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HomeMy WebLinkAboutAgendas/Packets - 2015.09.08 - 40302MEETING 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, September 8, 2015, at Oakland County Parks and Recreation Administration Office, Waterford, Michigan 48328. located at 2800 Watkins Lake Road, GERALD A. FISHER CHAIRMAN Telephone: (248) 858-4603 1 2800 Watkins Lake Road • Bldg 97W • Waterford, MI 48328-1917 248.858.0906 • 1.888.00PARKS • DestinationOakland.com QAKLANDCOUNTYPARKS September 3, 2015 Oakland County Parks and Recreation Commission Oakland County, Michigan Commissioners: A meeting has been called of the Oakland County Parks and Recreation Commission as follows: PLACE ................................... Oakland County Parks Administration Office 2800 Watkins Lake Road Waterford, MI TIME ................................... Tuesday, September 8, 2015 2:00 p.m. PURPOSE ................................ REGULAR 11...t..�,x.L.1,G This meeting has been called in accordance with the authorization of Chairman Gerald Fisher of the Oakland County Parks and Recreation Commission. Sincerely, Daniel J. Stencil, CPRE Gerald A. Fisher Chairman Executive Officer J. David VanderVeen Vice Chairman John A. Scott Secretary Next Meeting: Tuesday, October 13, 2015 @ 2:00 p.iin. A. David Baumhart III Oakland County Parks and Recreation Administration Office Ron Fowkes Robert E. Kostin 2800 Watkins Lake Road Christine Long Gary R. McGillivray Waterford, Michigan 48328 Jim Nash David W. Potts Daniel J. Stencil Executive Officer 0 ur mission is to provide quality recreational experiences that encourage healthy lifestyles, support economic prosperity and promote the protection of natural resources. 2 Oakland County Parks and Recreation Commission Meeting Parks & Recreation Administration Offices 2800 Watkins Lake Road, Waterford, MI 48328 Tuesday, September 8, 2015 2:00 p.m. AGENDA Page #'s Action Required Presenter/Phone # I, Call Meeting to Order ------ G. Fisher 248.514.9814 Roll Call 2. 3 Pledge of Allegiance 3-4 4. Approval of Agenda Approval PP G. Fisher/D. Stencil 248.858.4944 5-10 5. Approval of Minutes: Regular Meeting of August 11, 2015 Approval V. Valko 248.858.4603 6. Public Comments: G. Fisher 11 7. CONSENT AGENDA: 12 A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending Receive & File J. Phelps 248.858.5319/D. Stencil 07/31/15 (FM 10, FY15) 13 B. Monthly Revenue and Expenditure Comparison Report for Month Ending Receive & File J. Phelps/D. Stencil 07/31/15 (FM 10, FY15) 14 C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending Receive & File J. Phelps/D. Stencil 07/31/15 (FM 10, FY15) 15-18 D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position Receive & File J. Phelps/D. Stencil For Month Ending 07/31/15 (FM 10, FY15) 19 E. FY 2015 CIP Schedule Update Receive & File M. Donnellon 858.4623/D. Stencil 20 F. FY 2015 Non-CIP Maintenance Projects Update Receive & File M. Donnellon/D. Stencil 21-22 G. 3rd Quarter Contributions Report Receive & File B. Stepp 858.4636/M. Prowse 249.2801/D. Stencil 23-24 H. 3rd Quarter Temporary Use Permits Report Receive & File B. Stepp/M. Prowse/D. Stencil 25-26 I. 3rd Quarter Sponsorships Report Receive & File B. Stepp/M. Prowse/D. Stencil 27 J. Fiscal Services 3rd Quarter Financial Forecast Receive & File J. Phelps/D. Stencil 28-37 8. REGULAR AGENDA: A. Adoption of 2016-2018 OCPR Commission Budget Approval D. Stencil/J. Phelps/S. Wells 858.4634 1. Operating Budget Approval D. Stencil/J. Phelps/S. Wells 2. Capital Equipment Approval T. Hughes 343.1011/J. Dunleavy 858.4647 3. Capital Maintenance Mgmt. Plans & 4-Year Forecast Approval M. Donnellon 38 B. Draft Purchasing Policy -Purchasing Limits Procedure Informational/Approval D. Stencil/ S. Guzzy 858.5484 3 39-55 56-59 60-62 63-65 66-68 69-78 79-92 93-98 99-102 103 C. FY 2015 CIP Project Approvals: 1. Independence Oaks - Safety Path - Interlocal Agreement (General Approval) 2. Lyon Oaks - West Norton Drain Bridge (Change Order) 3. Groveland/Waterford/Red Oaks - Concessions Phase I (Change Order) A. Groveland Oaks Concession B. Red Oaks Waterpark Concession C. Waterford Oaks Waterpark Concession 4. Red Oaks Water Park - Wave Equipment - Construction Approval ($325,000) D. Pending Capital Projects Summary E. Discussion on Proposed OCPRC Bylaws Amendment F. Springfield Oaks Ellis Barn 2017 Rental Fees G. Proposed Parks Perks Pass Rates 9. REPORTS: 104-121 A. Executive Officer Report Information/Approval Approval Approval Approval Approval Approval Information Information Information/Approval Informational/Approval Receive and File J. Hall/D. Stencil /Z. Crane 975.9628 Z. Crane/M. Donnellon J. Myers 202.9287/M. Donnellon J. Myers/M. Donnellon J. Myers/M. Donnellon J. Myers/M. Donnellon M. Donnellon G. Fisher/D. Stencil J. Dunleavy/S. Wells D. Stencil D. Stencil B. Participation and Program Review FY 2015, Month 10 Receive and File T. Fields 858.0914/J. Dunleavy/T. Hughes C. Executive Committee Update Receive and File G. Fisher 10. OLD BUSINESS G. Fisher H. NEW BUSINESS G. Fisher 12 ADJOURN Next Meeting: 2:00 p.m. on October 13, 2015 OCPR Administration Building, 2800 Watkins Lake Road, Waterford, MI 48328 * 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. 4 Oakland County Parks and Recreation Commission Regular Meeting August 11, 2015 Chairman Fisher called the meeting to order at 2:03 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, Christine Long, Gary McGillivray, Jim Nash, David Potts COMMISSION MEMBERS ABSENT WITH NOTICE: None ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Sue Wells, Manager of Parks and Rec. Operations Phil Castonia, Chief of Business Operations Mike Donnellon, Chief -Park Facilities Maint. & Dev. Jim Dunleavy, Chief -Park Ops. & Maint.- N. District Tom Hughes, Chief -Park Ops. & Maint.- S. District Karen Kohn, Supervisor -Administrative Services Jen Myers, Architectural Engineer II Desiree Stanfield, Supervisor -Comm. & Marketing OC Fiscal Services Jeff Phelps, Parks and Rec. Fiscal Coordinator OC Purchasing Andy Krumwiede, Buyer II APPROVAL OF AGENDA: Moved by Mr. Scott, supported by Mr. Kostin to approve the agenda as submitted. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of the Regular Meeting of June 16, 2015, and the minutes of the Regular Meeting of July 14, 2015 as submitted. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 5 PUBLIC COMMENTS: There were no comments from the public CONSENT AGENDA: All items are considered to be routine by the OCPR Commission and are enacted by one motion. There is no separate discussion of these items unless a Commission member so requests, in which event the item is removed from the Consent Agenda and considered in its normal sequence on the agenda. Moved by Mrs. Long, supported by Mr. Kostin to remove items 7 G, H and J, and approve Items 7 A, B, C, D, E, F and I under the Consent Agenda as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 06/30/15 (FM 09, FY15) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 06/30/15 (FM 09, FY15) C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 06/30/15 (FM 09, FY15) D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 06/30/15 (FM 09, FY15) E. FY 2015 CIP Schedule Update F. FY 2015 Non-CIP Maintenance Projects Update I. FY 2015 3rd Quarter Budget Amendment — Expensing of CIP # AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. FY 2015 3rd Quarter Facilities Maintenance Budget Amendment The Commission questioned if when there is a park -wide program on this listing such as parking lot improvements, is the approval by the Commission for each project, or is the approval by the program as a whole. Staff indicated the Commission has been approving the programs as a whole. In addition, staff advised they are working on creating a more detailed report that would provide more detailed information on each project. The Commission requested that future approvals for individual projects be submitted to the Commission under the new spending threshold being proposed. 6 FY 2015 3rd Quarter Green Fund Budget Amendment The Commission asked for clarification on the Green Fund projects. Staff indicated these are funds for projects that save the parks system money mostly in utility costs such as the new style of light bulbs or energy efficient appliances, etc. These funds have not been budgeted for in 2016. FY 2015 3rd Quarter OCPR Purchasinq Activity Report This report is for blanket order contracts the County of Oakland uses that may have multiple department users. The Commission requested the report to be modified to include the Parks' Estimated Contract Usage, which would then clarify the amounts allocated only to Parks and Recreation. Moved by Mr. Fowkes, supported by Mr. McGillivray to approve Items 7 G, H and J as follows: G. FY 2015 3rd Quarter Facilities Maintenance Budget Amendment H. FY 2015 3rd Quarter Green Fund Budget Amendment FY 2015 3rd Quarter OCPR Purchasing Activity Report AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: 2016 Proposed Annual Vehicle Permit Fees Pricinq Structure Each year staff evaluates OCPR vehicle permit fees to determine if there is a need to increase the amount for the following year. The Commission advised they did not want to see an increase in the fees for Oakland County residents for 2016, due to the fact that residents are already paying the OCPR taxes. Moved by Mr. Fowkes, supported by Mrs. Long to leave the resident fees for OCPR 2016 daily and annual park permit fees in place as they are now with no increase from 2015 to 2016, to increase only the non-resident rates, and to approve the new Volume Group Rates as follows: *OCPR Non -Resident Annual Motor Vehicle permits $48.00 *Non -Resident Senior Citizen/Adaptive/Active Military Annual Motor Vehicle Permit $32.00 *Non -Resident Daily Motor Vehicle Permit $12.00 *Non -Resident Annual Motor Vehicle Permit Second Vehicle Discount $38.00 7 * Group Discount for blocks of Annual Vehicle Passes as follows: 25-100 passes/ $25 each 101-250 passes/$20 each 251-500 passes/$15 each AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Staff advised Huron Clinton Metroparks Authority has not yet made a determination on the 2016 fees for the joint Parks Perks Pass so no recommendation was made at this time. When a determination is made staff will bring a recommendation back to the Commission on the 2016 joint Parks Perks Pass fees. Proposed FY 2015 Americans with Disabilities Act (ADA) Transition Proqram — Scope Change Moved by Mr. Fowkes, supported by Mr. Kostin to approve the removal of two child accessible beach chairs from the FY2015 Barrier Removal Project List, and replace them with one accessible stand-up golf cart, with no change to the program budget. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. The Commission requested a report back from staff in the spring on the frequency of use on this new accessible stand-up golf cart. Pending Capital Proiects Summary The Commission requested that a cover sheet be included in the agenda packet with this report in the future. In addition, it was requested that the report include the percentage of completion for each project, and to remove the $60,200 amount for the Springfield Oaks Davis House roofing project. Discussion of Proposed Finance/Budget Committee It had been suggested at a prior Commission meeting to consider establishing a budget committee to assist with the budget process and to provide the Commission with a broader knowledge of the budget schedule and procedures, the Capital Improvement Program, the project selection and approval process and the equipment purchase procedures. After a lengthy discussion it was recommended instead to add an additional OCPR Commission 8 member to the Executive Committee to work with staff on these matters. In order to add an additional member to the Executive Committee an amendment of the OCPR Commission By -Laws would be required. Staff was directed to place the proposed amendment of the OCPR Commission By -Laws on the September 8, 2015 OCPRC agenda to start the process. Thirty days written notice is required for an amendment and would also require a 2/3 vote of the Commission. If approved the amendment would become effective upon approval. Discussion of Proposed OCPR Purchasinq Procedure to Modifv Expenditure Approval Limits At several previous OCPR Commission meetings the Commission requested the evaluation of the OCPRC purchasing procedure expenditure approval limits — specifically the expenditure limit approvals by OCPRC staff. It was even requested to evaluate and compare our process with other Oakland County Departments. This topic was discussed at the Oakland County Board of Commissioners Finance Committee however; no action was taken because the topic was tabled. It was recommended to refer this item to the Executive Committee, have them look at all options and report back with a recommendation to the Commission at the September 8, 2015 meeting. STAFF REPORTS: 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: • Update on the revenues from the SPDF sessions • Volunteer Services Coordinator has increased the amount of OCPR volunteers to over 1,000 • Pecky D. Lewis, Jr. to receive an award from MRPA and MACPRO, which will be presented to Mr. Lewis at the October OCPRC meeting • Possible location of DTE solar farms on Parks property • Recovery Park to vacate the Green Houses the end of October - staff will be evaluating and providing a recommendation on the future use of the facility • Evaluation of Oakland County Historical Society assets - determine what to do with them and possibly liquidate them • Staff is evaluating the finalists in the Waterford Oaks Master Plan Design Competition October Commission Meeting Location Chanqe Moved by Mr. Fowkes, supported by Mr. VanderVeen to move the location of the October OCPRC meeting from Groveland to Waterford Oaks in the Administration Building. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 0 Participation and Program Review FY 2015, Month 09 The Participation and Program Review report for June 2015 was received. Executive Committee Update Chairman Fisher advised at the last OCPRC meeting a motion was approved to send the ORV matter back to the Commission members of the ORV Committee. A memo was sent to the MDNR asking for a meeting to try to get more details, especially on the financial aspects, so an informed decision could be made on this matter. It was also concluded it would be more sensible to wait until we have more information before a public hearing is scheduled. OLD BUSINESS: There was no old business to report. NEW BUSINESS: There was no old business to report. ADJOURNMENT: Meeting adjourned at 3:45 p.m. John A. Scott, Secretary Vicky Valko, Recording Secretary 10 SEPTEMBER 8, 2015 l- _t:/��t►1�1��1�1��i1 � �1 �i ►�� OAKLAND COUNTY PARKS RECREATION COMMISSION AGENDA AGENDA ITEM NO. 7 FISCAL SERVICES - P&R ACCOUNTING To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer; Brian Menghini, Fiscal Services Supervisor ll; Jeffrey Phelps„ Parks and Recreation Fiscal Services Coordinator Submitted: August 18, 2015 Subject: Consent Agenda — OCPR Monthly Financial Reports 7. A. REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT July, 2015 (FM 10, FY 2015) 7. B. REVENUE AND EXPENDITURE COMPARISON REPORT July, 2015 (FM 10, FY 2015) 7. C. REVENUE AND EXPENDITURE AVERAGE COMPARISON REPORT July, 2015 (FM 10, FY 2015) 7. D. CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL REPORT AND STATEMENT OF NET POSITION July, 2015 (FM 10, FY 2015) 11 Agenda item # 7 A OAKLAND COUNTY PARKS AND RECREATION COMMISSION REVENUE AND EXPENDITURE BUDGET TO ACTUAL REPORT FM 10 FY 2016 (FOR MONTH ENDING 7131115) 2015 YEAR TO (OVER), "%OF REVENUE BUDGET DATE UNDER BUDGET BUDGET ADMINISTRATIVE SERVICES- MlllageTax $11,702,000.00 $11,837,410.69 ($135,410.69) 101.2% Other 265,525,00 200,940.66 64,584.12 75,7% GLEN OAKS GOLF COURSE 812,000.00 563,673.32 248,326A8 69,4°% LYON OAKS GOLF COURSE 1,219,500.00 882,06&69 337,433.31 72.3% RED OAKS GOLFCOURSE 336,700.00 244,520,09 92,179.91 72,6% SPRINGFIELD OAKS GOLF COURSE 681,654.00 542,541,60 139,112.40 79.6% WHITE LAKE OAKS GOLF COURSE 764,128,00 558,837.91 205,290.09 73.1% ADDISON OAKS CONFERENCE CENTER 130,000.00 89,565,67 40,434.33 68.9% GLEN OAKS CONFERENCE CENTER 200,000.00 120,654.80 79,345.20 60.3 % GROVELAND OAKS CONCESSIONS 91,500.00 39,661.51 51.838.49 43.3% LYON OAKS CONFERENCE CENTER 110,000,00 61,017.37 48,98263 55.5°% RED OAKS WATERPARK CONCESSIONS 225,500,00 115,617.41 109,882.59 51.3°% SPRINGFIELD OAKS CONCESSION 12,000.00 0.00 12,000.00 0.0% WATERFORD OAKS WATERPARK CONCESSIONS 140,500,00 93,041.39 47,458.61 66.2 % WHITE LAKE OAKS CONFERENCE CENTER 55,000,00 39,870,55 15,129.45 715 % OAKLAND COUNTY MARKET 195,200.00 125,392.79 89,807.21 64.2% ADDISON OAKS PARK 542,516.00 485,522.32 56,993,68 8915% GROVELAND OAKS PARK 778,150,00 826,358.05 151,791.95 80.5% HIGHLAND OAKS PARK 9,930.00 6.274.00 3,656,00 63.2% INDEPENDENCE OAKS PARK 349,028.00 248,441.44 100,50&56 71.29/. LYON OAKS PARK 155,000.00 96,489.64 86,510.36 58.5% ORION OAKS PARK 187,000,00 136,895.00 30,105.00 82.01/6 RED OAKS DOG PARK 47,000.00 34,505.00 12,495.00 73.4% RED OAKS PARK 12,000.00 51 91960 (39,91960) 432.7 % ROSE OAKS PARK 3,000.00 1.910,00 1,090,00 63.7% SPRINGFIELD OAKS ACTIVITY CENTERJPARK 112,375.00 144,605.40 (32,230.40) 128.71/6 WATERFORD OAKS ACTIVITY CENTERIPARK 77,405.00 72,500.34 4,804.66 93,8% RECREATION PROGRAMS & SERVICES 277,000.00 248,158.31 28,841.69 69.6% CATALPA OAKS PARK 0,000.00 11,584.00 (3,584.00) 144.8 % RED OAKS WATERPARK 1,052,66000 850,829A5 201,820.55 80.8% WATERFORD OAKS BMX 17,500.00 17,593.00 (93.00) 100,5% WATERFORD OAKS WATERPARK 647,900,00 433,277.27 214,522.73 66.9% CAPITAL IMPROVEMENT 4,353,771.00 0.00 L353,771.00 0,0% TOTAL REVENUE $25,561.432,00 $18,981,775.49 $6,579,656.51 74.3% EXPENDITURE ADMINISTRATIVE SERVICES $6,03Q202.00 $4,852,257 01 $1,177,94499 80.5% FISCAL SERVICES ADMINISTRATION 105,252.00 109,857.75 (4,605.75) NIA FISCAL SERVICES PARKS & REC 211,239.00 210,942,40 296.60 N/A GLEN OAKS GOLF COURSE 981,057.00 589,451,34 391,605,60 60.1°% LYON OAKS GOLF COURSE 1,452,192.00 1,013,368.00 438,824,00 69,8°% RED OAKS GOLF COURSE 739,332,00 475,543,23 263,788,77 64.3°% SPRINGFIELD OAKS GOLF COURSE 790,115.00 567,192.29 222,922.71 71.8% WHITE LAKE OAKS GOLF COURSE 874,781.00 572,164.45 302,616.55 65.4% ADDISON OAKS CONFERENCE CENTER 200,630,00 175,946.14 24,683.86 873 % GLEN OAKS CONFERENCE CENTER 147,808,00 213,331,83 (85,523.53) 144.3% GROVELAND OAKS CONCESSIONS 105,425.00 69,65290 35,77210 681% LYON OAKS CONFERENCE CENTER 200,411.00 195,729.90 4,681.10 97.7% RED OAKS WATERPARK CONCESSIONS 210,700,00 101,907.57 108,792.43 48,4°% SPRINGFIELD OAKS CONCESSION 26,181.00 28,851166 (2,677.66) 110.2% WATERFORD OAKS WATERPARK CONCESSIONS 159,175.00 86,631.54 72,54a46 54.4% WHITE LAKE OAKS CONFERENCE CENTER 169,111.00 128,534.39 40,57661 76.01/. OAKLAND COUNTY MARKET 229,46700 90,898.81 138.568.19 39,6% ADDISON OAKS PARK 1,570,82900 1,221,338.07 349,490,93 77.8% GROVELAND OAKS PARK 1,444,02a0o 911,448.96 532,574.04 63,1% HIGHLAND OAKS PARK 54.771.00 49,03246 5,738.54 89.5°% INDEPENDENCE OAKS PARK 1,218,540,00 919,21329 299,326,71 75A% LYON OAKS PARK 339,359.00 281,484.71 57,874.29 819% ORION OAKS PARK 211,060.00 147,283.50 63,77a50 69.8% RED OAKS DOG PARK 69,26200 67,156.32 2,125.68 96,9% RED OAKS PARK 156,01700 107,957,01 48,059,99 69,2°% ROSEOAKSPARK 53,133.00 51,617,81 1,515.19 97.1% SPRINGFIELD OAKS ACTIVITY CENTER/PARK 417,666.00 510,612.05 (92,946.05) 122.3% WATERFORD OAI6 ACTIVITY CENTERIPARK 784,573,00 750,600A1 33,97219 957% RECREATION PROGRAMS & SERVICES 1,372,16400 1,222,932.42 149,231M 89,1°% CATALPA OAKS PARK 106,445.00 105,05136 1,392 64 981% RED OAKS WATERPARK 1,571,84700 1.184,027.38 387,81962 75.3% WATERFORD OAKS BMX 75,108.00 29,849.19 45,258,81 39.7% WATERFORD OAKS WATERPARK 1,091,987.00 627,713A1 464,273.59 57.5% FACILITIES & MAINTENANCE 2,291,550.00 1,034,975.12 1,256,574.88 45,2% INTERNAL FUND CHARGES' 100,000,00 199,046.09 (99,046.09) NIA TOTAL EXPENDITURE $25,561,432.00 $18,903,609.17 $6,657,82283 74,0% REVENUE OVERI(UNDER)EXPENDITURE $0.00 78,166.32 (12,323,95288) 2015 2014 2013 2012 ACTUAL REVENUE TO DATE: 7,L31/6 69.5% 7T2% 90.4% BUDGETBALANCE: 25,7% 30.5% 22.8% 9.6% ACTUAL EXPENDITURE TO DATE: 74.0% 67,2°% 72.2% 66.1% BUDGETBALANCE: 26.0% 32.8% 27.6% 31.9% 'INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT. 12 Agenda Item # 7 B OAKLAND COUNTY PARKS AND RECREATION COMMISSION REVENUE AND EXPENDITURE COMPARISON REPORT FM10FY2015 (FOR MONTH ENDING 7/31/16) YEAR TO DATE YEAR TO DATE REVENUE OVER PARK REVENUE EXPENDITURE (UNDER) EXP. ADMINISTRATIVE SERVICES: ADMINISTRATIVE SERVICES (Inc. Tax Revenue) $12,038,351,57 $4,852,257.01 $7,186,094.56 FISCAL SERVICES ADMINISTRATION 0.00 109,857.75 (109,857.75) FISCAL SERVICES PARKS & REC 0.00 210,942A0 210,942.40) ADMINISTRATIVE SERVICES SUB -TOTAL 12,038,351,57 5,173,057.16 1865,294.41 GOLF: GLEN OAKS GOLF COURSE 563,673.32 589,451.34 (25,778.02) LYON OAKS GOLF COURSE 882,066.69 1,013,368.00 (131,301.31) RED OAKS GOLF COURSE 244,520,09 475,543.23 (231,023,14) SPRINGFIELD OAKS GOLF COURSE 542,541.60 567,192,29 (24,650.69) WHITE LAKE OAKS GOLF COURSE 558,837.91 572,164.45 ((13,326.54 GOLF SUB -TOTAL 2,791,639.61 3,217,7%31 (426,079.70; FOOD SERVICES: ADDISON OAKS CONFERENCE CENTER 89,565.67 175,946.14 (86,380.47) GLEN OAKS CONFERENCE CENTER 120,654.80 213,331.83 (92,877.03) GROVELAND OAKS CONCESSIONS 39,661.51 69,552.90 (29,991.39) LYON OAKS CONFERENCE CENTER 61,017,37 195,729.90 (134,712,53) RED OAKS WATERPARK CONCESSIONS 115,617.41 101,907.57 13,709.84 SPRINGFIELD OAKS CONCESSION 0.00 28,858.66 (28,858.66) WATERFORD OAKS WATERPARK CONCESSIONS 93,041.39 86,631,54 6,409.85 WHITE LAKE OAKS CONFERENCE CENTER 39,870.55 128,534,39 (88,663.84) FOOD SERVICE SUB -TOTAL 559,428.70 1,000,592.93 ( 41,164,23 COUNTY MARKET: OAKLAND COUNTY MARKET 125,392.79 90,898.81 34,493.98 COUNTY MARKET SUB -TOTAL 125,392.79 90,698.81 34,493.98 PARKS: ADDISON OAKS PARK 485,522.32 1,221,338,07 (735,815,75) GROVELAND OAKS PARK 626,358,05 911,448.96 (285,090.91) HIGHLAND OAKS PARK 6,274,00 49,032.46 (42,758,46) INDEPENDENCE OAKS PARK 248,441.44 919,213.29 (670,771.85) LYON OAKS PARK 96,489.64 281,484.71 (184,995.07) ORION OAKS PARK 136,895.00 147,283,50 (10,388.50) RED OAKS DOG PARK 34,605.00 67,156.32 (32,651,32) RED OAKS PARK 51,919,60 107,957,01 (56,037.41) ROSE OAKS PARK 1,910.00 51,617,81 (49,707,81) SPRINGFIELD OAKS ACTIVITY CENTER/PARK 144,605.40 510,612.05 (366,006.65) WATERFORD OAKS ACTIVITY CENTERIPARK 72,600.34 750,500.81 j678,000.47) PARKS SUB -TOTAL 1,905,520.79 5,017,744.99 (, 12,224.20 RECREATION: RECREATION PROGRAMS & SERVICES 248,158.31 1,222,932.42 (974,774,11) CATALPA OAKS PARK 11,584.00 105,052.36 (93,468.36) RED OAKS WATERPARK 850,829.45 1,184,027,38 (333,197,93) WATERFORD OAKS BMX 17,593.00 29.849.19 (12,256.19) WATERFORD OAKS WATERPARK 433,277.27 627,713.41 (194,436.14 RECREATION SUB -TOTAL 1,561,442.03 3,169,574.76 (2,736,297,49) FACILITIES & MAINTENANCE: FACILITIES & MAINTENANCE 0.00 1,034,975.12 1,034,975,12 FACILITIES & MAINTENANCE SUB -TOTAL 0.00 1,034,975.12 11 034,975.12) CAPITAL IMPROVEMENT 0.00 0.00 0.00 INTERNAL FUND CHARGES' 0.00 199,046.09 (199,046.09) TOTAL $18,981,775,49 $18,903,609.17 $78,166.32 `INTERNAL FUND YTD FIGURE: INTERNAL SERVICE AND OTHER FUNDS PAYMENTS IN TRANSIT. See the Oakland County website's "Transparency in Government -Monthly Financials" to view the latest monthly Financial Statement detail by each departments' budget units: 1. Log on to www.oakaov.comlmatbudifiscal/Paaes5nfo Dub/Darks.aSD) 2. Click on each of the Parks and Recreation monthly financial reports you are interested in viewing 13 Agenda Item # 7 C Oakland County Parks and Recreation Commission Monthly Average Comparison Report (Comparison of FY 202S Actuals with 5-Year Average Actuals) As of July 32, 2015 FY2015 Amended I Oetoher- I Novemher I December January I February ry Marc A I p May I June I- July I August I September I YEAR TO DATE REVENUES: - 5-YEAR AVER $ R� ENUE I _ $265,9381 $147,916r1 - _� $1,SSSS141 �ry $5,376,832� $3,198,486 l $2,350,117 � $1,272,604� _ _..._ ...... $1,167,743 - - 1 $1,440,334 $1,>:49,79gI I $1,411♦210! I $1,458,816 I Percentage o{{ ota I 1.24% 0.69%I 7.22%1 25.02% 14.88%1 1094%I 5.92%1 5.43%1 6.70% _&61I 6.57941 6.79% I FY2015 Amended Budget/Alottment $ 21,29D,361 1 $263,452 $146,533, -1 $1,537,0071 _ _ $5 326,5581 $3,168,580i $2,328,1431 I $1,260,7051 $1,156,825 $1,426,867 $1,832,4991 I $2,398,0151 $1,445,1761 $21,290,3611 FY2015 Planned Use of Fund Balance i j S 4.271.071 1 FY 2015 Amended Budget $ 25,561,432 I FY 2015 Actuals 1 $339,9201 $178,7771 $945,4251 $5,918,1341 $2,980,210 $2,047,564 S1,462,9331 $1,402,6501 $1,427,604 $2,378,359 $18,981,775 Avg. Monthly Revenue Over/(Under) $76,4681 $32,2441 ($591,582.)I _ $491,575I ($188,370)I _($280579) $282 2_227I $245,8251 $737 $5461060 $534,606 EXPENSES: 5-YEAR AVEohfE TPENSE _ $1,309,486) $1246,494I _$1S58,6-8-6-I $1,263,14- $1_,2. 0-1,2- 9-41I $1,66_.,_10_91i $1,4424621 $1,982,758I $2,461. $26,964 $2,169,587 $2,466,316 ota 1 6.20 1 590%1 7.3 1 5.98 5.69%IPercentage 7.89%1 6.83%1 938%1 3166%I 1116eI 1D.27%I 11.67% FY2015 Amended Budget/Alottment I I S 25,5611 A32 $1,584,3071 $1S08,0941 $1,885,BD61 $1,328,2451 $1,453,4091 $2,016,9841 _ $2,745,1901 $2,398,8781 $2,980,064� $2,851t618 $2,624,917 1 $2,983,9201 FY 2015 Actuals I $1,508,5781 $1,306,7411 _ $1,62&0701�,9091 $1319.7871 S1,838,237 I $1,744,989I I $2,096,823I $3.234.021 ' ',U. $18,903.609 Avg. Monthly Expenses(Over)/Under _ $79,728 $201,3531 $257,736 $39,7371 $133,6221 $178,7471 $202 $302,0551 ($253,963 $213t771 1 $1,048,986I IC Total Avg Monthly Favorability/(Unfavorability) _ $_152,1961 $233,5971I ($333,846) _ $531,32 ($54,749)1 ($ 101,833)�l- - - $202,429 - $547,879, ($253,226)1 $6591831 $1,593,5921 jActual Revenue Over/(Under) ftenses 1 ($1,168,658)l ($1,127,964)1 ($682,645)1 $4,329,625I $1,660A221 $209,3271 ($282,056)1 ($694,174)1 ($1,806,423)I- 8,'218)] $01 $01 $78,1661 Unrestricted Not Position: 9130/14525,850,67627 3 2.2,900,562 $ 27.837.156 S 14.79&422 Prepared by Fiscal Services Division 14 Agenda Item # 7 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 2B 29 Project 1D Description 100000001959 ACC Energy Management Upgrade 100000002084 ACC Kitchen Storage Facility 100000002115 ACC Water Heater Replacement 100000002195 ADD Adams Lake Beach ADA 100000002145 ADD Beach Conc Roofing 100000001997 ADD Beach Front Pavillion Roof 100000001963 ADD Boat Launch Accessible 100000001845 ADD Campground Pull Thru Sites 100000001982 ADD Fishing Docks 100000002095 ADD Fuel Tank Replacement 100000002117 ADD Maint Bldg Boiler Replace 100000002023 ADD Maintenance Yard Paving 100000000604 ADD Pavilion-Cmpgrd Recreation 100000002146 ADD Sec C Restroom Roofing 100000001968 ADM Energy Mgt Upgrade 100000002018 CAT Energy Management Upgrade 100000001970 GLC Energy Mgt Upgrade 100000001750 GLG Bridge Replacement#13 100000001914 GLG Irrigation System Repl Des 100000002147 GRC Beach Conc Roofing 100000002086 GRC Concession Remodeling III 100000002024 GRV Asphalt Safety Path 1100000001927 GRV Campground Utility Imp Des Ij 100000002148 GRV Sec Restroom Roofing 100000002171 IND Beach Retaining Wall Repl 100000002113 IND Boat Launch 100000002192 IND Boathouse ADA 100000001969 IND Energy Mgt Upgrade 100000002193 IND Hidden Springs ADA Parks and Recreation Commission ACTIVE CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL EXPENSE REPORT (as of August 20, 2015) Start Date Last Transaction Date Budget Expenses to Date Remaining Budget 5/28/2014 6/30/2015 $17,500.00 10/30/2014 8/5/2015 $30,256.43 1/20/2015 1/20/2015 $14,600.00 7/29/2015 7/29/2015 $125,000.00 2/23/2015 8/17/2015 $20,000.00 8/5/2014 1/31/2015 $20,000.00 5/28/2014 2/28/2015 $55,000.00 9/12/2013 7/8/2015 $248,167.00 7/11/2014 2/28/2025 $60,000.00 11/6/2014 11/6/2014 $65,000.00 1/20/2015 1/20/2015 $10,200.00 9/2-3/2014 6/24/2015 $15,000.00 9/1/2004 7/22/2015 $417,524.00 2/23/2015 8/17/2015 $10,000.00 6/2/2014 3/6/2015 $13,750.00 9/23/2014 7/1/2015 $13,900.00 6/2/2014 7/1/2015 $19,500.00 12/3/2012 8/5/2015 $232,907.00 2/11/2014 7/8/2015 $108,125.00 2/23/2015 8/17/2015 $31,000.00 10/30/2014 8/17/201S $114,595.00 9/23/2014 6/19/2015 $90,000.00 3/7/2014 8/17/2015 $1,549,641.00 2/23/2015 8/17/2015 $14,000.00 4/15/2015 7/21/2015 $30,000.00 1/16/2015 1/16/2015 $60,000.00 7/29/2015 7/29/2015 $8,000m 6/2/2014 7/1/2015 $14,250.00 7/29/2015 7/29/2015 $25,000.00 $19,495.77 $21,579,05 $0.00 $0.00 $17,248.57 $14,588.72 $255.00 $232,065,49 $1,522.07 $0.00 $0.00 $9,612.50 $331,537.37 $9,159.94 $9,905.40 $8,433.00 $13,066.20 $227,454.19 $83,834.23 $4,726,72 $109,167.18 $89,920.06 $1,356,536.67 $6,734.90 $13,853.12 $0.00 $0.00 $9,746.10 $0.00 ($1,995.77) $8,677.38 $14,600.00 $125,000.00 $2,751.43 $5,411.28 $54,745.00 $16,101.51 $58,477.93 $65,000.00 $10,200.00 $5,387.50 $85,986.63 $840,06 $3,844.60 $5,467.00 $6,433.80 $5,452.81 $24,290.77 $26,273.28 $5,427.82 $79.94 $193,104.33 $7,265.10 $16,146.88 $60,000.00 $8,000.00 $4,503.90 $25,00000 Percentage Completion 111.40% 71.32% 0.00% 0,00% 86,24% 72.94% 0.46% 93.51% 2.54% 0.00% 0.00°% 64.08% 79.41% 91.60% 72.04% 60.67% 67.01% 97.66% 77.53% 15.25% 95,26% 99.91% 87.54% 48.11% 46.18% 0.00% 0.00% 68.39% 0.00% 15 Agenda Item # 7 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 Project ID 100000002118 100000002180 100000001891 100000002194 100000001966 f 100000001998 100000000983 100000002008 100000002019 100000002022 100000002087 100000002164 100000002163 100000001957 100000001958 100000002144 100000001955 100000001999 100000001916 100000002020 100000002153 100000001915 100000002154 100000002017 100000002013 100000002161 100000002080 Description IND Maint Bldg Tube Heater IND Twin Chimneys ADA Improve IND Upper Bush BdwlkTrlPhsll IND Upper Bushman ADA IND Wood Burning Unit LYG Pumphouse Roofing LYP West Norton Drain Bridge ORN Dog Park Concrete Sidewalk RDP Energy Management Upgrade RSE Boardwalk North Connector RWC Concession Remodeling RWP Cable Fence - Lazy River RWP Cable Handrail Bridge -Lazy RWP Entrance Shade Structure RWP Shade Struct Kiddie Area SAC Davis House Roofing SAC Horse Barn Bldg K Design SPC Concession Roofing SPG Irrigation Sys Repl Des WLC Energy Management Upgrade WLC S Parking Lot Repaving WLG Irrigation Sys Rep[ Des WLG S Parking Lot Repaving WTR Energy Management Upgrade WTR Expanded Maintenance Yard WTR Overhead Door WWC Concession Remodeling Parks and Recreation Commission ACTIVE CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL EXPENSE REPORT (as of August 20, 2015) Start Date Last Transaction Date 1/20/2015 5/14/2015 5/26/2015 8/7/2015 11/15/2013 11/24/2014 7/29/2015 7/29/2015 5/29/2014 4/30/2015 8/5/2014 7/21/2015 1/2/2007 7/21/2015 8/22/2014 6/30/2015 9/23/2014 7/1/2015 9/23/2014 7/31/2015 10/30/2014 8/17/2015 3/26/201S 3/26/2015 3/26/2015 3/26/2015 5/28/2014 8/7/2015 5/28/2014 8/7/2015 2/23/2015 8/17/2015 5/28/2014 2/5/2015 8/5/2014 5/29/2015 2/11/2014 1/31/2015 9/23/2014 7/2/2015 2/23/2015 8/20/2015 2/11/2014 7/29/2015 2/23/2015 8/20/2015 9/23/2014 7/2/2015 8/28/2014 8/28/2014 3/24/2015 3/24/2015 10/21/2014 8/17/2015 Budget $8,800.00 $25,000.00 $150,000.00 $48,000.00 $65,500.00 $15,000.00 $40,000.00 $5,238.00 $14,450.00 $160,000.00 $97,290.00 $42,000.00 $77,000.00 $48,859.42 $80,209.80 $20,000.00 $20,000.00 $65,000.00 $116,869.00 $18,200.00 $40,000.00 $179,720.00 $40,000.00 $13,850.00 $15,000.00 $8,000.00 $104,099.00 $4,951,000.65 Expenses to Date Remaining Budget $5,602.10 $11,543.75 $34,114.45 $0.00 $65,059.89 $10,513.69 $53,240.44 $0.00 $7,740.00 $116,032.41 $108,441.02 $0.00 $0.00 $216.45 $1,269.00 $250.90 $16,046.45 $53,319.12 $86,264.78 $10,260.00 $9,011.75 $148,950.22 $9,011.80 $6,902.10 $0.00 $0.00 $105,548.82 $3,449,781.39 $3,197.90 $13,456.25 $115,885,55 $48,000.00 $440.11 $4,486.31 ($13,240.44) $5,238.00 $6,710.00 $43,967.59 ($11,151.02) $42,000.00 $77,000.00 $48,642.97 $78,940.80 $19,749.10 $3,953.55 $11,680.88 $30,604.22 $7,940.00 $30,988.25 $30,769.78 $30,988.20 $6,947.90 $15,000.00 $8,000.00 ($1,449.82) $1,501,219.26 Percentage Completion 63.66% 46,18% 22.74% 0.00% 99.33% 70.09 % 133.10% 0.00% 53.56% 72.52% 111.46% 0,00% 0.00% 0.44 % 1.58% 1.25% 80.23% 82.03% 73.81 % 56.37% 22.53 % 82.88 % 22.53% 49.83% 0.00% 0,00 % 101.39% 16 Agenda Item # 7 D Project ID Illustrative Net Position - Unrestricted Operating Reserve FY2015 Capital Equipment FY2015 Planned Use of Balance: Depreciation Operating Subsidy Total Planned Use of Fund Balance Active CIP Projects - Budget Parks and Recreation Commission ACTIVE CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL EXPENSE REPORT (as of August 20, 2015) Description I Start Date I Last Transaction Date I Budget Capital Reserve/Amount Available for Capital Improvement and Capital Equipment Expenses to Date I Remaining Budget Unrestricted Net Position $ 5,750,000 $ 647,881 $ 3,408,400 $ 862,671 $ 4,271,071 Proiects Closed in FY2015 Actual 100000002094 ACC Architectural Improvements $ 65,332 100000002096 ACC Entrance Drive Replacement $ 92,245 100000001826 ACC Interior Renovations $ 571,917 100000001881 ACC Roof Replacement $ 657,232 100000002007 ADD Asphalt Trail $ 38,216 100000002009 ADD Concrete Sidewalks $ 18,210 100000001807 GLC HVAC Replacement $ 263,445 100000001825 GLC Interior Renovations $ 463,681 100000001847 GLG Irrigation Pond Dredging $ 292,839 100000002012 GRV Play Lot Concession $ 247,451 100000001751 GRV Restroom/Shower Section C $ 590,190 100000001967 GRV Roadway Putt Putt Light $ 19,311 100000001332 HGH Boardwalks -Docks -Overlooks $ 49,926 100000001752 HIGH Parking Lot -Central $ 182,165 $ 4,951,001 $ 3,636,588 Percentage Completion 17 Agenda Item # 7 Project ID I Description 100000001331 HGH Trail Development -Phase 1 100000002011 I N D Play Lot Twin Chimneys 100000002005 LYC Sidewalk Replacement 100000002021 LYG Boardwalk Replacement 100000001335 LYP Boardwalks -Docks -Overlooks 100000001753 LYP Pavilion Small Dog Park 100000000867 ORN Pavilion -Dog Park 100000002129 RDG Golf Netting lDDDD0002025 RDP Removable Raised Flooring 100000001115 RSE Boardwalks -Docks -Overlooks 100000001114 RSE Trail Development 100000001336 RWP Connector Trails 100000001819 SAC Ellis Barn Improvements 100000O02114 SPG Rental House Furnace 10000000213D WLG Golf Netting 100000002162 WTR Playground Railing Total Projects Closed in FY2015 Total Net Position - Unrestricted as of June 30,2015 (U naudited) Parks and Recreation Commission ACTIVE CAPITAL IMPROVEMENT PROJECTS BUDGET TO ACTUAL EXPENSE REPORT (as of August 20, 2015) Start Date I Last Transaction Date Budget Expenses to Date I Remaining Budget $ 135,206 $ 36,012 $ 16,308 $ 23,984 $ 76,850 $ 28,254 $ 251,463 $ 14,993 $ 41,210 $ 231,921 $ 130,309 $ 362,987 $ 591,988 $ 8,352 $ 7,496 $ 24,389 $ 5,533,882 $ 24,790,422 Percentage Completion 18 Agenda Item # 7 E Commission Approval Schedule for Capital and Maintenance Projects (REVISED August 14, 2015 - Pending and Subject to change) • September, 2015 o Independence Oaks — Connector Trail — Interlocal Agreement (informational) o Groveland/Waterford/Red Oaks — Concessions Phase I (Change Order) o Lyon Oaks — West Norton Drain Bridge (Change Order) o Red Oaks Water Park — Wave Equipment ($325,000) (Construction Approval) • October, 2015 o Independence Oaks —Twin Chimneys Universally Accessible Improvements (Conceptual Approval) • November, 2015 o Addison Oaks — Maintenance Yard Improvements (Construction Approval) 19 Agenda Item # 7 F Oakland County Parks and Recreation Commission Maintenance Projects under $100,000 BUDGET TO ACTUAL EXPENSE REPORT (as of August 14, 2015) Cost Budget Expended Variance Center Title Amount Amount (Budget - Expended) Expended) ACC Stucco Repair $ 20,000 $ 18,998 $ 1,002 ADM Pavement Maintenance Program* $ 150,000 $ 115,643 $ 34,357 ADM Carpet/Flooring Management Program* $ 150,000 $ 36,173 $ 113,827 ADM Interior/Exterior Painting Program* $ 120,000 $ 111,913 $ 8,087 ADM Window/Door Replacement Program* $ 120,000 $ 170,749 $ (50,749) ADM Tree Planting Program* $ 125,000 $ 19,600 $ 105,400 ADM Natural Resource Program* $ 335,000 $ 185,168 $ 149,832 ADM ADA Transition Program* $ 350,000 $ 3,498 $ 346,502 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 $ 661,741 $ 820,759 45% NOTE: Program amount is listed over $100,000, however this covers multiple project locations. 8/31/2015 20 o'1: m.,I►l!Leaew1y gIa1 � I;i ► OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 7 G PLANNING &RESOURCE DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Supervisor of Planning Submitted: August 31, 2015 Subject: FY 2015 3Id Quarter Contributions Report INTRODUCTION AND HISTORY Attached is the FY 2015 3`d Quarter report for contributions received from April 1, 2015 through June 30, 2015. ATTACHMENTS FY 2015 3`d Quarter Contributions Report STAFF RECOMMENDATION The staff recommends to receive and file this report. MOTION Move to receive and file the FY 2015 3Id Quarter report for Contributions received from April 1, 2015 through June 30, 2015. 21 Agenda Item # 7 G Grand Total $251.03, 22 SEPTEMBER 8, 2015 V-ilJ►1OWN&11_I►i►t,� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA AGENDA ITEM NO. 7 H PLANNING & RESOURCE DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Supervisor of Planning & Resource Development Submitted: August 31, 2015 Subject: FY 2015 3td Quarter Temporary Use Permit Report INTRODUCTION AND HISTORY Attached is the FY 2015 3`d Quarter report for Temporary Use Permits from April 1, 2015 through June 30, 2015. ATTACHMENTS - FY 2015 3rd Quarter Temporary Use Permit Report STAFF RECOMMENDATION The staff recommends to receive and file this report. MOTION Move to receive and file the FY 2015 3Id Quarter report for Temporary Use Permits from April 1, 2015 through June 30, 2015. 23 Agenda Item # 7 H _Y _ _OAKL_A_ND COUNTY PARKS & RECREATION COMMISSION_ FY 2015 3rd Quarter Report for Temporary Use Permit ^Revenue - April 1, 2015 - June 30, 2015 SAC MI Antique Festival - Ellis Barn, Pavilion, etc. Michigan Antiques Festival No $3,500.00 :. Springfield Oaks Park Sub -Total $3500.00 IND Back Roads Marathon -Twin Chimneys & Lakeview Pavilions, etc. High Five Races No $1,350.00 Independence Oaks Park Sub -Total $1,350.00 WCM Bicycle and Trailer Detection Testing Continental Auto No $250.00 ri ,r ` I..., p�... .. r}. ; 10 i � .i�;.:'.I'., , 1Naterford Oa s Chun Mark To etSub- tal $Z50 00. k�°l 1 f ,6:, ... ;. wt._ < ... M...•,. „ -__1 _. ,.•;..w z�.• _....ws�1. �. cam. aFY x. I ,.1 ,� w .W, . , ., . �__ __ _ u FY2015 3rd Quarter Temporary Use Permit Revenue Grand Total $5,10D.m 24 1CO�71JW_I011014WVJ►1hA �, I ii i�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 71 PLANNING & RESOURCE DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Melissa Prowse, Supervisor of Planning & Resource Development Submitted: August 31, 2015 Subject: FY 2015 3d Quarter Sponsorship Report INTRODUCTION AND HISTORY Attached is the FY 2015 3d Quarter report for Sponsorships from April 1, 2015 through June 30, 2015, ATTACHMENTS FY 2015 3`d Quarter Sponsorship Report STAFF RECOMMENDATION The staff recommends to receive and file this report. MOTION Move to receive and file the FY 2015 3►d Quarter report for Sponsorships from April 1, 2015 through June 30, 2015. 25 Agenda Item # 7 1 OAKLAND COUNTY PARKS & RECREATION COMMISSION FY 2015 3rd Quarter Report for Sponsorship Revenue - April 1, 2015 - June 30, 2015 REC 2015 Marshmallow Drop Event Detroit Kid w REC �� M�2015 Come Out And Play Event Detroit Kid REC 2015 Disabled Veterans Initiative Barrick Ent $500.00 $500.00 10,000.00 FY2015 3rd Quarter Sponsorship Revenue Grand Total $11,000.00 26 Agenda Item # 7 J COUNTY OF OAKLAND FY 2015 THIRD QUARTER REPORT ENTERPRISE FUND PARKS & RECREATION ADOPTED AMENDED FY2015 VARIANCE BUDGET BUDGET FORECAST FAVI(UNFAV) PERCENT EXPLANATION OF SIGNIFICANT VARIANCES OAKLAND COUNTY PARKS & RECREATION COMMISSION 150800) j OPERATING REVENUE $ 6,752,911.00 $ 9,210,411.00 $ 9,333,211.00 $ 122,800.00 1.33% Unfay. Greens Fees ($57,500) and Rental Golf Carts ($21,000) due to unfavorable early summer weather conditions. Fav, Entrance Fees Gen Admission due to favorable late summer weather, $95,000, Fay. Fees Camping S183,100 based on continued increased demand and favorable camping weather conditions. Fay. Temporary Licenses $33,200 based on activity. Unfay. Antenna Site Management ($60,000) due to anticipated additional towers that did not take place at Addison Oaks and Springfield Oaks, Unfay. Commission Food Services ($50,000) due to seasonal fluctuations and demand. OPERATING EXPENSE $ 25,151,352.00 $ 25,561,432.00 $ 25,261,432.00 $ 300,000.00 1.17% Due to operating losses the past two years the Parks and Recreation Commission approved to reduce the FY2015 budget by $1,601,123 to maintain fund balance. The recommended budget amendment removes historical operating expense favorabilifies in the following accounts: Salaries and Fringe Benefits $711,313, Building Maintenance Charges $272,700, Software Support Maintenance $81,500, Travel and Conference $20,000, Expendable Equipment $110,210, Advertising $100,000, Greenhouse Allocation $21,900, Design Fees $33,500, Info Tech Development $150,000 and General Program Administration $100,000. Unfay. Adj Prior Years Exp ($106,500) for cancelled capital projectwhich were expensed, Unfay. Contracted Services ($119,000), Unfay. Natural Gas ($75,000). Training ($13,900), Design Fees ($30,300) due to increased activity and demand. Grounds Maintenance ($130,000) is offset by additional fay. in Building Maintenance Charges $650,000. Unfay. Uniforms ($57,000) due to replacement needs. Unfay. Maintenance Department Charges ($16,800) due to required maintenance, In addition, Planned Use of Balance was used to purchase seven (7) pickup trucks from the Motor Pool at a cost of $208,552 during the second quarter of FY2016 contributing to overall operating expense projections exceeding revenues, as described below. NET OPERATING INCOME (LOSS) $ (16.398,441,00) $ (16,351,021.00) $ (15,928,221A0) $ 422,800.00 2.59% NON -OPERATING REVENUE $ 16,398,441.00 $ 16,351,021.00 $ 14,423,221.00 $ (1,922.800.00)-11.76% Fay. Property Tax Levy $143,100 based on actual collections, Non -operating (EXPENSE) revenue budget included Planned Use of Fund Balance, $4,271,071. FY2015 operating expenses are expected to exceed revenues by $1.5 million based on projected fourth quarter seasonal trends and year-to-date operating activity. Fav, Prior Years Revenue $33,900 and Gain on Sale of Vehicles $25,600. Unfav, Increase Market Value Invest ($70,500). TOTAL INCOME BEFORE TRANSFERS S - $ - $ (1,500,OOD,00) $ (1 500,omoo) 0.00 % TRANSFERS IN $ S - $ $ CAPITAL IMPROVEMENT PROGRAM $ S - $ $ TOTAL NET INCOME (LOSS)* S S _ $ f1,500,000.00� $ (1,SOO,000.Op TOTAL NET ASSETS - BEGINNING 95,820,847.29_ -$ TOTAL NET ASSETS -ENDING g4,320,847.29 8/31 /2015 27 1�1�1�R�1\Ir1�1�1�1►�r� J:I �i ►�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 8 A ADMINISTRATION To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Sue Wells, Manager of Parks and Recreation Operations Jeff Phelps, Fiscal Coordinator 11 Submitted: September 3, 2015 Subject: FY 2016-2018 Proposed Operating Budget; FY 2016-2018 Proposed Capital Equipment Plan; and FY 2016 Conceptual 4-Year CIP & FY 2016 Maintenance Management Plan INTRODUCTION AND HISTORY Historically the Oakland County Parks and Recreation budget process has followed a conservative approach of under -budgeting revenue and over -budgeting expenses. This approach requires use of the account "Planned Use of Balance" to bring the operating budget in balance. Recent increases in "Planned Use of Balance" became a focal point by the Oakland County Parks and Recreation Commission during the budget process and resulted in their desire to lower the reliance on the accounts use to balance the budget. As a result, the FY 2016 budget was reduced by 5.32% compared to the FY 2015 budget. Though the FY 2016 budget contains increases for Personnel (including a 3% general salary increase), Building Maintenance and Communications, many Contractual Services, Commodity and Internal Service line -item budgets were reduced proportionally across the Parks fund to bring the budget into balance. It is hopeful that Property Tax revenue will continue to rise as the economy recovers, though it has been a slow process. However, it is possible that some budget cuts might be restored by next summer if revenues rebound sufficiently. A copy of the Proposed FY 2016-2018 Budget book is included for your review as well as a proposed resolution for the Fiscal Year 2016 Budget — General Appropriations Act, and the Executive Officer's message which provides a summary of the Proposed FY 2016 Budget expenditures and revenues, There have been no changes from the Proposed FY 2016 Budget book that was presented to the OCPR Commission on June 16, 2015. If you have any questions, please feel free to contact us ahead of time so that we may provide you with the response either before the meeting or at the meeting on September 8, 2015. Since the June 16, 2015, conceptual budget approval by the OCPR Commission, the FY2016 budget is being amended from $24,278,945 to $24,283,545, This increase of $4,600 is due to the "Pathway to a Healthier Michigan" grant acceptance which the Commission approved at the July meeting, was presented for Finance Committee approval on August 6, and is included in the Finance Committee recommended budget slated for the OC Board of Commissioners adoption on September 17, 2015. The final FY2016 Oakland County Parks and Recreation Commission budget document to be presented at the October meeting will reflect this amendment. We have also included a copy of the FY 2016-2020 4-Year Conceptual CIP & Maintenance Management Plan. 28 Page 2 STAFF RECOMMENDATION If all of the questions and concerns of the Commission regarding the Proposed Fiscal Year 2016-2018 Budget and the FY 2016 4-Year CIP & Maintenance Management Plan have been addressed, it would be appropriate to approve the enclosed proposed resolution and adopt the Fiscal Year 2016 General Appropriations Act, balancing total appropriations with available resources at $24,283,545; and also approve FY 2016 4-Year CIP & Maintenance Management Plan. MOTION Move to approve the Fiscal Year 2016-2018 Oakland County Parks and Recreation Proposed Operating Budget and adopt the Fiscal Year 2016 General Appropriations Act resolution balancing total appropriations with available resources at $24,283,545; and Move to approve FY 2016 Proposed Capital Equipment Plan; and Move to approve and proceed with the Fiscal Year 2016 4-Year Conceptual Capital Improvement Plan and FY 2016 Maintenance Management Plan. 29 OAKLAND COUNTY PARKS AND RECREATION COMMISSION FISCAL YEAR 2016 BUDGET GENERAL APPROPRIATIONS ACT WHEREAS in accordance with the provisions of Public Act 261 of 1965, the County and Regional Parks Act, and Public Act 621 of 1978 (as amended), the Uniform Budgeting and Accounting Act for Local Government, and the most recently revised By -Laws of the Oakland County Parks and Recreation Commission approved January 12, 2011, it is the responsibility of the Oakland County Parks and Recreation Commission to amend and adopt the annual Oakland County Parks and Recreation Commission Budget; and WHEREAS, the Parks and Recreation Executive Officer received budget requests from all Parks and Recreation Budget Units, and the Parks and Recreation Executive Officer and his staff has prepared and submitted in detail the Parks and Recreation Executive Officer's Fiscal Year 2016 Budget Recommendation to the Oakland County Parks and Recreation Commission; and WHEREAS, the Oakland County Parks and Recreation Commission has reviewed in detail the Parks and Recreation Executive Officer's Fiscal Year 2016 Budget Recommendation as shown on Schedules A, B, C, D, E, F, and G, hereby annexed and made part of the General Appropriations Act for Fiscal Year 2016; and WHEREAS supplemental summaries and data contained herein are for informational purposes only, and are not part of the General Appropriations Act for Fiscal Year 2016. NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation Commission, after due deliberation, does hereby amend and adopt the Fiscal Year 2016 General Appropriations Act balancing total appropriations with available resources at $24,283,545, BE IT FURTHER RESOLVED that as stated in the Commission By -Laws, appropriations accumulated within the department will be deemed maximum authorization to incur expenditures. The Parks and Recreation Executive Officer or his designated Fiscal Officer shall exercise supervision and control of all budgeted expenditures with each Budget Unit, and at no time shall the expenditures exceed the total appropriation for the department as originally amended or adopted by the Oakland County Parks and Recreation Commission. Date: Moved by: Supported by: AYES: NAYS: 30 Executive Officer's Proposed FY 2016 Budget Message Oakland County Parks and Recreation Commission: Executive Officer's Revised Financial Summary: Revenue and Expense Budget f income Statement) Illustrative Net Position - Unrestricted (Balance Sheet) FY2016 - $24,278,945 Operating Reserve $ 5,750,000 FY2017 - $24,768,945 Capital Reserve $ 7,495,057 FY2018 - $25,213,945 FY2016 Capital Equipment (Schedule F, Page 26) $ 398,000 FY2016 Planned Use of Balance $ 2,428,414 Capital Improvement Plan (Active & Completed) $10,709,647 Total Net Position — Executive Officer's Message Unrestricted as of 9/30/2014 826,781 118 Enclosed are the proposed revised budgets for operations, capital equipment and capital projects for the Oakland County Parks and Recreation Commission for Fiscal Years 2016, 2017 and 2018. Parks and Recreation staff and Fiscal Services staff have prepared these budgets using results from the county -wide survey, the history of revenue and expense, service demands, and outcomes from planning sessions with operational staff and the Commission. We continue to budget revenues on a conservative basis and expenses on a realistic basis. Due to the continued effects from the economic decline, the property tax levy revenue is a lower percentage of the overall fund revenues for the Parks and Recreation system. Budgets for FY 2016 through FY 2018 were developed from the FY 2014 Actuals and the FY 2015 budget. Property tax revenue adjustments were based on recommendations from the County's Management & Budget department utilizing the current taxable value information contained in the April 2015 Equalization Report and other economic forecasts: FY 2015 projected increase 3.50% FY 2016 projected increase 3.50% FY 2017 projected increase 3.50% 31 Executive Officer's Proposed FY 2016 Budget Message The Role of Strategic Planning Based on the OCPRC mission statement and the vision of being recognized as a world class parks and recreation agency, full, part-time staff and over 1,000+ volunteers are committed to achieving the highest level of customer service using best practices. Initiatives are in place to provide outstanding service for our two million annual visitors; and to continue the maintenance needed to meet visitor expectations for maintained, accessible and safe facilities. Internal operation changes have increased efficiencies. For example, staff salary and fringe benefits have been reallocated among budget units to reflect true costs for revenue pricing and cost recovery. Budget Year Cycles • FY 2016 budget year will commence October 1, 2015 -September 30, 2016 • FY 2017 budget year will commence October 1, 2016 -September 30, 2017 • FY 2018 budget year will commence October 1, 2017 -September 30, 2018 Note: These dates coincide with the County of Oakland's fiscal years and its triennial budget process. FY 2016 Revised Revenue The recommended revenue budget is $24,278,945; down from the FY 2015 amended budget by (5.33%). The FY 2016 revenue budget includes: • Property taxes from the one -quarter Millage $ 12,305,000 (50.69%) • Charges for Services $ 9,272,581 (38.19%) • Income on Investments & Other Revenue $ 359,950 (1.48%) • Planned Use of Balance $ 2,341,414 (9.64%) 9.640/. 1.48% FY2016 Revenue ■ Property taxes ■ Charges for Services Planned Use of Fund Balance ■ Investment Income and Other 32 Executive Officer's Proposed FY 2016 Budget Message Revenues from Property Tax Levy represent a 5.15% increase from the FY2015 Amended Budget. Planned Use of Balance was decreased (46.25%) from the FY2015 Amended Budget to bring the account in -line with the Depreciation budget, eliminate funding of the operating budget and provide a means for the operating budget to cover a portion of depreciation expense, as requested by the Parks and Recreation Commission. FY 2016 Revised Expense The recommended operating expense budget is $24,278,945; a decrease from the FY 2015 amended budget by (5.33%). The FY 2016 expense budget includes: • Salaries expense $8,399,286 (34.60%) • Fringe Benefits expense $3,223,908 (13.28%) • Contractual Services expense $6,290,924 (25.91%) 5.2851,6 • Commodities expense $1,282,538 (5.28%) • Depreciation expense $3,313,815 (13.65%) • Internal Services expense $1,768,474 (7.28%) 7.29% FY2016 Expense ■ Salaries ■ Fringe Benefits L) Contractual Services ■ Commodities a Depreciation The FY2016 Salary and Fringe Benefit budget includes a general salary increase of 3.0%. Salaries and fringe benefits allocations have also been adjusted downward to reflect current usage of PTNE staff park wide and seven (7) authorized FTE positions are not budgeted. In addition, PTNE staffing changes resulting in a net decrease of ($11,323) are included in the budget. A Fiscally Sound Budget Package The Administrative Management Team, Fiscal/Operational staff and I firmly believe the enclosed budget shows our dedicated commitment to offer the highest quality facilities, programs, and services to the residents of Oakland County for FY2016-FY2018 Sincerely, Daniel J. Stencil, Executive Officer 33 A i K IrAj WM 0 1 D14KO Proposed FY Owl 2016 Capital Equipment Plan 34 2016 PROPOSED CAPITAL EQUIPMENT SUMMARY _ Replacement (R) or New (N) Centerr e IExisting Equipment Equipment Description Estimated Cost Cent ADD G LG G RV IIIND LYG �IVIR �RDG �RWP �SPG ISAC IW LG W LG 1WTR 2002 Kawasaki Mule 2003 3500D 1989 John Deere Tractor 2007 Ventrac 2003 Greensking IV 2003 Greensking IV (R) Kubota (R) Toro 3500D (R) 4044 John Deere Tractor (R) Ventrac (R) Jacobsen Greensking IV Plus (N) Star Lab (R) Toro Greensmower 2010 Pool Vac (R) Maxi Sweep Pool Vac 2005 Toro Reelmaster Fairway (R) 5010 Toro Fairway Mower 2002 72" Rotary Deck Mower (R) 72" Rotary Mower 2005 Toro Grounds Master 4500-D Toro Grounds Master 4500-D (R) 2004 Greensking IV (R) Jacobsen Greensking IV Plus 1994 Sweeper (R) Sweeper Total $18,000 $35,000 $36,000 $34,000 $29,000 $15,000 $29,000 $7,000 $51,000 $25,000 $60,000 $29,000 $30,000 $398,000 35 VV.A1'.IWt1►1 PJK*i1J0119 �_I H,'► OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Sue Wells, Manager of Parks and Recreation Operations Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Submitted: August 18, 2015 Subject: FY2016 PROPOSED Capital Improvement Program (CIP) & Maintenance Management Plans EXECUTIVE SUMMARY 1. In an effort to continue to maintain, improve and manage over 230 park facilities, buildings and structures within the 13 Oakland County Parks, staff continues to improve the identification and forecasting of both capital and maintenance projects. Of the proposed FY2016 CIP/Maintenance Management Plan projects, 89.7% represent a reinvestment into existing fixed assets and 10.3% represent an investment in new assets. 2. Funds Requested (FY2016): A. In -Progress FY2015 CIP Management Plant (Carry Over) _ $733,000 (CIP Funding) B. Pending FY2016 CIP Management Plan (Proposed) _ $693,600 (CIP Funding) C. Proposed FY2016 Maintenance Management Plan = $515,000 (Operation Funding) 3. Of the estimated $89,840,149 in current replacement value (CRV) of park capital assets', these management plans represent a 1.6% reinvestment. A. According to both the "National Research Council - Building Research Committee", and the "Association of Physical Plant Administrators (APPA), Capital Renewal and Deferred Maintenance Programs Report, 2009, Harvey Kaiser", an estimated 2% - 4% reinvestment (capital renewal) of the current replacement value of facilities is recommended (1.8 to 3.6 Million). B. 4%-5% is documented in the 2008 OCPRC Strategic Plan, Pros Consulting, Leon Younger ($3.6 to 4.5 Million). 4. The original 10 year CIP/Maintenance Management Plan Forecast has been revised pursuant: A. Receipt of management & budget financial information on June 1, 2015. B. Administrative directives to; 1) Temporarily modify the original 10 year forecast to a 4 year forecast. 2) Meet a $1.5 million annual goal for CIP projects/programs/contingencies. C. To include a new list of all Unfunded Capital Projects within the management plans. PLANNING OVERVIEW 1. Refer to planning review (Appendix A, Page 75-79) for detailed planning information relative to management plans. MANAGEMENT PLAN OVERVIEW 1. Capital/Maintenance Management Plan A. Initial budget history: 1) Completed as part of the annual budget review process. 2) Began forecasting 15 years in FY2010. 3) Modified the 15 year forecast to a 10 year forecast in FY2015, to align with various park planning efforts. 4) Temporarily modified the proposed FY2016 10 year forecast to a 4 year forecast to allow; a. For the establishment of a committee of staff and commissioners to complete a review of the unfunded projects, prioritize and forecast over the next 10 years. b. Staff/commission to meet the Capital Improvement Program goal of $1.5 million annually. 1 Reference; OCPRC Industrial Appraisal Company - Insurance Summary Report, dated 9-30-2010, termed 'Cost of Reproduction New' 36 Page 2 5) Management plan is reviewed annually by chiefs, park supervisors and staff beginning in September, prior to the following fiscal year budget cycle. 6) FY2016 Capital Improvement Program Budget (Refer to attached CIP Management Plan, page 13) a. Pending Projects (Proposed) 1. Design/Engineering Projects (0)2 $ 0.00 2. Construction Projects (4) $533,600.00 3. Replacement Programs (3) $160,000.00 Total Pending Projects $ 693,600.00 b. 11 In -Progress Projects (Carry-over from 2015) 1. Design/Engineering Projects (1) $ 20,000.00 2. Construction Projects (10) $713,000.00 Total In -Progress Projects $ 733,600.00 C. Total Capital Improvement Program Budget $1,426,600.00 7) FY2016 Maintenance Program Budget (Refer to attached Maintenance Management Plan, page 61) a. 8 Proposed Projects/Programs 1. Design/Engineering (0)3 $ 0.00 2. Construction Maintenance Projects (2) $ 20,000.00 3. Maintenance Programs (4) $110,000.00 4. Natural Resource Programs (2) $335,000.00 Total Maintenance Program Budget $515,000.00, 8) FY2016 — 2020 Capital Improvement Program 4 Year Forecast (Refer to attached CIP Forecast, pages 43-60) 9) FY2016 — 2020 Maintenance Program — 4 Year Forecast (Refer to attached Maintenance Forecast, pages 71-74) 10) FY2016 Capital Improvement Unfunded Project List (Refer to attached CIP Management Plan, page) a. The total of Unfunded Projects is approximately $41.6 million. b. Of the total amount, approximately $23.5 million is a reinvestment into existing facilities. ATTACHMENT - Proposed FY2016 — FY2020 Capital Improvement/Maintenance Management Plan & 4-Year Forecast. 2 Conceptual design/engineering for the projects listed within the 4 year forecast will be completed with in-house architectural and landscape architectural staff. 3 This amount is budgeted under the Facilities Maintenance (FM) budget center, #730789 - General Program Administration, 37 L=.1!WgI91weigIaA �! uI i �� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Submitted: September 3, 2015 Subject: Proposed OCPR Commission Purchasing Limits Procedure INTRODUCTION AND HISTORY AGENDA ITEM NO. 8 B ADMINISTRATION The OCPR Commission has recommended establishing purchasing limits to be incorporated into the Oakland County Parks and Recreation Purchasing procedures. At the Executive Committee meeting on August 28, 2015, it was recommended to establish the following changes for all purchases at Oakland County Parks and Recreation: For purchases in the amount of $20, 000.00 - $99, 999.99 for project costs, goods, contracted services or consultants: All purchases will be placed on the OCPR Commission agenda - under Consent Agenda - for approval by the Commission, prior to any purchases. For purchases in the amount of $100, 000.00 and greater for project costs, goods, contracted services or consultants: All purchases will be placed on the OCPR Commission agenda - under Reclular Agenda - for approval by the Commission, prior to any purchases. In case of an emergency purchase, the Executive Officer, or his designee, will contact the Chairman and receive verbal approval of the purchase, before the purchase is made, and the item will appear on the OCPR Commission agenda, under the appropriate section, at the Commission meeting immediately following the purchase. Scott Guzzy and Andy Krumwiede of Oakland County Purchasing will be in attendance at this meeting to address any questions the Commission may have regarding this proposed change in OCPR procedures. We will also have a copy of the Oakland County Purchasing Policy manual available. MOTION Move to approve the modification to the Oakland County Parks and Recreation Purchasing Procedures as follows: For purchases in the amount of $20,000.00 - $99,999.99 for project costs, goods, contracted services or consultants: All purchases will be placed on the OCPR Commission agenda - under Consent Agenda - for approval by the Commission, prior to any purchases. For purchases in the amount of $100,000.00 and greater for project costs, goods, contracted services or consultants: All purchases will be placed on the OCPR Commission agenda - under Reqular Aqenda - for approval by the Commission, prior to any purchases. In case of an emergency purchase, the Executive Officer, or his designee, will contact the Chairman and receive verbal approval of the purchase, before the purchase is made, and the item will appear on the OCPR Commission agenda, under the appropriate section, at the Commission meeting immediately following the purchase. 38 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 8 Cr1 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Zach Crane, Project Manager Submitted: August 18, 2015 Subject: Independence Oaks Safety Path Interlocal Agreement EXECUTIVE SUMMARY 1. To recommend approve an Interlocal Agreement between Independence Township and Oakland County that outlines the financial responsibilities of each agency for the design, construction, and maintenance of a proposed 8,498 linear foot 8' wide safety path and 10' wide boardwalks (collectively "Safety Path"). 2. Agreement Financial Summary a) Total Conceptual Project Costs is $1,341,417. b) OCPRC is responsible for $150,000 in design/engineering Fees, project management and shared construction cost, estimated at $591,417, for a total investment of $741,417. c) Independence Township is responsible for shared construction costs, up to $600,000,00, d) Once the project is completed, the township takes ownership of the Safety Path, with the responsibility of all future maintenance. 3. The Safety Path Design/Engineering has been on hold with the construction currently unfunded for FY2016 and not included within the proposed capital forecast. a) $34,114.45 was expended in FY2014, as budgeted for the necessary topographical, tree and wetland survey, 4. If the Agreement is recommended for approval, OCPRC must consider which fiscal year to complete the project and how to fund the project without sacrificing any current, proposed or forecasted capital projects. PLANNING OVERVIEW 1. Refer to planning review (attached) for detailed planning information relative to this project 2. Capital/Maintenance Management Plan a) Initial budget history: Upper Bushman Boardwalk Fiscal Year & Trail Phase II — Notes Design/Construction 2013 $268,000 2014 $1,586,335 1 Adjusted Scope of work 2015 $1,586,335 2016 $0 PROJECT OVERVIEW 1. Independence Safety Path (Need): a) Design & construction purpose: 1) Since acquiring and opening Independence North in 2011, several trail projects were identified to create access to the property. After completion of trail access down to the upper bushman lake, a phase two trail project was identified to create connection between Independence Oaks main and north properties, The trail would provide direct access from Independence Main to Independence North and increase the overall trail connectivity within 39 Page 2 the park. Independence Township was identified as a partner as the trail provides a link within the Township's safety path masterplan. b) Design & construction considerations: 1) Provide pedestrian access from existing Independence Main entrance to Independence North parking lot 2) Design pathway location entirely within Sashabaw Rd Right of way. 3) Surveying completed in spring of FY2014 ($34,114.45) for the purpose of refining the scope of work, i.e. lengths of boardwalk, asphalt path. c) Design program elements: 1) 8498 LF of total Pathway within west side of Sashabaw Rd ROW 2) 2285 LF of 10'W boardwalk w(railing 3) 6213 LF of 8'W asphalt path 4) Sashabaw Rd Crosswalk connecting IND_N Parking Lot and existing section of Independence Twp. Safety Pathway 2. Design/Engineering Consultants & Construction Managers a) Prime design consultants — TBD b) Construction manager — George W. Auch Company 3. Previous discussionsiagenda dates a) Included in Budget Review Process as an Active or Pending Project since FY2013 b) Project Conceptual Review & Update — February 2014 1) Discussed Grant opportunities c) FY2015 CIP Project Budget Review— May 2015 4. Funding considerations a) The following funding opportunities have been explored by OCPRC and Independence Twp. staff; 1) Michigan Transportation Alternatives Program (TAP) Grant 2) Michigan Natural Resources Trust Fund Development Grant 5. Fiscal Considerations: a) Refer to the planning review (attached) for revenue, expense and operational information. b) Anticipated annual depreciation: 1) Total Project costs: $741,417 (OCPRC Investment) 2) Upon completion of the safety path construction and restoration project, the safety path will be incorporated into Independence Township's safety path system. Since OCPRC will not own, maintain or be responsible for the safety path, the safety path will not be a depreciable asset. This requires the project to be accounted for in Independence Oaks operating budget as an operating expense in the fiscal year of construction. 3) The township's $600,000 reimbursement portion of the construction costs would be fiscally accounted for as an operating contribution (revenue), CONCEPTUAL BUDGET INFORMATION Project Budget breakdown: 1. 8'W Asphalt Path: $147,932 2. 10'W Boardwalk: $674,075 3. Sashabaw Rd. Crosswalk: $36,000 4. Design/Engineering Budget: $115,885,55 a. Survey: $34,114.45 ATTACHMENTS 1. Attachment A — Interlocal Agreement 2, Attachment B — Exhibit A 3. Attachment C — Planning Review 4. Attachment D — Conceptual Construction Estimate STAFF RECOMMENDATION For FY2016, staff is recommending to not fund this project due to limited capital funds and focus on reinvestment projects within the park system. Therefore staff is requesting Commission direction for this project. MOTION No motion at this time. 40 AGREEMENT FOR INDEPENDENCE SAFETY PATH PROJECT BETWEEN OAKLAND COUNTY AND CHARTER TOWNSHIP OF INDEPENDENCE This Agreement (the "Agreement") is made between Oakland County, a Constitutional and Municipal Corporation, 1200.North Telegraph, Pontiac, Michigan 48341 ("County"), through its statutory agent the Oakland County Parks and Recreation Commission ("OCPRC") and the Charter Township of Independence, 6483 Waldon Center Drive, Clarkston, Michigan 48346 ("Township"). The County and the Township may also be referred to jointly as "Parties" or individually in a generic or alternative sense as a "Party." INTRODUCTION AND PURPOSE OF AGREEMENT. The County and the Township now enter into this Agreement, pursuant to Michigan law, for the purpose of delineating the duties and responsibilities between the Parties with respect to the design, engineering, construction, ownership and maintenance of a safety path in the locations generally depicted on the attached Exhibit "A" generally paralleling Sashabaw Road and the boundary line of Independence Oaks Park for the benefit and use of the park, park patrons, and the general public. The Parties agree to the following terms and conditions: 1. DEFINITIONS. The following words and expressions used throughout this Agreement, whether used in the singular or plural, shall be defined, read, and interpreted as follows. 1.1. Agreement means the terms and conditions of this Agreement and any other mutually agreed to written and executed modification, amendment, addendum, or exhibit approved in accordance with Section 2. 1.2. Claims means any alleged losses, claims, complaints, demands for relief or damages, lawsuits, causes of action, proceedings, judgments, deficiencies, liabilities, penalties, litigation, costs, and expenses, including, but not limited to, reimbursement for reasonable attorney fees, witness fees, court costs, investigation expenses, litigation expenses, amounts paid in settlement, and/or other amounts or liabilities of any kind which are incurred by or asserted against a party, or for which a party may become legally and/or contractually obligated to pay or defend against, whether direct, indirect or consequential, whether based upon any alleged violation of the federal or the state constitution, any federal or state statute, rule, regulation, or any alleged violation of federal or state common law. 1.3. County means Oakland County, a municipal and constitutional corporation, including, but not limited to, all of its departments, divisions, the County Board of Commissioners, elected and appointed officials, directors, board members, council members, commissioners, authorities, committees, employees, agents, volunteers, and/or any such persons' successors. 1.4. County Emplovee means without limitation, any employees, officers, managers, trustees, volunteers, attorneys, and representatives of the County, and also includes any County licensees, concessionaires, contractors, subcontractors, independent contractors, contractor's suppliers, subsidiaries, joint ventures or partners, and/or any such persons, Page l of 7 SAFETY PATH PROJECT - INTERLOCAL AGREEMENT August Ig, 2M 41 successors or predecessors, employees (whether such persons act or acted in their personal, representative or official capacities). "County Employee" shall also include any person who was a County Employee at any time during the term of this Agreement but, for any reason, is no longer employed, appointed, or elected in that capacity. 1.5. Day means any calendar day beginning at 12:00 a.m, and ending at 11:59 p.m. 1.6. OCPRC means the Oakland County Parks and Recreation Commission, as established by resolution of the Oakland County Board of Commissioners pursuant to Public Act 261 of 1965, MCL 46.351, et seq. 1.7. Safety Path means the safety path to be designed, engineered, constructed and maintained under this Agreement in the locations generally depicted on the attached Exhibit "A" generally paralleling Sashabaw Road and the boundary line of Independence Oaks Park, as well as a cross walk on Sashabaw Road. Exhibit "A" is incorporated into this Agreement. Exhibit A shall be amended and replaced with the final survey drawings once the design and engineering plans for the Safety Path are complete. 1.8. Township means the Charter Township of Independence, including, but not limited to, its Board, any and all of its departments, divisions, elected and appointed officials, board members, commissioners, authorities, committees, employees, agents, subcontractors, attorneys, volunteers, and/or any such persons' successors. 1.9. Township Emplovee means without limitation, any employees, officers, managers, trustees, volunteers, attorneys, and representatives of the Township, and also includes any Township licensees, concessionaires, contractors, subcontractors, independent contractors, contractor's suppliers, subsidiaries, joint ventures or partners, and/or any such persons, successors or predecessors, employees, (whether such persons act or acted in their personal, representative or official capacities). "Township Employee" shall also include any person who was a Township Employee at any time during the term of this Agreement but, for any reason, is no longer employed, appointed, or elected in that capacity. 2. EFFECTIVE DATE/DURATION OF INTERLOCAL AGREEMENT/AMENDMENTS. 2.1. This Agreement and any amendments to this Agreement shall be effective when executed by both Parties. All amendments to this Agreement shall be in writing. The approval of this Agreement and any amendments shall be entered in the official minutes of the governing bodies of each Party. An executed copy of this Agreement and any amendments shall be filed by the County Clerk with the Secretary of State. 2.2. This Agreement shall commence on the date the Agreement is completely executed by all Parties and end when expired or terminated as provided in Section 8. 3. DESIGN/ENGINEERING, CONSTRUCTION AND MAINTENANCE OF THE SAFETY PATH. 3.1. There shall be a Safety Path Construction Work Group comprised of individuals identified in this Section, which shall do the following: (a) provide input regarding the Safety Path design and construction/engineering plans; (b) provide input regarding the award of contracts relating to the design, engineering and construction of the Safety Path; (c) administratively review and approve construction change orders within the approved Safety Path project amount, if any; and (d) provide input regarding information and notifications to the public regarding the Safety Path. The Safety Path Construction Work Group shall be comprised of the OCPRC Executive Officer or his/her designee, Township Supervisor or Page 2 of 7 SAFETY PATH PROJECT - INTERLOCAL AGREEMENT August 18, 2015 42 his/her designee, the persons designated by the OCPRC Executive Officer and Township Supervisor as the project leads, one person designated by the OCPRC Executive Officer, and one person designated by the Township Supervisor ("Work Group"). The OCPRC Executive Officer and the Township Supervisor shall each designate one person to be the project lead for the Safety Path Project, who shall be the primarily points of contact for this project. The Work Group shall meet as necessary for the above purposes until completion of the construction of the Safety Path. The Work Group will meet at the call of the OCPRC Executive Officer or the Township Supervisor. Unless the OCPRC Executive Officer and the Township Supervisor mutually agree otherwise, the OCPRC Executive Officer will chair the meetings of the Work Group and a member of the OCPRC staff will be designated to take notes of the meetings and distribute copies of same to all participants after each meeting. The OCPRC Executive Officer will be responsible for providing the Work Group with the documents and information necessary to provide the input and approvals described in this Section. The Work Group will operate by consensus of those attending the meetings. In the event a consensus cannot be reached on a matter involving the design, engineering, award of contracts, or construction change orders, the lack of such consensus and the positions of the various participants in the discussion will be reflected in the notes of the meeting and transmitted to the OCPRC, which shall make the decision. 3.2. The County, through the OCPRC, shall perform or cause to be performed the design, engineering, easement acquisition (if any are required for the construction of the Safety Path) and permitting for the construction of the Safety Path, at its sole cost and expense. Upon completion of the Safety Path, the County shall convey/transfer all easements, if any, to the Township. 3.3. The County, through the OCPRC, shall perform or cause to be performed the construction of the Safety Path and the reasonable restoration of all areas disturbed by such construction. The Township shall be responsible for $600,000,00 of the actual costs of such construction and restoration and the County shall be responsible for the balance of the cost of such construction and restoration. 3.4. The Township shall perform or cause to be performed the ongoing maintenance and/or replacement of the Safety Path at its sole cost and expense Said maintenance shall be in the sole discretion of the Township; provided, however, that the timing and level of maintenance of the Safety Path shall be roughly equivalent to that which is undertaken for other safety paths in the Township's System from time to time. 3.5. Upon completion of the Safety Path construction and restoration, the Safety Path is hereby deemed a part of and incorporated into the Township's Safety Path System. This subsection shall survive any termination of this Agreement; provided, however, that the Township shall have the sole discretion to discontinue, abandon and/or remove all or any part of the Safety Path after termination of this Agreement. 4. PAYMENTS. 4.1. Upon completion of the Safety Path construction and restoration, the Township shall pay its share of such costs per Subsection 3.3 within 60 days of receipt of an invoice from the County for the same. 4.2. If either Party, for any reason, fails to pay the other Party any monies when and as due under this Agreement, the non -breaching Party may exercise the remedies found in Subsection 4.3 and Section 7. In addition, the non -breaching Party shall have the right to Page 3 of 7 SAFETY PATH PROJECT - TNTERLOCAL AGREEMENT August 19, 2015 43 charge up to the then -maximum legal interest on any unpaid amount. Interest charges shall be in addition to any other amounts due under this Agreement. Interest charges shall be calculated using the daily unpaid balance method and accumulate until all outstanding amounts and accumulated interest are fully paid. 4.3. Notwithstanding any other term and condition in this Agreement, if a non -breaching Party pursues any legal action in any court to secure payment under this Agreement, and prevails, the breaching Party agrees to pay all costs and expenses, including attorney fees and court costs, incurred in the collection of any amount. 5. ASSURANCES, 5.1. Each Party shall be responsible for any Claims made against that Party by a third party, and for the acts of its employees arising under or related to this Agreement. 5.2. Except as required by Section 4.3, in any Claim that may arise from the performance of this Agreement, each Party shall seek its own legal representation and bear the costs associated with such representation, including judgments and attorney fees. 5.3. Except as otherwise provided for in this Agreement, neither Party shall have any right under this Agreement or under any other legal principle to be indemnified or reimbursed by the other Party or any of its agents in connection with any Claim. 5.4. This Agreement does not, and is not intended to, impair, divest, delegate or contravene any constitutional, statutory, and/or other legal right, privilege, power, obligation, duty, or immunity of the Parties. Nothing in this Agreement shall be construed as a waiver of governmental immunity for either Party or their respective employees. 5.5. The Parties have taken all actions and secured all approvals necessary to authorize and complete this Agreement. The persons signing this Agreement on behalf of each Party have legal authority to sign this Agreement and bind the Parties to the terms and conditions contained herein. 5.6. Each Party shall comply with all federal, state, and local ordinances, regulations, administrative rules, and requirements applicable to its activities performed under this Agreement. 6. LIMITATION OF LIABILITY. In no event shall either Party be liable to the other Party or any other person, for any consequential, incidental, direct, indirect, special, and punitive or other damages arising out of this Agreement. 7. DISPUTE RESOLUTION. All disputes relating to the execution, interpretation, performance, or nonperformance of this Agreement involving or affecting the Parties shall first be submitted to the OCPRC Executive Officer and the Township Supervisor. The OCPRC Executive Officer and the Township Supervisor shall promptly meet and confer in an effort to resolve such dispute. If they cannot resolve the dispute in five (5) business days, the dispute may be submitted to a panel of three individuals, with the OCPRC Executive Officer and the Township Supervisor each selecting a member, and the two members so selected choosing the third member. If the dispute is not resolved within thirty (30) business days then, at the option of both Parties, the matter may be submitted to arbitration by a single arbitrator (selected by the panel), with arbitration conducted in Oakland County, Michigan in accordance with the rules of the American Arbitration Association, and judgment on the award rendered by the arbitrator may be entered in any court having jurisdiction; or the matter may be submitted to facilitation at the option of both Parties. Page 4 of 7 SAFETY PATH PROJECT - INTERLOCAL AGREEMENT August 18, 2015 44 S. TERMINATION OR EXPIRATION OF AGREEMENT, 8.1. Upon no less than one hundred and eighty (180) days advance written notice, either Party may, in its sole discretion, terminate this Agreement for any reason including convenience. The effective date of termination shall be clearly stated in the written notice. 8.2. Either the Board of Commissioners' Chairperson or the OCPRC Chairperson is authorized to terminate this Agreement for the County under this Section 8. 8.3. Unless terminated earlier under Subsection 8.1, this Agreement shall expire and be of no further force or effect three (3) years after the completion of the Safety Path construction. 9. DELEGATION OR ASSIGNMENT. Neither Party shall delegate or assign any obligations or rights under this Agreement without the prior written consent of the other Party. For purposes of this Section, consent for the County shall be given by the OCPRC Executive Officer or his/her successor and consent for the Township shall be given by the Township Supervisor. Also for purposes of this Agreement, a Party contracting with a third party contractor to perform the design, engineering, construction, maintenance, repair or replacement of the Safety Path on the Parry's behalf shall not operate as an assignment or delegation under this Section. 10. NO EMPLOYEE -EMPLOYER RELATIONSHIP. Nothing in this Agreement shall be construed as creating an employer -employee relationship between County and the Township. 11. NO THIRD PARTY BENEFICIARIES. This Agreement does not and is not intended to create any obligation, duty, promise, contractual right or benefit, right to indemnification, right to subrogation, and/or any other right in favor of any person or entity other than the Parties. 12. NO IMPLIED WAIVER. Absent a written waiver, no act, failure, or delay by a Party to pursue or enforce any rights or remedies under this Agreement shall constitute a waiver of those rights with regard to any existing or subsequent breach of this Agreement. No waiver of any term, condition, or provision of this Agreement, whether by conduct or otherwise, in one or more instances shall be deemed or construed as a continuing waiver of that or any other term, condition, or provision of this Agreement, No waiver by either Party shall subsequently affect its right to require strict performance of this Agreement. 13. SEVERABILITY. If a court of competent jurisdiction finds a term or condition of this Agreement to be illegal or invalid, then the term or condition shall be deemed severed from this Agreement. All other terms, conditions, and provisions of this Agreement shall remain in full force. 14. CAPTIONS. The section and subsection numbers, captions, and any index to such sections and subsections contained in this Agreement are intended for the convenience of the reader and are not intended to have any substantive meaning. The numbers, captions, and indexes shall not be interpreted or be considered as part of this Agreement. Any use of the singular or plural, any reference to gender, and any use of the nominative, objective or possessive case in this Agreement shall be deemed the appropriate plurality, gender or possession as the context requires. 15. FORCE MAJEURE. Notwithstanding any other term or provision of this Agreement, neither Party shall be liable to the other for any failure of performance hereunder if such failure is due to any cause beyond the reasonable control of that Party and that Party cannot reasonably accommodate or mitigate the effects of any such. cause. Such cause shall include, without limitation, acts of God, floods, fire, explosion, vandalism, national emergencies, insurrections, riots, wars, strikes, lockouts, work stoppages, other labor difficulties, or any law, order, Page 5 of 7 SAFETY PATH PROJECT - INTERLOCAL AGREEMENT August 19, NO 45 regulation, direction, action, or request of the United States government or of any other government. Reasonable notice shall be given to the affected Party of any such event. 16, NOTICES, Notices given under this Agreement shall be in writing and shall be personally delivered, sent by express delivery service, certified mail, or first class U.S. mail postage prepaid, and addressed to the person listed below. Notice will be deemed given on the date when one of the following first occur: (i) the date of actual receipt; (ii) the next business day when notice is sent express delivery service or personal delivery; or (iii) three days after mailing certified U.S. mail. 16.1. If Notice is sent to County and OCPRC, it shall be addressed and sent to: OCPRC Executive Officer, 2800 Watkins Lake Road, Waterford, Michigan 48328 and the Chairperson of the Oakland County Board of Commissioners, 1200 North Telegraph Road, Pontiac, Michigan 48341. 16.2. If Notice is sent to The Township, it shall be addressed to: Independence Township Supervisor, 6483 Waldon Center Drive, Clarkston, Michigan 48346 and the Independence Township Clerk, 6483 Waldon Center Drive, Clarkston, Michigan 48346. 16.3. Either Party may change the individual to whom Notice is sent and/or the mailing address by notifying the other Party in writing of the change. 17. GOVERNING LAW/CONSENT TO JURISDICTION AND VENUE. This Agreement shall be governed, interpreted, and enforced by the laws of the State of Michigan. Except as otherwise required by law or court rule, any action brought to enforce, interpret, or decide any Claim arising under or related to this Agreement shall be brought in the 6th Judicial Circuit Court of the State of Michigan, the 52-2 District Court of the State of Michigan, or the United States District Court for the Eastern District of Michigan, Southern Division, as dictated by the applicable jurisdiction of the court. Except as otherwise required by law or court rule, venue is proper in the courts set forth above. 18. ENTIRE AGREEMENT. This Agreement represents the entire agreement and understanding between the Parties regarding the design, engineering, construction and maintenance of the Safety Path. This Agreement supersedes all other oral or written agreements between the Parties regarding that subject matter. The language of this Agreement shall be construed as a whole according to its fair meaning, and not construed strictly for or against any Party. IN WITNESS WHEREOF, Patrick Kittle, Supervisor, Charter Township of Independence, has been authorized by a resolution of the Charter Township of Independence Board of Trustees, to execute this Agreement on behalf of the Township. EXECUTED: Patrick Kittle, Supervisor Charter Township of Independence WITNESSED: DATE: DATE: IN WITNESS WHEREOF, Michael J. Gingell, Chairperson, Oakland County Board of Commissioners, has been authorized by a resolution of the Oakland County Board of Commissioners to execute this Agreement on behalf of the County. Page 6 of 7 SAFETY PATH PROJECT - INTERLOCAL AGREEMENT August 18. 2015 46 EXECUTED: Michael J. Gingell, Chairperson Oakland County Board of Commissioners WITNESSED: DATE: DATE: IN WITNESS WHEREOF, , , Oakland County Parks and Recreation Commission, has been authorized by a resolution of the Oakland County Parks and Recreation Commission to execute this Agreement on behalf of the County. EXECUTED: WITNESSED: DATE: Oakland County Parks and Recreation Commission DATE: Page 7 of 7 SAFETY PATH PROJECT - INTERLOCAL AGREEMENT August 18, 2015 47 �VLJyI'., h, `I �i�� •4 a nisi ,tTv. :•a_, ,y, _tom ,,�;`. } ;.- x„r,.c_,r�, -- ., ., ~Er-�;'- b. VIA Parking E 4 • i ': r.:sD • '. SX• .. 45 t�;;w 3'`,1� . 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Z--.: Proposed Boardwalk Section .�:`r�-'.'�� _ s:.Y.�K .°, ^'�• °`r` � }°:'t y _ ;�zp..' ,.ram . •:i1 `'3iS p;� �`' .t�o`" -,;. Park Entrance�:,. �t`X� q':`r�- • �+f'`�; ��" + •tea•: • t� j � ��` _.-s't^ 4�� - "�F $4 . '�%• : y�S :l' ` �,i �..';:r ~ t �P 4. _fro. L`�WY�'.' { , r 1 ,�'•'�v <''• ,• - .,'may=:;h�rtij'- ��.i - _ :. - .#�''{ :y`� - '� -eh:-na y', 0 600 i,20OFeet C ^. �::;',•� ' .'��?>`7:� �.- �Rs. •: '_:.t"-�ir tfi f'F`5'vq �s SHT1of2 UAKLAND -{-w} Proposed independence Oaks Safety Path COUaPARxS 48 GYAKLANDCOUNTYPARKS PLANNING REVIEW PLANNING AND RESOURCE DEVELOPMENT Independence Oaks: Safety Path August 13, 2015 / Page 1 of 6 The Planning Review is an overview of potential outcomes for projects that are proposed for funding by the Oakland County Parks and Recreation Commission (OCPRC). The potential outcomes are related to existing plans, best practices, demographic and recreational trends, and other supporting documentation and data. The intent of the Planning Review is to inform the proposed project in a way that will improve outcomes and provide critical information to the Parks Commission regarding the project's relevance to the goals and objectives of OCPRC. Budget Center IND Project Scope This project proposes construction of approximately 1.6 miles of asphalt/boardwalk trail access along Sashabaw Road from Independence Oaks North to the main entrance of Independence Oaks. The Interlocal Agreement between Independence Township and Oakland County (Agreement forthe Independence Safety Path Project) outlines the financial responsibilities of each agency for the design, construction, and maintenance of a proposed 8,498 linear foot 8' wide safety path and 10' wide boardwalks (collectively "Safety Path"). Funds to complete the project design/engineering and construction have not been identified and the fiscal year in which to complete the project has not been forecast. Project Outcomes Successful completion of a project is anticipated to have outcomes in the following areas. This section will be utilized as a checklist for completion of items needed for a thorough planning analysis. Any unchecked items below are in process. Organizational Fitness Q Alisnment with Service Portfolio — How will the project align with the Service Portfolio and the recommendations for provision of services outlined by its Service Inventory and Assessment?' SERVICE INVENTORY: The Service Inventory within the Service Portfolio indicates that trail use at Independence Oaks is within the Open Park Usage service category with a target cost recovery of 5%. Note that the 5% target is related to day use fees for vehicles entering the park and the non -motorized use of the proposed safety path is expected to yield a cost recovery rate of 0%. SERVICE ASSES5EMENT: Trail use at Independence Oaks is determined by the Service Assessment to be a Core Service. It has a good fit with the mission and goals of OCPRC, the financial capacity is low, market position is strong, and alternative coverage is low. Q Implementation of OCPRC plans — How will the project implement existing OCPRC plans, including strategic plans, and 5-year parks and recreation master plan? The Independence Oaks Safety Path will implement the following goals and objectives: 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, pp. 3-4) 49 GAAKLANDCOUNTYPARKS PLANNING REVIEW PLANNING AND RESOURCE DEVELOPMENT Independence Oaks: Safety Path August 13, 2015 / Page 2 of 6 RECREATION PLAN Objective 2.5: Develop and maintain quality trails that serve a variety of trail users and connect into the county -wide Oak Routes Trail Network (OCPRC, February 2013, pp. 20-21) Action 2.5.G. Work with Independence Township regarding opportunities to develop a trail connecting Independence Oaks Main with Independence Oaks North (OCPRC, February 2013, pp. 20-21) 0 Implementation of park master olannine,— How will the project implement existing park master plans and vision plans? Master planning at Independence Oaks is in process. Compliance © Alignment with standards and best practices — How will the project align with documented OCPRC facility standards and professional best practices, i.e. CAPRA accreditation standards? TRAIL STANDARDS: The project will align with documented design and maintenance standards for trails (OCPRC, 2015) ❑ Compliance with OCPRC and Oakland Countv policies — How does/will the project comply with the policies of OCPRC and Oakland County? © Compliance with regulations. agreements and restrictions — How does/will the project comply with regulations, agreements — i.e. grant agreements — and restrictions that are currently in place? Will new agreements or legal documents need to be created? The proposed safety path will be built generally paralleling Sashabaw Road and the boundary line of Independence Oaks Park within the road right -of -way. The areas of the park that border the proposed path have been acquired and developed under multiple recreation grant program agreements administered by the Department of Natural Resources for the State of Michigan, including the federal Land and Water Conservation Fund, the Michigan Natural Resources Trust Fund, and the Michigan Recreation Bond Fund. The proposed path is expected to be used for both recreational and transportation purposes. As such, it is fully compatible with the purposes of the grant programs and the terms of the existing grant agreements between the County and the State. The Interlocal Agreement (Agreement for the Independence Safety Path Project) does not violate any terms of the existing recreation grant agreements as it does not convey any rights -of -land of the grant - assisted properties from the County to the Township. Section 3.2. does state that the County will convey to the Township, upon completion of the safety path, any easements acquired by the County for the purpose of constructing the path (OCRPC and Charter Township of Independence, Draft Date: August 14, 2015). As the County already owns all grant -assisted property, it would not be necessary to acquire a construction easement on this land or to convey this easement to the Township. Sustainability © Response to recreational trends — How will the project respond to documented recreational trends? According to the 2014 Participation Report by the Outdoor Foundation — "Running, Jogging and Trail Running" is the number one outdoor activity for persons of all ages, with "Bicycling" coming in second or third. Over the past three years, trail -related activities have seen increased participation rates: "Bicycling (paved surface)" + 1.4%, "Hiking" +1.4%, and "Running/Jogging" +3.1% (Outdoor Foundation, 2014). 50 KLAND COUNTYWARKS PLANNING REVIEW PLANNING AND RESOURCE DEVELOPMENT Independence Oaks: Safety Path August 13, 2015 / Page 3 of 6 ❑ Response to external context — How will the project be designed appropriate to its context, including site conditions and historical features © Attendance and participation —Will the project increase or decrease the number of people who visit the park/facility or participate in events and programs? There is potential for the pathway generating more visitors to Independence Oaks entering via the safety path and for designing programming around the availability of the safety path and any linkages to internal park trails. This result will depend upon adequate marketing, signage, and other efforts that increase public awareness of Independence Oaks and its connection with the safety path. © Maintenance, operational, orogrammins and staffins needs — How will the project increase or decrease the need for maintenance, operations and programming? Will staffing needs increase or decrease? Per Section 3.4 of the Agreement for the Independence Safety Path Project— Independence Township is responsible for the ongoing maintenance and any future replacement of the safety path at the township's expense (OCRPC and Charter Township of Independence, Draft Date: August 14, 2015) ❑ Public awareness of OCPRC parks and services -- Will the project create greater awareness of OCPRC and its parks and services? Does the project identify target markets and respond to market conditions? © LeveraRine of resources — Does the project leverage resources — i.e. grant funds, volunteers, etc. The project is expected to leverage matching funds from Independence Township. Access to Parks and Recreation 0 Compliance with ADA standards,— Will the project comply with minimal ADA guidelines? The proposed path will be built to comply with proposed guidelines for shared use paths. These paths provide a means of off -road transportation and recreation for various users, including pedestrians, bicyclists, skaters, and others, including people with disabilities. While the guidelines are not yet final enforceable standards, they provide the best information available on constructing shared use paths for accessibility. ❑ Universal Access — How will the project go beyond compliance to welcome people of all ages, abilities and skill levels to participate? © Eauitability of access — Will the project remove barriers to recreation due to economic and social factors? The proposed path will be available for use at all times and there will be no fee to use the path. © Four Season Access — Will the project increase the amount of time during the year that the facility is visited? Independence Township is responsible for the ongoing maintenance of the safety path per Section 3.4 of the Agreement for the Independence Safety Path Project — wintertime access to the safety path will depend on the township's policy regarding snow and ice removal of their safety paths (OCPPC and Charter Township of Independence, Draft Date: August 14, 2015). Environmental Stewardship ❑ Environmental Reeulations — How will the project comply with environmental regulations? 51 G)ML,OU Ne..,YPARKS PLANNING REVIEW PLANNING AND RESOURCE DEVELOPMENT Independence Oaks: Safety Path August 13, 2015 J Page 4 of 6 ❑ Coordination with regional conservation olans — How will the project coordinate with regional conservation plans? ❑ Environmentally Sustainable Practices —Will the project incorporate environmentally sustainable practices? ❑ Public Awareness of Natural Resources — Will the project increase or decrease public awareness of natural resources and create opportunities to participate in stewardship? Community Involvement © Public Engagement — How will the project respond to public input? Will new public engagement be implemented as part of this project? In the 2010 Community -Wide Survey, Independence Oaks was the most visited Oakland County Park with 17% of respondents indicating they had visited in the past 12 month. Walking, hiking and biking trails are the most popular type of facility, with 40% of respondents indicating they had used trails in the past 12 months. (Leisure Vision (ETC), 2010) © Community Plans — Will the project coordinate with community plans — i.e, local master plans and recreation plans? OAK ROUTES 2012: The proposed pathway is identified within the Oak Routes network as part of a route that will link the existing Polly Ann Trail and the conceptual North County Trail Loop (Oakland County, 2012). INDEPENDENCE TOWNSHIP MASTER PLAN 2008: The Independence Township Vision Plan 2020— identifies the proposed pathway as a priority for development as a linkage between two existing pathways (Carlisle/Wortman, 2008). INDEPENDENCE TOWNSHIP PARKS AND RECREATION MASTER PLAN 2012: Independence Township's Parks & Recreation Master Plan also calls out the proposed pathway as a priority for development (Independence Township, 2012). © Local Recreation Providers —Will the project coordinate with local recreation providers and not duplicate services provided locally? The project is coordinated with Independence Township and will implement both county -level and township -level priorities. ❑ Public Involvement— Will the project create new opportunities for public involvement —i.e. volunteering? Operating Budget © Revenues: Charges for Services — Identify potential increase or decrease and indicate estimated dollar amount annually if possible. No budgetary change is anticipated. There are no fees and charges associated with this project, with the exception of potential additional day use fees due to use of parking lots for safety path usage or people using the safety path to access the park for day use. © Revenues: Alternative Revenue— Identify potential increase or decrease and indicate estimated dollar amount annually if possible. 52 ML ANN- PLANNING REVIEW PLANNING AND RESOURCE DEVELOPMENT Independence Oaks: Safety Path August 13, 2015 / Page 5 of 6 For the fiscal year of construction, a $600,000 contribution from independence Township will be designated as an operating contribution. Currently, the project is unfunded and a fiscal year of construction has not been forecast. In the event that the safety path is constructed, no budgetary change is anticipated for subsequent years. 0 Expenditures: Salaries and Fringe — Identify potential increase or decrease and indicate estimated dollar amount annually if possible. No budgetary change is anticipated. Additional staffing will not be required. 0 Expenditures: Contractual Services — Identify potential increase or decrease and indicate estimated dollar amount annually if possible. For the fiscal year of construction, the entire conceptual project cost of-$1,341,417 will be designated as an operating expense. Currently, the project is unfunded and a fiscal year of construction has not been forecast. In the event that the safety path is constructed, no budgetary change is anticipated for subsequent years. 0 Expenditures: Commodities —Identify potential increase or decrease and indicate estimated dollar amount annually if possible. No budgetary change is anticipated. 0 Expenditures: Depreciation — Identify potential increase or decrease and indicate estimated dollar amount annually if possible, No budgetary change is anticipated. Per Section 3.2 and 3.5 of the Agreement for the Independence Safety Path Project— upon completion of the safety path, any easements will be conveyed to the township and the safety path will become incorporated into the township's safety path system (OCRPC and Charter Township of Independence, Draft Date: August 14, 2015). Therefore, the safety path is not considered a depreciable asset and the park budget center will not be charged depreciation. 0 Expenditures: Internal Support — Identify potential increase or decrease and indicate estimated dollar amount annually if possible. No budgetary change is anticipated. 0 Net effect on operating budget — quantify the net estimated annual change if possible, For the fiscal year of construction, a net change of - $741,417 is expected. Currently, the project is unfunded and a fiscal year of construction has not been forecast. In the event that the safety path is constructed, no budgetary change is anticipated for subsequent years. References CAPRA. (2014). National Accreditation Standards. Commission for Accreditation of Park and Recreation Agencies / National Recreation and Park Association. Carlisle/Wortman. (2008). Independence Township Vision 2020 Update Master Plan. Clarkston, MI: Independence Township. Retrieved from http://www.indetwp.com/2020_Vision—Master—Plan_with_Maps.pdf 53 KLAC01-JNTYPARKS PLANNING REVIEW PLANNING AND RESOURCE DEVELOPMENT Independence Oaks: Safety Path August 13, 2015 / Page 6 of 6 Green Play LLC. (June 2014). Service Portfolio Project, Waterford, Michigan: Oakland County Parks and Recreation Commission. Independence Township, (2012). Independence Township Parks and Recreation Master Plan. Clarkston, MI: Independence Township Board of Trustees. Retrieved from http://www.mparks.org/Portals/0/Resource- Center/Master%20PIa ns/Pa rks%20a nd%20Rec%20M aster%20 Pla n%20- 9'o20lndepdendenceYo2OTownship.pdf Leisure Vision (ETC). (2010). Community Survey Final Report, Waterford, MI: Oakland County Parks and Recreation Commission. Oakland County. (2012). Oak Routes Map. Waterford, MI: Oakland County. Retrieved from http://www.destinationoakiand.com/parksandtrails/trailsoakroutes/Pages/default,aspx OCPRC. (February 2013). Chapter 9: Strategic Action Plan. In Five -Year Parks and Recreation Master Plan. Waterford, Michigan: Oakland County Parks and Recreation Commission. OCRPC and Charter Township of Independence. (Draft Date: August 14, 2015). Agreement for Independence Safety Path Project Between Oakland County and Charter Township of Independence. PROS Consulting. (April 2008). Oakland County Parks Strategic Plan Summary Report. Waterford, Michigan: Oakland County Parks and Recreation Commission. 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, The Service Inventory is a listing of park and recreation services that are provided by Oakland County Parks, It is a product of the Service Portfolio project and is the basis for further in-depth analyses generated by the Service Portfolio project (Green Play LLC, June 2014), Oakland County Parks' Service Assessment was conducted with the assistance of Green Play, using the Public Sector Services Assessment Matrix. The Matrix analyzes park and recreation services for: Fit, Financial Capacity, Market Position, and Alternative Coverage, Each of these factors acts as a lever, providing a provision strategy for the individual service based upon a series of questions regarding each factor (Green Play LLC, June 2014). 54 OAKLAND COUNTY PARKS 2015 CAPITAL PROJECTS BUDGET REVIEW Oakland County, MI IND Trail 8 FT DESCRIPTION Unit of Total Total Meas. Quantity Unit $ Cost Aspalt path 8' Inft 6,213 $23.81 $147,932 Boardwalk 10' Inft 2,285 $295.00 $674,075 Crosswalk allow 1 $35,000 $36,000 Subtotal Init 8,498 $101 $858,007 General Conditions allow $85,801 Subtotal $943,807 Estimating Contingency 10.00% $94,3a1 Project Contingency 5.00% $47,190 Total Direct Costs $1,085,378 Testing $15,000 Utility Permits & Fees $0 Subtotal $1,100,378 Permits 2.50% $27,509 Subtotal $1,127,888 CM Fees 4.00% $45,116 Subtotal $1,173,003 General Liability 0.50% $5,865 Subtotal $1,173,868 Payment & Performance Bond 1.00% $11,789 Subtotal $1,190,657 OCP allow $760 TOTAL CONSTRUCTION COSTS $1,191,417 CONFIDENTIAL GEORGE W. AUCH COMPANY George W. Auch Company Gerald E. McClelland, CPE, LEED AP March 20, 2014 3/25/2014 1:47 PM Page 5 55 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 8 C�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, Architectural Engineer 11 Submitted: July 21, 2015 Subject: CHANGE ORDER — Lyon Oaks — (1) Pedestrian Bridge EXECUTIVE SUMMARY 1. The Lyon Oaks Pedestrian Bridge was designed in 2008 utilizing donated DTE utility poles for spanning the WRC controlled Norton Drain, addressing a need to connect the park's trail system. Construction was completed in spring of 2015. The new bridge, along with the recently completed grant funded boardwalk section, connects the Red -tail run trail loop and provides trail connectivity within the park. The project is now completed and can be closed out, 2. A change order in the amount of $13,400.44 is requested (Refer to Project Overview, Item #4). 3. As of 8-12-2015, the balance of the approved FY2015 Capital Improvement Program ($6,674,335) is $3,103,828. 4. Motion to approve the change order. PLANNING OVERVIEW 1, Refer to planning review (attached) for detailed planning information relative to this project. 2. Capital/Maintenance Management Plan A. Initial budqet history: Fiscal Year Project Notes Before 2012 $40,000 Approved and designed in FY2008 2012 $40,000. 2013 $40,000 2014 $40,000 2015 $40,000 PROJECT OVERVIEW 1. Pedestrian Bridge (Need): A. Design & construction purpose: 1. The Lyon Oaks pedestrian bridge was designed in 2008, utilizing donated DTE utility poles for spanning the WRC controlled Norton Drain, addressing a need to connect the park's trail system. At the same time in 2008, a Michigan Natural Resources Trust Fund Grant (MNRTF Grant) was submitted that included a 385 LF boardwalk section to complete this connectivity. Once the MNRTF Grant was awarded to OCPRC in 2011, the boardwalk project was completed by OCPRC staff in 2014 and the bridge in early 2015. The completed boardwalk and bridge projects now connect the entire 5.4 miles of trails at Lyon Oaks. B. Design & construction considerations: 1. Provide pedestrian access across previously unpassable wetlands to complete trail system connectivity. 2. Provide emergency and maintenance vehicle access across bridge (minimum 12,000 lbs. axle load) C. Design program elements: 1. 44'Lx12'W Bridge with thickened 10'Lx12'W concrete supported slab approaches 2. Concrete footings w/Rebar and Helical Pier extensions 3. Cable Railing System 56 Page 2 4, Improve 8'W aggregate pathway approaches 5. Complete Site Restoration D. Project Budget Adjustments 1. Footing Design Change - Because the bridge is located above an Oakland County regulated drain (Norton Drain), an Oakland County Water Resource's Use Permit was required. Through the permit review process, it was determined that the footing design was to be adjusted. The following revisions were made to the design; increased size of footings, helical piers required below the drain waterline and increased depth and length of original design. 2, Utility Poles -- The design of the bridge included use of donated DTE Utility Poles. It was recommended by the engineer to verify the poles structural capacity with our testing consultant and structural engineer prior to and after completion of the bridge. 2. Design/Engineering Consultants & Contractors A. Prime design consultants — Design Resources, JFR Architects, Giffels-Webster Engineers (Annual Contracts) B. Construction Contractors — National Restoration (Annual Contract) 3. Previous discussionstagenda dates A. Included in Budget Review Process as an Active or Pending Project since FY2008 4. Funding considerations A. FY2015 Capital Improvement Project 5. Project Timeline: a. Construction bidding & procurement August 2014 b. Construction award September 2014 C. Construction start September 2014 d. Construction end November 2014 e. LYP Bridge opening November 2014 6. Fiscal Considerations: A, Refer to the planning review (attached) for revenue, expense and operational information. B. Anticipated annual depreciation: 1. Total Project costs: $53,400,44 2. Lyon Oaks Pedestrian Bridge, 15 years a, Estimated annual depreciation $3,560.00 C. Life -cycle of facility: 1. Pedestrian Bridge 20 years FINAL COST INFORMATION 1. Total construction costs: A. $53,400.44 2, Cost breakdown: A, Design/Permitting/Testing: $11,632.39 B. Construction: $41,768.05 C. Total Cost: $53,400,44 ATTACHMENTS 1. Attachment A — Park Map 2. Attachment B — Project Photos STAFF RECOMMENDATION Staff recommends increasing the Lyon Oaks West Norton Drain Bridge Project Budget from $40,000 to $53,400.44 and close the project. MOTION Move to increase the CIP #983 - Lyon Oaks West North Drain Bridge Project Budget from $40,000 to $53,400.44 and close the project. 57 PontiacTrail 4--"Milford, lyunTwµand S.Lyon • ••,•,••••,• •••••• •••• Huron ValleyTrailSystem ...................................... ........... Wixom —► -- - -- — ParkEntrance:13 i _ —Game 1 Practtre wt,t `1 Golf Course & 4::Banquet Center oft I � 1. i ' 96 1 Int�ectr—, where you are All maps oriented toNonh� Direction of travel to next number CAUTION _ Bikes may be used on trails. Personal safety items, such as a helmet are recommended. Operate bikes under control at all times. Please stay on designated trails so as not to disturb plants and wildlife. 04/15 � I Cndret Pndl Recreational 0 = 1 P Field 2 ' Recreational Field 1 ' P I 1� - I P Small Dog Area LYON rQ K S r111 • i . r 248.424.7081 01111111111:111, 1, 1• la 1'A N I. 1:1 it.] 0 52251 PontlacTrail Wixom, MI 48393 ° • RR • Dog Park . PMae 1� I , 1 1 1 1 Wetland I y • Mitigation • Project • i • • ,ZI • 1 • Ilag •••• °• ©°•• • •• lal a © s • •� • — Imo, • •••• •• • •••• q • r • f i Neron Rookery ¢ Observatn io• r Izr a • i • • - IQI �= O• • • IWI � • • " ICI .,Goo,. • ICI Y ©• • 00, • 1 & • ` • • A I .O •••• ••••• - • a i i 2 • 0. • e a. • o • •J I ©i � • s I e e — Boardwalk O• • — —• • °e • • • •• • lei e "= © — ••••i re :•ridge ° e _ I , •e• • e � r I I 1 — — •o � ` �` I I �►- — o° ° * Trailhead © Parking RR Restrooms Portable Restroom • Pavilion %l\ Playground Paved Trail ...... • Natural Trail 0-0 Trail Intersections 0 Prairie Pathway .35 miles Paved; slight elevation changes 0 Old Orchard Loop .30 miles Dirt/woodchip trail; slight elevation changes 0 Coyote Corridor 1.03 miles Gravel/boardwalk; relatively Flat Q Heron Loop 1.08 miles Gravel; relatively flat © Red tail Run 1.30 miles Gravel; relatively flat © Fawn Loop .80 miles Gravel; slight elevation changes Turkey Loop .52 miles Gravel; relatively flat Connectors 0 Bridge/boardwalk 58 �5� '}1 �11 ' r• y'1 ,a, qp`I-•r �I rs. 4 i�•-1,�1 r• .. &G11A INID-kewei e a0�'i' i iiiit�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 8 Cr3,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, Architectural Engineer II Submitted: September 2, 2015 Subject: CHANGE ORDER: Groveland Oaks Concession Remodel — Phase I EXECUTIVE SUMMARY 1. Due to the unforeseen need to replace the exhaust hood system over the new fryers, the approved total project costs has been exceeded. 2. A change order in the amount of $1980.48 is requested. 3. As of 8-12-2015, the balance of the approved FY2015 Capital Improvement Program ($6,674,335) is $3,103,828, 4. Motion to approve the change order. PLANNING OVERVIEW 1. Refer to previously submitted planning information relative to this project 2. Capital/Maintenance Management Plan A.) Initial budget history: Fiscal Year I Project I Notes 2015 i $114,595 1 Commission approved February 2015 PROJECT OVERVIEW 1. Groveland Oaks — Concession Remodel — Phase I (Need): 1. Design & construction purpose: a) This project replaced outdated, inefficient equipment and prepared the facility for internal concession operations. 2, Design & construction considerations: a) The project was constructed in the spring of 2015 to open for the 2015 operating season. 3. Design program elements: a) Concession equipment 1. Outdoor grill area 2. Indoor equipment, including a hood over new frying equipment b) Signage c) Data connection from the existing maintenance garage d) Utility modifications as needed 2. Design/Engineering Consultants & Construction Managers 1. Prime design consultants — Stephen Auger and Associates 2. Construction manager -- George W, Auch Company 3. Previous discussions/agenda dates 1. Conceptual Review & Approval — January 2015 2. Construction Approval — February 2015 60 Page 2 4. Funding considerations 1. This project was funded in the FY2015 Capital Improvement Program 5. Project Timeline: 1. Construction bidding & procurement January 2015 2. Construction award February 2015 3. Construction start February 2015 4. Construction end June 2015 5. Groveland Oaks opening May 2015 6. Fiscal Considerations: 1. Refer to the previously submitted revenue, expense and operational information. 2. Anticipated annual depreciation: a) Total Project costs: $116,578.48 b) Groveland Oaks Concession, 40 year depreciation, $2914.46 3. Life -cycle of facility: a) Groveland Oaks Concession 40 years ATTACHMENTS - Attachment A — Final Project Costs STAFF RECOMMENDATION Staff recommends approving a change order in the amount of $1980.48 for the Groveland Oaks Concession Remodel Phase I project. MOTION Move to approve a change order in the amount of $1,980.48 for the Groveland Oaks Concession Remodel Phase I project. 61 A Jk ON I Di Standardized Budget Center: PROJECT COSTS Consultant - Item SAA -architectural design Equipment GWA GMAP IT Conduit trench signs hartsig Sub -total Contingency Totals GRC Concession Remodel Groveland Oaks Comm. Work Order# 349762 CIP# 2086 FY2015 $ 20,000 Approved $ 114,595 Budget Project Costs Proposeo Conceptual Commission Balance - projected final Costs to Approved pp Payments Pa t Y perapproved Notes Commision Costs Feb 2015 costs costs Nn�(amh r $ 6,00 .00 $ 12,000.00 $ 7,668.34 $ 7,668.34 $ 4,331.66 complete $ 24,487.63 $ 22,042.00 $ 22,141.65 $ 22,141.65 $ (99.65) complete $ 96,797.00 $ 75,096.00 $ 73,719.00 $ 73,719.00 $ 1,377.00 complete $ 233.64 $ 233.64 $ (233.64) ochd applications $ 8,280.78 $ 8,280.78 $ (8,280.78) cameras and data install $ 2,178.78 $ 2,178.78 $ (2,178.78) in-house $ 1,915.00 $ 1,915.00 $ (1,915.00) $ 438.29 $ 438.29 $ (438.29) $ 127,284.63 $ 109,138.00 $ 116,575.48 $ 116,575.48 $ (7,437.49) $ 6,365.00 $ 5,457.00 $ S,4S7.00 10% for conceptual (5% used),5% proposed 15 133,649.63 $ 114,595.00 $ 116,575.48 $ 116,575.48 $ (1,980.48) Updated 9/2/2015 \\OAKFS03\K_Drive\ParksRec\General\Design\Projects\CIP\Groveland_Oaks\GRC-2015.101 -Concession Remodel\Financial\Project Costs.xlsx 62 1 1,I1IRAJILI�1�.�1 J\��1'r'.1 �� ►�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 8 C-3--8 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Jennifer Myers, Architectural Engineer II Submitted: August 18, 2015 Subject: CHANGE ORDER — Red Oaks Waterpark — (1) Concession Remodel — Phase I EXECUTIVE SUMMARY 1. Due to the unforeseen need to replace the exhaust hood system over the new fryers, the approved total project costs has been exceeded. 2. A change order in the amount of $11,150.52 is requested. 3. As of 8-12-2015, the balance of the approved FY2015 Capital Improvement Program ($6,674,335) is $3,103,828. 4. Motion to approve the change order. PLANNING OVERVIEW 1. Refer to previously submitted planning information relative to this project 1. Capital/Maintenance Management Plan a) Initial budget history: Fiscal Year Project I Notes 2015 1 $97,290 } Commission approved February 2015 PROJECT OVERVIEW 1. Red Oaks Waterpark — Concession Remodel — Phase I (Need): 1. Design & construction purpose: a) This project replaced outdated, inefficient equipment and prepared the facility for internal concession operations. 2. Design & construction considerations: a) The project was constructed in the spring of 2015 to open for the 2015 operating season. 3. Design program elements: a) Concession equipment 1. Outdoor grill area 2. Indoor equipment, including a hood over new frying equipment 3. Mobile cart concessions area b) Signage c) Data throughout the concession building d) Utility modifications as needed 2. Design/Engineering Consultants & Construction Managers 1. Prime design consultants — JFR Architects, PC 2. Construction manager — George W. Auch Company 3. Previous discussions/agenda dates 1. Conceptual Review & Approval —January 2015 63 Page 2 2. Construction Approval — February 2015 4. Funding considerations 1. This project was funded in the FY2015 Capital Improvement Program 5. Project Timeline: 1. Construction bidding & procurement January 2015 2. Construction award February 2015 3. Construction start February 2015 4. Construction end June 2015 5, Red Oaks opening May 2015 6. Fiscal Considerations: 1. Refer to the previously submitted revenue, expense and operational information. 2. Anticipated annual depreciation: a) Total Project costs: $108,440,52 b) Red Oaks Concession, 40 year depreciation, $2711.01 3. Life -cycle of facility: a) Red Oaks Concession 40 years ATTACHMENTS - Attachment A — Final Project Costs STAFF RECOMMENDATION Staff recommends approving a change order in the amount of $11,150,52 for the Red Oaks Waterpark Concession Remodel Phase I project. MOTION Move to approve a change order in the amount of $11,160.52 for the Red Oaks Waterpark Concession Remodel Phase I project. 64 r A , 1 Di COUNU Concession Remodel Standardized Budget Center: RWC I Red Oaks Wave Pool mm. PROJECT COSTS Work Order# 349762 CIP# 2087 FY2015 $ 30,000 proved $ 97,290 FPCO"s Budget ject ts Commission Projected final Balance - Consultant -item approved costs costs Payments per line item Notes 02/2015 OR $ 12,164.00 $ 10,669.00 $ 10,669.00 $ 1,495.00 _ GWA $ 57,604.00 $ 66,641.00 $ 66,641.00 $ (9,037.00) Equipment $ 22,889.00 $ 22,987.48 $ 22,987.48 $ (98.48) GMAP $ 233.64 $ 233.64 $ (233.64) Bildon $ 515.00 $ 515.00 $ (515.00) Thundermop- cleaning $ 2,150.00 $ 2,150.00 $ (2,150.00) 2000estimate shelving $ 1,825.84 $ 1,825.941 $ (1,825.84) _ signs $ 2,275.00 $ 2,275.00 $ (2,275.00) pizza oven legs $ 171.08 $ 171.08 $ (171.08) IT security cameras $ 972.48 $ 972.48, $ (972.48) Sub -total $ 92,657.00 $ 108,440.52 $ 108,440.52 $ (15,783.52) Contingency $ 4,633.00 $ 4,633.00 assume 5% project costs Totals Is 97,290.00 $ 108,440.52 $ 108,440.52 IS (11,150.52) Updated 9/2/2015 \\OAKFS03\K_Drive\ParksRec\General\Design\Projects\CIP\Red Oaks\RWC-2015.101 -Concession Remodel\Financial\RWC Project Costs.xlsx 65 l#�I.gkm'I►1!A&*JuI&1 J i III ►t► OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 8 C-3-C FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Jennifer Myers, Architectural Engineer 11 Submitted: August 18, 2015 Subject: CHANGE ORDER — Waterford Oaks Waterpark — (1) Concession Remodel — Phase I EXECUTIVE SUMMARY 1. Due to the unforeseen need to replace the exhaust hood system over the new fryers, the approved total project costs has been exceeded. 2. A change order in the amount of $1,449.82 is requested. 3. As of 8-12-2015, the balance of the approved FY2015 Capital Improvement Program ($6,674,335) is $3,103,828, 4. Motion to approve the change order. PLANNING OVERVIEW 1. Refer to previously submitted planning information relative to this project 1. Capital/Maintenance Management Plan a) Initial budget history: 11 Fiscal Year Project Notes J 2015 1 $104,099 1 Commission approved February 2015 PROJECT OVERVIEW 1. Waterford Oaks Waterpark — Concession Remodel — Phase I (Need); 1. Design & construction purpose: a) This project replaced outdated, inefficient equipment and prepared the facility for internal concession operations. 2. Design & construction considerations: a) The project was constructed in the spring of 2015 to open for the 2015 operating season. 3. Design program elements: a) Concession equipment 1. Outdoor grill area 2. Indoor equipment, including a hood over new frying equipment 3. Mobile cart concessions area b) Signage c) Data throughout the concession building d) Utility modifications as needed 2. DesignlEngineering Consultants & Construction Managers 1. Prime design consultants — Wakely Architects, Inc 2. Construction manager— George W. Auch Company 3. Previous disc ussionslagenda dates 1. Conceptual Review & Approval— January 2015 66 Page 2 2. Construction Approval — February 2015 4. Funding considerations 1. This project was funded in the FY2015 Capital Improvement Program 5. Project Timeline: 1. Construction bidding & procurement January 2015 2. Construction award February 2015 3. Construction start February 2015 4. Construction end June 2015 5. Waterford Oaks opening May 2015 6. Fiscal Considerations: 1. Refer to the previously submitted revenue, expense and operational information. 2. Anticipated annual depreciation: a) Total Project costs: $105,548.82 b) Waterford Oaks Concession, 40 year depreciation, $2,638.72 3. Life -cycle of facility: a) Waterford Oaks Concession 40 years ATTACHMENTS - Attachment A — Final Project Costs STAFF RECOMMENDATION Staff recommends approving a change order in the amount of $1,449.82 for the Waterford Oaks Waterpark Concession Remodel Phase I project. MOTION Move to approve a change order in the amount of $1,449.82 for the Waterford Oaks Waterpark Concession Remodel Phase 1 project. 67 Standardized Budget Center: Consultant - Item WAI GWA Equipment _ GMAP Thundermop - Cleaning Infra -fridge repair signs ABC Warehouse - fridge IT security cameras mist Sub -total Contingency Totals PROJECT COSTS WWC Concession Remodel Waterford Oaks Wave Pool Comm. Work Order# 349762 CIP # 2080 FY2014 $ 20,000 Approved $ 104,099 Budget Project Costs Commission projected final balance - per Approved Costs costs Payments approved costs Notes Feb 2015 $ 14,000.00 $ 13,215.00 $ 13,2Y5.00 $ 785.00 complete $ 65,OS4.00 $ 66,589.00 $ 66,589.00 $ (1,535.00) complete $ 20,087.00 $ 20,187.04 $ 20,187.04 $ (100.04)-complete $ 233.64 $ 233.64 $ (233.64) complete $ 825.00 $ 825.00 $ (825.00) complete $ 650.00 $ 650.00 $ (650.00)-complete $ 1,050.00 $ 1,050.00 $ (1,050.00) complete $ 826.95 $ 826.95 $ (826.95) complete $ 1,255.48 $ 1,255.48 $ (1,255.48) complete $ 716.71 $ 716.71 $ (716.71) grainger and hartsig $ 99,141.00 $ 105,548.82 $ 105,548.82 $ (6,407.82) $ 4,958.00 $ 4,958.00 assume S% project costs $ 104,099.00 $ 105,548.82 S 105,548.82 S (1,449.82) Updated 9/2/2015 \\OAKFS03\K Drive\ParksRec\General\Design\Projects\CIP\Waterford_Oaks\WWC-2015.101 - Concession Remodel\Financial\WWC Project Costs.xlsx 68 1=jRggIpike )►IaI �_I "I ►� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO, 8 Cf4 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Jennifer Myers, Architectural Engineer 11 Submitted: August 18, 2015 Subject: CONSTRUCTION — Red Oaks Waterpark — (1) Wave Pool — Wave Equipment Replacement EXECUTIVE SUMMARY 1. The wave making equipment at Red Oaks is original to the 1985 facility; the equipment is thirty years old and in need of replacement. The scope of this project is to remove and replace the existing wave making equipment and controller, and associated electrical work. 2. The total estimated conceptual costs for the project are $344,983. 3. A 5% contingency is included in estimated conceptual costs. 4. Additional funding of $19,983 is available in the Amount Available Capital Improvement/Capital Equipment account PLANNING OVERVIEW 1, Refer to planning review (attached) for detailed planning information relative to this project 2. Capital/Maintenance Management Plan A. Initial budget history: Fiscal Year Project Notes 2014 $100,000 Project FY2015 construction Project construction moved to FY2016; budget increased based on 2015 $325,000 analysis from Green Plan 2016 $345,000 Proposed FY2016 budget PROJECT OVERVIEW 1. Wave Pool —Wave Equipment Replacement (Need): A. Design & construction purpose: 1) The wave making equipment at Red Oaks' wave pool is original to the 1985 facility; the equipment is thirty years old. The existing equipment is inefficient as evidenced by a comparison to the wave equipment at Waterford Oaks' wave pool, which was replaced approximately ten years ago, The equipment is also failing and in need on continued maintenance, such as the actuating doors wearing out, the mechanical system failing, and extreme wear on pins and shafts, As the system is extremely old and not in production at all or use in many locations, replacement parts not available. Staff cobbles together repairs with available alternate materials. Typically the current system is run at partial capacity; only four of the five blowers are used at any given time to leave a spare blower in case one goes down. B. Design & construction considerations: 1) The manufacturing time frame for the equipment is up to 20 weeks, therefore if the equipment is ordered in the early fall, it will be on site for installation in the spring before the park opens. 2) There are not many manufacturers that make this type of equipment. Staff explored replacement by the only other apparently available manufacturer of like equipment, and the cost would be approximately 60% more, in part 69 Page 2 because the existing system would have to be retrofitted. Nonetheless, staff bid the equipment as an open specification to allow for other systems to be bid and evaluated. C. Design program elements: 1) Remove the existing wave equipment consisting of: a. Five 60 HP wave generators b. Five valves c. One 20 HP compressor d. One computer controller 2) Install new equipment consisting of: a. Three 75 HP wave generators b. Five valves c, One 25 HP compressor d. One computer controller e. Electrical modifications to accommodate the new system. As the new electrical demand of 250 HP is less than the current demand of 320 HP, the new system will not require new electrical service f. Minor construction including the installation of a small concrete pad under the control cabinet. 2. Design/Engineering Consultants & Construction Managers A. Prime design consultants — the project has been designed in house, with an annual contract used for electrical design B. Construction manager — this project will not use a construction manager; project procurement is as follows: 1) Equipment: public bid 2) Equipment installation: bid to annual contracts 3) Electrical installation: bid to annual contracts 4) Minor construction: to be completed by in-house staff 3. Previous discussions/agenda dates A. Included in Budget Review Process as an Active or Pending Project since FY2014 B. Conceptual Review & Approval — June 2015 4. Funding considerations A. The entire proposed investment is from OCPR; no alternate funding, contracts or grants are available. 5. Project Timeline: A. Construction bidding & procurement July 2015 B. Construction award September 2015 C. Construction start April 2016 1) Installation will take place before the park opens, but after the pool is opened and prepared for the season to confirm successful installation and training D. Construction end May 2016 E. Red Oaks opening May 2016 6, Fiscal Considerations: A. Refer to the planning review (attached) for revenue, expense and operational information. B. Anticipated annual depreciation: 1) Total Project costs: $344,983 2) Wave Pool —Wave Equipment Replacement, 40 years, $8,625 C. Life -cycle of facility: 1) Wave Pool —Wave Equipment Replacement 30 years PROCUREMENT INFORMATION 1. Bid documents were released by Oakland County Purchasing in June that included the following: A. Wave generation equipment $259,130 1) Wave generation equipment to replace the existing equipment. Includes freight, start-up, training and bond. a. One vendor submitted a bid for this project, Aquatic Development Group of Cohoes, New York. B. Wave generation equipment installation $55,060 1) Remove existing equipment and dispose, demolition and equipment installation, bond and a permitting allowance. 70 Page 3 a. Two annual contracts bid on this project: i. B&B Pools and Spas of Livonia, MI and Advanced Pool Service of Highland, MI. C. Electrical installation (allowance) $9,400 1) Adjust electrical service and connect equipment; this item is an allowance based on the conceptual design as the final electrical drawings are not complete for bidding. This item will be bid to two annual contracts Doublejack Electric of Royal Oak, MI and Center Line Electric of Center Line, MI. D. Minor construction Included in contingency 1) Scope includes pouring a concrete pad under the control cabinet Total construction costs: $323,590 ATTACHMENTS 1. Attachment A — Planning Review 2. Attachment B — Project Location 3. Attachment C — Existing Photos 4, Attachment D — Proposed Floor Plan STAFF RECOMMENDATION Staff recommends awarding a construction contract in the amount of $259,130 to Aquatic Development Group for the wave generation equipment procurement at the Red Oaks wave pool. Staff further recommends awarding a construction contract in the amount of $55,060 to B&B Pools and Spas for the wave generation equipment installation at the Red Oaks wave pool. The total project costs are $344,983. MOTION Move to award a construction contract in the amount of $259,130 to Aquatic Development Group for the wave generation equipment procurement at the Red Oaks Wave Pool, and Move to award a construction contract in the amount of $55,060 to B&B Pools and Spas for the wave generation equipment installation at the Red Oaks Wave Pool. The total project costs are $344,983 as follows: Construction $325,590 Design $ 4,965 5% Contingency $ 16,428 Total $344,983 71 IQZAKLANDCOUNTYWKS PLANNING REVIEW PLANNING AND RESOURCE DEVELOPMENT Red Oaks Waterpark Wave Equipment Updated: May 18, 2015: Page 1 of 4 The Planning Review is an overview of planning documents and demographic trends related to projects identified by OCPR's Capital Improvement Management Plan and 10-Year Forecast document. The intent is to inform the proposed project in a way that will improve outcomes and provide critical information to the Parks Commission regarding the project's relevance to the goals and objectives of OCPR. Budget Center RWP — Red Oaks Waterpark Management Plan Scope FY2015: Replacement of the existing 20+ year old wave making equipment (OCPRC, Sept 2014, p. 40) Budget Forecast FY2015: $325,000 (OCPRC, Sept 2014, p. 40) 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 The Red Oaks Park Vision and Facility Concepts was approved by the Parks Commission March 6, 2013. Facility Vision: The vision for the Waterpark is focused on improvements in customer service dthat will make the current successes and high attendance sustainable Facility Development: Evaluate aging infrastructure and potential need for replacement of wave -making system. (OCPRC, March 2013) Facility Planning A waterpark assessment was conducted by GreenPlay LLC and Water Technology, Inc. in 2013 and had the following recommendations regarding the wave pool equipment: Wave generation equipment consists of five fans and hydraulic dampers. The wave equipment is dated and prone to breakdown. Staff reported that due to frequent equipment failures the wave pool is operated with three fan/damper units, keeping one in reserve and one being services. Replacement of wave pool equipment with more efficient fans and pneumatic dampers is recommended (GreenPlay, October 2013). 72 �AKLANDCOUNTYPARKS PLANNING REVIEW PLANNING AND RESOURCE DEVELOPMENT Red Oaks Waterpark Wave Equipment Updated: May 18, 2015: Page 2 of 4 Public Engagement In the 2010 Community -Wide Survey, respondents acknowledged the need to maintain park facilities, with 35% being most willing to fund with county parks and recreation tax dollars the fix-up/repair older park buildings/shelters/playgrounds. The Oakland County parks and recreation sites visited by the highest percentage of households during the past 12 months were: Independence Oaks Park (17%), Addison Oaks Park (12%), Waterford Oaks Water Park (11%), Glen Oaks Golf Course (10%), and Red Oaks Water Park (10%). The recreation facilities used by the highest percentage of households at Oakland County Parks and Recreation Commission parks during the past 12 months were: walking, hiking, and biking trails (40%), picnicking areas (25%), nature trails (19%), swimming beaches and areas (19%), waterparks and waterslides (18%), and 18-hole golf courses. (Leisure Vision (ETC), 2010). Drive -Time Service Area Calculation of drive -times for waterparks is in process. Visitor Trends The following annual visitor numbers to Red Oaks Waterpark were documented (RecTrac point -of -sale data): FY2012—119,804 FY2013 — 87,413 FY2014 — 93,401 The table below shows the month to month visitor trends for FY2012 through FY2014 for Red Oaks Waterpark: 50000 40000 30000 20000 10000 0 1_1-=-1--^ -I L1 I l i- FJ � ---- - Oct Nov Dec Jan Feb Mar Market Analysis Market analysis has not been completed 1 FY2012 —iF FY2013 FY2014 Apr May Jun Jul Aug Sept Facility Standards Documentation of waterpark facility standards have not been completed 73 (VDIAKLAND COUNTYPMKS PLANNING AND RESOURCE DEVELOPMENT PLANNING REVIEW Red Oaks Waterpark Wave Equipment Updated: May 18, 2015: Page 3 of 4 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). (Straub, Pettitt, Yaste; Becket & Raeder; Michigan Protection & Advocacy Service, April 2006) Additional Accessibility Recommendations The wave -making equipment is not open to the public; therefore, ADA requirements for public facilities do not apply. However, reasonable measures taken at the time of construction/installation to increase accessibility are usually less expensive than attempting to retrofit facilities later on. The need for accessibility could arise if a person with a disability becomes employed in the future or if an existing employee becomes temporarily physically disabled, but otherwise still able to perform his or her duties. Service Portfolio and Assessment Red Oaks Waterpark supports (3) service categories identified in the OCPRC Service Portfolio with the associated primary Beneficiary of Service and Target Tier Minimum Cost Recovery Goals; Category of Service Staffed Park Usage Rentals/Exclusive Use - Private/Non-Profit Concessions/Vending/Banquet (GreenPlay LLC, June 2014, pp. 41-48) Cost Recovery Target Tier Pyramid Tier Beneficiary of Service Minimum Tier 2 Considerable Community 75% Benefit Tier 5 Mostly Individual Benefit 150% Tier 5 Mostly Individual Benefit 150% Calculated provision strategies for the following services range from Advance Market Position to Affirm Market Position. Through the Service Assessment conducted during the OCPRC Service Portfolio Project each of these services were indicated to be a good organizational fit and identified OCPRC as having a strong market position to provide these services. Each of these services were also identified as economically viable due to the high degree each service is currently or potentially attractive as an investment of resources by OCPRC. Financial Market Alternative Service Fit Provision Strategy Capacity Position Coverage Staffed Park/Facility Usage Good Rentals/Exclusive Use-Private/Non-Profit Good High Strong Low Advance Market Position Concessions/Vending/Banquet Good High Strong Low Advance Market Position (GreenPlay LLC, June 2014, pp. 41-48) Operational Considerations The elimination of the constant need to shut down parts of the wave pool equipment for repairs should help to increase both staff efficiency and customer satisfaction. 74 (WAKLANDCOUNTYPMKS PLANNING REVIEW PLANNING AND RESOURCE DEVELOPMENT Red Oaks Waterpark Wave Equipment Updated: May 18, 2015: Page 4 of 4 Agreements and Restrictions None identified Other Planning None identified References Green Play LLC. (June 2014). Service Portfolio Project. Waterford, Michigan: Oakland County Parks and Recreation Commission. Green Play. (October 2013). Oakland County Parks Waterpork Assessment. Waterford, MI: Oakland County Parks and Recreation Commission. Leisure Vision (ETC). (2010). Community Survey Final Report. Waterford, MI: 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, MI: Oakland County Parks and Recreation Commission. OCPRC. (Sept 2014). FY2015-2025 Capital Improvement Management Plan. 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. 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. 75 z ti r - • .4"• 1 t • N ti * 1 1 • mt �vala xY—o• _ I I ' I I 1 1 IM f I I I I ---------- 'ME SYSTEM OVERVIEW — PLAN VIEW SCALE t { . t-9 Lal�-�---- Z wr.E SYSTEM OVERVIEW - SECTION VIEW 7 = _ la — ly - - 3 2 1 Ij) OAtC CE$NIPt.�1 b REMS— �:i AQUATIC DEVELOPMENT GROUP, INC. FQllTRMCNT' SYSTHMS TOWN HITTEN Red Oaks Oakland County, Michigan imAm" RICusnN — I Ae� Ium DAM 1�[ x Issue A. snoA� WGE Rctrufit-Prelim Sales I S.W.I 78 OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 8 D FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Submitted: August 18, 2015 Subject: Pending Capital Project Summary EXECUTIVE SUMMARY 1. A report/listing of all Capital Improvement Program Projects indicating project titles, descriptions and status, based upon the most current Management & Budget Report of `Projects — Budget to Actual Expense Report' 2. No funds requested with this report ATTACHMENTS - Pending Capital Project Summary Report STAFF RECOMMENDATION Staff recommends to receive and file the attached Pending Capital Improvement Program Projects Summary report. MOTION Move to receive and file the Pending Capital Improvement Program Projects Summary report. 79 Cost Capital Improvement Program Center Project Name ACC Water Heater Replacement ($14,600) ADD Beach Concession Building Roofing Replacement ($43,500) ADD Beach Front Pavilion Roof Replacement ($20,000) ADD Campground Recreation Pavilion ($417,524) ADD Campground -Pull -through Sites -Construction ($248,167) Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Description of Project Parkwide building equipment replacement program ($37,000) for failing and end of life -cycle equipment, as coordinated and managed by Park Facilities Maintenance Staff. As part of the FY2015 Roofing Management Program ($150,000), staff have identified, prioritized and are working with the OC Facilities Planning and Engineering staff to complete the removal/replacement of the asphalt shingles on the existing Addison Oaks Beach Concession Building. Parkwide roof replacement program for failing and end of life -cycle roofs, as coordinated and managed by Oakland County Facilities Engineering & Planning staff. Design and construction of a Campground Recreation Pavilion. Agenda Item # 8 D Approval Status Percent Complete Staff have ordered and will be installing the equipment. 100% Staff anticipates to closing the project by 9/30/15. Staff anticipates to closing the project by 100% 9/30/15. Project is in the process of being closed. 100 Commission Approved Project is currently in the process of being closed. 100% Construction of pull -through sites in camping section Approved by the Commission, complete A that utilizes existing campsites with the construction and is in the process of being closed by 100% of a new gravel road Fiscal Services. 80 Cost Capital Improvement Program Center Project Name GLG Bridge Replacement #13 ($232,907) GLG Irrigation System Replacement ($108,125) GRC Concession Remodeling ($114,595) Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Description of Project Replacement of an existing bridge over the WRC regulated Pebble Creek Drain as part of the golf cart path system used by maintenance and pit toilet pumping services. Phase I Replacement of a 30+ year old irrigation system Installation of Phase I concession improvements. Agenda Item # 8 D Approval Status Project is in the process of being closed. Commission Approved. Staff anticipates to closing the project by 9/30/15. For FY2015 operation of the concessions at Red Oaks Waterpark, Waterford Oaks Waterpark and Groveland Oaks Concessions, commission approval was received for phase I construction, February 2015. Staff anticipate commission approval of a change order in September 2015. Percent Complete 100 100% 100% 81 Cost Center G RV G RV G RV IND Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Capital Improvement Program Project Name Asphalt Safety Path ($90,000) Campground -Utility Improvements - Construction ($1, 549, 641) Section A Restroom Building Roof Replacement ($14,300) Maintenance Bldg Tube Heater Replacement ($8,800) Description of Project An addition to the paved safety path which was part of the FY2014 Pavement Maintenance Program, as identified and prioritized by staff. This 760 linear foot extension of the FY2014 path along the main park road to the boat launch and paved loop trail around Stewart Lake is funded under the FY2015 Pavement Management Fund and provides a safe pedestrian route along the main gravel road. Phased construction to replace the electrical/water system of campground Sections A (24 sites), B (28 sites), & C (58 sites), to meet the requirements of the modern RV power requirements, including the consideration of other site utilities. As part of the FY2015 Roofing Management Program ($150,000), staff have identified, prioritized and are working with the OC Facilities Planning and Engineering staff to complete the removal/replacement of the asphalt shingles on the existing Groveland Oaks Sec A Restroom Building Parkwide building equipment replacement program for failing and end of life -cycle equipment, as coordinated and managed by Park Facilities Maintenance Staff. Agenda Item # 8 D Approval Status Extension of an existing capital trail project as funded under the FY2015 Pavement Management Progam. Project is in the process of being closed. Approved in December 2014 and construction began January 5, 2015. Opened June 2015. Staff anticipates to closing the project by 9/30/15. Capital replacement project as funded under the FY2015 Roofing Management Percent Complete 100% 100% Program. 100% Staff anticipates to closing the project by 9/30/15. Staff have ordered and will be installing the equipment. 100% Staff anticipates to closing the project by 9/30/15. 82 Cost Capital Improvement Program Center Project Name IND Wood Burning Unit ($65,000) LYG Pumphouse Roof Replacement LYP West Norton Drain Bridge ORN Dog Park Concrete Sidewalk Pending FY2O15 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Description of Project As part of the Green Fund and as a demonstration project, design and installation of wood fired boiler will be completed to augment the heating system at the Nature Center As part of the FY2015 Roofing Management Program ($150,000), staff have identified, prioritized and are working with the OC Facilities Planning Engineering staff to complete the removal/replacement of the asphalt shingles on the existing building. Installation of an new 45 linear foot pedestrian bridge utilizing donated DTE utility poles. As part of the park -wide pavment management program, the project includes the installation of approximately 75 linear feet of 8' wide concete sidewalk to an existing dog park entrance. Agenda Item # 8 D Approval Status Percent Complete Project is in the process of being closed. Staff anticipate completing an energy 100% usage analysis in FY2016. Project is in the process of being closed. 100% Staff anticipates commission approval of a change order in September. Project is in the process of being closed 100% 100% 83 Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Cost Capital Improvement Program Approval Status Center Project Name Description of Project RWC Concession Remodeling ($97,290) RWP Entrance Shade Structures ($48,859) Agenda Item # 8 D Percent Complete For FY2015 operation of the concessions at Red Oaks Waterpark, Waterford Oaks Waterpark and Groveland Oaks Installation of Phase I concession improvements. Concessions, commission approval was 100% received for phase I construction, February 2015. Staff anticipate commission approval of a change order in September 2015. Installation of a new shade structure over the existing Project is in the process of being closed clueing area of the ticket booth at the waterpark. 0 100% 84 Cost Capital Improvement Program Center Project Name RWP Shade Structures, Kiddie Area ($80,210) SPC Concession Roof Replacement ($65,000) SPG Irrigation System Replacement ($116,869) WLC/ South Parking Lot Repaving W LG Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Description of Project Replacement of exisitng shade structures within the Kiddie Pool area and Lazy river entrance. As part of the FY2014 Roofing Management Program ($150,000), staff have identified, prioritized and are Agenda Item # 8 D Approval Status Project is in the process of being closed Percent Complete 100% working with the OC Facilities Planning Engineering Project is in the process of being closed. 100% staff to complete the removal/replacement of the EPDM Membrane on the existing building. Phase I Replacement of a 30+year old irrigation Commission Approved. Staff anticipates to closing the project by 100% system 9/30/15. Repaving of White Lake Oaks Golf/Conference Center South Parking lot ( $80,000) as funded within the ADM Parkwide pavement replacement program ($300,000) for failing and end of life -cycle pavement as coordinated and managed by Oakland County Facilities Engineering & Planning staff. Project is in the process of being closed 100% 85 Cost Capital Improvement Program Center Project Name WLG Irrigation System Replacement ($116,869) WTR Overhead Door WWC Concession Remodeling- Design $104,099 ADD Section C Restroom Roof Replacement ($17,900) G RV Beach Concession Building Roofing Replacement ($36,800) ACC Energy Management System Upgrade (Phase 1- $17,500) Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Description of Project Phase I Replacement of a 30+ year old irrigation system As part of the Window/Door Replacement Program, the exising overhead door located at the old mobile recreation garage will be replaced through an annual contracted vendor. Installation of Phase I concession improvements. As part of the FY2015 Roofing Management Program ($150,000), staff have identified, prioritized and are working with the OC Facilities Planning Engineering staff to complete the removal/replacement of the asphalt shingles on the existing Addison Oaks Sec C Restrooms. As part of the FY2015 Roofing Management Program ($150,000), staff have identified, prioritized and are working with the OC Facilities Planning and Engineering staff to complete the removal/replacement of the asphalt shingles on the existing Groveland Oaks Beach Concession Building. Parkwide phased EMS system upgrade, to meet the current OC energy management policy, cost recovery, minimizing on -call response times, utilizing new monitioring technology Agenda Item # 8 Approval Status Percent Complete Commission Approved. Staff anticipates to closing the project by 100% 9/30/15. Scheduled to be replaced July/August 2015. 100 Staff anticipates to closing the project by 9/30/15. For FY2015 operation of the concessions at Red Oaks Waterpark, Waterford Oaks Waterpark and Groveland Oaks Concessions, commission approval was received for phase I construction, 100% February 2015. Staff anticipate commission approval of a change order in September 2015. Staff anticipates to closing the project by ° 9/30/15. 95 New capital replacement project as funded under the FY2015 Roofing Management Program 95% Staff anticipates to closing the project by 9/30/15. Staff anticipates to closing the project by 90% 9/30/15. 86 Cost Capital Improvement Program Center Project Name ADM Energy Management System Upgrade (Phase 1 - $13,750) CAT Energy Management System Upgrade (Phase II - $13,900) G LC Energy Management System Upgrade (Phase I - 19,500) IND Energy Management System Upgrade (Phase 1- $14,250) RDP Energy Management System Upgrade (Phase 11 - $14,450) WLC Energy Management System Upgrade (Phase II - $18,200) WTR Energy Management System Upgrade (Phase 11 - $18,200) ADM Roofing Management Program $150,000 Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Description of 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 Parkwide phased EMS system upgrade, to meet the current OC energy management policy, cost recovery, minimizing on -call response times, utilizing new monitioring technology Parkwide phased EMS system upgrade, to meet the current OC energy management policy, cost recovery, minimizing on -call response times, utilizing new monitioring technology Parkwide phased EMS system upgrade, to meet the current OC energy management policy, cost recovery, minimizing on -call response times, utilizing new monitioring technology Parkwide phased EMS system upgrade, to meet the current OC energy management policy, cost recovery, minimizing on -call response times, utilizing new monitioring technology Parkwide phased EMS system upgrade, to meet the current OC energy management policy, cost recovery, minimizing on -call response times, utilizing new monitioring technology Parkwide phased EMS system upgrade, to meet the current OC energy management policy, cost recovery, minimizing on -call response times, utilizing new monitioring technology Agenda Item # 8 Approval Status Staff anticipates to closing the project by 9/30/15. Staff anticipates to closing the project by 9/30/15. Staff anticipates to closing the project by 9/30/15. Staff anticipates to closing the project by 9/30/15. Staff anticipates to closing the project by 9/30/15. Staff anticipates to closing the project by 9/30/15. Staff anticipates to closing the project by 9/3 0/1S. Parkwide roof replacement program for failing and end of life -cycle roofs, as coordinated and managed Annual roof replacement projects, managed by Facilities Planning & by Oakland County Facilities Engineering & Planning Engineering (General Fund). staff. Percent Complete 90% 90% 90% 90% 90% 90% 90% 80% 87 Cost Capital Improvement Program Center Project Name ACC Kitchen Storage Facility ($30,256) RSE Boardwalk, North Connector -Construction $160,000 Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Agenda Item # 8 D Approval Status Description of Project Originally budgeted for design in FY2015 for a building Approved for construction at the May addition, however due to MLC regulations, staff Commission meeting. received approval to install a simpler liquor/beer Staff anticipates to closing the project by cooler, rather than constructing a maonry storage 9/30/15. addition. t 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. Staff anticipate all material purchase to be completed by 9/30/15. Staff further anticipate Oakland Technical Campus Students to complete the construction of the required handrails. Percent Complete 75% 75 88 Agenda Item # 8 Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Cost Capital Improvement Program Approval Status Percent Center Project Name Description of Project Complete p IND Beach Retaining Wall Replacement ($30,000} Replacement of four retaining wall systems around Staff anticipates to closing the project by 50o / the exising Hidden Springs Beach Facility by park Staff. 9/30/15. As part of the ADA Transition Program, design Commission Approved in May 2015. IND Twin Chimneys ADA Improvements ($25,000) engineering will be completed for accessible Staff anticipates presenting to the 50% improvements at the exisitn gTwin Chimney's Pavilion. commission for conceptual approval in November 2015. Parkwide building equipment replacement program Staff have ordered and will be installing ADD Maintenance Bldg Boiler Replacement ($10,200) for failing and end of life -cycle equipment, as the equipment. 25/0 coordinated and managed by Park Facilities Staff anticipates to closing the project by Maintenance Staff. 9/30/15. Parkwide fenceline replacement program for failing Annual fenceline replacement projects, ADM Fenceline Replacement Program $150,000 and end of life -cycle fences, as coordinated and managed by variours park chief's and 25% managed by park Facilities Maintenance staff. staff. As part of the FY2015 Roofing Management Program Capital replacement project as funded ($150,000), staff have identified, prioritized and are under the FY2015 Roofing Management SAC Davis House Roofing Replacement working with the OC Facilities Planning and Program for Asphalt Shingles with an 25/0 Engineering staff to complete the alternate for Wood Cedar Shake Shingles removal/replacement of the cedar shake shingles on for consideration by the Springfield the existing Springfield Oaks Davis House ($20,000). Township Historical Society. Grant funded project for the additions of an accessible Grant approved, February 2013 ADD Boat Lauch, Accessible ($55,000) boat launch at the existing Boat Rental Faciliy. Design complete and currently out for 10% Bidding. Grant approved, February 2013 ADD Fishing Dock Replacement ($60,000) Grant funded project for the replacement of a fishing Design complete and materials currently 10% dock, near the existing Boat Rental Faciliy. out for Bidding to be completed by park staff. 89 Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Agenda Item # 8 Cost Capital Improvement Program Percent Center Approval Status Complete Project Name Description of Project P Project is currently being coordinated with the ADD Maintenance Yard Replacement of an existing non -compliant fuel tank Repaving Project. utilized by park maintenance staff -Work to be Conceptual approval granted at the June ADD Fuel Tank Replacement -Construction $65,000 10% completed in conjunction with ADD Maintenance Yard commission meeting. paving project. Staff anticipates presenting to the commission for construction approval in ADD Maintenance Yard Repaving Design and Construction of Addison Oaks Maintenance Yard repaving ($150,000) as funded within the ADM Parkwide pavement replacement program ($300,000) for failing and end of life -cycle pavement as coordinated and managed by Oakland County Facilities Engineering & Planning staff. November. Due to budget constraints, staff are considering completing portions of the project with Park staff. Conceptual approval granted at the June commission meeting for the completion of the design engineering construction Plans. Staff anticipates presenting to the commission for construction approval in November. Grant funded project for the addition of an accessible Grant approved October 2014 IND Boat Lauch ($60,000) boat launch at the existing Boat Rental Faciliy. Design complete and currently out for Bidding. As part of the Fencline Replacement Program ($150,000), staff will be replacement of the existing Bids were received July 1, 2015. RWP Ornamental Cable Bridge Railing ($77,000) bridge railing and install a new ADA compliant Staff anticipate completing the handrail located at the ramp and bridge overthe Lazy replacement project in September River. 10% 10% 10% As part of the Fencline Replacement Program Work to be complete in July/August. ($150,000), staff will be replacement of the existing 3 RWP Ornamental Cable Fence ($22,850) strand cable fence system around the exisitng Lazy Staff anticipates to closing the project by 10% 9/30/15. River with annual contracted fence line vendor. 90 Pending FY2015 Capital Project Summary (Source, Budget to Actual Report Dated 7/31/2015) Agenda Item # g Cost Capital Improvement Program Approval Status Percent Center Project Name Description of Project Complete Design/engineering and bidding to be Wave Pool -Wave Equipment Replacement-Constr. Replacement of the existing 30+year old wave making completed spring/summer for RWP Commission conceptual approval in July 10% ($325 000) equipment 2015. Replacment schduled after pool ADD Adams Lake Beach ADA ($125,000) IND Boathouse ADA ($8,000) IND Hidden Springs ADA ($25,000) IND Upper Bushman ADA ($48,000) As part of the FY2015 ADA Transistion Program ($258,140), to regrade and paved spaces/side aisles within an existing gravel parking lot, including the regrading/repaving of the assessible route to the concession builsing (35,000). Additionally the approximate 1,500 LF of existing paved pathway between the concession and teh boat rental facility will be regraded for an assessible route ($90,000) operations in September. Approved for construction May 2015 As part of the FY2015 ADA Transistion Program ($258,140) to remove, regrade and repave the existing Approved for construction May 2015 assessible parking space and rout to the Boat House. As part of the FY2015 ADA Transistion Program ($258,140) to remove, regrade and repave the existing Approved for construction May 2015 assessible parking space and rout to the Hidden Springs Beach Area. As part of the FY2015 ADA Transistion Program ($258,140) to regrade and pave existing assessible Approved for construction May 2015 parking space and trail to the existing boardwalk and fishing docks 1% 1% 1% 1% Construction of approximately 1.6 miles of Currently pending for inter -local IND Upper Bushman Boardwalk/Trail Phase II-Constr. asphalt/boardwalk trail access along Sashabaw Road agreement. Currently unfunded and would require 0% $150,000 (Engineering Only) from the newly acquired Independence North Property to the Main Entrance of the park. commission approval to proceed with the project. 91 Pending FY2015 Capital Project Summary (Source; Budget to Actual Report Dated 7/31/2015) Agenda Item # 8 Cost Capital Improvement Program Approval Status Center Project Name Description of Project Construction of an indoor/covered practice facility, Design/engineering scheduled to be including all necessary site improvements/utilities, in completed in FY2015 with postponing SAC Horse Bldg. K Construct -Construction $200,000 collaboration with the 4-H Horse Council and their the construction until further notice due current funding of approx. $40K, to be located near the existing 4-H Horse Barn. to other critical projects. WTR Expanded Maintenance Yard Expand existing maintenance yard to accommodate Due to budget constraints, project is existing and new equipment storage needs postponed until further notice. Percent Complete 0% 0% 92 LCS&IJ1will ►1D14111060i01aA �:1 I k►� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Submitted: September 3, 2015 Subject: OCPR Commission Proposed By -Laws Amendment INTRODUCTION AND HISTORY AGENDA ITEM NO. 8 E ADMINISTRATION In accordance with the Oakland County Parks and Recreation Commission By -Laws, if there is an amendment proposed there must be thirty (30) days' written notice prior to voting on any amendment to all members of the Commission. After discussion at the last few Commission meetings it was proposed to change the By -Laws by eliminating the position of Chairperson Emeritus and adding one additional Commission member to the Executive Committee. Those changes being proposed are as follows: Article Vll: Officers Section 4. Duties. d. The Chairperson, Vice Chairperson, Secretary and Ghairporson Gm0rltl is one additional Commission member if-a-Gommisoi^nor is so designated, shall serve as the Executive Committee of the Commission. The one (1) additional member of the Executive Committee shall be appointed by the Oakland County Parks and Recreation Commission. S8Gtinn 5. Ghairporson Emeritus. Frqrn time to the Gemmission may designate an iRdividuai time, on Emoritu-s Ghairparson Emorituc z iall funGtion ao an advisor to the Chairperson and ✓ 111 be part of the wore itivo Committee when snoh nommittoo moot. (Eliminate this entire section.) If it is the desire of the Commission to make these proposed changes to the OCPRC By -Laws, this shall serve as the written notification to each of the Commission members of the proposed changes. Staff will then place this proposed amendment on the October OCPR Commission meeting agenda for consideration of approval. In order for this proposed amendment to become effective it must be approved by a 2/3 vote of the Commission members. If this amendment is approved it shall become effective upon approval. MOTION Move to place the proposed amendment to the Oakland County Parks and Recreation Commission By -Laws on the October 13, 2015 OCPR Commission agenda for consideration of approval. 93 OAKLAND COUNTY PARKS AND RECREATION COMMISSION By -Laws Article I Name The agency is called the Oakland County Parks and Recreation Commission, hereinafter referred to as the Commission. Article 11 Area The area served by the Commission shall include all lands and waters in accordance with Michigan law. Article III Statutory Authority The Oakland County Parks and Recreation Commission shall exercise such powers and perform such duties as are authorized and provided by the statutes and the laws of the State of Michigan under Act No. 261 of the Public Acts of 1965, as amended, and the Oakland County Board of Supervisors Resolution #4531 dated February 8, 1966 establishing the Commission. Article IV Purpose The purposes of the Commission shall be: 1. To develop and operate parks and recreation facilities, related programs and support services. 2. To prepare and submit annually an operating budget for final approval by the Oakland County Board of Commissioners. 3. To prepare and recommend for approval by the Oakland County Board of Commissioners, all property acquisitions, granting opportunities and the adoption of a comprehensive recreation master plan. 4 To serve as an informational resource center for local parks and recreation commissions and/or boards. 5 To determine the extent of need for parks, preserves, trails, recreation and other conservation facilities within Oakland County. -1- 94 6 To develop cooperative planning efforts with the various cities, villages, townships and school districts concerned with parks, recreation and conservation services. Article V Membership The Commission shall consist of ten (10) members. Three (3) members are statutorily designated positions: the Oakland County Executive, or his/her designee; the Oakland County Water Resources Commissioner, or his/her designee, and the Chairperson, or his/her designee, of the Road Commission for Oakland County. The remaining seven (7) members shall be appointed by the Oakland County Board of Commissioners and shall include not less than one (1) and not more than three (3) members of the Oakland County Board of Commissioners. Article VI Salaries and Compensation Commissioners' remuneration for services rendered shall be per diem and mileage as established by the Oakland County Board of Commissioners. Article Vll Officers Section 1. Election of Officers. The Commissioners shall elect, at their first meeting of the year, a Chairperson, Vice Chairperson, and Secretary. All officers are eligible for re- election. Election to office shall be by majority vote and candidates need not be present. Section 2. Term of Office. Officers shall take office immediately following their election and shall hold office for a term of one (1) year. Section 3. Vacancv. Any office that becomes vacant shall be filled by special election by the Commission at any meeting. Each person so elected to fill a vacancy shall remain in office until the regular election of officers at the first meeting of the year. Section 4. Duties. a. The Chairperson shall preside at all meetings, except for the election of the office of Chairperson itself; appoint committees and perform such other duties as may be directed by the Commission. b. In the temporary absence of the Chairperson, the Vice Chairperson shall assume the responsibilities of the Chairperson. c. The Secretary shall keep, in good detail, minutes of all meetings or shall delegate authority to do so to a qualified recorder. -2- 95 d. The Chairperson, Vice Chairperson, Secretary and Ghairperse &ne , one additional Commission members G^mmis iener is designated, shall serve as the Executive Committee of the Commission. The one (1) additional member of the Executive Committee shall be appointed by the Oakland County Parks and Recreation Commission. - r JIM meets. (Eliminate this entire • Article M Committees. The Commission may establish standing committees and special committees which shall meet at the call of their respective chairs. Committees shall be appointed by the Chairperson and shall meet under the same conditions and rules as does the Commission. Any three (3) members, but no more than five (5), appointed by the Chairperson, may constitute a committee. Article IX Meetings Section 1. Reqular Meetinqs. The Commission shall set the regular meeting dates and times at its January meeting. All members shall be notified of meetings in writing 48 hours in advance of said meetings. Section 2. Special Meetinqs. Special meetings may be called as needed by the Chairperson or by three (3) members of the Commission. Section 3. Advertised Public Hearinqs. The Chairperson will declare such a public hearing open and state its purpose. The petitioner, or proponent of the action advertised, will be heard first. Section 4. Cancellation. A meeting may be cancelled by the Chairperson by notifying the members no later than 24 hours prior to the meeting. Section 5. Parliamentary Authoritv. All meetings of the Commission shall be conducted in accordance with Robert's Rules of Order, unless those Rules are inconsistent with these Bylaws, any special rules or orders of the Commission, or any procedural rules promulgated by the Oakland County Board of Commissioners. Section 6. Open Meetinqs Act. All meetings of the Commission, as well as any committee or special meeting where a quorum is present, shall be subject to the Open Meetings Act, Act 267 of the Public Acts of 1976, as amended. -3- 96 Section 7. Quorum. In accordance with Act No. 261 of the Public Acts of 1965, as amended, six (6) members of the Commission present and voting shall constitute a quorum. Section 8. Absences. A member shall notify the Commission prior to a meeting if he/she will be unable to attend. Section 9. Voting. a. All ten (10) Commission members, including the Chairperson, may discuss and vote upon any matter brought before the Commission for its consideration. b. A roll call vote shall be taken in all cases when requested by a member. c. All members present shall be recorded as an aye, nay, or abstention. d. Commissioners shall not vote on issues where a personal conflict of interest may be present. Section 10. Recess. The Commission may not stand in recess overnight. Section 11. Non -Member Addresses to the Commission. Only members of the commission or its staff shall be given the floor to speak during any Commission meeting except under one or more of the following conditions: 1. During Public Comments, with a reasonable time limit established at the discretion of the Chairperson. 2. Any person may be given permission by the Chairperson, or a majority of the Commission members present, to address the Commission. 3. Any Commission member shall request permission of the Chairperson to direct specific questions to any non-member. 4. As provided for in the approved Agenda of the Commission meeting. Section 12. Limitation of Debate. A one -hour limit may be called for on any item on the agenda or any item properly before the Commission. When the question of limiting time of debate to one (1) hour has been carried by a majority, the Chairperson shall divide the time equally between the members present and voting. Members may yield their allotted time to another member. Article X Executive Officer Section 1. Appointment. An Executive Officer shall be appointed by the Commission. Section 2. General Duties. The Executive Officer shall be responsible for the professional and administrative work, directing and coordinating the program of the Commission. The Executive Officer's work shall be carried out with the widest degree of professional responsibility, subject to the policy determination of the Commission and administrative policies of Oakland County. -4- 97 Section 3. Administrative Duties. The Executive Officer shall supervise and review the work of the staff, and prepare a proposed operating budget for submission to the Commission. Section 4. Public Relations. The Executive Officer and the Commission Chairman, or their designee(s), shall officially represent the Commission and its staff at conferences, interdepartmental meetings of the county government, meetings among local, state and federal agencies and serve generally as liaison between the Commission and the public. The Executive Officer shall present Commission recommendations to the Oakland County Board of Commissioners. Article XI Budget Section 1. Budget Preparation and Adoption. The Executive Officer shall bear responsibility for the preparation of the budget and shall submit such budget to the Commission for approval and adoption by the first regular meeting in September. Section 2. General Appropriations. The Commission shall abide by the General Appropriations Act. Section 3. Purchasinq. The Commission shall abide by the purchasing policies and procedures as approved by the Oakland County Board of Commissioners. Article XII Audit An annual audit will be authorized by the Commission prior to the end of the fiscal year. Article XIII Amendments These bylaws may be amended by a two-thirds (2/3) majority of the Commission members present at any meeting called for this purpose. Thirty (30) days' written notice to all members of the Commission shall be required prior to voting on bylaw amendments. Amendments shall be consistent with the laws of the State of Michigan and Oakland County Board of Commissioners resolutions. Amendments shall become effective upon approval. Revised: July 18, 2007 Revised: October 22, 2008 Revised: January 12, 2011 D:\$Data\My documents\Commission\Bylaws\Revised 011211.doc -5- 98 1ftAU0IROLOIC01I11=I,I J ' OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 To: Chairman Fisher and Commission Members From: Sue Wells, Manager of Parks and Recreation Operations James C. Dunleavy, Chief of Parks Operations — North District Submitted; September 3, 2015 Subject: Springfield Oaks Ellis Barn 2017 Rental Fees INTRODUCTION AND HISTORY AGENDA ITEM NO. 8 F ADMINISTRATION The Oakland County Parks and Recreation Commission has established fees and charges to help offset the cost of maintaining high quality facilities. The Oakland County Parks staff has done an amazing job marketing and promoting the rental of the Springfield Oaks Ellis Barn. The rentals for the Ellis Barn continue to be very popular. In 2015 and 2016 we have booked all available dates. Staff reviews the rental fees annually; following the review staff makes recommendations based on the cost of services and current competitor's fees. Staff would like to start preparing for the rentals at this time for 2017 and would like to get the OCPR Commission's approval to set the rental fees for the Ellis Barn for 2017. 2017 Recommended Fees: 1. Ellis Barn - $4,500 (Friday noon — Sunday noon) For comparison: 2015 rental fee: $2,500 (Friday noon - Sunday noon) 2016 rental fee: $3,500 (Friday noon - Sunday noon) 2. Ellis Barn Daily fee — (Monday, Tuesday, a. $1,000 for both levels (6 hours) b. $500 for upper level (6 hours) c. $500 for lower level (6 hours) d. $250 for upper level (3 hours) e. $250 for lower level (3 hours) f, $100 for additional hours Wednesday or Thursday) 3. Event Camping: a. $400 (Friday noon - Sunday noon) - up to 10 sites in designated area. Current camping fee: $20 per night per additional site. 99 Page 2 ATTACHMENTS - Ellis barn weddings brochure STAFF RECOMMENDATION Staff recommends increasing the current Ellis Barn rental fees for 2017 as indicated above; including the addition of daily rental rates and standard camping rates also indicated above. The increase in revenue will be approximately $18,000; this does not include potential revenue from daily rentals or camping. Projected Revenue Revenue Barn Rental 2014 2015 $2,000.00 $2,300.00 $2, 500. 001 $47, 750.00 $3, 500, 00� $4, 500.00 MOTION Projected Revenue 2016 $63, 000. 00 Projected Revenue 2017 $81, 000.00 Move to approve an increase of the fee for Springfield Oaks Ellis Barn Rental to $4,500 (Friday noon — Sunday noon) with the addition of weekday daily rental fees of $1,000 for both levels of the barn for 6 hours; $500 per barn level for 6 hours; $250 per barn level for 3 hours; and $100 for additional hours; $400 event camping fee for 10 sites (Friday noon thru Sunday noon). 100 .� 1 s4P AM W�,srwjA +ol aupoes so Uov noA I s P4A+RpIJiN� QW #�MOi10�Q i11/'wM1� Y1 6 PCOt -) W *Pt CO $2,500 includes: • Access to the site at noon Friday for set-up/rehearsal • Access all -day Saturday (8 a.m.-midnight) • Access to the site until noon on Sunday (clean-up, brunch) $500 security deposit (in addition to $2,500 rental fee) will be returned within 30 days post -event, assuming there is no damage to the Barn or property during the rental period. Both rental fee and security deposit are due at time of rental; the barn cannot be held without payment. Events can run until 11 p.m. Music must end by 11 p.m. Everyone should be off -site by midnight. Capacity is approximately 200 inside, depending on floor plans; 200+ if tents are included outside the barn. DIY Venue Restroom trailer f Pllis barn 11f z "" �Oitinctive 1' 102 LO1_IJW.,1►1101keiyi►11k1 �_1►1►�� OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA SEPTEMBER 8, 2015 AGENDA ITEM NO. 8 G ADMINISTRATION - BUSINESS OPERATIONS To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Susan M. Wells, Manager of Parks and Recreation Operations Submitted: September 3, 2015 Subject: Parks Perks Pass Discount INTRODUCTION AND HISTORY The Oakland County Parks and Recreation Commission and the Huron -Clinton Metropolitan Authority have participated in a joint annual vehicle permit program — the Parks Perks Pass — since 2003. This collaborative program provides park patrons the opportunity to purchase a Parks Perks Pass, which is an annual vehicle permit good for entry into all 13 Metroparks and 8 of the Oakland County Parks (all those requiring a vehicle entry permit), at a rate discounted from what would be the total amount if purchased separately. The discount historically offered by each agency has been $3 off the annual resident rate. The current fee for the 2015 Parks Perks Pass is $54, with each agency receiving $27 in revenues. HCMA has raised their fee for the annual pass for 2016 to $35 RECOMMENDATION Staff is recommending continued participation in the joint Parks Perks Pass program at the current discounted rate of $3 off the annual vehicle permit resident rate. MOTION Move to approve the Oakland County Parks and Recreation Commission's portion of the revenues for the sale of each joint Parks Perks Pass in an amount equal to $3.00 off the annual vehicle permit resident discount rate. 103 EXECUTIVE OFFICER'S REPORT September 11, 2015 ITEM # 9 A 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, Temporary Use Permit Update: For the time period between July 20 — August 18 the following temporary use permits were granted: Oakland County Community Mental Health -- OSAS Recovery Celebration at the Oakland County Market. September 25, 2015, 8 a,m. — 4 p.m., $400. The event will also be renting OCPR's Retro Games mobile unit. Pending permits: Paramount Pictures Movie Production at Independence Oaks - Staff is currently working with Paramount Pictures for a movie production at Independence Oaks this fall. The scenes will be filmed in the woods, at the baseball field, on the trails, along the lake and potentially one of the fishing docks. There will likely be two separate film dates, both in September and then again in November. Neither shoot will be over 7 days (anticipating 4 days each) and they will likely be processed as separate permits due to the time between the use. 3. Oakland County Farmer's Market: This is our 3rd full year of operation at the County Market. Staff is recommending that the Marketing Workgroup work with the new marketing consultant to on the rebranding of the County Market. 4, October 13, 2015 OCPRC Meeting: The October 13, 2015, OCPR Commission meeting will be held at OCPR Administration Building instead of Groveland Township, as originally planned. 5. Southeast Michigan Parks System Collaboration Tour: On Wednesday, October 7, 2015, we will be conducting a tour and invite the OCPR Commissioners to attend. This tour will start at Groveland Oaks at 8:00 a.m. and will return by 4:00 p.m. We will visit HCMA, MDNR and OCPR parks, as well as Springfield Township and Independence Township park facilities. Lunch will be provided. The cost of $20 will be paid by OCPR. Also, Commissioners from HCMA and MDNR advisory committees, and Oakland County Board of Commission members will be invited to attend. This tour is to highlight how we work as a system as well as individual agencies. We will also conduct a second tour to include OCPR staff on Wednesday, October 2, 2015. We will provide more information as it becomes available. 6. Oakland County Treasurers Association: I will be doing a presentation for the Oakland County Treasurers Association at their quarterly meeting on October 8, 2015 at Hess Hathaway Park regarding Oakland County parks, programs and services. 7. Annual Park Passes: The Commission approved the new rates for non-residents and no increase to the rates for Oakland County residents at the OCPR meeting of August 11, 2015, No action was taken on the joint Parks Perks Pass as HCMA had not made a decision on their rates at that time, HCMA has approved an increase to their annual permit fee raising it to $35.00, With a $3 discount from both HCMA and OCPR the new joint pass for 2016 would be $59.00 - $32 HCMA and $27 OCPR. 8. Diplodia Tip Blight and Oak Wilt: Included with this report are two brochures from Natural Resources Planner Brittany Bird regarding diseases affecting pine and oak trees in the area. Diplodia Tip Blight is impacting the pine trees, and Oak Wilt is impacting both Red Oak and White Oak trees. 9, Honored Citizens Day — Michigan State Fair: Attached to this report is an article from the Free Press which mentions Oakland County Parks as the Sponsor of Honored Citizens Day at the Michigan State Fair, 10. OCPRC Key Initiatives Update: The Commission established OCPRC key initiatives in order to keep the organization moving forward in a consistent but limited direction and to focus on what is important. The initial list of five (5) potential key initiatives were identified and presented at the February 10, 2015 Commission meeting and are listed below, along with a current quarterly status report of each initiative: 104 a. Food Services, including the contracts for food and beverage banquet operations and park concessions: Staff is working collaboratively with representatives of Katherine's Catering and Oak Management to facilitate an expected smooth transition of operations at Lyon Oaks and White Lake Oaks banquet centers (January 1, 2016). As part of this transition, parks staff will be considering the purchase of tables, chairs, and other related items. These purchases may require Commission approval at a future meeting. Updating Park Concessions: Chief of Business Operations Phil Castonia, Food and Beverage Coordinator Thomas Rymsza, and park operations staff have done an outstanding job of launching staff -operated concessions. A comprehensive report should be available for Commission consideration at the November/December Commission meetings. b. Proposed Groveland Oaks West/ORV Park Proposal: The joint work group will be meeting on September 23 at 1 p.m. with the Michigan Department of Natural Resources to discuss responses to issues and concerns expressed previously by the Parks Commission. The group may recommend a date for a public hearing and the future timeline of this project. c. Marketing: The Marketing work group will be meeting on the morning of September 23 to meet/interview/review proposals from three prospective vendors. The work group is expected to make a recommendation to the Commission yet this year. d. County -wide Survey: The county -wide survey is still pending and is contingent upon hiring the marketing consultant. Projected survey implementation remains at winter/early spring 2016. e. Accreditation: Staff will be using the CAPRA Standards as guidelines and a reference tool as policies/procedures are created and/or revised, so staff resources will be minimized if a formal accreditation process is approved by the Commission in the future. Accreditation is also a focal point for the Southeast Michigan parks system collaboration with Oakland County Parks and Recreation, the Michigan Department of Natural Resources, and the Huron -Clinton Metropolitan Authority. The collaboration plans to share best practices that could include policies, procedures, and plans that support accreditation. At the May 27, 2015 OCPR Commission meeting, the Commission recommended adding an additional item to the list of proposed key initiatives. That item is: f, OCPR Commission Budget Process/Schedule: Staff has developed a budget process/schedule for FY 2017-19 that has been received by the Commission and is included in the proposed FY 2016-18 budget. 11. Upcoming OCPR Commission Meeting and Executive Committee Meeting Dates: The next two OCPR Commission meeting dates will be October 13, 2015 at 2:00 p.m. at the OCPR Administration Office, and November 10, 2015 at OCPRC Administration Office at 2:00 p.m. The next Executive Committee meetings will be Monday, September 21, 2015 at 2:00 p.m., Tuesday, October 27, 2015 @ 2:00 and Monday, November 23, 2015 at 2:00 p.m. 12. Communications and Marketing: Listed below is an update from Desiree Stanfield, Supervisor — Communications and Marketing: -Hosted the first Channel 955 Mojo in the Morning Town Tour at Red Oaks Waterpark July 24 with 240 listeners in attendance. (The show's producer anticipated "if 100 people show up at 6 a.m. to swim that will be a good number.") The radio station broadcasted live from 6-10 a.m. The first 100 visitors received wristbands for free waterpark entry when the waterpark reopened to the public at 11 a.m. The event was promoted via Channel 955 on -air mentions and Oakland County Parks social media, e-marketing message to 18,571 recipients, a landing page rotating header on Destination0akland.com and flyers at both waterparks. The event was pre -promoted in both The Daily Tribune and The Oakland Press. Additionally, four parks of waterpark passes were used as promotions on affiliate stations 97.9 WJLB, 106.7 WDTW, and 92.3 WMXD. 105 Tim Horton's provided free coffee and bagels for the event. Tap Snap provided a free photo booth during the event. Channel 955's website counted 181,134 digital impressions; 8,861 clicks and a .49% click thru rate. The Oakland Press and The Daily Tribune also ran color photos and feature stories after the event. -Hosted Disney Star Peyton List at Red Oaks Waterpark August 8. Peyton interacted and took photos with 540 guests, many of whom lined up two hours before the event began. Winners of a VIP Meet and Greet contest on OCP's Facebook page were the Lapoli Family of Madison Heights. Each guest received an autographed photo featuring the Oakland County Parks logo and "Red Oaks Waterpark 2015". One guest, Shannon Olanger of Lake Orion, works at the Disney Store at Great Lakes Crossing and plans to hang her copy at the store. Olanger's family of six purchased season waterpark passes for Waterford Oaks, but decided to attend the event after seeing signage promoting the event. The event was also promoted on OCP's Facebook and Twitter, ads in Metro Parent Magazine, Kids Standard Magazine and The Oakland Press, DestinationOakland.com and emarketing. Promotion of the event was also tied into ads promoting the waterpark season pass on Channel 7. Additionally, Peyton List, who has 2.9 million Facebook followers and 1.51 million Twitter followers, promoted the event. An informal survey revealed attendees came from Beverly Hills, Birmingham, Bloomfield, Dearborn, Roseville, Walled Lake, West Bloomfield and Wixom. Families came from Fenton (100 mile round trip), Flushing (125 mile round trip) and Grand Rapids (330 miles round trip). -Placed front page banner ads in The Oakland Press: August 7 — Disney Star Peyton List at Red Oaks Waterpark; August 21 — Oakland County Parks Presenting Sponsor of Ford Arts, Beats & Eats 2015 Salute to Veterans and a sponsor of Fifth Third Bank's Michigan State Fair Senior Citizen's Day. September ads will feature: Dogs swims, Groveland Oaks Haunted Hallows and Independence Oaks Hidden Forest Trail Run and Walk (Sept. 4); Car Show at Independence Oaks; Addison Oaks Boo Bash and Doggie Tailgate at Orion Oaks. -Crafted 27 emarketing messages from July 15 —Aug 12 featuring adaptive, campgrounds, dog parks, natural resources stewardship, nature centers, Oakland Uncorked, Oakland County Market, volunteers and waterparks. The messages were sent to a total of 201,332 recipients. -Created a promotional plan for the Disabled Veterans Day Sponsorship for Arts, Beats & Eats including the free concert and lunch for veterans and family members. -Developed a promotional plan for the parks system's sponsorship of the Michigan State Fair's Senior Citizens Day. Promoted the event on DestinationOakland.com and coordinated a display. -Created a new monthly calendar of events feature to distribute to media outlets. Organizing upcoming seasonal events in one concise document is expected to generate additional media coverage and increase promotion of special events without added advertising costs. -Designed an ad for Arts and Apples Festival promoting the parks system's hiking trails and 2016 Annual Vehicle Permits that go on sale October 1. The ad will be inserted in an event booklet; 50,000 copies will be printed. It will be distributed to 39,000 households via insertion in The Rochester Post posted on the newspaper's website and handed out at the event where attendance at the three-day event is expected to reach 200,000. -Placed a half -page nature centers ad in Kids Standard Magazine's September issue; 40,000 copies will be distributed to all schools in the Bloomfield, Clarkston, Lake Orion, Oxford Schools, Pontiac, Waterford and West Bloomfield districts. -Placed an ad for adaptive recreation events and programs in the fall Clawson Parks and Recreation community booklet which has a circulation of 4,500. -Reserved a half -page color ad in the 2016 Association of RV Parks and Campgrounds Michigan Directory; 325,000 copies of the director will go into distribution early in January, 2016 promoting Addison Oaks and Groveland Oaks campgrounds. ARVC Michigan is the largest campground association in the state and one of the largest campground associations in the United States, according to its website, The association currently represents 160 RV parks and campgrounds which totals nearly 25,000 sites available in Michigan's Upper and Lower Peninsulas. 106 -Placed a nature centers ad in the faillwinter issue of the Girl Scouts of Southeastern Michigan Connect Magazine. It is scheduled to be in the homes of all Troop Leaders, Co -Leaders, and Operational Volunteers no later than September 15. The edition is also available at five GSSM Service Center locations and on gssem.org for members to download. The current print run is estimated at 5,500 per edition covering Genesee, Livingston, Macomb, Monroe, Oakland, St. Clair, Sanilac and Wayne counties. Additionally, ads will be placed in the new Leader e-newsletter which is sent twice monthly to 4,500 leaders. -Designed a Nature Centers ad for the Southfield Parks and Recreation Activities Guide for Fall 2015/Winter 2016; a total of 40,000 booklets will be distributed. -Co-presented (Nature Education Writer) the Clever Coyotes Program at Orion Oaks Dog Park to share information on the habits, behavior and natural history of coyotes that live in Oakland County. Focused specifically on the ongoing research and methods to avoid negative interactions between domestic dogs and coyotes. -Participated in a live 12-minute radio interview (Nature Education Writer) about the value of interpretive signage for park patrons and updates on the offerings and amenities of Oakland County Parks. Interview just aired a few weeks ago but was recorded during the Michigan Outdoor Writers Association's June conference in Gaylord and remains available on podcast. -Received promotion at PureMichigan.org and its 1.2 million followers via a special guest blog written by Nature Education Writer Jonathan Schechter. He wrote a blog "Walking with Nature — Destination Traverse City" at the request of Traverse City Tourism. His photo credit mentions that he works for Oakland County Parks. -Photographed and shot video of the Food Truck Rally and Corn Roast at the Oakland County Market, Wet and Wacky events at Groveland Oaks along with new camping area, the grass trail, and construction of restroom facility. Also photographed the Grandparent/Grandchild program at the Wint Nature Center and Disney Star Peyton List appearance at Red Oaks Waterpark. -Promoted Haunted Hallows at Groveland Oaks (Sept. 19 & 26) and Boo Bash at Addison Oaks (Oct. 10 & 17) with a digital leaderboard ad on the Oakland CountyMoms.com. Oakland County Moms website average monthly unique visitors 40,000; average monthly page views, 90,000; e-newsletter 4,300; Facebook: 6,200 Likes; and Twitter, 9,550 Fans. Broadcast Media Coverage: Oakland County Market — Oakland Uncorked My TV20 - Detroit, MI 7 Action News This Morning on TV20 Detroit Market Viewership: 4,553 Publicity Value: $1,483.26 Aug. 6, 2015 8:46 a.m. i INK- http://mms.tveves.com/transcript.asp?Stationl D=7785&DateTime=8/6/2015%208:46:26%20AM&r)lavclip=true Print and Online Print Coverage: Road Commission allocates $75K for regional collective formed to attack phragmites The Daily Tribune: 307,787 unique visitors per month July 15, 2015 http://www.theoaklandpress. com/environment-and-nature/20150715/road-commission-allocates-75k-for- regional-collective-formed-to-attack-phragmites County parks seeks photos for contest Hometownlife.com: 19,200 circulation July 17, 2015 http://www. hometownlife.com/storv/sports/recreation/2015/07/17/parks-seek-photo-entries/30125533/ 107 Oakland County Parks Pics of the Parks contest is on The Oakland Press: 58,376 unique visitors per month July 17, 2015 http://www.theoakiandDress.com/lifestvle/20150717/oakland-countv-parks-Dics-of-the-parks-contest-is-on Oakland County golf outings The Oakland Press: 58,376 unique visitors per month July 18, 2015 http://www. dailvtribune.com/bu siness/20150718/oakland-counts-golf-outings Oakland County community calendar The Daily Tribune: 307,787 unique visitors per month July 19, 2015 http://www. dai lvtribu ne.com/lifestvie/20150719/oakland-cou ntv-community-calendar Commission approves $20K donation to Oakland County Parks The Oakland Press: 58,376 unique visitors per month July 20, 2015 http://www.theoakiand press. com/govern ment-and-politics/20150720/Commission-approves-20k-donation-to- oakland-county-parks Royal Oak to consider county role in Normandy Oaks park The Oakland Press: 58,376 unique visitors per month July 22, 2015 http://www.theoakland press. com/general-news/20150722/roval-oak-to-conside r-cou ntv-role-in-normandv- oaks-park Mojo in the Morning to air from Red Oaks Waterpark on Friday The Oakland Press: 58,376 unique visitors per month July 22, 2015 http://www.theoaklandDress. com/general-news/20150722/moio-i n-the-morninq-to-air-from-red-oaks-wate rpark- on-fridav Market enjoys a successful Founders Festival weekend Hometownlife.com: 19,200 circulation July 23, 2015 http://www. hometownlife.com/story/news/local/farmington/2015/07/21 /market-eniovs-successful-founders- festival-weekend/30486681 / Photos: Mojo in the Morning at Red Oaks Waterpark The Oakland Press: 58,376 unique visitors per month July 24, 2015 http://med ia.theoakiand press.com/2015/07/24/photos-moio-in-the-mornina-at-red-oaks-watert)ark/#1 Fans gather at Red Oaks Waterpark to see Metro Detroit's popular radio show July 25, 2015 The Daily Tribune: 307,787 unique visitors per month http://www. dailvtri bu ne.com/general-news/20150724/fans-gather-at-red-oaks-waterDark-to-see-metro-detroits- popular-radio-show 108 Oakland County community calendar The Daily Tribune: 307,787 unique visitors per month July 26, 2015 http://www.dailvtribune.com/lifestvle/20150726/oakland-countv-communitv-calendar Lake Orion Farmers' Market offering kids activities, more downtown The Oakland Press: 58,376 unique visitors per month July 28, 2015 htto://www.theoakiand press, com/events/20150728/lake-orion-fa rmers-market-offerino-kid s-activities-more- downtown Disney's 'Jessie' actress visits Red Oaks Waterpark The Oakland Press: 58,376 unique visitors per month July 30, 2015 http://www. theoaklandr)ress.com/lifestvle/20150730/disnevs-iessie-actress-visits-red-oaks-waterDark Royal Oak to start talks with county on park plan at Normandy Oaks The Daily Tribune: 307,787 unique visitors per month Aug. 5, 2015 http://www.dailvtribu ne.com/aeneral-news/20150805/roval-oak-to-start-talks-with-countv-on-park-plan-at- normandv-oaks Oakland County Parks and Recreation looking for volunteers at local dog parks The Daily Tribune: 307,787 unique visitors per month Aug. 7, 2015 http://www. dailvtdbu ne.com/aeneral-news/20150807/oakland-cou ntv-parks-and-recreation-lookina-for- volu nteers-at-local-doa-parks Oakland County community calendar The Daily Tribune: 307,787 unique visitors per month Aug. 8, 2015 http://www.dailvtribune.com/lifestvle/20150802/oakiand-county-commu nits -calendar Names+Faces Detroit Free Press: 3,630,946 unique visitors per month Aug. 8 2015 http://www. freer). com/storv/entertain ment/people/2015/08/07/namesfaces-rick-sprinafield-u ses- depression/31315329/ Oakland County community calendar The Daily Tribune: 307,787 unique visitors per month Aug. 9, 2015 http://www. dailvtribune.com/lifestvle/20150809/oakland-cou ntv-commu nity-calendar Photos of Disney star Peyton List in Oakland County The Oakland Press: 58,376 unique visitors per month Aug. 11, 2015 httD://media.theoakiand[)ress.com/2015/08/11 /photos-of-disnev-star-pevton-list-in-oakland-county/*18 Come Out and Play at Beverly Park C&G Newspapers: 168,241 unique visitors per month Aug. 12, 2015 http://www.candonews.com/news/come-out-and-Diav-beverIV-park-8535' 109 Oakland County Fair Broadcast: Total Value $46,916.13 My TV20 - Detroit, MI 7 Action News at 10 on TV20 Detroit Market Viewership: 31,188 Publicity Value: $3,251.64 July 2, 2015 10:21 p.m. WXYZ-DET (ABC) - Detroit, MI 7 Action News at 11 (Sunday) Market Viewership: 85,862 Publicity Value: $8,955.36 July 2, 2015 11:56 p.m. My TV20 - Detroit, MI 7 Action News at 10 on TV20 Detroit Market Viewership: 42,851 Publicity Value: $7,143.18 July 5, 2015 10:33 p.m. My TV20 - Detroit, MI 7 Action News at 10 on TV20 Detroit Market Viewership: 42,056 Publicity Value: $850.04 July 5, 2015 10:27 p.m. WXYZ-DET (ABC) - Detroit, MI 7 Action News at 6 (Sunday) Market Viewership: 117,754 July 5, 2015 6:07 p.m. WDIV-DET (NBC) - Detroit, MI Local 4 News Morning Market Viewership: 66,813 July 5, 2015 8:07 a.m. WJBK-DET (FOX) - Detroit, MI Fox 2 News Weekend Market Viewership: 33,049 July 4, 2015 7:09 a.m. Publicity Value: $3,960,50 Publicity Value: $1,670.84 Publicity Value: $3,102.42 WXYZ-DET (ABC) - Detroit, MI 7 Action News This Morning (Saturday) Market Viewership: 43,691 Publicity Value: $1,843.53 July 4, 2015 6:05 a.m. WJBK-DET (FOX) - Detroit, MI Fox 2 News 10 PM Market Viewership: 33,449 7/4/2015 2:06 a.m. WJBK-DET (FOX) - Detroit, MI Fox 2 News 10 PM Market Viewership: 128,997 July 3, 2015 10:08 p.m. Publicity Value: $3,443.46 Publicity Value: $6,266,28 My TV20 - Detroit, MI 7 Action News This Morning on TV20 Detroit Market Viewership: 9,829 Publicity Value: $296.67 July 3, 2015 7:34 a.m. 110 WXYZ-DET (ABC) - Detroit, MI 7 Action News This Morning Market Viewership: 67,189 Publicity Value: $2,880.57 July 3, 2015 6:21 a.m. My TV20 - Detroit, MI 7 Action News at 10 on TV20 Detroit Market Viewership: 31,188 Publicity Value: $3,251.64 July 2, 2015 10:21 p.m. ill Upcoming Events — September 2015 Adaptive Recreation September 15 Addison Oaks Hayride — VA Hospital September 18 Warren Orlick Inclusive Golf Outing — White Oaks Camping September 4 Labor Day Weekend — Groveland Oaks September 4 Labor Day Weekend — Addison Oaks September 18 Haunted Hallows I — Groveland Oaks September 25 Haunted Hallows II — Groveland Oaks Golf September 1 Four -Person Scramble — Springfield Oaks Golf Course Market Programs September 5 Blood PressureBMI Checks — Oakland County Market September 12 Creating a Terrarium — Oakland County Market September 12 Invasive Species — Oakland County Market September 16 Farm to Fork — Oakland County Market September 17 Health Education Program — Oakland County Market September 19 Fruit, Sand, Art Necklaces/Food Preservation — Oakland County Market September 20 Community Garage Sale — Oakland County Market September 24 Senior Market FRESH — Oakland County Market September 26 MSUE Educational Program: Michigan Apples — Oakland County Market September 26 Chia Pet -Type Project — Oakland County Market Natural Resource Education Programs September 12 Monarch Migration — Red Oaks Nature Center September 16 & 17 Rouge River Water Festival — Cranbrook Institute of Science September 19 Protecting the Clinton River Watershed — Waterford Oaks September 25 Learning on the Lake — Independence Oaks September 4 September 4-6 September 6 September 12 September 12 September 13 September 13 September 16 September 18 & 19 September 19 September 20 September 20 September 25 & 26 September 26 September 26 Special Events, Dogs, and Health & Wellness Michigan State Fair — Senior Day Zip Line — Addison Oaks Arts, Beats, and Eats — Veteran Concert Dog Swim — Waterford Oaks Waterpark Free Wood Chip Days — Orion Oaks Dog Swim — Red Oaks Waterpark Fido Fest — Red Oaks Waterpark Addison Oaks Historic Event Zip Line — Groveland Oaks Canines, Coffee and Conservation — Red Oaks Dog Park Addison Oaks Neurofibromatosis Walk and Run — Addison Oaks Dog Swim — Independence Oaks Beach Zip Line — Groveland Oaks Howl-O-Ween — Lyon Oaks Dog Park Fall Color Car Classic — Independence Oaks 112 Upcoming Events — September 2015 Volunteer Opportunities September 5,12,19,26 Local BMX Races — Waterford Oaks BMX September 12 Waterford Oaks Dog Swim — Waterford Oaks Waterpark September 13 Red Oaks Dog Swim and Fido Fest — Red Oaks Waterpark September 19 Groveland Oaks Beach Dog Swim — Groveland Oaks September 20 Community Garage Sale —Oakland County Market September 20 Independence Oaks Beach Dog Swim — Independence Oaks September 26 How]-O-Ween — Lyon Oaks Dog Park Nature/Interpretive Programs Field Trips, Birthday Parties, Meetings September 5 Maggies 4th Birthday Party— Red Oaks Nature Center September 12 Monarch Migration (NRE) — Red Oaks Nature Center September 25 Learning on the Lake (NRE) — Wint Nature Center September 27 Lucy's 5`h Birthday Party — Red Oaks Nature Center Public Interpretive Programs September 19 Hike into History — Red Oaks Nature Center September 26 Fall Fairy Fun -- Wint Nature Center Outreach Services September 26 Great Lakes Bat Fest — Red Oaks Nature Center September 2 September 2 September 2 September 2 September 3 September 3-7 September 4 September 4 September 6 September 6 September 7 September 7 September 9 September 10 September 10-12 September 11-13 September 11 September 12 September 12 September 12 & 13 September 12 September 12 & 13 September 13 September 13 September 15 September 16 September 16 September 16 September 17 September 17-19 Mobile Recreation Mini -Festival: Southfield Parks & Rec Family Fun & Safety Night at Inglenook Park Go Fish: Lake Orion DDA at the Lake Orion Farmers' Market in Downtown Lake Orion Bus: Independence Twp. Senior Center tour of Detroit Historical Churches Bus: City of Farmington to the Wendrick Costick Center Bleachers: Notre Dame Prep Football Game at Notre Dame High School Stages (4): Witz & Associates Arts Beats & Eats downtown Royal Oak Go Cache: Oakland Livingston Human Services Youth Employment Program at Waterford Oaks Bus (2): OCPRC- Rec Program Services State Fair shuttle Festival Package & Go Cache: OCPRC- Addison Oaks Labor Day Weekend at Addison Oaks Festival Package & Go Cache: OCPRC- Groveland Oaks Labor Day Weekend at Groveland Oaks Climbing Tower: Franklin Community Association Labor Day Round Up Bus (2): OCPRC- Adaptive Rec Veteran's Day Stage: Keego Harbor Police Skate Night Retro Games: Hugger Elementary Welcome Back Picnic Stage: St. George Greek Orthodox Yassoo Greek Festival Festival Package & Climbing Tower: Paint Creek Center for the Arts - Arts & Apples Climbing Tower: Notre Dame Marist Fall Festival Notre Dame Marist Bouncer: Madison Heights Soccer - Season Kick Off Red Oaks Youth Soccer Complex Mini -Festival: Orion Twp. Community Barn Daze at Friendship Park Special Events Trailer: OCPRC - Rec Program Services Dog Swim Stage: ABC Harley Davidson Fall Open House Stage: Highland Heritage Event at Veterans Park Bouncer & Climbing Tower: Faith Lutheran Church Picnic Stage: Holy Family Grand Blanc Parish Picnic at Holy Family Church Bus: Independence Twp. Senior to the Ford Pickett Plant Portable PA: Waterford Market Farm to Fork Event Bus: OCPRC- Adaptive Rec OC Express to Addison Oaks Bus: OCPRC- Adaptive Rec OC Express to Independence Oaks Twin Chimneys Retro Games: Jacobson Management Company Picnic at Independence Oaks (Twin Chimneys) Stage, Tent (4) & Lights: Springfield Twp. Heritage Festival at Shiawassee Basin Preserve 113 UpeominLy Events — September 2015 Mobile Recreation (cont.) September 18 Bus (3): OC Economic Development & Comm. Woodward Tour September 18 Stage: Rochester High School Tailgating Event at Rochester High School September 19 Festival Package: OCPRC- Groveland Campground Recreation Haunted Hallows September 19 Stage (2): Golling Buick GMC Classic Car Show at Golling Buick September 19 Stage: Bethesda Temple Bethesda Temple Flint Prayer Chain Day September 20 Festival Package: St Andrew Church Picnic September 20 Stage: Independence Twp. Parks & Rec Taste of Clarkston in Downtown Clarkston September 22 Bus: Avondale High School to Oxford Middle School September 23 Bus: Independence Twp. Senior Center to Comerica Park September 24-26 Tent (3), Portable PA: OC Brooksie Way at Meadowbrook September 25 Bleachers: Notre Dame Prep football game at Notre Dame High School September 25 Bus: Wedding Shuttle from Addison Oaks to Townplace Suites September 26 Festival 2, Bleachers & Climbing Tower: OC Brooksie Way at Meadowbrook September 26 Climbing Tower: Berkley Public Safety Fire Department Open House September 26 Climbing Tower: Milford Twp. Parks & Rec Annual Fall Picnic at Milford Central Park September 26 Tent & Special Events Trailer: OCPRC- Rec Program & Services Howl-o-ween at Lyon Oaks September 26 Stage: Brandon Twp. Parks & Rec Septemberfest September 26 Stage: OCPRC- Rec Programs & Services Howl-o-ween at Lyon Oaks September 26 Stage: Down Syndrome Guild at Woodside Bible Church September 29 Bus: Avondale High School to Waldon Middle School September 30 Bus: Avondale High School to Dunkel Middle School 114 V Cornell University 4 - _ College of Agriculture and Life Sciences fD gyp. Introduction Plant Disease Diagnostic Clinic Plant Pathology and Plant -Microbe Biology Section 334 Plant Science Building Ithaca, NY 14853-5904 Diplodia Tip Blight: Sphaeropsis sapinea Dead, brown needles at the tips of pine branches may signal the presence of Diplodia tip blight. Surveys indicate that no species of pine (Pinus) is immune to this disease, although some species are more severely affected than others. Austrian pine (Pinus nigra) is one of the most severely damaged species in New York. Tip blight infection year after year can weaken and even kill large Austrian pine trees. Douglas -fir, white, Norway, and blue spruce may also be infected, but infection of these species usually develops only on trees that are injured or stressed and when infected pine are nearby to provide a source of inoculum (spores). Figure 1: Symptoms of Diplodia Tip Blight (provided by Dr. George W, Hudler, Cornell University) Symptoms and Signs A few brown needles at the tip of the current season's growth are the first evidence of tip blight. 'These blighted needles are usually located on the lower branches of the tree. Needles that are in the early stages of development stop growing after infection and therefore appear stunted when compared to healthy needles. The number of blighted needles increases until the new growth for that year has been killed. 'Ihis stunted and dead new growth on lower branches draws attention to the disease (Fig. 1). Figure 2: Brown needles at the tip of the current year's growth. (provided by Dr. George W, Hudler, Cornell University) With a hand lens you may see minute black fruiting bodies (pycnidia) at the base of diseased needles, especially under the papery leaf sheath. These are sure signs of this disease. Symptoms of tip blight are not restricted to the needles. Future tree growth is often reduced by damage to or death of terminal buds during infection (Fig. 2). Twigs may be infected and become stunted or deformed. Stunted twigs may exude resin which traps blighted needles before they fall to the ground. Close examination of these twigs reveals cankers at 115 the first branch whorl and often near the leaf scars of blighted needles. Enlargement of these cankers results in the girdling of the twig and rapid death of the branch tip. In most cases, these symptoms are not observed beyond the current season's growth. Disease Cycle The fungus which causes tip blight of pine trees is Sphaeropsis sapinea (also known as Diplodia pinea). This fungus is present throughout the year in dead needles, leaf sheaths, twigs, and cones located either on an infected tree or on the ground. Small black fruiting bodies mature during late spring or early summer in this material. The brown oval spores ooze out of the fruiting structure during wet conditions and are scattered by wind, splashing rain, animals, or pruning equipment. Some spores land on young needles of the current season's growth. After the spore germinates, the fungus enters the needle through a stomate (or pore) and grows toward the base of the needle. A few hours later, a brown area develops near the point where the fungus entered the needle. By this time, the fungus has grown into the twig. The progressive invasion of the twig by the fungus results in browning of the attached needles and canker production in the twig. Management Strategies The damage caused by this disease is most severe on old or weakened trees. Old trees or trees exposed to unsuitable growing conditions, mechanical injury, or damage by insects may eventually be billed. Thorough weekly watering during extended dry periods of the growing season and spring broadcast fertilization will result in a tree that is more vigorous and more resistant to tip blight. When only a few branches of a tree show symptoms of tip blight, a program of pruning and sanitation should help minimize disease. Prune off blighted twigs and destroy or discard them. Since fungal spores can be transported to healthy twigs during the pruning operation, prune when the tree is dry. Disinfect pruning tools before each cut by swabbing the cutting blades with a solution of 70% rubbing alcohol between each cut. Rake up all blighted needles, twigs, and especially cones which harbor the fungus and destroy or discard them. Where disease is severe on smaller landscape trees, homeowners in New York State may apply some fungicides containing either potassium bicarbonate or propiconazole to try to minimize new infections. Follow label directions. Homeowners are discouraged from trying to apply pesticides to large landscape specimens, and should consider hiring a professional applicator if good cultural practices and fertilization do not sufficiently improve the overall health of such trees. Additional fungicides may be available for use by professional pesticide applicators. Updated SLJ 2/15 READ THE LABEL BEFORE APPLYING ANY PESTICIDE! Changes in pesticide regulations occur constantly. All pesticides distributed, sold, and/or applied in New York State must be registered with the New York State Department of Environmental Conservation (DEC). Questions concerning the legality and/or registration status for pesticide use in New York State should be directed to the appropriate Cornell Cooperative Extension Specialist or your regional DEC office. The Plant Disease Diagnostic Clinic Phone: 607-255-7850 Fax: 607-255-4471 Email: klsl3acornell.edu or slj2acornell.edu Web: plantclinic.cornell.edu Plant Disease Diagnostic Clinic 116 What is Oak Wilt? ...Oak wilt is a fungal disease which kills trees by initiating blockage of the water conducting vessels, thereby causing a wilt. All oak species are susceptible but in vary- ing degrees. Members of the red oak group often die very quickly, within one to two months after be- coming infected. Members of the white oak group decline slowly while other species within the group are virtually resistant. How to differentiate between members of the Red Oak and White Oak groups: ...Members of red oak group possess leaf lobes that are very pointed. Such members include Northern red oak, pin oak, black oak, scarlet oak, etc. ...Members of the white oak group possess rounded leaf lobes and include: white oak, swamp white oak, burr oak, etc. How is oak wilt spread? ...Oak wilt is spread by insects (mainly sap beetles) and through root grafts between healthy and infected trees. ...One of the most common methods of introducing oak wilt into healthy trees is by pruning during the warm season. Wounds created by pruning, or by storm injury, attract sap beetles which transmit the disease. Power line trimming resulted in rapid death of this oak from oak wilt. mall ak seedlings cut for ing and oak wilt ransmitted to oaks in ents back yard. Diagnosis of Oak Wilt: ...Oak wilt is very difficult to diagnose. Be suspicious of oak wilt if all or some of the following apply: *Rapid death occurs in red oak, *Slow decline occurs in white oak, *Evidence of pruning or storm injury, *Proximity to other oaks, especially root grafted trees which previously died, *Elimination of other causes of tree death or decline. Lab Diagnosis: ...Lab diagnosis can be difficult because the oak wilt fungus is quickly displaced by other secondary organisms. Samples collected from at least 1 inch diameter wood, from actively wilting branches should be taken as quickly as possible to a qualified lab. Keep samples cool for best survivability of the fungus. A negative lab result should not be interpreted as a definite negative for oak wilt. 117 Management of Oak Wilt ...Once oak wilt is determined or presumed to be the problem there are several key compo- nents of an oak wilt management program. Prevention: • Education: inform your family, neighbors and friends, • No Pruning during the warm season, typically April I" - October 15`h • Prompt repair of storm injury. Trenching: • Root graft disruption is necessary to pre- vent continued spread and infection of nearby oaks. Presume roots of neighboring trees are grafted if trees are within 1.5 X the distance from their trunk to their drip - line. Root graft slide:'62 American Phytopethological Society Injections: • Trees can be injected with the fungicide Alamo. The fungicide will have no inhibi- tion against red oak aroub trees already • exhibiting symptoms. Only inject symptom- less red oaks which may be root grafted to nearby infected trees. Infected white oaks may be cured with Alamo injections. Removal: • It is imperative that infected trees be re- moved. Do not use for firewood unless the wood is sealed under a tarp during the warm season, or debarked, or wood can be chipped. Monitoring: • If oaks are present on your property and you value them, it would be prudent to hire a qualified arborist to manage them; this management includes monitoring for oak wilt and for prompt repair of storm injury. It will be far more costly to manage oak wilt once established on a property than it is to keep it out. ...For more information on oak wilt contact your local MSU Extension office, or visit the oak wilt web site: www.msue.msu.edu/reg_se/roberts David L. Roberts, Ph.D. Michigan State University Extension 28115 Meadowbrook Rd. Novi, MI 48377-3128 (248)347-0269 Editor; Sandy Rosa Photo credit, Dr. Roberts ............................... Oak Wilt near Ann Arbor, MI; trees were pruned and died one to two months later. in MICHIGAN ......................... "A GUIDE TO IDENTIFICATION AND MANAGEMENT" by David L. Roberts, Ph.D. MICHIGAN STATE UNIVERSITY EXTENSION 118 State fair expands at Novi's Showplace; Sept. 4-7 Cal Stone, Hometown Life 6:30 p.m. EDT August 28, 2015 With part of the midway behind them including the 95 foot tall ferris wheel, people walk in and out of the inside of the Michigan State Fair on the grounds of the Suburban Collection Showplace in Novi, Michigan on Friday, Aug. 29, 2014. Eric Seals/Detroit Free Press(Photo: Eric Seals Detroit Free Press)Buy Photo 580 CONNECT 9 TWEETLINKEDIN 16 COMMENTEMAILMORE "Growing" is probably the best word to describe the Fifth Third Bank Michigan State Fair, now in its third year at The Suburban Collection Showplace in Novi. "We have acquired about 43 additional acres since the inaugural fair in 2013 to keep pace with the rapid growth of the fair and to ensure that we have ample room for additional features and parking," said Blair Bowman, Showplace owner. Bowman started the privately -funded state fair — the first of its kind in North America — in 2012 as the Great Lakes State Fair. The name was changed the following year with Fifth Third Bank coming on board as the major sponsor. The facility and fairgrounds property have grown by nearly 80 percent, adding enough land to construct the new Equestrian Show Rings, which debut next week. Arnold Amusements has purchased more midway rides just for this four -day event, plus Detroit Shrine Circus performances have expanded outside. "All of this in turn allows more interior space inside the Suburban Collection Showplace to showcase additional livestock breeds, youth shows and home arts exhibits and cooking competitions, which are all so pivotal to the booming agricultural industry in Michigan," Bowman said. Shrine Circus, parade Craig A. Stigleman, Shrine Circus chairman, said a full lineup of performances includes the famous tiger act, the world famous Flying Wallendas, the renowned Liberty Horses and clowns and elephants. 119 "Our guests will be amazed at all the changes and expansion," Stigleman said, adding his organization is proud to be a founding member of the Michigan State Fair LLC. Stigleman said Shriners will have more than 20 marching units, with more than 200 participants, in the state fair parade, which is new this year. It begins at 10 a.m. Monday, Sept. 7, on Grand River Avenue, just west of Novi Road, and ends at the fairgrounds. Area residents, businesses, street performers and community groups are invited to join the fun and celebrate Michigan's agriculture, communities and businesses, as well as the final holiday weekend of summer. "There is no better place in our state to hold the Michigan State Fair than at the Suburban Collection Showplace in Novi," Mayor Bob Gatt said. "We welcome all of our friends and families, Novi residents and visitors, to come early, set up chairs and enjoy themselves on Labor Day morning." Half -off admission coupons for Monday will be available for all parade spectators. The parade lineup will occur on Flint Street. Contact McKenzie Bowman for more information at mckenzie@MichiganStateFairLLC.com or 248-358-5600. Livestock, showmanship, Michigan -made The competitions for livestock breeding and youth showmanship continue to expand at the fair. Approximately 20 percent more farmers and breeders are coming to Novi than in 2014. "We're very pleased to welcome the first ever Scottish Highland Cattle to the state fair this year," said Jackie Scramlin, livestock co -superintendent. "And we are also thrilled that the finals for the Michigan Make it with Wool fiber design competition will also be during the fair." The Kroger Michigan -Made Product Pavilion returns this year, with a Michigan Kitchen Demo Stage presented by Hour Detroit magazine. It will feature popular Detroit -area restaurant chefs preparing favorite recipes, as well as fair exhibitors and competitors sharing delicious dishes, tips and kitchen tricks. The State Fair Farmers Market has local producers offering fresh and prepared food products straight from Michigan farms. Honored Citizens Day Friday, Sept. 4, will be the debut of a new celebration — Honored Citizens Day — offering free fair -only admission (does not include carnival rides or circus performances) to anyone over 62. Organized by state Rep. Kathy Crawford, R-Novi, and sponsored by Oakland County Department of Parks and Recreation and St. John Providence Health Systems, this special day will include an awards program recognizing the contributions of senior citizens, entertainment, a continental breakfast for the first 500 guests and seating in a dedicated air-conditioned area for those attending the fair that day. Live music Debuting at this year's fair is the Monday Michigan Mega Jam with a multi -genre All -Star Revue featuring Thornetta Davis, Jill Jack, Sean Blackman, Brandon Calhoun and others backed by Saint Cecilia, with guest keyboardist Chris Codish. "The mission of this All -Star Michigan Jam Band Dream Team performance is to showcase the amazing depth and wide spectrum of Michigan musical talent for the world at large," producer and host Nadir Omowale said. Blue Care Network of Michigan also joins the fair this year as presenting sponsor of the Community and Cultural stage, featuring song, dance and storytelling from a wide spectrum of ethnic and cultural community groups. The second annual State Fair Superstar Contest welcomes new sponsor Pepsi -Cola. This fair feature debuted in 2014 with more than 70 entrants, with the grand prize awarded to Alison Albrecht, 14, of Novi. 120 The contest offers a purely Michigan mentoring twist on the standard pop music talent contest formula, with songwriting advice plus artist and repertoire coaching from Omowale; live performance booking consultation from 2 Stones Events; production of a three -song EP at world famous Pearl Sound Studios; a cash prize; and indie music business coaching from Jill Jack. Sixteen finalists will perform Friday and Saturday evenings on the Main Stage, with the grand prize winner and runner-up headlining the evening of Sept 6. "The development of the new, private entity Michigan State Fair, LLC continues to be an amazing and surprising journey for us all, made possible through the tremendous support and enthusiasm of our foundation sponsors and the ever growing list of dedicated volunteers that sit on the Executive Board and State Fair Steering Committee," said Steve Masters, fair executive director. "This is a true labor of joy and love for all involved, who wish to be part of ensuring continuity of the traditions and legacy of the original Michigan State Fair and also help to determine how the future state fair will evolve." Cal Stone is a reporter for Hometown Life. Contact him at cstone@honietownIife.com or Twitter: @TheNoviNeivs. Fifth Third Bank Michigan State Fair Where: The Suburban Collection Showplace (46100 Grand River Avenue, Novi) When: Friday, Sept. 4, through Monday, Sept. 7 Web: www.MichiaanStateFairLLC.com; www.SuburbailShowt)lace.com App: Download the free Carrot Pass mobile app for iPhone and Android 121 Revised 9/8/ 15 .V) i ilk v OAKLAND COUNTY PARKS & RECREATION COMMISSION AGENDA September 8, 2015 AGENDA ITEM NO. 2 FACILITIES MAINTENANCE & DEVELOPMENT To: Chairman Fisher and Commission Members From: Daniel J. Stencil, Executive Officer Michael J. Donnellon, Jr., Chief of Park Facilities Maintenance & Development Submitted: August 18, 2015 Subject: FY2016 PROPOSED Capital Improvement Program (CIP) & Maintenance Management Plans & 4 Year Forecast EXECUTIVE SUMMARY 1. In an effort to continue to maintain, improve and manage over 230 park facilities, buildings and structures within the 13 Oakland County Parks, staff continues to improve the identification and forecasting of both capital and maintenance projects. Of the proposed FY2016 CIP/Maintenance Management Plan projects, 89.7% represent a reinvestment into existing fixed assets and 10.3% represent an investment in new assets. 2. Capital Funds Requested (FY2016): $1,600,000 3. Maintenance Funds Requested (FY2016); $ 515,000 4. Of the estimated $89,840,149 in current replacement value (CRV) of park capital assets, these management plans represent a 1.6% reinvestment. A. According to both the "National Research Council — Building Research Committee", and the "Association of Physical Plant Administrators (APPA), Capital Renewal and Deferred Maintenance Programs Report, 2009, Harvey Kaiser', an estimated 2% - 4% reinvestment (capital renewal) of the current replacement value of facilities is recommended (1.8 to 3.6 Million). B. 4%-5% is documented in the 2008 OCPRC Strategic Plan, Pros Consulting, Leon Younger ($3.6 to 4.5 Million). 5. The original 10 year CIP/Maintenance Management Plan Forecast has been revised pursuant: A. Receipt of management & budget financial information on June 1, 2015. B. Administrative directives to; 1) Temporarily modify the original 10 year forecast to a 4 year forecast. 2) Meet a $1.5 million annual goal for CIP projects/programs/contingencies. C. To include a new list of all Unfunded Capital Projects within the management plans. PLANNING OVERVIEW 1. Refer to planning review (pages 11-16) for detailed planning information relative to management plans. MANAGEMENT PLAN OVERVIEW 2. Capital/Maintenance Management Plan A. Initial budget history: 1) Completed as part of the annual budget review process. 2) Began forecasting 15 years in FY2010. 3) Modified the 15 year forecast to a 10 year forecast in FY2015, to align with various park planning efforts. 4) Temporarily modified the proposed FY2016 10 year forecast to a 4 year forecast to allow; a. For the establishment of a committee of staff and commissioners to complete a review of the unfunded projects, prioritize and forecast over the next 10 years. b. Staff/Commission to meet the Capital Improvement Program goal of $1.5 million annually. 5) Management plan is reviewed annually by chiefs, park supervisors and staff beginning in September, prior to the following fiscal year budget cycle. Reference; OCPRC Industrial Appraisal Company — Insurance Summary Report, dated 9-30-2010, termed `Cost of Reproduction New' Page 2 6) FY2016 Capital Improvement Program Budget (Refer to attached CIP Management Plan, pages 23-24) a. 7 Pending Projects (Proposed2) i. Design/Engineering Projects (0)3 $ 0.00 ii. Construction Projects (4) $533,600.00 iii. Replacement Programs (3) $160.000.00 • Total Pending Projects $ 693,600.00 b. 11 In -Progress Projects (Carry-over) i. Design/Engineering Projects (1) $ 20,000.00 ii. Construction Projects (10) $713.000.00 • Total In -Progress Projects $ 733.600.00 c. CIP Contingency $ 73,400.00 d. Total Capital Improvement Program Budget $1,500,000.00 7) FY2016 Maintenance Program Budget (Refer to attached Maintenance Management Plan, pages 83-84) a. 8 Proposed Projects/Programs i. Design/Engineering (0)3 $ 0.00 ii. Construction Maintenance Projects (2) $ 20,000.00 iii. Maintenance Programs (4) $110,000.00 iv. Natural Resource Programs (2) $335.000.00 • Total Maintenance Program Budget $515,000.004 8) FY2016 — 2020 Capital Improvement Program 4 Year Forecast (Refer to attached CIP Forecast, pages 33-39) 9) FY2016 — 2020 Maintenance Program — 4 Year Forecast (Refer to attached Maintenance Forecast, pages 95-96) 10) FY2016 Capital Improvement Unfunded Project List (Refer to attached Unfunded List, pages 109-114) a. The total of Unfunded Projects is approximately $41.6 million. b. Of the total amount, approximately $23.5 million is a reinvestment into existing facilities. ATTACHMENTS 1. Attachment A — Proposed FY2016 — FY2020 Capital Improvement/Maintenance Management Plan & 4 year Forecast. 2 Upon Commission Approval on September 8, 2015, 'Pending/Proposed' projects will become 'Active' staff projects that will follow typical commission approval procedures. 3 Conceptual design/engineering for the projects listed within the 4 year forecast will be completed with in-house architectural and landscape architectural staff. 4 This amount is budgeted under the Facilities Maintenance (FM) budget center, #730789 General Program Administration. Item 8 E Revised 09/08/2015 PROPOSED BY-LAW AMENDMENT [EXECUTIVE COMMITTEE] Article VIII. Committees Section 1. Executive Committee. The Chairperson, Vice Chairperson, Secretary, and one additional Commission member shall serve as the Executive Committee of the Commission. The one (1) additional member of the Executive Committee shall be appointed by the Commission each year at the time of the annual election of Commission officers. Section 2. Other Committees. The Commission may establish standing and special committees which shall meet at the call of their respective chairs, or at the direction of the Commission. Committees shall be appointed by the Chairperson. [Delete Article VII, Section 5, Chairperson Emeritus) CAKLAND COUNTYPARKS DestinationOakland.com DEER HUNTERS Oakland County Parks and Recreation Commission, in cooperation with the Michigan Department of Natural Resources, is seek- ing volunteers to participate in special controlled hunts at Independence Oaks County Park under guidelines of 2015 Michigan Department of Natural Resources Block Permit Program.This hunt is developed as a wildlife management program to reduce and maintain the Whitetail Deer (antlerless only) population at the park. HUNT DATES Firearms Season (I2-gaugeshotgun-slugs only or .50 caliber muzzleloader) Muzzleloader Season (.50 caliber or larger) Monday Nov.16 Monday Dec.7 Wednesday Nov. 18 Monday Nov.23 Wednesday Nov.25 HUNT TIME: Noon -Sunset (PARK CLOSED ALL DAY TO GENERAL PUBLIC) • Participants must be at least 18 years old • Volunteer hunters and alternates will be selected in a random drawing to be held the week of Sept. 28. • Confirmation letters will be mailed the week of Oct. 5 to drawn participants only. • Hunters with disabilities are encouraged to participate. • All deer taken during the hunt are donated to the Salvation Army in support of the Michigan Sportsmen Against Hunger Program. VOLUNTEER HUNTER RESPONSIBILITIES Provide own firearm, ammunition, equipment and clothing Present valid driver's license and hunting license; kill tags will be provided Attend mandatory noon orientation session prior to each hunt. Lunch is provided. Hunt from designated sites only (portable blinds and seats provided) according to State of Michigan Law APPLICATION DEADLINE IS Mondav, Sent. 28, 2015 YOU MUST COMPLETE AND RETURN THE APPLICATION BELOW TO BE CONSIDERED FOR THIS PROGRAM! If you have questions call248.975.9717 Return to: Waterford Oaks County Park ATTN: Volunteer Coordinator 2800 Watkins Lake Rd., Waterford, MI 48328 ........................................................................................... NAME DRIVER'S LICENSE # ADDRESS CITY/ZIP PHONE: HOME WORK CELL FAX ✓ Check date(s) you are interested in volunteering: FIREARMS (12-gauge shotgun -slugs only or .50 caliber muzzleloader) Monday Nov.16 Tell us about your hunting history: _Wednesday Nov. 18 MUZZLELOADER (.50 caliber or larger) Number of years hunting _Monday Nov. 23 _Monday Dec. 7 Number of years hunting _Wednesday Nov. 25 at Oakland County Parks Special Needs Note: Responses are used for program evaluation p purposes only and have no impact on lottery 08/15 eligibility or successful draw. 0AKLAND COUNTYPARKS DestinationClakland.com LOOKING FOR DEER HUNTERS Oakland County Parks and Recreation Commission, in cooperation with the Michigan Department of Natural Resources, is seeking volunteers to participate in special controlled hunts at Addison Oaks County Park under guidelines of 2015 Michigan Department of Natural Resources Block Permit Program.The hunt is developed as a wildlife management program to reduce and maintain the Whitetail Deer (antlerless only) population at the park. HUNT DATES Firearms Season (12-gauge shotgun —slugs only or .50 caliber muzzleloader) Muzzleloader Season (.50 caliber or larger) Tuesday Nov.17 Friday Nov.20 Tuesday Dec.8 Thursday Nov.19 Tuesday Nov.24 Wednesday Dec.9 HUNTTIME: Noon —Sunset (PARK CLOSED ALL DAY TO GENERAL PUBLIC) • Participants must be at least 18 years old • Volunteer hunters and alternates will be selected in a random drawing to be held the week of Sept. 28. • Confirmation letters will be mailed the week of Oct. 5 to drawn participants only. • Hunters with disabilities are encouraged to participate. • All deer taken during the hunt are donated to the Salvation Army in support of the Michigan Sportsmen Against Hunger Program. VOLUNTEER HUNTER RESPONSIBILITIES Provide own firearm, ammunition, equipment and clothing Present valid driver's license and hunting license; kill tags will be provided Attend mandatory noon orientation session prior to each hunt. Lunch is provided. Hunt from designated sites only (portable blinds and seats provided) according to State of Michigan Law APPLICATION DEADLINE IS Mondav Sept. 28, 2015 YOU MUST COMPLETE AND RETURN THE APPLICATION BELOW TO BE CONSIDERED FORTHIS PROGRAM! if you have questions call248.975.9717 Return to: Waterford Oaks County Park ATTN: Volunteer Coordinator 2800 Watkins Lake Rd., Waterford, MI 48328 NAME ADDRESS PHONE: DRIVER'S LICENSE # , CITY/ZIP HOME WORK. CELL ✓ Check date(s) you are interested in volunteering: FIREARMS (12-gauge shotgun —slugs only or .50 caliber muzzleloader) _Tuesday Nov. 17 MUZZLELOADER (.50 caliber or larger) _Thursday Nov.19 Tuesday Dec.8 Friday Nov. 20 _Wednesday Dec. 9 _Tuesday Nov.24 Special Needs 08/15 FAX Tell us about your hunting history: Number of years hunting Number of years hunting at Oakland County Parks Note: Responses are used for program evaluation purposes only and have no impact on lottery eligibility or successful draw.