HomeMy WebLinkAboutMinutes - 2012.08.01 - 39282*MEETING MINUTES *
OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
August 1, 2012
Chairman Fisher called the meeting to order at 9:05 a.m. in the Training Room at the Groveland
Township Fire Hall Station #1.
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., Gary McGillivray,
John Scott, Eric Wilson
COMMISSION MEMBERS ABSENT:
Christine Long
ALSO PRESENT:
Parks and Recreation
Oakland County Fiscal Services
City of Madison Heights
Oakland County 4-H Fair Association
APPROVAL OF AGENDA:
Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint. — N. District
Larry Gee, Chief -Park Ops. & Maint. — S. District
Jon Noyes, Supervisor -Parks & Recreation Planning
Desiree Stanfield, Supervisor -Comm. & Mrktg.
Regina Ellis, Volunteer
Steve Ellis, Volunteer
Jeff Phelps, Fiscal Services Supervisor
Jon Austin, City Manager
LC Scramlin, Director
Moved by Mr. Wilson, supported by Mr. Scott, to approve the agenda as submitted.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Wilson, supported by Mr. Scott, to approve the minutes from the OCPRC meetings
of July 11, 2012, and July 18, 2012, with the following change to the July 11, 2012 meeting
minutes:
On page 5-4 under SPRINGFIELD OAKS LIQUOR LICENSE — MLCC RESOLUTION, in the last
paragraph of the resolution, add the language, "in their official capacities", which will now read as
follows:
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission authorizes the following individuals to execute any documents which must be
submitted to the Michigan Liquor Control Commission on behalf of the Oakland County Parks and
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(Commission Meeting, August 1, 2012)
Recreation Commission: Chairman Gerald A. Fisher; Executive Officer Daniel J. Stencil; and
Manager of Parks and Recreation Operations Susan M. Wells, in their official capacities.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
LC Scramlin, Director of the Oakland County 4-H Fair Association, provided an update on the Oakland
County 4H Fair that was held from July 6 -July 15, 2012. He reported in spite of the weather and heat,
they experienced a record attendance this year, with over 100,000 attendees. He expressed that there
could not have been such a successful 2012 Fair without the support from the Oakland County Parks and
Recreation Commission and staff. Mr. Scramlin also informed the Commission that the 2013 Fair will be
an 11 day Fair, which will start with fireworks on July 4, 2013.
In addition, Mr. Scramlin provided an update on the status of the State Fair. The Great Lakes State Fair
will be held in Novi on Labor Day Weekend from August 31-September 4, 2012, and will also include a
Shrine Circus.
PRESENTATION — 2012 NACPRO VOLUNTEER OF THE YEAR AWARD:
Annually, the National Association of County Parks and Recreation Organization (NACPRO) presents an
award for an Outstanding Volunteer. This Outstanding Volunteer Award is presented to an individual who
has made a significant contribution of personal time and talent to a NACPRO member agency. Oakland
County Parks and Recreation Volunteer Regina Ellis was nominated and received the award this year, for
all of her contributions as a volunteer at Addison Oaks County Park. Chairman Fisher, Executive Officer
Stencil, and Manager of P & R Operations Wells presented the 2012 NACPRO Outstanding Volunteer
Award to Ms. Ellis and thanked her for her many hours of service to the Oakland County parks and park
patrons.
CONSENT AGENDA:
Moved by Mr. Wilson, supported by Mr. McGillivray to approve items 8A and 8B under the
Consent Agenda as follows:
• Internal Service & Department Funds Journal Entry Register for Month Ending 06/30/12
(FM 09, FY 2012)
• Payment Register for Month Ending 06/30/12 (FM 09, FY 2012)
• Monthly Financial Statements for month ending 06/30/12 (FM 09 FY 12)
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
NATURE CENTER - BUDGET COST CENTERS - WINT AND RED OAKS:
Sue Wells, Manager of Parks and Recreation Operations, provided the Commission new budget cost
centers for the Red Oaks Nature Center and the Lewis E. Wint Nature Center. She also provided the
new business model which focuses on Nature Education with an emphasis on Facility Based, Naturalist
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Based and Resource Based programming. She advised that the Nature Center Committee is focusing on
the fall schedule for both nature centers and is also working on the organizational structure. Operations
of the facilities will appear under Parks and Recreation Nature Programs in the Budget, while the
Programming will fall under Recreation Programs and Services. Associated costs for the nature centers
will be able to be tracked and identified through the Fiscal Services programs, so at the end of the year
we will be able to identify what the costs are for each facility.
In the new budget for Red Oaks Nature Center the cost for electricity will be paid by the City of Madison
Heights. In addition, the City of Madison Heights has earmarked $12,000 for major maintenance projects
for the nature center and park. Funds have also been included in the budget for training volunteers.
Commissioner Wilson asked about the difference in pay rates for the positions at the two facilities.
Sue Wells indicated that the positions in the Red Oaks budget will be at the beginning base pay rate, and
the positions at Lewis E. Wint are at the returning rate, which is higher. The staff/positions at both nature
centers are interchangeable. Staff at Red Oaks will support Wint, and staff at Wint will support Red Oaks.
Staff will not be assigned to a facility to provide programming; staff will be supporting both nature centers
offering programs and services at both nature centers, at schools, for outreach programs, etc.
Commissioner McCulloch reaffirmed that the current plan is to under -fill the full-time position at Red Oaks
Nature Center with a part-time non -eligible position (PTNE). Then in January staff would come back to the
Commission with benchmarks and a threshold for numbers on participation at the nature centers. These
would include the goals of how many people we anticipate serving at the facility, how many people we
actually served, the cost per experience and the cost for participation, etc. After the benchmarks have
been established, if there is a need for additional staffing, with the position initially being under -filled, and
if the numbers are attained, the Commission could then approve moving the position from part-time to
full-time. Terry Fields, Chief of Recreation Programs and Services, will be reporting to the Commission
on a quarterly basis, which will provide more of an update on how the programs are doing.
The plan for Red Oaks is that staff would not be housed full time at the facility. Their responsibilities
would include outreach, school programs, programming at any of our facilities and also be responsible for
cleaning, feeding animals, phones, and garden work. We are also planning to enhance the responsibility
of the volunteers at both Wint and Red Oaks, which may include assisting with the phones.
Commissioner McCulloch further elaborated on the proposed staffing. He expressed that the
Commission needs to give the Administration the latitude to start up the program by initially under -filling
the position as a part-time non -eligible position. Staff would then report back on the benchmarks to the
Commission so the Commission could then approve the benchmarks. Then given the direction from
Commission, the Administration could provide input at what threshold would be appropriate to fill the
position as a full-time position. He also indicated that the plan that staff has submitted far exceeds what a
lot of traditional nature programs or nature centers approach is, encompassing all aspects and all areas
impacted by those programs within the nature facility or nature center.
The Commission has directed staff to report back in January to revisit the benchmarks at the Red Oaks
Nature Center, so that the Commission could evaluate filling the Naturalist position in the Red Oaks
budget as a full-time position.
Commissioner McCulloch inquired about marketing and cross -marketing at the Red Oaks complex.
Given the attendance at the waterpark and the volumes of people, what are we doing to promote the
nature center and the other attractions in the Red Oaks surrounding area, including all aspects of Red
Oaks to the people in the area? This would include the dog park, the soccer complex, the waterpark, and
the nature center. Have we considered possibly offering a package to attend the waterpark in the
morning and then visit the nature center in the afternoon — utilize the locations to our advantage by cross -
marketing? Sue Wells responded that staff is currently working on a Communications and Marketing plan
for Red Oaks. With CAMS and some of our other programs we can offer packages for patrons to visit
multiple locations at the Red Oaks complex and surrounding area. OC Express could also be expanded
into this as well.
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(Commission Meeting, August 1, 2012)
ANNUAL MOTOR VEHICLE FEE REQUEST PROPOSED INCREASE:
Staff has conducted an annual review of the fees and charges which help offset the cost of maintaining
high quality facilities. As a result of their findings staff has recommended a slight increase in the cost of
the Annual Motor Vehicle fees by $2.00 for 2013.
Moved by Mr. McCulloch, supported by Mr. Kostin, to approve the fee increase for the Resident
Annual Motor Vehicle and Resident and Regular (non-resident) Senior Citizen/Adaptive/Active
Military Annual Motor Vehicle fees by $2 for FY 2013.
Several Commissioners felt the increase was miniscule and therefore could not see the benefit of the
increase for only $16,000 in revenues.
ROLL CALL VOTE:
AYES: Fisher, McCulloch, VanderVeen, Kostin (4)
NAYS: Baumhart, Lewis, McGillivray, Scott, Wilson (5)
Motion failed.
REQUEST TO PURCHASE NEW BUS FOR MOBILE RECREATION:
Jim Dunleavy, Chief of Parks Operations & Maintenance — N. District, advised that due to the high cost of
maintenance, current mileage, and lack of fuel efficiency, that Bus #910 be replaced/repurposed with a
new 35-passenger commercial bus. It is also being recommended that Bus #910 come out of regular use
rotation and be used for a backup for the other buses.
Moved by Mr. Lewis, and supported by Mr. Wilson, to award the bid for the purchase of a
35-passenger commercial bus to replace/repurpose 1988 Transit Bus #910, from Mobility
Transportation Services of Canton, Michigan, at a cost of $115,017 from the FY 2013
Capital Equipment line item.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, McGillivray, Scott, Wilson (9)
NAYS: None (0)
Motion carried on a voice vote.
LYON OAKS ICE MACHINE REPLACEMENT:
Moved by Mr. McCulloch, supported by Mr. VanderVeen to approve the purchase of a
Manitowoc Ice Machine for Lyon Oaks Golf Course from the low bidder, Douglas Equipment, in
the amount of $6,762, and approve the transfer of funds for this purchase from the FY 2012
Capital Contingency.
AYES: Fisher, McCulloch, VanderVeen, Baumhart, Kostin, Lewis, McGillivray, Scott, Wilson (9)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, August 1, 2012)
ACTIVITY REPORT:
Highlights from the Activity Reports for July 2012 (FM 10, FY 2012) were provided to the Commission.
Due to the fact the Commission meeting is on August 1, there was not enough time to prepare the July
2012 report. The reports for July and August 2012 will be provided to the Commission at the September
meeting.
Additional items discussed included:
- Demolition of Tough Shed acquired from the Water Resources Commissioner.
- Water quality, retention ponds and water reclamation at Red Oaks Golf Course.
- Cost of golfing at Red Oaks vs. other golf courses.
- Consideration of winter activities at Red Oaks.
- Marketing of golf at Palmer Park and Rackham Golf Courses - how does our marketing compare to
what these companies are doing. Communications & Marketing Supervisor indicated we have
implemented changes and they are paying off.
- Commissioner McCullough requested staff obtain the numbers from the Royal Oak 9-hole golf
courses for comparison with Red Oaks 9-hole Golf Course.
- Commissioner Baumhart reported that a neighbor advised he takes his grandchildren to Red Oaks
Golf Course and he has never had a bad experience and the staff is always terrific.
- Commissioner McGillivray indicated he had received a few complaints about the increase in rates at
the Red Oaks Golf Course.
- Due to the success of the Junior Lessons at White Lake Oaks and Springfield Oaks, participation will
be able to be doubled next year. This program is run by volunteers and a part-time staff member.
- Wheelchair Daze event will be held at Independence Oaks the weekend of August 4. This event is
sponsored by Wright & Filippis.
- Commissioner Wilson commended staff for all of the programs and events that are offered through
the Recreation Programs & Services division.
EXECUTIVE OFFICER'S REPORT:
In addition to the items in the Executive Officer's Report filed in the agenda, the following information was
noted:
- OCPR received national recognition through an article on the Paradise Peninsula Playscape
in national Parks and Recreation Business Magazine
- Hosted Media Event at Addison Oaks on the Connector Trail
- A new Waterpark Brochure -Spanish version will soon be available
- Walk With the Doctor Program
- Assistant Park Supervisor for the County Market will be introduced at the next Commission
Meeting
- Staff is working with Corporation Counsel on the CSX Rose Oaks Railroad crossing issue
- Update on deer management dates at Addison Oaks and Independent Oaks, and the
beaver trapping at Rose Oaks and Independence Oaks
- Tour of Groveland Oaks immediately following Commission meeting
- Thanked Robert DePalma, Groveland Township Supervisor, and the Groveland Township
Fire Department for the use of the facility for the Commission Meeting
- Ralph Richard Memorial Golf Outing on August 2, 2012 - Dinner/reception will start
approximately 5:30 p.m.
NEW BUSINESS:
Chairman Fisher advised the Commission there is an issue regarding a change order on the Catalpa
Oaks construction project. We are currently working with Corporation Counsel to try and resolve the
issue. It has also been recommended that we consider hiring a construction contract consultant to provide
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a recommendation and to assist in the negotiations. At this time, construction of the project has not been
halted and it is anticipated that completion should be done in September or October of this year, with
restoration work to be done in the spring.
Commissioner VanderVeen suggested staff utilize the resources available from all the different Oakland
County divisions when taking on various types of projects.
ADJOURN:
Meeting adjourned at 10:21 a.m.
J. David VanderVeen, Secretary Vicky Valk%pecording Secretary
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