HomeMy WebLinkAboutMinutes - 2010.04.21 - 39243OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
April 21, 2010
Chairman Lewis called the meeting to order at 9:11 a.m. in the commission room of the 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
ABSENT WITH NOTICE:
Vice Chairman Richard Skarritt
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services
OC Information Technology
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Mike Donnellon, Chief, Facilities, Maint. & Dev.
Jon Noyes, Planning Supervisor
Jim Dunleavy, Chief-Oper. & Maint. North
Larry Gee, Chief-Oper. & Maint. South
Terry Fields, Chief -Recreation Programs/Services
Melissa Prowse, Business Development Representative
Phil Castonia, Business Development Representative
Matt Felton, Marketing Supervisor
Sheila Cox, Capital Improvement Coordinator
Dawn Siegel, Supervisor
Moved by Mr. Scott, supported by Mr. Fisher to approve the agenda as written.
AYES: Fisher, Kostin, Lewis, McCulloch, Palmer, Scott, (6)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
No public comments were made.
BUDGET WORK SESSION:
The triennial budget for FY2011, 2012, and 2013 was presented. Staff compiled the budget utilizing
information received from the Citizens Survey that is completed every two years and recognizes Oakland
County Parks and Recreation Commission as a world class parks system.
The proposed operating revenue budget is $21,244,013; down (.9%) from the amended budget for FY
2010. Of this amount, $8,493,713 comes from charges for services. The remaining balance of
$12,750,300 will come from the % millage, $12,458,000 (58.6%); income from investments, $275,000;
and other income; $17,300.
4-1
(Commission Meeting and FY 2011 Budget Work Session, April 21, 2010)
The proposed operating expense budget is $28,441,962; decreased (.5%) from the amended budget for
FY 2010. The .5% net decrease includes many contributing factors:.5% salary reduction as
recommended by the County Executive; fringe benefits increase due to the cost update for many full-time
positions; final payment of $550,000 in FY2010 to the Oakland County Building Authority for the Lyon
Oaks bond; Information Technology Master Plan 3rd year cost decrease ($600,000) to $1,200,000. The
IT Master Plan has been revised to reflect a five-year implementation period.
Other points of interest:
• Salaries and fringe benefits total $11,589,350; 40.74% of the total operating expense budget
• In numerous budget centers Special Events revenue and expenses have increased due to the
increased priority in recreation programming to meet the demand of residents as identified in the
citizen survey.
• IT Roadmap development and its related increase in operational costs is because of the IT
Master Plan, i.e. Point -of -Sale System (POS) and Collaborative Asset Management System
(CAMS)
• Energy conservation audits will be completed for most facilities and energy management systems
upgraded
• Significant increases in recreation programming for Upper Bushman Lake, the Greenhouses, OC
Market and Special Events. All nine core service areas; adaptive recreation, aquatics, special
events, outdoor recreation, mobile recreation, golf, health and wellness, volunteers, and nature
interpretation have been programmed county -wide through outreach, collaborations,
partnerships, sponsorships and parades
• The Revenue Pricing Policy has allowed staff to fill facilities during non -peak times
• Additional budget centers have been forecast: FY2011 revenue for the OC Market is projected to
offset the operation of the market; funds are allocated in contingency for management of the
Madison Heights Nature Center
• Red Oaks Dog Park, our newest facility, opens this year
• Staff's Budget Task goal is to increase actual revenue and/or decrease actual expense by
combined 10% for FY 2010 and by combined 15% for FY 2011 in order to replenish the
Stabilization Fund
• Capital equipment expenditures have been reduced from $508,405 in FY2010 to $228,080, of
which $199,480 will be spent on replacement equipment
• CIP projects have been limited due to the availability of funds; however, staff is projecting out on
a 10-year cycle
• Future CIP projects reflect a strategy of creating "Inventory of Design Opportunities" that will be
grant -ready.
Oakland County General Fund Conformance:
The "Planned Use of Balance" revenue shown in the Operating Budget Revenue summaries increased
$3,487,849. This is due to a change in the line item used to budget a reduction to fund equity. In FY
2011 a reduction to fund equity is budgeted as a positive amount in the Planned Use of Balance revenue
line item. In FY 2010 a reduction to fund equity was budgeted as a negative amount in the Non -
Departmental Capital Improvement Program expense line item.
M,
(Commission Meeting and FY 2011 Budget Work Session, April 21, 2010)
The FY 2011 figure of $7,197,949 is comprised of $3,651,800 - the amount of non -cash depreciation
included in the current fiscal year's expense, and $3,546,149 - the amount of the reduction to fund equity.
This reduction to fund equity will reduce the funds available for the Capital Improvement Program. A
separate budget book details projects planned for the FY 2011 Capital Improvement Program.
Staff has also been directed to reduce FY2010's budget by a net 10%, and an additional 15% for FY2011
as presented today. Staff will present the revised budget with the 15% reduction at the June 2, 2011
regular meeting.
Discussion followed on the Madison Heights Nature Center and the Oakland County Market and whether
they are part of FY2011's budget. These expenses would come from contingency; business plans will
project phases.
Discussion followed about the fund balance. A comparison chart was requested that details the fund
balance annually.
Moved by Mr. Palmer, supported by Mr. Kostin to approve the preliminary FY2011 budget
and direct staff to prepare the final budget for presentation on June 2, 2010.
Motion withdrawn.
After discussion, Commission directed staff to complete the budget with recommended changes for
approval at the June 2 meeting.
The proposed FY 2011 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 2, 2010 commission
meeting for approval.
URBAN RECREATION INITIATIVE WORK SESSION:
With the Strategic Master Plan in place, staff has identified the need to have a detailed urban recreation
plan in place that can be shared with all cities, villages and townships. With the current economic climate
in Oakland County, there is a changing need for recreational opportunities for its citizens. More than 66%
of Oakland County is deemed urbanized by the census.
Currently there are two Oakland County Parks located in Historical Urban Cores (HUC); Red Oaks and
Catalpa Oaks. The Urban Recreation Initiative will address HUCs and identify community -level needs.
Four Critical Components:
1. Recreational access
• Removing physical barriers
• Transportation barriers
• Financial barriers
• Cultural/education barriers
2. Recreational programs and special events
• Core program plan
• Recreation assistance partnership (RAP)
• Special event development
3. Facility Investment
• Operations
• Major maintenance
• Capital improvements
4. Land Acquisition
• Recreational land
• Land use conversion
HN
(Commission Meeting and FY 2011 Budget Work Session, April 21, 2010)
This presentation will also be shared at the Oakland County Board of Commissioners Joint Caucus
meeting on April 22 to communicate how OCPRC is developing an urban recreation plan and the
commission's commitment to the urban recreation needs of county residents.
RECREATION ASSISTANCE PROGRAM
Moved by Mr. Fisher, supported by Mr. Palmer to increase the Recreation Assistance
Partnership an additional $50,000 to enhance transportation services; and transfer
$50,000 from contingency for this expenditure.
AYES: Fisher, Kostin, Lewis, Long, McCulloch, Palmer, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
PROFESSIONAL SERVICES CONTRACT — SIGNATURE EVENT PLANNING:
Staff sent out a Request for Qualification (RFQ) to establish a Professional Services Contract for a
Signature Event Planner who has the ability to identify and negotiate potential sponsors, partners, and
locations for signature event planning that creates an economic impact and generates income for
Oakland County Parks. The contract would be for a three-year period and a not -to -exceed amount of
$50,000 for the first year. Several proposals were received and reviewed by staff; staff recommended
awarding the contract to Jonathon Witz & Associates of Pontiac.
Discussion followed regarding pricing variables, scope of work, and collaboration of Parks staff and
Jonathon Witz's staff to identify the benefits this company adds to Parks events.
Commission directed staff to obtain additional information, and carry this item forward to the May 5, 2010
meeting.
Meeting adjouWd at 1:25 p.m.
J. David VanderVeen, Secretary ( Suzanne. Kici, Recording Secretary
EWA