HomeMy WebLinkAboutMinutes - 2012.09.05 - 39283*MEETING MINUTES *
OAKLAND COUNTY PARKS AND RECREATION COMMISSION REGULAR MEETING
September 5, 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.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Secretary J. David VanderVeen, A. David Baumhart, Chairperson Emeritus
Pecky D. Lewis, Jr., Christine Long, Gary McGillivray, John Scott, Eric Wilson
COMMISSION MEMBERS ABSENT (WITH NOTICE):
Vice Chairman John McCulloch, Robert E. Kostin
ALSO PRESENT:
Parks and Recreation Daniel J. Stencil, Executive Officer
Sue Wells, Administrator -Parks & Rec. Operations
Jeremy Brown, Asst. Park Supervisor -County Market
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint. — N. District
Terry Fields, Chief -Recreation Programs & Services
Larry Gee, Chief -Park Ops. & Maint. — S. District
Karen Kohn, Administrative Services Supervisor
Melissa Prowse, Business Dev. Rep.
Desiree Stanfield, Supervisor -Communications & Mrktg.
Soils & Materials Engineers, Inc. Jeff Lanier, Project Environmental Engineer
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. Scott, to approve the agenda with the following change:
Item 9 B — Catalpa Oaks Change Order Request Update, change to Informational.
AYES: Fisher, Baumhart, Lewis, Long, Scott, Wilson (6)
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 meeting
of August 1, 2012, as submitted.
AYES: Fisher, Baumhart, Lewis, Long, Scott, Wilson (6)
NAYS: (0)
Motion carried on a voice vote.
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(Commission Meeting, September 5, 2012)
INTRODUCTION — JEREMY BROWN - ASST. PARK SUPERVISOR/COUNTY MARKET:
Sue Wells, Manager of Parks and Recreation Operations, introduced the Assistant Park Supervisor for
the Oakland County Market, Jeremy Brown. Jeremy has worked for Oakland County Parks and
Recreation part-time as a Seasonal Assistant Park Supervisor for Independence Oaks and Orion Oaks,
and as a Parks Helper in the Mobile Recreation unit. He has a programming background and a very
strong maintenance background. He also has strong customer service skills and his enthusiasm is
contagious.
CONSENT AGENDA:
Moved by Mr. Wilson, supported by Mr. VanderVeen to approve items 8A through 8E under the
Consent Agenda as follows:
• Internal Service & Department Funds Journal Entry Register for Month Ending 07/31/12
(FM 10, FY 2012)
• Payment Register for Month Ending 07/31/12 (FM 10, FY 2012)
• Monthly Financial Statements for month ending 07/31/12 (FM 10 FY 12)
• FY 2012 3`d Quarter Financial Forecast
• OCPR Uncollectible NSF Check Listing for 3`d Quarter FY 2012
• Monthly Average Comparison Report
AYES: Fisher, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
RECOMMENDED PROPOSED FY 2013-2015 BUDGET:
Chairman Fisher inquired if anyone in the audience had any questions or comments on the Proposed FY
2013-2015 Budget. Hearing none, he proceeded with the discussion on the budget.
Executive Officer Daniel Stencil clarified that historically OCPR held a public hearing as part of the budget
adoption process. In working closer with Fiscal Services, we have been advised that'requirement is not
necessary because the Parks and Recreation budget is included in the Board of Commissioner's budget,
which is subject to a public hearing. This saves OCPR approximately $2,000 in advertising costs and will
aid in streamlining the process. As part of our strategic planning process one goal was to improve the
process and become more efficient in how we do business and this will help us achieve that goal.
Executive Officer Stencil also explained that the Parks and Recreation budget is an enterprise fund of the
Board of Commissioner's budget. It is a separate funding source like the airport budget, subject to
indirect charges from the general fund, and our funds are reported separately under the Board of
Commissioner's budget.
The Oakland County Parks and Recreation 2013 budget fiscal year runs from October 1, 2012-
September 30, 2013. The proposed FY 2013 Operating Budget is for $22,933,010, Details include:
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(Commission Meeting, September 5, 2012)
Revenues:
Current Year Property Taxes from the'/ millage $ 11,250,000
Income on Investments & Other Revenue 262,000
Charges for Services and Charges 8,626,273
Planned use of fund balance 2,794,737
$ 22,933,010
Expenses:
Salaries & Fringe Benefits
$ 10,538,690
Contractual Services Expense
6,412,933
Commodities Expense
1,114,038
Depreciation Expense
3,090,900
Internal Services Expense
1,776,449
$ 22,933,010
Chairman Fisher inquired if staff had included funds for a marketing consultant in the budget.
Staff responded that funds were included and that a draft of the RFP will be available in the next
couple months.
Chairman Fisher again asked if there were any questions or comments from the public. Hearing none he
asked if there was a motion on the resolution for the approval of the budget.
Moved by Mr. Wilson, supported by Mr. McGillivray to approve the Fiscal Year 2013 Proposed
Budget and adopt the Fiscal Year 2013 General Appropriations Act resolution balancing total
appropriations with available resources at $22,933,010:
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
FISCAL YEAR 2013 BUDGET
GENERAL APPROPRIATIONS ACT
WHEREAS in accordance with the provisions of Public Act 261 of 1965, the County and
Regional Parks Act, and Public Act 621 of 1978 (as amended), the Uniform Budgeting and
Accounting Act for Local Government, and the By -Laws of the Oakland County Parks and
Recreation Commission approved January 12, 2011, it is the responsibility of the Oakland County
Parks and Recreation Commission to amend and adopt the annual Oakland County Parks and
Recreation Commission Budget; and
WHEREAS, the Parks and Recreation Executive Officer received budget requests from
all Parks and Recreation Budget Units, and the Parks and Recreation Executive Officer and his
staff has prepared and submitted in detail the Parks and Recreation Executive Officer's Fiscal
Year 2013 Budget Recommendation to the Oakland County Parks and Recreation Commission;
and
WHEREAS, the Oakland County Parks and Recreation Commission has reviewed in
detail the Parks and Recreation Executive Officer's Fiscal Year 2013 Budget Recommendation as
shown on Schedules A, B, C, D, E, F, and G, hereby annexed and made part of the General
Appropriations Act for Fiscal Year 2013; and
WHEREAS supplemental summaries and data contained herein are for informational
purposes only, and are not part of the General Appropriations Act for Fiscal Year 2013.
NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation
Commission, after due deliberation, does hereby amend and adopt the Fiscal Year 2013 General
Appropriations Act balancing total appropriations with available resources at $22,933,010.
BE IT FURTHER RESOLVED that as stated in the Commission By -Laws, appropriations
accumulated within the department will be deemed maximum authorization to incur expenditures.
(Commission Meeting, September 5, 2012)
The Parks and Recreation Executive Officer or his designated Fiscal Officer shall exercise
supervision and control of all budgeted expenditures with each Budget Unit, and at no time shall
the expenditures exceed the total appropriation for the department as originally amended or
adopted by the Oakland County Parks and Recreation Commission.
AYES: Fisher, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
CATALPA OAKS CHANGE ORDER REQUEST UPDATE:
Mike Donnellon, Chief of Parks Facilities Maintenance & Development, informed the Commission that
staff has been conducting weekly progress meetings at the Catalpa Oaks construction site in order to stay
on top of the development. In addition, he provided the Commission with an update on the status of the
plumbing, electrical, conduit work and utilities inside the building, as well as the progress on the
playground equipment. There has been a lot of activity at the site on good -weather days. Painting
should start in the next few weeks. The substantial completion date for the project is estimated to be
October 1 s`
SPRINGFIELD OAKS GOLF COURSE — LEAKING UNDERGROUND STORAGE TANKS (LUST) SITE
CLOSURE REPORT AND RESTRICTIVE CONVENANT (DEED RESTRICTION) (MICHIGAN
DEPARTMENT OF ENVIRONMENTAL QUALITY):
Staff has submitted a request for approval of a closure report and restrictive covenant (deed restriction).
This will restrict activity on 1.89 acres located at Springfield Oaks Golf Course so the earth cannot be
disturbed and no new wells are installed in the area, and to ensure there is no contamination to ground
water and area wells. This request is as a result of previous underground fuel storage tank leakage.
Staff has also been working with SME, Inc. to address the closure, site remediation and monitoring. At
this time staff is requesting approval to continue working with SME, Inc. on this project.
Moved by Mr. McGillivray, supported by Mr. Wilson to move to continue services with Soils &
Materials Engineers, Inc. (SME) in the not -to -exceed amount of $29,000 based on the existing
Oakland County Annual Contract, including the potential transfer of this amount from the FY2012
Operation & Maintenance Budget Contingency to the Springfield Oaks — Grounds Maintenance
Line Item.
AYES: Fisher, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
Consideration of the closure report and deed restriction will be considered by the Commission at the
OCPR Commission meeting on October 3, 2012.
PURCHASE OF ELECTRONIC PAYMENT STATION — LYON OAKS DOG PARK/DAY USE:
Jim Dunleavy, Chief of Parks Operations & Maintenance — N. District, submitted a request for the
purchase of a LUKE II Electronic Payment Station for Lyon Oaks Dog Park/Day Use. Staff plans to
purchase one initially, and evaluate its use and success; and if all goes well, purchase additional units in
the future for other parks.
Moved by Mr. VanderVeen, and supported by Mrs. Long, to approve the purchase of one
LUKE II Digital Pay Station unit for Lyon Oaks Dog Park from Traffic and Safety Control
Systems Inc., for the purchase price of $17,250.
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(Commission Meeting, September 5, 2012)
AYES: Fisher, VanderVeen, Baumhart, Lewis, Long, McGillivray, Scott, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
ACTIVITY REPORT:
Activity Reports for July and August 2012 (FM 10 & 11, FY 2012) were provided to the Commission.
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 Ralph Richard Golf Outing raised over $12,000 for pancreatic research at the University
of Michigan
- Oakland Press full -page article on the Waterparks including six photographs
- Participation in the Michigan Summer Youth Program - working at the Madison Heights
Nature Center for invasive species removal
- Employee Recognition Lunch Thursday, November 8, 12:00-2:00 p.m.
- Mineral Rights Sale and the effect on Oakland County Parks and County -owned property
- City of Madison Heights City Council Meeting — Red Oaks Nature Center Lease and
Presentation on Red Oaks Park Vision and Facilities Concept
- Banquet Services Contract Timeline
- CSX Railroad Private Road Crossing at Rose Oaks
NEW BUSINESS:
Commissioner VanderVeen requested a rate comparison for the other OCPR Golf Courses similar to the
one submitted for Red Oaks Golf Course in the agenda packet this month.
Commissioner McGillivray informed that he has heard very positive comments about the Madison Heights
Nature Center and the County's participation and work on the grounds.
Commissioner Wilson expressed his pleasure after reading all the thank you notes and letters from the
various charities and organizations that have received assistance and services from Oakland County
Parks and Recreation staff.
ADJOURN:
Meeting adjourned at 10:00 a.m.
J. David Va derVeen, Secretary Vicky Valko]Recording Secretary
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