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Agendas/Packets - 2015.02.10 - 40291
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 2:00 p.m. on Tuesday, February 10, 2015, 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 • Destination Oakland.com AKLANDCOUNTYPARKS February 3, 2015 Oakland County Parks and Recreation Conu-nission Oakland County, Michigan Commissioners: A meeting has been called of the Oakland County Parks and Recreation Conunission as follows: PLACE ................................... Oakland County Parks Administration Office 2800 Watkins Lake Road Waterford, M1 48328 TIME ................................... Tuesday, February 10, 2015 2:00 p.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, Gerald A. Fisher Daniel J. Stencil, CPRE Chairman Executive Officer J. David VanderVeen Vice Chairman John A. Scott Secretary Pecky D. Lewis, Jr. Next Meeting: Tuesday, March 10, 2015 64, 2:00 mm. Chairperson Emeritus White Lake Oaks Golf Course A. David rt III 991 Williams Lake Road Gregory C..JamiaJamian Robert E. Kostin White Lake, MI 48386-2566 Christine Long Gary R. McGillivray Jim Nash Daniel J. Stencil Executive Officer 0 ur mission is to provide quality recreational experiences that encourage healthy lifestyles, 2 support economic prosperity and promote the protection of natural resources. Oakland County Parks and Recreation Commission Meeting Parks & Recreation Administration Offices 2800 Watkins Lake Road, Waterford, MI 48328 Tuesday, February 10, 2015 2:00 PM AGENDA Page #'s Action Reauired Presenter/Phone # 1. Call Meeting to Order ------ G. Fisher 248.514.9814 2. Roll Call ------ « 3. Pledge of Allegiance ------ 19 3-4 4. Approval of Agenda Approval G. Fisher/D. Stencil 248.858.4944 5-13 5. Approval of Minutes: Regular Meeting of 01/13/15 Approval V. Valko 248.858.4603 6. Public Comments: G. Fisher 14 7. STAFF INTRODUCTION: Food & Beverage Coordinator Thomas Rymsza S. Wells 858.4634/P. Castonia 858.0909 15 8. PRESENTATION: 2015 Fire & Ice Festival Information D. VanderVeen 858.0516/Staff 9. CONSENT AGENDA: 16-17 A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 12/31/14 (FM 03, FYI 5) Receive &File J. Phelps 858.5319N. Stencil 18 B. Monthly Revenue and Expenditure Comparison Report for Month Ending 12/31/14 (FM 03, FYI 5) Receive &File J. Phelps/D. Stencil 19 C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 12/31/14 (FM 03, FYI 5) Receive &File J. Phelps/D. Stencil 20-23 D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 12/31/14 (FM 03, FY15) Receive &File J. Phelps/D. Stencil 24 E. Budget Amendment — Vehicle purchase (Annual Replacement Program) Information/Approval J. Phelps/D. Stencil 25 F. Budget Amendment — Facilities Maintenance Quarterly Budget Transfer Information/Approval J. Phelps/D. Stencil 26 G. Fiscal Services 15t Quarter Financial Forecast Receive & File J. Phelps/D. Stencil 27 H. FY 2015 Non-CIP Maintenance Projects Update Receive & File M. Donnellon 858.4623/1). Stencil 28 1. FY 2015 CIP Schedule Update Receive & File M. Donnellon/D. Stencil 29-33 J. OCPR Marketing Request for Proposal Information & Receive M. Prowse 249.2801/1). Stencil 10. REGULAR AGENDA: 34-43 A. FY 2015 Pending CIP Budget Project Report Information/Approval M. Donnellon/D. Stencil/S. Wells B. FY 2015 CIP Project Approvals: 44-60 1. Red Oaks Nature Center— Parking Lot Design - Conceptual Approval Information/Approval Z. Crane 975.9628/M. Donnellon 61-71 2. Glen Oaks Golf Course & Conference Center — Parking Lot Design - Conceptual Approval Information/Approval Z. Crane/M. Donnellon 72-121 3. Red/Waterford/Groveland Oaks —Concession Remodel —Phase I - Construction Approval Information/Approval M. Donnellon 3 BREAK AT THE DISCRETION OF THE CHAIR 122-132 C. Proposed Michigan Natural Resources Trust Fund 2015 Grant Application - Independence Oaks Dock Replacement Information/Approval/BOC M. Prowse/D. Stencil 133-137 D. Proposed Unrestricted Net Asset Policy Revision Information/Approval J. Phelps/D. Stencil 138 E. Proposed 2015 Key Initiatives Information G. Fisher/D. Stencil 11. STAFF REPORTS: A. Participation and Program Review FY 2015, Month 03 Receive and File T. Fields 858.0914/J. Dunleavy 858.4647 /T. Hughes 343.1011 139 B. Food -Beverage -Golf Committee/Consultant Update Receive and File P. Castonia/D. Stencil/S. Wells 140-142 C. Commercial Film and Photography Permit Process Review Information D. Stencil/M. Prowse 143-150 D. Executive Officer Report Receive and File D. Stencil E. Executive Committee Update Receive and File G. Fisher 12. OLD BUSINESS G. Fisher 13. NEW BUSINESS G. Fisher 14. CLOSED SESSION: Proposed Property Acquisition G. Fisher 15. ADJOURN - 3:55 PM Due to 4:00 PM Food & Beverage Negotiations Committee meeting - pending for White Lake Oaks and Lyon Oaks. Meeting to be held in Commission meeting room. Next Meeting: 2:00 p.m. on March 10, 2015 White Lake Oaks Golf Course, 991 Williams Lake Road, White Lake, MI 48386-2566 * NOTE: All phone numbers are area code (248) unless otherwise noted. As a 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. Oakland County Parks and Recreation Commission Meeting January 13, 2015 Chairman Fisher called the meeting to order at 2:04 p.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, Ronald Fowkes, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long, Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT WITH NOTICE: None ALSO PRESENT: Parks and Recreation: OC Corporation Counsel OC Fiscal Services George W. Auch Company U of M Flint APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of Parks & Recreation Operations Brittany Bird, Natural Resources Planner Phil Castonia, Business Development Rep. 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 & Services Donna Folland, Senior Planner John Haney, Recreation Program Supervisor Linda Hegstrom, Project Advisor Tom Hughes, Chief -Park Ops. & Maint.- S. District Taylor Kimball, Intern Karen Kohn, Supervisor — Administrative Services Stephanie Mackey, Business Development Rep, Melissa Prowse, Business Development Rep. Jody Hall, Asst. Corporation Counsel Jeff Phelps, Supervisor II Danielle Eschner Leyla Sanker Moved by Mr. Scott, supported by Mr. VanderVeen, to approve the agenda as submitted. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Moved by Mr. Kostin, supported by Mr. Lewis, to approve the minutes of the OCPR Regular Commission Meeting of December 10, 2014, as submitted. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. 5 (Commission Meeting, January 13, 2015) PUBLIC COMMENTS: There were no comments from the public. ELECTION OF OFFICERS: Moved by Mr. VanderVeen, supported by Mr. Scott, to have Chairperson Emeritus Pecky Lewis chair the meeting for the purpose of conducting the election for OCPR Commission officers for 2015. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Chairman Emeritus Lewis assumed the Chair for the purpose of election of officers for 2015, Nominations were opened for the position of Chairman, Vice Chairman and Secretary. Mr. Kostin nominated Gerald Fisher as Chairman, J. David VanderVeen as Vice Chairman and John Scott as Secretary. Nominations were closed. Moved by Mr. Kostin, supported by Mr, Baumhart, to elect Gerald Fisher as Chairman, J. David VanderVeen as Vice Chairman and John Scott as Secretary of the Oakland County Parks and Recreation Commission for 2015, AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote, Chairman Fisher resumed the position of Chairman INTRODUCTION: Business Development Representative Stephanie Mackey introduced Taylor Kimball, a new Intern from Central Michigan University majoring in Recreation and Event Management with a Community Emphasis and a minor in Outdoor and Environmental Education. Taylor will be completing a 15-week internship with Oakland County Parks and Recreation providing support for Training and Volunteer Services. CONSENT AGENDA: All items are considered to be routine by the OCPR Commission and will be enacted by one motion. There will be no separate discussion of these items unless a Commission member so requests, in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda. Moved by Mrs. Long, supported by Mr. McGillivray to approve Items 8 A-E under the Consent Agenda as follows: 8A. Motion - Receive and file the Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 11/30/14 (FM 02, FY15) 8B. Motion - Receive and fife the Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month Ending 11/30/14 (FM 02, FY15) 8C. Motion - Receive and file the Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for Month Ending 11/30/14 (FM 02, FY15) 6 (Commission Meeting, January 13, 2015) 8D. Motion - Receive and file the Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 11/30/14 (FM 02, FY15) 8 E. Motion - Receive and file the OCPR FY 2015 Non-CIP Proiects Update AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA: Proposed 2015 OCPR Commission Meeting Dates/Meeting Schedule and Studv Sessions Moved by Mr. Scott, supported by Mr. Fowkes to approve the 2015 OCPR Commission meeting schedule, setting the OCPR Commission monthly meeting dates as the second Tuesday of each month at 2:00 p.m. and to set the first OCPR Commission Study Session for Tuesday, January 27, 2015 at 10:00 a.m. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Annual Review of OCPR Commission Bvlaws The Commission decided to postpone consideration of this item until the OCPRC Study Session scheduled for January 27, 2015. Proposed 2015 Appreciation Days Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the 2015 Oakland County Parks Appreciation Days as follows: Veteran's Day Wednesday, November 11, 2015 Thanksgiving Day Thursday, November 26, 2015 Christmas Eve Thursday, December 24, 2015 Christmas Day Friday, December 25, 2015 New Year's Eve Thursday, December 31, 2015 In order to provide free access into the Oakland County Day Use Parks. YES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. State Grant Strateqv & Mitigation Update Supervisor of Planning Melissa Prowse provided an update on the status of the current grant strategy and a summary of the current/funded grant projects. Staff also provided information regarding the OCPR "conversions" of grant -funded property, how those conversions impact OCPR's ability to receive larger grants, and a proposed strategy for mitigating any possible conversions. II (Commission Meeting, January 13, 2015) Barrick Oil Donation/Adaptive Services Initiative Moved by Mr. Nash, supported by Mr. VanderVeen to adopt the following resolution to accept the $10,000 contribution from Barrick Enterprises, Inc., for the development of OCPR recreational opportunities for veterans with disabilities, and forward to the Oakland County Board of Commissioners for final approval: WHEREAS, the Oakland County Parks and Recreation Commission has been selected to receive a $10,000 contribution from Barrick Enterprises, Inc., a local BP Branded Marketer; and WHEREAS, the contribution will fund the Disabled Veteran's Sport Initiative, which will include the Paralympic Experience Sports Expo, Paralympic Sports Clinic Series, and various social opportunities for veterans with disabilities throughout the Oakland County community; and WHEREAS, the acceptance of the Barrick Enterprises, Inc. contribution will serve as potential matching funds to allow Oakland County Parks and Recreation to be eligible for the BP Fueling Communities Program; and WHEREAS, the BP Fueling Communities Program provides monetary contributions to local organizations that are nominated by BP's Branded Marketers, such as Barrick Enterprises, Inc., to support the communities in which they do business; and WHEREAS, the Fueling Communities Program gives back to local organizations that support health, education, youth, food and housing to spread charity and goodwill. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission recommends acceptance of the $10,000 Barrick Enterprises, inc. contribution to assist in the development of recreational opportunities for veterans with disabilities and become eligible for additional funding through the BP Fueling Communities Program, BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners authorize and accept the $10,000 Barrick Enterprises, Inc. contribution. YES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Springfield Oaks/Mill Pond Interlocai Government Aqreement Moved by Mr. Fowkes, supported by Mr. Scott to adopt the following resolution regarding the Springfield Oaks Davisburg Dam Interlocal Agreement, as drafted by Oakland County Corporation Counsel and approved by the Charter Township of Springfield, and forward to the Oakland County Board of Commissioners for final approval: WHEREAS, the County of Oakland owns property located along Andersonville Road in Springfield Township known as Springfield Oaks County Park; and WHEREAS, a seven -acre portion of the property identified as the Davisburg Mill Pond site was conveyed by Quit Claim Deed to the Charter Township of Springfield on March 1, 1984; and WHEREAS, the Davisburg Mill Pond site included the Mill Pond Dam, which creates the primary east -west Davisburg Road connection; and 8 (Commission Meeting, January 13, 2015) WHEREAS, Oakland County Parks and Recreation has been responsible for the required inspection and maintenance of the dam since 2000, as required by the Michigan Department of Natural Resources; and WHEREAS, Parks staff, with the assistance of Oakland County Corporation Counsel and Oakland County Property Management, verified that the County of Oakland owns the property of the dam; however the deed language was interpreted to read that the Charter Township of Springfield and Springfield Township Parks and Recreation are financially obligated for the maintenance of the existing dam; and WHEREAS, on February 23, 1984, the Oakland County Board of Commissioners adopted Miscellaneous Resolution # 84037 stating the financial obligation for maintenance and repair of the dam shall be split based on the frontage of the Mill Pond; and WHEREAS, Oakland County Board of Commissioners adopted MR #13284 on November 13, 2013 approving an Affidavit of Clarification of financial responsibility, including maintenance and operational responsibility, to the 1984 Quit Claim Deed for the Davisburg Mill Pond Dam at Springfield Oaks County Park; and WHEREAS, an Inter -local Agreement between the County of Oakland and the Charter Township of Springfield has been drafted by Oakland County Corporation Counsel, based upon the Affidavit of Clarification; and WHEREAS, the Inter -local Agreement was approved by the Charter Township of Springfield Board of Trustees. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommend the Oakland County Board of Commissioners approve the Inter -local agreement between the County of Oakland and the Charter Township of Springfield, based upon the Affidavit of Clarification of financial responsibility, including maintenance and operational responsibility for the Davisburg Mill Pond Dam at Springfield Oaks County Park as drafted by Oakland County Corporation Counsel and approved by the Charter Township of Springfield. YES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. License Aqreement between Ford Motor Company Wixom Plant and Oakland County Parks for Well Monitorinq and Soil Boring Moved by Mr. McGillivray, supported by Mrs. Long to approve the License between Oakland County Parks and Recreation Commission and Ford Motor Company, to allow access to the Lyon Oaks County Park property adjacent to the northern boundary of the former Wixom Assembly Plant Property for the purpose of environmental testing, including the performance of soil borings and the installation and sampling of underground monitoring wells. YES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. 9 (Commission Meeting, January 13, 2015) CISMA Memorandum of Understanding for Invasive Species Management -Oakland County Invasive Species Management Area (OC CISMA) Memorandum of Understandinq Moved by Mrs. Long, supported by Mr. Scott to approve the Oakland County Invasive Species Management Area (OC CISMA) Memorandum of Understanding with Addison Township, Charter Township of Bloomfield, Charter Township of Brandon, City of the Village of Clarkston, Charter Township of Independence, City of Keego Harbor, Michigan Nature Association, North Oakland Headwaters Land Conservancy, Oakland County Conservation District, Oakland County Intermediate School District, Oakland Phragmites and Other Invasive Species Task Force, Charter Township of Orion, The Road Commission for Oakland County, Rose Township, Charter Township of Springfield, The Stewardship Network, Charter Township of Waterford, and Charter Township of West Bloomfield, to be executed immediately by the Chairman or his designee. YES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Waterford Oaks Design Master Plan Competition Proposal Moved by Mr. McGillivray, supported by Mr. Nash to approve the selection of OHM Advisors, Russell Design, and Landscape Architects and Planners as the participants of the Waterford Oaks Design Competition. YES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. The Commission requested staff to report back on the following items: • Review the contract language and determine payment procedure if not one of the three firms creates a desirable or successful plan • How each of the three firms is compensated • Once a final vendor is selected by the committee, bring the negotiated contract to the OCPR Commission for final approval Construction Proiect (Conceptual Approval): RedlWaterfordlGrove land Concession Remodeling Initiative Moved by Mr. Kostin, supported by Mr. Baumhart to approve the conceptual amounts and amend the FY 2015 CIP Budget for the Concession Remodeling Initiative for Red Oaks, Waterford Oaks and Groveland Oaks as follows: • Red Oaks Phase I Concession Remodeling in the amount of $131,083 • Red Oaks Phase 11 Concession Remodeling design engineering in the amount of $20,000 • Waterford Oaks Phase I Concession Remodeling in the amount of $116,632 • Waterford Oaks Phase II Concession Remodeling design engineering in the amount of $20,000 10 (Commission Meeting, January 13, 2015) Groveland Oaks Phase I Concession Remodeling in the amount of $133,650 Groveland Oaks Phase II Concession Remodeling design engineering in the amount of $20,000. YES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Proposed 2015 Recreation Assistance Partnership Program Request (R.A.P.P.) Moved by Mr. Baumhart, supported by Mr. McGillivray to approve the continuation of the support for the 2015 Recreation Assistance Partnership Program (RAPP) and authorize the expenditure of the budgeted funds in the Recreation Programs and Services Division in the total amount of $200,000, with emphasis on programs in western Oakland County. YES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9) NAYS; (0) Motion carried on a voice vote. OCPRC Sheriff Contract Amendment #2 — Law Enforcement Services Moved by Mr. McGillivray, supported by Mr. Fowkes to approve the following resolution approving Contract Amendment #2 with the Oakland County Sheriff's Office for Law Enforcement Services with the Parks and Recreation Commission for 2015 at the rates provided in the Amendment, and forward it to the Oakland County Board of Commissioners; WHEREAS the Oakland County Parks and Recreation Commission has contracted with the Oakland County Sheriffs Office to provide law enforcement services for the Parks (M.R. #12318); and WHEREAS this Contract provided that an amendment to this Contract must be approved by a resolution of the Oakland County Board of Commissioners and the Parks and Recreation Commission; and WHEREAS a proposed amendment to the contract would add upgrade (2) FTE Deputy I (no -fill) to (2) FTE Patrol Investigators effective February 1, 2015 to December 31, 2015 leaving the number of full-time contracted staff to four (4) ; and WHEREAS the Sheriff has agreed to upgrade two (2) FTE Deputy I (no -fill) to Patrol Investigator for the Parks and Recreation Commission under the terms of this contract. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission recommends the Oakland County Board of Commissioners approve Amendment #2 to the original contract for the Oakland County Sheriff's Office 2013-2015 Law Enforcement Services Agreement with the Oakland County Parks and Recreation Commission to upgrade two (2) FTE Deputy I (no -fill) to two (2) Patrol Investigators on February 1, 2015 to December 31, 2015, 11 (Commission Meeting, January 13, 2015) BE IT FURTHER RESOLVED that two (2) GF/GP FTE Deputy I positions (01946, 02092) be reclassified to Deputy 11 in the Patrol Services Division/Parks (4030616) of the Sheriff's Office for the period February 1, 2015 to December 31, 2015. BE IT FURTHER RESOLVED that this amendment take effect February 1, 2015. YES: Baumhart, Fisher, Fowkes, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Preliminary CIP Schedule Chief of Park Facilities Maintenance and Development Mike Donnellon presented a summary of the OCPRC preliminary CIP schedule for FY 2015, Commissioner Long requested staff report back on how and when the $100,000 policy for projects was established. STAFF REPORTS: Participation and Program Review FY 2015, Month 03 The Participation and Program Review report for December 2015 was received. Food—Beveraqe-Golf Committee/Consultant Update Chief of Business Operations Phil Castonia provided an update on the Food- Beverage -Golf projects. He also reported that a Food and Beverage Committee meeting would be held immediately following the OCPR Commission meeting. Master Plan ninq/Public Engagement Program Update Senior Planner Donna Folland provided an update on the progress of OCPRC's Public Engagement Program to date and the forecasted Public Engagement events in FY2015. 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: - The promotion of Phil Castonia to the Chief of Business Operations position - Red Oaks Clean Up Day scheduled for April 25, 2015 - Proposed Budget schedule for FY 2016-2017-2018 - Update on Park Access Permits - Aerial Deer Census scheduled for week of January 19, 2015 - Campground Reservations open for 2015 — received record high number of reservations on the first day with over $30,000 in revenue - 2014 Oakland County Sheriff's Office Mounted Division Annual Report - Registrations open for MRPA Trade Show and Conference — discounts available if registered before January 16, 2015 OLD BUSINESS: There was no old business to report_ 12 (Commission Meeting, January 13, 2015) NEW BUSINESS: Commissioner McGillivray requested a report on the status of the Royal Oak Normandy Oaks property. Chairman Fisher advised the Executive Committee will review this matter at their next meeting and then place it on the February OCPR Commission agenda. Commissioner Long advised there are seven applicants for the open Parks and Recreation Commissioner position. The Oakland County Board of Commissioners will be reviewing the applications and making an appointment to fill the vacancy in February or March. ADJOURNMENT: Meeting adjourned at 4:47 p.m. John A. Scott, Secretary Vicky Valko, Recording Secretary 13 L# 1Iu1w .IgI!l eisjoIaI �! I :1 I4►100 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA 411..., ,u.:, . 1 1.. .- r.. 1 , .11. .- -nu1-11, - ,.Ay. e,. ., ,m.0 "I',"',,,—, A,31111.11.1.111. i n nn T1l11W.l) lAl. inn , fA ...0 --,A, FEBRUARY 10, 2015 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Phil Castonia, Chief of Business Operations AGENDA ITEM NO. 7 ADMINISTRATION Submitted: February 3, 2015 Subject: Staff Introduction — Thomas Rymsza, Food and Beverage Coordinator INTRODUCTION AND HISTORY Phil Castonia, Chief of Business Operations will introduce our new full time Food and Beverage Coordinator Thomas Rymsza. Thomas has maintained and managed the genera] operations of a long term care facility's kitchen and dining rooms. He instilled a teamwork works best approach with his staff so that they could provide excellent service to their residents. His other responsibilities included proper ordering, operating within a budget, coaching of the food service staff, and all necessary paperwork both clinical and clerical that relates to the Dietary Department. Thomas also comes to us with years of experience as a chef, cook, and bartender and also over 16 years as a journeyman electrician. Thomas will be helping us to implement the concession operations at the waterparks and campgrounds. 14 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA FEBRUARY 10, 2015 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Submitted: February 4, 2015 Subject: Presentation — 2015 Fire & Ice Festival INTRODUCTION AND HISTORY AGENDA ITEM NO. S ADMINISTRATION OCPR Commissioner VanderVeen has informed staff that he will be prepared to make a presentation to the Commission on the 2015 Fire & Ice Festival event. 15 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA FEBRUARY 10, 2015 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: January 22, 2015 Subject: Consent Agenda — OCPR Monthly Financial Reports 9. A. REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT December, 2014 (FM 3, FY 2015) 9. B. REVENUE AND EXPENDITURE COMPARISON REPORT December, 2014 (FM 3, FY 2015) 9. C. REVENUE AND EXPENDITURE AVERAGE COMPARISON REPORT December, 2014 (FM 3, FY 2015) 9. D. CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL REPORT AND STATEMENT OF NET POSITION December, 2014 (FM 3, FY 2015) 16 Item # 9 A OAKLAND COUNTY PARKS AND RECREATION COMMISSION REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT FM 3 FY 2015 (FOR MONTH ENDING 12131114) 2015 YEAR TO (OVER), % OF REVENUE BUDGET DATE UNDER BUDGET BUDGET ADMINISTRATIVE SERVICES: Millage Tax $11,702,D00.00 $743.011.60 $10,958,98840 6,3% Other 255.525.00 13.70443 241,820.57 5.4% GLEN OAKS GOLF COURSE 812,000.00 32,446.46 779,553.54 4.0 % LYON OAKS GOLF COURSE 1 219,50000 78,133312 1,143,366.88 6.2% RED OAKS GOLF COURSE 336,700.00 16,B1270 319,BB7.30 5.0 % SPRINGFIELD OAKS GOLF COURSE 681,654.00 32,864.61 648,759.39 4.8 % WHITE LAKE OAKS GOLF COURSE 754,12&00 36,861,42 727,246.58 L8 % ADDISON OAKS CONFERENCE CENTER 13D,000.00 39,31290 90,687.10 30.2 % GLEN OAKS CONFERENCE CENTER 200,000.00 42,150.45 157,849.55 21.1% GROVELAND OAKS CONCESSIONS 91,500.00 0.00 91,500.00 0.0% LYON OAKS CONFERENCE CENTER 110,000.00 21,766.88 88,233.12 19.8% RED OAKS WATERPARK CONCESSIONS 225,500.00 0.00 225,500.00 0.01A SPRINGFIELD OAKS CONCESSION 12,000.00 0.00 12,000.00 0.0% WATERFORD OAKS WATERPARK CONCESSIONS 140,50000 0.00 140,50D.00 0.0% WHITE LAKE OAKS CONFERENCE CENTER 55,000.00 11,56262 43,437,38 21.0 % OAKLAND COUNTY MARKET 195,2D000 34,639.34 16D,560.66 17.7% ADDISON OAKS PARK 542,516,00 81,51424 461,00576 15.0% GROVELAND OAKS PARK 778,150.00 2,465.70 775,684.30 0.3% HIGHLAND OAKS PARK 9,930.00 1,857,00 8,073,00 18.7% INDEPENDENCE OAKS PARK 349,028.00 36,368.87 312,659,13 10.4% LYON OAKS PARK 165D00.00 12,976.0D 152,024.00 7.9% ORION OAKS PARK 167.000.00 57,921.00 109,079.00 34.7% RED OAKS DOG PARK 47.00000 6,255.00 40,745.00 13.3% RED OAKS PARK 12,000.00 1,455.00 10,545,00 12.1% ROSE OAKS PARK 3,000,00 0.00 3,000.00 0.0% SPRINGFIELD OAKS ACTIVITY CENTERIPARK 112,375.00 78,49Q40 33,884.60 69.8% WATERFORD OAKS ACTIVITY CENTER/PARK 77,405.00 20,667.93 56,737.07 263% RECREATION PROGRAMS & SERVICES 277,000.00 48,863.58 228,13SA2 17.6% CATALPA OAKS PARK 8,DD0.00 35D.D0 7,650.00 L4% RED OAKS WATERPARK 1,052,65Q00 0.01 1,052,649.99 0.0% WATERFORD OAKS BMX 17,50000 1,D33.00 16,467,00 5.9% WATERFORD OAKS WATERPARK 647,900.00 0.00 647,900.00 0.0% CAPITAL IMPROVEMENT 4,428,991.00 12,62250 4,416,36&50 03% TOTAL REVENUE $25,626,652.0D $1,464.12276 $24,162529.24 5.7% EXPENDITURE ADMINISTRATIVE SERVICES $14.959,938.00 $1,32B4O81.34 $13,631,856.66 8.9% FISCAL SERVICES ADMINISTRATION 0.00 32,55070 (32,550.70) FISCAL SERVICES PARKS & REC 0.00 50,501.21 (50,601.21) GLEN OAKS GOLF COURSE 394,8%00 137,916.61 256.893.39 34.9% LYON OAKS GOLF COURSE 900,617.00 223,609.56 677,007.44 24.8% RED OAKS GOLF COURSE 353,420.00 124,773.14 228,646.86 35.3% SPRINGFIELD OAKS GOLF COURSE 348.220.00 153.689.62 194,530.38 44.1 % WHITE LAKE OAKS GOLF COURSE 410,550.00 146,242.03 265,307.97 35.4 % ADDISON OAKS CONFERENCE CENTER 145,360.00 38,686.13 106,673,87 26.6% GLEN OAKS CONFERENCE CENTER 139,000,00 47,145,13 91.854.87 33,914 GROVELAND OAKS CONCESSIONS 105,425.00 323.44 105,101,56 0.3% LYON OAKS CONFERENCE CENTER 174,900.00 50,788.59 124,111.41 29.0% RED OAKS WATERPARK CONCESSIONS 210,700.00 39T60 210,302,40 0,2% SPRINGFIELD OAKS CONCESSION 20,700.00 6,456.90 14,243.10 31.2% WATERFORD OAKS CONCESSIONS 159,175.00 225.60 158,949.40 0.1% WHITE LAKE OAKS CONFERENCE CENTER 136,60D.00 31,258.35 105,341.65 22.9% OAKLAN❑ COUNTYMARKET 103,375.00 33,395.47 69,979.53 32.3% ADDISON OAKS PARK 838,405.00 260,355.07 578,049,93 31.1% GROVELAND OAKS PARK 725,700.00 178,559.81 547,140A9 24.6% HIGHLAND OAKS PARK 38,030.00 13,64614 24,383.86 35.9 % INDEPENDENCE OAKS PARK 559,450.00 244,181.90 315,268.10 43.6% LYON OAKS PARK 209,400,00 74,839.31 134,560.69 35.7% ORION OAKS PARK 92,195.DD 29,29Q61 62,904.39 31A% RED OAKS DOG PARK 34,00000 14,32&39 19,67361 42.1% RED OAKS PARK 99-73000 23,56204 76,167.96 23.6 % ROSE OAKS PARK 36.050.00 7,854.11 28,195.89 218% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 273.900.00 66,02T57 187,872.43 31.4 % WATERFORD OAKS ACTIVITY CENTER/PARK 486,910.00 173,303.92 313.606.08 35.6 % RECREATION PROGRAMS & SERVICES 491,332.00 294,578,04 196,753.96 60,01/. CATALPA OAKS PARK 81,50000 20,66297 60,637,03 25.6% RED OAKS WATERPARK 719,030.00 141,895.36 577,134,64 19,7% WATERFORD OAKS BMX 23,030.0❑ 6,11B,95 16,911.05 26.6% WATERFORD OAKS WATERPARK 553,1D0.D0 94,B87.86 458,212,14 17.2% FACILITIES & MAINTENANCE 1,702,100.00 286,563.97 1,415,531103 16.8 % INTERNAL FUND CHARGES` 100,000.00 87394.63 12,605.37 NIA TOTAL EXPENDITURE $25,626,652.00 $4,443,39007 $21,183,261.93 17.3 % REVENUE OVER!(UNDER)EXPENDITURE $0.00 (2,979,267.31) 19,719,13917 2015 2014 20 3 2012 ACTUAL REVENUE TO DATE; 5 7% 6.B % 8.1 % 8.0% BUDGET BALANCE: 943% 93,2% 91.9% 92.0% ACTUAL EXPENDITURE TO DATE: 17 3% 16.5% 18.4 % 16.6% BUDGET BALANCE: 82.7% 83 5 % 81 6 % 83.4 % 'INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT. 17 Item # 9 B OAKLAND COUNTY PARKS AND RECREATION COMMISSION REVENUE AND EXPENDITURE COMPARISON REPORT FM3FY2015 (FOR MONTH ENDING 12131114) YEAR TO DATE YEAR TO DATE REVENUE OVER PARK REVENUE EXPENDITURE (UNDER) EXP. ADMINISTRATIVE SERVICES: ADMINISTRATIVE SERVICES (Inc. Tax Revenue) $756,716.03 $1,328,081.34 ($571,365.31) FISCAL SERVICES ADMINISTRATION 0.00 32,550.70 (32,550.70) FISCAL SERVICES PARKS & REC 0.00 50,601,21 (5D,6D1.21) ADMINISTRATIVE SERVICES SUB -TOTAL 756,716.03 1,411,233.25 (654,517.22) GOLF: GLEN OAKS GOLF COURSE 32,446,46 137,916.61 (105,470,15) LYON OAKS GOLF COURSE 76,133.12 223,609.56 (147,476.44) RED OAKS GOLF COURSE 16,812.70 124,773.14 (107,960.44) SPRINGFIELD OAKS GOLF COURSE 32,864.61 153,689.62 (120,825,01) WHITE LAKE OAKS GOLF COURSE 36,881.42 145,242,03 (108360.61) GOLF SUB -TOTAL 195,138.31 785,230.96 (590:092.6 ) FOOD SERVICES: ADDISON OAKS CONFERENCE CENTER 39,312.90 36,665,13 628.77 GLEN OAKS CONFERENCE CENTER 42,150.45 47,145.13 (4,994.68) GROVELAND OAKS CONCESSIONS 0.00 323.44 (323.44) LYON OAKS CONFERENCE CENTER 21,766.88 50,788.59 (29,021,71) RED OAKS WATERPARK CONCESSIONS 0,00 397.60 (397.60) SPRINGFIELD OAKS CONCESSION 0.00 6,456.90 (6,456.90) WATERFORD OAKS WATERPARK CONCESSIONS 0.00 225.60 (225,60) WHITE LAKE OAKS CONFERENCE CENTER 11,662.62 31,258.35 {19,695.73) FOOD SERVICE SUB -TOTAL 114,792.85 175,281.74 60,488.89) COUNTY MARKET: OAKLAND COUNTY MARKET 34,639.34 33,395.47 1,243.87 COUNTY MARKET SUB -TOTAL 34,639.34 33,395.47 1,243.87 PARKS: ADDISON OAKS PARK 81,510.24 260,355.07 (178,844.B3) GROVELAND OAKS PARK 2,465.70 178,559,81 (176,094.11) HIGHLAND OAKS PARK 1,857.00 13,646.14 (11,789.14) INDEPENDENCE OAKS PARK 36,368.87 244,161.90 (207,813,03) LYON OAKS PARK 12,976.00 74,839.31 (61,863.31) ORION OAKS PARK 57,921.00 29,290.61 28,630.39 RED OAKS DOG PARK 6,265.00 14,326.39 (6,071.39) RED OAKS PARK 1,455.00 23,562.04 (22,107,04) ROSE OAKS PARK 0.00 7,854.11 (7,854.11) SPRINGFIELD OAKS ACTIVITY CENTER/PARK 78,490.40 86,027.57 (7,637.17) WATERFORD OAKS ACTIVITY CENTERIPARK 20,667.93 173,303,92 (152,635,99) PARKS SUB -TOTAL 299,967.14 1,105,946.87 (805,979,73) RECREATION: RECREATION PROGRAMS & SERVICES 48,863.58 294,578.04 (245,714.46) CATALPA OAKS PARK 350.00 20,662.97 (20,512,97) RED OAKS WATERPARK 0.01 141,895.36 (141,895.35) WATERFORD OAKS BMX 1,033.00 6,118.95 (5,085.95) WATERFORD OAKS WATERPARK 0.00 94,887.86 (94,887.86) RECREATION SUB -TOTAL 50,246.59 558,343,18 (558,343,18) FACILITIES & MAINTENANCE: FACILITIES & MAINTENANCE 0.00 286,563.97 {286,563.97) FACILITIES & MAINTENANCE SUB -TOTAL 0.00 286,563.97 t286,563.97) CAPITAL IMPROVEMENT 12,622.50 0.00 0,00 INTERNAL FUND CHARGES" 0,00 87,394.83 (74,772.13) TOTAL $1,464,122.76 $4,443,390.07 ($2,979,267.31) `INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT. See the Oakland County website's "Transparency in Government -Monthly Financials" to view the latest monthly Financial Statement detail by each departments' budget units. 1. Log on to www.oaknov.com/mgtbud/FscallPanes/info publparks,asp> 2. Click on each of the Parks and Recreation monthly financial reports you are interested in viewing 18 Item # 9 C Oakland County Parks and Recreation Commission Monthly Average Comparison Report (Comparison of FY 2015 Actuals with 5-Year Average Actuals) As of December 31, 2014 FY2025 Amended October I November December January I February March Aprll May June July August September YEAR TO DATE I I I I _REVENUES: 5-YEARAVERAGE REVENUE $265,93911 $147,9161 $1,551,514I $5,376,8321 $3,198,4861 $2,350,1171 $1,272,604 $1,167,7431 $1,440,3341 $1,949,7941 $1,411,2101 $1,458,816,. $21,491,305.421 Percentage of Total 1.24%1 0.69% 7.22% 25.02%I 14.88%I 10.94%1 5.92%1 5.43%1 6.70%1 8.61%I 5.57%1 6.79%I 1 FY2015 Amended Budget/Alottment I $ 21,280,361 $263,328 $146,464 $1,536,285 $5,324,056 I $3,167,092 $2,327,049 $1,260,113 1 $1356282 $1,426,197 $1,831,638 $1,397,3581 $1,444,497 $21,280,3611 FY2015 Planned Use of Fund Balance FY 2015 Amended Budget _-- $_ 25,626,652 - I FY 2015 Actuals $339,920 I $178,777 $945,4261 I I I 1 I I I I $1,464,123 Avg. Monthly Revenue over/(Under) I I $76,592. I $32,313 I ($590,859)I I f I I I I I I I ($481,955) EXPENSES: I I I I I I I I I I 5-YEAR AVERAGE EXPENSE Percentage of Total $1,309,486', 6.20%'. $1,246,4941 5.90%1 $1,558,686/I 7.38%1 $1,263,149 5.99% $1,201``294 y.b9 $1,667``109I 7.89%1 $1,44 462 $1,9827581 6.63A� 38 $2,463,1281 11.66%1 $2,356,9641 11.16%1 $2,169,5871 10.27%1 $2,466,3161 11.67%1 FY2015 Amended Bud et/Alottment $ 25,626,652 F— $1,588,349 $1,511,9421 $1,890,618 $1,532,1451 $1,457,1171 $2,022,130I $1,749,6431 $2,404,9991 $2,987,6671 $2,858,894 $2,631,6141 $2,991,5341 I I __ _ I I J 1 FY 2015 Actuals $1,508,578: $1,306,741 $1,62$070 I 1 $4,443,390 Avg. Monthly Expenses (Over)/Under I $79,771 I $205,201 $262,548I I I I I I I $547,519 Total Avg Monthly Favorability/(Unfavorability) 1 $156,362 $237,5141 ($328,312)1 11 $65,564 1Actual Revenue Over/(Under) Expenses ($1,168,658) ($1,127,964)1 ($682,645)1 $01 $01 $01 $01 SDI $01 Sol $01 $01 ($2,979,267)l Unrestricted Net Position: 9/30/14$25,850,676.27 $ 24,682,018 $ 23,554,064 $ 22,906,562 19 Project ID 100000002094 100000001959 100000002096 100000001826 100000002084 100000001881 100000002115 100000002007 100000001963 100000001845 100000002009 100000002099 100000001982 100000002095 100000001997 100000002117 100000002023 100000000604 100000001968 100000002018 100000001970 100000001825 100000001962 100000001750 100000001964 100000001807 100000001847 100000001914 100000001971 100000002086 100000002024 100000001927 1000000D2012 100000001751 100000001967 100000OD1332 100000001752 100000001331 100000002116 100000002113 100000DO1969 100000001960 100000002118 100000002011 100000001891 100000001966 100000002005 100000002021 100000001998 100000001335 Description ACC Architectural Improvements ACC Energy Management Upgrade ACC Entrance Drive Replacement ACC Interior Renovations ACC Kitchen Storage Facility ACC Roof Replacement ACC Water Heater Replacement ADD Asphalt Trail ADD Boat Launch Accessible ADD Campground Pull Thru Sites ADD Concrete Sidewalks ADD Entrance Road ADD Fishing Docks ADD Fuel Tank Replacement ADD Beach Front Pavillion Roof ADD Maint Bldg Boiler Replace ADD Maintenance Yard Paving ADD Pavilion-Cmpgrd Recreation ADM Energy Mgt Upgrade CAT Energy Management Upgrade GLC Energy Mgt Upgrade GLC Interior Renovations GLC Parking Lot Imp Design GLG Bridge Replacement #13 GLG Drainage Improv Design GLG HVAC Replacement GLG Irrigation Pond Dredging GLG Irrigation System Repl Des GLG Parking Lot Imp Design GRC Concession Remodeling GRV Asphalt Safety Path GRV Campground Utility Imp Des GRV Play Lot Concession GRV Restroom/Shower Section C GRV Roadway Putt Putt Light HGH Boardwalks -Docks -Overlooks HGH Parking Lot - Central HGH Trail Development -Phase 1 IND Boat House Boiler Replace IND Boat Launch IND Energy Mgt Upgrade IND Fishing Dock Replacement IND Maint Bldg Tube Heater IND Play Lot Twin Chimneys IND Upper Bush Bdwlk TrlPhsll IND Wood Burning Unit LYC Sidewalk Replacement LYG Boardwalk Replacement LYG Pumphouse Roofing LYP Boardwalks -Docks -Overlooks Project Category Customer Service Health and Safety Efficiency/Operational Savings Revenue Generation Regulatory Efficiency/Operational Savings Efficiency/Operational Savings Health and Safety Customer Service Revenue Generation Health and Safety Efficiency/Operational Savings Customer Service Regulatory Health and Safety Efficiency/Operational Savings Customer Service Revenue Generation Health and Safety Efficiency/Operational Savings Health and Safety Revenue Generation Regulatory Health and Safety Efficiency/Operational Savings Efficiency/Operational Savings Efficiency/Operational Savings Efficiency/Operational Savings Regulatory Revenue Generation Health and Safety Efficiency/Operational Savings Regulatory Efficiency/Operational Savings Customer Service Regulatory Customer Service Regulatory Efficiency/Operational Savings Health and Safety Health and Safety Health and Safety Efficiency/Operational Savings Regulatory Health and Safety Efficiency/Operational Savings Health and Safety Health and Safety Health and Safety Regulatory Item # 9 D Parks and Recreation Commission ACTIVE CAPITAL IMPROVEMENT PROJECTS BUDGETTO ACTUAL EXPENSE REPORT (as of January 21, 2014) Estimated Percentage Start Date Last Transaction Date Budget Expenses to Date Remaining Budget Completion Date Completion 11/6/2014 11/6/2014 9/30/2015 $70,000.00 $8,603.00 $66,397.D0 5.1594. 5/28/2014 9/30/2014 12/31/2014 $17,500.00 $8,105.66 $9,394.34 46.32% 11/6/2014 12/31/2014 12/31/2014 $139,384.00 $92,245,10 $47,139.90 66.18%] 7/24/2013 1/20/2015 3/31/2014 $672,228.00 $571,916.65 $100,311.35 85.08%1 10/30/2014 10/30/2014 9/30/2016 $13,000.00 $0.0D $13,000.00 0.00%1 10/28/2013 10/27/2014 6/30/2014 $799,295.00 $657,232.13 $142,062.87 82.23%] 1/20/2015 1/20/2015 6/30/2015 $14,600.00 $0.00 $14,600.00 D.00%1 8/22/2014 9/4/2014 6/30/2015 $43,000.00 $38,216.00 $4,784.00 88.87%] 5/28/2014 5/28/2014 9/30/2015 $55,000.00 $0.00 $55,000.00 0.00%1 9/12/2013 1/20/2015 9/30/2014 $248,167.00 $190,301.19 $57,865.81 76.68%1 8/22/2014 8/27/2014 9/30/2015 $19,500.00 $18,210.00 $290.00 98.43%1 11/19/2014 12/31/2014 3/31/2015 $88,577.50 $0.00 $88,577.50 0.00%I 7/11/2014 8/31/2014 12/31/2014 $60,000.00 $1,267.07 $58,732.93 2.11%1 11/6/2014 11/6/2014 9/30/2015 $65,000.00 $0.00 $65,000.00 0.00%1 8/5/2014 9/30/2014 12/31/2014 $20,000.00 $888.71 $19,111.29 4.44%1 1/20/2015 1/20/2015 6/30/2015 $10,200.00 $0.00 $10,200.00 0.00% 9/23/2014 9/23/2014 6/30/2015 $15,000.00 $0.00 $15,000.00 0.00% 9/1/2004 1/8/2015 9/30/2015 $417,524.00 $277,955.27 $139,568.73 66.57% 6/2/2014 5/2/2014 12/31/2014 $13,750.00 $0.00 $13,750.00 0.00% 9/23/2014 9/23/2014 6/30/2015 $13,900.00 $0.00 $13,900.00 0.00% 6/2/2014 5/2/2014 12/31/2014 $19,500.00 $0.00 $19,500.00 0.00% 7/23/2013 11/30/2014 3/31/2014 $577,4D4.00 $462,401.30 $115,002.70 80.08% 5/28/2014 1/20/2015 6/30/2015 $27,500.00 $10,897.85 $16,602.15 39,63% 12/3/2012 1/20/2015 6/30/2015 $232,907.00 $111,639.40 $121,267.60 47.93% 5/28/2014 5/28/2014 6/30/2015 $18,000.00 $0.00 $18,000.00 0.00% 5/15/2013 1/20/2015 6/30/2014 $290,939.00 $230,739.92 $60,199.08 79.31% 9/17/2013 5/31/2014 9/30/2014 $296,000.00 $218,713.79 $77,286.21 73.89% 2/11/2014 11/7/2014 12/31/2015 $109,125.00 $73,765.45 $34,359.55 68.22% 5/2/2014 1/20/2015 6/30/2016 $27,500.00 $10,897.84 $16,602.16 39.63% 10/30/2014 11/24/2014 9/30/2016 $20,000.00 $9,320.43 $10,679.57 46.60% 9/23/2014 12/23/2014 12/31/2014 $45,000.00 $45,418,00 ($418.00) 100.93% 3/7/2014 10/27/2014 12/31/2018 $42,500.00 $43,261.93 ($761.93) 101.79% 8/28/2D14 12/15/2014 12/31/2014 $250,000.00 $66,924.00 $183,076.00 26.77% 12/3/2012 11/7/2014 9/30/2014 $613,975.00 $588,660.41 $25,314.59 95.88% 5/29/2014 10/31/2014 9/30/2014 $22,500.00 $19,310.84 $3,189.16 85.83% 12/8/2009 5/31/2014 9/30/2015 $64,000.00 $49,926.17 $14,073.83 78.01% 12/3/2012 10/27/2014 6/30/2014 $178,842.00 $182,165.16 ($3,323.16) 101.86% 12/8/2009 10/31/2014 9/30/2015 $284,200.00 $135,205.80 $148,994.20 47.57% 1/20/2015 1/20/2015 6/30/2015 $12,000.00 $0.00 $12,000.00 0.00% 1/16/2015 1/16/2015 12/31/2015 $60,000.00 $0.00 $60,000.00 0.00% 6/2/2014 6/2/2014 12/31/2014 $14,250.00 $0.00 $14,250.00 0.00% 5/28/2014 5/28/2014 6/30/2015 $35,000.00 $D.00 $35,000.00 0.00% 1/20/2015 1/20/2015 6/30/2015 $8,800.00 $0.00 $8,800.00 0.00% 8/28/2014 11/7/2014 12/31/2014 $39,000.00 $10,121.03 $28,878.97 25.95%1 11/15/2013 11/24/2014 3/31/2015 $150,000.00 $34,114.45 $115,885.55 22.74%1 5/29/2014 1/9/2015 9/30/2014 $48,500.00 $17,247.35 $31,252.65 35.56%1 8/21/2014 8/21/2014 12/31/2014 $30,000.00 $0.00 $30,000.00 D.00%1 9/23/2014 1/8/2015 3/31/2015 $25,000.00 $22,618.03 $2,381.97 90.47%1 8/5/2014 9/30/2014 12/31/2D14 $15,000.00 $888.70 $14,111.30 5.92%1 12/8/2009 12/15/2014 9/30/2015 $80,000.00 $76,850.17 $3,149.93 96.06%1 20 Project ID 100000001753 100000000983 100000002008 100000000867 100000001499 IDD000002098 100000001498 100000002019 100000002089 100000001961 100000002025 100000002022 IOOOC0001115 100000001114 100000002087 100000001336 100000001957 100000002079 100000001958 100000001919 100000001965 100000002085 100000001999 100000001916 100000002114 100000001938 10000000202D 100000001915 100000001757 100000001756 100000002017 100000002013 100000002083 1DD000002080 Description LYP Pavilion Small Dog Park LYP West Norton Drain Bridge ORN Dog Park Concrete Sidewalk ORN Pavilion -Dog Park ROD Stormwater Reclaimation ROG LED Entrance Sign RDG Stormwater Reclaimation RDP Energy Management Upgrade POP LED Entrance Sign RDP Parking Lot Exp Design RDP Removable Raised Flooring RSE Boardwalk North Connector RSE Boardwalks -Docks -Overlooks RSE Trail Development RWC Concession Remodeling RWP Connector Trail RWP Entrance Shade Structure RWP River Pumphouse Restroom RWP Shade Struct Kiddie Area SAC Ellis Barn Improvements SAC Horse Barn Bldg K Design SPC Concession Remodeling SPC Concession Roofing SPG Irrigation Sys Repl Des SPG Rental House Furnace WCM LED Entrance Sign WLC Energy Management Upgrade WLG Irrigation Sys Repl Des WTR Dog Park Fence WTR Dog Park Site Work WTR Energy Management Upgrade WTR Expanded Maintenance Yard WTR Office Ran Ernst House W WC Concession Remodeling Project Category customer Service Regulatory Health and Safety Revenue Generation Efficiency/Operational Savings Revenue Generation Efficiency/Operational Savings Efficiency/Operational Savings Revenue Generation Customer Service Revenue Generation Customer5etvice Regulatory Regulatory Revenue Generation Regulatory Customer5ervice Customer Service Efficie_nry/Operational Savings Regulatory Customer Service Revenue Generation Health and Safety _ Efficiency/Operational Savings Efficiency/Operational Savings Efficiency/Operational Savings Efficiency/Operational Savings Efficiency/Operational Savings Revenue Generation Revenue Generation Efficiency/Operational Savings Efficiency/Operational Savings Regulatory Revenue Generation Parks and Recreation Commission ACTIVE CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL EXPENSE REPORT (as of January 21, 2014) Start Date 12/3/2012 1/2/2007 8/22/2014 2/13/2006 4/28/2011 10/30/2014 4/28/2011 9/23/2014 10/30/2014 5/28/2014 9/23/2014 9/23/2014 11/28/2007 11/28/2007 10/30/2014 12/8/2009 5/28/2014 10/21/2014 _ 5/29/2014 6/S/2013 5/28/2014 10/30/2014 8/5/2014 2/11/2014 1/20/2015 3/24/2014 9/23/2014 2/11/2014 12/3/2012 12/3/2012 9/23/2014 8/28/2014 10/30/2014 10/21/2014 Last Transaction Date 9/5/2014 1/20/2015 8/27/2014 9/5/2014 1/24/2014 10/30/2014 1/24/2014 9/23/2014 11/6/2014 _ 1/20/2015 12/18/2014 1/8/2015 7/3/2014 12/31/2014 10/31/2014 1/20/2015 5/28/2014 10/21/2014 5/28/2014 11/7/2014 10/27/2014 10/31/2014 12/23/2014 1/8/2015 1/20/2015 10/24/2014 9/23/2014 1/8/2015 12/3/2012 3/1S/2013 9/23/2014 8/28/2014 10/30/2014 12/23/2014 Estimated COT letion Date 1?/31/2017 9/30/2013 9/30/2015 6/30/2014 9/30/2017 9/30/2015 9/30/2015 6/30/2015 9/30/2015 6/30/2016 22/31/2015 3/31/2015 9/30/2013 9/30/2013 9/30/2015 12/31/2014 12/31/2014 9/30/2016 9/30/2014 9/30/2014 9/30/2015 9/30/2016 12/31/2014 1Z/31/2015 6/30/2025 9/30/2014 6/30/2015 12/31/2015 12/31/2017 12/31/2017 6/30/2015 12/31/2014 9/30/2015 9/30/2016 Budget $40,000.00 $40,000.00 $5,238.00 $251,261.00 $70,000.00 S30,000.00 $70,000.00 $14,450.00 $30,000,00 $50,D0o.DD $45,355.00 $160,000.00 $342,000.00 $389,500.00 $30,000.00 $397,122.00 $48,859.42 $12,000.00 $80,209.80 $643,056.00 $20,000.00 $20,000.00 $65,000.00 $116,869.00 $9,300.00 $40,000.00 $18,200.00 $179,720.00 $20,000.00 $30,000.00 $13,850.00 $15,000.00 $60,000.00 $20,000.00 $9,808,057.72 Item # 9 D Expenses to Date Remaining Budget $28,254.00 $51,498.40 $4,968.00 $251,462.76 $20,982.52 $0.00 $19,818.59 $0.00 $0.00 $27,S45.00 $41,210.00 $104,750.25 $231,920.99 $130,309.00 $1,235.50 $360,341.06 $0.00 $0.00 $O.DO $591,987.77 $11,228.45 $1,126.00 $32,S74.12 $53,094.42 $0.00 $37,7S7.80 $0.00 $135,088.35 $0.0D $4,597.00 $0.00 $0.00 $O.DO $4,600.00 $6,427,378.78 $11,746.00 ($11,498.40) $270.00 ($201.76) $49,017.48 $30,000.00 $50,181.41 $14,450.00 $3D,000.00 $22,455.00 $4,145.00 $55,249.75 $110,079.01 $259,191.00 $28,764.50 $36,780.94 $48,859.42 $12,000.00 $80,209.80 $51,068.23 $8,771.55 $18,874.00 $32,425.88 $63,77458 $9,300.00 $2,242.20 $19,200.00 $44,631.65 $20,000.00 $25,403.00 $13,950.00 $15,000.00 $60,000.00 $15,400,00 $3,380,678.94 Percentage Completion 70.64% 128.7S% 94.85% 100.08% 29.98% 0.00% 28.31% 0.00% 0.00% 55.09% 90.865, 65.47% 67.81% 33.46% 4,12% 90,74% 0.00% O,DO% 0.00% 92.06% 56.14% 5.63% 50.11% 45,43% 0.00% 94.39% 0.00% 75.17% 0.00% 15.32% 0.00% 0.00% O.OD% 23.00% 21 CIP Active Projects at a Glance: Estimated ComDletion: EstimatedCompletion Date Numbern`Ero)ects.' <'--Budget ^',. _;_ExpeYlsestoDate`s,' Remaining6u'get,_.< 9/30/201-3 3 $771,500.00 $413,728.391 $357,771.61; 3/31/2014 2 $1,249 632A0 $1,034,317.95i $215,3144.0 _ 6/3012014 4 _^ S1,520,337,001 $1,321,599.97! $198,737.03f — _ $1,663,979.15�-� $328,428.65 i 2// /2014 -- 16 -$1,182=407.SOia 9,365.421 $618,773.45r v $570,591.97; TOTAL -FY2014/earlier 33 $6,723,242.221 $5,052,398,91i $1,670,843.31� 3/31/2015 4 $423,577.501 $161,482.73j $262,094.7.7; 6/3012015� 15 $486,707.001 $160,753,25 $325,953.75 _ 9/30j2015___�15 _'�- $1,299,462.00i $599,000.95_ 12/31/2015 5 $510,069.001 $303,158.22 $206,910.78" TOTAL-FY2015 39 —• - $2,719,815.50! $1,224,395.i5i $1,495,420.35+ 6/30/2016 2 $77,500.OW $38,442,W $39,057.16 9/30/2016 5 1$85,000.00 i $15,046,43( _ $69,953.57i 9/_30/2017_'� _ $70,000.00' $20,982.52 $49,017_484 _ 12/31/2017 i 3 — $90'000.00i $32,851.00' $57,149.00i 12/31/2018 1 S42 500.0W $43,261.93; {$761.93): TOTAL -FY2016/later 12 , $365,000.00i $250,584.72= $214,415.2W GRAND TOTAL mm� 84 $9,e08,057J2 $6,427,378.78 $3,380,67&94 Projects by Category: Project Ca eg Y �.„ esainingBd .Ei��,get .. of y y ag�totaj i"> Customer Service 12 S732,201.42i 1 $378,123.77 $354,077 65_ 7.47% Efficiency/Operational Savin 26 $3,132,394.30, _ $2,198,607.76 $943,786.54 31.94% _ _% _ 'Health andSafe tY..._._ 17 $809 645.00 $317,641.07 $492,003 93; 8.25% Regulator{ _ _ 15 $2,721,878.00"t; ---i.... $1,726,$80.08, $994,997.92;, 27,75% - -- ........ Revenue Generation 14 $2,411,939.00' $1,816,126.101 $595,812,90 24,59% GRAND TOTAL 84 $9,808,057.72 $6,427,379.78 $3,380,678.94 100.00% Illustrative Net Position - Unrestricted Amount Percentage of Total Operating Reserve $5,750,000.00 25.10% FY2015 Capital Equipment $594,66181 2.50% CIP Projects Closed in FY2015: none to date C-00 $0.00 FY2015 Planned Use of Balance: Depreciation $3,408,400.00 Operating Subsidy $937, 891,00 Total Planned Use of Fund Balance $4,346,291.00 19.97% Active CIP Projects - Budget $9,909,057.72 42.82% Capital Reserve/Amount Available for Capital Improvement and Capital Equipment $2,407,549.54 10.51% Total Net Position - Unrestricted as of December 31, 2014 (unaudited) W�906,562.07 100.00% Item # 9 D 22 CIP Active Proiects at a Glance: Estimated Completion: 9/30/2013 3 $771,500.003 $413,728.39, $357,771.611 3/31/2014 2 $1,249,63200t $1,034,317.95+ $215,31445t 6/30/2014 _ 4 $1,52033700, $1132115919_7i $198,737A3( 9/30/2014 ;� _ 8 $1,663,979.15'. $328,428.65E 12/31/2014 i _ Sfi _l _$1,992,407.80'1 $1,189,365,47.' $618,773.451 $570,591.97I — TOTAL-FY2014/earlier 33 $6,723,242.22 $5,052,398,911 - $1,670,843.31! - 3/31/2015 4 $423,.577.505 $161,482,731 $262,094.771 6130/2015 15 $486,707.00_ $160,753.25F $325,953.75t 9/30/2015 15 $1,299,462.001 $599,000.95- $700,461.051 12/31/2015 ! 5 T ! $510,069,ODi $303,158.221 $206,910.781 TOTAL- FYZ015 i T 39 ..�..,,,. ,. _, ._._ $2,719,815.501 $1,224,395.15`r _. $1,A95,420_35! 2577,S0O.00; _ $38,442.84(.� $39,657_16 _6/30/2016 9/30/2016_ 5 $85,000.DOj _ $15 046.43 $69,953.574 9/30/2017 1 1 � _... 570.000.001 S20.982.52i Sd9.tl17.dR1 12/31/2017 ! 3 12131J2038 1 TOTAL -FY2016/later 12 GRAND TOTAL 84 Proiects by Cateciory Project -Category, J: Number of Customer Service 12 EfFiclency/Operational5avings _ _ _ 26 i_Health and Safety_____ i 17 'Regulatory _ _ _ 15 iRevenue Generetfan - M. 14 GRAND TOTAL 84 Illustrative Net Position - Unrestricted Operating Reserve FY2015 Capital Equipment LIP Proiects Closed in FY2015: none to date $42,500.DD! $43,261.93i ($761.93)' $365,000.001 $150,584.72> $214,415.28's. $9,808,057.72 $6,427,378.78 $3,390,678.94 nfm rr;, �- Budget �,.:. Expense�tODate ..Rerrialni6jGudget � ti.. :a udgetlbi�i $732,201.421 $378,123.77 $354,077.65. 7.47% $3,132,394.30 $2,188,607.76, $943,786.54f 31.94% $809,645.00•. $317,641,07(. $492,003.93s 8.25% _ $2,721,878.00i $1,726,880.08f $994,997.92u 27.75% $2,411.939.0D $118161126.W _ $595,812.90I' 24.59% $9,808,057.72 $6,427,378.78 $3,380,678.94 100,00% FY2015 Planned Use of Balance: Deprecation Operating 5u bsi dy Total Planned Use of Fund Balance Active CIP Projects - Budget Capital Reserve/Amount Available for Capita[ Improvement and Capital Equipment Total Net Position - Unrestricted as of December 31, 2014 (unaudited) 00 $0.00 $3,408,400M $937,891.00 Amount Percentaee of Total $5,750,000.00 25.10% $594,663.81 2.60% $4,346,291.00 18.97% $9,808,057.72 42.82% $2,407,549.54 10.51% J 9,pi,56297 100.00% Item # 9 D 23 Item # 9 E SCHEDULE B OAKLAND COUNTY, MICHIGAN FISCAL YEAR 2015 FIRST QUARTER BUDGET AMENDMENTS PROPRIETARY / SPECIAL REVENUE FUNDS ACCOUNT NUMBER PROPRIETARY / SPECIAL REVENUE FUNDS - SELF BALANCING AMENDMENTS Dept ID Proqram Acct Fund Aff Oper Unit Account Name Motorpool Fund (#66100) Revenues 1030811 184010 665882 Planned Use of Balance 1030811 184010 695500 50800 Transfer In - Parks Parks and Recreation Fund (#50800) Revenue 5060201 160666 665882 Expenses 5060720 160070 788001 66100 5060910 160430 788001 66100 5060327 160010 788001 66100 5060735 160070 788001 66100 5060715 160070 788001 66100 5060831 160210 788001 66100 5060330 160010 788001 66100 Total Revenues Planned Use of Balance Total Revenue Transfer Out - Motor Pool Transfer Out - Motor Pool Transfer Out - Motor Pool Transfer Out - Motor Pool Transfer Out - Motor Pool Transfer Out - Motor Pool Transfer Out - Motor Pool Total Expenses FY 2015 AMENDMENTS (203,161,00) 203,161.00 5 - $ 203,161.00 $ 203,161.00 $ 31,555.00 $ 35,482.00 24,338.00 24,338.00 24,338.00 31, 555.00 31, 555.00 $ 203,161.00 WHEREAS the Oakland County Parks and Recreation Commission approved the purchase of seven (7) replacement trucks in the amount of $203,161. 24 1*1:1:1��1►1�1+�1���i�/ OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA FEBRUARY 10, 2015 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Jeffrey Phelps, Parks and Recreation Fiscal Coordinator Submitted: February 3, 2015 Subject: FY2015 1 st Quarter Facilities Maintenance Transfer INTRODUCTION AND HISTORY AGENDA ITEM NO. 9 F ADMINISTRATION 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 FY2015 activity through December 31, 2014, the following FY2015 budget amendment is recommended: Cost Center Program Account Amount ACC 5060417 160044 730198 $ 9,560.00 GRV 5060720 160070 730814 $ 266.00 RDG 5060328 160010 730198 $ 2,972.00 SAC 5060732 160070 730814 $ 2,851.00 SAC 5060732 160070 730198 $ 31,047.00 WLC 5060426 160044 730198 $ 19,215,00 WTR 5060735 160070 730814 $ 2,635.00 FM 5060910 160430 730198 $(68,546.00) MOTION Move to approve the Facilities Maintenance transfer to the cost centers specified above. 25 Item # 9 G COUNTY OF OAKLAND FY 2015 FIRST QUARTER REPORT ENTERPRISE FUND PARKS & RECREATION ADOPTED AMENDED FY 2014 VARIANCE BUDGET BUDGET FORECAST FAV/(UNFAV) PERCENT EXPLANATION OF SIGNIFICANT VARIANCES OAKLAND COUNTY PARKS & RECREATION COMMISSION (50800) OPERATING REVENUE $ 8,752,911.00 $ 9,210,411.00 $ 9,252,361.00 $ 41,950.00 0.46% Fay. Temporary Licenses $26,050 and fay. Sponsorships $15,900; a budget amendment is recommended. OPERATING EXPENSE $ 25,151,352.00 $ 25,626,652.00 $ 25,626,652.00 $ - 0.00% NET OPERATING INCOME (LOSS) $ (16,398,441.00) $ (16,416,241.00) $ (16,374,291,00) $ 41,950.00 0.26% NON -OPERATING REVENUE $ 16,398,441.00 $ 16,416,241.00 $ 16,416,241.00 $ - 0.00% (EXPENSE) TOTAL INCOME BEFORE TRANSFERS $ $ $ 41,950.00 $ 41,950.00 0.00% TRANSFERSIN $ $ $ - $ - CAPITAL IMPROVEMENT PROGRAM $ $ - $ - $ - TOTAL NET INCOME (LOSS)' $ $ $ 41,950.00 $ 41,950.00 TOTAL NET ASSETS - BEGINNING 97,315,340.49 TOTAL NET ASSETS - ENDING $ 97,357,290.49 2/3/2015 26 Oakland County Parks and Recreation Commission Item # 9 H Maintenance Projects BUDGET TO ACTUAL EXPENSE REPORT (as of January 16, 2015) Cost Budget Expended Variance Title Amount (Budget - Center Amount Expended) Expended) ACC Stucco Repair $ 20,000 $ 20,000 ADM Pavement Maintenance Program* $ 150,000 $ 22,885 $ 127,115 ADM Carpet/Flooring Management Program* $ 150,000 $ 464 $ 149,536 ADM Interior/Exterior Painting Program* $ 120,000 $ 37,323 $ 82,677 ADM Window/Door Replacement Program* $ 120,000 $ 25,471 $ 94,529 ADM Tree Planting Program* $ 125,000 $ 125,000 ADM Natural Resource Program* $ 335,000 $ 420 $ 334,580 ADM ADA Transition Program* $ 350,000 $ 464 $ 349,536 ADM Electronic Entry Gates - Park -wide study/design $ 30,000 $ 30,000 ADM Dog Park Development - Design $ 27,500 $ 27,500 GLG Exterior Stone Repair $ 10,000 $ 10,000 RWP Operational Signage $ 20,000 $ 20,000 RWP Wave Pool - Structural Assessment/Repair $ 25,000 $ 25,000 Totals $ 1,482,500 $ 87,028 $ 1,395,472 2/3/2015 27 Item # 9 I Commission Approval Schedule for Capital and Maintenance Projects (REVISED January 20, 2015 - Pending and Subject to change) • February, 2015 o Red Oaks Nature Center— Parking Lot ($525,000) (Conceptual Approval) o Glen Oaks Golf Course & Conference Center— Parking Lot Design ($620,000) (Conceptual Approval) o Red/Waterford/Groveland Oaks — Concession Remodel — Phase 1 ($90,000) (Construction Approval) o CIP/Maintenance Projects Quarterly Update • March, 2015 o Catalpa Oaks — Recreation Fields/Irrigation Design ($150,000) (Engineering RFP Approval) o Addison Oaks — Kitchen Storage Unit (Construction Approval) • April, 2015 o Glen Oaks Golf Course & Conference Center — Parking Lot Design ($620,000) (Construction Approval) o Springfield Oaks Activity Center — 4-H Covered Arena Construction (ILdg. K) ($200,000) (Conceptual Approval) • May, 2015 o Red Oaks —Trail Easement Agreement (General Approval) o CIP/Maintenance Projects Quarterly Update • July, 2015 a Independence Oaks — Connector Trail — Interlocal Agreement (General Approval) o Red Oaks Water Park — Wave Equipment ($325,000) (Conceptual Approval) • August, 2015 • Red Oaks Nature Center— Parking Lot ($525,000) (Construction Approval) — Construction Contingent upon the City of Madison Heights approval o Red/Waterford/Groveland Oaks — Concession Remodel — Phase 11 ($90,000) (Conceptual Approval) o Red Oaks Water Park —Wave Equipment ($325,000) (Construction Approval) o CIP/Maintenance Projects Quarterly Update 28 V�'Ul A W.,101RM00i01hd �_1' 1 'k AIM OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA FEBRUARY 10, 2014 AGENDA ITEM NO. 9 J PLANNING & RESOURCE DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Supervisor, Planning & Resource Development Desiree Stanfield, Supervisor, Marketing & Communications Submitted: February 3, 2015 Subject: Marketing/Branding Request for Proposal (RFP) INTRODUCTION AND HISTORY The Marketing Committee has been working for the past several months to develop the attached Request for Proposal (RFP) for marketing and branding services. The scope includes the development of a targeted marketing strategy, as well as a brand assessment and strategy development. Please see the attached RFP for the full scope, Oakland County has 12 pre -qualified marketing vendors. Staff plans to release the RFP to the pre -qualified vendors on or before March 1, 2015, STAFF RECOMMENDATION The staff recommends the Commission receive and file this information. 29 DRAFT — Updated January 27, 2015 Request for Proposal for Brand Assessment and Strategy Development, Targeted Marketing Strategy SECTION I — GENERAL INFORMATION 1. INTRODUCTION Oakland County Parks and Recreation (OCPR) is looking for assistance in the development of a targeted and integrated marketing approach, as well as the facilitation of a brand evaluation and strategy development (including implementation plan). The parks system has been in operation since 1966, and offers the following parks and services: 5 golf courses, 2 campgrounds, 2 nature centers, 2 waterparks, 6 day -use parks (including trails, picnic areas, lakes/beaches, sports fields, playgrounds, disc golf, etc.), 4 conference/event centers, 2 undeveloped parks (trails, wetlands, woodlands and open space), 3 dog parks, a County Market and mobile recreation programs. OCP also offers a variety of programs and community events at these facilities and within the communities in Oakland County, including, but not limited to, Fire & Ice (downtown Rochester), 4th of July Fireworks at Addison Oaks and Groveland Oaks, Marshmallow Drop at Catalpa Oks, Air Fair at Groveland Oaks, Nature Center programs and classes, Oakland Uncorked at the County Market, etc. Oakland County Parks operates more than 6,700 acres of parkland. For a full list of parks, facilities and programs, visit Destination Oakland. com. 2. CHALLENGES Within Oakland County there are multiple other recreation service providers, including the Michigan Department of Natural Resources, Huron -Clinton Metropolitan Authority, and local city, village and township park systems. OCP has never, since its inception in 1966, evaluated its brand or developed a consistent and comprehensive brand strategy. OCPR wants to ensure that its marketing efforts are reaching both park users and non -users to both create awareness of the tax -funded park system, and encourage increased attendance/use. 3. GOALS OCP is seeking a consultant to: a) Position Oakland County Parks and Recreation as an essential community service that Oakland County residents identify with, relate to, and feel good about. OCP seeks to assess and evaluate its current brand, develop a brand promise and blueprint, and culturalize that brand within the organization. b) Develop a targeted marketing approach to ensure that OCPR is reaching those customers/patrons who are most relevant to the services provided. This will take into consideration OCPR's Service Portfolio and Cost Recovery objectives, as well as an evaluation of current outreach efforts. 30 DRAFT — Updated January 27, 2015 Secondary goals: a) Increase users/participants at OCPRC facilities and programs b) Increase cost recovery based on goals outlined in OCPR Service Portfolio c) Build relationships and connect emotionally with our constituents and park/program users d) Create a foundation for large-scale sponsor solicitation and management 4. PROPOSED SCOPE a) Brand assessment. Research and engage with the Commission, staff and the public (users, non -users, businesses, partners, etc.) to define current brand and evaluate its strength. Identify gaps between how OCP views its brand, and how the public and guests perceive the brand in the marketplace. May include interviews of the Commission, staff and public, focus groups, surveys, and audit of current marketing, communication and promotional tools. b) Brand Promise Development. Utilize data and assessment to work with the Commission and staff in developing a brand promise for OCP. The brand promise will take into consideration and answer the following questions: a. What are the goals of the Commission? b. What is the perceived value of OCP to the public? c. What are the points of differentiation between OCP and other like service providers? d. What are the attributes (values/beliefs) of the current brand? c) Develop Brand Blueprint. Create written plan to document how OCP will develop and apply its brand strategically throughout the organization in the short and long term. May include the following deliverables: a. Visual Representation/Creative i. Logo development ii. Style guide including standards for: colors, logos, printed materials, signage iii. Design templates for key marketing materials iv. Other recommendations of the Consultant b. Timeline for implementation c. Staffing/implementation recommendations d. Staff training and implementation tools d) Brand Culturalization and mission development. As a large agency with wide geographic reach and upwards of 600 staff (during peak season), brand culturalization is critical. Consultant will provide strategies and guidelines, potentially including training, for internal brand alignment. OCP would also like to utilize this process to revise its current mission and vision statements to align with the values defined as part of the brand. e) Targeted marketing review and approach. With hundreds of services spread across 13 county parks, OCPR has an interest in understanding and identifying its target markets with 31 DRAFT — Updated January 27, 2015 regard to the services it provides. This will include a review of current marketing/outreach efforts as well as recommendations to ensure that OCPR is connecting with its target markets. Alternate scope items: 1. Web site evaluation. OCPR is interested in having its Web site (www.destinationoak]and.com) evaluated for effectiveness, organization, style (including font, color, use of photos/videos, etc.), design and navigation. 2. On -going marketing support. OCPR is interested in having available ongoing marketing support to provide advice and recommendations, as needed, for system -wide marketing strategies and improving system -wide brand awareness. SECTION II — PROPOSAL TIMELINE 1. TIMELINE a. Proposal released: March 2015 b. Questions due: April 1, 2015 c. Response to questions: April 10, 2015 d. Proposals due: April 24, 2015 e. Award: June, 2015 SECTION III --INFORMATION REQUIRED 1. BUSINESS ORGANIZATION a. State the full name and address of your organization and any partnering firm. Indicate state of incorporation or license to operate 2. STATEMENT OF THE PROBLEM a. State your understanding of the problem, as presented 3. APPROACH Provide a narrative outlining approach to the stated problem and identified scope items. 4. SCHEDULE a. Provide a schedule indicating milestones and major tasks 5. PRIOR EXPERIENCE a. Provide a description minimum of three similar projects within the last 5 years 6. CAPABILITY AND QUALIFICATIONS a. As it relates to the problem statement, please provide staff resumes, certifications and professional licenses that indicate the education, experience and training of the persons to be assigned to this project 7. FEES a. Provide a not -to -exceed proposal based on the following: i. A breakdown of fees relative to each item described in the problem statement 32 DRAFT — Updated January 27, 2015 ii. A breakdown of fees relative to staff and any proposed sub consultants iii. A schedule of hourly rates related to Alternative Scope Item B (if bidding on this portion of the scope). iv. An estimate of anticipated reimbursable costs 8. ADDITIONAL INFORMATION a. Include any other information that is believed to be pertinent but not specifically asked for elsewhere SECTION III --CRITERIA FOR SELECTION 1. SELECTION PROCESS a. The following evaluation process will be used: i. A selection committee will be established comprising of members of the Parks and Recreation Commission, the supervisor -communications and marketing, the supervisor -planning and resource development, the chief of business operations, the chief of recreation programs and services and a purchasing representative ii. This selection committee will evaluate and short list the top vendors iii. Interviews will be conducted and the top vendors will be ranked 2. CRITERIA a. BUSINESS ORGANIZATION b. STATEMENT OF PROBLEM c. APPROACH d. SCHEDULE e. PRIOR EXPERIENCE f. CAPABILITY AND QUALIFICATIONS g. FEES h. ADDITIONAL INFORMATION SECTION III — CONCEPT INFORMATION 1. ADDITIONAL INFORMATION The following information is included to provide additional insight into this project. • 5 Year Recreation Master Plan • Service Portfolio 33 Pending FY2015 Capital Project Summary Item # 10 A Cost Capital Improvement Program Center Project Name ACC Architectural Improvements $70,000 ACC Kitchen Storage Facility- Design $13,000 Garden/Entrance Landscape Renovation - Design ACC $25,000 Note: No NEW projects are included on this list. 2/3/2015 Description of Project Architectural improvements for the previously approved structural reinforcement of the conference center roof. Design/engineering for an approximate 300 SF (24'x12') addition on the existing kitchen cooler storage facility connected to and located north of the existing conference center building's kitchen area to meet existing health and liquor code requirements. Complete landscape planting bed renovation of the existing entrance, courtyard and garden areas, including irrigation, lighting, drainage, brick paver reinstallations, step refurbishment and garden wall replacement. Approval Status Subs Due to the change in the liquor license, secure storage is required for all alcoholic beverages This project is postponed until further notice due to completion of other critical projects. 34 Cost Capital Improvement Program Center Project Name Campground -Pull -through Sites -Construction $ 85, 000 ADD Campground -Concrete Pads -Construction ADD $105,000 ADD Fuel Tank Replacement -Construction $65,000 Energy Management System Upgrade (Phase II) ADM $66,000 ADM Pavement Management Program $300,000 Note: No NEW projects are included on this list. 2/3/2015 Pending FY2015 Capital Project Summary Item # 10 A Description of Project Approval Status Construction of pull -through sites in camping section A Approved by the Commission and is that utilizes existing campsites with the construction of substantially complete a new gravel road Phased Installation of concrete RV pads, similar to Groveland Oaks Section A, including earthwork, base concrete and restoration Replacement of an existing non -compliant fuel tank utilized by park maintenance staff -Work to be completed in conjunction with ADD Maintenance Yard paving project. Parkwide phased EMS system upgrade, to meet the current OC energy management policy, cost recovery, minimizing on -call response times, utilizing new monitioring technology Approved by the Commission and is substantially complete Bidding currently in progress as part of a Pavement Management Program project to repave the existing maintenance yard. Replacement of outdated equipment technoloy to meet county -wide energy usage standards and policies. Parkwide pavement replacement program for failing and end of life -cycle pavement as coordinated and Annual pavement replacement projects, managed by Facilities Planning & managed by Oakland County Facilities Engineering & Engineering (General Fund). Planning staff. 35 Pending FY2015 Capital Project Summary Item # 10 A Cost Capital Improvement Program Center Project Name ADM Roofing Management Program $150,000 ADM Building Equipment Replacement Program $37,000 ADM Fenceline Replacement Program $150,000 Description of Project Parkwide roof replacement program for failing and end of life -cycle roofs, as coordinated and managed by Oakland County Facilities Engineering & Planning staff. Approval Status Annual roof replacement projects, managed by Facilities Planning & Engineering (General Fund). Parkwide building equipment replacement program Annual building equipment replacement for failing and end of life -cycle equipment, as projects, managed by Facilities coordinated and managed by Park Facilities Maintenance Preventative Maintenance Maintenance Staff. Unit. Parkwide fenceline replacement program for failing Annual fenceline replacement projects, and end of life -cycle fences, as coordinated and managed by variours park chief's and managed by park Facilities Maintenance staff. staff. Design/engineering for the Installation of an Design/engineering proposals are underground irrigation system for the Recreational currently under review by staff with a CAT Phase II - Irrigation System - Design $20,000 recommendation presented to the Fields as part of the Phase II development plan identified in the approved January 2011 Business Plan. Commission in March of 2015, to meet the goal of a spring 2016 opening. Design/engineering for the renovation of the existing Construction is scheduled for the fall of CAT Phase II - Recreational Fields - Construction Recreational Fields as part of the Phase II development 2015 after soccer leagues are complete, $800,000 plan identified in the approved January 2011 Business therefore FY2015 funds to be postponed Plan. until FY2016. Design/engineering for the renovation of the existing Design/engineering proposals are Recreational Fields as part of the Phase II development currently under review by staff with a CAT Phase II - Recreational Fields - Design $80,000 recommendation presented to the plan identified in the approved January 2011 Business Plan. Commission in March of 2015, to meet the goal of a spring 2016 opening. Note: No NEW projects are included on this list. 2/3/2015 36 Pending FY2015 Capital Project Summary Item # 10 A Cost Capital Improvement Program Center Project Name Description of Project Approval Status Design/engineering for the Installation of an Construction is scheduled for the fall of Phase II - Irrigation System - Construction underground irrigation system for the Recreational 2015 after soccer leagues are complete, CAT Fields as art of the Phase II development Ian therefore FY2015 funds to be postponed $200,000 p p p p p identified in the approved January 2011 Business Plan. until FY2016. GLC Parking Lot Improvements -Construction $310,000 GLG Parking Lot Improvements -Construction $310,000 Complete renovation of the existing failing paved Staff are finalizing concept drawings and parking lot for the Golf and Conference Center, budget for conceptual approval by the including all necessary ordinance and storm water Commission scheduled for Feburary 2015 compliance, including design and construction Phased construction to replace the electrical/water Campground -Utility Improvements -Construction system of campground Sections A (24 sites), B (28 Approved in December 2014 and GRV sites), & C (58 sites), to meet the requirements of the $680,000 construction began January 5, 2015. modern RV power requirements, including the consideration of other site utilities. Note: No NEW projects are included on this list. 2/3/2015 37 Pending FY2015 Capital Project Summary Item # 10 A Cost Capital Improvement Program Center Project Name Description of Project Approval Status Currently pending for inter -local agreement, therefore design/engineer is Construction of approximately 1.6 miles of expected to begin after agreement Upper Bushman Boardwalk/Trail Phase II-Constr. asphalt/boardwalk trail access along Sashabaw Road approval in FY2015, with construciton to IND $1,586,335 from the newly acquired Independence North Property begin, at the earliest, sometime in to the Main Entrance of the park. FY2016, Therefore approximately $1.2 million will be postponed from FY2015 until FY2016. Replacement of approximately 100 linear feet of S' Currently under construction by in-house LYG Boardwalk, Replacement -Construction $25,000 wide golf cart boardwalk, due to inadequate base post carpenters and trades. Did not required construction resulting in irregular frost heaving of the Commission approval since materials deck. expenditures are under $100,000. RDG Golf Netting, Replacement -Construction $30,000 Replacement of approximately 150 Linear feet of 60' Bids currently under review by Chief's high golf netting. and park staff. LED Entrance Sign at Nature Center-Design/Constr. Design and installation of LED entrance sign for the Scheduled to be installed with the RDP $30,000 Nature Center parking lot expansion. Note: No NEW projects are included on this list. 213/2015 38 Pending FY2015 Capital Project Summary Item #10A Cost Center RDP Capital Improvement Program Project Name Description of Project Approval Status Parking Lot Expansion -Construction NC $525,000 Construction of an initial 200 parking space lot for the Staff are finalizing concept drawings and Nature Center to improve pedestrian and vehicle budget for conceptual approval by the circulation for operations and programming. Commission scheduled for February 2015 RSE Boardwalk, North Connector -Construction $160,000 RWP Concession Remodeling- Design $53,000 Note: No NEW projects are included on this list. 2/3/2015 Design and installation of approximately 450 linear feet of 10 wide boardwalk with railings, connecting the northern, land -locked parcel of land, aka Holly School Property. Design/engineering for the remodeling of the existing 2,550 square foot concession building (30x85), including central food service hub for remote concessions, kitchen equipment, retail sundries area and patron queing area. (Currently scheduled for construction in 'the sprng/summer 2015 by in-house (carpenters and trades. Bulk purchase of lumber and materials complete for both FY2015 Boardwalk projects (LYG/RSE). For FY2015 operation of the concessions at Red Oaks Waterpark, Waterford Oaks Waterpark and Groveland Oaks Concessions, phase I construction approval to be presented to the Commission, February 2015. Kh Pending FY2015 Capital Project Summary Item # 10 A Cost Capital Improvement Program Center Project Name RWP Restroom-River Pumphouse-Design $12,000 Description of Project Design/engineering of a new 16'x20' family restrooms off existing pumphouse facility as conceptually designed by DLZ. RWP Wave Pool -Wave Equipment Replacement-Constr. Replacement of the existing 30+ year old wave making $325,000 equipment SAC Horse Bldg. K Construct -Construction $200,000 SAC Dam Improvements - Design $30,000 Note: No NEW projects are included on this list. 2/3/2015 Construction of an indoor/covered practice facility, including all necessary site improvements/utilities, in collaboration with the 4-H Horse Council and their current funding of approx. $40K, to be located near the existing 4-H Horse Barn. Design/engineering for the first phase of improvements identified by SME of the removal and replacement of existing deteriorating water spillway and other site restoration, in collaboration with Springfield Township Officials/Board. Approval Status This project is postponed until further notice due to completion of other critical projects. Design/engineering and bidding to be completed spring/summer for Commission conceptual approval in July 2015. Replacment schduled after pool operations in September. Design/engineering scheduled to be completed in FY2015 with postponing the construction until further notice due to other critical projects. Design/engineering pending interlocal agreement as presented at the January 2015 commission meeting. Commission approval will be scheduled upon coordinaton of project with Springfield Township. 40 Pending FY2O15 Capital Project Summary Item #1OA Cost Capital Improvement Program Center Project Name SAC Public Address System - Design $30,000 SAC LED Entrance Sign at Activity Center- Design/Constr. $30,000 WLG Golf Netting, Replacement -Construction $30,000 Office Renovation - Ernst House - Construction $60,000 WTR Note: No NEW projects are included on this list. 2/3/2015 Description of Project Design/engineering for a new facility -wide public address system for emergency preparedness, event annoucements and cross -marketing of park -wide recreational opportunities, replacing an existing system that does not meet coverage areas of the park. Approval Status This project is postponed until further notice due to completion of other critical projects. Based on RCOC traffic counts, staff are Design and installation of LED entrance sign for the proposing to install this sign at the Red Activity Center Oaks Golf Course on John R, in conjunction with the sign for the Red Oaks Nature Center on 13 Mile Road. Replacement of approximately 150 Linear feet of 60' high golf netting, located along hole #1. Design/engineering and construction for the interior renovation/improvement of an existing 1200 SF residential structure to meet code and operational compliance for an office and public restroom. Bids currently under review by Chiefs and park staff. Design & construction pending lease agreements with new Greenhouse Leasee to meet all applicalble laws and ordinance requirements to convert a residential struction to a commercial use. Construction Costs are part of the proposed lease value. 41 Pending FY2015 Capital Project Summary Item # 10 A Cost Capital Improvement Program Center Project Name Description of Project Approval Status WWP Concession Remodeling - Design $37,000 Note: No NEW projects are included on this list. 2/3/2015 Design/engineering for the remodeling of the existing 2,100 square foot concession building (28x75), including central food service hub for remote concessions, kitchen equipment, retail sundries area and patron queing area. For FY2015 operation of the concessions at Red Oaks Waterpark, Waterford Oaks Waterpark and Groveland Oaks Concessions, phase I construction approval to be presented to the Commission, February 2015. 42 Project Cost Center Abbreviations Key Item #10A Abbrev Budget Center Name ACC Addison Oaks Conference Center ADD Addison Oaks ADM Administrative Services CAT Catalpa Oaks CIP Capital improvements FM Facilities & Maintenance FSA Fiscal Service - Administration FSP Fiscal Service - Parks & Rec GLC Glen Oaks Conference Center GLG Glen Oaks Golf Course GRH Waterford Oaks Greenhouse GRC Groveland Oaks Concessions GRV Groveland Oaks HGH Highland Oaks IND I Independence Oaks LYC Lyon Oaks Conference Center LYG Lyon Oaks Golf Course LYP Lyon Oaks Park ORN Orion Oaks PUB Planned use of Balance RDD 1 Red Oaks Dog Park RDG Red Oaks Golf Course RDP Red Oaks Park REC Recreation Programs & Services RSE I Rose Oaks RWC Red Oaks Waterpark Concessions RWP Red Oaks Waterpark SAC Springfield Oaks Activity Center/Park SPC Springfield Oaks Concessions SPG Springfield Oaks Golf Course WBX Waterford Oaks BMX WCM Waterford Oaks County Market WLC White Lakes Oaks Conference Center WLG White Lake Oaks Golf Course WTR Waterford Oaks Activity Center/Park WWC Waterford Oaks Concessions WWP Waterford Oaks Waterpark 43 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA Al1RAl r.i r n,I........ ..... ,. rtlkkn... ..... ........... in " .,, o "". ,,.... _ _ -.146 FEBRUARY 10, 2015 AGENDA ITEM NO. 10 BA 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: January 20, 2015 Subject: Red Oaks Nature Center Parking Lot Design / Improvements — Conceptual Approval EXECUTIVE SUMMARY Over the past several months, Oakland County Parks has been working in a collaborative effort with the City of Madison Heights to develop a conceptual plan to improve the parking at Red Oaks Nature Center in Madison Heights. The focus of the improvements is to increase parking capacity to accommodate current and future programming and special events and create safe pedestrian and vehicular access for park guests. Staff is requesting authorization to proceed with construction documents and bidding for the improvements to the Red Oaks Nature Center Parking Lot. The conceptual Total Project Cost is $635,968, Per the current lease agreement with the City of Madison Heights (CMH), Identified Capital Improvement Projects over $5,000 are to be split 50/50 between CMH and OCPRC after the first $5,000 is expended by OCPRC. Therefore, CMH would be reimbursing OCPRC approximately $315,484 upon project completion. This equates to a total OCPRC conceptual project expenditure of $320,484. The current approved funding for this project is part of the FY2015 Capital Improvement Program Management Plan. 1. FY2015 RDP Parking Lot Improvements a. FY2015 CIP Management Plan, pg. 11 2. Conceptual Budget Requested: $635,968 3. A 10% project contingency is included 4. A 5% owner contingency is included PLANNING OVERVIEW a) See Attachment A 1. Capital/Maintenance Management Plan a) Initial budget history: RDP — Parking Lot RDP -- Parking Lot Improvements Improvements Fiscal Year Construction Design Identified FY2013 Identified FY2013 2014 1 $500,000 ( $50,000 1 2015 I $525,000 $50,000 44 Page 2 2. Approved FY2015 CIP Management Plan Budget a) Red Oaks Nature Center • Parking Lot Improvements — Design $50,000 • Parking Lot Improvements —Construction $525,000 o Adjusted construction budget from $500,000 to $525,000 based upon a construction management review of the scope of work TOTAL APPROVED BUDGET (FY2015): $575,000 PROJECT OVERVIEW 1. Red Oaks Nature Center Parking Lot Improvements (Need): a) Design & construction purpose: 1. Increase parking areas to accommodate current and future facility programs and special events 2. Create safe pedestrian/vehicle circulation 3. Create a safe and efficient large vehicle/bus drop off area 4. Improve site amenities that would enhance safety of facility b) Design & construction considerations: 1. Identify alternate pedestrian/vehicle circulation patterns for improved safety, including delivery routes, turning radii and loading/unloading zones 2. Improve existing overflow lawn parking area 3. Improve parking area and pathway lighting to improve programming and customer service 4. Identify potential maintenance and operations efficiencies 5. Keep the natural feel of the site as much as possible & Conformance with existing city zoning ordinances 2. Design program elements: a) Parking Lot Spaces: 1. 33 additional paved parking spaces • New total: 63 total paved parking spaces. • 4 accessible parking spaces. 42 spaces located within 200'of the nature center entrance • Remaining 21 spaces located within 700'of the nature center entrance o Designated for trail -use parking 2. 118 improved overflow lawn spaces within 800` of the nature center entrance • Add pavement approach and culverts • Re -grade and provide aggregate base material b) Improve storm water detention area • Creation of bioswale/rain garden area c) Widening of entrance road to allow for safe two way traffic 1. Bus stop/drop off area d) Nature Center Pathways/Trails • Adjust pathways to improve safe pedestrian circulation, separate from vehicle circulation. • New Sidewalk section on west side of entrance road from lawn parking area. o Required per City of Madison Heights ordinance • New trail section to connect road entrance parking to trail system e) Additional parking lot and pathway lighting improvements. 6 additional parking lot lights for a total of 9. • 3 additional pathway lights for a total of 6. f) Designated event tent area located near the nature center. 3. Design/Engineering Consultants & Construction Managers a) Prime Design Consultants — Professional Engineering Associates (PEA) b) Construction Manager — George W. Auch Company (GWA) 45 Page 3 NORNOW 4. 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 19, 2014 OCPRC Commission Meeting c) Design/Engineering Contract Approval - OCPRC — July 2014 d) Design/Engineering Contract Approval — City of Madison Heights - August 2014 5. Funding considerations a) Per the current lease agreement with the City of Madison Heights (CMH), Identified Capital Improvement Projects over $5,000 are to be split between CMH and OCPRC after $5,000 of costs are incurred by OCPRC. b) All project costs are to be incurred by OCPRC and reimbursed by the CMH. Therefore, CMH would be reimbursing OCPRC approximately $315,484 upon project completion, with a total OCPRC conceptual project expenditure of $320,484, 6. Proposed Project Timeline: a) Construction Bidding/Procurement February/March 2015 b) Construction Contract Award May 2015 c) Construction Start July 2015 d) Construction End October 2015 7. Fiscal Considerations: a) Red Oaks Nature Center has significant capacity issues due to lack of parking. Staff has been unable to hold larger programs or events at the nature center due to parking restrictions and an inability to have busses easily access the site. Expanding the parking and creating traffic -flow to enable bus drop-off and turn -around will greatly expand staffs ability to hold more/larger programs at the nature center. b) Holding more/larger programs will help increase cost recovery for classes, workshops and clinics at the nature center. On average classes range from 25% to 100% cost recovery. c) Expanded parking and a bus route will also allow for larger community -wide events to be held at the nature center. Community -wide events have a cost recovery goal of 75%. Expanded parking will also allow for increased day -use of the facility, accommodating more park guests to utilize the park's trails and drop -in experiences at the nature center. Day -use access has a cost recovery goal of 5%. d) The parking lot project will add an additional $42,000/year in depreciation costs to the budget center, which has current anticipated revenues of $12,000 and expenditures of $114,300. These revenues do not include revenue from nature center classes, workshops and clinics which are received as revenue to the Recreation Programs and Services budget center. 8. Market Analysis a) N/A for parking lot improvements. See participation trends in attached Planning Review. PROCUREMENT INFORMATION — CONCEPTUAL Project Costs a) Construction Budget: $572,568 b) Design/Engineering: $48,400 c) Owner Contingency: $15,000 d) Total Project Costs: $635,968 ATTACHMENTS 1. Attachment A — Planning Overview 2. Attachment B — Zip Code Map 3. Attachment C — Park Map 4. Attachment D — Renderings and Photos 5. Attachment E — Conceptual Cost Summary 46 Page 4 STAFF RECOMMENDATION With Commission Comment, Staff recommends proceeding with the necessary construction documents by Professional Engineering Associates (PEA) and bidding for construction for the Red Oaks Nature Center Parking Lot Improvements Project. This recommendation is contingent upon receiving approval from the City of Madison Heights at a future City of Madison Heights City Council Meeting. Final presentation of all project related costs will be brought to the commission for construction approval at a date to be determined. MOTION Move to proceed with the necessary construction documents by Professional Engineering Associates (PEA) and bidding, for construction for the Red Oaks Nature Center Parking Lot Improvements Project, contingent upon staff presenting all project related costs for construction to the OCPR Commission for final approval, and also upon receiving approval from the City of Madison Heights at a future City Council Meeting. 47 GAKLAND COUNTYPARKS Planning Review: Red Oaks Nature Center Parking Lot Improvements January 14, 2015 — Planning and Resource Development Budget Center RDP — Red Oaks Park Management Plan Scope Construction of an initial 200 parking space lot for the Nature Centerto improve pedestrian and vehicle circulation for operations and programming (FY2015-2025 Capital Improvement Management Plan, p. 38) Budget Forecast FY2015 - $525,000 (FY2015-2025 Capital Improvement Management Plan, p. 38) Strategic Plan (Strategic Plan 2008 Summary Report) 1.2.2 Recreation Facilities Vision: Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages (page 3 - attached) 1.2.2.1 Recreation Facilities 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 (page 4 — attached) Recreation Plan (Five -Year Parks and Recreation Master Plan 2013-2017) Objective 2.2: Planned Capital Improvement and Major Maintenance Projects 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 (Chapter 9; page 13 — attached) Park Master Planning The Red Oaks Park Vision and Facility Concepts was approved by the Parks Commission March 6, 2013. At that point in time, the Nature Center Facility had recently been leased (operations starting in October 2012) and the concepts were focused on prioritizing evaluation of the facility. 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 Planning Review: Red Oaks Nature Center Parking Lot Improvements Page 1 48 GAKLAND COUNiYPARKS nature interpretation and education (OCPRC, 2013, pp. 31-32). (OCPRC. March 2013. Red Oaks Park Vision and Facility Concepts, p. 18) 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 The current project is the results of the evaluation of outlined in Phase 1 and 2. (OCPRC. March 2013. Red Oaks Park Vision and Facility Concepts, p. 18) The Red Oaks Education Vision recognizes the role of education in creating and enhancing recreational experiences; communicating the value of OCPRC as a steward of public resources; and in supporting behaviorthat ensures quality of life in Oakland County. This Education Vision also recognizes that education is not just a building —such as the Red Oaks Nature Center; it includes many types of education, including history, recreation, nature, art and culture, and healthy living. We identify three methods to deliver education at Red Oaks County Park: Facility -Based: Connecting the visitor with a specific site Physical sites and facilities, such as Red Oaks Nature Center, are at the center of these experiences. Instructor- Based: Connecting the visitor with knowledge The facilitated experience is delivered through outreach experiences —such as Star Lab, school and community programs and park tours —that are led by an instructor. Resource -Based: Connecting the visitor with the resource The visitor has the opportunity to interact directly and positively affect the resource through participation in directed programs — such as annual bird and butterfly counts, nest box monitoring, natural resource stewardship, and water quality monitoring. (OCPRC. March 2013. Red Oaks Park Vision and Facility Concepts, p. 5) Red Oaks Vision for Accessibility: The new education activities at the Nature Center will open a new world of nature -based recreational experiences in southeast Oakland County for people with disabilities. As OCPRC implements this Vision and Concepts, it has the opportunity and obligation to discover and remove any barriers that separate people from experiencing our county parks. Potential barriers are not only physical. The communities surrounding Red Oaks have seen an increase in diversified racial populations, which may present cultural and language barriers. Our success in this endeavor will further demonstrate the importance of the role of public agencies in developing sustainable facilities and promoting equitable access to open space and recreation. (OCPRC. March 2013. Red Oaks Park Vision and Facility Concepts, p. 6) Planning Review: Red Oaks Nature Center Parking Lot Improvements Page 2 49 GAKLAND COUNTYPARKS Public Engagement A total of 79 surveys were collected from park users at Red Oaks Nature Center and Friendship Woods. 64 surveys were collected at a public event on October 5, 2014. An additional 15 surveys were collected from daily visitors during the week of October 6-12. The purpose of the survey was to understand visitors perceptions of the Nature Center and Friendship Woods and gain insights on preferences for programming, travel habits, and user perceptions of parking facilities that would help inform the current parking improvements project. FREQUENCY OF VISITS TO RED OAKS NATURE CENTER AND FRIENDSHIP WOODS In the past 12 months, approximately half of survey respondents (49%) are occasional to frequent visitors —visiting Red Oaks Nature Center and Friendship Woods once a month or more. The other half (51%) visit infrequently (less than once a month). REASONS TO VISIT RED OAKS NATURE CENTER Park visitors were asked which amenities and facilities brought them to Red Oaks Nature Center. The top five responses were "Nature Center— Look at nature center exhibits", "Friendship Woods — Relax/Hang out", "Trails — Hiking/running/jogging", "Friendship Woods —Attend special events", "Nature Center —Attend a scheduled nature education program". RANKING OF AMENITIES AND CHARACTERISTICS Survey respondents were asked to rate amenities and characteristics of Red Oaks Nature Center as excellent, good, fair or poor. The five highest ranked features of Red Oaks Nature Center were "Helpfulness of Staff", "Overall Value to Oakland County", "Safety and Convenience of Bicycle Access", "Safety and Convenience of Pedestrian Access", and "Nature Center Building". The lowest ranked features were "Parking Lots", "Variety of Recreational Opportunities", "Benches and Seating Areas", "Level of Crowding", and "Abundance of Wildlife/Nature/Trees". NATURE CENTER PROGRAMMING Park visitors were asking what types of programming they would like to see at Red Oaks Nature Center. The five top choices were "Nature talks", "Wildlife education programs", Guided nature walks", "Drop -in programs", and "Public events". TRAVEL TO RED OAKS NATURE CENTER AND FRIENDSHIP WOODS Park visitors were asked how they got to the Nature Center and Friendship Woods. 81% said they drove or rode in a motor vehicle. Others walked (44%), rode a bike (19%), or used a scooter or other mobility device (4%). 4% indicated that their child had visited in a school bus. Planning Review: Red Oaks Nature Center Parking Lot Improvements Page 3 50 GAKLAND COUNTYPARKS Visitor Trends — Vehicle Counts Red Oaks Nature Center vehicle counts are taken from a vehicle counter placed at the entrance to the Nature Center parking lot. The graph below shows the trends over the fiscal year for 2013 through 2015. The annual total vehicle entries are: FY2013: 22,588 vehicles FY2014: 35,069 vehicles 5,000 4,000 3,000 .-r FY2013 2,000 / FY2014 / 1,000 FY2015 - Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Accessibility The Red Oaks Nature Center and Parking Lot were not operated by Oakland County Parks in 2006 when the accessibility assessment was conducted; therefore no comments on accessibility were provided. Per review of the conceptual design documents, the following items are identified related to accessibility will need to be addressed as the design process continues: • Indicate an access route connecting the access aisle for the two accessible parking spaces (one must be van -accessible) on the semi -circular parking area to the pathway to the nature center building and trails; • Bus stop area must comply with accessible passenger loading zone requirements; • Pavement overlay sections indicate a 1.5% minimum cross slope, but no maximum, which must be 1:48 if part of an accessible route; • If only one accessible space is provided within the small 6-space lot close to the building, it must be van accessible and signed as such; • It is reasonable not to provide accessible parking spaces in the overflow lot. However, during events when the overflow lot is expected to be needed, at least 5 additional, temporary accessible parking spaces must be indicated (through temporary signage) within the parking lots nearer to event activities. Agreements The City of Madison Heights has received grant funding from the DNR to acquire and develop portions of the nature center. Details of the grants and how they would relate to this project have not been determined. Nature Center Lease with Madison Heights —add description. Planning Review: Red Oaks Nature Center Parking Lot Improvements Page 4 51 OiAKLAND COUNTYPARKS Regional and Local Plans Reference relevant federal, state, county and/or local plans Land Use and Zoning State current land use and zoning designations and reference relevant ordinances/regulations Service Portfolio Category of Service Beneficiary of Service Target Tier Minimum Service Classes, Workshops and Clinics — Beginning / Multi- Level Tier 3: Balanced Community/ Individual Benefit 100% Spring Floral Arranging Nature Journaling Fun with Reptiles Protecting Water Quality Night Chorus Hypertufa Hype Attracting Bluebirds to Your Yard Nature at Night Composting for Earth's Sake Nature Sprouts— 6 Sessions Snowshoe Tracks on Tees Wildlife Moms Grossology Day Camp — 2 Sessions Monarch Migration Invasive Species 101 Sleuthing at Birdfeeders Holiday Bonfire and Yule Log Craft Fireside Fun Feathered Fun with Angry Birds Wild Wednesday Night-9 Sessions Celebrate Earth Day Gardening for Biodiversity Open Park Usage Tier 1: Mostly Community Benefit 5% Geocaching Nature Center Trails Organized Parties / Events Tier 5: Mostly Individual Benefit 150% Nature Center Birthday Parties Rentals / Exclusive Use —Private/Non- Profit Tier 5: Mostly Individual Benefit 150% Nature Center Rental — after hours Auditorium Rental Staffed Park/Facility Usage Tier 2: Considerable Community Benefit 75% Live Exhibits Interpretive Experiences OCPRC Resource Center (OCPRC Service Portfolio Project — June 2014) Planning Review: Red Oaks Nature Center Parking Lot Improvements Page 5 52 GiAKLAND COUNTYPARKS Provision Strategy Financial Market Alternative Provision Service Fit Pricing Strategy Capacity Position Coverage Strategy Spring Floral Arranging Poor Low Strong Low Divest NA Nature Journaling Good High Strong Low Advance Cost Recovery; Secondary - Market Fun with Reptiles Good High Strong Low Affirm Cost Recovery; Secondary - Competitive Protecting Water Quality Good Low Weak High Collab or Cost Recovery; Divest Secondary -Competitive Night Chorus Good High Strong Low Advance Cost Recovery; Secondary- Market Hypertufa Hype Good High Weak High Divest NA Attracting Bluebirds to Good Low Strong g Hi h Core Cost Recovery; Your Yard Service Secondary - Market Nature at Night Good High Strong High Affirm Cost Recovery; Secondary - Competitive Composting for Earth's Good High Strong High Affirm Cost Recovery; Sake Secondary— Competitive Nature Sprouts-6 Good High Strong Low Advance Cost Recovery; Sessions Secondary— Market Snowshoe Tracks on Good I High I Strong Low I Advance Cost Recovery; Tees Secondary— Market Wildlife Moms Good High I Strong I Low Advance Cost Recovery; I Secondary - Market Grossology Day Camp — Good I High Strong Low Advance I Cost Recovery; 2 Sessions Secondary— Market Monarch Migration Good High Strong I Low Advance Cost Recovery; Secondary —Market Invasive Species 101 Good Low Strong Low Core Cost Recovery; Service Secondary —Market Sleuthing at Birdfeeders Good High I Strong High Affirm Cost Recovery; Secondary — Competitive Holiday Bonfire and Yule Good High Strong High Affirm Cost Recovery; Log Craft Secondary — Competitive Fireside Fun Good High Strong High Affirm Cost Recovery; Secondary —Competitive Feathered Fun with Good High Strong I Low Advance Cost Recovery; Angry Birds Secondary— Market Wild Wednesday Night— Good High Strong Low Advance Cost Recovery; 9 Sessions Secondary— Market Celebrate Earth Day Good High I Strong I High Affirm Cost Recovery; Secondary — Competitive Gardening for Good High Strong Low Advance Cost Recovery; Biodiversity Secondary —Market Geocaching Good � Low Strong Low Core Vehicle Pass Required Service Nature Center Trails Good Low Strong I Low Core Vehicle Pass Required Service Nature Center Birthday I Good I High Strong I Low I Advance I Cost Recovery; Parties Secondary -Market Planning Review: Red Oaks Nature Center Parking Lot Improvements Page 6 53 QAKLAND COUNTYPARKS Financial Market Alternative Provision Service Fit Pricing Strategy Capacity Position Coverage Strategy Invest, Nature Center Rental — Good High Weak Low Collab or after hours Divest Invest, Auditorium Rental Good High Weak Low Collab or Divest Live Exhibits — Nature Core Cost Recovery; Center Drop In Good Low Strong Low Service Secondary —Market Interpretive Experiences Core Cost Recovery; — Nature Center Drop In Good Low Strong Low Service Secondary— Market Core Cost Recovery; OCPRC Resource Center Good Low Strong Low Service Secondary -Market (OCPRCService Portfolio Project —June 2014) Planning Review: Red C. Center Parking Lot Im,. _ s Page 7 54 Gaines Township Argentine Township City of Linden Deerfield Township Oceola Township Mundy � city of Grand Blanc Grand Blanc Village of Goodrich Hadley Metamora Dryden Village Almont of Almont Township Township Atlas Township P Township P Township Township Township • Village of • Fenton • Village of Leonard • Township • Ortonville Brandon Oxford Addison • Bruce • •... Holly Township Groveland Township Township Township Township : Township Village City of F • • Village _ of Oxford • • rlin OAKLAND Township COUNTY PARKS Armada Township an n • of Holly J r,` • Village •` Village ofl • of Romeo Ray • i Lake Orion • Township • Independence r— — • Tyrone +` Rose Springfield Township Orion Oakland • Washington Township Township Townships,Township Township Township : Township r --� Village Clarkston of • • 01y of Lake Cli'y_• ¢ City Auburn of Rochester: • Watford wilt Shelby Hartland • Highland White Lake City o Township Township • Township Township Tow shlp City of pit, • • Pontiac Lug Macomb Township of . +fan ��♦ City of • r- _ Lake' Clt of • Utica • Village of City Keego I • Genoa • • Milford Commerce of Orchard Harbor c lake _ Bloomfield City of •__ Ctty of Clinton Townshi p Township Brighten • Milford Township T City of Township Bloomfield _ P Troy • Sterling—_ Township Township Village of West Hills Heights • Wolverine Bloomfield � • City of • lake Township I City of + Brighton • • City of City of Walled Lake City Birmingha*C!ty • City of • Wixom Village of— VillagnI - Fraser • City of Franklin Village of Beverly I of Bingham IHllls City of Hamburg • Farmington Farms o Roy°I Oak warren City of Township Green Oak • Lyon city Hells Lahruf Berkley -- —Roseville Township Wity of Township of Novi Ci of Villa a City °Et City Village of •South Lyon Novi City of Southfield pleasdlLine City Center • Township Farmington of y RFdge City of • Oak Park Epstpointe %••••••••••0Wy��o•••••••••••••••••••••• hi City of 'Webster Northfield Salem Township Northville City Redford city City of Harper Woods Township Township TownshipLivonia Plymouth is _township of Highland Detroit Township Park i 4 r r � QL e Red Oaks Nature Center Sales by Zip Code 2013 Season U 1-3 4-8 9-11 IMP 12 - 17 M 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.Destination0akland.com 55 ' I 13 MILE ROAD PARK ENTRY RED Church aA KS Red Oaks Golf Course , 248.585.0100 r- Gate for special 30300 Hales Street event use only Madison Heights, MI 48071 Residential Q Named after long-time Madison Heights 9 9 Overflow© mayor and Oakland County commissioner, the George W. Suarez Friendship Woods offers a 1.3-mile paved trail in a Michigan Residential Q v Natural Features Inventory Priority Three Conservation Area. Trails are open for hiking, biking, skating, cross-country skiing, and on -leash dog walking. Verna Ron © Parking d I ® Nature Center Go to Destination0akland.com for A CAUTION hours of operation for access to Bikes may be used on paved restrooms and permit sales. trails. Personal safety items, such as a helmet, are recommended. O Tra i I head Aerate bikes CL o under control at all times. 2 1 Paved Trail • • • • • Natural Trail Intersection 3 _ Bench where you are Q—� Trail Intersections oriAll maps ented to North Map Non -motorized entrance Direction of 4 travel to Park Boundary next number 0 Forest Trail 0.5 miles Simonds 0 sensoryTr�ail 0.2 miles QElementary 0 HabitatTrail 0.6 miles Connectors 56 IL �• '1+;,�. -fir � ' ��'^ ,-.t-. � u `"r'�, �"�' � r i • y tijj �. 4 Wilk of ZZ '. ��`� ail � • OAKLAND COUNTY January 16, 2015 PARKS Oakland County, MI Red Oaks Park Parking Revised DESCRIPTION Unit of Total Total Meas. Quantity Unit $ Cost Misc demo allowance allow 1.00 $1,500 $1,500 Demo trails sqft 2,247 $0.75 $1,685 Demo approach sqft 602 $0.75 $452 Sawcut and demo paving sqft 36,800 $1.00 $36,800 Pulverize paving and stockpile sqft 7,000 $0.65 $4,550 Demo fence Inft 80 $4.50 $360 Remove speed bump each 1 $250 $250 Relocate Wood Bridge outside paving allow 1 $1,000 $1,000 Clearing for drop off sqft 878 $0.35 $307 Clearing / Restoration of Council Ring sqft 3,700 $0.75 $2,775 Remove tree each 3 $450 $1,350 Remove/Relocate Signs each 11 $200 $2,200 Remove/Relocate Mail Box each 1 $200 $200 Strip and stock pile topsoil- assume 6" cuyd 210 $8.50 $1,785 Cut & export at new paving cuyd 172 $18.00 $3,096 Grading at new paving sqft 16,811 $0.75 $12,608 Relocate existing catch basin each 1 $2,500 $2,500 New / rework culverts Inft 60 $40.00 $2,400 Mobilization asphalt equipment Ipsm 1 $7,500 $7,500 New Trail- 2.5" on 6" sqft 5,400 $1.85 $9,990 Pavement overlay sqft 19,517 $1.15 $22,445 New asphalt- 1-1/2"+1-1/2" on 8" sqft 13,596 $2.25 $30,591 New asphalt- 1-1/2"+2" on 8" sqft 5,112 $2.25 $11,502 Gravel shoulder tons 32 $20 . $645 Relocated porta-potty gravel pad allow 1 $1,000 $1,000 Concrete walk sqft 3,400 $6.50 $22,100 Pavement markings and signs allow 1 $2,500 $2,500 New Trail Signage allow 1 $15,000 $15,000 New Bio-Swale - excavation and spoils cuyd 391 $25 $9,775 New Bio-Swale - topsoil and $15 plantings alloti sqft 3,851 $20 $77,020 Tree replacement at Bio-Swale allow 1 $2,500 $2,500 New Fence Inft 84 $15.00 $1,260 Gates each 2 $1,500 $3,000 Relocate site lights each 2 $3,500.00 $7,000 Site Restoration allow 1 $10,500 $10,500 Electrical connection to street lights allow 1 $15,000 $15,000 New Light Pole each 8 $7,250.00 $58,000 New Site Bollard Light each 3 $1,625.00 $4,875 Subtotal sqft 50,876 $7.63 $388,021 General Conditions allow $64,981 Subtotal $453,002 Estimating Contingency 10.00% $45,300 Project Contingency 5.00% $22,650 Total Direct Costs $520,953 Testing $7,500 Utility Permits & Fees $0 Subtotal $528,453 George W. Auch Company Gerald E. McClelland, CPE, LEED AP Page 1 1 /16/2015 9:33 AM 59 OAKLAND COUNTY January 16, 2015 PARKS Oakland County, MI Red Oaks Park Parking Revised DESCRIPTION Unit of Total Total Meas. Quantity Unit $ Cost Permits 2.50% $13,211 Subtotal $541,664 CM Fees 4.00% $21,667 Subtotal $563,330 General Liability 0.50% $2,817 Subtotal $566,147 Payment & Performance Bond 1.00% $5,661 Subtotal $571,808 OCP allow $760 TOTAL CONSTRUCTION COSTS $11.25 $572,568 CONFIDENTIAL GEORGE W. AUCH COMPANY George W. Auch Company Gerald E. McClelland, CPE, LEED AP Page 2 1/16/2015 9:33 AM OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA ''.4v. , . ,. "w" n, .." .,..,,., —,.v . ,.., FEBRUARY 10, 2015 AGENDA ITEM NO. 10 B.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: January 20, 2015 Subject: Glen Oaks Golf Course and Conference Center Parking Lot Design / Improvements - Conceptual Approval EXECUTIVE SUMMARY A parking lot geotechnical and analysis report was completed in 2011, which identified issues with the current condition of the parking lot. The report indicated that the asphalt was in poor condition due to inadequate surface drainage and an aging storm water system. With the recent improvement of 13 Mile Road completed in 2013, staff identified that the current location of the central parking lot entrance was not in ideal, as it creates significant vehicular sight line and circulation issues for the conference center. Staff is requesting authorization to proceed with construction documents and bidding for the improvements to the Glen Oaks Conference Center and Golf Course Parking Lot. The conceptual total project cost is $768,416. In a parallel process to this conceptual approval, staff is undergoing the planning review process with the City of Farmington Hills, which may affect this concept and final total project cost. The current approved funding for this project is $675,000 as part of the FY2015 Capital Improvement Program Management Plan. 1. FY2015 GLG/GLC Parking Lot Improvements a. FY2015 CIP Management Plan, pg. 11 2. Conceptual Budget Requested: $768,416 3. A 10% project contingency is included 4. A 5% owner contingency is included PLANNING OVERVIEW a) See Attachment A 1. Capital/Maintenance Management Plan a) Initial budget history: GLC —Parking Lot GLG—Parking Lot GLC—Parking Lot GLG—Parking Lot Improvements Improvements Improvements Improvements Fiscal Year Construction Construction Design Design Identified FY2013 Identified FY2013 Identified FY2013 Identified FY2013 2013 - $550,000 - $50,000 2014 I $275,000 1 $275,000 1 $27,500 1 $27,500 2015 1 $310,000 J $310,000 1 $27,500 11 $27,500 1 61 Page 2 2. FY2015 Budget a) Glen Oaks Golf Course • Parking Lot Improvements — Design $27,500 • Parking Lot Improvements — Construction $310,000 b) Glen Oaks Clubhouse • Parking Lot Improvements — Design $27,500 • Parking Lot Improvements — Construction $310,000 TOTAL BUDGET: $675,000 PROJECT OVERVIEW Glen Oaks Parking Lot Improvements (Need): a) Design & construction purpose: 1. Re -grading parking area for adequate surface drainage 2. Assess portions or all of the existing storm drainage system for potential replacement to comply with ordinance and BMP's for storm water drainage. 3. Assess and relocated existing curbing and curbed islands in conformance to ordinance and maintenance practices. 4. Increase safety and visibility of existing central parking lot entrance. 5. Improve vehicular and pedestrian circulation 2. Design & construction considerations: a) Identify potential maintenance and operations efficiencies b) Redesign the existing landscaping according to ordinance requirements c) Identify alternate pedestrian/vehicle circulation patterns for improved safety, including delivery routes, turning radius and loading/unloading Zones 3. Design program elements: a) Asphalt Parking Lot Replacement 1. Pulverize east and west section of parking area 2. Remove and replace central parking section 3. Creation of central "front yard area" to accomplish the following; • provide direct vehicular access • improve parking lot and pedestrian circulation • eliminate conflict area ■ landscape detail in line with Tudor style facility 4. Improvement to existing east overflow lawn parking area with aggregate base for adequate drainage 5. Remove and move the existing conference entrance approach to the western portion of the parking lot improving sight visibility while aligning it directly across from the senior center driveway. 6. Remove and replacement of antiquated storm lines 7. Updating existing electrical for parking lot lighting and entrance sign 8. Parking Lot Islands and Landscaping to conform with current City Ordinance 4. Design/Engineering Consultants & Construction Managers a) Prime Design Consultants — Professional Engineering Associates (PEA) b) Construction Manager— Frank Rewold and Son (FRS) 5. 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) Design/Engineering Contract Approval — July 2014 6. Funding considerations a) N/A 7. Proposed Project Timeline: a) Construction Bidding/Procurement January/February 2015 b) Construction Contract Award April 2015 62 Page 3 c) Construction Start May 2015 d) Construction End September 2015 8. Fiscal Considerations: a) Current depreciation for FY2015 at Glen Oaks is $134,000. Of that, $86,000 is park improvements, $25,000 is buildings, and $23,000 is equipment. The proposed parking lot improvements will depreciate at $30,737/year over 25 years, increasing the park improvements depreciation to $1 16,737, and overall depreciation to $164,737. b) FY2015 budgeted revenue for Glen Oaks Golf Course is $812,000, FY2015 budgeted expense is $645,399. The additional depreciation still provides for revenue greater than expenditure at Glen Oaks Golf Course. c) Staff anticipates a decrease in pavement repair/maintenance expenditures. 1. Annual repair/maintenance costs • FY2011 - $18,000 • FY2012 - $18,000 • FY2013 - $2,500 • FY2014 - $2,500 d) Maintenance expenditures have been limited the past 2 fiscal years in anticipation of parking lot renovations, with the exception of any repairs due to patron safety, e) Life Cycle of Facility 1. Glen Oaks Parking Lot — 25-year life -cycle f) CIP Management Plan Priority Level 1. Regulatory 9. Market Analysis: a) N/A for parking lot improvements — see participation trend data in Planning Review PROCUREMENT INFORMATION — CONCEPTUAL 1. Project Costs a) Construction Budget: $717,616 b) Design/Engineering: $35„800 c) Owner Contingency: $15,000 d) Total Project Costs: $768,416 ATTACHMENTS 1. Attachment A —Planning Overview 2. Attachment B -- Zip Code Map 3. Attachment C -- Rendering and photos 4. Attachment D _ Conceptual Cost Summary STAFF RECOMMENDATION With Commission comment, staff recommends proceeding with the necessary construction documents by Professional Engineering Associates (PEA) and bidding for construction for the Glen Oaks Parking Lot Improvements Project. Final presentation of all project related costs will be brought to the commission for construction approval at a date to be determined. MOTION Move to proceed with the necessary construction documents by Professional Engineering Associates (PEA) and bidding, for construction for the Glen Oaks Parking Lot Improvements Project, contingent upon staff presenting all project related costs for construction to the OCPR Commission for final approval. 63 01 AKLAND COUNTYPARKS Planning Review: Glen Oaks Parking Lot Improvements - Construction December 15, 2014 — Planning and Resource Development Budget Center GLC — Glen Oaks Conference Center GLG —Glen Oaks Golf Course Management Plan Scope FY2015: Complete renovation of the existing failed paved 170 space parking lot for the Golf and Conference Center, including all necessary ordinance and storm water compliance. (FY2015-2025 Capital Improvement Management Plan, p. 29) Budget Forecast FY2015 - $310,000 (FY2015-2025 Capital Improvement Management Plan, p. 29) Strategic Plan 1.2.2 Recreation Facilities Vision: Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages (Strategic Plan 2008 Summary Report, p. 3) 1.2.2.1 Recreation Facilities 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 (Strategic Plan 2008 Summary Report, p. 4) Recreation Plan Objective 2.2: Planned Capital Improvement and Major Maintenance Projects — 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 (Five -Year Parks and Recreation Master Plan 2013-2017, Ch. 9, p. 13) Park Master Planning Glen Oaks park master planning will commence in 2015. Public Engagement Golf Course User Intercept Surveys are planned for May and June 2015 In the 2010 Countywide Survey, Glen Oaks was the 3`d most visited park —10% of respondents indicated they had visited Glen Oaks in the past 12 months. 16% of respondents indicated they participated at 18- and 9-hole golf course facilities. (Five -Year Parks and Recreation Master Plan 2013-2017, Appendix E) C-AAKLAND COUNTYPARKS Participation Trends Glen Oaks Golf Rounds FY2012-2014 6,000 5,000 _ 4,000 FY2012 2,000 �■ —f FY2013 ,000 F FY2014 1,000 � Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Glen Oaks Conference Center Guests FY2012-2014 6,000 5,000 4,000 + t FY2012 3,000 , ��/ --W-FY2013 2,000 - FY2014 1,000 I � Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Accessibility The 2006 accessibility assessment of the Glen Oaks parking lot reported numerous issues with the designated accessible parking spaces, access aisles, access routes, and the passenger loading zone. Per review of the conceptual design documents, the following items are identified related to accessibility will need to be addressed as the design process continues: • Nine accessible parking spaces are indicated, which is one more than the required minimum for the proposed 331-space lot (this is a positive comment). At least two must be van accessible; • All accessible parking spaces must be connected to access routes and the routes should not run behind parked cars; • Golf and clubhouse drop off areas must comply with requirements for accessible loading zones. Agreements Glen Oaks County Park was acquired in 1978 with grant assistance from the State of Michigan. Planning Review: Glen Oaks Golf Course Parking Lot Improvements Page 2 65 GAKLAND C®UNTYPARKS Service Portfolio Category of Service Service Beneficiary of Service Classes, Workshops and Clinics — Beginning / Chipping Clinics Balanced Benefit Multi -Level Equipment Rentals I Golf Clubs Considerable Individual I Golf Carts — Electric Benefit Golf Carts - Pull Conference Center Concession/Vending/ I Grill Room Banquet Vending Machines Golf Balls Shirts Hats I Mostly Individual Merchandise for Resale Benefit Gloves Misc. (Tees, Ball markers, etc.) Rentals / Exclusive Use Tee -times — Public — Private — Non -Profit I Tee -times - Private (OCPRC Service Portfolio Project — June 2014) Target Tier Minimum 100 125 150 Notes: Glen Oaks provides multiple services identified in the service portfolio, the two most notable being tee times and banquets. Parking lot improvements have the potential to help improve cost recovery goals park -wide by providing a better overall park experience, leading to repeat business and word-of-mouth referrals to the golf course. Planning Review: Glen Oaks Golf Course Parking Lot Improvements Page 3 GAKLAND COUNTYPARKS Provision Strategy Service Fit Financial Market Alternative Provision Pricing Capacity Position Coverage Strategy Strategy Chipping Clinics Golf Club Rentals Golf Cart Rentals Conference Center Cost Grill Room Advance Recovery: Good Vending Machines High Strong Low Market Secondary Resale of Golf Balls Position Market Resale of Clothing Resale of Merchandise Affirm Secondary - Tee -Times Good High Strong High Market i Position Competitive (OCPRCService Portfolio Project —June 2014) Notes: Providing a better overall golf course experience will indirectly help OCPR to advance our market position. Planning Review: Glen Oaks Golf Course Parking Lot Improvements Page 4 67 _Mundy Gm^� Township City of Grand Blanc Grand Blanc Village of Goodrich Hadl 7Metamora Village 9 Dryden Almontof Almont Township I - TownshipAtlas J Township Township Township P J P ~ 'I Township TownshipBerlin Township iiiiii•iiiiiiii••i••�iiiii� _ _ i-•-••♦ii0-i000-9 Village Village of Feat' n _Argentine P Township Tow ♦ of _ Ortonville Brandon_ I Leonard • Bruce Holly 6ro eland Oxford Addison City of 1 �� �— - Township Township p TownshtF Township Township ® Township p Linden • Village • Armada City of • Village of Oxford • Township i~ Fenton • of Holly „ +_ Village - • r Village of • of Rgmeo Ray Township Lake • Deerfield • 1�, JI Independence L- - .I Township• Tyrone Rose Springfield Township Orion Oakland Washington 9 11 f Township 11� Township 6 Township d f I -of� 7ownsh(p Village To nshtp • i_- Township 1 - I of Clarkston *aJ r • — I City of Lake • '- ��•-� I • Angelus ti City of —Auburn _ _ - Ctty of • Rochester• Oceoi�n Township -� ortlond High and yyh y; Hills I City o • . Shelby Township Township • T1wrship Towmhip ti, City of�' Rochest • Township �' • � Pontiac _ Hills � Macomb I • 1 = City • Township 4 J � • I ,;� of Sylvan �-- _•_ _C(ty of 'Utica • Lake City of • li • Village of Ctiy Kee o • ��' Genoa • Milford r._ I Commerrk of Orchard H Bloomfield City of •_ _ __ City of Clihtan Township (Township Brighton • Milford ` Township Lake Township Bloomfield City of Trey Sterling-- j Township Township Village of West Hills • Heights • 1 Wolverine Bloomfield : - City of --- 4 Lake ] Township City of - Brighton -'� / City of Walled Lake Wailed L Birmingham s City af- • • City of •-' `~ r Wixom �19ge of YGI %c ddhklin Village of Beverly Clawson City off Fraser • h� Ci of of Bingham 'Hills Madison Hamburg I�.N Township Green • • .fl'on C Farm, Hi IM Farms Cityof i City of City of Height Berkley Royal Oak Y • of City en Warren fJ[y of Oak Town'ship Utty of Towns p . [Villa p -oseville CrN of [Villa � Gity off-- Novi of Novi City of Center •South • Lyon Novi Southfield City of Farmington Farmington City of Pleasant city o t Ridge Lin _ City of u • _ - V hi I Oak Park P°Zkis Eastpointe •rim•i iiiiii l9f®�A`'� i irk ��ii �RINO qNk WINO City of Salem Northville I Harper Webster NortRfield Township Northville City of Redford Livonia ownship City ofWoodsTownship City �0etrolt oods1Township Township Plymquth - - o ighland J _-- - Township T , Pork CE-AA -KLAND COUNTY PARKS 1111116 s Glen Oaks Golf Sales by Zip Code 2013 Season 1 - 104 105 - 362 363 - 1021 1022 - 2618 2619 - 5061 14% of 30,212 sales are not represented due to inaccurate or incomplete zip code data 6% 25,972 of sales 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 F.-Twwwkw� w" �� or EXISTING LAYOUT PROPOSED LAYOUT EXISTING ENTRANCE PROPOSED ENTRANCE 70 Frank Rewold and Son, Inc. C,'A- tructlon WnaWr • *.enoral Contractor Job Name: Glen Oaks Parking lot Job No: 99621 Buildinlg SF:; Renovation & Modification Cost or SF: Phased Construction 333 Fast Second St. • Aocttester, MI 4&*7 (24B) MI-7242 • Pax, (248) 6515174 VNNi.fraweNoltl.com A B C D I E Re Pave j Complete Cost I- LED Existing Re Wire Wire for For 1 Future Light ! Up Grades Description _ _ Sub Parking Lot 8 Li hts Future Si ns At Entrance ! Lights 8 General Conditions 82,490 :Included Included Included Included Demo 3,500 Remove in Re Install Canopy _ _ i lompee 10,000 Earthwork Grad! ..._._..._._._—. Included _ New A roach i ! naluded ! Sidewalks Entrance 6,565 i _.... _.. _I_..__---.- _ Concrete at Storms _ 2,896 , Curbs 20,512 Parking Blocks I ;Included Pulverization jlncIqded New Paving and signs w t 217,720-^-- 1" added leveling base I Site Utilities Storm i - -� 1331 -._.._6,7_-....._ I-._......- Landscaping-..........__._... 33400 II -........_..� Irrigation & Sleeves I i 12,000 __- Fencing & Gales Black New B 10,400 Manua) Operated h I ? encing Relocated White bec6cal A i 3,000 ----- ` ( 3,500 ' 28,300 • 6,700 4,500 20,100 Pe Allowance . __..- _ _-------- -- _ 14,000 Temp Entrance Sign„ " � 15,000 Bond "^ 7,500 Contingency - Constriction 100. 55,000 2,500 600 450 2,000 _ ..- ......._ .......... — _.._...... _._..._...._ _ Sub -Total 630,214 30�804 7,300 -_ 4,950� 22,100 Fee - Fb(ad Fee Percentage 3.2/ 20,167 234 758 , 707 TOTAL I 's 650,381 31,786 ( 7,534 - 5,108 I 22,807 F:�t)ATABASEIJO13Sl99521Bids19952 Glen Oaks Parking Lot Costs.'KIG r Pagel 12/512014 10:55 AM 71 Lf �1W1 J W.,i0101k0A1►111 ��(E '► OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA FEBRUARY 10, 2015 AGENDA ITEM NO. 1O3,3.A FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Jennifer Myers, Architect/Project Manager Submitted: January 20, 2015 Subject: Red Oaks — Concession Remodel — Phase I — Construction Approval EXECUTIVE SUMMARY Staff has been working with various consultants on the future of the waterparks and waterpark concession operations for the past several years, beginning with the Waterpark Analysis performed by GreenPlay in 2012, and more recently with Global Management Amusement Professionals (GMAP), a food and beverage consultant. Both consultants, along with staff, have recommended that OCPR operate our concessions internally at the waterparks and beaches to improve customer service, generate additional revenue for the park system and better align cost recovery goals. Renovations to the Waterford Oaks and Red Oaks concessions buildings were budgeted for design in 2015 ($90,000). However, given the decision to operate the concessions internally beginning with the 2015 season, it was recommended by GMAP and confirmed by staff that a portion of the necessary remodeling was needed prior to opening for the 2015 season. The Red Oaks concession building was built in 1985. The building is functionally and aesthetically out-of-date, and does not currently allow for any significant improvement in offerings to meet the needs of today's customers. Renovations include modification of utilities and purchase of new equipment. This expenditure will greatly improve customer service at the Red Oaks concession building and will provide a good foundation to begin internal operation of OCPR's concessions. Staff is requesting authorization to proceed with construction of Phase I remodeling for the Red Oaks Waterpark Concession building in the amount of $97,290, The funding for all three facilities in the amount of $3 will be within the approved FY2015 Capital Improvement Program Management plan due to postponement of various other lower -priority capital projects. PLANNING OVERVIEW 1. Strategic Plan (2008) (Refer to Attachment A) 2. Five -Year Recreation Master Plan 2013-2017 (Refer to Attachment A) 3. Park Vision and Facility Concepts (Refer to Attachment A) 4. Capital/Maintenance Management Plan (FY2013 & 2014) a) Initial budget history: Fiscal Year Project Notes A portion of the budget funds will be allocated to the three Phase I — Concession Remodeling Project at Groveland, Red and Waterford 2015 $53,000 Oaks. 5, 2006 ADA Assessment Report 72 Page 2 a) Not applicable PROJECT OVERVIEW 1. Concession Remodel (Need): 1. Design & construction purpose: a) Remodeling of the Waterford Oaks and Red Oaks concession buildings were budgeted for design in FY2015 ($90,000). With the move to internal concession operation combined with further review of old, outdated and inefficient equipment at these facilities (and also at Groveland Oaks Concession stand), staff and GMAP determined it was necessary to complete a portion of the required remodeling needed prior to the FY2015 waterpark season. This includes modification of basic utilities for new and existing equipment at each facility, including; 1, Purchase and installation of new and larger fryers, including the necessary support equipment. a. Fryers are not large enough and cannot keep up with demand to properly serve the patrons. 2. An outdoor grill, including the necessary support equipment of work tables, portable hand sink and refrigerator. 3. Shaved ice machine. 4. Installation of the purchased pizza oven from the Pontiac Silverdome auction this past summer. 5. Installation of the purchased soft -serve ice cream machine from the Pontiac Silverdome auction this past summer. b) A larger, Phase 11 remodeling is anticipated to be designed over the next 4 to 6 months to be implemented for the 2016 season that includes: 1. Replacing failing concession equipment that has met its life -cycle and cannot be repaired due to the lack of parts, 2. Repairing and moving other concession equipment for efficient food preparation and service. 3. Update of existing utilities, i.e. gas, electric, water supply, sanitary, fire -suppression, etc. 4. May require the removal, updating and repairing existing walls, tile, built counters etc. to accommodate the required changes 2. Design & construction considerations: a) The phase I design is relatively simple, as equipment is generally being moved around, replaced and added. No structural changes are needed. b) Phase 11 conceptual design will be presented to the commission at a later date. 3, Phase I - Design program elements: a) (1) Outdoor Grill b) (1) Fryers c) (3) Shelving Units d) (8) Work/Prep Station Tables e) (2) Warming Stations f) (1) Portable Handsink g) (1) Outdoor Refrigerator h) (2) Outdoor Canopy i) (1) Under-the-counter Freezer j) (1) Shaved Ice Machine k) (1) Pizza Oven 1) (1) Soft Serve Ice Cream Machine m) Install 2 pieces of vendor provided equipment for outdoor food sales, i.e. pretzels, frozen lemonade or other. n) Utilize and/or slightly modify existing utilities to support the new equipment. 2. Design/Engineering Consultants & Construction Managers 1. Prime design consultants — JFR Architect, Inc. (JFR) 2. Construction manager— George W. Auch Company (GWA) 3. Funding considerations 1. FY2015 Capital Improvement Project 4. Project Timeline: 1, Construction bidding & procurement January 2015 2. Construction award February 2015 3. Construction start March 2015 a) The equipment will need to be installed and staff trained on its use prior to the park opening in May 2015 4. Construction end May 2015 73 Page 3 5. Red Oaks Waterpark opening May 2015 5. Fiscal Considerations: 1, This will be the first year of self -operation of the concession building, which has significant implications for expenditures and revenues. Cost Recovery for FY2014 is currently being calculated, but using FY2012 data already complied, staff has estimated the current and future average cost recovery for OCPR concessions at Waterford Oaks, Red Oaks and Groveland Oaks. a) Revenue 1. Concessions —Average: Waterford Oaks Waterpark, Red Oaks Waterpark, Groveland Oaks Beach a. FY2012 Annual Revenue $9,161' b. Projected Future Annual Revenue $147.500' C. Estimated Increase Annual Revenue $138,339 b) Expenditures: 1. Concessions —Average: Waterford Oaks Waterpark, Red Oaks Waterpark, Groveland Oaks Beach a. FY2012 Annual Expenditures $ 22,9073 b. Projected Annual Expenditures $148,433' C. Estimated Increase $125,526 2. Estimated Cost Recovery Change: a) Concession/Vending/Banquets 1. FY2012 Cost Recovery 40%' 2, Budgeted Cost Recovery 99%Z 3. Estimated Change 59% 3. Anticipated annual depreciation (beginning in FY2015): a) Total Project costs: $131,083 b) Depreciation, 25 years: $5,244 4. Life -cycle of facility: a) Red Oaks Concession 25+ year life -cycle b) Existing concession closed to Fixed Assets in 1988. 1. Initial Investment: Part of a $4,8M Project 5. Return on Investment TBD with Phase II 6. CIP Management Plan Priority Level — Red Oaks — Phase 1, Concession Remodel a) Customer Service - Efficiency/Operational Savings 6. Market Analysis: 1. Waterpark Analysis, pg. 16 & 17 Market Demographics PROCURMENT INFORMATION Bid documents were released by GWA on January 15, 2015 that included the following: Phase 1 — Concession Remodeling $57,604 a) Refer to Project Overview, Section 1, 2 & 3 for scope of work description b) Refer to Attachment F — GWA Award Recommendation 2. Bidding information: 1. Non -mandatory pre -bid meeting: January 21, 2015 a) Number of vendors in attendance: 1 b) Trades represented: 1 2. Bid opening: January 29, 2015 a) Number of vendors who bid: 4 3. Number of invited vendors: 10 3, Phase I — Project Costs: 1. Design (JFR): $ 12,164 2. Equipment: $ 22,889 1 Reference Service Portfolio 2012 2 Concession Budget for FY2015 3 Reference Service Portfolio 2012 d Concession Budget for FY2015 74 Page 4 3. Construction: $ 57,604 4. Contingency (5%): $ 4.633 5. Total: $ 97,290 ATTACHMENTS 1. Attachment A — Planning Overview 2, Attachment B — Waterpark Analysis, pg. 16 & 17 3. Attachment C — Sales by Zip Code (2013) 4, Attachment D — FY2015 Concession Budget 5. Attachment E — Construction Recommendation 6. Attachment F — Concession Photos STAFF RECOMMENDATION Staff recommends awarding a construction contract to George W. Auch Company in the amount of $57,604 for the Red Oaks — Phase I — Concession Remodeling, for a total project cost of $97,290 MOTION Move to award a construction contract to George W. Auch Company in the amount of $57,604 for the Red Oaks — Phase I — Concession Remodeling, for a total project cost of $97,290, as follows: Design (JFR): $ 12,164 Equipment: $ 22,889 Construction: $ 57,604 Contingency (5%): 4,633 Total: $ 97,290 75 Gi AKLAND COUNTYPARKS Planning Review: Red Oaks Waterpark Concession Remodeling December 8, 2014 — Planning and Resource Development Budget Center RWP—Red Oaks Waterpark Management Plan Scope FY2015: Design/engineering for the remodeling of the existing 2,550 square foot concession building (30x85), including central food service hub for remote concessions, kitchen equipment, retail sundries area and patron queuing area. (OCPRC, Sept 2014, p. 15) FY2016: Construction (OCPRC, Sept 2014, p. 71) Budget Forecast ■ FY2015 - $53,000 (OCPRC, Sept 2014, p. 15) ■ FY2016 - $625,000 (OCPRC, Sept 2014, p. 71) Strategic Plan 1.2.2 Recreation Facilities Vision: Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages (PROS Consulting, April 2008, p. 3) 1.2.2.1 Recreation Facilities 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 (PROS Consulting, April 2008, p. 4) Recreation Plan Objective 2.2: Planned Capital Improvement and Major Maintenance Projects — 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 (OCPRC, February 2013, p. 13) Park Master Planning FACILITY VISION: The vision for the Waterpark is focused on improvements in customer service that will make the current successes and high attendance sustainable. BUSINESS PRACTICES: ■ Work with food service vendor to improve attractiveness and variety of food service offered at the Waterpark, increasing revenue from food service ■ Consider offering food service from mobile vending carts both in the ticket queue and in the Waterpark Planning Review: Red Oaks Waterpark Concession Remodeling Page 1 76 C=GAKLAND COUNTYPARKS ■ Consider developing the ability to sell convenience items, such as towels, sunscreen, and disposable diapers (OCPRC, March 2013, p. 16) Public Engagement In process Participation Trends In process Facility Plans — Waterpark Assessment GreenPlay LLC and Water Technology Inc. were contracted by the Oakland County Parks and Recreation Commission to evaluate the two standalone waterparks and a beach/slide operation located at a regional park focusing on camping, all operated by Oakland County. The purpose of the Waterparks Assessment was to evaluate the physical and operational aspects of the facilities and make recommendations to enhance them. (GreenPlay LLC and Water Technology, Inc, October 2013, p. 3) Recommendations for Red Oaks ■ Remote concessions Recommendations for both waterparks ■ Re -bid concessionaire contract ■ "No Outside Food or Beverage" policy (GreenPlay LLC and Water Technology, Inc, October 2013, pp. 61-65) Facility Plans — Food and Beverage Analysis Profitable Food Facilities (PFF) sent representatives to 14 different facilities that are managed by the Oakland County Parks and Recreation Commission in order to evaluate their Food and Beverage (F&B) operations. Based on the findings of the on -site analysis, PFF created a list of recommendations that aim to help these facilities comprehend the issues that they are facing and seek to improve the general status of their F&B operations. (Profitable Food Facilities, October 2013, p. 3) Current challenges at both Red Oaks and Waterford Oaks Waterparks were identified: Design and Operations: ■ Both: Our top recommendation for OCPR is to operate the waterpark concession operations themselves. They have the highest potential for profits and are the easiest to manage. ■ Both: We recommend implementing a fresh grill concept in order to showcase an outdoor grill operation. ■ Both: Add an extra satellite location. This could include the afternoon sweet treats for our customers i.e. Funnel Cakes and Shaved Ice. ■ Both: Eliminate or minimize coolers and outside food. We can create a similar pleasurable experience and allow the grills to be rented outside the park. ■ Red Oaks: Insert utilities throughout key locations of the park to allow cart services and secondary satellite sites. Planning Review: Red Oaks Waterpark Concession Remodeling Page 2 77 GAKLAND COUNTYPARKS ■ Red Oaks: Develop an outside picnic area for customers to eat at outside of the concession stand to allow us to open an extra window service. ■ Red Oaks: Turn extra window facing the parking lot into an employee and cabana server's service window. ■ Red Oaks: Recommend locating the outdoor grill operations next to the wall of the bathrooms that are located within the seating area for the concession Sales ■ Both: Add additional cash registers (3 minimum) to help manage the additional volume using a voucher system. ■ Red Oaks: Create a large welcoming sign announcing the name and branding the building. Vendor ■ Both: End the current contract now since neither party wants to continue the contract. ■ Both: Create a more appealing menu board outside and around the park. Note We highly recommend that OCPR start with these two waterpark operations to "get your feet wet" in managing food and beverage operations. Waterparks are the easiest to manage, are seasonal by nature (we only open for 100 days) and have the most potential profit in a short period of time. (Profitable Food Facilities, October 2013, pp. 8-10) Accessibility The 2006 Accessibility Assessment was conducted by a consultant team in 2005-06 to inventory, analyze, develop options, and estimate costs for the needs of ... Oakland County Parks and Recreation Parks in regard to the specific requirements of the Americans with Disabilities Act. (Executive Summary 2006 Accessibility Assessment Report Findings: ■ Signage: Install accessible signage at three entry points ■ Main Counter: Renovate 48" length of the counter to install a 36" high counter area ■ Interior and exterior door handles: Install three interior and six exterior accessible door handles (Straub, Pettitt, Yaste; Becket & Raeder; Michigan Protection & Advocacy Service, April 2006) Agreements No grant assistance has been received for this facility. Regional and Local Plans Reference relevant federal, state, county and/or local plans — in process Land Use and Zoning State current land use and zoning designations and reference relevant ordinances/regulations — in process Planning Review: Red Oaks Waterpark Concession Remodeling Page 3 78 C-AAKLAND COUNTYPARKS Service Portfolio Category of Service Service Beneficiary of Service Target Tier Minimum Concession/Vending/ Waterpark Concessions Mostly Individual 150% Banquet Benefit (GreenPlay LLC, June 2014, pp. 41-48) Notes: Discrepancies were noted in the calculation of cost recovery between the two waterpark concession operations. Different assumptions were made at each park based on management of this service at each facility. Red Oaks Waterpark Concessions had a cost recovery estimate of 23% based on 2012 actuals. This number will be recalculated using 2014 actuals. Provision Strategy Service Fit Financial Market Alternative Provision Pricing Capacity Position Coverage Strategy Strategy Advance Cost Waterpark Good High Strong Low Market Recovery: Concessions Secondary Position Market (GreenPlay LLC, June 2014, pp. 41-48) Notes: OCPR is in a strong market position and coverage is low due to this service being located within an Oakland County Park facility. The Waterpark assessment completed in 2013 noted several opportunities to expand this service within OCPR waterparks, including self -operation and renovating the existing facilities to advance market position and increase cost recovery. References GreenPlay LLC and Water Technology, Inc. (October 2013). Oakland County Parks Waterpark Assessment. Waterford, Michigan: Oakland County Parks and Recreation Commission. GreenPlay LLC. (June 2014). Service Portfolio Project. Waterford, Michigan: Oakland County Parks and Recreation Commission. OCPRC. (February 2013). Chapter 9: Strategic Action Plan. In Five -Year Parks and Recreation Master Plan. Waterford, Michigan: Oakland County Parks and Recreation Commission. OCPRC. (March 2013). Red Oaks Park Vision and Facility Concepts 2013-2022. Waterford, Michigan: Oakland County Parks and Recreation Commission. OCPRC. (Sept 2014). FY2015-2025 Capital Improvement Management Plan. Waterford, Michigan: Oakland County Parks and Recreation Commission. Profitable Food Facilities. (October 2013). Oakland County Parks and Recreation Commission Food & Beverage Analysis. Waterford, Michigan: Oakland County Parks and Recreation Commission. PROS Consulting. (April 2008). Oakland County Parks Strategic Plan Summary Report. Waterford, Michigan: Oakland County Parks and Recreation Commission. Planning Review: Red Oaks Waterpark Concession Remodeling Page 4 79 0AKLAND COUNTYPARKS Straub, Pettitt, Yaste; Becket & Raeder; Michigan Protection & Advocacy Service. (April 2006). Oakland County Parks and Recreation Americans with Disabiliities Act (ADA) Assessmesnt and Master Plan. Waterford, Michigan: Oakland County Parks and Recreation Commission. Planning Review: Red Oaks Waterpark Concession Remodeling Page 5 80 Figure 4: 2012 Racial/Ethnic Distributions for Red Oaks Waterpark Target Area (projected from 2010 Census) 60.0% 50.0% 40.0 % 30.0 % 20.0 % 10.0 % 0.0% White Black Alone Alone _L_ A _ _u�L _J_ Somei Hispanic Asian Other Two or Origin Alone Race More (Any Alone Races Race) u 2012 56.1% 35.8% 3.8% 1.7% 2.5% 4.0% Source: ESRI Business Information Solutions 2012 (Note: Hispanic data is not race dependent.) The median income for the Red Oaks Waterpark target area was $44,565 in the 2000 Census, dipping slightly in 2012 to $43,819, according to ESRI estimates. ESRI further projects the median income will be at $51,808 in 2017. The highest percentage of the population in the Red Oaks target area (17.1 percent) earns incomes in the $50,000 — $74,999 range. This income level range within Oakland County would indicate more discretionary expenditures from these households on recreational services such as waterparks. Summary Comparison of Oakland County Demographics with those of the Red Oaks Waterpark Target Area 1. Four age categories can be significant with regard to water park participation: 0-4—waders and future participants in youth activities, 5-14—youth program participants, 15-24 youth participants moving into adult participants, often seasonal employment seekers, and 25-54 which is the broad group ranging from those establishing families to those who are newly "empty -nesters." Oakland County and the Red Oaks Waterpark target area demographics are comparable for the 0-4 and 5-15 age categories. The Red Oaks target area's population in the 15-24 age category, a significant source of seasonal employment seekers, is slightly higher at 13.6 percent than the Oakland County population in this age group at 11.8 percent. This indicates a good market for hiring waterpark seasonal employees. The biggest difference in these age demographic categories, however, is in the "family age" category, from 25-54. The Red Oaks target area's population percentage in this category is 49.2 percent, while Oakland County's percentage is 55.5 percent. This may indicate a stronger youth target audience of those ages 5-14 at Waterford Oaks than at Red Oaks. 2. The median household income for Oakland County was $60,216 in 2012, compared to a median income for the target area for Red Oaks, which was $43,819, indicating that across the County, most families potentially have discretionary income for recreational opportunities such as trips to a waterpark. However, in the Red Oaks service area, this may be more challenging. 16 81 3. In 2012, Oakland County's 528,051 housing units were 65.8 percent owner -occupied and 26.1 percent renter -occupied with an 8.1 percent vacancy rate. By comparison, the 1,043,731 housing units in the Red Oaks target area were 55.9 percent owner -occupied, 30.4 percent renter -occupied with a 13.7 percent vacancy rate, which may indicate less discretionary income for recreational opportunities such as trips to a waterpark. B. Outdoor Aquatic Centers and Waterpark Trends A challenge of agencies such as the Oakland County Parks and Recreation Commission is to continue to understand and respond to the changing aquatic interests of those it serves. In this fast -paced society, it is important to stay on top of current trends impacting aquatic facilities. The following information highlights relevant local, regional, and national outdoor aquatic center and waterpark trends from various sources that may influence the OCPRC for the next several years. According to the National Sporting Goods Association (NSGA), swimming ranked third nation-wide in terms of participation in 20111. Nationally, there is an increasing trend toward leisure and therapeutic pools and water parks. Additional indoor and outdoor amenities like "spray pads" are becoming increasingly popular as well. In some cities and counties, spray pools are popular in the summer months and are converted into ice rinks during the winter months. Traditional pools are being eliminated in favor of these "spraygrounds" that are more interactive with "plenty of buttons and levers to push and pull to activate different features."2 Recent trends in outdoor aquatics include the following': • Leisure pool concept that address the needs of recreation swimmers of all ages. • A focus on developing splash pads that are either stand-alone facilities in neighborhoods or are part of larger aquatic centers. • Themed aquatic centers. • Use of more energy -efficient motors, regenerative filters, and other energy saving equipment. • Partnering with other agencies for development and operation of new multi -faceted aquatic centers. • Combining water features with non -aquatic activities such as skate parks. • Ideas for reaching broader audiences include the in -pool movie (swimmer view film on nearby screen from a floating device) or interactive pool features using technology. 1 National Sporting Goods Association, "2011 Participation — Ranked by Total Participation", 2012. 2 Heather Reichle, "Financially Fashionable: How supplementing spraygrounds for pools impacts a budget", 0:\Trends\Current trends research backup\Trends by category\Trends by category\aquatics\Feature Story - A Growing Wave -- Reaching Diverse Audiences With Aquatic Programming.mht, accessed August 10, 2009. 3 Columbia Association, "Scan of Aquatics Industry Trends (for Columbia Master Plan)", August 11, 2011. 17 82 Nev 4a1Aropi Mimi Dfiw—m Cabrs1avbk Flint `� Flushing Flint "n Gty Yale CZaAKLAND Dwosso Flint c°�°°° Davison Lapeer Atfi°° ImlayCOUNTY PARKS Flint Burton city Lannon Flint Alin} Capac Emmett Burton Flint Burton Swartz ' creek Durand Grand Met°morn Dryden AInroM Allenton Memphis M Slane Goodrich F Gaines • • • • • • • • • • • • • • • • • • • • lancroft • g • • Holly Ortonville Orford Oxford Leonard • Romeo Armada Richmond Byron • • Linden Lake New Farlerville • Clarkston Orion Oakland • Washington Haven Fenton • Davisiors+g Lake • Ray • Orion Rochester • Washington Clarkston lake On Haven Ha • • Auburn New Red Oaks County Park Waterpark • Waterford Hills ,• White Utica Macomb Baltimore Sales by Zip Code •Highland White Lake Hartland Highland Pontiac Rochester Rochestr Utica 2013 Season fake • Waterford Pontiac 0 Utica Macomb New Howell Waterford Baltimore % Based on Complete Data (6.056) • Keep Pontiac Commerce Township West Harbor 9 Bloomfield Troy %Hp gbts Sterling Clinton Mount 0.01 - 0.04% Milford Brighton • Bloomfield Bloomfield Hills Heights T Clinton Llemers 0.05 - 0.16% Township Milford wales West Bloomfield Hells Stra'111tg Stating Township 0.17-0.31% • Lake Troy � West Bloomfield Birmingham Troy Heights Township 0.32 - 0.49% • Bloomfield Hills Claw Frown &i t ' OSO-0.69% Brighton • Nov Wixom Farmington Franklin Royal Oak n amen Clair Hudson Novi Fmmington Southfield is Warren h res 0.70-0.95% Pinckney eY • Novi Southfield Berkley Royal r� �M" Saint 0.96 -1.59% " ngt Southfield �k t ft� a Clair •auth Novi Farmington �'�= inte5hores 1.60 - 2.32% Lyon •• • • • • • • Farmingtoh • • • • • • r' # W.* 2.33 - 3.56% 5regory Whitmore Northville fake uvonia Redford Detroit Detroit Park Detroit Detroit Grosse o 10.23A 1 inch = 8 miles Detroit Hamtramck Pointe Detroit uwnia Detroit Detroit Detroit 6.18% of 6,455 sales are not represented Detroit Grosse Detroit due to inaccurate or incomplete data. Dexter Plymouth Liwnia Redford lyetroit Detroit Pointe Dearborn Detroit Detroit Dit etroetro Am e 5� Detroit Westland itDetroit Detroit 3.76% of 6,455 sales are not represented Arbor � Garden City Dearborn Dearborn it etro Detroit due to being out-of-state Ann Arbor Westland Inkster Dearborn Dearborn Detroit Canton Ann Ypsilanti Wayne Dearborn Detroit Oakland County Parks and Recreation Chelsea Ann Arbor Melvindale River Heights 2800 Watkins Lake Road Arbor Romulus Allen uncoln Rouge Waterford, MI Am Ypsilanti Belleville Ecorse Taylor Park Pork 248-858-0906 Manchester Arbor Saline Detroit Wyandotte Southgate www.Destination0akland.com 83 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 750504 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 RWC 5060431 Red Oaks Concession FY2014 Budget FY2015 Budget FY2015AM FY2015 Revised Budget FY2016 Budget PYZ=AJX FY2016 Revised Budget 30D $ 500 $ - $ - $ 45,000 $ 45,000 $ - $ 50,000 $ 50,000 $ 180,000 $ 180,000 $ - $ 200,000 $ 200,000 $ $ - $ 225,500 $ - $ 250,500 $ ?,25,500 $ 250,5nn $ - $ - $ 80,000 $ 80,000 $ - $ 75,000 $ 75,000 $ - $ - $ 4,000 $ 4,000 $ - $ 3,750 $ 3,750 $ - $ - $ 50 $ 50 $ - $ 50 $ 50 $ - $ - $ 5,000 $ 5,000 $ - $ 5,000 $ 5,000 $ - $ - $ 1,000 $ 1,000 $ - $ 1,000 $ 1,000 $ - $ - $ 5,000 $ 5,000 $ - $ 5,000 $ 5,000 $ - $ $ 500 $ 500 $ - $ 500 $ 500 $ - $ - $ 500 $ 500 $ - $ 500 $ 500 $ - $ - $ 500 $ 500 $ - $ 500 $ 500 $ - $ - $ 1,000 $ 1,000 $ - $ 1,000 $ 1,000 $ - $ - $ 1,500 $ 1,500 $ - $ 500 $ 500 $ - $ - $ 1,000 $ 1,000 $ - $ 1,000 $ 1,000 $ - $ - $ 1,500 $ 1,500 $ - $ 500 $ 500 $ - $ - $ 2,500 $ 2,500 $ - $ 2,500 $ 2,500 $ $ - $ 5,000 $ 5,000 $ - $ 5,000 $ 5,000 $ $ - $ 75,000 $ 75,000 $ - $ 75,000 $ 75,000 $ - $ - $ 500 $ 500 $ - $ 250 $ 250 $ - $ - $ 2,500 $ 2,500 $ - $ 2,500 $ 2,500 $ - $ - $ 1,000 $ 1,000 $ - $ 1,000 $ 1,000 $ - $ - $ 500 $ 500 $ - $ 500 $ 500 $ - $ - $ 5,000 $ 5,000 $ - $ 2,500 $ 2,500 $ - $ - $ 1,500 $ 1,500 $ $ 1,500 $ 1,500 $ - $ - $ 250 $ 250 $ $ 250 $ 250 $ - $ - $ 400 $ 400 $ - 4W $ 4C3 $ - $ - $ 195,700 $ 195,700 $ - $ 18517M > 1PS.700 $ - $ - $ 29,800 $ 29,800 $ - $ 64,800 $ 64,800 Copy of 2015-2016 Concession Budgets.xlsx 84 George W. Auch Company General Contractas / Consirucuon Managers P.O. Box 430719 (48343-0719) 735 S. Paddock Street Pontiac, Michigan 48341-3241 (248) 334-2000 Fax 334-3404 Sims 19011 MMH January 30, 2015 Mr. Michael Donnellon Oakland County Parks & Recreation 2800 Watkins Lake Road Waterford, MI 48328 RE: Oakland County Parks & Recreation Red Oaks Phase 1— Concession Renovation GWA Project No. 8297 Dear Mr. Donnellon, e We have completed a review of the bids received on January 29, 2015 for the above -referenced project and make recommendations for award of contracts to the low bidders per the attached schedule. The estimated total project budget for project is Fifty -Seven Thousand Six Hundred and Four ($57,604.00) 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. Eschner Assistant Project Manager Enclosures CC: Jim Munchiando, George W. Auch Co. Therefore, when we build, let us think that we build forever —and fet us think as we lay stone upon stone that a time will come when men will say, as they look upon the labor and wrought substance of them, 'See, this our fathers did for us' —John Ruskin 85 CONFIDENTIAL OAKLAND COUNTY PARK RECREATION A m = AM W Im RED OAKS PHASE I - CONCESSION RENOVATION Over a Century of Building Trust PROJ ECT BIDJBUDGET SUMMARY Base Bid Recommendation 15.1: Plumbing $ 1,526.00 $ 1,526.00 16.1: Electrical $ 5,000.00 $ 5,000.00 Architectural Allowance $ 7,360.00 $ 7,360.00 Upgrade Ansul System $ 7,500.00 $ 7,500.00 Site Restoration $ 2,500.00 $ 2,500.00 $ 23,886.00 $ 23,886.00 Testing $ 5,000.00 $ 5,000.00 Permits $ 5,000.00 $ 5,000.00 General Conditions $ 15,000.00 $ 15,000.00 Contingency $ 4,888.60 $ 4,889.00 CM Fee $ 2,215.48 $ 2,215.00 OCP $ 760.00 $ 760.00 GL $ 283.75 $ 283.75 Performance Bond $ 570.34 $ 570.34 TOTALS $ 57,604.17 J $ 57,60411 IIRECOMMENDATION $ 57,604 11 86 Oakland Countv Parks & Recreation Red Oaks Phase I- Concession Renovation PROPOSALS RECEIVED: Thrusday, January 29, 2015 at 12:00 Noon Subcontractor Recommendation Specification Add, Base Bid Altarnales Contract Award j Bid Recommendation Section I Noted� Amount I Recommendation DIVISION 15 Proposal16.1. Plumbing 1 S 1.526.00 Subcontract for Building Construction USA Plumbing & Sewer Service Division 1: General Requirements 15900 32 Mile Road Specifications on drawings and all related work Ray Twp., MI 46096 Phone: (586) 731-3535 Fmc (586) 7395150 Contact Rick Galvin DIVISION 18 Propowl16.1: Electdcal Subontract for Building ConsUuction 1 S 15,654.00 Dlviskm 1: General Requirements Wade's Electrical Contracting Specifications on drawings and all related work 60860 Van Dyke Washington, MI 48094 Phone: (586) 677.2019 Fax: (586) 677.201a Contact R. Wade Wiliams Total of Subcontractor Recommendation: 5 1,526,00 S 15,654.00 $ 17,180.00 Page 1 0l 1 87 BID TABULATION Oakland County Parks & Recreation Red Oaks Phase I - Concession Renovation Witnesse by - PROPOSALS DUE: Thursday, January 29, 2015 @ 12:00pm @ George W. Auch Company Office Public Opening @ 2:00 p.m. - Oakland County Parks and Recreation Office Company 11 City Bid Tabulations Proposal15.1: Plumbing Proposal Add. I Bid I Cert. Aff.Of 15.1 Noted Bond Check Comp. E.O.S. ✓ ✓ Comments 88 BID TABULATION Oakland County Parks & Recreation Red Oaks Phase I - Concession Renovation Witnessed by: PROPOSALS DUE: Thursday, January 29, 2015 @ 12:00pm @ George W. Auch Company Office Public Opening @ 2:00 p.m. - Oakland County Parks and Recreation Office Company Bid Tabulations Proposal16.1: Electrical Proposal Add. Bid Cert. Aff.Of 11 City 16.1 Noted Bond Check Comp. E.O.S. Comments �rl ��i 22 , l ✓ ✓ ✓ ✓ 89 di W,& 0 F6 1 1 wk re Exterior Patio i --r Y um �� IS em +ice Counter ik Per `�r�ea y r� ■ II I' .-.1 "-Fri d 9 e now :raw,.! } L � I [MnrFF,-icoico f Ice Ma'c I� LO1I jN._V10lkeiij►Ia,A1kI:i� � I � OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA .,........ ra ,.,w.,..c w....w..... , .. _11' m.. J 11'N'l , .. FEBRUARY 10, 2015 AGENDA ITEM NO. 10 B.3.13 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Jennifer Myers, Architect/Project Manager Submitted: January 20, 2015 Subject: Waterford Oaks — Concession Remodel — Phase I Construction Approval EXECUTIVE SUMMARY Staff has been working with various consultants on the future of the waterparks and waterpark concession operations for the past several years, beginning with the Waterpark Analysis performed by GreenPlay in 2012, and more recently with Global Management Amusement Professionals (GMAP), a food and beverage consultant. Both consultants, along with staff, have recommended that OCPR operate our concessions internally at the waterparks and beaches to improve customer service, generate additional revenue for the park system and better align cost recovery goals. Renovations to the Waterford Oaks and Red Oaks concessions buildings were budgeted for design in 2015 ($90,000). However, given the decision to operate the concessions internally beginning with the 2015 season, it was recommended by GMAP and confirmed by staff that a portion of the necessary remodeling was needed prior to opening for the 2015 season. The Waterford Oaks concession building was constructed in 1976, with some renovations made in 1995, The building is functionally and aesthetically out-of-date, and does not currently allow for any significant improvement in offerings to meet the needs of today's customers. Renovations include modification of utilities and purchase of new equipment. This expenditure will greatly improve customer service at the Waterford Oaks concession building and will provide a good foundation to begin internal operation of OCPR's concessions. Staff is requesting authorization to proceed with Conceptual Phase I remodeling for the Waterford Oaks Waterpark Concession in the amount of $104,099, The funding for all three facilities in the amount of $315,984 will be within the approved FY2015 Capital Improvement Program Management plan due to postponement of various other lower priority capital projects. PLANNING OVERVIEW 1. Strategic Plan (2008) (Refer to Attachment A) 2. Five -Year Recreation Master Plan 2013-2017 (Refer to Attachment A) 3. Park Vision and Facility Concepts (Refer to Attachment A) 4, Capital/Maintenance Management Plan (FY2013 & 2014) a) Initial budget history: Fiscal Year I Project Notes A portion of the budget funds will be allocated to the three Phase I — 2015 $37,000 Concession Remodeling Project at Groveland, Red and Waterford Oaks. 92 Page 2 5. 2006 ADA Assessment Report a) Not applicable PROJECT OVERVIEW Concession Remodel (Need): Design & construction purpose: a) Remodeling of the Waterford Oaks and Red Oaks concession buildings were budgeted for design in FY2015 ($90,000). With the move to internal concession operation combined with further review of old, outdated and inefficient equipment at these facilities (and also at Groveland Oaks Concession stand), staff and GMAP determined it was necessary to complete a portion of the required remodeling needed prior to the FY2015 waterpark season. This includes modification of basic utilities for new and existing equipment at each facility, including; 1. Purchase and installation of new and larger fryers, including the necessary support equipment. a. Fryers are not large enough and cannot keep up with demand to properly serve the patrons, 2. An outdoor grill, including the necessary support equipment of work tables, portable hand sink and refrigerator. 3. Shaved ice machine. b) A larger, Phase II remodeling is anticipated to be designed over the next 4 to 6 months to be implemented for the 2016 season that includes the replacement of: 1. Replacing failing concession equipment that has met its life -cycle and cannot be repaired. 2. Repairing and moving other concession equipment for efficient food preparation and service. 3. Update of existing utilities, i.e. gas, electric, water supply, sanitary, fire -suppression, etc. 4. May require the removal, updating and repairing existing walls, tile, built counters etc. to accommodate the required changes Design & construction considerations: a) The phase I design is relatively simple, as equipment is generally being moved around, replaced and added. No structural changes are needed. b) Phase 11 conceptual design will be presented to the commission at a later date. Phase I - Design program elements: a) (1) Outdoor Grill b) (1) Fryers c) (1) Shelving Units d) (6) Work/Prep Station Tables e) (2) Warming Stations 0 (1) Portable Handsink g) (1) Outdoor Refrigerator h) (2) Outdoor Canopy i) (1) Shaved Ice Machine j) Install 2 pieces of vendor provided equipment for outdoor food sales, i.e. pretzels, frozen lemonade or other. k) Utilize and/or slightly modify existing utilities to support the new equipment. 2. DesigntEngineering Consultants & Construction Managers 1. Prime design consultants — Wakely & Associates (WA) 2. Construction manager — George W. Auch Company (GWA) 3. Funding considerations 1. FY2015 Capital Improvement Project 4. Project Timeline (Phase 1): 1. Construction bidding & procurement January 2015 2. Construction award February 2015 3. Construction start March 2015 a) The equipment will need to be installed and staff trained on its use prior to the park opening in May 2015 4. Construction end May 2015 5. Waterford Oaks Waterpark opening June 2015 5. Fiscal Considerations: 93 Page 3 1. This will be the first year of self -operation of the concession building, which has significant implications for expenditures and revenues. Cost Recovery for FY2014 is currently being calculated, but using FY2012 data already complied, staff has estimated the current and future average cost recovery for OCPR concessions at Waterford Oaks, Red Oaks and Groveland Oaks. a) Revenue 1. Concessions — Average: Waterford Oaks Waterpark, Red Oaks Waterpark, Groveland Oaks Beach a. FY2012 Annual Revenue $9,161' b. Projected Future Annual Revenue $147,500' C. Estimated increase Annual Revenue $138,339 b) Expenditures: 1. Concessions — Average: Waterford Oaks Waterpark, Red Oaks Waterpark, Groveland Oaks Beach a. FY2012 Annual Expenditures $ 22,907' b. Projected Annual Expenditures $148,4334 c. Estimated Increase $125,526 2. Estimated Cost Recovery Change: a) ConcessionNending/Banquets 1. FY2012 Cost Recovery 40%' 2. Budgeted Cost Recovery 99%2 3. Estimated Change 59% 3. Anticipated annual depreciation (beginning in FY2015): a) Total Project costs: $1 16,632 b) Depreciation, 25 years: $4,665 4. Life -cycle of facility: a) Waterford Oaks Concession 25+ year life -cycle b) Existing concession closed to Fixed Assets in 1990. 1. Initial Investment: Part of a $1.7M Project 5. Return on Investment TBD with Phase 11 6. CIP Management Plan Priority Level — Waterford Oaks — Phase 1, Concession Remodel a) Customer Service - Efficiency/Operational Savings Market Analysis: 1, Waterpark Analysis, pg. 16 & 17 Market Demographics PROCUREMENT INFORMATION Bid documents were released by GWA on January 15, 2015 that included the following: 1. Phase 1 — Concession Remodeling $65,054 a) Refer to Project Overview, Section 1, 2 & 3 for scope of work description b) Refer to Attachment F — GWA Award Recommendation 1. This award includes an alternate to use a permanent propane tank instead of portable local tanks that will require weekly refilling, in the amount of $1,700 Bidding information: 1. Non -mandatory pre -bid meeting: January 21, 2015 a) Number of vendors in attendance: 1 b) Trades represented: 1 2. Bid opening: January 29, 2015 a) Number of vendors who bid: 4 3. Number of invited vendors: 10 Phase l -- Project Costs: 1. Design (WA): $ 14,000 2. Equipment: $ 20,087 3. Construction: $ 65,054 4. Contingency (5%): $ 4,958 1 Reference Service Portfolio 2012 2 Concession Budget for FY2015 3 Reference Service Portfolio 2012 4 Concession Budget for FY2015 94 Page 4 5. Total: $104,099 ATTACHMENTS 1. Attachment A — Planning Overview 2. Attachment B — Sales by Zip Code (2013) 3. Attachment C — FY2015 Budget 4, Attachment D — Concession Photos 5, Attachment E — Construction Recommendation STAFF RECOMMENDATION Staff recommends awarding a construction contract to George W. Auch Company in the amount of $65,054 for the Waterford Oaks — Phase 1 — Concession Remodeling, for a total project cost of $104,099, MOTION Move to award a construction contract to George W. Auch Company in the amount of $65,054 for the Waterford Oaks — Phase 1— Concession Remodeling, for a total project cost of $104,099, as follows: Design (WA): $ 14,000 Equipment: $ 20,087 Construction: $ 65,054 Contingency (5%): $ 4,958 Total: $104,099 95 GAKLAND COUNTYPARKS Planning Review: Waterford Oaks Waterpark Concession Remodeling December 8, 2014—Planning and Resource Development Budget Center WWP — Waterford Oaks Waterpark Management Plan Scope FY2015: Design/engineering for the remodeling of the existing 2,100 square foot concession building (2805), including central food service hub for remote concessions, kitchen equipment, retail sundries area and patron queuing area. (OCPRC, Sept 2014, p. 16) FY2016: Construction (OCPRC, Sept 2014, p. 82) Budget Forecast FY2015 - $37,000 (OCPRC, Sept 2014, p. 15) FY2016 - $363,000 (OCPRC, Sept 2014, p. 82) Strategic Plan 1.2.2 Recreation Facilities Vision: Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages (PROS Consulting, April 2008, p. 3) 1.2.2.1 Recreation Facilities 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 (PROS Consulting, April 2008, p. 4) Recreation Plan Objective 2.2: Planned Capital Improvement and Major Maintenance Projects — 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 (OCPRC, February 2013, p. 13) Park Master Planning FACILITY VISION: The facility vision for the Waterpark calls for replacement of aging and deteriorating infrastructure and incorporating these changes into a new theme for the Waterpark that would clearly distinguish it from Red Oaks Waterpark and encourage visitors to enjoy a full -day, whole -park experience. Revenue would be enhanced by adding more convenience items, improving food service, improving restroom facilities, and promoting rental of picnic facilities. BUSINESS PRACTICES: Planning Review: Waterford Oaks Waterpark Concession Remodeling Page 1 M QAKLAND COUNTYPARKS ■ Encourage use of Waterpark integrated with a full -day experience at Waterford Oaks by providing amenities and conveniences that accommodate a longer stay for a family (improved food service, family restrooms, changing rooms, sale of toiletries and convenience items, comfortable places to relax) (OCPRC, July 2012, p. 13) Public Engagement In process Participation Trends In process Facility Plans — Waterpark Assessment GreenPlay LLC and Water Technology Inc. were contracted by the Oakland County Parks and Recreation Commission to evaluate the two standalone waterparks and a beach/slide operation located at a regional park focusing on camping, all operated by Oakland County. The purpose of the Waterparks Assessment was to evaluate the physical and operational aspects of the facilities and make recommendations to enhance them. (GreenPlay LLC and Water Technology, Inc, October 2013, p. 3) Recommendations for Waterford Oaks ■ Remote concessions ■ Concessions cleaning and equipment evaluation ■ Express service window Recommendations for both waterparks ■ Re -bid concessionaire contract ■ "No Outside Food or Beverage" policy (GreenPlay LLC and Water Technology, Inc, October 2013, pp. 64-65) Facility Plans — Food and Beverage Analysis Profitable Food Facilities (PFF) sent representatives to 14 different facilities that are managed by the Oakland County Parks and Recreation Commission in order to evaluate their Food and Beverage (F&B) operations. Based on the findings of the on -site analysis, PFF created a list of recommendations that aim to help these facilities comprehend the issues that they are facing and seek to improve the general status of their F&B operations. (Profitable Food Facilities, October 2013, p. 3) Design and Operations: ■ Both: Our top recommendation for OCPR is to operate the waterpark concession operations themselves. They have the highest potential for profits and are the easiest to manage. ■ Both: We recommend implementing a fresh grill concept in order to showcase an outdoor grill operation. ■ Both: Add an extra satellite location. This could include the afternoon sweet treats for our customers i.e. Funnel Cakes and Shaved Ice. ■ Both: Eliminate or minimize coolers and outside food. We can create a similar pleasurable experience and allow the grills to be rented outside the park. Planning Review: Waterford Oaks Waterpark Concession Remodeling Page 2 97 GAKLAND COUNTYPARKS ■ Waterford Oaks: We recommend locating the fresh grill station next to the main path opposite of the supervisor station on the concession stand side. Sales ■ Both: Add additional cash registers (3 minimum) to help manage the additional volume using a voucher system. ■ Waterford Oaks: Post menu advertising signage on the main entrance as guests walk through the main entrance opposite of the lockers. Vendor ■ Both: End the current contract now since neither party wants to continue the contract. ■ Both: Create a more appealing menu board outside and around the park. Note We highly recommend that OCPR start with these two waterpark operations to "get your feet wet" in managing food and beverage operations. Waterparks are the easiest to manage, are seasonal by nature (we only open for 100 days) and have the most potential profit in a short period of time. (Profitable Food Facilities, October 2013, pp. 8-10) Accessibility The 2006 Accessibility Assessment was conducted by a consultant team in 2005-06 to inventory, analyze, develop options, and estimate costs for the needs of ... Oakland County Parks and Recreation Parks in regard to the specific requirements of the Americans with Disabilities Act. (Executive Summary) 2006 Accessibility Assessment Report Findings: ■ Counters: Remove 96" of counter/cabinet and replace with 36" high counter (counters are in 96" sections) ■ Interior and exterior door hardware: Replace with accessible hardware (Straub, Pettitt, Yaste; Becket & Raeder; Michigan Protection & Advocacy Service, April 2006) Agreements OSA 080 (1968): Land purchased with assistance from the federal Open Space Land Program BF21-9544 (1975): Bathhouse/Concession Building originally built with assistance from the Recreation Bond Fund Program; remodeled in 1995. Wave pool was also constructed with assistance from this grant CM00-002 (2000): wave pool replacement with assistance from the CMI Bond Fund Program Regional and Local Plans Reference relevant federal, state, county and/or local plans — in process Land Use and Zoning State current land use and zoning designations and reference relevant ordinances/regulations — in process Planning Review: Waterford Oaks Waterpark Concession Remodeling Page 3 98 CIAKLAND CQUNTYPARKS Service Portfolio Category of Service Service Beneficiary of Service Target Tier Minimum Concession/Vending/ Waterpark Concessions Mostly Individual 150% Banquet Benefit (GreenPlay LLC, June 2014, pp. 56-60) Notes: Discrepancies were noted in the calculation of cost recovery between the two waterpark concession operations. Different assumptions were made at each park based on management of this service at each facility. Red Oaks Waterpark Concessions had a cost recovery estimate of 88% based on 2012 actuals. This number will be recalculated using 2014 actuals. Provision Strategy Service Fit Financial Market Alternative Provision Pricing Capacity Position Coverage Strategy Strategy Advance Cost Waterpark Good High Strong Low Market Recovery: Concessions Position Secondary Market (GreenPlay LLC, June 2014, pp. 56-60) Notes: OCPR is in a strong market position and coverage is low due to this service being located within an Oakland County Park facility. The Waterpark assessment completed in 2013 noted several opportunities to expand this service within OCPR waterparks, including self -operation and renovating the existing facilities to advance market position and increase cost recovery. References GreenPlay LLC and Water Technology, Inc. (October 2013). Oakland County Parks Waterpark Assessment. Waterford, Michigan: Oakland County Parks and Recreation Commission. GreenPlay LLC. (June 2014). Service Portfolio Project. Waterford, Michigan: Oakland County Parks and Recreation Commission. OCPRC. (February 2013). Chapter 9: Strategic Action Plan. In Five -Year Parks and Recreation Master Plan. Waterford, Michigan: Oakland County Parks and Recreation Commission. OCPRC. (July 2012). Waterford Oaks Park Vision and Facility Concepts 2013-2022. Waterford, Michigan: Oakland County Parks and Recreation Commission. OCPRC. (Sept 2014). FY2015-2025 Capital Improvement Management Plan. Waterford, Michigan: Oakland County Parks and Recreation Commission. Profitable Food Facilities. (October 2013). Oakland County Parks and Recreation Commission Food & Beverage Analysis, Waterford, Michigan: Oakland County Parks and Recreation Commission. PROS Consulting. (April 2008). Oakland County Parks Strategic Plan Summary Report. Waterford, Michigan: Oakland County Parks and Recreation Commission. Planning Review: Waterford Oaks Waterpark Concession Remodeling Page 4 GAKLAND COUNTYPARKS Straub, Pettitt, Yaste; Becket & Raeder; Michigan Protection & Advocacy Service. (April 2006). Oakland County Parks and Recreation Americans with Disabiliities Act (ADA) Assessmesnt and Master Plan. Waterford, Michigan: Oakland County Parks and Recreation Commission. Planning Review: Waterford Oaks Waterpark Concession Remodeling Page 5 100 New La"rop ylemtf Flushing Flint crnsvise nmumbfav0le Brown cityMoms Yale QJAKLAND Flint '��O Flint c°ru°°° Burton °arts°° Imlay Lapeer Attica city COUNTY PARKS Flint Flint Flint Capac Emmett Lennon Burton Flint Burton 1� Swartz Creek Grand Metomora bryden Almornt Atlantan Memphis � Durand Blanc Goodrich Gaines • • • • • • • • • • Bancroft 0 0• • • A Holly Ortonville Oxford Pxfwd Leonard • Romeo Armada Richmond Byron • • Unden Lake Orlon Oakkmd • Washington Clarkston New• Haven Fowlerville Fenton Davisburg Lake Ray Orion Rochester • Washington Clarkston New Haven • Lake Orion • Auburn New Waterford Oaks County Park Waterpark • Waterford White Hills '• Utica Macomb Baltimore Sales by Zip Code Hartland•Highland Highland White Lake Pontiac Rochester Raahastgr Utica 2013 Season • lake Waterford Pontiac Utica Macomb New Howell Waterfo Baltimore % Based on Complete Data (4,948) • �90 Pontiac s Commerce West Harbor Sterling Clinton .02 - .OB°h Milford Township Bloomfield Bloomfield Troy 4leighfs Sterling Mount Township Clemens Hanson 09-.18% Brighton • Bloomfield Hills • Heghts Clinton Township 19-.36% Milford Walled West Bloomfield Hills Sterling Stem Township • Troy Troy *egg Heigh Lake West Bloomfield CBntan .37 - .54% • Birmi Bloaafleld Hills elawson • ownship Frasa• Saint .55 - .76% Brighton New Wixom �a(ry�trn Franklin + "I Oak Wares • Novi Clair 77-.92% Hudson Fa-l"n Southfield Warren RosevilleSho Southfield Berkley OakdI • Center Saint M .93-1.31% Pinckney• •o ^h !`IOd Line Novi Farmington So�ieldOak Park Hasf� Way Clair W@ in 1.32 - 1.83% 0 Lyon ran E Farmington F rnd�e Parr • • • • • • • • • • • • tote ��. Shores 1.64 - 4% • • • • 41ig#-n� Harper o Whitmore � rY Northville Livonia Redford Detroit Detroit Park Detroit Detroit Woods 4.1 - 6°h 1 inch = 8 mhos Lake Detroit Hamtramck Grosse 7.39% Livonia Detroit Detroit Detroit Detroit Pointe 5.3% of 5,224 sales are not represented Dezta Plymouth Livonia Radford Detroit Detroit �� Pointe due to inaccurate or incomplete data. Dearborn betrnit Detroit Detroit Detroit Ann Arbor �gnts Detroit Detroit Westland canton Barden Defnott beh t 7.6% of 5 2 , 24 sales are not represented Detroit city Dearborn Dearborn Detract �TM0it due to being out-of-state Ann Arbor Westland Inkster Dearborn Dearborn Detroit Chelsea Ann Ypsilanti Canton Wayne Dearborn Oakland County Parks and Recreation Ann Arbor Melvindale Heights be,ro;t River 2800 Watkins Lake Road Arbor Allen Uncoln Waterford, MI Ann Romulus Rouge Belleville Taylor Park Park 248-858-0906 Arbor Ypsilanti Manchester Saline betrott 1 www.Destination0akland.com SouthoateWyandotte — 101 WWC 5060437 Waterford 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 750504 Small Tools 28 750581 Uniforms 29 761121 Depreciation Equipment 30 774363lnfoTech Operations 31 774677 Insurance Fund 32 775754 Maintenance Department Charges 33 778675 Telephone Communications NET TOTAL FY2014 Budget FY2015 Budget FY 2015 ADJ FY 2015 Revised Budget FY2016 Budget FY 2016 ADJ FY 2016 Revised Budget $ 500 $ 500 $ $ 500 $ - $ 30,000 $ 30,000 $ - $ 35,000 $ 35,000 $ 110,000 $ 110,000 $ - $ 120,000 $ 120,000 $ $ $ 140,500 $ 140,500 $ $ 1ss,500 $ 155,500 $ - $ - $ 60,000 $ 60,000 $ - $ 55,000 $ 55,000 $ - $ - $ 3,000 $ 3,000 $ - $ 2,750 $ 2,750 $ - $ - $ 25 $ 25 $ $ 25 $ 25 $ - $ - $ 5,000 $ 5,000 $ - $ 5,000 $ 5,000 $ - $ - $ 500 $ 500 $ $ 500 $ 500 $ - $ - $ 5,000 $ 5,000 $ - $ 5,000 $ 5,000 $ - $ - $ 500 $ 500 $ - $ 500 $ 500 $ - $ - $ 500 $ 500 $ $ 500 $ 500 $ - $ - $ 500 $ 500 $ - $ 500 $ 500 $ $ - $ 1,000 $ 1,000 $ - $ 1,000 $ 1,000 $ - $ $ 1,500 $ 1,500 $ - $ 500 $ 500 $ - $ - $ 1,000 $ 1,000 $ - $ 1,000 $ 1,000 $ - $ - $ 11500 $ 1,500 $ - $ 500 $ 500 $ - $ - $ 2,500 $ 2,500 $ $ 2,500 $ 2,500 $ - $ - $ 5,000 $ 5,000 $ - $ 5,000 $ 5,000 $ - $ $ 50,000 $ 50,000 $ - $ 50,000 $ 50,000 $ - $ - $ 500 $ 500 $ - $ 250 $ 250 $ - $ $ 2,500 $ 2,500 $ $ 2,500 $ 2,500 $ - $ - $ 1,000 $ 1,000 $ - $ 1,000 $ 1,000 $ - $ - $ 500 $ 500 $ $ 500 $ 500 $ - $ - $ 5,000 $ 5,000 $ - $ 2,500 $ 2,500 $ - $ - $ 1,500 $ 1,500 $ - $ 1,500 $ 1,500 $ - $ - $ 250 $ 250 $ - $ 250 $ 250 $ - $ - $ 4CO $ 400 $ $ 400 $ 400 $ $ $ 149,175 $ 149,175 $ $ 139,175 $ 139,175 $ - $ - $ (8,675) $ (8,675) $ $ 16,325 $ 16,325 Copy of 2015-2016 Concession Budgets.xlsx 102 ........ .... fm L I 41VOTHOTS1 & M-4 p Exterior Patio _.OMV.L -, I p f re Wrf% r e a al r . Service Counter Vol oil Back, rep-Orea, li PAT - mum Back Sink prep. �iAo- On �r �I t 4 i %I a ■W it � George W. Auch Company General Contractors / Consinxtion Managers P.O. Box 430719 (48343-0719) 735 S. Paddock Street Pontiac, Michigan 48341-3241 (246) 334-2000 Fax 334-3404 Since 1908 MOM January 30, 2015 Mr. Michael Donnellon Oakland County Parks & Recreation 2800 Watkins Lake Road Waterford, MI 48328 RE: Oakland County Parks & Recreation Waterford Oaks Phase I — Concession Renovation GWA Project No. 8298 Dear Mr. Donnellon, We have completed a review of the bids received on January 29, 2015 for the above -referenced project and make recommendations for award of contracts, including Alternate No. 1 (installation of propane piping to new owner supplied propane tank) to the low bidders per the attached schedule. The estimated total project budget for project is Sixty -Five Thousand Fifty Four ($65,054.00) 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 D elle R. Eschner Assistant Project Manager Enclosures CC: Jim Munchiando, George W. Auch Co. Therefore, when we build, let us think that we bulld forever— and lotus think as we lay stone upon stone that a time wlII come when men will say, as they look upon the labor and wrought substance of them, 'See, this our fathers did for us' —John Ruskin 105 CONF/DENTfAL OAKLAND COUNTY PARK RECREATION AL U ANN WATERFORD OAKS PHASE I - CONCESSION RENOVATION Over a Century of Building Trust PROJECT BID/BUDGET SUMMARY Base Bid Alternate No. 1 Recommendation 15.1: Plumbing $ 3,697.00 $ 1,700.00 $ 5,397.00 16.1: Electrical $ 15,250.00 $ 15,250.00 Architectural Allowance $ 7,150.00 $ 7,150.00 Site Restoration $ 2,500.00 $ 2,500.00 $ 28,597.00 $ 1,700.00 $ 30,297.00 Testing $ 5,000.00 $ 5,000.00 Permits $ 5,000.00 $ 5,000,00 General Conditions $ 15,000.00 $ 15,000.00 Contingency $ 5,359.70 $ 170.OD $ 5,530.00 CM Fee $ 2,425.92 $ 74.80 $ 2,502.00 OCP $ 760.00 $ 760.00 GL $ 310.71 $ 9.72 $ 320.45 Performance Bond $ 624.53 $ 19.55 $ 644.09 TOTALS $ 63,077.87 $ 1,974.07 I $ 65,054 11 11RECOMMENDATION $ 65,054 11 106 Oakland County Parks & Recreation Waterford Oaks Phase 1-Concession Renovation PROPOSALS RECEIVED: Thrusday, January 29, 2015 at 12:00 Noon Subcontractor Recommendation Specification I Add, I Base Bid FAlternates Contract Award Bid Recommendation Section Noted Amount Recommendation DIVISION 15 Proposal 16.1: Plumbing 1 S 3,697.00 S 1,700.00 S 5,397,00 Subcontract for Building Construdon Installation of USA Plumbing & Sewer Service Division 1: General Requirements Propane gas One 15900 32 We Road Spermcations on drawings and all related work to owner supplied Ray Twp„ MI 43096 propane lank Phone: (556) 731-3535 ACCEPTED Fax: (58S) 739-5150 Contact Rick Galvin DIVISION 96 Proposal 16,1: Electrical Subcontract for Building Construction Division 1: General Requuemen65 Wade's Electrical Contracting Specifications on drawings and all related work 60880 Van Dyke Washington, MI 48094 Phone: (586) 6T7-2019 Fax: (586)677-20le Contact R. Wade Williams Total of Subcontractor Recommendation: 1 $ 15,250.01) S 15,250.00 $ 2D,647.00 Page 1 of 1 107 BID TABULATION Oakland County Parks & Recreation Waterford Oaks Phase I - Concession Renovation PROPOSALS DUE: Thursday, January 29, 2015 @ 12:00 p.m. @ George W. Auch Company Office Public Opening @ 2:00 p.m. - Oakland County Parks and Recreation Office Bid Tabulations Proposal 15.1: Plumbing Proposal Alternate Company City 15.1 1 ct �tk\v.s o-�-'\\l '9r <<CGC� . Cloc Wit n sed by:X. i� Add. I Bid Cert. 11 Aff.Of. 11 Noted Bond Check Comp. E.O.S. I Comments 108 BID TABULATION Oakland County Parks & Recreation Waterford Oaks Phase I - Concession Renovation PROPOSALS DUE: Thursday, January 29, 2016 @ 12:00 p.m. @ George W. Auch Company Office Public Opening @ 2:00 p.m. - Oakland County Parks and Recreation Office Bid Tabulations Proposal 16.1 - Electrical Proposal Add. Bid Company City 16.1 Noted Bond S x# J �i�-r1,-�G �1 ^2 2 ��t l�� � 2�� • 1 1-10 Witnessed by: Cert. Aff.Of 11 Check Comp. E.O.S. Comments i% ✓ 109 OAKLAND COUNTY PARKS RECREATION COMMISSION AGENDA FEBRUARY 10, 2015 AGENDA ITEM NO. 10.BAc FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J, Donnellon, Jr., Chief of Park Facilities Maintenance & Development Jennifer Myers, Architect/Project Manager Submitted: January 20, 2015 Subject: Groveland Oaks — Concession Remodel — Phase I — Construction Approval EXECUTIVE SUMMARY Staff has been working with various consultants on the future of the waterparks and waterpark concession operations for the past several years, beginning with the Waterpark Analysis performed by GreenPlay in 2012, and more recently with Global Management Amusement Professionals (GMAP), a food and beverage consultant. Both consultants, along with staff, have recommended that OCPR operate our concessions internally at the waterparks and beaches to improve customer service, generate additional revenue for the park system and better align cost recovery goals, Renovations to the Waterford Oaks and Red Oaks concessions buildings were budgeted for design in 2015 ($90,000). However, given the decision to operate the concessions internally beginning with the 2015 season, it was recommended by GMAP and confirmed by staff that a portion of the necessary remodeling was needed prior to opening for the 2015 season. The Waterford Oaks concession building was constructed in 1976, with some renovations made in 1995, The building is functionally and aesthetically out-of-date, and does not currently allow for any significant improvement in offerings to meet the needs of today's customers. Renovations include modification of utilities and purchase of new equipment. This expenditure will greatly improve customer service at the Waterford Oaks concession building and will provide a good foundation to begin internal operation of OCPR's concessions. Staff is requesting authorization to proceed with Construction of Phase I remodeling for the Groveland Oaks Waterpark Concession in the amount of $114,595. The funding for all three facilities in the amount of $315,984 will be within the approved FY2015 Capital Improvement Program Management plan due to postponement of various other lower priority capital projects. 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) c) Chapter 1.2.2.2 Strategies 1. Establish and ADA Compliance plan for parks and golf Courses (Page 4, Bullet#11) d) Chapter 4.1 Facility Needs Assessment 1. Medium Priority (13) Overnight camping areas. (Page 19, Figure 1) 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) 110 Page 2 b) Action 2.2.JJ: Campground Group Area C and Day Use Restrooms (Chapter 9; Page 14). 3. Park Vision and Facility Concepts a) Scheduled for completion in FY2014 1. Refer to Master Planning schedule from Oakland County Parks & Recreation — Planning 4. Capital/Maintenance Management Plan (FY2013 & 2014) a) Initial budget history: Fiscal Year Project Notes A portion of the recommended funds are expected to come from the FY2015 CIP Management plan for the Red Oaks and Waterford Oaks Concession Remodeling — Design project of $90,000 (pg. 11, Project 2015 $0 #3) 5. 2006 ADA Assessment Report a) Not applicable PROJECT OVERVIEW 1. Concession Remodel (Need): 1. Design & construction purpose: a) Remodeling of the Waterford Oaks and Red Oaks concession buildings were budgeted for design in FY2015 ($90,000). With the move to internal concession operation combined with further review of old, outdated and inefficient equipment at these facilities as well as the Groveland Oaks Concession building, staff and GMAP determined it was necessary to complete a portion of the required remodeling needed prior to the FY2015 waterpark season. This includes modification of basic utilities for new and existing equipment at each facility, including; 1. Purchase and installation of new and larger fryers, including the necessary support equipment. a. Fryers are not large enough and cannot keep up with demand to properly serve the patrons. 2. An outdoor grill, including the necessary support equipment of work tables, portable hand sink and refrigerator. 3. Shaved ice machine b) A larger, Phase 11 remodeling is anticipated to be designed over the next 4 to 6 months to be implemented for the 2016 season that includes the replacement of: 1. Replacing failing concession equipment that has met its life -cycle and cannot be repaired due to the lack of parts. 2. Repairing and moving other concession equipment for efficient food preparation and service. 3. Update of existing utilities, i.e. gas, electric, water supply, sanitary, fire -suppression, etc. 4. May require the removal, updating and repairing existing walls, tile, built counters etc. to accommodate the required changes 2. Design & construction considerations: a) The phase I design is relatively simple, as equipment is generally being moved around, replaced and added. No structural changes are needed. b) Phase II conceptual design will be presented to the commission at a later date. 3. Phase I - Design program elements: a) (1) Outdoor Grill b) (2) Fryers c) (3) Shelving Units d) (5) Work/Prep Station Tables e) (2) Warming Stations f) (1) Portable Hand sink g) (1) Outdoor Refrigerator h) (1) Outdoor Canopy i) (1) Shaved Ice Machine j) Install 2 pieces of vendor provided equipment for outdoor food sales, i.e. pretzels, frozen lemonade or other. k) Utilize and/or slightly modify existing utilities to support the new equipment. ill Page 3 2. Design/Engineering Consultants & Construction Managers 1. Prime design consultants — Stephen Auger Associates (SAA) 2, Construction manager— George W. Auch Company (GWA) 3. Funding considerations 1. FY2015 Capital Improvement Program 4. Project Timeline: 1. Construction bidding & procurement January 2015 2. Construction award February 2015 3. Construction start March 2015 a) The equipment will need to be installed and staff trained on its use prior to the park opening in May 2015 4. Construction end May 2015 5. Groveland Oaks opening May 2015 5. Fiscal Considerations; 1. This will be the first year of self -operation of the concession building, which has significant implications for expenditures and revenues. Cost Recovery for FY2014 is currently being calculated, but using FY2012 data already complied, staff has estimated the current and future average cost recovery for OCPR concessions at Waterford Oaks, Red Oaks and Groveland Oaks. a) Revenue 1. Concessions — Average: Waterford Oaks Waterpark, Red Oaks Waterpark, Groveland Oaks Beach a. FY2012 Annual Revenue $9,161, b. Projected Future Annual Revenue $147,5002 C. Estimated Increase Annual Revenue $138,339 b) Expenditures: 1. Concessions — Average: Waterford Oaks Waterpark, Red Oaks Waterpark, Groveland Oaks Beach a. FY2012 Annual Expenditures $ 22,9073 b, Projected Annual Expenditures $148,4334 C. Estimated Increase $125,526 2. Estimated Cost Recovery Change: a) Concession/Vending/Banquets 1. FY2012 Cost Recovery 40%' 2. Budgeted Cost Recovery 99%2 3. Estimated Change 59% 3. Anticipated annual depreciation (beginning in FY2015): a) Total Project costs: 133,650 b) Depreciation, 25 years: $5,346 4. Life -cycle of facility: a) Groveland Oaks Concession 25+ year life -cycle b) Existing concession closed to Fixed Assets in 1990. 1. Initial Investment: $658,860.22 5. Return on Investment TBD with Phase II 6. CIP Management Plan Priority Level — Groveland Oaks — Phase I, Concession Remodel a) Customer Service - Efficiency/Operational Savings 6. Market Analysis: 1. Not available at this time PROCUREMENT INFORMATION Bid documents were released by GWA on January 15, 2015 that included the following: Phase 1 — Concession Remodeling $75,096 a) Refer to Project Overview, Section 1, 2 & 3 for scope of work description ' Reference Service Portfolio 2012 2 Concession Budget for FY2015 ' Reference Service Portfolio 2012 ° Concession Budget for FY2015 112 Page 4 b) Refer to Attachment C — GWA Award Recommendation 2. Bidding information: 1. Non -mandatory pre -bid meeting: a) Number of vendors in attendance: b) Trades represented: 2. Bid opening: a) Number of vendors who bid: 3. Number of invited vendors: 3. Phase I — Project Costs: 1. Design (SAA): $ 12,000 2. Equipment: $ 22,042 3. Construction: $ 75,096 4. 5% Contingency $ 5,457 5. Total Project Costs $114,595 ATTACHMENTS 1. Attachment A — FY 2015 Concession Budget 2. Attachment B — Construction Recommendation 3. Attachment C — Concession Photos STAFF RECOMMENDATION January 21, 2015 1 January 29, 2015 4 10 Staff recommends awarding a construction contract to George W. Auch Company in the amount of $75,096 for the Groveland Oaks - Phase I Concession Remodeling, for a total project cost of $114,595. MOTION Move to award a construction contract to George W. Auch Company in the amount of $75,096 for the Groveland Oaks - Phase I Concession Remodeling, for a total project cost of $114,595, as follows: Design (5AA): $ 12,000 Equipment: $ 22,042 Construction: $ 75,096 5% Contingency $ 5,457 Total Project Costs $114,595 113 GRC 5060420 Giroveland Oaks Concession REVENUES ROW # Account Acct Descr 1 630308 Commission Food Services 2 632023 Sales (non-taxable) 3 632037 Sales Retail (tax) 4 5 EXPENDITURES 6 702010 Salaries Regular 7 722740 Fringe Benefits 8 730121 Bank Charges 9 730198 Building Maintenance Charges 10 730247 Charge Card Fee 11 730562 Electrical Service 12 730646 Equipment Maintenance 13 730786 Garbage and Rubbish Disposal 14 730814 Grounds Maintenance 15 73111S Licenses and Permits 16 731241 Miscellaneous 17 731269 Natural Gas 18 731388 Printing 19 731500 Public Information 20 731780 Software Support Maintenance 21 731941 Training 22 732102 Water and Sewage Charges 23 750063 Custodial Supplies 24 750154 Expendable Equipment 25 750385 Merchandisse for Resale 26 750399 Office Supplies 27 750504 Small Tools 28 750581 Uniforms 29 761121 Depreciation Equipment 30 774363 Info Tech Operations 31 774677 Insurance Fund 32 775754 Maintenance Department Charges 33 778675 Telephone Communications NET TOTAL FY2014 Budget FY2015 Budget FY 201$ AD) FY 2015 Revised Budget FY2016 Budget FY 2016 AM FY 2016 Revised Budget ]W500 $ 11500 $ - 1,500 $ - $ 15,000 $ 15,000 $ - $ 20,000 $ 20,000 $ 60,000 $ 60,000 $ - $ 70,000 $ 70,000 $ $ - $ 76,500 $ $ 91,500 $ 91,500 $ 76,500 $ - $ - $ 40,000 $ 40,000 $ - $ 40,000 $ 40,000 $ - $ - $ 2,000 $ 2,000 $ - $ 2,000 $ 2,000 $ - $ - $ 25 $ 25 $ - $ 25 $ 25 $ - $ - $ 51000 $ 5,000 $ - $ 5,000 $ 5,000 $ - $ - $ 250 $ 250 $ - $ 250 $ 250 $ - $ - $ 5,000 $ 5,000 $ - $ 5,000 $ 5,000 $ $ - $ 500 $ 500 $ - $ 500 $ 500 $ - $ - $ 500 $ 500 $ $ 500 $ 500 $ - $ - $ 500 $ 500 $ $ 500 $ 500 $ - $ - $ 11000 $ 11000 $ - $ 1,000 $ 1,000 $ - $ $ 1,500 $ 1,500 $ - $ 500 $ 500 $ - $ - $ 11000 $ 11000 $ - $ 11000 $ 1,000 $ - $ - $ 750 $ 750 $ - $ 250 $ 250 $ - $ - $ 2,500 $ 2,500 $ - $ 2,500 $ 2,500 $ - $ - $ 51000 $ 51000 $ - $ 5,000 $ 5,000 $ - $ - $ 25,000 $ 25,000 $ - $ 25,000 $ 25,000 $ $ - $ 500 $ 500 $ - $ 250 $ 250 $ $ - $ 2,500 $ 2,500 $ - $ 2,500 $ 2,500 $ - $ - $ 750 $ 750 $ - $ 750 $ 750 $ - $ - $ 500 $ 500 $ - $ 500 $ 500 $ - $ - $ 3,500 $ 3,500 $ - $ 1,500 $ 1,500 $ - $ - $ 11500 $ 1,500 $ - $ 1,500 $ 1,500 $ - $ - $ 250 $ 250 $ - $ 250 $ 250 5 - $ $ 400 v 400 $ 5 400 $ 400 S - $ - $ 100,42g $ 100,425 $ - $ 96,fi7s $ 96,675 $ - $ - $ (23,925) $ (23,925) $ - $ (5,175) $ (5,175) Copy of 2015-2016 Concession Budgets.xlsx 114 George W. Auch Company Generai Contractors i Construction Managers P.O. Box 430719 (48343-0719) 735 S. Paddock Street Pontiac, Michigan 48341-3241 (248) 334-2000 Fax 334-3404 Sims 1BOB AVCH January 30, 2015 Mr. Michael Donnellon Oakland County Parks & Recreation 2800 Watkins Lake Road Waterford, MI 48328 RE: Oakland County Parks & Recreation Groveland Oaks Phase I — Concession Renovation GWA Project No. 8299 Dear Mr. Donnellon, We have completed a review of the bids received on January 29, 2015 for the above -referenced project and make recommendations for award of contracts to the low bidders per the attached schedule. The estimated total project budget for project is Seventy Five Thousand Ninety Six ($75,096.00) 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 D , lelle R. Eschner Assistant Project Manager Enclosures CC: Jim Munchlando, George W. Auch Co. Therefore, when we build, let us think that we build forever — and let us think as we lay stone upon stone that a time will come when men will say, as they look upon the labor and wrought substance of them, 'See, this our fathers did for us' — John Ruskin 115 CONFIDENTIAL OAKLAND COUNTY PARK RECREATION Am Mdw M M GROVELAND OAKS U vW n PHASE I - CONCESSION RENOVATION Over o Century of Building Trust PROJECT BID/BUDGET SUMMARY Base Bid Recommendation 15.1: Plumbing $ 2,740,00 $ 2,740.00 16.1. Electrical $ 15,000.00 $ 15,000.00 Concrete Allowance $ 5,400.00 $ 5,400.00 Architectural Allowance $ • 6,800.00 $ 6,800.00 Mechanical Allowance $ 6,500.00 $ 6,500.00 Site Restoration $ 2,500.00 $ 2,500.00 $ 38,940.00 $ 38,940.00 Testing $ 5,000.00 $ 5,000.00 Permits $ 5,000.00 $ 5,000.00 General Conditions $ 15,000.00 $ 15,000.00 Contingency $ 6,394.00 $ 6,394.00 CM Fee $ 2,888.00 $ 2,888.00 OCP $ 760.00 $ 760.00 GL $ 369.91 $ 370.00 Performance Bond $ 743.52 $ 744.00 TOTALS $ 75,095.43 I $ 75,09611 11RECOMMENDATION $ 75,09611 116 Oakland Countv Parks & Recreation Groveland Oaks Phase I - Concession Renovation PROPOSALS RECEIVED: Thrusday, January 29, 2015 at 12:00 Noon Subcontractor Recommendation Specification I Add. Base Bid Bid Recommendation Section Noted Amount DIVISION 15 Proposal 15.1: Plumbing 1 S 2,740.00 USA Plumbing & Sewer Service 15900 32 Mile Road RayTwp.. MI 48096 Phone: (586) 731-3535 Fax: (586) 739-5150 Contact: Rick Galvin DIVISION 16 Proposal16.1: Electrical J&J Electric, Inc. 25162 Mound Road Warren, MI 48091 Phone: (586) 757-7080 Fax: (586) 757-7083 Contact Sam Ellison Subcontract for Building Construction Division 1: General Requirements Specifications on drawings and all related work Subcontract for Building Construction Division 1: General Requirements Specifications on drawings and all related work Total of Subcontractor Recommendation: 1 $ 15,000.00 Alternates ( Contract Award Recommendation 5 2,740.00 S 15.000.00 $ 17,740.00 Page 1 of 1 117 BID TABULATION Oakland County Parks & Recreation Groveland Oaks Phase I - Concession Renovation PROPOSALS DUE: Thursday, January 29, 2016 @ 12:00pm @ George W. Auch Company Office Public Opening @ 2:00 p.m. - Oakland County Parks and Recreation Office Bid Tabulations Proposal15.1: Plumbing Proposal Company City 16.1 Witn sed by: U Add. Bid Cert. Aff.Of. Noted Bond Check Comp. E.O.S. Comments i .✓ Y 118 BID TABULATION Oakland County Parks & Recreation Groveland Oaks Wii ssed by: Phase I -Concession Renovation �//�l✓��� PROPOSALS DUE: Thursday, January 29, 2015 @ 12:00pm ' @ George W. Auch Company Office 1 h Public Opening @ 2:00 p.m. - Oakland County Parks and Recreation Office Bid Tabulations Proposal16.1: Electrical Proposal Add. Bid Cert. Aff.Of. Company City 16.1 Noted Bond Check Comp. E.O.S. Comments ✓ ✓ 119 Exterior Patio Service Counter T � Front Prey , , a P e area a- f Ceiling Panels r 5 Freezer. FEBRUARY 10, 2015 1 1,1i�R_�yIusem II&A' 11;iaft OAKLAND COUNTY PARKS &, RECREATION COMMISSION AGENDA -- AGENDA ITEM NO. 10 C BUSINESS DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Supervisor of Planning & Resource Development Submitted: February 3, 2015 Subject: Proposed Michigan Natural Resources Trust Fund Grant Application -- Independence Oaks Fishing Pier/Boat Dock Replacement INTRODUCTION AND HISTORY Staff is requesting support for a grant application to the Michigan Natural Resources Trust Fund (MNRTF) development grants program for the replacement of a fishing pier/boat dock at Independence Oaks County Park. Staff feels that this relatively small project is a good fit for the MNRTF given their history of funding most development grant applications at or under $50,000, Currently there are two fishing pier/boat docks within the Twin Chimneys Picnic Area at Independence Oaks. Both are used to board patrons of senior programs onto Oakland County's accessible pontoon boat and during the Wheelchair Daze event held annually at Twin Chimneys. The docks also provide fishing access to the lake for the public. However, the two docks are over twenty-five years old and are failing. Exact placement of the new dock will be determined as part of a redesign project for the entire Twin Chimneys Area that will take place in 2015 using funds allocated in the FY2015 budget for barrier removal projects. The goal of the redesign project is to create universal accessibility within the picnic area. The project is currently listed in the CIP and is estimated at $81,200. Staff recommends requesting 62% ($50,000) from the MNRTF, with the remaining 38% ($31,200) to be funded by OCPRC. Budget: Floating Pier $52,000 Transition Platform $ 3,500 Access route $ 6,300 4 accessible parking spaces $ 8,000 Permit fees $ 700 MNRTF Plaque $ 200 Engineering (15%) $10,500 Total project cost $81,200 ATTACHMENTS • Resolution of support for MNRTF application • Project Narrative • Aerial Maps 122 Page 2 W STAFF RECOMMENDATION The staff recommends the Commission approve the attached resolution authorizing the application to the Michigan Natural Resources Trust Fund for a $50,000 grant to construct a universally accessible fishing pier/boat dock at Independence Oaks County Park, MOTION Move to approve the attached resolution authorizing the application to the Michigan Natural Resources Trust Fund (MNRTF) for a $50,000 grant, to construct a universally accessible fishing pier/boat dock at Independence Oaks County Park, and forward it to the Oakland County Board of Commissioners for final approval. 123 MISCELLANEOUS RESOLUTION BY: PLANNING AND BUILDING COMMITTEE, PHILIP J. WEIPERT, CHAIRPERSON IN RE: PARKS AND RECREATION COMMISSION — REQUEST FOR IN SUPPORT OF THE APPLICATION FOR A 2015 MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT GRANT FOR THE OAKLAND COUNTY PARKS AND RECREATIONUNIVERSALLY ACCESSIBLE FISHING PIERIBOAT DOCK PROJECT AT INDEPENDENCE OAKS COUNTY PARK To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS, the Oakland County Parks and Recreation Commission has been notified by the Department of Natural Resources that application for cost sharing grants from the 2015 Michigan Natural Resources Trust Fund Program may be submitted by April 1, 2015; and WHEREAS, the Oakland County Parks and Recreation Commission has identified and established priorities for improvements within the adopted 2013-2017 5-year Recreation Plan and the adopted 2015 Capital Improvement Program Budget Plan; and WHEREAS, the Oakland County Parks and Recreation Commission recommends the filing of the following application to the Department of Natural Resources for a $50,000 grant (62% of total project costs) from the 2015 Michigan Natural Resources Trust Fund Program with a local match made up of $31,200 from the Parks and Recreation Fund (38%); and WHEREAS, the grant agency requires a resolution from the Governing Body in support of the application. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners authorize and approve the 2015 Michigan Natural Resources Trust Fund Program development grant application. Date: Moved by: Supported by: AYES: ( ) NAYS: ( } 124 Universally Accessible Fishing Pier/Boat Dock at Independence Oaks County Park PROJECT JUSTIFICATION AND SUPPORT The Oakland County Park system was created in 1965 and has acquired more than 6,700 acres of public land, including significant and rare natural areas, and developed thirteen public parks. The Michigan Department of Natural Resources (MDNR) and Huron -Clinton Metropolitan Authority (HCMA) have also acquired and developed regional park and recreation facilities in Oakland County and elsewhere in SE Michigan. With 1.2 million people calling Oakland County home and 4.7 million people living in SE Michigan, the numerous parks and recreation areas, both those mentioned and the parks owned by the communities within the county, ensure adequate public access without overuse of the resources and recreation opportunities they desire. Following decades of steady population growth, there has been a leveling off in southeastern Michigan since the 1970s. According to US Census data from 2000 to 2010, the total population of SE Michigan declined by 2.7 percent. Oakland County saw a slight growth of 0.7 percent. However, the population of people aged 65+ in the county increased by 17.9 percent and, according to projections made by the Southeast Michigan Council of Governments (SEMCOG), is expected to almost double from about 159,000 in 2010 to about 305,600 by 2035. Meeting the recreational needs of this aging population will present new challenges for park and recreation providers. Chief among them will be the renovation and/or construction of facilities that meet or exceed the requirements of the Americans with Disabilities Act as aging Baby Boomers demand equal access to the natural areas and recreation opportunities they enjoy. This project proposes to improve and increase the access to fishing at Independence Oaks Park by installing a universally accessible fishing pier on Crooked Lake. The pier will also serve as a loading dock for the accessible pontoon boat owned by Oakland County Parks and used primarily for senior and adaptive programming. Oakland County Parks is active in providing programs for seniors and persons with disabilities. Each year we host Wheelchair Daze at the Twin Chimneys Picnic Area within Independence Oaks Park. A pontoon boat was acquired in 2008 with funding assistance from the Access to Recreation Initiative, administered by the Recreation and Parks Association Foundation and funded by W. K. Kellogg Foundation. Rides on this accessible boat are a popular event each year; for some with disabilities it is the first time they have been able to ride in a boat and enjoy a pleasant lake tour. Independence Oaks Park is located in Independence Township, in the north central region of the county. According to NRPA guidelines', regional parks such as Independence Oaks draw from a service area of about one hour driving time. Given its location close to 1-75, this area includes a large part of southeastern Michigan, including the cities of Detroit, Pontiac, Flint, Livonia, and Brighton, as well as areas in between (driving time information obtained from 1 Recreation, Park, and Open Space Standards and Guidelines, National Recreation and Park Association, 1995. 1/20/2015 125 www.bing.com). Of course, other factors influence people's choices of where to recreate, including the existence and proximity of other parks. In addition to Independence Oaks, other regional parks —Indian Springs Metropark, Pontiac Lake State Recreation Area, and Waterford Oaks and Orion Oaks County Parks —are also located in or near north central Oakland County. Indian Springs Metropark, Pontiac Lake State Recreation Area and Orion Oaks County Park also offer natural resource -based recreation opportunities. Public Support The fishing pier/boat dock project is included in the current recreation plan (2013-2017) and is the "Boardwalk/Dock Replacement" item listed on the capital improvement plan (CIP) for construction in 2016. All public input requirements were met when developing both the 5-year recreation plan and the CIP. During the 30-day comment period for the 5-year recreation plan, numerous comments were received (see Chapter 8 of the plan) and most were positive. There were no comments indicating opposition to replacing fishing piers/boat docks at Independence Oaks. According the U.S. Census Bureau, approximately 11% of the population in Oakland County has a hearing, vision, cognitive, ambulatory, or self -care disability. To help ensure that recreation opportunities are available to all residents, regardless of ability, we will be seeking out the advice and comments from the disability community regarding this proposal. Plans are being developed to form an Accessibility Advisory Council to help guide Oakland County Parks with all future park planning and projects to ensure adequate access for all. PROJECT DESCRIPTION Location of Project Replacing a fishing pier/boat dock at the Twin Chimneys Picnic Area at Independence Oaks has been given a high priority as indicated by its inclusion in the CIP for 2016. As mentioned above, each year we host Wheelchair Daze at the Twin Chimneys Picnic. Pontoon boat rides at this and other events and fishing from the docks throughout fishing season are popular activities. While there are no regular bus routes serving Independence Oaks County Park, people with a disability, those with a low income, senior citizens, veterans, and former prisoners can apply for mileage reimbursement from Freedom Road Transportation, a non-profit organization dedicated to providing transportation to underserved individuals of Oakland County. Design Choices/Universal Design The proposed dock will have the following features: • A 72-foot long by 8-foot wide main section with a 36-foot long by 8-foot wide T-section; • Transition plate from the access route onto the dock; • Four additional accessible parking spots in the existing parking lot; • Level, hard -surface access route (8 feet wide) to the dock. Environmental Sustainability OCPRC uses helical piers as a standard practice to install docks and piers. Helical piers are less disruptive to the area where they are installed, as no heavy equipment disturbs the bottom of 2 1/20/2015 126 the lake and the piers are "screwed" in, which is less disruptive to aquatic vegetation than digging and filling a hole. In addition to the sustainable features of the facility proposed in this application, Oakland County Parks has already established the following green initiatives: Recycling Recycling programs for patrons at all campgrounds, waterparks, golf courses and day use parks are being established. Parks employees recycle paper, plastic, metals, batteries, lights and ink cartridges in special collection containers. Cleaning products • All park facilities now utilize "green" cleaning products that are low in volatile organic compounds, reducing the amount of toxins in the air. Bio fuel All park equipment runs on bio-diesel fuel. All parks use bio-lubricants for cleaning and lubricating equipment. Land & Water • All parks now have designated "no mow zones," which will decrease the amount of gas and energy used in maintaining park property and allows for natural plant progression. • Integrated Pest Management principles have been established system -wide to reduce the use of chemical pesticides. • An exemplary storm water management project has been installed at Waterford Oaks County Park to protect water quality in the Clinton River Watershed. • As parking lots at the parks are renovated, bio-swales are installed to collect storm water and help protect streams and tributaries within the watershed. Energy Conservation • Energy audits have recently been conducted at facilities to identify improvements for efficiency. These audits have provided valuable roadmaps for upgrades that will be done as funding sources allow. • Lighting changes funded through energy conservation grants have reduced energy consumption. • Energy management of HVAC systems is conducted at all park facilities through a computer program. • Equipment replacement with Energy Star Equipment is practiced. To further OCPRC's commitment to environmental sustainability, an internal Green Initiative grant program was begun in 2012. Each year since, the most innovative and energy -saving projects have been chosen to further the park system's goal of lessening Oakland County Park's impact on the environment. Communications and Marketing The parks system's Communications and Marketing Unit functions as an in-house agency providing communications, marketing, promotions, advertising, media relations, photography, 1/20/2015 127 videography, design, printing, signage, and website content development for the county's thirteen parks and golf courses. Information is communicated via the system's award -winning porta12, DestinationOakland.com, Facebook, Twitter, news releases, magazines, newspapers, and 300+ outside websites, including Travel Michigan. Community Connections Initiative, a quarterly newsletter, is emailed to all of Oakland County's cities, villages and townships and is posted on Destination Oakland.com. Additionally, e-marketing messages are sent to more than 91,000 individuals who have opted in to receive information on parks, programs, special events and discount offers. In 2011, a print campaign was initiated with The Oakland Press, a daily newspaper with a Sunday circulation of 72,000 and 3.5 million page views. The Special section focuses on outdoor recreation, including camping, golf, waterparks, and more. Four-color brochures are distributed twice annually at local libraries, Great Lakes Crossing Mall, real estate offices, boy/girl scouts, sports shops, city/village/township offices, recreation departments, chambers of commerce, and Oakland County offices. Oakland County has developed a very strong tie to the people it serves who have a disability. Our partnerships with more than 30 non-profit agencies, schools, and disabled sports organizations enable us to cooperatively provide and advertise unique recreation options. Two certified therapeutic recreation specialists and one special education teacher coordinate programs and assist individuals in participating in all programs. Inclusion services are offered to encourage and enhance opportunities for people with varying abilities to participate in programs and events hosted by Oakland County Parks. Oakland County Parks encourages and supports the participation of individuals with disabilities in all programs. Safety and Crime Prevention Independence Oaks County Park has a large entrance sign that is standard to the park system. The park is fenced around its entire perimeter to prevent trespassing both into and out of the park onto private property. There are directional signs on all major roads near the site and continue on to direct travelers to the entrance. The entrance is monitored by means of a contact station, which is open during park hours every day from Memorial Day until Labor Day and on weekends the remainder of the year. Park hours are clearly posted. In addition, Oakland County Sheriff Officers patrol the park regularly. Most of the nature trails within the park are west of Stewart Lake, away from the park roads. The 2.5 mile River Loop crosses the park road at only one, well -marked location. All but short spur trails are looped. 2 Recognized as an "Outstanding Agency Website" by the national organization, the Center for Digital Government, in 2010. Websites were judged on innovation, functionality, and efficiencies. 4 1/20/2015 128 NATURAL RESOURCE ACCESS AND PROTECTION Along with Addison Oaks Park, Independence Oaks County Park was named one of the top 10 best family -friendly places to hike by MetroParent Magazine in 2012. Recreation opportunities at the park include swimming, boating, fishing, picnicking, baseball, volleyball, hiking, playgrounds, nature study —over 150 species of birds have been identified at the site —and the winter activities of cross country skiing, ice skating, and ice fishing. There are 12 miles of hiking trails, including 2.5 miles of paved trail. It is the natural features of the park that enhance the visitor experience, and Oakland County Park and Recreation staff is actively engaged in the management and conservation of its natural features. For example, in May 2011 staff from the DNR Fisheries Division conducted a lake fisheries survey and found high catch rates and above -average sized game fish, including bluegill, pumpkinseed sunfish, largemouth bass, and northern pike in Upper Bushman Lake. However, they also determined that the lake has a limited spawning habitat and had little -to -no fishing pressure historically. Therefore in April 2012, the Fisheries Division proposed a Catch- and- Release Only Special Designation for Upper Bushman Lake. The order was approved by the DNR Director and the Oakland County Parks and Recreation Commission, and has received letters of support from the Michigan Bass Federation, Clinton River Watershed Council, Oakland County Bass Anglers, and Ducks Unlimited. Fishable populations of fish are found in Crooked Lake, including largemouth bass and bluegill— with better than average fishing —and bullhead, black crappie, yellow perch, northern pike — with fishable populations present. The maintenance of the fishing pier/boat dock will be incorporated into the grounds maintenance budgets of the park. Staff anticipates that the current costs for overall operation and care of facilities within the park system will not significantly increase following the completion of this project. WIN: I Ill Wall : u : 110 Park Entrance Fees Vehicle entrance fees are as follows for Addison Oaks, Groveland Oaks, Highland Oaks, Independence Oaks, Lyon Oaks, Orion Oaks, Red Oaks Dog Park and Nature Center, and Rose Oaks county parks. There are no entrance fees for walk-ins or bicyclists, except at Groveland Oaks ($1/resident; $2/non-resident). There are no entrance fees at Springfield Oaks, Waterford Oaks, Glen Oaks, Red Oaks Golf, or White Lake Oaks county parks. • $5 per car per day: Oakland County residents • $10 per car per day: non-residents • $4 per car per day: Seniors 62+/People with Disabilities/Active Military Bus/Van (12 passenger or larger) fees are: • $1/person (min. $8) Oakland County residents (persons riding Oakland County Parks buses get in free) • $2/person (min. $10) non-residents • $12/bus (max.) Seniors 62+/ People with Disabilities /Active Military 1/20/2015 129 Annual Vehicle Permit fees: • $30 Resident o $22 Seniors 62+/ People with Disabilities /Active Military $46 Non-resident o $30 Seniors 62+/ People with Disabilities /Active Military • $54 Parks Perks Pass (Parks Perks Pass valid at Oakland County parks plus 13 Metroparks) Please note that reduced rates are offered to seniors, people with disabilities, and active military personnel. Recreation Assistance Program Oakland County Parks and Recreation recognizes and provides assistance to people in communities in Oakland County who do not have the means to easily access Oakland County Parks. Since 1982, the County's Recreation Assistance Partnership Program (RAPP) has provided bus transportation to Oakland County Parks. One of the buses is fitted with a lift system for accessibility. OCRPC also brings recreation facilities and programs to communities in the form of mobile stages, bounce houses, and other transportable recreation equipment. These services are available to any community in the county for a cost, but communities may apply for a grant to help offset the cost for their residents. Most recently, the Oakland County Parks and Recreation Commission approved $200,000 to support the 2015 program, an increase of $50,000 over recent years' approved amount of $150,000, demonstrating the strong support this program has from the commission. With the RAPP program, people who might not otherwise have the means to visit Oakland County parks or enjoy the programs and services we offer are able to do so at reduced cost and greater convenience. 1/20/2015 130 i rT t OZAKLAND COUNTY PARKS Af 4� 4 r JIM r� l" Independence Oaks 49 ' DNR Grant Application - 2015 40 { Proposed Boat/Fishing Dock 4.A . � I I I 0 100 200 Feet 0 Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.Destination0akland.com AL -aiiij A 131 0Z., "A K L A N D COUNTY PARKS r r � 0 Independence Oaks DNR Grant Application - 2015 Proposed Boat/Fishing Dock 0 1,000 2,000 Feet if Oakland County Parks and Recreation 2800 Watkins Lake Road Waterford, MI 248-858-0906 www.Destination0akland.com 132 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA FEBRUARY 10, 2015 AGENDA ITEM NO, 10 D ADMINISTRATION To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Submitted: February 4, 2015 Subject: Proposed Unrestricted Net Asset Policy Revision INTRODUCTION AND HISTORY Staff has been working with the Executive Committee over the past several months to revise the Oakland County Parks and Recreation Unrestricted Net Asset Policy. We have incorporated the recommended changes from the Executive Committee, with input from Oakland County Fiscal Services, and have provided a copy for your review. Staff is also working with Fiscal Services to develop a monthly report that will project depreciation for CIP projects that are being completed, as well as reflect depreciation project schedules that have expired. 133 GAKLAND COUNTY PARKS I. STATEMENT OF PURPOSE: Date Adopted: Dated Revised: Policy # Page 1 of 4 Unrestricted Net Asset Policy (UNAP) The Unrestricted Net Asset Policy (UNAP) serves the function to assist in determining the dollar amount of the Unrestricted Net Assets found in the Comprehensive Annual Financial Report (CAFR) allocated to Operating Reserve, Capital Reserve and Capital Improvement Plan. II. POLICY The general purpose of the reserve is to help to ensure the long term financial stability of the organization and position it to respond to varying and unexpected economic conditions and changes affecting the organization's financial position and the ability of the organization to continuously carry out its mission. The Parks & Recreation Commission will maintain a Board -Designated Operating Reserve Fund to achieve the following objective(s): 1. To enable the organization to sustain operations through delays in payments of committed funding and to accept reimbursable contracts and grants without jeopardizing ongoing operations; 2. To promote public and fonder confidence in the long-term sustainability of the organization by preventing chronic cash flow crises that can diminish its reputation and force its leaders to make expensive short-term crisis -based decisions, III. DEFINITIONS Definitions: Unrestricted Net Assets is the amount equal to the Total Assets minus the sum of Non -Current Assets and Liabilities, as described in the County's CAFR. From this amount Unrestricted Net Assets are categorized as: Operating Reserve — amount in reserve to meet varying, unexpected or emergency operating requirements. Capital Reserve — amount in reserve available to meet varying, unexpected or emergency capital acquisitions. Amount Available for Capital Improvement — perpetual amount to fund capital projects. 134 CGAKLAND COUNTY PARKS IV. RESERVE FUNDING Date Adopted: Dated Revised: Policy # Page 2 of 4 Unrestricted Net Asset Policy (UNAP) 1. Surplus from annual operations - Financial trends disclose that operating expense favorability is the primary means of replenishing the Unrestricted Net Asset account. Likewise, unrestricted net assets and operating reserves are depleted through annual deficits of revenues under expenses. 2. Projects which would create or increase revenue, reduce expenditures or otherwise create a situation where revenues exceeded expenditures would also contribute to the maintenance of the account. 3. Contributions 4. Unused and unrestricted capital acquisition funding included in the annual cash operating budget (may need board action to re -designate) 5. Borrowing funds from the County's Delinquent Tax Revolving Fund for one-time expenditures, as specified in the County's General Appropriations Act. Evaluation and recommendations of each applicable capital funding mechanisms will be researched and analyzed based on the project size and financial impact to the organization. Where applicable, the Parks and Recreation Commission will be provided an analysis of advantages and disadvantages of each funding option to assist in the decision -making process. V. PROCEDURES During each budget process, Fiscal Services will provide a pro -forma Unrestricted Net Asset report detailing the anticipated account balance based on the proposed budget to assist in asset planning. Determining the Reserve amounts: Operating Reserve — The portion of unrestricted net assets not designated by the Parks and Recreation Commission. The amount is to be set at 25% of the current year Adopted Budget, reflecting required funding from the period 10/1 thru 12/31 while tax revenue is being collected. 135 CAKLAND COUNTY PARKS Date Adopted: Dated Revised: Policy # Page 3 of 4 Unrestricted Net Asset Policy (UNAP) Capital Reserve — An amount set at between 25% and 30% of the Capital Budget. Planned Use of Balance — Revenue account used for budgetary purposes only. Use of the account should be limited to one-time items, annual depreciation or a portion thereof, or to reduce net assets to be in line with targeted Net Position. Amount Available for Capital Improvement Plan — Comprises of the following components: a. Project Estimated Cost and Adjustments b. Impact of budgeted account specifically used to fund the Capital Improvement Plan c. Capital Equipment Budget Plan and Allowance d. Grants and Contributions e. Unfunded future year projects e: The target balance of the Unrestricted Net Position is an amount equal to six (6) months of the current year Parks and Recreation Operating Budget. VI. USES Unrestricted Net Assets provides a funding source for extraordinary or unplanned capital purchases as approved by the Board. On a case by case basis, and approved by the Commission, the balance is available for transfer to alleviate instances when operating expenditures exceed operating revenues. VII. GOVERNANCE It is recommended the level of reserves be reviewed as part of the annual budget process. Unrestricted Net Asset will be managed on an ongoing basis and reports made to the board of any significant variations from the target balance, as part of the regular financial reporting to the Board. Restrictions of Unrestricted Net Assets may only be imposed by outside parties, such as: creditors, grantors, contributors, laws or regulations of other governments. 136 GAKLAND COUNTY PARKS Date Adopted: Dated Revised: Policy # Page 4 of 4 Unrestricted Net Asset Policy (UNAP) VIII. AUTHORIZATION OF DRAWDOWN FROM THE OPERATING RESERVE FUND Decreases of the fund from the established target level are not recommended except under extraordinary circumstances. A drawdown from the fund that will not or cannot be replaced with operating funds in the current fiscal year must be approved by a majority of the Board, either a majority of the votes of a quorum present at a regular Board meeting or by a 2/3 majority of the Board if such vote is conducted by other means. Note: Proposed rRevisions made on November 14, 2014 areD 29, 201 are bolded in red. 137 E0�1:t:IR:Irl616,61li►Iai;;I;im� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA FEBRUARY 10, 2015 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Submitted: February 4, 2015 Subject: Proposed 2015 Key Initiatives INTRODUCTION AND HISTORY AGENDA ITEM NO, 10 E ADMINISTRATION The Commission recommended that important OCPRC projects and programs be identified and that the staff provide the Commission with a monthly report on those key initiatives. A preliminary list of those potential key initiatives that have been identified are as follows: 1. Food Services, including the contracts for food and beverage and concessions 2. The Ory Proposal, referred to as Groveland Oaks West 3. Marketing (a long standing Commission objective) 4. County -wide survey (to be performed by a professional selected by RFP) in which the Commission should, as a group, be actively engaged 5. Accreditation After review of this list, the Executive Committee is looking for the rest of the Commission's input on the proposed suggested key initiatives to allow for further discussion. 138 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA FEBRUARY 10, 2015 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Phil Castonia, Chief of Business Operations Submitted: February 3, 2015 Subject: Food -Beverage -Golf Committee/Consultant Update INTRODUCTION AND HISTORY AGENDA ITEM NO. 11 B ADMINISTRATION A verbal update on the current Food and Beverage projects will be given at the Commission meeting on February 10, 2015, and will include the following: Pepsi Contract: • Contract language review is underway by Corp Counsel • Negotiations are continuing with Pepsi Springfield Oaks: • MMD Management (Division of Rose Foote Catering) is well underway on their planning for operations to begin when the weather breaks in March. They will be reaching out to the leagues for an open house and customized menus. • Liquor license transfer is still in process through the MLCC Concession Operations: • Staff are beginning to prepare for the onboarding of staff to operate concessions o The part time positions are now posted, recruiting and onboarding will begin in the coming months. o The full time position has been filled, Thomas Rymsza. • Menu development and contract with food distributor is almost complete. Approved Caterer List: • Bid responses have been received and will be evaluated in February. Conference Center / Golf Operations RFP Update (White Lake and Lyon Oaks): • RFP evaluations, Interviews and Negotiations have been completed and we have benchmarked our golf operations with both local competitors and national firms and have concluded our current operations are exceeding the RFP responses and it is in our best interest fiscally and for the customer service to our residents and guests that we continued to manage and operate the golf courses. • We are continuing to research and negotiated a solution to the food and beverage service for golf courses and banquet centers, We anticipate having a recommendation to the Commission at the March meeting if we progress quickly enough. 139 l�J."1.1R_t lg�I&00Lig�Ia/ _1;i►4� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA FEBRUARY 10, 2015 AGENDA ITEM NO. 11 C PLANNING & RESOURCE DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Supervisor, Planning & Resource Development Submitted: February 3, 2015 Subject: Oakland County Parks and Recreation Commercial Film and Photography Process INTRODUCTION AND HISTORY The Oakland County Parks system has always been of interest to those looking to capture images of natural resources and recreational amenities within Oakland County. In order to provide this service to those wishing to utilize the county park system's resources for profit, OCPR uses its Temporary User Permit system to provide access to the parks. This system ensures that the county is covered for liability and legal issues, as the permits are reviewed by both Corporation Counsel and Risk Management prior to execution. Long term, this use will fall under a yet -to -be -developed policy for "Commercial Activity and Fundraising" within the Oakland County Parks system. Currently the use of park property for commercial film and photography falls on level 4 of the cost recovery pyramid in the "Application/Permitted Services" category, with a cost recovery goal of 125%. The vast majority of these requests/uses take minimal staff time and oversight and the costs are easily recovered. However, they are occasionally more in-depth and time-consuming, requiring higher rates to be negotiated with the permittee. A large production was filmed at Orion Oaks during the late summer/fall of 2014. Staff will give a brief presentation on the process, timeframe and outcomes of this project as an example of the process for large- scale film production within the parks. Below please find a list of the commercial film/photography permitted at OCPR facilities in 2014. Date Location Type of use Fee March 7 & 8, 2014 Lyon Oaks Trails/Woods off main parking area JEEP still photo shoot $600 May 29 & 30, 2014 Addison Oaks park roads, beach area, Chevy commercial Buhl Estate grounds shoot/overnight vehicle storage $750 June 6, 2014 Independence Oaks Moraine Knoll Shelter Chevy still photo shoot $350 June 23 & 24, 2014 Addison Oaks camp sites, boat launch, docks Chevy still photo shoot $1,120 September 3 & 4, 2014 Addison Oaks boat launch, day use lot, Buhl Estate grounds, Lakeview Pavilion GMC commercial shoot $1,000 September 18 — Orion Oaks Clarkston Road Fields, November 7, 2014 trails Movie production $25,000 140 Page 2 Ez=a, OCPR has, for the past 3 years, used a system modeled after the National Park Service in determining rates for commercial film and photography within the park system. The system uses "base rates" as a starting point for working with potential photographers and production companies, that is able to be adjusted based upon the number of people on site, number of vehicles on -site, area being used, disruption of public access, and potential for dam agelrestoration work at the site. OCPR's Base Rate sheet for 2014 is attached. The base rates for 2015 are proposed to be the same. STAFF RECOMMENDATION The staff recommends the Commission receive and file this information. 141 OAKLAND COUNTY PARKS Commercial Film & Photography Program Oakland County Parks and Recreation (OCPR) welcomes commercial film and photography within our parks and facilities through our Temporary Use Permit system. With more than 6,500 acres of parkland, 2 waterparks, nature centers, campgrounds, golf courses, inflatables, historic estates, woods, lakes, barns, beaches and trails we have abundant resources for everything from product still shoots to locations for major movie production. OCPR utilizes "base rates" to assess potential fees for this special use of park property. The rates listed below are subject to change based on actual use of and impact to the park property (factors may include potential damage/restoration at park sites, displacement of park users, and size of area used). Please contact Melissa Prowse at (248) 249-2801 (prowsem@oakgov.com) to discuss your film and photography needs. OCPR Commercial Film & Photography Daily Base Rates 1-2 people, camera and tripod only $50 1-10 people, limited vehicles (1-5) $250 11-30 people, few vehicles (5-10) $500 31-49 people, moderate vehicles (10-19) $1,000 50+ people, heavy vehicles (20+) $1,500 100+ people, heavy vehicles $2,000 Ag kv - www.destinationoakiand.com 142 EXECUTIVE OFFICER'S REPORT ITEM # 10 D 1. Upcoming Events: Attached for your information is a list of upcoming events and programs scheduled by the Recreation Programs and Services and park staff. 2. 2015 SPDF Conference Update: The June 9, 2015, OCPRC meeting is scheduled for the same day as Special Park Districts Forum (SPDF) events scheduled at Addison Oaks. Due to staff being involved with and providing support to these events we are recommending the OCPR Commission meeting originally scheduled for this date be rescheduled. At this point an alternate date to reschedule this meeting is June 16, 2015. OCPR MRPA Awards: Awards presented at the annual Michigan Recreation and Park Association conference included: New Professional Matthew Pardy, Media Advocate Lisa LaGrou of Oakland County Moms and Video Award for the Proposed Adventure Recreation Park Video. 4. 2014 Deer Management Summary: Attached is a report from Natural Resources Planner Brittany Bird on the OCPR 2014 Deer Management program. 5. Communications and Marketing: Listed below is an update from Desiree Stanfield, Supervisor— Marketing and Communications: •Designed an ad for the 17th edition of the Carl's Golfland Magazine. The publication will be delivered in February to Sunday subscribers of The Detroit News, Detroit Free Press and The Oakland Press. Additionally, 5,000 copies will be distributed at its stores during the Demo Days Event and 2015 golf season. The issue will also be available on carlsgolfland.com where an exclusive "save up to 25% offer" will be available. •Captured statistics on the Wilder Side of Oakland County Blog "Arctic Invaders Approaching Oakland County" about snowy owls by Nature Education Writer Jonathan Schechter reveal it has been Oakland County's "most popular blog and Facebook post ever," according to Oakland County Information Technology. The blog has been shared by the Oakland Audubon Society, Southeast Michigan Land Conservancy, Polar Conservation, and more. Blog views: 1,959. Facebook: 25,512 people reached, 728 Likes, 1,417 Clicks to the Blog. Twitter: 687 Impressions, 37 Engagements (Retweets, Favorites, link clicks). •The January issue of Parks & Rec Business Monthly Magazine featured five -page article on dog park programming written by Technical Assistant Patricia Brockway. The magazine has a printed circulation of $15,000. The approximate value of the article is $20,000-$25,000. •Coordinated employee recruitment efforts for 2015 season that included: ■ A segment on Channel 4 (in direct response to a news release regarding December lifeguard training at Waterford Mott High School). The local publicity value was $9,434.87; the viewership was 216,423. Other media "hits" included The Daily Tribune and C & G Newspapers. ■ Social Media Coordinator Meagan Shafto tweeted with Fox 2's Murray Feldman about hiring lifeguards who shared it on his Job Shop segment. ■ Print ads were placed in The Oakland Press Dec. 19; Jan. 10 & 23; Feb. 6 & 20. Ads ran on Fridays and Saturdays (circulation: print — 27,634; digital-19,161). Ads also ran in C & G Newspapers Jan. 12- 16 and 19-23. Troy Times: Circulation: 31,990; Madison Park News: 20,029; Sterling Heights: 48,862; Royal Oak; 32,940; and Rochester Post: 39,767. ■ Twenty park locations received 3' x 5' signs promoting "Help Wanted" signs, the second side of which promoted the Recreation Gift Cards. The weekly traffic count for the 20 park entrances totals 88,210 vehicles, according to SEMCOG. • Developed a flyer that was posted on the Oakland County Human Resources website plus distributed at volunteer recruiting events at Oakland University and Oakland Community College, Fire and Ice; the South Office at Catalpa Oaks County Park and other locations. 143 ■ Decals on doors/restroom mirrors at 20 park locations, ■ Marketing efforts also included an emarketing message, a news release to media; posting on DestinationOakland.com plus rotating header on the website landing page. ■ Provided suggested tweets and Facebook posts to Bill Mullan: Suggested Tweets: Can you swim like a fish? #OaklandCounty needs you! OC Parks is hiring Summer Lifeguards. Apply here: (make shorter link for www.oakaov.com/hr/iobs) Enjoy working outdoors? #OaklandCounty Parks is looking for lifeguards! Swim your way to the application: (make shorter link for www.oakgov.com/hr/iobs) Suggested Facebook Posts: Want to spend your summer at a waterpark or beach? Become a lifeguard for Oakland County Parks! Apply: www.oakgQv.com/hr/iobs Summer will be here soon and Oakland County Parks wants you to be a lifeguard! Dust off your bathing suit and get ready for summer. Apply online: www,oakaov.com/hr/iobs -Wrote award PRO -Grammy award nominations for the Michigan Recreation and Park Association for: Outreach/Partnership — Recreation Assistance Partnership Program; Preschool Program- Tuning Your Tot; Adult Program — events for individuals with disabilities; and Health & Wellness - Riverwalk at Red Oaks Waterpark. -Ordered nearly 90,000 promotional items for the 2015 season; a reduction from 107,000 items ordered in 2014 based on strategic planning for special events. -Created Birthday Party Package info for OaklandCountyMoms.com that focuses on Red Oaks and Wnt nature centers and Red Oaks Golf Course FootGolf birthday party options. -Placed ads in C & G Newspapers promoting the January 10 & 24 Cooking Demonstrations at the County Market with edible WOW, Lafayette Market and Dorsey Schools Culinary Academy. Combined readership in the Birmingham -Bloomfield Eagle, Farmington Press, Rochester Post, Royal Oak Review and Troy Times was 174,048. Attendance from first event was 50+ and many referenced seeing the ad in the C & G Newspapers. -Placed a general awareness ad for Red Oaks and Wint nature centers in the Michigan Fun Pass Teachers' Edition, The publication will reach 10,000 in Macomb, Monroe, Oakland, Washtenaw and Wayne counties. -Placed a Nature Centers ad in the January issue of Metro Parent Magazine. -Promoted the January 12, 2015 start date of camping reservations with a leaderboard ad on the OaklandCountyMom. com. -Distributed authorized vehicle passes for media with suggestions for photo, video and stories for print, radio, television and digital outlets. -Media coverage included Christmas Tree Recycling WJBK-DET (FOX) Fox 2 News Weekend Market Viewership: 50,972 Publicity Value: $2,923.20 Dec. 18, 2014 7:46 a.m. 144 Volunteer for Parks The Clarkston News Dec, 25, 2014 Lifeguard Hiring- Waterparks HomeTown Life Dec, 28, 2014 Platform Tennis — Waterford Oaks Oakland CountyMoms.com Jan. 4, 2015 Valentine Social -- Adaptive Event Oakland CountyMoms.com Jan. 5, 2015 Volunteer for Parks The Daily Tribune Paul Kampe Jan, 6, 2015 Christmas Tree Recycling The Detroit News Jan, 8, 2015 Snowshoe Hike at Independence Oaks C &G News Jan 15, 2015 Aerial deer count WDIV-DET (NBC) Local 4 News at 4 Market Viewership: 140,649 Publicity Value: $13,612 Jan. 15, 2015 4:06 p.m. Preparations under way for Fire & Ice Festival in Rochester The Daily Tribune Jan. 16, 2015 145 Upcoming Events — February, 2015 Adaptive Recreation February 14, 21, 28 Sports -abilities: Open Gym/Activities for Kids with Disabilities — Boys & Girls Club Royal Oak February 6 Valentine's Social for Individuals with Developmental Disabilities — Royal Oak Community Ctr. February 13 Valentine's Social for Individuals with Developmental Disabilities — Waterford Oaks Activity Ctr. Market Programs February 7 & 28 Edible WOW Cooking Demonstration Natural Resource Education Programs February 14 Great Backyard Bird Count — Independence Oaks Nature/Interpretive Programs February 3 Early Childhood Center Field Trip — Wint Nature Center February 6 Delta Kelly Elementary Outreach Services February 6 Parents Night Out — Red Oaks Nature Center February 7 Join the Pack — Wint Nature Center February 14 Great Backyard Bird Count —Natural Resources— Wint Nature Center February 20 CSDD Field Trip --. Wint Nature Center February 21 Frozen Fun — Red Oaks Nature Center February 21 Snowshoe Tracks & Tee's — Wint Nature Center February 24 Our Lady of the Lakes Field Trip — Wint Nature Center February 27 Little Sprouts Field Trip — Wint Nature Center February 28 Heritage Girls — Tenderhearts Field Trip — Red Oaks N ature Center February 28 Maple Magic/South DIY — Red Oaks Nature Center February 28 Maple Magic/North DIY — Wint Nature Center Mobile Recreation February 1 Bus: Bloomfield Hills Rec. Ski Club to Pine Knob February 3 Bus: Avondale High School to Oxford High School February 4 Bus: Troy High School Ski Club to Mount Holly February 6 Bus: Avondale High School to Seaholm High School February 7 Bus (2): Lake Orion Dragons to Greek Town Casino February 8 Bus: Bloomfield Hills Rec. Ski Club to Pine Knob February 10 Bus (2): Four Corners Montessori to Mattheai Botanical Gardens February 11 Bus: Waterford Senior Center to Greektown February 11 Bus: Troy High School Ski Club to Mount Holly February 12 Bus (2): Four Corners Montessori to Mattheai Botanical Gardens February 14 Bus (2): Lake Orion Dragons to Greek Town Casino February 15 Bus: Bloomfield Hills Rec. Ski Club to Pine Knob February 17 Bus: Avondale High School to West Bloomfield High School February 18 Bus: Four Corners Montessori to Pewabic Pottery February 20 Bus: Waterford Twp. Parks & Recreation to the Detroit Symphony Orchestra February 20 Bus: Avondale High School to Stoney Creek Middle School February 24 Bus: Avondale High School to Rochester Hart Middle School February 25 Bus: Avondale High School to Royal Oak Middle School February 25 Bus: Waterford Tiv'p. Parks & Recreation to Meadowbrook Theater February 27 Bus: Andersonville Elementary to the State Capitol 146 Upeominfy Events — Februarv, 2015 Special Events, Does, and Health & Wellness February 7 & 14 Cross Country Ski School — Independence Oaks February 21 Fat Bike Race -- Addison Oaks Volunteer Opportunities February 6 Valentine's Social for Individuals with Developmental Disabilities — Royal Oak Community Ctr, February 13 Valentine's Social for Individuals with Developmental Disabilities — Waterford Oaks Activity Ctr. 147 2014 Deer Management Summary A total of nine, volunteer -based, managed hunts took place at Addison and Independence Oaks during the Michigan Department of Natural Resources 2014 shotgun and muzzleloader seasons, Twelve deer were harvested at each Independence and Addison Oaks. The parks achieved 100% of their harvest goals, A total of 672lbs of venison valued at $2,800 was donated to the Pontiac location of Gleaners Food Bank as part of the Michigan Sportsmen Against Hunger Program, Jim's Cracker Barrel, Clarkston served as our licensed processor. Open archery hunt activities occurred October 1 — January 1 at Addison (east unit) Highland; Independence (north unit), Orion, and Lyon Oaks. The Oakland County Sherriff Office Parks Unit completed 821 hours of stand compliance surveillance over the 6 parks during this time. Stand density counts (measure of harvest pressure) ranged from a high of 1 stand per 15 acres at Rose Oaks, to a low of 1 stand per 50 acres at Addison Oaks, Only three archery harvest reports were voluntarily submitted (3 via mail, 0 online); indicating 2 doe harvested at Orion Oaks and 1 doe harvested at Addison Oaks, However, deputy and staff field reports indicate that the actual archery harvest at all parks was on -par with what has been observed over the last 10 years (2003-2013). The 2015 Oakland County Parks Aerial Deer Survey was conducted on January 14 and 15 during 4.5-7" snow -cover conditions. Poor visibility conditions on the morning of January 14, coupled with snow loss associated with warming temperatures on the 15, necessitated that the survey be split over 2 days for completion during required snow conditions. The visual count survey was completed at an average altitude of 375 feet and 27 knots, over 9.6 hours of flight time, A total of nine Oakland County parks were surveyed. In addition, Washtenaw County Parks, and the City of Rochester Hills, Waterford Township, Springfield Township, and Oakland Township Parks and Recreation, partnered with OCPR to have key parcels within their jurisdictions surveyed (see attached preliminary survey results). A Chi-square Test of Goodness of Fit (d.f.= 1, Xz= 3.84, p< .05) was run to compare 2015 aerial survey results with 2014 density data. Within parks where hunting is permitted, Rose Oaks was the only park showing a significant decrease in deer density between 2014 and 2015 (31 deer/ sq. mi, 2014 to 12 deer/ sq. mi. 2015). Densities at all other hunting parks remained statistically stable in 2015. Four 'hunting' parks recorded deer densities at or below the State -recommended density of <20 deer per square mile; Highland (13 deer/sq. mi.), Independence (20 deer/sq. mi), Orion (14 deer/sq. mi), and Rose (12 deer/sq. mi) Oaks. Although the deer populations at Addison (30 deer/ sq, mi.) and Lyon (28 deer/ sq, mi.) Oaks remained statistically consistent since early 2014; deer herds at both parks remain above state -recommended density guidelines for optimal ecosystem health. Among the remaining (non -hunting) parks surveyed, deer densities at Groveland Oaks decreased significantly since 2014, while Waterford Oaks recorded zero deer for the second year in a row, While it should be noted that annual aerial surveys represent a snapshot in time, a comparison or 2014 and 2015 aerial survey data for parks with active deer management programs suggests that OCPR's long-term hunt management practices are contributing to a stabilization in deer densities, and facilitating herd sizes near or within State -recommended thresholds for healthy park ecosystems. Also worth noting is that the data indicates significantly higher deer density counts within jurisdictions (both Washtenaw County and Oakland County CVT's) that do not permit hunting as a management tool. 2014-2015 Beaver Trappinq Status Update A total of 5 volunteer trappers were assigned for the 2014-2015 MDNR Furbearer Harvest Season (Independence Oaks — 3, Rose Oaks — 1, Addison Oaks — 1). Trappers were selected by lottery and are working with Park Supervisors to address key areas in parks that exhibited nuisance levels of damming activity during the 2014 growing season. The goal is to manage beaver populations such that flooding 148 damage and associated impacts to built infrastructure are minimized on park and adjacent private property. Since inception of the program in 2010, removal of 4-5 beaver per year in areas experiencing nuisance -level damming has greatly reduced flooding issues the following season. As of mid -January 2015 the following harvest results were reported by park: 1. Addison Oaks: 2 adults harvested 2. Independence Oaks: North Unit 1 adult /1 juvenile harvested 3. Rose Oaks: 2 adults and 3 juveniles harvested Trapping will continue through the remainder of the MDNR Furbearer Season, which concludes March 31, 2015. Final OCPR beaver harvest data will be available in the 3 d Quarter. OCPR Wildlife Survev Summary Information Availability by Quarter Deer Management Summary — 2nd Quarter (April) Beaver Trapping Summary — 3" Quarter (May) Bluebird Nest Box Monitoring Program - 2"d Quarter (March) Frog and Toad Surveys — 4th Quarter (September) Butterfly Counts — 41h Quarter (September) Grassland Nesting Bird Surveys — 4tn Quarter (December) Additional Questions Mav be Directed To: Brittany Bird Natural Resources Planner birdb cx oakgov.com 248/858-1726 149 Oakland County Parks and Recreation Natural Resources Management Program Aerial Deer Survey Results - 2015 Last update on = 01rtI2015 by EL 2015 AERIAL DEER SURVEY RESULTS OTHER OBSERVATIONS OF NOTE Da y Agency PROPERTY 2015 Deer Count Acreage (From CVr) Sq. miles (ate/ 2015 Densities per5q. Mile(rounded-up) Turkey Tally Muskrat Huts Coyote Beaver Huts/Dams Mist 01/15/15 OCPR Addison Oaks - East 7 346 0.5404 13.00 01/15/15 OCPR Addison Oaks - Main 45 793 L2395 37.00 - OCPR Addison Oaks - ALL 52 1139 1.7799 30.00 01/14/15 OCPR Groveland Oaks 12 361 0.5547 22.00 01/14/15 OCPR Highland Oaks 6 303 0.4729 13.00 2 1 - Hut 1 -dam 01/14/15 OCPR Independence Oaks -Main 37 1094 1.7097 22.00 7 1-Crooked Lake 1-S nn Lake 01/14/15 OCPR Independence Oaks -North 2 187 0.2917 7.00 - OCPR Independence Oaks - ALL 39 1281 2.0014 20.00 01/14/15 OCPR Lyon Oaks 44 1041 1.6258 28.00 4 01/15/15 OCPR Orion Oaks 19 913 1.4264 14.00 17 1-hut OV14/15 OCPR Rose Oaks 11 639 0.9979 12.00 1 1- East of Esler Lake Ol/15/15 OCPR Waterford Oaks 0 1 185 0.2893 0.00 01/14/15 OCPR fled Oaks Park 6 37 0.0582 104.00 01/16/15 OTPR OTPR- Bear creek Nature Park 10 107 0.1672 60.00 01/15/15 OTPR OTPR-Blue Heron 8 139 0.2172 37.00 - two large wooden structures with track leading from northern private 01/16/15 OTPR OTPR-Charles llsley 7 120 0.1875 38.00 01/16/15 OTPR OTPR- DraperTwln Lake Park 25 90 0.1406 178.00 1-rabbit 01/16/15 OTPR OTPR-Stony Creek Ravine 17 60 0.0938 182.00 01/15/15 OTPR OTPR- Watershed Ridge Preserve 27 170 0.2656 102.00 01/15/15 ROCH HILLS Rochester parted 32 309 0.4827 67.00 9 01/15/15 HOCH HILLS Rochester parcel 2 56 120 0.1869 300.00 01115/15 HOCH HILLS Rochester parcel 3 16 134 0.2096 77.00 01/15/15 ROCH HILLS Rochester parcel 4 3 140 0.2187 14.00 01/16/15 ROCH HILLS Rochester parcel 5 53 160 0.2501 212.00 01/15/15 ROCH HILLS Rochester parcel 6 21 210 0.3280 65.00 01/15/15 ROCH HILLS Rochester parcel 7 14 111 0.1737 81.00 01/15/15 ROCH HILLS Rochester parcel 8 13 215 0.3364 39.00 01/15/15 ROCH HILLS Rochester parcel 9 14 236 0.3681 39.00 01/15/15 ROCH HILLS Rochester parcel 10 22 93 0.1453 152.00 1 OM4/15 SPG TWP River Run Preserve 4 72 0.1125 36.00 01/14/15 SPG TWP Shiawassee Basin Preserve 26 540 0.8431 31.00 01/14/15 WASH Leonard Bteserve 29 259 0.4047 72.00 01/14114 WASH Holneyi(owlle8by u am) 12 90 T 0.1406 86.00 0114A115 WASH Maralij (awo6dbycitydFAnaAtfiar) 5 79 0.1234 41.00 01/14/14 WASH QoddPich 4 36 0.0563 72.00�- 01/14/0 WASH Ffed111ap Prdsgjya 5 59 0.0922 55.00 - - WASH AnGaadtfith ArlaP.ayeeit 26 264 0.4125 64.00 01/14/15 WTRTWP Ness -Hathaway, 16 167 0.2609 62.00 6 01714/15 WTRTWP OCC Highland Lakes 0 157 0.2453 0.00 1-Red fox 01/14/15 WTRTWP VaantSchooi Parcel 0 81 0.1266 0.00 - WTRTWP All three properties 18 405 0.6328 26.00 TOTALS = 761 12941 20.2203 38.00 I LAICLAND rL 1 4 C 1 1 The 2015 Oakland County ParksAeria/ Deer -Survey was conducted onjanuary 14 and 1S., _ ., .. 27P, partly r ►�� cloudy conditions at an average altitude of375feet and 27knots, over 9.6 hours ofjlighttime. Atotal ofnine Oakland Countyparks were surayed.In addition, City oRochesterHills,WaterordTownshi,SpringfieldTownshi,Washtenan,Coun and Oakland Parks and partnered r� 7 Ly f f PP ty P M P with OCPR to have key parcels within theirjurisdfctionssurveyed (see attached survey results). Mich tgan1 ry(MMFJ) Biologists Nalw,d� 1 recommend deer densities of 15-20 deer per sq. mi. to promote the ecological health and function ofnatural communities fLwuu. s•+ 150