(Sept. 1, 2016) The bulk of a special Ocean Pines Association Board of Directors session last Friday dealt with a series of project updates requested during the Aug. 22 organizational meeting.
Specifically, several of the new directors had asked then-General Manager Bob Thompson to clarify where the association was with its improvements at the Manklin Meadows Racquet Sports Complex, the country club and new or renovated bathrooms at White Horse Park and the beach club.
Thompson’s contract was terminated during a closed session on Friday, following the open portion of the meeting. Director Brett Hill was appointed as interim general manager.
Facilities Manager Jerry Aveta spoke about Manklin Meadows and how the association had discussed improvements that included new courts and a repaired playground.
“Glad to be here. I’d rather do this than go home on weekends,” Aveta said, referring to the 4:30 p.m. start time of the meeting.
Aveta said the complex has four platform tennis courts, several tennis courts, a playground and a parking lot. He added that the racquet sports advisory committee and other related groups were consulted on the projects.
“We gathered from them their input as far as what would they like to see in terms of expanding the capabilities at the center,” he said. Four concepts were originally developed.
The final design, approved by the board, included two phases of work. The first phase added four new pickle ball courts and two platform tennis courts, and the second phase added four additional pickle ball courts, for a total of eight, as well as “future platform tennis courts,” Aveta said.
Aveta said Ocean Pines contacted 30 contractors, but only received one bid. He and officials from public works and recreation and parks had come up with a project estimate based partially on “a contract estimate we had based on a builder that’s in Ohio that’s done work for us in the past.” In-house estimates were also used, he said.
According to information presented during previous board meetings, that estimate was about $250,000, while the lone bid was close to $750,000.
“We didn’t anticipate the complexity of the electrical design,” Aveta said, explaining the disparity in the estimate and the bid. He added that OPA officials had believed an existing electrical hookup could accommodate expanded lighting for the new courts.
“The run was too far, so we actually had to bring primary power into the middle of the project and extend it out,” he said. “That was a cost we were not counting on.”
Stormwater mitigation required by the county also drove costs higher, he said.
“The lesson learned from that is we should have done more hardcore engineering analysis right upfront, involved electrical engineers [and] involved structural engineers to actually give us a hardcore estimate before we went into budget process. That’s something we did not do,” Aveta said.
On March 24, Thompson proposed a “restructured phase approach,” Aveta said. That was then deferred to a special meeting on March 29, when Thompson pitched an alternate phase one plan at a cost of $150,000.
Aveta said the association had sought to explore ways to save money related to the ballooning stormwater fees, which included redesigned stormwater retention pools. When that did not work, raised platform tennis courts were explored that, in theory, would not require stormwater mitigation. That approach, however, did not work either, since it didn’t change the impervious surface area and therefore did not lower costs.
“After [those] two efforts, we came to the conclusion [that] the design that we have is the only acceptable design for the current project configuration,” Aveta said.
The new phase one, approved by a previous board vote, included an “expansion and resurfacing of the parking lot” and “repair and relocation associated with playground and community gardens” and “constructing fencing,” Aveta said. No courts were included in that phase of work.
Thompson attempted to clarify that the new first phase only addressed the “playground side” of the complex, which includes the playground and community gardens on the right-hand side when entering the complex.
He said new uprights for playground equipment were approved and “sitting in public works,” and that the old equipment had been damaged because that area was “so soft and soggy.”
Before installing it, he wanted to improve drainage in the area so the new equipment would not be similarly damaged.
“The uprights have always been bought and we’re waiting to install them, but we need the earthwork accomplished so the stormwater works appropriately before we do uprights for the playground,” Thompson said, adding that that work would be done in-house. That had not begun, he said, because the county had not yet approved the project.
Once county permits are awarded, Ocean Pines was “ready to do the work,” Thompson said.
“I can’t give you a timeframe until we get final approval from the county,” he said, adding that bid requests would then be sent out for the earthwork and bio-retention ponds.
Hill said there were also estimates in place to convert some of the existing tennis courts into either pickle ball or platform tennis courts, and that the pricing was low enough to not require board approval.
Thompson said the asphalt work related to that only received one bid. “We don’t operate on one bid,” he said, adding that projects costing more than $5,000 required three or more bids. He hoped to tie that into a larger road-paving project in order to save money, provided a contractor would agree. Bids for that were due Sept. 1.
On the beach club bathrooms in Ocean City, Thompson said the association pursued bids to either renovate the current facilities or build new “standalone” bathrooms. He said three bids came back, including one for renovation and two for standalone structures.
He said the next step was to meet with Ocean City and Worcester County officials to verify their requirements for construction. Following that, Thompson said he would meet with the three bidders again, finish leveling the bids, and present that to the board. He did not give a timeline.
“The bids were not that far apart, interestingly enough, but the approaches were very different,” Thompson said. “That’s why we wanted to take that next step before we publicize it.”
Thompson said Becker Morgan Group in Salisbury was updating a 2011 engineering study of the country club, which was requested by the board. He said that included a facility inspection, a study of utility usage, mechanical recommendations and an executive summary. He said the building was also being evaluated in terms of bringing it up to current codes.
“The goal is to have the final [report] by Sept. 2,” he said. “Then we’ll have to decide what our next steps will be.”
As for the new White Horse Park bathrooms, Thompson said initial costs did not include tie-ins for county water and Choptank electric, as well as drafting, engineering and permits. That apparently increased a $60,000 contract with Beach Construction Co. to $86,000. When the board approved the project a 15 percent contingency fee was added, bringing the total to $98,900.
Thompson said another bathroom, in addition to male and female rooms, was also added to the project.
“If you all follow the national news and all the what type of bathrooms do you have [debate], in lieu of having a male and a female — I’m not making that call and I’m not going to fight that out — we added another door with a ‘family’ bathroom,” he said. “If you don’t know what you are, just go to the family bathroom. I don’t mean any disrespect, but I just didn’t want us to have any issue.”
He said $145,000 had been budgeted for the project, and estimated Ocean Pines would spend about $112,000 to complete it, including all necessary additions. The association is under contract with Beach Construction Co.
Specifically, several of the new directors had asked then-General Manager Bob Thompson to clarify where the association was with its improvements at the Manklin Meadows Racquet Sports Complex, the country club and new or renovated bathrooms at White Horse Park and the beach club.
Thompson’s contract was terminated during a closed session on Friday, following the open portion of the meeting. Director Brett Hill was appointed as interim general manager.
Facilities Manager Jerry Aveta spoke about Manklin Meadows and how the association had discussed improvements that included new courts and a repaired playground.
“Glad to be here. I’d rather do this than go home on weekends,” Aveta said, referring to the 4:30 p.m. start time of the meeting.
Aveta said the complex has four platform tennis courts, several tennis courts, a playground and a parking lot. He added that the racquet sports advisory committee and other related groups were consulted on the projects.
“We gathered from them their input as far as what would they like to see in terms of expanding the capabilities at the center,” he said. Four concepts were originally developed.
The final design, approved by the board, included two phases of work. The first phase added four new pickle ball courts and two platform tennis courts, and the second phase added four additional pickle ball courts, for a total of eight, as well as “future platform tennis courts,” Aveta said.
Aveta said Ocean Pines contacted 30 contractors, but only received one bid. He and officials from public works and recreation and parks had come up with a project estimate based partially on “a contract estimate we had based on a builder that’s in Ohio that’s done work for us in the past.” In-house estimates were also used, he said.
According to information presented during previous board meetings, that estimate was about $250,000, while the lone bid was close to $750,000.
“We didn’t anticipate the complexity of the electrical design,” Aveta said, explaining the disparity in the estimate and the bid. He added that OPA officials had believed an existing electrical hookup could accommodate expanded lighting for the new courts.
“The run was too far, so we actually had to bring primary power into the middle of the project and extend it out,” he said. “That was a cost we were not counting on.”
Stormwater mitigation required by the county also drove costs higher, he said.
“The lesson learned from that is we should have done more hardcore engineering analysis right upfront, involved electrical engineers [and] involved structural engineers to actually give us a hardcore estimate before we went into budget process. That’s something we did not do,” Aveta said.
On March 24, Thompson proposed a “restructured phase approach,” Aveta said. That was then deferred to a special meeting on March 29, when Thompson pitched an alternate phase one plan at a cost of $150,000.
Aveta said the association had sought to explore ways to save money related to the ballooning stormwater fees, which included redesigned stormwater retention pools. When that did not work, raised platform tennis courts were explored that, in theory, would not require stormwater mitigation. That approach, however, did not work either, since it didn’t change the impervious surface area and therefore did not lower costs.
“After [those] two efforts, we came to the conclusion [that] the design that we have is the only acceptable design for the current project configuration,” Aveta said.
The new phase one, approved by a previous board vote, included an “expansion and resurfacing of the parking lot” and “repair and relocation associated with playground and community gardens” and “constructing fencing,” Aveta said. No courts were included in that phase of work.
Thompson attempted to clarify that the new first phase only addressed the “playground side” of the complex, which includes the playground and community gardens on the right-hand side when entering the complex.
He said new uprights for playground equipment were approved and “sitting in public works,” and that the old equipment had been damaged because that area was “so soft and soggy.”
Before installing it, he wanted to improve drainage in the area so the new equipment would not be similarly damaged.
“The uprights have always been bought and we’re waiting to install them, but we need the earthwork accomplished so the stormwater works appropriately before we do uprights for the playground,” Thompson said, adding that that work would be done in-house. That had not begun, he said, because the county had not yet approved the project.
Once county permits are awarded, Ocean Pines was “ready to do the work,” Thompson said.
“I can’t give you a timeframe until we get final approval from the county,” he said, adding that bid requests would then be sent out for the earthwork and bio-retention ponds.
Hill said there were also estimates in place to convert some of the existing tennis courts into either pickle ball or platform tennis courts, and that the pricing was low enough to not require board approval.
Thompson said the asphalt work related to that only received one bid. “We don’t operate on one bid,” he said, adding that projects costing more than $5,000 required three or more bids. He hoped to tie that into a larger road-paving project in order to save money, provided a contractor would agree. Bids for that were due Sept. 1.
On the beach club bathrooms in Ocean City, Thompson said the association pursued bids to either renovate the current facilities or build new “standalone” bathrooms. He said three bids came back, including one for renovation and two for standalone structures.
He said the next step was to meet with Ocean City and Worcester County officials to verify their requirements for construction. Following that, Thompson said he would meet with the three bidders again, finish leveling the bids, and present that to the board. He did not give a timeline.
“The bids were not that far apart, interestingly enough, but the approaches were very different,” Thompson said. “That’s why we wanted to take that next step before we publicize it.”
Thompson said Becker Morgan Group in Salisbury was updating a 2011 engineering study of the country club, which was requested by the board. He said that included a facility inspection, a study of utility usage, mechanical recommendations and an executive summary. He said the building was also being evaluated in terms of bringing it up to current codes.
“The goal is to have the final [report] by Sept. 2,” he said. “Then we’ll have to decide what our next steps will be.”
As for the new White Horse Park bathrooms, Thompson said initial costs did not include tie-ins for county water and Choptank electric, as well as drafting, engineering and permits. That apparently increased a $60,000 contract with Beach Construction Co. to $86,000. When the board approved the project a 15 percent contingency fee was added, bringing the total to $98,900.
Thompson said another bathroom, in addition to male and female rooms, was also added to the project.
“If you all follow the national news and all the what type of bathrooms do you have [debate], in lieu of having a male and a female — I’m not making that call and I’m not going to fight that out — we added another door with a ‘family’ bathroom,” he said. “If you don’t know what you are, just go to the family bathroom. I don’t mean any disrespect, but I just didn’t want us to have any issue.”
He said $145,000 had been budgeted for the project, and estimated Ocean Pines would spend about $112,000 to complete it, including all necessary additions. The association is under contract with Beach Construction Co.