HomeMy WebLinkAboutMinutes - 2006.07.19 - 39169OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
July 19, 2006
Chairman Pecky D. Lewis, Jr. called the meeting to order at 9:05 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 4-H Fair
Private Citizen
PUBLIC COMMENTS:
Daniel Stencil, Executive Officer
Frank Trionfi, Administrator— Parks Admin. Services
Joe Figa, Chief of Design and Development
Mike Thibodeau, Chief of Golf Operations
Jim Dunleavy, Chief of Recreation
Janet Pung, Communications and Marketing Officer
Sue Wells, Administrator — Parks & Rec. Operations
Clyde Herb, Chief of Park Operations
Sheila Cox, Accountant IV
Michael Donnellon, Architectural Engineer II
Jon Noyes, Architectural Engineer I
Rachel Lonero, Intern
Mike Hughson, Property Management Specialist
L.C. Scramlin, General Manager
Dave Coleman, President
Art Noren, Director
Debbie Kayga, Director
Eileen Callahan, Director
Ray Cummings, Director
Terri Burnett, Director
Dave Ax, Director
James Doyon, Director
---Staff Introduction: Chief of Recreation Jim Dunleavy introduced Rachel Lonero, intern from Lake
Superior State University.
---James Doyon requested Commission consideration to support litigation to keep the deed
restrictions on the Rackham Golf Course in place, or to consider adopting a resolution indicating
support to keep and maintain the property as a golf course.
APPROVAL OF MINUTES:
Moved by Mr. Palmer, supported by Mr. Crawford to approve the minutes of the
meeting of June 7, 2006, as written.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen,
Vogt (10)
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(Commission Meeting, July 19, 2006)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Palmer, supported by Mr. Crawford to approve the minutes of the
public hearing of June 7, 2006, as written.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen,
Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF PAYMENTS:
Moved by Mr. Richards, supported by Mr. VanderVeen to approve the Payment
Approval Summary, including the Internal Service & Department Funds Payment
Register for the months of April and May, 2006 (FM 7 and 8, FY 2006).
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen,
Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
The Combined Statement of Operations for the months ending April 30, 2006 and May 31, 2006
were accepted as filed.
ACTIVITY REPORT:
The Activity Report for June, 2006 was accepted as filed.
RESOLUTION — MICHIGAN GET MOVING MINI -GRANT:
Moved by Mr. Crawford, supported by Mr. Gregory to approve the following
resolution:
WHEREAS, the Oakland County Parks and Recreation Commission has been
awarded $1,500 forthe Springfield Oaks Community Garden Program through the Michigan
Recreation and Park Association and the Michigan Department of Community Health; and
WHEREAS, the Community Garden Program was developed in response to the
need for a Horticulture Therapy Program for everyone — seniors, individuals with physical or
cognitive impairments, judicial system rehabilitation, youth -at -risk and the general population
— based on input from community organizations, parks and recreation department directors,
and Oakland County Parks and Recreation Commission and staff members; and
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(Commission Meeting, July 19, 2006)
WHEREAS, the Community Garden Program meets the Oakland County Parks and
Recreation Commission's goals and objectives of innovative specialized recreation
programs and universal access to recreation; and
WHEREAS, the goals and objectives will assist the Oakland County Parks and
Recreation Commission in determining future specialized recreation programs, in providing
these programs to communities and organizations where these resources are otherwise
unavailable, and to increase exposure and appreciation for the outdoors and promote
universal access to recreation.
NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and
Recreation Commission accepts the Springfield Oaks Community Garden Mini -Grant award
in the amount of $1,500 from the Michigan Recreation and Park Association and the
Michigan Department of Community Health.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen,
Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
COURT GAMES COMPLEX MASTER PLAN — WATERFORD OAKS:
Staff presented preliminary plans forthe proposed revised master plan forthe Waterford Oaks court
games complex. Plans include removing the eight tennis courts, plus the shuffleboard and
horseshoes pits, adding a boundless playground area, two new tennis courts near the platform
tennis courts, basketball hoops, portable wash stations, and additional parking.
Staff requested Commission approval of the general concept to remove the tennis courts,
shuffleboard, and horseshoes pits, and to authorize staff to bring back recommendations for new
features, plus cost estimates and grant funding opportunities.
Moved by Mr. Palmer, supported by Mr. Skarritt to approve the general master plan
concept to remove the eight tennis courts, plus the shuffleboard and horseshoes pits
at the Waterford Oaks Court Games Complex, and to authorize staff to bring back
recommended new features, cost estimates, and grant funding opportunities.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen,
Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
EQUESTRIAN CENTER BUSINESS PLAN — SPRINGFIELD OAKS ACTIVITY CENTER:
Commissioner VanderVeen and Executive Officer Stencil met with Springfield Township officials
regarding allowing Oakland County 4-H Fair Association, as the property managers for the Parks
Commission, will be allowed to continue recreational vehicle storage in the existing out buildings as
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(Commission Meeting, July 19, 2006)
they have in recent years, with the understanding that public advertising will not be used. During the
site plan review process for the equestrian center and any other additional buildings identified on our
master plan, recreational vehicle storage will be requested as a permitted use.
Staff noted support of the proposed business plan as presented at the June 7 meeting and
requested Commission re -confirm their support of the proposed equestrian center at Springfield
Oaks. Staff also requested Commission amend the 2006 Capital Improvement Projects budget for
Springfield Oaks by deleting the following phrase from Footnote C: "Subject to zoning ordinance
change by Springfield Township to allow recreational vehicle storage."
Staff also provided an updated project budget and time table, as requested by the Commission at
the June meeting.
Mr. Knollenberg withdrew his motion on the floor from the June 7 meeting.
Moved by Mr. Palmer, supported by Mr. Richards to amend the 2006 Capital
Improvement Projects Budget, page 11, Springfield Oaks Activity Center, by deleting
the following phrase from footnote C: Subject to zoning ordinance change by
Springfield Township to allow recreational vehicle storage." Also, the Parks
Commission re -confirmed their intent to proceed with the proposed Equestrian
Center at Springfield Oaks, contingent upon approval of the successful renegotiation
and renewal of the Professional Services Contract with the Oakland County 4-H Fair
Association to manage the operations of the Springfield Oaks Activity Center.
Executive Officer Stencil noted an opportunity to tour several of the equestrian centers visited a few
years ago will again be offered to parks staff and commissioners, plus county commissioners.
Details will be shared once plans are solidified.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen,
Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
BIDS:
Moved by Mr. McCulloch, supported by Mr. Palmer to authorize staff to award the
bids for the purchase various electrical items for the renovation of the Addison Oaks
Campground Area C, including aluminum and copperwire, connection boxes, rods,
clamps, switchboard, site pedestals and bases, water service pipe, connections, and
miscellaneous items, to the low bidders not to exceed $125,000. Staff will present
the final bids and vendors for Commission information at a future meeting.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen,
Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, July 19, 2006)
Moved by Mr. McCulloch, supported by Mr. Palmer to approve the following bids as
recommended by staff:
Purchase of 5 desks, 21 chairs, and 2 tables for the Recreation Administration
Offices through the county's blanket vendor, Steel Equipment company, in the
amount of $16,751.52.
Purchase of a rooftop HVAC unit for the Waterford Oaks Activity Center Office
Renovation to the low bidder, John Ostrander, in the amount of $11,960.00.
Installation of approximately 4,000 linear feet of 8' wide asphalt loop over the existing
Thread Creek Trail gravel trail loop at Groveland Oaks; approximately 5,000 linear
feet of 8' wide asphalt trail at Independence Oaks; and another approximately 250
square yards of asphalt removal and replacement, as well as approximately 9,500
linear feet of asphalt crack repair at Independence Oaks to the low bidder, Bush
Brothers Paving, in the amount of $232,800, plus a $22,480 contingency, for a total
budgeted amount of $255,280.00.
Authorization of expense for additional 210 linear feet of extra shoulder and
upgraded aggregate for the Lyon Oaks entrance road improvement project to Al's
Asphalt Company in the amount of $3,600.00.
Contract for the re -appraisal of the park buildings/structures and permanent fixtures
for insurance purposes to Industrial Appraisal Company in the amount of
$12,875.00, and $1,000.00 each for the next four annual updates, for a total contract
amount of $16,875.00.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen,
Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's Report filed in the agenda, the following was noted:
---The Ellis Barn is nearing completion, with the second coat of paint being applied now. Staff will
provide an update on the project at the August meeting.
EXECUTIVE SESSION:
Moved by Mr. Palmer, supported by Mrs. Vogt to adjourn to Executive Session for
the purpose of discussing proposed land acquisitions.
ROLL CALL VOTE:
AYES: Gregory, Lewis, McCulloch, Palmer, Richards, Skarritt, Vogt, Crawford (8)
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(Commission Meeting, July 19, 2006)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The meeting was adjourned to Executive Session at 10:05 a.m.
The meeting was re -convened at 11:11 a.m.
Moved by Mr. Gregory, supported by Mr. Crawford to authorize staff to proceed as
discussed in the Executive Session.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen,
Vogt (10)
NAYS: (0)
Motion carried on a voice vote.
BUDGET WORK SESSION:
The proposed revenue budget for Fiscal Year 2007 is $23,826,316, up 3.2% over the proposed
budget for Fiscal Year 2006. Of this amount, $9,571,316 comes from fees and charges and interest
on investments; the remaining balance of $14,255,000 will come from the millage.
The proposed operating budget for Fiscal Year 2007 is $24,488,429, an increase of 12% over the
2006 proposed budget. A 2.0% salary increase has been included for salaries in Fiscal Year 2007
for full-time employees. The part-time non -eligible employee's salaries are frozen for 2006. Our
Fiscal Year 2006 adjusted operating budget is 2.4% or $511,038 less than originally budgeted due
to depreciation and salary costs. Our Fiscal Year 2006 revenue budget is 0.7% or $161,590 less
than originally budgeted.
Operating Equipment requests for Fiscal Year 2007 total $618,397. Of this amount, $496,527 will
be spent on replacement equipment. For the first time, staff has made purchase of the new
equipment contingent upon receiving grants, sponsorships, and/or donations.
Estimated new funds for Capital Development for Fiscal Year 2007 are $2,496,527, of which
$500,000 is earmarked for payment to the Oakland County Building Authority. The balance of
$1,996,527 is available to fund additional Capital Projects.
Staff is beginning a new tracking system for building and grounds maintenance projects over
$5,000, similar to how the CIP projects are tracked.
Discussion followed on consideration to hire a financial consultant to assist with forecasting and
work out a plan that will follow with our strategic plan. Commission authorized staff to send out an
RFP to hire a financial consultant to assist staff in doing long-term financial projections, including
utilities, grant funding, land acquisitions, infrastructure maintenance, areas to privatize, all to be in
line with strategic planning.
Personnel:
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(Commission Meeting, July 19, 2006)
There are no requests for new full-time or part-time eligible positions.
Fees and Charges:
The fees and charges were reviewed, with no changes from staff recommendations.
Capital Improvement Projects:
Chief of Design and Development Joe Figa reviewed the capital improvement projects proposed
throughout the parks system for the next year, plus provided an update on the current projects.
Commission Crawford requested staff consideration to build restrooms closer to the cabins at the
campgrounds.
2007 Operations:
• Oak Management Contract: County Commissioner Chairman Bullard established a
committee to review the opinion rendered by Corporation Counsel on the Oak
Management contract and how to proceed. The committee recommended Oak
Management hire an attorney to gain their own legal opinion. Staff is also benchmarking
our contract against contracts from regional and national agencies.
• Appreciation Days: We will again be hosting appreciation days in conjunction with the
Huron -Clinton Metroparks for admittance to the parks at no charge or discounted rates
on certain days throughout the year; proposed schedule for 2007 will be brought to the
Commission later in the year.
• County Trail System: Staff is in the process of hiring a new Trails Network Coordinator.
This position will have a new focus to assist with fund raising and trail development.
• Future Land Acquisition Funding: Staff will be addressing this funding issue; specifically,
our ability/inability to acquire additional parklands without additional funding resources.
• Natural Resources Management: Staff will be placing a greater emphasis on natural
resources management, including storm water management, drain infrastructure, and
wetlands mitigation. A GIS specialist currently being hired will be gathering data for this
future planning/management.
The next Commission meeting will be at 9:00 a.m. on Wednesday, August 2, 2006, at White Lake
Oaks, to be immediately followed by an open house of the new clubhouse facility.
The meeting vas adjourned at 1:00 p.m.
J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
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