course
Parking Lots
b. Attachment B — (Park Map)
c. Attachment C — (Existing Photos)
STAFF RECOMMENDATION
Interviews will be completed on June 23, 2014, and a recommendation to award a contract will be presented at the
July 9, 2014, OCPR Commission meeting. This recommendation will be contingent upon receiving approval from the
City of Madison Heights at their July 28, 2014, City Council meeting.
MOTION
A motion to award a contract will be presented at the July 9, 2014, OCPR Commission Meeting.
29
REQUEST FOR PROPOSALS
FOR
DESIGN AND ENGINEERING SERVICES
Issue Date: April 30t" 2014
Oakland County Parks and Recreation Commission
2800 Watkins Lake Road
Waterford, MI 48328
30
SECTION 1--GENERAL INFORMATION
1. PURPOSE
a. Qualified design/engineering proposals are being sought by Oakland County Purchasing,
on behalf of Oakland County Parks and Recreation Commission (OCPRC) for the Glen
Oaks Golf and Conference Center— Parking Lot Improvements, Farmington Hills and the
Red Oaks Nature Center New Parking Lot, Madison Heights. As the municipal lead,
OCPRC will be evaluating and collaborating with the City of Madison Heights (CMH) to
complete the design/engineering for the Red Oaks Nature Center — New Parking Lot.
b. Selected design/engineering firm will act as the prime consultant for Oakland County
Parks and Recreation (OCPR), including any and all required design/engineering
disciplines for surveying, civil, electrical, irrigation, and other consultants as required.
c. OCPRC intends to work with our existing contract for construction management (CM) on
these projects. The selected design/engineering firm will be required to work closely
with the CM on design review, budgeting and schedules, as required throughout the
design and construction process.
2. HISTORICAL PERSPECTIVE
a. The Oakland County Parks system consists of 13 parks, including five golf courses
and eight day -use and/or camping parks totaling approximately 6,793 acres of
total parkland.
b. The Glen Oaks Golf Course features an 18-hole, par 70 course with challenging par 3
holes crossing streams, with rolling terrain. The 122-acre course includes a 1920s
English -style stone clubhouse designated as a Michigan Historical Building serves as a
beautiful setting for banquets, weddings and golf outings. The site is also home to a
formal garden ideal for outdoor weddings, a pro shop, and club room
c. The Red Oaks Nature Center Facility features an 1800 square ft. Nature/Interpretive and
Learning Center Building with 2.25 miles of nature trails on a heavily wooded 36 acre
site. The Nature Center facility is adjacent to the Red Oaks (9) hole golf course,
waterpark and dog park. This Park is the product of effective and creative partnerships
at the local, county, state and federal level. Red Oaks is a regional recreation destination
that serves diverse populations and multiple, dedicated user groups. The park makes
productive and environmentally sustainable use of urban land, which, due to the
location of the George W. Kuhn Drainage District, would otherwise be unavailable for
development.
d. OCPRC currently has a 25 year lease with the City of Madison Heights for the operation
and maintenance of the Nature Center facility, including a shared financial interested in
any capital project over $5,000.
e. PROJECT SITE ADDRESS:
A. Glen Oaks County Park
30500 Thirteen Mile Road
Farmington Hills MI 48334
31
B. Red Oaks Nature Center
30300 Hales Street
Madison Heights MI 48071
3. PROBLEM STATEMENT
a. Initial Scope of Work
A. GLEN OAKS - Evaluate and assist OCPR staff in the cost determination and
design of Complete removal/replacement of the existing Golf/Conference
Center parking lot, including:
1. Re -grading for adequate surface drainage
2. Assess portions or all of the existing storm drainage system for potential
replacement to comply with ordinance and BMP's for storm water
drainage.
3. Storm water management with best management practices that could
further improve safety and environmental awareness and
interpretation.
4. Installation of new underground conduits for the existing parking lot
lights.
5. Depending on re -grading, some light pole bases may require
adjustment.
6. Installation of irrigation sleeves for island irrigation.
7. Assess and relocated existing curbing and curbed islands in
conformance to ordinance and maintenance practices.
8. Consider and evaluate the replacement method of Full Depth
Reclamation (FDR).
9. Assess, evaluate and consider milling and repaving the East Golf Parking
area
10. Remove and move the existing conference entrance to the western
portion of the parking lot improving sight visibility while aligning it
directly across from the senior center driveway.
11. Assess and redesign the existing landscaping according to ordinance
requirements, including the Park Monument Sign, flag pole and
historical significance.
12. Consider Relocating the conference center sign closer to the new west
entrance and potentially add a Golf Course Entrance Sign at the east
entrance.
a. This may require an ordinance variance.
13. Assess and consider alternate pedestrian/vehicle circulation patterns for
improved safety, including delivery routes, turning radius and
loading/unloading Zones.
32
B. RED OAKS - Evaluate and assist OCPR & CMH staff in the cost determination
and design of new parking lot expansion, including:
1. Approximate size of 75-175 parking spaces, which utilizes a combination
of impervious and pervious paved surfaces.
2. Determining the location and implementation for a new parking facility,
as identified on the attached map, titled 'Initial Project area.
a. Special consideration shall be given to limit and/or minimize
parking, vehicle/pedestrian routes in the Initial Project Area
located immediately north of the Nature Center.
3. Improving and creating safe pedestrian/vehicle circulation.
4. Create a safe and efficient large vehicle/bus drop off area.
5. Storm water management with best management practices that could
further improve safety and environmental awareness and
interpretation.
6. Consider a phased implementation of the new parking lot.
7. Facilitate a collaborative design/engineering process between CMH and
OCPRC.
b. Commission & Municipal Reviews and Approval
A. Prepare, submit and attend the following meetings:
1. GLEN OAKS- Prepare and submit required documentation to City of
Farmington Hills Planning Department, City Council and Historical
Commission as required for municipal review and approval.
2. RED OAKS —Prepare and submit required documentation to City of
Madison Heights Community Development Department and City Council
as required for municipal review and approval.
B. Assist staff in the preparation for OCPRC commission meetings by developing
a report outlining design options, with associated three dimensional sketches
illustrating proposed concepts.
1. (3) OCPRC Presentations (Glen and Red Oaks):
a. Conceptual Design/Engineering
b. Construction Approval
c. One additional presentation, if required
2. Up to (3) City of Madison Heights Council Presentations
Refer to Conceptual Design
c. Site Topographical Survey
A. Provide the necessary site topographical survey, as required for municipal site
plan review and construction engineering, including a brief description of the
means and method of completing the site topographical survey.
1. RED OAKS —Tree survey will be required within the project survey
boundary for trees 6" DBH and above.
33
d. Conceptual Design/Engineering & Budget
A. In cooperation with the CM, provide the necessary design concepts and
budget for OCPR staff review and comment, including any necessary site
analysis and design research/analysis.
B. Provide assistance to OCPRC/CMH staff with determination of conceptual
operation and maintenance of the project.
C. Provide a minimum of (2) Owner/Staff review meetings for each project prior
to conceptual design/engineering presentation to OCPRC.
D. Provide a minimum of (2) public workshops, allowing stakeholders, user group
and service providers to provide assistance in establishing the various design
element of the project.
e. Construction Documents
A. Preliminary Construction Documents
1. In cooperation with the CM, revise the design concepts and budgets
into preliminary. construction documents, drawings and specifications
for OCPR Staff review and comment.
2. Provide a minimum of (2) Owner/Staff review meeting for each project
prior to construction bidding by the CM.
B. Final Construction Documents
1. Complete the final construction documents, drawings and specifications
for OCPRC/CMH staff review and comment.
2. Allow for a 95% complete Owner/Staff review of Construction
Documents, including all drawings and written specifications.
C. Construction Bidding
1. Assist staff and CM with the bid questions, evaluation, review and any
necessary addendums.
f. Contract Administration
A. Complete and assist OCPR Staff in the following;
1. Submittal review
2. Preconstruction meetings
3. Pre -installation conferences
4. Progress meetings
5. Project close-out/punch list creation/review
4. COORDINATION AND SCHEDULING
a. Respondents may be required to coordinate work with other owner design professional
consultants and staff to produce the desired and complete feature as required by
OCPRC. The respondent may clarify its qualifications by supplying any additional
material deemed necessary to assist in the evaluation.
34
5. RFP — KEY DATES & INFORMATION
a. A site visit is not required for this RFP. Voluntary visits to the site may be made during
the following times;
A. GLEN OAKS —Parking area open during daylight hours 7am — 7pm
B. RED OAKS — Nature Center Hours of Operation
Monday Closed
Tuesday 12:00 — 4:00 pm
Wednesday12:00 — 8:00 pm
Thursday 12:00-4:00 pm
Friday 12:00-4:00 pm
Saturday 12:00 — 4:00 pm
Sunday Closed
b. All RFP questions MUST be submitted to Andy Krumwiede in writing at
krumwiedea@oakgov.com
c. Proposed Procurement Schedule:
A. RFP posted on MITN April 30th2014
B. RFP questions Due May 9th 2014
C. RFP Answers posted May 14th 2014
D. RFP Due May 28th 2014
6. PRELIMINARY DESIGN & CONSTRUCTION SCHEDULE
a. Glen Oaks — Parking Lot Improvements
A.
Design Engineering Award/Approval
July 9, 2014
1. Requires OCPRC approval
B.
Site survey complete
August 15, 2014
C.
Design research & analysis complete
September 1, 2014
D.
Conceptual design & budget complete
November 5, 2014
1. Requires OCPRC approval
E.
Preliminary construction documents complete
December 15, 2014
F.
Final Construction Documents complete
January 15, 2015
G.
Construction Bidding (CM)
March 4, 2015
1. Final bid recommendation requires OCPRC approval
H.
Construction Start
April 1, 2015
I.
Construction Complete
June 19, 2015
b. Red Oaks Nature Center— Parking Expansion
A.
Design Engineering Award/Approval
July 9, 2014
1. Requires both OCPRC and CMH approval
B.
Site survey complete
September 2015
35
C.
Design research & analysis complete
November 2014
D.
Conceptual design & budget complete
January, 2015
1. Requires both OCPRC and CMH approval
E.
Preliminary construction documents complete
March 1, 2015
F.
Final Construction Documents complete
April 15, 2015
G.
Construction Bidding (CM)
June 2015
1. Final bid recommendation requires both OCPRC and CMH approval
H.
Construction Start
July 1, 2015
I.
Construction Complete
October 31, 2015
7. STATEMENT OF QUALIFICATIONS
a. Statements should be emailed to Oakland County Purchasing Buyer with PDF
attachment. Statements should be as concise as possible and in the format as described
in Section II.
SECTION II --INFORMATION REQUIRED
1. BUSINESS ORGANIZATION
a. State the full name and address of your organization and any partnering firm. Indicate
state of incorporation or license to operate.
2. STATEMENT OF THE PROBLEM
a. State your understanding of the problem, as presented.
b. Acknowledge receipt of any or all addendum(s) issued by Oakland County Purchasing.
3. APPROACH
a. Provide narrative on design and engineering approach, research and stakeholder input.
4. WORK PLAN
a. Provide a work plan/schedule indicating various tasks, major benchmark and key
elements that may be dependent and affect other task and timelines.
5. PRIOR EXPERIENCE/REFERENCES
a. Provide a minimum of 4 references from similar projects within the last 5 years and
description of related experience.
6. CAPABILITY AND QUALIFICATIONS
a. As it relates to the problem statement, provide staff resumes, certifications and
professional licenses that indicate the education, experience and training of the persons
to be assigned to this project.
7. BASIS OF FEES
a. For each project, submit Not -to -Exceed fees for the following, including the hourly basis
of fees (estimation of staff hours):
L Site Survey and Testing
1. Alternate fee for southern parcel of the park
ii. Conceptual Design and Budget
iii. Construction Documents & Bid Review
36
iv. Contract Administration & Project Close-out
v. Schedule of hourly staff rates and reimbursable fees.
8. ADDITIONAL INFORMATION
a. Include any other information that is believed to be pertinent but not specifically asked
for elsewhere.
SECTION III --CRITERIA FOR SELECTION
1. Selection Process
a. The intent of this process is to determine the most qualified company to perform the
necessary engineering and design for this project. The evaluation committee members
will consist of the following organizations; Oakland County Purchasing, Oakland County
Parks and Recreation and The City of Madison Heights.
b. Oral presentations (Interviews) may be required and will be scheduled upon the
recommendation of the evaluation committee through Oakland County Purchasing.
c. Oakland County reserves the right to award a single or split design/engineering contract
for each project.
2. Evaluation Criteria
a. BUSINESS ORGANIZATION
b. STATEMENT OF PROBLEM
c. APPROACH
d. WORK PLAN
e. PRIOR EXPERIENCE/REFERENCES
f. CAPABILITY AND QUALIFICATIONS
g. BASIS OF FEES
h. ADDITIONAL INFORMATION
SECTION IV --CONCEPT INFORMATION
1. The following information is included to provide additional insight into the physical conditions,
operation and maintenance of this facility.
a. GLEN OAKS GOLF COURSE SITE AERIAL MAP
b. GLEN OAKS GOLF COURSE PARKING LOT SITE PLAN
c. RED OAKS NATURE CENTER SITE AERIAL MAP
37
n _ -- ..
V
I A • ,�'Rt �,p�rb!�r• �� �p "'l �I'Jr�annetor Trail '
I` �PROJ ECT y ` t.. JJ
RVEY
` • � :'' `..��.{''�r EXTENT`
rw
RED OAKS t r:� I �4�
COLFOCOURSE '.��
EXISTING'20 SPACE rINATUREtENTER•J;P,ti y..,PARKING'AREAR.,
INITIAL -
FUTURE! _ I- � r `
* �gONSIDERATION i I R�JECT� � I
+•- �' y� 8ACFZE ;%- r iNATURE,CENTER
1,- - _Q"+1i ES ,
re T
*49
.04
POP
ALTERNATE I
i� 1 sSURVEY1EX,TENT
F.
y H �L _ rd
— a { hi• a Aw. +� R R • Yf C IN I�NI 11 i I - f" I rk
91111k I ifLiv` ii 1 l
RED OAKS COUNTY PARK
Red Oaks Nature Center
30300 Hales St
Madison Heights 48071
Legend
QPark Boundary
Existing Trail
Existing Hardscape
Hydric Features
Potential Project Area
L.mb
.1 Project Survey Extent
16omb
.1 Alternate Survey Extent
0 150 300
Feet A '
600 1
I"
116
* Al� "
f
r.
aFit
a
l
w
r.
1�1G1:1�G1►1�1�1�1�1N1�1 �1 �i ���
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 9, 2014 AGENDA ITEM NO. 9 C
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, Landscape Architect/Project Manager
Submitted: June 26, 2014
Subject: APPROVAL — Glen Oaks Golf Course & Conference Center
Parking Lot Improvements
RFP Design Engineering Contract Approval
PROJECT OVERVIEW
Oakland County Parks and Recreation (OCPRC) staff sought qualified design and engineering proposals for the
Glen Oaks Golf and Conference Center Parking Lot Improvements in Farmington Hills. Selected
design/engineering firm will act as the prime consultant for OCPRC, including any and all required
design/engineering disciplines for surveying, civil, electrical, irrigation and other consultants as required. OCPRC
intends to work with our existing contract for construction management (CM) on this project. The selected
design/engineering firm will be required to work closely with the CM on design review, budgeting and schedules,
as required throughout the design and construction process.
Included in the RFP for design and engineering, the following items have been identified as priority issues to be
addressed through the design process,
Re -grading for adequate surface drainage
Storm water management with best management practices
Remove and move the existing conference center entrance to improve visibility
Staff anticipates bring back the conceptual design and budget of the parking lot replacement for conceptual
approval in November/December of 2014 for conceptual approval.
HISTORICAL PERSPECTIVE
The Glen Oaks Golf Course features an 18-hole, par 70 course with challenging par 3 holes crossing streams,
with rolling terrain. The 122-acre course includes a 1920s English -style stone clubhouse designated as a
Michigan Historical Building serves as a beautiful setting for banquets, weddings and golf outings. The site is also
home to a formal garden ideal for outdoor weddings, a pro shop, and club room
Proposed Project Timeline:
a) Design Engineering Award/Approval July 9, 2014
• Requires OCPRC approval
b) Site survey complete
August 15, 2014
40
Page 2
c) Design research & analysis complete
September 1, 2014
d) Conceptual design & budget complete
November 5, 2014
• Requires OCPRC approval
e) Preliminary construction documents complete
December 15, 2014
f) Final Construction Documents complete
January 15, 2015
g) Construction Bidding (CM)
March 4, 2015
• Final bid recommendation requires OCPRC
approval
h) Construction Start
April 1, 2015
i) Construction Complete
June 19, 2015
2. Capital/Maintenance Management Plan
1. GLC — Glen Oaks Conference Center - Parking Lot Improvements — Design
a. FY2014 Budget $27,500.00
2. GLG — Glen Oaks Golf Course — Parking Lot Improvements — Design
a. FY2014 Budget $27,500.00
3. GLC — Glen oaks Conference Center — Parking Lot Improvements — Construction
a. FY2014 Budget $275,000.00
b. FY2015 Proposed Budget $310,000.00
• Construction manager assisted in preparation of the FY2015 budgetary amount.
4. GLG — Glen Oaks Golf Course — Parking Lot Improvements — Construction
a. FY2014 Budget $275,000.00
b. FY2015 Proposed Budget $310,000.00
Construction manager assisted in preparation of the FY2015 budgetary amount.
PROCUREMENT INFORMATION
With the help of the Oakland County Purchasing Department, the Design/Engineering RFP was posted on the
MITN website on April 30, 2014, with responses due on May 28, 2014. The following nine responses were
received;
Bidder #1
Bidder #2
Bidder #3
Bidder #4
Bidder #5
DESCRIPTION 1 COMPANY —>
Midwestern
Giffels
PEA
AEW
Consulting
Webster
Johnson Hill
Troy, MI
Shelby Twp., MI
Ann Arbor, MI
Birmingham, MI
Ann Arbor, MI
Glen Oaks Not to Exceed Fee $35,800.00
$59,950.00
$56,400.00
$57,570.00
$53,530.00
Bidder #6
Bidder #7
Bidder #8
Bidder #9
ROWE
Nowak and
Spalding
Farmington
Fraus
SME
DeDecker
Hills, MI
Pontiac, MI
Shelby Twp., MI
Rochester Hills,
MI
$33,228.00
$55,214.00
$56,900.00
$62,500.00
The evaluation committee, which consisted of Oakland County Parks and Recreation and Oakland County
Purchasing staff, evaluated the nine submitted vendor responses based on the following criteria;
a. BUSINESS ORGANIZATION
b. STATEMENT OF PROBLEM
41
Page 3
c. APPROACH
d. WORK PLAN
e. PRIOR EXPERIENCE/REFERENCES
f. CAPABILITY AND QUALIFICATIONS
g. BASIS OF FEES
h. ADDITIONAL INFORMATION
Based on the combined scores of the evaluation committee, it was determined to interview the following vendors;
1. Professional Engineers Association, Inc. (PEA)
2. Giffels Webster Engineers (GWE)
3. Rowe Professional Services Company (ROWE)
4. Nowak and Fraus Engineers (NFE)
ATTACHMENTS
a. Attachment A — Combined Design/Engineering RFP for RNC and GLG Parking Lots
b. Attachment B — Site Plan
c. Attachment C — Existing Site Photos
STAFF RECOMMENDATION
Interviews will be completed on June 23, 2014, and a recommendation to award a contract will be presented at
the July 9, 2014, OCPR Commission Meeting.
MOTION
A motion to award a contract will be presented at the July 9, 2014 OCPR Commission Meeting.
42
REQUEST FOR PROPOSALS
FOR
DESIGN AND ENGINEERING SERVICES
Issue Date: April 30t" 2014
Oakland County Parks and Recreation Commission
2800 Watkins Lake Road
Waterford, MI 48328
43
SECTION 1--GENERAL INFORMATION
1. PURPOSE
a. Qualified design/engineering proposals are being sought by Oakland County Purchasing,
on behalf of Oakland County Parks and Recreation Commission (OCPRC) for the Glen
Oaks Golf and Conference Center— Parking Lot Improvements, Farmington Hills and the
Red Oaks Nature Center New Parking Lot, Madison Heights. As the municipal lead,
OCPRC will be evaluating and collaborating with the City of Madison Heights (CMH) to
complete the design/engineering for the Red Oaks Nature Center — New Parking Lot.
b. Selected design/engineering firm will act as the prime consultant for Oakland County
Parks and Recreation (OCPR), including any and all required design/engineering
disciplines for surveying, civil, electrical, irrigation, and other consultants as required.
c. OCPRC intends to work with our existing contract for construction management (CM) on
these projects. The selected design/engineering firm will be required to work closely
with the CM on design review, budgeting and schedules, as required throughout the
design and construction process.
2. HISTORICAL PERSPECTIVE
a. The Oakland County Parks system consists of 13 parks, including five golf courses
and eight day -use and/or camping parks totaling approximately 6,793 acres of
total parkland.
b. The Glen Oaks Golf Course features an 18-hole, par 70 course with challenging par 3
holes crossing streams, with rolling terrain. The 122-acre course includes a 1920s
English -style stone clubhouse designated as a Michigan Historical Building serves as a
beautiful setting for banquets, weddings and golf outings. The site is also home to a
formal garden ideal for outdoor weddings, a pro shop, and club room
c. The Red Oaks Nature Center Facility features an 1800 square ft. Nature/Interpretive and
Learning Center Building with 2.25 miles of nature trails on a heavily wooded 36 acre
site. The Nature Center facility is adjacent to the Red Oaks (9) hole golf course,
waterpark and dog park. This Park is the product of effective and creative partnerships
at the local, county, state and federal level. Red Oaks is a regional recreation destination
that serves diverse populations and multiple, dedicated user groups. The park makes
productive and environmentally sustainable use of urban land, which, due to the
location of the George W. Kuhn Drainage District, would otherwise be unavailable for
development.
d. OCPRC currently has a 25 year lease with the City of Madison Heights for the operation
and maintenance of the Nature Center facility, including a shared financial interested in
any capital project over $5,000.
e. PROJECT SITE ADDRESS:
A. Glen Oaks County Park
30500 Thirteen Mile Road
Farmington Hills MI 48334
44
B. Red Oaks Nature Center
30300 Hales Street
Madison Heights MI 48071
3. PROBLEM STATEMENT
a. Initial Scope of Work
A. GLEN OAKS - Evaluate and assist OCPR staff in the cost determination and
design of Complete removal/replacement of the existing Golf/Conference
Center parking lot, including:
1. Re -grading for adequate surface drainage
2. Assess portions or all of the existing storm drainage system for potential
replacement to comply with ordinance and BMP's for storm water
drainage.
3. Storm water management with best management practices that could
further improve safety and environmental awareness and
interpretation.
4. Installation of new underground conduits for the existing parking lot
lights.
5. Depending on re -grading, some light pole bases may require
adjustment.
6. Installation of irrigation sleeves for island irrigation.
7. Assess and relocated existing curbing and curbed islands in
conformance to ordinance and maintenance practices.
8. Consider and evaluate the replacement method of Full Depth
Reclamation (FDR).
9. Assess, evaluate and consider milling and repaving the East Golf Parking
area
10. Remove and move the existing conference entrance to the western
portion of the parking lot improving sight visibility while aligning it
directly across from the senior center driveway.
11. Assess and redesign the existing landscaping according to ordinance
requirements, including the Park Monument Sign, flag pole and
historical significance.
12. Consider Relocating the conference center sign closer to the new west
entrance and potentially add a Golf Course Entrance Sign at the east
entrance.
a. This may require an ordinance variance.
13. Assess and consider alternate pedestrian/vehicle circulation patterns for
improved safety, including delivery routes, turning radius and
loading/unloading Zones.
45
B. RED OAKS - Evaluate and assist OCPR & CMH staff in the cost determination
and design of new parking lot expansion, including:
1. Approximate size of 75-175 parking spaces, which utilizes a combination
of impervious and pervious paved surfaces.
2. Determining the location and implementation for a new parking facility,
as identified on the attached map, titled 'Initial Project area.
a. Special consideration shall be given to limit and/or minimize
parking, vehicle/pedestrian routes in the Initial Project Area
located immediately north of the Nature Center.
3. Improving and creating safe pedestrian/vehicle circulation.
4. Create a safe and efficient large vehicle/bus drop off area.
5. Storm water management with best management practices that could
further improve safety and environmental awareness and
interpretation.
6. Consider a phased implementation of the new parking lot.
7. Facilitate a collaborative design/engineering process between CMH and
OCPRC.
b. Commission & Municipal Reviews and Approval
A. Prepare, submit and attend the following meetings:
1. GLEN OAKS -Prepare and submit required documentation to City of
Farmington Hills Planning Department, City Council and Historical
Commission as required for municipal review and approval.
2. RED OAKS —Prepare and submit required documentation to City of
Madison Heights Community Development Department and City Council
as required for municipal review and approval.
B. Assist staff in the preparation for OCPRC commission meetings by developing
a report outlining design options, with associated three dimensional sketches
illustrating proposed concepts.
1. (3) OCPRC Presentations (Glen and Red Oaks):
a. Conceptual Design/Engineering
b. Construction Approval
c. One additional presentation, if required
2. Up to (3) City of Madison Heights Council Presentations
Refer to Conceptual Design
c. Site Topographical Survey
A. Provide the necessary site topographical survey, as required for municipal site
plan review and construction engineering, including a brief description of the
means and method of completing the site topographical survey.
1. RED OAKS —Tree survey will be required within the project survey
boundary for trees 6" DBH and above.
46
d. Conceptual Design/Engineering & Budget
A. In cooperation with the CM, provide the necessary design concepts and
budget for OCPR staff review and comment, including any necessary site
analysis and design research/analysis.
B. Provide assistance to OCPRC/CMH staff with determination of conceptual
operation and maintenance of the project.
C. Provide a minimum of (2) Owner/Staff review meetings for each project prior
to conceptual design/engineering presentation to OCPRC.
D. Provide a minimum of (2) public workshops, allowing stakeholders, user group
and service providers to provide assistance in establishing the various design
element of the project.
e. Construction Documents
A. Preliminary Construction Documents
1. In cooperation with the CM, revise the design concepts and budgets
into preliminary construction documents, drawings and specifications
for OCPR Staff review and comment.
2. Provide a minimum of (2) Owner/Staff review meeting for each project
prior to construction bidding by the CM.
B. Final Construction Documents
1. Complete the final construction documents, drawings and specifications
for OCPRC/CMH staff review and comment.
2. Allow for a 95% complete Owner/Staff review of Construction
Documents, including all drawings and written specifications.
C. Construction Bidding
1. Assist staff and CM with the bid questions, evaluation, review and any
necessary addendums.
f. Contract Administration
A. Complete and assist OCPR Staff in the following;
1. Submittal review
2. Preconstruction meetings
3. Pre -installation conferences
4. Progress meetings
5. Project close-out/punch list creation/review
4. COORDINATION AND SCHEDULING
a. Respondents may be required to coordinate work with other owner design professional
consultants and staff to produce the desired and complete feature as required by
OCPRC. The respondent may clarify its qualifications by supplying any additional
material deemed necessary to assist in the evaluation.
47
5. RFP —KEY DATES & INFORMATION
a. A site visit is not required for this RFP. Voluntary visits to the site maybe made during
the following times;
A. GLEN OAKS —Parking area open during daylight hours lam —7pm
B. RED OAKS— Nature Center Hours of Operation
Monday Closed
Tuesday 12:00-4:00 pm
Wednesday12:00 — 8:00 pm
Thursday 12:00-4:00 pm
Friday 12:00-4:00 pm
Saturday 12:00-4:00 pm
Sunday Closed
b. All RFP questions MUST be submitted to Andy Krumwiede in writing at
krumwiedea@oakRov.com
c. Proposed Procurement Schedule:
A. RFP posted on MITN April 30`h2014
B. RFP questions Due May 9`h 2014
C. RFP Answers posted May 141h 2014
D. RFP Due May 281h 2014
6. PRELIMINARY DESIGN & CONSTRUCTION SCHEDULE
a. Glen Oaks — Parking Lot Improvements
A.
Design Engineering Award/Approval
July 9, 2014
1. Requires OCPRC approval
B.
Site survey complete
August 15, 2014
C.
Design research & analysis complete
September 1, 2014
D.
Conceptual design & budget complete
November 5, 2014
1. Requires OCPRC approval
E.
Preliminary construction documents complete
December 15, 2014
F.
Final Construction Documents complete
January 15, 2015
G.
Construction Bidding (CM)
March 4, 2015
1. Final bid recommendation requires OCPRC approval
H.
Construction Start
April 1, 2015
I.
Construction Complete
June 19, 2015
b. Red Oaks Nature Center — Parking Expansion
A.
Design Engineering Award/Approval
July 9, 2014
1. Requires both OCPRC and CMH approval
B.
Site survey complete
September 2015
48
C.
Design research & analysis complete
November 2014
D.
Conceptual design & budget complete
January, 2015
1. Requires both OCPRC and CMH approval
E.
Preliminary construction documents complete
March 1, 2015
F.
Final Construction Documents complete
April 15, 2015
G.
Construction Bidding (CM)
June 2015
1. Final bid recommendation requires both OCPRC and CMH approval
H.
Construction Start
July 1, 2015
I.
Construction Complete
October 31, 2015
7. STATEMENT OF QUALIFICATIONS
a. Statements should be emailed to Oakland County Purchasing Buyer with PDF
attachment. Statements should be as concise as possible and in the format as described
in Section 11.
SECTION II --INFORMATION REQUIRED
1. BUSINESS ORGANIZATION
a. State the full name and address of your organization and any partnering firm. Indicate
state of incorporation or license to operate.
2. STATEMENT OF THE PROBLEM
a. State your understanding of the problem, as presented.
b. Acknowledge receipt of any or all addendum(s) issued by Oakland County Purchasing.
3. APPROACH
a. Provide narrative on design and engineering approach, research and stakeholder input.
4. WORK PLAN
a. Provide a work plan/schedule indicating various tasks, major benchmark and key
elements that may be dependent and affect other task and timelines.
5. PRIOR EXPERIENCE/REFERENCES
a. Provide a minimum of 4 references from similar projects within the last 5 years and
description of related experience.
6. CAPABILITY AND QUALIFICATIONS
a. As it relates to the problem statement, provide staff resumes, certifications and
professional licenses that indicate the education, experience and training of the persons
to be assigned to this project.
7. BASIS OF FEES
a. For each project, submit Not -to -Exceed fees for the following, including the hourly basis
of fees (estimation of staff hours):
L Site Survey and Testing
1. Alternate fee for southern parcel of the park
ii. Conceptual Design and Budget
iii. Construction Documents & Bid Review
49
iv. Contract Administration & Project Close-out
v. Schedule of hourly staff rates and reimbursable fees.
8. ADDITIONAL INFORMATION
a. Include any other information that is believed to be pertinent but not specifically asked
for elsewhere.
SECTION III --CRITERIA FOR SELECTION
1. Selection Process
a. The intent of this process is to determine the most qualified company to perform the
necessary engineering and design for this project. The evaluation committee members
will consist of the following organizations; Oakland County Purchasing, Oakland County
Parks and Recreation and The City of Madison Heights.
b. Oral presentations (Interviews) may be required and will be scheduled upon the
recommendation of the evaluation committee through Oakland County Purchasing.
c. Oakland County reserves the right to award a single or split design/engineering contract
for each project.
2. Evaluation Criteria
a. BUSINESS ORGANIZATION
b. STATEMENT OF PROBLEM
c. APPROACH
d. WORK PLAN
e. PRIOR EXPERIENCE/REFERENCES
f. CAPABILITY AND QUALIFICATIONS
g. BASIS OF FEES
h. ADDITIONAL INFORMATION
SECTION IV --CONCEPT INFORMATION
1. The following information is included to provide additional insight into the physical conditions,
operation and maintenance of this facility.
a. GLEN OAKS GOLF COURSE SITE AERIAL MAP
b. GLEN OAKS GOLF COURSE PARKING LOT SITE PLAN
c. RED OAKS NATURE CENTER SITE AERIAL MAP
50
4
kJ
ip
" A_
' ' = It * 1
16
�.�
y GLEN OAKS,` OLF ,C,OU RSE
PARKING LOT REf OMATION
Mar,
.,
7 M r
fit
E } 4L
-0
'fir •' ''
} `+ ' '`1'lIiM�C * '`�"�ly F ill ',•, :'
51
N
to
0
o1_1:o.,IeInoeiij►Iali �:1 ii ►�Mmi
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 9, 2014 AGENDA ITEM NO. 9 D
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: June 26, 2014
Subject: CONSTRUCTION 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 buildinqs/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
Identified FY2012
2012 $30,000
2013 I $30,000
2014 1 $140,000
53
Page 2
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.
PROJECT OVERVIEW
GLG Bridge #13 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 19th OCPRC Commission Meeting
c) Executive Officers Report Update: Aril 4th 2014 OCPRC Commission Meeting
d) Project Conceptual Approval: May 7t 2014 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.
54
Page 3
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
e) Cost Recovery Goals — Golf Course Irrigation
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 — CONSTRUCTION
1. Project Costs:
a) Construction Contract Cost: $208,383.00
b) Survey/Testing/Design/Engineering: $24,524.00
c) Total Project Costs: $232,907.00
ATTACHMENTS
25-30 years
Health and Safety
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 — Project Cost Summary
STAFF RECOMMENDATION
Staff recommends to award construction to Frank Rewold & Sons, Inc. in the amount not to exceed $208,383,
which includes a $25,000 contingency, for the Glen Oaks Golf Course Bridge #13 Replacement Project (Refer to
the attached FRS Cost Summary Sheet).
MOTION
Move to award a construction contract to Frank Rewold & Sons, Inc. in the amount not to exceed
$208,383, which includes a $25,000 contingency, for the Glen Oaks Golf Course Bridge #13 Replacement
Project.
55
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
1 1.2.2 RECREATION FACILITIES
"Develop and maintain year round recreation facilities that support passive and active
recreation pursuits for people of all ages."
3
pras�,:>
consu[trng
56
OkKLANDOakland County Parks and Recreation Commission
COUNTY PARKS
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 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
57
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.
FKLAND
► k I'd W_'U 'M
Chapter 9: Strategic Action Plan — Page 13
58
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
CMAKLAND
1111LIifAW.,IAIM
59
Park Master Planning Schedule
Updated October 10, 2013
Donna Folland, Project Advisor—follandd@oakRov.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
60
KLAND
1 k l t
WI
GLEN OAKS
Bridge#.131R016cement ,_ .� �,�. r I �`
" = COUNTY PARK
'+* 30500 THIRTEEN MILE FAD
FARMINGTON HILLS 48334
-�,_ Irrigation!Pump House
Park Boundary
A �i
" Waterway
t ' , Hydric Features
r+M ation!PondiDredge "
7t
LLI
�c
i
Maintenance Drive
41
•,y �� � Y'S I'• - -- • -'fir • ��
CLUBHOUSE'
era `' + , PI<IrP w-�ii�i�r}+�ii ;$a►. i
, �� .� '-��� �,� , - _, .- _ � �•r�.L��,'' -
p Feet
LE, RD-
01 61
�ttrI-Village
odr of - OZAKLAND
Mond of Grand Blanc Goodrich 0. Village
Gaines Grand Blanc Halle le Metamorq Dryden Almont of Almont
Township Townshl Townshi
Township _� Township Atlas P 1 ownship iTownship Berlin
Township • �• • • • • •-• • �• • • • • • • • • • Township COUNTY PARKS
• ` Village of
_A�gentine Fennn Village of Leonard
Township Tow ship ti Ortonville •
Brandon Oxford Addison Bruce
City of r . • Holly 6r land__ Townshi Township Township • Township
Linden • ]Township Township • �
Village Armada
• of Oxford •
City of • Village Township) r
`n Fenton • of Holly I — r� ♦_ Village 1
I of Romeo jtq
Village of • Township
• Lake Orion _ •
Deerfield • / �. Independence �- — �•
Township
Township Tyrone • Rose Springfield P Orion Oaklandi �-—1!Vashington IL
•� rLi 'o Townshi T nsh( • Township
x
Township ; Township Townshlp_=' .( Villa
e p p •� p
9
of Clarkston � ��sti �^�� �; _;•'
• ��— Ci of Lake • Glen Oaks Golf
•- i 'I Angelus�(� _ Auburn City of • Sales by Zip Code
Oceol• —] �I Hills - Rochester• 2013 Season
Townshia p - art land High and Whf�lake Waterford City of Shelby
P
Township Tow hip Tdwftshlp Township ')City f I Rochestlr
-' ��r' V Pont(ae _- Hill Macomb
t' J • city,, Township 1 - 104
�
y • - of-SylYa" ^— _ City of
• r Laket�_ t Utica { 105 - 362
• Village of City {ergo •
Genoa - • 'iMilford — r of Orchard 'Ic-bar Clinton 363 - 1021
• _ Commercb _� Irca Bloomfield City of City of Ctty of Township
T� Brighton Milford Tow hip Township Bloomfield Sterling —
Township
_;J • wnshi I Vill a of West Hills Troy • •J `1022 - 2618
I P ag • Heights
I • Wolverine Bloomfield 2619 - 5061
City of • Lake Township City of • FFrdser
Brighton rS / City of City of Walled Lake Birmingham City ofy of
rWixom t*,�ldage of VNloge Clawson •
c� - Pr°dihklin Village of Beverly Lad org
City of of Bingham Hills Height,• 14% of 30,212 sales
'7 • L Formi Farms City of Height City of
Hamburg ,� - - ti1�°'� City of City of � due to inaccurate or Incomplete zip code data
I�l,,., • Royal Oak Warren City of
Township Green Oak 1L on Hilly Lathru Berkley y •
City P Roseville
Township 'ity of Townshp City of ViPgge Cm of • CitY cfJ— 6% 25,972 of sales are not represented
of Novi
*South Novi City of Southfleld Pleasant Center - due to out-of-state zip code data 0• Lyon Township Farmington Rid a City of of
g City Lipa ty 1 inch = 4 miles
Oak Park
• �' f R n(O Poo Cik• ELtpomte s Oakland County Parks and Recreation
•••••-••••••••••!�•••••••,•••••••••••Wh•-��
Northville ' City'of 2800 Watkins Lake Road
Salem I Harper Waterford, MI
Webster Northfield Northville City of Redford City of Township City - Woods
Township Township i Townshi _ Livonia Township — Detroit — 248ation0906
P Plymquth of-Highland
www.Destination0akland.com
62
' k! "*� � I
JL
lop%,
...... ......
j 797
RMINEZ
L
5r !,
� z| 2k « .. \ � \�:� . j \f g� % �� ¥ Ar 0
'.�T 4f
f=ratik Rewold and Son, Inc.
GOrl MUCKY) Manager • GOW.ral COniractor
M East second St. • Rochester, Mi 40307
(249) 01-7242 • Fax; (246) 651-6174
wfin.frantcrb nod.com
Oalkand County
Glen Oaks
_
Precast Bridge
314 Weeks
_ Description
Total
General Conditions
19,900
0
Superintendent
12 500
Included
0
Project Manager
4,250
included
0
Insc
8001
Included
0
Survey
--
- .....
-
Not fte wired
....._a _
_
-
0
.__._...
and
2,500 '
2,500
Testing Allowance
3,000
3,000
Mdsc
4,500
4,500
Demo Existing Bridge
13,850
13,850
Landscape Restoration
Owner
0
Site Utility Culverts (2)
3,130
3,130
Soil Erosion
Included
0
Earthwork ( Cut Grade)
-...
21,800
21,800
Diversion --
0
-
Allowance for
7,500
------- ----
7,500
Road Reinforcement
0
--
Cut Grade
included
- --
0
Material J ..
fo.Ad'usted_Grade ..........
....
__...___.,_..
..Included..,;_.-._.............
...
0..
_
Backfill & Compaction
Included
0
�e udred Re Grade at Path
' q
....
Included
_ ...
0
Deep Spread w Keyway
---
24,136
24,136
Crane to Set Bridge
9,500 :
9,500
Labor to Set Bridge
2,500
2,500
Fiber Logs & Install
7,650
7,650
Precast Bridge
24,500 -
24,600
Paving_ _
28,910
28,910
Electric Relocation
3,360
............. 3,350
.............
_..--
0
Contingency - Owner
25,000
25,000
Sub -Total
201,726
-- -
201,726
Profit - Percentage
3.3/0
6,657
6,657
.... ......
---...........
TOTAL
208,383
.--
208,383
FADATABASEIJOBS19760%Bids19760 Glen Oaks Precast Bridge.xlsx Pagel
6/16/2014 4:35 PM
64 '
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 91 2014
To: Chairman Fisher and Commission Members
AGENDA ITEM NO. 9 E
PARK OPERATIONSrNORTH DISTRICT
From: James C. Dunleavy, Chief of Parks Operations— North District:
Submitted: June 26, 2014
Subject: Portable Light Towers
INTRODUCTION AND HISTORY
The Oakland County Parks Operations staff is looking at extending the hours at Lyon Oaks and Orion Oaks in
the early spring and in the fall and winter months. Staff feels this will provide a better service for our guests
and has the potential for increased revenue. Please see the attached survey results from our dog park users.
We currently have four light towers that we use for special events and programs. We are proposing to use
these four units at Orion Oaks and the new portable light towers at Lyon Oaks. Red Oaks currently has
existing street lights.
The four portable light towers have 1000 watt metal halide lights, 360 degree mast rotation and 30' adjustable
tower with running light package for road transportation and built-in generators. The new light towers include a
two year warranty and are expected to last 10 years.
Staff has received the following bids:
Bidder # 1 Bidder # 2 Bidder #3
Evergreen Services Barnsco Inc., Audio Visual Equipment & Supplies
New York Walled Lake, MI Southfield, MI
$32,000 $36,160 $32,000
(Two year warranty) (One year warranty) (One year warranty)
ATTACHMENTS
- Dog Park Lighting Survey
- Picture of proposed portable light towers and specifications
STAFF RECOMMENDATION
After reviewing bids staff recommends awarding the bid to the low bidder, Evergreen Services, in the amount
of $32,000. Warranty work will be completed in Michigan at the Local Wacker Nueson supplier in Sterling
Heights.
Funds have been allocated in the Capital Equipment Budget for this purchase.
MOTION
Move to award the bid for four portable light towers to Evergreen Services, in the amount of $32,000.
Warranty work will be completed in Michigan at the Local Wacker Nueson supplier in Sterling Heights.
65
NOWACKE.2
V NEUSON
Light Towers - Narrow Body
Light Towers
Versatile light towers deliver exceptional lighting
The LTN series of narrow body light towers are ideally suited for Illuminating general job sites, site prep, concrete pours, specialty events, paring
lots road work and bridge work. A 30-foot adjustable tower rotates 360 degrees for optimum lighting flexibility. Quiet operation, the quietest in
its class with sound levels as low as 67 dB(A) at 23 feet, offers maximum versatility for almost any applications. Large fuel tank allows for
continuous lighting/run time.
• Elliptical light fixtures offer excellent job site illumination that is diffused and more uniform without the harsh spotlight effect of standard light
fixtures.
• Lockable impact resistant plastic doors are rust and dent proof. Full-length doors also provide maximum accessibility for easy servicing.
• Four -point jack stands provide for easy leveling, stability on uneven terrain and superior wind stability.
• Mast -mounted base winch can be cranked while the operator is standing (eliminates bending) for improved ergonomics and easy operation.
Some models feature dual power winches for quick set-up.
• Fully equipped highway -ready trailer offers a 2-inch ball hitch, 13-inch tires, four ties downs, DOT lighting, VIN number and chains.
wackerneuson.com - 03,07.2013
Page: 1 / 3
66
WACKER
NEUSON
Light Towers - Narrow Body
Light Towers
Technical specifications
LTN 61.
LTN 6C
LTN 6K
LTN 81K
Operating data
Illumination coverage at 5 fc (54 lux)
12,960
12,960
12,960
12,960
ft2
Lamp type
Metal Halide
Metal Halide
Metal Halide
Metal Halide
Mast height ft
30
30
30
30
LxWxH in
180.4 x 59.3 x 73.2
180.4 x 59.3 x 73.2
180.4 x 59.3 x 73.2
180.4 x 59.3 x 73.2
Sound level (LwA) at 23 ft (7 m) dB(A)
67
68
68
70
Power kW
6
6
6
8
Frequency Hz
60
60
60
60
Voltage V
120
120
1201240
120/240
Power factor cos (D 1—
1
1
1
1
Voltage control %
6
6
6
6
Idle to full load %
10
10
10
10
Engine / Motor
Generator insulation (class)
H
H
H
H
RPM / speed rpm
1,800
1,800
1,800
1,800
Generator model
Brushless
Brushless
Brushless
Brushless
Engine / Motor type
Liquid -cooled
Liquid -cooled
Liquid -cooled 3-cylinder
Liquid -cooled 3-cylinder
3-cylinder diesel
3-cylinder diesel
diesel engine
diesel engine
engine
engine
Engine / Motor manufacturer
Kohler
Caterpillar
Kubota
Kubota
Displacement in'
62.7
67
61.1
68.5
Operating performance hp
13.4
15.3
13.1
15.4
at rpm rpm
1,800
1,800
1,800
1,800
Rated performance
ISO 3,046 IFN
ISO 3,046 IFN
ISO 3,046 IFN
ISO 3,046 IFN
Tank capacity US gal
32.5
32.5
32.5
32.5
Fuel consumption US gal/h
0.45
0.44
0.42
0.41
wackerneuson.com - 03.07.2013 Page: 2 / 3
67
WACKE.Z
NEUSON
Information on suitable accessories can be found on our website.
The right to make changes is reserved in the interests of ongoing further developments. You can find more information on the engine power in the
operator's manual. The actual power output figures may vary due to specific operating conditions.
Information on suitable accessories can be found on our website. More detailed information on engine power can be found in the operator's manual;
the stated power may vary due to specific operating conditions. Subject to alterations and errors excepted. Applicable also to illustrations.
Copyright 0 2013 Wacker Neuson SE.
wackerneuson.com - 03.07,2013
Page: 3 13
68
Orion Oaks Dog Park
Lighting Survey Preliminary Results
The Dog Park Lighting Survey was prepared by staff with assistance from the public engagement
consultants at University of Michigan — Flint. The survey was administered by dog park operations staff
at Orion Oaks Dog Park in March 2014. A total of 101 completed surveys were collected.
Please contact Donna Folland with any questions — follanddCa)oaksov.com
Question 1: Would you visit the Dog Park in the evening if it was lighted?
Total 96 100%
Question 2: In the past 12 months, how often have you visited the Orion Oaks Dog
Park? Please select one (1) of the choices below:
Less than once a
'
2
2%
month
1— 3 times a month
10
10%
Once a week
16
16%
2 — 4 times a week
43
44%
More than 5 times a
27
28%
week
Total
98
100%
Question 3: If the Dog Park were lighted in the evening, which evenings of the
week would you prefer to visit? Please check up to three (3) of the choices below:
Sunday
35
40%
Monday
34
39%
Tuesday
32
36%
Wednesday
36
41%
Thursday
38
43%
Friday
46
52%
Saturday
41
47%
June 10, 2014
Orion Oaks Dog Park Lighting Survey
Page 1 of 3
69
Question 4: Would you be willing to pay a separate admission fee for lighted dog
park evenings?
Total 100 100%
Question 5: What is the MOST you would be willing to pay for admission to lighted
dog park evenings?
$0
15
18 %
$1- $2
44
53%
$3 - $4
16
19%
$5
5
6%
More than $5
3
4%
Other:
0
0%
Total
83
100%
Question 6: Would you be willing to pay a separate annual pass for admission to
lighted dog park evenings?
Total 96 100%
Question 7: What is the MOST you would be willing to pay for an annual pass to
lighted dog park evenings?
$0
13
15 %
$5 - $9
36
42%
$10 - $14
23
27%
$15 - $19
8
9%
$20 - $25
4
5%
More than $25
2
2%
Other: _ _ _
0
0%
Total
86
100%
Question 8: What is your home ZIP code?
96 ZIP codes were entered. The data will be mapped and presented at a later date.
June 10, 2014 Orion Oaks Dog Park Lighting Survey Page 2 of 3
70
Question 9: Do you have any additional comments about evening lighting at Orion
Oaks
This park is a natural setting. Lights would be a mistake
Love the Park
Sounds Great
would be very much welcome
Do it at no extra cost
Not Interested
Green Lighting (solar)
heard alot of good things about it been waiting for lights since red got theirs
Total Responses 8
Question 10: Do you have any other suggestions to improve your Dog Park
experience at Orion Oaks?
- •.
Fix Lot
1 think there should be fines for not cleaning up after your dogs. I tink all dogs should have tags so we know they
have vaccines.
Paved Parking Lot
Picking up Waste Also paved parking Nice Place
Pave the parking area
Excellent Park
Pave Parking lot
Greatidea
Awesome job. We love it here (Cali and Jen)
Picking up your dog waste
Leave all the parks open more often
Great Staff Paved Parking
Open a Bigger Small Dog Park
More Water Area's Larger Small Dog Areas
Great Park
More Gravel in the parking lots
More Paddocks
Let us park in the lot closest - usually not allowed
Hunting Dog Training area. Hot Chocolate / Coffee sold here
great park and love coming here
It would be nice to have an all paved parking lot and approaches to the corrals. But I know it would be expensive.
Great Job otherwise. Am extremely happy with the park
a Great Job
Paved Parking
Paved Parking
Total Responses 24
June 10, 2014 Orion Oaks Dog Park Lighting Survey Page 3 of 3
71
1�1�1:1�_t►1�1��1�JN1�1 �:1�� ►��
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 9, 2014
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Melissa Prowse, Business Development Representative
Submitted: July 1, 2014
AGENDA ITEM NO. 9 F
BUSINESS DEVELOPMENT
Subject: Michigan Department of Natural Resources Recreation Improvement Fund Grant Award
INTRODUCTION AND HISTORY
Staff is requesting acceptance of a grant award from the Michigan Department of Natural Resources
Recreation Improvement Fund for site -work for an ORV demonstration and training event site in Groveland
Township. The MDNR has awarded a $20,000 grant (40% of total site development costs) to Oakland County
Parks and Recreation through its Recreation Improvement Fund grant program. There was no application
submitted for this grant, and it has received grant sign -off through Oakland County Fiscal Services.
The development of the site will be completed in two phases. Phase 1 ($30,000) will consist of the ORV trail
development. Phase II ($20,000), to be funded by the MDNR, will consist of the development of safe public
access, viewing areas and appropriate training facilities to be utilized for the ORV demonstration event as well
as ORV trainings run by the MDNR.
ATTACHMENTS
• Resolution to accept grant award
• Grant Review sign -off
• Grant Agreement
STAFF RECOMMENDATION
The staff recommends the Commission approve the attached resolution authorizing the acceptance of the
Michigan Department of Natural Resources Recreation Improvement Fund for a $20,000 grant to support site -
work for an ORV demonstration event site and training facility in Groveland Township.
MOTION
Move to approve the attached resolution authorizing the acceptance of the Michigan Department of
Natural Resources Recreation Improvement Fund for a $20,000 grant to support site -work for an ORV
demonstration event site and training facility in Groveland Township.
72
MISCELLANEOUS RESOLUTION
IN RE: MICHIGAN DEPARTMENT OF NATURAL RESOURCES RECREATION
IMPROVEMENT FUND GRANT FOR SITE DEVELOPMENT FOR AN ORV SAFETY
EDUCATION TRAINING FACILITY
To: Oakland County Parks and Recreation Commission
Chairperson, Ladies and Gentlemen:
WHEREAS, the Oakland County Parks and Recreation Commission has been notified by the
Michigan Department of Natural Resources that it was awarded a grant through the Recreation
Improvement Fund; and
WHEREAS, the Oakland County Parks and Recreation Commission is developing an ORV
demonstration and training site in partnership with the Michigan Department of Natural
Resources; and
WHEREAS, the Oakland County Parks and Recreation Commission recommends the
acceptance of the following grant from the Department of Natural Resources for $20,000 from
the Michigan Department of Natural Resources Recreation Improvement Fund; and
WHEREAS, the grant agency requires a resolution from the Governing Body to accept the grant
award.
NOW THEREFORE BE IT RESOLVED THAT THE Oakland County Parks and Recreation
Commission hereby requests the Oakland County Board of Commissioners authorize and
approve the Michigan Department of Natural Resources Recreation Improvement Fund grant
award.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission
hereby requests the Board of Commissioners direct its Chairperson or designee to execute said
grant agreement on behalf of the County of Oakland.
Date:
Moved by:
Supported by:
AYES:
NAYS:
73
F�r4 OE NA7u,L19� Michigan Department of Natural Resources GRANT AGREEMENT NUMBER
Parks and Recreation Division
` DNRIj� n'
tim MEMORANDUM OF UNDERSTANDING AND AGREEMENT RIF 14-101
b"""P� FOR THE
RECREATION IMPROVEMENT FUND
This information is required by authority of Part 711 of Act 451 of 1994,
as amended, to qualify for reimbursement.
Grantee
Oakland County - Parks and Recreation It is expressly understood by and
Attention between the parties hereto that the
Melissa Prowse proposal bears the above Grant
(Address Agreement Number and associated
2800 Watkins Lake Rd. documents including all attachments, are
City, State, ZIP by this reference made part of this
Waterford, Mi 48328 understanding. All materials bearing this
number constitute the entire
Telephone Federal Employer Identification Number (FEIN) understanding between the parties.
(248)760-8360 38-6004876
An agreement is made between the MICHIGAN DEPARTMENT OF NATURAL RESOURCES
(hereinafter called the Department; State Trails Coordinator, contracting officer) and the above -named
Grantee for funding: Site construction work for safety education training facility including entry road,
parking and riding challenge features.
The project period shall be from date State trails Coordinator signs to September 30, 2014. Funds
provided under this agreement shall not in any event exceed Twenty Thousand ($20, 000.00) dollars. This sum
shall be used only for the elements called for in the project scope.
All projects will comply with the Americans with Disabilities Act of 1990,
All work must comply with State and Federal guidelines rules, regulations, and laws.
Additional guidelines and specifications for this agreement:
• Project Coordination: The Department contact for this project is Steve Kubisiak, hereinafter
referred to as the Coordinator. The Grantee will confer regularly with the Coordinator on the
progress of this project.
• Payment: Where applicable, the Department agrees to reimburse the Grantee for authorized
expenditures upon verification of actual expenditures up to 90 percent of the grant amount. The
Department will pay the final 10 percent upon project completion and final audit. Total payment
under this grant is not to exceed the actual costs or $20,000.00, whichever is less. Initial request
for payment shall be made by completing Request for Grant Reimbursement, PR4121, (additional
forms are available from the address at the end of this agreement). All requests for payment
must be submitted quarterly and received by the Department no later than the 15th of the month
following the end of the quarter. A final request must be made by October 15, 2014
Requests for payment must include copies of invoices and cancelled checks for all expenditures.
• Fiscal Control and Accounting Procedures: In addition to the summary documentation
submitted to the Department, the Grantee will maintain complete financial records. Documents
required to be maintained for audit include: purchase orders, vouchers, authorized payments,
and time records for individual employee(s) charged to this program. All financial records for this
Grant will be retained by the Grantee until audit, or for a minimum of three (3) years, whichever is
less. Records under audit will be retained until the audit is closed.
Procurement: The Grantee will use their own procurement procedures provided they reflect
applicable state and local laws and regulations, to include low bidder competition bid process, as
applicable.
• Prevailing Wage and Fringe Benefits: Any sub -contractor performing work under this
agreement must comply with the requirements of P.A. 166 of 1965.
Page 1 of 2 PR4165-1 (Rev. 02/07/2013)
74
• Insurance: The Grantee will add the State of Michigan, Department of Natural Resources, as an
additional insured party on Grantee's liability insurance policy. Proof of liability insurance must be
supplied to the State Trails Coordinator prior to the Department releasing any reimbursements for
this grant.
• Changes: From time to time, changes may be needed in the scope or an extension of the
project and the grant. All changes must be submitted in writing to the Coordinator and approved
by the Department 45 days prior to September 30, 20 . Changes implemented prior to approval
by the Department will not be eligible for reimbursement.
• Audits: The project and related reports are subject to audit by the Department. This may include
both financial audits and site visits.
• Hold Harmless: Each party to this agreement will be responsible for its own negligent acts,
including the acts of its officers, agents, and employees.
• Right of Cancellation: This grant agreement may be cancelled by either party upon giving thirty
(30) days' written notice to that effect to the other party.
The individuals or officers signing on behalf of the parties to this Agreement certify by their signatures that
they have read, understand and agree to comply with this Agreement, and have the authority to enter into
this Agreement on behalf of the Grantee.
DEPARTMENT COORDINATOR
Printed Name: James Radabauqh
Signature:
GRANTEE'S REPRESENTATIVE(S)
Printed Name: Michael J. Gingell
Signature:
Printed Name:
Signature:
Printed Name:
Signature:
Please sign and return both copies to:
PROGRAM SERVICES SECTION
PARKS AND RECREATION DIVISION
MICHIGAN DEPARTMENT OF NATURAL RESOURCES
PO BOX 30257
LANSING MI 48909
Title: State Trails Coordinator
Date:
Chairman. Oakland Countv Board
Title: of Commissioners
Date:
Title:
Date:
Title:
Date:
A fully executed copy will be returned for Grantee's files to the address provided on page 1.
Page 2 of 2 PR4165-1 (Rev. 02/07/2013)
75
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 97 2014 AGENDA ITEM NO. 9 G
BUSINESS STRATEGY & DEVELOPMENT
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Jon Noyes, Planning Supervisor
Submitted: July 1, 2014
Subject: License Agreements for Off Road Vehicle (ORV) Demonstration Event
INTRODUCTION AND HISTORY
As discussed at the June 18, 2014, OCPR Commission meeting, OCPRC is entering into two license
agreements (one with Bedrock Express and one with Groveland Township) to hold an ORV demonstration
event. These licenses will allow for a test/demonstration event(s) called the Dixie Gully Run to be held
between August 1, 2014 and November 28, 2014. At the June Commission meeting the Commission
approved an event to be held on August 9, 2014. Subsequent events may be planned pending review and
analysis of this first demonstration event and Commission approval.
The property is owned by Groveland Township and is leased by Bedrock Express Limited.
STAFF RECOMMENDATION
Staff recommends that the Commission approve and immediately execute the License Agreements with
Groveland Township and Bedrock Express Limited to allow for an ORV test/demonstration event.
MOTION
Move that the Oakland County Parks and Recreation Commission approves the attached
License Agreements with Bedrock Express Limited and Groveland Township, and directs its
Chairperson or his or her designee to immediately execute the attached License Agreements with
Bedrock Express Limited and Groveland Township.
76
License Agreement
For
The Dixie Gully Run
"LICENSOR": Bedrock Express Limited, 1290 North Ortonville Road, Ortonville, Michigan
48462. Licensor hereby grants a license for use of its property (as described in Section 1.1)
pursuant to the terms and conditions of this license agreement for The Dixie Gully Run
("Agreement") to:
"LICENSEE": The County of Oakland, by and through its statutory agent, the Oakland County
Parks and Recreation Commission, with a mailing address of: 2800 Watkins Lake, Road,
Waterford, Michigan 48328 (Contact Person: Jon Noyes, Telephone Number: 517.449.6900 E-
Mail Address: novesi@oakgov.com)
The Licensor and Licensee (hereinafter also referred to as the ("Parties") agree as follows:
1. Use of Licensor's Propertv. Licensee may only use the property (described below) for the
purposes set forth in this Agreement.
1.1. The property subject to this Agreement is set forth and illustrated in Exhibit A
("Property"). Exhibit A is incorporated by referenced into this Agreement.
1.2. The Property will be used for an Off -Road Vehicle ("ORV") competition or
competitions called the "The Dixie Gully Run" ("Event"). The Event will include an
obstacle course and other features for ORVs to drive over, and will include a lunch
provided for the participants.
1.3. If the Licensee desires more than one Event at the Property before the Termination
Date, the Licensee shall seek and obtain the prior written permission from Licensor
for any additional Event.
1.4. This Agreement shall begin on August 1, 2014 ("Effective Date"), and
notwithstanding a license generally being terminable at the will of the licensor, and
presuming no default by the Licensee in performance of any of the terms and
conditions of this Agreement which may cause the license to be immediately
revoked, it shall end on November 28, 2014 ("Termination Date").
1.5. Given that Licensee is a governmental entity, there shall be no fee for use of the
Property for the Event.
1.6. Licensee shall not place any signs or advertisements on or about the Property
without the prior written consent of Licensor.
1.7. Licensee shall keep the Property and anything stored thereon in good order and
repair and in a clean, safe, and healthful condition.
1.8. Licensee shall not make any alternations, additions, or changes to the Property,
unless prior written approval is given by Licensor.
Page 1 of S
Final Version-06-10-14
00901936-2
77
1.9. Licensee acknowledges that it had the opportunity to inspect the Property and
accepts the Property "AS IS".
1.10. On the Termination Date, Licensee shall leave the Property in the same than
Licensee found it and clean of all rubbish.
1.11. Licensee shall remove of all of its personal property within seven (7) days of the
Termination Date at its own cost and expense. If Licensee does not remove its
personal property within the seven (7) day period, Licensor may dispose of it and bill
Licensee for any costs or expenses associated with the disposal.
Licensee Responsibilities.
2.1. A licensed architect, under contract with the Licensee, shall do the following: (1)
design the obstacle course and the features for the ORVs to drive over and (2)
prepare all designs or plans that are required for any permits and governmental
approvals or authorizations for the Event. Licensee shall pay for the services of the
licensed architect.
2.2. The Parties acknowledge that Licensee has a separate contract with Licensor for the
construction of the obstacle course and features for the ORV's to drive over and for
the removal of the same after the Termination Date
2.3. Licensee shall require all Event participants to execute a comprehensive waiver of
liability agreement applying to the Licensor; Licensee; 1-75 Aggregates, LLC; B.L.B.,
LLC; Barry Bass, individually, and their respective officials, members, employees,
agents, representatives, and/or volunteers.
2.4. Licensee and all persons performing work on behalf of Licensee shall not in any
manner hold themselves out to be officials, employees, agents, representatives,
and/or volunteers of or for the Licensor.
2.5. Except as otherwise expressly stated herein, Licensee shall be responsible for all
other aspects of the Event.
3. Licensor Responsibilities. Licensor shall obtain, with the assistance of Licensee, all
necessary permits and other governmental approvals or authorizations that are necessary
for the Event. The Licensee shall promptly pay for or reimburse Licensor for the permits,
approvals and authorizations.
4. Servicemark.
4.1. The Licensee asserts that it has filed for servicemark registration with the United
States Patent and Trademark Office the name/phrase, "The Dixie Gully Run."
4.2. Upon registration by the United States Patent and Trademark Office, the Licensee
shall permit Licensor to use the name "The Dixie Gully Run". This permission shall
cease and Licensor shall no longer have the right to use this name after the
Termination Date.
Page 2 of 5
Final Version-06-10-14
00901936-2
78
4.3. Licensor acknowledges that except as provided herein, it has no rights, title and
interest in the name "The Dixie Gully Run". The right, title and interest to this name
are only with Licensee.
Insurance/Liability.
5.1. Damage to Licensee Propertv. Licensee shall be solely liable and responsible for any
and all property loss or damage resulting from fire, theft, accident or intentional
conduct and/or other means to Licensee's personal property located, kept, or stored
on the Property during Licensee's use of the Property.
5.2. Insurance. Licensee shall obtain and maintain a policy or policies of comprehensive
personal injury, liability, and property insurance insuring the Licensor under this
Agreement for all Events and throughout term hereof until the Termination Date
and any residual activity at the Property related to this Agreement after the
Termination Date, in amounts and under terms acceptable to Licensor, for the initial
Event and also for all other Events as may be approved in writing by Licensor before
the Termination Date. The following entities and individuals shall be made an
additional named insureds on all insurance policies: All Licensors, Licensee; 1-75
Aggregates, LLC; B.L.B., LLC; Barry Bass, individually, and all of the respective
insured's officials, members, employees, agents, representatives, and/or volunteers.
5.3. This Agreement does not and is not intended to impair, divest, or contravene any
constitutional, statutory or other right, privilege, power, obligation, duty or
immunity of Licensee.
6. Compliance with Law. Licensee, including its employees, agents, representatives,
volunteers, invitees, and subcontractors shall comply with all applicable federal, state, and
local laws, regulations and ordinances, and the requirements of this Agreement.
7. No Interest in Property. Licensee shall have no title interest in and/or to the Property or
any portion thereof and has not, does not, and will not claim any such title or any
easement over the Property. This Agreement and/or any related affidavit or instrument
shall not be recorded with the Oakland County Register of Deeds. The Licensor shall
consider any such recording to be a slander of title.
8. 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, this Agreement
is personal, and Licensee shall not assign any portion of this Agreement without the prior
written consent of the Licensor.
9. Waiver. The failure of either Party to enforce and expect strict performance of any term
or condition in this Agreement shall not be construed as a waiver or relinquishment, but
the same shall be and remain in full force and effect. No term or condition of this
Agreement shall be deemed to have been waived by either Party, unless such waiver is in
writing.
Page 3of5
Final Version-06-10-14
00901936-2
79
10. Amendments. This Agreement cannot be modified unless reduced to writing and signed
by all Parties.
11. Severability. If any term or condition of this Agreement or the application thereof is
deemed to be invalid or unenforceable, the remainder of this Agreement shall not be
affected and this Agreement shall be valid and enforceable to the fullest extent permitted
by law, unless removal of such term or condition materially alters the basic intent of the
Parties in executing this Agreement.
12. Governing Law. This Agreement shall be governed, interpreted, and enforced by the laws
of the State of Michigan, and enforced by a court of competent jurisdiction in Oakland
County, Michigan.
13. Counterparts. This Agreement 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.
14. Entire Agreement. This Agreement sets forth all promises, agreements, conditions and
understandings between the Parties concerning the use of the Property and there are no
other promises, agreements, conditions or understandings, either oral or written,
between the Parties.
15. The Parties represent and warrant that their respective signatories have the requisite
authority to execute and presently bind the principal Parties to the duties and
responsibilities contained herein.
Page 4 of 5
Final Version-06-10-14
00901936-2
80
APPROVED AND AUTHORIZED BY LICENSEE:
NAME: Gerald A. Fisher
Chairperson, Oakland County Parks and Recreation Commission
DATE:
SIGNATURE
WITNESS:
NAME:
TITLE:
DATE:
SIGNATURE
APPROVED AND AUTHORIZED BY THE LICENSOR:
NAME:
TITLE:
DATE:
SIGNATURE
WITNESS:
NAME:
TITLE:
DATE:
SIGNATURE
00901936-2
Page 5of5
Final Version-06-10-14
81
021911 0 y • 4 s
z 5 I
0219300012 ' FI
dr
y
. 1 •
+ 'a
5-421934001B
1
CZ�DNA'KLAND
COUNTY PARKS
N
r •
ORV Demonstration Event
Dixie Gully Run
O Groveland Oaks
Water
The dash lines illustrate the
A,_ perimeter of the Property
"' , •� �.,_ r,�-` !;z• _ subject to the Agreement.
� o7l 0219300019
0219461002 '
51i ii V Y "M �_..y�~ J. �` �.
y r w `" ,
L —
-7�t 0279 t6001
� � � � 7C 2012 Aerial Imagery
-�-- 10 014 ;
#021 0
.j _ •' 0 300 600 Feet
-
�� Oakland County Parks and Recreation
a i1 Hal I 4, 2800 Watkins Lake Road
2900� 02 t D 30200014 WaterFord, MI
i�g f * .r• 0i342Eitl0rsl 248-858-0906
e "
www.Destin ation0a kIa nd.com
02$41 a nae� _ �►_ _ _ ' _ _ - 02302GODI6
82
License Agreement
For
The Dixie Gully Run
"LICENSOR": Groveland Township, a Michigan municipal corporation, with a mailing address
of: 4695 Grange Hall Road, Holly, MI 48442. Licensor hereby grants a license for use of its
property (as described in Section 1.1) pursuant to the terms and conditions of this license
agreement for The Dixie Gully Run ("Agreement") to:
"LICENSEE": The County of Oakland, by and through its statutory agent, the Oakland County
Parks and Recreation Commission, with a mailing address of: 2800 Watkins Lake, Road,
Waterford, Michigan 48328 (Contact Person: Jon Noyes, Telephone Number: 517.449.6900 E-
Mail Address: novesi@oakgov.com)
The Licensor and Licensee (hereinafter also referred to as the ("Parties") agree as follows:
Use of Licensor's Propertv. Licensee may only use the property (described below) for the
purposes set forth in this Agreement.
1.1. The property subject to this Agreement is set forth and illustrated in Exhibit A
("Property"). Exhibit A is incorporated by referenced into this Agreement.
1.2. The Property will be used for an Off -Road Vehicle ("ORV") competition or
competitions called the "The Dixie Gully Run" ("Event"). The Event will include an
obstacle course and other features for ORVs to drive over, and will include a lunch
provided for the participants.
1.3. If the Licensee desires more than one Event at the Property before the Termination
Date, the Licensee shall seek and obtain the prior written permission from Licensor
for any additional Event.
1.4. This Agreement shall begin on August 1, 2014 ("Effective Date"), and
notwithstanding a license generally being terminable at the will of the licensor, and
presuming no default by the Licensee in performance of any of the terms and
conditions of this Agreement, which may cause the license to be immediately
revoked, it shall end on November 28, 2014 ("Termination Date").
1.5. Given that, Licensee is a governmental entity and that this Event will benefit
Licensor, there is no fee for use of the Property for the Event.
1.6. Licensee shall not place any signs or advertisements on or about the Property
without the prior written consent of Licensor.
1.7. Licensee shall keep the Property and anything stored thereon in good order and
repair and in a clean, safe, and healthful condition.
1.8. Licensee shall not make any alternations, additions, or changes to the Property,
unless prior written approval is given by Licensor.
ATTACHMENT L; Page 1 of 5
Final Version-06-10-2014
00901936-2
83
1.9. Licensee acknowledges that it had the opportunity to inspect the Property and
accepts the Property "AS IS".
1.10. On the Termination Date, Licensee shall leave the Property in the same that Licensee
found it and clean of all rubbish.
1.11. Licensee shall remove of all of its personal property within seven (7) days of the
Termination Date at its own cost and expense. If Licensee does not remove its
personal property within the seven (7) day period, Licensor may dispose of it and bill
Licensee for any costs or expenses associated with the disposal.
2. Licensee Responsibilities.
2.1. A licensed architect, under contract with the Licensee, shall do the following: (1)
design the obstacle course and the features for the ORVs to drive over and (2)
prepare all designs or plans that are required for any permits and governmental
approvals or authorizations for the Event. Licensee shall pay for the services of the
licensed architect.
2.2. Licensor is informed that the Licensee has a contract with another entity regarding
the construction of the obstacle course and all other features involved in the Event
and that Licensee has a contract with that same entity regarding the destruction
and/or removal of the obstacle course and all other features involved in the Event
promptly after the Termination Date.
2.3. Licensee shall require all Event participants to execute a comprehensive waiver of
liability agreement applying to the Licensor and its officials, members, employees,
agents, representatives, and/or volunteers.
2.4. Licensee and all persons performing work on behalf of Licensee shall not in any
manner hold themselves out to be officials, employees, agents, representatives,
and/or volunteers of or for the Licensor.
2.5. Licensee shall be responsible for all other aspects of the Event.
3. Licensor Responsibilities. Licensor shall have no responsibilities with respect to the Event.
4. Servicemark.
4.1. The Licensee asserts that it has filed for servicemark registration with the United
States Patent and Trademark Office the name/phrase, "The Dixie Gully Run."
4.2. Upon registration by the United States Patent and Trademark Office, the Licensee
shall permit Licensor to use the name "The Dixie Gully Run". This permission shall
cease and Licensor shall no longer have the right to use this name after the
Termination Date.
ATTACHMENT L; Page 2 of 5
Final Version-06-10-2014
00901936-2
84
4.3. Licensor acknowledges that except as provided herein, it has no rights, title and
interest in the name "The Dixie Gully Run". The right, title and interest to this name
are only with Licensee.
5. Insurance/Liability.
5.1. Damage to Licensee Property. Licensee shall be solely liable and responsible for any
and all property loss or damage resulting from fire, theft, accident or intentional
conduct and/or other means to Licensee's personal property located, kept, or stored
on the Property during Licensee's use of the Property.
5.2. Insurance. Licensee shall obtain and maintain a policy or policies of comprehensive
personal injury, liability, and property insurance insuring the Licensor under this
Agreement for all Events and throughout term hereof until the Termination Date
and any residual activity at the Property related to this Agreement after the
Termination Date, in amounts and under terms acceptable to Licensor, for the initial
Event and also for all other Events as may be approved in writing by Licensor before
the Termination Date. The following entities and individuals shall be made an
additional named insureds on all insurance policies: Licensor, and its officials,
members, employees, agents, representatives, and/or volunteers.
5.3. This Agreement does not and is not intended to impair, divest, or contravene any
constitutional, statutory or other right, privilege, power, obligation, duty or
immunity of Licensee.
6. Compliance with Law. Licensee, including its employees, agents, representatives,
volunteers, invitees, and subcontractors shall comply with all applicable federal, state, and
local laws, regulations and ordinances, and the requirements of this Agreement.
7. No Interest in Property. Licensee shall have no title interest in and/or to the Property or
any portion thereof and has not, does not, and will not claim any such title or any
easement over the Property. This Agreement and/or any related affidavit or instrument
shall not be recorded with the Oakland County Register of Deeds. The Licensor shall
consider any such recording to be a slander of title.
8. 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, this Agreement
is personal, and Licensee shall not assign any portion of this Agreement without the prior
written consent of the Licensor.
9. Waiver. The failure of either Party to enforce and expect strict performance of any term
or condition in this Agreement shall not be construed as a waiver or relinquishment, but
the same shall be and remain in full force and effect. No term or condition of this
Agreement shall be deemed to have been waived by either Party, unless such waiver is in
writing.
ATTACHMENT L; Page 3 of 5
Final Version-06-10-2014
00901936-2
85
10. Amendments. This Agreement cannot be modified unless reduced to writing and signed
by all Parties.
11. Severability. If any term or condition of this Agreement or the application thereof is
deemed to be invalid or unenforceable, the remainder of this Agreement shall not be
affected and this Agreement shall be valid and enforceable to the fullest extent permitted
by law, unless removal of such term or condition materially alters the basic intent of the
Parties in executing this Agreement.
12. Governing Law. This Agreement shall be governed, interpreted, and enforced by the laws
of the State of Michigan, and enforced by a court of competent jurisdiction in Oakland
County, Michigan.
13. Counterparts. This Agreement 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.
14. Entire Agreement. This Agreement sets forth all promises, agreements, conditions and
understandings between the Parties concerning the use of the Property and there are no
other promises, agreements, conditions or understandings, either oral or written,
between the Parties.
15. The Parties represent and warrant that their respective signatories have the requisite
authority to execute and presently bind the principal Parties to the duties and
responsibilities contained herein.
ATTACHMENT L; Page 4 of 5
Final Version-06-10-2014
00901936-2
86
APPROVED AND AUTHORIZED BY LICENSEE:
NAME: Gerald A. Fisher
Chairperson, Oakland County Parks and Recreation Commission
DATE:
SIGNATURE
WITNESS:
NAME:
TITLE:
DATE:
SIGNATURE
APPROVED AND AUTHORIZED BY THE LICENSOR:
NAME:
TITLE:
DATE:
SIGNATURE
WITNESS:
NAM E:
TITLE:
DATE:
SIGNATURE
00901936-2
ATTACHMENT L; Page 5 of 5
Final Version-06-10-2014
87
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 91 2014
To: Chairman Fisher and Commission Members
From: Daniel J. Stencil, Executive Officer
Phil Castonia, Business Development Representative
Submitted: June 26, 2014
Subject: Food and Beverage Committee/Consultant Update
INTRODUCTION AND HISTORY
AGENDA ITEM NO. 10 B
ADMINISTRATION
An update on the first and current site visits from the new Food and Beverage Consultant, Global Management
Amusement Professionals will be given.
Staff will also introduce the President of Global Management Amusement Professionals, Kenny Handler.
Bioaravhv
Kenny Handler has operated and managed many of California's finest Waterparks for the past 3 decades. As a nationally
recognized waterpark professional, Kenny continues to mentor and provide assistance to a number of well-known facilities
offering memorable and safe adventures to hundreds of thousands of guests each year. Experiences include:
Operations Manager, Raging Waters San Dimas 700,000 annual attendance
Training Supervisor, Raging Waters San Jose 400,000 annual attendance
Park Supervisor, Six Flags Hurricane Harbor 400,000 annual attendance
General Manager, The Wave Waterpark 150,000 annual attendance
Profitable Food Facilities 52 Resorts and Waterparks
Community Services Director, City of Rancho Santa Margarita.
For the past decade, Kenny has spoken at both National and Regional conferences including: National Parks and
Recreation Association, World Waterpark Association, California Parks and Recreation, Illinois Parks and Recreation
Association and Minnesota Parks and Recreation Association. World Waterpark Association has asked Kenny Handler for
the third year in row as their leading food and beverage consultant to organize and host the 3rd Annual Food and
Beverage Workshop. Kenny has been assisting over 60 plus resorts and golf courses within the food and beverage
industry. Having received notable acknowledgments from the World Waterpark Association; including winning countless
awards in the areas of marketing and programming, Kenny continues to be a highly sought after professional in the
aquatics and waterpark industry. Kenny has received National recognition for his marketing and success as an operator
and General Manager. Achievements include: Best in marketing commercials, radio ads, print media and promotional
events, World Waterpark Association; Winner of the first ever National Title for Lifeguard Competition, as well as
numerous safety awards from Ellis and Associates. Kenny was honored by the City of Vista California, for successfully
turning The Wave Waterpark from a general funded waterpark ($300,000 support) to a financially sustainable facility with
an annual average of tens of thousands of dollars in reserves.
Kenny also has a number of other consultants, who specialize in high volume food and beverage operations, golf and
hospitality food and beverage, accounting, IT infrastructure, web development, operations maintenance and management
specialist, marketing, administration and public relations.
88
EXECUTIVE OFFICER'S REPORT
ITEM # 10 D
June 5, 2014, BOC Finance Committee: At the June 5, 2014, Finance Committee the
Committee unanimously approved the amended resolution approving the Department of Central
Services/Leased Vehicles — Expansion of Vehicle Fleet for Parks and Recreation to amend
Miscellaneous Resolution fleet size from 65 to 67. Staff had originally reported to the
Commission that we were increasing from 64 to 65. The resolution was amended to reflect the
change and was forwarded to the Board of Commissioners for final approval.
2. Upcoming Events: Attached for your information is a list of upcoming events and programs
scheduled by the Recreation Programs and Services and park staff.
Dashboard Development Update: The need for a "Dashboard" that will provide a concise
evaluation of various performance indicators was identified with the completion of the Five -Year
Parks and Recreation Master Plan 2013-2017. Planning and Internal Services staff is leading the
effort to develop an effective and comprehensive Dashboard.
Performance indicators are defined as specific outcomes selected for relevance to the goals and
objectives of the Recreation Plan and for consistency and integrity of data that are tracked over
time. The performance indicators that we expect the Dashboard to include at this time are:
■ Park land acreage
■ Service area
■ Managed natural areas
■ Completion of Park Master Planning
■ Asset management
■ Park and facility attendance
■ Trail usage
■ Recreational program and event attendance
■ Survey ratings
■ Cost recovery
The focus of the past year, since adoption of the Recreation Plan, has been to clarify the sources
for participation data and work towards integration of participation data reporting into the RecTrac
system. This process has helped us to identify multiple issues regarding participation data —
especially with vehicle counts. The following tasks will address these issues over the next several
months:
1. Establish documented process for assessing the average number of persons per vehicle and
a protocol for how often to repeat the assessment — conducts new assessments in all parks
with vehicle counters
2. Complete research and submit a proposal to AMT for a software product to process
Dashboard
3. Develop proposal for a system to automate vehicle counts, which will eliminate inconsistent
reporting and provide richer data about vehicle entry — consider costs in FY2016 budget
planning
4. Red Oaks Connector Trail: Attached to this report is an article by Andy Kozlowski regarding the
Red Oaks Connector Trail.
5. Herpetological Survey Services RFP: Included with this report is a copy of the Herpetological
Survey Services Request for Proposal (RFP) from Natural Resources Planner Brittany Bird.
6. Communications and Marketing -July 2014: Listed below is an update from Desiree Stanfield,
Supervisor — Communications and Marketing:
-Started the process to update the parks general DVD, including a revised script and visuals. The
DVD will be voiced by Steve Grunwald of WYCD Detroit's Country 99.5 FM. Currently two
freelance videographers are filming the waterparks, BMX and other facilities for new footage for
use in the DVD plus 15, 30 and 60-second videos for use on YouTube and
Destination Oakland.com. The BMX videos will also be used to promote the state and national
races in July.
-Wrote winning nominations for two 2014 National Association of County Parks and Recreation
Officials, including a Marketing Award for the promotion of the SMART bus route to the Oakland
County Market and an Historical/Cultural Facility Award for the Ellis Barn.
-Coordinated an interview for Executive Officer Dan Stencil with Detroit News Reporter Ursula
Watson (Oakland County Government reporter) on preparing parks for the Memorial Day opening
and any special cleanup needed due to harsh winter.
-Developed a communication plan for the rescheduled opening of Waterford Oaks Waterpark
until June 9 due the lifeguard shortage issue. Collateral included: a news release, 3' x 5' sign at
Scott Lake Road entrance, delayed digital billboard by two weeks, signage, emarketing message,
social media, website landing page and facility phone recordings.
-Coordinated an interview for Bill Laitner of the Detroit Free Press for an interview about the
lifeguard shortage. Lainter interviewed Sue Wells who also did interviews with TV News Channels
2, 4, 7 and 20. Dan Stencil was interviewed by WDET Radio.
-Pitched the Sunday flower day sales (May 18 and June 1), sponsored by The Oakland County
Credit Union, to the garden editors at The Oakland Press, The Detroit News, The Detroit Free
Press and The Clarkston News.
-Pitched the construction of the Red Oaks Trail to several media which resulted in both the
Madison -Park News and The Oakland Press writing stories and taking photos.
-While in attendance at the 2014 Michigan Outdoor Writer's Conference on Mackinac Island
(June 6-8), Nature Education Writer Jonathan Schechter did a 10-minute radio interview for the
Tom Lounsbury Outdoors radio show. Content of the interview was focused on Oakland County
Parks and will be aired on 102.1 FM and 1340 AM on several upcoming Sundays. (A tape of
interview and dates of radio show will also be provided.)
-Placed digital ads with Michigan Links to its 18,384 e-subscribers. The June 10 and June 24 ads
featured the theme "Make Time for 9".
-Designed waterpark and BMX ads for the July issue of Metro Parent Magazine — both print and
digital components. The BMX ads will promote the state and national races.
90
-Created a fall golf ad for the Detroit Lions Yearbook. The publication is sold at games plus local
retailers and book stores.
-Print ads designed for The Oakland Press include Senior Golf Tournament, Junior Golf Program
and Mobile Recreation unit rentals. A waterparks ad appeared in the paper's June 15 Michigan
Travel Guide section.
-Prepared Social Media 101 tips for county market vendors to encourage them to develop
Facebook accounts to promote their business and the county market.
-Contacted nine local cable access stations, offering one-on-one interviews with Parks and
Recreation personnel, assistance with on -site filming and regular notification of all press
releases. This was in response to suggestion by Parks Commission at the Communications and
Marketing Work Session in March.
-Developed nature interpretive signage for Highland Oaks and Rose Oaks for the June dedication
including "Journey into the Kingdom of Beavers and Glaciers" and "Cold -Blooded Killers".
-Placed a camping ad (Buy 2 nights, get 3`d free) in the June and July issues of the Magazine of
Country Music. The magazine publishes 40,000 copies monthly, posts to its website
(magazineofcountrymusic.com) and sends an emarketing message to 4,500 subscribers.
Additionally, the publication was distributed during the Downtown Hoedown hosted by 99.5 FM
WYCD Detroit's Best Country at Comerica Park.
-Conducting an audit of all sites for park information signs, restroom poster holders and brochure
racks to ensure it contains the most current information and to check for needed repairs or
replacement.
-Promoted the BMX Olympic Sports Day with banner ads on the front of sports page in the The
Oakland Press, The Daily Tribune and The Macomb Daily on Friday, June 20 for the June 28
event.
-Placed a full -page ad in the Oakland County Resource Guide distributed June 29 by The
Oakland Press. Also ran a camping offer ad (buy two nights, get one night free) for the Summer
in Michigan section, that will publish the end of June with a circulation of 187,489. Other ads
include front-page banner ads for the waterparks and a camping ad in the Oakland County Fair
section.
-Designed a nature centers ad for the Independence Township Parks and Recreation brochure
that will be available the week of August 25.
-Promoted the Oakland County Fair on the Telegraph Road changeable copy sign by the
Oakland County Health Department. Weekly there are 80,220 vehicles that pass the sign.
-Facilitated a video shoot by Blue Cross Blue Shield of Michigan for the Grasslands Bird Hike at
Orion Oaks County Park. Once completed, the video will be shared with Parks.
-Coordinated text alert offer for Glen Oaks Golf Course via MouseTrap Mobile.
91
•Coordinated promotion of the new OC Market video (http://voutu.be/CaUnJzwOIIs) produced by
Christopher Frendo, a multimedia specialist with Oakland County Information Technology. The
video was posted to the Market Facebook Page and the Oakland County Parks Facebook page,
posted to Twitter, the Oakland County Market page on DestinationOakland.com. The video will
also be highlighted on the website landing page. Frendo also created a podcast for the market:
http://voutu.be/CgUnJzw011s
-Broadcast Media
WWJ-DET (CBS) - Detroit, MI
Michigan Golf Weekly
May 14, 2014
6:06 p.m.
Local Market Viewership: 9,607
Local Publicity Value: $430.50 per 30 seconds
LINK:
http://mms.tveVes.com/Transcript.asp?StationlD=l 009&DateTime=5%2F24%2F2014+6%3AO6%
3A17+PM&Term=Oakland+County+Parks&PIavCIip=TRUE
WWJ-DET (CBS) - Detroit, MI
Michigan Golf Weekly
May 14, 2014
6:26 p.m.
Local Market Viewership: 14,674
Local Publicity Value: $453.05 per 30 seconds
LINK:
htti):Hmms.tveves.com/Transcript.asp?StationlD=l 009&DateTime=5%2F24%2F2014+6%3A26%
3A26+PM&Term=Oakland+County+Parks&PIavCIip=TRUE
WXYZ-DET (ABC) - Detroit, MI
7 Action News at 5
May 21, 2014
5:40 p.m.
Local Market Viewership: 116,764
Local Publicity Value: $3,815.70 per 30 seconds
LINK:
http://mms.tveves.com/transcript.asp?StationlD=999&DateTime=5/21/2014%205:40:30%20PM&
plavclip=true
WJBK-DET (FOX)
Fox 2 News Morning
May 21, 2014 at 6:56 a.m.
Local Market Viewership: 123,391
Local Publicity Value: $4,397.75 per 30 seconds
LINK:
http://mms.tveyes.com/transcript. asp?Station I D=1004&DateTime=5/21 /2014%206:56:06%20AM
&plavclip=true
92
•Print Media
Michigan Barn Preservation Network Newsletter
2014 annual Conference, Meeting and Bus Tour a Great Success
May 2014
Grill teams needed for Fourth Annual Oakland County Parks BBQ Battle
WXYZ.com
May 16, 2014
Oakland County residents asked to register for barbecue ribs cooking competition in Lathrup
Village
Royal Oak Daily Tribune
May 19, 2014
The Oakland Press
Front page picture for waterparks opening.
May 23, 2014
Red Oaks Waterpark to open Saturday
Royal Oak Daily Tribune
May 28, 2014
Oakland County Parks offers low-cost pet vaccination clinics
The Oakland Press
Sharon Greene
May 29, 2014
Grill teams needed for BBQ ribs competition
Prosper Magazine
May 30, 2014
Oakland County Market hosts'Spring Flower Day'
The Oakland Press
Jonathan Schechter
May 31, 2014
93
Upcomine Events — July, 2014
Adaptive Recreation
July 7
Adaptive Golf Lessons — Beech Woods Golf Course
July 7
Adaptive Tennis — Beech Woods Park
July 8
2014 Gold League — Red Oaks Golf Course
July 12
Dreams and Wings — Program for Children with Disabilities — Oakland County International Airport
July 14
Adaptive Golf Lessons — Beech Woods Golf Course
July 14
Adaptive Tennis — Beech Woods Park
July 15
2014 Gold League — Red Oaks Golf Course
July 21
Adaptive Golf Lessons — Beech Woods Golf Course
July 21
Adaptive Tennis — Beech Woods Park
July 22
2014 Golf League — Red Oaks Golf Course
July 25
Summer Picnic — For Individuals with Developmental Disabilities — Lakeshore Park, Novi
July 28
Adaptive Golf Lessons — Beech Woods Golf Course
July 28
Adaptive Tennis — Beech Woods Park
July 29
2014 Golf League — Red Oaks Golf Course
OCParks Express
July 8
OCParks Express to Red Oaks — Hazel Park
July 9
OCParks Express to Red Oaks — West Bloomfield
July 10
OCParks Express to Red Oaks — Berkley
July 11
OCParks Express to Independence Oaks — OUCares Autism
July 15
OCParks Express to Independence Oaks — Berkley
July 16
OCParks Express to Independence Oaks — Troy
July 17
OCParks Express to Independence Oaks — Royal Oak
July 18
OCParks Express to Independence Oaks — OUCares Autism Teen
July 22
OCParks Express to Red Oaks — Troy
July 23
OCParks Express to Red Oaks — Royal Oak
July 24
OCParks Express to Red Oaks — Ferndale
July 25
OCParks Express to Independence Oaks — OUCares Autism
July 30
OCParks Express to Independence Oaks — Royal Oak
July 31
OCParks Express to Independence Oaks — South Lyon
Golf
July 1 4-Person Scramble — Springfield Oaks Golf Course
July 3, 10, 17, 31 Get Golf Ready! Group Lessons — Level 3 — Lyon Oaks Golf Course
July 3-4 Person Scramble Ages 50+— Springfield Oaks Golf Course
July 7, 14, 21 Get Golf Ready! Group Lessons — Level 2 — Lyon Oaks
July 10 GAM Junior Boys Qualifier — Springfield Oaks Golf Course
July 18 US Kids Open — White Lake Oaks Golf Course
Campground Recreation
July 4
Fireworks — Addison Oaks
July 5
Fireworks — Groveland Oaks
July 11
Aqua Palooza — Groveland Oaks
July 11
Wonderful World — Addison Oaks
July 18
Western Hoedown — Groveland Oaks
July 18
Campground Carnival — Addison Oaks
July 25
Campground Carnival — Groveland Oaks
July 25
Retro Resurgence — Addison Oaks
94
Upeomine Events — July, 2014
Nature/Interpretive Programs
July 1
UofM Flint — Kids Summer Camp — Wint Nature Center
July 2
CSDS — Wint Nature Center
July 2
S.P.L.A.T — Wint Nature Center
July 3
Wee Discover — Wint Nature Center
July 5
Groveland Oaks Campground— Wint Nature Center
July 5
Addison Oaks Campground— Wint Nature Center
July 8
Blair Library — Wint Nature Center
July 8
OCXP — Red Oaks Nature Center
July 9
OCXP — Red Oaks Nature Center
July 9
Heritage Girls — Wint Nature Center
July 10
OCXP — Red Oaks Nature Center
July 10
Garden Work Bee — Wint Nature Center
July 10
Heritage Girls — Wint Nature Center
July 11
OCXP/OUCares — Wint Nature Center
July 12
Hike into History — Wint Nature Center
July 12
Summer Night Life — Wint Nature Center
July 15
OCXP — Wint Nature Center
July 15
Get Outside Mini Camp — Red Oaks Nature Center
July 16
Get Outside Mini Camp — Red Oaks Nature Center
July 16
OCXP — Wint Nature Center
July 17
Get Outside Mini Camp — Red Oaks Nature Center
July 17
OCXP — Wint Nature Center
July 18
OCXP/OUCares — Wint Nature Center
July 19
Insect Safari — Wint Nature Center
July 22
OCXP — Red Oaks Nature Center
July 22
Blair Library — Wint Nature Center
July 23
Goddard School — Wint Nature Center
July 23
OCXP — Red Oaks Nature Center
July 24
OCXP — Red Oaks Nature Center
July 24
Grandparent/Grandchild Mini Camp — Wint Nature Center
July 25
OCXP/OUCares — Wint Nature Center
July 26
Summer Star Party — Wint Nature Center
July 30
OCXP — Wint Nature Center
July 31
OCXP — Wint Nature Center
Natural Resource Education Programs
July 12 Summer Night Life — Independence Oaks
July 16 Clean Up Clinton River Watershed — Independence Oaks
July 30 Clean Up Clinton River Watershed — Orion Oaks Lake Sixteen
Market Programs
July 12 Monarch Butterflies — County Market
July 17 Women, Infants & Children (WIC) — County Market
July 19 Bean Mosaics — County Market
July 19 Pollinators — County Market
July 20 Car Show / Food Truck Rally — County Market
95
Upcoming Events — July, 2014
Special Events, Does, and Health & Wellness
July 4-13 Oakland County Fair — Springfield Oaks
July 7, 10, 14 River Walk — Walking the Lazy River for Fitness — Red Oaks Water Park
July 21, 24, 28, 31 River Walk — Walking the Lazy River for Fitness — Red Oaks Water Park
July 12 Canines, Coffee and Conversation — Red Oaks Dog Park
Volunteer Opportunities
July 2 Natural Resources Stewardship — Adopt -A -Natural Area
July 9 Natural Resources Stewardship — Corporate Workday
July 12 Adaptive Recreation — Dreams & Wings — Oakland County International Airport
July 19 BMX Hosting State — Waterford Oaks
July 25 Adaptive Recreation —Novi Picnic
July 25-27 BMX Hosting National's — Waterford Oaks
Mobile Recreation
July 1
Bouncer: Bloomfield Hills Recreation Summer Camp
July 1
Festival 2 & Stage: Huntington Woods Concert in Scotia Park
July 1
Mini -Festival: Royal Oak P & R Summer Camp
July 1
Bus: Oak Park Seniors to Bakers Keyboard & Lounge in Detroit
July 2
Go Fish & Bus: Paint Creek Elementary to Independence Oaks
July 3
Festival 2: Wixom Community Foundation Summer Conceit Series
July 3
Bus: Edna Burton Senior Center to Greenfield Village
July 3
Stage: Clawson P & R Fourth of July Celebration
July 4-5
Festival 2, Tower, & Mascot: OCPRC Campgrounds Fourth of July Celebration
July 4-13
Tents, Stage, Festival 2, Mini -Festival, & Tower: OC Fair Association Oakland County Fair
July 4
Stage: Independence Twp. P & R Independence Fest in Clintonwood Park
July 4
Stage: Clawson P & R Fourth of July Celebration
July 4
Stage: Huntington Woods P & R Fourth of July Event
July 4
Stage: Oak Park P & R Independence Day Fun Day .
July 5
Mini -Festival: Farmington DDA Farmers Market in Riley Park
July 6
Climbing Tower: Premier D6cor North Macomb Kids Festival
July 6
Bus: Ferndale Youth Assistance Trip to Camp Skyline
July 7
Bouncer: Huntington Woods P & R Preschool Summer Camp
July 7
Bus: Wedding Shuttle for Private Party
July 8
Festival 2: Royal Oak P & R Summer Camp
July 8
Stage: Huntington Woods Conceit in the Park
July 8
Bus: OCPRC Adaptive Rec. to Red Oaks
July 9
Bouncer: Hazel Park Comm. Schools Discovery Circle
July 9
Climbing Tower: Beachview Swim Club Kids Day
July 9
Go Bike; Hazel Park P & R Summer Program
July 9
Go Golf Ferndale P & R Summer Camp l
July 10
Go Fish: Camp Riley Hooked on Fishing Event
July 10
Go Golf: Oak Park P & R Day Camp
July 10
Bus (3): OCPRC Adaptive Rec. to Red Oaks
July 10
Stage: Milford Twp. P & R Summer Concert Series
July 10
Stage: Royal Oak P & R Conceit
July 11
Bouncer: Commerce Twp. P & R Concert in the Park
July 11
Mini -Festival & Go Fish: OCPRC Adaptive Rec. OU Cares at Independence Oaks
July 11
Go Golf: West Bloomfield Community Center Summer Camp
July 11
Bus: Private Party Wedding Shuttle
July 11
Bus: OCPRC Adaptive Rec. OC Express TBD
96
UveominLy Events — July, 2014
July 12
Bouncer, Tent, Stage, & Obstacle Course: Royal Oak Twp. P & R Carver School Reunion
July 12
Go Fish: South Lyon City Farmer's Market
July 12
Stage: Southern Lakes P & R Fenton Art Walk
July 12
Stage: Operation Injured Soldier Lion Ride & Picnic in the Park
July 14
Go Cache: Clarenceville School Summer Camp
July 14
Go Fish: Huntington Woods P & R Camp Kiwi
July 15
Bouncer: Wolverine Lake Tuesdays in the Park
July 15
Festival 1: Culvers Scoops for Hearts Event
July 15
Go Bike: Royal Oak Twp. P & R Summer Camp
July 15
Tents: Pontiac Meals on Wheels Annual Senior Picnic
July 15
Bus: OCPRC Adaptive Rec. OC Express to Independence Oaks
July 15
Stage: Huntington Woods P & R Concert in the Park
July 16
Bouncer: Springfield Twp. Library Summer Reading Event Program
July 16
Festival 2: Pleasant Ridge P & R Ice Cream Social
July 16
Mini -Festival: Camp Riley Event
July 16
Go Bike & Bus: OC Health Division Healthy Bikes & Hikes
July 16
Go Golf. Jewish Community Center JCC Camp
July 16
Bus: OCPRC Adaptive Rec. OC Express to Waterford Oaks
July 17
Festival 2: Wixom P & R Hot Blues & BBQ
July 17
Bus: OCPRC Adaptive Rec. OC Express to Waterford Oaks
July 17
Bus: Oak Park P & R Trip to Waterford Oaks Watefpark
July 17-20
Stage: South Lyon DDA Event
July 17
Stage: Milford Twp. P & R Summer Concert Series
July 17
Stage: Royal Oak P & R Concert Series in Central Park
July 18
Bouncer, Climbing Tower, Go Golf, and Bus: OCPRC OC Express to Independence Oaks
July 18-20
Obstacle Course & Climbing Tower: OC Comm. Club Quake on the Lake
July 18
Bus: Wolverine Lake Trip to Waterford Oaks
July 19
Bouncer & Stage: Village of Leonard Summer Festival
July 19
Festival 2: OCPRC BMX Camping Event
July 19
Mini -Festival: OCPRC Campground Rec. Carnival
July 19
Mini -Festival & Go Fish: Residential Birthday Party
July 19
Go Cache, Go Golf & Go Fish: Lyon Twp. DDA Kite Festival
July 19
Stage: Harper Gratiot Multiservice Center Health Event
July 20
Bus (2): Jacket Club Keego Harbor to Comerica Park
July 20
Go Golf. OCPRC Mobile Rec. Events Junior Golf Program
July 22
Bouncer: Royal Oak Twp. P & R Summer Camp
July 22
Bouncer: Waterford Twp. P & R Park It Event
July 22
Festival 2: Bloomfield Hills Rec. West Hills Middle School Camp
July 22
Go Cache: Camp Marom Independence Oaks Camp Wildemess
July 22
Go Golf: OCPRC Mobile Rec. Events Junior Golf League
July 22
Bus: OCPRC Adaptive Rec. OC Express to Red Oaks
July 22
Stage: Grand Blanc P & R Concert Series in Physician's Park
July 22
Stage: Huntington Woods P & R Concert in Scotia Park
July 23
Bouncer: City of Clawson Summer Day Camp
July 23
Festival 1: Huron Valley Rec. Summer Experience Field Day
July 23
Festival 2: Ferndale P & R Summer Camp ,
July 23
Mini -Festival: South Lyon Twp. P & R SLARA Mini -Festival in McHattie Park
July 23
Go Fish: West Bloomfield Community Camp
July 23
Go Golf: Hazel Park Community Schools Discovery Circle
July 23
Bus: OCPRC Adaptive Rec. OC Express to Red Oaks
July 23
Bus: OC Health Division Healthy Bikes and Hikes
July 23
Bus: West Bloomfield P & R Waterpark Trip to Waterford Oaks
July 23
Stage: Franklin Music on the Green
July 24
Bouncer: West Bloomfield P & R Concert in Marshbank Park
97
Upeoming Events — July, 2014
July 24
Festival 2 & Mini -Festival: Holly Twp. P & R Beach Fun Day
July 24
Bus: OCPRC Adaptive Rec. OC Express to Red Oaks
July 24-27
Bus: Puppeteers of America to the Puppet Art Theater
July 24
Bus: Hazel Park Community Schools to Indian Springs Metro Park
July 24
Stage: Milford Twp. P & R Concert in Central Park
July 24
Stage: Royal Oak P & R Concert Series
July 25
Bouncer, Festival 1 & Festival 2: New Birth International Church in the Park
July 25
Festival 2: Royal Oak Public Library Summer Readers Fair
July 25
Mini -Festival & Go Fish: OCPRC Adaptive Rec. to Independence Oaks
July 25
Mini-Fest: Commerce Twp. P & R Concert in the Park
July 25
Bus: City of Clawson to Waterford Oaks
July 25
Bus: OCPRC Adaptive Rec. OC Express TBD
July 25-26
Stage, Festival 1 & Tents: OCPRC BMX Event
July 25
Stage: Commerce Twp. P & R Concert in the Park
July 26
Bouncer, Mini -Festival & Retro Games: OCPRC Campground Rec. Carnival in Addison &
Groveland Oaks
July 26
Festival 2, Obstacle Course, Climbing Tower, & Stage: Elam Barber Shop Annual Pontiac
Community Event
July 26
Stage: Waterford Library Concert
July 27
Mini -Festival & Obstacle Course: Christ the King Church Sumner Festival
July 29
Go Golf: OCPRC Mobile Rec. Ladies Instructional League
July 29
Retro Games: Royal Oak Twp. P & R Summer Camp
July 29
Stage: Grand Blanc P & R Concert Series
July 29
Stage: Huntington Woods P & R Concert in the Park
July 30
Climbing Tower: Troy P & R Summer Camp
July 30
Retro Games: Hazel Park P & R Sununer Program at Green Acres Park
July 30
Bus: OCPRC Adaptive Rec OC Express to Independence Oaks
July 30
Stage: Lathrup Village Summer Concert Series
July 30
Stage: Franklin Music in the Green
July 31
Bouncer: Pleasant Ridge P & R Park Day in Gainsboro Park
July 31
Festival 2: Berkley P & R Summerfest
July 31
Mini -Festival: Oxford Early Learning Field Trip
July 31
Go Bike: OC Little Oaks Event
July 31
Bus: OCPRC Adaptive Rec. OC Express to Independence Oaks
July 31
Stage: Milford Twp. P & R Summer Concert Series
July 31
Stage: Royal Oak P & R Concert Series
98
June 18, 2014
Work wrapping soon on Red Oaks Connector Trail
Path supplements pedestrian -friendly efforts across country
By Andy Kozlowski
C & G Staff Writer
Photo by Donna Agusti
Tom Gibbs, construction inspector for the Red Oaks
Connector Trail, points out various Red Oaks destinations
that will be accessible via the new path.
MADISON HEIGHTS — A new path will allow visitors to the Red Oaks Waterpark and Red Oaks Dog Park to
travel more quickly between the two destinations. It will also connect to city sidewalks for easy access to the
Red Oaks Golf Course and Red Oaks Youth Soccer Complex, off John R between 13 Mile and 12 Mile.
The Red Oaks Nature Center is also nearby, south of the waterpark and dog park on 13 Mile just west of
Dequindre. The idea is to make all of the facilities readily accessible to walkers and cyclists.
This path project, and path projects at several other parks, is covered by a $308,000 grant through the
Michigan Natural Resources Trust Fund, made of oil and gas revenues generated off state land, along with
$392,000 through the Oakland County Parks and Recreation Commission's Capital Improvement Program.
The trail hugs the existing parking lot for the waterpark, following the east side of the property up through the
dog park. This shortcut means visitors will no longer have to travel along 13 Mile and Dequindre to get from
one to the other. The path then connects with 13 Mile, which pedestrians can follow west to John R to access
the other facilities.
Construction of the path began in April. It should be complete sometime this week.
"With Red Oaks, things have gone smoothly," said Zach Crane, project manager.
Other parks are part of the same grant -funded path project. Two have have already been completed, at Rose
Oaks and Highland Oaks. Work recently began at Lyon Oaks and should be finished by the end of the
summer.
Whether they're adding trails between park facilities, or new boardwalks and features on existing ones, the
work being done in the parks is meant to supplement the county's Oak Routes plan — 350 miles of
interconnected trails.
"It will connect green spaces and downtowns across Oakland County," said Dan Stencil, executive officer for
the Oakland County Parks and Recreation Commission. "We're trying to tie all of our existing parks to that trail
99
vision. It creates a safe route to get the majority of the residents of Oakland County to significant recreational
facilities, as well as being able to access downtowns for recreation and entertainment."
Stencil said the trails are all handicap -accessible, with no grades exceeding 5 percent. He sees them as
educational tools that will help people appreciate the opportunities available to them.
The Red Oaks facilities in Madison Heights have proven very popular, Stencil said, noting that in 2011 and
2012, the waterpark saw record attendance and revenue levels that then took a slight dip in 2013. The dog
park, a more recent addition, has continued to attract new users, as well.
"It's our first dog park that has lights that we use in the fall, winter and early spring to extend the operating
hours," Stencil said. "Most of the lights were from when the city had their impound lot and storage facility there,
so we just added some additional lights and now it's open until 9 p.m. This gives people in the dead of winter
the opportunity to get some exercise and get their dogs out."
He said the county is also working with the city to find ways to improve safe access to the nature center, which
the county now runs in a lease agreement with the city.
"It's a very densely populated area of Oakland County," Stencil said. "Right now, you have to walk on the
shoulder of the road to reach the nature center, so we want to put in a sidewalk separate from the road that will
take you from 13 Mile along Hales to the nature center. This part is still in the initial stages of discussion with
the city, though."
As pathways continue to be added and improved throughout the county, at Red Oaks and the other parks,
walkability will improve.
"It's all part of the larger Oak Routes vision," Crane said.
You can reach C & G Staff Writer Andy Kozlowski at akozlowski@candgnews.com or at (586)279-1104.
100
July 9, 2014
Herpetological Services Contract Request for Proposal (RFP)
As part of an ongoing Natural Resources Management Program, the Oakland County Parks and
Recreation Commission (OCPRC) is seeking qualified Herpetological Survey Services to conduct baseline
assessment of amphibian and reptile (herpetofauna) resources within 12 Oakland County Parks. The
Herpetological Inventory will complement previous multi -park inventories that OCPRC has invested in
(2006 Michigan Natural Features Inventory; 2010 Oakland County Parks Lake Assessment Report) to
guide and improve the efficiency and effectiveness of parkland natural resources management efforts.
This project seeks to establish baseline data on the herpetofauna community within the parks' green
infrastructure system, and set management recommendations for preserving it. Inventory results and
management recommendations will be used to better inform current management tools (prescribed
fire, herbicide application, mowing) which are applied broadly throughout the park system, and to
integrate herp-related best management practices that align with current (and future) State and Federal
Best Management Practices for State -designated Species of Special Concern (SSC) and/ or Federally
regulated Threatened and Endangered (T&E) species.
The scope of the contract will include conducting a herpetofauna inventory, assessing and mapping
associated critical habitat, reporting resultant management recommendations, and summarizing grants
available to support implementation of recommended best management practices.
Procurement Process
In collaboration with Oakland County Purchasing, on 5/23/14, an RFP for Herpetological Services was
posted on MITN (Event #002995). Bids were received on 6/16/14 from Environmental Consulting &
Technology and EA Science and Technology. Bids will be reviewed and ranked according to the following
criteria:
EVALUATION SCORING CRITERIA
SECTION WEIGHT
Company Qualifications
10%
References
10%
Preliminary Work Plan
20%
Schedule of Hourly Rates and Fees
20%
Not to Exceed Park Inventory Fees
20%
Not to Exceed Evaluation/Report Fees
20%
TOTAL
100%
The Herpetological Services Bid Evaluation Committee will consist of:
• Oakland County Purchasing Representative (Andy Krumweide)
• OCPR Natural Resources Planner (Brittany Bird)
• OCPR Chief of Park Facilities Maintenance & Development (Mike Donnellon)
• OCPR NR Grounds Keeper II (Kegan Schildberg)
OCPR has budgeted $165,000 for this project over FY2014-2016.
101
TENTATIVE PROJECT TIMELINE
Oakland Countv Procurement Process
• May 23 — RFP Herpetological Survey Released
• June 16 — Bids Due to Oakland County Purchasing
• July 9 — OCPRC Agenda Item — Bids Received/ Evaluation Criteria Summary
• July 11— Bid Committee Evaluations Complete
• August 6 — OCPRC Agenda Item — Request for Contract Approval
Proposed Proiect Schedule Pendiniz Contract Approval
• Week of August 11—Award Bid/ Begin Contract Finalization Process
• Week of Aug 18 - Contract Kick-off Mtg (est. Methodology, Workplan, Timelines, Billing
Procedures etc.)
• Fall 2014—Anticipated - Preliminary herpetofauna sampling
• Spring - Summer 2015 —Anticipated - Completion Herp Survey & Habitat Assessment
• Fall/ Winter 2015/16 —Anticipated - Final Inventory Report/ Management
Recommendations
102
Oakland County Parks and Recreation Commission Meeting
Springf"ie1 iks Activity Center - Carousel Room
12451 Andersonville Road, Davisburg, MI 48350-3038
Wednesday, July 9, 2014
9:00 AM
Agenda (REVISED)
Page #'s
Action Required
Presenter/Phone #
1.
Call Meeting to Order ------
G. Fisher 514.9814
2
Roll Call ------
«
3.
Pledge of Allegiance ------
«
4.
Approval of Agenda Approval
G. Fisher/D. Stencil 858,4944
1-12 5.
Approval of Minutes: Regular Meeting of 06/04/14; and
Special Meeting of 06/18/14 Approval
V. Valko 858.4603
6.
Public Comments
G. Fisher 514.9814
7.
INTRODUCTIONS: A. LC Scramlin / Oakland County Fair Association
D. Stencil
13
B. Shawn Reiner, Golf Intern
T. Hughes 431.1011
14
C. Steve Whaley, Springfield Oaks Supervisor
J. Dunleavy 858.4647
15
D. Haylie Kitsch, Communications and Marketing Intern
D. Stanfield 858.4627
8
CONSENT AGENDA
16-17
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
Receive & File
05/31/14 (FM 08, FY14)
J. Phelps 248.858.5319/D. Stencil
18
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
Receive &File
05/31/14 (FM 08, FY14)
J. Phelps/D. Stencil
19
C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
Receive &File
05/31/14 (FM 08, FY14)
J. Phelps/D. Stencil
20-21
D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position Receive & File
J. Phelps/D. Stencil
For Month Ending 05/31/14 (FM 08, FY14)
22
E. FY 2014 Non-CIP Projects Update Receive & File
M. Donnellon 858.4623/D. Stencil
23
F. Preliminary CIP Schedule (previously listed under the EOR) Receive & File
M. Donnellon/D. Stencil
24-25
G. 3rd Quarter Non -Sufficient Funds Check Write -Off Receive & File
D. Stencil/B. Menghini
9.
REGULAR AGENDA:
26
A. Service Portfolio Final Report (Draft) Informational/Receive & File
Chris Dropinski, GreenPlay LLC/
M. Prowse 858.4630
27-39
B. Red Oaks Nature Center— Parking Lot Design Informational/Approval
Z. Crane 975.9628/M. Donnellon
(RDP $50,000 - Design RFP Informational)
C. Glen Oaks Golf Course & Conference Center — Parking Lot Design
Informational/Approval
Z. Crane/M. Donnellon
40-52
(GLG/GLC $55,000) (Design RFP Informational)
53-64
D. Construction Approval - Glen Oaks Golf Course Bridge #13
Approval
Z. Crane/M. Donnellon
65-71
E. Purchase of Four Portable Light Towers
Approval
J. Dunleavy/T. Hughes 343.1011
72-75
F. Michigan Department of Natural Resources Recreation Improvement Fund Grant Award
Anwoval/BOC
M. Prowse/D. Stencil
76
G. License Agreement w/Landowner - Use of Property in Groveland for ORV Test Event
Approval
D. Stencil/J. Hall 858.0555
77-82
1. Bedrock Express
83-87
2. Groveland Township
BREAK AT THE DISCRETION OF THE CHAIR
10. STAFF REPORTS
A. Participation and Program Review FY 2014, Month 06
Receive and File
T. Fields 858.0914/J. Dunleavy/T. Hughes
88
B. Food and Beverage Committee/Consultant Update
Receive and File
P. Castonia 858.0909/D. Stencil
C. 2014 Natural Resources Management Program Update - Presentation
Receive and File
B. Bird 858.1726
89-102
D. Executive Officer's Report
Receive and File
D. Stencil
E. Executive Committee Update
Receive and File
G. Fisher
11. OLD BUSINESS
12 NEW BUSINESS
13. ADJOURN
Next Meeting: 9:00 a.m. on August 6, 2014
Parks & Recreation Commission Meeting Room, 2800 Watkins Lake Road, Waterford, MI 48328
(*) Note: All phone numbers are Area Codes (248) unless otherwise noted.
NOTG: PARK TOUR AND E TFQ LUNCHEON TO FOLLOW MEP=TINC. CASUAL DR1=SS.
WINWIND - •• r ;1"
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 9, 2014 AGENDA ITEM No. 9 B
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, Landscape Architect/Project Manager
Submitted: July 8, 2014
Subject: APPROVAL — Red Oaks Nature Center Parking Lot Expansion
RFP Design Engineering Contract Approval
PROJECT OVERVIEW
Oakland County Parks and Recreation (OCPRC) staff, in collaboration with the City of Madison Heights (CMH), sought
qualified design and engineering proposals for the Red Oaks Nature Center parking Lot Design in Madison Heights. As
the municipal lead, OCPRC will be evaluating and collaborating with the City of Madison Heights to complete the
design/engineering for the Red Oaks nature Center — New Parking Lot. Selected design/engineering firm will act as the
prime consultant for OCPRC, including any and all required design/engineering disciplines for surveying, civil, electrical,
irrigation and other consultants as required.
Since Oakland County Parks and Recreation entered into a lease agreement in 2012 with the City of Madison Heights for
the maintenance and operations of the current Red Oaks Nature Center, any projects over $5,000 are too be split
between OCPRC and CMH. Thus, the design process effort will be a collaborative one with the City of Madison Heights.
Included in the RFP for design and engineering, the following items have been identified as priority issues to be
addressed through the design process,
■ Increase number of parking spaces to meet programming and special event needs
■ Improving and creating safe pedestrian/vehicle circulation
■ Creating a safe and efficient large vehicle/bus drop off area
Staff anticipates bringing back the conceptual design and budget of the parking lot expansion for conceptual approval in
November/December of 2014 for conceptual approval.
HISTORICAL PERSPECTIVE
The Red Oaks Nature Center Facility features an 1800 square ft. Nature/Interpretive and Learning Center Building with
2.25 miles of nature trails on a heavily wooded 36 acre site. The Nature Center facility is adjacent to the Red Oaks 9-hole
golf course, waterpark and dog park. This Park is the product of effective and creative partnerships at the local, county,
state and federal level. Red Oaks is a regional recreation destination that serves diverse populations and multiple,
dedicated user groups. The park makes productive and environmentally sustainable use of urban land, which, due to the
location of the George W. Kuhn Drainage District, would otherwise be unavailable for development.
Proposed Project Timeline:
a) OCPRC Design Engineering Award/Approval July 9, 2014
b) CMH Engineering Award Approval July 28, 2014
Page 2
c)
Site survey complete
September 2015
d)
Design research & analysis complete
November 2014
e)
Conceptual design & budget complete
January, 2015
1.
Requires both OCPRC and CMH approval
f)
Preliminary construction documents complete
March 1, 2015
g)
Final Construction Documents complete
April 15, 2015
h)
Construction Bidding (CM)
June 2015
1.
Final bid recommendation requires both OCPRC
and CMH approval
i)
Construction Start
July 1, 2015
j)
Construction Complete
October 31, 2015
2. Capital/Maintenance Management Plan
1. Parking Lot Expansion — Design — Nature Center
a. FY2014 & FY2015 Budget $50,000.00
2. Parking Lot Expansion — Construction — Nature Center
a. FY2014 Budget $500,000
b. FY2015 Proposed Budget $525,000
• Construction Manager assisted in preparation of the FY2015 budgetary amount.
PROCUREMENT INFORMATION
With the help of the Oakland County Purchasing Department, the Design/Engineering RFP was posted on the MITN
website on April 30, 2014, with responses due on May 28, 2014. The following six responses were received;
DESCRIPTION 1 COMPANY,
Red Oaks Not to Exceed Fee
Bidder #1 Bidder #2
PEA AEW
Troy, MI Shelby Twp., MI
Bidder #3 Bidder #4 Bidder #5 Bidder #6
Midwestern Giffels
Consulting Webster
Ann Arbor, MI Birmingham, MI
Johnson Hill ROWE
Ann Arbor, MI Farmington
Hills, MI
$48,400.00 $77,650.00 $85,800.00 $81,390.00 $55,672.00 $44,373.00
The evaluation committee, which consisted of Oakland County Parks and Recreation, the City of Madison Heights and
Oakland County Purchasing staff, evaluated the six submitted vendor responses based on the following criteria;
a. BUSINESS ORGANIZATION
b. STATEMENT OF PROBLEM
c. APPROACH
d. WORK PLAN
e. PRIOR EXPERIENCE/REFERENCES
f. CAPABILITY AND QUALIFICATIONS
g. BASIS OF FEES
h. ADDITIONAL INFORMATION
Based on the combined scores of the evaluation committee, it was determined to interview the following vendors;
1. Professional Engineers Association, Inc. (PEA)
2. Giffels Webster Engineers (GWE)
3. Rowe Professional Services Company (ROWE)
Page 3
ATTACHMENTS
a. Attachment A — Combined Design/Engineering RFP for Red Oaks Nature Center and Glen Oaks Golf Course
Parking Lots
b. Attachment B — (Park Map)
c. Attachment C — (Existing Photos)
STAFF RECOMMENDATION
After completion of the evaluation process and vendor interviews, staff recommends awarding a
design/engineering contract to Professional Engineers Association, Inc. (PEA) for an amount not to exceed
$48,400.00 for the Red Oaks Parking Lot Expansion Project. This recommendation is contingent upon receiving
approval from the City of Madison Heights at their August 11, 2014 City Council Meeting.
MOTION
Move to award a design/engineering contract to Professional Engineers Association, Inc. (PEA) for a contract
amount not to exceed $48,400.00 for the Red Oaks Parking Lot Expansion Project. This motion is contingent
upon receiving approval from the City of Madison Heights at their August 11, 2014 City Council Meeting.
0 0 9
OAKLAND COUNTY PARKS & RECREATION
COMMISSION AGENDA
JULY 91 2014 AGENDA ITEM NO. 9 C
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, Landscape Architect/Project Manager
Submitted: July 8, 2014
Subject: APPROVAL — Glen Oaks Golf Course & Conference Center
Parking Lot Improvements
RFP Design Engineering Contract Approval
PROJECT OVERVIEW
Oakland County Parks and Recreation (OCPRC) staff sought qualified design and engineering proposals for the
Glen Oaks Golf and Conference Center Parking Lot Improvements in Farmington Hills. Selected
design/engineering firm will act as the prime consultant for OCPRC, including any and all required
design/engineering disciplines for surveying, civil, electrical, irrigation and other consultants as required. OCPRC
intends to work with our existing contract for construction management (CM) on this project. The selected
design/engineering firm will be required to work closely with the CM on design review, budgeting and schedules,
as required throughout the design and construction process.
Included in the RFP for design and engineering, the following items have been identified as priority issues to be
addressed through the design process,
■ Re -grading for adequate surface drainage
■ Storm water management with best management practices
■ Remove and move the existing conference center entrance to improve visibility
Staff anticipates bring back the conceptual design and budget of the parking lot replacement for conceptual
approval in November/December of 2014 for conceptual approval.
HISTORICAL PERSPECTIVE
The Glen Oaks Golf Course features an 18-hole, par 70 course with challenging par 3 holes crossing streams,
with rolling terrain. The 122-acre course includes a 1920s English -style stone clubhouse designated as a
Michigan Historical Building serves as a beautiful setting for banquets, weddings and golf outings. The site is also
home to a formal garden ideal for outdoor weddings, a pro shop, and club room
1. Proposed Project Timeline:
a) Design Engineering Award/Approval July 9, 2014
• Requires OCPRC approval
b) Site survey complete August 15, 2014
Page 2
c) Design research & analysis complete
September 1, 2014
d) Conceptual design & budget complete
November 5, 2014
• Requires OCPRC approval
e) Preliminary construction documents complete
December 15, 2014
f) Final Construction Documents complete
January 15, 2015
g) Construction Bidding (CM)
March 4, 2015
• Final bid recommendation requires OCPRC
approval
h) Construction Start
April 1, 2015
i) Construction Complete
June 19, 2015
2. Capital/Maintenance Management Plan
1. GLC — Glen Oaks Conference Center - Parking Lot Improvements — Design
a. FY2014 Budget $27,500.00
2. GLG — Glen Oaks Golf Course — Parking Lot Improvements — Design
a. FY2014 Budget $27,500.00
3. GLC — Glen oaks Conference Center— Parking Lot Improvements— Construction
a. FY2014 Budget $275,000.00
b. FY2015 Proposed Budget $310,000.00
• Construction manager assisted in preparation of the FY2015 budgetary amount.
4. GLG — Glen Oaks Golf Course — Parking Lot Improvements — Construction
a. FY2014 Budget $275,000.00
b. FY2015 Proposed Budget $310,000.00
• Construction manager assisted in preparation of the FY2015 budgetary amount.
PROCUREMENT INFORMATION
With the help of the Oakland County Purchasing Department, the Design/Engineering RFP was posted on the
MITN website on April 30, 2014, with responses due on May 28, 2014. The following nine responses were
received;
Bidder #1
Bidder #2
Bidder #3
Bidder #4
Bidder #5
DESCRIPTION 1 COMPANY
PEA
AEW
Midwestern
Giffels
Johnson Hill
Troy, MI
Shelby Twp., MI
Consulting
Webster
Ann Arbor, MI
Ann Arbor, MI
Birmingham, MI
Glen Oaks Not to Exceed Fee $35,800.00
$59,950.00
$56,400.00
$57,570.00
$53,530.00
Bidder #6
Bidder #7
Bidder #8
Bidder #9
ROWE
Nowak and
Spalding
Farmington
Fraus
SME
DeDecker
Hills, MI
Pontiac, MI
Shelby Twp., MI
Rochester Hills,
MI
$33,228.00
$55,214.00
$56,900.00
$62,500.00
The evaluation committee, which consisted of Oakland County Parks and Recreation and Oakland County
Purchasing staff, evaluated the nine submitted vendor responses based on the following criteria;
a. BUSINESS ORGANIZATION
b. STATEMENT OF PROBLEM
Page 3
c. APPROACH
d. WORK PLAN
e. PRIOR EXPERIENCE/REFERENCES
f. CAPABILITY AND QUALIFICATIONS
g. BASIS OF FEES
h. ADDITIONAL INFORMATION
Based on the combined scores of the evaluation committee, it was determined to interview the following vendors;
1. Professional Engineers Association, Inc. (PEA)
2. Giffels Webster Engineers (GWE)
3. Rowe Professional Services Company (ROWE)
4. Nowak and Fraus Engineers (NFE)
ATTACHMENTS
a. Attachment A — Combined Design/Engineering RFP for RNC and GLG Parking Lots
b. Attachment B — Site Plan
c. Attachment C — Existing Site Photos
STAFF RECOMMENDATION
After completion of the evaluation process and vendor interviews, staff recommends awarding a
design/engineering contract to Professional Engineers Association, Inc. (PEA) for a not to exceed amount
of $35,800.00 for the Glen Oaks Parking Lot Improvements project.
MOTION
Move to award a design/engineering contract to Professional Engineers Association, Inc. (PEA) for a not
to exceed contract amount of $35,800.00 for the Glen Oaks Parking Lot Improvements project.
Parks and Recreation Commission
FY2015 Budget Process - Document Comparison
21-May-14
18-Jun-14
Budget Document
Budget Document
Difference
Revenue:
Property Tax Revenue
$
11,810,000
$
11,702,000
$
(108,000)
Charges For Services
$
8,465,911
$
8,752,911
$
287,000
Other Revenue
$
329,750
$
329,750
$
-
Planned Use of Balance
$
6,394,330
$
4,366,691
$
(2,027,639)
TOTAL REVENUE
$
26,999,991
$
25,151,352
$
(1,848,639)
Expenses:
Salaries
$
8,927,152
$
8,756,863
$
(170,289)
Fringe Benefits
$
3,534,785
$
3,496,126
$
(38,659)
Contractual Services
$
7,815,045
$
6,928,957
$
(886,088)
Commodities
$
1,272,843
$
793,730
$
(479,113)
Depreciation
$
3,156,900
$
3,406,900
$
250,000
Internal Services
$
2,293,266
$
1,768,776
$
(524,490)
TOTAL EXPENSE
$
26,999,991
$
25,151,352
$
(1,848,639)
0 0 0