HomeMy WebLinkAboutMinutes - 2006.10.04 - 39173OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
October 4, 2006
Chairman Pecky D. Lewis, Jr. called the meeting to order at 9:06 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
ALSO PRESENT:
Parks and Recreation
Oakland County 4-H Fair Association
Oakland County Corporation Counsel
The Detroit News
Daniel Stencil, Executive Officer
Sue Wells, Administrator — Pks & Rec. Operations
Frank Trionfi, Administrator - Administration
Joseph Figa, Chief, Design and Development
Mike Thibodeau, Chief of Golf
Clyde Herb, Chief of Parks
Jim Dunleavy, Chief of Recreation
Janet Pung, Communications &-Marketing Officer
Sheila Cox, Accountant IV
Mike Donnellon, Architectural Engineer II
Melissa Prowse, Trails Network Coordinator
Sandy Dorey, Recreation Specialist
LC Scramlin, General Manager
Art Noren, Director
John Ross, Assistant Corporation Counsel
Maureen Feighan, Reporter
Commission observed a moment of silence in memory of Commissioner Suzette Vogt, who passed away
on September 13.
PUBLIC COMMENTS:
Springfield Oaks General Manager LC Scramlin provided a brief update on happenings at Springfield
Oaks:
• At their annual meeting, the 4-H Fair Board changed their bylaws to approve the name of the fair
as the Oakland County Fair. The association will keep the same name.
• Date of the Fair has been moved two weeks earlier: it will be July 10-15 in 2007.
• Septic system in under construction.
• Construction crew is on site today to begin construction of Building E.
APPROVAL OF MINUTES:
Moved by Mr. Crawford, supported by Mr. Gregory to approve the minutes of the meeting
of September 6, 2006, and the Public Hearing of September 6, 2006, as written.
AYES: Crawford, Gregory, Lewis, Palmer, Richards, Skarritt, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
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APPROVAL OF PAYMENTS:
Moved by Mr. Richards, supported by Mr. Skarritt to approve the Internal Service &
Department Funds Payment Register for the month of August (FM 11, FY 2006 and the
Payment Register for the Voucher Report Period for the month of August (FM 11, FY
2006).
AYES: Crawford, Gregory, Lewis, Palmer, Richards, Skarritt, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
The Combined Statement of Operations for the month ending August 31, 2006 (FM 11, 2006) was
accepted as filed.
ACTIVITY REPORT:
The Activity Report for August, 2006 was accepted as filed.
STAFF INTRODUCTION:
Chief of Design and Development Joe Figa introduced Melissa Prowse, joining the Design and
Development staff from the Community Foundation for Southeast Michigan (The Greenways Initiative) as
the Trails Network Coordinator.
4-H FAIR ASSOCIATION PROFESSIONAL SERVICES CONTRACT—SPRINGFIELD OAKS ACTIVITY
CENTER:
Administrator — Parks and Recreation Operations Sue Wells and Administrator — Parks Administration
Frank Trionfi presented the draft of the Professional Services Contract with the Oakland County 4-H Fair
Association for the management of the Springfield Oaks Activity Center.
Of special note:
• Proposed contract is for five years rather than three years; it will be a one-year renewable option
each year for four additional years.
• 4-H will be paying 100% of the utilities, excluding the activities center.
• 4-H will be placing $2,000 annually in a separate account for the general maintenance of the Ellis
Barn.
Mr. Trionfi related that, once the equestrian center is completed, 4-H will pay the following amount of its
gross revenue for each year the contract is in effect:
• Year one: $21,000 or 30% of the total annual gross sales, whichever is greater.
• Year two: $75,000 or 40% of the total annual gross sales, whichever is greater.
• Years three, four, and five: $95,000 or 50% of the total annual gross sales, whichever is greater.
Revenues from the annual 4-H Fair are excluded from this contract.
Discussion ensued on the following issues:
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• Contract termination process, should the 4-H be unable to meet the payments as proposed,
including the difficulty of 4-H's lack of obligation, due to their non-profit status and lack of assets.
• Developing a working agreement to determine what revenues are included as 4-H Fair revenues.
• Possible consideration to modify the contract should the 4-H reduce maintenance costs.
• Extension of the current contract with the 4-H Fair until the new contract is approved.
• Building in a percentage of the utility costs into the Activity Center rentals.
This proposed contract is planned for review by the 4-H Fair Board during their retreat, which is scheduled
this coming weekend.
The contract may be presented to the Parks Commission at the November meeting to finalize; once
approved by the Parks Commission, it will then be forwarded to the Oakland County Board of
Commissioners for approval.
FINANCIAL ASSESSMENT REQUEST FOR PROPOSAL:
Staff shared the proposed scope of the work plan to be incorporated into the Request For Proposal for
the financial assessment of the Parks Commission.
Staff noted the scope includes enough information to provide good direction; strategies will become
clearer once we have a better idea of our future direction. The scope was written to include the core work
required, but also allow anyone to expand on services the consultants feel would be worthwhile.
Staff will provide a progress update at a future meeting.
CATALPA PARK FEASIBILITY ASSESSMENT REPORT:
Staff presented the feasibility assessment report on Catalpa Park, along with a short PowerPoint
presentation, prepared for presentation to the General Government Committee at their meeting
scheduled for Monday, October 9. Staff has already sent the written report for inclusion in the
Committee's agenda in order to meet the committee's deadline.
Moved by Mr. Crawford, supported by Mr. Gregory to approve the following resolution on
Catalpa Park be forwarded to the General Government Committee for their approval:
WHEREAS, the Oakland County Parks and Recreation Commission was established in
1966, and in its 40 years of operations has acquired and manages 11 parks totaling over
6,000 acres; and
WHEREAS, the local communities, especially in the southeast quadrant of Oakland
County, have expressed a need for additional areas of recreation; and
WHEREAS, the Oakland County Parks and Recreation Commission has directed staff to
develop an urban park strategy that will complement the Parks' comprehensive
recreation master plan; and
WHEREAS, in conjunction with the urban park strategy, Parks staff was directed by the
Oakland County Board of Commissioners, by Miscellaneous Resolution #06102 adopted
on May 11, 2006 to investigate the feasibility of using the 25-acre parcel in Southfield,
known as Catalpa Park, as a county park.
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NOW THEREFORE BE IT RESOLVED, in accordance with Resolution #06102, staff is
providing the attached report of its findings to the General Government Committee of the
Oakland County Board of Commissioners by the first meeting in October, 2006.
Also, to approve the feasibility assessment report on Catalpa Park, with the following
changes:
Under Considerations:
• Paragraph #1: Change the word "transferred" to "designated."
• Add Paragraph #4, as follows: "Designation, development, planning and
management of the Catalpa property as a county park should be coordinated with
the County Executive office."
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Staff will ensure the revised report is received by the General Government Committee members.
ADA TRANSITION PLAN UPDATE:
Staff updated the Commission on the status of the Americans with Disabilities transition plan, noting
every park has been documented and notebooks completed with recommended corrections — with
priorities —at each park. There has also been $10,000 in funds allocated in each park's operating budget
to perform basic ADA updates this year.
BID:
Moved by Mr. Skarritt, supported by Mr. Knollenberg to approve the expenses to repair
the boom truck at Technical Support as follows: repair the lift portion of the boom
including a new bucket, chain pitches, assembly rods and hoses, refinishing the
fiberglass, and a dielectric test certification to Lift -All in the amount of $27,486.66; plus,
replace and paint the steel decking and tool boxes to NBC Truck Equipment in the
amount of $6,283.03. Total amount of the repairs is $33,769.69.
AYES: Crawford, Gregory, Knollenberg, Lewis, McCulloch, Palmer, Richards, Skarritt, VanderVeen, (9)
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:
---Staff will be working with Corporation Counsel and Property Management Specialist Mike Hughson to
complete the acquisition with Holly Area Schools for the acquisition of Camp Has-O-Rec.
---Staff and Commissioner McCulloch updated the Commission on the status of the proposed sewer
assessment district with White Lake Township. Concerns and questions have been shared with the
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township, and we are now waiting for a response and clarification before proceeding.
---In response to Commission direction at the September 6 meeting, staff confirmed the quoted blanket
order price for the aggregate materials from Bedrock Express for the Springfield Oaks Activity Center's
septic system was the lowest price.
---Community Connection Initiative (CCI): Visits to local communities are now being scheduled. Staff will
compile a full schedule of visits planned to all the communities and provide that to the Parks
Commissioners and to the Oakland County Commissioners. Staff provided the Commission with the
PowerPoint presentation to be used with the CCI.
The next Commission meeting will be at 9:00 a.m. on Wednesday, November 1, 2006 at the Parks
Commission's administration office.
The meeting -was adjourned at 10:50 a.m.
C J. Dav anderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
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