HomeMy WebLinkAboutMinutes - 2012.01.11 - 39270*MEETING MINUTES *
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
January 11, 2012
Chairman Fisher called the meeting to order at 9:05 a.m. in the Commission Room of the Administration
Office.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen,
A. David Baumhart, Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long, Gary McGillivray,
John Scott, Eric Wilson
COMMISSION MEMBERS ABSENT:
Robert Kostin
ALSO PRESENT:
Parks and Recreation
Oakland County Facilities Management
Oakland County Facilities Management
Oakland County Fiscal Services
Oakland County Health Division
JFR Architects
APPROVAL OF AGENDA:
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Phil Castonia, Business Development Rep.
Lynn Conover, Parks Naturalist
Zach Crane, Architectural Engineer
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint. — N. District
Terry Fields, Chief -Recreation Programs & Services
Larry Gee, Chief -Park Ops & Maint. S. District
Karen Kohn, Administrative Services
Tim Nowicki, Recreation Program Supervisor
Jon Noyes, Supervisor-P & R Planning
Matt Pardy, Recreation Specialist
Melissa Prowse, Business Development Rep.
Desiree Stanfield, Supervisor -Communications & Mrktg.
Art Holdsworth, Director of Facilities Management
Michael Hughson, Property Management Specialist
Jeff Phelps, Fiscal Services Supervisor
Kathy Forztey, Manager -Oakland County Health Division
James F. Renaud, Architect
Moved by Mr. Wilson, supported by Mr. VanderVeen to approve the agenda with the following
amendment: add item 10H — Oakland County Market.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Scott, supported by Mr. Baumhart to approve the minutes of the Regular Meeting
of December 7, 2011, as written.
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AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
ELECTION OF OFFICERS:
Chairman Emeritus Lewis assumed the Chair for the purpose of election of officers. Nominations were
opened for the position of Chairman, Vice Chairman and Secretary. Mr. Wilson nominated Gerald Fisher
as Chairman, John McCulloch as Vice Chairman and David VanderVeen as Secretary. Nominations were
closed.
Moved by Mr. Baumhart, supported by Mr. McGillivray to elect Gerald Fisher as Chairman,
John McCulloch as Vice Chairman and David VanderVeen as Secretary of the Oakland County
Parks and Recreation Commission for 2012.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENT:
There were no questions or comments received.
PRESENTATION — OAKLAND COUNTY HEALTH DIVISION:
Kathy Forzley, Manager of Oakland County Health Division, presented the Commission with a plaque
from the Health Department for the Parks and Recreation Department's participation in Building Healthy
Communities. This was a Michigan Department of Community Health grant initiative to build a coalition to
help develop a three-year strategic action plan to reduce obesity -related diseases in the City of Pontiac.
Ms. Forzley thanked Sue Wells and her staff for all of their hard work and assistance.
CONSENT AGENDA:
Moved by Mr. Wilson, supported by Mr. Scott to approve all items under the Consent Agenda as
follows:
Internal Service Funds Journal Voucher Register for Month Ending 11/30/11 (FM02, FY 2012);
Payment Register for Month Ending 11/30/11 (FM02, FY 2012);
Monthly Financial Statement Executive Summary for Month ending 11/30/11 (FM 2, FY 2012);
2011 Park Access Permit Program Summary;
2011 Annual Donations & Contributions — Operating Report;
Purchasing Quarterly Report
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AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
PROPOSED POLICY FOR OPERATING AND CAPITAL FUND RESERVES:
Jeff Phelps, Supervisor — Fiscal Services, presented a draft of the proposed Oakland County Parks and
Recreation Policy for Operating and Capital Funds Reserves for informational purposes. The
Commission had a few questions and requested clarification in areas of the policy including Unrestricted
Net Assets, Reserved Funding, Governance and the definition of what constitutes a majority vote
regarding this policy.
Moved by Mr. McCulloch, supported by Mr. McGillivray to receive and file the proposed Oakland
County Parks and Recreation Policy for Operating and Capital Fund Reserves subject to the
recommended changes and bring it back to the Commission for final approval.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
PROPOSED REVISION OF COMMISSION'S RULES & REGULATIONS:
Staff presented the proposed revisions to the OCPRC General Information and Regulations booklet.
These revisions were reviewed and recommended by Corporation Counsel. Commission requested
clarification on ownership of property and alcohol consumption within the parks. In addition Commission
requested some minor changes on specific verbiage used in the Rules and Regulations.
Moved by Mr. Scott, supported by Mr. Lewis to approve the resolution on the revisions to the
Oakland County Parks & Recreation General Information and Regulations with the suggested
changes and forward it to the Planning & Building Committee and the Oakland County Board of
Commissioners for final approval.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
SPRINGFIELD OAKS DAM REPORT/UPDATE:
After receiving an analysis on the recommended repairs for the Springfield Oaks Dam, Corporation
Counsel and Property Management assisted staff in verifying that Oakland County does own the property
of the dam; however, in accordance with the 1984 Registered Deed the Charter Township of Springfield
and Springfield Township Parks and Recreation are financially obligated for the maintenance of the
existing dam. Executive Director Dan Stencil and Mike Donnellon met with Springfield Township
officials and advised them of the recommended repairs/maintenance, and the legal clarification of the
deed showing the County's ownership and the Township's financial obligation for the ongoing
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maintenance of the dam and its components. Springfield Township officials are currently reviewing the
information and will report back to OCPR staff. Staff will keep the Commission informed regarding any
future discussions or developments.
This report was received and filed.
SPRINGFIELD OAKS ACTIVITY CENTER/CAMPGROUND ELECTRICAL IMPROVEMENTS:
For several years staff and the Oakland County Fair Board have been completing utility infrastructure
updates at the fairgrounds at Springfield Oaks Campground including the water distribution system,
sanitary system and various storm water improvements. These improvements were based on code
requirements for the 73 individual/group camp sites located throughout the park grounds. These sites
are not up to electrical code and need to be upgraded. As a result staff has recommended these
improvements be made at Springfield Oaks campground.
Moved by Mr. McGillivray , supported by Mr. VanderVeen to award a contract to
Airport Lighting, Inc., for the Springfield Oaks Activity Center/Campground Electrical
Improvements in the amount of $243,820 with a 10% contingency of $24,382 for a total
approved amount of $268,202; and
Move to transfer $152,062 from the FY2012 Capital Improvement Plan Budget Contingency to
the Capital Improvement Plan Project titled Event Campground Phase 2.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
MDNR RECREATION PASSPORT GRANT PROGRAM APPLICATION:
Project Advisor Linda Hegstrom presented an application for the Recreation Passport Grant program for
2012 for the construction of accessible fishing piers and the purchase and installation of a universally -
accessible canoe/kayak launch at Addison Oaks County Park. The grant request is for $45,000 with a
$15,000 match from Oakland County Parks and Recreation.
Moved by Mr. VanderVeen, seconded by Mrs. Long, to adopt the resolution in support of the
grant application with the Department of Natural Resources for a grant in the amount of $45,000
(75% of the total project costs with a local match of $15,000 - 25%); which will be forwarded to
the Oakland County Board of Commissioners for approval.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
WATERFORD OAKS MASTER PLAN AND 5-YEAR RECREATION PLAN 2012-2016:
Project Advisor Donna Folland provided an update to the Commission on the status of master plans
currently in progress: Waterford Oaks Master Plan and Five -Year Parks and Recreation Master Plan.
Review of the draft Waterford Oaks Master Plan by the Commission was requested.
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Ms. Folland presented a graphic model of OCPRC's major planning documents: 10-Year Strategic Master
Plan; 5-Year Parks and Recreation Master Plan; 10-Year Park Master Plans; and the Facility Business
Plans. The interrelationship among these planning documents and their functions were discussed.
The park and facility concepts presented in the park master plans guide staff as they design the various
components of the plan's proposed implementation. Approval of the concepts by the Commission does
not commit the Commission to funding and implementing these concepts. Adherence to the planning
process described in the model ensures that the values and principles established by the Commission are
incorporated at every stage of planning and are reflected in the individual project proposals that are
brought to the Commission for consideration.
Public input is an important aspect of all levels of master planning. We seek to engage park users and the
public in a dialogue throughout the planning process - and not just at the end. Staff is prepared to solicit
public comment on the facility concepts for the draft Waterford Oaks Master Plan in order to continue the
process of public engagement.
Also, staff has identified the need to establish cost recovery guidelines based on an understanding of the
services provided by OCPRC. Staff proposed developing a Request for Qualifications (RFQ) for a blanket
contract for planning consultant services to assist staff with developing these guidelines. A request for
Commission approval of the Master Plan will be placed on the next agenda.
Moved by Mr. McCulloch, supported by Mr. Scott to approve the concept of seeking a blanket
proposal from outside contractors.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
FARMER'S MARKET:
Oakland County Facilities Management notified Parks staff that the full-time Market Master of the Oakland
County Market has retired in January, 2012. He has agreed to work part time until May, 2012.
Staff is investigating opportunities to incorporate management of this facility with our greenhouse
operation, rather than operating them independently.
Staff is seeking Commission authorization to update the market business plan provided in 2010, in
consideration of possible management of the Oakland County Market by Parks and Recreation. Staff will
create a business plan for the Waterford Oaks Greenhouse as well.
Commission requested staff provide the current business plan to the new commissioners in order to
provide them with the background information on this facility.
Discussion followed on grant opportunities, proposed facility improvements, and the possibility of
Facilities Management contracting with Parks and Recreation —Facilities Management owning the facility
while Parks and Recreation operates it.
Staff was directed to invite the Market Master to the Jan. 25 Executive Committee meeting, plus update
the market business plan for presentation at the Feb. 1 Commission Meeting.
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ACTIVITY REPORT:
Moved by Mr. Scott, supported by Mr. Wilson to receive and file the December 2011
(FM03, FY 2012) Activity Report as presented.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
UPDATE ON DECEMBER 7 2011 COMMISSION MEETING GOLF PRESENTATION:
As directed by the Commission at the Dec. 7, 2011 meeting, staff provided detailed information on the
golf program, including a five-year revenue and expense comparison for the five golf courses, revenue
per 18-hole golf equivalent, golf rounds comparison, depreciation costs, and major maintenance projects
costs.
Staff will provide additional information on golf rate recommendations including the break-even number of
rounds resulting from rate changes, equipment lease vs. own comparisons and information on
memberships.
NATURE CENTER OPERATIONS AND PROGRAM UPDATE:
As directed by the Commission, staff completed an extensive evaluation of the nature center and nature
interpretive program. As part of the process Oakland County Parks staff met with staff from several area
nature centers and reviewed the trends and history of our programs, plus ways to standardize both our
program and facility management operations, while ensuring we move forward according to the strategic
master plan.
Staff provided details on staffing and operational efficiencies set in place, including changes in part-time
staffing hours, reduction in contracted services, and reduction in nature center operational hours.
A recommended budget for FY 2012 detailing the changes was provided to the Commission. Staff
requested Commission approval to transfer $145,000 from the FY 2012 Operating Budget Contingency to
the Independence Oaks Nature Center budget.
Discussion followed, with the Commission requesting a copy of the FY 2012 $234,000 Operating Budget
originally approved for the budget center detailing the expenses comprising that budget. In addition, staff
was directed to re -prioritize the Operating Budget to absorb the requested amount rather than having the
amount transferred from Contingency.
WATERPARKS YEAR END REPORT:
Park Supervisor Katie Stavale and Recreation Specialist Matt Pardy made a presentation to the
Commission on the OCPR Waterparks. This presentation included a review of the history and past
improvements at Waterford Oaks and Red Oak waterparks; 2010 and 2011 statistics on attendance at the
parks, the full-time and part-time staff, and the revenues and expenses.
This report was received and 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:
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- The tenant at IND-North Farm House is looking at another house to rent and will pay past
month's rent which is past due
- Meeting with the MDNR on managed deer hunt scheduled for Jan. 17, 2012 at 1:30 p.m.
- Commissioner VanderVeen commended staff on their dedication and work ethic
- Reminded Commissioners about ordering OCPRC fleece jackets
CLOSED SESSION:
Moved by Mr. Lewis, supported by Mr. Scott to adjourn to Closed Session to discuss a possible land
acquisition.
ROLL CALL VOTE:
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The meeting was adjourned at 11:55 a.m. to a closed session.
Moved by Mr. VanderVeen, supported by Mr. Baumhart, to reconvene the Commission Meeting
at 12:13 p.m.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, 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:
Meeting adjourned at 12:15 p.m.
J. David VanderVeen, Secretary Vicky Valko, Recording Secretary
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