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HomeMy WebLinkAboutMinutes - 1988.04.22 - 38823OAKLAND COUNTY PARKS AND RECREATION COMMISSION RETREAT April 22 - 23, 1988 The retreat was called to order at 3:17 p.m. on Friday, April 22, 1988, by Vice Chairman Jean Fox in the Michigan Room of the St. Clair Inn. COMMISSION MEMBERS PRESENT: Vice Chairman Jean Fox, Secretary Pecky Lewis, Jr., George Kuhn, Richard Kuhn, Jr., Thomas Law, Ralph Nelson, John Olsen, Richard Vogt COMMISSION MEMBERS ABSENT: Chairman Lewis Wint, Daniel Murphy ALSO PRESENT: Parks and Recreation Joseph P. Ford Facilitating Serv. Private Citizen 1988 PARKS UPDATE: Ralph Richard, Manager Jon J. Kipke, Assistant Manager Mike Thibodeau, Chief of Golf Janet Pung, Public Communications Officer Chuck Ross, Chief, Administran-t-ve Services Daniel Stencil, Chief of Par`.s Joseph Figa, Chief, Design and Development Joe Ford, Facilitator Doris Kuhn Manager Richard reported on the current status of the Parks, noting the following statistics: -- Over 14 million people have visited the Parks since 1973 -- A net worth of approximately $32,700,000 as of December 31, 1987 -- A growth in millage revenues from $736,000 in 1968 to over $4,259,000 in 1987 Jan Pung showed the current general slide presentation. Commissioners noted that a comment should be added into the program about providing facilities for the handicapped at Orion Oaks. PARKS PHILOSOPHY: It was noted that the general Parks philosophy has been to fill the void in what the local recreation departments are not providing, such as waterparks and large day use parks. Discussion followed on the question of duplication of facilities, such as golf courses, and in the area of programming. Commissioner Olsen requested a finer definition of the philosophy. Mr. Ford suggested the following as a "mission statement" for the Commission: 3-la (Commission Retreat, April 22 - 23, 1988) The Parks Commission is providing those kinds of activities which will gather together people from different communities rather than providing a facility that will be used by a community; providing facilities of a magnitude that the local recreation departments cannot provide. Commissioner R. Kuhn questioned where the line is drawn when talking about pur- chasing additional facilities competing with private industries. Jon Kipke re- sponded by noting that there is constant re-evaluation on that point. You begin a facility, private industry jumps in so we get out, they drop out and we get back in once again to fill the void. Commission directed staff to review the goals adopted last year in the recreation master plan and prepare a mission statement that will clarify but not restrict the Commission's purpose, to be presented for approval within 90 days. MASTER PLANS AND PHILOSOPHIES: Joe Figa reviewed the master plans for Addison Oaks, Groveland Oaks, Independence Oaks, Springfield Oaks and Waterford Oaks, noting for each park what has and has not been done in accordance with the plan. He also noted that most of the plans are ten years old or more and need to be revised. Staff recommended that the master plans be reviewed to reflect what has been done over the last ten years, plus include future direction. Commissioner Olsen noted that the Commission should set some priorities for the Commission's next retreat to have this as an agenda item. Possibly superimpose any additions or modifications onto the current master plans to reflect each park's current status. Commission directed staff to begin scheduling regular Commission meetings twice a month in order to afford the Commission more time to address these issues -- establish a base point upon which to proceed with the plans. PURCHASE MORE COUNTY LAND: Commissioner Olsen inquired about staff's basis or criteria upon which they base their evaluation of property. Commission concurred that acquiring recreational facilities is a major goal -- preserving green space -- if it can be managed financially without risk to the Commission's present facilities. Commissioner Fox noted that the Commission should be directing their search towards the southwest corner of the County first, including Rose Township. Criteria for the purchase of additional land was noted as follows: 1. Land availability 2. No plans for use by other agencies 3. Early purchase -- value for our money 4. Add on to existing parks 5. Dense population areas 6. Use vs. acquire more land; development should be equal to acquisitions 3-2a (Commission Retreat, April 22 - 23, 1988) 7. Financial cost 8. Produce revenue Discussion followed on setting priorities, serving the populated areas, size of parcels, and development vs. acquisition. Staff cautioned against purchasing parcels too small to use and against purchasing so much land that the Commission becomes "land poor." Staff also suggested allo- cating a greater amount of money into the Commission's "Future Acquisitions and Development" fund. Long term and/or short term action plans: 1. Bank some money 2. Should meet instant needs, such as golf courses and waterparks 3. Get the rights of first refusal on parcels adjacent to existing parks -- incognito 4. Creative acquisitions -- Example: Check with the State to see if they are willing to sell some land 5. Direct Corporation Counsel to seek out what is available in the southwest portion of the county FIVE-YEAR EXPENDITURES AND REVENUES: Mr. Ross presented actual budget figures for the Parks System for the year 1988 and projection figures through 1992. Parks: Commissioner Lewis suggested Commission consideration of increasing all of the entrance fees at Independence Oaks by $1 to help close the widening gap between expenses and revenues at the park. Discussion followed on the philosophy of oeprating parks on a "break-even" basis vs. providing parks and recreation facilities close to home at a deficit. Commission suggested there should be a standard of how much "subsidy" from the millage the Commission will allow for the operation of a park. Golf Courses: Mike Thibodeau reviewed league policy for the golf courses, noting the leagues have provided a guaranteed income for the parks system. Commissioner Law questioned the possibility of having a policy that would establish a balance between the leagues and open playing time. Staff concurred that the program could be re-evaluated, including considering the possibility of charging the leagues a premium for their guaranteed times. Commissioner Law noted that the constant play at all of the golf courses emphasizes the need for another golf facility. 3-3a (Commission Retreat, April 22 - 23, 1988) Concessionaire: Staff noted that the revenue percentages of the Commission's contract with Oak Management expires at the end of 1988; negotiations for the new percentages will begin later this year. Commission directed staff to do an in-depth study on the revenues received from Oak Management and to negotiate for the new percentages on a short-term basis. Staff noted that a rent summary on Oak Management will soon be presented at a regular Commission meeting. Fees and Charges: In all aspects, the #1 goal of the fees structure is to promote the continued financial stability of the Oakland County Parks and Recreation Commission. Golf Course Annual Greens Fees Program: Mike Thibodeau reviewed the annual greens fees program, noting it is due to expire at the end of the 1988 golf season. He mentioned that, out of the approximately 100 members at the time the program was "grandfathered" in December, 1983, there are approximately 30 remaining. Some of those annual members have mentioned plans to approach the Commission at budget time for their consideration to renew this policy. It was suggested that staff send a letter to those current members reminding them of the Commission's decision to end this program and that this is the last year it will be in effect. Discussion followed on the merits of sending the members a "reminder" letter which could be construed as an "invitation" to approach the Commission for an extension or renewal of this program. Commission concurred not to consider renewing or extending this policy. MILLAGE: The Commission's current millage expires in 1991. Staff is considering requesting approval from the Oakland County Board of Commissioners for a 10-year renewal rather than a 5-year, to be placed on the August primary ballot in 1990. Staff is also considering the possibility of requesting a 10-year 1/4 mil for capital development and acquisition only. Discussion on the advantages and disadvantages of seeking a 10-year millage as follows: Advantages: 1. Not having to do it twice 2. Will support our current investments 3. Makes long-range planning possible 4. Save campaign costs, including staff time 3-4a (Commission Retreat, April 22 - 23, 1988) Disadvantages: 1. Question of accountability to the voters --the 5-year provides an estab- lished accountability to the taxpayers 2. Explaining why we are requesting the change Commissioner Nelson remarked that the timing for this millage will be a big factor in whether or not it passes, especially if it is placed on the ballot against another millage issue. The first issue, however, will be receiving approval from the Oakland County Board of Commissioners for the 10-year renewal. Staff and Commission will have to work at seeking the Board's approval for the extra 5 years. Commission suggested to wait until the time is near, then decide statistically if the 10 year is what we want to do; if the conditions are right, go for it. Ralph Richard suggested, however, to begin now in seeking approval from the Board of Commissioners. Commissioner Law noted that we must ensure that the millage is perceived as a continuation, not an increase. Jon Kipke suggested that, rather than jeopardize both the regular 1/4 millage renewal and the proposed 1/4 millage for capital development and acquisition at the same time, seek renewal of the regular millage, wait for a year or so, then seek approval for the capital development millage. Commissioner Olsen questioned whether or not there was a consensus of the Com- mission to seek the 10-year renewal rather than the 5-year; all but Commissioner R. Kuhn were in favor of the 10-year renewal, if it's feasible. Staff was directed to work towards a 10-year renewal; then just before time to commit ourselves to a direction, the Commission will review the economic situation and decide on whether to try for a 5 or 10-year renewal. The Commission concurred to let staff explore further the possibility of a millage for development and acquisition and bring it back to the Commission for discussion at a future meeting. MARKETING: Jan Pung described marketing as including the following elements: Selling, adver- tising, research, public information, customer relations and customer service. Commissioner Vogt remarked that the budget for marketing is insufficient; many people still do not know about the Oakland County Parks. Need to spend more and effectively to make those parks known. Commissioner Nelson cautioned against creating a need and then trying to fill that demand; should be working towards getting people into the under-utilized facilities. Commissioner Law questioned the basis or criteria on which we base our success; Jan noted that there is no direct measure, but can measure it by an increase in revenues, number of visitors, and awareness. 3-5a (Commission Retreat, April 22 - 23, 1988) The Parks' name recognition was stressed as an important goal, especially with staff gearing up for the millage renewal. Commissioner Fox suggested something short and catchy, such as the "Oaks" in the Parks' names. Staff will present a study at 1989 budget review time that will show the kinds of projects we will be involved in, what we perceive our needs will be, and our priorities. Commission concurred to increase the marketing budget for the parks other than the waterparks and golf courses; an increase of $20,000 was mentioned for con- sideration. Jan was also assured of Commission consideration throughout the year if funding for special projects was needed. Commissioner R. Kuhn commended Jan and her staff for her innovative marketing methods. Jan also gave special thanks to Baker, Abbs, Cunningham & Klepinger for all their help. SUMMARY: Commission concurred that the retreat has been very productive. Manager Richard thanked the Commission for taking the extra time to attend and giving staff directions to take on the issues covered. Retreat adjourned at 3:10 p.m., Saturday, April 23, 1988. Pecky D. Lewis, Jr. Secretary �ell- Karen Smith Recording Secretary 3 - 6 a