HomeMy WebLinkAboutMinutes - 2005.09.07 - 39158OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
September 7, 2005
Chairman Pecky D. Lewis, Jr. called the meeting to order at 9:09 a.m. in the commission room of the Parks
and Recreation Commission's administration office.
COMMISSION MEMBERS PRESENT:
Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Secretary J. David VanderVeen, Hugh D.
Crawford, Vincent Gregory, Martin Knollenberg, John McCulloch, Charles Palmer, John Richards, Suzette
Vogt
ALSO PRESENT:
Parks and Recreation
Oakland County Facilities Management
Oakland County Corporation Counsel
Oakland County 4-H Fair
Oakland County Management & Budget
Oakland County Auditing
Oakland County Executive Administration
PUBLIC COMMENTS:
There were no public comments or questions.
APPROVAL OF MINUTES:
Ralph Richard, Executive Officer
Daniel Stencil, Administrator — Parks Operations
Frank Trionfi, Administrator — Parks Administration
Joseph Figa, Chief of Design and Development
Mike Thibodeau, Chief of Golf
Sue Wells, Chief of Recreation
Janet Pung, Public Communications Officer
Sheila Cox, Accountant IV
Brian Menghini, Accountant III
Jon Noyes, Architectural Engineer I
Lauren Jacobsen, Intern
Mike Hughson, Property Management Specialist
John Ross, Assistant Corporation Counsel
LC Scramlin, General Manager
Dave Coleman, President
Laurie VanPelt, Director
Art Holdsworth, Deputy Director
Jim Fitzpatrick, Manager
Bob Daddow, Deputy Executive
Moved by Mr. Crawford, supported by Mrs. Vogt to approve the minutes of the meeting of
August 3, 2005, with the following correction:
Page 4 — 2 under Archery Hunting — Lyon Oaks, paragraph 1: Change "deer only 1.5 years
old" to "deer over 1.5 years old."
AYES: Crawford, Knollenberg, Lewis, McCulloch, Richards, Skarritt, VanderVeen, Vogt (8)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF PAYMENTS:
4-1
(Commission Meeting, September 7, 2005)
Moved by Mr. Crawford, supported by Mr. Richards to approve the Payment Approval
Summary, including:
- Internal Service Funds Payment Register for June and July (FM 9 and 10, FY 2005)
- Internal Service Funds Journal Voucher Register for April, May and June (FM 7, 8 &
9, FY 2005)
- Oak Management, Inc., Credit for Services Rendered Register for April, May and June
(FM 7, 8 & 9, FY 2005)
- Operating Transfers for April, May and June (FM 7, 8 & 9, FY 2005)
- Payment Register for June and July (FM 9 and 10, FY 2005).
AYES: Crawford, Knollenberg, Lewis, McCulloch, Richards, Skarritt, VanderVeen, Vogt (8)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
The Combined Statement of Operations for the month of June (FM 9, FY 2005) was accepted as filed.
CAPITAL IMPROVEMENT PROGRAM BUDGET REPORT:
The Capital Improvement Program Budget Report for the month of June (FM 9, FY 2005) was accepted as
filed.
ACTIVITY REPORT:
The Activity Report for the month of July was accepted as filed.
AMENDMENT TO THE 2005 OPERATING BUDGET:
Moved by Mr. McCulloch, supported by Mr. VanderVeen to approve the transfer of funds
from the 2005 Operating Budget Contingency in the amount of $225,100 to the following
park/budget centers:
• Lyon Oaks Golf Course: $15,000 to Equipment Repair and Maintenance, $10,300 to
Security; and $3,700 to Drain Equipment; total $29,000
• Red Oaks Golf Course: $21,400 to Small Tools
• Addison Oaks Conference Center: $49,500 to Building Maintenance
• Independence Oaks: $25,000 to Building Maintenance; $5,000 to Equipment Repair
and Maintenance; total $30,000
• Waterford Oaks Activity Center/Park: $16,000 to Building Maintenance; $16,000 to
Maintenance Department Charge; total $32,000
• Mobile Recreation; $35,000 to Equipment Repair and Maintenance; $5,000 to Small
Tools; $10,000 to Insurance; total $50,000
• Technical Support: $10,000 to Overtime; $3,200 to Maintenance Supplies; total
$13,200
Also, to approve the transfer of funds from 2005 Operating Budget in the amount of
$15,275 to the Operating Budget's Transfer Out line item to provide funds to the Motor
Pool for the replacement of a Parks and Recreation owned truck with a new leased truck.
4-2
(Commission Meeting, September 7, 2005)
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
2006 OPERATING BUDGET ADOPTION:
Moved by Mr. Crawford, supported by Mrs. Vogt to approve the adoption of the Oakland
County Parks and Recreation Commission's 2006 General Appropriations Act
incorporating the 2006 Operating Budget and to approve the adoption of the Commission's
2006 Capital Improvement Projects Budget.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt
(10)
NAYS: (0)
Motion carried on a voice vote.
POSITION OF OAKLAND COUNTY PARKS GOLF COURSES IN PUBLIC RECREATION:
Public Communications Office Jan Pung presented a draft white paper stating the position of the Oakland
County Parks and Recreation Commission's golf courses in public recreation. The paper included
background information, public input substantiating the need and demand, financial commitment,
partnerships, fair pricing practices, economic benefits, and how the parks serve populations with special
needs.
Commissioners recommended several minor changes, which will be incorporated for presentation and
approval at the next meeting.
TORNADO SIREN PROPOSAL:
Moved by Mr. VanderVeen, supported by Mr. Palmer to approve the expenditure of
$27,000 to participate with Oakland County Emergency Management Services in the 2005
Homeland Security Grant Program to install six tornado sirens, one each at Addison Oaks,
Independence Oaks, Rose Oaks, White Lake Oaks, Orion Oaks, and Lyon Oaks. Funds
will be transferred from the Operating Budget Contingency to each respective park's
Miscellaneous line item ($4,500.00 each).
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt
(10)
NAYS: (0)
Motion carried on a voice vote.
SULLIVAN PROPERTY WETLAND MITIGATION:
Design and Development staff member Jon Noyes detailed staff's efforts to cooperate with the Road
Commission for Oakland County to identify opportunities to perform wetland mitigation within the Oakland
County Parks that would satisfy requirements placed upon the Road Commission by the Michigan
Department of Environmental Quality.
4-3
(Commission Meeting, September 7, 2005)
Staff has received conditional approval for the preservation of 125 acres of wetlands on the Sullivan
property that will generate 12.5 mitigation credits. For this, the Road Commission for Oakland County will
pay Oakland County Parks $70,000 and cover additional costs associated with the mitigation program,
including conservation easement surveys and a Natural Features Inventory.
Staff recommended entering into a contract with the Road Commission for Oakland County, with Oakland
County Parks agreeing to establish and maintain a conservation easement over 125 acres of wetlands and
surrounding buffer strip on the Sullivan property, once acquired; the Road Commission will pay $70,000 and
associated costs for this easement.
Commission discussed the benefits and negative impact to the Oakland County Parks, if this easement is
granted. They also questioned the justification used to set the value of this easement and suggested an
independent evaluation be done to provide additional justification on how the mitigation credits and costs
were determined.
This agreement should be formalized prior to the acquisition; however, closing on the Sullivan property is
expected to be scheduled before the end of this month. Commission directed staff to continue moving
forward with the closing of the property; since staff has received tentative approval that we have satisfied
the criteria for this easement,
Since staff has received tentative approval that we have satisfied the criteria for this easement, Commission
directed staff to proceed with the acquisition of the Sullivan property. In the meantime, Mr. Noyes will work
with Assistant Corporation Counsel John Ross and Property Management Specialist Mike Hughson to
ensure they have all the necessary paperwork for the proposed easement, contact the Oakland County
Board of Commissioners to begin the approval process, and then meet further with the Road Commission
for Oakland County staff on the value determination.
Commissioner McCulloch suggested staff incorporate specific information on the value of the mitigation
credits into any future acquisitions.
OAKLAND COUNTY MANAGEMENT & BUDGET DEPARTMENT'S ACCOUNTS PAYABLE BUSINESS
PROCESS REDESIGN:
Administrator — Parks Administration Frank Trionfi updated the Commission on the upcoming business
process redesign, which is part of the county's new PeopleSoft financial system implementation that
includes all departments/divisions currently processing invoices for payment. Impact of the new system will
be the decentralization and transfer of Parks and Recreation's Accounts Payable payment process to the
County Executive's Fiscal Services staff. Staff expressed concern that, in addition to the increased
complexity and time required to process Parks' payments accurately, plus a negative impact on staff's
ability to further provide Parks' payment inquiry and analysis services, this new system will create a
significant loss of fiscal control to the Parks Commission as an autonomous governing body.
Laurie VanPelt, Director of Fiscal Services, shared information on the advantages of this system, including
the ability to receive electronic invoices, a strengthening of internal controls, and increased accountability.
Questions were raised on several issues including:
• Additional indirect costs to the department
• Time table for initiating the new system
• Consequences if Parks and Recreation does not become part of this system, including additional costs
to the county for changes required to exclude the department
• What will happen to Parks' leadership if this control goes to Fiscal Services
• Available options if Parks and Recreation chooses not to participate in this financial system
4-4
(Commission Meeting, September 7, 2005)
After further discussion, Commission concurred to establish an ad hoc committee to review the
implementation of the PeopleSoft system for Parks and Recreation. Committee members will include
Deputy County Executive Robert Daddow, Parks Commissioner John McCulloch, Auditing Manager Jim
Fitzpatrick, Fiscal Services Deputy Director Art Holdsworth, and either Parks Executive Officer Ralph
Richard or Administrator — Parks Administration Frank Trionfi.
In the 60-90 day interim, Parks and Recreation will continue to operate as they currently do, regarding
accounts payable, within the new PeopleSoft system. Staff will also put any remaining concerns about
participating in the new financial system into measurable time frames; ie, payments taking longer now. After
the interim time frame, the Commission will review the findings to address all concerns.
EXECUTIVE SESSION:
Moved by Mr. Gregory, supported by Mr. VanderVeen to adjourn to an Executive Session
for the purpose of discussing a proposed land acquisition.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, Vogt
(10)
NAYS: (0)
Motion carried on a voice vote.
The meeting was adjourned to an Executive Session at 11:23 a.m.
The meeting was re -convened at 11:48 a.m.
EXECUTIVE OFFICER'S REPORT:
The Executive Officer's Report was as filed in the agenda.
The meeting was adjourned at 11:50 a.m.
The next Co ssion meeting will be at 9:00 a.m. on Wednesday, October 5, 2005.
r
C PS/ -rat'
J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
4-5