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Agendas/Packets - 2014.09.03 - 40259
MEETING NOTICE OAKLAND COUNTY PARKS AND RECREATION COMMISSION NOTICE IS HEREBY GIVEN that a regular meeting of the Oakland County Parks and Recreation Commission will be held at 9:00 a.m. on Wednesdav, September 3, 2014, at Oakland County Parks and Recreation Administration Office, located at 2800 Watkins Lake Road, Waterford, Michigan 48328. GERALD A. FISHER CHAIRMAN Telephone: (248) 858-4603 1 2800 Watkins Lake Road • Bldg 97W • Waterford, MI 48328-1917 248.858.0906 • 1.888.00PARKS • DestinationOakland.com QAKLANDCOUNTYPARKS Gerald A. Fisher Chairman J. David VanderVeen Vice Chairman John A. Scott Secretary Pecky D. Lewis, Jr. Chairperson Emeritus A. David Baumhart III Gregory C.Jamian Robert E. Kostin Christine Long Gary R. McGillivray Jim Nash Daniel J. stencil Executive Officer August 28, 2014 Oakland County Parks and Recreation Commission Oakland County, Michigan Commissioners: A meeting has been called of the Oakland County Parks and Recreation Commission as follows: PLACE ................................... Oakland County Parks Administration Office 2800 Watkins Lake Road Waterford, MI 48328 TIME ................................... Wednesday, September 3, 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, CPRE Executive Officer Next Meeting: October 1, 2014 (&,, 9:00 a.m. Independence Oaks/Wint Nature Center 9501 Sashabaw Road Clarkston, 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. 2 Oakland County Parks and Recreation Commission Meeting Parks & Recreation Administration Offices 2800 Watkins Lake Road, Waterford, MI 48328 Wednesday, September 3, 2014 9:00 AM Agenda Page #'s Action Reauired Presenter/Phone # 1. CALL MEETING TO ORDER ------ G. Fisher 248.514.9814 2. ROLL CALL ------ " 3. PLEDGE OF ALLEGIANCE ------ " 4. APPROVAL OF AGENDA Approval G. Fisher/D. Stencil 248.858.4944 5-13 5. APPROVAL OF MINUTES: Regular Meeting of August 6, 2014 Approval V. Valko 248.858.4603 14-17 Special Meeting of June 18, 2014 Approval V. Valko 6. PUBLIC COMMENTS: G. Fisher 7. PRESENTATION OF AWARDS 2014 National Association of County Parks and Recreation Officials Awards A. 2014 Marketing Award - County Market Collaborative with SMART/Oakland County Parks and Recreation - Patricia Brockway Informational D. Stencil B. 2014 Historical/Cultural Facility Award - Ellis Barn/Oakland County Parks and Recreation - Jennifer Smith Informational D. Stencil 8. INTRODUCTIONS: 18 A. Julee Erskine, Full Time Volunteer Coordinator D. Stencil/S. Mackey 431.1268 19 B. Andrea Clinton, Nature Education Intern D. Stencil/S. Mackey 9 CONSENT AGENDA 20-21 A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 07/30/14 (FM 10, FY14) Receive & File J. Phelps 248.858.5319/1). Stencil 22 B. Monthly Revenue and Expenditure Comparison Report for Month Ending 07/30/14 (FM 10, FY14) Receive &File J. Phelps/D. Stencil 23 C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 07/30/14 (FM 10, FY14) Receive &File J. Phelps/D. Stencil 24-25 D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 07/30/14 (FM 10, FY14) Receive &File J. Phelps/D. Stencil 26 E. FY 2014 3rd Quarter Financial Forecast Receive & File J. Phelps/D. Stencil 27-28 F. FY 2014 3rd Quarter Contributions Report Receive & File B. Stepp 858.4636 /D. Stencil 29-30 G. FY 2014 3rd Quarter Temporary Use Permit Report Receive & File M. Prowse 858.4630/1). Stencil 31-32 H. FY 2014 3rd Quarter Sponsorships Report Receive & File M. Prowse/D. Stencil 33 I. FY 2014 Non-CIP Projects Update Receive & File M. Donnellon 858.4623/1). Stencil 34 J. Preliminary CIP Schedule Receive & File M. Donnellon/D. Stencil 35-36 K. FY 2014 3rd Quarter Facilities Maintenance Budget Amendments Approval J. Phelps/M. Donnellon 37 L. FY 2014 3rd Quarter Operating Equipment Budget Transfer Approval J. Phelps/J. Dunleavy 858.4647 38-39 M. FY 2014 3rd Quarter Purchasing Report Receive & File P. Castonia 858.0909/1). Stencil 3 10. REGULAR AGENDA: 40-45 A. FY 2015 Oakland County Parks and Recreation Commission Operating Budget, FY 2015 Conceptual CIP and FY 2015 Maintenance Management Plan Approval D. Stencil/J. Phelps B. Food and Beverage Operations Recommendations: (In lieu of Monthly Staff Report) 46-54 1. FY2015 Budget Resolution - Self Operations for Red Oaks Waterpark, Approval/BOC D. Stencil/S. Wells 858.4634/P. Castonia Waterford Oaks Waterpark, Groveland Oaks Park 55-85 2. Springfield Oaks Golf Course Food & Beverage Service Contract Approval D. Stencil/S. Wells /P. Castonia 86-91 C. 2015 Proposed Fees and Charges: Annual Vehicle Permits Approval S. Wells/T. Hughes 343.1011/J. Dunleavy 92-119 D. Request for Second ORV Adventure Recreation Event in Groveland Township Approval D. Stencil 120-122 E. Master Plan / Public Engagement Program Update Informational D. Folland 736.9087/D. Stencil/ U of M Consultant L. Sanker 123-125 F. Purchase of Two Ice/Water Vending Machines Approval J. Dunleavy/T. Hughes G. Construction Approval: 126-142 1. Addison Oaks Campground Pull Through Sites and Concrete Pad Development Approval Z. Crane 975.9628/M. Donnellon 143-157 2. Glen Oaks, Springfield Oaks & White Lake Oaks Golf Course Irrigation Replacement Approval Z/ Crane/M. Donnellon 158-180 3. Red Oaks Nature Center Temporary Flooring Installation Approval J. Myers 202.9287/M. Donnellon 181-197 H. Glen Oaks Irrigation Pond Dredge Change Order Approval Z. Crane/ M. Donnellon 198-206 1. Temporary Use Permit - Clarkston SCAMP/Alcohol Sales Request at Clarkston Back Roads Half Marathon Event Approval M. Prowse/D. Stencil STAFF REPORTS: A. Participation and Program Review FY 2014, Month 10 (PowerPoint Presentation) Receive and File T. Fields 858.0914/J. Dunleavy/T. Hughes 207-214 B. Executive Officer's Report Receive and File D. Stencil C. Executive Committee Update Receive and File G. Fisher 11. OLD BUSINESS 12 NEW BUSINESS 13. CLOSED SESSION: Further Discussion on Proposed Property Acquisition Portfolio D. Stencil/D. Folland 14 ADJOURN Next Meeting: 9:00 a.m. on October 1, 2014 Independence Oaks/Wint Nature Center 9501 Sashabaw Road, Clarkston, MI 48348-2064 Park Tour Immediately Following Commission Meeting • NOTE: ALL PHONE NUMBERS ARE AREA CODE (248) UNLESS OTHERWISE NOTED. Asa reminder, if you have not already done so, please turn your cellular phones off or to a silent or vibrate mode for the duration of the meeting. This will allow the meeting to proceed without distractions or interruptions. Thank you for your cooperation. 4 OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING Auqust 6, 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, Secretary John A. Scott, A. David Baumhart III, Gregory Jamian, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT WITH NOTICE: Christine Long ALSO PRESENT: Oakland County Parks and Recreation Oakland County Fiscal Services Oakland County Corporation Counsel Oakland County Credit Union O.C. Facilities Maintenance Barrick Enterprises Common Ground Global Mgmt. Amusement Professionals Leadership Oakland Oakland County Fair APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of P & R Operations Brittany Bird, Natural Resources Planner Phil Castonia, Business Development Rep. Zach Crane, Landscape Architect II Mike Donnellon, Chief -Park Facilities Maint. & Dev. Sandy Dorey, Recreation Program Supervisor Jim Dunleavy, Chief -Park Ops. & Maint. - N. District Terry Fields, Chief -Recreation Programs and Services Donna Folland, Senior Planner Tom Hughes, Chief -Park Ops. & Maint.- S. District Karen Kohn, Supervisor -Administrative Services Jennifer Myers, Landscape Architecture II Melissa Prowse, Business Development Representative Paul Simpson, Recreation Program Supervisor Laurie Stasiak, Recreation Program Supervisor Becky Stepp, Project Advisor Jeff Phelps, Fiscal Services Supervisor II Jody Hall, Asst. Corporation Counsel Allan McMorris Austin Amene, Facilities Engineer II Bob Barrick Kristin Maguar Reggie Harrison Ken Handler, President Chris Scharrer LC Scramlin, Director Moved by Mr. Scott, supported by Mr. VanderVeen to approve the agenda. AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. 5 (Commission Meeting, August 6, 2014) APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of the Oakland County Parks and Recreation Commission meeting of July 9, 2014, with the following revision: OCPRC Executive Committee Update (REVISED) Chairman Fisher provided the Commission with an update from the last Executive Committee meeting. There were two major items of interest. The first was establishing a budget policy that will include more clarification on the use of fund balance and also setting a standard on the minimum fund balance. The second item was the Off Road Vehicle event and the proposal for Phase I and Phase Ii. in addition, itt uted an 2014 :n Groyeland Township In addition, the committee requested staff to provide a significant amount of additional information for the ORV issue for Phase i and Phase II as well as for the August 9 event in Groveland Township: (1) the number of Oakland County residents that would benefit, and (2) more complete revenue and expense information needed in order to avoid making a commitment approaching two million dollars that appears will turn into another major subsidy - which would be taking OCPR in exactly the opposite direction we have sought to go, especially if we would be serving a relatively small number of Oakland County residents. Staff is to report back to the Executive Committee at its September, 2014 meeting. AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. The minutes of June 18, 2014 OCPR Commission meeting will be considered for approval at the September 3, 2014 OCPR Commission meeting. PUBLIC COMMENTS Oakland County Fair Executive Director LC Scramlin thanked the Commission for having the July meeting at the Springfield Activity Center. He informed the Commission the fair had a record attendance this year that exceeded 120,000. Mr. Scramlin indicated the Parks and Recreation staff did a fantastic job supporting and promoting the fair this year and expressed his appreciation to OCPR for all of the support. He also advised the Commission that the Michigan State Fair will be in Novi this year starting Thursday, August 28, 2014. Business Development Representative Melissa Prowse introduced Reggie Harrison and Chris Sharrer from Leadership Oakland. The 2014 Leadership Oakland class presented a plaque to the Commission in appreciation of the support of their class program which focused on bringing underprivileged youth in Oakland County to independence Oaks County Park, SPONSORSHIP RECOGNITIONS: Chief of Recreation Programs and Services Terry Fields and Recreation Program Supervisor Sandy Dorey presented a plaque to Bob Barrick of Barrick Oil -Royal Oak in appreciation of their contribution to Oakland County Parks and Recreation. Barrick Oil -Royal Oak contributed funds in 2014, which were dedicated to programs and events for disabled veterans. Terry Fields and Recreation Program Supervisor Laurie Stasiak presented a plaque to Mr. Alan McMorris, President and CEO of Oakland County Credit Union in appreciation of their contribution to Oakland County Parks for the 2014 OCPRC Marshmallow Drop and other recreation programs. Mr. McMorris informed the Commission that, with the anticipated growth of the Credit Union within Oakland County, the Credit 0 (Commission Meeting, August 6, 2014) Union will continue to pay it forward and make additional contributions to Oakland County Parks in 2015 for recreation programs and events. CONSENT AGENDA: Moved by Mr. Jamian, supported by Mr. McGillivray to approve Items 8 A-F under the Consent Agenda as follows: • Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 06/30/14 (FM 09, FY14) • Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month Ending 06/30/14 (FM 09, FY14) • Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for Month Ending 06/30/14 (FM 09, FY14) • Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending 06/30/14 (FM 09, FY14) • FY 2014 Non-CIP Projects Update • Preliminary CIP Schedule AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA: Conceptual Approval -Proposed FY 2015 CIP & Maintenance Management Plans Moved by Mr. Scott, supported by Mr. Jamian to conceptually approve the proposed Oakland County Parks and Recreation Capital Improvement Projects and Maintenance Management Plans for Fiscal Year 2015. AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Temporary Use Permit w/Alcohol Sales Requested: 1. O.C. Fair — Demolition Derby Figure 8 State Championship — September 6, 2014 2. O.C. Fair — Handcrafters Unlimited Show — September 26-27, 2014 3. Clarkston Historical Societv Barn Dance — October 18, 2014 Moved by Mr. Baumhart, supported by Mr. VanderVeen to approve: Both the 1.) Sale of alcohol on OCPR property and 2.) The corresponding Temporary Use Permit for a beer tent at the Demolition Derby Figure 8 Race Championships at Springfield Oaks County Park September 6, 2014, with a rain date of September 7, 2014; and Both the 1.) Sale of alcohol on OCPR property and 2.) The corresponding Temporary Use Permit for the use of the Livestock Barn at Springfield Oaks County Park to host a beer tent at the Handcrafters Unlimited Show September 27-28, 2014; and VA (Commission Meeting, August 6, 2014) Both the 1.) Sale of alcohol on OCPR property and 2.) The corresponding Temporary Use Permit for the Clarkston Historical Society Barn Dance at the Ellis Barn on October 18, 2014. AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Waterford Oaks Design Competition/Park Development Plan Moved by Mr. Jamian, supported by Mr. McGillivray to approve the Waterford Oaks Design Competition/Park Development Plan in the total amount of $45,000 for the development of the Waterford Oaks Master Plan, to be awarded among three participants, with a minimum payment of $10,000 to the participants. AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott (8) NAYS: VanderVeen (1) Motion carried on a voice vote. Golf Course Master Planninq Phase I Review Senior Planner Donna Folland provided an update on the Golf Course Park Master Planning: Phase I, including the development of baseline documentation, a public engagement plan, marketing, concept development, and the goal for a possible capital improvement process. Residential Leases: 1. Independence Oaks NorthlGuest House — Wonch; 2. Waterford Oaks — Rowland; 3. White Lake Oaks — Ratledge Moved by Mr. VanderVeen, supported by Mr. Scott to adopt the following resolutions approving the residential leases for the 1. Independence Oaks North/Guest House — Cecelia Wonch and Tyler Williams; 2. Waterford Oaks — Ila Rowland; and 3. White Lake Oaks — Brian Ratledge: RESIDENTIAL LEASE — WONCH -- INDEPENDENCE OAKS WHEREAS, the County of Oakland is the owner of Independence Oaks County Park; and WHEREAS, a 1368-square foot house, identified as 10275 Sashabaw Road, Clarkston, MI 48348, is located on the grounds of Independence Oaks County Park; and WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house located at 10275 Sashabaw Road, Waterford, MI 48386 to Cecilia Wonch and Tyler Williams for a period commencing September 1, 2014 through December 31, 2019; and WHEREAS, under the terms and conditions of the attached Lease Agreement Cecilia Wonch and Tyler Williams will pay rent as follows: September 1, 2014 — December 31, 2015 $638.00 per month January 1, 2016 — December 31, 2016 $650.00 per month January 1, 2017 — December 31, 2017 $663.00 per month January 1, 2018 — December 31, 2018 $677.00 per month January 1, 2019 — December 31, 2019 $690.00 per month each month and pay all utility costs; and 0 (Commission Meeting, August 6, 2014) WHEREAS, the Departments of Facilities Management and Corporation Counsel have reviewed andlor prepared all necessary documents related to the attached lease agreement; and WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission and the Department of Facilities Management that the Oakland County Board of Commissioners accept and approve the terms and conditions of the attached Lease Agreement. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners approve and authorize the attached Lease Agreement between the County of Oakland and Cecilia Wonch and Tyler Williams. BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and Recreation Rental House Revenue fund line item. RESIDENTIAL LEASE — ROWLAND — WATERFORD OAKS WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park; and WHEREAS, a 759-square foot house, identified as 2866 Watkins Lake Road, Waterford, MI 48328, is located on the grounds of Waterford Oaks County Park; and WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house located at 2866 Watkins Lake Road, Waterford, MI 48386 to Ila Rowland for a period commencing January 1, 2015 through December 31, 2019; and WHEREAS, under the terms and conditions of the attached Lease Agreement Ila Rowland will pay rent as follows: January 1, 2015 —December 31, 2015 $776.00 per month January 1, 2016 — December 31, 2016 $791.00 per month January 1, 2017 — December 31, 2017 $807.00 per month January 1, 2018 — December 31, 2018 $823.00 per month January 1, 2019 — December 31, 2019 $840.00 per month each month and pay all utility costs; and WHEREAS, the Departments of Facilities Management and Corporation Counsel have reviewed and/or prepared all necessary documents related to the attached lease agreement; and WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission and the Department of Facilities Management that the Oakland County Board of Commissioners accept and approve the terms and conditions of the attached Lease Agreement, NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners approve and authorize the attached Lease Agreement between the County of Oakland and Ila Rowland. BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and Recreation Rental House Revenue fund line item. RESIDENTIAL LEASE — RATLEDGE — WHITE LAKE OAKS WHEREAS, the County of Oakland is the owner of White Lake Oaks County Park; and 9 (Commission Meeting, August 6, 2014) WHEREAS, a 600-square foot house, identified as 1540 Orchard Street, White Lake, MI 48386, is located on the grounds of White Lake Oaks County Park; and WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house located at 1540 Orchard Street, White Lake, MI 48386 to Brian Ratledge for a period commencing January 1, 2015 through December 31, 2019; and WHEREAS, under the terms and conditions of the attached Lease Agreement Brian Ratledge will pay rent as follows: January 1, 2015 — December 31, 2015 $446.00 per month January 1, 2016 — December 31, 2016 $455.00 per month January 1, 2017 — December 31, 2017 $464.00 per month January 1, 2018 — December 31, 2018 $474.00 per month January 1, 2019 — December 31, 2019 $483.00 per month each month and pay all utility costs; and WHEREAS, the Departments of Facilities Management and Corporation Counsel have reviewed and/or prepared all necessary documents related to the attached lease agreement; and WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission and the Department of Facilities Management that the Oakland County Board of Commissioners accept and approve the terms and conditions of the attached Lease Agreement. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners approve and authorize the attached Lease Agreement between the County of Oakland and Brian Ratledge, BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and Recreation Rental House Revenue fund line item. AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Natural Resources Herpetological Studv Phase I — Request for Contract Approval Moved by Mr. Baumhart, supported by Mr. Lewis to approve the contract for Environmental Consulting and Technology Inc., for completion of herpetological survey services at 12 Oakland County Parks (all parks except Catalpa Oaks), in the amount not to exceed $170,000. AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Oakland School District Technical Construction Traininq Aqreement After a brief discussion on the Oakland School District Technical Construction Training Agreement, the Commission postponed consideration of this item until the September 3, 2014, OCPRC meeting in order to receive clarification of some of the language within the agreement. 10 (Commission Meeting, August 6, 2014) FY 2014 Pavement Management Program -- Addison Oaks Entrance Drive Repavinq Moved by Mr. Nash, supported by Mr. McGillivray to award a contract for the Addison Oaks -Pavement Management Program Entrance Drive Replacement to Hutch Paving, Inc. of Warren, Michigan in the amount of $120,509, for a total project cost of $139,384. Construction $120,509 Design 6,250 Subtotal $126,759 Contingency 12,625 Total $139,384 AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Plav Lot Replacement Projects: Groveland Oaks Concession Play Lot and Independence Oaks Twin Chimnevs Play Lot Moved by Mr. Kostin, supported by Mr. McGillivray to award a contract to Miracle Midwest for the Groveland Oaks Concession Play Lot and the Independence Oaks Twin Chimneys Play Lot Replacement Projects for an amount not to exceed $281,000. AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Request to Purchase Portable Waterslide Moved by Mr. Jamian, supported by Mr. Scott to award the purchase of an inflatable waterslide for Addison Oaks to Free Style Slides in the amount of $69,000. AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Approval of Silverdome Auction Equipment and Supplies Purchases Moved by Mr. VanderVeen, supported by Mr. Scott to approve the purchase of the items acquired from the Silverdome Auction in the amount of $16,251.51 and authorize sending the Exception Report to the Oakland County Board of Commissioners Finance Committee for final approval. AYES: Baumhart, Fisher, Jamian, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. 11 (Commission Meeting, August 6, 2014) STAFF REPORTS: Participation and Program Review FY 2014, Month 09 The Participation and Program Review report for FY 2014, Month 09 was received. CIP Quarterly Report Mike Donnellon, Chief -Park Facilities Maintenance and Development provided an update on the Oakland County Parks and Recreation Capital Improvement Projects Plan, including project costs and contingencies. Food and Beverage CommitteelConsuitant Update Chairman Fisher indicated there was a considerable amount of discussion on this topic at the Executive Committee meeting. Business Development Representative Phil Castonia, and food and beverage consultant Kenny Handler, of Global Management Amusement Professionals, advised that the Food and Beverage Committee will be meeting immediately following the Commission meeting to start the negotiation process with Rose Foote Catering from Westland, the proposed vendor for food and beverage operations at Springfield Oaks Golf Course. They also provided additional information on the evaluation of current facilities, working with staff on the budget for new proposed operations, the Request for Proposal (RFP) for Lyon Oaks and White Lake Oaks, and creating a list of preferred caterers and qualified vendors for food and beverage operations. FootGolf Presentation — New Recreation Opportunity Chief of Park Operations and Maintenance - South District Tom Hughes, Project Advisor Becky Stepp, and Recreation Program Supervisor Paul Simpson provided a presentation on FootGolf. This is a relatively new recreational activity which is a combination of soccer and golf played at a golf course. Staff is planning to introduce this program at Red Oaks Golf Course and launch the program in late September. With minimal capital outlay this new activity could be added at Red Oaks Golf Course and could increase activity and revenues, and also bring new patrons to the golf course that have an interest in soccer and have never played golf. It will also allow families to play golf and FootGolf simultaneously, increasing the possibility for more quality family time. The same rules and etiquette for golf apply to FootGolf. There are currently 13 golf courses in Michigan that offer FootGolf, none within a 1-hour driving radius of Red Oaks Golf Course. Executive Officer's Report: In addition to the items included in the Executive Officer's Report filed in the agenda, the following information was noted: - Thank you to Commissioner John Scott for attending and participating in the BMX anniversary celebration at Waterford Oaks. - Community Service Video from Groveland Township Supervisor Bob DePalma regarding the proposed ORV site. - Upcoming Conferences: National Recreation and Parks Association national conference in Charlotte, NC October 14-16, 2014; and World Water Park national conference in Nevada October 27-30, 2014. Commissioners please contact staff if you are interested in attending - Dreams and Wings Program partnership/collaborative program with OCPR and the Oakland County International Airport - Service Portfolio - should be ready to report back to Commission at the meeting in September - New promotional videos for Waterford Oaks BMX and Red Oaks Waterpark 12 (Commission Meeting, August 6, 2014) OLD BUSINESS: There was no old business to report. NEW BUSINESS: There was no new business to report. ADJOURNMENT: Meeting adjourned at 11:17 a.m. John A. Scott, Secretary Vicky Vaiko, Recording Secretary 13 OAKLAND COUNTY PARKS AND RECREATION COMMISSION SPECIAL 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. 14 (Special Commission Meeting, June 18, 2014) REGULAR AGENDA: Conceptual Approval of Proposed FY 2015-2017 OCPR Budget 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 Il 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. 15 (Special Commission Meeting, June 18, 2014) Ron Olson, from the Michigan Department of Natural Resources, spoke by conference phone and provided input to the Commission on this proposed project. Felevant within the State Of MiGhigan. He spoke highly of this uReque qppeftRoty f4mr nallabarafleR and erone benefits to both Oakland County and MiGhigan FesidenK whirh anuld inch -de ADINIR TF-161 r=UAd gFaRt fWAds. He nc from f , qreups, plus eff Fead YehiGli-z and trail funds whiGh may be available thmugh the State of . 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. Mr. Olson also indicated that there were no commitments from private parties, including ORV manufacturers and dealers. 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, was requested by staff to attend this meeting and spoke to the Commission on company attraction, retention and expansion, as well as job creation within Oakland County. The QRV type a4vities aFeAlthough she had no information specific to ORV demand or interest, she indicated that, in general,-verete economic development and quality of life within Oakland County are important. New businesses coming to Oakland County look at attractions for their workforce before coming to the County. --,She did not have information concerning ORV-typet�e„�se types of recreation activities -are veFy neiiciil in 2tresting Rew businesses-; In the1— County. The Commission addressed concerns of the costs associated with this proposed facility and the impact on the use of Fund Balance. A{tgedgq-tThere could be grants available that might cover some of the costs, OCPR would still have to provide ep€rent-considerable funds to get the project up and running. Staff also pointed out several -the camping opportunities to Gemplement these FeGFeatien oppeftnities, 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 Drivers License Oakland County resident Jim Kitson, who participates in ORV activities, also provided information on his personal experiences with ORV recreation activities around the nation. He expressed concern that the numbers being presented by the Secretary of State are skewed because the location of sale may be different than the location of residence. ; arb a re-a--ult- fheFe are many mem people whe we, ild - ise the fadlity who have Ret been mAGluded iR the FepG numbers. He suggested we And Ataff t� �- - stall — Aira, IsdiaRa wheFe an Off read eyeAt har, be8R srheduled- go- staff Gould view and manfteF the aGWatues, and benefit frn-rn the information that GE)uld be obtaoned. Moved by Mrs. Long, supported by Mr. McGillivray to fund the summer ORV demonstration on August 8 or August 9, 2014, with no commitment or position taken on Phase I or Phase II, or other longer term participation of OCPRC in this activity. ROLL CALL VOTE: AYES: Baumhart, Jamian, Long, McGillivray, Nash, VanderVeen (6) 16 (Special Commission Meeting, June 18, 2014) NAYS: Fisher, Lewis (2) A sufficient majority having voted, the motion carried. 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 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 • Number of Oakland County residents who would be users. 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 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 17 SEPTEMBER 3, 2014 l�1_IdR�l►1�1��1��N��1 �_1 �1►�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA AGENDA ITEM NO. 8 A BUSINESS STRATEGY DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Stephanie Mackey, Business Strategy and Development Submitted: August 20, 2014 Subject: Introduction — Volunteer Coordinator Julee Erskine INTRODUCTION AND HISTORY Julee Erskine joins us as a full time Recreation Specialist — Volunteer Coordinator. She obtained her Bachelor's Degree in Physical Education from Brock University in Ontario, Canada and her Masters of Science in Athletic Administration from Ohio University. She has 15 years of experience working in a variety of recreation roles that have included guest services, event planning and operations management. In her new role, Julee will report to Stephanie Mackey, Business Development Representative for Organizational Development and support efforts to grow our volunteer base. Her initial goals will be to understand our current volunteer positions and work with Park Supervisors and Recreation Programming staff to identify new volunteer opportunities. She will coordinate recruitment, training, scheduling and recognition for volunteers as a collaborative Organizational Development effort. 18 SEPTEMBER 3, 2014 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA AGENDA ITEM NO. 8 B BUSINESS STRATEGY DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Stephanie Mackey, Business Strategy and Development Submitted: August 20, 2014 Subject: Introduction —Intern Andrea Clinton INTRODUCTION AND HISTORY Andrea Clinton is currently a junior at The University of Chicago majoring in Environmental Studies. Andrea is completing a 12-week internship at Oakland County Parks and Recreation with Nature Education and Planning. Her internship started on June 25, 2014, and will extend through the end of September. Andrea is providing support for Natural Resources Education efforts led by Education Resource Specialist Kathleen Dougherty. Her projects include, but are not limited to: support of the North American Butterfly Count, Nest Box Monitoring, Clinton River Watershed cleanups, and Massasauga Rattlesnake Recognition awareness and education. She has also provided support for Public Engagement efforts by collecting surveys at Independence Oaks. 19 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 AGENDA ITEM NO. 9 FISCAL SERVICES - P&R ACCOUNTING To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Brian Menghini, Fiscal Services Supervisor 11 Jeffrey Phelps, Fiscal Services Supervisor 11 Submitted: August 20, 2014 Subject: Consent Agenda — OCPR Monthly Financial Reports 9, A. REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT July, 2014 (FM 10, FY 2014) 9. B. REVENUE AND EXPENDITURE COMPARISON REPORT July, 2014 (FM 10, FY 2014) 9. C. REVENUE AND EXPENDITURE AVERAGE COMPARISON REPORT July, 2014 (FM 10, FY 2014) 9. D. CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL REPORT AND STATEMENT OF NET POSITION July, 2014 (FM 10, FY 2014) 20 OAKLAND COUNTY PARKS AND RECREATION COMMISSION REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT FM 10 FY 2014 (FOR MONTH ENDING 7131114) 2014 YEAR TO (OVER), % REVENUE BUDGET DATE UNDER BUDGET BUDGET ADMINISTRATIVE SERVICES: Millage Tax $11.470,000.00 $11,577,070.08 ($107,070.08) 100.9% Other 275,525.00 507,749.67 (232,224.67) 184.3% GLEN OAKS GOLF COURSE 774,000.00 558,393,19 215,606.81 72.1 % LYON OAKS GOLF COURSE 1,126,000.00 880,035.26 265,964.74 76.4% RED OAKS GOLF COURSE 325,200,00 242,7713.09 82,421,91 74.7% SPRINGFIELD OAKS GOLF COURSE 693.254.00 506,154.22 187,099.78 73.0°/ WHITE LAKE OAKS GOLF COURSE 729,128.00 531,288.86 197,839.14 72.9% ADDISON OAKS CONFERENCE CENTER 140,000.00 64,528.79 75,471.21 46A % GLEN OAKS CONFERENCE CENTER 200,000.00 112,5DC85 87,495.15 56.3% LYON OAKS CONFERENCE CENTER 105,000,00 69,712.71 35,2B7.29 66A% SPRINGFIELD OAKS CONCESSION 12,000.00 5,922.00 6,078.00 49,4% WHITE LAKE OAKS CONFERENCE CENTER 51,000.00 40,694.34 10,305.66 79.8% OAKLAND COUNTY MARKET 181,450.00 133,014.06 48,435.94 73.3% ADDISON OAKS PARK 486,180.00 456,194.61 29,985.39 93.8% GROVELAND OAKS PARK 753,300,00 579,447.77 173,852.23 76.9% HIGHLAND OAKS PARK 9.640.00 6,792.84 2,847.16 70.5% INDEPENDENCE OAKS PARK 319,198.00 22%119.99 90,078.01 71,8% LYON OAKS PARK 100,000.00 77,991.00 22,009,00 78.0% ORION OAKS PARK 109,500.00 82,854.00 26,646.00 75.7% RED OAKS DOG PARK 42,000.00 30,222.00 11,778.00 72.0% RED OAKS PARK 9,500.00 6,056.00 3,444.00 63.7% ROSE OAKS PARK 2,500.00 10,000.00 (7,500.00) 400.0% SPRINGFIELD OAKS ACTIVITY CENTERIPARK 81,463.00 64,408.74 17,054.26 79.1% WATERFORD OAKS ACTIVITY CENTER/PARK 35,173.00 61,747.00 (26,574.00) 175.6% RECREATION PROGRAMS 8, SERVICES 264,000.00 211,378.35 52,621,65 80.1 % CATALPA OAKS PARK 8,000.00 7,817.00 183.00 97.7% RED OAKS WATERPARK 1,036,800.00 731,583.76 305,216.24 70,6% WATERFORD OAKS BMX 17,700.00 24,738.00 (7,03B.00) 139.89A WATERFORD OAKS WATERPARK 672,850.00 290,140.50 382,709.50 43.1% CAPITAL IMPROVEMENT 5,999,237.00 0.00 5,999,237.00 0.0% TOTAL REVENUE $26,029,598.00 418,080,337A8 $7,949,260.32 69.5% EXPENDITURE ADMINISTRATIVE SERVICES $6,623,100.00 $4,570,521,18 $2,052,578.82 69.0% FISCAL SERVICES ADMINISTRATION 125,502.00 108,366.85 17,135.15 86.3% FISCAL SERVICES PARKS & REC 243,739,00 173,299.52 70,439.48 71.1% GLEN OAKS GOLF COURSE 847,477.00 (345,719.84) 1,193,196,84 -40.8% LYON OAKS GOLF COURSE 1,714.644.00 114,603,64 1,600,040.36 6.7% RED OAKS GOLF COURSE 643,492.00 537,747.93 105,744,07 83.6% SPRINGFIELD OAKS GOLF COURSE 874,512.00 276,154.14 598,357.86 31.6% WHITE LAKE OAKS GOLF COURSE 898,140.00 54,625.35 843,514.65 6.1% ADDISON OAKS CONFERENCE CENTER 282,828.00 153,154.79 129,673.21 54.2% GLEN OAKS CONFERENCE CENTER 217,463,00 1,239,794.47 (1,022,331A7) 570A% LYON OAKS CONFERENCE CENTER 236,059.00 1,154,013.99 (917,954.99) 488.9% SPRINGFIELD OAKS CONCESSION 42,030.00 224,711.74 (182,681.74) 534.6% WHITE LAKE OAKS CONFERENCE CENTER 212,524,00 721,502.40 (508,978.40) 339.5% OAKLAND COUNTY MARKET 203,067.00 160,642.75 42,424.25 79.1% ADDISON OAKS PARK 1,393,876.00 1,095,131.15 298,744.85 78.6% GROVELAND OAKS PARK 1,276,986,00 911,295.84 365,690.16 71.4% HIGHLAND OAKS PARK 38,923.00 44,260.05 (5,337.05) 113.7% INDEPENDENCE OAKS PARK 1,350.839.00 925,953,37 424,885.63 68.5% LYON OAKS PARK 334,445A0 281,866.41 52,578.59 84.3 % ORION OAKS PARK 133,988.00 160,575.14 (26,587.14) 119.8% RED OAKS DOG PARK 59,327.00 60,784.48 (1,457A8) 102.5% RED OAKS PARK 110,448.00 68,271.64 42,176.36 61.8% ROSE OAKS PARK 34,553.00 43,357.38 (8,804.38) 125.5% SPRINGFIELD OAKS ACTIVITY CENTERIPARK 428,047.00 259,088,32 138,958.68 67.5% WATERFORD OAKS ACTIVITY CENTER/PARK 1,104,585.00 548,510.64 556,074.36 49.7% RECREATION PROGRAMS & SERVICES 1,186,067.00 918,812.39 267,254.61 77.5% CATALPA OAKS PARK 126,230.00 80,372.12 45,857.8E 63.7% RFD OAKS WATERPARK 1,531,190.00 1,003,017.87 528,172.13 65.5% WATERFORD OAKS BMX 57,384.00 69,737.52 (12,353,52) 121.5% WATERFORD OAKS WATERPARK 1.117,281.00 692,014.10 425,266.90 61.9% FACILITIES & MAINTENANCE 2,580,852.00 944.552.28 1,636,299.72 36.6% INTERNAL FUND CHARGES' 0.00 223,788.80 (223,788.80) NIA TOTAL EXPENDITURE $26,029,598.00 $17,504,808,41 $8,524,789.59 67.2% REVENUE OVERI(UNDER) EXPENDITURE $0.00 575,529.27 (9,555,54B.09) 2014 2013 2012 2011 ACTUAL REVENUE TO DATE: 69.5% 77.2°fn 90.4% 74.5% BUDGET BALANCE: 30.5% 22.8% 9.5% 25.5% ACTUAL EXPENDITURE TO DATE: 67.2% 72.2% 68.1% 62.5% BUDGET BALANCE: 32.8% 27,85/6 31.9% 37.5% *INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT. 21 OAKLAND COUNTY PARKS AND RECREATION COMMISSION REVENUE AND EXPENDITURE COMPARISON REPORT FM 10 FY 2014 (FOR MONTH ENDING 7/31114) YEAR TO DATE YEAR TO DATE REVENUE OVER PARK REVENUE EXPENDITURE (UNDER) EXP. ADMINISTRATIVE SERVICES: ADMINISTRATIVE SERVICES (Inc. Tax Revenue) $12,084,819.75 $4,570,521.18 $7,514,298.57 FISCAL SERVICES ADMINISTRATION 0.00 108,366.85 (108,366.85) FISCAL SERVICES PARKS & REC 0,00 173,299,52 (173,299,52) ADMINISTRATIVE SERVICES SUB -TOTAL 12,004,819.75 4,852,187.55 7,232,632.20 GOLF: GLEN OAKS GOLF COURSE 558,393,19 (345,719.84) 904,113.03 LYON OAKS GOLF COURSE 860,035,26 114,603.64 745,431,62 RED OAKS GOLF COURSE 242,778.09 537,747,93 (294,969,84) SPRINGFIELD OAKS GOLF COURSE 506,154.22 276,154,14 230,000,08 WHITE LAKE OAKS GO LF COURSE 531,288,86 54,625.35 476,663.51 GOLF SUB -TOTAL 2,698,649.62 637,411.22 2,061,238,40 FOOD SERVICES: ADDISON OAKS CONFERENCE CENTER 64,528,79 153,154.79 (88,626,00) GLEN OAKS CONFERENCE CENTER 112,504,85 1,239,794.47 (1,127,289.62) LYON OAKS CONFERENCE CENTER 69,712.71 1,154,013.99 (1,084,301.28) SPRINGFIELD OAKS CONCESSION 5,922.00 224,711.74 (218,789.74) WHITE LAKE OAKS CONFERENCE CENTER 40,694.34 721,502.40 (680,808,06 FOOD SERVICE SUB -TOTAL 293,362.69 3,493,177.39 (3,199,814.70) COUNTY MARKET: OAKLAND COUNTY MARKET 133,014,06 160,642,75 (27,628.69) COUNTY MARKET SUB -TOTAL 133,014.06 160,642.75 27,628.69) PARKS: ADDISON OAKS PARK 456,194.61 1,095,131.15 (638,936.54) GROVELAND OAKS PARK 579,447.77 911,295.84 (331,848,07) HIGHLAND OAKS PARK 6,792.84 44,260.05 (37,467.21) INDEPENDENCE OAKS PARK 229,119,99 925,953.37 (696,833.38) LYON OAKS PARK 77,991,00 281,866.41 (203,875.41) ORION OAKS PARK 82,854.00 160,575.14 (77,721,14) RED OAKS DOG PARK 30,222,00 60,784.48 (30,562A8) RED OAKS PARK 6,056.00 68,271.64 (62,215.64) ROSE OAKS PARK 10,000.00 43,357.38 (33,357.38) SPRINGFIELD OAKS ACTIVITY CENTER/PARK 64,408.74 289,088.32 (224,679,58) WATERFORD OAKS ACTIVITY CENTERIPARK 61,747.00 548,510,64 (486,763.64) PARKS SUB -TOTAL 1,604,833.95 4,429,094,42 (2,824,260,47) RECREATION: RECREATION PROGRAMS & SERVICES 211,378.35 918,812.39 (707,434.04) CATALPA OAKS PARK 7,817.00 80,372,12 (72,555.12) RED OAKS WATERPARK 731,583.76 1,003,017.57 (271,434.11) WATERFORD OAKS BMX 24,738.00 69,737.52 (44,999.52) WATERFORD OAKS WATERPARK 290,140.50 692,014.10 (401,873.60) RECREATION SUB -TOTAL 1,265,657.61 2,763,954.00 (2,473,613,50) FACILITIES & MAINTENANCE: FACILITIES & MAINTENANCE 0.00 944,552,28 (944,552.28) FACILITIES & MAINTENANCE SUB -TOTAL 0.00 944,552.28 (944,552.28) CAPITAL IMPROVEMENT 0.00 0.00 INTERNAL FUND CHARGES' 0.00 223,788.80 (223,788.80) TOTAL $18,080,337.68 $17,504,808.41 $575,529.27 'INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT. See the Oakland County website's "Transparency in Govemment-Monthly Financials" to view the latest monthly Financial Statement detail by each departments' budget units: 1. Log on to www.oakaov.com/mgtbud/fiscal/Paaesiinfo Dub/Darks .asox 2. Click on each of the Parks and Recreation monthly financial reports you are interested in viewing 22 Item 9 C REVENUES: 5-YEAR AVERAGE REVENUE Percentage of Total FY2014 Amended Budget/Allotment FY2014 Planned Use of Fund $ Balance $ FY 2014 Amended Budget $ FY 2014 Actuals Avg. Monthly Revenue Over/(Under) EXPENSES: 5-YEAR AVERAGE EXPENSE Percentage of Total 1 FY2014 Amended Budget/Allotment $ FY 2014 Actuals I Avg. Monthly Expenses (Overt/Under Total Avg. Monthly Favo ra b i l itv/(Unfavora bil itv) Actual Revenue Over/(Under) Expenses Prepared by Fiscal Services Division FY2014Amended 20,075,381 5.954.237 26,029,698 Oakland County Parks and Recreation Commission Monthly Average Comparison Report (Comparison of FY 2014 Actuals with 5-Year Average Actuals) As of July 31, 2014 October I November I December I January I February I March I April I May I June I July $268,761 $123,525 $1,593,528 $5,659,536 $3,288,976 I 1.22% 056% 7.23% 1 25.66% 14.91% $1,081,695 $1,366,517 I $1,899,077 $2-,569,21 1 11.65% $1,264,531 5.73% $244,656 $112,446 $1,450,604 $5,151,932 $2,993,988 $373,W7 106736 I $1,288,809 434,457 $3,244,575 $1,151,115 $984,678 $1,244,045 ------------- I 15 637 $1,728,748 $1651989 i $2,938,781 $1,683,455 $131Z524 71269 $129,231 ($5,710) ($161,795) $1,302,037 $1,220,486 $4557,397 6.32% I 5.92% 1 7.56% $282,525 $250,597 $1,226,288 $1,1891250 I 3.95% r 5.77% ($655,326) $161,409 $1405,179 6.82% $486,591 $1,84�4157 J_$2,44k§ifi 1 8.95% ;$261,193 _ 11.86% ($76,759) $2,289,225 11.11% ! $1,655,166 8.03% August I September I YEAR TO DATE $ 1,385,246 $ 1,552,621 i _ 6.28% _ I 7.04% $1,261,003 �^ $1A13,366 - --- - - ---- --' $18,080,338 $679,346 $2,136,133__ $2,331,597 10.37% 11.32% _ $1,645,177 $1,542,133 $1,967,833 $1,549,464 $1,502,665 I $2,091,369 $1,775,500 $2,330,167 I $3,087,607 $2,892,527 1 $2,699,090 $2,946,066 -- 26,029,598 1,433,460 272,211 $1,576.293 $L397,918 328 $1,499,407 $1.609,394 1 W78,M $2,54%579 $2,584 697 $17,504,808 $211,716 $269,922 $391,541 $ $ $ $ $ $ 544,028 $ , $2,879,634 15LSO _393437 59_ 1198 _166,116_ 51�635 _ 307,830- $340,947 $264,212 $229,745 $434,071 $443,924 ($63,363) $327,525 $538,226 $812,621 $231,071 $3,558,979 ($1,059,574) ($1,165,474) 1 ($287,484) $4,036,539 $1,935,247 $184,048 , ($296,850) I ($807,263) ($1,030,941) ($932,709) $575,529 23 Project ID Description PROJECTS OVER $100,000 100000001881 ACC Roof Replacement 100000001826 ACC Interior Renovations 100000001819 SAC Ellis Barn Improvements 100000001751 GRV Restroom/Shower Section C 100000001755 SAC Bleacher Replacement 100000001825 GLC Interior Renovations 100000000604 ADD Pavilion-Cmpgrd Recreation 100000001336 RWP ConnectorTrail 100000001114 100000001115 100000001947 100000001807 100000001331 100000000867 100000001750 100000001752 100000001834 100000001891 PROJEC1175 UNDER $100,000 100000001958 100000001335 100000001498 100000001499 100000001999 100000001332 100000001982 100000001963 100000001845 100000001961 100000001957 100000001966 100000001927 100000001835 100000000983 100000001753 300000001938 10D000001960 100000001756 100000001962 100000001971 100000001754 100000001936 100000001967 100000001757 100000001965 RSE Trail Development RSE Boardwalks -Docks -Overlooks GLG Irrigation Pond Dredging GLG HVAC Replacement HGH Trail Development -Phase 1 ORN Pavilion -Dog Park GLG Bridge Replacement a13 HGH Parking Lot - Central IND Play Lot Beach Main IND Upper Bush Bdwlk 7rlPbsii Parks and Recreation Commission ACTIVE CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL EXPENSE REPORT (as of August 18, 2014) Start Date Last Transaction Date Budget 20/28/2013 7/24/2013 6/5/2013 12/3/2012 12/3/2012 7/23/2013 9/1/2004 12/8/2009 11/28/2007 11/28/2007 9/17/2013 5/15/2013 12/8/2009 2/13/2006 12/3/2012 12/3/2012 8/23/2013 11/15/2013 9/14/2014 8/6/2014 9/14/2014 7/24/2014 8/14/2014 8/6/2014 5/15/2014 8/14/2014 1/31/2014 7/3/2014 5/31/2014 5/15/2014 8/14/2014 3/3/2014 8/14/2014 1/24/2014 7/24/2014 8/6/2014 $799,295.00 $672,228.00 $643,056.00 $613,975,00 $600,000.00 $577,404.00 $417,524.00 5397,122.00 $389,500,00 $342,000.00 $296,000.00 $290,939.00 $284,200.00 $251,261.00 $232,907.00 $178,842,00 $153,94100 $150,000,00 RWP Shade Struct Kiddie Area 5/29/2014 5/28/2014 $80,209.80 LYP Boardwalks»Docks-Overlooks 12/8/2009 8/14/2014 $80,000.00 ROG Stormwater Redaimation 4/28/2011 1124/2014 $70,000.00 ROD Stormwater Redaimation 4/28/2011 1/24/2014 $70,000,00 SPC Concession Roofing 8/5/2014 8/5/2014 $65,000.00 HGH Boardwalks-Docks-Overtooks 12/8/2009 5/31/2014 $64,000.00 ADD Fishing Docks 7/11/2014 7131/2014 $60,000,00 ADD Boat Launch Accessible 5/28/2014 5/28/2014 $55,000.00 ADD Campground Pull7hru Sites 9/12/2013 8/11/2014 $50,000.00 ROP Parking Lot Exp Design 1 5/28/2014 5/28/2014 $50,000.00 RWP Entrance Shade Structure 1 5/29/2014 5/28/2014 $48,859.42 IND Wood Burning Unit 5/29/2014 5/29/2014 $48,500.00 GRV Campground Utility Imp Des 3/7/2014 8/14/2014 $42,500.00 IND Play Lot Beach Satellite 1 8/23/2013 7124/2014 $42,389.00 LYP West Norton Drain Bridge 1/2/2007 8/14/2014 $40,000.00 LYP Pavilion Small Dog Park 12/3/2012 4/1/2014 $40,000.00 WCM LED Entrance Sign 1 3/24/2014 8111/2014 $40,000.00 IND Fishing Dock Replacement 5/28/2014 5/28/2014 $35,000.00 WTR Dog Park Site Work 12/3/2012 3/15/2013 $30,000,00 GLC Parking Lot Imp Design 5/28/2014 5/28/2014 $27,500,00 GLG Parking Lot Improvements 6/2/2014 6/2f2014 $27,500.00 ROD Pavilion Shade Structures 12/3/2012 6/30/2014 $27,000.00 RDD Pay Station Site Work 3/21/2014 3/21/2014 $25,000.00 GRV Roadway Putt Putt Light 5/29/2014 6/30/2014 $22,500.00 WTR Dog Park Fence 12/3/2012 12/3/2012 $20,000.00 SAC Horse Barn Bldg K Design 1 5/28/2014 5/28/2014 $20,000.00 Expenses to Date Remaining Budget Percentage Completion $629,828.89 $169,466.12 78.80%1 $542,681.55 $179,546.45 80.73Yo $456,078,54 $186,977A6 70.92%1 $456,849.27 $157,125.73 74.41%1 $378,S98.98 $221,401.02 63,10% $462,330.20 $115,073.80 80.07%1 $16,932.97 $400,59103 4.06%) $167,130.56I $229,991.44 42.09% $99,288.77 $290,211.23 25,49% $231y20.991 $110,079,01 67.81% $218,713.79 $77,286.21 73.89% $226,900.08 $64,138.92 77.95% $128,525.91 $155,674.09 45.22% $233,983.46 $17,277S4 93.M $18,320.66 $214,586.34 7.87% $178,004.311 $837.691 99.53% $153,942.00IJJI $DAD 100,00% $33,074ASI $118,925,55 20,77% $0,001 $80,209.80 0.00% $75,083.211 $4,916.79 93.85% $19,818.591 $50,181.41 28.31% $20,982.52 $49,017.48 29.98% $0.00 $65,000.00 0.00% $49.926.171 $14,073.83 78.01% $532.71 $59,467.29 0.89% $0.00 $55,000.00 0.00% $12,011.751 $37,998.25 24.02% $0.00 $SOQ0O.00I 0.00% $0.00 $48,859.42 0.00% $0.00 S48,500MI 0.00% $9,992.00 $32,508,001 23.519. $42,389,00 $0.001 100,00% $14,157.94 $25,842.061 35.39% $20,722.00 $19,278.001 51.81% $20,516.56 $19,483.441 S1.299/. $0100 $35,000.001 0.00% $4,597.00 $25,403.D01 15.32% $0,00 $27,500.001 0A0% $0.00 $27,500.001 0.00% $21,3S8.55 $5,641.45 79,11%1 $0.00 $25,000.00 0.00% $8,419.941 $14,080.16 37.42% $0.00� $20,D00.00 0.00% $0.00 $20,000.001 0.00% Item 9 D Prepared by Fiscal Services Division 24 Parks and Recreation Commission ACTIVE CAPITAL IMPROVEMENT PROJECTS BUDGETTO ACTUAL EXPENSE REPORT (as of August 18, 2014) Project ID Description Start Date Last Transaction Date Budget Expenses to Date Remaining Budget Percentage Completion 100000001970 GLC Energy Mgt Upgrade 6/2/2014 6/212014 $191500,00 $0.00 $19,500.00 0.00%1 100000OC2000 WTR Greenhouse Roofing 8/5/2014 8/14/2014 $19,00O.00I $0.00 $19,000,00 0.00%1 100000001964 GLG Drainage Improv Design { 5/28/2014 5/28/2014 $18,o00,OD $0.00 $18,000A0 0.00%I 100000001990 GLG Parking Lot Design 7/23/2014 7/23/2014 $17,900.00 $0.00 $17,900.00 0.00%1 100000001991 GLC Parking Lot Design Ij 7/23/2014 7/23/2014 $17,90000 $0,00 $17,900.00 0.00%1 100000001959 ACC Energy Management Upgrade 1 5/28/2014 8/4/2014 $17,50;00 $3,508.36 $13,991.64 20,05%1 100000001917 GRV Beach Improv and Dredge 2/11/2014 7/3/2014 $15,000,00 $12,691.00 $2,309.00 84.61%1 100000001997 ADD Lakeview Pavillion Roof ( 8/5/2014 8/5/2014 $15,00040 $0,00 $15,000.00 0.00%1 100000001969 IND Energy Mgt upgrade 1 6/2/2014 6/2/2014 $14,250.00 $0.00 $14,250,00 0.00%1 100000001968 ADM Energy Mgt Upgrade 6/2/2014 6/2/2014 $13,750A0 $0.00 $13,750.00 0.00%1 100000001914 GLG Irrigation System Repi Des 2/11/2014 8/6/2014 $10,000,00 $8,000.00 $2,000.00 80,0D%I 100000001915 WLG Irrigation Sys Repl Des 1 2/11/2014 8/6/2014 $10,000,00 14,900,DD $5,100.00 49. 10% 100000001916 SPG Irrigation Sys Repl Des 2/11/2014 8/6/2014 $10,000.00 $6,100.00 $3,90D.00 61.00% 100000001998 LYG Pumphouse Roofing I 8/5/2014 8/5/2014 $10,000.00 $0.00 $10,000.00 TOTAL $8,678,953.22 $4,996,712.57 $3,692,240.65 Illustrative Net Position - Unrestricted Operating Reserve $5,750,000.00 Capital Reserve $7,000,000,00 FY2014 Capital Equipment $772,326.00 FY2014 Planned Use of Fund Balance $5,954,237.00 Canital Improvement Plan: Total Active CIP Projects $8,678,953.22 Projects Closed in FY2014: 100000001736 ADD Addison Oaks Yurt 1 $52,693.85 100000001737 ADD Addison Oaks Yurt 2 $52,509.96 100000001739 GRV Groveland Oaks Yurt 1 $33,430.43 100000001739 GRV Groveland Oaks Yurt 2 $33,918.22 100000001790 SPG Starter Shack $61,937,25 100000001816 ADD Electronic Entr Gate Sys $21,311.88 100000001917 GRV Electronic Entr Gate Sys $26,S80.65 100000001940 WCM Fans $16,408.77 1000DO001843 ADD Concession Ext Renovations $39,869.19 100000001103 CAT Rstrm-Concessn-StorageOldg $716,100.46 100000001330 CAT Play Structure 1-5 yrs old $63,664.44 200000001481 CAT Site Development -Phase 1 $387,823.28 100000001482 CAT Pavilion -Play Area $97,747.92 100000001483 CAT Play Structure 6-12yrs old $106,243.75 100000001917 GRV Beach Improv and Dredge $12,691.00 100000001834 IND Play Lot Beach Main $153,94100 100000001835 IND Play Lot Beach Satellite $42.389.00 100000001754 ROD Pavilion Shade Structures $21,358.55 100000001102 CAT Asphalt Curb Parking Lot $26,SS2.26 Total Projects Closed in PY2014 $1,967,172.86 Amount Available for Conceptual CIP and Capital Equipment $384,782.92 Total Capital Improvement Plan $11,030,909,00 Total Net Position -Unrestricted as of September 30, 2013 $30,507,472.00 Item 9 D Prepared by Fiscal Services Division 25 OAKLAND COUNTY PARKS & RECREATION COMMISSION (50800) OPERATING REVENUE OPERATING EXPENSE COUNTY OF OAKLAND FY 2014 THIRD QUARTER REPORT ENTERPRISE FUND PARKS & RECREATION ADOPTED AMENDED FY 2014 VARIANCE BUDGET BUDGET FORECAST FAVItUNFAV) PERCENT Item 9 E EXPLANATION OF SIGNIFICANT VARIANCES $ 8,246,361.00 $ 8,246,361.00 $ 7,996,361,00 $ (250,000,00) -3.03% Unfay. Entrance Fees Gen Admission ($250,000) due to weather conditions, $ 25,774,494.00 $ 26,009,598.00 $ 24,284,598.00 $ 1,725,000.00 6.63% Fay. Salaries and Fringe Benefits due to turnover and vacancies $175,000. Fav Info Tech Development due to postponed projects $300,000. Fav Electrical Service $125,000, Natural Gas $50,000, Building Maintenance Charges $750,000, Security Expense $100,000, Contracted Services $50,000, Software Support Maintenance $90,000, Office Supplies $20,000, Motor Pool $50,000, Motor Pool Fuel Charges $15,000 based on current usage and continued department -wide cost saving measures. NET OPERATING INCOME (LOSS) $ (17,528,133,00) $ (17,763,237,00) $ NON -OPERATING REVENUE $ 12,239,000.00 $ 11,809,000.00 $ (EXPENSE) TOTAL INCOME BEFORE TRANSFERS $ (5,289,133.00) $ (5,954,237.00) S TRANSFERSIN $ - $ - $ CAPITAL IMPROVEMENT PROGRAM $ $ - $ TOTAL NET INCOME (LOSS)' $ f5,289,133.00) $ /5,954,237.00) $ TOTAL NET ASSETS - BEGINNING $ TOTAL NET ASSETS - ENDING $ (16,288,237.00) $ 1,475,000.00 11,921,000.00 $ 112,000.00 (4,367,23T00) $ 1,587,000.00 (4,367,237.00) $ 1,587,000.00 97,949,963.26 93,582,726.26 8.30% 0.95% Fay. Taxes based on actual collections. 26.65% 8/2012014 26 I=n L� gg IILSALI.& I W - 1: 1 ► �� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Becky Stepp, Project Advisor for Business Development Submitted: August 20, 2014 Subject: FY 2014 3`0 Quarter Contributions Report INTRODUCTION AND HISTORY 1 11 R li'r AGENDA ITEM NO. 9 F BUSINESS DEVELOPMENT Attached is the FY 2014 3`d Quarter report for Contributions received from April 1, 2014 through June 30, 2014. This report includes donations for capital projects as well. ATTACHMENTS - FY 2014 3rd Quarter Contributions Report STAFF RECOMMENDATION The staff recommends to receive and file. 27 OAKLAND COUNTY PARKS & RECREATION COMMISSION Contributions (Donations) - April 1, 2014 - June 30, 2014 ;;t Center Project / Program Source RDP Nature Center Donation Tuning Your Tot CD Amount Totals $3.00 Red Oaks Park Sub -Total $3.00 REC Nature Center Donation Tuning Your Tot CD $5.00 REC Nature Center Donation Tuning Your Tot CD $5.00 REC Nature Center Donation Tuning Your Tot CD $4.00 Recreation Programs & Services Sub -Total $14.00 Grand Total $17-00 28 lC'_1.1A_W10141019WIS9 � 1 Ui ►�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Business Development Representative Submitted: August 20, 2014 Subject: FY 2014 3Id Quarter Temporary Use Permit Report INTRODUCTION AND HISTORY AGENDA ITEM NO. 9 G BUSINESS DEVELOPMENT Attached is the FY 2014 3d Quarter report for Temporary Use Permits from April 1, 2014 through June 30, 2014. ATTACHMENTS - FY 2014 3rd Quarter Temporary Use Permit Report STAFF RECOMMENDATION The staff recommends to receive and file. 29 OAKLAND COUNTY PARKS & RECREATION COMMISSION FY 2014 3rd Quarter Report for Temporary Use Permits - April 1, 2014 - June 30, 2014 ADD Photography/ Filming 5/29/2014 Jackson Dawson (Comm) ADD Commerical Photography 6/23/2014 Ritchie Photo, Inc IND Commerical Photography 6/6/2014 Arace Photographic SAC Wedding 5/31/2014 LC Scramlin WCM Cinco de Mayo Event 5/2/2014 La Familia No $750.00 No $1,120.00 Addison Oaks Park Sub -Total $1,870.00 No $350.00 Independence Oaks Park Sub -Total $350.00 No $400.00 Sprineid Oaks Actiinrity Center Sub -Total $400.00 Yes :00 00 Waterf,WEI .�:i:�4f'i�1eYTs'S1�F{�r7►Z�g2 UM4.1 Total $3,420.00 W SEPTEMBER 3, 2014 lC!�1_1:1W_IORIR1k*1VJ►1&/ �_i;i,►� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA AGENDA ITEM NO. 9 H BUSINESS DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Melissa Prowse, Business Development Representative Submitted: August 20, 2014 Subject: FY 2014 3`d Quarter Sponsorship Revenue Report INTRODUCTION AND HISTORY Attached is the FY 2014 3d Quarter report for Sponsorship Revenue received from April 1, 2014 through June 30, 2014. ATTACHMENTS - FY 2014 3rd Quarter Sponsorship Revenue Report STAFF RECOMMENDATION The staff recommends to receive and file. 31 OAKLAND COUNTY PARKS & RECREATION COMMISSION FY 2014 3rd Quarter Report for Sponsorship Revenue - April 1, 2014 - June 30, 2014 Budget Center Project / Program Source Amount Totals' RDD Red Oaks Canines, Coffee & Conversation Progressive Pet Animal Hospital $100.00 'i d' -Dog Park S -TaW _ $100.00 REC Marshmallow Drop - Special Event Oakland County Credit Union $5,000.00 REC 2014 Warren Orlick Golf Outing Carl's Golfland $3,000-00 Recreation Programs & Services Sub -Total Total $8,000.00 $8,100.00 32 Item 9 I Oakland County Parks and Recreation Commission Maintenance Projects under $100,000 BUDGET TO ACTUAL EXPENSE REPORT (as of August 14, 2014) Cost Center Title Budget Amount Expended Amount Variance (as of 3rd Qtr) (Budget - Expended) ACC Stucco Repair $ 80,000 $ 2,376 $ 77,624 ACC Structural Repair/Replacement $ 25,000 $ - $ 25,000 ADD Lagoon System - Maintenance $ 6,000 $ - $ 6,000 ADM Pavement Maintenance Program* $ 150,000 $ - $ 1501000 ADM Carpet/Flooring Management Program* $ 150,000 $ 11,002 $ 138,998 ADM Interior/Exterior Painting Program* $ 120,000 $ 16,400 $ 103,600 ADM Window/Door Replacement Program* $ 124,000 $ 12,937 $ 111,063 ADM Tree Planting Program* $ 25,000 $ 13,102 $ 11,898 ADM Natural Resource Program* $ 160,500 $ 76,160 $ 84,341 ADM Herpetological Study $ 110,000 $ - $ 110,000 ADM HVAC Repair $ 49,500 $ - $ 49,500 ADM Arborist Services (Hazardous Tree Inventory) $ 116,000 $ 102,940 $ 13,060 GLC Exterior Stone Repair $ 10,000 $ 9,139 $ 861 IND Upper Bushman Lake Sampling/Analysis $ 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 $ - $ 201000 WLC Parapet Wall Replacement $ 50,000 $ 39,442 $ 10,558 Totals $ 1,283,000 $ 317,678 $ 965,322 25% * Program amount is listed over $100,000, however this covers multiple project locations. 33 Item 9 J Commission Approval Schedule for Capital and Maintenance Projects (REVISED August 8, 2014 - Preliminary and Subject to change) September, 2014 o Addison Oaks Park - Pull Through Sites and Concrete Pads($235,000) (Construction Approval) o Glen Oaks — Irrigation Pond Dredge — Change Order Approval o Glen, White Lake & Springfield Oaks Golf Course— Irrigation Replacement ($450,000) (Construction Approval, Phase One) o Red Oaks Nature Center —Temporary Flooring ($40,000) (Construction Approval) • October, 2014 o Red Oaks —Trail Easement Agreement o Springfield Oaks Activity Center— Mill Pond Dam Repairs Agreement (General Approval) o Springfield Oaks Activity Center — 4-H Covered Arena Design (Bldg. K)($20,000) (Executive Officers Report) o Special Parks District Forum — (Executive Officers Report) o Waterford Oaks Park - Greenhouse Operational Lease RFQ o Independence Oaks — Connector Trail — Interlocal Agreement o Rose Oaks — Trail Development Phase I — Change Order #1 Approval o C1P/Maintenance Projects Quarterly Update • November, 2014 © Springfield Oaks Activity Center — 4-H Covered Arena (Bldg. K)($20,000) (Conceptual Approval) o Waterford/Springfield Oaks — Greenhouse Operational Lease (General Approval) 34 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA u iLur �1-1.1161: .....,.. .�����.� ,�,��:,�....asn.�� ����� �um�w�s.o.�..n n� MYm'�����.�.� ...... I,.,-1 �.„�.,—'11 .. urril1M1m SEPTEMBER 3, 2014 AGENDA ITEM NO. 9 K ADMINISTRATION To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Jeffrey Phelps, Parks and Recreation Fiscal Coordinator Submitted: August 28, 2014 Subject: FY2014 3rd Quarter Facilities Maintenance Budget Amendment INTRODUCTION AND HISTORY Beginning in FY2014, operating budgets for park -wide Building and Grounds Maintenance projects are budgeted in the Facilities and Maintenance cost center. Once operating maintenance project expenses are incurred for a specific park, a budget amendment is to be made on a quarterly basis. Based on FY activity through June 30, 2014, the following FY2014 budget amendment is recommended: Cost FY 2014 Center Program Account Amendment WLG 5060326 160010 730614 Grounds Maintenance-(NR) $5,760.00 WLG 5060326 160010 731388 Printing-(NR) $114.00 GLG 5060327 160010 730814 Grounds Maintenance-(NR) $5,634,00 RDG 5060328 160010 730814 Grounds Maintenance-(NR) $2,712.00 SPG 5060330 160010 730198 Building Maintenance Charges-(W1D) $1,600.00 SPG 5060330 160010 730814 Grounds Maintenance-(NR) $5,192.00 SPG 5060330 160010 731115 Licenses and Permits-(NR) $200.00 SPG 5060330 160010 731388 Printing-(NR) $114,00 LYG 5060356 160010 730814 Grounds Maintenance-(NR) $9,255.00 LYG 5060356 160010 731115 Licenses and Permits-(NR) $200.00 ACC 5060417 160044 730198 Building Maintenance Charges -Stucco Repair $2,376.00 ACC 5060417 160044 730814 Grounds Maintenance-(NR) $1,321.00 WLC 5060426 160044 730814 Grounds Maintenance-(NR) $323.00 GLC 5060427 160044 730814 Grounds Maintenance-(NR) $276.00 SAC 5060430 160044 730814 Grounds Maintenance-(NR) $2,483.00 LYC 5060456 160044 730198 Building Maintenance Charges-(VV/D) $1,451L00 LYC 5060456 160044 730814 Grounds Maintenance-(NR) $304.00 ADD 5060715 160070 730198 Building Maintenance Charges-(WID) $5,936,00 ADD 5060715 160070 730814 Grounds Maintenance-(NR) $24,684.00 ADD 5050715 160070 730814 Grounds Maintenance-(NR) $2,328.00 ADD 5060715 160070 730814 Grounds Maintenance-(NR) $8,800.00 ADD 5060715 160070 731388 Printing-(NR) $114.00 GRV 5060720 160070 730198 Building Maintenance Charges -(CIF) $3,204.00 GRV 5060720 160070 730814 Grounds Maintenance-(NR) $12,336.00 GRV 5060720 160070 730814 Grounds Maintenance-(NR) $9,080,00 GRV 5060720 160070 731388 Printing-(NR) $114.00 ORN 5060724 160070 730814 Grounds Maintenance-(NR) $13,175M0 ORN 5060724 160070 731388 Printing-(NR) $114.00 35 Page 2 IND 5060725 160070 730814 Grounds Maintenance-(NR) $13,994.00 IND 5060725 160070 730814 Grounds Maintenance-(NR) $1,118.00 IND 5060725 160070 730814 Grounds Maintenance-(NR) $10,645.00 IND 5060725 160070 731388 Printing-(NR) $114.00 RDD 5060729 160070 730814 Grounds Maintenance-(NR) $2,201.00 RDD 5060729 160070 730814 Grounds Maintenance-(NR) $931.00 WTR 5060735 160070 730814 Grounds Maintenance-(NR) $10,273.00 WTR 5060735 160070 730814 Grounds Maintenance-(NR) $679.00 WTR 5060735 160070 731115 Licenses and Permits-(NR) $200.00 WTR 5060735 160070 731388 Printing-(NR) $114.00 RDP 5060751 160070 730814 Grounds Maintenance-(NR) $2,385.00 LYP 5060755 160070 730198 Building Maintenance Charges-(W/D) $3,950.00 LYP 5060755 160070 730814 Grounds Maintenance-(NR) $1,625.00 LYP 5060755 160070 730814 Grounds Maintenance-(NR) $11,560.00 LYP 5060755 160070 731388 Printing-(NR) $114.00 RSE 5060760 160070 730814 Grounds Maintenance-(NR) $703.00 RSE 5060760 160070 730814 Grounds Maintenance-(NR) $11,870.00 RSE 5060760 160070 731388 Printing-(NR) $114.00 HGH 5060765 160070 730814 Grounds Maintenance-(NR) $11,304.00 HGH 5060765 160070 731388 Printing-(NR) $114.00 RWP 5060831 160210 730198 Building Maintenance Charges-(C/F) $4,598.00 RWP 5060831 160210 730814 Grounds Maintenance-(NR) $1,416.00 WWP 5060837 160210 730814 Grounds Maintenance-(NR) $2,560.00 WBX 5060845 160210 730814 Grounds Maintenance-(NR) $328.00 CAT 5060870 160210 730814 Grounds Maintenance-(NR) $1,183.00 5060910 160430 730198 Building Maintenance Charges ($213,293.00) $ 0.00 WHEREAS a Parks and Recreation budget amendment is recommended to transfer Building Maintenance funds in the amount of $213,293 from the Facilities Maintenance cost center to various cost centers incurring expenses during the third quarter of FY2014; Program Name Budge 3`d Quarter Balance Pavement Maintenance (PM) $150,000.00 $150,000.00 Carpet/Flooring Management (C/F) $150,000.00 $142,198.00 Interior/Exterior Painting Management (I/E) $120,000.00 $94,418.00 Window/Door Replacement (W/D) $124,000.00 $111,063.00 Natural Resources (NR) $411,500,00 $226,741.00 MOTION Move to approve the FY2014 3rd Quarter Facilities Maintenance transfer to the cost centers specified above. 36 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA 11M, SEPTEMBER 3, 2014 AGENDA ITEM NO. 9 L PARK OPERATIONS & MAINTENANCE To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Jim Dunleavy, Chief — Park Operations and Maintenance — North District Jeff Phelps, Fiscal Services Supervisor II Submitted: August 27, 2014 Subject: FY 2014 3d Quarter Operating Equipment Budget Transfer INTRODUCTION AND HISTORY The OCPR Commission previously approved the purchase of operating equipment and supplies obtained at the Silverdome Auction, which included a portable restroom trailer at the OCPR Commission meeting of August 6, 2014. The items purchased from the Silverdome auction were referred to the Finance Committee as an exception report. In addition, the Commission approved the purchase of portable lights for use at events and activities within the Oakland County Parks at the July 9, 2014 OCPRC meeting. The portable light towers were purchased as a result of a survey and an initiative to increase revenues and operational hours at Orion Oaks and Lyon Oaks Dog Parks. These items were not anticipated for purchase and therefore not included in the FY 2014 Budget Therefore, a budget transfer will be necessary to cover these expenses. STAFF RECOMMENDATION Staff recommends the Commission approve the transfer of $40,026.85 from the Amount Available for Capital Improvement and Capital Equipment account to Capital Equipment for the purchase of the Portable Light Towers, the Restroom Trailer and supplies which were previously approved at the July 9, 2014, and the August 6, 2014, OCPR Commission meetings. MOTION Move to approve the transfer of $40,026.85 from the Amount Available for Capital Improvement and Capital Equipment account to Capital Equipment for the purchase of the Portable Light Towers, the Restroom Trailer and supplies which were previously approved at the July 9, 2014 and the August 6, 2014, OCPR Commission meetings. 37 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 AGENDA ITEM NO. 0 M ADMINISTRATION - INTERNAL SERVICES To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Phil Castonia, Business Development Representative Submitted: August 26, 2014 Subject: FY 2014 3rd Quarter Parks Purchasing Activity Report INTRODUCTION AND HISTORY In 2008 as part of the Strategic Master Plan the Commission requested regular updates from staff about the purchasing activity for the last quarter. Today staff will present a quarterly status update on the Purchasing Activity from the 3`d quarter of Fiscal Year 2014 for the Parks and Recreation Department. ATTACHMENTS - Fiscal Year 2014 3`d Quarter Parks Purchasing Activity Report STAFF RECOMMENDATION The staff recommends to receive and file. 38 Parks and Recreation 3rd Quarter Purchasing Report Awarded Vendor E Pa y Estimated p z E Contract (NTE) Contract Start Date Bid Event o Description Award u m o NotfoExceed Usage Amount # ?00 Date Amounts of Multi v m Name City L) a Department p a Contracts 04/04/14 2955 4/17 Golf Cart Batteries Start All I Detroit MI 05/01/14 226197 $ 6,008.08 04/11A4 2959 4124 Campground Firewood Splittin Me Timbers I Lenox MI 04/30/14 4124 $30,000.00 04/11/14 2960 516 Fire Suppression System Gallagher Fire I Livonia MI 05113/14 4138 $20,000.00 E f Maintenance 04/15/14 2964 SIB Architectural Services Stephen Auger and Associates Lake Orion MI 07/09/14 4188 $150,000.00 $100,000,001 04/15/14 2964 5/8 Architectural Services I JFR Architects Sterling Heights MI 07/09/14 4189 $150,000.00 $100,000.00 04/15/14 2964 518 Architectural Services Wakely and Associates Warren MI 07/09114 4198 $150,000.00 $100,000.00' 04/25/14 2969 5/22 Kitchen Hood Maintenance Sani-Vac Warren MI 06/02/14 4152 $15.000.00 $5,000.00I 04/25/14 2971 5122 Helical Pier Foundation Hardware Anchor Tech Clarkston MI 06/02/14 4150 $150,000,00 04/25/14 2972 518 Pool Vacuum Recreonics Lousiville KY 05/13/14 226805 $ 4,389.15 04/29/14 2973 5114 Glass Frosting Michigan Glass Coatings Auburn Hills MI 05/22/14 4146 $4,950.00 04/30/14 2976A 5128 Parking Lot Design - Glen Oaks I Professional Engineer Associates Troy MI 07/17/14 4204 $35,800.00 04)30t14 2976A 5128 Parking Lot Design - Red Oaks Professional Engineer Associates Troy MI 07/17114 4220 $48,400,00 05/07114 2980 5121 Towable Light Towers Evergreen Speciality Services I Commack NY 07/17114 230112 I $ 31,380.00 05/09/14 2984 5/29 Parks Media Sollware Cision I Chicago tL 07/18/14 4202 I $11,596.00 05t21/14 2992 614 Pavement Repairs Pavex Company Trenton MI 07/01/14 4178 $200,938.00 S94,666.00I 05/23114 2994 6/26 Parks Play Lots Miracle Midwest Okemos MI 08/08/14 4217 $281,000.00 05/23/14 2995 6/16 Herpetological Survey Environmental Consulting and Testing Ann Arbor MI 08/11114 4219 $170,000,00 06/27/14 2996 6/12 Temporary Flooring 05/28/14 2997 6118 Parks Media Buyer Ottaway Communications Troy MI 07/18/14 4203 $35,000.00 06/16/14 3006 600 Aquatic S ocontrol Enviroscience Slow OH 07/15/14 4197 $35,000.00 06/19/14 3014 6119 Gemini Pool Vacuum Recreonics Lousiville KY 06/26/14 228989 S 4,026.46 07/03114 3026 7/22 Vehicle Permits 2015-2017 Dri-Stick DIBIA Rydin Decal I Streamwood IL 08/04/14 4215 f_— 111ff $10000.00 07131/14 3044 815 Funbrella Recreonics I Lousiville KY 08/08/14 P-Card f $ 9,51750 — Notes d Finalized M (Yes or No) AJK Yes AJK Yes AJK Yes AJK I Yes AJK Yes AJK Yes AJK Yes AJK Yes AJK Yes AJK I Yes AJK ! Yes AJK Yes AJK Yes AJK Yes AJK Yes AJK Yes AJK Yes AJK I No AJK I Yes AJK Yes AJK Yes AJK Yes AJK Yes 39 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 AGENDA ITEM NO. 10 A ADMINISTRATION To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Submitted: August 28, 2014 Subject: FY 2015-2017 Proposed Operating Budget and FY 2015 Conceptual 15-Year CIP & FY 2015 Maintenance Management Plan INTRODUCTION AND HISTORY Historically the Oakland County Parks and Recreation budget process has followed a conservative approach of under -budgeting revenue and over -budgeting expenses. This approach requires use of the account "Planned Use of Balance" to bring the operating budget in balance. Recent increases in "Planned Use of Balance" became a focal point by the Oakland County Parks and Recreation Commission during the budget process and resulted in their desire to lower the reliance on the accounts use to balance the budget. As a result, the FY 2015 budget was reduced by 2.88% compared to the FY 2014 budget. Though the FY 2015 budget contains increases for Personnel (including a 3% general salary increase), Building Maintenance and Communications, many Contractual Services, Commodity and Internal Service line -item budgets were reduced proportionally across the Parks fund to bring the budget into balance. It is hopeful that Property Tax revenue will continue to rise as the economy recovers, though it has been a slow process. However, it is possible that some budget cuts might be restored by next summer if revenues rebound sufficiently. A copy of the Proposed FY 2015-2017 Budget book is included for your review as well as a proposed resolution for the Fiscal Year 2015 Budget -- General Appropriations Act, and the Executive Officer's message which provides a summary of the Proposed FY 2015 Budget expenditures and revenues. There have been no changes from the Proposed FY 2015 Budget book that was presented to the OCPR Commission on June 18, 2014. If you have any questions, please feel free to contact us ahead of time so that we may provide you with the response either before the meeting or at the meeting on September 3, 2014. In addition, we have included a copy of the FY 2015 15-Year Conceptual CIP & Maintenance Management Plan. This item was Conceptually Approved at the August 6, 2014, OCPR Commission Meeting, STAFF RECOMMENDATION If all of the questions and concerns of the Commission regarding the Proposed Fiscal Year 2015-2017 Budget and the FY 2015 15-Year CIP & Maintenance Management Plan have been addressed, it would be appropriate to approve the enclosed proposed resolution and adopt the Fiscal Year 2015 General Appropriations Act, balancing total appropriations with available resources at $25,151,352, and also approve FY 2015 15-Year CIP & Maintenance Management Plan. 40 Page 2 MOTION Move to approve the Fiscal Year 2015-2017 Oakland County Parks and Recreation Proposed Operating Budget and adopt the Fiscal Year 2015 General Appropriations Act resolution balancing total appropriations with available resources at $25,151,352; and Move to approve and proceed with the Fiscal Year 2015 15-Year Conceptual Capital Improvement Plan and FY 2015 Maintenance Management Plan. 41 OAKLAND COUNTY PARKS AND RECREATION COMMISSION FISCAL YEAR 2015 BUDGET GENERAL APPROPRIATIONS ACT WHEREAS in accordance with the provisions of Public Act 261 of 1965, the County and Regional Parks Act, and Public Act 621 of 1978 (as amended), the Uniform Budgeting and Accounting Act for Local Government, and the By -Laws of the Oakland County Parks and Recreation Commission approved January 12, 2011, it is the responsibility of the Oakland County Parks and Recreation Commission to amend and adopt the annual Oakland County Parks and Recreation Commission Budget; and WHEREAS, the Parks and Recreation Executive Officer received budget requests from all Parks and Recreation Budget Units, and the Parks and Recreation Executive Officer and his staff has prepared and submitted in detail the Parks and Recreation Executive Officer's Fiscal Year 2015 Budget Recommendation to the Oakland County Parks and Recreation Commission; and WHEREAS, the Oakland County Parks and Recreation Commission has reviewed in detail the Parks and Recreation Executive Officer's Fiscal Year 2015 Budget Recommendation as shown on Schedules A, B, C, D, E, F, and G, hereby annexed and made part of the General Appropriations Act for Fiscal Year 2015; and WHEREAS supplemental summaries and data contained herein are for informational purposes only, and are not part of the General Appropriations Act for Fiscal Year 2015. NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation Commission, after due deliberation, does hereby amend and adopt the Fiscal Year 2015 General Appropriations Act balancing total appropriations with available resources at $25,151,352. BE IT FURTHER RESOLVED that as stated in the Commission By -Laws, appropriations accumulated within the department will be deemed maximum authorization to incur expenditures. The Parks and Recreation Executive Officer or his designated Fiscal Officer shall exercise supervision and control of all budgeted expenditures with each Budget Unit, and at no time shall the expenditures exceed the total appropriation for the department as originally amended or adopted by the Oakland County Parks and Recreation Commission. Moved by: Supported by: Date: September 3, 2014 42 Executive Officer's FY 2015 Budget Message Oakland County Parks and Recreation Commission: Executive Officer's Revised Financial Summary: Revenue and Expense Budget (income Statement) FY2015 - $25,151,352 FY2016 - $25,397,762 FY2017 - $25,522,862 Executive Officer's Message Illustrative Net Position - Unrestricted (Balance Sheet) Operating Reserve $ 5,750,000 Capital Reserve $ 7,000,000 FY2015 Capital Equipment (Schedule F, Page 25) $ 588,000 FY2015 Planned Use of Balance $ 4,366,691 Capital Improvement Plan $12,802,781 Total Net Position — Unrestricted as of 9/30/2013 $30 507,472 Enclosed are the proposed revised budgets for operations, capital equipment and capital projects for the Oakland County Parks and Recreation Commission for Fiscal Years 2015, 2016 and 2017. Parks and Recreation staff and Fiscal Services staff have prepared these budgets using results from the county -wide survey, the history of revenue and expense, service demands, and outcomes from planning sessions with operational staff and the Commission. We continue to budget revenues on a conservative basis and expenses on a realistic basis. Due to the continued effects from the economic decline, the property tax levy revenue is a lower percentage of the overall fund revenues for the Parks and Recreation system. Therefore, previously proposed FY 2015 expenditure requests were scrutinized in great detail and decreased by $1,848,639 since June 4th in order to reduce the reliance on Planned Use of Balance as the means of balancing the budget. Projected Charges for Services revenues have been increased $287,000. Budgets for FY 2015 through FY 2017 were developed from the FY 2013 Actuals and the FY 2014 budget. Property tax revenue adjustments were based on recommendations from the County's Management & Budget department utilizing the current taxable value information contained in the April 2014 Equalization Report and other economic forecasts: FY 2015 projected increase 1.65% FY 2016 projected increase 3.00% FY 2017 projected increase 3.00% Page 1 43 Executive Officer's FY 2015 Budget Message The Role of Strategic Planning Based on the OCPRC mission statement and the vision of being recognized as a world class parks and recreation agency, full and part-time staff is committed to achieving the highest level of customer service using best practices. Initiatives are in place to provide outstanding service for our two million annual visitors; and to continue the maintenance needed to meet visitor expectations for maintained, accessible and safe facilities. Internal operation changes have increased efficiencies. For example, staff salary and fringe benefits have been reallocated among budget units to reflect true costs for revenue pricing and cost recovery. Budget Year Cycles • FY 2015 budget year will commence October 1, 2014 -September 30, 2015 • FY 2016 budget year will commence October 1, 2015 - September 30, 2016 • FY 2017 budget year will commence October 1, 2016 -September 30, 2017 Note: These dates coincide with the County of Oakland's fiscal years and its triennial budget process. FY 2015 Revised Revenue The recommended revenue budget is $25,151,352; down from the FY 2014 amended budget by (2.88%). The FY 2015 revenue budget includes: • Property taxes from the one -quarter Millage $ 11,702,000 (46.53%) • Charges for Services $ 8,752,911 (34.80%) • Income on Investments & Other Revenue $ 329,750 (1.31%) • Planned Use of Balance $ 4,366,691 (17.36%) Revenues from Property Tax Levy represent a 1.65% increase and Planned Use of Balance represents a (19.00%) decrease from FY2014. The need to use Planned Use of Balance to balance the budget is necessitated by the substantial decline in Property Tax Levy and Income on Investments revenue. Between FY2006 and FY2009, Property Tax revenue and Investment Income averaged $15,900,000. However, for the FY2015 budget these two revenue accounts combined total is only $11,900,000, a short -fall of $4,000,000 and represent a (33.61%) decline. Nearly 92% of the FY2015 Planned Use of Balance account is budgeted to offset this revenue short -fall. Forecasted property tax increases of 3.00% in FY2016 and FY2017 will help to minimize this shortfall and reduce future reliance on Planned Use of Balance. (See Appendix— Financial Operations History Table) Page 2 44 Executive Officer's FY 2015 Budget Message FY 2015 Revised Expense The recommended operating expense budget is $25,151,352; down from the FY 2014 amended budget by (2.88%). Of note, Salaries and Fringe Benefits expenses for FY2015 reflect an increase of $646,807 due to the County Executive's recommended salary increase of 3% and position changes and deletions to better align staffing needs with seasonal requirements and strategic plan initiatives. In addition, anticipated closing of several large Capital Improvement projects required an increase in Depreciation of $276,900. The FY 2015 expense budget includes: • Salaries expense • Fringe Benefits expense • Contractual Services expense • Commodities expense • Depreciation expense • Internal Services expense A Fiscally Sound Budget Package $8,756,863 (34.81%) $3,496,126 (13.90%) $6,928,957 (27.55%) $ 793,730 (3.16%) $3,406,900 (13,55%) $1,768,776 (7.03%) The Administrative Management Team, Fiscal/Operational staff and I firmly believe the enclosed budget shows our dedicated commitment to offer the highest quality facilities, programs, and services to the residents of Oakland County for FY2015-FY2017 Sincerely, Daniel J. Stencil, Executive Officer Page 3 45 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Phil Castonia, Business Development Rep -Internal Services Submitted: August 25, 2014 Subject: Food & Beverage Concession Operations — Self Operation INTRODUCTION AND HISTORY AGENDA ITEM NO. 10 BA ADMINISTRATION In the fall of 2013, Oakland County Parks received notice that Kosch would be exercising their option in the contract to terminate the operations for concessions with the required 365 day notice. At this time the food and beverage committee decided to prepare and issue an RFP for a food and beverage consultant to assist with the evaluation of all operations that have food and beverage service. This past spring, Global Management Amusement Professionals was chosen as that vendor. The consultants along with staff have spent a number of days visiting, observing, and evaluating the food and beverage operations at all concession locations and have recommended to the Food and Beverage Committee to move to self -operation of the concessions at Groveland Oaks, Red Oaks and Waterford Oaks. The business reasons for this recommendation are: • A very limited number of bid responses have been received in the past. • Previous vendors were not focused on providing the best customer service and food quality, given that their primary focus was on banquet operations, causing damage to the customer experience and image that Parks is left to repair. • Oakland County Parks historically has only received a very small amount of commission revenue from these operations and has not been able to cover costs of providing food and beverage. With this proposed plan we believe we can fully cover our concession operating costs and help offset some the expenses from operating the rest of each park. • An investment is needed in each facility to modernize them and allow for a better customer experience, many facilities have not been updated since they were originally built 25-30 years ago. • With the help of experts in the field, Parks will be able to at least break even or return a respectful net of revenue over expenses after getting established while also providing a better experience for the guests. To successfully track the success and transition from a 3rd party operator to self -operations, staff is recommending the creation of 3 new budget centers for all related revenues and expenditures to concession operations. As part of these new budget centers, positions will be created and transferred to allow for the tracking of labor costs. 5060420 P & R Groveland Oaks Park Concessions GRC 5060431 P & R Red Oaks Waterpark Concessions RWC 5060437 P & R Waterford Waterpark Concessions WWC 46 Page 2 ATTACHMENTS - Estimated Concession Budgets (Historical and Proposed) for Groveland Oaks, Red Oaks, Waterford Oaks - Resolution to Approve Budgets and Position Creation for Concession Operations STAFF RECOMMENDATION The staff and Food and Beverage Committee recommend approving the proposal and proposed resolution. As this will impact personnel/staffing this will need to be forwarded to the Board of Commissioners for final approval. MOTION Move to approve the resolution for the creation of new budgets and new positions for the self - operation of Parks Concession Operations at Groveland Oaks, Waterford Oaks and Red Oaks as presented and refer it to the Oakland County Board of Commissioners for final approval. 47 MISCELLANEOUS RESOLUTION BY: PLANNING AND BUILDING — JIM RUNESTEAD, CHAIRPERSON IN RE: PARKS & RECREATION DEPARTMENT - FOOD AND BEVERAGE SERVICES POSITION CREATIONS AND TRANSFERS To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS Oakland County Parks & Recreation strives to be recognized as a "World Class" park system that provides quality services in all areas; and WHEREAS In the fall of 2013, Oakland County Parks & Recreation received notice that Kosch Catering would be exercising their right to terminate the operations for concessions with the required 365 day notice; and WHEREAS the Parks and Recreation Commission's Food & Beverage Committee decided to prepare and issue an RFP for contracting a food and beverage consultant to assist with the evaluation of all park operations that provide food and beverage service; and. WHEREAS Global Management Amusement Professionals was chosen as that vendor and WHEREAS the Oakland County Parks & Recreation retained Global Management Amusement Professionals to assist in developing a first-class food and beverage operations at the golf courses, campgrounds and waterparks; and WHEREAS consultants and staff spent a number of days visiting, observing, and evaluating the food and beverage operations at all Parks & Recreation locations and have recommended to the Food & Beverage Committee to move to self -operation of the concessions at Groveland Oaks Campground, Red Oaks Waterpark and Waterford Oaks Waterpark; and WHEREAS the BUSINESS reasons for this recommendation are: • Very limited number of bid responses have been received in the past • Previous vendors were not focused on providing the best customer service and food quality, given that their primary focus was on banquet operations, causing damage to the customer experience and image that Parks is left to repair. • Oakland County Parks historically has only received a small amount of commission revenue from this operation and has not been able to cover costs of providing food and beverage, with this plan we believe we can fully cover our costs and help offset some the expenses from operating the rest of each park. • An investment is needed in each facility to modernize them and allow for a better customer experience, many facilities have not been updated since they were originally built 25-30 years ago. • With the help of experts in the field, Parks will be able to at least break even or return a respectful net of revenue over expenses after getting established while also providing a better experience for the guests and; WHEREAS in order to successfully track the success and transition from a 3rd party operator to self - operations, Oakland County Parks & Recreation is recommending the creation of three (3) new budget centers for all related revenues and expenditures relative to concession operations; and. WHEREAS within these new budget centers, positions will be created and transferred to allow for the tracking of labor costs as shown below; and. 5060420 P & R Groveland Oaks Park Concessions GRC 5060431 P & R Red Oaks Waterpark Concessions RWC 5060437 P & R Waterford Waterpark Concessions WWC WHEREAS this reorganization creates and realigns positions to meet the requirements of this new food and beverage services plan; and WHEREAS the Parks Commission has reviewed and approved these changes. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners approves the Parks & Recreation Department position creations and transfers as shown below 48 1. To create three (3) new budget centers for all revenues and expenditures related to concession operations including staffing: 5060420 P & R Groveland Oaks Park Concessions GRC 5060431 P & R Red Oaks Waterpark Concessions RWC 5060437 P & R Waterford Waterpark Concessions WWC 2. a. To create the following new classifications: Classification Title Salary Grade/Range Overtime Exemption Food and Beverage Coordinator 09 Non Exempt Food Service Worker $10.50 per hour Base Non Exempt $11.10 per hour 1 Year b. To create the following full-time eligible Proprietary (PR) funded position: Quantitv I Position Title - 1 1 Food and Beverage Coordinator Location Name (Number) Administrative Services (5060101) 3. To create the following PTNE 1,000 hour per year Proprietary (PR) funded positions: Quantitv Position Title Location Name 2 Food Service Worker Waterford Waterpark Concessions (5060437) 3 Food Service Worker Red Oaks Waterpark Concessions (5060431) 2 Food Service Worker 1 Seasonal Program Specialist 1 Seasonal Program Specialist 1 Seasonal Program Specialist Groveland Oaks Park Concessions (5060420) Groveland Oaks Park Concessions (5060420) Waterford Waterpark Concessions (5060437) Red Oaks Waterpark Concessions (5060431) 49 4. To transfer the following positions within Parks & Recreation; From To Pos # Position Title Unit Unit Name Unit Unit Name Location # cation # 04345 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions 04350 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions 04351 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions 04445 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions 05813 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions Parks & Rec White Lakes Oaks ( Red Oaks Waterpark 04218 Attendant 5060326 Golf Course 5060431 Concessions 07013 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04233 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04230 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04231 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04232 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04239 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 14 06773 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04229 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 09745 Parks & Rec 5060330 Springfield Oaks 15060431 Red Oaks Waterpark Attendant Golf Course Concessions 09743 Parks & Rec 5060330 Springfield Oaks 15060420 Groveland Oaks Park Attendant Golf Course Concessions 09741 Parks & Rec 5060330 Springfield Oaks 5060420 Groveland Oaks Park Attendant Golf Course Concessions 09742 Parks & Rec 5060330 Springfield Oaks 5060420 Groveland Oaks Park Attendant Golf Course Concessions 09744 Parks & Rec 5060330 Springfield Oaks 5060420 Groveland Oaks Park Attendant Golf Course Concessions 09968 Parks & Rec 5060356 Lyon Oaks Golf 5060420 Groveland Oaks Park Attendant Course Concessions 08164 Parks & Rec 5060837 Waterford Oaks 5060437 Waterford Waterpark Attendant Waterpark Concessions 08165 Parks & Rec 5060837 Waterford Oaks 5060437 Waterford Waterpark ( Attendant Waterpark Concessions 50 From PCs # 08166 08167 08168 06441 06430 06429 07962 09970 09951 09952 Position Title Parks & Rec Attendant Parks & Rec Attendant Parks & Rec Attendant Parks & Rec Attendant Parks & Rec Attendant Parks & Rec Attendant Parks & Rec Attendant Parks & Rec Attendant Parks & Rec Attendant Parks & Rec Attendant Unit Unit Name Location # 5060837 Waterford Oaks Waterpark 5060837 Waterford Oaks Waterpark 5060837 Waterford Oaks Waterpark 5060715 Addison Oaks Park 5060715 Addison Oaks Park 5060715 Addison Oaks Park 5060755 Lyon Oaks Park 5060356 Lyon Oaks Golf Course Waterford Oaks 5060735 Activity Center & Park Waterford Oaks 5060735 Activity Center & Park To Unit Unit Name Location # 5060437 Waterford Waterpark Concessions 5060437 Waterford Waterpark Concessions 5060437 Waterford Waterpark Concessions 5060437 Waterford Waterpark Concessions 5060437 Waterford Waterpark Concessions 5060437 Waterford Waterpark Concessions 5060437 Waterford Waterpark Concessions 5060437 Waterford Waterpark Concessions 5060437 Waterford Waterpark Concessions 5060437 Waterford Waterpark Concessions Chairperson, on behalf of the Planning and Building Committee, I move the adoption of the foregoing resolution. PLANNING AND BUILDING COMMITTEE 51 GRC 5060420 Groveland Oaks Concession REVENUES ROW # Account Acct Descr FY2012 Estimate FY2013 Estimate FY2014 Estimate FY 2015 Revised FY 2016 Revised FY 2017 Revised 1 630308 Commission Food Services $ 3,920 $ 3,920 $ 3,920 $ 1,500 ;,$ . 1,500 $ 1,500' 2 632023 Sales (non-taxable) $ - $ - $ - $ 20,000 $ 25,000 $ 30,000` 3 632037 Sales Retail (tax) $ - $ - $ - $ 70,000 $ 80,000 $ 90,000 4 5 $ 3,920 $ 3,920 $ 3,920 $ 91;500 : $ 106,500 $ 121,500 EXPENDITURES 6 702010 Salaries Regular $ 2,000 $ 2,100 $ 2,200 $ 40,000 • $ :- ... 42560 $ 45;000 7 722740 Fringe Benefits $ 100 $ 105 $ 110 $ 2,000 ...$ - 2,000 $ 2,000 8 730121 Bank Charges $ - $ - $ - $ 25 $ _ 50 $ 75 9 730198 Building Maintenance Charges $ 4,000 $ 4,000 $ 4,000 $ 5,000 $ "• 4,500 $ .. 4,000 10 730247 Charge Card Fee $ - $ - $ - $ 25,0 : $. _ S00 $ 750 11 730562 Electrical Service $ - $ - $ - $ $ $ - 12 730646 Equipment Maintenance $ 2,000 $ 2,000 $ 2,000 $ S,60b $ •. 4,500 $ 4,000 13 730786 Garbage and Rubbish Disposal $ 200 $ 200 $ 200 $ 500 $ S00 $ 500 14 730814 Grounds Maintenance $ - $ - $ - $ $. 15 731115 Licenses and Permits $ - $ - $ - $ 500 . $ 500 : $ 500 16 731241 Miscellaneous $ - $ - $ - $ Soo., .$ " ' 500 $ 500 17 731269 Natural Gas $ - $ 18 731388 Printing $ - $ - $ - $ .. 1,000 $ 750 ` $ 500 19 731500 Public Information $ - $ - $ - $ 1,500 $ ' 1,000 $ 500` 20 731780 Software Support Maintenance $ - $ - $ - $ 1,000.'',:$, 1,000 $_ _ 1,000 21 731941 Training $ - $ - $ - $, ° , , - :. 750 250 $ > 250" 22 732102 Water and Sewage Charges $ - $ - $ - $ , - - $ • $ - 23 750063 Custodial Supplies $ 500 $ 500 $ 500 $ 2500 $ 21500 $ . , 2,500, 24 750154 Expendable Equipment $ 3,500 $ 3,500 $ 3,500 $ 5,000 $ 4,500 ` $ 4,000 25 750385 Merchandisse for Resale $ - $ - $ - $ 30,000 $ 32,500 $ 35,000 26 750399 Office Supplies $ - $ - $ - $ 500 $ 400 - $ 300 27 750504 Small Tools $ 500 $ 500 $ 500 $ 2500 $ . 2,000 $ 1,500 28 750581 Uniforms $ - $ - $ - $ 750 $ 750 $ 750 29 761121 Depreciation Equipment $ 500 $ 500 $ 500 $ 500 $:; .' S00 $ 500 30 774363 Info Tech Operations $ - $ - $ - $ 3,500 $ ' ' 1,500 $ 1,500 31 774677 Insurance Fund $ - $ - $ - $ 1,500 1,500 $ 1500' 32 775754 Maintenance Department Charges $ 250 $ 250 $ 250 $ 250 $:. - 250 $ 250 33 778675 Telephone Communications $ - $ - $ - $ 400 $„ 400 $ 400 $ 13,550 $ 13,655 $ 13,760 $; ;;, ,105,425 $.; ., 105,350' $ 107,775 NETTOTAL $ (9,630) $ (9,735) $ (9,940) $ (13,925) $ 1,150 $ 13,725 Last Updated: 8/20/2014 52 RWC 5060431 Red Oaks Concession REVENUES ROW # Account Acct Descr 1 630308 Commission Food Services 2 632023 Sales (non-taxable) 3 632037 Sales Retail (tax) 4 5 EXPENDITURES 6 702010 Salaries Regular 7 722740 Fringe Benefits 8 730121 Bank Charges 9 730198 Building Maintenance Charges 10 730247 Charge Card Fee 11 730562 Electrical Service 12 730646 Equipment Maintenance 13 730786 Garbage and Rubbish Disposal 14 730814 Grounds Maintenance 15 731115 Licenses and Permits 16 731241 Miscellaneous 17 731269 Natural Gas 18 731388 Printing 19 731500 Public Information 20 731780 Software Support Maintenance 21 731941 Training 22 732102 Water and Sewage Charges 23 750063 Custodial Supplies 24 750154 Expendable Equipment 25 750385 Merchandisse for Resale 26 750399 Office Supplies 27 7S0504 Small Tools 28 750581 Uniforms 29 761121 Depreciation Equipment 30 774363 Info Tech Operations 31 774677 Insurance Fund 32 775754 Maintenance Department Charges 33 778675 Telephone Communications NET TOTAL FY2012 Estimate FY2013 Estimate FY2014 Estimate FY 2015 Revised FY 2016 Revised FY 2017 Revised $ 11,550 $ 11,550 $ 11,550 $ ,:: 500 $ 500 $ 500 45,000 $ 50,000$ 55,060 $ - $ - $ - $ 180,000 . _$ , - " - 200,000 $ 220 000 $ 11,550 $ 11,550 $ 11,550 $ :.... _22SjS0p $ 250,500 " $ 280,500 $ 2,000 $ 2,100 $ 2,200 $• 80;000 $ 82,500 $ 85,000 $ 100 $ 105 $ 110 $ 4,000 $ 4,125 -$ 4,250 $ - $ - $ - $ 50 $ 75 _$ 100 $ 5,000 $ 5,000 $ 5,000 $ 7,500 $ 6,500::,.,$ 6,000 $ - $ - $ _ $." • :1,000 $ $ 6,000 $ 6,000 $ 6,000 $ . 7,500 $ 6,500 , $ 5500 $ 200 $ 200 $ 200 $ 500 $ `: S00 $ 500 $ - $ - $ - $ ... 500 $ 500 $ 500 $ - $ - $ - $ 500,. $ 500 $ 500 $ - $ - $ - $ $ - $ - $ - $ 1000 $":. 500 $ 500 $ - $ - $ - $ . 1,500 $ 1,000 $ 500 $ - $ - $ - $ 1,000 $ 1,000 $ 1000 $ - $ - $ - $ 1500 $ 500 $ 500 $ 500 $ 500 $' 2,500 "$ 2,504 .: `:.: ,, 2,500 $ 2,000 $ 2,000 $ 2,000 $ 7,500' $ 6;500' $ 5,500 $ - $ - $ - $ 80,000 $ 52,50'0 $ 85,000 $ - $ - $ - $ 500 $ 500 ;$ 500 $ 500 $ 500 $ 500 $ 5000 $ .' ''4,000 '`$ 3000 $ - $ - $ - $ 1,000 $ 1,000°,::$ 1,000 $ 500 $ 500 $ 500 $ 500, $ 500 $ S00 $ - $ - $ - $ 5,000 $ 2,500 $ 2,500 $ - $ - $ - $ 1,506 $ 1,500 $ 1,500 $ 250 $ 250 $ 250 $ _ 250 $ 250 $ '250 $ - $ - $ - $ 400 $ 4,00, .-' .... 400 $ 17,050 $ 17,155 $ 17,260 $ 210,700 $ 208;100" "$'' , Z09,ON,,; $ (5,500) $ (5,605) $ (5,710) $ 14,800 $ 42,400 $ 71,500 Last Updated: 8/20/2014 53 WWC 5060437 Waterford Oaks Concession REVENUES ROW # Account Acct Descr FY2012 Estimate FY2013 Estimate FY2014 Estimate FY 2015 Revised FY 2016 Revised FY 2017 Revised 1 630308 Commission Food Services $ 9,940 $ 9,940 $ 9,940 $ 500, $ Soo 500 2 632023 Sales (non-taxable) $ - $ $ - $ 30,000 $ .35,000 $ 40,000 3 632037 Sales Retail (tax) $ - $ $ - $ 110,000 $ 125,000 $ 140,000 4 5 $ 9,940 $ 9,940 $ 9,940 $ 140,500,,$ 160,500 :,$ 180,500 EXPENDITURES 6 702010 Salaries Regular $ 2,000 $ 2,100 $ 2,200 $ 60,000 $ 62,500 $ 65,000 7 722740 Fringe Benefits $ 100 $ 105 $ 110 $ 3,000 $ 3,125 $ 3,250 8 730121 Bank Charges $ - $ - $ - $ 25 $ 50 $ 75 9 730198 Building Maintenance Charges $ 4,000 $ 4,000 $ 4,000 $ 5,000 $ 4,500 $ 4,000 10 730247 Charge Card Fee $ - $ - $ - $ 500 750 $ 1,000 11 730562 Electrical Service $ - $ $ $ $ 12 730646 Equipment Maintenance $ 2,500 $ 2,500 2,500 $ 5,000 $ 4,500 4,000 13 730786 Garbage and Rubbish Disposal $ 200 $ 200 $ 200 $ Soo $ 500 500 14 730814 Grounds Maintenance $ - $ - $ - $ - $ - 15 731115 Licenses and Permits $ - $ - $ - $ 500 $ 500 $ 500 16 731241 Miscellaneous $ - $ - $ - $ 500 :500 $ 500 17 731269 Natural Gas $ - $ - $ $ $ 18 731388 Printing $ - - $ $ 1,000 750 $ 500 19 731500 Public Information $ - $ - $ $ 1,500 1,000 $ 500 20 731780 Software Support Maintenance - $ - $ $ 1,000 11000 $ 1,000 21 731941 Training $ - $ - $ 1500 1000 $ '500 22 732102 Water and Sewage Charges $ $ 7 $ 23 750063 Custodial Supplies $ 500 $ 500 $ 500 2,500 2,500, $,,, 2,500 24 750154 Expendable Equipment $ 1,500 $ 1,500 $ 1,500 5,000 $ 4,000 $ 3,000 25 750385 Merchandisse for Resale $ - $ - $ 60,000 $,- 62,500 65,000 26 750399 Office Supplies $ - $ - $ $ 500, $ 250 250 27 750504 Small Tools $ 500 $ 500 $ 500 $ 2,500, $ 2,000 $ 1,500 28 750581 Uniforms $ - $ - $ 1,000 $ 1,000 $ I IAO 29 761121 Depreciation Equipment $ Soo $ 500 $ Soo 500 $ > 500 $, 500 30 774363 Info Tech Operations $ - $ $, SAO 2,500 2,500 31 774677 Insurance Fund $ - $ - $ 1,500 1,500 $ 1,500 32 775754 Maintenance Department Charges $ 250 $ 250 $ 250 $ 250 250 $ 250 33 778675 Telephone Communications $ - $ - $ - $ 40 400 $ 400, $ 12,050 $ 12,155 $ 12,260 459.A75 $ 58075 $ 159,725 NETTOTAL $ (2,110) $ (2,215) $ (2,320) (18,675) $ 2,425 $ 20,775 Last Updated: 8/20/2014 54 iCI►i'�i:�i ��>•�� �:� �� ►ail OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 AGENDA ITEM NO. 10 B-2 ADMINISTRATION To: Chairman Fisher and Commission Members From: Daniel J, Stencil, Executive Officer; Phil Castonia, Business Development Rep -Internal Services Submitted: August 20, 2014 Subject: Contract for Food & Beverage Operations — Springfield Oaks Golf Course INTRODUCTION AND HISTORY In the fall of 2013, Oakland County Parks received notice that Kosch would be exercising their option in the contract to terminate the operations for concessions with the required 365 day notice, At this time the Food and Beverage Committee decided to prepare and issue an RFP for a food and beverage consultant to assist with the evaluation of all operations that have food and beverage service. This past spring, Global Management Amusement Professionals was chosen as that vendor. The consultants along with staff have spent a number of days visiting, observing, and evaluating the food and beverage operations at all concession locations. As a result they have recommended to the Food and Beverage Committee to contract with Rose Foote Catering for the food & beverage operations at Springfield Oaks Golf Course. The Committee released the RFP to the public on Thursday, March 13, 2014, Bids were due on Thursday, April 17, 2014. A pre -bid meeting and site visits took place on Tuesday, April 1, 2014; four separate vendors were represented on the tour. The Committee interviewed Rose Foote Catering and after reviewing the submitted RFP's, and having a discussion after the interviews, the Committee's unanimous recommendation was to move forward with negotiating a contract with Rose Foote Catering. The contract that has been negotiated is attached and staff is requesting approval to move forward with the contract between Oakland County Parks and Rose Foote Catering. The contract will be for 1 year with the option for 4 additional 1 year renewal periods. ATTACHMENTS - Springfield Oaks Grille Room & Halfway House Services Contract and License STAFF RECOMMENDATION The staff and Food and Beverage Committee recommend approving the Springfield Oaks Grille Room & Halfway House Services Contract and License. MOTION Move to approve the Springfield Oaks Grille Room & Halfway House License and Professional Services Contract with Rose Foote Catering for one year beginning November 2014, with the option for 4 additional 1 year renewal periods, 55 OAKLAND COUNTY DEPARTMENT OF MANAGEMENT AND BUDGET PURCHASING DIVISION LICENSE AND PROFESSIONAL SERVICES CONTRACT PROFESSIONAL SERVICE CONTRACT NUMBER: Contract Amount: $ Contract Effective Date: Contract Expiration Date: This "Contract" is made between the COUNTY OF OAKLAND, a Michigan Constitutional Corporation, hereinafter called "County" and the "Contractor" as further described in the following Table. This Contract includes the license of County -owned real and personal property to Contractor and the provision of professional services by Contractor as further described herein. In this Contract, either Contractor or the County may also be referred to individually as a "Party" or jointly as the "Parties". COUNTY OF OAKLAND VENDOR 2100 Pontiac Lake Road Waterford, MI 48328 (herein, the "County") (herein the "Contractor") INTRODUCTION A. The County owns and operates the Springfield Oaks Grill Room and Halfway House in conjunction with the Springfield Oaks Golf Course at Springfield Oaks County Park. B. The Grill Room and Halfway House have various food and beverage operations designed for use by the general public and designed to provide a means of recreation in Oakland County. C. The County desires to license the Grill Room, Halfway House and Golf Course to Contractor and grant it the exclusive right to provide food and beverage services at the Grill Room, Halfway House, and Golf Course. This Contract is organized and divided into the following "Section" or "Sections" for the convenience of the Parties. SECTION 1. CONTRACT DOCUMENTS AND DEFINITIONS SECTION 2. CONTRACT EFFECTIVE DATE AND TERMINATION SECTION 3. SCOPE OF CONTRACTOR'S SERVICES SECTION 4. USE OF COUNTY FACILITIES AND PROPERTY Page 1 of 30 FINAL 56 SECTION S. PAYMENT OBLIGATIONS SECTION 6. CONTRACTOR'S ASSURANCES AND WARRANTIES SF.,CTION 7. CONTRACTOR PROVIDED INSURANCE AND INDEMNIFICATION SECTION 8. GENERAL TERMS AND CONDITIONS In consideration of the mutual promises, obligations, representations, and assurances in this Contract, the Parties agree to the following: §1. CONTRACT DOCUMENTS AND DEFINITIONS The following words and expressions when printed with the first letter capitalized as shown herein, whether used in the singular or plural, possessive or non -possessive, and/or either within or without quotation marks, shall be defined and interpreted as follows: 1.1. "Claims" means any alleged losses, claims, complaints, demands for relief or damages, suits, causes of action, proceedings, judgments, deficiencies, liability, penalties, litigation, costs, and expenses, including, but not limited to, reimbursement for reasonable attorney fees, witness fees, court costs, investigation expenses, litigation expenses, amounts paid in settlement, and/or other amounts or liabilities of any kind which are imposed on, incurred by, or asserted against the County, or for which the County may become legally and/or contractually obligated to pay or defend against. 1.2. "Contract Documents" This Contract includes and fully incorporates herein all of the following documents: 1.2.1. Exhibit I: Contractor Insurance Requirements. 1.2.2. Exhibit II: Scope of Contractor's Services & Parties Responsibilities 1.2.3. Exhibit III: Description and Depiction of Facilities 1.2.4. Exhibit IV: Description of County Personal Property 1.2.5. Exhibit V: Servicemark 1.3. "Contractor Employee" means without limitation, any employees, officers, directors, members, managers, trustees, volunteers, attorneys, and representatives of Contractor, and also includes any Contractor licensees, concessionaires, contractors, subcontractors, independent contractors, contractor's suppliers, subsidiaries, joint ventures or partners, and/or any such persons, successors or predecessors, employees, (whether such persons act or acted in their personal, representative or official capacities), and/or any and all persons acting by, through, under, or in concert with any of the above. "Contractor Employee" shall also include any person who was a Contractor Employee at any time during the term of this Contract but, for any reason, is no longer employed, appointed, or elected in that capacity. 1.4. "County" means the County of Oakland, a Municipal and Constitutional Corporation, its departments, divisions, authorities, boards, committees, and County Agent as defined below. 1.5. "County Agent" means all elected and appointed officials, directors, board members, council members, commissioners, employees, volunteers, representatives, Page 2 of 30 FINAL 57 and/or any such persons' successors (whether such person act or acted in their personal representative or official capacities), and/or any persons acting by, through, under, or in concert with any of them. "County Agent" shall also include any person who was a "County Agent" anytime during the term of this Contract but, for any reason, is no longer employed, appointed, or elected and serving as an Agent. 1.6. "Day" means any calendar day, which shall begin at 12:00:01 a.m. and end at 11:59:59 p.m. 1.7. "E-Verify" means an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their new hired employees. For more information and to register visit httns://e-verify.uscis.izov/enroll/. 1.8. "Event" means a function, gathering, meeting, party, wedding, or other assembly of persons or entities at or around the Facilities. 1.9. "Facilities" means the following real property, personal property, buildings, and the parking lots for the buildings, which are used by Contractor or Contractor Employees in performance of this Contract and are further described and depicted in Exhibit III: 1.9.1. Springfield Oaks Grill Room ("Grill Room"); 1.9.2. Springfield Oaks Halfway House ("Halfway House"); and 1.9.3. Springfield Oaks Golf Course ("Golf Course"). 1.10. "Fiscal Year" means the three hundred and sixty-five (365) day period beginning on October 1 and ending the following year on September 30; except for the first year of this Contract when the fiscal year shall begin on November 1, 2014 and end on September 30, 2015. 1.11. "Food and Beverage Fee" means the percent of Gross Revenue/Receipts as set forth in Section 5 of this Contract. 1.12. "Gross Revenue/Receipts" means the total dollar aggregate of the selling price plus all other fees for any Services provided by Contractor at the Facilities or elsewhere (as long as the food and beverages were prepared at the Facilities), excluding only taxes and gratuity (which is voluntarily paid by customers to Contractor), whether payment is made by cash, check, credit card, credit account, exchange, coupon redemption or other value. 1.13. "Intellectual Property" means any developments, improvements, designs, innovation, and materials that may be the subject of a trademark/servicemark, copyright or patent, trade secrets or Proprietary Information. 1.14. "Oakland County Parks and Recreation Commission" or "OCPRC" means the county parks and recreation commission created by the county board of commissioners pursuant to Public Act 261 of 1965. 1.15. "Property" means the real property and personal property owned by the County which is listed, described, and depicted in Exhibit III and IV. Page 3 of 30 FINAL 58 1.16. "Proprietary Information" means ideas, concepts, inventions and processes related to the development and operation of computer software and systems such as source code, object code, security procedures and passwords. 1.17. "Services" means all food and beverage (alcoholic and non-alcoholic) products and services and all other products or services provided by Contractor or Contractor Employees at the Facilities or elsewhere when the food and beverages are prepared at the Facilities. Services shall include, but not be limited to, the purchase, preparation, transportation, and service of food and beverages (alcoholic and non- alcoholic) by Contractor or Contractor Employees; clean-up after Events; rental of linens, tableware, glassware, paper ware, decorations, tables, chairs, special equipment and inflatables provided by or through Contractor or Contractor Employees; valet services provided by or through Contractor or Contractor Employees; coat -check services provided by or through Contractor or Contractor Employees; and operation of mobile food and beverage carts or stands by Contractor or Contractor Employees. §2. CONTRACT EFFECTIVE DATE AND TERMINATION 2.1. The "Effective Date" of this Contract shall be as stated on the first page of this Contract and unless otherwise terminated or canceled as provided herein, it shall end at 11:59:59 p.m. on the "Contract Expiration Date" shown on the fist page of this Contract. This Contract shall automatically renew for four (4), one (1) year terms ("Renewal Terms") on the anniversary of the Effective Date, unless either Party gives written notice that it will not renew the Contract. This written notice shall be received by the other Party no later than August I" prior to the anniversary of the Effective Date. The terms and conditions contained in this Contract shall apply to the Renewal Terms. Notwithstanding the above, under no circumstances shall this Contract be effective until and unless: 2.1.1. This Contract is signed by a Contractor Employee, legally authorized to bind Contractor. 2.1.2. Any and all Contractor Certificates of Insurance and any other conditions precedent to the Contract have been submitted and accepted by the County. 2.1.3. This Contract is signed by an authorized agent of the Oakland County Purchasing Division, as provided for on the signature page of this Contract. 2.2. The County may terminate and/or cancel this Contract (or any part thereof) at any time and for any reason, upon three hundred and sixty-five days (365) days written notice to Contractor. The effective date for termination or cancellation shall be clearly stated in the written notice. 2.3. Upon termination, cancellation or expiration of this Contract, Contractor's use of County Property shall cease as of the effective date of termination, cancellation or expiration, this shall include, at the sole option of the County, cancellation of all Events Contractor scheduled at the Facilities after the effective date of termination. 2.4. In the event of termination and/or cancellation by either Party for any reason or expiration of this Contract, Contractor shall pay the County the Food and Beverage Fee until the effective date of termination, cancellation or expiration and shall pay Page 4 of 30 FINAL 59 the Food and Beverage Fee for any Event that occurs after the termination, cancellation, or expiration date, if such Event is allowed by OCPRC. 2.5. Under no circumstances shall the County be liable for any future loss of income, profits, any consequential damages or any loss of business opportunities, revenues, or any other economic benefit Contractor may have realized but for the termination, cancellation, or expiration of this Contract. The County shall not be obligated to pay Contractor any cancellation or termination fee if this Contract is cancelled, terminated or expires as provided herein. §3. SCOPE OF CONTRACTOR'S SERVICES 3.1. Contractor shall perform all Services identified and described in this Contract and Exhibits. 3.2. Contractor and the County, through OCPRC, shall perform all responsibilities as listed and described in this Contract and Exhibits. 3.3. Equipment and Supplies. Contractor is responsible for providing the equipment and supplies to deliver the Services required by this Contract, which are not expressly required to be provided by the County herein. §4. USE OF COUNTY FACILITIES AND PROPERTY 4.1. Contractor may use and have full access to the Facilities three hundred and sixty- five (365) days per year; however, Contractor shall in no way be involved in the operation and maintenance of the Golf Course; operation and maintenance of the Golf Course shall be the sole responsibility of OCPRC. Contractor shall only have access to the Golf Course while it is open to the public or upon prior written approval of the OCPRC Park Supervisor. Contractor's use and access to the Golf Course applies only to the sale and service of alcoholic beverages and the operation of mobile food and beverage carts or stands, unless Contractor receives prior written approval from the OCPRC Supervisor. 4.2. Contractor may use the County's personal property, which may or may not be affixed to the Facilities, that is listed in Exhibit IV. All personal property listed in Exhibit IV (whether it is affixed or not affixed to the Facilities) is deemed to be the personal property of the County. 4.3. Contractor shall only use the Facilities and the personal property listed in Exhibit III and IV for the purpose of providing Services at the Facilities or for preparing food and beverages at the Facilities to be served elsewhere. 4.4. The County may access the Facilities at any time for the purpose of examining and inspecting the Facilities and evaluating the Services provided pursuant to this Contract. If the County determines that the Facilities are not maintained pursuant to this Contract or Services are not provided according to this Contract, it shall immediately notify Contractor in writing to correct the unsatisfactory conditions or Services. Contractor shall take immediate steps to correct such conditions or Services. 4.5. Contractor shall not place any signs or advertisements on or around the Facilities without the prior written consent of the OCPRC Executive Officer or his or her designee. Page 5 of 30 FINAL 60 4.6. Contractor shall keep the Facilities and anything stored thereon in good order and in a clean, safe, and healthful condition as required by this Contract and as required by federal, state, or local law, rule, regulation, or ordinance. 4.7. Except as otherwise provided in this Contact, Contractor shall not make any structural alterations, additions, or changes to the Facilities, unless prior written approval is given by OCPRC Executive Officer or his/her designee. 4.8. At the expiration or termination of this Contract, Contractor shall leave the Facilities in the same condition that Contractor found them, clean and free of all rubbish, less ordinary wear and tear. Contactor shall remove all of its personal property within thirty (30) days of expiration or termination of this Contact. If Contactor does not remove its personal property within the thirty (30) day period, the County shall dispose of the personal property as it sees fit. Contactor shall reimburse the County for all costs associated with the removal and disposal of Contractor's personal property. Upon receipt of an invoice from the County, Contactor shall reimburse the County for all costs associated with the removal and disposal of Contractor's personal property within thirty (30) days. 4.9. Damaze/Destruction of Facilities or County Property. 4.9.1. If any damage or destruction occurs to the Facilities or other County -owned property, Contractor shall notify the County immediately. 4.9.2. The County shall make the necessary repairs and/or replacements or cause a third party to make the necessary repairs or replacements to the Facilities or other County -owned property. However, Contractor shall reimburse the County for all costs associated with repairing and/or replacing the Facilities or other County owned property, which costs arise from the acts or omissions of Contractor or Contactor Employees; unless the County makes a claim for such damage or destruction under its property insurance and such damage or destruction is covered and paid for by the County's property insurance, in which case, Contactor shall only reimburse the County for any deductible the County must pay in connection with the damage or destruction. Contactor shall pay such costs within thirty (30) days of receiving an itemized invoice from the County. 4.9.3. In the event, the Facilities are partially damaged or destroyed by fire or other casualty, the damage to such Facilities shall be promptly repaired or rebuilt by the County and this Contract shall continue, except that if the Facilities are damaged or destroyed by fire or other casualty to such a degree that it would prevent Contractor from providing the Services as required by this Contract (in the County's reasonable discretion), then the County may elect to either repair or rebuild such Facilities or to terminate this Contract or a portion thereof, by giving written notice to Contractor within thirty (30) days after the occurrence of such damage or destruction. Contactor will have thirty (30) days from the date of the notice to vacate the Facilities. 4.9.4. While the Facilities being repaired or rebuilt, the Food and Beverage Fee owed by Contractor shall be reduced in proportion to the fraction that the Facilities are rendered unusable. Page 6 of 30 FINAL 61 4.10. Damage to Contractor Property. Contractor shall be solely liable and responsible for any property loss or damage resulting from fire, theft, or other means to Contractor's personal property located, kept, or stored on or around the Facilities during this Contract. 4.11. Liability for Claims. Contractor shall be solely liable and responsible for any Claims, which arise out of Contractor's or Contractor's Employees' use of the Facilities or performance of Services under this Contract. 4.12. Contractor acknowledges that it has no title in or to the Facilities or any portion thereof and will not claim any such title to the Facilities. 4.13. Eminent Domain. If the Facilities are entirely taken by any public authority under the power of eminent domain, then this Contract shall be terminated on the day the public authority takes possession of such Facilities. If less than the whole, but more than thirty-five percent (35%) of the Facilities are taken by any public authority under the power of eminent domain, then either Party may terminate this Contract, as it relates to the Facilities only, upon thirty (30) days written notice to the other Party. In the event neither Party elects to terminate this Contract, this Contract shall terminate on the date the public authority takes possession of the Facilities. Neither Party shall have any future liability or obligation under this Contract, if it is terminated under this Section. 4.14. Alcoholic Beverages. 4.14.1. Alcoholic beverages may be sold, provided, and served only by Contractor and Contractor Employees at the Facilities as part of the Services provided under this Contract. 4.14.2. The liquor license from the State of Michigan for the Facilities shall be held by the County and Contractor as co -licensees. 4.14.3. The County shall be responsible for obtaining and maintaining the liquor licenses for the Facilities, including paying all costs and fees associated with obtaining and maintaining the liquor licenses and hiring and paying for the attorneys to assist with licensing from the State of Michigan. 4.14.4. Contractor and Contractor Employees shall be responsible for operating the Facilities in strict accordance with the Michigan Liquor Control Code, as amended and all rules and regulations promulgated thereunder ("the Code"). 4.14.5. The County and Contractor expressly acknowledge and confirm their joint responsibilities pursuant to the provisions of the Code for any and all violations under the Code at the Facilities, which may arise through acts or omissions of the County or Contractor or Contractor Employees. 4.14.6. Except as stated herein, Contractor or Contractor Employees shall have no right or interest in the liquor licenses for the Facilities. 4.14.7. Upon termination and/or cancellation of this Contract or a portion thereof effecting a liquor license, all rights of Contractor as co -licensee for the Facilities shall terminate automatically, subject only to the approval of the Michigan Liquor Control Commission. Contractor and Contractor Employees agree to cooperate in all matters necessary to cause a transfer of Page 7 of 30 FINAL 62 its interest to the County, including the execution of all documents and forms required by the Michigan Liquor Control Commission. 4.14.8.Only Contractor and Contractor Employees may serve alcoholic beverages at the Facilities. All persons serving alcoholic beverages must be trained and certified as required by the Code. §5. PAYMENT OBLIGATIONS 5.1. Food and Beverage Fee. Contractor shall pay the County the following percentages of the Gross Receipts/Revenue for the Facilities per Fiscal Year as the Food and Beverage Fee: 5.1.1. $200,000.00 or less in Gross Receipts/Revenue: 2% of the total Gross Receipts/Revenue; 5.1.2. $200,000.01 to $225,000.00 in Gross Receipts/Revenue: 2.5% of the total Gross Receipts/Revenue; 5.1.3. $225,000.01 to $250,000,00 in Gross Receipts/Revenue: 3.0% of the total Gross Receipts/Revenue; 5.1.4. $250,000.01 to $300,000.00 in Gross Receipts/Revenue: 4.0% of the total Gross Receipts/Revenue; 5.1.5. $300,000.01 to $400,000.00 in Gross Receipts/Revenue: 6.0% of the total Gross Receipts/Revenue; 5.1.6. $400,000.01 and up in Gross Receipts/Revenue: 8.0% of the total Gross Receipts/Revenue; 5.2. Due Date. The Food and Beverage Fee is due and payable on October 15th for the Services provided by Contractor during the previous Fiscal Year. 5.3. All costs and fees due to the County herein shall be payable to the "County of Oakland" and sent to: Oakland County Parks and Recreation, Attention: Executive Officer, 2800 Watkins Lake Road, Waterford MI 48328. 5.4. Late Charge. If the County does not receive the Food and Beverage Fee or any other sum owed by Contractor under this Contract within five (5) days of its due date, Contractor shall pay the County a late charge equal to ten percent (10%) of any such overdue amount. Such late charge represents a fain and reasonable estimate of the costs the County will incur by reason of late payment by the County. Acceptance of such late charge by the County shall in no event constitute a waiver of Contractor's default with respect to such overdue amount, nor prevent the County from exercising any of its other rights and remedies. 5.5. Under no circumstances shall the County be responsible for any cost, fee, fine, penalty, or direct, indirect, special, incidental, or consequential damages incurred or suffered by Contractor in connection with or resulting from Contractor's performance of this Contract. 5.6. Off -Set. The County has the right to offset any amounts due and owing to Contractor should the County incur any cost associated with this Contract that is the obligation of Contractor under this Contract. 5.7. In -Kind Services. This Contract does not authorize any in -kind services by either Party, unless expressly provided herein. Page 8 of 30 :FINAL 63 §6. CONTRACTOR'S ASSURANCES AND WARRANTIES 6.1. Full Knowledge of Contract Expectations. Contractor warrants that before submitting its proposal and/or entering into this Contract, it had a full opportunity to review all County requirements and/or expectations for this Contract. Contractor is responsible for being adequately and properly prepared to execute this Contract. Contractor has satisfied itself in all material respects that it will be able to perform the Contract as specified herein. 6.2. Complete and Accurate Representations. Contractor certifies that all statements, assurances, records, and materials submitted to the County in connection with seeking and obtaining this Contract have been truthful, complete, and accurate. 6.3. Contractor Incidental Expenses. Except as otherwise expressly provided in this Contract, Contractor shall be solely responsible and liable for all costs and expenses associated or needed for the performance of this Contract, including, but not limited to, any professional dues, association fees, license fees, fines, taxes, and penalties. 6.4. Equipment and Supplies. Contractor is responsible for providing all equipment and supplies for the performance under this Contract, which are not expressly required to be provided by the County. 6.5. Contractor Emplovees. 6.5.1. Number and Qualifications of Contractor Emplovees. Contractor shall employ and assign qualified Contractor Employees as necessary and appropriate to perform this Contract. Contractor shall ensure all Contractor Employees have the knowledge, skill, and qualifications to perform under this Contract and possess any necessary licenses, permits, certificates, and governmental authorizations as may be required by law. 6.5.2. Control and Supervision of Contractor Emplovees. Contractor shall solely control, direct, and supervise all Contractor Employees with respect to all Contractor obligations under this Contract. Contractor will be solely responsible for and fully liable for the conduct and supervision of any Contractor Employee. 6.5.3. Removal or Reassignment of Personnel at the Countv's Request. The County may require removal of Contractor Employees performing work under this Contract. The County's request for removal must be based on legitimate, good -faith reasons. Replacement personnel for the removed person must be fully qualified for the position. If the County exercises this right, and Contractor cannot immediately comply, then the County agrees to an equitable adjustment in the terms and conditions that may be affected by removal of Contractor Employee. If the removal of a Contractor Employee results in an unanticipated delay, which is attributable to the County, this shall not be considered a breach of the Contract. 6.5.4. Contractor Emplovee Identification. All Contractor Employees shall wear and display appropriate County -provided identification at all times while working on County premises. Contractor shall return all County - Page 9 of 30 FINAL 64 provided identification upon completion of Contractor's obligations under this Contract. 6.5.5. Background Checks. At the County's request, Contractor Employees performing work under this Contract shall be subject to a background check by the County. The scope of the background check is at the discretion of the County and the results will be used to determine Contractor Employee's eligibility for performing work under this Contract. Any request for background checks will be initiated by the County and will be reasonably related to the type of work requested. Contractor and Contractor Employees shall provide all information or documents necessary to perform the background check. 6.5.6. Contractor Emplovee Expenses. All Contractor Employees shall be employed at Contractor's sole expense (including employment -related taxes and insurance). Contractor warrants that all Contractor Employees shall fully comply with and adhere to the terms of this Contract. Contractor shall be solely liable for all applicable Contractor Employees' federal, state, or local payment withholdings or contributions and/or all Contractor Employee related pension or welfare benefits plan contributions under federal or state law. Contractor shall indemnify and hold the County harmless for all Claims against the County by any Contractor Employee, arising out of any contract for hire or employer -employee relationship between Contractor and any Contractor Employee including, but not limited to, Worker's Compensation, disability pay, or other insurance of any kind. 6.5.7. Contractor's Compliance with the Patient Protection and Affordable Care Act. If Contractor is subject to the Patient Protection and Affordable Care Act ("ACA"), PL 111-148, 124 Stat 119, Contractor shall ensure that all Contractor Employees under assignment to the County are provided with or have access to insurance as required by the ACA. 6.6. Permits and Licenses. Contractor shall be responsible for obtaining and maintaining, throughout the term of this Contract, all licenses, permits, certificates, business and professional licenses, and governmental authorizations necessary to perform this Contract. Upon request by the County, Contractor shall furnish copies of any permit, license, certificate, or governmental authorization necessary to perform this Contract. 6.7. E-Verify. In accordance with Miscellaneous Resolution No.09116 (BOC Minutes, July 30, 2009, pp 37-38), unless otherwise exempted, all service contractors who wish to contract with the County to provide services must first certify they have registered with, will participate in, and continue to utilize, once registered, the E- Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees employed by Contractor. Breach of this term or condition is considered a material breach of this Contract. Contractor's execution of this Contract constitutes a certification that they are authorized to certify on behalf of Contractor and do hereby certify on behalf of Contractor that Contractor has Page 10 of 30 FINAL 65 registered with, has and will participate in, and does and will continue to utilize once registered and throughout the term of this Contract and any permissible extension hereof, the E-Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees employed by Contractor. 6.8. Iran -Linked Business Certification. Contractor certifies that it is not an Iran - Linked Business. Contractor further certifies that it was not an Iran -Linked Business at the time it submitted its Proposal for this Contract. Contractor must promptly notify the County, if Contractor becomes an Iran -Linked Business at any time during the term, renewal, or extension of this Contract. 6.9. Taxes. 6.9.1. Contractor Taxes. Contractor shall collect and pay its local, state, and federal taxes, including but not limited to, all employment taxes, sales taxes, personal property taxes, and real property taxes. The County shall not be liable to or required to reimburse Contractor for any local, state, or federal tax of any kind. 6.9.2. County Tax -Exempt. The County is exempt from state and local sales tax, personal property tax, and real property tax. Prices under this Contract shall not include taxes, unless the County is not tax-exempt for a specific Deliverable. Exemption certificates for sales tax will be furnished on request. 6.10. Warranty for Services. Contractor warrants that all Services shall be performed in compliance with all applicable laws, statutes, regulations, ordinances, and professional standards. 6.11. Warranty for Goods. All goods provided under this Contract shall be subject to the following warranties: 6.11.1. Warranty of Merchantabilitv. Goods provided by Contractor pursuant to this Contract shall: (a) be merchantable, (b) be of good quality, (c) be fit for their ordinary purpose, (d) be adequately contained and packaged and (e) conform to the specifications and descriptions contained in the Contract. 6.11.2. Warrantv of Fitness for a Particular Purpose. If Contractor knows or has reason to know that the goods will be used for a particular purpose and the County is relying on Contractor's skill or judgment to select or furnish the goods, then there is a warranty that the goods are fit for a particular purpose. §7. CONTRACTOR PROVIDED INSURANCE AND INDEMNIFICATION 7.1. Indemnification. 7.1.1. Contractor shall indemnify and hold the County harmless from any and all Claims which are incurred by or asserted against the County by any person or entity, alleged to have been caused or found to arise, from the acts, performances, errors, or omissions of Contractor or Contractor's Employees, including, without limitation, all Claims relating to injury or death of any person or damage to any property. Page 11 of 30 FINAL 66 7.1.2. The indemnification rights contained in this Contract are in excess and over and above any valid and collectible insurance rights/policies. During the term of this Contract, if the validity or collectability of Contractor's insurance is disputed by the insurance company, the Contractor shall indemnify the County for all claims asserted against the County and if the insurance company prevails, Contractor shall indemnify the County for uncollectable accounts. 7.1.3. Contractor shall have no rights against the County for any indemnification (e.g., contractual, equitable, or by implication), contribution, subrogation, and/or any other right to be reimbursed by the County except as expressly provided herein. 7.1.4. Contractor waives and releases all actions, liabilities, loss and damage including any subrogated rights it may have against the County based upon any Claim brought against the County suffered by a Contractor Employee. 7.2. Contractor Provided Insurance. At all times during this Contract, Contractor shall obtain and maintain insurance according to the specifications indicated in Exhibit I. §8. GENERAL TERMS AND CONDITIONS 8.1. County Intellectual Property. Contractor shall have no copyright, patent, trademark or trade secret nights in County Intellectual Property. 8.2. Contractor Use of County Servicemark. 8.2.1. The County grants Contractor the non-exclusive right to use its servicemark, as it is depicted and listed in Exhibit V, on Contractor's uniforms or on publications (in any format) related to or associated with performance of this Contract. Permission to use the seivicemark extends to use on the Contractor's website. 8.2.2. Contractor shall only use the servicemark in Exhibit V for the purposes described in this Contract and not for any other purpose. 8.2.3. Contractor acknowledges that the County has certain rights in the servicemark depicted in Exhibit V and that Contractor has no right, title or interest in the seivicemark. 8.2.4. The servicemark covered under this Section shall be provided at no cost to Contractor. 8.2.5. Contractor's permission to use the servicemark in Exhibit V shall cease when the entire Contract is terminated and/or cancelled. Immediately upon termination and/or cancellation of this Contract, Contractor shall not display or depict the servicemark on its website or display, distribute or create any publication (in any format) or display, distribute or create other items that contain the servicemark 8.3. Proieet Managers. Each Party shall designate an employee or agent to act as a Project Manager. The Project Managers shall serve as a contact point for all Page 12 of 30 FINAL 67 matters related to Services performed under this Contract. Contractor's Project Manager shall coordinate with the County's Project Manager. Contractor shall provide the name and qualifications of its Project Manager and an alternate. 8.4. Contract Administrator. Each Parry shall designate an employee or agent to act as Contract Administrator. The County's Contract Administrator shall be responsible for such activities as monitoring performance of this Contract, addressing the quality of services provided by Contractor, reviewing reports and submitting requests to the County's procurement authority for any contract modification or amendment. 8.5. Contract Modifications or Amendments. Any modifications, amendments, recisions, waivers, or releases to this Contract must be in writing, agreed to by both Parties, and added as a change order or amendment to this Contract. Unless otherwise agreed, the modification, amendment, recision, waiver, or release shall be signed by an expressly authorized Contractor Employee and by the same person who signed the Contract for the County or other County Agent as authorized by the Oakland County Board of Commissioners. 8.6. Precedence of Documents. In the event of a conflict between the terms and conditions in any of the documents comprising this Contract, the conflict shall be resolved as follows: The terms and conditions contained in this main Contract document shall prevail and take precedence over any allegedly conflicting provisions in all other Exhibits or documents. 8.7. County's RiEht to Suspend Contract Performance. Upon written notice, the County may require Contractor to suspend performance of this Contract if Contractor has failed to comply with federal, state, or local laws or any requirements contained in this Contract. The right to suspend performance of this Contract is in addition to the County's right to terminate and/or cancel this Contract. The County shall incur no penalty, expense, or liability to Contractor if the County suspends performance of this Contract under this Section. 8.8. Discrimination. Contractor shall not discriminate against any employee or applicant for employment in violation of state or federal law. Contractor shall promptly notify the County of any complaint or charge filed and/or of any determination by any court or administrative agency, of illegal discrimination by Contractor. 8.9. Independent Contractor. Nothing in this Contract is intended to establish an employer -employee relationship between the County and Contractor or any Contractor Employee. In no event shall Contractor Employees be deemed employees, agents, volunteers, or sub -contractors of the County 8.10. Conflict of Interest. Pursuant to Public Act 317 and 318 of 1968, as amended (MCL 15.301, et seq. and MCL 15.321, et seq.), no contracts shall be entered into between the County and any County Agent. To avoid any real or perceived conflict of interest, Contractor shall identify any Contractor Employee or relative of Contractor's Employees who is presently employed by the County. Contractor shall give the County notice if there are any County Agents or relatives of County Agents who are presently employed by Contractor. Page 13 of 30 FINAL 68 8.11. Access and Records. Contractor will maintain accurate books and records in connection with performance of this Contract for thirty-six (36) months after the end of this Contract, and provide the County with reasonable access to such book and records. 8.12. Audit. The County or an independent auditor hired by the County may perform contract compliance audits (in its sole discretion) and shall have the authority to access all pertinent records and data and to interview any Contractor Employee during the term of this Contract and for a period of three years after final payment. Contractor shall explain any audit finding, questionable costs, or other Contract compliance deficiencies to the County within thirty (30) Business Days of receiving the draft audit report. Contractor's written response shall include all necessary documents and information that refute the draft audit report and an action plan to resolve the audit findings. A copy of Contractor's response will be included in the final report. Failure by Contractor to respond in writing within thirty (30) Business Days shall be deemed acceptance of the draft audit report and will be noted in the final report. 8.13. Assi2nments/Dele2ations/Subcontracts. 8.13.1. Except by operation of law, neither Party may assign, delegate, or subcontract any of its duties, obligations, or rights under this Contract without the prior written consent of the other Party; provided, however, Contractor may assign, delegate, or subcontract this Contract to an affiliate as long as the affiliate is adequately capitalized and can provide adequate assurances that the affiliate can perform this Contract. The County may withhold consent, if the County determines that the assignment, delegation, or subcontract would impair performance of this Contract or the County's ability to recover damages under this Contract. Contractor shall also provide the County with adequate information to allow the County to make a determination regarding the assignment, delegation, or subcontract. 8.13.2. Any assignment, delegation, or subcontract by Contractor must include a requirement that the assignee, delegee, or subcontractor will comply with the terms and conditions of this Contract. The assignment, delegation, or subcontract shall in no way diminish or impair performance of any term or condition of this Contract. 8.13.3. If Contractor assigns, delegates, or subcontracts this Contract, in whole or part, Contractor shall remain the sole point of contact regarding all matters under this Contract and shall remain liable for performance of this Contract. Contractor is solely responsible for the management of assignees, delegees, and subcontractors. 8.13.4. If an assignee, delegee, or subcontractor fails to perform as required under this Contract, Contractor shall contract with another entity for such performance. Any additional costs associated with securing another assignee, delegee, or subcontractor shall be the sole responsibility of Contractor. Page 14 of 30 FINAL 69 8.14. Exclusive/Non-Exclusive Contract. This Contract is an exclusive agreement only for the Services provided at the Facilities. No provision in this Contract limits or is intended to limit, in any way, Contractor's right to offer and provide its services to the general public, other business entities, municipalities, or governmental agencies during or after the term of this Contract. Except for at the Facilities, the County may freely engage other persons to perform the same work that Contractor performs. This Contract shall not be construed to guarantee Contractor or any Contractor Employee any number of fixed or certain number or quantity of hours, Deliverables to be rendered to the County. 8.15. No Third -Party Beneficiaries. Except as provided for the benefit of the Parties, this Contract does not and is not intended to create any obligation, duty, promise, contractual right or benefit, right to be indemnified, right to be subrogated to the Parties' right in this Contract, or any other right, in favor of any other person or entity. 8.16. Survival of Terms and Conditions. The following terms and conditions shall survive and continue in full force beyond the termination or cancellation of this Contract (or any part thereof) until the terms and conditions are fully satisfied or expire by their nature: Section 6 CONTRACTOR'S ASSURANCES AND WARRANTIES, Section 7 CONTRACTOR PROVIDED INSURANCE AND INDEMNIFICATION, and Section 8 GENERAL TERMS AND CONDITIONS. 8.17. Reservation of Rizhts. This Contract does not, and is not intended to impair, divest, delegate, or contravene any constitutional, statutory, or other legal right, privilege, power, obligation, duty, or immunity of the County. 8.18. Compliance with Laws. Contractor shall comply with all federal, state, and local laws, statutes, ordinances, regulations, insurance policy requirements, and requirements applicable to its activities under this Contract. 8.19. Force Maieure. Notwithstanding any other term or condition of this Contract, neither Party shall be liable for failure to perform contractual duties or obligations caused by events beyond their reasonable control, including but not limited to: (a) acts of public enemies; (b) natural disasters; (c) terrorism; (d) war; (e) insurrection or riot; (f) natural disasters; (g) strikes, lockouts, work stoppages, or other labor difficulties; or (h) compliance with law. Reasonable notice shall be given to the affected Party of such event. Contractor is expected, through insurance or alternative temporary or emergency service arrangements, to continue its contractual duties or obligations if a reasonably anticipated, insurable business risk, such as business interruption or any insurable casualty or loss occurs. 8.20. Notices. 8.20.1. Written Notice. All notices required under this Contract shall be in writing. Notices shall be effective: (1) the next Business Day, if personally delivered; (2) the third Business Day, if sent by U.S. mail, postage prepaid, return receipt requested; (3) the next Business Day, if sent by a nationally recognized overnight express courier with a reliable tracking system; or (4) Page 15 of 30 FINAL 70 the next Business Day with a receipt of confirmation, if sent by e-mail or fax. 8.20.2. Notice to Contractor. Notice to Contractor shall be addressed to the Contract Administrator listed on the first page of this Contract, unless otherwise specified herein. 8.20.3. Notice to Countv. Notice to the County shall be addressed to Purchasing, the County Project Manager (if applicable), and the County Contract Administrator(s) listed on the first page of this Contract, unless otherwise specified herein. 8.21. Captions. Section and subsection numbers, captions, and any index to sections and subsections contained in this Contract are intended for the convenience of the reader and are not intended to have any substantive meaning and shall not be interpreted to limit or modify any substantive provisions of this Contract. In this Contract, for any noun or pronoun, use of the singular or plural form, use of the nominative, possessive, or objective case, and any reference to gender (masculine, feminine, and neuter) shall mean the appropriate form, case, or gender as the context requires. 8.22. Waiver. Waiver of any term or condition under this Contract must be in writing and notice given pursuant to this Contract, No written waiver, in one or more instances, shall be deemed or construed as a continuing waiver of any term or condition of this Contract. No waiver by either Party shall subsequently affect its right to require strict performance of this Contract. 8.23. Cumulative Remedies. A Party's exercise of any remedy shall not preclude the exercise of any other remedies, all of which shall be cumulative. A Party shall have the right, in its sole discretion, to determine which remedies are to be exercised and in which order. 8.24. Severabilitv. If a court of competent jurisdiction finds a term or condition of this Contract to be illegal or invalid, then the term or condition shall be deemed severed from this Contract. All other terms or conditions shall remain in full force and effect, Notwithstanding the above, if Contractor's promise to indemnify or hold the County harmless is found illegal or invalid, Contractor shall contribute the maximum it is permitted to pay by law toward the payment and satisfaction of any Claims against the County. 8.25. Dispute Resolution. All disputes arising under or relating to the execution, interpretation, performance, or nonperformance of this Contract involving or affecting the Parties may first be submitted to the respective Project Managers and Contract Administrators for possible resolution. The Project Managers and Contract Administrators may promptly meet and confer in an effort to resolve such dispute. If the Project Managers cannot resolve the dispute in five (5) business days, the dispute may be submitted to the signatories of this Contract or their successors in office, The signatories of this Contract may meet promptly and confer in an effort to resolve such dispute. Before litigation is commenced by either Party regarding Claims arising under this Contract, the Parties shall use their best Page 16 of 30 FINAL 71 efforts to mediate such Claims. All costs for mediation shall be borne equally by the Parties. The Parties shall mutually agree to the mediator. 8.26. Governing Laws/Consent to Jurisdiction and Venue. This Contract shall be governed, interpreted, and enforced by the laws of the State of Michigan. Except as otherwise required by law or court rule, any action brought to enforce, interpret, or decide any Claim arising under or related to this Contract shall be brought in the Sixth Judicial Circuit Court of the State of Michigan, the 501" District of the State of Michigan, or the United States District Court for the Eastern District of Michigan, Southern Division, as dictated by the applicable jurisdiction of the court. Except as otherwise required by law or court rule, venue is proper in the courts set forth above. The choice of forum set forth above shall not be deemed to preclude the enforcement of any judgment obtained in such forum or taking action under this Contract to enforce such judgment in any appropriate jurisdiction. 8.27. Entire Contract. This Contract represents the entire agreement and understanding between the Parties. This Contract supersedes all other prior oral or written understandings, communications, agreements, or contracts between the Parties. The language of this Contract shall be construed as a whole according to its fair meaning, and not construed strictly for or against any Party Page 17 of 30 FINAL 72 The undersigned execute this Contract on behalf of Contractor and the County and legally obligate and bind Contractor and the County to this Contract. FOR THE CONTRACTOR: DATE: appeared in person before me this day and executed this Contract on behalf of Contractor and acknowledged to me under oath that has taken all actions and secured any and all necessary approvals and authorizations and has the requisite authority from Contractor to obligate and bind Contractor to this Contract. Subscribed and sworn to before me on this day of .20 FOR THE COUNTY: I:• C• Notary Public, State of My Commission Expires: Acting in the County of Michael J. Gingell, Chairperson Oakland County Board of Commissioners Scott Guzzy, Purchasing Administrator DATE: DATE: APPROVED AS TO SCOPE OF CONTRACTOR SERVICES: C DATE: Phil Castonia, CPRP Business Development Representative Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 48328 Page 18 of 30 FINAL County 73 EXHIBIT I CONTRACTOR INSURANCE REOUIREMENTS Contractor shall provide and maintain, at its expense, all insurance as set forth below, protecting the County against any Claims, as defined in this Contract. The insurance shall be written for not less than any minimum coverage herein specified. 1. Commercial General Liability Occurrence Form including: a) Premises and Operations; b) Products and Completed Operations (including On and Off Premises Coverage); c) Personal and Advertising Injury d) Broad Form Property Damage e) Independent Contractors; f) Broad Form Contractual including coverage for obligations assumed in this Contract; $1,000,000 --- Each Occurrence Limit $1,000,000 — Personal & Advertising Injury $1,000,000 —Products & Completed Operations Aggregate Limit $2,000,000 — General Aggregate Limit $ 500,000 —Fire Damage Limit (Any One Fire) 2. Workers' Compensation insurance with limits statutorily required by any applicable Federal or State Law and Employers Liability insurance with limits of no less than $500,000 each accident, $500,000 disease each employee, and $500,000 disease policy limit. 3. Commercial Automobile Liability insurance covering bodily injury or property damage arising out of the use of any owned, hired, or non -owned automobile with a combined single limit of $1,000,000 each accident. 4. Commercial Umbrella/Excess Liability insurance with a minimum limit of $2,000,000 each occurrence. Umbrella or Excess Liability coverage shall be no less than following form of primary coverages or broader. 5. Liquor Liability insurance with a limit of $1,000,000 each occurrence. 6. Commercial Property Insurance. Contractor shall be responsible for obtaining and maintaining insurance covering their equipment and personal property against all physical damage. 7. General Insurance Conditions: The aforementioned insurance shall be endorsed, as applicable, and shall contain the following terms, conditions, and/or endorsements. All certificates of insurance shall provide evidence of compliance with all required terms, conditions and/or endorsements. a. All policies of insurance shall be on a primary, non-contributory basis with any other insurance or self-insurance carried by the County; Page 19 of 30 FINAL 74 b. The insurance company(s) issuing the policy(s) shall have no recourse against the County for subrogation, premiums, deductibles, or assessments under any form; c. Any and all deductibles or self -insured retentions shall be assumed by and be at the sole risk of Contractor; d. All policies, with the exception of Workers' Compensation, shall be endorsed to name the County as additional insured; All policies shall be endorsed to provide a written waiver of subrogation in favor of County; f. Contractor shall require their contractors, or sub -contractors not protected under the Contractors insurance policies, to procure and maintain insurance with coverages, limits, provisions, and/or clauses equal to those required in this Contract; g. Certificates of insurance must be provided no less than ten (10) working days prior to commencement of Contract and must bear evidence of all required terms, conditions and endorsements; and h. All insurance carriers must be licensed and approved to do business in the State of Michigan and shall have and maintain a minimum. A.M. Best's rating of A. Page 20 of 30 F' 1NAL 75 EXHIBIT II SCOPE OF CONTRACTOR'S SERVICES & PARTIES RESPONSIBILITIES 1. Provision of Services. 1.1. Exclusive Operation of Facilities. Contractor shall provide and shall have the exclusive right to provide Services at and for the operation of the Facilities. 1.2. Quality of Service. The Services provided by Contractor under this Contract shall be of the highest quality and must be efficient and adequate to meet all reasonable demands of persons having Events at the Facilities or persons using the Facilities. 1.3. Equipment and Supplies. Contractor is responsible for providing the equipment and supplies to deliver the Services required by this Contract, which are not expressly required to be provided by the County herein. 1.4. Reservations. Contractor shall be responsible for making reservations and booking Events to be held at the Facilities. 1.5. Outdoor Events. As part of providing Services, Contractor must be able to accommodate and provide for Events outside the Facilities that are located on County Property. Contractor shall be responsible for all set-up and prompt clean-up of outside Events, including but not limited to, chairs, tables, decorations, and sound system/equipment. 1.6. Mobile Food and Beverage Cart/Stands. As part of providing Services, Contractor shall operate mobile food and beverage (alcoholic and non-alcoholic) carts or stands at the Golf Course. The Parties shall create operational procedures for the carts or stands, which shall include pricing, products, times of operation, and rules for the operation, maintenance, and storage of the carts or stands and costs associated therewith. OCPRC shall provide and maintain in good operating condition the carts and stands to be used by Contractor or Contractor Employees. 1.7. Service Report. Contractor shall prepare a monthly report regarding Services at the Facilities. The report shall contain a computation of each month's Food and Beverage Fee broken into separate categories by food and beverages, by Events, and by other categories as may be requested by OCPRC. If there were no Services for a month, a monthly report shall still be generated and submitted stating this fact. The report shall be sent to the OCPRC Executive Officer or his/her designee by the 15th day of each calendar for the previous month's activity. 1.8. Weekly Status Meetings. Contractor and the OCPRC Park Supervisor shall meet at least weekly to discuss the provision of Services by Contractor and Contractor's operations at the Facilities. Upon mutual agreement of the Parties, the status meetings can be increased or decreased in frequency. 2. Marketing and Sale of Food and Beverages. 2.1. Contractor shall use its best effort and take all necessary steps to further the sale of Services and food and beverages (alcoholic and non-alcoholic) at the Facilities, Page 21 of 30 FINAL 76 including but not limited to marketing, taking credit cards to pay for Services, and when applicable, using mobile stands and carts to sell food and beverages (alcoholic and non-alcoholic). 2.2. Contractor shall prepare an annual marketing plan for the Facilities. The marketing plan shall be delivered to the OCPRC Executive Officer or his/her designee by November 1 for the next calendar year. The first marketing plan shall be due on or before January 1, 2015. The OCPRC Executive Officer or his/her designee shall review the marketing plan and provide comments to Contractor about the plan. The Oakland County Parks logo must be included in all promotional literature. 2.3. The County may use the Facilities for cross marketing of County Parks, including but not limited to brochures, flyers, marketing displays, and other information. 3. Menus and Food Prices. Menus and food prices shall be reviewed by Contractor and OCPRC annually and shall be mutually agreed upon. The prices must be similar to and competitive with current community market pricing and, upon request, Contractor must provide document research support. 4. Hours of Operation. 4.1. Grill Room. The Grill Room will be open after all golf leagues for at least two (2) hours and for all special events. The Grill Room shall be open at other times as set and reviewed on a monthly basis and agree to by Contractor and the OCPRC Park Supervisor. 4.2. Halfway House. Contractor shall provide Services at the Halfway House and keep the Halfway House open for the Service to the public when the Golf Course is open for business. Set-up and clean-up for Services at the Halfway House shall occur before and after the Golf Courses' hours of operation. Contractor shall get the permission from the OCPRC Park Supervisor to change the hours of operation for the Halfway House. 5. Management and Staffrna. 5.1. Contractor shall hire a manager or combination of management staff, with experience providing Services, to manage and conduct day-to-day operations at the Facilities. A manager or assistant manager shall be present at all times when the Facilities are open for business. 5.2. Contractor shall provide an adequate number of employees and staff to efficiently and effectively perform the Services and responsibilities required under this Contract. 6. Uniforms & Trainin4. At Contractor's sole expense, all Contractor Employees shall be issued uniforms with Contractor's logo, shall maintain appropriate appearance and shall be properly trained for all customer service issues and delivery of Services, including the service of alcoholic beverages. 7. Product Brand Use/Advertising. Contractor shall not use or permit product brand identification or advertising without the express prior written approval of the OCPRC Executive Officer or his/her designee. Contractor shall use particular product brands and shall advertise such product brands as directed by the OCPRC Executive Officer or his/her designee. Page 22 of 30 FINAL 77 8. Utilities and Services for the Facilities. 8.1. Contractor Furnished Services. Contractor shall furnish and pay for the following services to the Grill. Room and Halfway House: 8.1.1. Garbage collection service; 8.1.2. Telephone; 8.1.3. Cable/Satellite; and 8.1.4, Internet Service. 8.1.5. Bills for the above -listed services shall be placed in Contractor's name. Contractor shall be solely responsible for and pay for all services, when due. 8.2. OCPRC Furnished Services. OCPRC shall furnish and pay for the following services to the Golf Course and the Golf Course Pro Shop: 8.2.1. Garbage collection service; 8.2.2. Telephone; 8.2.3. Cable/Satellite; and 8.2.4. Internet Service. 8.3. Utilities. The County shall furnish and pay for the following utilities to the Facilities: 8.3.1. Electricity; 8.3.2. Gas/Heat; 8.3.3. Water/Wells/Water Filtration System; and 8.3.4. Sewer/Septic. 9. Contract Performance Evaluation. Annually or more frequently as dictated by OCPRC, OCPRC shall perform an evaluation of the Services provided by Contractor under this Contract and Contractor's performance of its obligations contained herein. The Parties shall meet and discuss the conclusions of such evaluations and the steps that can be taken to implement the conclusions, if required. 10. Contractor Duties and Maintenance Responsibilities. Contractor shall perform the following duties and maintenance responsibilities: 10.1. Point -of -Sale System. Contractor shall provide and maintain a point -of -sale system for the purchase of Services at the Facilities. 10.2. Floor/Carnet Cleaning. Contractor shall clean all carpets and all floors of the Facilities and provide all cleaning supplies and equipment for such cleaning on a daily basis or more frequently as needed. The carpets and floors shall be professionally cleaned at least once a year or more frequently as needed. Upon OCPRC request, Contractor shall provide documentation evidencing the professional cleaning. 10.3. Interior Custodial Services. Except as otherwise expressly set forth herein, Contractor shall clean the interior of all Facilities, including the kitchen and equipment, windows, screens and fire places, and provide all cleaning supplies and equipment for such Page 23 of 30 FINAL 78 cleaning on a daily basis or more frequently as needed or required; provided that, OCPRC shall clean the grease traps and exhaust hoods and dispose of the grease. 10.4. Restroom Cleaning. Contractor shall clean the restrooms for the Grill Room on a daily basis or more frequently as needed and supply all equipment and products for such cleaning. Cleaning shall include, but not limited to, mopping and sanitizing of floors, scrubbing of urinals and toilets, disinfecting the counters, sinks, dispensers, doors, and door handles, incorporation of automatic air fresheners, and documented hourly checks for cleanliness and neatness. The cleaning shall be completed pursuant to OCPRC standards, which shall be provided to Contractor upon execution of this Contract and annually thereafter. The County shall clean the restrooms for the Golf Course and the Golf Course Pro -Shop. The County shall provide toilet paper, facial tissue, hand towels, and hand soap for all restrooms located at the Facilities. 10.5. Outside Area Cleaning. On a daily basis or more frequently as needed, Contractor shall clean and keep free of garbage the area outside the Facilities that is designated by OCPRC for eating and drinking, including but not limited to, cleaning the furniture located in such areas, rinsing the grounds in such areas, and picking up and disposing of the garbage in such areas. The cleaning shall be completed pursuant to OCPRC standards, which shall be provided to Contractor upon execution of this Contract and annually thereafter. 10.6. Pest Control. Contractor shall provide and pay for pest control for the interior of the Grill Room and Halfway House, including the kitchen, dining area, and restrooms associated with the Grill Room and the Halfway House. 10.7. Disposal of Garbajae. Contractor and Contactor Employees shall be responsible for transferring and placing all garbage in the appropriate receptacle and keeping the area immediately around such receptacles neat and clean. 10.8. Alarm Svstem/Lockina Mechanisms for Facilities. The County shall provide an alarm system for the Facilities and locking mechanisms for doors or entry ways to the Facilities. The County shall provide Contractor with keys or swipe cards for the doors/entry ways. Contactor shall not change or tamper with the door/entry way lock mechanisms or alarm systems provided by OCPRC. Upon the date this Contract is terminated or cancelled, Contractor shall return all keys or swipe cards for the alarm system or locking mechanisms. 10.9. Securing Facilities. Contractor is responsible for securing the Grill Room and Halfway House every day, including but not limited to locking doors, securing gates, and setting alarms. 11. OCPRC Duties and Maintenance Responsibilities. 11.1. Facility Upgrades. Except as otherwise provided in this Contract, OCPRC shall be responsible for and pay for all physical and structural upgrades to the Facilities, including, but not limited to, replacement of bathroom fixtures, replacement of windows and screens, and building designs that might be required for such upgrades. 11.2. Facility Maintenance/Repair. Except as otherwise provided herein, OCRPC shall be responsible for maintenance, repair, replacement, and inspections for the Facilities Page 24 of 30 FINAL 79 including but not limited to, repair or replacement of windows and screens, repair or replacement of HVAC system, repair or replacement of roof, repair of electrical system, repair or replacement of plumbing system, and repair or replacement of the restrooms fixtures, repair or replacement of fire places, and repair or replacement of elevators. 11.3. Eauinment Maintenance/Renair/Renlacement. OCPRC shall be responsible for the maintenance, inspections, repair, and replacement of the equipment affixed to the Facilities, including kitchen equipment affixed to the Facilities, exhaust hoods, and grease traps. 11.4. Fire Sup-pression. OCPRC shall be responsible for providing, repairing, and maintaining fire extinguishers, fire suppression systems, and/or ansul fire suppression for the Facilities as it deems necessary and as required by law. 11.5. Odors. If any unusually strong odor develops due to septic gases or other reasons which are not caused by Contractor, OCPRC will take the necessary measures to expeditiously mitigate such odors at OCPRC expense. 11.6. LijQht Fixtures. OCPRC shall be responsible for providing, repairing, and maintaining all light fixtures in, around, and outside the Facilities, including bulb replacement. 11.7. Window Treatments. OCPRC shall provide and pay for the window treatments (blinds, drapes, etc.) at the Facilities. OCPRC shall repair and replace the window treatments. 11.8. Interior Decorations/Furniture. OCPRC shall provide, replace, maintain, and pay for (in OCPRC's sole discretion) all interior decorating and interior decorations. For purposes of this Contract interior decorations shall mean furniture, televisions for Grill Rooms, pictures, wall hangings, plants, seasonal decoration and other decorations at the Facilities. 11.9. Paint/Wall-pataer/Wall Coverings. OCPRC shall provide, pay for, and replace (in OCPRC's sole discretion) interior paint, wallpaper and/or wall coverings at the Facilities. 11.10. Floorinp-/Carpet. OCPRC shall be provide and pay for (in OCPRC's sole discretion) the repair or replacement of flooring and carpeting at the Facilities. 11.11. Exterior Maintenance/Renairs. OCPRC shall be responsible for all exterior maintenance, repairs, and replacements to and around the Facilities or to or around the property on which the Facilities are located, including cleaning of parking lots, exterior painting, exterior lighting, exterior window cleaning, canopy, parking lots, snow removal, signs, decorations, and landscaping. 12. Equi-Dment Provided by OCPRC. All equipment, furniture, decorations, and other items located at the Facilities upon execution of this Contract or provided by OCPRC for use by Contractor, through this Contract, shall remain the property of the County. Page 25 of 30 FINAL 80 EXHIBIT III DESCRIPTION AND DEPICTION OF FACILTIES Springfield Oaks Golf Course Grill Room 1- d G VLL 1 Il U Bath u"in 113 Sc . FT I 34 wq. FT Stut age 114 Sq. FT Page 26 of 30 FINAL 19TCHEN XGSw 81 Springfield Oaks Halfway House/Starter House Page 27 of 30 FINAL 82 Springfield Oaks Golf Course NJ 1 �n 4 ` # 40 60 Ot- J19 W� ME1_ 1 •. i # to Page 28 of 30 FINAL 83 EXHIBIT IV DESCRIPTION OF COUNTY PERSONAL PROPERTY 1. Springfield Oaks Grill Room Grill Refrigerator Upright Freezer TV 50 inch TV 42 inch Fryer Stove/Oven Prep Table Dishwasher 2 Compartment Sink Ice Machine 2. Sprinufield Oaks Halfway House 3 compartment sink Prep Top Fridge Ice Chest 3. Contractor is responsible for providing the equipment and supplies to deliver all Services required by this Contract, which are not expressly required to be provided by the County herein. Page 29 of 30 FINAL 84 .4.Ili M COUNTY SERVICEMARK C�AKLAND COUNTY PARKS Page 30 of 30 FINAL 85 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 AGENDA ITEM NO. 10 C ADMINISTRATION To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer James C. Dunleavy, Chief of Parks Operations — North District Tom Hughes, Chief of Parks Operations — South District Submitted: August 27, 2014 Subject: Annual Motor Vehicle Fee INTRODUCTION AND HISTORY The Oakland County Parks and Recreation Commission has established fees and charges to help offset the cost of maintaining high quality facilities. The Oakland County Parks motor vehicle entry pass gives patrons access to the following parks: Highland Oaks, Rose Oaks, Groveland Oaks, Independence Oaks, Orion Oaks, Addison Oaks, Lyon Oaks and Red Oaks. These fees are reviewed annually; following the review staff makes recommendations based on the cost of services and current competitor's fees. Over the past ten years, annual revenues have generated approximately 2.5% of our overall budget. Staff is also looking at adding a secondary vehicle pass at a reduced rate for patrons who have already purchased a vehicle pass for the current year at the normal rate. This pass would only be available for purchase at the Administration Office and at the day use park offices. The secondary vehicle passes would not be available at our off site locations. We feel that if we offer the secondary vehicle pass to our guests it would increase revenues by approximately $ 34,000, This is assuming that approximately 20% of the residents will purchase a secondary vehicle pass. The costs for the second pass would be $20.00. Staff has communicated with the Huron -Clinton Metroparks and will continue to look at future fee schedules. ATTACHMENTS - Current and Recommended Fees for 2015 Past Three — Year Comparison of Daily and Annual Pass Revenues STAFF RECOMMENDATION Staff recommends maintaining our current Resident Annual Motor Vehicle fees, Resident Senior Citizen/Adaptive/Active Military Annual Motor Vehicle fees, Regular (non-resident) and Senior Citizen/Adaptive/Active Military fees for 2015. The Resident Annual rate is currently $30.00, the Resident Senior Citizen/Adaptive/Active Military rate is currently $22.00, the Regular (non-resident) rate is currently $46.00 and the Senior Citizen/Adaptive/Active Military (non-resident) rate is currently $30. Staff further recommends the addition of a secondary Resident Annual Motor Vehicle pass for $20.00. 86 Page 2 MOTION Move to approve maintaining the current fees for the OCPR Resident Annual Motor Vehicle, Resident Senior Citizen/Adaptive/Active Military Annual Motor Vehicle, Regular (non-resident) and Senior Citizen/Adaptive/Active Military (non-resident) Annual Motor Vehicle passes; and adding a secondary Resident Annual Motor Vehicle pass to be used for a second car in same household for a reduced fee of $20.00 once a primary pass has been purchased at the regular fee for FY2015. 87 OAKLAND COUNTY PARKS VEHICLE PERMIT FEES Daily Motor Vehicle Fees ALL Parks Resident Discount $5/car/day Regular Fee (Non -Resident) Sr. Citizen/Adaptive/Active Military Special Fireworks Fee Annual Motor Vehicle Permit ALL Parks Resident Discount Regular Fee (Non -Resident) Sr. Citizen/Adaptive/Active Military (Resident) ISr. Citizen/Adaptive/Active Military (Non -Resident) Parks Perks Pass Resident Discount (Regular Fee (Non -Resident) ISr. Citizen/Adaptive/Active Military $10/car/day $4/car/day $10/car/day $30 $46 $22 $30 $54 icle Fees ALL Parks $5/car/day $10/car/day $4/car/day (Special Fireworks Fee $10/car/day ` 2015 PROPOSED Annual Motor Vehicle Permit ALL Parks Resident Discount $30 (Regular Fee (Non -Resident) $46 ISr. Citizen/Adaptive/Active Military (Resident) $22 ISr. Citizen/Adaptive/Active Military (Non -Resident) $30 Parks Perks Pass $54 Resident Second Vehicle Discount $20 Non -Resident Second Vehicle Discount $36 Daily Motor Vehicle Permit: This permit provides access to our parks for the day it is purchased. A policy is also in place for patrons to have the opportunity to apply the purchase of that daily permit towards an annual vehicle permit on the same day. Annual Motor Vehicle Permit: Staff begins selling these permits October 1 for the following year; they expire December 31 of the noted year on the permit. This permit provides access to the following parks: Highland Oaks, Rose Oaks, Groveland Oaks, Orion Oaks, Addison Oaks, Lyon Oaks and Red Oaks. Parks Perks Pass: This permit provides access to the above Oakland County Parks and to all the Huron -Clinton Metroparks. Senior Citizen Annual and Daily Vehicle Permit: Our Daily and Annual Motor Vehicle Permits are provided at a discounted rate to residents and nonresidents who are 62 and over. Adaptive Annual Motor Vehicle Permit: The Adaptive Recreation Discount is available to Oakland County residents with permanent physical or developmental disabilities. Applications to receive the discount are available on our website. Active Military Annual Motor Vehicle Permit: This discount is available to active members of the military when they present their ID. Second Vehicle Permit: The Second Vehicle Discount is available to households to purchase an additional annual vehicle permit at a discounted rate upon purchase of a vehicle permit at full rate. 88 2013 Vehicle Passes Per Park Daily Daily Daily Daily Non- Non- Non- Nan- Non - Resident Resident Resident Resident Senior Adaptive Resident Resident Resident Resident Resident Resident Adaptive Senior Military Joint Adaptive Senior Military IADD $ 32,498 $ 88 $ GRV $ 19,005 $ 2,064 $ IND $ 65,009 $ 4,036 LYO $ 23,795 $ 812 IORN $ 20,275 $ 912 IRDD $ 5,220 $ 532 IRDD $ 325 $ 12 ADM Off5ite Online Grand Total $ 166,127 $ 8,456 $ 2,415 $ 18,380 $ 910 2,020 $ 30,570 $ 1,472 $ 170 $ 184 $ 810 $ 1,242 $ 3,555 $ 3,400 $ 368 $ 1,620 $ 1,150 $ 120 $ 138 $ 1,104 $ 120 $ 11,515 $ $ 90 $ 210 $ $ 270 $ 60 $ 456 4,435 $ 55,070 $ 6,568 $ 3,555 $ 1,206 $ $ 4,080 $ 55,860 $ 30 $ 26,359 $ 90 $ 52,670 $ 15,720 $ 1,650 $ $ 22,522 $ 39,509 $ 28,700 120 $ 258,585 $ Total 44 $ 1,826 $ 88 $ 13,326 $ 81,210 $ 1,518 $ 22 $ 1,632 $ 62,383 66 $ 13,112 $ 176 $ 41,388 $ 180,091 22 $ 4,576 $ 66 $ 16,350 $ 77,617 $ 210 $ 352 $ 18,672 $ 97,159 $ 1,584 $ 7,746 $ 33,842 22 $ 748 $ 2,502 $ 5,577 $ 1,892 $ 132 $ 21,120 $ 47,226 $ 13,536 $ 53,045 $ 28,700 154 $ 25,466 $ 836 $ 136,272 $ 666,850 89 2012 Vehicle Passes Per Park Non- Non- Non - Daily Daily Daily Daily Non- Non- Resident Resident Resident Resident Resident Resident Resident Joint Total Resident Senior Adaptive Resident Resident Adaptive Senior Military Adaptive Senior Military 1ADD $ 14,650 $ 196 $ 11,530 $ 644 $ 60 $ 9,057 $ 902 $ 9,072 $ 46,111 ,GRV $ 10,135 $ 1,408 $ 20,929 $ 1,646 $ 210 $ 4,170 $ 853 $ 66 $ 1,920 $ 41,337 IND $ 39,854 $ 1,748 $ 280 $ 230 $ 30 $ 150 $ 52,235 $ 22 $ 66 $ 11,176 $ 39,264 $ 145,OSS LYO $ 15,924 $ 1,350 $ 2,116 $ 300 $ 25,815 $ 3,762 $ 18,960 $ 68,227 JORN $ 12,905 $ 292 $ 1,330 $ 184 $ 76 $ 210 $ 44,820 $ 6,600 $ 17,424 $ 83,841 1RDD $ 4,265 $ 564 $ 1,510 $ 1,426 $ 150 $ 15,870 $ 1,342 $ 4,752 $ 29,879 RDP ADM Offsite Online Grand Total $ 97,733 $ 4,012 $ $ 1,174 $ 60 $ 196 $ 36,929 $ 7,420 $ 106 $ 1,140 $ 60 $ 19,290 $ 1,496 $ 22 $ 16,896 $ 38,998 $ 25,466 $ 8,544 $ 34,010 $ 22,932 $ 22,932 60 $ 219,655 $ 22 $ 15,021 $ 11,264 $ 116,832 $ 510,390 2011 Vehicle Passes Per Park Daily Daily Daily Daily Non- Non- Non- Non- Non - Resident Resident Resident Resident Senior Adaptive Resident Resident Resident Resident Resident Resident Adaptive Senior Military Joint Total ACTUAL Adaptive Senior Military ADD $ 23,129 $ 772 $ 15,908 $ 644 $ 30 $ 60 $ 30 $ 8,574 $ 945 $ 44 $ 8,302 $ 58,438 $ 60,185 CAT $ 30 $ 48 $ 78 $ 156 GRV $ 20,361 $ 3,032 $ 36,529 $ 11,876 $ 330 $ 4,950 $ 22 $ 1,056 $ 2,448 $ 80,604 $ 80,747 HGH $ 480 $ 576 $ 1,056 $ 1,688 IND $ 59,280 $ 2,852 $ 1,090 $ 230 $ 58 $ 28,565 $ 22 $ 3,482 $ 22 $ 9,936 $ 105,537 $ 212,389 LYO $ 10,910 $ 171 $ 210 $ 736 $ 150 $ 22,312 $ 2,508 $ 22,416 $ 59,413 $ 59,796 ORN $ 7,760 $ 152 $ 1,930 $ 766 $ 92 $ 60 $ 21,630 $ 2,074 $ 22 $ 11,040 $ 45,526 $ 108,089 RSE $ 92 $ 360 $ 66 $ 720 $ 1,238 $ 2,108 RDD $ 5,335 $ 156 $ 1,450 $ 2,852 $ 270 $ 26,254 $ 2,336 $ 8,971 $ 47,624 $ 36,810 ADM $ 192 $ 192 Offsite $ 37,805 $ 8,400 $ 46,205 Online $ 5,928 $ 5,928 Grand Total $ 126,775 $ 6,363 $ 772 $ 57,117 $ 17,196 $ 122 $ 928 $ 30 $ 150,960 $ 44 $ 12,467 $ 88 $ 78,977 $ 451,839 $ 561,968 91 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Business Development Representative Submitted: August 28, 2014 Subject: Dixie Gully Run Demonstration Event Report INTRODUCTION AND HISTORY I l 11 11 - 615,W-., AGENDA ITEM NO. 10 D BUSINESS DEVELOPMENT At its July meeting the Commission approved the Dixie Gully Run ORV demonstration event, which was held on August 9, 2014, on 35 acres of a gravel mine site owned by Groveland Township. The purpose of the Dixie Gully Run was to gather information to help determine the feasibility of developing an ORV park in collaboration with the Michigan Department of Natural Resources and associated with Groveland Oaks County Park. Attached please find a report on the outcomes of the August 9, 2014 event as well as projected outcomes for a second event being proposed for the weekend of November 1, 2014. As part of a future development we are planning to include motorcycles and ATVs. Attached please also find a list of definitions of ORV types as requested. Staff will highlight details of the report including photos and video from the event at the meeting. ATTACHMENTS - Report on the outcomes of the August 9, 2014 Event - Projected outcomes for a second event being proposed for the weekend of November 1, 2014 - List of definitions of ORV types STAFF RECOMMENDATION The staff recommends the completion of a second event on the Dixie Gully Run site the weekend of November 1, 2014, Staff also recommends that this event be open to the public in order to gain knowledge on public use (vs. partner/invitee-only use) of a proposed ORV park in Groveland Township. MOTION Move to approve the completion of a second event on the Dixie Gully Run site the weekend of November 1, 2014, and that this event will be open to the public in order to gain knowledge on public use of a proposed ORV park in Groveland Township. 92 ORV Definitions Compiled from the Michigan Department of Natural Resources ORV Rider's Ed Course. Italicized font indicates staffs further clarification of these definitions. Images are examples of each type and are not all -encompassing, as there are multiple makes, models and types of each category of ORV. There will be a second area for ATVs and Motorcvcles. The November 1, 2014 event will include the same vehicles as the first event — OHV's and UTV's. Phase I OHV - Off -Highway Vehicle. (Staff has consistently referred to OHVs as ORVs. Moving forward staff will adopt the MDNR terminology and refer to these vehicles as OHVs). A two-, three-, or four -wheeled vehicle that has a motor and is designed for riding on unpaved surfaces. OHVs are also commonly known as ORVs. Note that the term OHV encompasses all types of OHVs listed below. OHV also encompasses full-size vehicles ( jeeps," "land rovers," trucks, etc.). UTV - Utility -Terrain Vehicle. A type of OHV where the driver and a passenger can sit side - by -side in the vehicle. They are most commonly known as UTVs (Utility Terrain Vehicle or just Utility Vehicle) or Side -by - Side Vehicles. UTVs are not designed for use on paved surfaces. Phase II ATV - All -Terrain Vehicle. A type of OHV with low --pressure, knobby tires designed for riding on unpaved surfaces. Also often referred to as a "quad" or "4-wheeler," and/or characterized as a vehicle that is "straddled_" OHM - Off -Highway Motorcycle. A category of motorcycles equipped for certain off -road sports These motorcycles may or may not be "street -legal." W Dixie Gully Run I — Event Outcomes Report Page 1 Dixie Gully Run I — Report on Outcomes of August 9, 2014 Event Event Summary The overall purpose of the Dixie Gully Run I event was to gather information to help determine the feasibility of developing an ORV park in collaboration with the Michigan Department of Natural Resources and associated with Groveland Oaks County Park and to gain knowledge that will inform the design, construction, operation and maintenance of a proposed ORV park. Measures of Success The success of a potential ORV park would be defined by success in meeting recreational need in collaboration with MDNR and other relevant agencies in a manner that is financially sustainable. Success for the Dixie Gully Run event can be defined by completion of the following tasks: 1. Gauge the interest of the ORV community, using a set of defined parameters 2. Gain knowledge about potential users of the proposed ORV park 3. Gain operational knowledge specific to ORV recreation 4. Understand potential negative impacts of the proposed ORV park 5. Gain knowledge about safety and security at sites where ORVs are operated 6. Gain understanding of the financial costs and revenue capacity of an ORV event 7. Understand the potential financial impact of the proposed ORV park 8. Get input on potential future design of an ORV park Purpose of Report The measureable outcomes above provided the guidelines for data collection and analysis. The purpose of this report is to summarize the data resulting from the August 9, 2014 ORV event. Data collected included survey results, financial actuals, and staff observations. This report summarizes this date and integrates it with existing data, i.e. statewide surveys, event plans, and budgets. Analysis of these data will help us to identify both new knowledge and knowledge gaps about target markets and identify lessons learned regarding operational practices and financial management. Data Sources Dixie Gullv Run Registration Data Pre -registration information was collected and reported using RecTrac; on the day of the event, staff checked off individuals from the RecTrack generated list as they signed acknowledgement of rules and liability waivers. Dixie Gullv Run ORV Event Survev — PreliminarV Results The 17-question survey was developed by planning staff in consultation with staff teams (ORV team, FOM/BSD and AMT) and public engagement consultants at University of Michigan — Flint. The survey was administered to Dixie Gully Run participants during the lunch break (over a 2-hour period). 177 M Dixie Gully Run l Event Outcomes Report Page 2 surveys were completed. The data in this report is from a preliminary data report generated by the UM - Flint consultants. Additional analysis will be performed. The survey instrument is attached as Exhibit A. 2014 ORV Study by Michigan State University This study was conducted by MSU researchers on contract with OCFR. A sample size of 4,032 subjects was randomly selected from a list of people who registered an ORV in Michigan during 2012. The study primarily explored the preferences of ORV users for characteristics and amenities, as well as pertinent demographic and other data that will help identify the potential market for ORV recreation in southeast Michigan. (McCole, et al. 2014) 2010 ORV Study by Michigan State University This MSU study surveyed 3,000 randomly selected ORVlicensees in 2008-09. After the removal of invalid addresses (861), 30% of those with valid addresses completed and returned the survey. The results were used to estimate the vehicle and amenity preferences of ORV users and to develop a demographic profile. (Nelson, et al. 2010) List of Tables Table 1: Dixie Gully Run event attendance and vehicle count......................................................................3 Table 2: Comparison of Event Vehicle Types with Statewide Data...............................................................4 Table 3: Comparison of how often Dixie Gully Run participants and ORV licensees (full-size vehicle users) would be willing to visit a proposed new ORV park......................................................................................6 Table 4: Demographic Characteristics of ORV Users compared to populations of drive -time areas: Genderand Age.............................................................................................................................................7 Table 5: Demographic Characteristics of ORV Users compared to populations of drive -time areas: Race .7 Table 6: Noise testing prior to Dixie Gully Run event...................................................................................9 Table 7: Dixie Gully Run Event Budget v Actual Report - Preliminary.........................................................12 Table 8: Responses to Question: What features do you consider in selecting an ORV recreation area? ..14 Table 9: Responses to Question: What trail surfaces do you prefer?...... .......... _ ................................... ... 14 Table 10: ORV Event Survey ratings of course features and event experience..........................................15 List of Figures Figure A: Map showing 29-minute (50th percentile) and 54-minute (75th percentile) drive -times from GrovelandOaks....................................................................................... ......5 95 Dixie Gully Run I — Event Outcomes Report Page 3 Outcome 1— Gauge the interest of the ORV community, using a set of defined parameters ■ Evaluate participation in this event: How many people were invited, how many attended as drivers, passengers and/or spectators The Dixie Gully Run event was invitation -only and limited to full-size or side -by -side vehicles with roll cages. Two ORV dealers (MotorCity Power Sports and Szott Auto Group) and one club (Great Lakes 4WD Association) were asked to invite 50 people each for a total of 150 possible invitations. A total of 129 invitations were accepted and pre -registered online (89% response rate). Each registered driver was allowed to bring up to 4 additional passengers and/or spectators. The table below shows the final count of all persons and vehicles at the Dixie Gully Run event. Table 1: Dixie Gully Run event attendance and vehicle count ON COURSE PEOPLE and VEHICLES Participant Vehicles / Drivers Participant Passengers Volunteer Trail Rider Vehicles / Drivers Volunteer Trail Rider Passengers VIP/Vendor ON COURSE — LAW ENFORCEMENT Marine Unit Deputies (Red Quad) Deputies (Quad) Deputies (SUV) OFF COURSE PEOPLE and VEHICLES Staff OCPR Volunteers Groveland EMS Holly/Rose EMS Golf Carts Shuttle Van TOTAL ON -SITE PEOPLE VEHICLES 102 102 133 20 20 21 120 12 Subtotal 396 134 2 2 2 2 2 2 Subtotal 6 6 29 16 1 2 1 2 3 1 Subtotal 47 8 449 148 96 Dixie Gully Run I — Event Outcomes Report Page 4 ■ Find out what types of ORVs are used by event participants — both at the event and outside of the event Question 1 in the ORV Event Survey asked participants what types of ORVs they used. The responses were not limited to the ORV used at the event. Most (60.1%) responded that they used full-size vehicles. This suggests that OCPR was successful in reaching the intended target segment of the ORV population. This is in contrast to statewide surveys of licensed ORV users, which indicated thatATVs are the predominant vehicle choice. OCPR's success in capturing this specific full-size segment may be important, because it opens the possibility of enticing non-ORV licensed full-size users to become licensed in order to participate in the proposed Oakland County ORV park. Table 2: Comparison of Event Vehicle Types with Statewide Data ORV Event Survey Question: "What Dixie Gully Run I types of ORVs do Registered Vehicles you use?" MSU 2014 Study MSU 2010 Study Number % Number % Number % Number % All -terrain vehicle (ATV) 0 0.0% 49 18.1% 922 63.4% 121,530 67% Side -by -side vehicle (UTV 11 8.5% 28 10.3% 192 13.2% 9,555 5% or ROV) Off -road vehicle / dirt bike 0 0.0% 24 8.9% 181 12.4% 25,832 14% Full-size vehicle (4WD 118 91.5% 163 60.1% 143 9.8% 24,742 14% truck, Jeep, SUV) Other 0 0.0% 7 2.6% 16 1.1% TOTAL 129 100% 271 100% 1454 100% 181,659 100% Outcome 2 - Gain knowledge about potential users of the proposed ORV park ■ What was the median drive time and range of drive times for event participants? Analysis of ZIP Code data provided by survey respondents indicates: ✓ 50°0 of survey respondents drove 29 minutes or less to attend the event ✓ 75% of survey respondents drove 54 minutes or less to attend the event ✓ The least amount driven was 12 minutes ✓ The greatest amount driven was 4 hours and 18 minutes 97 ageGm&RnI— EventOammaRpor Pages Figure aMap showing z-dm@(soh percentile) ak54dnae(7shmr mmd_mmet mGr_mndoks e \ � . ■ . . . � � .| § '- � _ } t � | % • - .}r �} ! � � | � } \ ! � • , ! 98 Dixie Gully Run I - Event Outcomes Report Page 6 ■ Find out how often event participants would expect to use the proposed area Question 6 asked participants how often they would use a proposed ORV park associated with Groveland Oaks. Nearly 40% indicated they would visit 6-12 times per year. The MSU 2014 Study asked licensed ORV users how often they would visit a new ORV park in Oakland County and proposed a series of drive - time distances to respond to. Table 3: Comparison of how often Dixie Gully Run participants and ORV licensees (full-size vehicle users) would be willing to visit a proposed new ORV park Sample Size I would not use it Once a year 2-5 times per year 6-12 times per year 13-25 times per year > 25 times per year ORV ORV Licensees: MSU 2014 Study Event Drive Times - Full -Size Vehicles Users Survey Q.6 < 15 min 16-30 min 31-60 min 1-2 hours 2-3 hours 177 356 360 356 354 353 NA 2.5% 2.5% 3.9% 8.5% 21.0% 1.1% 3.4% 5.3% 10.4% 24.3% 36.3% 25.4% 16.0% 23.1% 32.6% 42.4% 33.4% 37.9% 30.3% 30.6% 32.3% 20.3% 9.1% 21.5% 21.9% 21.4% 13.8% 4.5% 0.3% 14.1% 25.8% 17.2% 7.0% I 0.0% 0.0% 100.0% 100.0% 100.0% 100% 100.0% 100.0% > 3hours 352 33.0% 40.1% 24.4% 2.6% 0.0% 0.0% 100.0% ■ Find out if the event participants/spectators existing users of Oakland County Parks' - or if they are potentially a new population of users Further analysis of the Dixie Gully Run 1 survey results is underway to answer this question ■ Find out the demographic characteristics of participants/spectators and how they compare with other Oakland County Parks users and with ORV users as identified in previous studies 74% of survey respondents were male and 26% were female. The average (mean) age of respondents was 36.43. Survey respondents were not limited to ORV drivers, but included both drivers and riders over the age of 18. The data in the tables below show the gender, age and race distribution for samples that were limited to ORV licensees and for the general population within the 29 and 54-minute drive -time areas1 1 Analysis of data to compare ORV demographic profiles with profiles of existing OCPR park users is underway 2 Census data for drive -time areas was generated using ArcGIS Online for Office 99 Dixie Gully Run I - Event Outcomes Report Page 7 Table 4: Demographic Characteristics of ORV Users compared to populations of drive -time areas: Gender and Age Study - ORV Users Male Female Age MSU 2010 Study - MI Residents 93% 7% 49.6 (Mean) MSU 2010 Study - Non -Residents 93.3% 6.7% 46.0 (Mean) MSU 2014 Study -All respondents 94.1% 5.9% Not Provided MSU 2014 Study -Oakland County Residents 92.6% 7.4% Not Provided MSU 2014 Study - Full -Size Vehicle Users 94.9% 5.1% Not Provided MSU 2014 Study - Respondents indicating they 94.2% 5.85% Not Provided would potentially use an ORV park in southeast Michigan Census Profiles of Drive -Time Areas 2010 Census Profile: 29 minute drive -time 48.8% 51.2% 38.8 (Median) 2010 Census Profile: 54 minute drive -time 48.4% 51.6% 39.2 (Median) Table 5: Demographic Characteristics of ORV Users compared to populations of drive -time areas: Race G/ y 2 C i+ O fl. C N N N O a a M Y " N -5 a a a o L � 0 c ui E g; E o ch o m v v a v v CU ` a >_ a > Ln H H ` C n. N L > 3 � "O 0 0 o= o c O m a � N N �Ti N O N �'' C aci > > 3 _ f0 E E U c� G> c� G C 7 N N N Ln Black/African American 16.5% 0.0% 14.5% 15.3% 16.3% 22.7% Hispanic / Latino 0.4% 0.4% 1.1% 0.4% 4.5% 3.2% Caucasian / White 78.2% 96.6% 77.6% 79.5% 77.5% 70.3% Asian 0.2% 0.0% 0.5% 0.2% 2.1% 3.6% Native American / American Indian 1.0% 0.0% 0.7% 1.0% 0.4% 0.3% Pacific Islander 0.1% 1.1% 0.0% 0.2% 0.0% 0.0% Other 0.9% 0.0% 2.0% 0.7%% 1.2% 0.9% Prefer not to answer 2.8% 0.6% 3.6% 2.7% Reporting 2 or more races 2.5% 2.2% Additional demographic analysis is being explored using a variety of measures. Tapestry Segmentation, for example, is a tool that identifies distinctive population segments based on socioeconomic and demographic characteristics. 3 Race was not included in the MSU 2010 Study 100 Dixie Gully Run I — Event Outcomes Report Page 8 Outcome 3 — Gain operational knowledge specific to ORV recreation Note: This section will be developed further with consultation from facilities staff ■ What was learned related to operation of an ORV event? The expertise of staff in handling large scale events was the foundation of making Dixie Gully Run I a fun and safe event. Management of vehicles on the course worked well. If it becomes desirable to increase the pace of the course, we will consider using starting time slots so not all vehicles are on the course at the some time. We gained knowledge about the use of trail volunteers and their roles in helping manage the course, especially concerning the limitations of participating vehicles. ■ What was learned that can be applied to future operation of a proposed ORV park? Staff gained experience in designing and creating the course. ORV users participated in the design of the course, which was essential for provide the variety of difficulty levels needed for a satisfying experience. During the event, more lessons were learned that will benefit any future effort to develop ORV recreation, including: ✓ Optimal siting for viewing areas and a safe pedestrian route to access viewing areas ✓ Optimal sizes for sign age that is visible from ORVs ✓ Need for chloriding the facility ✓ Oakland County Sheriff's Office and Groveland Township will be instrumental in providing support ✓ Limited amount of spectators at current location/site 101 Dixie Gully Run I — Event Outcomes Report Page 9 Outcome 4— Understand potential negative impacts of the proposed ORV park ■ What are the baseline noise levels in the ORV area? A baseline sound survey was performed by NDT Labs, a division of Consumers Energy with calibrated sound identify decibel levels associated with a proposed off road vehicle recreation use to be located within an active mine operation shown. The mines are owned by various private individuals and one is leased by Groveland Township. Baseline test were performed to measure ambient noise. In addition, ATV and motorcycles were operated at full throttle by professional riders on August 7, 2014 from 11:00am to 2:30 pm. They operated at the 2 locations within the area while sound testing was measured at points around the site. Vehicles included: ■ Honda TRX 450 R racer, quad Honda TRX 420 U utility, quad Polaris mini 90 quad ■ Suzuki Rm 250 Moto cross racer 2 stroke ■ Suzuki Rm. 450, 4 stroke, Moto racer, Ktm 300 cross country Table 6: Noise testing prior to Dixie Gully Run event Location L—Holly Disposal Weigh Station Source 1,000 to 1,500 away N - 7127 Holdridge Rd Source 2.200' away 0 - Bottoms Up at Dixie Hwy C - Event area overlook Source 600' approaching to within 100' H - Consumers, Shields Rd Entrance Source 600 ' away in mine E - Grandmas Ice Cream parking lot Source 1,700' across open field F - Worden Rd and Grand Hall Rd Source 500' Ambient Active Ave dbl Max dbl Comment ORV X 45.5 404 With air conditioning unit on X 39.5 48 No ac unit on X 50.3 62.6 Road noise from Dixie Hwy X 50.3 62.6 ORV not audible X 64.2 72.0 Vehicles, no trucks X 64.9 66.7 X 73.8 90.2 X 50.5 54.6 Dixie Highway vehicle traffic X 50.4 54.7 ORV faintly audible X 53.8 59.9 Dixie Highway vehicle traffic X 53.8 59.9 ORV not audible X 58.6 72.7 Grange Hall vehicle traffic (cars, not trucks) X 67.7 75.4 Included truck traffic (note audio file) 4 This number will be confirmed with consultant 102 Dixie Gully Run I — Event Outcomes Report Page 10 ■ What were the noise levels during the Dixie Gully Run event? Results from noise testing during the event ore pending ■ Were there any fuel spills or other potential environmental incident and how were they resolved? No spills or other incidents of potential environmental impact were reported. Volunteer trail riders and staff were equipped with Peat Sorbs in case oil or gas spills occurred. • How was dust managed? Chloride was applied prior to the event (utilizing existing contract). The roads through the course were watered twice during the event with o water truck from the mining operation. 5 Peat Sorb is a sphagnum moss -based commercial product used to absorb hydrocarbon spills 103 Dixie Gully Run I — Event Outcomes Report Page 11 Outcome 5 — Gain knowledge about safety and security at sites where ORVs are operated ■ How were the participants informed of the rules? Were there enforcement issues? Rules were included in pre -registration materials, in registration materials, and posted at the following locations: entrance, event area (2), viewing areas (2) and Gully Run. All participants, spectators, vendors, staff and volunteers were required to sign a liability waiver and acceptance of rules in order to be allowed on site. Four Deputies (two from the Marine Unit) were on site during the entire event. Two Deputies in SUVs circulated between the event and Groveland Oaks, Groveland Township Fire Department EMS vehicle was present during the entire event (no fee was charged to OCPR). Recommended improvements relate to communication, i.e. single point of contact with updated contact information for all law enforcement and emergency service providers. ■ Were any incident reports filed? According to Groveland Township Fire Department and Oakland County Sherriff, there were no reported incidents. According to the Groveland Township Supervisor and staff, there were no complaints from township residents. Oakland County Parks and Recreation Commission had no incident reports. ■ Are there any comments from Deputies and/or other emergency personnel? According to Sergeant Sexton, law enforcement presence was sufficient. Parking procedures worked well, with no back-up along Dixie Highway. Participants were generally well-behaved and observant of the posted rules. 104 Dixie Gully Run I — Event Outcomes Report Page 12 Outcome 6 — Gain understanding of the financial costs and revenue capacity of an ORV event ■ Did the event create alternative revenue opportunities? Alternative revenue opportunities were identified in association with planning and operating the event. Grant funding from the MDNR was identified based on this event's eligibility for such funds. In addition to grant -based funding sources, two ORV service providers provided cash sponsorship in return for rights and recognition associated with the event. Furthermore, four ORV service providers paid o fee to secure vendor rights onsite during the event. Based on the success of securing industry support within o short time frame and for o non -marketed, non-public event, staff assumes industry support will continue to be o potential source of alternative revenue for development and operation. ■ What did we learn about the costs of developing the event site and operating the event? Table 7: Dixie Gully Run Event Budget v Actual Report - Preliminary Revenue ACTUAL BUDGET Sponsorships $ 9,000 $ 10,000 Vendor Fees $ 400 $ - DNR Grant $ 20,000 $ 20,000 Total Registrations $ 3,485 $ 1,900 TOTAL $ 32,885' $ 31,900 Expense ACTUAL BUDGET Design Engineering $ 10,000 $ 10,000 Site Construction $ 50,0007 I $ 50,000 Event Expense $ 34,590' $ 10,000 Event Insurance $ 5,000 $ - TOTAL $ 99,590 I $ 70,000 NET INCOME $ (66,705) I $ (38,100) 6 26 volunteers assisted with the Dixie Gully Run, with a value estimated at $4,600. This number is not reflected in the "revenue" total but is note -worthy in terms of added -value and cost avoidance for this event. Awaiting final invoices — expense may be slightly higher. 8 Event Expense includes certain items that would are re -usable or would not be incurred at a second event. The remainder after these items are accounted for is approximately $10,000. These items include: ■ $12,000 for re -usable materials — mostly signs ■ $4,750 for lunch —this will not be repeated ■ $8,000 for staff time to develop the site — second event will use the same site 105 Dixie Gully Run I — Event Outcomes Report Page 13 Outcome 7 — Understand the potential financial impacts of the proposed ORV park ■ Did Dixie Gully Run event participants patronize local businesses? Question 7 of the ORV Event Survey asked participants what they did during their visit for the event. Three of the options related to local businesses: ✓ 34% indicated they patronized local restaurants ✓ 54% indicated they patronized local gas stations ✓ 22% indicated they patronized other local business ■ Did Dixie Gully Run event participants camp? The following numbers of participants camped of local parks: ✓ Grovelond Oaks —15 campsites ✓ Holly State Recreation Area —10 campsites ✓ KOA — (information has been requested) Question 7 of the ORV Event Survey asked participants what they did during their visit for the event. One option related to camping of Grovelond Oaks: ✓ 14% indicated they camped of Grovelond Oaks ✓ Multiple comments related to camping 106 Dixie Gully Run 1 • Event Outcomes Report Page 14 Outcome 8—Get input on potential future design of an ORV recreation area ■ Find out what event participants consider when choosing an ORV area Table 8: Responses to Question: What features do you consider in selecting an ORV recreation area? Question: What features do you consider in selecting an ORV recreation area? MSU 2014 Study ORV Event Survey % Rank % Rank Hill climb area 42.2 #2 91 #2 Rock crawl area 11.9 #8 86 #3 Mud holes 25.8 #6 48 #7 Gravel pit 24.3 #7 I 64 #5 Off -camber or mogul area 29.3 #4 I 68 #4 Jumps 10.6 #9 34 #9 Beginner training area 27.7 #5 I 47 #8 Trails 79.1 #1 92 #1 Water Crossing 31.6 #3 I 56 #6 Other 24 #10 ■ Find out what types of trail surfaces are preferred by event participants Table 9: Responses to Question: What trail surfaces do you prefer? MSU 2014 Study ORV Event Survey Neither Neither Trail Surface Strongly Avoid Strongly Strongly Avoid Strongly prefer Preference Prefer nor Avoid Avoid Prefer Prefer nor Avoid Avoid Prefer Prefer Hard -packed dirt 1310 1732 784 31 6 64 69 29 2 2 Sand 391 1212 1661 370 77 49 67 49 4 0 Hard rock 150 467 1710 1023 256 82 50 30 6 0 Gravel 252 1096 1847 382 94 41 60 57 2 1 Mud 326 745 1433 900 270 34 30 48 21 33 Other 5 3 4 2 2 107 Dixie Gully Run I - Event Outcomes Report Page 15 ■ Find out how event participants rate the course features and event experience Table 10: ORV Event Survey ratings of course features and event experience Total # Question Poor Fair Good Excellent Mean Responses Availability of information about 1 9 g 62 97 176 3.40 event 2 Affordability of event 0 4 35 136 175 3.75 3 Ease of online pre -registration 9 8 46 92 155 3.43 4 Convenience of event location 0 3 30 147 180 3.80 Friendliness and helpfulness of event 5 0 staff 1 20 159 180 3.88 6 Barrier free access and parking 0 1 50 118 169 3.69 7 Scenic value 1 9 68 93 171 3.48 Helpfulness of signs - location and 8 2 directional 14 44 120 180 3.57 9 Parking lot 0 9 61 107 177 3.55 10 Trailer parking lot 1 8 54 100 163 3.55 11 Spectator viewing 0 7 53 115 175 3.62 12 Overall design of ORV course 1 12 68 100 181 3.48 13 ORV Area: Field Trail 1 12 76 82 171 3.40 14 ORV Area: Scramble Area 1 10 63 97 171 3.50 15 ORV Area: Hill Climb 0 6 58 109 173 3.60 16 ORV Area: Timber Trail 2 12 64 94 172 3.45 17 ORV Area: Gully Run 0 8 44 118 170 3.65 18 Pace of vehicles on ORV trails 9 52 61 55 177 2.92 19 Vendor displays 1 15 74 86 176 3.39 20 I Vendor demonstrations 2 10 68 73 153 3.39 Food service - quality, selection and 21 0 7 66 105 178 3.55 service 22 Food service - affordability 0 2 42 121 165 3.72 Restrooms - availability and 23 1 cleanliness 4 36 136 177 3.73 24 Sense of security and safety 0 1 34 144 179 3.80 25 Overall value to Oakland County 0 1 17 162 180 3.89 26 Other, please specify: 1 0 1 9 11 3.64 ■ Solicit open comments on the event experience 1. 1 loved it 2. Campground needs to happen! 3. Water down hard packed dirt to get rid of dust 4. Water down hard packed dirt, so theres not so much dust 5. Very well organized for your first time! Well done! 6. Loved it Needs to Happen 7. 1 just want someplace good to wheel none of these things are things I look for (Q2) 8. Good location, great potential, so far very good job of all the people involved. 9. Great event Thank you Hope to see it happen again 10. more area, faster longer trails, wider trails. Better on-line/user friends reg. 108 Dixie Gully Run I - Event Outcomes Report Page 16 11. more area, faster longer trails, wider trails. better/user friendly on-line reg. 12. Great Day!!! Thanks!!! 13. no 14. Good times 15. Amazing 16. Great start for first run. Prefer to have more rocky sections of "somewhat difficult" 17. "5 star" (Q5 - Restrooms - availability and cleanliness) "Great Value!" (Q5 - Overall value to Oakland County) 18. We love the fact that we would be able to have to place to ride 19. This has been an amazing experience. I hope it continues. 20. Entire family had a great time. Loved how close this is to our home 21. 1 feel this would be a very good addition to Oakland County. There seems to be a lot of interest as well as the room to expand future opportunities. 22. Address didn't work correctly. Recommend a Dixie Hwy Address. 23. The event was great! So happy to see this happen... 24. Trails need to be cut from brush over hang on trails 25. Had a great time. The facilities are very nice. Would be great to keep this park open. 26. 1 would be willing to help design and test trails 27. Had a great time. drove 4.5 hours to get here. Being female, I have to say thank you for the your restrooms. Not only were they clean but also A/C and running water. With being really dusty today it was nice to wash up part way through. 28. Had a great time hope to return soon 29. Glad to be here. It is very exciting to see this happening 30. Had a great time! Hope you keep developing it! 31. Great day, thankful to be involved 32. Great Job! 33. Need to add mud holes/ Possibly water. Need to add more land 34. Awesome Job Guys! (Q2 - Trails that are only for the type of ORV I am using) - "Bikes and rigs don't mix well" (Q5 - Trailer Parking Lot) - "Small" (Q5 - Pace of vehicles on ORV trails) - "Slow" 35. Drive areas need to be a bit more wider 36. So excited about the prospect of having challenging off-roading close to home! 37. Was a great family environment! 38. Trail difficulty need to be better marked 39. Paypal for registration 40. This place is awesome, I like that there is open area you can blaze your own trail. 41. For a trial run, this was knocked out of the park! I absolutely would be back as soon as this is open! Thanks for everything today! 42. Great start on the park. Spectator area near the extreme gully seemed a little too close to a winch point. Great day - great event. Thanks. 43. Lots of fun, like to do it again 44. Great start! This place needs to happen for Oakland County! 45, No 46. Great experience 47. 1 had a great time and would frequent an ORV park this close to home 109 Dixie Gully Run I — Event Outcomes Report Page 17 48. 49. 50. 51. 52. 53. 54. 55. 56. 57 58. 59. 60. 61. 62. 63. 64. 65 66 67 68 69 70 71 72 73 74 75 76 77 78. 79. 80. 81. 82. 83. 84. 85. Had such a wonderful time bringing my wife and children. Looking forward to helping out whenever I can. Beautiful, well planned, VERY close to home. Love it! Great event. Great people! Great experience and will be great for local economy Phone wouldn't work for online registration (Q5) More medium level rock crawls Field trail has too tight corners (Q5) Timber trail corners too tight (Q5) Seems well thought out and organized. Thanks! Awesome start!!! Online registration ease of use. Could have been better. Wider trails. More stretches you could go faster. Scenic trails. Easy access to get to park. Build it and they will come! PDF format kinda difficult for some formats for online registration (Q5) Great opportunity for Oakland County to add this type of facility Extreme Gully (good) Awesome group of friendly people Great Park so far. very excited to see it get even better Broke on Extreme Gully - Must Be Good !!! Woodland Trails Very tight for 4 door jeep For extreme areas it would be very helpful to put in dedicated winch points. Paint Bright Orange!! Really Hopes this works! I would definetaly be coming back next year. Great Job, tons of great fun Very well organized. Friendly staff Awesome!! A fun day Would like to see more wooded trails to explore Too many people. No access to info prior to event. If we knew this was for Jeeps, we would not have brought the KZR The Gully Run would have been much more enjoyable if not for all of the backed up jeeps that could not fit thru the trail. More Signs for trail difficulty (comment from question #2: A fun place to off -road with a good flow of traffic) Make the trail wider Thank you Thank you Thank you If you put by pass around the realy hard iteams larger groups would come to the park. Most outings by groups have all levels of rigs, the bypass lets everyone run with their friends Please add miles of trails for Jeeps at all skill levels. Oakland County put on an awesome event. Looking forward to a bigger full service park. This was my first experience at an ORV Park. Very exciting for our whole family. Great event. Great start to park! Nice park so far! Keep it up! Can't wait for more Had a wonderful time! Would love to be able to come here during the summer! Great start to an awesome park. 110 Dixie Gully Run I — Event Outcomes Report Page 18 86. The event was very well organized and shows great potential for the future of an ORV park in O.C. 87. Kettering University offroad Club will visit frequently. Only 20 mins away. I also live 5 minutes away and will test my 66 Bronco here frequently as well. 88. Staff very friendly and helpful. 89. Need more trails. Trails got backed up due to amount of jeeps. 90. This place has the potential to be the largest off -road park in Michigan. It would be great for the state! It would pull people in from all over U.S. and Canada. I hope it becomes great; love what was done in 30 days! Can't imagine how it will be in five years! 91. My family and I really hope this becomes permanent. 92. 1 had a good time there. I think for the amount of time that has been spent on it that things look pretty good. I hope this place can get up and running, I think it would be good for the local economy. I think people like Ron Price at Rocks and Valleys Offroad Park could be a big help in trail layout, he has made some really cool trails up there. 93. The trails were good; I recommend not having two separate trails lead into one. It becomes a bit difficult to merge into the main trail. 94. 1 hope you are able to expand the park to have technical areas & trails. Love the picnic area for friends & family to eat together, good veiwing areas, great restrooms! Include a dog park area too. 95. Would be very useful, many people would come. 96. This was a great event. Had a great time. Wonderful people. 97. loved it 98. 1 had a blast. Park has great potential. Well worth the drive from Grand Rapids. 99. 1 had my wife and 2 year old & 4 year old at the event. we had a great day. My mother & Father in law were with us also. Thanks for the fun family day. I hope this park gets approved. I would love to be able to come here more often. 100. Great event, excited to see this take off. It offers another close place to wheel, and enjoy our favorite sport 101. Our Jeep club goes out every weekend and if we has this park (which is much closer) this would get our business. This would be our local spot to go last minute every time. ■ Solicit open comments on any future ORV park development 1. All 4 wheeler & motorcycle area. Have a designated sand drag race area 2. A place to fill air for tires 3. Rating system for trails so drivers don't get into the wrong difficulty 4. The trails need marked with difficulty ratings and if there are any requirement (lockers...). This would make for less guessing. 5. Create other recreation options in addition to ORV's 6. Need Air Fill Station 7. Please, develop the park!! 8. trails in woods are a little tight for full size vehicles 9. Would be willing/love to come and help develop/test trails w/ ORV & UTVs 10. would be willing / love to come help develop & test trails w/ ORV/ UTVs 11. Please bring an ORV park to Oakland County! ill Dixie Gully Run I - Event Outcomes Report Page 19 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. No Maybe a mud hole, concessions Keep going! Excellant location. Would just like it to be bigger so not as congested Go through with it! Nearest places to ride are around an hour and a half away. All my neighbors own some type of ORV. This would bring great business to Oakland County. A lot of trails with bipass at difficult areas More wooded trails. Little bit of dust control on access roads. Continue to grow at a pace that peaks interest. More maintained Gully Areas That's impressive Add mud and more trails Add a creek to drive in More area for boundry riding I enjoy Rocks & Valleys and Drummond Island Parks. Lots of trails with obstacles in between. Don't be afraid to change the challenges periodically Bigger campground. They were full fast so we had to camp elsewhere. More Rocks! MoveForward Longer Trails. Places for dirt bikes. Need to add mud holes/ Possibly water. Need to add more land More trails in the trees Wheeler's and white shirts don't mix Would like to see more trail riding Don't skimp on the challenge! After a few days with no rain, may want to spray to keep dust down. Keep up the motivation Keep up the good work Annual pass availibility Just anxious to see more trails. Longer trails Playground Oil the access roads to keep down the dust Best idea since sliced bread More signage never enough Would love this park grow. Concessions and facilities for vehicles. Keep up the good work Restrooms other than portapotty Longer Trails More Trails, More Runs no Mud H Lots of trails please some water Jumps, Tracks, Mud, Beer Open up a mud pit. Make jumps for our razor. The hills were not manageable for our UTV Trail markings need to be better. This way we know the trail difficulty Fixed Winch Points on Gully Run S/A Needs to be clean, ORGANIZED, and kid friendly. 112 Dixie Gully Run I — Event Outcomes Report Page 20 57. Continue to expand the current area and develop more trails with and without obstacles. 58. Attracting a large group of offroaders, like a club, creates entertainment for those watching, that can make a big difference for those watching or those who cannot drive in the difficult states. 59. Label trails with amount of difficulty. Open it soon! If you build it, they WILL come! Bathrooms Campground Larger area 60. Build it bigger! Try to develop some formula off -road type hill climbs. I don't think there's a place like that in U.S. 61. Mountain Biking, Professional offroad races, wake boarding 62. Longer trails. I realize you are just getting started but longer ones would be better. The existing trails has many turns that are too sharp for a regular full size vehicle. Some were so tight that I saw some side by side doing multiple back up and go forward to get around the turns. I think this place has lots of potential. 63. Expand it so Michigan could hold a Jeep Jamboree here (like Drummond Island & Throughout USA/CA.). 64. Making a family park is a great idea. Cannot WAIT! 65. More trails 66. Different trails and obstacle for stock Jeeps or beginner drivers. Possible off -road type classes. 67. A small suggestion would be to include some things for children such as a play area or a children's area for power wheels. but so far today this is amazing and to have something so close is great. 68. more/additional family activities 69. Visit other parks within the state Rocks & Valleys Offroad Park- Harrison Bundy Hill off Road Park- Jerome,MI Thank you. 70. Bigger. We do 4/5 trailer trip a year adn with the camp ground so close. We would come again. 71. Timber trails need to be wider. 72. Build it, and they will come 113 Dixie Gully Run I — Event Outcomes Report Page 21 Exhibit A: Dixie Gully Run Survey Page 1 QAKLAND Survey ID # �111►16'11 V_I 1 IM Off Road Vehicle Event Survey Oakland County Parks and Recreation is gathering information to determine the feasibility of establishing an off -road vehicle (ORV) recreation area associated with Groveland Oaks County Park and in collaboration with the Michigan Department of Natural Resources. This survey was created to understand the perceptions and needs of ORV users. It is one component of an overall public engagement strategy that will inform park master planning for Groveland Oaks County Park. 1. What types of ORVs do you use? (Check all that apply) All -terrain vehicle (ATV) - four -wheeled vehicles with a width of 48" or less and designed for one operator Side -by -side vehicle (UTV or ROV) - utility terrain vehicle (UTV) or recreational off -road vehicles (ROV) are typically wider than 50" and accommodate one operator and one or more passengers Off -road motorcycle / dirt bike Full-size vehicle (4WD truck, Jeep, SUV) - vehicles with a width of 60" or more - many are licensed by the Secretary of State and off -road use is often secondary to transportation or work uses Other - please specify: 2. What factors do you consider when choosing an ORV recreation area? (Check all that apply) The presence of very few other vehicles in the riding / driving area Picnic tables / designated places to eat A play area or playground for children The proper enforcement of the area's rules / policies An on -site campground On -site concessions (food and beverage) A vehicle wash station with high pressure hoses A place to take showers after riding / driving On -site recreation opportunities (e.g. fishing, swimming, boating, horseshoes, etc.) A service center with access to tools, tire changer, etc. Trails that are only for the type of ORV I am using An available place to ride / drive fast An available meeting space for groups / clubs 3. What features do you consider when choosing an ORV recreation area? (Check all that apply) Hill climb area Rock crawl area Mud holes Gravel pit Off -camber or mogul area Jumps Beginner or training area Water Crossing Trails Other Feature - please specify: Please fill out all pages (4) of survey - Thank you! 114 Dixie Gully Run I — Event Outcomes Report Page 22 Page 2 4. Please indicate your preference for the trail surfaces on which you like to use ORVs: Strongly Neither Strongly Prefer Avoid nor Avoid Prefer Avoid Prefer Hard packed dirt (Sand Hard rock Gravel Mud Other S. How would you rate the following ame iities and c taracterist cs at today's ORV event? Poor Fair Good Excellent I don't know Availability of information about event Affordability of event Ease of online pre -registration Convenience of event location Friendliness and helpfulness of event staff 1 Barrier free access and parking Scenic value Helpfulness of signs - location and directional Parking lot Trailer parking lot (Spectator viewing 10verall design of ORV course JORV Area: Field Trail JORV Area: Scramble Area (ORV Area: Hill Climb (ORV Area: Timber Trail (ORV Area: Gully Run Pace of vehicles on ORV trails Vendor displays Vendor demonstrations Food service - quality, selection and service Food service -affordability Restrooms - availability and cleanliness Sense of security and safety (Overall value to Oakland County Other, please specify: 6. If an ORV recreation area/adventure recreation complex ,was developed associated with Groveland Oaks County Park, how often would you expect to use the area? Once a year 13-25 times per year 2-5 times per year (More than 25 times per year 6-12 times per year Please fill out all pages (4) of survey - Thank you! 115 Dixie Gully Run I --- Event Outcomes Report Page 23 Page 3 Survey ID tt ?: What did you do during your Dikle Gully Run visit? j Operated an ORV Rode along as a passenger while someone else drove Pre- and post-ride/drive activities (loading/unloading, changing clothes, etc.) Watched other riders/drivers in the park Socialized and relaxed Had lunch at the event Patronized local businesses- restaurants j Patronized local businesses - gas stations Patronized local businesses - other Camped at Groveland Oaks Other, please specify 8. Please rate the level of chat enge of the five ORU.a eas and key features i i those areas Difficult Somewhat Medium Somewhat Easy Don't Difficult Difficulty Easy Know Field Trail a Moguls Scramble Area .• Rock Crawl Hill Climb Bowl o; Stair -Step Timber Trall * Cliff Gully Run Big Gully y Extreme Gully . . rj:aZ 9 :uo you have any additional comments that you would like to share about your experience?� �a„s�~=: io. do, ttave`ariy suggestions fdr:future ORV recreatiot "areaJativenture recreation comp#eX development at GroveIancf oaks? Please fill out all pages (4) of survey - Thank youl 116 Dixie Gully Run I — Event Outcomes Report Page 24 Page 4 The Oakland County Parks system includes 13 parks throughout Oakland County. Oakland County Parks offer a wide variety of year-round recreation opportunities including camping, hiking, swimming, boating, golfing, picnicking, cross-country skiiing, ice skating and ice fishing. The Oakland County Parks system also includes 2 nature centers, 3 dog parks, 2 waterparks, 2 campgrounds, a BMX course, a disc golf course and 5 golf courses. 11. Which Oakland County Parks have you visited in the past 12 months? Addison Oaks Independence Oaks Springfield Oaks Catalpa Oaks Lyon Oaks Waterford Oaks Glen Oaks Orion Oaks White Lake Oaks Groveland Oaks Red Oaks Highland Oaks Rose Oaks 12. What is your overall perception of the Oakland County Parks and Recreation Commission park system? Excellent Good Fair Poor I don't know 16. What are the ways that you learn about Oakland County Parks and Recreation Commission Parks? Facebook Flyers in mail Newspaper Parks brochure Parks staff Parks website Radio Television Twitter Word of Mouth Other - please specify PLEASE TELL US A LITTLE BIT ABOUT YOURSELF - THANK YOU! 13. What is the ZIP code where you live? 14. What is your age? i 15. What is your gender? Male Female Thank you for helping us plan for the future of Off -Road Vehicle recreation in Oakland County Parks! 17. Including yourself, how many people in your household are: Under 5 years 15-9 years I10-14 years li 15-19 years I20-24 years 125-34 years 35-44 years 145-54 years 55-64 years 1 65+ years 145-54 years 155-64 years 65+ years Please fill out all pages (4) of survey - Thank you! 117 Dixie Gully Run II — Projected Outcomes Page 1 Dixie Gully Run II — Projected Outcomes of November 1, 2014 Event Event Summary The overall purpose of the Dixie Gully Run events is to gather information to help determine the feasibility of developing an ORV park in collaboration with the Michigan Department of Natural Resources and associated with Groveland Oaks County Park and to gain knowledge that will inform the design, construction, operation and maintenance of a proposed ORV park. The Dixie Gully Run I event on August 9 was invitation -only and attended by a known population of ORV enthusiasts and was well - attended with limited marketing effort. The second event, Dixie Gully Run II, will be marketed openly and will provide an opportunity to gain expertise in reaching this target market. Survey results and other data will be benchmarked against the first event. Measures of Success The success of a potential ORV park would be defined by success in meeting recreational need in collaboration with MDNR and other relevant agencies in a manner that is financially sustainable. Success for the Dixie Gully Run II event can be defined by completion of the same tasks that were identified for Dixie Gully Run I but focused on an event that is open to the public. The event will also have additional outcomes for marketing, specifically looking at the success of various marketing efforts in creating awareness of and participation in the event. 1. Gauge the interest of the ORV community, using a set of defined parameters 2. Gain knowledge about effectiveness of marketing campaigns targeted to ORV users 3. Gain knowledge about potential users of the proposed ORV park 4. Gain operational knowledge specific to ORV recreation that is open to the public 5. Understand potential negative impacts of the proposed ORV park 6. Gain knowledge about safety and security at sites where ORVs are operated 7. Gain understanding of the financial costs and revenue capacity of an ORV event 8. Understand the potential financial impact of the proposed ORV park 9. Get input on potential future design of an ORV park Purpose of Report The measureable outcomes provided the guidelines for data collection and analysis. The purpose of the report will be to summarize the data resulting from the November 1 Gully Run II event and compare it with the results of the first event that occurred on August 9. Data collected will include survey results, financial actuals, and staff observations. This report will summarize this date and integrates it with existing data, i.e. statewide surveys, event plans, and budgets. Analysis of these data will help us to identify both new knowledge and knowledge gaps about target markets and identify lessons learned regarding operational practices and financial management. 118 Dixie Gully Run 11— Projected Outcomes Page 2 Marketing Strategy Unlike Dixie Gully Run 1, this second event (November 1) will be open to the public. The first event had a targeted, invitation -only guest list, whereas the second event will be open to anyone with a MDNR ORV sticker (on their full size 4x4 or side by side vehicle only). Therefore, the marketing strategy for the Dixie Gully Run 11 will be more robust to reach further into the community and draw a wider audience. Social media will play a large role in marketing Dixie Gully Run IL The event will be publicized on the Oakland County Parks and Recreation Facebook page a minimum of 2 times. Staff will also work with user groups, parts & service businesses and dealerships to have the event publicized on their Facebook pages. Through the development of the first event, staff has developed relationships with a number of local companies interested in helping promote ORV recreation in Oakland County. Staff will also develop a flyer and poster for the event to be distributed to local businesses, both ORV based businesses as well as those businesses near the site that may benefit from the event. Through working with Groveland Township, staff has developed relationships with several businesses in the immediate vicinity of the event site who have expressed interest in helping promote and support an ORV park and/or special events. OCPR will also utilize our a -blast system to e-mail the event information to our constituents. Projected Event Budget A significant expenditure for the first event was the development of the site. This cost will not apply to the second event as the site is already built. Additionally, much of the event expense included staff time to facilitate development of the site, as well as the acquisition of fencing, stakes, signage, etc. that will all be re -used for the second event. There is also the potential to have more vehicles participate than at the first event by having two different time slots within the day, therefore vehicle revenue may be higher for the second event. OCPR will also not be providing lunch as part of vehicle registration for the second event, but rather will have a food -for -purchase option at the event. Proposed Budget - November 1 ORV Event Revenue Sponsorships $ 9,000 Vendor Fees $ 400 Vehicle Registrations $ 5,000 TOTAL $ 14,400 _Expense Event Expense $ 15,000 Insurance $ 5,000 TOTAL $ 20,000 NET INCOME $ (5,600) 119 &ill;1Rk 01pike11J01h/ �1111'k�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Donna Folland, Senior Planner Submitted: August 28, 2014 Subject: Master Planning / Public Engagement Update INTRODUCTION AND HISTORY A, AGENDA ITEM NO. 10 E BS&D The foundation for OCPRC's master planning and public engagement strategy is provided by the Park Master Planning 6-Phase Process and the OCPRC Public Engagement Philosophy developed in coordination with the Executive Committee on March 26 and reviewed and accepted by the Parks Commission on April 2, 2014. This presentation to the Parks Commission has two purposes: ■ Provide an update on the work plan for master planning and public engagement and a projected timeline for continued progress. ■ Provide an inventory of the public engagement strategies that are in use or planned and the status of each. Specific attention will be paid to the selection and engagement of target audiences. The following document was reviewed with the Executive Committee on August 19, 2014, and is attached: ■ Comparison of public engagement tools An updated planning forecast will be provided at the Commission meeting as a power point slide. Hard copies of the Park Master Planning process will be provided at the Commission meeting for reference. Development of the master planning process has been a collaborative process engaging staff, Parks Commission and consultants. With this presentation, staff requests the continued engagement of the Parks Commission in developing and improving the process. 120 COMPARISON OF SURVEY INSTRUMENTS Reviewed by DF with Executive Committee —August 19, 2014 Purpose Questions survey is intended to answer Ask Commissioners for additional input Method Countywide Survey I Targeted Surveys Determine countywide recreational Among specific populations: determine use, trends and barriers'(new)—more need, perceptions, barriers, resource comprehensive than previous Leisure Vopportunities Vision survey GF: "what would motivate the survey taker to visit and use our facilities more often (or at all)" UMF: "What barriers prevent survey taker from using our facilities?" Telephone Survey - Once every five years Random sample based on population of Data county. Currently most straightforward way to obtain a representative sample (snapshot of the county). Statistics Statistically valid Design Implementation GF: "what would motivate the survey taker to visit and use our facilities more often (or at all)" UMF: "What facilities/amenities would draw this potential user group to our facility?" Contact development followed by online survey — Multiple surveys. Frequency — as often as needed and as feasible. Targeted distribution — NOT Park Specific. Tailored to specific target groups: ■ Businesses (2 approaches to business — do they need company functions and do they need parks as amenities for employees) ■ CVTs ■ Recreational User Groups (i.e. cyclists) Start with the populations we can reach now. Expand as we build our contact database NOT statistically valid UM-F with OCPR staff/Commission input UM-F with OCPR staff/Commission input RFP for contractor Not related to PMP Phasing. Forms Timeframe baseline for strategic and recreation planning. Five-year, cycle related to Rec Plan development 1 Examples of barriers: Distance, cost, features, knowledge, time OCPR staff Not related to PMP Phasing. Will be incorporated into Concept Development 121 Purpose Questions survey is intended to answer Ask Commissioners for additional input Method Data Statistics Design Implementation Timeframe PARK SPECIFIC Park User Intercept Surveys I Online Park Master Planning Survey Among users of a specific park: Opportunity for public comment on draft determine use, need, perceptions, vision and concepts. Available to people who demographic profile of users — needed in do NOT use the park — asks questions about order to expand existing user population barriers DF: "What do we know about the current user population that we can use to expand the existing user population" GF: "what would motivate the survey taker to visit and use our facilities more often (or at all)" UMF: "Do proposed changes/improvements reflect what you want in this park?" UMF: "Do proposed improvements motivate you to use the park?" Paper and pencil surveys —generally four Contact development followed by online weeks of data collection. survey — generally four week survey period or longer. Targeted to park users — park specific. Target number of surveys based on annual park visitor numbers. Statistically valid OCPR staff OCPR staff — summer business assistants Distribution to general public (media) and to general park email lists Targeted distribution - Park Specific: ■ Individuals who have expressed interest in the park, its facilities, or recreational opportunities ■ Businesses (2 approaches to business — do they need company functions and do they need parks as amenities for employees) ■ CVTs ■ Recreational User Groups (i.e. cyclists) Start with the populations we can reach now. Expand as we build our contact database NOT statistically valid OCPR staff with UM-F assistance OCPR staff Phase II — Inventory and Analysis phase — Phase IV —After Commission acceptance of Before Concept Development draft Vision and Concepts and Before Concept Refinement 122 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer James C. Dunleavy, Chief of Parks Operations— North District Tom Hughes, Chief of Parks Operations— South District Submitted: August 28, 2014 Subject: Ice and Water Vending Machine INTRODUCTION AND HISTORY AGENDA ITEM NO. 10 F PARK OPERATIONS The Oakland County Parks Operations staff was awarded funds from our internal Green Fund to purchase two Ice and Water vending machines. The Green Fund was developed to encourage innovative "green" initiatives for park facilities and programs. The fund was developed by the Executive Officer on a recommendation by the Green Fund Team as a way to generate creative green projects to lesson OCPR's impact on the environment. The Ice and Water vending machines would be installed at Addison Oaks and Groveland Oaks campgrounds. The machines would provide bags of ice and filtered water for a fee to our visitors. The machines would produce the ice on demand 24/7 which would improve customer service for our visitors. With the ice being available 24/7 other parks have seen an increase of 20% - 50% in their ice sales. We could have a reduction in our electrical consumption by 50% - 60% with the new machines compared to the freezers that are currently used to store the bags of ice that we are purchasing and reselling to our visitors. The machines would also prevent the loss of inventory through product waste and theft. With the ice machines we would not have to pay for the ice we are selling to our visitors. The staff time involved with maintaining the machines is 1/2 hour a week for routine maintenance and 2 hours in the spring and fall for start-up and shut down of the machines. The machines would improve customer service by making ice available 24/7 for our visitors to purchase. With the water and ice machines we would not need to purchase the ice we are selling which will increase revenues at each park. Because of the hard water we have at both parks some campers do not drink our water. The machines would give the campers the opportunity to fill water containers at the park instead of going to the local store. The machines reduce electrical use by 50% - 70% over the freezers we are currently using. Safety for our visitors would also improve by not having the large delivery trucks driving through the park. Currently we generate about $3,500.00 in ice sales at ADD and $5,500.00 in sales at GRV. With the 20% increase in sales other parks have seen from the 24/7 availability and the sales of filtered water I feel the revenues at ADD will increase to $4,500.00 and at GRV they will increase to $7,000.00 a year. It will take about seven years to recover the cost of the machines. The machines would also increase customer service and reduce the electrical costs to provide ice for our visitors. It is difficult to put a ROI on increased safety for our visitors and the improved customer service we would see from the machines being installed at the campgrounds. 123 Page 2 The Akoona / Ekoice vending machine offers a one-year parts and labor warranty. The Scotsman, the leading manufacturer of ice making equipment (the ice making portion of the machine), comes standard with a 3-year/36-month parts and labor warranty and 60 month limited parts warranty per standard Scotsman warranty. The machines will also come with 5000 bags each, a new filter package, UV light kit, and cold water kit. Oakland County Purchasing received only one bid through the MITN bidding process. Details on the one bid received are as follows: Icy Placements /Ekoice 6250 6`h Avenue St. Petersburg, Florida Bid Amount: $27,425 each Total Bid Amount for 2 machines: $54,850 ATTACHMENTS - Picture of proposed Ice and Water Vending Machine STAFF RECOMMENDATION Staff recommends approval of the purchase of two (2) Akoona/Ekoice water and ice vending machines for $27,425 each for a total of $54,850 from Icy Placements /Ekoice from St. Petersburg, Florida. Funds have been allocated in the Internal Green Fund Budget for this purchase and staff is requesting a budget transfer from Amount Available for Capital Improvement and Capital Equipment account to Capital Equipment to make this purchase. MOTION Move to approve the purchase of two (2) Akoona/Ekoice water and ice vending machines from Icy Placements of St. Petersburg, Florida for $27,425 each for a total amount not to exceed $54,850; and transfer $54,850 from the Amount Available for Capital Improvement and Capital Equipment account to Capital Equipment for this purchase. 124 AK27 Ice and Water Vending Machine 125 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 AGENDA ITEM NO. 10 GA 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: August 13, 2014 Subject: CONSTRUCTION APPROVAL— Addison Oaks — Campground Pull Through Sites and Concrete Pads EXECUTIVE SUMMARY This agenda item is for a construction contract approval for the Addison Oaks Section "A" Campground Pull Through Sites and Concrete Pads projects. Staff is recommending a construction contract award to The George W. Auch Company, in the amount of $227,897 and approval for a total project cost of $248,167. This approval includes a $15,000 construction contingency amount. 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: Visiting Oakland County Parks and Recreation Sites — Addison Oaks is the second most visited park: The Oakland County parks and recreation sites visited by the highest percentage of households during the past 12 months are: Independence Oaks Park (17%), Addison Oaks Park (12%), Waterford Oaks Water Park (11 %), Glen Oaks Golf Course (10%), and Red Oaks Water Park (10%). (2010 Community Survey Executive Summary Report, Page ii) b) Charts and Graphs — 8% of respondents indicated they had used or visited OCPR overnight camping facilities over the past 12 months. (2010 Community Survey Executive Summary Report, Page 3) 3. Five -Year Recreation Master Plan 2013-2017 (Refer to attached relevant pages) a) Objective 2.2: Planned Capital Improvement and Major Maintenance Projects 1. Implement capital improvement and major maintenance projects that have been identified in the park master planning process or in capital project/major maintenance forecasts and pursuant to the results of the facility planning process. (Recreation Plan 2013-2017, Chapter 9: Page 13) 4. DRAFT Park Vision and Facility Concepts (Master Plan) a) The Addison Oaks DRAFT Park Vision and Facility Concepts was reviewed by the Parks Commission on May 7, 2014. b) Scheduled for completion in 2014-2015 c) Facility Concept J1: RV Campsite Improvements: In areas A and B, replacement of gravel with concrete pads to provide better stabilization for RVs is underway. Also underway is the provision of pull -through sites in Area A to increase convenience to campers and reduce damage from backing up big RV rigs. Pull - through sites will be considered "premium sites" and will rent for a higher rate. Consider providing paved entrance roads into the campground areas to further improve customer service for RV users and to eliminate maintenance costs from grading and dust control. d) Public Engagement: Over 50% of respondents to the 2013 User -Intercept Survey were campers at Addison Oaks. When asked of visitors what amenities and/or facilities brought them to Addison Oaks, the 126 Page 2 responses included: "Modern Camping" (53%), "Campground Recreation Programs" (39%), "Campgrounds — Rustic" (23%), "Camp — Cabins" (15%), and "Camp — Group Sites" (15%). . Capital/Maintenance Management Plan (FY2014) a) Budget History: ADD— ADD — Campground Pull Campground Fiscal Year Through Sites Concrete Pads Identified FY2014 Identified FY2014 Comments 2014 $50,000 $0 FY2014 Forecast included $223,500 for Concrete pads in FY2015 2015 $85,000 1 $150,000 1 FY2015 Budget: a. Addison Oaks Campground — • Section A Pull Through Sites - $85,000 • Original FY2014 Budget of $50,000 was based on a single gravel road through the middle of the existing campground loop. Upon conceptual design verification, an interior loop was required therefore increasing the length of gravel road. • This increase length resulted in approximately $85,000 in construction costs without the design engineering fees of approximately $14,800. Therefore staff postponed the installation of the road until FY2015, to be completed in conjunction with the installation of the Concrete Camping Pads. b. Section A Concrete Pads - $150,000 PROJECT OVERVIEW 1. ADD Campground Pull Through Site and Concrete Pad (Need): a) Design & Construction Purpose: 1. Increase rental occupancy for ADD Campground Section A 2. Increase the number of sites at ADD that currently have concrete pads 3. Demand for pull through sites based on user comments and surveys conducted. b) Design & Construction Considerations: 1. Provide interior pull through sites for 17 of the total 38 sites in Campground Section A 2. Provide concrete pads for interior sites in Campground Section A 3. Removal and replacement of trees within the route of the circular pull through road and extensions c) Design Program Elements: 1. 2555 square yards of 15'wide aggregate roadway and extensions to campground sites 2. 17 campground sites with 997 square feet of 8" concrete pad 3. Tree removal and replacement 4. Site Grading and Earthwork 5. Landscape and Restoration 2. Design/Engineering Consultants & Construction Managers a) Prime Design Consultants — Giffels Webster Engineers b) Construction Manager— George W. Auch Company 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) Conceptual Approval: June 4th OCPRC Commission Meeting • Conceptual Total Project Cost: $248,167.00 4. Funding considerations a) N/A 5. Project Timeline: a) Conceptual Approval June 4th 2014 OCPRC Commission Meeting b) Bidding & Procurement July/August 2014 c) Construction Award September 3rd 2014 OCPRC Commission Meeting 127 Page 3 d) Construction Start October 20th 2014 e) Construction End May 15" 2015 6. Fiscal Considerations: a) Revenue: 1. Pull through Site Rental increase: $5.00 per day per site a. Total Fiscal Year revenue increase opportunity: $9,350 b) Expenditures: • No change in expenditures is expected at this time. c) Anticipated Annual Depreciation (beginning in FY2015): 1, Road and Hardscape (concrete), (Park Improvement 15 years) $16,533 d) Life -cycle of Facility 1. Road and Hardscape (concrete) 20-25 years e) Cost Recovery Goals — Campground Section A 1. Service Category Goal Customer Service - Increased Revenue Generation 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: $227,897,00 b) Tree Transplant (Complete) $5,470.00 c) Survey/Design/Engineering: $14,800.00 d) Total Project Costs: $248,167.00 ATTACHMENTS 1. Attachment A — Strategic Plan (relevant pages) 2. Attachment B — Five -Year Recreation Master Plan (relevant pages) 3. Attachment C — Park Vision and Facility Concepts 2013-2017 (relevant pages) 4. Attachment D — Park Map 5. Attachment E — Zip Code Map 6, Attachment F - Photos 7. Attachment G — Project Site Plan 8. Attachment H — Construction Recommendation Breakdown STAFF RECOMMENDATION Staff recommends awarding a construction contract to the George W. Auch Company for the Addison Oaks Pull Through Sites and Concrete Pads project for the not to exceed amount of $227,897.00 Additionally, staff recommends approval of a total project cost of $248,167.00. MOTION Move to award a construction contract to the George W. Auch Company for the Addison Oaks Pull Through Sites and Concrete Pads project for an amount not to exceed $227,897.00; and to approve the total project cost of $248,167.00. 128 Parks and Recreation Strategic Plan 11.2.1 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." i sumrl�ii 3 • 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 1.2.2 RECREATION FACILITIES "Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages." pros., . consulting 129 OAKLANDOakland 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." • Develop an asset management plan for infrastructure maintenance and improvements based on updating a minimum of 4-5% of the system annually • Develop a revenue and operational management strategy for decreased participation for all facilities and programs • Develop a business plan for every current and future park, golf course, or attraction in the system • Remove unproductive facilities and resources • Establish a data management system to enable staff to facilitate decision making on recreation programs and services to create a lifelong customer • Develop a marketing strategy to maximize the use of facilities, programs, and services that enhance the awareness, use and revenue • Define the future role of the nature centers • Analyze all facility management contracts/leases through effective costing assessment, capital improvements required and measurable outcomes to maximize revenue return • Establish a Partnership Policy that enhances relationships with schools; cities, villages, and townships; private, non-profit organizations; and other government agencies • Develop a trail plan for each park that provides a combination of trail types • Establish an ADA compliance plan for parks and golf courses • Enhance all facility rentals and reservations to create higher levels of use and value to users 1.2.3 RECREATION PROGRAMS AND SERVICES "Our vision is to develop the following core recreation services in the most productive and efficient manner. These include the following; Natural Resource Education and Interpretive Programs, Outdoor Adventure Programs, Fitness and Wellness, Active Adults for older populations, Youth oriented programs and camps, Facility Rentals and Reservations, Special Events, Family Programs, Therapeutic Recreation Programs, Volunteer Services, Golf Programs and Services, and Aquatics." 11.2.3.1 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 4 130 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. F,AKLAND lj1ffdwliI'M Chapter 9: Strategic Action Plan — Page 13 131 Chapter 7: Facility Concepts Camping and Cabins' J1 RV Campsite Improvements In Areas A and B, replacement of gravel with concrete pads to provide better stabilization for RVs is underway. Also underway is the provision of pull -through sites in Area A to increase convenience to campers and reduce damage from backing up big RV rigs. Pull -through sites will be considered "premium sites" and will rent for a higher rate. Consider providing paved entrance roads into the campground areas to further improve customer service for RV users and to eliminate maintenance costs from grading and dust control. J2 Area D Restrooms Design and construct modern restroom/shower building in Area D in response to park user demand and to meet accessibility requirements. Limitations due to wooded area and the capacity of existing Sewage Lagoon need to be considered. J3 Campground Play Areas Create an overall design for campground play areas. Include evaluation of the need for replacement/improvement of existing playground and the need for additional play areas — potentially an additional playground for younger children and playing courts for youths and adults. J4 Campground Dog Run Determine the feasibility of installing two dog runs (large dog and small dog runs) for the convenience of campers. Total size of dog runs should be under 2 acres. Water features, additional parking or facilities are not required. See also D3 —Campground Loop Lake George Road Area,,) K1 Proposed Four Season Group Camping Facility Consider the development of a four -season group camping facility. Conduct studies to determine community need, target markets, optimal location and design elements for a four -season group camping facility. Design the facility to meet the needs of scouting and other youth organizations as a primary target market, but with some flexibility to accommodate use by other formal or informal groups. Lake George Fields - Establish a reservation system for groups to access the fields for radio -controlled airplane flying and astronomy use. This will enable additional groups in addition to current user groups to reserve fields. See Operating Practices. April 23, 2014 DRAFT Addison Oaks Park Master Planning Document Page 7.13 132 Accessibility None of the facilities in the Recreation and Entertainment Area were found to be accessible during the accessibility assessment. As the area is developed, all facilities should be constructed to meet or exceed standards. The modification of the Buhl Lake Trail to meet standards for an access route will require that the running slope be no more than 5 percent. However, creating a more even -surfaced trail will allow people with mobility limitations to move more easily and safely throughout the park without the use of a motorized vehicle or having to use the roadway. Camping and Cabins Public Engagement In the 2010 Community Survey, 8% of the households surveyed in Oakland County reported that they made use of the camping facilities at Oakland County Parks in the last 12 months (OCPRC d, 2013). In a survey conducted by the Huron -Clinton Metropark Authority (HCMA), 8.9% of Oakland County respondents and 7.4% of respondents from the wider HCMA service region indicated that they typically participated in camping as an outdoor activity at any location. According to the SCORP Outdoor Recreation Telephone Survey, 24% of participants indicated that they engaged in camping as an outdoor recreational activity, with 27% of those respondents willing to travel up to 2 hours away (Public Sector Consultants, 2012). Over 50% of respondents to the 2013 User -Intercept Survey were campers at Addison Oaks. When asked visitors what amenities and/or facilities brought them to Addison Oaks, the responses included: "Modern Camping" (53%), "Campground Recreation Programs" (39%), "Campgrounds— Rustic" (23%), "Camp —Cabins" (15%) and Camp — Group Sites (15%). A number of comments were received from the 2013 User -Intercept Survey regarding campgrounds and the lack of sewers available for campers, campers also desired more shade trees, dry firewood, improved showers, and an activity pavilion. Bathrooms were another common area that received comments. Upgrades were requested to install modern bathrooms throughout the campground areas, improve cleanliness and repair things such as broken lights and missing stall doors. National Trends Participants in outdoor recreation made 1.4 billion more outings in 2011 than in 2010 (Outdoor Foundation 2012, 4). While 9 million individuals chose to stop participating in outdoor recreation in 2011, 13 million individuals were new or returning participants to outdoor recreation, for an overall growth of 6.8% (Outdoor Foundation 2012, 6). Specific to camping, 15% of all Americans aged 6 or older went camping in 2011, for a total 42.5 million participants, up from 39.9 million in 2010. Twenty percent of youths aged 6 to 17 years old participated in camping, for a total of 10.3 million participants (Outdoor Foundation, 2013). Accessibility The Addison Oaks Accessibility Assessment identified a number of issues within the campground and cabins, including providing the required minimum number of accessible camping units. Based on the number and types of camping opportunities at Addison Oaks, federal guidelines recommend a minimum of seven modern, three rustic, and two group campsites and two cabins be made fully accessible when campsites and cabins are altered. Both yurts and their grounds should be fully accessible. Certain campsites and cabins are currently identified as accessible, but do not necessarily meet accessibility guidelines regarding surface maintenance, trip hazards, and the positioning of door handles, mirrors, handrails and other features. Minimal accessibility issues were found in restroom A, such as the need for pull handles and self - closing hinges on stall doors and relocating protruding objects such as the fire extinguisher boxes. The sanitation station at restroom A should be made accessible when it is replaced or altered. Restroom C requires more significant modifications to the sink area, shower stalls, and toilet stalls to become fully compliant. The restrooms April 23, 2014 DRAFT Addison Oaks Park Master Planning Document Page 7.20 133 �AKLAND �w _ Addison Oaks County Park 1480 W. Romeo Rd. Leonard, MI 48367 IrOakland County Parks & Recreation 2800 Watkins Lake Road O ;x Waterford, MI 48328 Map cmeted on 10131M Daniel Stencil 'Th. Infdrmetldn pmvlded herewllh he. been compiled from recorded deed., plot., tax mop., used ea anndootUhsoor nostlould wnouRtlha lnfolmetlon reource. mentioned eb,v, Mon dtlnttlon.nd.eN quee Legend 7-Lakeview Pavilion 8-Gazebo 9-Restroom/Shower Facility 10-Pavilion 11-Playground 12-Restroom/Shower Facility 0 AO Buhl Lake Loop Trail Equestrian/Hike/Ski Hike/Bike/Ski Hike/Bike/Ski/Equestrian Mountain Bike Service Drive Shared - Equ/ Bike Shared - Hike/ Bike 1 487.5 975 1,950 Feet 134 Brand Blase -Village of x - Village Baines Muody Grand Diane Goodrich Ho"e Metamoro t of eh t Towrahip _I Tawmhip TownsMF Atlas T_-h Township 74p Ad16- J Township • •I • • • • •' • • • • Vilkge of • -Argentiae pwbn • Village of Leonard • T sKlp Township � • Holly bho Ortonville Oa Brandon rford Addl'aeo • City of iL4 • •— Township Townswhiphip Township Township 7 • • Linden l- Village city of • • Village of Oxford • • Fenton • of Holly • Village of • • Lake Orion • Deerfield • Independence • Township Tyrone Rose Sprin Township Orion Oakland • Township �• .. ♦ Township Township City of Township T-F-hip Village of Clarkston • Ti • City of Lake - J • _r ? Angelus City of Auburn • Cit• — • och t Rochester* Oceola Township j Mar land Highland r' Wh to Lake Hills Wata�d • City of Township • i Township T�shlp T-Oft ,'eky of . Rochester • l • �` Pontiac Hills �] an • C� of • • logo of city Kew- • • = Milford r of Orchard HQAOr' �Ip_enaa Township Brighten : Milford eomm Tewnshlp i Bloomfield City of ` Township Bloomfield City C, f • Township 7awnship j Village of West Hills • • ti Wolverine - r Bloomfield • City of, �'-• • Lake Township City of • Brighton ;�'City of City oft Wailed Lake l Birmingham (City of 1 Wixom -- Village of-- Village— Beverly clawsoA City Of* Franklin Village of City of t, of -.Bingham (Hills Madison City Height Hamburg J • I Farm an Farms Hi II City of I of City of Royal Oak Township Breen Oqk Iron it s,1 Lathrup Berkley • Township wity of Toentso p of N City of Village- • *South Lyon �a Novi City -of Soul eld •• City of ±�'- : L Talsnship Farmington City of H t I Oak Park Ferndok P - •••••••• ••••• f••-•••�••••••••1 ••••••♦•1•-•�••9&- I SalemNorthville Bruce Township OAKLAND Township �,COUNTY PARKS madill township Village of Romeo l Ray Township Wasid" Township Macomb -Qwmgir Shelby Township city of Utica Clinton City of Township Sterling Heights City of Fraser City of Warren "City of Center I une- Webster Northfield Township Northville city of Radford City City -of Timer, blr Tewyship Township Pyr "th Uwnin Townsl5p ofl'�tgMond FOB T&A,us iiv -- 9rk c =of 6n into City: of Harper )#oods Addison Oaks Campground Sales by Zip Code 2013 Season 1 - 33 34 -103 104 - 234 235 - 840 M 841 - 1443 5% of 13,553 sales are not represented due to inaccurate or Incomplete zip code data 7% 12,820 of sales are not represented due to out-of-state zip code data 1 inch = 4 miles Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.Destination0akiand.com 135 ' �,���� � � �. .. _ � r _ �- - � � ,.��, � "y - � � '� i I1 ' ���.�. �', r •� �: r� eL`I.� LI r- GRADING NOTES: S m L -_ ,\ 1. STRIP 12- OF EXISTING MATERIAL (TOPSOILAGG. g'(�� v (�('"'{^ 9; AND NDIVIDUAL DRIVES TOEGATE) FOR ETHE R.VSPADS. DRIVE W2bSt21 MATCH EXISTING GRADES. EnPnoac 2. EXISTING TOPSOIL MATERIAL SHALL BE BuvMac TRANSPORTED TO A LOCATION ON -BITE 'I."" (WITH -IN ADDISON OAKS PARKS) PER THE OCPRDIRECTION. EXISTING UNACCEPTABLE lnna:�agrrhllodc MATERIAL SHALL BE HAULED OFF -SITE AND Emlrmmonld Spmd;t; O '•� --- - DISPOSED OF BY THE CONTRACTOR. 3. COMPACTEASTINGSUBGRADET095% 1025ENadoRmtl - M ODIFIED PROCTOR. Sunolm 4, INSTALLI2"OF22AU ESTONEAGGREGATE &rmnBrnm,MI4N- �yy� -- - SURFAC E COARSE. COMPACT TO 95%MODIFIED p(24a)d52—D - PROCTOR. 1(2461 d52d312 - -- \ tff;• ' p 5. FINE GRADE ALL DISTURBED AREAS, PLACE ww.ptld:vt— _ fly! 3" OFTOPSOIL. SEED AND MULCH. EEO 1 SA.R Mn go SA R. N Tc O \ J —pa J.LS,/SAP ..My Cadrtl S.A.R. r, \ Sod an 23 TG t • � \ TbN R11-E REMOVE EXISTING va••••4w•I R.V. PAD AND \ . RESTORE WITH Top OIL, SEED CD / ANDM ULCH <: 41 .,• , .. - 4J . " w` - LOW POINT INLET FILTER �--� - TRANSPLANTED BY _ SILT FENCE a OL u ----- b: ` Gy/l •`. 4s — (� _ I�, NGTHE OCPR(TYP) AREA , I j� d_ d t� A' *' D - _ TD W . D Ll. G : ^ OA PARKS AND IRECREATION COMMISSION 280D WLAKE ROAD -- -- - _ SCALE: 1'=20' WATE—REP(ORD. MI4atae SITE PLAN r -- LEGEND: RELOCATE THEE (BY OCPR) ADDISON OAKS PULLTHROUGH WCONCRETE PAD PARKING PROJECT ' \ � g0D150N i0WNSMIP NOTE: AG GREGATESURFACE, OAK—D— "-'` CSE, 12"(22A LIMESTONE) MICHCAN IFTHE OCPR APPROVES THE ALTERNATE BID FOR THE EXTERIOR CONCRETE PADS, THEY SHALL BE PLACED TO MATCH EXISTING REMOVE R.V. PAD pnlo 99.05 A13 GRADE AND PROVIDE POSITIVE DRAINAGE, Smlo C ^� SILT FENCE SMoI V! PrgoG 1691A 4I x x�x Tc PR. TOP OF CONCRETE PAD 137 George W. Auch Company General Contractors/Construction Managers 735 S. Paddock Street Pontiac, Michigan 48341-3241 (248) 334-2000 Fax: 334-3404 www,auchconstruction.com AUCH SINCE 1908 August 12, 2014 Mr. Michael Donnellon Oakland County Parks & Recreation 2800 Watkins Lake Road Waterford, MI 48328 RE: Oakland County Parks & Recreation Addison Oaks Campground Section A Pull Through Sites GWA Project No. 8222 Dear Mr. Donnellon, We have completed a review of the bids received on August 4, 2014 for the above -referenced project and make recommendations for award of contracts per the attached schedule. The estimated total project budget for project is Two Hundred Twenty Seven Thousand, Eight Hundred Ninety -Seven ($227,897.00) Dollars. The budget includes subcontractor trades work, testing, permits, site management costs, allowances and contingency. (See attached Summary and breakdown.) Enclosed are the bid tabulation sheets, a subcontractor recommendation summary, along with a copy of the project bid/budget. If you have any questions, please do not hesitate to contact me. Respectfully, GEORGE W. AUCH COMPANY Danielle R. Nokielski Assistant Project Manager Enclosures CC: Zack Crane, OPCR Scott Ringler, Giffels Webster Jim Munchiando, George W. Auch Co. Over a Century of Building Trust 138 Addison Oaks Campground Section A Pull -Through Sites PROPOSALS RECEIVED: August 4, 2014 at 12:ODpm Bid Recommendation DIVISION 2 Proposal 2.1: Earthwork Sedient Construction 2573 Lerch Rochester Hills, MI 48309 Phone: (248) E53.0010 Fax: (248) 8SM289 Contact: Jeff Sedlent DIVISION 2 Proposal 2.2: Concrete FlatworklPaving McCarthy Construction 1033 Rig Street Commerce, MI 48390 Phone: (248) 889-0700 Fax: (248) 669-0809 Contact: Mike McCarthy Oakland County Parks & Recreation Subcontractor Recommpn4ation Specification Add, Section Noted Subcontract for Building Construction '.Division 0: Bidding and Contract Requirements Division 1: General Requirements Specification Section 02230 Site Clearing Spedricalron Section 02Z30 Site Grading Specification Section 02370 Soil Erosion Control Specification Section 02630 Site Storm & Drainage Systems Specification Section 02710 Aggregate Base Course Specification Section 02715 Aggregate Material ,Specification Section 02919 Topsoil Specification Section 02920 Seeding Specification Section 02921 Fine Grading Specification Section 02924 Sodding Subcontract for Building Construction Division 0: Bidding and Contract Requirements Division 1: General Requirements Specification Section 02710 Aggregate Base Course Specification Section 02921 Fine Grading Specification Section 02770 Concrete Total of Subcontractor Recommendation: 1 S 1 5 Base Bid Afternate 11 ContraCtAward Amount I No, I Recommendation 103.700,00 S 39,360.00 S 103,700.00 NOT ACCEPTED 44,BB0A0 S 57,750.00 S 44,880.00 NOT ACCEPTED $ 148,500.00 Page 2 of 2 139 OAKLAND COUNTY PARKS & RECREATION PROJECT NAME: Addison Oaks Section A Pull Through Sites & Concrete Pads BIDS RECEIVED: August 4, 2014 @ 12:00 p.m. @ George W. Auch Company Offices AUCH PROJECT NO.: 8222 Company A.W. Excavating Bedient Construction Service Construction WCI Bid Tabulation Proposal 2.1 - Earthwork and Restoration WWI I L�C.7VGD La I JL i 11 Base 11 Alternate Add. Bid 11 Cert. E.O.S.11 ff. of 11 City Bid No.1 Noted Bond Check Comp Hadley $130,925.00 $35,511.00 1 x x x Rochester Hills $103,700.00 $39,360.00 1 x x x Southfield $175,648.00 $63,000.00 1 x x x Detroit $127,600.00 $63,200.00 1 x x x Comments 140 OAKLAND COUNTY PARKS & RECREATION PROJECT NAME: Addison Oaks BY: Section A Pull Through Sites & Concrete Pads /WITNESSED " BIDS RECEIVED: August 4, 2014 @ 12:00 p.m. �/�� @ George W. Auch Company Offices AUCH PROJECT NO.: 8222 Bid Tabulation Proposal 2.2 - Concrete Flatwork/Paving Base Alternate Combo. Add. Bid Cert. E.O.S. Aff. of Company City Bid No. 1 2.1 & 2.2 Noted Bond Check Comp. Comments Albanelli Cement Livonia $62,700.00 $86,700.00 x x x Hartwell Cement Oak Park $49,860.00 $68,135.00 x x x McCarthy Construction Commerce Twp. $44,880.00 $57,750.00 x x x WCI Contractors Detroit $79,200.00 $108,700.00 $206,800.00 1 x x x Gemelli Concrete Romeo $67,672.00 $90,715.00 x x x Brencal Contractors Warren $54,000.00 $71,000.00 1 x x x 141 CONFIDENTIAL OAKLAND COUNTY PARK RECREATION ADDISON OAKS AUCH CAMPGROUND SECTION A PULL -THROUGH SITES Ov,,rr a Ce nlury of 9uiloinri Trust PROJECT BID/BUDGET SUMMARY Base Bid Alternate No. 1 Recommendation 2.1: Earthwork $ 103,700.00 $ 39,360.00 $ 103,700.00 2.2: Concrete Paving $ 44,880.00 $ 57,750.00 $ 44,880.00 Site Restoration Allowance $ 5,000.00 $ 5,000.00 $ 153,580.00 $ 97,110.00 $ 153,580.00 Testing $ 4,000.00 $ 4,000.00 Permits $ - $ - General Conditions $ 42,403.00 $ 42,403.00 Contingency $ 14,998.73 $ 9,711.00 $ 14,999.00 CM Fee $ 8,765.31 $ 4,272.84 $ 8,765.00 OCP $ 760.00 $ 760.00 GL $ 1,133.82 $ 555.47 $ 1,134.00 Performance Bond $ 2,256.41 $ 1,116.49 $ 2,256.00 TOTALS $ 227,897.26 $ 112,765.80 1 $ 227,897 11 IIRECOMMENDATION $ 227,89711 142 V�IilAN.IN1111400101a4JkI;i►fib OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 AGENDA ITEM NO. 10 G-2 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development; Zach Crane, Project Manager Submitted: August 13, 2014 Subject: CONSTRUCTION APPROVAL— Glen Oaks, Springfield Oaks and White Lake Oaks Golf Course Irrigation Replacement Project EXECUTIVE SUMMARY This agenda item is for construction approval of the Irrigation replacement projects for Glen Oaks, Springfield Oaks and White Lake Oaks Golf Courses. Staff is recommending awarding a construction contract to Marc Dutton Irrigation Inc. for the not to exceed amount of $327,576.00 with a total project cost of $404,714.00, This total project cost includes a 10% construction contingency and a 5% owner contingency. PLANNING OVERVIEW 1. Strategic Plan (2008) (Refer to attached relevant pages) a) 122 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 buildings/shelters/nlavorounds (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 2.22: Glen Oaks/Irrigation System Design c) Action 2.2,DDDD, Springfield Oaks/Irrigation System Design 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 143 Page 2 5. Capital/Maintenance Management Plan (FY2014) a) Budget History: ig i _ _ g GLG - Irrigation SPG - Irrigation WLG - Irrigation GL(3 Irri anon Irri anon � 1NLG - Irrigation System System System System System System ., Replacement Replacement Replacement Replacement Replacement Replacement Fiscal Year Construction Construction Construction Design Design Design Identified FY2013 Identified FY2013 Identified FY2013 , Identified FY2013 Identified FY2013 I identified FY2014 2014 $150,000 $150,000 $150,000 $15,000 $15,000 ( $0 2014 $150,000 $150,000 $150,000 $10,000'% _ $10,060 $16'000 1. FY2014 Budget: a, Glen Oaks Golf Course — • Irrigation System Replacement — Design $10,000 • Irrigation System Replacement — Construction $150,000 b. Springfield Oaks Golf Course — • Irrigation System Replacement — Design $10,000 • Irrigation System Replacement —Construction $150,000 c. White Lake Oaks Golf Course • Irrigation System Replacement — Design $10,000 • Irrigation System Replacement — Construction $150,000 TOTAL PHASE ONE BUDGET: $480,000 PROJECT OVERVIEW 1. GLG,SPG and WLG Golf Course Irrigation Replacement (Need): a) Design & Construction Purpose: 1. Identify Reconfiguration and replacement opportunities of existing 30+ year old irrigation systems at each of the three identified golf courses. 2. Address the high priority replacement needs and address those in the phase one replacement plan b) Design & Construction Considerations: a. Identify potential maintenance and Operation efficiencies b. Identify upgrades and updates for irrigation software and hardware C. Opportunities to standardize all OCPRC Golf Course Irrigation systems in an effort to streamline operations and maintenance across OCPRC. Cl. Review coordination opportunities with future master plan schedules c) Design Program Elements: 1. The following items have been identified as part of the Phase One Golf Course Irrigation Improvements; a, GLG — Upgrades to control system software and hardware • Installation of 9 new station satellites • Installation of satellite cabinet and pedestal • Utility connectivity for electrical and communication cable b. SPG — Upgrades to mainline pipe, isolation valves and software/hardware upgrades • Replace/install approximately 5200 LF of mainline pipe of various size from pump station to various golf course holes • Replace approximately 23 isolation valves of various size • Install interface at pump control panel to enable off -site monitoring of pump operations, C. WLG — Upgrades to mainline pipe and isolation valves • Replace/install approximately 7100 LF of mainline pipe of various size from pump station to various golf course holes • Replace approximately 35 isolation valves of various size • Replace approximately 97 sprinkler heads of various size 144 Page 3 2, Design/Engineering Consultants a) Prime Design Consultants — Graber & Associates, LLC. (Irrigation Design Consultant) 3. Previous discussions/agenda dates a) Included in Budget Review Process as an Active or Pending Project since FY2013 b) Executive Officers Report Update: February 5th OCPRC Commission Meeting c) FY2014 CIP/MM Project Review/Update: February 191h OCPRC Commission Meeting d) Conceptual Approval: April 2"d 2014 OCPRC Commission Meeting 1, Conceptual approval total project cost: $420,452.00 4. Funding considerations a) N/A 5. Project Timeline; a) Construction Bidding & Procurement May/June 2014 b) Construction Contract Award September 3`d 2014 c) Construction Start October/November 2014 1. Coordination with Golf Course Operations required d) Construction End Spring 2015 Fiscal Considerations: a) Revenue: 1. Improved turf conditions due to better irrigation coverage and reduction in irrigation system downtime for repairs will improve revenue figures. b) Expenditures: 1. Staff is anticipating a decrease of 65-70% in materialllabor costs of current irrigation system repair and maintenance expenditures. a. Current annual repair/maintenance Costs • Glen Oaks: $18,200 • Springfield Oaks: $18,500 • White Lake Oaks: $17,500 c) Anticipated Annual Depreciation (beginning in FY2015): 1. Golf Course Irrigation, (15 years) $26,133 d) Life -cycle of Facility: 1. Golf Course Irrigation System Replacement 20-30 years e) Cost Recovery Goals — Golf Course Irrigation 1. Service Category Goal Customer Service - Efficiency/Operational Savings 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 With the help of the Oakland County Purchasing Department, the Irrigation Replacement Project bid was posted on the MITN website on July 7th 2014 with responses due August 5th 2014. The following two responses were received: 145 Page 4 ITEM NO, DESCRIPTION 1 COMPANY 1 BASE BID #1 - Glen Oaks Golf Course 2 BASE BID #2 - Springfield Oaks Golf Course 3 BASE BID #3 - White Lake Oaks Golf Course 4 ALTERNATE #3A - White Lake Oaks Golf Course TOTAL: 1. Project Costs: a) Construction Budget Breakdown: 1. GLG Base Bid #1: $80,945.00 2. SPG Base Bid #2: $91,489.00 3. WLG Base Bid #3: $84,642.00 4. WLG ALT #3A: $70,500.00 b) Design/Engineering: $28,000.00 c) Construction Contingency (10%) $32,75&00 d) Owner Contingency (5%) $16,380.00 e) Total Project Costs: $404,714.00 ATTACHMENTS Bidder #1 Bidder #2 Marc Dutton Progressive Irrigation Waterford, Irrigation White MI Lake, MI $80,940 00 $158,981.00 $91,489.00- $133,280.48 $84,642:00 ..: , $131,840.47 $70;50000' .':: ':' NIA $327576.0o $424,101.95 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 — Glen Oaks 6. Attachment F — Park Map — Springfield Oaks 7. Attachment G — Park Map — White Lake Oaks 8. Attachment H — Zip Code Map — Glen Oaks 9. Attachment I — Zip Code Map — Springfield Oaks 10. Attachment J — Zip Code Map — White Lake Oaks STAFF RECOMMENDATION Staff recommends awarding a contract to Marc Dutton Irrigation Inc. for the amount not to exceed $327,576.00 for the Irrigation Replacement Projects at Glen, Springfield and White Lake Oaks Golf Courses. Additionally, staff recommends a total project cost of $404,714.00 MOTION Move to approve the contract for the Irrigation Replacement Projects at Glen Oaks, Springfield Oaks and White Lake Oaks Golf Courses to Marc Dutton Irrigation Inc. for an amount not to exceed $327,576.00; and to approve the total project cost of $404,714.00 146 Parks and Recreation Strategic Plan I1.2.1 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." 11.2.1.1 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." I ? 1 1 j_(RAif=UIF._- • 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 1.2.2 RECREATION FACILITIES "Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages." 3 pros-..,.. consulting 147 KLANDOakland County Parks and Recreation Commission c NW P1A VJ 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." 11.2.2.2 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 11.2.3 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." 11.2.3.2 STRATMES- • Determine core recreation services and programs • Phase out non -core recreation services • Develop a four season approach to park programming 4 148 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 referto 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. F,AKLAND 1J ► WI VA ICM Chapter 9: Strategic Action Plan — Page 13 149 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 incorpordty 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 pnsitivc, impact on the attractiveness and value the City of Madison Heights offers to residents and businesses Page 12 QwAKLAND I1I1► i ffi v_I Ili IM 150 Park Master Planning Schedule Updated October 10, 2013 Donna Folland, Project Advisor—follanddPoakRov.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 151 IJ% 0MAKLAND Glen Oaks County Park 30500 Thirteen Mile Rd. Farmington Hills, MI 48334 Oakland County Parks & Recreation 2800 Watkins Lake Road 4 Daniel Stencil Waterford, MI 48328 — Executive Officer Map aeafed on 1 aCIMS 'Th. Information pmvlded herewith has been compiled from mmmed deeds, pint., tow map., .urv.y. end other public records it Is not a lonely rowrdod map orsurvey And I. not Intended to be u.etlu Arc, Users should rnn.uR the lnfonnetlon neumm mentioned above when qua.tlon. sties.' Legend Glen Oaks Golf Path Glen Oaks 1-Club House 2-Maintenance Building 3-Golf Course Restroom 4-Pump House 0 250 500 1,000 Fee 152 RAKLAND fill ► 16ya W I'M Springfield Oaks County Park 12451 Andersonville Rd. Davisburg, MI 48350 Oakland County Parks & Recreation 2800 Watkins Lake Road 4 Daniel Stencil Waterford, Ml48328 Executive Officer Map created on 10/3 7N8 � a o O 'The Infermetlon provided herewith has been mmplletl from recorded deeds, plats, tax maps, used ee one �UservgohoulE mrnoulttthe information meord,d map or sun,ey and Is not urroe. mentioned al,nm then qulnt,nd.d to be estions erlm. Siorindield Oaks 0-Activity Center 1-Poultry Bam 2-Miracle of Birth Barn 3-Rabbit Barn 4-Activities Pavilion 5-Livestock Barn 6-Oaks Barn 7-Ellis Barn 8-4H Horse Barn 9-Maintenance Building 10-Building E 11-Community Service Garden Greenhouse 12 12-Golf Course Clubhouse 0 400 800 1,600 Feet 153 CM)AKLAND White Lake Oaks County Park 991 Williams Lake Rd. White Lake, MI 48386 Oakland County Parks & Recreation 2800 Watkins Lake Road 4 Waterford, MI 48328 Map created on f0'31Na Daniel Stencil 'Tin Inrormtllon p-lded ho-ah he. been mmplled hom mmrded deed., plet., w mep., .ury y. end omen Public rewrdi It b not a lepely recorded mep... urvey end I. not lnWded to be used e.... U.ere.houldmn.ult theln(onned _rce. mentioned .bow Men que.tiem ehae: White Lake Oaks O-Golf Course Maintenance Building 1-Golf Course Clubhouse 2-Golf Course Restroom 3-Golf Course Restroom 4-Golf Course Maintenance Building 0 300 600 1,200 Feet 154 city of Grand Blanc _l-V(Ilage of L, ° i Village Gaines ( Mundy Township P Grand Blanc Goodrich Haldle Township Metamora Township Dryden Almont of Almont Township I _ Township _ Atlas Township Townshi 1 Township --� P Berlin Township • Village Village of Ji -Ao' hie Fent n Townshi P • of Orronville S Leonard • Township J Holly Groeland Brandon Oxford Addison Bruce Litt' of Linden r ri. • �__ Township Township P ! Township Township • Township • Township P • City of • Village Village of Oxford j� Armada township Fenton • of Holly -- Il Village • Hof Rdmeo Ray � Village of Lake ��4' • 'township Deerfield • rJ Independence Township Tyrone Rose Springfield Township Orion Oakland -Washington Township ♦ Township Townhip %" �� — itr a,, Township Tons l hlp i— Township 9 of Clarkston I' Imo' 1 , T — • City'of Lake — IAngelus City f OT I City of S Oceola Township j I • ♦ f Highland WhIiLake _ Auburn l Hills • wat,e 6" _ Rochester* Litt' of *_ Shelby artlond Township i Tawi}ship T:,,hip aO 'i� "^Ct I _ Rochester + Township of -- HillsMacomb Pontiac I City Township `LI • of Sylvan _ City ofa. ..._ . _ • Lake City of Utica • • Village of , 1Mllford City Keego of Orchard 1l14 oP` Bloomfield City of • •— �' Clinton • Comioerc� Lake City of • City of Township Township Brighten • Milford Township Township eka*rftdd Tloy_ -Sterling---_ Township Township Village West Hills Heights • ne Wolverine Wolverine Bloomfield • -- City of ' • Lake Township Clof Brighton �-' • r _J City of City ofI Walled Lake Birmingham • • Cry of f Wixom of Village- *'Prt�klin Village of Beverly h Clawson Clawson Litt' of* Madisoriq Fraser Hamburg 9 v0 • �� City, of /// of gip= Hills Fermi Farms Ci of ty City of City of Height City of Warren City ,. + \ 1L on Hi Lothrup Royal Oak Berkley • of Township Green Oak Township (City of y Towns city of Novi City of (Village City of • City of Rosenlle .� •South Novi Township Southfield Litt' of Farmington Pleasant City of I Ridge Litt' o Center , Line of :Lyon t ' P Oak R�gr�knI O Park*Q I sty in Eostpointc — ••••I0•i•fit••5���e••�•�••••••r�000•••i 00Gp®�•-I Cltyaf Webster Northfield Salem I Township P Northville City of Relrc-- LC(ty o-f City i ty Harper 'W�� Township Township i TownshipLivonia Plymouth Township I Detroit of Highland t Townshlp i cork _ MAKLAND COUNTY PARKS W in Glen Oaks Golf Sales by Zip Code 2013 Season 0 1 - 104 105 - 362 363 - 1021 1022 - 2618 2619 - 5061 V_ 14% of 30,212 sales are not represented due to inaccurate or incomplete zip code data 6% 25,972 of sales are not represented due to out-of-state zip code data 1 inch = 4 miles Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.Destination0akiand.com 155 —�'6111age of -- -- '-- - — —� ' of brand Blanc Village Gaines Mundpr Goodrich Hadley Actwoorp Dryden Almont of Almont TownshipGrand Blame TownshipAtlas TownshiP ToNmM� Township ownship Township Township • Village of Are-N- Fenton • Village of Leonard Ta1�fp Townshi p • Holly 6roveland Ortonville Brandon Oxford Addison City of • • Township Township Township Township Township Linden Village City of • of Oxford • • Village • Fenton • of Holly • Village of • • Lake 0- Do • Deerfield • Independence Township Tyrone we Township Orion = oiwn:' Township Township *TQwn51h1�eGntyafi Township crnshq £ • ge • of Clarkston • • 01y of Lake • •pRwt City of City of • Oceola • Auburn Hills Rochester* OAKLAND Berlin TownshipCOUNTY PARKS , Bruce Township �rmoda Township' _ Village of Romeo Ray Township, 'Washington Township Township Nw-lurd + Highland White Lake Waterford City of • Shelby Townshi • T Township Township Rochester • V Towns ip p • awnthb City-W Hills • • �,-s Pontine • `�' • ;Sylvan • y oofe C • Village of City • Milford of Orchard arbor Commerce Bloomfield City of Township Brighton • Milford Township eke Township Bloomfield City of �` • Township Tjewnship Village of West Hills Troy • f Wolverine Bloomfield • City of • lake Township City of 1111, Brighton * 3 City of of • City of Walled Lake Birmingham City Villageon Clawson Wbcom- Village of '• • Franklin Village of Beverly City of* AD City of of Bingham [Hills Madisore `, • Farmiirgton Farms Cityof City of City of Heights* Hamburg — • Lon Hills, BerkleyRoyal Oak • Township Green � Y City r - Lathrup amity of Towns i City of Village— • To ['ship *South p of Novi Southfield City n Novi Cl of Pleasant Cm, r^J • Lyon j _III�___D ( • �--,I Town' hip Farm ngton City of Ridge Haze Oak Park • • �i f • e • • • • • *Northville ypf•i ♦' w # • r • • • • • • � • •�-•-• • • ®R-#Wr�yth$�-�P� • Macomb Township City of 'Wtica Clinton City of Township Starring --- Heights City of Fraser City of Warren tyof Center Line - [ Salem Webster Northfield Townshi Northville City of Redford C Cit�cf p Township 1 Wnship TownshtP Township Plymouth Livonia TL4 Highland Detwa? �I City of Roseville [city of Eastpointe City of Harper Woods if 40 Springfield Oaks Golf Sales by Zip Code 2013 Season 1-19 20 - 67 68 - 162 163 - 787 nk 788 - 3456 f- 12% of 22,352 sales are not represented due to inaccurate or incomplete zip code data 5% 19,637 of sales are not represented due to out-of-state zip code data 1 inch = 4 miles Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.Destination0akland.com 156 J Mund Games y of brand Blanc Grand Blanc 6aodAch Hale -MeMmora Dryden VHlage Almont of Almont TownshipTownship _.� _ Township Atlaa Townshi Th ownsi - - P Tewi+s'htP Tamshi P Township • Village of • Argentine Fenton Terw A(p Village of Ortonv(Ile Leonard • Township • Holly 6ro eland GrardOn Oxford Addison Bruce City of ' � •- Township Township Township Township Township • Township Linden y Village City of Village of Oxford ' Fenton • of Holly - _ _ ♦ Village -- — of Romeo • Village of Lake ONyn • 'beerfield • Independence 'Township Tyrone • Rose Spr(ngfi Township Orion CWsionC Washington Township • Township Township a Township Township — Township • , Village - - • --- of Clarkston • I Y+ 1W of Lake _ • _ Cityo • ,x r �n5eL s -- Auburn __.— City • Oceola ��� Hills Rochester* Township —Hartland * Highland MY of • Shelby b Township • Township Tp Rochester • Township • i —City of -' Hips • i''� i • Pontiac • �� • coy _� • of Sylvan •_ City of r- ` • City Y e S Utica j 1 • �jjlage of City l:eeyp • oa • Milford I r of Orchard Harbor - •_ ' • Commerce Lake Bloomfield i City of City of City of Tonsh Brighton bams d • • Township Township Bloomfield it Sterling — Township_ Township Village of West Hills Troy I • Heights • Wolverine Bloomfield • City of Lake Township City of� • Br ghton, �r • j r City of j Birmingham City of City Oft Walled Lake_-_ {Clawson • _ "'� � Wixom 7 �/irank o`ff-V(Hoge - -- + Franklin Village of Beverly City of• City, of of Hingham ['Hills I Madisor• Hamburg� - - Farmington Farms of City of— City of, Height City of City RO [ Oak Warren Township Green Oak • `-[Lyon City y. Hllh.l Lathrup Berkley y° + Tow�i hip amity of Towns p of Novi City of [Village- City of • dity of *South Southfield Center •Lyon Novi City. of I C' of Pleasant- City o Line J Township Farmington rtY Ridge [Roza • Oak Park Ro al O P rk Northville Webster Northfield Salem Cityof Redford TownshipNorthville � City of Township Township Township_ LWpnin ownshiI City Detroit / 1 Plynagrdh — T J of Highland OZAKLAND II TownshshipI COUNTYPARKS Armada Township j Ray Township V W Fie White Lake Oaks Golf Sales by Zip Code 2013 Season Macomb Township) 92 - 573 Clinton Township j M 574 -1230 XM- 1231 - 2552 M 2553 - 6917 City of Fraser City of _ -Roseville Pity of E iota City of Harper Woods 20% of 28,685 sales are not represented due to inaccurate or incomplete zip code data 3% 22,765 of sales are not represented due to out-of-state zip code data 1 inch = 4 miles Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858.0906 www.Destination0akland.com 157 L*10AP.A10191koiN RIa:1�I;i,�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 AGENDA ITEM NO. 10 G-3 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Jennifer Myers, Architectural Engineer Submitted: August 13, 2014 Subject: GENERAL APPROVAL -- Red Oaks Nature Center Temporary Flooring Installation EXECUTIVE SUMMARY This item is for approval to award a contract for the fabrication and delivery of a raised flooring system for the meeting room at the Red Oaks Nature Center. Even though the project is budgeted, under budget and under $50,000, Commission approval is required because only one viable bid was received. The amount of funds requested is $45,355 and there is no contingency included in this amount. There are no budget amendments necessary and the funds for this capital improvement project were budgeted in the flooring program. PLANNING OVERVIEW 1. Strategic Plan (2008) (Refer to attached relevant pages) a) 1.2.2 Recreation Facilities Vision 1. Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages. (Strategic Plan 2008 Summary Report, Page 3) b) 1.2.2.1 Recreation Facilities Goal 1. Upgrade existing recreation facilities and add additional recreation facilities and amenities that energize the community to want to live, work, and play in Oakland County. (Strategic Plan 2008 Summary Report, Page 4) 2. Five -Year 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) Objective 3.5: Nature Interpretation and Education 1. Instill respect and inspire appreciation for systems of the natural world through quality, hands-on educational experiences using skilled staff, volunteers and partners and utilizing OCPRC parks and facilities as a natural classroom. (Recreation Plan 2013-2017, Chapter 9: Page 31) 3. Red Oaks Park Vision and Facility Concepts 2013-2022 (Refer to attached relevant pages) a) Facility Development Prioritize management of the Red Oaks Nature Center at Suarez Friendship Woods in three phases: Phase 1: Evaluate and improve access, parking and maintenance needs Phase 2: Evaluate and improve building exterior and grounds, including trails, natural areas, and external structures Phase 3: Evaluate and Improve the interior of the building envelope 4. CapitallMaintenance Management Plan (FY2013 & 2014) a) Initial budget history: Fiscal Year Amount Notes 2014 1 $50,000 Budgeted in flooring program ($120,000) 158 Page 2 5. 2006 ADA Assessment Report a) Not applicable PROJECT OVERVIEW Red Oaks Removable Raised Flooring (Need): 1, Design & construction purpose: a) The meeting room at the Red Oaks Nature Center is currently stepped and does not accommodate OCPR programming needs. A raised flooring system overlaid on the existing tiers will level the room and enable OCPR's programming to take place in this room. 2. Design & construction considerations: a) The flooring system will be removable and able to be taken out and stored on site when not needed. Training for assembling and disassembling the flooring system is included in this package. 3. Design program elements: a) Removable raised flooring system with carpeting finish: 630 SF 1. Design 2. Training 3, Freight 2. Design/Engineering Consultants & Construction Managers 1. Prime design consultants — not applicable 2. Construction manager — not applicable 3. Funding considerations 1. OCPRC staff is recommending to move forward with this flooring solution, since the programmatic needs of the room out -weigh the cost sharing option with the City of Madison Heights as identified in the agreement for capital projects. 4. Project Timeline: 1. Project bidding August 2014 2. Project award September 2014 3. Project delivery December 2014 a) The flooring will be able to be assembled and disassembled in less than a day by park staff; a day's training time will be allocated upon delivery b) There will be no disruption to park operations 5. Fiscal Considerations: 1. Revenue; a) This project is expected to result in an increase of revenue as the new flooring will enable increased programming and rental opportunities 2. Expenditures: a) As this project will not require additional staffing or maintenance above what is currently provided at the nature center, no increase in expenditures is expected 3. Anticipated annual depreciation (beginning in FY2015): a) Total Project costs: $45,355 b) Red Oaks removable flooring, 40 years, $1133 yearly depreciation 4. Life -cycle of facility: a) Red Oaks removable flooring 40 years 5. Cost recovery goals — Red Oaks removable flooring a) Service category goal Customer Service - Increased Revenue Generation 6. Market Analysis: 1, Prime service area (zip code data) a) Refer to attached map. 2. Current/potential patrons a) Scout and school groups 3. Direct/indirect competition a) No direct competition 159 Page 3 �w 4. Current/potential programs & services a) Birthday parties, group rentals and multiple daily events PROCUREMENT INFORMATION 1. Bid documents were released by OCPR on May 27, 2014 that included the following: 1. Removable Raised Flooring $45,355 a) Turnkey pricing to design, fabricated, deliver, train and install a removable raised flooring system for the meeting room at Red Oaks Nature Center 2. Total construction costs: $45,355 3. Bidding information: 1. As many of the anticipated vendors were from out of state, a pre -bid meeting was not held, though the space was available for survey by any interested party 2. Bid opening: August 11, 2014 a) Number of vendors who bid: 2 3. Number of invited vendors: 10 a) Though ten vendors were specifically invited to bid, the project was open publically for any vendor to bid b) One bid received was considered non -responsive as it did not meet the project requirements 4. Cost breakdown: a) See attached ATTACHMENTS 1. Attachment A — Strategic Plan — relevant pages 2. Attachment B — Five-year Recreation Master Plan — relevant pages 3. Attachment C — Red Oaks Park Vision and Facility Concepts — relevant pages 4. Attachment D — Bid documents 5. Attachment E — Bid received 6. Attachment F — Site photos 7. Attachment G —Zip code map STAFF RECOMMENDATION Staff recommends awarding ID3 Group a contract to provide a removable flooring system for the Red Oaks Nature Center Meeting room in the amount of $45,355,00. MOTION Move to award a contract to provide a removable flooring system for the Red Oaks Nature Center Meeting room to ID3 Group of Atlanta, Georgia in the amount of $45,355. 160 Parks and Recreation Strategic Plan 11.2.1 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." F1.2.1.1 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; ; N (MAIION IA01Iill•% "Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages." 3 pros,': consul tiog 161 -AKLAND Oakland 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 1.2.3 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 4 162 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. -AKLAND Chapter 9: Strategic Action Plan — Page 13 163 Five -Year Parks and Recreation Master Plan 2013-2017 Table 15: Objective 3.5 — Nature Interpretation and Education OBJECTIVE 3.5: NATURE INTERPRETATION AND EDUCATION OBJECTIVE PERFORMANCE INDICATORS Instill respect and inspire appreciation for systems of the natural world through quality, hands-on educational experiences using skilled staff, volunteers and partners and utilizing OCPRC parks and facilities as a natural classroom4 ACTIONS PROGRAMS AND SERVICES PLANNING A. Redefine nature education programs and services to go beyond traditional nature center programming and include programs and services that promote horticulture, natural resources stewardship, citizen science, and Oakland County's Green Infrastructure Vision (Nature Education Team) B. Employ targeted surveys and focus groups with a variety of populations to guide development of nature education programs and services (RPS/NE with BSD/IS) C. Develop an annual Nature Education Programs and Services Plan (Nature Education Team) Performance metrics related to participation and geographic distribution of program delivery are under development TRACKING METRICS Evidence of expanded definition in 100% of nature education outreach materials, programs and services by FY2014 Establish survey tools and schedule by end of FY2013 Complete Nature Education Programs and Services Plan by end of FY2013 and each year thereafter ■ Include planning for partnerships and for additional program support through participation fees, facility rental fees, sponsorships, grants, and contributions ■ Correlate specific programs and services to national initiatives and state standards, such as state education standards and No Child Left Inside ■ Correlate specific programs and services to implementation of park master plans, natural resource management plans and subwatershed management plans Participate in Service Portfolio project to establish appropriate levels of subsidy and establish cost See Objective 4.6: Fiscal Sustainability —Actions A-C recovery targets for nature education programs and services q See Chapter 5: Recreational Resources, p. 14-17 (Recreation Programs and Events) and Chapter 6: Land Acquisition and Management for supporting information for this objective F1AKLAND Chapter 9: Strategic Action Plan — Page 31 IJ ► I 164 Red Oaks Park Vision and Facility Concepts 2013 — 2022 Parks Commission Approval Date: March 6, 2013 Red Oaks Nature Center at Suarez Friendship Woods Facility Concept Oakland County Parks and Recreation began operation and management of the Red Oaks Nature Center on Oct. 1, 2012. The 25-year Lease Agreement (approved by the Parks Commission on July 11, 2012) with the city of Madison Heights includes the former Madison Heights Nature Center and the entire 37.81-acre property know as the George W. Suarez Friendship Woods. The park is named after the long-time Madison Heights mayor and county commissioner. The Suarez Friendship Woods property features approximately 1.3 miles of paved asphalt trail. The natural areas are designated by the Michigan Natural Features Inventory as a Priority 3 Potential Natural Area. Facility Vision The Red Oaks Nature Center is envisioned as a gateway to the Red Oaks County Park complex and the Oakland County Parks system and provides nature education and other types of programs in southern Oakland County. This vision is supported by the Recreation Plan's action plan for nature interpretation and education (OCPRC, 2013, pp. 31-32). Facility Development Prioritize management of the Red Oaks Nature Center at Suarez Friendship Woods in three phases: ■ Phase 1: Evaluate and improve access, parking and maintenance needs ■ Phase 2: Evaluate and improve building exterior and grounds, including trails, natural areas, and external structures ■ Phase 3: Evaluate and improve the interior of the building envelope Programming ■ Evaluate and improve the exhibit collection ■ Develop and implement a program and services plan for the Nature Center as part of an organization - wide Nature Education Programs and Services Plan (OCPRC, 2013, p. 31) ■ Cultivate existing volunteers and recruit new volunteers to assist with programming and Nature Center management through OCPRC's Volunteer Program and guided by the Recreation Plan's action plan for volunteer services (OCPRC, 2013, p. 30) Business Practices ■ Identify Red Oaks Nature Center as a gateway for the purpose of increasing the regional draw to other OCPRC parks and facilities for residents of Wayne, Macomb, and southeastern Oakland County; incorporate this concept into marketing plans Page 18 -AKLAND 111 ► I II'd V:1 IN IM 165 Memorandum To: Andy Krumweide From: Jennifer Myers Date: June 25, 2014 Re: Red Oaks — Temporary Platform ONE-TIME TEMPORARY PLATFORM PROCUREMENT The undersigned, having examined the location of the Red Oaks Nature Center County Park site as it affects the cost of delivery and shipping, and the contract documents, including the specifications, and addenda (if any) as prepared by the county agent, hereby proposes to furnish the necessary equipment one time, according to the following prices. • BASE BID #1: TEMPORARY PLATFORM o Provide pricing proposal in the table below for a temporary platform based on the system specification provided below. Prices to include materials, labor, overhead, profit, start-up, training and freight. ■ Temporary Platform • Post -bid site visit for field measurements required Bid Item Unit Quantity Price/Unit Total Raised Floor SF Carpet SF Structural LS 1 Engineering Fee Site Survey LS 1 Project LS 1 Management Fee Training LS 1 Freight LS 1 Total Proposed Cost • EQUIPMENT SPECIFICATIONS o BASE BID #1: ■ System description: A modular raised floor system that allows for the leveling of a recessed assembly area. The system shall be able 166 to be assembled and disassembled by a team of 4 people within half of a day. Due to the irregular shape of the area into which the raised floor will be set, custom shaped components shall be used as necessary to fit into the prescribed area per attached drawing. In its disassembled state, the raised floor system shall be able to be stored compactly on storage cart(s) fitting through a T-0" space. The system shall meet a 100 psf loading requirement.. Additionally: • The raised floor will cover areas that will require the top of the raised floor to be 4, 8, and 12 inches in height above the floor below. • The ramp area to be covered will require varying heights of pedestals to ensure a uniform raised floor height that is consistent with the remainder of the raised floor system. • Pedestals used for supporting the raised floor shall be able to be implemented without requiring to be affixed to the floor below, • The raised floor will be covered in a carpet suitable for high traffic areas. • The raised floor will be in place typically and be removed for special events about six times per year. • NOTE TO VENDORS o Vendor bid to include the following for each bid submitted: ■ Layout and detail drawings ■ Specifications including but not limited to: equipment list, materials, system size, weight and typical layout • Detailed pricing per cost sheet ■ Proposed timeline including site visit and submittals ■ Operations and maintenance ■ Any site work including labor and materials required for the system and installation not provided by the vendor ■ Warranty ■ Previous project examples: • Photos • References • Current installations ■ Any other information contributing to clarifying the system bid, its components and capabilities o All dimensions to be field verified with vendor prior to approval and fabrication o A training program instructing staff on the assembly and disassembly of the raised flooring system shall be conducted o Submittals shall be required from selected vendor and shall be approved by owner prior to fabrication o Materials to be delivered to: • Red Oaks Nature Center 30300 Hales Street Madison Heights, MI 48071 o Evaluation of bids ■ Bids will be evaluated on costs, quality, functionality and warranty that will serve the best interest of Oakland County Parks & Recreation • Page 2 167 • NOTES TO PURCHASING o NIGP codes: NIGP codes o Recommended questions due date: Click here to enter a date o Recommended bid due date: Click here to enter a date. o Recommended vendors: Company Contact Phone Name Name ID3 Group David 770-670-7700 Walens Haworth, Inc. Brian 734-428-7429 Vogel AlphaDeck Seth 800-569-2751 Staging Gordon EventDeck 212-953-1116 G3 Technologies AS M Modular Systems, Inc. Brumark Sur -Lock Flooring DE McNabb Inside Track • Page 3 Jack Lee Stacy Barnes Aaron Smith Dave Sterne and Tim Moray 616-583-0780 513-615-8195 Email dave@exploring.com brian.vogel@haworth.com sales@alphadeckstaging.com sales@eventdeck.com info@gthreeinc.com jlee@asmproducts.com 770-874-7130 stacy@brumark.com 888-828-9534 mark@sur-loc.net 248-437-8146 asmith@demcnabb.com rwarnock@demcnabb.com nroot@demcnabb.com 888.806.7308 dave@theinsidetrackinc.com tim@theinsidetrackinc.com 168 NOTE: ALL DIMENSIONS SHALL BE FIELD VERIFIED PRIOR TO FABRICATION BY VENDOR. 10'-4" 10 164' 164' o +12" .o`O ems. (RAISED FLOOR HEIGHT PER FLOOR SECTION FLOOR SECTION HEIGHT ABOVE FINISHED FLOOR O" 4, 12" - HEIGHT VARIES 0SECTION NOT TO SCALE �. o- +a" o � N •I N 0 � . 15T T A A-1 REVIEW ONLY RED OAKS NATURE CENTER - MEETING ROOM - FLOOR PLAN NOT FOR 1/4" - C-°" CONSTRUCTION S aEs�cNEo: J bl auww JRWDH APPROVED: JRM PMECTNO.. RN02014.101 SHEET NO.: A-1 169 Attachment "B" Temporary Flooring Event #002996 INTRODUCTION: Oakland County Purchasing Unit on behalf of Oakland County Parks and Recreation is soliciting bids for the installation of a temporary modular raised flooring system at the Red Oaks County Park Nature Center. Oakland County and the successful bidder will enter into a contract for the duration of the work. SPECIFICATIONS: o BASE BID #1: ■ System description: A modular raised floor system that allows for the leveling of a recessed assembly area. The system shall be able to be assembled and disassembled by a team of 4 people within half of a day. Due to the irregular shape of the area into which the raised floor will be set, custom shaped components shall be used as necessary to fit into the prescribed area per attached drawing (Attachment Q. In its disassembled state, the raised floor system shall be able to be stored compactly on storage cart(s) fitting through a 3'-0" space. The system shall meet a 100 psf loading requirement. Additionally: • The raised floor will cover areas that will require the top of the raised floor to be 4, 8, and 12 inches in height above the floor below. • The ramp area to be covered will require varying heights of pedestals to ensure a uniform raised floor height that is consistent with the remainder of the raised floor system. • Pedestals used for supporting the raised floor shall be able to be implemented without requiring to be affixed to the floor below. • The raised floor will be covered in a carpet suitable for high traffic areas. • The raised floor will be in place typically and be removed for special events about six times per year. PRICING - BASE BID #1: TEMPORARY PLATFORM: The undersigned, having examined the location of the Red Oaks Nature Center County Park site as it affects the cost of delivery and 170 shipping, and the contract documents, including the specifications, and addenda (if any) as prepared by the county agent, hereby proposes to furnish the necessary equipment one time, according to the following prices. o Provide pricing proposal in the table below for a temporary platform based on the system specification provided below. Prices to include materials, labor, overhead, profit, start-up, training and freight. ■ Temporary Platform ■ Post -bid site visit for field measurements required I Bid Item Unit Quantity Price/Unit Total Raised Floor SF 632 $50.10 $31,663 Carpet SF 650 $2.295 $1492 Structural. LS 1 $1,746 Engineering Fee Site Survey LS 1 $2,266 Project LS l $1,275 Management Fee Training LS 1 $ 3 , 348 Freight LS 1 $3,565 Total Proposed Cost $45,355 Site Location: Red Oaks Nature Center 30300 Hales Street Madison Heights, MI 48071 To arrange a time to visit the site contact Jen Myers @ 248-202-9287 NOTE TO VENDORS: o Vendor bid to include the following for each bid submitted: ■ Layout and detail drawings ■ Specifications including but not limited to: equipment list, materials, system size, weight and typical layout ■ Detailed pricing per cost sheet 171 ■ Proposed timeline including site visit and submittals ■ Operations and maintenance ■ Any site work including labor and materials required for the system and installation not provided by the vendor ■ Warranty ■ Previous project examples: • Photos • References • Current installations ■ Any other information contributing to clarifying the system bid, its components and capabilities o All dimensions to be field verified with vendor prior to approval and fabrication o A training program instructing staff on the assembly and disassembly of the raised flooring system shall be conducted o Submittals shall be required from selected vendor and shall be approved by owner prior to fabrication o Materials to be delivered to: ■ Red Oaks Nature Center 30300 Hales Street Madison Heights, MI 48071 o Evaluation of bids ■ Bids will be evaluated on costs, quality, functionality and warranty that will serve the best interest of Oakland County Parks & Recreation 172 ID3 0 GROUPOakland County Purchasing Unit Tuesday, July 08, 2014 1—mrary Fl—ino Ev-1, # 002996 Proiect Scope QTY ITEM 14 Standard Decks Standard 4 11 deck panels. Aluminum Internal frame plywood decking with black finish 130 PST 9 custom decks Custom decks to marry to standard decks. Aluminum rails with plywood tops Mill finish aluminum Plywood tops painted with fire retardant paint 130 psf 2 Ramp Custom Ramp 2 piece assembly Plywood construction wrath aluminum brackets and supports Plywood painted with fire retardant paint 1 Legs and levelers All Needed legs, levelers, dips and adjustable feet for set up. 1 Carpet Carpet for project Actual square footage needed for finish +/- 650sq R. 0 4 Custom Carts Custom Guild storage carts will fit through 36" door Size of loaded cart: approximately 34" wide X 48" tall X 97" long.. Smart wheels- 2lodung 2 leg storage boxes with casters Included at no additional cost 1 On site Supervision, training, and some custom work Indudes day rate for one Supervisor to train and oversee/ Will require 4 people provided by dent to offload truck and set up deck in venue. May be 4- 8 hours depending on accessibility induces housng, per diem and travel expenses for supervisor. 1 Site visit and survey Discovery and Field Survey by Project Manager 1 Transportation/ to include return of road box. Dedicated Trailer from ID3 Group to Red Oaks County Park Nature Center 1 Engineering Fees Fees for licensed P.E. to confirm structural integrity of structure and provide certification by way of a stamped letter. Copy of Bline.'e Oa}1 M Co _ID3 GROLP B-8-14.Ass UNIT PRICE TOTAL $ 716.00 $ 10,024.00 $ 1,123.00 $ 10,107.00 $ 1,462.00 $ 2,924.00 $ 1,612.00 $ 1,612.00 $ 1,492.00 $ 1,492.00 $ 1,694.00 $ 6,776.00 $ 3,348.00 $ 3,348.00 $ 2,266.00 $ 2,266.00 $ 3,565.00 $ 3,565.00 $ 1,746.00 $ 1,746.00 nv.id3111p.c1m 361S Atlanta In dustnal Dr. NW Suite 100 Atlanta, G4 30331 Ph: 770-948-8232 Fx: 770-874-8767 Page 1 173 Copy of Fssmee Omni Go _ID3 GROLP_BB-14It, 1 Warehouse labor $ 220.00 $ 220.00 - Ft and pack components, Verify manifest and piece count, generate shipping documents and handle out to freight carrier. FABRICATION SUB TOTAL: !6 44,080.00 1 CAD / Project Management $ 1,275.00 $ 1,275.00 - Project Management and Coordination - Materials Sourcing and Procurement - Project Dcwment,hcn - Production / Shop Dravnngs; CNC files - Set -Up Prints - general floor plans/ space planning PROJECT. TOTAL S 45.355.00 _Exclusions: - Any items not speofically referred to In the above quotation Prniert Schedule / Lead Time Reaujrernm,tt -Project Schedule: This price quotation Is based on the following schedule; any changes to this schedule may result In price revisions, including rush charges: Signed Agreement and Deposit Required NLT: 12 weeks prior to ship date Project Preview Data: TBD Project Ship Date: TBD - Lead Time: We require a minimum 9-12 weeks lead time for completion from receipt ofilgred agreement and deposit. Terms and Conditions -Contract Validity: This agreement Is valid until 12:00 noon, on: 12 weeks orior to shio data after whidi prices are subject to change. - Contract Validity: This agreement is valid for thirty (30) days from the quotation date, after which prices are subject to change; - Payment Terms: Our terms require 50%down payment along with a signed copy of our agreement to Initiate project. Final payment volt be due upon completion and pnor to shipping to Initial destination. Any supplemental charges well be invoiced an completion, due net 30. - Prices quoted are FOB, ID3 GROUP, Atlanta, GA, and do net Include shipping to client or Initial destination. Applicable taxes are net included In our once as outlined above, unless otherwise indicated In this proposal. - Clerical Errors are subject to correction. Disc - Pricing is based on Information/rimc-ngs/dratvings provided and/or available as of the date of this quotation. Subsequent modifications beyond the data of this agreement wall be considered changes and/or additions and will be quoted as necessary. - All sizes are approximate. All finishes are standard unless otherwise noted. Any structural, material or color changes that alter cast as reflected In this agreement well be charged as extra. - Client must pmvid, properly formatted electronic files suitable for output to production media for all graphic applications. ID3 GROUP shall not be responsible for delays causetl by material shortages, labor stoppages, strikes, acts orwar, as of God or any other delay beyond the control of ID3 GROUP -There is no overnme reflected! In these prices. ID3 GROUP reserves the right to amend pricing and/or required lead time for production depending on existing work load and required delivery date at time of contract approval. —Overtime incurred to meet required delivery date as a result of delays In contract approval, receipt of required production Information and/or client supplied materials beyond the control of ID3 GROUP will be an additional charge. - ID3 GROUP shall assume no liability for quality or workmanship of client provided matenals, NOR for final fit and finish of any Items net trial fit In shop. - ID3 GROUP warrants that all materials are free from defects In workmanship and materials at time of departure from our facility. ID3 GROUP shall assume no liability for damage Incurred in transit to client facility or show site, nor for damage that may be incurred while in transit, during handling at client facility or Installation site. - ID3 GROUP does not Insure client -owned exhibit properties. It Is the client's responsibility to unsure properties at all times against damage, loss, fire, flood, etc., whether in storage, in transit, or on -site. Cancellation - Should the client cancel, or delay completion of the project for any reason, regardless of nature or circumstance, client agrees to compensate ID3 GROUP, its agents and or concerns, for any and all costs Incurred on clients behalf related to their exhibit properties and project up to and including the date of such cancellation. This may Include, but is not limited to shop labor and materials, warehouse material handling, graphic production, detailing and project development, shipping and messenger o—ces, travel expenses, and any other costs incurred on clients' behalf. Authorization We authorize ID3 GROUP to proceed, based on the above proposal and pricing. Approved Data Printed Name &TUe P.O. Number 3 ohn Courtney Data ID3 GROUP nv.ltl3group—rin MIS Atlanta in Dr. Ny/ Suite 100 Atlanta, GA 30331 Ph: 770-94B-B232 Fx: 770-874-8767 Page 2 174 Custom Custom Custom Panel Panel Custom Panel Panel Step up beneath Custom Ramp Cover. Step up CLIENT: Standard Standard Standard Standard Standard Standard Standard beneath _ 4x8 panel 4x8 panel 4x8 panel 4x8 panel 4x8 panel 4x8 panel 4x8 panel Oal,,d C—ty Purchnemg Unit Q \\ / \\ \\ SHOW: E I9002996 48\ // // / \ / \ V V `V Step up SHOW DATE: �� beneath THD Standard LOCATION: 4x8 panel '\ % '\ % '\ % '\ % O.kla.d Counry Standard Standard Standard Standard Standard Standard DESCRIPTION: 4x8 panel 4x8 panel 4x8 panel 4x8 panel 4x8 panel 4x8 panel o�rriet�orR��s�aPmnnm.� Custom \ / \ / \ \ / \ / \ SCALE: Panel / \ / \ / \ / \ / \ / \ AS Notcd on 11x17 Only PROJECT M ANAGER: Custom Custom lc Custom Panel Panel nRAWN BY: Panel Custom / Panel JLC REVISED B J. chagrin J. DATE: �< 48 )` 96 1 l�( 96 )� 04 MP014 TOP OF DECK LONG AT 1 REVISED DATE: WALLS FOR SCRIBE. Custom Standard Standard Custom Rf](:OIJ — Onklvnd Co, Bid DRA WING NUMBER: 1.01 175 Carpet - 30 oz. Brumark cut to fit decks. 14 STANDARD DECKS 9 CUSTOM DECKS 2 RAMPS 2 CARPET PIECES 64ADJUSTABLE LEGS TO REACH 12" 10 +/- ADJUSTABLE LEGS TO REACH 8" 22 SMALL LEVELER FEET. CLINT: Ouldund County Purchasing Unll SHOW: Event 4 00299R SHOW DATE: T➢D LOCATION: DESCRIPTION: Eaplodcd ISO SCALE: M N—d on I I%17 Only PROJECT MANAGER: JC DRAWN BY: ,EC REVISED BY: I. chagrin DATE: 7nn01J REVISED DATE: SnnOli Job Y; Ouklnnd Co. ➢ul DRAWNG NUM➢E.R: 1.02 176 51 Aw v ' woyaa!1. v Game Torn%IVF Argeff"ne Township City of Linden L'Yy Village of Mundy' of Grind Blanc 6codrich Hadley Metamora Grand Blanc D den ry Villa e g Almont of Almont Townshi P Township Atlas Township Township Township Township Berlin Township Township •••••••••••••••••••••••••• • Village of • Fenton • Village of Leonard • Township 4 Ortonville g • Bruce Deerfield Township Tyrone Township Oceolo Township Genoa Townih'p City of Brighton Township hp 'Webster Township • Holly Gro+cland ran an Township Oxford Township Addison • Township Township • Township'owr7hia Village • City of Village of Oxford : Armada Township nt Feon • of Holly • Village ` of Romeo Ray . Village of Township • , Lake Orlon �y cc Indcpendcn • • Rose Springfield Township Orion Oakland • Washington ♦ Township Township Township Township Township Township • r Village : of Clarks ton • r • _ I I � - • J City` ofLake • — �0 Afllielus - City ban y of • • `: � i Mile ( Rocheatcr• • Shelby Hartland • Highland White Lake Township Waterford Town City of weir" Township Township • Township ship Clty of • Pontiac Hills f Macomb CRY Township) • of a City of • iL',i �, � � • Ufieo • Village of City aJo • • Milford Commerce of Orchard Harbor, Bloomfield City of �_ t linton Brighton To • Milford Township Lake Township City of loamfleld ' City of Township Syzrling---- Township • Township Vlll4904 of West - Hills Tom_ Heights `i Wolverine Bloomfield _ • Lake Township y City of • • • City of City of Walled Lake Birmingham City of • City of • Wixom Villa Village of g ClaWso Fra' klin Village of Beverly Fraser • City of of-Bingha . Mills City of _ • Farmington Farms' City of City of' Royal Oak' WaC'trren CHy of Green Oak • Lyon City Hills lathrup Berkley Roseville Township amity of Township of Novi City of Village City of ty of *South Lyon Novi City of Southfield Pleasant Ci'►Y Center Line_ 0 • Township Farmington �1 Ridge - Oak Park `ICI( ty of me y•••••••••• •••••••♦ gh • , No ll••••••••••••••• City of Northfield Salem Township Northville City of Redford Har r Woods Townfibip Tawnihip Plyfnaath I n �e he �Ia lafd Detroit Township Pork ' Q,w,AKLAND COUNTY PARKS r � W# e Red Oaks Nature Center Sales by Zip Code 1013 Season 1-3 4-8 9-11 12 - 17 18-61 22% of 273 sales are not represented due to inaccurate or incomplete zip code data 3% of 212 of sales are not represented due to out-of-state zip code data 1 inch = 4 miles Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.Destination0akiand.com 180 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 AGENDA ITEM NO. 10 H 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: August 13, 2014 Subject: CONSTRUCTION CHANGE ORDER #1 APPROVAL— Glen Oaks Golf Course Irrigation Pond Dredging EXECUTIVE SUMMARY This agenda item is for a construction contract Change Order Request for the Glen Oaks Golf Course Irrigation Pond Dredging Project. Staff is recommending a change order request amount of $31,499.11 to be added to the Frank Rewold and Sons Contract for this project. 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-un/repair older buildinqs/shelters/iDlavgrounds (35%), purchase land to preserve open space and protect the environment (31 %), purchase land to develop walking and hiking trails (27%), and develop new hard surface walking and biking trails that connect to regional trails (22%). (2010 Community Survey Executive Summary Report, Page iii) 3. Five -Year Recreation Master Plan 2013-2017 (Refer to attached relevant pages) a) Objective 2.2: Planned Capital Improvement and Major Maintenance Projects 1. Implement capital improvement and major maintenance projects that have been identified in the park master planning process or in capital project/major maintenance forecasts and pursuant to the results of the facility planning process. (Recreation Plan 2013-2017, Chapter 9: Page 13) 4. Park Vision and Facility Concepts (Master Plan) a) Scheduled for completion in 2014-2015 1. Refer to Master Planning schedule from Oakland County Parks & Recreation — Planning 5. Capital/Maintenance Management Plan (FY2014) a) Budget History: GLG — Bridge Fiscal Year Replacement#13 Identified FY2012 2013 $100,000 2014 $175,000 FY2014 Budget: a. Glen Oaks Golf Course — • Irrigation Pond Dredge $175,000 181 Page 2 a. FY2014 Budget • Glen Oaks — Irrigation Pond Dredge was approved for 175,000 as part of the FY2014 Capital Improvement Program Budget Approval. • The project budget was then adjusted to $295,838.60 as part of the construction approval by OCPRC at the July 10th 2013 Meeting to reflect total project costs. PROJECT OVERVIEW 1. GLG Irrigation Pond Dredge (Need): a) Design & Construction Purpose: 1. Removal of sediment in pond that provides irrigation for the golf course 2. Removal of dredge material off -site due to contaminated soils 3. Provide improved access for maintenance and operation to entire north end of Glen Oaks Property. b) Design & Construction Considerations: a. Since this pond lies within an OCWRC regulated drain and within a MDEQ 100 year floodplain, identify appropriate construction methods within those regulatory bodies. b. Identify vehicular maintenance and operation needs with improvements to new maintenance drive C. Identify efficiencies with other ongoing CIP projects at Glen Oaks to coordinate construction activities (i.e. Bridge #13 Replacement) c) Design Program Elements: 1. Hydraulically Dredging approximately 2000 CYD of sediment from pond 2. Hauling dried sediment off -site 3. Site Grading/Restoration 4. Paving of new Maintenance Drive d) Design Program Elements not considered as part of original project budget 1. Hydraulically dredging material from pond 2. Removal of contaminated soils from site 3. Improvements to 1500 LF of existing cart path to operate as a maintenance drive e) Change Order #1 - $43,805.71 1. Beginning in early March of 2014, the earthwork contractor began to prepare/cut grade of new maintenance drive. It was determined by our testing consultant that the existing sub base material was unsuitable/unstable for the required maintenance/operation vehicle loads, including trucking for hauling of sediment from pond dredge project and other equipment required for future Cl P/Maintenance projects. 2. Add of approximately 725 LF of 12'W new maintenance drive (Sub -base and asphalt paving) behind Hole #11 green to connect into existing parking lot in lieu of new maintenance entrance straight of 13 mile Rd. 3. Additionally, the location of the de -watering bags (120'xl50) needed be re -graded, including extensive re -shaping on the back of the green on Hole #12. 4. Additionally, The City of Farmington Hills required a separate performance and inspection bond that was not included in the original construction budget. 5. See Attachment "H" for Change Order breakdown. a. Original Project Contingency Amount $12,838.00 (5% of contract amount) b. Total Amount requiring Commission Approval $31,499.11 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) Executive Officers Report Update: June 5th 2013 OCPRC Commission Meeting c) Project Construction Approval: July loth 2013 OCPRC Commission Meeting 4. Funding considerations a) N/A 182 Page 3 5. Project Timeline: a) Construction Award July 10" 2013 OCPRC Commission Meeting b) Construction Start October/November 2013 c) Construction End November/December 2014 1. Coordination with Golf Course Operations and Bridge Replacement project required 6. Fiscal Considerations: a) Revenue: 1. No increased revenue is expected at this time. b) Expenditures: • No change in expenditures is expected at this time. c) Anticipated Annual Depreciation (beginning in FY2015): 1. Irrigation Pond Dredge, (Park Improvement 15 years) $21,825 d) Life -cycle of Facility 1. Irrigation Pond 15 years e) Cost Recovery Goals — Golf Course Irrigation Pond 1. Service Category Goal - Customer Service - Efficiency/Operational Savings 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 Approval: $256,838.60 1. Included 5% Construction Contingency b) Survey/Testing/Design/Engineering: $39,080.00 c) Change Order #1 Request $31,499.11 d) Total Project Costs: $327,41 T71 ATTACHMENTS 1. Attachment A — Strategic Plan (relevant pages) 2. Attachment B — Five -Year Recreation Master Plan (relevant pages) 3. Attachment C — Park Vision and Facility Concepts 2013-2017 (relevant pages) 4. Attachment D — Master Planning Schedule 5. Attachment E — Park Map 6. Attachment F — Zip Code Map 7. Attachment G - Photos 8. Attachment H — Change Order #1 Cost Summary STAFF RECOMMENDATION Staff recommends an increase to the construction contract to Frank Rewold & Sons, Inc. in the amount not to exceed $31,499.11 as Change Order #1 for the Glen Oaks Golf Course Pond Dredge Project. This Change Order will bring the total approved project cost amount to $327,417.71 183 Page 4 MOTION Move to approve Change Order #1, as an increase to the construction contract for the Glen Oaks Golf Course Pond Dredge Project to Frank Rewold & Sons, Inc. in the amount not to exceed $31,499.11. This change order will bring the total approved project cost amount to $327,417.71 184 Parks and Recreation Strategic Plan 11.2.1 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." i ,2 1.MAII:LfL.`, • 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 1.2.2 RECREATION FACILITIES "Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages." 3 pros,,': consuivigg 185 QAKL.AND Oakland County Parks and Recreation Commission COUNTY PARKS "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." 11.2.2.2 STRATEGIES • Develop an asset management plan for infrastructure maintenance and improvements based on updating a minimum of 4-5% of the system annually • Develop a revenue and operational management strategy for decreased participation for all facilities and programs • Develop a business plan for every current and future park, golf course, or attraction in the system • Remove unproductive facilities and resources • Establish a data management system to enable staff to facilitate decision making on recreation programs and services to create a lifelong customer • Develop a marketing strategy to maximize the use of facilities, programs, and services that enhance the awareness, use and revenue • Define the future role of the nature centers • Analyze all facility management contracts/leases through effective costing assessment, capital improvements required and measurable outcomes to maximize revenue return • Establish a Partnership Policy that enhances relationships with schools; cities, villages, and townships; private, non-profit organizations; and other government agencies • Develop a trail plan for each park that provides a combination of trail types • Establish an ADA compliance plan for parks and golf courses • Enhance all facility rentals and reservations to create higher levels of use and value to users 1.2.3 RECREATION PROGRAMS AND SERVICES "Our vision is to develop the following core recreation services in the most productive and efficient manner. These include the following; Natural Resource Education and Interpretive Programs, Outdoor Adventure Programs, Fitness and Wellness, Active Adults for older populations, Youth oriented programs and camps, Facility Rentals and Reservations, Special Events, Family Programs, Therapeutic Recreation Programs, Volunteer Services, Golf Programs and Services, and Aquatics." 1.2.3.1 GOAL "Develop each core program to the highest level possible that will provide residents with a quality experience that will last a lifetime." 11.2.3.2 STRATEGIES • Determine core recreation services and programs • Phase out non -core recreation services • Develop a four season approach to park programming 4 186 Five -Year Parks and Recreation Master Plan 2013-2017 Table 6: Objective 2.2 — Planned Capital Improvement and Major Maintenance Projects OBJECTIVE 2.2: PLANNED CAPITAL IMPROVEMENT AND MAJOR MAINTENANCE PROJECTS OBJECTIVE PERFORMANCE INDICATORS Implement capital improvement and major maintenance projects that have been identified in the park master planning process or in capital project/major maintenance Performance metrics are underdevelopment forecasts and pursuant to the results of the facility planning e process . ACTIONS TRACKING METRICS ADDISON OAKS All projects are scheduled for completion by the end of FY2017 A. Conference Center Drive: Eliminate either the western or eastern one-way drives and provide two-way traffic on driveway; include drive lighting in design (CIP 974 and 976)(CIP FY2013) B. Play lot and beach (CIP) C. Buhl Lake Boathouse: Replace boathouse, including necessary site improvements, rental, office and restrooms (CIP 601) (CIP FY2013) D. 2 yurts E. Campground Pull -Through Sites: Construct pull -through sites in camping section A that utilize existing campsites with the construction of a new gravel road (CIP) (CIP FY2013) F. Dog Park: Install necessary site improvements, including fencing and gates for new dog park, year round parking and camper access (CIP) (CIP FY2013) G. Campground Recreation Pavilion: Construct new 60X80 recreation pavilion with storage to replace existing tent (CIP 604) (CIP FY2013) H. Campground Asphalt Trail (CIP 1221) I. Water Feature (CIP 1099) e Please note the following: ■ References to REO MP refer to the Red Oaks Park Vision and Facility Concepts 2013-2022 (Draft) (OCPRC, 2012). ■ References to REO MP refer to the Waterford Oaks Park Vision and Facility Concepts 2013-2022 (OCPRC, 2012). ■ References to CIP/MM refer to the Capital Improvements and Major Maintenance 15-Year Forecast and Management Plan (OCPRC, 2012). Project numbers (when available) have been included in the CIP/MM reference. ■ References to CIP/MM FY2013 refer to those projects that have been identified internally as priorities for planning or implementation in FY2013. Please see the References section for full citations for these documents. =AKLAND �1�� ► � �'i �_I �1;�� Chapter 9: Strategic Action Plan — Page 13 187 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 U O' 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 vim= J =AKLAND 1111►1 i'111_l;i IM 188 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 189 NK L/ D 111j h fill I�_I I�� �UM N Bridge llllepl-cement � •, :°y' GLEN OAKS COUNTY PARK 30500 THIRTEEN MILE RD 9 t FARMINGTON HILLS 48334 Irrigation!Pump House Park Boundary Waterway 46 Hydric Features Irrigation Pond Dredge T4" -A t LU LU ' q Pill j ate' f fGG i. �Maintenance Drive oil _ - - _ A F ✓ ___ -- _ �Y'rl�, .0k 10 13.MILE, RQ--=.. - � � � Feet 190 Gaines - Township City Village of of Grand Blanc Goodrich Grand Blanc Hadley Metamora mot- Village g e Dryden Almont of Almont Township Township Atlas Tow shi Township --� � P __Township (Township Township (�� ♦ Village of -Argentine Fen T ip • • Village of Ortonville Leonard • • Bruce Township Holly GILL IooA Brandon Oxford Addison City of '� • Townshid Township : Township Townshtp OAKLAND Berlin Township COUNTY PARKS Linden � •- Township Township Village • 'Armada City of • • Village of Oxford • Township I�%� Fenton • of Holly r� • Village - - Village of • of Romeo Ray Township � Lake Orion • Deerfield �� Independence r ��—. Township Tyrone Township :` Rose Township Springfield Township ��� Township Orion y o -Citf-, Township Oakland • Township Washington _ Township Village • of Clarkston `r ♦7 � �'- - City of Lake City of Angelus - • City of • • Awe - _ . - -- Rochester* Oeeala IJ Ii ford' Hills o- Shelby Township -klirtland Township Hlghland Towr�shlp Whi#el Lake Township Wat Tow6hip �Ci I City of Rochester • Township) : • Pontiac Macomb TaM4is Cit y T of Sylvan City of • city Lake Utica • I�Ilage of City Keego - Clinton °a • �'"Milfond / �— Commerc 1 of Orchard Or Bloomfield City of 6* •_ City Township Township Brighten • Milfend Township lake Township Bloomfield City of • of Sterling— Township-j • Tbwnshlp 1 Village of West Hills Troy • Heights • Wolverine Bloomfield • City of C --i • Lake Township Brighton L'' ' ] City of of • Cif' of Walled Lake BirCminiroCity gham 'City of WytOm �e of Village Clawson • '� klin Village of Beverly City of• - Ma Cry o� of Bingham Hills diso � Hamburg y FOrm:n�tan Forms ' City of City of City of Height% Township Green dak• �.11)ion 6fiy H"k Lathrup Berkley Royal Oak • Tow `shi Wily of Towns ip City of IVill e_ • city of ` P of. Novi °g City of *South Sout � eldleasant Center Novi City of PRidge � � •Lyon TownshipFarmington Cify of 'Ridge City o Line- f • Oak Park Haze® (Webster No4field Salem City of Redford I _ TownshipNorthville I I City City of Township TownIsh( Livonia Township I Detroit P P Township plymquth _� o Highland � _ Township Park City of Fraser City of Warren ICify of - #assvlwa. City of ELinteI Cify,of Harper Woods 40 96 e Glen Oaks Golf Sales by Zip Code 2013 Season Q' 1 - 104 105 - 362 363 - 1021 1022 - 2618 2619 - 5061 14% of 30,212 sales are not represented due to inaccurate or incomplete zip code data 6% 25,972 of sales are not represented due to out-of-state zip code data 1 inch = 4 miles Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.Destination0akiand.com 191 192 Frank Rewold and Son, Inc. Construction Manager • General Contractor Change Order Project: OC - Glen Oaks Dredging 2 30500 13 Mile Road Farmington Hill, MI 48334 To Contractor: Frank Rewold And Son, Inc. 333 East Second Street Rochester, MI 48307 The Contract is changed as follows: Additional Costs and Credits per following: 1 Added costs for paving 2 Additional Bond Costs 3 Credit for fencing and dredging 5 Move existing stone and redistribute topsoil The original Contract Amount was Net change by previously authorized Change Orders The Contract Amount prior to this Change Order was The Contract will be increased by this Change Order in the amount of The new Contract Amount including this Change Order will be Job#: 9685 Change Order: 1 Date: 3/5/2014 Architect's Project: 333 East Second Street Rochester, MI 48307 Ph: (248) 651-7242 $44,162.27 $3,096.00 $-5,317.90 $1,865.34 Total: $43,805.71 NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. ARCHITECT CONTRACTOR OWNER Oakland Co. Facilities Eng Div Frank Rewold And Son, Inc. Oakland County Purchasing One Public Works Drive ast Second Str et 1 Public Works Drive Waterford, MI 48328-1907 Roch er MI 4830 Waterford, MI 48328 (Signature) (Signatu e) (Signature) Paul i nb ch By By ` By Date Date Date $244,532.00 $0.00 $244,532.00 $43,805.71 $288,337.71 193 a Frank Rewold and San, Inc. Construction Manager • General Contractor CHANGE ORDER REQUEST TO: Zach Crane - Oakland Co. Facilities Eng Div CC: FROM: Paul Weisenbach, Vice President RE: OC - Glen Oaks Dredging 2 Change in the Work Description of the Change in the Work Added costs for paving Scope/Reason for the Change Cost of the Change Contractor Nagle Paving Co. Nagle Paving Co. Nagle Paving Co. j Nagle Paving Co. Nagle Paving Co. (Nagle Paving Co. Nagle Paving Co. 333 East Second Street Rochester, Ml 48307 Ph : (248) 651-7242 JOB# 9685 COR# 1 OPENED DATE: 3/5/2014 Relevant Documents Attached Description Quote Extra sq. ft. 8,670 s.f. @ $3.10 s.f. $26,877.00 Extra to install Geo Grid 1,450 sq. yds. @ $4.501s.y. $6,525.00 Extra to install additional stone in wet area and unI. dercut $1,794.00 areas 94.56 tons of 1 "X3" 0. $19/ton Extra to install additional stone in wet area and undercut $5,082.00 areas 308 tons of 21AA <D,,$16.50/ton Added cost to install 1"x3" crushed concrete in lieu of 21AA- $1,593.90 637.56 0 $2.50/ton Extra grade time for bay area $2,370.00 Credit for hauling dirt off site -483 cubic yards a� $31yd $-1,449.00 Subtotal: $42,792.90 CM Fee (3.20%) $1,369.37 Total: 44,162.27 Approved Ap*Rean Approved Oakland Co. Facilities Eng Div Fra, In Oakland County Purchasing By: ByBy: Date: Date: lql.� Date: COR FORM Pagel oft 194 Frank Rewold and Son, Inc. 333 East Second Street Rochester, N11 48307 Construction Manager - General Contractor Ph :(248) 651-7242 TO: Zach Crane - Oakland Co. Facilities Eng Div JOB# 9685 COR# 2 OPENED DATE: 3/5/2014 CC: FROM: Paul Weisenbach, Vice President RE: OC - Glen Oaks Dredging 2 Change in the Work Description of the Change in the Work Additional Bond Costs Scope/Reason for the Change Cost of the Change Relevant Documents Attached Contractor Description I Quote Farmington Hills; City of Performance Bond - City of Farmington Hills $1,000.00 Farmington Hills; City of Inspection Fee to City of - Farmington - -KI-Is $2,000.00 Subtotal: $3,000.00 CM Fee $96.00 Total: 3,096.00 Approved Ap ove ved Approved Oakland Co. Facilities Eng Div Fra k R I d 0 n, Inc. Oakland County Purchasing 'o 0 By: By:By: Paul W isw bath Date: Date: -�' pl�o Lj Date: CORFORM Page 1 of I 195 Frank Rewold and Son, Inc. Construction Manager • General Contractor TO: - Oakland County Purchasing CC: - FROM: Paul Weisenbach, Vice President RE: OC - Glen Oaks Dredging 2 Change in the Work Description of the Change in the Work Credit for fencing and dredging Scope/Reason for the Change 333 East Second Street Rochester, MI 48307 Ph : (248) 651-7242 r JOB# 9685 COR# 3 OPENED DATE: 3/5/2014 Cost of the Change Relevant Documents Attached Contractor Descrintion Quote Frank Rewold and Son, Inc. Fence and gate of 13 Mile Road not required $A,250.00 Frank Rewold and Son, Inc. Credit for unused Dredging cost $-903.00I Subtotal: $-5,153.00 CM Fee (3,20%) $-164.90� -- Total:-5,317.901 Approved Oakland Co. Facilities Eng Div By: Date: COR FORM Appr wed Fran : Re 1 an Qn,n . By: Paul eise ba h Date: 2 1� Approved Oakland County Purchasing. By: Date: Page 1 of 1 196 Frank Rewold and Son, Inc. 333 East Second Street Rochester, MI 48307 Construction Manager • General Contractor Ph : (248) 651-7242 _1 IF 11fwl TO: - Oakland County Purchasing JOB# 9685 COR# 5 OPENED DATE: 5/20/2014 CC: - FROM: Paul Weisenbach, Vice President RE: OC - Glen Oaks Dredging 2 Change in the Work Description of the Change in the Work Move existing stone and redistribute topsoil Scope/Reason for the Change 6.5 hours of machine rental to move existing stone around site and redistribute topsoil @ $155 / hr 4 hours track loader rental @ $125 / hr, Move equipment Cost of the Change Relevant Documents Attached j Contractor Description Quote I Nagle Paving Co. Move existing stone and redistribute topsoil $1,007.501 Nagle Paving Co. Relocate stone on site $800.001 Subtotal: $1,807.50 CM Fee (3.20%) $57.84 Total: 1,865.34 Approved Oakland Co. Facilities Eng Div By: Date: COR FORM A prov c Fr . Id and o , Inc. By: Pa I isen4�k Date: N Approved Oakland County Purchasing By: Date: Page 1 of 1 197 l�1_IN�_1►1�1��1�J�1�1 �.1►i ►�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 3, 2014 To: Chairman Fisher and Commission Members From: Melissa Prowse, Business Development Representative AGENDA ITEM NO. 10 I BUSINESS DEVELOPMENT Submitted: August 26, 2014 Subject: Clarkston SCAMP Temporary Use Permit and Request to sell alcohol on Commission Property INTRODUCTION AND HISTORY Attached is a Temporary Use Permit and letter of request to sell alcohol on OCPRC property from Clarkston SCAMP. Clarkston SCAMP is working with High Five Race Management to provide a craft beer tent at the Clarkston State Bank Back Roads Half Marathon at Independence Oaks on November 9, 2014. The event has moved to Independence Oaks this year from downtown Clarkston to accommodate for its size and popularity. An OCPR vehicle permit will be required to access the park for the race (in addition to race entry fees paid to High Five Race Management). Per OCPR rules, Clarkston SCAMP will pull the necessary permits and insurance for this type of use, as required by Corporation Counsel, Risk Management and the State of Michigan. OCPR has worked with Clarkston SCAMP on this type of use/event in the past with no issue. ATTACHMENTS • Letter of Request from Clarkston SCAMP to sell alcohol on OCPRC property • Temporary Use Permit STAFF RECOMMENDATION The staff recommends that the Commission approve both the 1.) Sale of alcohol on OCPRC property and 2.) The corresponding Temporary Use Permit for a beer tent at the Clarkston State Bank Back Roads Half Marathon on November 9, 2014 at Independence Oaks County Park. MOTION Move to approve both the 1.) Sale of alcohol on OCPRC property and 2.) The corresponding Temporary Use Permit for a beer tent at the Clarkston State Bank Back Roads Half Marathon on November 9, 2014 at Independence Oaks County Park. 198 Clarkston S�P "A Special Camplor Special Kids!" XECUTIVE BOARD 'RESIDENT )r. Jellery Roeser Clarkston ' VICE PRESIDE='NT )r. Rebecca Runipli Pender Ortonville VICE PRESIDENT lononable.loseph Fabrizio Clarkston 'REASURER )erek Warner Chukston ECRETARY 'kris Cooper Clukston 'AST PRESIDENT )awn I-lorner Clarkston ;OARD OF DIRECTORS ,ac Bell Clarkston larold Boeager Waterlord .nne Errs Clarkston :ich Glenn Clarkston tetli Kirchner Clarkston �nuircr Kniusulan chutston d Kuhn \Valerford lcgan O'Neill -Nisi Clarkston )r. Rod Rock Davisbuig tarb Rush Clariston ;evin Tompkins Clarkston lark Verlinden Clarkston tic Welker White Like o mil Bnrmback Er O$icio Member Clarkston .achy Christopher Ex OHirio Member Clarkston .E.GACY FUNDS :obert A. Olsen Fsmiily :unrph Family rctpri Milzow Meurorial Srlrolarship Fund 'be Alexander Foundation III Memory of" 9a13• Wollesen 1areuce G. Cat-.dlo, Jr. )lane E. Wint ,euis E. Wint Alcielr & Angela Vleioche ilyan Bueche Majeske cyan Michael Weigbnuan ilia Elden Bowman TAFF aecutive Director Tina Collins aecutive Assistant \•Vends Chrfetos August 14, 2014 Chairmen Gerald A. Fisher Oakland County Parks and Recreation Commission Dear Gerald, 6389 Clarkston Road • Clarkston, Michigan 48346 Phone 248.623.8089 • Fax 248.623.8070 clarkstonscamp.com North Oakland SCAMP Funding Corporation is requesting permission to sell alcohol at Independence Oaks County Park. The liquor license will be for November 9, 2014 for the Clarkston State Bank Back Roads Half Marathon and 10 K. Clarkston SCAMP is a 501(c)(3) organization that puts on a 5 week summer camp for children and young adult with special needs. The 2nd Annual Clarkston State Bank Marathon will be donating a portion of the proceeds to benefit Clarkston SCAMP. Thanks for your consideration, Tina Collins Executive Director Clarkston SCAMP North Oakland SCAMP Funding Corporation Mission Statement: "To provide funding and guidance for Clarkston SCAMP, a unique summer program offering fun social and recreational opportunities for children and young adults with disabilities." 199 2nd Annual Clarkston State Bank Back Roads Half Marathon Nis and 10K November 9, 2014 Clarkston StjBank VoWR"144 Mo4io� A. - Nov [mr 4014 located at Independence N6 County Pant, 9601 sasha6w, Cla 6bon, MI 48346 by � � ��oa•a o n Mclaren Sponsored Ya FURY_ IICHIGAN' � - � fie`spy HEALTH CARE BOWMAN FIT.., Sq{x -F31es:sinasinCL .Smith's Renewalm C_�AKLAND Bruck pa-ck brMdersen. COUNTY PARKS Bali Dlepoeal 8 Recycling iar6q avMlaMuf aMa lg i 248.625-5470 Portion of the Proceeds benefit: Blessings in a Backpack - Clarizston SCAMP -Clarkston Post Race Party includes -IMF beer, warm food and live music. You won't want to miss this event! Course: Groomed tree sheltered trails (yes here are some hills) out to the heau6Q back roads of Clarkston and back 6 more trails... Find up to date information on our Facebook page or Twitter - High Dive Races 0 f Vor race dettil.s and W online' registration: %-' W W.CLA onbaCkoadshalcorn -AKLAND COUNTY PARKS Temporary Use Permit , _ The Oakland County Parks and Recreation Commission (OCPRC) hereby grants a Temporary Use Permit ("Permit") to: Name of Entity or Person ("Permittee"): Clarkston SCAMP Address: 6389 Clarkston Road, Clarkston, MI 48346 Contact Person: Tina Collins Telephone Number: 248-623-8089 E-Mail Address: For and in Consideration of the issuance of this Permit, the Parties agree to the following terms and conditions: 1. Use of OCPRC Property. Permittee may only use the property described below for the purposes set forth in this Permit. 1.1. Property Location : Independence Oaks County Park (hereinafter collectively "Property"). 1.2. Event/Activity: Beer tent sales as part of the Clarkston State Bank Back Roads Half Marathon. 1.3. Address: 9501 Sashabaw Road, Clarkston, MI 48348 1.4. Date(s)/time(s) of use: November 9, 2014, 7 a.m. — 7 p.m. 1.5. Fees: There is no fee for this use as it is in conjunction with an existing event. 1.6. Permittee shall not place any signs or advertisements on the Property without the prior written consent of the OCPRC Executive Officer. 1.7. Permittee shall keep the Property and anything stored thereon, together with any adjoining sidewalks and entrances/exists, in good order and repair and in a clean, safe, and healthful condition. 1.8. Permittee shall not make any alternations, additions, or changes to the Property, unless prior written approval is given by the OCPRC Executive Officer. 1.9. Permittee acknowledges that it had the opportunity to inspect the Property and accepts the Property AS IS. 1.10. Permittee shall leave the Property in the same condition that Permittee found it - clean and free of all trash. 2. Permittee Responsibilities. 2.1. Permittee and all persons performing work on behalf of Permittee shall not in any manner hold themselves out to be agents or employees of OCPRC or Oakland County, Michigan ("County"). Page 1 of 4 201 2.2. Permittee is responsible for and shall obtain, at its sole expense, all necessary licenses, permits, and other governmental approvals that are necessary for use of the Property, including a liquor license for the sale of alcoholic beverages. 3. Liability/Assurances. 3.1. Damage to OCPRC Propertv. Permittee shall be responsible for any damage to any County or OCPRC property or facility that is caused by Permittee, its employees, agents, invitees, volunteers, or subcontractors or any other persons on the Property because of Permittee's use of the Property. If damage occurs, OCPRC shall make the necessary repairs and/or replacements or cause a third party to make the necessary repairs or replacements, provided, however, that Permittee shall reimburse OCPRC the cost for repairing and/or replacing the damaged property or facilities. 3.2. Damage to Permittee Propertv. Permittee shall be solely liable and responsible for any property loss or damage resulting from fire, theft or other means to Permittee's personal property located, kept, or stored on the Property during Permittee's use of the Property. 3.3. Permittee shall be solely liable and responsible for any Claims, as defined herein, occurring at or on the Property, which arise out of Permittee's or its employees, agents, invitees, volunteers or subcontractors use of the Property. 3.4. Permittee shall not cause or allow any person or entity to cause any hazardous material, waste, or debris to enter any OCPRC or County property. 3.5. Indemnification. Permittee shall indemnify and hold harmless the County of Oakland, it Boards, Commissions, officials, and employees from any and all Claims that are incurred by or asserted against the County by any person or entity which are alleged to have been caused by or found to arise from the acts, performances, errors, or omissions of Permittee or its employees, agents volunteers, subcontractors, invitees, or any other persons on the Property as a result of Permittee's use of the Property. 3.6. Definition of Claim. Claims is defined as any alleged losses, claims, complaints, demands for relief or damages, suits, causes of action, proceedings, judgments, deficiencies, liability, penalties, litigation, costs, and expenses, including, but not limited to, reimbursement for reasonable attorney fees, witness fees, court costs, investigation expenses, litigation expenses, amounts paid in settlement, and/or other amounts or liabilities of any kind which are imposed on, incurred by, or asserted against the County, or for which the County may become legally and/or contractually obligated to pay or defend against, whether direct, indirect or consequential, whether based upon any alleged violation of the federal or the state constitution, any federal or state statute, rule, regulation, or any alleged violation of federal or state common law, whether any such claims are brought in law or equity, tort, contract, or otherwise, and/or whether commenced or threatened. Page 2 of 4 202 3.7. Alcohol Use. BY LAW, NO ONE UNDER 21 MAY CONSUME OR TASTE ALCOHOLIC BEVERAGES ON THE PROPERTY, OAKLAND COUNTY PROPERTY OR OCPRC PROPERTY. Permittee agrees and warrants that there shall be NO SERVICE TO OR CONSUMPTION OF ALCOHOLIC BEVERAGES BY PERSONS UNDER AGE 21. Permittee shall monitor service and consumption of alcoholic beverages at the Event. Permittee specifically acknowledges that it is solely liable for the service and consumption of any alcoholic beverages at the Event and that such liability shall extend to any aspect regarding the service or consumption of alcoholic beverages. 4. Insurance. Permittee shall obtain and maintain insurance according to the specifications set forth in Exhibit A. Exhibit A is incorporated by reference into this Permit. 5. Compliance with Law and Park Rules. Permittee, including its employees, agents, invitees, and subcontractors must comply with all applicable federal, state, and local laws, regulations and ordinances, the OCPRC Rules and Regulations and the requirements of this Permit. The OCPRC Park Rules and Regulations can be found on the OCPRC website. 6. Successors and Assigns. This Agreement shall be binding upon and inure to the benefit of the successors and assigns of the Parties. Notwithstanding the foregoing, Permittee shall not assign or transfer any portion of this Permit without the prior written consent of OCPRC. 7. Waiver. The failure of OCPRC to insist upon strict performance of any covenants or conditions of this Permit or to exercise any option herein conferred in any one or more instances shall not be construed as a waiver or relinquishment of any such covenants, conditions, or options, but the same shall be and remain in full force and effect. No covenant, term or condition of this Permit shall be deemed to have been waived by OCPRC, unless such waiver is in writing by OCPRC. 8, Amendments. This Permit cannot be modified unless reduced to writing and signed by both Parties. 9. Severability. If any term, covenant, or condition of this Permit or the application thereof to any person or circumstance is deemed to be invalid or unenforceable to any extent, the remainder of this Permit or the application of such term, covenant or condition to persons or circumstances, shall not be affected thereby and each term, covenant or condition of this Permit shall be valid and enforceable to the fullest extent permitted by law, unless removal of such term materially alters the basic intent of the Parties in executing this Permit. 10. Governing Law. This Permit shall be governed, interpreted, and enforced by the laws of the State of Michigan. Page 3 of 4 203 11. Counterparts. This Permit may be executed in one or more counterparts, including facsimile copies, each of which shall be deemed an original, but all of which shall together constitute one instrument. 12. Entire Agreement. This Permit sets forth all covenants, promises, agreements, conditions and understandings between the Parties concerning the use of the Property and there are no covenants, promises, agreements, conditions or understandings, either oral or written, between the Parties other than are herein set forth. 13. Effective Date. The Effective Date of this Permit shall be the date upon which the last of the Parties listed below has signed the Permit. 14. The Parties represent that their respective signatories have the requisite authority to execute and bind them to the duties and responsibilities contained herein. APPROVED AND AUTHORIZED BY PERMITTEE: NAM E: TITLE: DATE: SIGNATURE APPROVED AND AUTHORIZED BY OCPRC: NAME: TITLE: DATE: SIGNATURE Page 4 of 4 204 EXHIBIT A INSURANCE REQUIREMENTS. Permittee shall provide and maintain, at their own expense, all insurance as set forth below. The insurance shall be written for not less than any minimum coverage herein specified or required by law, whichever is greater. a. Commercial General Liabilitv Insurance: with the following minimum limits: $1,000,000—Bodily Injury & Property Damage Each Occurrence Limit $1,000,000 — Personal & Advertising Injury Limit $1,000,000 —Prod ucts/Com pleted operations $ 10,000 — Medical Expense (Any One Person) $2,000,000 —General Aggregate Limit Commercial General Liability Insurance shall contain the following minimum coverages: • Occurrence Form • Premises/Operations • Personal and Advertising Injury • Independent Contractors • Broad Form Property Damage • (Blanket) Broad Form Contractual (including coverage for obligations assumed in this contract) b. Liquor Legal Liability Insurance: Liquor Liability insurance with a limit of $1,000,000 each occurrence. c. Workers Compensation Insurance: with limits statutorily required by any applicable Federal or State Law and Employers Liability insurance with limits of no less than $500,000 each accident, $500,000 disease each employee, and $500,000 disease policy limit. GENERAL INSURANCE PROVISIONS. All certificates of insurance and insurance policies shall contain the following provisions and/or clauses with evidence of same provided to the County of Oakland (1) All policies of insurance shall be on a primary, non-contributory basis with any other insurance and/or self-insurance carried by the County of Oakland. (2) The insurance company(s) issuing the policy or policies shall have no recourse against the County of Oakland for subrogation, payment of any premiums, deductibles, or assessments under any form of policy. Page 1 of 2 205 (3) Any and all deductibles in the required insurance policies shall be assumed by and be at the sole risk of the Vendor. (4) All policies must be endorsed to include a written waiver of subrogation in favor of the County of Oakland. (5) All insurance policies, must be endorsed to name as Additional Insured: the County of Oakland and it officers, directors, employees, appointees and commissioners. (6) Permitee shall require their contractors or sub -contractors not protected under the Permittee's insurance policies, to procure and maintain insurance with coverages, limits, provisions, and/or clauses equal to those required of the Permittee in this Permit. (7) Certificates of insurance must be provided no less than ten (10) days prior to the event and use of the Property stated in Paragraph 1 and must bear evidence of all required endorsements and clauses. (8) All policies of insurance required in this Permit shall be issued by companies that are licensed and approved to do business in Michigan and shall have and maintain a minimum A.M. Best rating of AN or greater. Page 2 of 2 206 EXECUTIVE OFFICER'S REPORT ITEM # 10 E 1. Upcoming Events: Attached for your information is a list of upcoming events and programs scheduled by the Recreation Programs and Services and park staff. Natural Resources Stewardship Program: The Natural Resources (NR) Stewardship staff hosted Chrysler Group LLC's Employee Volunteer Program on Wednesday, August 6, 2014 at Independence Oaks. Twelve Chrysler employee volunteers participated in invasive shrub removal contributing a total of 60 hours to stewardship efforts. We look forward to hosting NR Stewardship workdays for interested groups in the future. 3. South Parks and Recreation Office — Storm Water Damage: Listed below is an update on the status of the storm water damage at the South Parks and Recreation Office. Catalpa Oaks Park — No water damage to the park's concession/restroom facility South Parks and Recreation Office (within the Health Der)artment) • Offices — no water damage • Basement storage — We had 10 inches of water in the basement on Monday evening. The water went through the entire basement. Since we have had water previously, most of our inventory was up on shelves and in Rubbermaid containers • We lost minimal supplies — Primarily giveaways and signage • Belfor Property Restoration is in charge of the cleanup and decontamination. They have an inventory specialist pulling the list of damaged items together • Under our direction staff from Belfor moved our inventory that was not contaminated to the Catalpa Trailer that Tom Garvey dropped off, along with utilizing the concession area at Catalpa. • Insurance claims and processing will be handled by the Health Division • Repair work and the reconstruction of the storage area will be facilitated by Oakland County Facilities Maintenance and Operations • Basement carpeting and wood walls will be replaced. At this time, our inventory has been secured and we do not have access to the basement. 4. Proposed Timeline for Remaining Food and Beverage RFP's: Listed below is the proposed timeline for the remaining Food and Beverage Requests for Proposals (RFP's). • Approved Caterer List (Activity Centers, Ellis Barn, Park Picnic Pavilions) Lyon Oaks/White Lake Oaks Golf Courses and Conference Centers F&B Operations RFP's to be released and evaluated at the same time Review Final Drafts of RFP's September 3, 2014 Release RFP's to Public September 8, 2014 Recruit Vendors Ongoing Site Visits — Approved Caterers As Needed Site Visits — LYGAA/LG September 16, 2014 RFP Response Due Date September 25, 2014 Evaluate Responses October 1, 2014 Negotiate Contracts Ongoing Present to Commission for Approval December 3, 2014 Contract Start Date — Approved Caterers January 1, 2015 Contract Start Date — LYG/WLG January 1, 2016 207 S. Summer and Seasonal Classifications: The County Executive is recommending a 3% general salary increase for Fiscal Year 2015 for the Summer and Seasonal Classifications included in the FY 2015 Salary Schedule. Summer applications were accepted from February 10 to February 24 of this year. The 2014 summer program resulted in 1,166 applications being submitted. 6. OCPR Commissioners Uniform/Denim Shirts: Staff will be ordering long-sleeved denim shirts for the OCPR Commissioners, Vicky Valko will have a sample of the shirt at the September 3, 2014, OCPRC meeting. Please see Vicky before you leave the meeting to place your order. 7. Summer and Seasonal Classifications: The County Executive is recommending a 3% general salary increase for Fiscal Year 2015 for the Summer and Seasonal classifications. Summer applications were accepted from February 10 to February 24 of this year. The 2014 summer program resulted in 1,166 applications being submitted. NumM Applications Summer Positions (Budgeted) 4 Z6mrfi6r Applications Aicoptt d Deeivett F0"'bil ry�— March 2010 2.011 _ 2012 2013 2014 3,11.5 f 3,296 1901 2,040 1,166 47B 404 470 471 438 8. OCPR 2014 Managed Hunt Lottery Dates: Listed below please find information from Natural Resources Planner Brittany Bird on the 2014 Managed Hunts: 2014 Managed Hunt Dates Oakland County Parks and Recreation Commission, in cooperation with the Michigan Department of Natural Resources, is seeking volunteers to participate in special controlled hunts at Addison and Independence Oaks County Parks under guidelines of 2014 Michigan Department of Natural Resources Block Permit Program. The hunt is developed as a wildlife management program to reduce and maintain the Whitetail Deer (antlerless only) population at the park, in order to preserve functional natural communities in perpetuity. Parks are closed to the general public on designated hunt dates. Addison Oaks Firearms Season Dates: Monday November 18 Wednesday November 20 Monday November 25 Muzzleloader Date: Tuesday December 9 Independence Oaks Firearms Season Dates: Monday November 17 Wednesday November 19 Monday November 24 Wednesday November 26 Muzzleloader Date: Monday December 8 We will make hardcopy flyers for each park available to Commissioners at the September 3, 2014, ORPRC Meeting. 208 9. Communications and Marketing -September 2014: Listed below is an update from Desiree Stanfield, Supervisor— Communications and Marketing: Placed digital ads with Michigan Links that were emailed to its 19,061 subscribers. The August 5 and August 19 ads featured the "Take Time for 9" theme. -Placed digital ad promoting the waterparks with Oakland County Moms website -Placed an ad in the Arts `n' Apples program booklet promoting fall golf rates, Halloween camping weekends and the Howl-o-Ween dog event at Lyon Oaks Dog Park -Purchased an ad in Save on Magazine's August issue that was mailed to 50,000 homes in Clarkston, Waterford, White Lake, and West Bloomfield to promote the two campgrounds with a "Buy 2 nights get one night free" offer valid through Sept.25 at Groveland Oaks and Oct. 16 at Addison Oaks. (Offer not valid on yurts or cabins.) -Placed full -page ad in the 2015 Waterford Chamber of Commerce Resource booklet focusing on the County Market, Mobile Recreation and Waterford Oaks Waterpark. -Designed a full -page ad and crafted a 75-word message to promote the nature centers in the Fall 2014A1Ninter 2015 Girl Scouts of Southeast Michigan "CONNECT' Magazine, The issue will be mailed to all troop leaders, co -leaders, and operational volunteers in mid -September. The magazine will also be available at five GSSEM Service Center locations and on assem.ora. for members to download. The print run is estimated at 5,500 covering Genesee, Livingston, Macomb, Monroe, Oakland, St. Clair, Sanilac and Wayne counties. Space was also reserved for the 2015 spring/summer issue. -Enhanced marketing efforts for the Disc Golf Glow Event to boost attendance including quarter -page ads August 6 & 13 in the Madison -Park News, Troy Times, The Southfield Sun, Birmingham Bloomfield Eagle and Sterling Heights Sentry. Also placed a digital ad on www.candanews.com to gain 33,333 impressions during a two -week period. And facilitated an interview by The Oakland Press about the event. End of July/Early August Media Coverage Report PRINT MEDIA Muck buckets for boardwalks The Oakland Press Sharon Greene July 13, 2014 Back Roads races return with park route (Clarkston State Bank Back Roads Half Marathon and 10k) Clarkston News Phil Custodio July 16, 2014 LINK: httc://www.clarkstonnews.com/Articles-News-i-2014-07-16-255542.113121-sub-Backroads-races- retu rn-with-park-route. html `Quake -on -the -Lake' an Oakland County tradition The Oakland Press Mary Anne Wilson July 17, 2014 LINK: htto://www.theoaklandpress.com/opinion/20140717/quake-on-the-lake-an-oakland-county-tradition 209 Community Brief: Wi-Fi campgrounds The Oakland Press Tiffany Esshaki July 17, 2014 Print Only Wi-fi now available at Addison and Groveland Oaks campgrounds The Oakland Press July 18, 2014 LINK: http://www.theoaklandpress.corn/lifestvle/20140717/wi-fi-now-available-at-addison-and-groveiand- oaks-campgrounds Scoopers help heart research Clarkston News Laura Ducharme July 23, 2014 LINK: http://www.clarkstcnnews.com/Articles-News-i-2014-07-23-255624.113121-sub-Scoopers-helo- heart-research. html BMX Track ready for racers The Oakland Press July 23, 2014 LINK: httr)://www.theoaklandoress.com/general-news/20140723/bmx-track-readv-for-racers Equestrian conservancy hosting informational picnic Aug. 18 The Oakland Press Sharon Greene July 29, 2014 LINK: http://www.thecakiandt)ress.com/lifestvle/20140729/equestrian-conservancv-hostina-informational- picnic-auq-18 RADIO WKQI Channel 95.5 Five 4-packs for prizes for the morning show's game give away July 28 —August 1, 2014 This was initiated to build a relationship with the radio station for advertising and cn-site free promotional purposes. 100.3 WNIC Five 4-packs for prizes for the morning show's game give away July 28 — August 1, 2014 This was initiated to build a relationship with the radio station for advertising and on -site free promotional purposes. MIX 92.3 Five 4-packs for prizes for the morning show's game give away July 28 — August 1, 2014 This was initiated to build a relationship with the radio station for advertising and on -site free promotional purposes. 210 Dreams and Wings Broadcast Media Coveraqe WJBK-DET (FOX) July 12, 2014 at 11:44 p.m. Local Market Viewership: 23,660 Local Publicity Value: $1,401.94 per 30 seconds LINK: http://mms.tveves,com/Transcript.asp?StationlD=1004&DateTime=7%2F12%2F2014+6%3A07%3A1 O+PM&Term=Oakland+County+Parks&PIavCIip=TRUE WJBK-DET (FOX) July 13, 2014 at 6:39 a.m. Local Market Viewership: 29,415 Local Publicity Value: $1,488.76 per 30 seconds LINK: http://mms.tveves.com/Transcript.asp?Station(D=1004&DateTime=7%2F13°/o2F2014+6%3A39%3A3 4+AM&Term=0akland+County+Parks&PIavCIip=TRUE WJBK-DET (FOX) July 12, 2014 at 6:07 p.m. Local Market Viewership: 68,995 Local Publicity Value: $3,099.47 per 30 seconds LI NK:htto://mms.tveves.com/Transcript.asr)?StationlD=1004&DateTime=7%2F12 %2F2014+6%3A07%3A1 O+PM&Term=Oakland+County+Parks&PlavClip=TRUE Total Value: $5,990.17 per 30 seconds 211 Upcomine Events — September, 2014 Adaptive Recreation September 6 Archery at Sportstacular— Camp Dearborn September 13 Rock Climbing in Madison Heights — Planet Rock September 27 Anytime Fitness — Jiu-Jitsu Golf September 2 4-Person Scramble Age 50+— Springfield Oaks Golf Course Camperound Recreation September 12 Haunted Hallows I — Groveland Oaks September 19 Haunted Hallows II — Groveland Oaks September 22 Extended Camping Season— Groveland Oaks Market Programs September 6 Eggshell Grassy Head — County Market September 7 Mom -to -Mom Sale — County Market September 13 Invasive Species — County Market September 18 September is National Preparedness Month! — County Market September 20 Sunbutter —County Market September 20 Terrarium — County Market Natural Resource Education ProLrrams September 10 Monarch Migration — Red Oaks Nature Center September 13 Rattlesnake Recognition for Dog Owners — Lyon Oaks September 20 Clean up The Clinton River — Stewardship for Bio-swales — Waterford Administrative Office September 27 Tree Hugger's Hike — Independence Oaks Boathouse Nature/Interpretive Programs September 6 Butterfly Parade/Special Event— Red Oaks Nature Center September 13 Migration — My Gracious! — Wint Nature Center September 13 NatureFit: Fun & Games — Red Oaks Nature Center September 18 Garden Work Bee — Wint Nature Center September 19 CSDD — Wint Nature Center September 20 Migration -My Gracious! — Red Oaks Nature Center September 20 Evening Hayride — Wint Nature Center September 25 Oakdale Academy — Wint Nature Center September 26 Latchkey Group/Huntington Woods — Red Oaks Nature Center September 27 Great Lakes Bat-Fest — Wint Nature Center September 27 Turtle Time — Red Oaks Nature Center September 28 NatureFit: Bike the Loop — Wint Nature Center 212 UpcominLy Events — September, 2014 Special Events, Dogs, and Health & Wellness September I Arts, Beats and Eats — Veteran Concert September 6 Dog Swim — Waterford Oaks September 6 Vaccination Clinic — Waterford Oaks September 7 Dog Swim — Red Oaks Waterpark September 7 FidoFest — Red Oaks Waterpark September 10 Creature Feature Fest— Southfield Parks & Recreation. September 13 Free Wood Chip Day— Orion Oaks September 13 Dog Swim — Independence Oaks September 13 Vaccination Clinic — Lyon Oaks September 17 OCParks Express to Addison Oaks Historic Event September 20 Vaccination Clinic — Independence Oaks September 19-21 Soccer Tournament — Lyon Oaks Mobile Recreation September 1 Climbing Tower: Franklin Community Association Family Fair September 1 Climbing Tower: Great Lakes State Fair in Novi September 1 Bus (2): OCPRC Adaptive Recreation to Arts, Beats, & Eats September 1 Stage (4): Witz & Associates Arts, Beats, & Eats September 4-7 Stage: St, George Greek Orthodox Church Ya'ssoo Festival September 5 Festival 1 & Stage: Keego Harbor Police Skate Night September 5-8 Festival 2 & Climbing Tower: Paint Creek Center for the bits — Arts & Apples September 5 Bus: Simen, Figura, & Parker to Comerica Park September 5 Bus: Arnold Norman to the Hazel Park Race Track September 5 Stage: Brandon Township Parks & Recreation September Festival September 6 Retro Games, Arch, & Bus: OCPRC Nature Center's Butterfly Parade September 6 Stage: Lawrence Tech Volleyball Blast September 6 Stage: Clawson DDA Block Party September 7 Festival 2: Faith Lutheran Church Party September 10 Go Fish: Southfield Parks & Recreation Event at Inglenook Park September 10 Bus: Independence Township Senior Center to Comerica Park September 12-14 Climbing Tower & Stage: Ferndale DDA DIY Street Fair September 13 Festival 1: OCPRC MR & Events Haunted Hallows September 13 Mini -festival: Orion Township Community Center Barn Daze September 13 Retro Games: OCPRC Red Oaks Nature Center Program September 13 Bus: OCPRC Adaptive Recreation Rock Climbing Trip September 13-14 Stage: Highland Heritage Festival at Veterans Park September 13 Stage: ABC Harley Davidson Fall Open House September 14 Stage: Aids Walk Detroit at the Royal Oak Farmers Market September 14 Stage: City of Walled Lake — Pet Awareness Day September 17 Bus (2): OCPRC Adaptive Recreation Rock Climbing Trip September 20 Bouncer & Festival 2: Genisys Credit Union Event September 20 Festival 1: OCPRC MR & Events Haunted Hallows at Groveland Oaks September 20 Mini -Festival: School Craft Elementary Carnival September 20 Go Cache: Scout Day at Independence Oaks September 20 Bus: 40th High School Reunion for Resident September 20 Stage (2): Car Show at Golling Buick September 20 Stage: Down Syndrome Guild Walk at Woodside Bible Church September 20 Stage: Springfield Township Harvest Festival September 21 Retro Games: The Children's Tumor Foundation Annual Event September 22-25 Go Cache: Michigan Recreation & Park Association Event September 23 Climbing Tower: Kautex Wellness Picnic 213 Upcoming Events — September, 2014 September 26 September 26-28 September 27 September 27 September 27 September 27 September 27 September 28 Go Golf. MRPA Golf Outing at Kensington Metro Park Stage: City of South Lyon Pumpkin Festival Festival 1, Arch, Bus, & Climbing Tower: OC Brooksie Way at Oakland University Festival 2: Genisys Credit Union September — Festival in Downtown Ortonville Climbing Tower: Ferndale Parks & Recreation Camp Good Grief Bus: OCPRC Adaptive Recreation OC Express Location TBD Stage: Dryden Events Community Fall Festival Downtown Festival l: St. Anne's Church Picnic Volunteer Opportunities September 6 Butterfly Parade — Red Oaks Nature Center September 6 Camp Bow Wow Dog Swim — Waterford Oaks Waterpark September 7 Camp Bow Wow Dog Swim & Fido Festival — Red Oaks Waterpark September 13 Camp Bow Wow Dog Swim --.Independence Oaks September 26-27 Brooksie Health Expo — Oakland University Recreation Center 214