HomeMy WebLinkAboutMinutes - 2012.02.15 - 39272OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
February 15, 2012
Chairman Fisher called the meeting to order at 10:03 a.m. in the commission room of the Parks and
Recreation Commission's administration office.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen, A. David
Baumhart III, Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long, Gary McGillivray, Eric Wilson
COMMISSION MEMBERS ABSENT WITH NOTICE:
Robert Kostin, John Scott
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services
OC Purchasing
OC Corporation Counsel
Barton Malow Design
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager, P & R Operations
Mike Donnellon, Chief -Parks Fac., Maint. & Develop.
Terry Fields, Chief - Recreation Programs & Services
Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District
Larry Gee, Chief, Parks Ops. & Maint. — S. District
Jon Noyes, Supervisor - Planning
Karen Kohn, Supervisor — Administrative Services
Desiree Stanfield, Communications and Mkting Supervisor
Zach Crane, Architectural Engineer
Brittany Bird, Natural Resources Planner
Phil Castonia, Business Development Representative
Jeff Phelps, Supervisor II
Ed Tucker, Buyer
Jody Hall, Assistant Corporation Counsel
Duane McDevitt, Director, Professional Services
Moved by Mr. Wilson, supported by Mr. Baumhart to approve the agenda as presented.
AYES: Baumhart, Fisher, Lewis, Long, McCulloch, McGillivray, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no questions or comments from the public.
CATALPA OAKS GENERAL CONTRACTOR BID AWARD:
Chief of Parks Facilities Maintenance and Development Mike Donnellon provided a brief update on the bid
review/evaluation process for the Catalpa Oaks Phase I Development Project and recommended the contract
be awarded to the lowest qualified bidder, Bernco, Inc., for the Base Bid #1, Alternate 2-A, and Alternate 3-A in
the amount of $998,700, plus a five percent contingency of $49,935, for a total approved amount of
$1,048,635.
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Moved by Mr. Wilson, supported by Mr. McGillivray to award the contract for the Phase I
Development Project at Catalpa Oaks to the lowest qualified vendor, Bernco, Inc., for the
Base Bid #1, Alternate 2-A, and Alternate 3-A in the amount of $998,700, plus a five percent
contingency of $49,935, for a total approved amount of $1,048,635.
AYES: Baumhart, Fisher, Lewis, Long, McCulloch, McGillivray, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
Groundbreaking for the project has been scheduled for Friday, April 6 in conjunction with the annual
Marshmallow Drop at the park. The groundbreaking ceremony will begin at 10 a.m., followed by the special
event.
August 1 is the target date for substantial completion of the project.
FOOD AND BEVERAGE LEASE MODIFICATION — OAK MANAGEMENT CORP.:
Staff provided a brief review of the Request For Proposal process for the concession portion of the food and
beverage operations at the parks, which includes Red Oaks and Waterford Oaks waterparks, Addison Oaks
and Groveland Oaks campgrounds, and Springfield Oaks Golf Course.
Staff will send out an RFP for catering services that will go into effect in 2013. The RFP for banquet services is
expected to go out late this year, but the lease for that portion of the food and beverage operations will run
through the current expiration date of December 31, 2015. A contract for the concession services will be
presented at the March 7 Commission meeting for approval.
Staff requested Commission approval of a resolution to amend the lease with Oak Management Corp.,
modifying it by eliminating the concessions at the waterparks, campgrounds and Springfield Oaks Golf Course;
discontinuing all catering services except at Addison Oaks Conference Center, Glen Oaks Golf Course, Lyon
Oaks Golf Course, and White Lake Oaks Golf Course; plus eliminating all vending services.
Discussion followed on recommended clarification of language in the resolution, including elimination of the
fifth "Whereas."
Moved by Mr. McCulloch, supported by Mr. Wilson to adopt the following resolution in support
of the Second Amendment to the Lease with E. A. Fuller Oak Management Corporation,
delegating authority to Chairman Fisher to work with Oakland County Corporation Counsel on
clarification of the language:
WHEREAS the County and E.A. Fuller Oak Management Corporation ("Oak
Management") entered into a Lease dated December 14, 2006 (MR #06245) and amended
January 1, 2008 ("Lease") for food and beverage services for Oakland County Parks and
Recreation Commission ("OCPR") facilities; and
WHEREAS the Lease will expire on December 31, 2015; and
WHEREAS in August 2011 Oak Management requested that the County release a
request for proposal for some of the food and beverage services provided to OCPRC under
the Lease; and
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WHEREAS OCPRC, through the County Purchasing Division, released a requestfor
proposal in December 2011 for food and beverage services at the following OCPRC facilities:
Addison Oaks Concession Stand
Springfield Oaks Golf Clubhouse
Waterford Oaks Waterpark Concession Stand
Red Oaks Wave Waterpark Concession Stand
Groveland Oaks Concession Stand; and
WHEREAS the Lease between the County and Oak Management must be amended
to eliminate the food and beverage services at the above -listed OCPRC facilities; and
WHEREAS on January 1, 2013, Oak Management and OCPRC desire to discontinue
catering services to all OCPRC facilities under the Lease, except for Addison Oaks
Conference Center, White Lake Oaks, Lyon Oaks Golf Clubhouse, and Glen Oaks Golf
Clubhouse; and
WHEREAS OCPRC, through the County Purchasing Division, will release a request
for proposal in the second or third quarter of 2012 for catering services at all OCPRC
facilities, except Addison Oaks Conference Center, White Lake Oaks, Lyon Oaks Golf
Clubhouse, and Glen Oaks Golf Clubhouse; and
WHEREAS Oak Management and OCPRC desire to discontinue vending services to
all OCPRC facilities under the Lease upon execution of the Second Amendment; and
WHEREAS Oak Management and OCPRC desire to amend the Lease as set forth in
the attached Second Amendment; and
WHEREAS the Oakland County Parks and Recreation Commission and the
Department of Corporation Counsel have prepared and reviewed all necessary documents
related to the attached Second Amendment.
NOW THEREFORE BE IT RESOLVED that by this Resolution, the Oakland County
Parks and Recreation Commission hereby approves and authorizes the attached Second
Amendment to the Lease between the County of Oakland and E.A. Fuller Oak Management
Corporation; and
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve and
authorize the attached Second Amendment to the Lease and all other related documents
between the County of Oakland and E.A. Fuller Oak Management Corporation.
AYES: Baumhart, Fisher, Lewis, Long, McCulloch, McGillivray, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
COMMISSION GOALS AND OBJECTIVES — FOR FY 2013 PROPOSED BUDGET:
Staff distributed a handout with updated information on the Strategic Master Plan, highlighting the economic
changes since the Plan was adopted in 2008, along with the directed actions to reduce costs, increase
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revenue, expand participation, build in safeguards, and prioritize based on effectiveness. Additional
information included the challenges faced with unclear objectives, directives that are in conflict with one
another, and how to move forward with efficiencies without sacrificing the mission of the organization.
An additional piece was distributed to the Commission outlining a process for providing direction by identifying
broad priorities, staff implementation, and setting organizational objectives with annual targets. It will be used
in conjunction with the executive summary from the 2010 community survey conducted by Leisure Vision Inc.
After discussion, planning time was set for Wednesday, March 7 following the regular meeting. The meeting is
scheduled to be held at the Lyon Oaks Clubhouse; it will be followed by a 1 '/2 to 2 hour planning session, then
a brief tour.
EXECUTIVE OFFICER'S REPORT:
In addition to the Executive Officer's report filed in the agenda, the following information was noted:
---Staff met with Vice Chairman McCulloch to review the fees and charges approved at the February 1
Commission meeting, clarifying the already recommended increases in addition to the approved increases.
Staff will provide updated information on the fees at the March 7 meeting in addition to projected revenues
from the recommended increase compared to budgeted revenues.
--- Communications and Marketing Supervisor Desiree Stanfield and her staff were commended for attaining
front cover photo coverage of the 2012 Yellow Book, which will have a distribution of over 1 million copies
throughout the region. Estimated in -kind value of the cover photo is $20,000.
---Staff has been approached by a Wayne State University graduate student requesting permission to place a
live trap at Glen Oaks and Waterford Oaks to put radio band collars on coyotes for a study of the animals in
the region. Staff will be working with Corporation Counsel to assist with permit and insurance issues.
---Parks Commission received the 2012 Michigan Recreation and Park Association's Park Design Award for
the Paradise Peninsula Playground at Waterford Oaks. The award will be presented at the Commission's
March 7 meeting.
OLD BUSINESS:
None
NEW BUSINESS:
Vice Chairman McCulloch inquired about an update on the greenhouse at its operations, including whether or
not there has been any dialogue with Forgotten Harvest. Staff will be making a presentation at the March 7
meeting, including pending interest with Forgotten Harvest at both the greenhouse and Springfield community
garden.
The next Commission meeting will be 9:00 a.m. on Wednesday, March 7 at the Lyon Oaks Clubhouse. The
meeting will include a strategic planning session and brief park tour.
Meeting was adjourned at 10:59 a.m.
J. David Vaneen, Secretary Karen S. Kohn CAP -OM, Recording Secretary
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