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Home My WebLink AboutMinutes - 2010.02.03 - 39240OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING February 3, 2010 Chairman Lewis called the meeting to order at 9:13 a.m. in the commission room of the Parks Commission's administration office. MMISSION MEMBERS PRESENT: Chairman Pecky D. Lewis, Jr., Vice Chairman Richard Skarritt, Secretary J. David VanderVeen, Tim Burns, Gerald Fisher, Robert Kostin, Kevin Larsen, Christine Long, Charles Palmer, John Scott COMMISSION MEMBERS ABSENT WITH NOTICE: John McCulloch Mr. Kevin Larsen attended the meeting as Mr. McCulloch's designee. ALSO PRESENT: Parks and Recreation Oakland County Fiscal Services Oakland County Information Technology Oakland County Corporation Counsel Oakland County Purchasing Oakland County Fac. Maint. & Operations Oakland County Human Resources ETC Leisure Vision PROVAL OF MINUTES: Daniel Stencil, Executive Officer Sue Wells, Manager -Parks & Rec.Operations Mike Donnellon, Chief, Parks Fac. Maint. Oper. Jim Dunleavy, Chief-Oper. & Maint. North Larry Gee, Chief-Oper. & Maint. South Desiree Stanfield, Supervisor -Communications Karen Kohn, Supervisor -Administrative Services Phil Castonia, Business Development Representative Terry Fields, Chief -Recreation Programs/Services Melissa Prowse, Business Development Representative Stephanie Mackey, Business Development Rep. Jan Pung, Project Advisor Sheila Cox, Capital Improvement Coordinator Mike Dagle, User Support Specialist Jody Hall, Assistant Corporation Counsel Jack Smith, Manager Mike Hughson, Property Management Specialist April Bradshaw, HR Analyst Ron Vine, Vice President Moved by Mr. Palmer, supported by Mr. Kostin to approve the minutes of the regular meeting of January 6, 2010, as written. AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. APPROVAL OF AGENDA Moved by Mrs. Long, supported by Mr. Scott to approve the agenda. AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) 5-1 (Commission Meeting, February 3, 2010) Motion carried on a voice vote. PUBLIC COMMENTS: There were no public comments. APPROVAL OF PAYMENTS: Moved by Mr. Palmer, supported by Mr. Kostin to approve the Internal Service Funds Journal Voucher Register and Payment Register for the months ending 11/30/09 (FM 2, FY 10) and 12/31/09 (FM 3, FY 10), and the Oak Management, Inc. Credit for Services Rendered Register for October, November and December (FM 1,2 & 3 FY 10). AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. COMBINED STATEMENT OF OPERATIONS/CIP PROGRAM: Moved by Mr. Fisher, supported by Mrs. Long to approve the Combined Statement of Operations for the months ending 11/30/09 (FM '2, FY10) and 12/31/09 (FM 3, FY10), and the Capital Improvement Program Budget Report for the month ending 12/31/09 (FM3, FY10). AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. FY 2010 FIRST QUARTER FINANCIAL REPORT: Moved by Mrs. Long, supported by Mr. Scott to approve the Fiscal Year 2010 First Quarter Financial Report. AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT GRANT: Moved by Mr. VanderVeen, supported by Mrs. Long 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 5-2 (Commission Meeting, February 3, 2010) 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, 2010; 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 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, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. MAINTENANCE MANAGEMENT PLAN/RECREATION PROGRAM BUSINESS PLAN: Commissioners will receive an entire copy of each plan for review. Staff was directed to remove language referring to "friends of the Oakland County Parks" within the documents. Items were tabled for further review and will be presented at the March 3 commission meeting. GOLF CART PURCHASE: Moved by Mr. Palmer, supported by Mrs. Long to award the purchase of 70 electric golf carts and 21 gas golf carts for Glen Oaks, White Lake and Springfield Oaks Golf Courses, to Midwest Golf & Turf — Club Car, in the amount of $242,675; and 31 electric golf carts, for Red Oaks Golf Course, to E-Z-GO in the amount of $83,700. AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) 5-3 (Commission Meeting, February 3, 2010) Motion carried on a voice vote. WHITE LAKE TOWNSHIP WATER MAIN EASEMENT -REVISED: The White Lake Township Board rejected the amended easement as approved at the January 6, 2010 meeting. After discussion, the following change was made to the easement: • Paragraph 4 - Consideration. In exchange for this easement, Grantee shall not require Grantor to disconnect or discontinue use of its wells at White Lake Oaks and Grantor shall only connect to Grantee's water system for the purposes of supplying water to the White Lake Oaks Clubhouse. As further consideration for this easement Grantee shall waive all fees associated with connecting to Grantee's water system including but not limited to the privilege fee, the capital surcharge fee fire suppression fee except that the Grantor shall pay five thousand and ninety- four dollars and no cents ($5,094.00) to Grantee for miscellaneous connection fees. Moved by Mr. VanderVeen, supported by Mr. Fisher to approve the White Lake Township water main easement as amended. AYES: Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (9) NAYS: Burns (1) Motion carried on a voice vote. WATERFORD OAKS FRIDGE ENGINEERING RFQ: Moved by Mr. Kostin, supported by Mr. Palmer to award the contract for Phase I —Evaluation and Analysis of the Fridge for cost determination and recovery for the repairs or relocation of the existing toboggan slide feature, including any identifiable programmatic or marketing opportunities, to Partners in Architecture, PLC in the amount of $19,500. AYES: Burns, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt (8) NAYS: Fisher, VanderVeen (2) Motion carried on a voice vote. WATERFORD OAKS ACCESSIBLE PLAYGROUND CHANGE ORDERS: Moved by Mrs. Long, supported by Mr. Fisher to approve change orders to Clark's Construction for various design modifications, in the amount of $15,952.34, for a total approved contingency of $39,312.39. AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. AERIAUTOPOGRAPHICAL SURVEY CONTRACT: Moved by Mr. Skarritt, supported by Mr. Burns to award the contract for aerial topographical and boundary surveys to the lowest qualified bidder, Professional Engineering Associates, in the amount of $203,580, for Option 1: topographical and boundary surveys for Waterford, Addison, 5-4 (Commission Meeting, February 3, 2010) Springfield and Red Oaks master plans; Option 2: topographical and boundary surveys for Glen, Groveland, Independence and White Lake Oaks future master plans; and Option 4: delineation for storm water structures. AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. NATIONAL VOLUNTEER WEEK: Moved by Mr. Fisher, supported by Mr. Burns to approve participation in National Volunteer Week by offering free reciprocal entry to the Volunteer Coordinators Network of Southeast Michigan. AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. MISSION STATEMENT: The proposed mission statement has been consolidated from its original form for communicating with the public. It pulls from the mission and vision outlined in the strategic master plan, as well as the section goals and visions for each of the four major sections of the plan. While the vision and mission created as a part of the strategic planning process will continue to guide staff efforts, it was determined that a more consolidated, concise version of the mission statement was needed for communicating our goals and objectives with the general public. Moved by Mr. Palmer, supported by Mr. Fisher to approve the consolidated Mission Statement which states: "The Oakland County Parks and Recreation Commission is dedicated to providing quality recreation experiences that encourage healthy lifestyles, support economic prosperity, and promote the protection of natural resources." AYES: Burns, Fisher, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. CLOSED SESSION: Moved by Mr. Scott, supported by Mr. VanderVeen to adjourn to Closed Session for the consideration of acquiring interest in real property. ROLL CALL VOTE: AYES: Burns, Fisher, Kostin, Lewis, Long, McCulloch, Palmer, Scott, Skarritt, VanderVeen (10) NAYS: (0) 5-5 (Commission Meeting, February 3, 2010) A sufficient majority having voted, the motion carried. The Chair declared the meeting closed at 10:25 a.m. The meeting resumed in open session at 11:02 a.m. LEISURE VISION PRESENTATION — MILLAGE SURVEY RESULTS: Ron Vine, Vice President, ETC Institute, presented the results from the millage voter opinion survey that was conducted via telephone to Oakland County residents. Responses from the survey conducted in November indicate that 72% of voters would support the Oakland County Parks and Recreation millage renewal. An additional 9% of respondents said they might vote in favor of the proposal. STAFF REPORTS: Moved by Mr. Palmer, supported by Mrs. Long to receive and file the Activity Report for January (FM4, FY10), Purchasing Quarterly Report, Millage Update and the Executive Officer's Report. AYES: Burns, Kostin, Larsen, Lewis, Long, Palmer, Scott, Skarritt, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. NEW BUSINESS: None. OLD BUSINESS: None. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's report filed in the agenda, the following information was noted: --Ballot language for the millage was pulled at Finance Committee last week; Corporation Counsel is requesting Attorney General Cox' opinion for requirements to include all local agencies that capture taxes from the millage on the ballot. --Fire and Ice Festival was a huge success with more than 20,000 people in attendance. A detailed report will be provided at the March 3 meeting. The meeting adjourned at 11:25 a.m. The next Commission meeting will be at 9:00 a.m. on Wednesday, March 3, 2010, at Glen Oaks Golf Course, 30500%Thirteen Mile Road, Farmington Hill�,— J. David VanderVeen, Secretary `Suzafi�e L. Kici, Recordling Secretary 5-6