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HomeMy WebLinkAboutMinutes - 2008.11.12 - 39220OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING November 12, 2008 Chairman Lewis called the meeting to order at 9:20 a.m. in the special function room of the White Lake Oaks Golf Course banquet facility. Chairman Lewis noted that three commissioners elected to the Michigan State House of Representatives are in orientation today and therefore absent from today's meeting. Elected to the House of Representatives are Commissioners Hugh Crawford, Vincent Gregory and Eileen Kowall. Mr. Joe Colaianne is attending the meeting as Mr. McCulloch's representative. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Secretary J. David VanderVeen, Joe Colaianne, Gregory Jamian, Charles Palmer, Shelley Taub COMMISSION MEMBERS ABSENT: Hugh Crawford, Vincent Gregory, Eileen Kowall ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Sue Wells, Manager-P & R Operations Mike Donnellon, Chief, Parks Fac. Maint. Oper. Zach Crane, GIS/CAD Tech I James Dunleavy, Chief, Parks Oper.-N. District Larry Gee, Chief, Parks Oper.-S. District Sheila Cox, Capital Improvement Coordinator Desiree Stanfield, P & R Public Information Supv. Karen Kohn, Supv. — P & R Admin. Services Jon Noyes, Supv. — P & R Planning Phil Castonia, P & R Business Dev. Rep. Sandy Dorey, Recreation Program Supervisor Kim Wagner, Intern Oakland County 4-H Fair Association Oakland County Facilities Management Oakland County Information Technology Oakland County Planning & EDS White Lake Township Parks & Recreation Waterford Township White Lake Township LC Scramlin, General Manager Mike Hughson, Property Management Specialist Tammi Shepherd, Project Manager Teresa McLenaghan, Project Manager Dawn Siegel, Supervisor II Larry Falardeau, Principal Planner Kelly Knight, Recreation Supervisor Larry Lockwood, Planner Jason Iacoangeli, Staff Planner (Commission Meeting, November 12, 2008) PUBLIC COMMENTS: No public comments were made. PROVAL OF MINUTES: Moved by Mr. Palmer, supported by Mrs. Taub to approve the minutes of the meeting of October 22, 2008 as written. AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. PAYMENT APPROVAL: Moved by Mr. VanderVeen, supported by Mr. Colaianne to approve the following payments: • Internal Service and Department Funds Payment Register for the month of September (FM 12, FY 2008) • Oak Management, Inc., credit for services rendered register for the months of July, August and September (FM10, 11 & 12, FY 2008) • Payment Register for Voucher Report Period of September (FM 12, FY 2008). AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. COMBINED STATEMENT OF OPERATIONS: Moved by Mr. Skarritt, supported by Mrs. Taub to accept the Combined Statement of Operations for the month ending September 30, 2008 (FM 12, FY 2008). AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. CAPITAL IMPROVEMENT PROGRAM BUDGET REPORT: Moved by Mrs. Taub, supported by Mr. Skarritt to accept the Capital Improvement Program budget report for the month ending September 30, 2008 (FM 12, FY 2008). (Commission Meeting, November 12, 2008) AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. STAFF INTRODUCTION: Sandy Dorey, Recreation Program Supervisor, introduced Kim Wagner, a student at Central Michigan University, who will be interning in the Therapeutic Recreation unit. Mike Donnellon, Chief of Parks Facilities, Maintenance and Development, introduced Zach Crane, GIS/CAD Tech I. Zach was recently hired as a full-time employee and will be working in the Facilities, Maintenance and Development unit. INFORMATION TECHNOLOGY MASTER PLAN QUARTERLY UPDATE: Phil Castonia, Business Development Representative, and Dawn Siegel, Supervisor II from IT, provided a quarterly update to the commission on the three-year IT plan. WHITE LAKE TOWNSHIP/WATERFORD TOWNSHIP M-59 GATEWAY CONCEPTUAL PROPOSAL: Larry Falardeau, Principal Planner with Oakland County Planning and EDS, presented the conceptual proposal for a gateway linking the trail system between White Lake Township and Waterford Township via the M-59 corridor. The conceptual plan utilizes a non -motorized cross walk to cross over Highland Road (M-59) and ties into the Greenway Trail Path, which travels from Pontiac Lake Recreation Area to the Oakland County complex. Due to extensive deterioration of the Highland Road shoulder at Pontiac Lake, a reconstruction project is planned for that portion of the roadway, and tying the two projects together could be considered. Funds are available from the Michigan Department of Transportation, as well as multiple grant opportunities. Executive Officer Stencil stated we will be reviewing the master plan for White Lake Oaks within the next two years and should be aware of these opportunities. CATALPA OAKS COUNTY PARK MASTER PLAN 2nd REVIEW: Planning Supervisor Jon Noyes reviewed the revised master plan for Catalpa Oaks. Public comments received primarily consisted of interest in soccer and baseball. The soccer field layout was reconfigured to provide greater flexibility in scheduling a variety of age groups and also allowed the addition of a practice cricket pitch field. The public hearing and approval of the master plan is scheduled for December 10, 2008. (Commission Meeting, November 12, 2008) ADDISON OAKS PROPERTY ACQUISITION GRANT: Moved by Mr. VanderVeen, supported by Mr. Jamian to adopt the following resolution in support of the acceptance of the Addison Oaks Property Acquisition Grant Agreement: WHEREAS, the Oakland County Parks and Recreation Commission has been notified of the award of the TF07-031 Addison Oaks Property Acquisition Grant, administered by the Michigan Natural Resources Trust Fund Board and the Michigan Department of Natural Resources; and WHEREAS, the Six Hundred and Sixteen Thousand ($616,000.00) dollar grant will help offset the cost of acquiring this parcel, which will substantially increase the size of and recreational opportunities offered at Addison Oaks County Park; and WHEREAS, the matching funds for the Addison Oaks Property Acquisition Grant will come from the %4 mil for parks. WHEREAS, Oakland County Parks and Recreation's master plan strategy 1.2.1 states "Acquire, improve and maintain quality parks land that support the community's values for the preservation of natural areas and open spaces, equity of access, and the natural heritage of Oakland County." NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission supports the acceptance of the TF07-031 Addison Oaks Property Acquisition Grant Agreement. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission recommends that upon the approval of the Grant Agreement by Oakland County Corporation Council, said agreement will be forwarded to the Oakland County Board of Commissioners for consideration and approval. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission has included the Grant Revenue and Project Expenses for said project in the budget for fiscal year 2009; thereby eliminating the need for a budget amendment. AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, November 12, 2008) ADDISON OAKS TRAIL CONNECTOR DEVELOPMENT GRANT: Moved by Mr. Jamian, supported by Mrs. Taub to adopt the following resolution in support of the acceptance of the Addison Oaks Trail Connector Development Grant Agreement: WHEREAS, the Oakland County Parks and Recreation Commission has been notified of the award of the TF07- 030 Addison Oaks Trail Connector Development Grant, administered by the Michigan Natural Resources Trust Fund Board and the Michigan Department of Natural Resources; and WHEREAS, the Two Hundred Twenty -Eight Thousand Eight Hundred dollar ($228,800.00) grant will help offset the cost of developing this project, which will substantially increase the recreational opportunities offered at Addison Oaks County Park; and WHEREAS, Oakland County Parks and Recreation's master plan strategy 1.2.2 states "Develop and maintain year round recreation facilities that support passive and active recreation pursuits for people of all ages;" and WHEREAS, the matching funds for the Addison Oaks Trail Connector Development Grant will come from the 1/ mil for parks. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission supports the acceptance of the - 030 Addison Oaks Trail Connector Development Grant. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission recommends that upon the approval of the Grant Agreement by Oakland County Corporation Counsel, said agreement will be forwarded to the Oakland County Board of Commissioners for consideration and approval. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission has included the grant revenue and project expenses for said project in the budget for fiscal year 2009; thereby eliminating the need for a budget amendment. AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, November 12, 2008) WATERFORD OAKS 2008 PARKING LOT IMPROVEMENTS-DTE EASEMENT: Moved by Mrs. Taub, supported by Mr. Palmer to adopt the following resolution in support of the acceptance of the Waterford Oaks 2008 Parking Lot Improvements-DTE Easement: WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park located in Waterford Township; and WHEREAS, the Oakland County Parks and Recreation staff is beginning parking lot improvements for the administration complex, located at Waterford Oaks County Park, improving parking and water quality of existing storm water; and WHEREAS, Oakland County Parks and Recreation's master plan strategy 4.1.3 encourages the development of new and alternative funding opportunities for park improvement and maintenance projects, including grants; and WHEREAS, the Oakland County Parks and Recreation Commission has received a Clean Michigan Initiative Grant for the proposed water quality improvements; and WHEREAS, protection of the natural resources of the Oakland County Parks and Recreation land is part of the natural resource management guidelines established in the strategic master plan; and WHEREAS, the water quality improvements require the removal and relocation of the existing primary overhead utility lines and poles; and WHEREAS, Oakland County Parks and Recreation park standards require all utility lines within the county parks be buried; and WHEREAS, the Detroit Edison Company requires a 10' wide easement for the primary electrical utility service. . NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners authorize and approve the granting of an easement for underground primary electric service and related appurtenances to the Detroit Edison Company for the sum of one dollar, contingent upon the approval of said easement by Oakland County Corporation Counsel. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners direct its Chairperson or designee to execute said easement for underground electric service and related appurtenances. (Commission Meeting, November 12, 2008) AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. ELLIS BARN ELECTRICAL IMPROVEMENTS: At its August meeting, the Commission approved a contract to Oak Electric, Inc. in the amount of $46,835, plus a 5% contingency of $2,342. Upon installation of the electrical, staff approved change orders of $2,865 for additional fixtures and alarm wiring. These change orders, required to meet code requirements, resulted in the contingency exceeding the approved amount by $523.00. Moved by Mrs. Taub, supported by Mr. Jamian to approve the amendment to the contract with Oak Electric, Inc. for the installation of additional electrical fixtures at the Ellis Barn at Springfield Oaks in the amount of $523.00. AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. 2009 APPRECIATION DAYS: Moved by Mr. Colaianne, supported by Mrs. Taub to approve the proposed 2009 Appreciation Days including the fee reductions/waivers as recommended by staff. AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. SPRINGFIELD OAKS PROPERTY MANAGEMENT TRANSITION REPORT: Oakland County Parks and Recreation staff resumed management of the Springfield Oaks County Park on November 5, 2008. Staff has been meeting regularly with the Oakland County 4-H Fair Association staff to create a smooth transition. A proposed rental agreement has been drafted by staff for facility rentals and is currently being reviewed by Corporation Counsel. (Commission Meeting, November 12, 2008) SPRINGFIELD OAKS 4-H FAIR ASSOCIATION RESOLUTION ON INTENT: Moved by Mr. Jamian, supported by Mrs. Taub to adopt the following resolution acknowledging intent to provide use of Springfield Oaks County Park to the Oakland County 4-H Fair Association: WHEREAS, the Oakland County Parks and Recreation Commission acknowledges a ten-year intent to provide the Oakland County 4-H Fair Association with exclusive use of Springfield Oaks County Park for a mutually agreed upon timeframe to host the Oakland County Fair; and WHEREAS, the Oakland County Fair meets the Oakland County Parks and Recreation Commission's Strategic Plan objectives in the areas of Partnerships, Special Events, and Youth Programming and supports the Michigan State University Extension (MSUE) and the Oakland County 4-H Fair Association's mission of help(ing) people improve their lives through an educational process that applies knowledge to critical issues, needs and opportunities; and WHEREAS, the Oakland County Parks and Recreation Commission, upon entering into this partnership will fulfill the strategic plan objectives identified above by coordinating this annual county -wide special event with the Oakland County 4-H Fair Association, a recognized leader in the field of youth development. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission acknowledges a ten-year intent to provide the Oakland County 4-H Fair Association use of Springfield Oaks County Park for a mutually agreed upon timeframe to host the Oakland County Fair. AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. TOLLIVER ACQUISITION ENVIRONMENTAL ASSESSMENT PHASE II STATUS: Staff is still waiting for assessment results; therefore, this item was carried over until the December 10 commission meeting. EXECUTIVE OFFICER'S REPORT: The Executive Officer's report was accepted as filed. (Commission Meeting, November 12, 2008) CLOSED SESSION: Moved by Mr. VanderVeen, supported by Mr. Jamian to adjourn to Closed Session for the purpose of discussing proposed land acquisitions. ROLL CALL VOTE: AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) A sufficient majority having voted, the motion carried. The Chair declared the meeting closed at 10:57 a.m. The meeting resumed in open session at 11:42 a.m. PROPERTY ACQUISITION: Moved by Mr. VanderVeen, supported by Mr. Palmer to authorize staff to proceed according to the discussion in the Closed Session. AYES: Colaianne, Jamian, Lewis, Palmer, Skarritt, Taub, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. OLD BUSINESS: There was no old business. NEW BUSINESS: There was no new business. Meeting adjourned at 11:43 a.m. The next meeting is scheduled for 9 a.m. on Wednesday, December 10, 2008. J. David VanderVeen, Secretary Suzanne L. Kici, Recording Secretary