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Home My WebLink AboutMinutes - 1996.04.19 - 38993OAKLAND COUNTY PARKS AND RECREATION COMMISSION RETREAT April 19. 1996 The retreat was called to order at 9:12 a.m. by Chairman Pecky D. Lewis, Jr. in the Garden Room of the Addison Oaks Conference Center. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Ruth Johnson, Secretary Richard D. Kuhn, Jr., Nancy McConnell, Lawrence Pernick, Kay Schmid, Richard Skarritt COMMISSION MEMBERS ABSENT: George Kuhn, Rudy Lozano, L. Brooks Patterson ALSO PRESENT: Parks and Recreation Ralph Richard, Manager Jon J. Kipke, Assistant Manager Frank Trionfi, Chief, Admin. Services Dan Stencil, Chief of Parks Mike Thibodeau, Chief of Golf Joseph Figa, Chief of Design and Development Sue Delridge, Chief of Recreation Central Services David VanderVeen, Director Business As Usual ... Isn't: Manager Richard reviewed staffs current practices, along with future concerns. Commissioner Pernick suggested staff gather information from other park systems on personnel merit raises; ie, criteria, goals and objectives, etc., rather than across-the-board raises as is done now; possibly develop a model for this program. Staff will contact the Oakland County Personnel Division, informing them this idea came out of the retreat, suggesting we try a model of this "performance -based" merit raise system in order to see what the potential is and to try it for awhile. Financial Review: Chief of Administrative Services Frank Trionfi reviewed information provided on the 1995 revenue and expenditure percentages, plus attendance percentages, for the various budget centers; the 1996 Capital Improvement Projects Budget as of February 29, 1996; and the Actual and Projected Millage Revenue Summary for the years 1990 through 2011 for the .25 mill. For the next millage renewal, one of the options staff will be requesting for Commission consideration will be an increase in the millage to a rate of .375; therefore, Mr. Trionfi also reviewed a Projected Millage Revenue Summary at the increased rate of .375. Commission suggested staff invite Bob Vandermark from Equalization to a future Commission meeting to explain how some of the figures presented in the millage summaries were projected. Commission also expressed an interest in projected population movement/forecast and land uses. Bid Items: Staff reviewed a list of bid items approved by the Commission in 1995 ranging from $5,000 to $9,999 and from $10,000 to $19,999. 3-1 (Commission Retreat, April 19, 1996) Staff requested Commission consideration to amend the Commission By -Laws pertaining to the approval of bid items raising the limit of purchases from $5,000 to $10,000. Staff cited the time savings realized with this action and noted that special circumstances, such as single -source bids and those other than low bidders, would still be brought before the Commission. Discussion followed, in which it was noted that, throughout the County, once a budget is approved no additional approval is necessary. Also, raising the limit would allow additional time for the Commission to address weightier issues. Consensus of the Commission was to leave the purchase limit at its present level of $5,000. Sole Bid Review: Staff noted that there are specific pieces of equipment requested that will result in a single -source bid, but explanations will be provided for each instance. However, for those unexpected single bids, staff has been working with Purchasing to determine the reasons for this happening. Commissioners reiterated their displeasure over the single bids, noting they are unable to determine whether or not a purchase is a good price with only a single bid. Commission will continue to monitor these purchases for another six months to one year for possible action at that time; requested staff contact Purchasing to let them know the Parks Commission looks dimly on receiving only one bid for purchases and may not consider them for approval much longer. S.W.O.T.: Chief of Design and Development Joe Figa led the Commission and staff through a planning session to review the Commission's strengths, weaknesses, opportunities, and threats (S.W.O.T.). Information from this discussion will become part of the Commission's upcoming update of the Recreation Master Plan. Future Items: ---Addison Oaks Camping: The Michigan Department of Environmental Quality has informed staff that we need an additional restroom/shower for the campgrounds at Addison Oaks. Our current status is 30 - 40 sites more than our existing restroom facility should be accommodating. The DEQ will allow us to open this year at our current level of operations if the Commission will commit to building another restroom/shower facility by the 1998 camping season. Staff is also considering a proposal to build an additional 50 campsites for additional revenue. Staff will provide revenue/expenditure projections when the presentation is made at a regular meeting, plus a proposal for approval to build additional four -camper cabins, a little larger than the current cabins. ---Golf 2000: Manager Richard noted that a developer would like to address the Commission with a proposal for a golf course at Orion Oaks. Although the Commission has no plans for a course at Orion Oaks, they directed staff to invite the developer to the May 22 Commission meeting with a '/2-hour time limit for his presentation and questions. Commissioner Skarritt requested staff investigate how many companies are in the business of developing and operating a course for another entity and have that information available at the May 22 meeting, also. 3-2 (Commission Retreat, April 19, 1996) ---HCMA Update: Chairman Lewis, Vice Chairman Johnson, and Manager Richard met with the staff and commission of the Huron -Clinton Metropolitan Authority regarding their proposal plans for the Indian Springs waterpark. Their plans will not change and are still on the same level as Waterford's; hope to be able to work with them on a joint promotional program, plus working to keep the rates similar between the two parks. ---Department Evaluation: Parks and Recreation has been requested to participate in the County board of Commissioners' department evaluations through Auditing, which is being done to find ways for various departments to do things better and more effectively. Staff noted that the National Recreation and Park Association has a program in place that sends teams of people throughout the country to perform a similar service, but strictly for parks and recreation. At the Legislators/Commissioners Breakfast on Friday, May 3, information will be given on what the Parks already have in place towards this goal. The retreat was adjourned at 4:38 p.m. ..4, �. Richard D. Kuhn, Jr., Secretary Karen Smith, Recording Secretary 3-3 S.W.O.T. Strengths • Resident support • Park locations throughout county • Access for most • Protection of environment • Safety • Well -trained staff • Financial support (tax base) • Clean/neat parks • Ability to upgrade • Variety of activities • Proactive park system • Minimal user fee • Being #1 in building facilities; innovative • National reputation • Progressive county • Have support of the county body • Sellable product • Freedom of operation • Excellent parks commission • Have own funding • We prove our value • Treat our park users well • Public/private partnerships Weaknesses • Lack of parks in the south end of the county • Lack of immediate development dollars • Development cost • Forced to have temporary help (1,000 hours) • Cash business exposure • Identity problem • Transportation access to some of the parks • Ethnic relationship/understanding • Competition with other park authorities in certain areas • Coordination of planning activity with other agencies • Golf dome image (quality) • Renewal of 1/4 millage/reliance on millage • Lawsuits/liability exposure • Lack of facilities in the southeast portion of the county] 0 High maintenance in aging facilities Im Opportunities • Three undeveloped parks • Expansion of existing parks • Acquiring available facilities • Acquire additional land • Grants • Serving a broadening base • Private/public ventures • Recognition of park system • Increasing usage/increasing revenue • More year-round facilities • Surveys (customer based) • Multi -use parks • Special interest groups • Education of lifelong leisure skills • Natural resource • Public relations in general to make us better known • To work closer with HCMA • Media Threats • Reduced future funding • Increased crime with increased population • Increased population • Non -renewal of 1/4 mill • Unavailability of state funds (grants) • Competition of like facilities • Water quality • Less summer help • Natural Disasters/global warming • Increased violence at parks • Aging parks system • Public perception - anti -government attitude; negative impact • Aging equipment • Government regulations • Community resistance to development within parks C:\W PDOCS\R ETREAT\SWOT. 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