HomeMy WebLinkAboutMinutes - 2012.02.01 - 39271MEETING MINUTES
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
February 1, 2012
Chairman Fisher called the meeting to order at 9:07 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, Robert E. 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
Oakland County Business Roundtable
Barton Malow
APPROVAL OF AGENDA:
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Zach Crane, Architectural Engineer
Brittany Bird, Natural Resources Planner
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint. — N. District
Terry Fields, Chief -Recreation Programs & Services
Donna Folland, Project Advisor
Larry Gee, Chief -Park Ops & Maint. S. District
Karen Kohn, Administrative Services
Jon Noyes, Supervisor-P & R Planning
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
Jennifer Radcliff
Duane McDevitt
Noreen Keating
Moved by Mr. Wilson, supported by Mr. Scott to approve the agenda with the following
amendment: add item 9 J — Second OCPR Meeting — February 15, 2012.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Kostin, supported by Mr. Lewis to move the approval of the minutes from the
OCPRC Regular Meeting of January 11, 2012, to the end of the agenda.
AYES: Fisher, McCulloch, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (9)
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NAYS: (0)
Motion carried on a voice vote.
INTRODUCTION — INTERN BRIDGET BROWN:
Chief of Park Operations and Maintenance Jim Dunleavy introduced the new Parks and Recreation Intern
Bridget Brown. She is currently a senior at Central Michigan University, pursuing her degree in
Recreation, Parks, and Leisure Services with a minor in Event Management. She will be working with
Park Operations and Maintenance and also with Recreation Services. Her primary focus will be on
budget and special events.
PUBLIC COMMENT:
There were no questions or comments received.
CONSENT AGENDA:
Moved by Mr. McGillivray, supported by Mr. Scott to approve all items under the Consent Agenda
as follows:
Internal Service Funds Journal Voucher Register for Month Ending 12/30/11 (FM03, FY 2012);
Oak Management, Inc. Credit for Services Rendered Register FM 1, 2 &3 FY 2012
Payment Register for Month Ending 12/30/11 (FM02, FY 2012);
Monthly Financial Statement Executive Summary for Month ending 12/30/11 (FM 3, FY 2012);
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
2012 APPRECIATION DAYS:
Sue Wells, Manager of Parks & Recreation, presented the list of the Oakland County Parks and
Recreation 2012 Appreciation Days, which are days the general public may utilize the parks at no charge.
This is the 5th year for this program.
Moved by Mr. VanderVeen, supported by Mrs. Long to approve free entry to the general public
into the Oakland County Parks on Veteran's Day -Sunday, November 11, 2012, Thanksgiving
Day -Thursday, November 22, 2012 and on Christmas Day -Tuesday, December 25, 2012 (Dog
Parks Only).
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
2012 RECREATION ASSISTANCE PARTNERSHIP PROGRAM (RAPP)•
Terry Fields, Chief -Recreation Program Services presented a request for the continuation of the support
for the Recreation Assistance Partnership Program (RAPP). RAPP is a program that provides more
recreation programs and opportunities to communities and underserved populations. In 2012, it is
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proposed to offer outreach, programming, bus transportation, program scholarships and community and
recreation collaborations. This request is for $40,000 for outreach; $60,000 for bus transportation;
$10,000 for program scholarships; $20,000 for community collaborations; and $20,000 for recreation
collaborations for a total of $150,000. This is the same funding level as last year.
Moved by Mr. Lewis, supported by Mr. Wilson to approve the continuation of the support for the
Recreation Assistance Partnership Program and authorize the expenditure of the budgeted funds
in the Recreation Programs and Services Department in the amount of $150,000.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
OAKLAND COUNTY MARKET — MANAGEMENT TRANSFER OPPORTUNITY:
Staff made a presentation updating the Commission on the Oakland County Market and also provided a
copy of the revised Business Plan. Staff is requesting the Commission authorize the transfer of
management of this facility from Facilities Maintenance and Operations to the Oakland County Parks and
Recreation Commission. This transfer request is a result of the retirement of the Market Master and
alignment with the OCPRC mission, and also will provide new and unique opportunities for reaching
county residents to provide educational and program activities.
Staff requested Commission's approval of the transfer of the Oakland County Market facility effective
June 1, 2012.
Moved by Mr. McCulloch, supported by Mr. Wilson to approve the following resolution authorizing
the transfer of management of the Oakland County Market from Facilities Maintenance and
Operations to the Oakland County Parks and Recreation Commission effective June 1, 2012.
WHEREAS, acting pursuant to 1923 P.A. 60, as amended by 1952 P.A. 131, the Oakland
County Board of Commissioners established the Oakland County Market; and
WHEREAS, upon the adoption of the Optional Unified Form of County Government Act, 1973
P.A. 139, (Act 139) pursuant to Section 13 of Act 139, the Oakland County Market operation was placed
under the operational control of the County Executive, Department of Facilities Management, Facilities
Maintenance & Operations (FM&O) Division and
WHEREAS, acting under the authority of 2009 Public Act 158, the Oakland County Board of
Commissioners adopted Miscellaneous Resolution #09328 authorizing the establishment of the Oakland
County Flea Market with said market being placed under the control of the County Executive pursuant to
MCL 46.193(2); and
WHEREAS, under the authority of 1965 P.A. 261, the Oakland County Board of Commissioners
established the Oakland County Parks and Recreation Commission (OCPRC), with said Commission
being under the general control of the Board of Commissioners; and
WHEREAS, Section 8 of 1965 P.A. 261, MCL 46.358, grants the OCPRC the authority, in the
name of the County, to acquire property by agreement for public parks, preserves and recreation centers;
and
WHEREAS, the County Executive and the OCPRC believe that consolidation of the operation
and control of both the Market and the Flea Market (hereinafter "County Market") under the management
of the OCPRC presents Oakland County with the opportunity to provide cost-effective, long-term
sustainability for the County Market while also providing a unique opportunity for the continued growth
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and development of the County Market as part of a comprehensive recreation, conservation and
agricultural preservation program; and
WHEREAS, the operation and management of the County Market aligns with all aspects of the
OCPRC mission statement by encouraging healthy lifestyles, supporting economic prosperity, and
promoting the protection of natural resources, while at the same time providing high quality recreational
experiences; and
WHEREAS, in order to further the development of this unique recreational, economic,
conservation and preservation opportunity, the County Executive has offered to transfer to the OCPRC
his functions under MCL 46.193(2) in regard to the County Market; and
WHEREAS, under Section 14 of Act 139, MCL 45.564(a), upon a majority vote of the board of
commissioners and the affirmative recommendation of the elected county executive, and following a
public hearing, the board of commissioners may transfer the function of operating the County Market from
the County Executive to the OCPRC; and
WHEREAS, OCPRC, on behalf of the County, will be entitled to receive in support of market
operations 100% of all County Market revenues and will be responsible for all future maintenance and
improvements to the County Market building/structures, both inside and out, including the parking lot; and
WHEREAS, as with other county operations, FM&O will bill the OCPRC for utility costs and
charges for requested maintenance services; and
WHEREAS, as part of the consideration for the OCPRC requesting the transfer of administrative
control and responsibility for the County Market, FM&O will continue to provide budgeted maintenance
and grounds work at the County Market facility located at 2350 Pontiac Lake Road, Waterford, Michigan,
at no charge to OCPRC, for the remainder of FY2012; and
WHEREAS, FM&O and OCPRC will collaborate on grounds, snow plowing and other
maintenance services for other properties, particularly where FM&O and OCPRC properties are adjacent.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby requests that the Oakland County Board of Commissioners approve the transfer of
management of the Oakland County Market from the County Executive, Department of Facilities
Management to the Oakland County Parks and Recreation Commission effective June 1, 2012.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
CATALPA OAKS GENERAL CONTRACTOR BID AWARD:
Staff requested this item be removed from the agenda until the next Commission meeting to provide the
Manager of Purchasing time for additional evaluation of the bids received.
BOAT DOCK REPLACEMENTS — ADDISON OAKS AND GROVELAND OAKS:
Staff advised the Commission that, due to the normal aging and wear and tear, the boat docks at Addison
Oaks and Groveland Oaks are in need of replacement. After reviewing the bids which include the
removal of the old docks, the materials for the new docks, and installation, staff recommended the
Commission approve the project. This project is in conjunction with the Recreation Passport Grant
Program the Commission approved in January.
(Commission Meeting, February 1, 2012)
Moved by Mrs. Long, supported by Mr. Scott, to award a contract for the removal, installation and
purchase of the Addison and Groveland Oaks Replacement Boat Docks to Max Docks Company,
in the amount of $157,443.64, including contingency, and to transfer the $157,443.64 from the
FY2012 Capital Improvement Plan Contingency to a new CIP Project for each park, without
expending the original FY2012 Maintenance & Operations Budget of $50,000.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
WATERPARK WATER -SLIDE DEMOLITION & REMOVAL CONTRACT—WATERFORD OAKS:
After a structural analysis was performed on the Slidewinder Water -Slide at Waterford Oaks, which was
built in 1982, it was determined that it needs to be removed. Several bids were received for the
demolition of this structure; however, there was a discrepancy with the two low bids of almost 50 percent.
As a result, staff requested Purchasing prepare a post bid questionnaire for further analysis of the bid
information. The estimated cost for this project is under the $100,000 threshold, so staff will issue the
contract to the lowest qualified bidder.
Moved by Mr. McCulloch, supported by Mr. Wilson, to authorize the staff to issue a contract for
the demolition and removal of the Waterford Oaks water -slide to one of the two entities that will
be the lowest responsible bidder, with the understanding that, if there is a major discrepancy with
both of them, that staff will bring this item back to the Commission.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
2012 FEES & CHARGES:
Staff presented a proposal to the Commission for the recommended changes to the Oakland County
Parks and Recreation Fees and Charges for 2012. After discussion, the Commission directed staff to add
an additional increase to the proposed fees as follows:
$1.00 for 9 Holes of Golf
$2.00 for 18 Holes of Golf
$1.00 for Golf Carts
Moved by Mr. McCulloch, supported by Mr. Kostin to approve the recommended Oakland County
Parks and Recreation Fees and Charges for 2012 plus an additional $1.00 for 9 holes of golf,
$2.00 for 18 holes of golf and $1.00 for golf carts.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, February 1, 2012)
RESOLUTION -PROPOSED DONATION TO FORGOTTEN HARVEST:
Moved by Mrs. Long, supported by Mr. Scott to approve the following resolution in support of the
donation of 15 refrigeration units to Forgotten Harvest:
WHEREAS, the Oakland County Parks and Recreation Commission partnered with Oakland
County Facilities Maintenance and Operations (FM&O) to secure a grant to support the replacement of
several refrigeration units; and
WHEREAS, the Oakland County Parks and Recreation Commission has 15 refrigeration units
targeted for removal and replacement as part of an energy efficiency audit; and
WHEREAS, OCPR staff contacted Oakland County Purchasing, Fiscal Services, FM&O, and
Corporation Counsel to consider alternatives regarding the disposal of the units; and
WHEREAS Forgotten Harvest, an Oakland County -based food rescue organization, has expressed
interest in all 15 of the units; and
WHEREAS, the Oakland County Parks and Recreation Commission is exploring a partnership with
Forgotten Harvest, a non-profit organization, to expand the donation of perishable food to needy residents
of Southeast Michigan, including:
• Maximize the amount of produce grown at Springfield Oaks Community Service Garden while
reducing OCPR costs;
• Create opportunities for food donation from the Waterford Oaks Greenhouse Community Garden
• Encourage the donation of food from OCPR vendors including Oak Management and future
concessionaires
• Encourage the donation of food from vendors at the Oakland County Farmers Market; and
WHEREAS, this effort supports the Oakland County Parks and Recreation Commission's mission
to promote healthy lifestyles while promoting awareness of the OCPR brand in supporting quality of life;
and
WHEREAS, Forgotten Harvest would assume the responsibility of removing the refrigeration units
at no cost to the Oakland County Parks and Recreation Commission; and
WHEREAS, Forgotten Harvest is working with local businesses and trade schools to recondition
the units for use in food rescue programs; and
WHEREAS, this donation could assist with expanding the capacity of Forgotten Harvest to utilize
the full value of the partnership with the Oakland County Parks and Recreation Commission and Oakland
County Community Corrections, by improving the capability of local food distribution centers to refrigerate
perishable items; and
WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission
that the Oakland County Board of Commissioners approves the donation.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommend the Oakland County Board of Commissioners approve and authorize the
donation of 15 refrigeration units to Forgotten Harvest.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
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WATERFORD OAKS MASTER PLAN CONCEPT:
Project Advisor Donna Folland provided an update to the Commission on the status of the Waterford
Oaks Master Plan. Staff requested the Commission grant conceptual approval of the draft of the
Waterford Oaks Master Plan and also authorization to seek public comment on the Master Plan. Staff is
continuing to work on the development of the 5-Year Parks and Recreation Master Plan and the Red
Oaks Master Plan.
Moved by Mr. Lewis, supported by Mr. Scott to grant conceptual approval of the Waterford Oaks
Master Plan, thereby allowing staff to commence public comment on the Master Plan facility
concepts.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
SECOND REGULAR OCPRC MEETING — FEBRUARY 15, 2012:
Moved by Mr. Wilson, supported by Mr. McCulloch, to authorize an additional regular Oakland
County Parks and Recreation Commission meeting on Wednesday, February 15, 2012, at 10:00
a.m. at the Oakland County Parks and Recreation Administration Building.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, Long, McGillivray, Scott, Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
PLANNING/NATURAL RESOURCES/CIP/MAJOR MAINTENANCE PROJECT UPDATES:
Parks Facilities Maintenance & Development Chief Mike Donnellon provided the Commission with an
update on the Capital Improvements Projects showing adjustments to maintenance projects, projects
carried over from the last fiscal year and current projects.
Natural Resources Planner Brittany Bird provided the Commission with updates on the managed deer
hunt, archery hunts, meeting with the MDNR, and the donation of the venison meat from the managed
deer hunts to the food banks. Mr. Kostin commended staff for its efforts to make hunting safe. OCPR far
exceeds the minimum safety requirements of what is expected anywhere in the state; the Commission
should feel comfortable with the efforts of the staff and the Sheriff's Office.
Parks and Recreation Planning Supervisor Jon Noyes updated the Commission on the green initiatives
activities, awareness and accountability, making processes participatory with the community at large, low
cost rotating exhibits, the focus on natural resources, a partnership with the Audubon, and partnering with
the HCMA and the State of Michigan on directional signs using shared resources.
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(Commission Meeting, February 1, 2012)
2011 CAMPGROUND YEAR-END REPORT:
Parks Supervisor Boyd Brokenshaw made a presentation on the campground operations at Addison
Oaks and Groveland Oaks County Parks. This presentation included historical timelines of the park
activities and special events as well as current uses and various group activities. He also showed patron
uses by zip codes identifying areas people travel from to stay at the Oakland County Parks.
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:
The Activity Reports for January and February 2012 will be distributed at the March
OCPRC meeting.
The Food & Beverage Committee invited the Commission and staff to join them to sample the
food of a prospective vendor located at the Courthouse and Oakland Intermediate Schools.
The MRPA Conference is scheduled for Feb. 7-10, 2012 in Dearborn. The Placemaking
Breakfast on Thursday morning will be when L. Brooks Patterson receives his award for 2011
Local Elected Government Official.
Commissioner John McCulloch, Executive Officer Daniel Stencil and Parks Facilities
Maintenance & Development Chief Mike Donnellon will participate in a Michigan Association of
Counties regarding the CAMS program.
A meeting has been scheduled with MDNR Director Rodney Stokes to discuss collaboration
between MDNR and OCPR.
Commissioner Eric Wilson was reappointed to the Road Commission for Oakland County Board
for another term.
Photographs of OCPR will appear on the 2012 Yellow Book cover which will be distributed in
March.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Lewis to approve the minutes of the Regular Meeting of
January 11, 2012 with the following changes:
WATERFORD OAKS MASTER PLAN AND 5-YEAR RECREATION PLAN 2012-2016: add -
A request for Commission approval of the Master Plan will be placed on the next agenda.
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.
(Commission Meeting, February 1, 2012)
NEW BUSINESS:
- In response to a question from Mr. Kostin regarding clarification on what changes would be made
with the Oak Management contract, Executive Officer Dan Stencil explained the changes associated
with the campgrounds and waterparks with concessions and vending.
- Mr. VanderVeen announced that due to the lack of cooperation from Mother Nature the Fire & Ice
Festival has been postponed until the last weekend in February.
ADJOURNMENT:
Meeting adjourned at 11:38 a.m.
J. David VanderVeen, Secretary Vicky Valko, Recording Secretary
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