REGULAR MEETING OF THE EAST BAY CHARTER TOWNSHIP PARK COMMISSION East Bay Township Hall at 1965 N. Three Mile Road MONDAY- August 21, :30 P.M.

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1 Notice Posting: August 17, 2017 REGULAR MEETING OF THE EAST BAY CHARTER TOWNSHIP PARK COMMISSION East Bay Township Hall at 1965 N. Three Mile Road MONDAY- August 21, :30 P.M. Call Meeting to Order Pledge of Allegiance Roll Call Public Comment Approval of the Agenda Approval ofthe Minutes of the July 17 1 h Meeting and August 7 1 h Special Meeting Reports A. Township B. Porta-Potty at Pine Grove C. RecPlan New Business: A. Fences B. Playground Equipment C. Little Library Repairs Old Business: A. Budget Review and Approval B. Grace McDonald Parking Lot Public Comment Representative for next township board meeting Adjournment If you are planning to attend this public meeting and are disabled requiring any special assistance, please notify the Township Clerk by calling at (231) as soon as possible.

2 EAST BAY CHARTER TOWNSHIP PARK COMMISSION East Bay Charter Township Hall 1965 N. Three Mile Road Traverse City, Ml Regular Meeting Monday, July 17, 2017 Present: Justin Friend, Mike Hintz, Corie Layton, Mark Baker, Susan LaRose-Grover, Butch Strait Absent and Excused: Deb Lannen Staff Present: Supervisor Beth Friend, Planner Rick Brown, Maintenance Supervisor Bob Burns 1. Call Meeting to Order: Chair Strait called the meeting to order at 6:34pm. 2. Pledge of Allegiance was recited by all in attendance 3. Roll Call: Roll was called by the Recording Secretary 4. Approval of the Agenda: Strait mqved the Safe Bike Trails resolution to item #7 and the remaining items would be renumbered. Also added was Fund Balance discussion as Old Business Item C and approval of Park Tour Minutes of June 19th as New Business item B. Friend moved and Baker seconded to approve the agenda as amended. Yeas: Friend, Baker, LaRose-Grover, Hintz; Layton, Strait 5. Approval of June 19, 2017 Regular Meeting Minutes LaRose-Grover moved and Friend seconded to adopt the June 19, 2017 Regular Meeting Minutes as presented. Yeas: La Rose-Grover, Friend, Hintz, Layton, Baker, Strait 6. Public Comment None

3 7. Safe Bike Resolution Planner Brown said the NORTE organization approached East Bay Township to obtain a resolution of support for a grant application for Safe Routes to School which would extend the existing bike trail on Three Mile Road and link to the various schools in the immediate area. Up to $200,000 per school in funding may be available. Letters of support have been received from all school that would be affected. Ty Schmidt, Executive Director of Norte said that this grant and resolution are important to all involved and he is ready to get to work on the proposed bike trail. Board members asked about Road Commission involvement and Planner Brown said that they would need to be involved in the grant application process. The MOOT local agency would let out and award the bids. Board members asked questions about a future connection to Courtade Elementary. Strait said this bike trail has been in the Parks and Recreation plan for at least twenty years. Julie Clark, Executive Director of TART expressed her support for the project. Friend moved and Baker seconded to approve Resolution Parks,a Resolution of Support for a Safe Routes to School Grant Application. Yeas: Friend, Baker, Hintz, LaRose-Grover, Layton, Strait The Township Board will pass a resolution of support for the project at their next meeting on August 14 1 h. 8. Reports a. Treasurers Report Baker reviewed the current budget with commissioners. b. Township Board Representative Strait discussed the bat houses being placed in Killingsworth Park. He added that the commission will need to begin planning for the 2018 budget. Arbutus #5 will be put into the 2018 budget. 8. Old Business A. Recreation Plan Updates and Approval Friend said he did quite a bit of work on the Parks and Recreation Plan and it should be ready within a couple weeks. B. Eagle Scout Project Presentation Strait said that the Eagle Scout project was explained in detail at Killingsworth Park. C. Fund Balance Baker explained that after the 2016 financial audit was completed, the there was a total of $75,000 that was left to go into the Parks Fund Balance. Strait said engineering costs for the paving at Grace

4 Macdonald may be more and fencing will also be needed. Supervisor Beth Friend also explained what the $75,000 is for and where it should go in the budgeting process. Commissioners discussed what the priorities would be in the parks. Friend moved to request that $75,000 be placed into the Grace Macdonald Fund Balance for the proposed paving project. Baker seconded the motion. Yeas: Friend, Baker, LaRose-Grover, Hintz, Layton, Strait The 2018 budget was discussed and commissioners decided to hold a Special Meeting on August yth at 5:45pm to discuss the Parks and Recreation Plan and then discuss the 2018 budget at its next regular meeting in August. 9. New Business A. Parks Minutes- June 19th Tour Minutes Layton moved to approve the minutes of the June 19th Park Tour as presented. Friend seconded. Yeas: Layton, Friend, Hintz, LaRose-Grover, Baker, Strait B. Camera Update at Grace Macdonald Supervisor Beth Friend discussed cameras at Grace Macdonald Park. A recent lightning strike damaged a server and someone backed into a pole holding a camera. In light of those events, she asked the GPO's if any upgrades were needed and three different bids for upgrades were sought based on the GPO's reply. For a total cost of $2,875 from the Grace Macdonald Parks Improvement line item a new light would be placed at the entrance to the park, 4 cameras would be added, a surge protector would be installed, and wiring and labor would be included. LaRose-:-Grover moved and Hintz seconded to approve the utilization of funds from the Grace Macdonald Parks Improvements line item for the upgrade and repair of the security system at Grace Macdonald Park in the amount of $2,875. Yeas: LaRose-Grover, Hintz, Friend, Baker, Layton, Strait C. Safe Bike Resolution See above

5 D. Acceptance of Resignation Letter Strait said he has purchased a home in Garfield Township and will need to resign from the Parks Commission effective October 1, He said that the Vice Chair could take over as Chair or a new Chair could be appointed. 10. Public Comment None Hintz moved and Layton seconded to appoint Justin Friend as Chairperson of the Park Commission. Yeas: Hintz, Layton Friend, Baker, LaRose-Grover, Strait Strait discussed a hunting situation near Arbutus Park and said that "No Hunting" sign age may need to be posted. Supervisor Friend will check the ordinance regarding hunting on ark property. LaRose-Grover discussed a small piece of prop owned by the township on Lake George Trail on Spider Lake. 11. Park Representative for Next Township Meeting Strait will represent the Park Commission at the August Township Board meeting. 12. Adjournment Strait moved to adjourn the meeting at 8:08pm.

6 EAST BAY CHARTER TOWNSHIP PARK COMMISSION East Bay Charter Township Hall 1965 N. Three Mile Road Traverse City, Ml Special Meeting Monday,August7,2017 Present: Justin Friend, Mike Hintz, Corie Layton (5:34), Mark Baker, Deb Lannen, Susan LaRose-Grover, Butch Strait Staff Present: Planner Rick Brown 1. Call Meeting to Order: Chair Friend called the meeting to order at 5:30pm. 2. Pledge of Allegiance was recited by all in attendance 3. Roll Call: Roll was called by the Recording Secretary 4. Public Comment Deb Hamilton introduced herself and said she will be helping the Parks and Recreation Commission with any needs. 5. Approval of the Agenda: Commissioners added Old Business item B - Grace Macdonald Parking and Fencing. Lannen moved and LaRose-Grover seconded to approve the agenda as amended. Yeas: Lannen, LaRose-Grover, Baker, Hintz, Layton, Strait, Friend 6. Reports A. Rec Plan Update Township Planner Rick Brown said that he and Zoning Administrator Couturier determined what is still needed to be done to the plan. They hope to bring a more detailed report to the Commission on August Old Business A. Porta Potty in Pine Grove Park Commissioners discussed placing a porta-potty in Pine Grove Park and decided to try it for the remainder of the summer season.

7 Strait moved and Lannen seconded to place a porta potty in Pine Grove Park at a cost of $25 per week until October 1 51 to be paid out of contract services. Yeas: Strait, Lannen, Hintz, Layton, Baker, Friend Nays: LaRose-Grover B. Grace Macdonald Park Parking and Fencing Three engineered plans were handed out to Commissioners regarding parking at Grace Macdonald Park. The plan perpendicular parking maximizes space. Strait said engineers discussed using middle portion for storm water retention. It would be filled with stone and have fencing around it Planner Brown talked about the minimum standards for a parking lot in the ordinance Baker moved and Layton seconded to approve the parking plan with perpendicular parking for Grace Macdonald Park which includes 58 spaces and no trees in the middle portion. Yeas: Baker, Layton, Hintz, Lannen, LaRose-Grover, Strait, Friend Split rail fencing was discussed and it may be $5,000 or less to replace all fencing at Grace Macdonald Park. Friend will consult with Bob Burns regarding fencing. 8. New Business A Budget Planner Brown discussed the history of TART trail funding at the township and told commissioners that the board would like the Parks Commission to fund any TART trail maintenance this year. Chris Cushman with TART said that last year's cost to clear the snow was $7,640 for the 2.2 miles located in the township. Commissioners discussed the TART trail funding and decided to allot $4,000 from the 2018 budget year contract services line item. Baker explained some of the accounts and said they could be renamed. One proposal was to change "Capital Outlay Parks" to Capital Improvements" and then have each park with its own line under that umbrella. Baker will work with Clerk Courtade to rename the accounts park by park. Subgroups can be named as a project comes up and as an example, Grace Macdonald will have a parking lot line item and Arbutus 5 will have a bathroom line item. Commissioners reviewed the budget in detail and determined that a 3% increase was warranted for Board Meetings, Recording Secretary and Special Meetings. The remaining $25,000 in playground equipment was discussed and Planner Brown suggested that it could be used for the safe routes to school design and engineering. Commissioners decided to ask the Board for $40,000 for Safe Routes

8 to School. Commissioners discussed each line item in detail. The Maintenance and Repairs line item needs to be discussed with Township Board officials to determine if the Parks Commission is placing maintenance into its budget for the 2018 year. A second discussion over Capital Outlay vs. Capital Improvements with subgroups took place and Commissioners decided to try tracking the money the new way and see how it works. Bathrooms at Arbutus 5 were also discussed and commissioners debated whether a full bathroom should be constructed. A final budget will be brought to the next meeting for Commissioner approval. B. Adjustment of Meeting Dates for September, October and November Chair Friend asked to change the meeting dates for the next three months. Commissioners discussed the matter and decided to meet at 6:00pm on September , October 19th and November 21 Strait moved and Layton seconded to change meeting dates for next three months. The Parks Commission will meet on September 19th, October and November at 6:00pm. Yeas: Strait, Layton, Hintz, Baker, LaRose-Grover, Lannen, Friend 9. Public Comment None 10. Adjournment Friend moved to adjourn the meeting at 9:21pm.

9 East Bay Charter Township Park Commission 2018 Budget Meetings Cost per meeting: $782 - total stipends per regular meeting (adjusted 3% COLA) $192 - total stipends per special meeting (adjusted 3% COLA) $86 - recording secretary (20 17 average) $43- video recording (2017 average) Assumptions: 12 regular meetings with full attendance, with video and recording secretary 11 special meetings with full attendance - 7 meetings at which the individual parks are visited, no video or recording secretary - 1 budget meeting, with video and recording secretary - 3 various special meetings, as needed, with video and recording secretary Line Item Description Calculation Recommended Request Board Meeting Fees $782x12=$9,384 $9, Recording Secretary $86x16=$1376 $1, Meeting Recording $43x16=$688 $ Additional/Special Meetings $192x11 =$2,112 $2, Payroll Expenses $11,400x.0753 $858 TOTAL meeting costs requested for 2018 = $14,358 Year Actual Total Meeting Costs 2013 $6, , , ,321.45

10 Expenditures Maintenance & Repair: Operational expenses fall under the township's Building & Grounds cost center ( xxx.xxx) when they are maintenance or repair expenses incurred in the process of operating the parks. However, there are a few expenditures the Park Commission has considered requesting and funding which are infrequent in nature, yet not considered a Capital Outlay. These expenditures improve the park or recreation investment and are included in the below table outlining the 2018 request. A few items have been changed/removed from the last budget meeting upon research. They are: ~ Gen's Park beach grooming will go under Building and Grounds as this will be a regular, routine annual expense. It doesn't constitute a capital expenditure and it is not infrequent improvement as the above items are considered. ~ Pickleball Courts: o Routine, annual maintenance: Powerwashing the courts will be handled through the township in partnership with the Grace Macdonald Pickleball Association. Nets are supplied through the township as a part of the recreation structures utilized by park enthusiasts. o Infrequent Improvements which are not capitalized: Resurfacing, painting and crack repair will be budgeted as a Maintenance & Repair through the Park Commission. The northern court was done in 2016 at a cost of $5,000. It is estimated courts need to be done every 4 to 5 years, depending on the weather. Line Item Description Plans 2018 Request xxx Maintenance & Repair Replace ground cover under play $2,000 - Pine Grove park structure xxx Maintenance & Repair Resurface southern tennis $10,000 - Grace Macdonald Park courts/pickleball court xxx Maintenance & Repair Repairing current libraries $300 - Little Libraries Capital Outlay: Expenditures under this line item are investments in the township, defined differently than operational expenditures. Typically these expenditures are depreciable and >$5,000. Line Item Description Plans 2018 Re_g_uest xxx Capital Outlay Future bathroom facilities $10,000 - Arbutus No l.xxx Land Acquisition Planned savings for future land $25,000 purchases

11 Contract Services: Contracts for professional services through an agreement between the professional and the jurisdiction. Line Item Description Plans 2018 Request Arty, Engr, Grant Fees Various contract services $20, xxx.OOO Contract Services $10, xxx.OOO Contract Services - TART Winter Recreation - trail $4,000 clearing

12 East Bay Charter Township Park Commission Proposed Balance Sheet Line Item Description Capital - Grace Macdonald Park Capital -Arbutus No. 5 CaQital- Gen's Park Land Ac_quisition Little Libraries Balance Requested $83,746 {$75K + 8,746) $30,000 $21,435 $8, $ At the conclusion of2017, anticipate adding to the fund balances: $40,000 into Capital - Trails $25,000 into Land Acquisition $35,000 into Grace Macdonald or Arbutus No.5

13 2018 BUDGET WORKSHEET FOR EAST BAY TOWNSHIP- Park Commission IGL NUMBER Dept 751-PARK COMMISSION ORIGINAL AMENDED Activity thru 7/31/17 Requested Budget 2016 DESCRIPTION BOARD MEETING FEES 8, ,00 9,00 3, , RECORDING SECRETARY 1, ,50 1, , MEETING RECORDING ADDITIONAL/SPECIAL MEETINGS 1, , SUPPLIES PLAYGROUND EQUIPMENT ,00 25, MAINT & REPAIR 12, GEN'S PARK CAPITAL OUTLAY PINES PARK CAPITAL OUTLAY PARK LAND ACQUISITION 25,00 25,00 25, PARK CONSTRUCTION FUND GMP SECURITY SYSTEMS GRANT ATTORNEY/ENGINEER/GRANT FEES ,00 1,00 20, CONTRACT SERVICES 8, ,00 12,00 3, , LITTLE LIBRARY GENS PARK FUNDRAISER EXPENSES PAYROLL EXPENSES CAPITAL OUTLAY 10, CAPITAL OUTLAY PINES PARK CAPITAL OUTLAY BATHROOMS 128, ,50 37, CAPITAL OUTLAY GENS PARK 11, GRACE MACDONALD PARK IMPROVEMENTS 15,00 15,00 3, ARBUTUSLAKE#SPARK NET OF REVENUES/APPROPRIATIONS- 751-PARK COMMISSION (161, ) (128,745.00) ( 128, ) (11,838.12) 95, Park Commission

14 GLNUMBER DESCRIPTION Dept 751-PARK COMMISSION EXPENSES BOARD MEETING FEES RECORDING SECRETARY MEETING RECORDING ADDITIONAL/SPECIAL MEETINGS SUPPLIES PLAYGROUND EQUIPMENT 101-7S MAINT & REPAIR GEN'S PARK CAPITAL OUTLAY PINES PARK CAPITAL OUTLAY PARK LAND ACQUISITION PARK CONSTRUCTION FUND GMP SECURITY SYSTEMS GRANT ATIORNEY/ENGINEER/GRANT FEES CONTRACT SERVICES UTILE LIBRARY GENS PARK FUNDRAISER EXPENSES PAYROLL EXPENSES CAPITAL OUTLAY CAPITAL OUTLAY PINES PARK CAPITAL OUTLAY BATHROOMS CAPITAL OUTLAY GENS PARK GRACE MACDONALD PARK IMPROVEMENTS ARBUTUS LAKE #5 PARK NET OF REVENUES/APPROPRIATIONS- 751-PARK COMMISSION 2015 ORIGINAL 2017 AMENDED 2017 Activity thru 7/31/17 1 Requested Budget , , , , , , , , ,98 1, , , , , , , , ,00 1, ,00 25,00 1,00 12, ,00 1, ,00 25,00 1,00 12, , , ,40 1, ,00 12,00 25,00 20,00 14, ,00 4, , ,50 37, , , ,00 15,00 3, ,6.sss.93i ii1.333.o3i i i ~95~i-o6~49i (i-6i~ i iii-s:7 ;is~ooi ~12S:745~ooi ~1i~ii3ii~i2> g-s:&s-8~oo--

15 2018 BUDGET WORKSHEET FOR EAST BAY TOWNSHIP- Park Commission GLNUMBER DESCRIPTION ATIORNEY/ENGINEER/GRANT FEES CONTRACT SERVICES 2, , , , , ORIGINAL AMENDED Activity thru 7/31/17 Requested Budget ,00 1,00 12,00 12,00 3,564.88

16 Vendor Activity for Vendor Code 'S-2008' - SURE SEAl Start Post Date: 08/ 16/2010 ~ End Post Date: 08/16/2017 ~ [ View R~rt ~ I Reference # II Invoice b Number of Invoices: 1 Total Invoices Amcult: 500 I CheckDate GEN /12/2016 l ~t! CheckType 500 Paper Check 1099 I Desaiption No Number of Checks: 1 Total Checks Amount: 500 I -- close J