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Parks and Recreation Board Agenda

Department of Public Services

851 South Eton-Conference Room

Tuesday, September 11, 2018

6:30 PM

I. Call to order

II. Roll Call

III. Approval of the minutes of: Tuesday, August 14, 2018(regular meeting)

IV. Agenda Items-Written and submitted by 5pm Monday at the Birmingham Ice

Sports Arena, one week prior to the meeting.1) Revised 345 Hawthorne Landscape Proposal2) Revised 2019 Scheduled Parks and Recreation Board Meeting Dates

V. Communications/Discussion Items 1) Department Project Updates

a) Barnum Park (verbal)b) Eagle Scout Project (verbal)

2) Golf Course Updatesa) Finance Report - Golf Coursesb) Golf Course Report

3) Update from Master Plan Sub-Committee (verbal)

VI. Unfinished Business

VII. New Business

VIII. Open To The Public for Items Not On the Agenda

IX. Next Regular Meeting – Tuesday, October 9, 2018(DPS)

Individuals requiring accommodations, such as interpreter services, for effective participation in this meeting should contact the City Clerk's Office at (248) 530-1880 at least one day in advance of the public meeting.

Las personas que requieren alojamiento, tales como servicios de interpretación, la participación efectiva en esta reunión deben ponerse en contacto con la Oficina del Secretario Municipal al

(248) 530-1880 por lo menos el día antes de la reunión pública. (Title VI of the Civil Rights Act of 1964).

If you cannot attend the meetings, please contact Connie Folk at the Birmingham Ice Arena (248) 530-1642. Minutes are available for review at the Birmingham Ice Sports Arena, 2300 East Lincoln, Birmingham, MI 48009

PARKS & RECREATION BOARD MISSION STATEMENT The Parks and Recreation Board strives to provide opportunities for the enjoyment, education, and inspiration for present and

future generations of residents and visitors through stewardship of natural, cultural and recreational resources. By continuously elevating the beauty and quality of the parks and recreation system of Birmingham, the Parks and Recreation Board will promote

health and wellbeing, and strengthen the community.

PARKS AND RECREATION BOARD MEETING MINUTES August 14, 2018

John Meehan, Chairperson, called the meeting to order at 6:30 p.m. at 851 S. Eton.

MEMBERS PRESENT: Heather Carmona, Ross Kaplan, Therese Longe, John Meehan, John Rusche, Lilly Stotland and Bill Wiebrecht

STUDENT REPRESENTATIVES PRESENT: CeCe Cousins, Seaholm Student

Jakob Sayers, Seaholm Student

ADMINISTRATION: Lauren A. Wood, Director of Public Services Carrie A. Laird, Parks and Recreation Manager Connie J. Folk, Recreation Coordinator

PRESENTER: Patrick M. Funke, Michael J. Dul & Associates

GUESTS: Ellie Noble, Cindy Rose and David Young

It was moved by John Rusche, seconded by Bill Wiebrecht the minutes of the Tuesday, July 10, 2018 regular meeting be approved.

Yeas – 7 Heather Carmona, Ross Kaplan, Therese Longe, John Meehan, John Rusche, Lilly Stotland and Bill Wiebrecht

Nays – 0

AGENDA ITEM #1 –Barnum Park Shade Structure Request Lauren stated that David Young has a donor that would like to donate funds for one Barnum Park shade structure. Lauren stated that the City of Birmingham has budgeted for one shade structure at Barnum and that the other would be purchased by donor dollars.

Lauren stated that there are currently two shade structures at Barnum Park and this would complete the Barnum Park Shade Structure plans.

David Young stated the donor is a creditable source. David stated that if there were any monies left if additional seating could be purchased for Barnum Park.

It was moved by Therese Longe, seconded by Bill Wiebrecht the Parks and Recreation Board wishes to endorse the donation and request that the City Commission consider supporting the second shade structure.

Yeas – 7 Heather Carmona, Ross Kaplan, Therese Longe, John Meehan, John Rusche, Lilly Stotland and Bill Wiebrecht

Nays – 0

2 AGENDA ITEM #2 –345 Hawthorne Landscape Proposal Carrie discussed with the Parks and Recreation Board a Landscape Plan Proposal for 345 Hawthorne.

Carrie reminded the Parks and Recreation Board that two previous landscape proposals have been presented to the Parks and Recreation Board and that both were approved and occurred once the Department of Public Services issued a Tree and Shrub Permit in accordance with the Tree Preservation Ordinance for such work on public property.

Carrie introduced Patrick M. Funke from Michael J. Dul & Associates who presented to the Parks and Recreation Board the propose 345 Hawthorne Landscape Plan Proposal.

Ross Kaplan asked about the City of Birmingham steps that being shown on the proposed landscape plan. Patrick stated that the steps are made from natural stone and would not be touched.

John Rusche stated that he has one question for the City attorney, regarding maintaining the 20 – 25 ft. in the park property. John asked does that over the years suddenly become the property of the homeowner.

Patrick stated that is referred as adverse possession at that point. Patrick stated the homeowner just wants to make the improvement and it’s not his client’s intent to adversely possess this property in the future and if his client needs to sign something, they would do so.

Therese asked if the homeowner across the street has been notified. Patrick stated that they have not been contacted. Therese stated that would be neighborly.

Carrie stated that the previous Landscape Proposal Plans are maintained by the property owners such as irrigation and replacement of plant material and the City of Birmingham does not maintain these properties.

Carrie stated that the homeowner would have to obtain through the Department of Public Services issued a Tree and Shrub Permit in accordance with the Tree Preservation Ordinance for such work on public property.

It was moved by John Rusche, seconded by Lilly Stotland to approve the landscape project next to 345 Hawthorne, along park property which is part of the City trail system in Linden Park and in the right-of-way along Hawthorne Street, as submitted. Furthermore, John Rusche stated “the city attorney should review the language pertaining to adverse possession on this project and to submit to the City Commission for their consideration and approval of the same.”

Yeas – 7 Heather Carmona, Ross Kaplan, Therese Longe, John Meehan, John Rusche Lilly Stotland and Bill Wiebrecht

Nays – 0

Parks and Recreation Board Meeting 8/14/2018

3 AGENDA ITEM #3 –Appointments To The Parks and Recreation Board Sub-Committees Vacant Spot for Ice Arena Sub-Committee No action was taken by the Parks and Recreation Board

Vacant Spot for Master Plan Sub-Committee Therese Longe nominated Heather Carmona to the Master Plan Sub-Committee


Nays – 0

Vacant Spot for Kenning Park Sub-Committee No action was taken by the Parks and Recreation Board

AGENDA ITEM #4 –2019 Scheduled Parks and Recreation Board Meeting Dates It was moved by Lilly Stotland, seconded by Bill Wiebrecht to approve the 2019 scheduled Parks and Recreation Board meeting dates as corrected.


Nays – 0

AGENDA ITEM #5 –Buckingham City Property Fence Proposal Carrie shared with the Parks and Recreation Board the background of the International Transmission Company (ITC) owns right of way along the power lines running alongside the Railroad at Buckingham and Cambridge, the site of city property, in December of 2015.

Carrie stated that ITC cleared woody trees and shrubs that provided a buffer between the city property and the RR tracks. As a response, for safety purposes, the City had a 220 ft. in length, 6 ft. tall chain link fence installed. A composite wood gate was also installed to allow access by ITC and also Canadian National (CN) railroad. The intent was to add landscaping on the City property side of the chain link fence.

Carrie stated that Canadian Thistle invaded the area, on both sides of the chain link fence, covering city property, ITC right of way and CN RR property. The city has been working to eradicate the thistle before any landscaping is installed. However, due to the thistle being located on railroad property in addition to city property, each time an application of weed control is applied; permission must be granted through the railroad, which is an extensive process. Additionally, along the RR that abuts Derby middle school, the neighboring property to the north, Canadian Thistle is thriving and when it’s seeding, the wind from passing trains transfers millions of seedlings back onto the treated area. It is truly a never ending task without any good results.


4 Carrie stated that the proposal is to install a wooden fence in place of the chain link fence. The existing fence posts can remain, they will be covered with wood boards and the fabric from the chain link fence will be salvaged and repurposed for fencing needs throughout park and city property. The wooden fence will block the view of the unsightly RR property and help to prevent some of the seedlings of Canadian thistle. It will be more aesthetically pleasing, and we will continue to monitor and control the thistle on City property. If feasible, the City will add native plants along the fence as a next step.

Therese stated that the roots from the Canadian thistle will work its way under the fence. Carrie agreed that this would occur. Therese asked if the City of Birmingham could compel CN RR to maintain their property. Carrie stated that there has been no movement with CN RR.

Heather stated that eventually the Canadian thistle will continue to return.

Lauren stated that the department has been working with the homeowners to make the area nice.

Carrie stated that the department could just mow the area and to keep the area aesthetically pleasing. The Parks and Recreation Board took no action on this item.

COMMUNICATION/DISCUSSION ITEM #1 Ryan Ross Resignation Letter Lauren presented to the Parks and Recreation Board Ryan Ross resignation letter. The Parks and Recreation Board took no action on this item.

COMMUNICATION/DISCUSSION ITEM #2a Kenning Park Ballfield Construction-Bid Opening Lauren stated that the City of Birmingham will not be awarding the project as anticipated due to the overpriced bid amount and as the result of only one complete bid submitted.

Lauren stated the project will be re-bid this fall. The Parks and Recreation Board took no action on this item.

COMMUNICATION/DISCUSSION ITEM #3b Barnum Park Carrie updated the Parks and Recreation Board Late last fall, we began the maintenance project of grading the soccer area and crowning the ball field, including adding new topsoil and infield product. The contractor had a punch list to address this spring, and began work again in late May/early June due to an unusually late start to spring. The area remains fenced off so there is no foot traffic and we will keep this soccer field out of play this fall, as the contractor will need to apply a weed control product and also more seed to touch up areas. The softball field will remain closed as well, as the outfield area is affected.

Carrie stated that the no mow areas have been treated with weed control.

Carrie stated that requests for proposals went out to prospective contractors late May for the Barnum Arch Landscape enhancements. Carrie stated that only one (1) contractor submitted a proposal and the proposal was incomplete, only the brick work was included.


5 Carrie stated that the City will not be proceeding with the work as proposed but that the concrete work will be scheduled with the sidewalk replacement program through our engineering department and the entire approach to the arch will be replaced. The steps up to the arch will be addressed as part of the project as well. Bench pads on either side of the sidewalk approach will be added. No action was taken by the Parks and Recreation Board

COMMUNICATION/DISCUSSION ITEM #3a Finance Report-Golf Course Lauren provided the golf course finance report to the Parks and Recreation Board. No action was taken by the Parks and Recreation Board

COMMUNICATION/DISCUSSION ITEM #3b Golf Course Report Lauren provided the golf course report to the Parks and Recreation Board. No action was taken by the Parks and Recreation Board

COMMUNICATION/DISCUSSION ITEM #4 2018 In The Park Concert Series Connie stated to the Parks and Recreation Board that the last concert would be on Wednesday, August 15, 2018. No action was taken by the Parks and Recreation Board

COMMUNICATION/DISCUSSION ITEM #5 Re-Cap of Pickleball at Birmingham Ice Sports Arena, Summer 2018 (verbal) Connie stated that pickleball has concluded and that department will be meeting with Chris Braun from NEXT to discuss the program and to adjust the hours for the 2019 season. No action was taken by the Parks and Recreation Board

COMMUNICATION/DISCUSSION ITEM #6 Update from Master Plan Sub-Committee (verbal) Therese stated that there has been one Master Plan Sub-Committee meeting to discuss a layout and a process of looking at items in part A that has been identified in the Parks and Master Plan and staff have been working on specific pricing for these items and then analyze the items in part B to see if there were any items that would be moved up and the next step would be to plot those out by some type of geographic distribution or by priority.

Therese stated for example the Birmingham Ice Arena is sooner than later because of the systems failing and then what the City of Birmingham can accomplished because of time periods because the bond issue requires the City to complete projects in specific time period. Therese stated that a process would have to be laid out on engaging the public.

John stated that the Master Plan Sub-Committee would be meeting once a month and will be reporting back to the Parks and Recreation Board. No action was taken by the Parks and Recreation Board


6 UNFINISHED BUSINESS: No unfinished business

NEW BUSINESS: Therese asked Lauren regarding the consent agenda K that was on Monday, August 13, 2018 City Commission Agenda. Lauren stated that the item pertained to a linear park adjacent to the railroad tracks on the east side of the district. Lauren stated that the item was pulled from the City Commission Agenda.

Lauren stated that the item would be forthcoming to the Parks and Recreation Board.

OPEN TO THE PUBLIC FOR ITEMS NOT ON THE AGENDA: No public comment.

John Meehan stated the next meeting will be held on Tuesday, September 11, 2018 at 6:30 pm at DPS.

John Meehan adjourned the meeting at 7:35pm

Connie J. Folk, Recreation Coordinator


1

MEMORANDUM Department of Public Services

DATE: September 6, 2018

TO: Parks and Recreation Board Members

FROM: Carrie A. Laird, Parks and Recreation Manager

SUBJECT: 345 Hawthorne Landscape Plan Proposal-REVISED

The landscape plan for 345 Hawthorne approved at the August 14, 2018 Parks and Recreation Board meeting has been revised based on input from the neighboring (across the street) property owner.

Mr. Patrick Funke, Senior Associate, PLA for Michael J. Dul & Associates Landscape Architecture has put together a revised landscape plan on behalf of Anthony Cupisz, owner of 345 Hawthorne, which is attached for your review.

Also attached is email correspondence with Mr. J. Claibourne Kelly, property owner of 390 Hawthorne.

Agenda Item #1

2

The original plan included removal of dead and dying trees and invasive species such as buckthorn on City Park property in the wooded area, and the planting new Canadian Hemlock trees on park property along the south property line of 345 Hawthorne, and also an Arborvitae screen along Hawthorne street which would be a continuation of the screening done by 416 Hawthorne, permitted by the City.

In the revised plan, the Arborvitae screen along Hawthorne Street has been removed. Additionally, in this new plan some of the removals will not take place along Hawthorne street, including a Box Elder tree, a Norway Maple tree and some yews as originally proposed. The planting of the Canadian Hemlock trees will still take place on the park property directly next to the south property line of 345 Hawthorne.

A tree and shrub permit obtained through the Department of Public Services will be required for this work. The City Attorney has advised to include as item #6, The owner/applicant waives any claim to ownership of the city property under any theory of law, to address any concerns of adverse possession. The tree permit is attached for your review.

SUGGESTED RESOLUTION: To approve the revised landscape project next to 345 Hawthorne, on park property which is part of the City trail system in Linden Park, including the removal of invasive buckthorn, dead trees, and planting of new Canadian Hemlock trees. This plan has been modified from with the removal of the proposed planting of an evergreen screen along Hawthorne street. Further, to submit to the City Commission for their consideration and approval of the same.

DEPARTMENT OF PUBLIC SERVICES 851 S. Eton St. (248) 530-1700

TREE AND SHRUB PERMIT

Job Location Date

Permission is hereby granted to

Owner of the above-mentioned property, to perform the work as indicated below on trees or shrubs located within the street right-of-way adjacent to above property. Name and address of applicant is as follows:

Name Phone

REPLACEMENT TREES ARE TO BE AT LEAST 3”-3½” CALIPER, B&B, NURSERY STOCK GRADE 1 OR BETTER.

This permit is being issued with the understanding that the work above mentioned would be done in accordance with accepted arboricultural practices and under the following conditions:

1. Any violation of the permit specifications is subject to penalties provided in the Birmingham City Code Chapter 118,Section 118-28.

2. The City of Birmingham is under no contractual obligation and assumes no liability for damages incurred as a result ofgranting this permit.

3. The owner and/or applicant agree to do the work as stated above and to accept complete financial responsibility for anydamages resulting therefrom.

4. Owner agrees that if work is improperly accomplished, the city shall have the right to make the necessary correctionsand bill said owner of adjacent property for this work.

5. If permit is not signed by the owner of the adjacent property, the applicant agrees to accept all liability for work done andfurther states that said work is being done with the expressed permission and approval of the owner.

6. The owner/applicant waives any claim to ownership of the city property under any theory of law.

Permit issued this day of 2018

By Department of Public Services City Arborist

This permit is not transferable and expires on

(signature of applicant (signature of owner)

Approved 2019 Scheduled Parks and Recreation Board Meeting Dates

WILL BE HELD AT THE DPS CONFERENCE ROOM AT 851 SOUTH ETON

AT 6:30PM

January 8, 2019 New Year’s Day 1/1/2019

February 5, 2019

March 5, 2019

April 2, 2019

May 7, 2019

June 4, 2019

July 2, 2019

August 6, 2019

September 10, 2019

October 1, 2019

November 5, 2019

December 3, 2019

January 7, 2020

Agenda Item #2

Revised 2019 Scheduled Parks and Recreation Board Meeting Dates

WILL BE HELD AT THE DPS CONFERENCE ROOM AT 851 SOUTH ETON

AT 6:30PM

January 8, 2019 New Year’s Day 1/1/2019

February 5, 2019

March 5, 2019

April 2, 2019

May 7, 2019

June 11, 2019 Eid al-Fitr at sunset thru 6/5/2019

July 2, 2019

August 6, 2019

September 17, 2019 Ashura 09/10/2019

October 1, 2019

November 12, 2019 Election Day 11/5/2019

December 3, 2019

January 7, 2020

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Golf Report – August Report

We were steady in the month of August and it seems to be a slower month due to family vacations and other non-golfing activities. Our Jr Club Championship had 64 participants and the juniors really enjoyed playing in the event and receiving trophies for their hard work. Our last 2 club events will be Nite Golf and our Annual Turkey Shoot in November.

MONTH LH SD Total LH SD Total LH SD Total LH SD Total LH SD Total

January 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

February 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

March 0 0 0 0 0 0 321 0 321 60 0 60 0 0 0

April 3,705 652 4,357 3,087 1,713 4,800 2,389 1,616 4,005 2,816 1,383 4,199 2,466 0 2,466

May 4,393 3,493 7,886 4,892 4,293 9,185 5,461 3,910 9,371 4,759 3,975 8,734 4,296 2,402 6,698

June 5,330 4,216 9,546 5,556 4,268 9,824 5,595 4,269 9,864 5,812 4,431 10,243 5,284 4,544 9,828

July 5,139 4,636 9,775 5,718 5,218 10,936 5,788 4,856 10,644 6,027 4,720 10,747 5,818 5,027 10,845

August 4,376 4,084 8,460 4,408 4,403 8,811 4,273 3,873 8,146 3,631 3,974 7,605 3,950 3,893 7,843

September 3,074 2,746 5,820 3,411 3,059 6,470 3,163 2,698 5,861 3,057 3,089 6,146 0 0 0

October 915 2,493 3,408 2,666 908 3,574 2,037 1,990 4,027 2,556 1,610 4,166 0 0 0

November 33 675 708 1,489 0 1,489 2 1,545 1,547 610 0 610 0 0 0

December 0 124 124 514 0 514 0 54 54 185 0 185 0 0 0

TOTALS 26,965 23,119 50,084 31,741 23,862 55,603 29,029 24,811 53,840 29,513 23,182 52,695 21,814 15,866 37,680

2018

History of Rounds Calendar Years 2014 -2018

2014 2015 2016 2017

Communication/Discussion Item #2b

MEMBERSHIPS # % # % # % # % # % # %

Business 99 13.20% 102 13.42% 109 12.73% 109 12.56% 92 10.24% 107 12.06%

Non-Resident - Individual 401 53.47% 406 53.42% 475 55.49% 465 53.57% 502 55.90% 499 56.26%

Non-Resident - Dual 185 24.67% 175 23.03% 194 22.66% 209 24.08% 220 24.50% 222 25.03%

Non-Resident - Family 65 8.67% 77 10.13% 78 9.11% 85 9.79% 84 9.35% 59 6.65%

Total 750 100.00% 760 100.00% 856 100.00% 868 100.00% 898 100.00% 887 100.00%

RESIDENT MEMBERSHIPS # # # # # #

Resident 2,007 1,733 2,090 1,874 1,898 1706

REVENUES

Greens Fee $456,953 68.36% $403,760 66.30%

Cart Fee $141,876 21.23% $136,079 22.34%

Food & Beverage $35,250 5.27% $35,690 5.86%

Beer $32,931 4.93% $31,357 5.15%

Wine $1,393 0.21% $2,119 0.35%

Total $668,404 100.00% $609,006 100.00% (59,398)

2018 Membership Analysis

YTD 2017 and YTD 2018 Revenue Comparisons

SALES

YTD Aug 2017 YTD Aug 2018 DIFFERENCE

YTD Aug 2018

YTD Aug 2018

SALES

CY 2014 CY 2015CY 2013

CY 2015CY 2014CY 2013 CY 2016

CY 2016

CY 2017

CY 2017

$726

($53,194)

($5,797)

$440

($1,574)

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