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HomeMy WebLinkAboutMinutes - 2011.09.07 - 39266OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING September 7, 2011 Chairman Fisher called the meeting to order at 9:05 a.m. in the commission room of the Parks and Recreation Commission's administration office. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen, A. David Baumhart III, Robert Kostin, Christine Long, Gary McGillivray, John Scott COMMISSION MEMBERS ABSENT WITH NOTICE: Chairperson Emeritus Pecky D. Lewis, Jr., Eric Wilson ALSO PRESENT: Parks and Recreation OC Fiscal Services OC Purchasing Michigan Dept. of Natural Resources Carl's Foundation Soil and Materials Engineers, Inc. Barton Malow Design City of Madison Heights APPROVAL OF MINUTES: Daniel Stencil, Executive Officer Sue Wells, Manager, P & R Operations Mike Donnellon, Chief -Parks Fac., Maint. & Ops. Terry Fields, Chief - Recreation Programs & Services Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District Larry Gee, Chief, Parks Ops. & Maint. — S. District Karen Kohn, Supervisor — Administrative Services Desiree Stanfield, Communications Supervisor Zach Crane, Architectural Engineer Brittany Bird, Natural Resources Planner Jeff Phelps, Supervisor II Ed Tucker, Buyer Jim Francis, Fish Biologist, Fisheries Division Elizabeth Stieg, Executive Director Laurel Johnson Duane McDevitt, Director, Professional Services Brian Gorzynski, Director, Design Ed Swanson, Mayor Jon Austin, City Manager Bob Gettings, Council Member Ben Meyers, Friendship Woods Nature Center Moved by Mr. Scott, supported by Mr. Kostin to approve the minutes of the regular meeting of August 3, 2011 and the special meeting of August 17, 2011, as written. AYES: Baumhart, Fisher, Kostin, Long, McCulloch, McGillivray, Scott (7) NAYS: (0) Motion carried on a voice vote. APPROVAL OF AGENDA: Moved by Mr. Baumhart, supported by Mrs. Long to approve the agenda as presented. AYES: Baumhart, Fisher, Kostin, Long, McCulloch, McGillivray, Scott (7) NAYS: (0) 4-1 (Commission Meeting, September 7, 2011) Motion carried on a voice vote. PUBLIC COMMENTS: There were no questions or comments from the public. CONSENT AGENDA: Moved by Mrs. Long, supported by Mr. Kostin to approve all items under the Consent Agenda as presented: Internal Service Funds Journal Voucher Register for month ending 7/31/11 (FM 10, FY 11); Payment Register for month ending 7/31/11 (FM 10, FY 11); Monthly Financial Statement Executive Summary for month ending 7/31/11 (FM 10, FY 11); and the Third Quarter Financial Forecast. AYES: Baumhart, Fisher, Kostin, Long, McCulloch, McGillivray, Scott (7) NAYS: (0) Motion carried on a voice vote. AWARD PRESENTATION — THE CARL'S FOUNDATION: Executive Officer Dan Stencil presented Elizabeth Stieg, Executive Director of the Carl's Foundation, with a plaque in recognition of the Carl's Foundation's role in assisting the Oakland County Parks with the acquisition of the property at Independence Oaks -North. The Carl's Foundation played a significant role in providing a $200,000 grant partnership between Ducks Unlimited, and the Oakland County Parks to provide additional funds for the acquisition. ESTABLISHING UPPER BUSHMAN LAKE AS CATCH -AND -RELEASE FISHING FACILITY; INDEPENDENCE OAKS -NORTH: Moved by Mr. VanderVeen, supported by Mr. Baumhart to adopt the following resolution in support of the Michigan Department of Natural Resources proposed fishing order for Catch - and -Release fishing regulation for Upper Bushman Lake at Independence Oaks -North County Park: WHEREAS, the Oakland County Parks and Recreation Commission has been notified of a baseline fisheries survey conducted by the Michigan Department of Natural Resources (MDNR) Fisheries Division at Upper Bushman Lake in May 2011; and WHEREAS, the results of the said survey indicate the presence of an exceptional fishery ranking at or above state averages in the areas of catch -per -unit effort, fish size, and fish growth rates; and WHEREAS, the small (31 acre) size of the lake and the presence of limited spawning habitat increase the chance for overharvest under standard state catch limits; and WHEREAS, the baseline survey results and lake characteristics have prompted MDNR Fisheries Biologists to recommend management of Upper Bushman Lake under catch -and -release regulations; and WHEREAS, the designation of Upper Bushman Lake as a catch -and -release fishery would make it the only public -access lake managed under this regulation in southeast Michigan, creating a unique recreational angling opportunity with regional draw. am (Commission Meeting, September 7, 2011) NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation Commission supports the designation of Upper Bushman Lake at Independence Oaks -North County Park as a Special Regulation Catch -and -Release Fishery by Order of the Michigan Department of Natural Resources (MDNR) Natural Resources Commission (NRC). AYES: Baumhart, Fisher, Kostin, Long, McCulloch, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. The resolution will be forwarded to the Michigan Department of Natural Resources for consideration by the Natural Resources Commission. If approved, the special designation will go into effect April 1, 2012. MADISON HEIGHTS NATURE CENTER/INDEPENDENCE OAKS NATURE CENTER INTERPRETIVE PROGRAMMING UPDATE: As directed by the Commission, staff has been researching collaborations/partnerships and evaluating the operations of the W int Nature Center and the potential of the Madison Heights Nature Center for operations. Manager — P & R Operations Sue Wells reported the Wint Nature Center has begun to operate within the reduced budget, sharing details on the changes staff has initiated including reducing the programming to four days a week, scheduling seasonal staff to operate the facility, and focusing more programming opportunities on the revenue -generating groups. Staff discussed the potential of operating the Madison Heights Nature Center in a similar manner. One of the challenges being faced is the city has no funding available for maintenance of the facility and trails; Oakland County Parks is being asked to maintain the entire facility. Staff discussed a five-year lease of the facility, with the following points: • Lease would be $1 annually • Programs will focus on all of our core services • Hours of programming will be limited to four days a week • Facility to be operated by Parks Helpers • Utilize maintenance staff from Red Oaks Golf Course with addition of Parks Helpers • Oakland County Parks will be responsible for maintenance and operations of facility and grounds • Oakland County Parks will be responsible for maintenance standards of facility and grounds • There will be additional upfront costs to address health and safety issues (ie tree removal, trail repair) • Madison Heights will pay for the annual utilities of the facility (projected at approximately $13,000 for 2012) • Madison Heights will allow Oakland County Parks to utilize office supplies/equipment, nature exhibits, and small tools. • Madison Heights will allow Oakland County Parks the use of their fiberoptics to the building for IT purposes. • No capital improvement or major maintenance projects would be forecasted during the first five years, except to address health and safety issues. • Oakland County Parks, with City of Madison Heights and regional stakeholders, will develop a proposed master plan after year two of the lease. Discussion followed on the following concerns: • Proposed operations for the Nature Center would be subsidized over $200,000 annually • After five years, Oakland County Parks would be committed to a 50/50 cost share of parking lot repairs; approximately $224,000 4-3 (Commission Meeting, September 7, 2011) • No final determination has yet been made to keep Wint Nature Center open, much less operating a second nature center • Other communities approaching Oakland County Parks to assist with struggling nature centers • Physical challenge of the building with inadequate parking and bathrooms • Philosophy of requiring vehicle permit to use the facility • Consideration by City of Madison Heights to sell the property to Oakland County Parks; legal issues involved and available alternatives • Grant restrictions on the property which require the nature center to remain an outdoor education facility • Setting parameters/guidelines for evaluating these opportunities as regional recreation facilities • Importance of setting direction with master plan before making long-term commitment and capital improvements Moved by Mr. McCulloch, supported by Mr. VanderVeen to direct staff to work with the City of Madison Heights to complete a master plan on the Madison Heights Nature Center/Friendship Woods Park within two years, discuss alternatives for the facilities, and present a recommendation to the Parks Commission based on that master plan. Also, set parameters/guidelines for staff/Parks Commission to evaluate facilities and opportunities, particularly in the more urbanized areas. ROLL CALL VOTE: AYES: Baumhart, Fisher, McCulloch, McGillivray, VanderVeen (5) NAYS: Kostin, Long, Scott (3) A sufficient majority having voted, the motion carried. Staff will report on the master plan timeline at the October 5 meeting. PROFESSIONAL SERVICES CONTRACT — CATALPA OAKS: Staff has been working extensively with Oakland County Purchasing and Barton Malow Design, as well as the lowest qualified bidder The Braun Group, to look at value engineering (cost savings) on the Phase I construction project at Catalpa Oaks. Consultants from Barton Malow Design provided details on where the bids differentiated from their original cost estimates. Significant differences occurred through the evolution of design and included site improvements, utilities, irrigation, superstructure, exterior enclosure, electrical, and HVAC. Concerns were shared about former direction by Commission to get construction underway as quickly as possible and re -bidding as construction manager with a new project scope. Timeline will be a factor, with staff goal of meeting August 1, 2012 deadline for fall soccer leagues at the park. Barton Malow Design will re -address the project design at no additional costs to the Commission. Their contract administration fee, as previously approved, is a flat fee of $125,000. Staff will confirm with Purchasing the construction management process, either using already qualified bidders or re -bidding, or clarifying other options available to us. Moved by Mr. McCulloch, supported by Mr. VanderVeen to direct staff and Barton Malow Design to prepare a revised design and budget on the Catalpa Oaks phase I construction project and present it to the Executive Commission on September 28, along with options for procurement. Based on that presentation, staff will present a recommendation at the Oct. 5 4-4 (Commission Meeting, September 7, 2011) Commission meeting on how to proceed with the project. AYES: Baumhart, Fisher, Kostin, Long, McCulloch, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. INDEPENDENCE OAKS CULVERT REPLACEMENT PROJECT/BUDGET AMENDMENT: Chief of Park Facilities Maintenance and Development Mike Donnellon reported on a failing culvert situated at the headwaters of the Clinton River within the main entrance road at Independence Oaks. Exploration and emergency repairs were performed until adequate repairs are determined. Environmental Consulting & Technology, Inc., a blanket contract engineer, was requested to provide an initial budget proposal for the culvert replacement, including a design engineering proposal to complete the necessary hydrological study and construction drawings for the culvert replacement. Staff requested Commission approval to transfer the amount of $81,200 from the pending FY 2012 Capital Improvement Program Budget Contingency to a new FY 2012 Capital Improvement Program Project for the initial project budget of $81,200 to replace the culvert, including a design engineering proposal to complete the necessary hydrological study and construction drawings for the culvert replacement. Additional funds may be required for this project depending on the results of the engineering and a possible decision by the DNR requiring us to install a box culvert. Moved by Mr. McGillivray, supported by Mr. Baumhart to approve a transfer the amount of $81,200 from the pending FY 2012 Capital Improvement Program Budget Contingency to a new FY 2012 Capital Improvement Program Project for the initial project budget of $81,200 to replace the culvert across the main entrance road at Independence Oaks, including a design engineering proposal to complete the necessary hydrological study and construction drawings for the culvert replacement. AYES: Baumhart, Fisher, Kostin, Long, McCulloch, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. SPRINGFIELD OAKS DAM REPORT AND RECOMMENDATION: Chief of Park Facilities Maintenance and Development Mike Donnellon updated the Commission on the status of the Springfield Oaks Dam and the recommendations from the Preliminary Evaluation Report as provided by the consultant Soils and Materials Engineers, Inc. He requested Commission approval to allow staff to work with the Township of Springfield, Road Commission for Oakland County, and the Oakland County Water Resources Commission to establish a collaborative effort in maintaining/repairing the dam. Corporation Counsel is currently reviewing information to determine who has jurisdiction/responsibility over the dam. Vice Chairman McCulloch indicated it may be necessary to create a legal district/entity for taking care of this project and future maintenance of the dam. Once the legal jurisdiction/entity is established, a strategy can be determined. Moved by Mr. Scott, supported by Mr. Baumhart to table a recommendation on the negotiations for a possible collaboration on the repairs/maintenance of the Springfield Oaks dam until jurisdiction/responsibility for the dam has been established. 4-5 (Commission Meeting, September 7, 2011) AYES: Baumhart, Fisher, Kostin, Long, McCulloch, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. Updates on the project will be provided in the Executive Officer's Reports. ACTIVITY REPORT: The Activity Report for the month of August, 2011 was accepted with a correction to the Lyon Oaks Driving Range of 2,094 participants. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's report filed in the agenda, the following information was noted: ---Oak Management has notified staff of their willingness to release the last three years of their lease as concessionaire with the Parks Commission, which would then expire December 31, 2012. They also indicated their willingness to give up concessions at the waterparks and campgrounds effective January 1, 2012. Staff is working to put together the Requests for Proposal for the service at our facilities. Corporation Counsel is also reviewing Oak Management's letter to ensure the appropriate legal measures are followed for the release from the lease. Commissioners Lewis and Scott were appointed to assist staff with the RFP process. ---Beginning in 2012, we will be changing our internal policy on the acceptance of personal checks. We will no longer be accepting personal checks less than two weeks prior to an event. We will, however, accept business/corporate checks. This change in policy is due to the number of NSF checks we have been getting back from financial institutions. OLD BUSINESS: None NEW BUSINESS: Commissioners VanderVeen and McCulloch were appointed to a sub -committee to work with staff to evaluate the capital improvement/major maintenance project process. Commissioner Wilson will also serve, contingent upon his acceptance to Chairman Fisher. The next Commission meeting will be 9:00 a.m. on Wednesday, October 5, 2011 at the Parks Commission's administration office. Meetinq was adiour,0ed at 11:12 a.m. J. David VanderVeen, Secretary Karen S. Kohn CPS/CAP, Recording Secretary