Monday, September 25, :30pm 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: The packet is available on-line by going to choosing the Monthly Calendar, and clicking on Monday, September 25, 2017 Monday, September 25, :30pm PARKS & RECREATION COMMISSION MEETING 1. Call to Order 2. Pledge of Allegiance Human Services Building Conference Room A, Second Floor 5303 S. Cedar Street, Building #3 Lansing, Michigan 3. Approval of Minutes Minutes of September 18, 2017 regular meeting will be considered - Page 3 4. Limited Public Comment ~ Limited to 3 minutes with no discussion 5. APPROVE THE AGENDA Late Items / Changes/ Deletions 6. ADMINISTRATIVE REPORTS A. Director - Page 7 B. Park Managers - Page 9 C. Administrative Office - Page 15 D. Financial Report Page 17 E. FLRT Trail Ambassador Report - Lauren Ross - Page ACTION ITEMS A. Motion to direct staff to write and submit a resolution to the Ingham County Board of Commissioners to address agreements #TR003, TR007, TR008, TR009, TR010, TR011, TR012, and TR033 with the City of East Lansing for Trails and Parks Millage Funding - Page B. Motion to direct staff to write and submit a resolution to the Ingham County Board of Commissioners to address agreements #TR019 and TR020 with the City of Mason for Trails and Parks Millage Funding - Page DISCUSSION ITEMS A. Trails and Parks Millage Report Tanya Moore, Spicer Group Page 35 B. Contingency requirement modification discussion to current round Spicer Group - Page C Park Commission Meeting Dates - Page 9. Board/Staff Comments 1

2 Ingham County Parks & Recreation Commission September 25, 2017 Page Informational Items Distributed at Commission Meeting A. Correspondence & Citizen Comment B. County Services, Finance Committee, and Board of Commissioner Meeting Minutes (Items pertaining to the Parks Department) C. Newspaper Articles 11. Limited Public Comment ~ Limited to 3 minutes with no discussion 12. Upcoming Meetings A. Date: Thursday, October 5, 2017; Time: 10:00am Ingham County Trails Wayfinding Hilliard Building Room A Date: Monday, October 16, 2017; Time: 5:30pm Parks & Recreation Commission Meeting Human Services Building, Room B Date: Monday, October 23, 2017; Time: 5:30pm Parks & Recreation Commission Meeting Human Services Building, Room B 13. 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 Ingham County Parks & Recreation Commission Members: Chair Sarah Nicholls, Vice-Chair Matt Bennett, Secretary Jonathan Schelke, County Commissioner Teri Banas, Ryan Earl, Jessy Gregg, Cherry Hamrick, County Commissioner Carol Koenig, Paul Pratt, and Shirley Rodgers 2

3 DRAFT MINUTES OF THE MEETING INGHAM COUNTY PARKS & RECREATION COMMISSION 121 E. Maple Street, Suite 102, Mason, Michigan September 18, 2017 The Ingham County Parks & Recreation Commission held a Regularly Scheduled Meeting at the Human Services Building, Conference Room B, 5303 S. Cedar Street, Lansing, Michigan. Board Members Present: Absent: Also Present: Call to Order: Minutes: Commissioner Teri Banas (entered at 5:45), Matt Bennett, Ryan Earl (entered at 5:45), Cherry Hamrick, Commissioner Carol Koenig (entered at 5:55), Sarah Nicholls, Paul Pratt (entered at 6:05), Jonathan Schelke, and Jessy Gregg (entered at 5:37pm) Shirley Rodgers Parks Director Tim Morgan, Deputy Controller Jared Cypher (entered at 5:50 and exited the meeting at 6:30, Financial Coordinator Karen Fraser, Tim McCaffrey-City of East Lansing Director of Parks, Wendy Longpre City of East Lansing Deputy Director of Parks, Matt Mikolasczyk -Mannink Smith Engineer, Deborah Stuart-City of Mason Administrator, Steve Leiby- Tri-County Bicycle Association, Lauren Ross-FLRT, Bob Wilson and Jeff Potter-Friends of Ingham County Parks Chair Nicholls called the Regularly Scheduled Parks & Recreation Commission meeting to order at 5:34pm. The pledge was led by Mr. Bennett. Moved by Mr. Schelke and Supported by Ms. Hamrick to approve the July 24, 2017 minutes of the regular meeting as written. Yes-7; No-0. MOTION CARRIED. LIMITED PUBLIC COMMENT None. LATE ITEMS / CHANGES / DELETIONS Handout - Draft images of Friends of Ingham County Park, Park Patron Decal Handout Millage Timeline and Site visit schedule Delete Action Item A. Snow Park Pump House Foundation Project at Hawk Island Moved by Mr. Schelke and Supported by Mr. Bennet to approve the Agenda with late handouts and deletions. Yes-7; No-0. MOTION CARRIED. ACTION ITEMS None. DISCUSSION ITEMS Friends Park Patron Pass Mr. Bob Wilson introduced himself as the new Executive Director of The Michigan Trails and Greenways Association and member of the Friends of Ingham County Parks. Mr. Wilson spoke about his desire to support the Ingham County Parks beyond the amount of an annual park pass and in his work with the Friends had developed the idea of the Ingham County Parks Patron Decal fund raising program. 3

4 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission September 18, 2017 Page 2 Also, noted was that The intent is to charge $100 for the proposed decal with $42 going to the Parks Department and $58 going to the Friends. Ms. Gregg asked for clarification of the funding proposal. Mr. Morgan clarified that the $42 amount was based on the 2018 approved rate of the non-resident annual pass and so we would not ask customers if they are a resident or non-resident. Mr. Schelke asked if this was one per car or is it transferable to a second vehicle. Mr. Wilson recommended it be a per vehicle fee, Mr. Morgan stated we would review the resolution that established how the present park passes are managed and mimic that procedure for the Park Patron annual passes in regard to vehicles as well. Discussion about legal reviewing before action would be taken, Mr. Morgan will forward the concept to Legal and bring back next month in October for action on this item. City of East Lansing and City of Mason Overage Requests Mr. Morgan began the discussion with an overview of the East Lansing and Mason projects where bids have come in over budget. Park Commission Banas had requested that parks staff gather information from MDOT, the DNR and Tri-Regional Planning on their process about over budget projects for this meeting and it is tonight s packet. Mr. Morgan noted that the responses from these agencies are in the packet on pages Also pointed out was the documents that had been developed by himself, Jared Cypher and the City of East Lansing that had been tabled by County Services Committee. Mr. Schelke noted that it would appear that labor cost increasing is trend and that businesses and contractors are busy. He shared with recent natural disasters of two Hurricanes would only add to this. Commissioner Banas asked for a quick synopsis of how these projects came in so far beyond the proposals and what might the Park Commission/Staff do to help prevent this in the future. Mr. Morgan responded that we could require a set % such as 20% for contingency for all future applications and possibly add to the current round applicants as well. He stated, we only reimburse for what is actually expended, so if the contingency is not used the balance of the project goes back to reserve balance of the millage funds. Commissioner Koenig asked Deputy Controller Cypher if the County had a standard concerning contingency in contracts. Mr. Cypher responded that it varies depending on the projects. Tim McCaffrey, Director East Lansing Parks spoke about their round one projects that they had bid as one project including bridges and asphalt work. Mr. McCaffrey shared about their project and why overages may have occurred and introduced Matt Mikolasczyk -Mannink Smith Engineer who also spoke to the East Lansing projects and the Bid overage explanations. One area that he shared was traffic control had come in well over estimate. Mention that both trails and bridges in some areas had deteriorated since the Mannik Smith Report had been completed two years ago. He also spoke about the original Mannik Smith report having been at an airplane view not the scope of what is required to do the actual work, thus there were some items that had been discovered and added to the scope. There was lots of discussion on the subject of the overage for East Lansing. Commissioner Koenig asked if they could breakdown between overage and items that had been added to the original scope. Discussion ensued, but this was not something that could be easily pulled out of the pricing. Mr. McCaffrey suggested possible future idea would be to pay for more detailed scope engineering upfront by possibly committing to a project and then getting the detailed engineering funded and bringing back more accurate costs. Discussion about how this might be achieved in phases of funding in future rounds. Park Commissioner Pratt talked about modeling how we deal with overage with the MDNR Trust Fund application process does it. There was much discussion about how to address the overage and prevent it in the future by Commissioner Banas and Deputy Controller Cypher. Deb Stuart, City Manager for Mason spoke about their project and stated that they had experienced City wide bids coming in 20-25% over than estimated. She stated their two bridge projects they had received feedback from the bidders that the scope of the project was so small and mobilization costs were 4

5 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission September 18, 2017 Page 3 expensive for a small project in addition the bridges were located in spots on the trail not easily accessed by equipment. Mrs. Stuart shared that their engineer felt that the bridge had superficial issues and structurally were good for another 75 years moving forward. She then restated Mason s request in the packet for the funds from their two bridges CM-01 and CM-02 be reallocated to any increase in costs related to the approved 2 nd round Howell Road extension and trail head parking lot due to bids coming in high and/or the proposed 3 rd round application for Kerns Road trail extension. Discussion by Park Commission. Mrs. Stuart then left the meeting to attend another meeting. The Park Commission asked the City of East Lansing if they could come up with options for their overage and bring back on Monday the 25 th Park Commission meeting. Mr. McCaffrey said they could do that. He mentioned one option other than that talked about in the tabled resolution would be a reduction in the scope of work. Much discussion was had about various options and their viability and timing if they could be achieved by the meeting agenda deadline for the next Park Commission meeting on the 25 th. It then was decided by consensus that the best approach for East Lansing was for them to come back with options that included the approved 2 nd round White Park approved application. Utilizing funds from this project to be considered in addressing the overage. Mr. McCaffrey and Mrs. Longpre said they would work to get these to the Park Department no later than early Thursday morning for Monday s meeting. Mr. Morgan asked the Park Commission about the City of Mason. Park Commissioner Bennett suggested that we relay that the Kerns road application not be something that the Park Commission would consider, all seemed to agree with this thought. Tim said he would rely this to the City of Mason since they had left the meeting so they could get a new letter to the Park Department for the meeting on the 25 th of September as well. These two items will be an Action item at the Park Commission meeting on September 25 th. Controller Recommended Budget Mr. Morgan presented the Controllers recommended budget and pointed out that it had not included $3,000 in Gas for Sherriff patrol and the other larger item was the full-time staff reeducation of the Financial Coordinator s position. There was discussion and question about the position. Mr. Morgan stated that the Controller s office had a plan that had not been flushed out yet with Financial Services until after the budget is finalized in October. At that time Mr. Morgan will meet with Jill Rhode, Director of Financial Services and Deputy Controller Jared Cypher to work out the details of the eliminated position and what that will look like moving forward. CORRESPONDENCE & CITIZEN COMMENT Mr. Morgan pointed out that the letter from a park patron concerning accessibility to the no-leash dog facility at Hawk Island had been addressed by Park Manger Mr. Collins and she was allowed to park next the maintenance building next to the entrance. Mr. Morgan pointed out that there is funding in the 2018 recommended budget for extending the concrete walkway from the parking lot all the way to the no-leash facility as well to provide a couple accessible parking spots next to the no-leach facility entrance. Steve Leiby -Tri County Bicycle Association spoke about project modifications and that it did not matter to his organization how projects were modified, as long as something is completed. BOARD/STAFF COMMENTS None. LIMITED PUBLIC COMMENT None. Adjournment: 5

6 MINUTES OF THE MEETING Ingham County Parks & Recreation Commission September 18, 2017 Page 4 There being no further business, the meeting was adjourned at 7:35 pm. Meeting adjourned Minutes submitted by: Tim Morgan and Karen Fraser, Ingham County Parks 6

7 Mission Statement: Directors Report July 18 th September 20 th (September 25 th Park Commission meeting) The Ingham County Parks & Recreation Commission and Ingham County Parks Department will provide quality outdoor recreation opportunities and facilities for all segments of our population. We will strive to enhance the quality of life for park visitors and county residents through active citizen involvement, planned acquisition, preservation and professional management of park lands. Ongoing weekly update meetings with Nicole and Karen on various committee agendas, supporting documents and internal items. We have all been very busy working on millage documents for the 3 rd round 2018 monies and general Millage items for the next round of applications for the Trails & Parks as well as various other park related items. Worked with the Friends members Jeff Potter and Bob Wilson on refining the Park Patron program for a new fundraising idea for the Friends to benefit the Ingham County Parks. Worked with Nicole and Tanya Moore on grant administration for MDNR grants. Presented a Tree I.D. workshop at the Controllers meeting to other County Directors. Worked on Eaton Rapids MOU with Jeff Gehl and Eaton Rapids staff, waiting for their updates. Met with the Land Bank representative and Director of Lansing City Parks to look at some parcels along the Grand River and the Lansing River Trail. Met with Spicer Group and Jeff Gehl for Overlook Passport Grant Prime Professional Kick off meeting to do the design and bid for the project. Met with Tanya Moore, Spicer Group for monthly update meeting on various millage items including review of 3 rd round applications and projects, final reimbursements, wayfinding, trails and parks web site, millage spreadsheets, grant applications for Lake Lansing Parks and Burchfield parks and other items for the Trails and Parks Millage. Visited all parks several times throughout July/August/September, walked trails at Lake Lansing North and paddles the Grand at Burchfield and road a long ride on the Lansing River Trail, Holt trails, and Hayhoe Riverwalk trail. Met with Eaton County and Clinton County Parks Directors and Tri County Land Use Planner Ken Hall. We toured Clinton County Parks Department facilities at Motts Park. Met with Deb Stuart, City Manager Mason about their Millage Trail projects. Met with Doug Stover, Director of Equalization and Mapping and Spicer Group to get Data for updates to the GIS mapping for the Trails & Parks Millage mapping. Attended a MParks Public Policy meeting in Lansing. Met with Jeff Gehl and Chris Wascher to work on RFP for Prime Profession services RFP for recently awarded McNamara Landing Trust Fund Grant. Worked with Jeff Potter on various Friends of Ingham Parks items, including working on Bike Fix stations that will were purchased by the Friends for Lake Lansing and Hawk Island County Parks. Burchfield will also be getting one as part of the grant that we received from Tri County Bike Association matched by Friends and Parks Dept. Met with the Area Park Directors from Meridian, East Lansing, Lansing, and Delta Township. Met with Pat Witte and Neighbor at Lake Lansing Boat launch to talk about drainage, then met with Drain Commission on site to look at as well. Worked with Pat Witte and Ingham County Conservation district staff to provide them with a support letter for an invasive species grant program grant renewal for the tri county region. Attended several County Controller meetings. 7

8 Helped with Packets and agendas and minutes for Park Commission meetings. Attended BOC meetings; County Services, Finance for severall resolutions that were passed by the Park Commission. Did another promo spot for Ingham Parks on Tim Barren Radio show provided giveaways for promotion. Worked with Spicer Group on and attended the Wayfinding meeting for Trails & Parks with Park Commission and Stakeholders. Attended bid openings at Purchasing Department. Conducted monthly staff meeting and managers meetings. Took some vacation time and spent time with my parents andd family, THANK YOU! Attended non motorized Tri County Meeting. Followed up with Park Rules with County Legal Department. Sorted through and responded e mails daily. Continue to take advantage of the summer weather and get on a trail in one of your Ingham County Parks! Trails signage on Lansing River Trail near Hawk Island Oakland Boardwalk repairs completed! 8

9 2017 August/September Lake Lansing Manager s Monthly Report 1. Finished the (13 week) Band Shell season. Entertained over 8500 concert goers and raised $8100 in Business sponsors and $5210 in donation for a total of $13,310 for the season. 2. Mapped all current locations of Phragmites within North Park to be treated over the next 2 3 weeks. 3. Closed the swimming beach, concessionn stand and boat rental forr the season. 4. Over seeding main picnic areas at South Park. 5. Training new seasonal staff. 6. Numerous trail projects. Trail design, boardwalks, new construction ect 7. Bidding out fall projects, entertaining large special events and company picnics, continuing to host many shelter reservations and maintaining revenue collection. 9

10 Large Company Picnic 10

11 TO: Tim Morgan From: Jeff Gehl Date: Re: August Burchfield park report July - 24 Park Commission meeting August- 02 Met with Tim Morgan and Spicer group at Overlook Shelter for the grant kickoff August Vacation August - 25 Vacation September -6 Met with Tom Eitniear on Prairie inspection September 11 Met with the Tim Morgan and Chris Wascher on McNamara Landing grant. Most of the time in July and August are spent on park operations as it is the busy time of the summer. We had a couple of scout camporees and two disc golf tournaments. We re-built our flag system on both of the golf courses. We prepped the entrance road for stone chipping in the fall. Continue to repair canoes and kayaks as needed throughout the summer. I met with representatives from the Department of Agriculture about ash trees in the park and the propagation of parasites to the emerald ash borer. Chris and I continued to work on CIP boat and motor bids. Staff sealed the small playground on the beach. Continue to trim and cut fallen or damaged trees. We stained the tube rental building on top of the large sledding hill. Built and installed a ramp leading up to the fishing dock behind the boat rental building. We constructed material storage bin structures for dirt, gravel and woodchips. Staff installed woodchips on flower beds, golf courses, and in bad spots on the trails. We cut and removed large damaged cottonwood and pine trees in the overlook pavilion area. Bunker parking lot modifications 11

12 Overlook trees Bridge at McNamara Storage area 12

13 Prepping entrance road for stone chipping New planting on golf course 13

14 August/September 2017 Parks Commission Meeting Monthly Report Hawk Island County Park - Hosted Special Events/Reservations (115 events) o Glo Run o Kids Triathlon o Capital Area Out of the Darkness Walk o Capital City River Run o ALS of Michigan Walk & Roll o The Super Run o Ingham Intermediate School District o Sparrow Hospital NICU Reunion o Playmakers training groups o Birthday Parties, Family Reunions, Graduation Parties, Memorials, Churches - Winterization of Concessions Area - Tear down of swimming beach - Winterization of Splash Pad - Invasive Species removal (approximately 2 acres) - Removal of 12 aging poplar trees. - Constructed extension to loading platform for Magic Carpet Lift - Sealed lumber on Magic Carpet Lift decking 14

15 August Parks Office Monthly Report Communications, Training & Research Schedules and agendas for numerous meetings were coordinated with staff and the park commission. Motions and resolutions were prepared. Eric attended Certified Tourism Ambassador training (CTA) and is now a CTA. Customer Service We received 713 phone calls in the month of August. 114 park visitors made a picnic shelter reservation in August. Staff responds to multiple general inquiries regarding passports each month and in addition we accepted 35 U.S. passport applications in August. We have received 70 requests for 2017 special events in the parks office. Office staff assists the event coordinators with the event application, park reservations and coordinates the application process with park mangers for approval. Accounting/ /Budget/Payroll Cindy met with Payroll and Human Resources staff to resolve holiday pay questions. Requested budget transfers for projects and purchases. Did cash receipting training with Cindy. Revenue Management System Released the RFP for the proposed system. Provided responses to vendor questions and reviewed proposals when received. Four vendors responded and 2 are being considered. System demonstrations and interviews are scheduled for October 12. We are working with the Zoo on this project given that they sell the annual park pass at the Zoo. Marketing Two popular posts from Twitter and Facebook from the past month. We have added over 400 more followers to our social media platforms this year. 15

16 Millage Reviewed reimbursement requests and approved final payments for three trail projects. These projects are complete: Project Amount Funded Amount Reimbursed + / Budget CM 03 Hayhoe Bridge Maple Grove Cemetery $21, $16, $4, Aurelius Glenna Droscha Park $23, $21, $2, CL 29 Oakland Avenue Bridge $86, $77, $8, Worked on revenue and expense projections to determine amount of future millage funds that may be tentatively allocated in the 2018 application round. Reviewed applications and calculated proposed budgets for accuracy. Created various summary sheets of 2018 funding requests. Met with Tim and Jared to discuss interest that is being allocated to the millage fund. Provided a spreadsheet report to Commissioner Grebner that tracks all millage funds collected to date, approved resolutions for millage funding and expenses for trail projects and the parks department expenses. 16

17 Ingham County Parks Budget Status 8/31/2017 ORIGINAL 2017 BUDGET ANNUAL AMENDED BUDGET 2017 ACTUAL 2017 VARIANCE + / Percent Used PRIOR YEAR 2016 VARIANCE + / - 17/16 Park Administration Revenue Passport Revenue 16,000 20,000 17,628 (2,372) 88.1% 16,413 1,215 Misc Revenue 2,000 1,000 1, % 571 1,056 Carry Over Surplus Used % 0 Rev trf in F , , ,699 (121,699) 80.5% 503,814 (115) Rev trf in F228 50,750 50,750 38,062 (12,688) 75.0% 37, Rev trf in (Cap Imp) F , (250) 75.0% 6,000 (5,250) Total Revenue 740, , ,766 (136,382) 80.5% 564,298 (2,532) Expenditures Personnel Services 408, , , , % 223,714 22,376 Controllable Expenses 201, , ,091 93, % 94,589 6,502 Non-Controllable Expenses 130, ,252 94,509 35, % 96,417 (1,908) Total Expenses 740, , , , % 414,720 26,970 Net Cost Park Administration ,076 (120,076) 149,578 (29,502) Burchfield Park Revenue Shelter Fees 15,800 15,800 14,239 (1,561) 90.1% 14, Disc Golf Fees 22,000 22,000 20,516 (1,484) 93.3% 19,431 1,085 Pedal Boat Rental 5,000 2,000 1,250 (750) 62.5% 1,479 (229) Canoe/Kayak Rental 34,500 42,500 36,882 (5,618) 86.8% 38,365 (1,483) Ski Rental 7,000 7, (6,354) 9.2% 3,241 (2,595) Food Concessions 2,500 2,500 1,488 (1,012) 59.5% 1,939 (451) Parking Fees 44,665 44,665 45, % 41,480 3,798 Snow Tube Rental 4,000 4, (3,756) 6.1% 1,602 (1,358) Day Camp 15,000 10,000 13,148 3, % 8,366 4,782 Rev trf in F , , ,570 (85,602) 73.2% 228,864 4,706 Total Revenue 461, , ,261 (102,376) 78.2% 358,995 8,266 Expenditures Personnel Services 393, , , , % 251,151 (5,359) Controllable Expenses 58,766 60,433 37,152 23, % 38,308 (1,156) Non-Controllable Expenses 10,000 10,000 6,237 3, % 5, Total Expenses 461, , , , % 295,458 (6,277) Net Cost Burchfield Park ,080 (78,080) 63,537 14,543 Lake Lansing Parks Revenue Shelter Fees 20,550 20,550 23,564 3, % 20,920 2,644 Boat Rental 7,500 7,500 9,567 2, % 7,784 1,783 Boat Launch Fees 17,000 17,000 14,453 (2,547) 85.0% 17,540 (3,087) Food Concessions 13,650 13,650 22,401 8, % 20,639 1,762 LL House 9,600 9,600 7,200 (2,400) 75.0% 6, Parking Fees 84,335 84,335 79,226 (5,109) 93.9% 77,640 1,586 Inflateable Rental 1,000 1, (50) 95.0% 2,025 (1,075) Rev trf in F , , ,310 (99,380) 69.8% 225,867 3,443 Total Revenue 459, , ,671 (95,654) 80.2% 378,815 7,856 Expenditures Personnel Services 374, , ,129 87, % 251,861 53,268 Controllable Expenses 72,335 74,002 51,325 22, % 42,832 8,493 Non-Controllable Expenses 13,000 16,000 7,848 8, % 14,693 (6,845) Total Expenses 459, , , , % 309,386 54,916 Net Cost Lake Lansing Parks ,369 (22,369) 69,429 (47,060) Hawk Island Park Revenue Shelter Fees 30,150 30,150 29,497 (653) 97.8% 24,535 4,962 Boat Rental Fees 13,000 13,000 12,900 (100) 99.2% 10,286 2,614 Food Concessions 29,000 29,000 32,775 3, % 34,914 (2,139) Parking Fees 176, , ,133 (12,867) 92.6% 147,116 13,017 Snow Hill Tubing Fees 50,000 50,000 31,529 (18,471) 63.1% 40,841 (9,312) Dog Park Revenue 10,000 10,000 10, % 9, Rev trf in F , , ,455 (92,664) 71.4% 216,061 15,394 Total Revenue 616, , ,310 (120,959) 80.8% 483,392 24,918 Expenditures Personnel Services 470, , , , % 310,693 39,156 Controllable Expenses 97,471 99,137 66,715 32, % 54,440 12,275 Non-Controllable Expenses 48,794 45,794 25,199 20, % 11,534 13,665 Total Expenses 616, , , , % 376,667 65,096 Net Cost Hawk Island Park ,547 (66,547) 106,725 (40,178) Grand Total Revenue 2,278,379 2,279,379 1,824, % 1,785,500 38,508 Grand Total Expenses 2,278,379 2,279,379 1,536, % 1,395, ,705 Net Change in Fund Balance , ,579 (102,507) Fund Balance, Beginning of Fiscal Year 2017 ¹ 414,441 2 Projected Fund Balance End of Year 701,513 ¹ The 208 fund is closed for $92,148 was added to the 208 fund balance. 2 $15,000 of the fund balance is designated for CIP projects. 17

18 Item Disc Golf Store Inventory- BUR (2016) Cross Country Ski Equip.- BUR (2016) Shoreline Stablization- LL Boat Launch (2016) Reforestation - LLS (2015) Security Cameras & Alarms- All Parks (2016) Path Repair-HI(2015) Parking Lot(2017) Master Plan (2015) McNamara Accessible Launch (2016) Overlook Shelter Roof/Restrooms (2016) Magic Carpet - Hawk (2016) Service Boat Trailer & Motor - Burch P01 Pump House Building - HI P02 Parking Lot Repairs - HI P03 Stone Chip Road - Burch P05 (2017) Restroom Refurbishment - HI P07 Grills & Tables - All Parks P08 Beach & Volleyball Sand - All Parks P09 Trail Signage/Wayfinding - Burch P10 CAPITAL IMPROVEMENT & PROJECTS/EQUIPMENT Status Report as of August 31, 2017 Original Budget 2017 Adjusted Budget Encumbrance 245 FUND 2017 Actual Cost Balance Status * Staff Notes 3,598 3,598 Transferring to Rake Purchase 4,000 4,000 Getting Quotes Carry to ,197 4,127 9,070 In Progress Carry to ,575 1,575 Complete Carry Forward 2016 / 17 15,000 2,500 4,760 7,740 In Progress Carry to ,000 38,880 3,797 45,083 In Progress 1,403 1,403 0 Complete Total 48,773 41, ,087 71, Trails & Parks Millage Fund 151, , , ,500 Grant Awarded Passport Grant Awarded Transferring millage approved funds to the 245 fund. $45,360 Match or $75,600 Match MNRTF or LWCF Grant Carry to 2017 $20K 2016 CIP, $94,500 Millage, $45K Passport / Carry to ,860 7,108 9,752 In Progress Carry to ,000 11,950 4,050 In Progress 25,000 6,732 18,268 In Progress 50,000 36,380 13, ,000 10,000 15,000 8,293 6,707 In Progress 10,000 9, Complete 6,500 6, Complete 10,000 10,000 Total 470,060 36,380 11,950 51, ,076 Funds transfering to HI Path Repair Project Line 18

19 Item Band Shell Roof - LL (2016) (millage) Rental House Roof - LL (2016) (millage) Roof White Restroom - LLN (2015) Roof Picnic Area Restroom - LLS (2015) Beach Roof House- HI (2016) Maintenance Building Roof- HI (2016) Carousel Bldg Roof - LL P04 (2017) (millage) CAPITAL IMPROVEMENT & PROJECTS/EQUIPMENT Status Report as of August 31, 2017 Original Budget 2017 Adjusted Budget Encumbrance 2017 Actual Cost 8,000 (8,000) 0 Canceled Balance Status * Staff Notes Combined List of Roof Projects - Requires RFP & Contract RFP costs exceeded budget. Requesting again in 2018 budget. 14,500 (14,500) 0 Canceled Status to be Determined 1,836 (1,836) 0 Complete 8,000 (8,000) 0 Complete 20,000 15,255 35,255 In Progress 20,000 (20,000) Canceled 20,000 37,429 57,429 In Progress Total 92, ,684 RFP costs exceeded budget. Requesting again in 2018 budget. ADA Road Funds Burchfield & Lake Lansing - Passport Grant Application - Due 4/1/17 Gravel/Road Maintenance - LLS (2015) Gravel/Road Maintenance - BUR (2015) Road Millings - LLN & Bur (2016) (millage) P06 (2017) (millage) 7, ,000 On Hold 7,000 7,000 On Hold Carry Forward 2016 Carry forward to 2017 Carry Forward 2016 Carry forward to ,000 20,000 On Hold Carry to ,000 30,000 On Hold In the 2017 Budget Golf Carts Dump Truck - LL C7350 Blower - LL & Burch Boat Wash Station - LL Pedal Boats - All Parks ,000 64, Capital Improvement 13,500 13, Complete 40,000 40,000 8,000 6,450 1,550 Complete 5,000 5,000 8,000 7, Complete 74,500 46, order date passed. Order January Transferring Balance to Rake Purchase 19

20 TRAILS AND PARKS MILLAGE Multiple Year Summary /31/2017 REVENUE FY 2015 actual $3,353,305 FY 2016 actual $3,488,275 FY 2017 YTD $3,520,602 TOTAL TO DATE: $10,362, EXPENSES & PREPAID EXPENSES Expenses Consolidated $172,823 Property Tax Refunds $16 Parks Projects/Equipment (BOC Res ) $317,596 Asphalt Round (BOC Res ) $253,445 Signage (BOC Res ) $4,996 Bridge Round (BOC Res ) $1,178,954 Parks Police & Supplies (BOC Res ) 2017 $38,062 Parks Capital Improvement (BOC Res ) 2017 $44,547 Spicer/Millage Consultant (BOC Res ) 2017 $38, Millage Funds (BOC Res ) $625,461 TOTAL EXPENSES: $2,674,110 BALANCE AFTER EXPENSES & PREPAID EXPENSES $7,688,072 BOARD OF COMMISSIONER RESOLUTIONS Balances Resolution Parks CIP FY 2016 (balance) $223,751 Resolution Asphalt (balance) $527,217 Resolution Signage (balance) $5,004 Resolution Bridges (balance) $3,536,861 Resolution Parks Police & Supplies 2017 (balance) $12,688 Resolution Parks 2017 CIP (balance) $147,953 Resolution Spicer/Millage Consultant 2017 (balance) $58,046 Resolution Spicer/Millage Consultant 2018 (balance) $97,641 Resolution Parks Passport Grant Match ADA Burchfield $175,700 Resolution Parks MNRTF Grant Match ADA Lake Lan North $80, Millage Funds (BOC Res ) $2,346,300 BOARD OF COMMISSIONER FUNDING TOTAL (balance) $7,211,561 BALANCE AFTER EXPENSES and DESIGNATED FUNDS $476,511 20

21 FLRT Trail Ambassa ador Program Coordinator September, 2017 Monthly Report Members Membership grew to 376 members after our Annual Meeting on July 10, 2017 Events First Coffee & Cleanup held on August 12 o Downtown Lansing, Kalamazoo St. to Elm Park o 8 volunteers o Hauled away 4 truck loads of organic debris (tree branches, weeds, etc.), 2 large trash bags, 1 old oil barrel (likely an old city trash can), and 1 construction cone base Second Coffee & Cleanup held on September 2 o East Lansing, Abbot Road Park o 19 volunteers o Repaired damaged fencing, trimmedd branches and pulled weeds on overgrown bridge, four 30 gallon trash bags off trash collected Other Business Attendedd County Stakeholders meetings (7/12, 7/27) Attendedd County Wayfinding meeting (8/10) Met with Wendy Longpre, Assistant Director, and Heather Surface, Environmental Stewardship Coordinator, at East Lansing Parks and Recreation on coordinating trail programs City of East Lansing approved MOU with FLRT on 8/15 Met Chloe White and Brad Funkhouse withh CATA Clean Commute Options to discuss partnership and providing volunteers for their September 10 th Come Clean Duathlon Have spoken with several professors at MSU on getting some students to develop a trails app Met with Mark Jenks, Delhi Township Parks & Recreation Director, Tracy Miller, Community Developmen nt Director, and John Elsinga, Township Manager, on a coordinating trail maintenance and approving MOU on 9/5/17 Met with LuAnn Maisner, Meridian Township Parks & Recreation Director, on coordinating trail maintenance and approving MOU on 9/6/17 21

22 Downtown Lansing Coffeee & Cleanup 8/12/ /2017 East Lansing Coffee & Cleanup 9/2/

23 September 20, 2017 Timothy Morgan, Director Ingham County Parks Department 121 E. Maple St., Suite 102 Mason, Mi RE: City of East Lansing Amendment Request Dear Tim: The City of East Lansing is requesting additional funds to complete our Trails and Parks Millage Funded Projects. The reason for this request is that actual bids for the projects funded in 2016 (trail improvements and pedestrian bridge replacement and renovations) came in higher than the amount originally requested and awarded in our funding applications. Based on actual bids, an additional $437,589 is needed to complete the work. Per our conversation with the Ingham County Parks Commission on September 18, we are requesting that the additional funds for the aforementioned projects come from the Extension of the Northern Tier Trails through White Park Project, which was awarded in The already awarded amount of $469,000 will cover actual bid costs for the 2016 projects. In addition, we request that the County reconsider awarding funds to the Northern Tier Trail Extension through White Park project from either 2019 or 2020 Trails and Parks Millage dollars. The City of East Lansing is of course open to which ever method that Ingham County desires for us to follow to accomplish these requests. For example, contract amendments, new contracts, and/or updated funding applications. Thank you for your consideration. Sincerely, Timothy M. McCaffrey Director of Parks & Recreation cc: George Lahanas, City Manager Wendy Longpre, Assistant Director of Parks & Recreation Jared Cypher, Assistant Controller, Ingham County Government 23

24 24

25 TR009 25

26 TR008 26

27 TR011 27

28 TR012 28

29 TR007 29

30 30

31 TR033 31

32 32

33 33

34 34

35 INGHAM COUNTY TRAILS AND PARKS MILLAGE - STATUS UPDATE BOC Contract Resoulution Government Entity Project Name / Description Amount Contract Completion Date TOTAL Local Percent Match Match LOCAL MATCH Agency MDOT TAP General Fund CMAQ Grant Grant DNR Grant Donations Reimbursement to Date Project Status Construction Start Construction Completion Submit Project Close Reimbursem Out ent Aurelius Township TR 035-Glenna Drosch Community Park $23, $23, % $23, $21, Complete /30/17 8/30/ City of East Lansing TR033 Northern Tier Trail Connection through White Park $469, $300, % $300, $0.00 Transfer Funds? City of Lansing TR028 US 127 Pathways $734, /1/2019 $1,226, % $100, $866, $259, $183, Design & Permitting City of Lansing TR029 Gr River N Section - Bank Stabilization $100, $ % $25, Design & Permitting 10/1/17 4/30/18 5/30/18 6/30/ City of Lansing TR030 Trail Ambassador Volunteer Coordinator $17, /1/2019 $5, % $5, $4, Hired NA NA City of Leslie TR034 Leslie Trail Planning Project $4, $1, % $1, $1, Complete /30/17 8/30/ City of Mason TR032 Hayhoe Reiverwalk Trail Extension and Trailhead $692, $311, % $61, $250, $173, Design & Bidding 4/30/18 9/30/18 10/30/18 11/30/ Meridian Township TR031 MSU to Lake Lansing Connector Trail - Phase 1 $950, $2,050, % $350, $1,700, $237, Design & Permitting EL-Northern Tier Trail Repair and City of East Lansing Maintenace Application EL-07-NTT-SWL (South County Line, City of East Lansing West of Abbot Road) $198, /31/2017 N/A 0.0% $49, Bidding 11/1/17 7/27/18 5/18, 8/18 8/30/18 $229, /31/2017 N/A 0.0% $57, Bidding 11/1/17 7/27/18 5/18, 8/18 8/30/ City of East Lansing EL-04-NTT-SWL (Whitehills Park) $204, /31/2017 N/A 0.0% $51, Bidding 11/1/17 7/27/18 5/18, 8/18 8/30/ City of East Lansing EL-03-ELT-RC (Hagadorn Road) $206, /31/2017 N/A 0.0% $51, Bidding 11/1/17 7/27/18 5/18, 8/18 8/30/ (EL) CL-22-ELT-RC (Kalamazoo City of East Lansing Street) EL-05-NTT-SWL (Harrison City of East Lansing Meadows) EL-06-NTT-SWL (East of Abbey City of East Lansing Road) City of Lansing COL - Overlay and Partial Reconstruction of Lansing City of Lansing COL - Overband and Crack Sealing of Lansing River Trail City of Lansing Wall and Pavement Repair River Trail West (Near Elm St) $128, /20/2018 N/A 0.0% $32, Bidding 11/1/17 7/27/18 5/18, 8/18 8/30/18 $61, /31/2017 N/A 0.0% $15, Bidding 11/1/17 7/27/18 5/18, 8/18 8/30/18 $61, /31/2017 N/A 0.0% $15, Bidding 11/1/17 7/27/18 5/18, 8/18 8/30/18 $419, /22/2018 N/A 0.0% $104, Bidding 4/1/18 6/30/18 7/31/18 8/15/18 $83, /22/2018 N/A 0.0% $20, Bidding 4/1/18 6/30/18 7/31/18 8/15/18 $215, /21/2018 N/A 0.0% $53, Bidding 10/1/17 4/30/18 5/30/18 6/30/ City of Lansing Moores River Drive Trail Repair $368, /21/2018 N/A 0.0% $92, Bidding 10/1/17 4/30/18 5/30/18 6/30/ City of Lansing CL-29-LT-GR (Oakland Avenue) $86, N/A N/A 0.0% $77, Complete /30/ City of Lansing City of Lansing City of Lansing City of Lansing City of Mason City of Mason CL-26-LT-GR (Lansing Center/Michigan Ave) CL-16-LTE-RC (Potter s Zoo Creek Bridge) CL-20-LTE-RC (Under RR North of Crego Park) CL-09-LTW-GR (East of Moores Park) CM-02-HAY-SC (North of West Elm Street) CM-03-HAY-SC (Maple Grove Cemetery to Mason Comm Gardens) $281, N/A N/A 0.0% $70, Bidding 12/1/17 2/28/18 7/31/18 8/15/18 $1,806, /21/2018 N/A 0.0% $451, Bidding 12/1/17 5/30/18 7/31/18 8/15/18 $335, /21/2018 N/A 0.0% $83, Bidding 12/1/17 5/30/18 7/31/18 8/15/18 $50, /21/2018 N/A 0.0% $12, Complete /30/17 8/30/17 $54, /30/2017 N/A 0.0% $13, Cancel Project $21, N/A N/A 0.0% $16, Complete /1/17 5/24/17 35

36 BOC Contract Resoulution Government Entity Project Name / Description Amount City of Mason CM-01-HAY-SC (Near West South Street) Contract Completion Date TOTAL Local Percent Match Match Agency MDOT TAP General Fund CMAQ Grant Grant DNR Grant Donations Reimbursement to Date $54, /24/2018 N/A 0.0% $13, Project Status Cancel Project Construction Start Construction Completion Submit Project Close Reimbursem Out ent Ingham County Hawk Island Loop Trail Resurfacing $120, N/A 80, % 35, , $120, Complete Meridian Township Meridian Township Trail Rehabilitation Meridian Township MT-07-MIP-DR (East of Okemos Road) $88, /29/2018 N/A 0.0% $22, Bidding 4/1/18 7/30/18 8/30/18 12/30/18 $140, /18/2018 N/A 0.0% $35, Bidding 12/1/17 7/30/17 8/30/18 9/30/ Meridian Township MT-03-PK-DR (Central Park South) $101, /18/2018 N/A 0.0% $25, Bidding 12/1/17 7/30/18 8/30/18 9/30/ Meridian Township MT-05-PK-DR (Nancy L. Moore Community Park Trail End) Meridian Township MT-04-PK-DR (Nancy L. Moore Community Park) Meridian Township MT-02-MP-DR (West of Okemos Road) $50, /18/2018 N/A 0.0% $12, Bidding 12/1/17 7/30/17 8/30/18 9/30/18 $70, /18/2018 N/A 0.0% $17, Bidding 12/1/17 7/30/18 8/30/18 9/30/18 $68, /18/2018 N/A 0.0% $17, Bidding 12/1/17 7/30/17 8/30/18 9/30/ Meridian Township MT-01-PK-SWL (Hartrick Park) $136, /18/2018 N/A 0.0% $34, Bidding 11/1/17 2/28/18 3/31/18 4/30/ Meridian Township MT-06-MIP-DR (West of Okemos Rd, Meridian Interurban Pathway) $10, /18/2018 N/A 0.0% $2, Bidding 12/1/17 7/30/17 8/30/18 9/30/18 $8,636, ,996, , , ,959, , , $2,215, Updated

37 Project Summary August 31, 2018 Application Requests Entity Project Type Project Title Amount Requested Total Project Budget Contingency Included Contingency % of Total Project Aurelius Twp Small grant Aurelius Township 5 Year Parks and Recreation Plan $3, , % Delhi Twp New RAM 2 Burchfield Trail $2,764, ,106, , % East Lansing Special Northern Tier Trail Safety Fencing $331, , , % FLRT/Lansing Special Volunteer Trail Ambassador Coordinator $17, , % Lansing Repair/Rehab Bank Stabilization Washington Avenue (requested clarification re:$) $55, , , % Lansing Repair/Rehab Bridge Rehabilitation Bridge#CL 09 LTW GR $189, , , % Lansing Repair/Rehab Bridge Removal and Replacement Bridge#CL 21 LTE RC $1,509, ,599, , % Lansing New Fenner Pathway extension $455, , % Lansing New Universally accessible canoe/kayak launch at City Market $14, , % Lansing New Universally Accessible Canoe/Kayak Launch at Moores Park $10, , % Lansing New Universally Accessible Canoe/Kayak Launch at Krueger Landing $10, , % Leroy Twp Small grant Simmons Memorial Park Trail Attached to Handicap Accessible Parking $50, , , % Leslie Special Leslie Wayfinding Project $7, , % Mason New Hayhoe Riverwalk Extension Kerns Road $153, , , % Meridian Twp New Okemos Road Pedestrian Boardwalk $1,170, ,300, , % Meridian Twp Repair/Rehab Old Raby Culvert Replacement $95, , , % Onondaga Twp Small grant Onondaga Township Baldwin Park & Trails Enhancement Project $44, , % Stockbridge Repair/Rehab Lakelands Trail Resurfacing $1,032, ,552, , % $7,914,

38 PLEASE NOTE: AFTER THIS MEMO, ANY FURTHER CHANGES IN DATES AND/OR TIMES WILL BE NOTED ON THE APPROPRIATE AGENDA INGHAM COUNTY PARKS DEPARTMENT 121 E. Maple Street, P.O. Box 178, Mason, MI (517) ; Fax (517) MEMO TO: Parks & Recreation Commission Members DATE: September 21, 2017 RE: 2018 COMMISSION & COMMITTEE DATES Commission and Committee meeting dates and times have been scheduled through the month of December Parks Commission Meetings Meetings to be held in Room B at the Human Services Building at 5:30pm the third Monday of the month (unless otherwise noted). January 16* Tuesday Due to MLK Day February 20* Tuesday Due to President s Day April 16 July 16 October 15 May 14 (Second Monday)* No August Meeting November 12 (Second Monday)* March 19 June 18 September 17 December 10 (Second Monday)* Parks Commission Meetings Meetings to be held in Room A (unless otherwise noted) at the Human Services Building at 5:30pm the fourth Monday of the month (unless otherwise noted). January 22 April 23 February 26 March 26 May 21 Winter Sports Building, Burchfield Park (Third Monday)* June 25 Lakeview Shelter, Lake Lansing South July 23 Red Tail Shelter, Hawk Island No August Meeting No September meeting due to NRPA conflict* * Meeting date adjusted due to holiday conflicts or NRPA Conference -MParks Conference & Trade Show will take place February 6-9, 2016 Detroit, MI -NRPA Annual Conference will take place September Indianapolis, IN October 22 No November meeting* No December meeting* cc: Becky Bennett S:\PKO\BOARD\MTG DATE MEMOS\2018.Docx 38