HomeMy WebLinkAboutMinutes - 2011.12.07 - 39269OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
December 7, 2011
Chairman Fisher called the meeting to order at 9:10 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, Chairperson Emeritus Pecky D. Lewis, Jr.,Christine Long,
Gary McGillivray, John Scott, Eric Wilson
COMMISSION MEMBERS ABSENT:
None
ALSO PRESENT:
Parks and Recreation
Oakland County Facilities Management
Oakland County Fiscal Services
APPROVAL OF MINUTES:
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Jim Dunleavy, Chief, Park Ops. & Maint. — N. District
Jon Noyes, Supervisor — P & R Planning
Karen Kohn, Administrative Services
Larry Gee, Chief -Park Ops & Maint. S. District
Terry Fields, Chief —Recreation Programs & Services
Matt Pardy, Recreation Specialist
Meagan Shafto, Communications & Mrktg.
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Michael Hughson, Property Management Specialist
Brian Menghini, Fiscal Services Supervisor
Nancy Fournier, Chief Fiscal Services
Moved by Mr. Wilson, supported by Mr. Baumhart to approve the minutes of the Regular Meeting
of November 9, 2011, as written.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. Scott to approve the agenda with the following
amendment; remove item 7D — Donations & Contributions and add Introduction of New
Marketing/Communications Technical Aide.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, December 7, 2011)
INTRODUCTION OF MARKETING/COMMUNICATIONS ASSISTANT:
Executive Officer Daniel Stencil introduced Meagan Shafto, the new Marketing & Communications
Technical Aide. She recently graduated from Central Michigan University. She has experience in public
relations and public affairs. Megan is attending this meeting on behalf of Marketing & Communications
Supervisor Desiree Stanfield.
CONSENT AGENDA:
Moved by Mr. Wilson, supported by Mrs. Long to approve all items under the Consent Agenda as
follows: Internal Service and Department Funds Payment Register for Month Ending 10/31/11
(FM01, FY 2012); Voucher Payment Register for Month Ending 10/31 /11 (FM01, FY 2012);
Monthly Financial Statement Executive Summary for Month ending 10/31 /11 (FM 1, FY 2012);
FY 2011 Year End Financial Report
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF 2012 COMMISSION & EXECUTIVE COMMITTEE MEETING DATES:
Moved by Mr. Scott, supported by Mr. McGillivray to approve the 2012 Oakland County Parks &
Recreation Commission meeting dates and the recommended dates for the Executive
Committee meetings.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
ADDISON OAKS -WINDOWS & INSULATION BID:
Staff advised, if the bid for the Addison Oaks Windows and Insulation project being coordinated with the
Department of Energy's Energy Efficiency Community Block Grant (EECBG) was awarded at this
meeting, construction could begin right after the holidays, and weather permitting, could be finalized by
May or June of 2012.
Moved by Mr. McCulloch, supported by Mrs. Long to approve splitting the cost of the Addison
Oaks Conference Center Windows between OCPRC and EECBG, while allowing the EECBG to
cover 100% of the Insulation; and
To award the contract for the Addison Oaks Conference Center — EECBG Window & Insulation
Project to E&L Construction Group, Flint, Michigan in the amount of $295,650, with a 5%
contingency of $14,783, for a total amount of $310,433; and
To transfer $134,610 (128,200 + 6,410), which includes the contingency amount for the windows,
from the FY2012 Operating Budget Contingency to the Addison Oaks Conference Center —
Building Maintenance Line item.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, December 7, 2011)
LICENSE WITH NG GILBERT FOR ORION OAKS:
Staff reported on the proposed license agreement with NG Gilbert, the contractor working on behalf of
DTE Energy Utility Line Cleaning Operations. This is a standing agreement that has been provided by
Corporation Counsel and reviewed by Risk Management. It is a one (1) year license that is renewable
annually.
Moved by Mrs. Long, supported by Mr. McGillivray to approve the License Agreement for 2012 to
permit NG Gilbert to utilize Orion Oaks County Park for a staging area for their utility vehicles
within the designated parking area, in exchange for tree removal services, wood chips and
assistance with grinding Christmas trees for Oakland County Parks & Recreation.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
SPRINGFIELD OAKS RENTAL HOUSE WINDOW REPLACEMENT:
After an annual inspection by staff of the Springfield Oaks rental house that was built in 1972, the tenant
requested the windows be replaced after having several issues with bad seals, wind, etc. Staff worked
with Purchasing on the bid through the MITN process. The windows have vinyl sash, dual pane, low E
glass and have a lifetime warranty.
Moved by Mr. Wilson, supported by Mr. VanderVeen to award the bid for the Window
Replacement for the rental house at Springfield Oaks to Allied Building Services Company of
Detroit, Inc. in the amount of $6,700.00; and
To approve the transfer of $3,700 from the approved FY2012 Operating Budget Contingency to
the FY2012 Springfield Oaks Rental Property Maintenance Budget line item.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
ACTIVITY REPORT:
Moved by Mr. Scott, supported by Mr. Wilson to receive and file the October 2011
(FM01, FY 2012) Activity Report as presented.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, December 7, 2011)
FY2011 YEAR END REPORT — GOLF OPERATIONS:
Sue Wells, Manager of Parks & Recreation, provided a year-end update on the Golf Operations. She also
advised that Communications and Marketing is working on a marketing plan for 2012. In response to a
question from the Commission she indicated that major maintenance expenses for the golf courses and
the banquet centers are included in the overall expenditures. Commission requested the figures for the
banquet centers and restaurants be separated to give a clearer picture of the actual expenditures. Staff
indicated that they are currently working with Fiscal Services on a program budget report that would
provide a breakdown of banquet center costs.
Commission requested additional information regarding the golf courses including: a breakdown of
expenses and revenues; could the banquet center expenses be separated from the other golf course
expenditures; the number of golf rounds necessary to break even on expenses and revenues; what
figures are included under depreciation for the golf courses; how much business would be lost if the fees
for golf were increased.
Staff indicated they would present recommendations for the golf fees at the February 1, 2012, meeting.
Commission also requested that staff consider offering a membership or discount rate for the pro shop or
golf, possibly even at the banquet centers, to increase membership. Commission also asked what
percentage of the budget was included for depreciation for each facility.
Commission suggested possibly creating a program for Marketing which could include: a countywide
membership for golf to increase the numbers on all courses; discounts for golf that would increase
number of golfers; marketing all five golf courses through membership or discount certificates and at
banquet centers.
In response to a question from the Commission about the amount of subsidy for Red Oaks and why it
was higher than the other courses, staff indicated that Red Oaks is a 9-hole golf course as compared to
the 18-hole golf courses. It does not get the same amount of use as the 18-hole courses because of
golfers wanting to play 18 holes.
This item was received as filed.
EXECUTIVE OFFICER'S REPORT:
In addition to the items in the Executive Officer's Report filed in the agenda, the following information was
noted:
- Update on status of NBL outstanding invoices
- Possibly being considered for Highland Games location in 2013
- MRPA Awards for Waterford Oaks Playscape design and L. Brooks Patterson as Elected
Government Official of the Year
- Upper Bushman Lake -North Catch -and -Release program approved through Michigan Natural
Resources Committee effective April 1, 2012
- Update on Catalpa Oaks construction project
- Informed Commission that Dorothy Ellis of the Ellis Family Barn donation at Springfield Oaks and
her daughter Dottie both recently passing away
- Update on Food & Beverage Concessions Operations RFP scheduled to be released
December 19, 2011
CLOSED SESSION:
Moved by Mr. Wilson, supported by Mr. McCulloch to adjourn to Closed Session to discuss a possible
land acquisition.
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(Commission Meeting, December 7, 2011)
ROLL CALL VOTE:
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The meeting was adjourned at 10:15 a.m. to a closed session.
Moved by Mr. Wilson, supported by Mr. McGillivray to reconvene the Commission Meeting at
11:00 a.m.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen, Wilson (10)
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, Long, McGillivray, Scott, VanderVeen, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
Meeting adjourned at 11:01 a.m.
J. David Va derVeeN, Secretary Vicky Valko, Recording Secretary
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