HomeMy WebLinkAboutMinutes - 2008.07.23 - 39216OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
July 23, 2008
Chairman Lewis called the meeting to order at 9:11 a.m. in the commission room of the Parks 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, Gregory Jamian, John McCulloch, Charles Palmer, Shelley Taub
COMMISSION MEMBERS ABSENT:
Eileen Kowall
ALSO PRESENT:
Parks and Recreation
Oakland County Facilities Management
Oakland County Corporation Counsel
Oakland County Human Resources
Oakland County 4-H Fair Association
Oakland County Drain Commission
Leisure Vision (ETC Institute)
Pros Consulting, Inc.
PUBLIC COMMENTS:
Daniel Stencil, Executive Officer
Sue Wells, Administrator — Parks & Rec. Operations
Frank Trionfi, Administrator — Parks Administration
Clyde Herb, Chief of Parks
Janet Pung, Marketing & Communications Officer
Jim Dunleavy, Chief of Recreation
Mike Donnellon, Architectural Engineer II
Jon Noyes, Architectural Engineer II
Sheila Cox, Accountant IV
Phil Castonia, Recreation Supervisor
Derenda Howard, Recreation Specialist
Rebecca Imhoff, Intern
Chandra Robinson, Intern
Sarah Gwisdalla, Intern
Mike Hughson, Property Management Specialist
Jody Sturtz Hall, Assistant Corporation Counsel
April Bradshaw, Analysis
Lori Motyka, Supervisor, Selection & Placement
LC Scramlin, General Manager
Dave Coleman, President
Kevin Larsen, Deputy Drain Commissioner
Ron Vine, President
Leon Younger, President
Springfield Oaks Activity Center General Manager LC Scramlin reported on the success of the 2008 Oakland
County Fair, thanking Parks staff for their efforts to ensure the Fair ran smoothly. Almost 80,000 people
attended the Fair this year, which represents approximately 5 percent of the total visits to the entire park
system annually.
APPROVAL OF MINUTES:
Moved by Mr. Crawford, supported by Mr. Palmer to approve the minutes of the regular
meeting of June 4, 2008, as written.
AYES: Crawford, Gregory, Jamian, Lewis, McCulloch, Palmer, Skarritt, Taub, VanderVeen (9)
NAYS: (0)
4-1
(Commission Meeting, July 23, 2008)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
The Combined Statement of Operations for the month ending May 31, 2008 (FM 8, 08) was accepted as filed.
ACTIVITY REPORT:
The Activity Reports for the months of May and June, 2008 were accepted as filed.
STAFF INTRODUCTIONS:
Recreation Specialist Derenda Howard introduced Rebecca Imhoff and Chandra Robinson from Ferris State
University, and Sarah Gwisdalla, from Central Michigan University, who are serving as interns in the
Recreation Section.
STRATEGIC MASTER PLAN CITIZEN SURVEY RESULTS:
Ron Vine, Leisure Vision (ETC Institute), presented findings from the spring 2008 county -wide citizen survey,
along with comparisons from the 2006 survey. He also shared data benchmarking Oakland County Parks to
other systems nationally.
RED OAKS GOLF COURSE ENTRANCE DRIVE RELOCATION:
Moved by Mr. Crawford, supported by Mr. Jamian to approve the recommended entrance
improvements at the Red Oaks Golf Course, allowing the Oakland County Drain Commission
to include the alternate cost of $49,670 within the Oakland County Drain Commission
contract 6b with Six-S, Inc. of Waterford, plus approval of a ten percent contingency of
$4,970, for a total budgeted amount of $54,637.00.
Staff noted that the funds will be transferred to the Oakland County Drain Commission upon completion of the
project.
AYES: Crawford, Gregory, Jamian, Lewis, McCulloch, Palmer, Skarritt, Taub, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
TOLLIVER/DALTON INDUSTRIES:
Property Management Specialist Mike Hughson noted that minor changes to the purchase agreements with
Homer Tolliver on the Dalton Industries parcel were recommended by the owner's attorney. The
recommended changes did not affect the terms approved at the June 4, 2008 meeting.
Moved by Mrs. Taub, supported by Mr. VanderVeen to approve the revised purchase
agreements for the acquisition of the Tolliver and Dalton Industries parcels adjacent to
Waterford Oaks in Waterford Township, as presented.
AYES: Crawford, Gregory, Jamian, Lewis, McCulloch, Palmer, Skarritt, Taub, VanderVeen (9)
NAYS: (0)
4-2
(Commission Meeting, July 23, 2008)
Motion carried on a voice vote.
Commissioner McCulloch was excused. Chairman Lewis announced that, in the absence of Drain
Commissioner John McCulloch, Kevin Larsen will be serving as his designee for the remainder of the meeting.
DEPARTMENT RE -ORGANIZATION:
Executive Officer Dan Stencil presented the conceptual department re -organization, which has been planned
to align with the department's new strategic master plan. Mr. Stencil noted some positions will be eliminated,
some duties consolidated, and new positions created to facilitate the implementation of the strategic master
plan.
Once approved by the Parks Commission, staff will proceed with formal approval process through the
Oakland County Board of Commissioners. Effective date of the re -organization is planned for September 27,
2008 in conjunction with the new fiscal year.
Staff recommended Commission approval of the conceptual re -organization, with a fully detailed resolution to
be presented for approval at the August 13 Commission meeting.
Moved by Mr. Jamian, supported by Mr. VanderVeen to support the conceptual department re -organization as
presented by staff.
AYES: Crawford, Gregory, Jamian, Larsen, Lewis, Skarritt, Taub, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
CLOSED SESSION:
Moved by Mr. Crawford, supported by Mrs. Taub to adjourn to Closed Session for the
purpose of discussing proposed land acquisitions.
ROLL CALL VOTE:
AYES: Crawford, Gregory, Larsen, Lewis, Palmer, Richards, Skarritt, Taub, VanderVeen (9)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The Chair declared the meeting closed at 10:47 a.m. The meeting resumed in open session at 11:28 a.m.
PROPERTY ACQUISITION:
Moved by Mr. Palmer, supported by Mr. Crawford to authorize staff to proceed according to
the discussion in the Closed Session.
AYES: Crawford, Gregory, Larsen, Lewis, Palmer, Richards, Skarritt, Taub, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
EXECUTIVE OFFICER'S REPORT:
4-3
(Commission Meeting, July 23, 2008)
In addition to the Executive Officer's report filed in the agenda, the following information was noted:
---The approval of payments does need to be part of the Commission meeting agenda, per direction from the
auditors. This item will be placed on the agenda beginning with the August 13 meeting.
---The next Commission meeting will be held at the Orion Township offices located at 2525 Joslyn Road in
Orion Township, to be immediately followed by a tour of Orion Oaks and Addison Oaks.
BUDGET WORK SESSION:
The proposed revenue budget for Fiscal Year 2009 is $23,486,454, down 3.3% over the proposed budget for
Fiscal Year 2008. Of this amount, $8,475,454 comes from fees and charges and interest on investments; the
remaining balance of $15,011,000 will come from the millage.
The proposed operating budget for Fiscal Year 2009 is $24,558,927, an increase of .077% over the 2008
proposed budget. The majority of this increase is due to increased operating contingency in the amount of
$300,000 for potential Information Technology (IT) costs. A 1.0% salary increase has been included for
salaries in Fiscal Year 2009 for full-time employees. Our Fiscal Year 2008 adjusted operating budget is 8.3%
or $1,861,849 less than originally budgeted due to reduced depreciation projection, postponed building and
grounds maintenance projects, and reduced salary costs resulting from unfilled staff positions. Our Fiscal Year
2008 revenue budget is 0.3% or $83,365 less than originally budgeted.
Operating Equipment requests for Fiscal Year 2009 total $360,374. Of this amount, $299,770 will be spent on
replacement equipment.
Estimated new funds for Capital Improvement for Fiscal Year 2009 are $2,084,153, of which $550,000 is
earmarked for payment to the Oakland County Building Authority for Lyon Oaks and $1,500,000 has been
budgeted for IT Master Plan Projects. The balance of $34,153 is available to fund additional Capital Projects
for FY 2010.
In 2007, the Oakland County Parks and Recreation Commission added two new parks — Catalpa Oaks and
Highland Oaks. FY2009's budget reflects the operating and capital costs of those budget centers.
This proposed budget does not reflect our department's pending re -organization. We have budgeted based
upon the current organizational chart. Budget adjustments will be made as the re -organization is implemented.
Information Technology Master Plan — Phase I Project Plan:
The first phase of the IT master plan is a $1.5 million initiative that is budgeted under our Contingency Fund. It
is part of a projected $4.5 to $5 million dollar project over the next three years. Information Technology is the
foundation of many of the strategic initiatives identified in the strategic master plan. Staff's focus over the next
year will be primarily directed to the implementation of this plan, which will allow staff to make better informed
decisions, identify our customer base, and to realize operational efficiencies using information technology.
Commission discussed designating the balance of funds remaining from the original $80,000 allocated for the
IT master plan to the implementation of the network connectivity before the new fiscal year begins.
Moved by Mrs. Taub, supported by Mr. Palmer to allocate the balance of the $80,000
originally budgeted for the Information Technology Master Plan to initiate the implementation
of the network connectivity to the parks system.
AYES: Crawford, Larsen, Lewis, Palmer, Richards, Skarritt, Taub (7)
NAYS: (0)
4-4
(Commission Meeting, July 23, 2008)
Motion carried on a voice vote.
Pricing Policy:
Leon Younger of Pros Consulting presented "Developing a Pricing Policy," recommending Commission
approve a pricing policy based on cost recovery rather than continuing to establish fees and charges based on
local market, and allowing staff to work under that policy.
Proposed fees and charges for the Fiscal year 2009 budget are based on historical practices. However, staff
will be working to establish the cost recovery policy, and fee changes may be requested during this budget
year.
Fees and Charges:
The fees and charges were reviewed, with the following additional changes from the commission:
Commission directed staff to consider eliminating the regular price charged for the Annual Motor Vehicle
Permits.
Addison Oaks:
Add "Plus entrance fee at resident rate" under Shelter Rental Rates.
Springfield Oaks Activity Center:
Commission questioned the disparity between 4-H and non 4-H event rates. Staff will investigate the
reasons for the disparity.
Waterford Oaks:
Staff will investigate setting a clean-up fee for using the Lookout Lodge.
Maior Grounds and Building Maintenance Projects and Capital Improvement Projects:
Design and Development staff reviewed the major grounds and building maintenance projects, plus capital
improvement projects proposed throughout the parks system for the next year.
Fiscal Year 2010 Budget:
• In order to align our department with the county and their budget process, our budget process will be
moved up 4 — 5 months. Therefore, in order to accommodate that new process, staff will begin FY 2010's
budget in January, 2009.
• For future budget work sessions, Commission requested staff either schedule a separate meeting for
the budget work session or ensure a short agenda for the regular meeting portion of that day.
Meeting was adjourned at 1:05 p.m.
The next Commission meeting will be at 9:00 a.m. on Wednesday, August 13, 2008, at the Orion Township
offices at 25R�kJoslyn Road.
J._D`avid'VanderVebn, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
4-5