HomeMy WebLinkAboutMinutes - 2011.04.06 - 39257OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
April 6, 2011
Chairman Fisher called the meeting to order at 9:06 a.m. in the commission room of the Parks Commission's
administration office.
COMMISSION MEMBERS PRESENT:
Gerald Fisher, Robert Kostin, Pecky D. Lewis, Jr., John McCulloch, Gary McGillivray, Charles Palmer,
John Scott, J. David VanderVeen, Eric Wilson
COMMISSION MEMBERS ABSENT:
Christine Long, with notice
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services
Friendship Woods Nature Center
City of Madison Heights
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
Melissa Prowse, Business Development Rep.
Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District
Larry Gee, Chief, Parks Ops. & Maint. — S. District
Phil Castonia, Business Development Rep.
Karen Kohn, Supervisor — Administrative Services
Mary Zednik, Communications Assistant
Paul Simpson, Recreation Program Supervisor
John Chasteen, Parks Supervisor
Sheila Cox, Capital Improvement Coordinator
Matthew Hackett, former lead naturalist
Ed Swanson, Mayor
Ben Myers, Deputy Mayor
Moved by Mr. Lewis, supported by Mr. Palmer to approve the minutes of the regular meeting
of March 2, 2011, as written.
AYES: Fisher, Kostin, Lewis, McCulloch, McGillivray, Palmer, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF AGENDA:
Moved by Mr. Scott, supported by Mr. Kostin to approve the agenda as presented.
AYES: Fisher, Kostin, Lewis, McCulloch, McGillivray, Palmer, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
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(Commission Meeting, April 6, 2011)
There were no comments or questions received by the public.
CONSENT AGENDA:
Moved by Mr. Palmer, supported by Mr. Kostin to approve all items under the Consent
Agenda as follows: Internal Service Funds Journal Voucher Register for month ending
2/28/11 (FM 5, FY 11); Payment Register for month ending 2/28/11 (FM 5, FY 11); Monthly
Financial Statement Executive Summary for month ending 2/28/11 (FM 5, FY 11); and the
Purchasing Report for the First Quarter of FY 2011.
AYES: Fisher, Kostin, Lewis, McCulloch, McGillivray, Palmer, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
GOLF OPERATIONS PRESENTATION:
In response to Commission directive, staff presented information on golf operations, including details on
operational efficiencies, cost and staff reductions, and initiatives undertaken since 2008 through the Strategic
Master Plan.
Commission requested details on:
• Savings realized in staffing costs through the decrease in full-time staff and using part-time non -
eligible staff to a greater degree
• Golf rounds attributed to use of parks access permits and rounds played by volunteers
FRIENDSHIP WOODS PRESENTATION:
Staff presented details of a proposed partnership with the City of Madison Heights on the Friendship Woods
Nature Center. The proposal included three optional levels of involvement:
• Level One: Event/program-based/no-cost partnership use
• Level Two: Annual agreement/memo of understanding
• Level Three: Three — five year renewable lease; share capital and major maintenance projects
Staff recommended Commission approval to implement a Level One partnership with the City of Madison
Heights for the remainder of FY 2011 and FY 2012.
Discussion followed, with several issues raised including:
• Expectations of the City of Madison Heights
• Other communities throughout the county with similar facilities/needs who may approach the Parks
Commission for assistance
• Future direction of nature centers, in general, and how it correlates to what is being done at the Wint
Nature Center
• How does the nature program fit into the priorities of the county -wide needs assessment
• Explore/evaluate initiatives for operational efficiencies at Wint Nature Center
Moved by Mr. McCulloch, supported by Mr. Wilson to complete an evaluation of the nature
center program, including associated budget information, and bring back to the June 1
Commission meeting.
AYES: Fisher, Kostin, Lewis, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (9)
NAYS: (0)
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(Commission Meeting, April 6, 2011)
Motion carried on a voice vote.
REVISED VOGEL RESIDENTIAL LEASE:
Staff presented a revised lease for the residence at Waterford Oaks, noting a change in the number of
individuals renting the house. Commission directed staff to include language clarifying joint and several liability
in the lease to ensure the total rent due remains the same should one or more individuals leave.
Moved by Mr. VanderVeen, supported by Mr. Palmer to adopt the following resolution in
support of the revised Vogel residential lease at Waterford Oaks, with the recommended
language clarification:
WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park; and
WHEREAS, a 1,392-square foot house, identified as 1580 Scott Lake Road, is
located on the grounds of Waterford Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation
Commission to lease said house located at 1580 Scott Lake Road to Adam Vogel, Nick
Oliver, Mike Trevino, and Robert Filarekki for a period commencing March 1, 2011 through
December 31, 2015; and
WHEREAS, under the terms and conditions of the attached Lease Agreement Adam
Vogel, Nick Oliver, Mike Trevino and Robert Filarekki will pay rent as follows:
March 1, 2011 — December 31, 2011 $900.00
January 1, 2012 — December 31, 2012 $918.00
January 1, 2013 — December 31, 2012 $936.00
January 1, 2014 — December 31, 2013 $955.00
January 1, 2015 - December 31, 2015 $974.00
each month and pay all utility costs; and
WHEREAS, the Departments of Facilities Management and Corporation Counsel have
reviewed and/or prepared all necessary documents related to the attached lease agreement;
and
WHEREAS, it is the recommendation of the Oakland County Parks and Recreation
Commission and the Department of Facilities Management that the Oakland County Board of
Commissioners accept and approve the terms and conditions of the attached Lease
Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners hereby approves and authorizes the attached Lease Agreement between the
County of Oakland and Adam Vogel, Nick Oliver, Mike Trevino and Robert Filarekki.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the
Oakland County Parks and Recreation Rental House Revenue fund line item.
BE IT FURTHER RESOLVED that the County of Oakland Board of Commissioners
hereby directs its Chairperson or his designee to execute the attached Lease Agreement and all
other related documents between the County of Oakland and Adam Vogel, Nick Oliver, Mike
Trevino and Robert Filarekki, which may be required.
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(Commission Meeting, April 6, 2011)
AYES: Fisher, Kostin, Lewis, McCulloch, Palmer, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
CATALPA OAKS BUSINESS PLAN:
Business Development Representative Melissa Prowse presented the Catalpa Oaks Business Plan for
approval, noting the only change from the draft formerly presented is the updated budget figures.
Chief — Parks Facilities Maintenance and Development Mike Donnellon provided a brief update on the status
of the Phase I project at the park.
Moved by Mr. Palmer, supported by Mr. McGillivray to approve the Catalpa Oaks Business
Plan as presented.
AYES: Fisher, Kostin, Lewis, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
KING OF DARKNESS NIGHT JUMP WATER SKI COMPETITION APPROVAL FOR THE USE OF
MOTORIZED BOATS ON STEWART LAKE AND THE SALE OF BEER:
Moved by Mr. Palmer, supported by Mr. Wilson to approve the use of motorized boats on
Stewart Lake at Groveland Oaks by Skiers Pier for the King of Darkness Night Jump Water
Ski Competition, both during the event and for the week leading up to the event.
AYES: Fisher, Kostin, Lewis, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Scott, supported by Mr. Kostin to approve the sale and distribution of beer at
the King of Darkness Night Jump Water Ski Competition at Groveland Oaks. The beer will be
donated by Labatt Blue Light to The Rainbow Connection. The Rainbow Connection will
obtain the permit from the Michigan Liquor Control Commission for legal sale of beer at the
two-day event.
ROLL CALL VOTE:
AYES: Kostin, McCulloch, McGillivray, Scott, VanderVeen, Wilson, Fisher (7)
NAYS: Lewis, Palmer (2)
A sufficient majority having voted, the motion carried.
Commission directed staff to work with Risk Management and Corporation Counsel to develop guidelines on
the sale of alcohol for inclusion in the rules and regulations to be completed prior to the event and presented
to the Commission at its June 1, 2011 meeting.
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ENVIRONMENTAL SUSTAINABILITY POLICY AND WETLAND MITIGATION BANK PROJECT:
Staff presented the draft Environmental Sustainability Policy, requesting Commission review and input for
future direction.
After discussion, Chairman Fisher referred both the draft policy and the proposed Wetlands Mitigation Bank
Project to a newly created committee. Commissioners McCulloch, Kostin, and Wilson will serve on the
committee with Donna Folland as the primary staff lead for the wetland mitigation project and Melissa Prowse
as the primary staff lead for the environmental sustainability policy. Commissioner McCulloch will chair the
committee.
The committee will work to streamline the policy, ensure it reads well, and provides support for future decision -
making, then report back no later than the July 6 Commission meeting.
SPRINGFIELD OAKS DAVISBURG DAM REPAIR ENGINEERING CONTRACT:
Staff pursued a proposal to conduct an engineering analysis and profile of the Davisburg Dam at Springfield
Oaks, including a review of state dam safety reports, site inspection, geotechnical field exploration, structural
analysis, report and recommendations with priority and conceptual budgets for a not -to -exceed amount of
$18,000 through the county's contract with Soils, Materials & Engineering. In addition, staff will contract to
amend the existing topographical survey with a lake bottom survey to be conducted by Giffels-Webster
Engineers. There is currently $10,000 budgeted in the FY 2011 Springfield Oaks Golf Course Grounds
Maintenance line item for this.
Staff requested Commission approval to transfer $11,500 from the FY 2011 Operating Budget Contingency to
complete the analysis, for a total budgeted amount of $21,500.
Moved by Mr. McCulloch, supported by Mr. Scott to approval the transfer of $11,500 from the
FY 2011 Operating Budget Contingency to the Springfield Oaks Golf Course Contracted
Services line item to complete an engineering analysis and profile of the Davisburg Dam.
AYES: Fisher, Kostin, Lewis, McCulloch, McGillivray, Palmer, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
PLANNING SESSION TOPICS AND PRIORITIZATION:
Staff presented a revised list of proposed planning topics for future discussion and/or presentation to the
Commission, along with recommended priorities and time frame.
After discussion, the Commission provided the following topics as its top priorities:
• County -wide Trails System/Oak Routes
• Re -purpose Wint Nature Center and Interpretive Programming
• Strategic Master Plan, incorporating
o 2012 Recreation Master Plan
o Dog Park Master/Business Plan
• Fiscal Sustainability
• Grant Funding Development Plan
Staff will prioritize these topics and assign an appropriate time frame.
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(Commission Meeting, April 6, 2011)
ACTIVITY REPORT:
The Activity Report for February (FM 05 FY 2011) was accepted as filed.
IT UPDATE:
Business Development Representative Phil Castonia provided am update on the Information Technology Plan,
including the rollout of the gift card program, status of the Collaborative Asset Management System (CAMS),
the new activity registration and WebTrac modules for RecTrac, and Wi-Fi connectivity planned for the
campgrounds next year. He also shared basic information about a comprehensive recreation inventory
program under consideration as a possible project for next year. The data from this inventory will=be the basis
for a future interactive program termed "RecFinder."
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's report filed in the agenda, the following information was noted:
---Savings on natural gas as a result of a rate negotiated with Lakeshore Energy.
---Oakland County Trails Advisory Council's 2010 Annual Report is available online at
DestinationOakland.com.
---Initiative by staff to create a Strategic Plan Implementation Manual (SPIM) for use as a procedural tool to
track continued implementation of the Strategic Master Plan, compliance with Department of Natural
Resources requirements, and future application for national accreditation.
Staff will provide a list of counties that have attained the national accreditation.
OLD BUSINESS:
None
NEW BUSINESS:
Commissioner Kostin shared information on a new dog park operated by the City of Birmingham, noting
annual fees of $50 for residents and $200 for non-residents to use the park.
The next Commission meeting will be the budget work session to be held at 9:00 a.m. on Wednesday, April
20, 2011. The next regular Commission meeting will be at 9:00 a.m. on Wednesday, May 4, 2011 at the Fair
Board Office of the Springfield Oaks Activity Center.
Meeting was adjourned at 11:41 a.m.
J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary
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