Monday, July 25, :00pm PARKS & RECREATION COMMISSION MEETING

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1 AGENDA Ingham County Parks & Recreation Commission 121 E. Maple Street, P.O. Box 178, Mason, MI Telephone: ; Fax: Monday, July 25, :00pm PARKS & RECREATION COMMISSION MEETING Human Services Building Conference Room A, Second Floor 5303 S. Cedar Street, Building #3 Lansing, Michigan 1. Call to Order 2. Pledge of Allegiance 3. Approval of Minutes Minutes of the June 27, 2011 regular meeting will be considered 4. Limited Public Comment ~ Limited to 3 minutes with no discussion 5. Late Items / Deletions / Consent Items 6. Presentation Showing Progress of Potter Park Zoo Rhino Project Rick Terrill 7. ACTION ITEMS A The packet is available on-line by going to choosing the Monthly Calendar, and clicking on Monday, July 25, Resolution Recommending Approval of Amendment #1 with the Department of Natural Resources to Improve the Fishing Dock at Burchfield Park B. Resolution Recommending the Jail Alternative Sentencing Program Budget be Approved C. Resolution Recommending the amendment of Board of Commissioner Resolution # Delegating Certain Authority to the Ingham County Parks & Recreation Commission 8. DISCUSSION ITEMS A. June Parks & Zoo Financial Reports B. Lake Lansing Park-North Trail Survey 9. Director s Report A. Monthly Grant Status Report B. Playmaker Autumn Classic Request to Close Park for One Hour C. Status of CATA Service at Hawk Island D. Burchfield Disc Golf Grand Opening August 10, 2011 E. Update Regarding Agreement Between the City of Lansing and the County of Ingham for Maintenance of Certain City Parks 10. Correspondence & Citizen Comment 11. Board Comments 12. Limited Public Comment ~ Limited to 3 minutes with no discussion 1

2 Ingham County Parks & Recreation Commission July 25, 2011 Page Upcoming Meetings A. Date: August 15, 2011; Time: 6:00pm Parks Planning & Community Outreach Committee Meeting B. Date: August 16, 2011; Time: 6:00pm Parks Budget & Personnel Committee Meeting C. Date: August 22, 2011; Time: 6:00pm Parks & Recreation Commission Meeting 13. Informational Items Distributed at Commission Meeting A. County Services, Finance Committee, and Board of Commissioner Meeting Minutes (Items pertaining to the Parks Department) B. Newspaper Articles C. Zoo Gnus D. Zoological Society Director Update E Parks Director Zoo Report F. Shelter and Zoo Surveys 14. Adjournment Official minutes are stored and available for inspection at the address noted at the top of this agenda. The Ingham County Parks & Recreation Commission will provide necessary reasonable auxiliary aids and services, such as interpreters for the hearing impaired and audio tapes of printed materials being considered at the meeting for the visually impaired, for individuals with disabilities a the meeting upon five (5) working days notice to the Ingham County Parks & Recreation Commission. Individuals with disabilities requiring auxiliary aids or services should contact the Ingham County Parks & Recreation Commission by writing to the Ingham County Parks Department, P.O. Box 178, Mason, Michigan 48854, or by calling

3 DRAFT MINUTES OF THE MEETING INGHAM COUNTY PARKS & RECREATION COMMISSION 121 E. Maple Street, Suite 102, Mason, Michigan June 27, 2011 The Ingham County Parks & Recreation Commission held a Regularly Scheduled Meeting at the Human Services Building, Conference Room A, 5303 S. Cedar Street, Lansing, Michigan. Board Members Present: Absent: Also Call to Order: Minutes: Commissioner Tsernoglou, Paul Pratt, Ralph Monsma, Laura Davis, Pam Weil, Bill Matt, Sarah Nicholls, and John Czarnecki Ray Rustem Recording Secretary Debra Bavery, Park Director Willis Bennett, Finance Coordinator Karen Fraser, and Park Manager Pat Witte Chair Weil called the Regularly Scheduled Parks & Recreation Commission meeting to order at 6:05pm. Moved by Mr. Monsma, Supported by Mr. Czarnecki to approve the May 23, 2011 minutes of the regular meeting as amended. Yes-8; No-0. MOTION CARRIED. Change made to the first page, first sentence in Action Items title of minutes disc golf fee and establishes presented the lower fees for 2011 Late Items / Deletions: Resolution Recommending the Board of Commissioners Authorize a Michigan Community Service Commission AmeriCorps Grant Position Placement for the Parks Department Resolution Recommending a Budget Adjustment to the Lake Lansing Park-South Beach House Roofing Contract Limited Public Comment: None. ACTION ITEMS Mr. Bennett explained the transfers were needed in order to complete the project. He further stated the transfers were mostly from CIP projects that had money left over or that were cancelled. In response to Mr. Czarnecki s question, Mr. Bennett stated the budget was first formulated in 2007 and increases in costs have made that budget obsolete. In response to Chair Weil s question. Mr. Bennett responded that in 2007 it was estimated the fill dirt would be free. Mr. Bennett explained the quote for a new lift vs a used lift and how it worked. In response to Commissioner Tsernoglou s question, Mr. Bennett responded the snowboards would probably be donated. Discussion ensued regarding the wording of the resolution and whether or not the worksheet would go to the Board of Commissioners with the resolution. Mr. Bennett indicated the worksheet was for the Park Commission s use only. Discussion ensued regarding the worksheet. Mr. Pratt asked for a rundown of what we would be losing with this transfer. Mr. Bennett detailed the items. RESOLUTION #22-11 ~ RESOLUTION RECOMMENDING A BUDGET ADJUSTMENT TO THE HAWK ISLAND PARK TUBING AND SNOWBOARD HILL PROJECTS WHEREAS, In 2006 the Ingham County Board of Commissioners passed resolution # authorizing an application and committing the local match of $75,000 to the Michigan Department of Natural Resources for a Land and Water Conservation Fund Grant in the amount of $150,000 to develop a Snow Tubing Hill at Hawk Island Park; and WHEREAS, in 2008 the Ingham County Board of Commissioners authorized the acceptance of the grant with the passage of resolution #08-063; and WHEREAS, $14,000 was approved for tubing hill grooming equipment in the 2009 Parks Department Capital Improvement budget; and 3

4 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission June 27, 2011 Page 2 WHEREAS, these funds brought the total budget for the Snow Tubing Hill Project to $164,000; and WHEREAS, in 2011 the Ingham County Board of Commissioners passed resolution # approving $35,000 for a Snowboard Hill to be added to the Snow Tubing Hill project bringing the total project budget to $199,000; and WHEREAS, the initial budget for the Snow Tubing Hill project did not include funding for soil, grooming equipment, lifts, track system, or a City of Lansing Soil and Sedimentation Permit; and WHEREAS, the $28,000 cost of a track system has been requested in the 2012 Parks Department Capital Improvement request; and WHEREAS, the Purchasing Department solicited bids for lifts and received bids for new lifts and one used lift that was available; and WHEREAS, the total budget for the project will be $289,548 with the purchase of two new lifts or $277,153 if one new lift and one used lift are purchased. THEREFORE BE IT RESOLVED, that the Ingham County Parks & Recreation Commission recommends the Board of Commissioners authorize the following transfers from the Ingham County Parks 2011 approved Capital Improvement Budget and general appropriation, to the Hawk Island Park Tubing and Snowboard Hill Project line item for total transfers of $62,548 and a total project cost up to $289,548: $11,000 / 2011 CIP Pedal Boats, $12,000 / 2011 CIP LLS Boat Launch Dock Replacement, $ 2,254 / 2011 CIP Balance Hawk Island Water Wheel, $ 2,254 / 2011 CIP Balance Lake Lansing Water Wheel, $ 4,918 / 2011 CIP Balance Burchfield Roof Replacements, Beach House, Ranger Room, Tractor Shed, $ 7,418 / 2011 CIP Balance Woodsong Shelter Roof, $ 4,000 / 2011 CIP Road Gravel Lake Lansing, $ 4,000 / 2011 CIP Road Gravel Burchfield, $10,000 / 2011 CIP Parks Master Plan, $ 4,704 / 2011 Appropriation Other Supplies, Moved by Mr. Matt and Supported by Mr. Czarnecki that Resolution #22-11 be approved. Yes-7; No-1 (Weil). MOTION CARRIED. Mr. Bennett explained the bid process and the lack of local companies who sell this type of equipment. Mr. Matt asked if these purchase prices come with maintenance contracts? Mr. Bennett responded they come with some training and manuals, staff will be doing the maintenance. Chair Weil asked if the equipment comes with a warranty? Mr. Bennett responded yes. In a friendly amendment Ms. Davis asked that the statement purchased with grant monies be removed from the resolution. All members present concurred. RESOLUTION #23-11 ~ RESOLUTION RECOMMENDING THE PURCHASE OF SNOW MAKING EQUIPMENT FOR HAWK ISLAND WHEREAS, Board of Commissioner Resolution # authorized the acceptance of a Land and Water Conservation Fund grant to fund a snow tubing hill with snow making equipment at Hawk Island Park; and WHERAS, Board of Commissioner Resolution # approved the development of a snow boarding facility adjacent to the snow tubing facility; and WHEREAS, staff has determined the snow making equipment for the snow tubing hill can also accommodate the anticipated snow making needs of the snow boarding hill; and 4

5 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission June 27, 2011 Page 3 WHEREAS, snow making equipment bids for were solicited and evaluated by the Ingham County Purchasing Department, and it is their recommendation, with the concurrence of Parks Department staff, to purchase the snow making equipment through SMI of Midland, Michigan at a cost of $41,445 and the purchase of the pump through Ratnik of Victor, New York at a cost of $42,050. THEREFORE BE IT RESOLVED, the Ingham County Parks & Recreation Commission recommends the Board of Commissioners accept the bid, and authorize the purchase of snow making equipment from SMI of Midland, Michigan in an amount not to exceed $41,445. BE IT FURTHER RESOLVED, the Ingham County Parks & Recreation Commission recommends the Board of Commissions accept the bid, and authorize the purchase of a pump for the snow making equipment from Ratnick of Victor, New York in an amount not to exceed $42,050. Moved by Mr. Czarnecki and Supported by Ms. Davis that Resolution #23-11 be approved as amended. Yes-8; No-0. MOTION CARRIED. Mr. Bennett provided background information regarding the snow tubing and snow boarding lifts. He further indicated the infrastructure, water and electricity, was available on site. RESOLUTION #24-11 ~ RESOLUTION RECOMMENDING THE PURCHASE OF SNOW TUBING AND SNOW BOARDING LIFTS FOR HAWK ISLAND WHEREAS, Board of Commissioner Resolution # authorized the acceptance of a Land and Water Conservation Fund grant to fund a snow tubing hill with a snow tube lift at Hawk Island Park; and WHEREAS, Board of Commissioner Resolution # approved the development of a snow boarding facility with a snow board lift adjacent to the snow tubing facility; and WHEREAS, lift equipment bids for both venues were solicited and evaluated by the Ingham County Purchasing Department, and it is their recommendation, with the concurrence of Parks Department staff, to purchase the lifts through Geise Engineering of Northumberland, Pennsylvania in the amount of $52,395. THEREFORE BE IT RESOLVED, the Parks & Recreation Commission recommends the Board of Commissioners accept the bid, and authorize the purchase of snow tubing and snow boarding lifts from Geise Engineering of Northumberland, Pennsylvania in an amount not to exceed $52,395. Moved by Mr. Monsma and Supported by Ms. Davis that Resolution #24-11 be approved. Yes-8; No-0. MOTION CARRIED. Mr. Bennett explained how the storm sewer separation caused unforeseen costs associated with the Rhino project. Mr. Matt offered a friendly amendment removing the 2 nd and 3 rd whereas from the resolution. All members present concurred. RESOLUTION #25-11 ~ RESOLUTION RECOMMENDING A BUDGET ADJUSTMENT TO THE POTTER PARK ZOO 2011 CAPITAL IMPROVEMENT RHINO PROJECT WHEREAS, in 2009 planning began for the construction of a new Black Rhinoceros exhibit at the Potter Park Zoo; and WHEREAS, Board of Commissioners Resolution # approved a total project cost of $1,522,134 that included $104,500 of contingency funds; and WHEREAS, unforeseen costs associated with the separation of sanitary and storm sewers to meet requirements of the Combined Sewer Overflow Control Program being implemented by the City of Lansing resulted in expenditures that exceeded the contingency funds by $20,000; and WHEREAS, the Zoo Board supported this budget adjustment at their June 2011 meeting. 5

6 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission June 27, 2011 Page 4 THEREFORE BE IT RESOLVED, that the Ingham County Parks and Recreation Commission recommends the Board of Commissioners approve a transfer of $20,000 from the Potter Park Zoo 2011 approved budget contingency line item , funded by the Potter Park Zoo Millage, to the Potter Park Zoo Rhino Project line item Z to complete the Black Rhino exhibit. Moved by Mr. Matt and Supported by Commissioner Tsernoglou that Resolution #25-11 be approved as amended. Yes-8; No-0. MOTION CARRIED. Mr. Bennett provided background information regarding the condition of the exhibit and the high cost of renovation. In response to Ms. Davis question, Mr. Bennett responded the area will be graded to a flat safe space. RESOLUTION #26-11 ~ RESOLUTION RECOMMENDING A CONTRACT WITH Sc ENVIRONMENTAL SERVICES FOR THE DEMOLITION OF THE ROCKY MOUNTAIN BIG HORN SHEEP EXHIBIT WHEREAS, in 2010 C2AE conducted a structural analysis of the Rocky Mountain Big Horn Sheep Exhibit at the Potter Park Zoo that showed the Exhibit was no longer safe to be used and extensive repairs would be needed to make it safe; and WHEREAS, because extensive repairs would be required to make the exhibit safe and the Rocky Mountain Big Horn Sheep exhibit does not fit in the Zoo s 2010 Master Plan a recommendation to demolish the exhibit has been made by Potter Park Zoo staff; and WHEREAS, the Ingham County Purchasing Department solicited Requests for Proposals (RFP) inviting proposals from qualified individuals and companies pursuant to County guidelines; and WHEREAS, the bids were reviewed by the Ingham County Purchasing, Facilities, and Parks Departments, and all Departments were in agreement that the low bidder met all specifications and requirements; and WHEREAS, the Purchasing Department recommends the proposal submitted by Sc Environmental Services of Lansing, Michigan in the amount of $36,640 be accepted and that a contingency amount of $3,360 be added to the total project cost to cover any unforeseen issues such as the removal of contaminated soil; and WHEREAS, $23,550 is available for this project in the approved Potter Park Zoo 2010 Capital Improvement Project line item Z (Rocky Mountain Big Horn Sheep update) and the remaining funds, $16,450, would be transferred from the Potter Park Zoo Contingency line item to Z, Rocky Mountain Big Horn Sheep Demo; and WHEREAS, the Zoo Board supported this project with the passage of a resolution at their June meeting. THEREFORE BE IT RESOLVED, that the Parks & Recreation Commission recommends the Board of Commissioners authorize entering into a contract for the demolition of the Rocky Mountain Big Horn Sheep Exhibit in an amount not to exceed $40,000 with Sc Environmental Services of Lansing, Michigan. BE IT FURTHER RESOLVED, the Parks & Recreation Commission recommends the Board of Commissioners authorize the transfer of $23,550 from the Potter Park Zoo 2010 Capital Improvement Project line item Z (Rocky Mountain Big Horn Sheep Update) to line item Z (Rocky Mountain Big Horn Sheep Demo). BE IT FURTHER RESOLVED, the Parks & Recreation Commission recommends Board of Commissioners authorize the transfer of $16,450 from the Potter Park Zoo Millage Contingency line item to Z Rocky Mountain Big Horn Sheep Demo. Moved by Mr. Czarnecki and Supported by Ms. Davis that Resolution #26-11 be approved. Yes-8; No-0. MOTION CARRIED. 6

7 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission June 27, 2011 Page 5 Mr. Bennett provided background information and indicated the resolution must go through the Board of Commissioners because the cost is over $5,000 for a service. Mr. Matt asked for clarification of the last be it further resolved. Ms. Bavery indicated she would add another be it further resolved to separate and clarify what needs to be accomplished. RESOLUTION #27-11 ~ RESOLUTION RECOMMENDING PAYMENT TO PLANNED MIGRATION AND ED NOVAK FOR THE SHIPPING OF RHINOS FROM SEDGWICK ZOO AND MIAMI ZOO TO POTTER PARK ZOO WHEREAS, the Potter Park Zoo staff recently had two black rhinos shipped to the zoo; and WHEREAS, an invoice has been received for $6,310 from Planned Migration for shipping of the male rhino from Sedgwick Zoo; and WHEREAS, an invoice has also been received for $7,000 from Ed Novak for the shipping of the female rhino from Miami Zoo; and WHEREAS, two quotes were received for this shipping and the quotes with lowest cost were selected. THEREFORE BE IT RESOLVED, that the Ingham County Parks & Recreation Commission recommends the Board of Commissioners authorize the transfer of $13,310 from the 2011 approved zoo and park budget line item Potter Park maintenance funded bythe Potter Park Zoo Millage to Potter Park Zoo contractual services BE IT FURTHER RESOLVED that the Parks & Recreation Commission recommends the Ingham County Board of Commissioners authorize the payment of $6,310 to Planned Migration for the shipping of one rhino from the Miami Zoo in Florida to the Potter Park Zoo. BE IT FURTHER RESOLVED, that the Parks & Recreation Commission recommends the Ingham County Board of Commissioners authorize the payment of $7,000 to Ed Novak for shipment of one rhino from the Sedgwick Zoo in Kansas to the Potter Park Zoo. Moved by Mr. Monsma and Supported by Ms. Davis that Resolution #27-11 be approved as amended. Yes-8; No-0. MOTION CARRIED. Mr. Bennett provided background information regarding the Parks petty cash fund and the need for more change funds. RESOLUTION #28-11 ~ RESOLUTION RECOMMENDING INCREASING THE PARKS DEPARTMENT IMPREST (PETTY) CASH FUND BY SEVEN HUNDRED FIFTY DOLLARS ($750) WHEREAS, the Parks Department currently maintains a petty cash account of $3,100; and WHEREAS, those funds are used to provide change funds to park managers and seasonal staff to use as change in the various revenue areas of the parks; and WHEREAS, in recent years to meet business needs it has been necessary to increase the change fund amounts being given to each individual; and WHEREAS, the number of seasonal staff has declined in the parks and each employee needs to have a change fund to offer staffing flexibility; and WHEREAS, staff has determined that an increase of $750 increasing the total amount of the fund to $3,850 will meet business needs. BE IT THEREFORE RESOLVED, that the Ingham County Parks & Recreation Commission recommends that the Board of Commissioners increase the petty cash fund for the Parks Department by $750 for a total of $3,850 of petty cash. Moved by Mr. Czarnecki and Supported by Commissioner Tsernoglou that Resolution #28-11 be approved. Yes-8; No-0. MOTION CARRIED. 7

8 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission June 27, 2011 Page 6 Chair Weil provided background information regarding the resolution to recommend the amendment of Resolution # which delegates certain authority to the Ingham County Parks & Recreation Commission. Discussion ensued regarding the Fair Board. Ms. Davis stated it is better for the public to know that the Directors that are connected to citizen boards are talking to the Controller about day to day things. Mr. Czarnecki stated philosophically the Parks Commission shouldn t even be appointing staff, only recommending appointments. Chair Weil stated she has questions regarding how this would work. Commissioner Tsernoglou stated this would be administrative control only. Ms. Davis stated this has been a quiet conversation and part of a goal to move all Directors with citizen boards over to reporting to the Controller. Ms. Davis suggested inviting Commissioner Nolan to the next meeting. Mr. Pratt stated Commissioners end up being responsible to the County for any Directors of citizen boards and making the Controller accountable for the day to day administration gives the Board of Commissioners a greater level of assurance that all is well. Ms. Davis concurred. Moved by Mr. Czarnecki and Supported by Mr. Monsma that the resolution recommending the amendment of Board of Commissioner Resolution # be tabled. Yes-8; No-0. MOTION CARRIED. Mr. Bennett provided background information regarding the AmeriCorp resolution. RESOLUTION #29-11 ~ RESOLUTION RECOMMENDING THE BOARD OF COMMISSIONERS AUTHORIZE A MICHIGAN COMMUNITY SERVICE COMMISSION AMERICORPS GRANT POSITION PLACEMENT FOR THE PARKS DEPARTMENT WHEREAS, the Power of We Consortium successfully competed for a grant from the Michigan Community Service Commission (MCSC) for a Michigan s AmeriCorps project that will place ten full time AmeriCorps members within organizations throughout the greater Lansing area to improve resident s physical activity and nutrition; and WHEREAS, the ten AmeriCorps members will promote the use of non-motorized transportation on trails, greenways, and city streets, and increase the use of community gardens and farmers markets in previous food deserts; and WHEREAS, on October 6, 2009, the Power of We Consortium notified the Ingham County Parks Department that they were selected as a host site for an AmeriCorps volunteer; and WHEREAS, the AmeriCorps volunteer would expand the Parks Department s volunteer programs and support trail maintenance, planning, and management of natural areas in Ingham County Parks; and WHEREAS, the County contribution of $2,896 provides a one third match to AmeriCorps funding to equal a total grant of $8,688. THEREFORE BE IT RESOLVED, that the Parks & Recreation Commission recommends the Board of Commissioners authorize entering into a placement agreement, on behalf of the Parks Department as Host Site, with AmeriCorps to oversee the AmeriCorps volunteer for 900 hours from January 3, 2011 through July 1, 2011 one third, $2,896, to be paid from funds in the approved 2011 parks budget, seasonal wage line item and the balance paid from a Power of We Grant. Moved by Mr. Monsma and Supported by Mr. Matt that Resolution #29-11 be approved. Yes-8; No-0. MOTION CARRIED. Mr. Bennett provided background information and explained the issue with the roof. The roof decking material is made of a very unusual lumber that had rotted away. This situation was discovered when the roof was ripped off for replacement. RESOLUTION #30-11 ~ RESOLUTION RECOMMENDING A BUDGET ADJUSTMENT TO THE LAKE LANSING PARK SOUTH BEACH HOUSE ROOFING PROJECT WHEREAS, the Board of Commissioners approved $3,100 in the 2010 Parks Department capital improvement budget for the Lake Lansing Park South Boat Launch Building Roof and the Beach House Roof; and 8

9 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission June 27, 2011 Page 7 WHEREAS, the beach house roof was the first priority of the two roofs; and WHEREAS, in 2010 bids were received for the beach house and a purchase order was issued to Save a Shake for $4,875; and WHEREAS, the accepted bid included a disclaimer for the cost of additional plywood materials to replace rotted roof sections; and WHEREAS, in 2010 $3,698 was transferred from the Lake Lansing beach and volleyball sand replacement projects and $600 was transferred from Lake Lansing Park North road maintenance project to line item to cover the cost of both roofs, bringing the project budget to $7,398; and WHEREAS, because of timing issues, the beach house roof was delayed until 2011; and WHEREAS, in 2011 as the service provider, Save a Shake began the tear down of the beach house roof unusual construction consisting of milled 3 ½ x 6 tongue and groove wood was found and no plywood as a roof foundation; and WHEREAS, the milled tongue and groove lumber was decaying in places; and WHEREAS, the selected vendor Save a Shake provided us with new pricing for the project bringing the total project cost for the beach house roof to $13,438 for replacement of decayed roof decking, milling and labor; and WHEREAS, the park manager will complete the Boat Launch roof project from his 2011 operating budget; and WHEREAS, the park manager is requesting that $1,344 be approved for contingency bringing the Beach House project total to $14,782 THEREFORE BE IT RESOLVED, that the Ingham County Parks & Recreation Commission recommends the Board of Commissioners authorize the transfer $7,384 from the Ingham County Parks 2011 approved Capital Improvement Budget line item , the Burchfield Park roof projects, to line item , the Lake Lansing Beach House project. Moved by Mr. Monsma and Supported by Ms. Davis that Resolution #30-11 be approved. Yes-8; No-0. MOTION CARRIED. DISCUSSION ITEMS Snow Tube and Snow Board Hill Progress ~ Mr. Czarnecki explained the situation regarding the Soil and Sedimentation Control Permit needed from the City of Lansing. At this point in time it is hoped the City will waive the fee. Mr. Bennett indicated staff is still researching other summer activities for the hill. Free Days at the Parks ~ Statistics were presented and detailed. Mr. Bennett indicated staff is looking at avoiding free days that fall on holidays and will bring back a formal presentation. Status of Stewardship Efforts ~ Discussion ensued regarding the establishment of a Rain Garden at Lake Lansing Park- South. Hawk Island Maintenance Day Report ~ Mr. Bennett reported that as a whole staff accomplished what they set out to accomplish. April Parks & Zoo Financial Reports ~ Mr. Czarnecki reported hardship passes have increased and are impacting the budget slightly, but the financial reports look favorable for this time of year. Discussion ensued regarding hardship passes. Commissioner Tsernoglou encouraged staff to come up with suggestions as to how to recoup the costs, such as mailing and printing. Chair Weil spoke regarding required documentation and indicated insinuating this step into the park would be difficult. Ms. Davis indicated CATA has a hardship process. Discussion continued regarding fraud and 9 the cost of sending the passes out. Chair Weil indicated that when this idea first came to the County there was a strong

10 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission June 27, 2011 Page 8 sentiment against fees of any kind, but circumstances have changed. Mr. Matt asked Mr. Bennett to poll his park peers to see if they have any ideas regarding how to administer the program or similar programs. Director=s Report Mr. Bennett spoke regarding the following items: Provided an update regarding the agreement between the City of Lansing and Ingham County for the maintenance of certain city parks. Mr. Bennett indicated a meeting was scheduled in a week with the City of Lansing and Ingham County administrators which should resolve some County questions. In response to Mr. Czarnecki s question, Mr. Bennett replied the County would front a loan for the equipment and then directed everyone to the equipment list. Provided an update regarding recent incidents at Hawk Island. Mr. Bennett indicated he has met with the Chief of Lansing police and the County Undersheriff to request a police presence in the afternoon for a couple of weekends to discourage some activities. Board Comments Mr. Pratt asked Mr. Bennett to provide an evacuation plan for the zoo in case of flood. Mr. Bennett indicated he hasn t looked at it in a long time, however, MSU can take certain animals but, the larger animals would have to be shipped out. Limited Public Comment None. Adjournment There being no further business, the meeting was adjourned at 8:12pm. Minutes submitted by: Deb Bavery, Recording Secretary 10

11 INGHAM COUNTY PARKS & RECREATION COMMISSION Meeting of July 25, 2011 RESOLUTION # -11 RESOLUTION RECOMMENDING APPROVAL OF AMENDMENT #1 WITH THE DEPARTMENT OF NATURAL RESOURCES TO IMPROVE THE FISHING DOCK AT BURCHFIELD PARK WHEREAS, Board of Commissioner Resolution # authorized the acceptance of a Michigan Natural Resources Trust Fund grant to fund improvements to the fishing dock at Burchfield Park; and WHEREAS, the Parks Department petitioned the Department of Natural Resources for an extension due to weather delays affecting staff s ability to remove existing deteriorated boardwalk and begin replacing it with new boardwalk and attached fish habitat extensions; and WHEREAS, the Department of Natural Resources granted the Parks Department extension request on July 11, 2011; and WHEREAS, the Ingham County Parks & Recreation Commission desires to complete the project as proposed in order to continue to provide recreational opportunities to the residents of Ingham County. BE IT THEREFORE RESOLVED, that Amendment #1 of the agreement with the Department of Natural Resources extending the project period completion deadline from June 30, 2011 to December 31, 2011 be recommended to the Board of Commissioners for approval. 11

12 INGHAM COUNTY PARKS & RECREATION COMMISSION Meeting of July 25, 2011 RESOLUTION # -11 RESOLUTION RECOMMENDING THE JAIL ALTERNATIVE SENTENCING PROGRAM BUDGET BE APPROVED WHEREAS, in a continuing effort to reduce chronic overcrowding and expenses associated with the cost of housing at the Ingham County Jail, Ingham County Friend of the Court has partnered with the Ingham County Parks Department, and instituted an extremely successful Jail Alternative Sentencing Program (JASP) involving individuals who are in contempt of court for non-payment of child support; and WHEREAS, the JASP program began on a test basis on June 1 st, 2004; and WHEREAS, JASP participants have successfully engaged in park improvement projects such as the construction of new boardwalks at Lake Lansing Park-North and Hawk Island; as well as assisting with routine park and zoo maintenance; and WHEREAS, this resolution for the JASP program has had the support of both the Ingham County Park & Recreation Commission and the Ingham County Friend of the Court; and WHEREAS, two thirds of the cost of the program is funded by Friend of the Court grants and budget; and WHEREAS, sufficient funds have been identified within the existing 2011 Parks Department and Potter Park Zoo Budgets; and WHEREAS, funds will continue to be identified in future budget years; and WHERAS, funding will be transferred from the Parks Department and Potter Park Zoo budgets to the Ingham County Friend of the Court for the applicable time when the FOC Coordinator positions are filled; and WHEREAS, the Zoo Board supported the 2011 Jail Alternative Sentencing Program Budget with the passage of a resolution at their July 2011 meeting. THEREFORE BE IT RESOLVED, that the Ingham County Parks & Recreation Commission recommends that the Board of Commissioners approve the following structure for the JASP program: EXPENSES Total Zoo Parks One Seasonal Working Coordinator/Parks $27,030 $9,010 ($13.25/hour x 2,040 hours) One Seasonal Working Coordinator/Zoo $27,030 $9,010 ($13.25/hour x 2,040 hours) One 8 Month Position/Parks $18,365 $6,122 ($13.25/hour x 1386 Hours) SUBTOTAL $72,425 TOTAL PARKS AND ZOO EXPENSE $9,010 $15,132 REVENUE Zoo Parks Current 2011 Seasonal Budget $9,010 $15,132 TOTAL PARKS AND ZOO REVENUE $9,010 $15,132 12

13 INGHAM COUNTY PARKS & RECREATION COMMISSION Meeting of, 2011 RESOLUTION # -11 RESOLUTION RECOMMEND THE AMENDMENT OF RESOLUTION # WHICH DELEGATES CERTAIN AUTHORITY TO THE INGHAM COUNTY PARKS AND RECREATION COMMISSION WHEREAS, Resolution #05-93 Established the Ingham County Parks and Recreation Commission under Public Act 261 of 1965; and WHEREAS, Resolution # delegated certain authority to the Ingham County Parks and Recreation Commission, one of which is to appoint a Parks Director, and authorize such employees as necessary to assist the Parks and Recreation Commission in the maintenance and operation of the Parks system, subject to budgetary limitations. Such persons shall be County employees and supervised by the Parks and Recreation Commission; and. WHEREAS, for reasons of efficiency and effectiveness, the Parks and Recreation Commission desires to transfer day to day supervisory responsibilities over the Parks Director to the Controller/Administrator. THEREFORE BE IT RESOLVED, that the Parks & Recreation Commission recommends the Ingham County Board of Commissioners amend Board of Commissioner Resolution # as follows: 4. The Parks and Recreation Commission shall appoint a Parks Director, and authorize such employees as necessary to assist the Parks and Recreation Commission in the maintenance and operation of the Parks system, subject to budgetary limitations. Such persons shall be County employees and supervised by the Parks and Recreation Commission excepting, however, the Parks Director shall report to the County Controller/Administrator who shall have day to day supervisory authority over the Parks Director. 13

14 Mid Michigan Stewardship Initiative/Ingham County Parks Trail Users' Survey in Lake Lansing Park North Survey 2: Summer day (July 3, 2011), from 9am 6pm Conditions: temperature 85 F decreasing to ~80 at 6pm; sunny & still, gradually becoming overcast & breezy; trails dry, few mosquitoes Surveyors: 9am noon: Chris; noon 3pm: Nicholas Sanchez; 3pm 6pm: Leslie Kuhn Site: Edge of roundabout adjacent to Sandhill Shelter entrance Number entering the trails 0 Time Adults Youth Dogs Total people am am 11am am noon noon 1pm pm 2pm pm 3pm pm 4pm pm 5pm pm 6pm Total observe Additional estimated use, 7 9am, 6 8pm 50 Number of people entering the trails 25 Note: those entering the trails from the Oak Knoll entrance, Woodwind Trail (neighborhood entrance) or Green Road are not counted in this survey, resulting in underestimating total use am 10 11am 11 12pm 12 1pm 1 2pm 2 3pm 3 4pm 4 5pm 5 6pm Other caveats: Holiday weekends tend to be quieter times in North Park, and on Sunday mornings many go to church. A family party at Sandhill Shelter meant others tended to avoid that trail entrance between noon and 3pm. Use was heaviest early and late in the day (when the weather was coolest, and runners were common) so a more complete survey would include 7 9am and 6 8pm, too. Future survey recommendations: Survey on Saturday when the shelter is not reserved, if possible, and survey 7am 8pm during the summer. 14

15 Summary of Lake Lansing Park North Survey: 34 responses Given on 7/3/2011 to those entering trail at Sandhill Shelter Q1. How many times per month do you use the trails in Lake Lansing Park North? 0 1: 26 2: 1 3: 1 4: 1 5: 3 Average: 1.6 Q2. What are your reasons for visiting the park today? Skiing: 1 (3%) Walking/hiking: (71%) Running: 5 (15%) Nature viewing: 14 (41%) Photography: 3 (9%) Picnic/party: 5 (15%) Volleyball: 1 (3%) Restoration outing: 1 (3%) Workshop: 1 (3%) Geocaching: 1 (3%) Frequent users (3 5 times per month) said they come for nature viewing, photography, and walking/hiking Q3. What would encourage you to use the park more often? No answer: 15 (44%) If I lived closer: 7 (21%) Happy with the way the park is: 4 (12%) It s perfect just as it is!, I think they re great, It s really nice, If I lived here, I d be here every day! Better maps: 3 (9%) with landmarks, aerial showing land cover Having more free time: 2 (6%) More dog oriented: 2 (6%) anything dog friendly, we love to walk dog, so can t when closed for ski trails Mountain bike trails: 1 (3%) Fewer stumps/roots on trails: 1 (3%) Benches: 1 (3%) A few more benches for resting and observing More people: 1 (3%) Trash cans along the trails: 1 (3%) Other comments: I enjoy coming to the park for the peace and quiet ; Coming to the park every day has let me stop taking cholesterol medicine Q4. How did you hear about this park? Friends/family: 30 (88%) Drove by: 6 (18%) Website: 2 (6%) Other: Ingham County map; school; Playmakers (3% each) Q5. What is your zip code? 48823: 9 (East Lansing) (26%) : 7 (Lansing) (21%) 48840: 3 (Haslett) (9%) 48864: 3 (Okemos) (9%) 48895: 2 (Williamston) (6%) 48842: 2 (Holt) (6%) 48209: 2 (Detroit) (6%) 48813: 1 (Charlotte) (3%) 49342: 1 (Rodney middle of Lower Peninsula) (3%) 22003: 1 (Annandale, VA) (3%) 11217: 1 (Brooklyn, NY) (3%) 15

16 City Draft #2 May 18, 2011 Changes made at 7/6/11 Meeting with Willis, Mary Lannoye, Jerry Ambrose, and Brett of the City of Lansing AGREEMENT BETWEEN THE CITY OF LANSING AND THE COUNTY OF INGHAM FOR MAINTENANCE OF CITY PARKS Formatted: Font: 10 pt Formatted: Font: 10 pt, Font color: Red Formatted: Centered THIS AGREEMENT (hereinafter, the Agreement ), made this day of, 2011, by and between the CITY OF LANSING, a Michigan municipal corporation, 124 West Michigan Avenue, Lansing, Michigan (hereinafter, City ), and the COUNTY OF I NGHAM, a municipal corporation and political subdivision of the State of Michigan, acting on behalf of the INGHAM COUNTY PARKS DEPARTMENT, 121 East Maple Street, Suite 102, Mason, Michigan (hereinafter, County ) as follows: The CITY OF LANSING and the COUNTY OF INGHAM herby agree to the following terms and conditions: 1. TERM The term of this Agreement shall commence on the date of its execution and end one (1) year from the date of execution of this Agreement and shall be subject to renewal for additional terms, eac h additional term not to exceed one (1) year. Any such renewal shall be in writing executed prior to expiration of the current term by the duly authorized representative of each party. 2. CITY PARKS COVERED BY THIS AGREEMENT A. Parks that are 5 acres or less: Barb Dean Ba ssett Blu ebell Everett Glen Eden Hillsd ale Holly H orsebrook J ones Lake Kay North Ma rscot H. Moore Osborne Regent Reutter Seventh St abler Tam many Walsh Waldo Ca esar Donora Greencroft Pa rcel B Hu ll Court Wilson B. Parks along the River Trail: Dietrich Ed more Do dge Burchard-East Bu rchard-west, Wentworth Cherry Hill Ka lamazoo Plaza Cooley Scott Center Creg o T rager Elm River Point Maguire 2 16

17 City Draft #2 May 18, 2011 C. Lansing River Trail: Ingham County will provide mowing and litter control along the Lansing River Trail from Dietrich Park (northern most park) to Maguire Park at the southern end of the trail. 3. MAINTENANCE SCHEDULE At the beginning of the mowing season, Ingham County Parks will submit for the City s approval a basic maintenance schedule. The City shall, if necessary, make changes to the maintenance schedule to conform to the City s needs. The 2011 mowing season will start on July 1, 2011 and continue through October 31, For those parks 5 acres or less, mowing shall be performed on a 12 calendar day rotation. For those parks along the Lansing River Trail, mowing shall be performed on a we ekly basis. If inclement weather prevents the County from performing any of its responsibilities on schedule, it sh all recalibrate its equipment and double cut each area, if needed, during the following week. Deleted: When the maintenance schedule is disrupted by inclement weather, Sunday mowing may be permitted upon approval by the City. 4. SCOPE OF WORK All work shall be performed in a professional, courteous, workmanlike manner using quality equipment and materials, all of which must be maintained and operated with the highest standard as well as meeting all OSHA and MIOSHA Safety Standards. A. Mowing: All mowing shall be performed in such a manner that grass clippings left on the turf will readily decay. Mowing height shall be 2-1/4 to 2-1/2 inches for general turf areas. Mower adjustment is to be made and measured on a flat surface. The County may at times be required to pick up grass clippings at the request of the City. The pick up of grass clippings will be needed if the clippings are determined to creating a poor appearance or damaging the grass. Mowing of the indicated parks shall include all lawn areas contained within City property. Park boundaries and mowing boundaries shall be clarified when necessary. B. Trimming The County shall trim vegetation from around all obstacles (fences, signs, posts, curbs, sidewalks, etc.) within the designated mowing area in order to present a neat and attractive appearance. This grass shall be trimmed to the same height as the other open areas of lawn. The trimming shall be as close to an obstacle as possible. C. Litter and Trash Removal 3 17

18 City Draft #2 May 18, 2011 The County shall be responsible for the removal of all litter and debris on the lawn of the all indicated City Parks and along the Lansing River Trail. The litter control operation shall be completed prior to the mowing operation. Trash barrels in the parks and along the Lansing River Trail will be emptied on a daily basis. Waste bag replacement is required for each receptacle. D: Other services shall include: b. Removal of branches and leaves on trails; e. Graffiti removal. The County will be responsible for routine graffiti removal, not to exceed one hour per incident. The County shall immediately notify the City of any significant graffiti problems. Deleted: C Deleted: c. Snow removal; d. Signs installed by Ingham County; and E. It shall be the County s obligation to ensure that turf areas, shrubs, trees, equipment, etc., be protected from damage caused by the use of mowers and weed whips. Any injury or damage shall be given remedial or corrective treatment approved by the City. The City shall be notified immediately of damage incurred. 5. HOURS OF OPERATION. All scheduled mowing operations shall only be performed between the hours of 7:00 AM and 5:00 PM. 6. BOUNDARIES. Prior to final approval of this agreement, the City of Lansing shall provide the County maps which identify the specific areas in each park the County will be responsible to mow and remove snow. Deleted: The maintenance schedule shall be performed Monday through Saturday and in accordance with Section 3, Paragraph 2. Deleted: Attached are maps of each park with the areas for mowing highlighted. 7. SPRING CLEAN-UP Prior to the first mowing of the spring, each park will receive a thorough clean up which includes the removal of all litter, leaves and tree branches. 8. SNOW REMOVAL The County will comply with the existing Snow Removal Ordinance regarding sidewalks, a copy of which will be provided by the City.. 9. PAYMENT In consideration of the above services rendered, the City agrees to pay the County a sum not to exceed Two Hundred Thirty Six Thousand and 00/100 ($236,000.00) Dollars. Payments will be made on a quarterly basis and within thirty (30) days of receipt invoice of services rendered by Ingham County Deleted: 200 Deleted: monthly 4 18

19 City Draft #2 May 18, 2011 Parks for that month. The County s reimbursement for services provided is based on the purchase of $144,000 in new equipment which will be paid for based on a depreciation schedule unique to each piece of equipment. In the event this agreement is not renewed on an annual basis going forward, the city shall purchased the equipment based on the undepreciated value at that point in time. 10. REPORTS The County will submit to the City a quarterly report detailing the mowing frequency of each park, litter control activity and other maintenance activity that has occurred. This report is expected to be attached to the monthly invoice for payment INSURANCE AND LIABILITY. A. The County, during the duration of this Agreement, shall maintain liability insurance in the form of a self insurance program through the Michigan Municipal Risk Management Authority (MMRMA), which covers such liability as County may incur during maintenance and operation of the parks listed and Lansing River Trail. Deleted: monthly Deleted: 11. POLICE. Any police agency having jurisdiction over City Parks may patrol the premises at any time B. The City shall be responsible for maintaining its own insurance covering liability it may incur arising from the activities of its officers, employees and agents or from its ownership of the parks listed and Lansing River Trail. C. The City shall obtain and maintain adequate insurance covering damage to the parks listed and Lansing River Trail caused by fire, acts of God including but not limited to wind or flooding or by vandalism. D. All liability to third parties, loss or damage as a result of claims, demands, costs, or judgments arising out of activities to be carried out by the County in the performance of this Agreement shall be the responsibility of the County, and not the responsibility of the City, if the liability, loss, or damage is caused by, or arises out of, the action or failure to act on the part of the County, any subcontractor, anyone directly or indirectly employed by the County, or any appointed or elected officer, employee, or agent of County provided that nothing herein shall be construed as a waiver of any governmental immunity that has been provided to the County or its officers, employees, or agents by statute or court decisions. E. All liability to third parties, loss or damage as a result of claims, demands, costs or judgments arising out of activities to be carried out by the City in the performance of this Agreement shall be the responsibility of the City, and not the responsibility of the County, if the liability, loss, or damage is caused by, or arises out of, the action or failure to act on the part of any City, or any elected or appointed officer, employee or agent of City, provided that nothing herein shall be construed as a waiver of any governmental immunity by the City or its o fficers, 5 19

20 employees, or agents as provided by statute or court decisions. City Draft #2 May 18, 2011 F. In the event that liability to third parties, loss, or damage arises as a result of activities conducted jointly by the County and the City in fulfillment of their responsibilities under this Agreement, such liability, loss, or damage shall be borne by the County and the City in relation to each party s responsibilities under these joint activities, provided that nothing herein shall be construed as a waiv er of any governmental immunity by the County, the City or their officers, employees, or agents, respectively, as provided by statute or court decisions. 12. TERMINATION OF AGREEMENT. The parties understand that the listed parks and Lan sing River Trail are owned by the City as dedicated parkland. The City and County retain the right, a t its respective sole and unreviewable discretion, to cancel this Agreement upon thirty (30) days written notice to the other. 13. NONDISCRIMINATION. The County agrees that it will not exclude anyone from participation in any of its events or deny anyone the benefits of its use or otherwise subject anyone to discrimination because of the person s race, religion, sex, sexual orientation, gender identity, age, color, national origin, disability, height, weight, or marital status. 14. APPLICABLE LAW/COMPLIANCE WITH THE LAW. This Agreement shall be construed under and in accordance with the laws of the State of Michigan and all obligations of the parties created hereunder are to be performed in Ingham County, State of Michigan. County agrees to comply with all federal, state and local laws. County will comply with the terms of any grant to which the Premises is subject. 15. COMPLETE AGREEMENT. This Agreement constitutes the sole and only agreement of the parties, and supersedes any prior understanding or written or oral agreement between the parties respecting the within subject matter. 16. AMENDMENTS. No amendment, modification or alteration of the terms contained in this Agreement shall be binding unless the same are in writing, dated subsequent to the dates hereof, and duly executed by the authorized representatives of the parties to this Agreement. 17. WAIVERS. No waiver by the parties of any default or breach of any term, condition or covenant of this 6 20

21 City Draft #2 May 18, 2011 Agreement shall be deemed to be a waiver of any other breach of the same or any other term, conditions or covenant. 18. NOTICE OF DAMAGE OR LOSS TO PREMISES. County shall give immediate notice to the City of any fire, th eft, damage, or accident on the Premises of which it becomes aware. 19. ASSIGNMENTS. This Agreement may not be assigned by either the City or County to a third party without the prior written mutual consent of both parties executed by their authorized representatives. 20. CITY EMPLOYEES (ADDED by the City of Lansing) The parties further agree that it is not the intent of either party that any current City of Lansing employee be laid off as the result of entering into this agreement." 21. BINDING EFFECT OF AGREEMENT. This Agreement shall be binding upon, and the benefits shall inure to, the successors, representatives, and assigns of the parties. 22. TIME BEING OF THE ESSENCE. Time is of the essence in all the provisions of this Agreement. 23. CONSTRUCTION. This Agreement shall be construed to have been drafted by both parties to this Agreement. 24. DISREGARDING SECTION TITLES. The titles of the sections set forth in this Agreement are inserted for the convenience of reference only and shall be disregarded when construing or interpreting any of the provisions of this Agreement. 25. INVALID PROVISIONS. If any section, clause or provision of this Agreement is rendered invalid, or unenforceable because of any State or Federal statute or regulation or ruling by any tribunal of competent jurisdiction, that section, clause or provision shall be null and void and to be considered deleted, and the remainder of this Agreement shall not be affected thereby. Where the deletion of the unenforceable or invalid section, clause or provision would result in the illegality and/or unenforceability of this Agreement, this 7 21

22 City Draft #2 May 18, 2011 Agreement shall be considered to have terminated as o f the date in which the provision was d eclared invalid or unenforceable. 26. NOTICES. All notices under this Agreement shall be in writing and be sent by certified mail addressed to the respective party at the address indicated below or at such other address as the parties shall designate in writing. A change in address may be effected by a certified letter sent by either party to the other. If to City: Director of Lansing Parks and Recreation 124W. Michigan Ave. City Hall, 8 th Floor Lansing, Ml With copy to Lansing City Attorney 124W. Michigan Ave. City Hall, 5 th Floor Lansing, Ml If to County: Director of Ingham County Parks Department 121 E. Maple St., Suite 102 Mason, Ml With a copy to: Bob Townsend Cohl, Stoker, Toskey & McGlinchey, P. C. 601 N. Capitol Ave. Lansing, MI and Ingham County Controller Ingham County Controller s Office Ingham County Courthouse Mason, MI

23 27. CERTIFICATION OF AUTHORITY TO SIGN THIS AGREEMENT. City Draft #2 May 18, 2011 The persons signing this Agreement on behalf of the parties hereto certify by their signatures that they are duly authorized to sign on behalf of said parties and that this Agreement has been authorized by said parties. IN WITNESS WHEREOF, the authorized representatives of the parties have signed and executed this Agreement to be effective as of the date executed. COUNTY OF INGHAM Mark Grebner Chairperson Ingham County Board of Commissioners Deleted: Debbie De Leon Mike Bryanton Ingham County Clerk Approved as to form only For County of lngham Cohl, Stoker, Toskey & McGlinchey, P.C. Robert D. Townsend County Attorney CITY OF LANSING Virg Bernero Mayor I hereby certify that funds are available In account No, City Controller Approved as to form only For City of Lansing 9 23

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