HomeMy WebLinkAboutMinutes - 2009.05.06 - 39228OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
May 6, 2009
Chairman Lewis called the meeting to order at 9 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, Tim
Burns, Robert Kostin, Christine Long, John McCulloch, Charles Palmer, John Scott
ALSO PRESENT:
Parks and Recreation
Oakland County Corporation Counsel
Oakland County Fair Association
PUBLIC COMMENTS:
There were no comments or questions.
APPROVAL OF MINUTES:
Daniel Stencil, Executive Officer
Sue Wells, Manager — Parks & Rec. Operations
Mike Donnellon, Chief -Parks Fac., Maint. & Ops.
Terry Fields, Chief - Recreation Programs & Services
Desiree Stanfield, Supervisor - Communications
Phil Castonia, Business Development Rep.
Stephanie Mackey, Business Development Rep.
Melissa Prowse, Business Development Rep.
Jim Dunleavy, Chief -Parks Maint. & Ops. North
Larry Gee, Chief -Parks Maint. & Ops. South
Sheila Cox, Capital Improvement Coordinator
Karen Kohn, Supervisor -Administrative Services
Jody Hall, Assistant Corporation Counsel
LC Scramlin, General Manager
Moved by Mr. Palmer, supported by Mr. Skarritt to approve the minutes of the regular
meetings of April 8 and April 15, 2009, as written.
AYES: Kostin, Lewis, McCulloch, Palmer, Scott, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF PAYMENTS:
Moved by Mr. Scott, supported by Mr. Kostin to approve the Internal Service & Department
Funds Payment Register for March, 2009 (FM 6, FY2009), the Oak Management, Inc. Credit
for Services Rendered Register for January, February and March, 2009 (FM 4, 5, & 6, 2009)
and the Payment Register for the Voucher Report Period for March, 2009 (FM 6, FY2009).
AYES: Kostin, Lewis, McCulloch, Palmer, Scott, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
COMBINED STATEMENT OF OPERATIONS:
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Moved by Mr. Palmer, supported by Mr. Skarritt, to approve the Combined Statement of
Operations for the month ending March, 2009 (FM 6, FY2009).
AYES: Kostin, Lewis, McCulloch, Palmer, Scott, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
CAPITAL IMPROVEMENT PROGRAM BUDGET:
Moved by Mr. Kostin, supported by Mr. Scott to approve the Capital Improvement Program Budget
Report for the month ending March 2009 (FM 6, FY2009).
AYES: Kostin, Lewis, McCulloch, Palmer, Scott, Skarritt (6)
NAYS: (0)
Motion carried on a voice vote.
ACTIVITY REPORT:
The Activity Report for the month of April 2009 (FM 7, FY2009) was accepted as filed.
ADDISON OAKS ROOF REPLACEMENT:
Moved by Mr. Skarritt, supported by Mr. Palmer to award the contract for roof replacement of the
maintenance building and park residence building at Addison Oaks to the lowest qualified bidder,
Bright Side Roofing, for Base Bids 1, 1A, 2 and 2A in the amount of $40,763 plus a 5% contingency of
$2,038, for a total project amount of $42,801.
AYES: Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
WATERFORD OAKS BARRIER -FREE PLAYGROUND:
Commission directed staff to meet with Purchasing and provide additional information on contractors'
credentials prior to awarding this construction contract. Commissioners Palmer and McCulloch agreed to
work with staff to interview the two lowest bidders and bring back a recommendation for this contract at the
June 3 meeting.
RED OAKS DOG PARK CONSTRUCTION:
Moved by Mr. Skarritt, supported by Mr. Burns to approve the change order to the existing Oakland
County Water Resources Commission -Contract 6b with Six-S Construction for the paved parking lot,
fencing, gravel paths, site work, pavilion and water fountain at the Red Oaks Dog Park in the amount
of $323,939.55, plus a 5% contingency of $16,201, for a total project amount of $340,140.55; and
approve the transfer of $160,000 from CIP Contingency to Projects #839, #1111, #1169 and #1170.
AYES: Burns, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt, VanderVeen (9)
NAYS: (0)
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(Commission Meeting, May 6, 2009)
Motion carried on a voice vote.
RED OAKS WELL UPDATE:
The well drilling operation located no aquifer substantial enough to produce the volume of water necessary for
a well. Other options will be explored, including:
• Drilling another well
• Creating water hazards that could be used for irrigation during dry summer months
• Work with City of Madison Heights to eliminate sewer costs from water bill
STRATEGIC PLAN UPDATE:
Phil Castonia, Business Development Representative, provided an update to the Commission on the status of
the Strategic Master Plan, noting that Phase II work groups will launch on May 7, 2009.
PRICING, PARTNERSHIP AND SPONSORSHIP POLICIES:
Moved by Mr. McCulloch, supported by Mr. Palmer to approve the Pricing, Partnership and
Sponsorship policies with the following changes:
Pricing:
Page 2-7 "Oakland County Parks and Recreation Commission should consider implementing
differential pricing strategies that focus on maximizing the capacity of use of recreation facilities
and programs may be based on the following pricing alternatives such as:"
Partnership:
Page 13-4 "Each partner will be managed on an individual relationship basis and track
investment costs accordingly;"
Page 13-5 "Each partner will focus on meeting a balance of equity as established in the planning
session. Each partner will demonstrate to the other the method each will use to track costs and
any revenue earned, and how it will be reported on a monthly basis;"
Sponsorship:
Page 14-6 F. Criteria "The Executive Officer and Sponsorship and Partnership Team may use,
but are not limited to, the following guidelines when evaluating a corporate sponsorship
proposal:"
Page 14-7 "The corporation's effort of responsible environmental or community stewardship."
AYES: Burns, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
CLOSED SESSION:
Moved by Mr. McCulloch, supported by Mr. VanderVeen to adjourn to Closed Session for the
purpose of discussing proposed land acquisitions.
ROLL CALL VOTE:
AYES: Burns, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt, VanderVeen (9)
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(Commission Meeting, May 6, 2009)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The meeting was adjourned to Closed Session at 10:28 a.m.
The meeting resumed in Open Session at 11:24 a.m.
NEW BUSINESS:
None.
OLD BUSINESS:
None.
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's report filed in the agenda, the following was also noted:
--The Volunteer Agreement was discussed. Staff was directed to obtain an approximate cost for labor
provided by our volunteers to quantify the use of volunteers.
--Bill Bullard, Chairman of the Oakland County Board of Commissioners, has withdrawn his resolution
regarding the distribution of the Oakland County Parks courtesy passes. The sub -committee will continue to
meet to develop a comprehensive policy to address this issue.
--The Slidewinder waterslide at Waterford Oaks Waterpark is now 28 years old and staff is experiencing
service and parts issue. Staff will continue to work with the engineer to come up with an operational plan for
2009.
--The Oakland County Sheriff's Office has contacted staff with a proposal to share our parks sergeant with
Sylvan Lake and Keego Harbor in a cost -savings effort. Staff will provide additional information as it becomes
available.
The meeting adjourned to the FY 2010 Budget Work Session at 11:50 a.m.
BUDGET WORK SESSION:
The proposed revenue budget is $23,316,940; down .9% over the estimated actual budget for FY 2009. Of
this amount, $8,890,640 comes from fees and charges. The remaining balance of $14,426,300 will come
from the one -quarter millage income ($14,109,000), investments ($300,000) and other income ($17,300).
The proposed operating budget is $27,167,661; 10.4% increase over the estimated actual budget for FY 2009.
The 10.4% increase includes the re -opening of Red Oaks Golf Course, currently closed for the 2009 season
for a major Oakland County Water Resources Commission drain project.
In 2010, a full staff, as outlined in the 2009 reorganization plan, should be on board. Staff is needed to support
the initiatives of the Strategic Master Plan. Staff salary and fringe benefits total $11,788,324 or 43.4% of the
total expense budget.
Other contributing factors include development of four park master plans, a millage awareness initiative, the
Information Technology Master Plan operational costs, design fees for existing fixed asset renovations,
building and grounds major maintenance projects postponed from 2009, and additional maintenance needed
to meet visitor expectations for well -kept facilities.
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Capital Improvements planned total $2,350,000 and include the final payment of $550,000 to the Oakland
County Building Authority for the Lyon Oaks bond and $1.8 million for year two of the three-year Information
Technology Master Plan.
Proposed fees and charges are based on historical practices. However, staff will propose a cost recovery
policy on which fees will be based. Fees may change during the budget cycle in accordance with the
commission policy adopted earlier in the meeting for pricing services, program and facilities.
The proposed FY 2010 Operating Budget and Capital Improvement Programs Budget will be available for
review for 30 days as required, and will be placed on the agenda for the June 17, 2009 commission meeting
for approval.
The Budget Work Session concluded at 12:20 p.m.
The next Commission meeting will be at 9 a.m. on Wednesday, June 3, 2009 in the commission room of the
Parks Comm skion's administration office.
J. David VanderVeen, Secretary ` Suzabne L. Kici, Recording Secretary
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