Washtenaw County Parks and Recreation Commission

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1 Washtenaw County Parks and Recreation Commission NOTICE OF MEETING Date: September 11, 2018 Time: AGENDA 2:00 p.m. Location: Rolling Hills County Park Lodge Building, 7660 Stony Creek Rd., Ypsilanti, MI Call To Order / Pledge of Allegiance 2. Approval of the Minutes A. August 14, 2018 Working Session (attached, pp. 1-2 /action item) B. August 14, 2018 Meeting (attached, pp. 3-6 /action item) 3. Communications (attached, pp /action item) 4. Public Comment 5. Reports -- August 2018 A. Financial Reports (attached, p. 17 /action item) B. Recreation Reports (attached, pp /action item) C. Projects and Activities Update (attached, pp /action item) 6. Old Business A Budget (attached, pp /action item) B. Ypsilanti Riverside Playground Update (update at meeting) C. Award of B2B Bandemer Tunnel Feasibility Contract (attached, pp /action item) D. EMU Rec/IM Project (attached. pp /discussion item) E. Adler Property Discussion (informational) F. Other Old Business 7. New Business A. NAPP USDA Grant Agreement approval for Liberty Grain and Laier Farms (attached, pp /action item) B. NAPP USDA Grant Agreement approval RCPP, Shanahan Farm (attached, pp /action item) C. Connecting Communities 2018 applications (presentation at meeting) D. Other New Business 8. Commissioners / Directors Comments 9. Adjournment Washtenaw County will provide necessary reasonable auxiliary aids and services, such as signers for the hearing impaired and audio of printed materials being considered at the meeting, to individuals with disabilities at the meeting upon 7-day notice to Washtenaw County. Individuals requiring auxiliary aids or services should contact the County of Washtenaw by writing or calling the following: Human Resources, , TTD# 734/ Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks

2 #2A Washtenaw County Parks and Recreation Commission MINUTES OF WORKING SESSION Date: August 14, 2018 Time: 1:00 p.m. Location: Parks Administration Building, 2230 Platt Road, Ann Arbor, MI Members Present: Robert Marans, WCPARC President; Patricia Scribner, WCPARC Vice-President; Janice Anschuetz WCPARC Secretary-Treasurer; Ricky Jefferson; Conan Smith; Barbara Fuller; Brenda McKinney, Janis Bobrin, Dan Ezekiel and Evan Pratt. Members Absent: Patricia Scribner, WCPARC Vice-President. Staff Present: Coy Vaughn, Director; Meghan Bonfiglio, Deputy Director; Jason Brooks, Manager of Finance and Administration; Ginny Trocchio, Superintendent of Park Planning and Natural Areas Others Present: 1. Call To Order Mr. Marans called the working session to order at 1:00 PM. 2. Business Items A. Preliminary Budget Presentation Mr. Brooks presented an overview of a preliminary four-year budget. The presentation included budgeted expenditures as well as projected revenue within the Parks and Recreation fund and the funds that make up the Natural Areas millage. Commitments previously made against the Parks and Recreation fund were also presented. These commitments included ongoing partnerships on the east side of the County, the Ypsilanti Skate Park project, the Border to Border Trail and nonmotorized transit, and Connecting Communities. Mr. Vaughn discussed prospective projects for each location as part of the CIP over the course of the next two years. Mr. Brooks then discussed prospective policies to be recommended for adoption by the WCPARC along with the final budget in September. He presented a draft document and reported that changes suggested by the Commission during the June Working Session meeting had been incorporated. Mr. Ezekiel indicated that he would like to see a modification giving the Director authority to execute contracts in excess of the proposed amount in the event of emergencies. Expenditures made in various sub-areas in Washtenaw County were included in the presentation document, but were not discussed until the regular meeting due to Working Session time constraints. Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks 1

3 3. Commissioners / Director Comments 4. Adjournment Mr. Marans adjourned the Working Session meeting at 2:00 p.m. 2

4 #2B Washtenaw County Parks and Recreation Commission MINUTES OF MEETING Date: August 14, 2018 Time: 2:00 p.m. Location: Parks Administration Building, 2230 Platt Road, Ann Arbor, MI Members Present: Robert Marans, WCPARC President; Janice Anschuetz WCPARC Secretary-Treasurer; Ricky Jefferson; Conan Smith; Barbara Fuller; Brenda McKinney, Janis Bobrin, Dan Ezekiel and Evan Pratt. Members Absent: Patricia Scribner, WCPARC Vice-President Staff Present: Coy Vaughn, Director; Meghan Bonfiglio, Deputy Director; Ginny Trocchio, Superintendent of Park Planning and Natural Areas; Kira Macyda, Park Planner; Jeff Dehring, Park Planner Others Present: Lisa Moutinho, County Administration; Pat Vailliencourt, Village of Manchester; Scott Storrar, EMU; Bob Densic, EMU; Daniel Kelly, EMU; Ronnie Peterson; Monica Williams, Ypsilanti Township 1. Call To Order / Pledge of Allegiance Mr. Marans called the meeting to order at 2:06 PM with the Pledge of Allegiance. It was moved by Ms. Bobrin, seconded by Ms. Anschuetz to move Item #6A on the agenda up to discuss before item #5, due to public in attendance at the meeting to discuss the item. All Ayes, motion carried. 2. Approval of the Minutes A. June 12, 2018 Working Session Minutes The Minutes of the June 12, 2018 Working Session meeting were included with the agenda material. It was moved by Ms. Fuller and seconded by Ms. Bobrin to approve the Minutes of the June 12, 2018 working session, as presented. Ayes all, the motion was approved. B. June 12, 2018 Minutes The Minutes of the June 12, 2018 meeting were included with the agenda material. Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan parks.ewashtenaw.org 3

5 It was moved by Ms. Fuller and seconded by Ms. McKinney to approve the Minutes of the June 12, 2018 meeting as presented. Ayes all, the motion was approved. 3. Communications Mr. Vaughn provided an overview of communications for the month, which included a thank you for hosting the Autism Spectrum Disorder Day at Rolling Hills; thank you from Rutherford Pool; from the YMCA for supporting the East Washtenaw Basketball league; letter from the County Administrator, noting that Lisa Moutinho, the County s Public Information Officer will be attending Parks Commission meetings in the future to strengthen communications with the County Administration office. It was moved by Mr. Pratt and seconded by Ms. McKinney to receive and file the communications. Ayes all, the motion was approved. 4. Public Comment Pat Vailliencourt from Manchester thanked the commission for their support through a Connecting Communities grant for the feasibility study of the trail connecting Watkins Lake State Park with downtown Manchester. 5. Reports -- June and July 2018 A. Claims Report Mr. Vaughn presented the claims report for June and July 2018, noting the expenses included $589, for June and $1,622, for July. These expenses included rekeying project for all of our facilities; gator purchase for our Maintenance Crew; turf at Pierce Lake Golf Course; Penchura contract for the new sprayground at Rolling Hills; and B2B construction along M-52. The NAPP expenditures included the contribution to the purchase of the Shatter property, as well as Seeley and Drake properties, and purchase of conservation easement on the Uphaus property. It was moved by Ms. Fuller, and seconded by Ms. Anschuetz to accept the Claims Report and approve the recreation expenditures for the month of June 2018, totaling $589, and July 2018 totaling $1,622, Ayes all, the motion was approved. B. Recreation Reports Mr. Vaughn summarized the statistics for the months of June and July It was moved by Ms. Anschuetz and seconded by Ms. Bobrin to receive and file the Recreation Reports for June 2018 and July 2018 as presented. Ayes all, the motion was approved C. Projects and Activities Update Mr. Vaughn provided a written report and a PowerPoint presentation of the projects and activities update for the months of June and July. It was moved by Ms. McKinney and seconded by Mr. Ezekiel to accept and file the Projects and Activities Update for the month of June and July 2018 as submitted. Ayes all, the motion was approved. 6. Old Business A. EMU Rec IM Update Mr. Vaughn gave an update on staff involvement in the design process for the proposed EMU Rec/IM project. He introduced the EMU representatives in attendance. Bob Densic, EMU Manager of Planning and Design, gave an overview of project status and showed revised concept plan. He explained that the building renovation was part of a larger campus plan that include improvements to parking and vehicular and pedestrian circulation. Commissioner Fuller 4

6 questioned how much funding was being requested from WCPARC for the project. Mr. Vaughn responded that although there has not yet been a formal ask by EMU, a contribution of $5-10m has been discussed. B. Watkins Lake Plan Approval Ms. Macyda provided an update on the General Management plan for Watkins Lake State Park and County Preserve. The plan has been out for public review, following a series of public meetings. The final revisions, based on the input received, have been incorporated into the plan, which is before the Commission for adoption. Ms. Macyda and Mr. Vaughn attended the State Parks Commission earlier in the week, where the plan was adopted by the State. It was moved by Ms. Fuller, seconded by Ms. Anschuetz to adopt the General Management Plan for Watkins Lake State Park and County Preserve. All ayes, motion carried. C. Other Old Business None. 7. New Business A. Gatehouse Project Rolling Hills and Independence Lake Mr. Dehring provided details on the replacement of the gatehouses at both Rolling Hills and Independence Lake Parks. In addition to the replacement of the gatehouses at Rolling Hills, site work will be done to improve the entryway at that location. Site renovations include: moving gatehouses up to allow for more cars to be stacked on entry drive during busy season; upgraded communication infrastructure; landscaping and new signage; and paved employee parking stall for improved accessibility for staff. The memo and budget includes the work for site renovations, purchase and shipping of the gatehouses and a 10% contingency. It was moved by Ms. Bobrin and seconded by Ms. Anschuetz to authorize a not to exceed project budget for the Rolling Hills and Independence Lake gatehouse replacement project of $205,000, which includes authorize of a $81,000 sole source purchase from Par-Kut International, Inc. for three gatehouse. Ayes all, the motion was approved. B. NAPP Koch Property Mr. Trocchio provided the details for the property and transaction structure with partners. The property is on Earhart Road in Ann Arbor Township; and is adjacent to a 10 acre conservation easement that NAPP contributed to a couple of years ago. That easement property is now owned by the Koch family and used for their pasture land. The Township has proposed a 3-way partnership between the Township, County and City of Ann Arbor Greenbelt, with each contributing $59,640. It was moved by Ms. Fuller and seconded by Mr. Ezekiel to partner with Ann Arbor Township on the purchase of a conservation easement on the Koch property in Ann Arbor Township, and authorize a contribution of $59,640 toward the purchase of the conservation easement, contingent upon execution of a participation agreement with Ann Arbor Township, City of Ann Arbor and Washtenaw County Parks. Ayes all, the motion was approved. C. NAPP Ford Goldsmith Property Ms. Trocchio provided details for the property in Webster Township, and transaction structure with partners. The 90-acre farm is located on Daly Road and is surrounded on 3 sides by properties protected by Webster Township and the City of Ann Arbor s Greenbelt program. The Township has received a USDA ACEP grant for 49% of the purchase price. Webster Township is proposing to split the remaining purchase price 3 ways between the Township, County and City of Ann Arbor Greenbelt, with each contributing $91,800. It was moved by Ms. Fuller and seconded by Ms. Anschuetz to partner with Webster Township on the purchase of a conservation easement on the Ford Goldsmith property in Webster Township, and 5

7 authorize a contribution of $91,800 toward the purchase of the conservation easement, contingent upon execution of a participation agreement with Webster Township, City of Ann Arbor and Washtenaw County Parks. Ayes all, the motion was approved. D. Agreement with HCMA B2B Maintenance Mr. Vaughn outlined the history of partnership with Huron Clinton Metroparks to operate and maintain the B2B in Hudson Mills and Dexter-Huron Metropark. Staff has currently been working on the extension of the trail an additional 1.2 miles, from Dexter-Huron to Zeeb Road. In order for the project to move forward, with the additional 1.2 miles of trail, a formal agreement should be executed to outline the terms of operation and maintenance of the trial. The agreement draft was provided in the Commission packet and is based on templates previously approved by the Commission and HCMA. It was moved by Ms. Bobrin and seconded by Ms. McKinney to authorize execute the maintenance agreement with the Huron Clinton Metropolitan Authority for the River Terrace Trail, contingent upon acceptance of the agreement by legal counsel. Ayes all, motion carried. E. Other New Business None. 8. Commissioners / Directors Comments 9. Adjournment It was moved by Ms. McKinney with support from Mr. Ezekiel to adjourn the meeting at 4:30 p.m. Ayes all, meeting was adjourned. 6

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18 #5A Washtenaw County Parks and Recreation Commission August Claims Report PARK / FACILITY / FUNCTION UTILITIES DIRECT PURCHASES OTHER TOTAL Administration $ $ 6, $ 14, $ 22, Recreation Center 12, , , , Park Maintenance , , , Pierce Lake Golf Course - 7, , , Independence Lake 3, , , , Rolling Hills 14, , , , Parker Mill Sharon Mills Staebler Farm Swift Run Dog Park Capital Improvement - - 3, , Committed Funding Partnerships , , Commission SUBTOTAL $ 32, $ 35, $ 114, $ 182, Natural Areas Preservation Program Acquisition $ - $ - $ 15, $ 15, Preserve Management , $ 2, NATAC $ - Acquisition $ - $ - $ 451, $ 451, Annual Monitoring $ - ALPAC SUBTOTAL $ - $ $ 468, $ 469, TOTAL $ 32, $ 36, $ 582, $ 652, It was moved by and supported by to approve payment of claims in the amount of $ 652,

19 ROLLING HILLS COUNTY PARK YEAR-TO-DATE PARTICIPATION & REVENUE REPORT AUGUST #5B RESIDENT (ANNUAL) 1,491 1,414 1,452 $ 44,730 $ 42,420 $ 43,560 NON-RESIDENT (ANNUAL) ,570 5,085 7,380 RESIDENTS (DAILY) 13,567 11,493 10,531 81,402 68,958 63,186 NON-RESIDENTS (DAILY) 19,074 15,235 15, , , ,680 SENIOR (DAILY) ,751 2,556 2,364 SENIOR NON-RES. (DAILY) ,786 3,114 3,210 BUSES (DAILY) ,200 4,140 3,300 ANNUAL BUS MINI BUS ,110 1, ANNUAL MINI BUS ,042 29,832 28,809 $ 335,589 $ 279,643 $ 275,595 PERCENT OF NON-RESIDENTS: ANNUAL 8.92% 7.40% 10.15% DAILY 57.64% 56.07% 58.11% GATE WATER PARK POOL ATTENDANCE DAILY ENTRANCE 120,719 95,541 92,576 1,107, , , ,719 95,541 92,576 $ 1,107,506 $ 886,604 $ 834,341 PROGRAMMING & RETAIL OPERATIONS DAYCAMP 1,587 1,599 1,866 $ 42,845 $ 43,171 $ 50,388 BIRTHDAY PACKAGES ,714 8,252 6,487 AQUATICS PROGRAMMING , SPECIAL EVENTS ,352 3,289 7,134 2,518 2,204 2,439 $ 61,760 $ 55,499 $ 64,617 18

20 ROLLING HILLS COUNTY PARK YEAR-TO-DATE PARTICIPATION & REVENUE REPORT AUGUST PROGRAMMING & RETAIL OPERATIONS (cont'd) FACILITY RENTALS WEEKDAYS $ 5,125 $ 4,170 $ 3,595 WEEKENDS ,725 11,570 13,205 SOCCER FIELDS ,770 2,027 11,940 WATERPARK SHELTERS ,830 1,300 1, $ 20,450 $ 19,067 $ 29,957 TOBOGGANS $ 103 $ 67 $ 732 CROSS COUNTRY SKIS MISC. RETAIL $ 298 $ 288 $ 1,605 LOCKERS 29,214 7,048 20,897 $ 7,304 $ 1,762 $ 5,224 FOOD CONCESSIONS 111,063 94,674 86, , , ,690 MISCELLANEOUS ,318 2,344 2,027 GIFT CERTIFICATE SALES VENDING , , ,026 $ 242,473 $ 187,659 $ 188, $ 1,768,076 $ 1,428,760 $ 1,395,096 19

21 RECREATION CENTER YEAR-TO-DATE PARTICIPATION & REVENUE REPORT AUGUST INDIVIDUAL RESIDENT $ 166,573 $ 160,818 $ 143,150 INDIVIDUAL NON-RESIDENT ,340 2,145 2,845 S/Y/D RESIDENT , , ,470 S/Y/D NON-RESIDENT ,535 1,711 1,300 FAMILY RESIDENT ,744 65,749 68,463 FAMILY NON-RESIDENT FAMILY - ADDT'L MEMBER , ,113 SENIORS OVER ,323 14,765 14,100 PERSONAL TRAINERS ,100 6,155 5, DAY PASS ,628 24,725 28,080 SEASONAL PASS ,480 14,560 14,355 REPLACEMENT PASS SUB-TOTAL 2,968 2,891 2,929 $ 441,603 $ 441,438 $ 424,517 ANNUAL PASS FACILITY USE 149, , ,753 PERCENT OF NON-RESIDENTS: 0.91% 0.86% 0.84% MEMBERSHIPS INDIVIDUAL RESIDENT 6,800 7,516 6,524 $ 54,400 $ 60,128 $ 52,192 INDIVIDUAL NON-RESIDENT ,708 3,573 8,145 S/Y/D RESIDENT 6,652 7,353 5,686 39,856 44,118 34,116 S/Y/D NON-RESIDENT ,155 1,428 1,862 INDIVIDUAL FITNESS RESIDENT ,552 1,432 1,312 INDIVIDUAL FITNESS NON-RESIDENT SENIOR FITNESS RESIDENT ,710 2,616 2,886 SENIOR FITNESS NON-RESIDENT DAILY PASS/GIFT CERTIFICATE SALES ,345 3,013 3,245 SUB-TOTAL 15,023 16,102 14,055 $ 109,841 $ 116,443 $ 104,005 PERCENT OF NON-RESIDENTS: 3.94% 3.84% 8.54% DAILY ENTRIES OTHER REVENUE RECREATION PROGRAMS 33,061 30,784 29,372 $ 244,211 $ 225,387 $ 222,707 FACILITY RENTALS POOL/STUDIO ,335 3,368 5,033 PARTY PAVILION MISC. RETAIL ,248 7,436 LOCKERS 6,933 6,584 6,802 VENDING 2,708 2,046 1,680 SUB-TOTAL 33,413 31,188 29,938 $ 259,519 $ 243,978 $ 244, YTD TOTAL PARTICIPATION & REVENUE: 201, , ,675 $ 810,963 $ 801,859 $ 772,531 20

22 PIERCE LAKE GOLF COURSE YEAR-TO-DATE PARTICIPATION & REVENUE REPORT AUGUST GREEN FEES WEEKDAYS REGULAR $ 3,920 $ 5,479 $ 5,055 SR/JR/STUDENT ,537 5,247 5,442 LEAGUES - 9 3,219 4,243 3,631 48,285 67,888 58,096 REGULAR ,661 1,547 1,730 40,011 39,579 50,375 SR/JR/STUDENT ,176 3,352 3,316 61,306 63,897 67,978 TWI-LIGHT 1,621 1,320 1,611 25,601 21,607 26,732 WEEKENDS REGULAR ,507 3,922 3,549 SR/JR/STUDENT REGULAR ,933 3,000 2,519 56,770 47,111 83,460 SR/JR/STUDENT ,125 9,100 5,200 TWI-LIGHT 1,041 1, ,490 24,500 21,471 EARLY BIRD , MEMBERSHIPS ULTIMATE PACKAGE ,500 6,500 3,850 WEEKDAY PACKAGE ,175 7,575 7,229 WEEKEND PACKAGE TWI-LIGHT PACKAGE ,175 3,625 3,200 OUTINGS (WEEKDAYS & WEEKENDS) ,054 21,052 23,758 32,215 16,152 17,561 17,046 $ 310,609 $ 331,588 $ 375,385 PROGRAMMING & RETAIL OPERATIONS CARTS 15,774 16,405 13,796 $ 96,048 $ 97,754 $ 93,954 JUNIOR GOLF PROGRAM RENTALS ,802 16,438 13,828 $ 96,568 $ 98,324 $ 94,514 FOOD & BEVERAGE 32,673 39,147 35,097 $ 89,923 $ 93,077 $ 96,406 PRO SHOP 2,855 2,760 2,201 25,446 26,943 23,613 DISCOUNTS (71,851) VENDING ,528 41,907 37,298 $ 116,219 $ 120,786 $ 48,959 Opening Dates: March March 27 $ 523,395 $ 550,698 $ 518,858 21

23 INDEPENDENCE LAKE COUNTY PARK YEAR-TO-DATE PARTICIPATION & REVENUE REPORT AUGUST RESIDENTS (ANNUAL) 1,115 1,077 1,071 $ 33,450 $ 32,310 $ 32,130 NON-RESIDENTS (ANNUAL) ,245 6,930 7,245 RESIDENTS (DAILY) 8,877 6,702 6,001 53,262 40,212 36,006 NON-RESIDENTS (DAILY) 5,998 4,893 4,728 59,980 48,930 47,280 SENIOR (DAILY) ,343 1,548 1,443 SENIOR-NON RES. (DAILY) ,382 1,710 1,524 BUSES (DAILY) ,950 1,350 1,050 ANNUAL BUS MINI BUS ANNUAL MINI BUS PERCENT OF NON-RESIDENTS: ANNUAL 12.6% 12.5% 13.1% DAILY 37.2% 39.2% 41.0% GATE 17,422 13,716 12,755 $ 161,272 $ 133,890 $ 127,038 BLUE HERON BAY ATTENDANCE DAILY ENTRANCE 23,090 17,067 14,074 92,269 69,178 56,886 23,090 17,067 14,074 $ 92,269 $ 69,178 $ 56,886 BLUE HERON BAY RETAIL OPERATION FACILITY RENTALS $ 1,462 $ 870 $ 225 BIRTHDAY PACKAGES ,533 3,041 3,322 SPECIAL EVENTS $ 6,125 $ 4,291 $ 3,597 LOCKERS $ 43 $ 44 $ 29 FOOD CONCESSIONS 19,434 14,420 11,105 39,944 30,363 22,785 ACCESSORIES/MISC ,621 14,607 11,264 $ 40,061 $ 30,455 $ 22,916 22

24 INDEPENDENCE LAKE COUNTY PARK YEAR-TO-DATE PARTICIPATION & REVENUE REPORT AUGUST PROGRAMMING & RETAIL OPERATIONS DAYCAMP 1,085 1,156 1,244 $ 29,303 $ 31,205 $ 33,601 SPECIAL EVENTS ,019 2,346 2,168 1,157 1,224 1,370 $ 32,322 $ 33,551 $ 35,769 FACILITY RENTALS WEEKDAYS $ 2,480 $ 2,000 $ 2,080 WEEKENDS ,700 8,650 7, $ 10,180 $ 10,650 $ 9,930 ROW BOATS-HOURLY $ 765 $ 825 $ 875 ROW BOATS-DAILY , PADDLE BOATS-1/2 HOUR ,222 4,032 3, $ 6,767 $ 5,857 $ 4,433 FOOD CONCESSIONS 9,047 6,483 8,547 $ 14,894 $ 11,605 $ 15,815 ACCESSORIES/MISC VENDING ,055 6,483 8,583 $ 14,900 $ 11,605 $ 15,867 REVENUE YTD: $ 363,896 $ 299,477 $ 276,436 23

25 #5C Washtenaw County Parks and Recreation Commission MEMORANDUM TO: Washtenaw County Parks and Recreation Commission FROM: Coy P. Vaughn, Director DATE: September 11, 2018 RE: Project and Activities Update August 2018 A. Park Facility Events and Projects Independence Lake Kids learned about clouds and did a cloud craft at a nature program called Cloudspotting led by a parks naturalist on August 2. Patrons experienced the park after dusk to learn about and search for bats at the program Going Batty led by a parks naturalist on August 4. The program included the use if special sonars to listen as bats echolocate overhead. Participants learned about and witnessed the Perseid Meteor Shower with parks naturalists on August 11 and 12 A3 disc golf club held the Birthday Classic disc golf tournament on August 19. MOB disc golf club held the Thrills disc golf tournament on August 25. Meri Lou Murray Recreation Center The summer day camp program, including Camp Big Heart and Counselor in Training program, had 572 enrollments, which is 38 more enrollments than During shut down, staff held training focused on the emergency action plan and customer service. The pool floor and walls received new grout throughout during the scheduled facility maintenance shutdown. All of the locker units within the main locker rooms were replaced. A few outstanding details need to be completed. Rolling Hills Park Family Campouts took place August 3-5 and Based on the growth of this event, the number of campsites increased from 25 to campsites signed up for the 2- night stay. Over both weekends, 271 patrons participants in this event. Summer Day Camp concluded its 9th year of operation. Over the 10 weeks, 316 campers attended (91% full) making this the most successful year of camp to date. 3,103 guests visited the Water Park on August 5 making it the busiest day of summer. The Water Park continued to experience power outages and damaged equipment due to power surges. Staff is currently exploring options to alleviate these issues in the future. Sprayground construction continues to progress. Pieces of the structures have started to arrive, and assembly is scheduled to begin after Labor Day. Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks 24

26 Staebler Farm Park Carver Construction continues making repairs to the chicken coop roof and wall. The Michigan Folk School continues with rehabilitation of the workshop. ROWE Professional Services is completing a Site Implementation Plan and has finished construction drawings for a temporary septic system and parking lot on the south side. Staff presented the draft Site Implementation Plan to Superior Charter Township officials and members of the public at their Board of Trustees meeting. An RFP has been issued to solicit bids from contractors for parking lot construction. B. Special Initiatives Border-to-Border Trail (B2B) Davis Construction continues to construct the first phase of The Loop (M-52 at Werkner Rd. to Green Lake Campground). Work will be completed in October. Engineering and easement plans are being finalized for the second phase of The Loop (M- 52 at the Green Lake Campground to N. Territorial). Staff anticipates bidding through MDOT during the upcoming winter with construction taking place in summer Preliminary engineering, survey work, and environmental assessments are nearly complete from Zeeb Road at Huron River Drive to Wagner Road (3 miles). A traffic study has been initiated at Wagner and Huron River Drive to determine if the trail could potentially share the existing road bridge. Connecting Communities Eight applications were received for this round of funding. Communities include Ann Arbor Township, City of Ann Arbor, City of Chelsea, City of Dexter, City of Saline, Manchester Township/Village, Scio Township and York Township. C. Natural Areas Preservation Program (NAPP) Acquisition A contribution was made to Legacy Land Conservancy s purchase of the Shatter property in Salem Township. The City of Ann Arbor and Salem Township were additional partners. The property will be operated as a Legacy Nature Preserve. The purchase of a conservation easement on Schenk Farm (160 acres) in Freedom Township was completed. A USDA grant was received to offset a portion of purchase costs. Stewardship The NAPP Crew removed invasive summer plants, including stiltgrass, reed canary grass, purple loosestrife, autumn olive, oriental bittersweet, phragmities, zebra grass, spotted knapweed, and hedge parsley, at various facilities: Botsford, Goodrich, Northfield Woods, Scio Woods, Leonard, and River Raisin preserves as well as Park Lyndon, Independence Lake Park, and Rolling Hills Park. 25

27 Staff worked collaboratively with other organizations, private landowners, and municipalities to create the WC Stiltgrass Working Group. The group has reached out to over 500 residents and has resulted in the survey for and treatment of stiltgrass at over 60 properties. The clearing and treatment of invasive shrubs across 54 acres at West Lake Preserve has been completed. A new trail loop has been added and will be celebrated with an opening hike on Sept. 16. Staff have developed a protocol with ESRI s ArcGIS Collector software that improves photomonitoring of the Park Lyndon fen. This program will be used to monitor the landscape when the fen is used to release the endangered Mitchel Satyr s butterfly. The Preserve Challenge has begun! Staff are leading hikes and providing daily inspiration for hiking adventures through social media. The Instagram campaign has reached over 500 viewers and resulted an increase of 30 followers in the first week. The Facebook page has increased by 20 followers and reached an audience of 3,500. Staff conducted the Huron River Watershed Bioreserve Assessment at the Clark Road Property recently acquired through NAPP. The assessment resulted in the initial creation of four plant lists as well as early planning efforts for parking and trail development. D. Interpretive Programming 499 patrons attended interpretive programs in August. Programs included special events such as Perseid Meteor shower at Independence Lake; Junior Naturalists programs, and regular public hikes. E. Other WCPARC Facebook page had a record-breaking engagement in August: 80 new followers, 76 new likes, and 36,515 people reached. 26

28 #6A Washtenaw County Parks and Recreation Commission MEMORANDUM TO: FROM: Washtenaw County Parks and Recreation Commission Coy P. Vaughn, Director DATE: September 11, 2018 RE: Adoption of the Budget and Policies Background The Washtenaw County Parks and Recreation Commission traditionally adopts a budget on the same timeframe as the County budget. The last time the County embarked on a four-year budget process was in 2013 for the years of Due to the implementation of a new Enterprise Resource Planning (ERP) system, a carry forward budget was developed for Fiscal Year Now that Tyler-Munis, the new ERP system, has been fully implemented, the County is in the process of developing and presenting a four-year budget for Fiscal Years After initial adoption, the budget is revised and reaffirmed on an annual basis. Discussion Over the summer, meetings took place with WCPARC staff leadership to develop the preliminary budget. Summer working session meetings were scheduled to solicit WCPARC feedback on the business plan as well as a set of policies to accompany the budget. The preliminary budget was presented in August, which included a list of existing commitments against current fund balances. Due to the relatively early date of that presentation compared to the development of the County s preliminary budget, some expenditure lines have been reviewed and revised. Changes from the preliminary budget to the final budget were mainly within the personal services category due to staff salary splits not included in original salary projections and a revision of figures within the Rolling Hills budget. The Parks and Recreation fund is encumbered by several items including: Eastside funding: $150,000/annually, which includes: o Summer Playground Program o Rutherford Pool o Ypsilanti Community Center o Riverside Park Playground o Parkridge Center o YMCA Basketball Program Ypsilanti Skate Park: $250,000 Connecting Communities Commitments: $600,000 HWPI Agreement: Up to $4,000,000 It is possible that not all commitments will be expended from the fund (due to the realization of other funding sources for example), but since these commitments have been made, it is necessary to retain Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks 27

29 the amount of these commitments within the Parks and Recreation fund balance. These items do not include an operating reserve, which would be approximately $7.7 million if the WCPARC desires to consider past practice of reserving one-year of millage funds given the potential instability with our funding mechanism. Fund budgets to be presented to the Board of Commissioners in September for their consideration are as follows: Parks & Recreation Fund 13,924,589 14,134,862 13,100,091 13,381, Natural Areas Acquisition 3,876,045 3,933,361 3,991,536 4,050, ALPAC 955, , , , Natural Areas Stewardship 590, , , ,586 Recommendation It is my recommendation that the Washtenaw County Parks and Recreation Commission adopt the budget resolution as well as the attached policies. Attachments 28

30 Washtenaw County Parks and Recreation Commission A RESOLUTION ADOPING THE BUDGET AND ACCOMPANYING POLICIES September 11, 2018 WHEREAS, Washtenaw County Parks and Recreation Commission traditionally adopts a budget on the same timeframe as the County budget; and WHEREAS, now that Tyler-Munis, the new Enterprise Resource Planning (ERP) system, has been fully implemented, the County is in the process of developing and presenting a four-year budget for Fiscal Years ; and WHEREAS, summer working session meetings were scheduled to solicit WCPARC feedback on the business plan, a set of policies to accompany the budget and the preliminary budget, which was presented in August; and WHEREAS, ongoing commitments against the current Parks and Recreation fund balance include Eastside funding (inclusive of the Summer Playground Program) of $150,000 annually, Ypsilanti Skate Park funding of $250,000, Connecting Communities commitments of $600,000, and the Border to Border Trail agreement with HWPI for up to $4,000,000; and WHEREAS, the total fund budgets as presented to the County Board of Commissioners are: Parks & Recreation Fund 13,924,589 14,134,862 13,100,091 13,381, Natural Areas Acquisition 3,876,045 3,933,361 3,991,536 4,050, ALPAC 955, , , , Natural Areas Stewardship 590, , , ,586 Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks 29

31 NOW THEREFORE BE IT RESOLVED, that the Washtenaw County Parks and Recreation Commission adopts the budget as submitted along with accompanying polices that have been attached to this resolution. Robert W. Marans, President Washtenaw County Parks and Recreation Commission (DATE) Janice Anschuetz, Secretary Washtenaw County Parks and Recreation Commission (DATE) 30

32 Washtenaw County Parks and Recreation Commission I. FUND BALANCE POLICY OF THE WASHTENAW COUNTY PARKS AND RECREATION COMMISSION (WCPARC) A. An Operating Reserve shall be maintained in the Parks and Recreation fund (fund 2080) for Commission-approved appropriations. The Operating Reserve shall consist of the total budgeted property tax revenue within the Parks and Recreation fund for the prior year and shall require Washtenaw County Parks and Recreation Commission action for expenditure of these funds. II. SPECIFIC POLICIES AND DIRECTIVES OF THE WCPARC A. The WCPARC authorizes the Director of the WCPARC to sign and execute contracts, providing such contracts have been authorized as part of the budget process or by other County Policy and Procedure. B. Notwithstanding the above, for any proposed contract for services, new construction or renovation that exceeds one hundred-fifty thousand ($150,000) dollars in addition to any contract or service that the Director of the WCPARC determines requires approval of the WCPARC due to special circumstances, the Director shall add approval of such contracts as WCPARC meeting agenda items. C. The Director shall be authorized to approve purchases, contracted services, and/or associated labor without prior WCPARC approval in the event of emergency situations deemed vital to ongoing operations of the WCPARC. D. The Director of the WCPARC shall be authorized to approve and execute adjustments in budgets with the exception of the Operating Reserve. E. The WCPARC rescinds any prior action not in conformity with the above-stated general policies and specific policies. Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks 31

33 #6C Washtenaw County Parks and Recreation Commission MEMORANDUM To: From: Washtenaw County Parks and Recreation Commission Coy P. Vaughn, Director Date: September 11, 2018 Re: Award of Bandemer-Barton Tunnel and Trail B2B Contract Background In 2016, the Commission completed a master planning process to close the gap in the Border-to-Border Trail (B2B) between Dexter and Ann Arbor. One of the critical connections identified through that process was the connection to Ann Arbor at Bandemer Park. The convergence of Huron River Drive, N. Main Street, M-14, the MDOT railroad, and the Huron River create existing conditions that are difficult and unsafe to navigate by non-motorized traffic. Facilitating a safe non-motorized connection in this area that is usable by people of all ages and abilities is critical to the long-term success of the B2B and statewide Iron Belle Trail (IBT). To solve this challenge, WCPARC, the City of Ann Arbor, and the Huron Waterloo Pathways Initiative have entered into an agreement to collaborate and share costs (Letter of Intent attached). Discussion The project consists of two parts: Part One ( Feasibility Study ): This part of the project intends to evaluate the feasibility of a B2B connection between Bandemer Park and Barton Nature Area via a pedestrian tunnel under the MDOT railroad. It will advance the work conducted under a previous engineering feasibility study commissioned by the City of Ann Arbor in Since the 2005 study was completed, many aspects of the project have changed, including railroad ownership, design standards, and regulatory requirements. The goal is to update the 2005 study to reflect all current requirements, engage the public, and to produce a conceptual design that is acceptable to the MDOT Office of Rail and Amtrak that can serve as the basis of design for final engineering and grant applications to assist with construction funding. Part Two ( Trail Engineering ): The intent of Trail Engineering is to design and engineer approximately 0.6 miles of nonmotorized trail (part of the B2B) traversing Barton Nature Area that is adjacent to, and will connect with, the Feasibility Study component of this project. Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks 32

34 Recommendation Based upon the review by Commission staff and concurrence from City of Ann Arbor staff, it is my recommendation that the Commission award the contract for RFP 7541, known as the Bandemer-Barton Trail and Tunnel, to the Bergman Associates & OHM team for an amount not to exceed $182,523. Attachments. Bid Tabulation RFP 7541 Bandemer-Barton Trail and Tunnel $182,523 Bergman Associates & OHM Lansing, MI Recommended Award $198,155 Wade Trim Taylor, MI $374,059 HDR, FTCH, PSI, & Quandel Ann Arbor, MI Lead firm was required to be MDOT prequalified in Railroad Bridge Design 33

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38 «14 23 Barton Pond City of Ann Arbor ^End of Project Project Location Construction Access Point Barton Shore Dr Whitmore Lake Rd Full Design & Engineering Barton Nature Area Update Feasibility Study Argo Nature Area W Huron River Dr New Bird Paved Hills Trail New Nature Pedestrian Area Tunnel Future Paved Trail Existing Bridge Existing Trail Parks / Preserves Road Centerline MDOT / Amtrak Railroad Huron River Kuebler Langford Nature Area Hilltop Nature Area Bandemer Park ,000 Feet

39 #6D Washtenaw County Parks and Recreation Commission MEMORANDUM To: From: Washtenaw County Parks and Recreation Commission Coy P. Vaughn, Director Date: September 11, 2018 Re: Eastern Michigan University - Rec/IM Proposal Background On May 14, 2018, staff attended a meeting arranged by State Representative Ronnie Peterson, regarding a potential partnership focused on improving the EMU Recreation and Intramural Sports Facility (Rec/IM). The intent of the proposal was to improve the facility for students/faculty/alumni, while at the same time opening the building to all County residents specifically catering to the needs of those in the Ypsilanti area. The meeting was hosted by EMU and was attended by community leaders representing Ypsilanti Township, Superior Township, and the City of Ypsilanti all expressing support for the concept and requesting WCPARC to take the lead coordinating with EMU to determine the feasibility of the project. On May 25 th, staff presented the concept to the Eastside Committee, then at the June 12 th meeting, a presentation was given to the full Commission by the EMU design team. The Commission authorized staff to continue collaboration with EMU to further explore a potential partnership. Since early summer, staff has been working with EMU leadership regarding facility design, operations, and finance. Discussion The EMU Rec/IM is housed in the 188,000 square foot Olds/Robb Student Recreation/Intramural Complex. The complex is connected to the Warner Building and Bowen Field House, making it the single largest recreation facility in Michigan. The existing Rec/IM facility offers the following amenities: Jones Pool Natatorium (Olympic-size pool) Club Pool - with sauna and whirlpool Fitness Room - cardio/weight machines and free weights Racquetball Courts Second Floor Workout Spaces - aerobics studio and utility gym Third Floor - basketball (four courts), volleyball, game room, billiards, foosball Fourth Floor - Indoor track, free weights area Fifth Floor meeting space Other golf simulator, spinning room, wallyball, MMA cage, treadwall, TRX system, table tennis, badminton (currently situated in repurposed racquetball courts) Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks 38

40 The EMU Rec/IM facility is currently open to members of the community over the age of 18. However, since the community memberships have not been actively marketed, there are approximately 25 community memberships issued annually. EMU has already secured the funding necessary to renovate the facility and to improve the recreational programs and amenities for its student/faculty/alumni population approximately a $17M project. EMU is requesting an additional $10M from WCPARC, and possibly other community partners, to further enhance the facility to meet the needs of families and community members. The requested contribution would include $5M upfront and $500K per year, for ten years, to help support operations. With WCPARC support, the following additional amenities are proposed: A 10,000 sq. ft. addition including a new building entry and lobby Child Watch facility Renovated locker rooms including new family locker room New 100+ space parking lot adjacent to front entry Renovation of existing gymnasium space to create community basketball courts A new young teen center 2 multi-use rooms Expanded cardio, aerobic, cross-fit, and weight training areas/programs Irrespective of a commitment from WCPARC, EMU plans to commence interior renovations (floors 3-5) this winter. A groundbreaking on the building addition, floors 1 & 2 renovations, and exterior improvements, is anticipated next spring. WCPARC can only justify an investment in a facility on campus if it is truly designed to be open and inviting to the community and at an affordable membership rate. To that end, staff continues to work with EMU on the following key project terms: COMMUNITY MEMBERSHIPS AND AFFORDABILITY Provide a range of affordable membership fees and scholarship opportunities for a reduced rate Allow youth memberships and use of the entire building, minimum age Members would have access to all areas that are currently available to the EMU student/faculty Child Watch and latch key program Child Watch included with membership Classes included with membership or available at a reduced rate PHYSICAL ACCESS Convenient and free parking included with membership - explore offering a reduced membership rate if parking is not needed. Bus stop/bus line access Border-to-Border trail access Pick-up/drop-off area at building Controlled access point for all patrons and appropriate security for Child Watch area 39

41 AMENITIES, PROGRAMS & CLASSES Access to club pool and Jones pool Gym space Men, Women and Family locker room space Teen Center OPERATION & MAINTENANCE Independent review of building mechanicals EMU responsible for maintenance and replacement of mechanical equipment LONG TERM PRESENCE & COMMITMENT WCPARC logo and name on facility Role for WCPARC on facility oversight committee Requirement of a percentage of community membership (report out requirements) Marketing memberships to the community FINANCIAL CONTRIBUTION Funds to be obligated and paid over 10-year period Conditioned on successful renewal of millage in November 2018 Providing recreation opportunities throughout Washtenaw County with specific attention paid to underserved populations continues to be a priority for WCPARC. In recent years, the Commission has allocated far more resources in the City of Ypsilanti and the eastside communities than any other area of the County. These investments are warranted and have had, and continue to have, great impact. A $10M investment in an EMU partnership, while it is feasible and has merit, will have significant impact on other eastside priorities and future investment in our own WCPARC facilities. Recommendation To further explore the feasibility of the project and understanding of the key project terms, I recommend that a working session be scheduled in early fall. A final vote on the project should be expected at the November or December Commission meeting. 40

42 #7A Washtenaw County Parks and Recreation Commission MEMORANDUM To: Washtenaw County Parks and Recreation Commission From: Coy P. Vaughn, Director Date: September 11, 2018 Re: Acceptance of USDA-NRCS Grant Award Background The USDA Natural Resource Conservation Service (NRCS) Agricultural Conservation Easement Program (ACEP) awards funds up to 50% of the appraised fair market value of conservation easements on prime farmland up to a maximum of $5, per acre. Staff submitted applications in February 2018 for 2 properties totaling 328 acres. The estimated fair market value for conservation easements on these properties is $820,000.00, with the grant awards covering 49% of each easement price. Discussion Due to grant requirements, appraisals will be commissioned once the grant agreement is executed, prior to entering into a sales contract with the landowners. Once appraisals are received, a memo and recommendation will be brought to the Commission for authorization to enter into a sales contract, including a detailed project budget. Under the terms of the Cooperative Agreement, the NRCS will provide technical services in the development of an appropriate conservation plan and funding and WCPARC will acquire and monitor the conservation easement. The total grant award is $401, and the estimated cost for NAPP is $418, The two properties awarded funds include the following: Laier Property On this 161 acre farm in Lima Township, one can find prime farmland soils, a creek, and nearly a mile of road frontage. It was prioritized for protection by the Agriculture Assessment & Prioritization mapping for the property s potential for stream protection and its nearness to existing protected areas. ALPAC also determined it to be a priority for protection. The estimated fair market value is $402,500 or $2,500 / acre. Liberty Grain Farms Property This 167 acre farm is in an easement-rich area of Freedom Township, with five conservation easements within one mile of the property. Liberty Grain Farms contains prime farmland soils along two roads. The Agriculture Assessment & Prioritization mapping determined the property was high and medium-high quality agricultural land, and it partially prioritized the Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks 41

43 property for its nearness to existing easements. ALPAC also determined it to be a priority for protection. The estimated fair market value is $417,500 or $2,500 / acre. Recommendation After review of the USDA-NRCS grant agreement, I consider the terms to be acceptable. It is my recommendation that the Washtenaw County Parks and Recreation Commission adopts the resolution to accept the grant terms from USDA-NRCS Agricultural Conservation Easement Program. 42

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46 #7B Washtenaw County Parks and Recreation Commission MEMORANDUM To: Washtenaw County Parks and Recreation Commission From: Coy P. Vaughn, Director Date: September 11, 2018 Re: Acceptance of USDA-NRCS Grant Award Background The Regional Conservation Partnership Program (RCPP) is an additional grant opportunity under USDA-NRCS to coordinate with other local preservation partners to secure funding for implementation of conservation practices on farmland and purchase of easements through NRCS existing programs. Washtenaw County Parks is a partner in the Huron River Initiative RCPP area, along with Legacy Land Conservancy, Ann Arbor Greenbelt, Six Rivers Land Conservancy, Huron River Watershed Council, Ducks Unlimited, and NRCS. The grant provided partners with $1.8 million over 5 years to fund ACEP Agricultural Easements, Wetland Reserve Easement (WRE), and Environmental Quality Incentives Program (EQIP). The USDA Natural Resource Conservation Service (NRCS) Agricultural Conservation Easement Program (ACEP) awards funds up to 50% of the appraised fair market value of conservation easements on prime farmland up to a maximum of $5, per acre. Staff submitted application in March 2018 for one property totaling 236 acres. Discussion Due to grant requirements, appraisals will be commissioned once the grant agreement is signed, prior to entering into a sales contract with the landowners. Once appraisals are received, a memo and recommendation will be brought to the Commission for authorization to enter into a sales contract, including a detailed project budget. Under the terms of the Cooperative Agreement, the NRCS will provide technical services in the development of an appropriate conservation plan and funding and WCPARC will acquire and monitor the conservation easement. The total grant award is $413,000 and the estimated cost for NAPP is $413,000. Washtenaw County Parks and Recreation Commission Tel: (734) Platt Road / P.O. Box 8645 Fax: (734) Ann Arbor, Michigan washtenaw.org/parks 45

47 The property awarded funds include the following: Shanahan Property Funded with ACEP money through the Huron River Regional Conservation Partnership Program (RCPP), protection of this 236-acre farm advances agricultural and ecological preservation goals. The farm stretches for nearly.75 miles along Roepke Road in Lyndon Township, nestled in part between pieces of Pinkney Recreation Area. Part of the property fronts South Lake and contains a creek running into the Lake. ALPAC prioritized for this property for protection, as did the Agriculture and Natural Assessment & Prioritization mapping for the property s potential for stream protection and its nearness to existing protected areas. The estimated fair market value is $826,000 or $3,500/acre. Recommendation After review of the USDA-NRCS grant agreement, I consider the terms to be acceptable. It is my recommendation that the Washtenaw County Parks and Recreation Commission adopts the resolution to accept the grant terms from USDA-NRCS Agricultural Conservation Easement Program. 46

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