HomeMy WebLinkAboutAgendas/Packets - 2023.02.01 - 40431OAKLAND COUNTY PARKS AND RECREATION COMMISSION
Regular Monthly Meeting Agenda
Parks Commission Room - 2800 Watkins Lake Rd, Waterford 48328
Wednesday, February 1, 2023 @ 2:00 pm
Gary McGillivray, Chairperson
Call Meeting to Order
Roll Call
Pledge of Allegiance
Approval of Agenda
Approval of Minutes - January 4, 2023
Public Comment
REGULAR AGENDA:
1 Roofing Replacement Program
2 2023 Grant and Natural Resources Outreach Programs
3 Capital Equipment Purchase - Lease Bus Purchase
4 Recognition of U.S. Senator Debbie Stabenow and U.S.
PRE SENTATIONS/RECOGNITIONS:
A Staff Introduction - Dylan Abbas
B Capital Planning & Development Update
C Campgrounds/ORV Update
D FY2022 Communications & Marketing Report
COMMUNICATIONS/REPORTS:
E Parks Environmental Sustainability Committee Report
F Executive Committee Membership Report
G Southeast Michigan GREEN Update
UNFINISHED BUSINESS:
NEW & MISCELLANEOUS BUSINESS
ACTION PRESENTER(S)
Approval Mark Adams / 762-3822
Approval Melissa Prowse / 249-2801
Approval Tom Hughes / 343-1011
Approval Chris Ward / 858-4944
ACTION PRESENTER(S)
Informational
Zachary Crane / 240-1079
Informational
Donna Folland / Zach Crane
Informational
Tom Hughes / 343-1011
Informational
Desiree Stanfield / 705-4108
ACTION
PRESENTER(S)
Informational
Sarah Cook-Maylen / 343-1353
Informational
Gary McGillivray / 709-0359
Informational
Melissa Prowse / 249-2801
ACTION PRESENTER(S)
ACTION PRESENTER(S)
5 Director's Report Informational Chris Ward / 858-4944
6 Executive Committee Update Informational Gary McGillivray / 709-0359
ANNOUNCEMENTS
ADJOURNMENT TO: March 1, 2023 at 2:00 p.m. or to the Call of the Chair
RETURN TO AGENDA
OAKLAND COUNTY
PARKS AND RECREATION COMMISSION
2800 WATKINS LAKE ROAD, WATERFORD, MICHIGAN 48328
Telephone: (248) 858-0906
J. David VanderVeen REGULAR MEETING
Vice Chairman Gary R. McGillivray, Chairman
Ebony Bagley
Secretary January 4, 2023
Christine Long
Amanda Herzog
Andrea LaFontaine
Jim Nash
Nancy Quarles
Yolanda Smith Charles
Lance Stokes
Chairman McGillivray called the meeting of the Oakland County Parks and Recreation Commission to
order at 2:05 p.m. in the Parks Commission Room.
COMMISSION MEMBERS PRESENT:
Gary R. McGillivray, J. David VanderVeen, Ebony Bagley, Christine Long, Amanda Herzog, Jim Nash,
Nancy Quarles, Yolanda Smith Charles, Lance Stokes
COMMISSION MEMBERS ABSENT WITH NOTICE:
Andrea LaFontaine
OTHERS PRESENT:
PARKS AND RECREATION
Chris Ward, Director
Jim Dunleavy, Manager -Operations
Melissa Prowse, Manager -Planning & Development
Sarah Cook-Maylen, Chief -Environmental Sustainability & Planning
Tom Hughes, Chief -Park Operations & Maint. — South District
Brandy Sotke-Boyd, Chief -Recreation Programs & Services
Aaron Stepp, Chief -Business Operations
Desiree Stanfield, Supervisor -Marketing & Communications
Sandy Dorey, Supervisor- Recreation Programs & Services
Donna Folland, Supervisor -Planning
Matt Pardy, Park Supervisor -Red Oaks
Mark Adams, Architectural Engineer
Brad Wethy, Assistant Park Supervisor -Waterford Oaks
Jami Monte, Staff Assistant
Jess Whatley, Organizational Development Project Coordinator
Sean Young, Skilled Maintenance Mechanic II
Shannon Kenny, Technical Office Specialist
Kristen Kittell, Technical Office Specialist
BOARD OF COMMISSIONERS
Gwen Markham, Commissioner -District 15
OAKLAND COUNTY FAIRBOARD
LC Scramlin, General Manager
SIX RIVERS LAND CONSERVANCY
Kristen Myers, Deputy Director
PUBLIC
Mary Ellen Quaine, OC Farmers Market Vendor
April Forbes, OC Farmers Market Vendor
Brian Penzien, OC Farmers Market Vendor
Alec Smith, Oakland Conservation District
James Hunter
Misha Detkowski
Wisam Brukho
Shawna Quick
Donald Jones
Marjorie Findley
January 4, 2023
Page 2
APPROVAL OF AGENDA
Chairman McGillivray proposed to amend the agenda as follows:
1. Insert "Revised 2023 Free Park Entry Days" as Item 6 under the Regular Agenda;
2. Reletter Item 6, Director's Report, as Item 7 under New & Miscellaneous Business.
Long moved to approve the agenda, as amended. Seconded by VanderVeen.
Motion carried unanimously on a roll call vote.
APPROVAL OF MINUTES
Quarles moved to approve the minutes of the December 7, 2022 Regular Meeting and the
December 7, 2022 Closed Session, as presented. Seconded by Bagley.
Motion carried unanimously on a roll call vote.
PUBLIC COMMENT
The following persons addressed the Commission during public comment regarding Farmers Market
improvements:
1. Mary Ellen Quaine
2. April Forbes
3. Brian Penzien
NOMINATION & ELECTION OF 2023 OCPR COMMISSION OFFICERS
A. Chairman
B. Vice Chairman
C. Secretary
Long nominated to elect Gary McGillivray as Chairman, J. David VanderVeen as Vice Chairman,
and Ebony Bagley as Secretary of the Oakland County Parks and Recreation Commission.
Seconded by Stokes.
Motion carried unanimously on a roll call vote.
PUBLIC HEARING
D. 2023-2027 Five -Year Parks and Recreation Master Plan
Chairman McGillivray opened the Public Hearing at 2:19 p.m. and Ms. Folland provided a brief
summary of the Master Plan.
Chairman McGillivray opened the floor for public comment.
The following persons addressed the Commission during public comment regarding the Master Plan:
1. Kristen Myers expressed her support on behalf of Six Rivers Land Conservancy regarding the
acquisition of Turtle Woods Preserve, and Goal 5 of the Strategic Action Plan: Care for the
Land and Natural Environment and Increase Green Infrastructure.
2. Donald Jones expressed appreciation for the creation of the Plan and for being forward -looking,
especially regarding trails and sustainability.
Donna Folland distributed additional written public comment from Meghan Cleary who expressed
January 4, 2023
Page 3
concern regarding the selection of Green Acres Park in Hazel Park, recommending Albert -Sylvester
Park instead; and recommending pesticide -free, pollinator -friendly management for the health and
wellness of their community.
There being no further public comment, Chairman McGillivray closed the Public Hearing at 2:30 p.m.
PRESENTATIONS/RECOGNITIONS
E. Staff Introduction — Sean Younq
Mr. Pardy introduced Sean Young as the new Skilled Maintenance Mechanic II at Red Oaks.
COMMUNICATIONS/REPORTS
F. Parks Environmental Sustainabilitv Report
Ms. Cook-Maylen provided a brief review of the Parks Environmental Sustainability Report.
G. RPS and RAPP FY22 Summary
Ms. Boyd provided a summary of the RPS and RAPP services provided in FY22.
REGULAR AGENDA ITEMS
1. FY23 Recreation Assistance Partnership Proqram Plan
Long moved to approve the FY23 Recreation Assistance Partnership Program Plan, as
presented. Seconded by Nash.
Motion carried unanimously on a roll call vote.
2. Lvon Oaks Boardwalk Realacement
VanderVeen moved to approve the Lyon Oaks Boardwalk Replacement, as presented.
Seconded by Quarles.
Motion carried unanimously on a roll call vote.
3. Red Oaks Boiler Realacement — Chanae Order
Smith Charles moved to approve the Red Oaks Boiler Replacement — Change Order, as
presented. Seconded by Herzog.
Motion carried unanimously on a roll call vote with Nash absent.
4. Canital Eauinment Purchase — Front -End Loader
Herzog moved to approve the Capital Equipment Purchase — Front -End Loader, as presented.
Seconded by VanderVeen.
Motion carried unanimously on a roll call vote with Nash absent.
5. 2023-2027 Five -Year Parks and Recreation Master Plan
Quarles moved to approve the 2023-2027 Five -Year Parks and Recreation Master Plan, as
presented. Seconded by Stokes.
Motion carried unanimously on a roll call vote with Nash absent.
January 4, 2023
Page 4
6. Revised 2023 Free Park Entry Days
Bagley moved to approve the Revised 2023 Free Park Entry Days, as presented. Seconded by
Stokes.
Motion carried unanimously on a roll call vote with Nash absent.
UNFINISHED BUSINESS
None.
NEW & MISCELLANEOUS BUSINESS
7. Director's Report
Director Ward provided an overview of his report.
ANNOUNCEMENTS/ADJOURNMENT
Chairman McGillivray reminded the Commissioners of his request for them to consider and come up
with 10 ideas to make improvements to our parks, programs, communications & special events.
At 3:16 p.m., there being no further business to come before the Commission, the meeting was
adjourned to February 1, 2023, or to the Call of the Chair.
Ebony Bagley, OCPRC Secretary Jami Monte, Recording Secretary
NOTE: The foregoing minutes are subject to Commission approval.
RETURN TO AGENDA
Oakland County Parks and Recreation Commission Agenda Item Memo
Agenda #: 1
Department: Facilities Maintenance & Development
From: Mark Adams, Jr. Architect/Project Manager
Subject: FY2023 Park -Wide Roof Replacements
PROJECT CATEGORIES
Approval Type: Conceptual Approval ✓ Construction Approval General Approval
Project Type: ✓ Capital Improvement Maintenance Enhancement
EXECUTIVE SUMMARY
1. Scope
As part of the park system's roof replacement program, which identifies structures in need of new roofs
due to age, condition, and repetitive maintenance, five roofing replacement projects are presently slated
for replacement at the following locations per the FY 2023 Capital Improvement Program:
(1) Independence Oaks Beach Cove Pavilion
(2) Independence Oaks Twin Chimneys Rental Facility
(3) Independence Oaks Camp Wilderness Pavilion 1
(4) Independence Oaks Camp Wilderness Pavilion 2
(5) Waterford Oaks West Storage Shelter
The existing asphalt shingle roofs will be recycled and replaced with an architectural shingle roof system,
which will provide a 30-year warranty. The Independence Oaks Camp Wilderness Pavilion roofs will be
replaced by internal Facilities & Maintenance staff.
OCPR staff explored installation of standing seam metal roof system for each location, however, the cost
(approx. $35/SF for metal vs $6/SF for architectural shingles) and a shorter warranty length (25 years for
metal vs 30 years for architectural shingles) proved prohibitive. See Attachment A Planning Review for
more information.
2. Need
The five roofing projects listed above are part of the park's system -wide management of building roofs.
Replacement is scheduled when warranted by the age and condition of roofing materials and structural
elements and is intended to reduce the need for repairs.
3. Review and approval history
Date Description
9/2022 FY2023 Capital Improvement Program
4. Funding
a. Current FY budgeted amount: $100,000
b. Recommended Total Amount: $53,850
i. OCPR staff solicited bids from pre -qualified Oakland County roofing contractors on December 5,
2022 and received 1 bid result on January 20, 2023. Based on bid results and review, staff
recommends moving forward with the following amount:
Page 2
Asphalt Shingle Recycling Allowance $5,000
OCPR Facilities and Maintenance Division
IND Camp Wilderness Pavilion 1 (Architectural Shingles) $6,000
IND Camp Wilderness Pavilion 2 (Architectural Shingles) $6,000
Roof Replacement Total $12,000
Northgate Construction, Canton, MI
IND Beach Cove Pavilion (Architectural Shingles) $14,500
IND Twin Chimneys (Architectural Shingles) $16,000
WTR West Storage Shelter (Architectural Shingles) $3,000
Roof Replacement Total $33,500
Contingency (10%) $3,350
Total Recommended Contract $36,850
Roof Replacement Program Total Cost
ATTACHMENTS
1. Attachment A — Planning Review
2. Attachment B — Bid Summary
3. Attachment C — Park Maps
$53,850
STAFF RECOMMENDATION
Staff recommends approval to award a contract to Northgate Construction of Canton, MI (Contract #9719),
including a 10% contingency in the amount of $36,850 for a total project cost of $53,850.
MOTION
Move to approve a contract to Northgate Construction of Canton, MI (Contract #9719), including a 10%
contingency in the amount of $36,850 for a total project cost of $53,850.
Asphalt Shingle Recycling Allowance $5,000
OCPR Facilities & Maintenance Division
IND Camp Wilderness Pavilion 1 (Architectural Shingles) $6,000
IND Camp Wilderness Pavilion 2 (Architectural Shingles) $6,000
Roof Replacement Total $12,000
Northgate Construction, Canton, MI
IND Beach Cove Pavilion (Architectural Shingles) $14,500
IND Twin Chimneys (Architectural Shingles) $16,000
WTR West Storage Shelter (Architectural Shingles) $3,000
Roof Replacement Total $33,500
Contingency (10%) $3,350
Total Recommended Contract $36,850
Roof Replacement Program Total Cost $53,850
Project Identification and Management
Annual Capital Program: Park System Roof Replacements
■ Independence Oaks IND
0 2045 Beach Cove Pavilion Asphalt Shingle Roof Replacement
0 376 Twin Chimneys Pavilion Asphalt Shingle Roof Replacement
0 1623 Camp Wilderness Pavilion 1 Asphalt Shingle Roof Replacement
0 1624 Camp Wilderness Pavilion 2 Asphalt Shingle Roof Replacement
■ Waterford Oaks WTR
o 1145 West Storage Shelter Asphalt Shingle Roof Replacement
Proiect Manager: Mark Adams, adamsmai@oakaov.com
Planning Review coordinated by: Donna Folland, follandd@oakgov.com
Date Created: 1/24/2023
Date of Last Update: 1/25/2023
Staff Recommendation
The CIP budget was approved prior to establishment of the Core Values in the 2023-2027 Parks and Recreation Master
Plan and the budgeted amounts approved did not fully reflect those Core Values. This includes budgeting for roof
replacements in 2023 that did not consider sustainable alternatives to asphalt shingles. This is reflected in the
Commission Memo for this project.
Staff considered alternatives for roof replacement (see Alternatives section below) and recommends proceeding with
roof replacements as outlined in the Commission Memo.
Project Description
❑X Need and Scope
Analysis of more than 230 building roofs was conducted in 2015. Using this information, staff has prioritized and forecast
individual replacement projects and continues to periodically inspect, service, repair and update the building roof
inventory. For roofing projects, staff will prepare a standard conceptual budget that includes options for green roofs and
metal roofs and minimizes asphalt shingle/petroleum-based roofing options.
❑X Alternatives
■ Asphalt shingle roofs
o Cost: Least expensive up front cost alternative at an estimated unit cost of $6/square foot of roof.
o Life cvcle: 30 years
o Warranty: 30 years
o Environmental Sustainabilitv: Does not reduce the use of petroleum -based building materials. Removed
asphalt shingles can be recycled for re -use in road surfacing.
o Feasibility: Straightforward replacement solution for replacement of existing asphalt shingle roofs that
does not require structural evaluations or modifications and makes use of in-house staff resources but
does not advance environmental sustainability within the park system.
Update: January 25, 2023
■ Seamed metal roof systems
o Cost: More expensive alternative at an estimated unit cost of $35/square foot of roof.
o Life cycle: 60-70 years
o Warranty: 25 years
o Environmental Sustainabilitv: More sustainable solution that eliminates use of asphalt shingles and has a
longer life cycle and could be recycled when removed.
o Feasibility: Will require adjusting to a different appearance of buildings and higher up -front cost. May be
a less financially feasible option for existing smaller pavilions, restrooms with asphalt shingle roofs.
■ Green roof systems.
o Cost: to be researched
o Life cvcle: to be researched
o Warranty: to be researched
o Environmental Sustainabilitv: Green roofs retain rainwater, reducing and delaying stormwater runoff
and acting as a natural filter for any runoff. They moderate the urban heat island effect and potentially
help improve air quality and increase biodiversity.
o Feasibility: Sustainable alternative to consider for new buildings or when doing major building
renovations and especially in areas that would benefit from additional green infrastructure. May be a
less feasible alternative for pavilions and small structures within natural parks where there is less need
for additional green infrastructure or stormwater absorption. May require structural modifications for
existing buildings. The buildings at Catalpa Oaks, for example, were designed to support green roofs.
Project Implementation Plans
❑X Park Operations and Facilities Maintenance
Summary: Alert operations to construction schedule to avoid pavilion rentals.
❑X Communications and Marketing
Summary: Plan for appropriate scheduling and construction signage for visitor safety.
❑X Recreation Programming
Summary: Alert RPS to project schedule to avoid scheduling programs during construction.
Compliance and Permitting Reviews
❑X Grant Compliance
Summary: Proposed project complies with the outdoor recreation purpose of grant agreements.
Planning Background
❑X Budget History
The Parks Commission approved a total capital roof replacement budget of $100,000 as part of the approval of the
FY2023 Capital Improvement Program budget (September 7, 2022).
Update: January 25, 2023
Roof Replacement Program
Analysis of more than 230 building roofs was conducted in 2015. Using this information,
staff has prioritized and forecast individual replacement projects and continues to
periodically inspect, service, repair and update the building roof inventory. For roofing
projects, staff will prepare a standard conceptual budget that includes options for green
roofs and metal roofs and minimizes asphalt shingle/petroleum-based roofing options 100,000
Independence IND Beach Cove Pavilion Roof Replacement
Oaks 2045 22,500
Independence IND Camp Wilderness Pavilion 1 North Roof
Oaks Replacement 1623 6,000
Independence IND Camp Wilderness Pavilion 2 South Roof
Oaks Replacement 1624 6,000
Red Oaks RWP Waterpark Maint Bdg Roof Replacement Metal 1106 30,000
Waterford Oaks WTR Park Storage Shelter West Roof Replacement 1149 10,500
Individual projects to be confirmed * 25,000
*Roof Replacement Program: Contingency amount of $25K added due to potential added expense from need to review
additional sustainable options for roofing.
The Red Oaks Waterpark Maintenance Building Roof quote came in with a base bid of $145,690 and was removed from
the FY2023 roof list. This roof will be rescheduled at the appropriate cost estimate in FY2024.
The budget was supported by the Prioritization Analysis below to confirm the need for investment in the following
parks: Independence Oaks, Red Oaks Waterpark, and Waterford Oaks.
Update: January 25, 2023
Oakland County Purchasing Division
Bid Tabulation
Parks Roofing 2023
Bidder #1
ITEM NO. DESCRIPTION 1 VENDOR Northgate
Construction
1 BASE BID #1 — INDEPENDENCE OAKS BEACH COVE PAVILION $14,500.00
2 BASE BID #2 — INDEPENDENCE OAKS TWIN CHIMNEYS RENTAL FACILITY $16,000.00
3 BASE BID #3 — WATERFORD OAKS WEST STORAGE SHELTER $3,000.00
5 BASE BID #5 — All Asphalt Shingle Roofs $33,500.00
7 Percent saving if awarded all three asphalt shingle roofs 0.00%
8 Unit Price 4X8 Plywood Substrate Replacement $100.00
1 /20/2023
Note: All Measurements And
Square Footage Are Approximate.
Calculations Are Derived From
GIS Data And Rounded To
The Nearest Foot.
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Project Location
Independence Oaks County Park
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Clarkston, MI 48348
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OAKLAND
COUNTY PARKS
Oakland County Parks and Recreation
2800 Watkins Lake Road
Waterford, MI
248-858_0906
www.OakiandCountyParks.com
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COUNTY PARKS
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248-858-0906
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RETURN TO AGENDA
Oakland County Parks and Recreation Commission Agenda Item Memo
Agenda #: 2
Department: Planning + Resource Development
From: Melissa Prowse, Manager of Planning + Development
Subject: 2023 Community Grants and Natural Resources Stewardship Programs
INTRODUCTION AND HISTORY
Community Grant Program
In 2022 OCPR awarded approximately $1.2M in grants to Oakland County Communities for park
improvement and trail projects.
Attached please find a progress update on the 2022 grants. Most of these grants have a 3-year
term so not all have made significant progress yet. We will continue to update the Commission
twice/year on the status of grant projects and/or when any new park or trail facilities open.
The funding for this program in 2022 was higher than what staff is recommending going forward
because it utilized funding from 2021 and 2022. For the 2023 program staff is recommending
$650,000 in the Community Grants Program. This will be the total available for both park
improvement and trail projects and will include pre -development (planning/design) and
development projects. In addition, the FY2023 budget contains $250,000 in Special Projects
should other opportunities arise outside of the grant cycle or grant program guidelines where the
Commission may want to consider partnering and providing funding (i.e. Clinton River Trail road
crossing gap funding, Nine Mile Corridor Pathway Feasibility Study, Waterford Township trail
connector planning).
For the 2023 cycle of the Community Grant Program, based on feedback from communities and
managing the first calendar year of this program, a few edits have been made to the grant program
guidelines, attached.
Notable edits include
• Schedule shift with applications due April 141h and awards announced in June
• Adjusted grant and match amounts: Pre -development (design/engineering/planning)
grants will range from $5,000 - $25,000 and will require a 25% match. Development
projects will range from $5,000 - $100,000 and will require a 50% match
o Is the Commission interested in waiving the match requirement for priority equity
communities?
• Added a question on project alignment with OCPR's newly adopted Core Values (DEI,
Health & Wellness, and Sustainability and Natural Resource Stewardship)
• Eligibility — removed the stipulation that if awarded a grant a community could not reapply
for 3 years
• Removed the requirement for a public hearing and resolution for the application. A
resolution will be required accepting the grant should funding be awarded
Natural Resources Stewardship Program
Oakland County Parks is working to improve biodiversity and increase climate change resilience
on a regional level by communicating with and educating residents of Oakland County. Education
and outreach efforts focus on training and communicating with local governments, non-profit
groups, and educational institutions. There are several ways we are working to accomplish these
goals:
1. Providing administrative support for the Oakland County Cooperative Invasive Species
Management Area:
a. Hosting CISMA meetings for partner organizations to learn, share and collaborate
on local sustainability and natural resource projects
b. Serving as the point of contact for state and federal partners (EGLE, MDNR, US
EPA, USDA, MDARD, etc.) and providing information to CVTs
c. Developing education and outreach materials for CVTs to educate staff and
residents on best management practices, emerging natural resources issues, and
relevant County contracts/vendors
d. Providing trainings, attending events, giving presentations, and serving as a local
expert on invasive species and natural resources related issues
e. Serving as a point of contact for county residents on implementing habitat
restoration or invasive species control within their communities
f. Coordinating with local partners to assist with grant identification, writing and
reporting
g. Providing matching funds for priority grant requests from local partners that provide
benefit to a majority of Oakland County residents
2. Providing technical assistance and site visits to CVTs and CISMA partners on specific
topics that may include:
a. Natural areas management (invasive species control, native plantings and
landscaping, restoration, prescribed burning)
b. Forestry (forest pests and diseases, tree planting and care, tree maintenance)
c. Wildlife (native and nuisance wildlife control and management)
d. Freshwater management
3. Utilizing OCPR staff to complete small-scale priority projects on partner properties such
as:
a. Winter mowing/removal of non-native shrubs and trees
b. Targeted removals and treatments of early detection species
c. Native plantings
4. Funding priority local projects in the following categories:
a. Biodiversity and Habitat Restoration
i. Treatment of early detection species (terrestrial and aquatic)
ii. Prevention and control of invasive species on/in priority waterways
iii. Prescribed burning
iv. Education and outreach materials/signage
b. Climate Resilience and Green Infrastructure
i. Native landscaping in urbanized areas
ii. Green infrastructure installation in urbanized areas (tree planting, rain
garden installation, etc.)
iii. Education and outreach materials/signage
Within the 2023 Natural Resource Outreach budget approximately $150,000 is available to fund
high -priority projects. Estimated proposed funding for each of these categories is outlined below.
Focus Area Project Category Proposed
Funding
County -wide
Native plant giveaway
$25,000
County -wide
Boat cleaning stations
$5,000
County -wide
Roadside invasive species treatments
$50,000
County -wide
Red Swamp Crayfish detection
$10,000
County -wide
Spotted Lanternfly control/response
$8,000
Partner Requests
TBD: Biodiversity and habitat restoration
$26,000
Partner Requests
TBD: Climate resilience and green infrastructure
$26,000
Total
$150,000
ATTACHMENTS
1. 2022 Community Grant Project Status Report
2. 2023 OCPR Community Grant Program Guidelines
STAFF RECOMMENDATION
Staff recommends the commission approve the FY2023 Community Grant Program at $650,000
and the 2023 Natural Resources Stewardship Outreach Program.
MOTION
Move to approve the FY2023 Community Grant Program at $650,000 and the 2023 Natural
Resources Stewardship Outreach Program.
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4KLAND
COUNTY PARKS
Auburn Hills
Hawk Woods Nature Themed Playground
January 2023-The playground is installed but they still have a pathway to add, which they intend to
do in the spring. A complete ADA plan for the park is in the works and the pathway will be part of that
plan. The project is an estimated 85% complete.
011
Birmingham
Adams Park Development
January 2023 —Adams Park is at majority completion with just a handful of items to be completed in
the spring. The park opened to the public in late September and a ribbon -cutting was held in
November. The improved park includes new landscaping and trees, an inclusive play area, an open
space with soccer goals, a rain garden, a basketball court, track and field features, new furnishings and
a new decorative fence.
Commerce
Trailhead & Non -motorized Trail Connect (14 Mile to Metro Trail)
November2022 — Project delayed due to work by Great Lakes Water Authority (GLWA) along 14 Mile
Road. Once Road Commission for Oakland County (RCOC) signs off on that work, they can have a
permit issued for this project. Projected start is spring 2023.
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Ferndale
Wilson Park Accessibility Development
November 2022 —They are currently working with their architecture firm — SmithGroup — to finalize the
design plan and develop construction documents to include with their bids. Geotechnical work (i.e.,
soil borings) was to be completed in 2022 and the project will go out for bid in February 2023. No funds
have been expended to date.
"Things are moving along with our project."
LaReina Wheeler, Parks & Recreation Director
Hazel Park
Bob Welch Baseball Field Modernization Project
November 2022 — Project is underway and estimated to be completed in spring 2023.
Leonard
Leonard Nature Park Development Planning
October2o22 —After receiving only one over budget response to RFP, Village will revise the proposal.
While project is moving forward, progress is slower than hoped or anticipated. They requested — and
were granted — a six-month extension on the grant timeline.
Novi
Northwest Park Development
November 2022 —The parking lot and sidewalk are in the process of being constructed.
5
Oxford
Farmers Market
November2022 — Project complete and market to open spring 2023.
"A farmers market is something that Oxford Township has been wanting and needing
for many years. This will enhance our community and the surrounding area on so
many levels. Farmers markets are vibrant places brimming with life and bustling with
activity — they represent the very best that a community has to offer. It was great to
collaborate with Oakland County Parks and Recreation to help make this project a
reality."
C. J. Carnacchio, Communications & Grants Manager
0
Pontiac
Mattie McKinney Hatchett Park Redevelopment
November2022 — Preliminary park site plans have been drafted in partnership with the Pontiac
Community Foundation, which is providing the matching funds. They are looking to break ground in
spring 2023.
"The redevelopment of Mattie McKinney Hatchett Park is underway."
Alexandra Borngesser, Director of Grants & Philanthropy
Rochester
Paint Creek Trail Bridge Design Engineering
October2o22 — Civil engineering, surveying and architectural firm Anderson, Eckstein & Westrick, Inc.
are doing hydraulic analysis. Soil borings are drilled and they are awaiting a report on soil conditions
and foundation recommendations. Foundation alternatives are being evaluated based on Geotech
report and specifications for prefabricated truss bridge are being developed following bridge
replacement criteria.
Roya I O a k
Enhancing Public Access to Royal Oak Arboretum
November2022 —Trail construction RFP has been submitted to the Michigan Inter -governmental Trade
Network (MITN). RFP closed in early December and hope is to award contract shortly thereafter.
7
South Lyon
Downtown South Lyon Park
January 2023 — Update pending.
West Bloomfield
Trail/Nature Preserve Restroom
November 2022 — In design phase of project with bids slated to go out in February. Expecting to start
construction in July or August and to complete the project by the end of 2023.
91
1 r It
ILI
'I
C
2023 Grant
Program
Guidance for Applicants
DMAKLAND
COUNTY PARKS
great PaAs for Great (People
OAKLAND
CUUN'Ili
M I C H 1 6 A N
Print Date February 6, 2023
Grant Program Guidance CjAKLAND
for Applicants COUNTY PARKS OAKLAND
Great Parks for Great Pw;;4e COUN-1Y
M I C H I GA N
General contact information:
website: OaklandCountyParks.com
phone: 1-888-OCPARKS
email: OCParks@oakgov.com
2800 Watkins Lake Road
Waterford, MI 48328
Parks Commission
The Oakland County Parks and Recreation Commission was established by Public Act 261 of 1965. Founded
in 1966, the commission is the policymaking board that oversees the systenfs 6,700 acres. Commissioners
are tasked with allocating resources throughout 14 parks, and making decisions about purchasing park land,
constructing facilities, preserving maintenance standards and developing innovative programs and services.
The Oakland County Parks and Recreation Commission is dedicated to providing all residents quality recreation
experiences that encourage healthy lifestyles, support economic prosperity, and promote the protection of
natural resources.
Oakland County Parks, programs, services and facilities are made possible by millage funds supported by
Oakland County residents. For a home or business valued at $200,000, the homeowner pays approximately
$35/year to support Oakland County Parks and Recreation.
Current Parks Commission Members:
Gary R. McGillivray -Chairman, J. David Vanderveen-Vice Chairman,
Ebony Bagley- Secretary, Christine Long -Executive Committee Member, Yolanda Smith -Charles, Andrea
LaFontaine, Jim Nash, Nancy L. Quarles, E. Lance Stokes
For information about the Oakland County Parks and Recreation Grant Programs, please contact:
Donna Folland
Supervisor - Planning
(248) 736-9087
follandd@oakgov.com
Kate Layton
Community Liaison
laytonk@oakgov.com
Table of Contents
Introduction...............................................................................................................................................2
Schedule......................................................................................................................................................3
Grant Program Overview and Eligibility...............................................................................................4
ApplicationGuidance...............................................................................................................................6
Introduction
The Oakland County Parks and Recreation Millage was passed by voters in November 2020. A portion of these
funds will be used for competitive grant programs that support local park improvement projects and non -
motorized trails. The Oakland County Parks and Recreation (OCPR) Grant Programs were created to assist local
communities with planning, preliminary engineering/design, and construction costs directly related to park
improvement and trail projects located in Oakland County.
For the 2023 OCPR Grant Program cycle $650,000 will be available for grants. Unlike in 2022, there is no pre-
determined split between trails and park projects.
2
Schedule
Schedule for Oakland County Parks and Recreation Trailways and Park Improvements Grant Programs
Request for Proposals
February 6, 2023
Informational Webinar
March 2, 2023
• • • • Grant Applications Due Online
• • DL April 14, 2023 by 5 p.m.
Award Announcement
June 8, 2023
0 Project Period Begins
Upon execution of grant agreements
Project Period Ends
Date on executed grant agreement
— Final Report Due
— 60 days after project period end date
Oakland County Parks and Recreation Grant
Program Overview and Eligibility
Trailways Grant Program Goals
Fund trail planning/design/engineering (pre -development) as well as development/construction, with a priority
of closing gaps and/or making connections to planned trail networks and systems within Oakland County.
Projects should fill gaps, connect key locations or existing pathways, or otherwise be part of a larger trail
planning effort. No stand-alone projects will be considered (unless they are part of a larger coordinated effort).
Trail projects within a park facility may be eligible for the OCPR Park Improvements grant program. "Trail
project" is defined as: a non -motorized trail, path, pathway, shared -use path, pathway connector, on -road bike
facility, water trail and trail -related amenities including, but not limited to, trailheads, pedestrian -activated traffic
control devices, bike racks, bike repair stations, wayfinding signs, bridges, boardwalks, tunnels and benches.
Park Improvement Grant Program Goals
Fund city, village, or township park planning/design/engineering projects (pre -development) as well as
development/construction of projects that promote and provide public outdoor recreation opportunities. "Park
Improvements" are defined as: projects that create new park facilities or renovate existing park facilities and
must promote or involve fishing, hunting, beaches, boating access, picnic areas, winter sports areas, playground
equipment, ball fields, court sports, skate parks, sports fields, disc golf, park trails, spray parks/splash pads, or
support/improve the user experience, including but not limited to, nature interpretive buildings, visitor centers,
restrooms, trailheads, parking areas, or maintenance/equipment storage buildings.
Grant Limits & Match
Pre -Development Grants: $5,000 minimum - $25,000 maximum, 25% match required
Development Grants: $5,000 minimum - $100,000 maximum, 50% match required
Eligibility
• Grant Projects must be located in Oakland County, Michigan.
• The Grant application must be submitted by a city, village, or township in Oakland County. The State of
Michigan, school districts, regional authorities, federally recognized Native American tribes, colleges,
universities, private recreation providers, land conservancies, and conservation districts are NOT eligible.
4
Grant Requirements
• Park Improvements and Trailways projects must be identified in an approved/adopted plan including,
but not limited to, 5-year Parks and Recreation Plan, Capital Improvement Plan, Trailways Master Plan,
Complete Streets Plan, Pathways Plan, or Community Master Plan.
• Communities should submit only one application per cycle, for either the Park Improvements Grant
Program or the Trailways Grant Program.
• Pre -development Grants involve activities prior to construction of a park improvement or trail project
including, but not limited to, design, preliminary engineering, Phase 1 or 2 Environmental Site
Assessments, public engagement, and construction plans.
• Development Grants involve activities commencing with the construction of a park improvement project or
a trail.
• Park Improvement projects can create new park facilities or can renovate existing facilities (so long as the
need for renovation is not due to poor maintenance, design, or construction).
• Park Improvement projects must promote or involve fishing, hunting, beaches, boating access, picnic areas,
winter sports areas, playground equipment, ball fields, court sports, skate parks, sports fields, disc golf, park
trails, or support/improve the user experience, including but not limited to, nature interpretive buildings,
visitor centers, restrooms, trailheads, parking areas, or maintenance/equipment storage buildings.
Construction management and permit fees associated with Park Improvement projects are eligible expenses
for reimbursement (not to exceed 15%). If you are unsure if your project is eligible for grant funding, please
reach out to grant staff to discuss.
Ineligible Expenses:
Funding will not be provided for the following projects: (1) indoor recreation facilities (except those that
support outdoor recreation), (2) land acquisition, (3) stadiums for professional sports, (4) art displays,
(5) decorative fountains, (6) facilities for historical interpretation, (7) projects that would create an unfair
competitive situation with private enterprise, and (8) invasive species removal, shoreline stabilization, or
erosion control that are not directly related to the improvements of recreation facilities at the project site,
or (9) ongoing maintenance costs (i.e., mowing the grass or emptying trash receptacles).
Application Guidance
Responses to questions in the online application should be brief, but informative. Maximum word counts are
identified for each question, but do not need to be reached for a successful application.
Project Title
Please use a title that includes the applicant municipality name and a few words to describe the proposed project
(i.e. "Ferndale Pathway Development;' or "Clawson City Park Playground Replacement")
Name of City, Village or Township
Select applicant city, village or township from the drop -down menu.
Primary Grant Administrator Contact Information
This should be the person responsible for administering the grant and should be someone directly familiar with
the project and able to answer questions about the project.
Project Partners
Please describe any partners that are contributing directly or indirectly to the project, i.e. financial support,
volunteer labor/services, donors of materials/supplies, etc. Please do not list project "supporters" in this section,
but rather submit letters of support from these organizations in the "Uploads" section of the online application.
Grant Type
Select the type of grant for which you are applying - Pre -Development Grant Program (design, engineering,
planning, etc.) or Development Grant Program (construction).
Match Sources
Please list all match sources in this section. Match can be identified as "pledged, awarded, budgeted, or pending'
Please list each source separately by adding a new row for each match source. Pending funding should include
any other grants that have been applied for but not awarded at the time of submission. Applicant match sources
may include:
1. General Funds or Local Restricted Funds: Local cash or budgeted funding from the applicant's general fund
or restricted recreation funds.
2. Force Account Labor: The applicant's paid employees who will work directly on the construction of the
project. This value cannot include administration or supervision costs, but may include design engineering
and other professional services.
3. Federal or State Funds: Federal or State grant funds that have been awarded (or are pending award) for
funding within the OCPR grant project period.
4. Private or Philanthropy: Funding that has been awarded through private donations or philanthropic
organizations.
5. Cash Donations: Cash generated from donations, fund-raising, or other similar means.
6. Donated Labor/Materials: Labor or materials directly related to the construction of the project from sources
other than the applicant's own paid labor. Donated labor will be valued at minimum wage, unless the person
is professionally skilled in the work being performed on the project. When a professional is volunteering
professional services, the wage rate this individual is normally paid for performing this service may be
charged to the project. Value of donated materials must be documented. Value of donated land will not be
counted as match.
Grant Match and Project Costs
Please list the total project cost, the amount requested from OCPR, and the local match being provided. Indicate
the status of each match source using the drop -down menu to select "pledged, awarded, budgeted, or pending"
• Pre -Development Grants - 25% match required. Grants range from $5,000 - $25,000 (for example, for
a $10,000 total project, a minimum of $2,500 must be provided by the applicant).
• Development Grants - 50% match required. Grants range from $5,000 - $100,000 (for example, for a
$100,000 project, a minimum of $50,000 must be provided by the applicant).
Project Budget
Using the form in the online application, please provide a project budget. To add additional scope items, click
the plus sign to add additional rows. Please round to the nearest dollar. Grantees are responsible for all cost
overruns or any additional costs needed to complete the project that are not identified in the submitted project
budget. See Eligibility section for a list of ineligible expenses.
Project Description
This section contains individual questions to provide detail on the project.
1. Describe the physical location of the proposed project and ownership of the property. Describe any nearby
features or amenities that may impact the project or benefit from the project. (250 word max)
2. Describe the project design and why it was chosen. (250 word max)
3. Provide a relevant history/background information (including any environmental concerns that have been
identified on the project property and how you plan to address them). (250 word max)
4. Describe the community need for the project - describe how you are proposing to meet an existing
identified need and not duplicating services. Describe anticipated community impact and usage. (250 word
max)
Project Identification in Planning Documents (100 word max)
Indicate where and how this project is addressed in relevant community planning documents, which may
include: 5 Year Parks and Recreation Master Plan, Capital Improvement Plan, Park Master Plan, Capital
Improvement Plan, Community Master Plan, Complete Streets Plan, Trailway Master Plan, Pathway Plan,
etc. Please include a link or directions to where the documents can be found online. If not available
online, please include relevant pages of the document as an upload in the uploads section of this
application.
7
Project Alignment with Most Recent OCPR County -Wide Needs Assessment
Indicate how the proposed park improvement project aligns with the most recent OCPR County -Wide Needs
Assessment Select from the list any of the project categories that the proposed project fits within (may select
more than one).
Project Alignment OCPR Core Values
Indicate if/how the project aligns with OCPR's newly -adopted core values including:
1. Diversity, Equity and Inclusion -Does the project positively impact equity and justice and/or provide
parks and recreation services that feel safe and welcoming to everyone?
2. Sustinability & Natural Resources Stewardship - Does the project consider environmental, social and
economic impacts from initial phases through the design life of the project? Does the project care for the
natural environment, meet current recreation needs without compromising the future and build
community resilience and adaptation to climate change?
3. Health & Wellness - Does the project increase access to spaces and experiences that promote physical,
mental and social health for all?
Sustainability (250 word max)
Projects that consider sustainability in their design and construction will receive more points than those that
do not. Sustainable design/construction creates products and services that have considered the environmental,
social, and economic impacts from the initial phase throughout the design life. Examples of sustainable design
principles include, but are not limited to, low -impact materials, energy efficiency, reuse and recycling,
durability, water conservation, etc.
Long -Term Maintenance (100 word max)
Development projects funded by OCPR must be maintained and open to the public for a minimum of 15 years
from OCPR approval of final report. Describe how the project will be maintained long-term, including any
equipment orstaffing-needs and how they will be addressed.
ADA Compliance/Universal Accessibility (250 word max)
Projects must, at a minimum, meet accessibility requirements of the ADA - 2010 ADA Design Standards.
Projects not covered under the ADA should follow the US Access Board Outdoor Developed Areas
Accessibility Guidelines. Indicate whether you consulted with anyone in the disability community for review of
the design of the project or of specific scope items that relate to accessibility. Upload a letter or meeting
minutes which specifies their recommendations, if any, on how the project can meet or exceed ADA
requirements. Letters from consultants or equipment representatives will not be considered as input from an
advocate of the disability community. Additional points will be awarded for projects that incorporate Universal
Design principles. Describe how the proposed project will be ADA compliant and list any project components
that incorporate principles of Universal Design. Include any relevant and applicable design drawings,
specifications, etc. in the "Uploads" section of this application. (The National Disability Authority has an
excellent summary of the 7 Principles of Universal Design).
Project Dates
Costs incurred for a project prior to the date the grant agreement is executed will not be eligible for
reimbursement. The grant period for pre -development projects is one year from the date the grant agreement
is executed. The grant period for development projects is three years from the date the grant agreement is
executed.
Entrance
Select whether or not the park or facility has any required entrance fees - annual, daily, non-resident, etc.
Site Control
Select the type of site control the applicant has over the site where the project is to be completed.
Site control may be fee -simple, less -than -fee -simple, lease, easement, or other control.
Ease of Access
Select the ways in which people can access the site - automobile only, bicycle on -street, dedicated bike lane,
sidewalk, nearby bus stop (within 1/4 mile)
Final Report & Reimbursement
The OCPR Trailways and Park Improvements Grant Programs are reimbursement grants. If awarded a grant,
the community will have an opportunity to request reimbursement on a quarterly basis. A final report will need
to be submitted and approved by OCPR grant management staff prior to the release of the final 20% of grant
funds.
Uploads
Required:
Project Location Map: The applicant must submit a map with the project location and public parking
location. The applicant can submit multiple maps combined into a single PDF or up to 3 JPEG.
Project Site Plan/Map: The applicant must submit a map or site plan that shows the detailed locations of
the project scope items to be funded by the grant, i.e., proposed playground location, proposed trail route,
etc. This map or site plan does not need to be a professional site plan.
Optional:
• Letters of Support (submit as one combined PDF or up to 3 JPEG)
• Design drawings/specifications (submit as one combined PDF or up to 3 JPEG)
• Photographs with captions that indicate the relevant content of the photo (submit as one combined PDF or
up to 3 JPEG)
• Other
• Note: A resolution is no longer required at the time of application. However, if a grant is awarded, a
certified resolution from the grantee's highest governing authority will be required accepting the grant prior
to OCPR signing grant agreements.
RETURN TO AGENDA
Oakland Couny Parks and Recreation Commission Agenda Item Memo
Agenda #: 3
Department: Park Operations
From: Thomas Hughes, Chief Parks Operations and Maintenance — South District
Subject: Capital Equipment Purchase — Purchase of Lease Bus
INTRODUCTION AND HISTORY
The Recreation Programs and Services Department currently has three (3) buses that are used
for programs and rentals. Two (2) buses, a 2013 and a 2015, are owned by OCPR, and the third
bus is currently a lease. The lease bus is a 2020 Thomas Saf-T-Liner Bus from CH&H Leasing /
Fleet Solutions, which is leased for $1,888.32 per month and has an expiring lease agreement in
March 2023. At the end of the lease, OCPR has the option to purchase the bus for $59,000. The
bus only has 4,000 miles and is in excellent condition. Additionally, it would cost $150,000 to
purchase the same bus new and there is a one-year waiting list for delivery for a new bus.
The current operational model of how the bus fleet is used is being modified and there will be less
need for all three (3) buses.
It has been very difficult to find bus drivers and the need for us to provide rental services has
decreased substantially. We feel that we can still meet the needs of the communities with the
one bus being used for our programs and events. If this needs changes in the future, we will
come back to the Parks Commission with a plan to increase the fleet. We will also be adding a
16-passenger van to help support our programs and activities.
The buses will be focused on supporting internal programs and services and reducing or
eliminating rental services. This operational change would reduce the bus needs for the
department. With the owned buses being older and requiring more repairs and maintenance,
staff recommends purchasing the newer lease bus and selling one (1) owned bus to help offset
the purchase expense. The bus that has a lift for accessibility would be kept since the lease bus
does not have that option on it and that feature is needed for programs. The purchase of the bus
was not included in the approved FY2023 Capital Equipment budget and the expense would be
funded from Unrestricted Net Assets.
STAFF RECOMMENDATION
Staff recommends approving the purchase of a 2020 Thomas Saf-T-Line Bus from CH&H Fleet
/Leasing solutions of Troy, MI for Recreation, Programs and Services.
MOTION
Motion to approve the FY2023 Capital Equipment purchase of a 2020 Thomas Saf-T-Line
Bus from CH&H Fleet /Leasing solutions of Troy, MI for Recreation, Programs and Services
in the amount of $59,000 utilizing funds from Unrestricted Net Assets
RETURN TO AGENDA
Oakland County Parks and Recreation Commission Agenda Item Memo
Agenda #: 4
Department: Administration
From: Chris Ward, Director
Subject: Resolution Recognizing U.S. Senator Debbie Stabenow and U.S. Representative
Haley Stevens for Efforts to Secure Federal Funding for Farmers Market
INTRODUCTION AND HISTORY
Attached for the Commission's consideration and approval is a proposed resolution recognizing
Senator Stabenow and Representative Stevens for successfully securing $2.26 million in federal
funding for the Oakland County Farmers Market (OCFM) Modernization and Improvement
Project.
ATTACHMENTS
1. Resolution
STAFF RECOMMENDATION
Staff recommends the Commission approve the attached proposed resolution recognizing
Senator Stabenow and Representative Stevens for successfully securing $2.26 million in federal
funding for the OCFM.
MOTION
Move to approve the proposed resolution recognizing Senator Stabenow and Representative
Stevens for successfully securing $2.26 million in federal funding for the Oakland County Farmers
Market.
IN RE: RECOGNIZING U.S. SENATOR DEBBIE STABENOW AND U.S. REPRESENTATIVE HALEY
STEVENS FOR EFFORTS TO SECURE FEDERAL FUNDING FOR FARMERS MARKET
To: Oakland County Parks and Recreation Commission
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Farmers Market (OCFM) is one of the oldest producer -only
markets in Michigan. It serves all Oakland County residents and improves the lives, health and
wellbeing of visitors from both within and beyond Oakland County; and
WHEREAS the OCFM provides access to fresh, healthy, nutritious food, facilitates over $50,000 a
year in food assistance benefits and supports local farmers and artisans across the region; and
WHEREAS in May 2022, Oakland County Parks and Recreation (OCPR) submitted a Community
Project Funding request for the OCFM Modernization and Improvement Project. The market has
not been renovated or meaningfully updated in nearly 50 years; and
WHEREAS U.S. Senator Debbie Stabenow and U.S. Representative Haley Stevens were integral
to successfully securing more than $2.26 million for the OCFM Modernization and Improvement
Project via the FY 2023 Omnibus Appropriations bill that passed Congress at the end of last year;
and
WHEREAS the project aims to increase the capacity and accessibility of the market, improve
market infrastructure, provide new health and fitness opportunities to county residents, and find
innovative and exciting ways to engage more people with the many programs and benefits the
market has to offer; and
WHEREAS the project will directly benefit low- and moderate -income residents by better facilitating
— and making fully accessible — five different food assistance benefit programs; and
WHEREAS it will create a dedicated partner space for Health Department wellness screenings,
MSU Extension nutrition education, Conservation District well water testing and more; and
WHEREAS, the plan includes providing dozens of accessible, educational, family -friendly
programs and activities on a variety of topics throughout the year to help foster a community that
appreciates local agriculture, environmental stewardship and sustainability; and
WHEREAS thanks to the dedicated efforts of Senator Stabenow and Representative Stevens, this
federal funding will be also be leveraged to add accessible family restrooms and a commercial
kitchen for the market's popular cooking demonstrations. With up to 200,000 visitors a year, this
funding will have a widespread, significant and lasting positive impact.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission recognizes U.S. Senator Debbie Stabenow and U.S. Representative Haley Stevens
for successfully securing more than $2.26 million in federal funding for the Oakland County Farmers
Market Modernization and Improvement Project. As a result of their hard work to fund this initiative,
Oakland County residents will have increased access to a community space that promotes
physical, mental and social health, and that helps to support a more diverse and resilient regional
economy. We sincerely thank U.S. Senator Debbie Stabenow and U.S. Representative Haley
Stevens for their efforts on behalf of Oakland County Farmers Market and the many county
residents and communities it serves.
RETURN TO AGENDA
Oakland County Parks and Recreation Commission Agenda Item Memo
Agenda #: B
Department: Facilities Maintenance & Development
From: Zach Crane — Supervisor, Engineering & Development
Donna Folland — Supervisor, Planning and Resource Development
Subject: Capital Planning & Development Project Update
INTRODUCTION AND HISTORY
At the meeting staff will review the updated Planning and Development process that incorporates the asset and
project evaluation and prioritization that was developed with the Parks Commission in 2022. This process has
been included in the OCPR Parks and Recreation Master Plan 2023-2027.
This will be followed by a brief review of completed FY2022 Capital Improvement Projects
Addison Oaks campqround — Group Area 3 & 4 conversion — Conversion of existing Addison Oaks
Campground group area 3 & 4 into 10 individual camping sites in an underutilized section of the campground.
Glen Oaks Conference Center and Golf Course — Electrical Improvements — Six, antiquated electrical
panels in the Glen Oaks conference center and golf pro shop replaced with newer panels that have the proper
electrical capacity to safely manage lighting and power loads.
Glen Oaks Buildinq Equipment Replacement — Replacement of the existing refrigerator condensing unit and
the installation of a new condensing unit on the roof directly above the refrigerator and freezer.
Playground Replacements — Update
Addison Oaks - Removal of existing and replacement of new 51'x86' surface area satellite playground will be
installed east of pavilion.
Independence Oaks - Removal of existing Moraine Knoll playground C, new 51'x86' surface area satellite
playground will be installed next to campground recreation pavilion.
Groveland Oaks — Pines Playground Replacement completed August 2022 — Removal of existing playground
and construction of new 5-12 playground with swing bay in the same location, next to the Pines pavilion.
Holly Oaks — ORV Parkinq Lot Development — Site Earthwork/Drainage Improvements, Re -grading of existing
parking lot berm along Dixie Highway, installation on pine trees, Restoration of berm with native, no -mow seed
mix, installation of retaining wall.
Independence Oaks - Asphalt Road Improvements — Resurfacing of the existing 2.18-mile interior asphalt
roadway system and Wint Nature Center parking lot. (60 parking spaces)
Page 2
Roof Replacements
Groveland Oaks Park House Roof Replacement — Remove and replace the 2,150-square foot asphalt
shingle roof with the standard 30-year architectural asphalt shingle, including any necessary roof sheathing
replacement or repairs.
Independence Oaks Boathouse Roof Replacement — Remove and replace the 2,355-square foot asphalt
shingle roof with standard 30-year architectural asphalt shingle roof.
Waterford Oaks Park House Roof Replacement — Remove and replace the 1830-square foot asphalt shingle
roof with the standard 30-year architectural asphalt shingle.
RETURN TO AGENDA
Oakland County Parks and Recreation Commission Agenda Item Memo
Agenda #: D
Department: Communications and Marketing
From: Desiree Stanfield, Supervisor — Marketing and Communications
Subject: Communications and Marketing FY2022 Report
INTRODUCTION AND HISTORY
The Communications and Marketing Unit develops and presents external and internal messaging
to inform Oakland County residents about its facilities, programs, and services, which in turn
increase attendance and revenue. The department has both lead and support functions including
social media and website content, branding, marketing, advertising, design, and photography.
FY2022 was a more typical year of operation with increased attendance/participation such as the
opening of both Red Oaks and Waterford Oaks waterparks. Staff was integral to employee
recruitment, with an emphasis on hiring lifeguard, golf course and RPS staff.
Media relations garnered nearly $97,000 in earned media income for the parks system., putting
OCPR in the spotlight for tv, radio, digital and print news.
Communications & Marketing
FY 2022 Report
Archery
1
Come out and try -out the sport of archers
Saturday, Aug. 20, 2022 • 10 a.m. to Noon
$15 per person • 16 person program capacity
Open to ages S and up To register call 248-858-0916
Spring 2022
Nature
Education
N*ECENTER
Register Early
Ca11248-858-0916
Cam ;out
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Addison & Groveland Oaks
Campgrounds 248-858-1400
Love Golf?
Buy a gift card, A
OaklandCountyPa
1XIIIHI a g1 PIEVI OW -US
Play at Holly Oaks
14551 Shields Road, Holly, M148442
Stay at Croveland Oaks Campground
Open through Oct.3
be -a in'.
• FY2022 resembled a step closer to `typical operations' post
pandemic. The golf courses, campgrounds, waterparks,
Recreation Programs and Services, nature centers and more
increased service, programs and events.
• Significant staff time and resources were devoted to
employee recruitment and opening of Red Oaks and
Waterford Oaks waterparks. Junior Golf rates were also
promoted to encourage youth to try the game.
New efforts included digital ads on Google and Facebook
with assistance from Ottaway Digital. These advertising
initiatives netted 11.4 million impressions.
Comcast was also used to reach potential employees for
Lifeguard and Recreation Program Leader positions.
This resulted in 94,115 impressions.
A strong social media presence with boosted events, news
releases to media and increased e-marketing messages were
key to promoting OCPR. We started converting the four-
color brochure inventory to information cards featuring a
QR code linked directly to OaklandCountyParks.com.
Advantages include providing updated accurate
information; driving traffic to the website; and lowering
printing costs.
• The county executive's Department of Public
Communications recommended an updated strategy for
Facebook posts.
Posts will be robust on the top pages - main OCPR, farmers
market and Holly Oaks ORV - while the other 26 pages,
which receive limited engagement, were `greyed out'. These
pages will still be monitored weekly.
Sri
Media Relations
• The Communications and Marketing Unit wrote and
sent 51 news releases to media sources in 2022, including
digital, print, radio and television use. The estimated earned
broadcast reach was 2.6 million with an estimated value of
$94,497.
We use Meltwater to track digital/print coverage and TV
Eyes to record television clips, viewers and publicity value.
Content is reshared on social media.
TV coverage included seasonal jobs, lifeguards wanted,
openings of waterparks and golf courses, Sunday flower days
at OCFM and Gleaners food distribution.
Radio interviews highlighted the Oakland County Farmers
Market and general parks information.
Highland Oaks County Park
mst now p
Welcome to Highland Oaks County Park, one of Oakland County Parks and
Recreation's 14 park locations.
This account is not regularly monitored, so we encourage you to find out mor
about the facility by visiting OaklandCountyParks.com.
L
Channel 7 News
Below is a snapshot of the print, digital, e-marketing, social media and other
high-level activity.
In FY2022, the Communications and Marketing Unit facilitated 200,034 total
contacts with an estimated reach of 18,404,571 to promote the parks system 's
special events and initiatives.
Print Advertising
Number of Print Ads
13
24
27
Estimated Circulation
795,150
1,316,610
1,375,504
Budget
$19,525
$83,741
$38,338
Television
Number of TV spots
0
4
0
Budget
0
$4,277
0
Digital
Number of digital ads
32
21
61
Estimated Impressions
818,107
589,200
11,480,331
Budget
$15,707
$119,268
$79,774
Radio
Number of radio spots 0
0
0
Budget 0
0
0
Outdoor
Number of billboards 0
0
0
Budget 0
0
0
Trade Show
Number of trade shows
3
0 0
Estimated attendance
4,272
0 0
Budget
$2,526
0 0
Number of e-messages
Estimated reach
E-marketing subscriptions
254
2,391,685
123,076
306
2,428,701
153,462
281
2,501,505
189,001
Social Media
Number of Facebook posts
1,189
1,232
475
Estimated Reach
*
4,955,652
928,610
Boosted Post estimated reach
311,389
181,552
447,231
Parks & Recreation Facebook `likes'
23,932
24,756
20,178
Twitter Followers
6,914
6,985
6,934
Instagram Followers
2,300
3,080
3,204
ress Releases
25
41
51
Broadcast Media
Earned Estimated reach
835,606
1 1,897,930
2,665,512
Value
$74,090
$144,849
$94,497
Total Contacts 175,542 I 209,801 I 200,034
Total Estimated Reach 51516,209 4,705,793 18,404,571
PAID MEDIA: Relates to advertising using traditional or other outlets. OCPR tracks the reach and value of paid media that has reliable data available -
print, radio, television and digital.
OWNED MEDIA: Relates to the brand and content generated by outlets controls. OCPR tracks the reach of owned media that has reliable data available -
email marketing, social media posts and press releases. The broader definition of owned media also includes visual displays, brochures, website and blogs.
EARNED BROADCAST MEDIA: Generated by other entities such as journalists. OCPR tracks the reach and value of broadcast earned media.
SOCIAL MEDIA: The main purpose of social media is to actively engage with current and potential park patrons. Engagement is the interaction between
people and brands on social network. For example, on Facebook, engagement includes likes, comments and shares. In 2022, the county's Department of
Public Communications audited our Facebook pages and recommended a new effort. Posts now focus on the pages that get the most interest - main page,
market page and ORV page. The other 26 Facebook pages are monitored weekly. *In FY2019, we opted to change calculations to reflect the estimated reach of
all of boosted Facebook posts to show the impact of invested advertising dollars.
A boosted post is a paid advertisement that is targeted to the audience of our choice. Our Facebook boosted posts reach a very large audience, showing the
impact we can have with a modest investment.
E-MARKETING: 189,001 subscriptions; the average person has five topics to which they subscribe.
TOTAL CONTACTS: This figure was calculated by adding the following components: Number of print ads; Number of digital ads; Number of trade
shows; Number of e-messages; Number of e-marketing subscriptions; Number of Facebook posts; Parks and Recreation Facebook `likes'; Twitter Followers;
Instagram Followers; and Press Releases.
TOTAL ESTIMATED REACH: This figure is the summation of the following: Print advertising estimated circulation; Digital estimated impressions;
Email Marketing estimated reach; Boosted Facebook posts estimated reach; and Broadcast media earned estimated reach.
3
0`7 AKLAND
COUNTY PARKS
Great Parks for GreatPeople
+4 056
20,178
New Fo1dr
llowers
FY2022
Post likes across all pages
292 66%
0475
Posts across
928,610 all facebook
Users reached on main page pages
(142% increase from previous year)
facebook.com/ocparks
=ro rot L-T-0.1
1 144
Website Analytics for FY2022
• Sept. 30, 2021-Oct. 1, 2022 Website analytics; 77.4% of website visitors were new users.
Jsers
New Users
Sessions
Number of Sessions per User
Pageviews
5391596
5090810
802,503
1.49
113830694
Pages! Session
1.72
Avg- Session Duration
00:01:37
Bounce Rate
59.18%
w
Top 10 Web pages users most frequently visited
1. Waterparks
2. Parks (Homepage)
• 3. Holly Oaks ORV
4. Groveland Oaks
• 5. Red Oaks Waterpark
• 6. Addison Oaks
• 7. Groveland Oaks Camping
• 8. Glen Oaks
• 9. Lyon Oaks
10. Addison Oaks Camping fees
Sessions by device
1. Mobile: 399,572 (74.14%)
2. Desktop: 128,986 (23.93%)
3. Tablet: 10,399 (1.93%)
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RETURN TO AGENDA
KLAND
COUNTY PARKS
Great-ParAs for Great people
Memo
To: Parks and Recreation Commission
From: Sarah Cook-Maylen, Chief of Environmental Sustainability and Natural
Resources
Date: January 24, 2023
Re: February Environmental Sustainability Report
The Environmental Sustainability Committee met on January 10th and planned for upcoming
organizational policy, procedure and philosophy documents that will be discussed in subsequent
meetings. More information and draft documents will be available for the full commission in spring
2023.
The January Sustainability Scorecard is below along with a reminder of the evaluation system.
1. Environmentally sustainable options were considered for this project and the most sustainable
options were integrated.
2. Environmentally sustainable options were considered for this project and some of the options
were integrated.
3. Environmentally sustainable options were considered for this project but were not feasible.
4. Sustainable options were neither considered nor integrated into this project.
5. Sustainability options are not relevant for this item.
Environmental
_REGULAR AGENDA: Sustainabilitv Score
1 Roofing Replacement Program 3
2 2023 Grant and Outreach Programs 1
3 Capital Equipment Purchase - Lease Bus Purchase 4
QAKLAND
COUNTY PARKS
GreatTe.krfor Great-Peop!e
Memo
To: Oakland County Parks and Recreation Commission
From: Gary McGillivray, Chairman
Date: February 1, 2023
Re: Executive Committee Reappointment
Ladies and Gentlemen:
I am hereby reappointing Chris Long to the Executive Committee.
Sincerely,
Gary R. Mc illivray, Chairman
Oakland County Parks and Recreation Commission
2800 Watkins Lake Road, Waterford, MI 48328
248-858-0906 OaklandCountyParks.com
RETURN TO AGENDA
Q'Wi"'A
6m WA, M KLAND
COUNTY PARKS RETURN TO AGENDA
GreatBarks for Great (People
Memo
To: Parks and Recreation Commission
From: Chris Ward
Date: January 27, 2023
Re: February Director's Report
Seasonal/Summer Position Recruitment Kickoff
Our 2023 summer/seasonal position efforts will be kicking off in February. Job postings will begin on this
schedule:
• Feb 6 — General Positions including Parks Operations Specialist - Recreation Program Specialist;
Park Worker — Parks Helper; Parks Attendant
• Feb 13 — Golf Course Worker — Parks Helper
• Feb 20 — Campground Worker — Parks Helper
Waterpark, Recreation Programming and Natural Resources Mgt position will likely be posted in March.
Paid advertising and earned media will begin soon to raise awareness and attract candidates.
Special Covid IT Funds Awarded
Kudos to our Chief of Business Operations, Aaron Stepp, for successfully securing more than $150,000 for
OCPR from Oakland County's Information Technology fund for Covid-related projects: Trail and Vehicle
Counters, $113,435; Portable Broadcast System, $27,986; Conference Room upgrades, $9,493.
4-H Fair Association Contract
The 4-H Fair Association operates the annual Oakland County Fair at the Springfield Oaks Fairgrounds
through an agreement with Oakland County Parks and Recreation. The current agreement was renewed
in 2021 with an expiration of 12/31/26. Under the terms of the agreement, the Fair Board provides OCPR
with 10% of the gross receipts associated with vehicle parking during the fair and 15% of gross receipts
associated with the storage of vehicles and boats on the site. The Association has requested that OCPR
extend the term of our contract for compliance with Michigan Department of Agriculture new grant
2800 Watkins Lake Road, Waterford, MI 48328
248-858-0906 OaklandCountyParks.com
requirements (agreement securing site for more than 5 years). We have suggested that the Association
agree to an additional payment to OCPR that would be placed in a fund reserved for building and grounds
maintenance and improvements as an amendment to our agreement (with an amendment changing the
term to 10 years). Discussions are ongoing.
Food/Beverage Operator at Glen and Addison Oaks
Oak Management is our contracted food/beverage service operator for two of our event center facilities,
Glen Oaks Clubhouse and the Buhl Estate at Addison Oaks. During your December meeting, we discussed
a request from Oak Management for the Commission to consider exercising an option to extend our
contract an additional 5 years, beginning on 12/31/25. Per your direction, I reached out to Oak
Management to explore the possibility of renegotiating the terms of our agreement. This is not an option
they wish to explore at this time. We agreed to re-evaluate options in 6 months.
ARPA Projects/Farmers Market Revitalization
Work is ongoing to implement the Healthy Communities Park and Outdoor Recreation Investment Plan
(ARPA) approved this past October. We have successfully passed a critical first step - the County's
evaluation process for compliance with federal rules and restrictions. With this behind us, we are able to
move forward with final planning and design for the projects located in our existing county parks. A series
of legal agreements between Oakland County/OCPR and local governments are needed to move forward
with the other elements of the plan:
Local Grants of Funding and Equipment
City of Hazel Park —Agreement to authorize OCPR to make improvements at Green Acres Park
Township of Royal Oak — Agreement to authorize OCPR to make improvements at Mack -Rowe Park
City of Pontiac — Grant Agreement for the City to rehabilitate Crystal Lake Park
City of Oak Park — Grant Agreement for the City to develop a farmers market and civic space
City of Southfield — Grant Agreement for the City to develop a splash pad recreational feature
Park Operating Agreements
City of Oak Park — OCPR management of a portion of Shepherd Park (Oak Park Woods)
City of Pontiac — OCPR management of Hawthorne Park
City of Southfield — OCPR management of a portion of Beech Woods Park (Southfield Oaks)
Lease Agreements
City of Madison Heights — Lease agreement/amendment for Ambassador Park and Nature Center
City of Hazel Park— Lease agreement for OCPR office space (South Oakland County Office)
It is my goal to finalize negotiations with local government leaders in each of these communities in the
next 4 — 8 weeks with final approval of agreements by all parties in March/April (Parks Commission/Board
of Commissioners/City Councils or Twp. Boards). This is an ambitious schedule, but necessary to keep us
on track to complete the projects within the timeline mandated in the ARPA rules.
Concurrently, we will begin the process of early planning and public engagement to develop a plan for
improvements at the Farmers Market this spring. The City of Pontiac has initiated discussions on the
potential of moving the market to the downtown area. We are also evaluating options and the potential
benefits of relocating to another site on the county campus with Facilities Management.
Turtle Woods Open House
OCPR and Six Rivers Land Conservancy are hosting a Turtle Woods public open house on Thursday
February 16th at the Evanswood Church located at 2601 E. Square Lake Road in Troy, from 4-7 p.m. The
open house will provide the public with an opportunity to talk with staff about the status of the acquisition
and share thoughts and stories about the property. The feedback from this open house will be
incorporated into our application to the Michigan Natural Resources Trust Fund.
Oakland County Parks and Recreation
Upcoming Events — February 2023
Active Adults
February 15 Fireside Chat - Virtual
Adaptive
February 9 Cupid and Cupcakes — Waterford Oaks Activity Center
Mobile Recreation
February 10 41 Coach Bus: Waterford Parks & Rec to Detroit Symphony Orchestra
February 25 Bleachers: Modern Skate Showdown Event
Nature Education
Fieldtrips & Birthday Parties
February 1 St. Joseph School Field Trip — Wint Nature Center
February 2 St. Joseph School Field Trip — Wint Nature Center
February 5 Brownie Field Trip — Wint Nature Center
February 11 Audrey's 5t" Birthday — Wint Nature Center
February 25 Addy's 6t" Birthday — Wint Nature Center
Homeschool Series
February 9 Animal Classifications — Red Oaks Nature Center
February 15 Animal Classifications — Wint Nature Center
Public Interpretive Programs
February 3
Morning Munchkins - Red Oaks Nature Center
February 10
A Walk in the Woods — Wint Nature Center
February 10
Puddle Jumpers — Wint Nature Center
February 11
Winter Crafts and Storytime — Wint Nature Center
February 17
A Walk in the Woods — Red Oaks Nature Center
February 18
Birds and Beans — Red Oaks Nature Center
February 25
The Sweetest Season — Red Oaks Nature Center
Scout Badge Days
February 4 Daisies: Clover Badge — Wint Nature Center
February 11 Juniors: Detective Badge — Red Oaks Nature Center
Virtual Series & Self Led
February EcoFriends: Making Tracks Self -Led Kit
Oakland Countv Farmer's Market
February 8 Gleaner's Food Distribution
February 22 Gleaner's Food Distribution
Oakland County Parks and Recreation
Upcoming Events — February 2023
Springfield Oaks
Every M, T, W, TH Pickleball - Activity Center
Every T, W, TH Drop in Pickleball - Activity Center
February 4 Private Baby Shower — Carousel Hall
February 11 Private Memorial Service — Grand Hall
February 24 & 25 Fair Fiesta Fundraiser
Volunteer Events
February 9 Cupid and Cupcakes — Waterford Oaks Activity Center