HomeMy WebLinkAboutMinutes - 2011.02.02 - 39255OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
February 2, 2011
Chairman Fisher called the meeting to order at 10:07 a.m. in the commission room of the Parks Commission's
administration office.
COMMISSION MEMBERS PRESENT:
Joseph Colaianne, Gerald Fisher, Robert Kostin, Pecky D. Lewis, Jr., Christine Long, Gary McGillivray,
John Scott, J. David VanderVeen, Eric Wilson
COMMISSION MEMBERS ABSENT:
Charles Palmer (with notice; weather)
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager — Parks & Rec. Operations
Mike Donnellon, Chief -Parks Fac., Maint. & Ops.
Terry Fields, Chief - Recreation Programs & Services
Melissa Prowse, Business Development Rep.
Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District
Larry Gee, Chief, Parks Ops. & Maint. — S. District
Desiree Stanfield, Communications Supervisor
Karen Kohn, Supervisor — Administrative Services
OC Fiscal Services Sheila Cox, Capital Improvement Coordinator
Barton Malow Brian Gorzynski, Director of Design, AE Services
Studio 5 Holly Kaiser, President, Director of Design
APPROVAL OF MINUTES:
Moved by Mrs. Long, supported by Mr. Scott to approve the minutes of the regular meeting of
January 12, 2011, as written.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. Lewis to approve the agenda, revised with the
following changes: Removed Items 8A Recognition Presentation — Former Parks
Commissioner Tim Burns and 8B Water Quality Report — Waterford Mott Students.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no questions or comments received.
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CONSENT AGENDA:
Moved by Mr. Lewis, supported by Mr. Scott to approve all items under the Consent Agenda
as follows: Internal Service Funds Journal Voucher Register for month ending 12/31/10 (FM
3, FY 11); Payment Register for month ending 12/31/10 (FM 3, FY 11); Oak Management
Credit for Services Rendered Register for October, November, and December (FM 1, 2 & 3,
FY 11); Monthly Financial Statement Executive Summary for month ending 12/31/10 (FM 3,
FY 11); Capital Improvement Program Plan Report as of 12/31/10 (FM 3, FY 11); First
Quarter Financial Forecast Report; Uncollectible NSF Checks for First Quarter, FY 2011; and
Commission Meeting Location Change.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
CATALPA OAKS DEVELOPMENT UPDATE AND BUSINESS PLAN PRELIMINARY DRAFT:
Melissa Prowse presented the Catalpa Oaks development update, which included a recap of the development
timeline, an update on the park development, and draft business plan. Details were provided on the revised
development phases. Comments included:
• Concern with the proposed softball field near the road. Staff will address concern in the design, although
there is a large berm located there.
• Staff was directed to delete the recycling transfer station from phase IV.
High points of the preliminary business plan were reviewed; comments included:
• Staff has looked at a couple of operating models in which local units of government have sports
associations operate the facilities. South Oakland County Soccer current provides ancillary assistance at
the park.
• Proposed lease for the South Oakland Health Division office space is expected to be brought to the
commission for review and approval at the March meeting.
Staff requested Commission approval to proceed with construction of the Phase I development, including
irrigation, services building, playground, rental shelter, portable goals and bleachers, second entry kiosk, and
new parking lot. Goals for the Phase I master plan development include providing basic services, increasing
the value of field use, increasing capacity, and generating revenue. Discussion followed, including
revenue/expenditure cost analyses, Southfield's administrative review of the project, excluding the parking lot,
permitting process, timeline of the walking trail, and expediting the project.
Moved by Mr. Lewis, supported by Mr. McGillivray to approve the construction of the modified
Phase I project at Catalpa Oaks in the amount of $854,300, with administrative review from
the city of Southfield to exclude requirement for new parking lot, and with good faith effort to
complete the construction in 2011.
Staff will provide monthly updates as part of the Executive Officer's Report.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, Vanderveen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
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2011 MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT PROJECT GRANT
APPLICATION:
Staff presented details of the proposed grant application for the Catalpa Oaks Multipurpose Recreation
Facility. The project encompasses construction of a multipurpose recreational facility that will serve as an
education/interpretation site. The project will include a 3,600-square foot building with restrooms, kitchen,
meeting/office space and storage.
Estimated project cost is $1,055,000, which includes engineering, site preparation, and construction. The
proposed grant application will be a 28/72 match in the amount of $300,000 from the MNRTF and
$755,000 from the Oakland County Parks and Recreation Commission. Estimated construction
completion timeline is 2013/2014.
Staff requested Commission approval of the resolution in support of the application and to forward the request
to the Oakland County Board of Commissioners to authorize the application execution.
Discussion followed, including calculation of staff time required for grants, resulting operating costs of the
building, grant opportunities for the greenhouse/Farmer's Market, and overall priorities of capital projects.
Moved by Mr. Wilson, supported by Mr. Colaianne to postpone a decision on the 2011
Michigan Natural Resources Trust Fund development project grant application until the
March 2, 2011 Commission meeting.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
RED OAKS WATERPARK — NEW GUEST ENTRANCE CONTINGENCY ADJUSTMENT:
Moved by Mr. Wilson, supported by Mr. VanderVeen to approve the increase of the
previously approved contingency for the new guest entrance project at the Red Oaks
Waterpark from 5% to 11 %. The increased amount is an additional $18,793.00, for a total
approved contract of $362,721.00. The additional funds of $18,793.00 will be transferred
from the FY 2011 Capital Improvement Program Plan's Contingency to the Red Oaks
Waterpark Complex's entrance relocation project.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
WATERFORD OAKS BOUNDARY SPLIT & COMBINATION:
Moved by Mrs. Long, supported by Mr. Kostin to adopt the following resolution in support of
the Waterford Oaks boundary split and combination:
WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park
located in Waterford Township; and
WHEREAS, the current park boundary includes 17 individual parcels of land,
including portions of land shared by the Oakland County Parks & Recreation Commission's —
Administration Complex with Oakland County Children's Village; and
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WHEREAS, consolidation of these individual parcels of land improve management of
park lands by consolidating Parcel Identification Numbers (PIN) into one individual PIN with
one complete boundary description for future master planning, development, natural resource
management etc.; and
WHEREAS, Oakland County Facilities Maintenance & Operations staff have agreed
to the parcel split as an internal land management effort; and
WHEREAS, Waterford Township prefers boundary combinations for Zoning and
Master planning purposes.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and
Recreation Commission hereby requests that the Oakland County Board of Commissioners
authorize and approve the boundary split and compilation of Waterford Oaks County Park,
and
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation
Commission hereby requests that the Oakland County Board of Commissioners direct its
Chairperson or designee to execute said acceptance of this boundary split and compilation.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
INDEPENDENCE OAKS — NORTH NEW GRAVEL PARKING LOT:
Moved by Mrs. Long, supported by Mr. McGillivray to award the contract for the new gravel
parking lot at Independence Oaks -North to the low bidder, James P. Contracting, in the
amount of $59,530.00, plus a 5% contingency of $2,977.00, for a total project amount of
$62,507.00. Funds in the amount of $22,507.00 will be transferred from the FY 2011 Capital
Improvement Program Plan's Contingency to the Independence Oaks -North New Gravel
Parking Lot project.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
RECREATION ASSISTANCE PARTNERSHIP (RAP) PROGRAM:
Moved by Mr. Scott, supported by Mr. Wilson to approve the funds for the 2011 Recreation
Assistance Partnership Program in the amount of $150,000.
AYES: Colaianne, Fisher, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
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PLANNING SESSION TOPICS:
A list of planning session topics was distributed for Commission review and input for priorities. Staff will
provide brief definitions and/or bullets for each topic in preparation for discussion at the March 2, 2011
Commission meeting.
2010/2011 PROGRAM REVIEW/EVALUATION AND DEVELOPMENT PLAN:
Chief - Recreation Programs & Services Terry Fields presented an overview of the 2010 recreation programs
and events, including the tools used for evaluating the programs. She shared the 2011 recreation program
calendar, noting how the programs fit into the core services areas and how they meet the three primary goals
of programming revenue centers, programming parks, and developing outreach programs.
ACTIVITY REPORT:
The Activity Report for December (FM 03 FY 2011) was accepted as filed.
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's report filed in the agenda, the following information was noted:
---Staff has received notification from the Michigan Recreation and Park Association that the Oakland County
Parks and Recreation Commission has been named the 2010 Grand Award winner. The Grand Award is
presented annually to a parks and recreation agency for making significant contributions to the field of parks
and recreation. Executive Officer Dan Stencil will accept the award on behalf of the department at the
upcoming Annual Conference. The president of MRPA will re -present the award at the March 2 Commission
meeting.
---Lyon Oaks and. Red Oaks county parks have been environmentally certified by the Michigan Turfgrass
Environmental Stewardship Program.
---The Independence Oaks Nordic Ski Patrol won the Best Small Patrol award for the 2009-2010 ski season
from the Eastern Michigan Region of the National Ski Patrol.
---The department's annual report has been completed. It was provided to attendees of the county executive's
State of the County Address on February 1, mailed to elected officials and news media, and posted on the
DestinationOakland website.
NEW BUSINESS:
---Commissioner VanderVeen complimented staff members for their efforts during the Fire and Ice Festival,
noting especially the efforts of Rachel Boyd, Jim Dunleavy, Derenda Howard, and Colin Gibbs/crew.
---Chairman Fisher noted the Executive Committee is investigating contracting maintenance and operations.
He shared some of the complexities involved, which require more in-depth study, and indicated the Executive
Committee will be studying the issue at greater length.
Meeting was adjourned at 12:15 p.m.
The next Conission meeting will be at 9:00 a.m. on Wednesday, March 2, 2011.
J. DavicTVanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
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