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HomeMy WebLinkAboutMinutes - 1995.01.18 - 38980OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING January 18, 1995 The meeting was called to order at 9:18 a.m. by Chairman Pecky D. Lewis, Jr. in the commission room of the Parks and Recreation Commission's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Jean Fox, Secretary Richard D. Kuhn, Jr., George Kuhn, Thomas Law, Kay Schmid, Richard Skarritt, Richard Vogt COMMISSION MEMBERS ABSENT: Ruth Johnson, L. Brooks Patterson ALSO PRESENT: Parks and Recreation Central Services Purchasing APPROVAL OF MINUTES: Ralph Richard, Manager Jon Kipke, Assistant Manager Daniel Stencil, Chief of Parks Susan Wells Delridge, Chief of Recreation Frank Trionfi, Chief, Admin. Services Sheila Cox, Accountant IV Jan Pung, Public Comm. Officer Joe Figa, Chief of Design/Development Kathleen Dougherty, Park Naturalist Linda Baker, Secretary Dave VanderVeen, Director Joseph Hylla, Manager Moved by Mrs. Fox, supported by Mr. R . Kuhn to approve the minutes of the meeting of January 4, 1995, as written. AYES: Fox, R. Kuhn, Lewis, Schmid, Skarritt, Vogt (6) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: There were no questions asked, nor comments made, by the public. APPROVAL OF PAYMENTS: Moved by Mr. R . Kuhn, supported by Mrs. Fox to approve the payment of Vouchers 12-259 through 12-428; the Interdepartmental Payment Register for the November charges paid in December; the Transfer Voucher Register for the 4th Quarter charges; and the Oak Management Credits for the 4th Quarter. ROLL CALL VOTE: 3 - 1 (Commission Meeting, January 18, 1995) AYES: Fox, R. Kuhn, Law, Lewis, Schmid, Skarritt, Vogt (7) NAYS: (0) A sufficient majority having voted, the motion carried. STATEMENT OF OPERATIONS: The Statement of Operations for the month ending November 30, 1994, was accepted as filed. ACTIVITIES REPORT: The Activities Report for December, 1994, was accepted as filed. GOLF SHIRTS - ADMINISTRATION: Moved by Mr. Skarritt, supported by Mrs. Schmid to award the bid for the purchase of 73 dozen light blue, seasonal staff shirts and 18 dozen green, full-time staff shirts to the low bidder, Allgraphics, in the amount of $10, 096.80. AYES: Fox, R. Kuhn, Law, Lewis, Schmid, Skarritt, Vogt (7) NAYS: (0) Motion carried on a voice vote. GYPSY MOTH SUPPRESSION PROGRAM CONTRACT: Staff presented the proposed 1995 Gypsy Moth Suppression Program Participation Agreement. Based on the field work performed by the Nature Center staff, the following recommendations were made: Spray 70 acres of parkland in the southwest portion of Independence Oaks. Do not include Orion oaks in the spray program this year. Continue monitoring and annual field review. Commissioner Skarritt suggested staff include Gypsy Moth traps in the parks as an additional monitoring method. Commission expressed concerns over the recommendation to not include Orion Oaks in the spray program this year and requested Carol Lenchek attend the February 8 Commission meeting to answer their concerns. Moved by Mr. Skarritt, supported by Mr. R. Kuhn to enter into the 1995 Oakland County Gypsy Moth Suppression Program to spray 70 acres of parkland in the southwest corner of Independence oaks and to request Oakland County Purchasing include an optional bid for the spraying of 23 acres of parkland at Orion Oaks. AYES: Fox, G . Kuhn, R. Kuhn, Law, Lewis, Schmid, Skarritt, Vogt (8 ) 3 - 2 (Commission Meeting, January 18, 1995) NAYS: (0) Motion carried on a voice vote. AGRICULTURAL LEASES: Staff requested Commission approval of four agricultural leases for Lyon Oaks, Springfield Oaks, and Addison Oaks. These leases, which have been reviewed by Corporation Counsel and Risk Management, are renewable annually, with rates set based upon market standards and farming demands. Commissioner Skarritt requested staff include in the leases some kind of property description, or a map, of the land being farmed. He also suggested the word "crops" be used in the paragraph of term #3. Moved by Mrs. Fox, supported by Mr. Law to approve four agricultural leases for 1995 as follows: Pat Bell for 188 acres at Addison Oaks; Paul Elkow for 155 acres at Lyon Oaks; Robert Brock for 100 acres at Lyon Oaks; and John Cybulski for 30 acres at Springfield Oaks. ROLL CALL VOTE: AYES: R. Kuhn, Law, Lewis, Schmid, Skarritt, Vogt, Fox, G. Kuhn (8) NAYS: (0) A sufficient majority having voted, the motion carried. ANTICIPATED CHANGE IN FISCAL YEAR: Staff has been notified that the county is considering changing their fiscal year from January 1 through December 31 to September 1 through August 31 in keeping with the State of Michigan's fiscal year. After reviewing the ramifications of the change, staff recommended the Parks Commission adopt a position to maintain our current fiscal year of January 1 through December 31. Moved by Mr. Law, supported by Mrs. Fox to adopt the following resolution in support of the Parks Commission maintaining its current fascal year of January 1 through December 31: WHEREAS, Oakland County Parks and Recreation Commission staff has been notified that the county is considering changing their fiscal year from January 1 through December 31 to October 1 through September 30 in keeping with the State of Michigan's fiscal year; and WHEREAS, the fiscal year of October 1 through September 30 would end before the Parks' main season ends, disrupting accounting and budgeting operations; and WHEREAS, the fiscal year of October 1 through September 30 would end during the busiest park activity time, requiring that the next year's budget process be started as the parks are opening and be completed by the middle of summer, the busiest time of operation; and 3 - 3 (Commission Meeting, January 18, 1995) WHEREAS, park supervisors would have to be pulled from opening their facilities to preparing their budgets for the next year. In addition, supervisors would not have current year data to project their revenues and expenditures; and WHEREAS, budget activities for the accounting staff would directly coincide with the opening of the parks, at the time accounting activity level is at its highest; and WHEREAS, at the time the County would be conducting their year-end closing, which requires the Parks accounting staff to devote almost all their attention to this matter, the Parks system is at its heaviest demand period for accounting staff; and WHEREAS, in conjunction with year-end closing, Janz & Knight, our auditors, would also be requiring the attention of our accounting staff during the busiest operations period; and WHEREAS, in completing the closing process, staff will be required to stop spending at the end of June, as opposed to the current end -of -November time frame. NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation Commission supports maintaining our current fiscal year of January 1 through December 31. ROLL CALL VOTE: AYES: R. Kuhn, Law, Lewis, Schmid, Skarritt, Vogt, Fox, G. Kuhn (8) NAYS: (0) A sufficient majority having voted, the motion carried. 1995 OPERATING BUDGET ADJUSTMENT: Staff requested Commission approval to adjust the 1995 Operating Budget to reflect the 4% salary increase for full-time employees and a 5 to 10% increase for part-time employees approved by the Board of Commissioners on December 8, 1994. Staff recommended transferring $100, 000 from the 1994 Operating Equipment Budget surplus to Contingency, bringing the line item amount to $600, 000; plus the transfer of $408,898 from Contingency to be dispersed among the budget centers, leaving a balance in Contingency of $191,102 . Moved by Mr. G. Kuhn, supported by Mr. Vogt to approve the adjust- ment to the Oakland County Parks and Recreation Commission's 1995 Operating Budget by transferring $100,000 from the 1994 Operating Equipment Budget surplus to Contingency, bringing the line item amount to $600, 000; plus the transfer of $408, 898 from Contingency to be dispersed among the budget centers, leaving a balance in Con- tingency of $191,102. AYES: Fox, G. Kuhn, R. Kuhn, Law, Lewis, Schmid, Skarritt, Vogt (8) NAYS: (0) 3 - 4 ( Commission Meeting, January 18, 1995 ) Motion carried on a voice vote. INDEPENDENCE OAKS NATURE CENTER ADDITION: Moved by Mr. R. Kuhn, supported by Mr. Law to approve the expenditure of $8, 000 to Bada Engineering for the mechanical and electrical engineering drawings for the Independence Oaks Nature Center addition. AYES: Fox, G. Kuhn, R. Kuhn, Law, Lewis, Schmid, Skarritt, Vogt (8) NAYS: (0) Motion carried on a voice vote. GLEN OAKS RENOVATION: Manager Richard updated the Commission on the status of the proposed renovation and necessary repairs at Glen Oaks. Discussion followed, after which Commissioners Schmid and R. Kuhn noted the Commission will be facing a philosophical decision not on having banquet facilities, because we already have them, but rather on how much we want to grow/expand those facilities. Staff will invite the park's neighbors, commissioners, and other interested parties to a meeting to discuss the proposed renovation. Also, staff will meet with Oak Management to discuss possible alternate plans for the expansion of the banquet room. MANAGER'S REPORT: In addition to the Manager's Report filed in the agenda, the following was noted: ---The board members of the Oakland Parks Foundation will be invited to the next Commission meeting to be recognized for their efforts on behalf of the Foundation and the Commission. ---The appraisal for the Carpenter Lake property in Southfield will be ready for Commission review at the next meeting. Commission discussed the correspondence received from the Southfield City Administrator regarding this parcel and its implications on the Parks Commission's decision on acquisition. ---Vice Chairman Fox expressed her concerns over the Greening Road paving project proposed adjacent to Glen Oaks. The next Commission meeting is scheduled for 9 a.m. on Wednesday, February 8, 1995. The meeting was adjourned at 11:15 a.m. 40. e,44,�,r )I Richard D. Kuhn, Jr. Secretary Karen Smith Recording Secretary 3 - 5