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Home My WebLink AboutMinutes - 2009.02.11 - 39224OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING February 11, 2009 Chairman Lewis called the meeting to order at 9:18 a.m. in the commission room of Parks and Recreation's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Tim Burns, Robert Kostin, Christine Long, John McCulloch, Charles Palmer, John Scott COMMISSION MEMBERS ABSENT WITH NOTICE: Secretary J. David VanderVeen ALSO PRESENT: Parks and Recreation Oakland County Facilities Management Oakland County Information Technology Oakland County Corporation Counsel OC 4-H Fair Association Road Commission for Oakland County Pros Consulting LLC PUBLIC COMMENTS: Daniel Stencil, Executive Officer Sue Wells, Manager-P & R Operations Mike Donnellon, Chief, Parks Fac. Maint. Oper. Jon Noyes, Supv. — P & R Planning Jim Dunleavy, Chief, Parks Oper. & Maint.-North Larry Gee, Chief, Parks Oper. & Maint.-South Sheila Cox, Capital Improvement Coordinator Brian Menghini, Supervisor II Desiree Stanfield, Supv. - Communications Karen Kohn, Supv. — P & R Admin. Services Phil Castonia, P & R Business Dev. Rep. Stephanie Mackey, P & R Business Dev. Rep. Mike Hughson, Property Management Specialist Dawn Siegel, Supervisor II Jody Hall, Financial Attorney LC Scramlin, General Manager Gregory Jamian, Commissioner Leon Younger, Principal Partner Chairman Lewis accepted the resignation of Gregory Jamian from the Oakland County Parks and Recreation Commission. Chairman Lewis and Executive Officer Dan Stencil presented Mr. Jamian with a plaque and thanked him for service to the commission. APPROVAL OF MINUTES: Moved by Mr. Palmer, supported by Mr. Burns to approve the minutes of the 2009 Michigan Natural Resources Trust Fund Development Grant Application - Public Hearing of January 14, 2009 as written. AYES: Burns, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt (8) NAYS: (0) HIM (Commission Meeting, February 11, 2009) Motion carried on a voice vote. Moved by Mr. Palmer, supported by Mr. Skarritt to approve the minutes of the meeting of January 14, 2009 with the following change: Page 4-5 under Executive Officer's Report; change the Springfield Oaks — Verizon antenna notation to read: --Springfield Oaks — Verizon antenna is expected to be installed in March or April. The initial payment of $27,000 will be due at that time; will be increased annually by 3%, for a period of five years, with an additional one-time payment of $5,000 for administrative costs. AYES: Burns, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt (8) NAYS: (0) Motion carried on a voice vote. PAYMENT APPROVAL: Moved by Mr. McCulloch, supported by Mr. Palmer to approve payments for • Internal Service and Department Funds Payment Register for December 2008 (FM 03, FY 2009) • Oak Management, Inc., Credit for Services Rendered Register for October, November and December (FM 01, 02, 03, 2009) • Payment Register for the voucher period of December 2008 (FM 03, FY 2009) • Combined Statement of Operations FM 03, FY 2009 • Capital Improvement Program Budget Report FM 03, FY 2009 and accept the Activity Report for FM 04, FY 2009. AYES: Burns, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt (8) NAYS: (0) Motion carried on a voice vote. STAFF INTRODUCTION: Executive Officer Dan Stencil introduced Stephanie Mackey, who has transferred from Oakland County Human Resources, to fill the position of Business Development Representative. In her new role she will assist the Organizational and Business Development unit's goal of generating more than $3 million in new revenue for the department. LYON OAKS BUSINESS PLAN: Leon Younger, Pros Consulting LLC, presented the completed draft of the Lyon Oaks Business Plan, which is a component of Phase 2 in the Strategic Planning process. This plan is the prototype for the business plan at each facility. HIN (Commission Meeting, February 11, 2009) Younger will present a pricing policy at the March 4 commission meeting. This pricing policy will empower staff to modify prices on an as -needed basis. The commission was asked to review the business plan in preparation for its acceptance at the March 4 meeting. STRATEGIC PLAN AND INFORMATION TECHNOLOGY QUARTERLY UPDATES: Phil Castonia, Business Development Representative, provided an update on the Strategic Plan. Dawn Siegel, Information Technology, provided an update on the IT Master Plan. OAKLAND COUNTY CONSERVATION DISTRICT OFFICE SPACE LEASE/RESOLUTON AND OAKLAND COUNTY 4-11 FAIR ASSOCIATION LEASE/RESOLUTION: Moved by Mr. McCulloch, supported by Mrs. Long to adopt the following resolutions in support of the leases to the Oakland County Conservation District for office space, and to the Oakland County 4-H Fair Association for Building E/Administration Building at Springfield Oaks County Park: PR09-004 OFFICE LEASE — OAKLAND COUNTY CONSERVATION DISTRICT RESOLUTION WHEREAS, the Oakland County Parks and Recreation Commission desires to enter into a lease with the Oakland County Conservation District for the use of Office #3 in Building E at Springfield Oaks County Park for office space and monthly meetings; and WHEREAS, said lease, which was developed by Oakland County Parks and Recreation Commission and Oakland County Corporation Counsel staff, is for a period of one year with renewal option for one additional term of one year; and WHEREAS, said lease, which is between the County of Oakland and Oakland County Conservation District, is for the amount of one hundred seventy five dollars ($175) per month; and WHEREAS, the Oakland County Conservation District is a federally mandated state supported unit of government designed to provide natural resource information; and WHEREAS, the Oakland County Conservation District's natural resources information complements the efforts of Oakland County Parks and Recreation staff to inform the residents about the natural heritage of Oakland County; and WHEREAS, this partnership will also meet the Oakland County Parks and Recreation Commission's strategic goal of providing an additional source of revenue under objective 4.5. 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 lease agreement between the County of Oakland and Oakland County Conservation District for Office 43 in Building E at Springfield Oaks County Park in Springfield Township. 4-3 (Commission Meeting, February 11, 2009) BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Board of Commissioners direct its Chairperson or designee to execute said lease on behalf of the County of Oakland. —AND— PR09-005 BUILDING E LEASE - OAKLAND COUNTY 4-11 FAIR ASSOCATION RESOLUTION WHEREAS, the Oakland County Parks and Recreation Commission desires to enter into a lease with the Oakland County 4-H Fair Association for the use of Building E/Administration Building at Springfield Oaks County Park for office space, monthly meetings and community events; and WHEREAS, said lease, which was developed by Oakland County Parks and Recreation Commission and Oakland County Corporation Counsel staff, is for a period of one year with renewal option for four additional terms of one year each for a total of five years; and WHEREAS, the Oakland County 4-H Fair Association provides programs and events that meet the Oakland County Parks and Recreation Commission's goals and objectives of innovative specialized recreation programs and cultural experiences; 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 the residents of Oakland Comity. 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 lease agreement between the County of Oakland and Oakland County 4-H Fair Association for Building E at Springfield Oaks County Park in Springfield Township. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Board of Commissioners direct its Chairperson or designee to execute said lease on behalf of the County of Oakland. AYES: Burns, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt (8) NAYS: (0) Motion carried on a voice vote. OAKLAND COUNTY 4-H FAIR ASSOCIATION AGREEMENT: Moved by Mr. Burns, supported by Mr. Palmer to approve the agreement between the Oakland County Parks and Recreation Commission and the Oakland County 4-H Fair Association for a period of one year, renewable for four additional terms of one year each, for the use of the building and grounds of Springfield Oaks County Park for the annual Oakland County Fair, with the following changes: (Commission Meeting, February 11, 2009) Page 14-4, Section IV, remove paragraphs #4 and #6. AYES: Burns, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt (8) NAYS: (0) Motion carried on a voice vote. RESIDENTIAL LEASES AGREEMENT/RESOLUTION: Commission directed staff to develop a policy for residential property leases. Staff will prepare a policy and bring the residential lease agreement back to the commission. RIGHT OF FIRST REFUSAL AGREEMENT: Corporation Counsel Staff presented a draft Right of First Refusal agreement for commission's consideration and approval by the Oakland County Board of Commissioners. After discussion, commission directed staff to continue with present practice which is to have a letter of understanding signed between the Oakland County Parks and Recreation Commission and the land owner. If there is a parcel of land deemed essential, an option can be drafted for the Oakland County Board of Commissioners' approval, following the Board of Commissioner's rules. MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT GRANT: Moved by Mr. Palmer, supported by Mr. Skarritt to adopt the following resolution to apply for the Michigan Natural Resources Trust Fund Development Grant: IN SUPPORT OF THE APPLICATION FOR A MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT GRANT FOR THE OAKLAND COUNTY PARKS AND RECREATION COMMISSION NATURAL AREA ACCESSIBILITY IMPROVEMENTS AT HIGHLAND, LYON, RED AND ROSE OAKS COUNTY PARKS WHEREAS, the Oakland County Parks and Recreation Commission has been notified by the Michigan Department of Natural Resources that application for cost sharing grants from the Michigan Natural Resources Trust Fund may be submitted by April 1, 2009; and WHEREAS, the Oakland County Parks and Recreation Commission has identified and established priorities for acquisitions and improvements within the adopted 2007 Recreation Master Plan; and WHEREAS, this program ties in with the Oakland County Parks and Recreation Commission's strategic plan objective 2.10.1 to develop and implement a system -wide phased accessibility plan with the goal of creating Americans with Disabilities Act compliance; and WHEREAS, the Oakland County Parks and Recreation Commission recommends the filing of the following application to the Michigan Department of Natural Resources for a $308,000 grant (44% of total project costs) with a local match of $392,000 (56%): NATURAL AREA ACCESSIBILITY IMPROVEMENTS AT 4-5 (Commission Meeting, February 11, 2009) HIGHLAND, LYON, RED AND ROSE OAKS COUNTY PARKS 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 Michigan Natural Resources Trust Fund Development grant application. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Board of Commissioners direct its Chairperson or designee to execute said application on behalf of the County of Oakland. AYES: Burns, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt (8) NAYS: (0) Motion carried on a voice vote. CLOSED SESSION: Moved by Mr. Kostin, supported by Mr. Palmer to adjourn to Closed Session for the purpose of discussing proposed land acquisitions. ROLL CALL VOTE: AYES: Burns, Kostin, Lewis, Long, Palmer, Scott, Skarritt (7) NAYS: (0) A sufficient majority having voted, the motion carried. The Chair declared the meeting closed at 11:12 a.m. The meeting resumed in open session at 11:43 a.m. PROPERTY ACQUISITION: Moved by Mrs. Long, supported by Mr. Kostin to authorize staff to proceed according to the discussion in the Closed Session. AYES: Burns, Kostin, Lewis, Long, Palmer, Scott, Skarritt (7) 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 also noted: --The Special Park Districts Forum will be held June 10-12, 2009 in Lake County, IL. Please contact Sue Kici, 248-858-4603, if you would like to attend. we (Commission Meeting, February 11, 2009) --Oakland County Parks and Recreation Commission hosted the 2005 Special Park Districts Forum with Huron Clinton Metropolitan Authority; on a 10-year cycle. Chairman Lewis would like to host the SPDF earlier than 2015. --Staff will email the schedule of meetings with new cities, villages and township supervisors. If you would like to attend, please contact Sue Kici for details. --Staff distributed a list of potential federal stimulus fund projects within the parks, which was submitted to the county executive. --Staff attended the Michigan Recreation and Park Association annual conference last week in Dearborn. Six of the sessions were led by Oakland County Parks and Recreation staff. Kudos to parks staff and the Oakland County Sheriff's Office staff for assisting in these presentation efforts. OLD BUSINESS: There was no old business. NEW BUSINESS: There was no new business. Meeting adjourned at 11:57 a.m. The next meeting is scheduled for 9 a.m. on Wednesday, March 4, 2009. J. David derVeen, Secretary ASuze L. Kici, Recording Secretary 4-7 OAKLAND COUNTY PARKS AND RECREATION COMMISSION PUBLIC HEARING — MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT GRANT APPLICATION February 11, 2009 Chairman Lewis called the public hearing to order at 9:10 a.m. in the commission room of Parks and Recreation's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Tim Burns, Robert Kostin, Christine Long, John McCulloch, Charles Palmer, John Scott COMMISSION MEMBERS ABSENT: Secretary J. David VanderVeen ALSO PRESENT: Parks and Recreation Oakland County Information Technology Oakland County Corporation Counsel OC 4-H Fair Association Road Commission for Oakland County Daniel Stencil, Executive Officer Sue Wells, Manager-P & R Operations Mike Donnellon, Chief, Parks Fac. Maint. Oper. Jon Noyes, Supv. — P & R Planning Jim Dunleavy, Chief, Parks Oper. & Maint. North Larry Gee, Chief, Parks Oper. & Maint. South Sheila Cox, Capital Improvement Coordinator Brian Menghini, Supervisor II Desiree Stanfield, Supv. - Communications Karen Kohn, Supv. — P & R Admin. Services Phil Castonia, P & R Business Dev. Rep. Stephanie Mackey, P & R Business Dev. Rep. Dawn Siegel, Supervisor II Jody Hall, Financial Attorney LC Scramlin, General Manager Gregory Jamian, Commissioner The Michigan Department of Natural Resources has notified staff that the deadline to submit applications to request matching Michigan Natural Resources Trust funds for 2009 is April 1. A public hearing is also a DNR requirement to qualify for funds. The development project staff selected is: Natural Areas Accessibility Program Highland Oaks, Lyon Oaks, Red Oaks and Rose Oaks county parks 4a-1 (Public Hearing — MNRTF, February 11, 2009) Project Description: This project encompasses construction of a series of boardwalks, fishing piers, boat launches and wildlife viewing platforms to promote recreational access to significant natural areas at Highland Oaks, Lyon Oaks, Red Oaks and Rose Oaks County Parks. The project will include 2,400 feet of boardwalk, 200 feet of floating piers, and three wildlife viewing platforms to promote current recreational initiatives including trail connectivity, educational outreach, universal accessibility, wildlife -based recreation, and water recreation access. The preliminary project total is $700,000, with a 44/56 grant match in the amount of $308,000 from the MNRTF and $392,000 from the Oakland County Parks and Recreation Commission. This grant project is consistent with the goals and objectives of the 2007 Oakland County Parks and Recreation Commission Master Plan. The amenities created through the project will address recreational needs identified in county -wide interest surveys, providing increased opportunities for fishing, wildlife viewing, educational programming, and trail use in underutilized areas within the county parks system. No questions were asked, nor comments received by the public. The public hearina adiourned at 9:18 a.m. J. David VanderVeen, Secretary Suzkde L. Kici, Recording Secretary 4a-2