HomeMy WebLinkAboutMinutes - 2011.11.09 - 39268OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
November 9, 2011
Chairman Fisher called the meeting to order at 9:04 a.m. in the Addison Oaks Conference Center
Garden Room.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen,
David Baumhart, Robert Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Gary McGillivray, John Scott,
Eric Wilson
COMMISSION MEMBERS ABSENT:
Christine Long
ALSO PRESENT:
Parks and Recreation
Oakland County Fiscal Services
Oakland County 4H Fair Association
APPROVAL OF MINUTES:
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Jim Dunleavy, Chief, Park Ops. & Maint. — N. District
Brittany Bird, Natural Resources Planner
Jon Noyes, Supervisor — P & R Planning
Karen Kohn, Administrative Services
Phil Castonia, Business Development Representative
Desiree Stanfield, P & R Communications Supervisor
Donna Folland — Planning Project Advisor
Larry Gee, Chief -Park Ops & Maint. S. District
Jeff Phelps, Supervisor II
L. C. Scramlin, General Manager
Jon O'Dell, Director - Nordic Ski Patrol
Pam Sordyl, Resident
Moved by Mr. McGillivray, supported by Mr. Scott to approve the minutes of the Regular Meeting
of October 5, 2011, as written.
AYES: Fisher, McCulloch, Baumhart, Kostin, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF AGENDA:
Moved by Mr. VanderVeen, supported by Mr. Kostin to approve the agenda with the following
amendment; add under Section 8, Subsection A, #3 National Association of Counties (NACo)
Award.
AYES: Fisher, McCulloch, Baumhart, Kostin, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
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CONSENT AGENDA:
Moved by Mr. Wilson, supported by Mr. Kostin to approve all items under the Consent Agenda as
follows: OCPR Uncollectible NSF Check Write Off for 4th Quarter FY 2011.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
RECOGNITION — JON O'DELL:
Jim Dunleavy, Chief — Parks Operations and Maintenance — N. District, presented an award for
Region Outstanding Small Patrol to Mr. Jon O'Dell, Patrol Director for Independence Oaks
Ski Patrol. Mr. O'Dell also received an award for the 2011 Nordic Patrol Director.
RECOGNITION — JIM DUNLEAVY:
On behalf of the Oakland County Fair Association, General Manager LC Scramlin presented a plaque
to Jim Dunleavy, Chief of Parks Operations & Maintenance — N. District, in recognition as a
"Friend of the Oakland County Fair" for all of his hard work and dedication to the Oakland
County Fair Association.
NACo AWARD:
Executive Officer Daniel Stencil informed the Commission that Oakland County Parks & Recreation
received an award from the National Association of Counties ( NACo) for its program on Parks Network
Expansion and Radio Frequency, in recognition of an effective and innovative program which contributes
to and enhances county government in the U.S. This award was for the information technology
enhancements within the parks system, and was a result of the nomination from Phil Bertolini, Deputy
County Executive in charge of Information Technology.
OAKLAND COUNTY SHERIFF PATROL CONTRACT:
Moved by Mr. Wilson, supported by Mr. Kostin to approve the contract with the Oakland County
Sheriff's Office for Law Enforcement Services with the Parks & Recreation Commission for 2012,
with the rates as follows: a monthly rate of $29,043 for one (1) Sergeant and two (2) Deputy I's
and all of their operational costs. The hourly rate for each Part -Time Non -Eligible (PTNE) Deputy
II is $18.66. The hourly rates for each Part -Time Non -Eligible (PTNE) Deputy I and each Part -
Time Non -Eligible (PTNE) Mounted Deputy is $16.31. Overtime rates will be: Sergeant $79.90;
FT Deputy 1 $51.69; PTNE Deputy II $27.99; and PTNE Deputy I/Mounted Deputy $24.46.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
PROPOSED COMMISSION POLICY FOR OPERATING AND CAPITAL FUND RESERVES:
Jeff Phelps, Fiscal Services Supervisor, outlined a draft of a proposed policy for Operating and Capital
Fund Reserves. The policy was created with a focus on major maintenance, tying projects to the Master
Plan, acquisitions, unrestricted net assets, reserves and the correlation to the 15 Year Plan.
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(Commission Meeting, November 9, 2011)
Commission requested that staff continue to work on the draft of this policy, including developing a
rationale for setting the reserve and how it will be established and replenished, and present it to the
Executive Committee at the January 2012 meeting for its review.
Moved by Mr. McCulloch, supported by Mr. Wilson to receive and file this draft policy.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
WATERFORD OAKS MASTER PLAN PRELIMINARY DRAFT PRESENTATION:
Donna Folland, Parks & Recreation Project Advisor, presented a draft of the Waterford Oaks Master Plan.
She indicated that the current goal is to develop a master plan procedure that is more strategic and
collaborative within the staff in developing the input, in addition to working with agency partners and the
Commission in order to assist in making a more educated decision on proposed projects. The ultimate
goal is to have a standardized plan template, which will be flexible but gives a standardized starting point.
In addition it will be used to provide guiding principles, park vision and an overall business strategy.
The next steps would be to move forward with public comment for a 30-day period, preparing the
business plan, and within six (6) months have the CIP and major maintenance forecasts in place. Staff
plans to evaluate the plan each year at budget time and reprioritize projects as needed.
Commission requested that this item be placed on the January 2012 Executive Committee agenda.
Moved by Mr. Wilson, supported by Mr. VanderVeen to receive and file this report.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
Pam Sordyl, resident at 8758 Deerwood Road, Clarkston, MI, addressed her concerns regarding the
OCPR Managed Deer Hunts within the County parks including problems with the fence line,
neighborhood concerns and safety issues with firearms in the parks. She requested that the Commission
seek a safer alternative and also a more cost effective method of thinning the deer population. In
addition, she asked for verification on the numbers presented for prior years and whether or not it justified
having the managed hunt.
Staff advised of the schedule for the managed hunts and also advised that they have done fence line
checks partnering with the Sheriff's Office.
Commission cited concerns about the possibility of anyone trespassing on park property. In addition, the
Commission indicated they would allow the staff time to review what was presented for any new
information, and also consider additional methods in Ms. Sordyl's neighborhood in order to ensure
residents do not enter the park on days of scheduled hunts.
ACTIVITY REPORT:
Moved by Mr. Scott, supported by Mr. Wilson to receive and file the October 2011
(FM01, FY 2012) Activity Report as presented.
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(Commission Meeting, November 9, 2011)
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
FOOD & BEVERAGE RFP UPDATE:
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. It was determined to
add Springfield Oaks concessions into the first RFP which is slated to go out in November/December.
The banquet RFP is projected to be competitively bid in 2012. The existing contract with Oak
Management, Inc. does not expire until December 31, 2015. There is no timetable yet for the approved
Caterer RFP. It was requested that the Oakland International Airport be added to the approved Caterer
list for the RFP. We will keep this item on the agenda and bring it back each meeting to give the
Commission an update on the status. Staff also reported it has conducted Health Division Audits in order
to assess possible upgrades in order to determine what should be reinvested.
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.
COMMUNICATIONS/MARKETING UPDATE REPORT:
Desiree Stanfield, Supervisor of Parks & Recreation Communications, outlined the functions of that
division of Parks & Recreation which include in-house writing, designs, signs, branding and logos to
service the 13 parks and golf courses to provide consistency throughout the department. This year the
focus will be on: golf marketing, developing awareness to increase volume in the attendance, loyalty
programs, possible RV rentals at the campgrounds, website/social media advertising, and developing a
marketing plan with goals and objectives on how to accomplish those goals.
Staff will provide the Commission the following information:
• A summation of each of the initiatives, including the goal/objective and any data used to measure
its success
• Redemption and revenue numbers from the Groupon promotion
• Growth in social media
EXECUTIVE OFFICER'S REPORT:
Executive Officer Dan Stencil thanked the Commission and staff for their support and condolences after
his mother's death. Additional topics covered included:
- Congratulations to Commissioners Lewis, Kostin and McGillivray on being reappointed to OCPR
Commission.
- Update on Annual Business Meeting and Appreciation Luncheon, sponsored by Oakland Parks
Foundation.
- Updates on Catalpa Oaks Construction; Wint Nature Center; Addison Oaks Windows; Orion Oaks
vehicle count at the Boat Launch
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CLOSED SESSION:
Moved by Commissioner Wilson, supported by Commissioner Baumhart to adjourn to Closed
Session to discuss a personnel matter.
ROLL CALL VOTE:
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
ABSENT: Long
A sufficient majority having voted, the motion carried.
The meeting was adjourned at 10:35 a.m. to a closed session.
Moved by Commissioner VanderVeen and supported by Commissioner Kostin to reconvene the
Commission Meeting at 11:38 a.m.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
OLD BUSINESS:
There was no old business to address.
NEW BUSINESS:
There was no new business to address.
ADJOURNMENT:
Moved by Commissioner Kostin, supported by Commissioner Baumhart to adjourn the meeting.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, McGillivray, Scott, VanderVeen, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
Meeting adjourned at 11:40 a.m.
J. David VanderVeen, Secretary Vicky Valko, Recording Secretary