HomeMy WebLinkAboutMinutes - 2012.06.06 - 39279*MEETING MINUTES *
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
JUNE 6, 2012
Chairman Fisher called the meeting to order at 9:08 a.m. in the Commission meeting room at the Oakland
County Parks and Recreation Administration Office.
Mr. Joe Colaianne attended the meeting as Mr. McCulloch's representative, in accordance with
P.A. 261, as amended.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Secretary J. David VanderVeen, A. David Baumhart, Joseph Colaianne,
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 Fiscal Services
City of Madison Heights
APPROVAL OF AGENDA:
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Kathleen Dougherty, Education Resource Specialist
Jim Dunleavy, Chief -Park Ops. & Maint. — N. District
Donna Folland, Project Advisor
Terry Fields, Chief -Recreation Programs & Services
Larry Gee, Chief -Park Ops. & Maint. — S. District
Karen Kohn, Supervisor - Administrative Services
Stephanie Mackey, Business Development Rep.
Jon Noyes, Supervisor -Parks & Recreation Planning
Melissa Prowse, Business Development Rep.
Desiree Stanfield, Supervisor -Comm. & Mrktg.
Jeff Phelps, Fiscal Services Supervisor
Edward Swanson, Mayor
Jon Austin, City Manager
Ben Myers, Assistant City Manager
Moved by Mr. Scott, supported by Mr. Kostin to approve the agenda with the following changes:
Remove Items 5B, 05/02/12 Regular Meeting Minutes; 9B, Red Oaks Master Plan
Concepts; 10A Recommended Proposed FY2013-2015 Budget; and 10B, Waterford
Oaks Master Plan Concepts.
AYES: Fisher, Baumhart, Colaianne, Kostin, Lewis, Jr., McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, June 6, 2012)
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Wilson to approve the minutes from the OCPRC
Regular Meeting of April 4, 2012.
AYES: Fisher, Baumhart, Colaianne, Kostin, Lewis, Jr., McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC HEARING — WATERFORD OAKS MASTER PLAN:
Chairman Fisher opened the public hearing on the Waterford Oaks Park Master Plan Concepts at
9:11 a.m.
Donna Folland advised the Commission of the public comments previously received that have been
included in the Waterford Oaks Master Plan document submitted to the Commission. Mr. Wilson
indicated that the comments included in both the Red Oaks and Waterford Oaks master plan updates
are very informative.
Hearing no further comments, Chairman Fisher closed the public hearing on the Waterford Oaks Master
Plan at 9:12 a.m.
CONSENT AGENDA:
In response to a question from Chairman Fisher, Fiscal Services Supervisor Jeff Phelps provided
additional detail on the Monthly Average Comparison Report, Item 8C-1. Basically this report reflects
where we are at any given point in time as it relates to the budget. Mr. Phelps advised that at this point in
time we are in a favorable position with the budget.
Moved by Mr. Wilson, supported by Mr. Colaianne to approve all items (8 A-E) under the Consent
Agenda as follows:
• Internal Service & Department Funds Journal Entry Register for Month Ending 04/30/12
(FM 07, FY 2012)
• Payment Register for Month Ending 04/30/12 (FM 07, FY 2012)
• Monthly Financial Statements for month ending 04/30/12 (FM 07 FY 12)
• Monthly Average Comparison Report (MACR)
• 2"d Quarter Financial Forecast
• Budget Amendment: Hospitalization/Fringe Benefit Fund
AYES: Fisher, Baumhart, Colaianne, Kostin, Lewis, Jr., McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
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HIGHLAND OAKS SEPTIC FIELD CONTRACT APPROVAL:
Mike Donnellon, Chief -Parks Facilities Maintenance and Development, informed the Commission that this
request for the replacement of the septic field and pump chamber is due to a failed septic system at the
Highland Oaks park residence. In response to a question from Mr. Kostin, Mr. Donnellon advised that
this proposed project meets the Sanitary Code. This project may require a budget adjustment at the end
of the year, but staff is working to stay within the current overall budget.
Moved by Mr. Wilson, supported by Mr. McGillivray to approve proceeding with the installation of
the replacement septic field and pump chamber at Highland Oaks County Park in the amount of
$17,115.
AYES: Fisher, VanderVeen, Baumhart, Colaianne, Kostin, Lewis, Jr., Long, McGillivray, Scott,
Wilson (10)
NAYS: (0)
Motion carried on a voice vote.
RED OAKS NATURE CENTER — PROPOSED LEASE:
Madison Heights City Manger Jon Austin informed staff that the outstanding issues regarding the
proposed nature center lease have been rectified and inserted into the proposed lease regarding the
insurance requirements. One outstanding issue is we are still awaiting approval from the State of
Michigan on whether they will grant approval due to the fact that Michigan DNR funds were used for the
project.
Staff and Madison Heights officials confirmed that the nature center will become part of the Red Oaks
complex and the building would be known as Red Oaks Nature Center. The old sign for the Suarez
Friendship Woods Nature Center facility will be located on the interior of the building for historical
purposes.
Chairman Fisher requested if any Commissioners have any questions or want to offer any input to please
contact him or Executive Officer Daniel Stencil before the next OCPRC meeting on July 11, 2012.
Jon Austin thanked Dan Stencil and Sue Wells for getting things in order so quickly regarding the
proposed lease. He indicated that although Madison Heights is ready to finalize everything today, they
understand that the Commission is not there yet and that approval also is contingent upon the State's
approval.
Chairman Fisher thanked the Madison Heights officials present for all their hard work and cooperation in
getting things to where they are now.
2012 COMMISSION POLICY AUDIT:
Business Development Representative Stephanie Mackey presented proposed changes to three existing
OCPRC policies, and also introduced four new policies for the Commission to consider adopting. The
Commission requested that the policies being changed be modified to highlight where the changes were
being recommended, and also that these policies be brought back to the Commission at the July 11,
2012, meeting for consideration of approval.
Commissioners indicated they felt there needed to be consistency as it relates to the Media Policy and
modifications could be made to the policy to address their concerns.
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(Commission Meeting, June 6, 2012)
All recommended changes will be reviewed with Corporation Counsel; recommended changes will be
redlined to more clearly show the recommended changes; and the policies will be electronically sent to
the Commission for their review before the July Commission meeting.
RECOMMENDED PROPOSED FY 2013-15 BUDGET - INFORMATIONAL:
Fiscal Services Supervisor Jeff Phelps informed the Commission about legislation on the Michigan
Personal Property Tax levy. The impact if this legislation passes would be approximately $75,000.
Mr. Phelps also indicated to the Commission areas where he had made modifications to more clearly
state the numbers in the budget, as requested by the Commission. These modifications included the
changes for the proposed nature center budget, and the definitions and notations that were requested at
the May Commission meeting.
Chairman Fisher requested that additional definitions and notations be included for all those projects that
have been approved by the Commission. Mr. McGillivray also requested if a date of completion could be
included for the projects included in the budget.
AMENDED 2012-2013 PROPOSED NATURE EDUCATION PLAN:
Sue Wells, Manager of Parks and Recreation Operations, presented a proposed nature education plan to
address nature centers, nature education, and programming, which also includes the Proposed Madison
Heights Nature Center. The staff is looking at facility based, instructor based and resource based
programs for nature education. We are also looking at what programs we should offer, who should offer
them, and what is the best approach for these programs. In addition, she outlined the areas for
partnerships to streamline the process of providing nature education. This is the framework for the Focus
Group meetings to be held on June 14, 2012, at the Waterford Oaks Activity Center. It was requested
that the information from the Focus Group meetings be distributed to the Commission for their review.
Chairman Fisher requested if nature education programming expenditures would be included in the
nature center budgets.
Commissioner McGillivray indicated we should try to build on our volunteer staff and utilize them as much
as possible in order to keep costs down. Staff indicated we have a great group of volunteers who go
through a training program and orientation process, who in turn act as enhancements and guides along
with our current programming staff. Volunteers take on responsibility, under the direction of staff, and
take pride in their actions as volunteers. In response to a question from Mrs. Long, staff indicated that all
volunteers go through a background check before becoming a Parks and Recreation Volunteer. Ms.
Wells also outlined a program where staff is looking into creating a docent program which could offer
additional areas to assist staff in programs and services in tours, nature education teaching, and
assistance at the dog parks.
If it is determined to take on Madison Heights Nature Center, in order to continue providing high quality
programs and services, additional staff would be requested in the proposed budget. Sue Wells and
Jeff Phelps provided a detailed explanation of the proposed breakdown for the nature center cost centers
for both Lewis E. Wint Nature Center and the proposed Red Oaks Nature Center. With the proposed
lease agreement, Madison Heights officials indicated they would cover some of the maintenance costs at
the proposed Red Oaks Nature Center as well as the utilities for the building.
ACTIVITY REPORT:
The Activity Report for May 2012 (FM08, FY 2012) was received and filed.
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EDUCATION RESOURCE PROGRAM UPDATE:
Kathleen Dougherty, Educational Resource Specialist, made a presentation and provided an update to
the Commission on the natural resources education program. These programs provided are in
conjunction with partnerships with the Clinton River Watershed Council, Green Initiatives at GM Orion,
MSU Extension, Water Resources Commissioner's Office, Mott High School, HCMA, and Oakland
Audubon.
Commission requested that an electronic copy of Ms. Dougherty's presentation be forwarded to the
Commission members.
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 the Oakland County Market
- Advised Commission on the assistance received from the Road Commission for Oakland
County on the traffic signal issues
- Nature Education Focus Group meetings June 14, 2012, at the Waterford Oaks Activity
Center
- Participation on a Think Tank Focus Group meeting in Lansing
- Update on Catalpa Oaks Construction Project
NEW BUSINESS:
Next meeting will be Wednesday, July 11, 2012, at the Parks and Recreation Administration Building.
OLD BUSINESS:
There was no old business to address.
an-ir)IIRN.
Meeting adjourned at 11:37 a.m.
J. David VanderVeen, Secretary Vicky Valkoecording Secretary
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