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HomeMy WebLinkAboutMinutes - 2011.10.05 - 39267OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING October 5, 2011 Chairman Fisher called the meeting to order at 9:03 a.m. in the Commission Room of the Administration Office. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen, David Baumhart, Robert Kostin, Pecky D. Lewis, Jr., Gary McGillivray, John Scott, Eric Wilson COMMISSION MEMBERS ABSENT: Robert Kostin ALSO PRESENT: Parks and Recreation Oakland County Fiscal Services Oakland County Corporation Counsel Oakland County 4-H Fair Association Oakland County Purchasing Sue Wells, Administrator -Parks & Rec. Operations Mike Donnellon, Chief, Facilities, Maint. & Dev. Jim Dunleavy, Chief, Park Ops. & Maint. — N. District Terry Fields, Chief -Recreation Programs & Services Brittany Bird, Natural Resources Planner Jon Noyes, Supervisor — P & R Planning Mary Zednik, Communications & Marketing Assistant Karen Kohn, Administrative Services Phil Castonia, Business Development Representative Jeff Phelps, Supervisor II Jody Hall, Assistant Corporation Counsel L. C. Scramlin, General Manager Jack Smith, Purchasing Mr. Fisher introduced Sue Wells, Manager of Parks & Recreation, who is filling in for Daniel Stencil who is out of town for a family emergency. APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of the regular meeting of September 11, 2011, as written. AYES: Fisher, McCulloch, Baumhart, Lewis, McGillivray, Scott, VanderVeen, Wilson (8) NAYS: (0) Motion carried on a voice vote. APPROVAL OF AGENDA: Moved by Mr. Wilson, supported by Mr. VanderVeen to approve the agenda as amended. Commission members requested to add under Section 8, Subsection E for an update from the Committee that is working on the Food and Beverage RFP for discussion purposes. AYES: Fisher, McCulloch, Baumhart, Lewis, McGillivray, Scott, VanderVeen, Wilson (8) NAYS: (0) Motion carried on a voice vote. 4-1 (Commission Meeting, October 5, 2011) PUBLIC COMMENTS: There were no comments or questions received from the public. CONSENT AGENDA: Moved by Mr. Scott, supported by Mr. Wilson to approve all items under the Consent Agenda as follows: Internal Service and Department Funds Payment Register for Month Ending 08/31/11 (FM 11, FY 2011); Voucher Payment Register for Month Ending 08/31 /11 (FM 11, FY 11). AYES: Fisher, McCulloch, Baumhart, Lewis, McGillivray, Scott, VanderVeen, Wilson (8) NAYS: (0) Motion carried on a voice vote. PODINA RESIDENTIAL LEASE AGREEMENT - HIGHLAND OAKS: Moved by Mr. Wilson, supported by Mr. McGillivray to adopt the following resolution in support of the residential lease for Highland Oaks: WHEREAS, the County of Oakland is the owner of Highland Oaks County Park; and WHEREAS, a 927-square-foot house, identified as 6555 North Milford Road, Holly, Michigan 48442, is located on the grounds of Highland Oaks County Park; and WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house located at 6555 North Milford Road, Holly, Michigan 48442 to John and Carolyn Podina for a period commencing March 1, 2012 through February 28, 2017; and WHEREAS, under the terms and conditions of the attached Lease Agreement John and Carolyn Podina will pay rent as follows: March 1, 2012 — December 31, 2012 $595.00 per month January 1, 2013 — December 31, 2013 $607.00 per month January 1, 2014 — December 31, 2014 $619.00 per month January 1, 2015 — December 31, 2015 $631.00 per month January 1, 2016 — December 31, 2016 $644.00 per month January 1, 2017 — February 28, 2017 $657.00 per month each month and pay all utility costs; 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 Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners approve and authorize the attached Lease Agreement between the County of Oakland and John and Carolyn Podina. BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and Recreation Rental House Revenue fund line item. 4-2 (Commission Meeting, October 5, 2011) AYES: Fisher, McCulloch, Baumhart, Lewis, McGillivray, Scott, VanderVeen, Wilson (8) NAYES: (0) Motion carried on a voice vote. CATALPA OAKS UPDATE: Staff reported that they have been meeting with the consultant looking for savings in regard to structure, elevations and floor plans for the Phase I Development Project. The construction budget has been reduced to $1,083,500 without sacrificing the function of the building, as designed; the savings were in the steel, masonry and overhang. Staff has also confirmed with the Subcommittee, as well as Purchasing, that the project will be rebid publicly for general contracting. Staff anticipates bringing the contract back to the Commission on February 7, 2012 for approval. In response to Mr. McGillivray's question regarding the exterior of the building, staff indicated it will have a masonry exterior, split -face block that will be painted or possibly stained. Staff is also looking at vandal -resistant colors. Moved by Mr. McCulloch, supported by Mr. Wilson to receive and file this report. AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9) NAYS: (0) Motion carried on a voice vote. ADDISON OAKS —WINDOWS & INSULATION BID — ENERGY EFFICIENCY COMMUNITY BLOCK GRANT (EECBG: Chief of Parks Facilities Maintenance and Development Mike Donnellon reported staff is evaluating the bids received for the Addison Oaks Windows and Insulation Project recommended for completion through the Energy Efficiency Community Block Grant (EECBG). Staff was originally anticipating this project would be fully funded by the grant program. However, the Department of Energy (DOE) has changed funding requirements and is now basing them on the Return on Investment (ROI). Staff is researching what the DOE has done nationwide, factoring the longer ROI on windows and the life of the building. A report will then be made at the November Commission meeting with a recommendation for the grant match. There are no funds budgeted for this project. When the project is brought back before the Commission, staff will also request a transfer of funds to this project. Staff has identified projects totaling approximately $490,000 that are grant eligible. Staff will also present this information in November for Commission review and direction. Moved by Mr. McCulloch, supported by Mr. Wilson to receive and file this report. AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9) NAYS: (0) Motion carried on a voice vote. 4-3 (Commission Meeting, October 5, 2011) DRAFT OF PROPOSED RFP — WETLAND MITIGATION BANKER SERVICES — ADDISON OAKS: Natural Resources Planner Brittany Bird presented information on a Request for Proposal for Wetland Mitigation Banker Services proposed for Addison Oaks. The proposed service would establish a wetland bank to provide income in perpetuity for managing that property. It is being proposed to establish a wetland bank in the southern part of the Addison Oaks Park property. A wetland bank is the creation of a functional wetland system for the purpose of selling credits to developers so that developers can compensate for areas where they have taken and developed wetlands. For this program we would need to develop an RFP, then negotiate and enter into an agreement with a wetland banker to develop a portion of Addison Oaks as a fully functional wetland bank. A banker would then be able to sell credits to developers and a portion of the revenues could come back as revenue to the park system. The exact portion is determined in each project and will be part of the contract process. OCPRC would not have any upfront bank development costs; however there would be indirect costs, for staff, Corporation Counsel's services, etc. Staff will report back to the Commission in November and then bring this item back to the Commission for action in December. Moved by Mr. McGillivray, supported by Mr. Baumhart to receive and file this report. AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9) NAYS: (0) Motion carried on a voice vote. OAK MANAGEMENT LEASE TERMINATION: Staff updated the Commission on the status of the Request for Proposal (RFP) being developed for the Parks' food and beverage services currently under contract with Oak Management. The RFP is being proposed to be divided into four: 1) banquet facilities; 2) concessions at the campgrounds and waterparks; 3) approved caterer list to service our activity centers and pavilions (no kitchens); and 4) vending. A tentative schedule was shared, with a tentative approval for January or February. The banquet contract would not go into effect until 2013. Oak Management is holding 2013 dates for interested patrons; parties are being booked through 2012. Chairman Fisher asked the Commission if they were comfortable if the RFP goes out before the Commission looks at it again. Further concerns were raised about the process including: - Termination - Best possible way to proceed with RFP - Timing - Liability Insurance for Vendors - Letter of Understanding - Sponsorships and Branding - Original Agreement - 1974 - Financial Issues - Transition from current vendor to a new vendor - Possibility of hiring a banquet consultant - Expectations from both parties - Oak Management and OCPRC - Liquor Licenses Staff reported that they are currently conducting Health Division Audits to look at possible upgrades and determine what should be reinvested. (Commission Meeting, October 5, 2011) A meeting will be scheduled with OCPRC representatives, Corporation Counsel and Oak Management to review the expectations and the status. We will report back to the Executive Committee and place this item on the Commission agenda in November. Moved by Mr. McCulloch, supported by Mr. Baumhart to receive and file this report. AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9) NAYS: (0) Motion carried on a voice vote. ACTIVITY REPORT: The Activity Report for September 2011 (FM12, FY 2011) was received and filed. I.T. QUARTERLY UPDATE: Business Development Representative Phil Castonia provided an update to the Commission on software programs and the status of CAMS project. Moved by Mr. McCulloch, supported by Mr. Scott to receive and file this report. AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9) NAYS: (0) Motion carried on a voice vote. PURCHASING QUARTERLY REPORT: Business Development Representative Phil Castonia presented the purchasing report for the last quarter of the fiscal year. Moved by Mr. McCulloch, supported by Mr. McGillivray to receive and file this report. AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9) NAYS: (0) Motion carried on a voice vote. CIP MAJOR MAINTENANCE NATURAL RESOURCES MANAGEMENT AND PLANNING QUARTERLY UPDATE: Chief of Parks Facilities Maintenance and Development Mike Donnellon reported on the list of active Capital Improvement projects. Items highlighted included: - Culvert Replacement at Independence Oaks - Campground at Springfield Oaks - Expenditures at Rose Oaks Trails - Addison Oaks Windows - Boardwalk and Dock Construction/Replacements 4-5 (Commission Meeting, October 5, 2011) - Pavement Maintenance and Replacements - Rose Oaks Trail Project and Grant Commissioners Lewis and McCulloch inquired about the possibility of establishing a priorities policy statement in order to determine what projects get done and the timeframe for any prospective projects. Other questions included: - Determine any possible projects - Determine how they will be accomplished - Determine possible funding, resources, contributions or sponsorships - Possibly change how Master Plan is prepared - Should this get included with the Strategic Plan - At what point in time should we revisit the plan — on an interim basis, annually, quarterly, etc. - Will we give direction in the budget process - Prioritization of projects - Have projects as special agenda item once a year for review Commission requested in addition to the quarterly reports that this be on the agenda in December in relation to the budget for Capital Improvements and Maintenance projects. Brittany Bird, Natural Resources Planner, updated the Commission on spring and summer invasive species, prescribed burns for 2011 and 2012, collaborative grant process with Six Rivers Regional Land Conservancy and three different townships in the northwest, fighting invasive swallow wort, a non - matching National Fish and Wildlife grant for $60,000, the wetland mitigation banker services RFP, and an update on the managed deer hunts. Jon Noyes, Supervisor - Parks and Recreation Planning, updated the Commission on the process for grant applications, approvals, timing and implementation, and how this process relates to our specific projects. In addition he updated the Commission on the following; - Finished the draft of the Waterford Oaks Master Plan - Independence Oaks and Upper Bushman - Completion of historic documents - Hosted North American Butterfly Count - Drafted policy on power driven mobility devices - Trails and ADA usage - Bugs at Night with Black light - Rattlesnake 101 Classes Moved by Mr. McCulloch, supported by Mrs. Long to receive and file this report. AYES: Fisher, McCulloch, VanderVeen, Lewis, Long, Baumhart, McGillivray, Scott, Wilson (9) NAYS: (0) Motion carried on a voice vote. EXECUTIVE OFFICER'S REPORT: In addition to the Executive Officer's Report, the following items were also noted: -- Lewis E. Wint was named one of the top 10 nature centers of southeast Michigan. Madison Heights was also on that list. -- There was an article in the NRPA Parks and Recreation Magazine naming Oakland County Parks the Spotlight Agency. This is a national publication that goes out to all NRPA members. -- Update on Recreation Passport Program for the State Parks and the participation numbers within Oakland County Parks. . I, (Commission Meeting, October 5, 2011) -- OCRP Planning Section has started the Master Plan for Red Oaks which will include Madison Heights Nature Center. Tentatively planning to bring everything back to the Commission at the meeting in April 2012 with approval in May 2012. -- Staff has begun scaling back operations at Wint Nature Center; plans will be finalized by January 2012. A follow-up report will be made to the Commission. -- Chairman Fisher and Staff Member Brittany Bird were speakers at a Wetland state conference. -- Golf operations and pro shop are in the process of doing their year-end evaluation. They are waiting for year-end fiscal numbers and will bring this to the Commission in November or December. Numbers are down from January thru July 8.2%. Huron Clinton has indicated they are down much more than that due to flooding. OLD BUSINESS: There was no old business to address. NEW BUSINESS: There was no new business to address. Meeting adjourned at 10:40 a.m. J. David VanderVeen, Secretary Vicky Valkq Re -Cording Secretary 4-7