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Home My WebLink AboutMinutes - 2009.06.17 - 39230OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING June 17, 2009 Chairman Lewis called the meeting to order at 9:12 a.m. in the commission room of the Parks Commission's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Secretary J. David VanderVeen, Tim Burns, Gerald Fisher, Robert Kostin, Christine Long, John McCulloch, Charles Palmer, John Scott COMMISSION MEMBERS EXCUSED: Vice Chairman Richard Skarritt ALSO PRESENT: Parks and Recreation Oakland County Corporation Counsel Oakland County Purchasing Oakland County Health Division Central Michigan University PUBLIC COMMENTS: There were no comments or questions. PRESENTATIONS: Daniel Stencil, Executive Officer Mike Donnellon, Chief -Parks Fac., Maint. & Dev. 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 Mary Zednik, Public Communications Assistant Vincent Standiford, Intern Dick Johnston, Project Advisor Jody Hall, Assistant Corporation Counsel Jack Smith, Manager Kathy Forzley, Manager Tony Drautz, Manager, Environmental Health Services Liz John -Braddock, Chief, Environmental Health Services Dr. Patty Janes, Professor Staff from the Oakland County Health Department was recognized for its continued assistance to the Oakland County Parks, especially the Red Oaks Golf Course well project, where Health Division staff worked numerous hours of overtime to provide the necessary requirements to complete the well project. Dr. Patty Janes, Professor with Central Michigan University's Recreation, Parks and Leisure Department was recognized for her efforts in conducting student research projects based on survey results the students gathered. These results will be instrumental in developing the marketing plan that will be used by staff. APPROVAL OF MINUTES: Moved by Mr. Palmer, supported by Mr. Burns to approve the minutes of the regular meeting of June 3, 2009, as written. AYES: Burns, Fisher, Kostin, Lewis, Long, McCulloch, Palmer, Scott, VanderVeen (9) 4-1 (Commission Meeting, June 17, 2009) NAYS: (0) Motion carried on a voice vote. FY 2010 OPERATING BUDGET ADOPTION: Moved by Mr. Burns, supported by Mr. Palmer to adopt the 2010 General Appropriations Act of $27,027,040 and the subsequent Operating Expense Budget of $27,027,040 (as shown in the Fiscal Years 2010-2012 Operating Budget Book) with direction to staff to re -prioritize spending and report plans to cut approximately 5-10% from the budget at the August 5 Commission meeting. AYES: Burns, Fisher, Kostin, Lewis, Long, McCulloch, Palmer, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. MINI -MARKETING PRESENTATION: Dr. Janes, Professor with Central Michigan University, presented a PowerPoint presentation on CMU student research projects, as well as mini -marketing plans for Addison Oaks, Waterford Oaks Waterpark, and Lyon Oaks Golf Course for the summer 2009 season. WATERFORD OAKS 'THE FRIDGE' REFRIGERATED TOBOGGAN SLIDE REPAIR: Parks staff and Oakland County Purchasing solicited a Request for Qualifications to Replace the Flume Refrigeration System and Replace the Fiberglass Flumes with a more effective and environmentally friendly slide system. This included addressing maintenance and operational efficiencies and potential year-round use opportunities. There appears to be two refrigeration options for the long-term repair of 'The Fridge': 1. Concrete Encased Refrigeration Tubing (similar to Pokagon State Park, IN) 2. Aluminum Panel System Both options directly affect the fiberglass flume repair and potentially the overall support structure, tower, stanchions, etc. Mike Donnellon, Chief of Facilities, Maintenance and Development presented a recommendation awarding a contract to Pro -Slide, Ottawa, Canada (flume repair) and Custom Ice, Burlington, Ontario (refrigeration system) for the engineering of the long-term repair solution in the amount of $100,000; however a contract amount has not been negotiated with the vendors. Discussion followed on several items including: • Concerns with the recommendation for Pro -Slide, who is the original designer of the flumes • Projected cost recovery for the facility • Insuring the $100,000 is not an amount perceived as predetermined • Possibility of not opening the facility for the 2009/10 season • Consideration of this as a two-phase project • Timeliness of strategic issues being brought to the Commission The Commission directed staff to obtain a firm price for the engineering portion of this project prior to proceeding. Moved by Mr. Fisher, supported by Mr. Burns to defer the decision to approve the engineering of'The Fridge' to allow staff to determine the correct engineering costs. AYES: Burns, Fisher, Kostin, Lewis, Long, McCulloch, Palmer, Scott, VanderVeen (9) 4-2 (Commission Meeting, June 17, 2009) NAYS: (0) Motion carried on a voice vote. ENERGY EFFICIENCY AND CONSERVATION COMMUNITY BLOCK GRANT: Staff is partnering with several county departments to apply for Federal Energy Efficiency and Conservation Block Grant (EECBG) funding in the amount of $79,700 for insulation and window replacement at the Addison Oaks Conference Center. As part of the grant, additional energy audits will be performed to better determine the savings generated by the requested improvements and recommended additional energy efficiency projects. Staff has previously implemented basic energy -saving measures including use of Compact Fluorescent Light bulbs (CFL), water restrictive fixtures, off -hour temperature setbacks, and occupancy sensor light controls to meet preliminary grant requirements. This project will be included with other Oakland County projects submitted under a single application administered by the Oakland County Executive's Office for a total of $4,879,700. PRELIMINARY 2010 MILLAGE BALLOT LANGUAGE: The Commission reviewed the preliminary 2010 Millage Ballot Language and had discussion as to the various ways to approach the millage. The following changes were made to the proposed language: 1. ... a period of ten (10) years from 2012 to 2021.. . 2. This renewal... may be imposed each year for all purposes upon taxable property in Oakland County, Michigan ... . Staff will finalize language and present the 2010 Millage Ballot Language at the July 1 Commission meeting, forward through the committee process and then to the Oakland County Board of Commissioners for final approval. FY 2009 SECOND QUARTER FORECAST REPORT: Moved by Mr. Palmer, supported by Mr. Burns to accept the FY 2009 Second Quarter Forecast Report as written. AYES: Burns, Fisher, Kostin, Lewis, Long, McCulloch, Palmer, Scott, 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: --The Oakland County Parks 'Duck Mascot' took 8'" place at the Duck Regatta on Sunday, June 14. --Parks Access Permit books are now available. --Waterford Oaks is currently undergoing several projects including roof replacement and basement waterproofing of the administration building, demolition of the Kidwell residence, and ground breaking on the accessible playground installation. OLD BUSINESS: 4-3 (Commission Meeting, June 17, 2009) None. NEW BUSINESS: Mrs. Long made staff aware of several comments she received from volunteers and part-time employees at Lyon Oaks Golf Course who are unhappy with the new policy regarding their use of facilities. The next Commission meeting will be held at 9 a.m. on Wednesday, July 1, 2009 at Addison Oaks County Park, 1480 W omeo Road, Leonard, MI. The meeting will be followed by a park bus tour. J. Davi anderVeen, Secretary Suza L. Kici, Recording Secretary 4-4 OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING PUBLIC HEARING FOR THE 2010 OPERATING BUDGET June 17, 2009 Chairman Lewis called the public hearing to order at 9:11 a.m. in the commission room of the Parks and Recreation's administration office. COMMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Secretary J. David VanderVeen, Tim Burns, Gerald Fisher, Robert Kostin, John McCulloch, Charles Palmer, John Scott COMMISSION MEMBERS EXCUSED: Vice Chairman Richard Skarritt, Christine Long ALSO PRESENT: Parks and Recreation Oakland County Corporation Counsel Oakland County Purchasing Oakland County Health Division Central Michigan University Daniel Stencil, Executive Officer Mike Donnellon, Chief -Parks Fac., Maint. & Dev. 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 Mary Zednik, Public Communications Assistant Vincent Standiford, Intern Dick Johnston, Project Advisor Jody Hall, Assistant Corporation Counsel Jack Smith, Manager Kathy Forzley, Manager Tony Drautz, Manager, Environmental Health Services Liz John -Braddock, Chief, Environmental Health Services Dr. Patty Janes, Professor The purpose of the public hearing was to discuss the proposed Fiscal Year 2010 operating budget. The proposed operating 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 $14,109,000; income from investments $300,000; and other income $17,300. The proposed operating expense 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 operating expense budget. Other contributing factors include: • Development or revision of four park master plans • A millage awareness initiative • The Information Technology Master Plan operational costs 4a-1 (Public Hearing — 2010 Operating Budget, June 17, 2009) • Design fees for existing fixed asset renovations • Building and grounds major maintenance projects postponed from 2009 • Additional maintenance needed to meet visitor expectations for well -kept facilities Full and part-time salaries did not include any percentage increase. Building and Grounds Major Maintenance projects total $1,428,600; 5.3% of the total operating expense budget. Operating Equipment requests total $508,405. Of this amount, $494,405 will be spent on replacement operating equipment. 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. Information technology is the foundation of many initiatives identified in the Strategic Master Plan. These include making better informed decisions, identifying customer bases for facilities and achieving operational efficiencies. The "Planned Use of Balance" revenue shown in the Operating Budget Revenue summaries is actually the non -cash Depreciation included in the current fiscal year's expense. It becomes part of the new funds available for the next fiscal year's Capital Improvement Program. The FY 2010 "Planned Use of Balance" revenue of $3,710,100 minus the negative amount for the "New Funds Available for Next Fiscal Year's Capital Improvement Program" of $2,999,026 equals a positive balance of $711,074. These dollars will fund additional FY 2011 Capital Projects. No questions were asked, nor comments received by the public - he ublic hearing\w�s adjourned at 9:12 a.m. J. David Vanaerveen, Secretary SuzaKng L. Kici, Recording Secretary 4a-2