HomeMy WebLinkAboutMinutes - 2012.03.07 - 39273*MEETING MINUTES *
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
March 7, 2012
Chairman Fisher called the meeting to order at 9:15 a.m. in the Banquet Room of the Lyon Oaks
Clubhouse.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman John McCulloch, Secretary J. David VanderVeen,
Robert E. Kostin, Christine Long, Gary McGillivray, John Scott,
COMMISSION MEMBERS ABSENT:
A. David Baumhart, Chairperson Emeritus Pecky D. Lewis, Jr., Eric Wilson
ALSO PRESENT:
Parks and Recreation
Oakland County Fiscal Services
Oakland County Board of Commissioners
Oakland County Corporate Counsel
Kosch Catering/Dining Food Services
Oakland County Fair
APPROVAL OF AGENDA:
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Brittany Bird, Natural Resources Planner
Rachel Boyd, Recreation Program Supervisor
Bridget Brown, Intern
Phil Castonia, Business Development Rep.
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Sandy Dorey, Recreation Program Supervisor
Jim Dunleavy, Chief -Park Ops. & Maint. — N. District
Terry Fields, Chief -Recreation Programs & Services
Larry Gee, Chief -Park Ops & Maint. S. District
Jon Noyes, Supervisor-P & R Planning
Melissa Prowse, Business Development Rep.
Paul Simpson, Recreation Program Supervisor
Laurie Stasiak, Recreation Programs & Services
Jeff Phelps, Fiscal Services Supervisor
Kathy Crawford, Commissioner District 9
Philip Weipert, Commissioner District 8
Jody Hall, Financial Attorney
Jason Hilliard, Vice President of Operations
LC Scramlin, Director
Moved by Mr. VanderVeen, supported by Mrs. Long to approve the agenda with the
following amendment: add item 9 H — Transfer of Oakland County Market - Fiscal Note.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mrs. Long, supported by Mr. Kostin to approve the minutes from the OCPRC Regular
Meeting of February 1, 2012.
5-1
(Commission Meeting, March 7, 2012)
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
Moved by Mr. Scott, supported by Mrs. Long to approve the minutes from the OCPRC Regular
Meeting of February 15, 2012.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENT:
County Commissioner Kathy Crawford spoke to the Commission and indicated that she is a long-time fan
of Parks and Recreation. She came to speak about the Wint Nature Center. She advised that due to
changing demographics we are experiencing a bulge in the older adults and that all nature programs are
appealing to older adults. She encouraged the Commission to think about continuing the nature
programs and also about considering new ways of programming, possibly incorporating programs that
are more appealing to all age groups especially the older adults. She understands there are limited
resources and suggested adapting the nature center to possibly a movable facility.
Chairman Fisher introduced Oakland County Commissioner Kathy Crawford of District # 9 and Oakland
County Commissioner Philip Weipert of District # 8.
INTRODUCTION: FORGOTTEN HARVEST:
Mike Donnellon introduced Darrell Anderson, Agency Relations Manager for Forgotten Harvest.
Forgotten Harvest rescues surplus perishable food that is past its sell -by date, but is still safe for
consumption, and takes it to soup kitchens, shelters and pantries throughout metro Detroit. Last month 4
million pounds of food were rescued from locations including Kroger, Meijer, Hillers, Ford Field and some
of the local casinos. Forgotten Harvest has been working closely with staff and in particular on the
Community Service Garden. They were in need of refrigeration for the perishable goods; when we
replaced the refrigerators throughout the Parks System with more energy efficient models, we donated
the old refrigerators to Forgotten Harvest. Mr. Anderson indicated their organization was very thankful
for the donation of the refrigeration units from Oakland County Parks and Recreation.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Mr. VanderVeen to approve all items (8 A-E) under the
Consent Agenda as follows:
• Internal Service Department Funds Journal Entry Register for Month Ending 01/31/12
(FM04, FY 2012)
• Payment Register for Month Ending 01/31/12 (FM04, FY 2012)
• Monthly Financial Statement for Month ending 01/31/12 (FM 4, FY 2012)
• Monthly Average Comparison Report (MACR)
• 1s` Quarter Financial Forecast/Budget Amendment
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(Commission Meeting, March 7, 2012)
• National Bicycle League Outstanding Receivable Write Off
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF LICENSE FOR FOOD & BEVERAGE — CONCESSION OPERATIONS SERVICES:
Phil Castonia presented the Food and Beverage Committee's bid recommendation to the Commission for
the first phase of the new contacts for Food and Beverage Services for the Oakland County Parks. This
first phase covers the Concession Operations which include Waterford Oaks Waterpark, Red Oaks
Waterpark, Groveland Oaks Campground, Addison Oaks Campground and Springfield Oaks Golf Course
and will expire on December 31, 2015. Approval of this bid will be contingent upon the Oakland County
Board of Commissioner's approval, which is on their agenda for March 7, 2012.
Moved by Mr. Scott, supported by Mrs. Long, to approve the proposed contract for Food and
Beverage Concession Services with Kosch in accordance with the terms within the contract,
contingent upon the Oakland County Board of Commissioners approval of the Amendment
to the current Oak Management lease.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
WETLAND MITIGATION BANKER SERVICES:
Brittany Bird, Natural Resources Planner, provided the Commission with an update on the status of the
bid process for the Addison Oaks Wetland Mitigation Banker Services. In addition, she also provided the
bid evaluation criteria and the associated timeline for the Wetland Mitigation Banker project. Staff will
present their recommendation on the award of the contract to the Commission at a future meeting.
PARK FENCING INSTALLATION CONTRACT — HIGHLAND AND INDEPENDENCE OAKS
Mike Donnellon presented information to the Commission on the park fence installation project for
Independence Oaks and Highland Oaks. He advised the Commission that this project is to ensure safe
park access, enforce park rules, and minimize encroachments onto or within neighboring parcels of land.
Moved by Mr. McCulloch, supported by Mr. McGillivray to award the contract for the boundary
line fencing for Independence Oaks and Highland Oaks to Michigan Fence and Supply Company
to the lowest bidder in the amount of $119,874, with a 5% contingency of $5,994, for a total
approved amount of $125,868 for Base Bid 1-3, including all alternatives, and approve the
transfer of $3,896 from the FY2012 CIP Contingency to these CIP Projects.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
5-3
(Commission Meeting, March 7, 2012)
LEWIS E WINT NATURE CENTER OPERATIONS UPDATE AND BUDGET ADJUSTMENT REQUEST:
Sue Wells, Manager of Parks and Recreation provided the Commission with a proposed budget
adjustment/transfer request for the Lewis E. Wint Nature Center Operations. As directed by the
Commission at a previous meeting, their intent was to re -prioritize the Operating Budget to absorb the
requested amount rather than having the amount transferred from Contingency. In order to accomplish
this she outlined the costs associated with closing the facility, possible fund transfers from existing unfilled
positions, recommended staff functions realignments and possible responsibility reassignments as
alternatives within the budget to allow the Nature Center to continue operations at Independence Oaks. It
was also mentioned that staff could utilize more volunteers at the Nature Center and the Sensory Garden.
A request was made to the Commission to transfer $97,000 into the Nature Center Budget in order to
continue operations at the Lewis E. Wint Nature Center from Recreation Program Services.
In answer to a question from the Commission, staff indicated that if the transfer of $97,000 was not
approved staff would not have enough funds to operate the Nature Center facility and it would be
unrealistic to offer the same level of services with the existing budget.
Mr. McGillivray stated he is opposed to the transfer of $97,000 based upon his experience with the
Madison Heights Nature Center. He feels that the $234,000 budget is sufficient.
Chairperson Fisher inquired if there is another reasonable alternative to this proposal that would cost
less. Ms. Wells indicated the lower cost alternative would be to close the Nature Center.
Mr. McCulloch stated that OCPR should be utilizing HCMA for Nature Center functions due to the fact that
HCMA staff are the gurus in nature center programs.
Moved by Mr. VanderVeen, supported by Mr. Kostin to postpone this item until the next meeting.
AYES: Fisher, VanderVeen, Kostin, Long, McGillivray (5)
NAYS: McCulloch, Scott (2)
Motion carried on a voice vote.
Mr. McCulloch and other Commissioners questioned the validity of the last vote, indicating their belief that
an affirmative vote of the entire Commission was necessary to take action. Chairperson Fisher indicated
his understanding that the vote only required a majority of the quorum present, and that this matter would
be passed until later in the meeting while a determination is made whether there is a bylaw that required
a higher number of votes.
JODI BEE APIARY LICENSE AGREEMENT FOR INDEPENDENCE OAKS:
Staff presented a request to the Commission to allow Jodi Bee Honey Farm, Inc. to manage permanent
beehives at the Independence Oaks -North County Park. This license agreement has been reviewed and
approved by Corporation Counsel. Staff reported that the pollinators (bees) keep plants healthy and as a
result provide habitat and food for other wildlife within the park. By partnering with Jodi Bee Honey Farm
it would allow staff the opportunity to develop various educational programs, assist in restoration of
grassland habitats in the park via provision of pollination services for native plants, develop interpretive
signage content for the park system, provide expertise at workshops hosted by OPRC, and also provide
1 % of the honey produced to OCPRC as promotional material or for educational programs. Commission
requested adding "termination for cause of 30 days" to the agreement.
Moved by Mr. Kostin, supported by Mrs. Long to approve the License Agreement provided by
Corporation Counsel to permit Jodi Bee Honey Farm, Inc. to manage beehives at Independence
Oaks —North County Park with the modification of "termination for cause of 30 days."
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
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(Commission Meeting, March 7, 2012)
Amended by OUR Commission at the 04/04/12 OUR Commission Meeting
NAYS: (0)
Motion carried on a voice vote.
PURCHASE OF REPLACEMENT SHOW MOBILE (PORTABLE STAGE) — MOBILE RECREATION:
Staff advised that as part of an annual inspection, staff discovered one of the mobile stages was showing
numerous stress cracks in the frame that will limit the use as a rental unit. In the future, staff felt that it
could be repurposed as a band show stage in one of the parks. As a result, staff requested approval to
purchase a new mobile stage.
Moved by Mr. Scott, supported by Mr. McGillivray to award the bid for the purchase of a new
mobile stage from Century Industries of Sellersburg, Indiana for a total cost of $105,862 and
approve the transfer of funds from the Capital
Contingency.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
Commissioner VanderVeen advised that the Show Mobiles are used for the Fire & Ice Festivals, Brooksie
Way and other special events that provide great visibility for Oakland County Parks and Recreation. They
are basically a travelling billboard.
CONTRACT AMENDMENT OAKLAND COUNTY FAIR ASSOC. - ELECTRICAL IMPROVMENTS:
Staff presented a recommendation to the Commission on the Springfield Oaks Campground electrical
updates. Most of the campsites do not meet electrical code requirements established by local and state
authorities and, therefore, are in need of improvements. In addition, a proposed amendment was
submitted for Commission's approval for the Oakland County 4-H Fair Association to commit up to
$60,000 in electrical improvements to the campsites and arena lighting fixtures at Springfield Oaks Park.
Mr. LC Scramlin, Director of OC4HFA, advised the Commission that the OC4HFA appreciates the
Commission's support of Springfield Oaks and is looking forward to continued cooperation between the
OC4HFA and OCPR.
Moved by Mrs. Long, supported by Mr. Kostin to approve an amendment to the Cooperative
Agreement between Oakland County Parks and Recreation and the Oakland County 4-H
Association to include commitment up to the amount of $60,000 for electrical work at Springfield
Oaks County Park from the Oakland County 4-H Association to be paid to Oakland County Parks
and Recreation Commission; and
Move to approve a change order in the amount of $86,900.00 with a 10% contingency of $8,690
for a total of $95,590 added to the previously awarded contract to Airport Lighting, Inc., for a total
approved amount with contingency of $363,792; and
Move to approve the transfer of $95,590 from the approved FY2012 CIP Budget Contingency to
the Capital Improvement Plan Project titled Event Campground Phase 2.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
5-5
(As amended)
(Commission Meeting, March 7, 2012)
NAYS: (0)
Motion carried on a voice vote.
PURCHASE OF REPLACEMENT SHOW MOBILE (PORTABLE STAGE) — MOBILE RECREATION:
Staff advised that as part of an annual inspection, staff discovered one of the mobile stages was showing
numerous stress cracks in the frame that will limit the use as a rental unit. In the future, staff felt that it
could be repurposed as a band show stage in one of the parks. As a result, staff requested approval to
purchase a new mobile stage.
Moved by Mr. Scott, supported by Mr. McGillivray to award the bid for the purchase of a new
mobile stage from Century Industries of Sellersburg, Indiana for a total cost of $105,862 and
approve the transfer of funds from the Operating Contingency 5060201-730359.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
Commissioner VanderVeen advised that the Show Mobiles are used for the Fire & Ice Festivals, Brooksie
Way and other special events that provide great visibility for Oakland County Parks and Recreation. They
are basically a travelling billboard.
CONTRACT AMENDMENT OAKLAND COUNTY FAIR ASSOC. - ELECTRICAL IMPROVMENTS:
Staff presented a recommendation to the Commission on the Springfield Oaks Campground electrical
updates. Most of the campsites do not meet electrical code requirements established by local and state
authorities and, therefore, are in need of improvements. In addition, a proposed amendment was
submitted for Commission's approval for the Oakland County 4-H Fair Association to commit up to
$60,000 in electrical improvements to the campsites and arena lighting fixtures at Springfield Oaks Park.
Mr. LC Scramlin, Director of OC4HFA, advised the Commission that the OC4HFA appreciates the
Commission's support of Springfield Oaks and is looking forward to continued cooperation between the
OC4HFA and OCPR.
Moved by Mrs. Long, supported by Mr. Kostin to approve an amendment to the Cooperative
Agreement between Oakland County Parks and Recreation and the Oakland County 4-H
Association to include commitment up to the amount of $60,000 for electrical work at Springfield
Oaks County Park from the Oakland County 4-H Association to be paid to Oakland County Parks
and Recreation Commission; and
Move to approve a change order in the amount of $86,900.00 with a 10% contingency of $8,690
for a total of $95,590 added to the previously awarded contract to Airport Lighting, Inc., for a total
approved amount with contingency of $363,792; and
Move to approve the transfer of $95,590 from the approved FY2012 CIP Budget Contingency to
the Capital Improvement Plan Project titled Event Campground Phase 2.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, March 7, 2012)
Moved by Mrs. Long, supported by Mr. Kostin to approve the change in the First Amendment to
the Oakland County Fair Cooperative Agreement between Oakland County Parks and
Recreation Commission and Oakland County 4-H Fair Association by including:
If the Cooperative Agreement is terminated by the OC4HFA prior to December 31, 2016, the
OC4HFA is still obligated to pay the monies set forth in paragraph 3 of the Amendment. If
OCPRC terminates the Cooperative Agreement before December 31, 2016 OC4HFA will not be
obligated for any balance as of the date of termination.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
TRANSFER OF OAKLAND COUNTY MARKET — FISCAL NOTE:
Jeff Phelps, Fiscal Services Supervisor, presented a Fiscal Note to the Commission for approval
regarding the transfer of the Oakland County Market to Parks and Recreation for budgetary purposes.
This is a fiscal note that will be part of the original resolution on the approval of the transfer of the Market.
Moved by Mr. McCulloch, supported by Mr. Scott to approve the Fiscal Note on the transfer of the
Oakland County Market to Oakland County Parks and Recreation.
AYES: Fisher, McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
LEWIS E WINT NATURE CENTER OPERATIONS UPDATE AND BUDGET ADJUSTMENT REQUEST
(Continued):
Further discussion occurred and the Chairman received a confirmation from Corporation Counsel that
action on this matter required only a majority of the quorum present at the meeting.
Chairman Fisher indicated that, without objection by the members of the Commission, he would set aside
the previous vote on this matter based upon the fact that there was a misunderstanding by several
Commission members of how many people it took to pass a motion. He felt it wouldn't be fair to have a
binding vote under those circumstances. No objection was expressed.
Further questions from the Commission included: If we are postponing are we postponing moving
$97,000; will staff come back with other alternatives — possibly cutting more programs, more staff and
cutting hours. Mr. McCulloch then offered a new motion.
Moved by Mr. McCulloch, supported by Mr. Kostin to approve the transfer of $97,000 from the
FY 2012 Recreation Programs and Services Operating Budget to the Lewis E. Wint Nature
Center Budget ($234,000 + $97,000).
AYES: Fisher (1)
NAYS: McCulloch, VanderVeen, Kostin, Long, McGillivray, Scott (6)
Motion failed.
5-6
(Commission Meeting, March 7, 2012)
ACTIVITY REPORTS JANUARY & FEBRUARY 2012 — FY2012, MONTH 4:
The Activity Reports for January and February 2012 (FM04 & FM05, FY 2012) were received and filed.
2011 RECREATION PROGRAM ANNUAL REPORT:
Terry Fields, Recreation Program and Services Chief, provided the Commission with a presentation and
update on the 2011 Recreation Programs and Services programs and events, and also programs and
events scheduled in 2012.
2012 RECREATION PROGRAM CALENDAR:
The 2012 Recreation Program Calendar 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:
- Creating, Restoring and Managing Natural Shoreline Landscapes on Michigan Inland Lakes: A
Workshop for Property Owners will be held at the Wint Nature Center at Independence Oaks
County Park March 17 from 9 a.m. — 12:30 p.m.
- Congratulations to Commissioner McCulloch on being reappointed for a 6-year term to the
Huron -Clinton Metropolitan Authority Board.
- Three Rivers Park Districts Forum scheduled for June 18-21, 2012
- Target date to open the five golf courses will be Monday, March 12, weather permitting.
COMMISSION/STAFF PLANNING SESSION:
Jon Noyes, Parks and Recreation Planning Supervisor, made a presentation in order to update the
Commission on the cost recovery objective and annual target for inclusion in the Five -Year Parks and
Recreation Master Plan for 2013-2017. In the past OCPR has not had measureable goals, outcomes
and objectives that state where OCPR will we be at a given point in time - this year/this month, next
year/next month. Staff would be able to meet broad goals for this mission, have annual scheduled
benchmarks and objectives, quarterly reports to show where we stand, and key performance indicators
that are monitored continuously in years in order to maintain the cost recovery. It would also be a tool in
determining what functions/services would be sustainable.
The overall consensus from the Commission was that they are satisfied with the concept of the cost
recovery.
OLD BUSINESS:
There was no old business to address.
5-7
(Commission Meeting, March 7, 2012)
NEW BUSINESS:
There was no new business to address.
ADJOURNMENT:
Meeting adjourned at 12:18 p.m.
J. David VanderVeen, Secretary Vicky ValkoTRec-brding Secretary