HomeMy WebLinkAboutMinutes - 2012.11.07 - 39286OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
November 7, 2012
Vice Chairman McCulloch called the meeting to order at 9:02 a.m. in the Commission meeting room at the
Oakland County Parks and Recreation Administration Office.
COMMISSION MEMBERS PRESENT:
Vice Chairman John McCulloch, Secretary J. David VanderVeen, A. David Baumhart III, Robert Kostin,
Chairperson Emeritus Pecky D. Lewis, Jr., Gary McGillivray, John Scott, Eric Wilson
COMMISSION MEMBERS ABSENT WITH NOTICE:
Chairman Gerald Fisher, Christine Long
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services
School District of the City of Pontiac
The Birdfeeder of Clarkston
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager, P & R Operations
Phil Castonia, Business Development Representative
Lynn Conover, Recreation Program Supervisor
Mike Donnellon, Chief -Parks Fac., Maint. & Develop.
Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District
Donna Folland, Project Advisor
Larry Gee, Chief, Parks Ops. & Maint. — S. District
Jon Noyes, Supervisor - Planning
Karen Kohn, Supervisor — Administrative Services
Melissa Prowse, Business Development Representative
Jeff Phelps, Supervisor II
Brian Dougherty, Superintendent
Brenda Causey-Mitchell, Program Director
Steve Stroud
Moved by Mr. Wilson, supported by Mr. Kostin to approve the agenda as presented.
AYES: Baumhart, Kostin, McCulloch, McGillivray, Scott, Wilson (6)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Wilson to approve the minutes from the Special
OCPR Commission meeting of October 22, 2012, as presented.
AYES: Baumhart, Kostin, McCulloch, McGillivray, Scott, Wilson (6)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no questions or comments from the public.
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(Commission Meeting, November 7, 2012)
PRESENTATIONS:
School District of the Citv of Pontiac — Proiect Excel:
Superintendent Brian Dougherty and Program Director Brenda Causey Mitchell, from the School District of the
City of Pontiac, presented the Parks and Recreation Commission a plaque of appreciation for partnering with
the school district and also providing enrichment activities to students in the Pontiac School District through
the Project Excel Program. This was a six -week outdoor program held at Waterford Oaks this summer for
youths in the Pontiac School District, funded through a 21 st Century Community Learning Grant. The program
is designed to serve at -risk students, offering after school programming three hours a day, five days a week.
Parents and community members are involved with students to prepare them for adulthood bygiving them the
necessary leisure -time activities, skills and academic support needed to be successful.
The Birdfeeder of Clarkston — Steve Stroud:
Recreation Program Supervisor Lynn Conover presented a certificate of appreciation to Steve Stroud,
owner of The Birdfeeder of Clarkston. Mr. Stroud very generously donated a one -year's supply of black oil
sunflower seeds, has underwritten wildlife programs, provided ongoing support, and also provided treats and
incentives to those attending programs at the Wint Nature Center.
CONSENT AGENDA:
Moved by Mr. Wilson, supported by Mr. VanderVeen to approve items 8A through 8C
under the Consent Agenda as follows:
• Internal Service & Department Funds Journal Entry Register for Month Ending 09/30/12
(FM 12, FY 2012)
• Payment Register for Month Ending 09/30/12 (FM 12, FY 2012)
• Oak Management Credit for Services Rendered Register for Quarter Ending 09/30/12
(FM 10,11,12 FY 2012)
• Monthly Financial Statements for Month Ending 09/30/12 (FM 12 FY 12)
• Monthly Average Comparison Report
AYES: Baumhart, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
Draft — 5-Year Recreation Master Plan Presentation:
Project Advisor Donna Folland presented the draft of the 5-Year Recreation Master Plan. In addition, she
reviewed the timeline for completion and also requested authorization to seek comments from the public
on the plan.
This plan is part of the countywide planning process and is a requirement of the Department of Natural
Resources in order to obtain state and federal grants. The plan was put together following the guidelines of
the DNR and is also a midpoint update of the 2008 Strategic Master Plan. The Budget and Finance chapter
will be updated with 2012 fiscal data when it becomes available.
Staff will be working to establish a performance matrix for each objective which will be put into a dashboard
product that will be updated on a quarterly basis. For each of the objectives a staff champion will be
determined.
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(Commission Meeting, November 7, 2012)
Moved by Mr. Wilson, supported by Mr. McGillivray, to authorize staff to solicit comment on the Five -
Year Parks and Recreation Master Plan 2013-2017 from communities, partner agencies and the
public from November 15 — December 15, 2012.
AYES: Baumhart, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
Food & Beverage Committee Update:
Phil Castonia, Business Development Representative, provided the Commission with an update on the status
of the Food and Beverage contracts:
Vending Services: This service has been transitioned from Oak Management and their third party
provider, to the County's contractor Variety Food Services. They do provide very good service, very
reliable equipment, and are very responsive to our needs. We are looking at how to strategically
replace some of the equipment next year that was vandalized at Independence Oaks this year.
Overall the revenues are up 281%, which equates to about $4,100 this year for Variety, versus
previous years of about $1,500 in revenue. We are looking forward to moving forward with Variety
Food Services.
Concessions: The Concessions Contract was awarded to Kosch Hospitality; it includes Springfield
Oaks Golf Course, both Waterparks, and Groveland Oaks Campground. We negotiated aflat fee for
each facility, plus we will receive a net profit -shared revenue at the end of each year. There will not
be any profit sharing this year. Revenues were less than anticipated at Springfield due to the delay in
obtaining a liquor license at the facility. The Halfway House will be open next year and more service
options will be available to the patrons, which in turn will aid in increasing revenues.
Approved Caterers: Implementation on this phase of the process was scheduled for January 1, 2013;
however, due minor delays, the award of this contract has been postponed. We currently have two
vendors, and the first part of 2013 we will focus on recruiting to obtain more vendor bidders.
Banquet Services/Grill Room Operations: After the RFP's were sent out we received 4 bids — only 2 of
those are being considered. We are scheduled for interviews with both companies, and the next step
will be to start negotiations with the bidders. This contract will cover the four banquet facilities at
White Lake Oaks, Glen Oaks, Lyon Oaks Golf Courses and Addison Oaks Conference Center. The
current contact is valid through December 31, 2015. We will negotiate a contract with a start date of
January 1, 2016. We will present a contract for OCPRC approval at the November 28, 2012 meeting
after negotiations are finalized and beneficial to both parties.
Independence Oaks Residential Lease - Brown:
Phil Castonia, Business Development Representative, presented a proposed lease for the current house
located at Independence Oaks. This is the standard lease agreement we have used in the past, which has
been reviewed by Corporation Counsel.
Moved by Mr. Baumhart, supported by Mr. Kostin to adopt the following resolution approving
the Residential Lease for Jeremy and Jenna Brown for the Independence Oaks Residential
Property located at 9489 Sashabaw Road, Clarkston Michigan, 48348 for a five-year term
effective January 1, 2013:
WHEREAS, the County of Oakland is the owner of Independence Oaks County Park; and
WHEREAS, a 1200-square foot house, identified as 9489 Sashabaw Road, Clarkston
Michigan, 48348, is located on the grounds of Independence Oaks County Park; and
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(Commission Meeting, November 7, 2012)
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to
lease said house located at 9489 Sashabaw Road, Clarkston Michigan, 48348 to Jeremy and Jenna
Brown for a period commencing January 1, 2013 through December 31, 2017; and
WHEREAS, under the terms and conditions of the attached Lease Agreement Jeremy and
Jenna Brown will pay rent as follows:
January 1, 2013 — December 31, 2013
$770.00
per month
January 1, 2014 — December 31, 2014
$785.00
per month
January 1, 2015 — December 31, 2015
$816.00
per month
January 1, 2016 — December 31, 2016
$832.00
per month
January 1, 2017 — December 31, 2017
$848.00
per month
each month and pay all utility costs; and
WHEREAS, it is the recommendation of the Oakland County Parks and Recreation
Commission and the Department of Facilities Management that the Oakland County Board of
Commissioners accept and approve the terms and conditions of the attached Lease Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve and authorize
the attached Lease Agreement between the County of Oakland and Jeremy and Jenna Brown.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland
County Parks and Recreation Rental House Revenue fund line item.
AYES: Baumhart, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
Independence Oaks North Residential Lease - McKinstry:
This proposed lease is for the studio apartment at Independence Oaks North. This dwelling is part of the
manor house - an apartment above the garage. This is the same standard lease we have used in the past
and has been reviewed by Corporation Counsel.
Moved by Mr. Baumhart, supported by Mr. Kostin to adopt the following resolution approving
the Residential Lease for Nancy McKinstry and Thomas Williams for the Independence Oaks
North Residential Property located at 10275 Sashabaw Road, Clarkston Michigan, 48348 for a
5-year term effective December 1, 2012:
WHEREAS, the County of Oakland is the owner of Independence Oaks County Park; and
WHEREAS, a 560-square foot apartment, identified as 10275 Sashabaw Road, Clarkston
Michigan, 48348, is located on the grounds of Independence Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to
lease said house located at 10275 Sashabaw Road, Clarkston Michigan, 48348 to Nancy McKinstry
and Thomas Williams for a period commencing December 1, 2012 through December 31, 2017; and
WHEREAS, under the terms and conditions of the attached Lease Agreement
Nancy McKinstry and Thomas Williams will pay rent as follows:
December 1, 2012 — December 31, 2013 $400.00 per month
January 1, 2014 — December 31, 2014 $408.00 per month
January 1, 2015 — December 31, 2015 $416.00 per month
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(Commission Meeting, November 7, 2012)
January 1, 2016 — December 31, 2016 $424.00 per month
January 1, 2017 — December 31, 2017 $432.00 per month
each month and pay all utility costs; and
WHEREAS, it is the recommendation of the Oakland County Parks and Recreation
Commission and the Department of Facilities Management that the Oakland County Board of
Commissioners accept and approve the terms and conditions of the attached Lease Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve
and authorize the attached Lease Agreement between the County of Oakland and Nancy McKinstry and
Thomas Williams.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland
County Parks and Recreation Rental House Revenue fund line item.
AYES: Baumhart, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
Oakland County Sheriff's Office - 2013 Parks Deputy Contract:
Staff reported that the proposed Oakland County Sheriff's Contract for Law Enforcement Services with the
Oakland County Parks and Recreation Commission is a 3-year contract instead of a 1-year contract, which is
what has been approved in the recent past, and it will run from 2013-2015. These rates are consistent with
the rates established by the Oakland County Board of Commissioners for the local units of government.
Moved by Mr. McGillivray and supported by Mr. Scott, to approve the contract with the Oakland
County Sheriff's Office for Law Enforcement Services with the Parks and Recreation Commission for
2013-2015 at the rates provided in the contract submitted (see below).
Rates for Services in Calendar Year
2013
2014
2015
Monthly Rate for 1 Sergeant and 2 Deputy I's
$31,552
$31,832
$32,116
Hourly Rate for each PTNE Deputy II
$18.29
$18.47
$18.66
Hourly Rate for each PTNE Deputy 1
$15.99
$16.15
$16.31
Hourly Rate for each PTNE Mounted Deputy
$15.99
$16.15
$16.31
Hourly Overtime Rate(s)
Sergeant
$77.22
$77.99
$78.77
Deputy 1
$58.86
$59.45
$60.04
PTNE Deputy II
$27.44
$27.71
$27.99
PTNE Deputy 1
$23.99
$24.22
$24.47
Mounted Deputy
$23.99
$24.22
$24.47
AYES: Baumhart, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
Update on Michigan Department of Natural Resources Potential Partnerships:
Executive Officer Daniel Stencil updated the Commission on a potential partnership opportunity with the
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(Commission Meeting, November 7, 2012)
Michigan Department of Natural Resources on some property located in northern Oakland County. The
property could provide several recreational opportunities. This proposal is very preliminary at this time. The
DNR is looking at purchasing the property and leasing it to the local community and the Oakland County Parks
system. A meeting is scheduled with State of Michigan and DNR officials to further discuss this potential
partnership. We will bring back an update to the Commission on the proposed development, the proposed
partnership and estimated costs associated with the project.
Moved by Mr. VanderVeen, supported by Mr. Scott to receive and file this report.
AYES: Baumhart, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
Scope for Service Portfolio Project:
After the OCPR Commission's discussion on this item at the October 3, 2012, meeting, staff updated the
scope for the Service Portfolio Project with a soon -to -be established blanket contractor for professional
planning services. At the request of the Commission this scope now includes a Service Assessment, in order
to assist in defining the OCPR Commission's role in the market by service or service category. Staff
will continue to work with Purchasing to establish a blanket contract for professional planning services and
then report back to the Commission on the timeline and implementation of this project.
Moved by Mr. Scott, supported by Mr. VanderVeen to approve the scope of work for the Service
Portfolio Project.
AYES: Baumhart, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
STAFF REPORTS:
Activity Report:
Staff provided details to the Commission on final FY 2012 year-end attendance figures, in addition to
upcoming activities and events.
The Activity Report for September (FM 01, FY 13) and the FY 2012 Year End Update was accepted as
filed.
Update on Red Oaks Nature Center:
Sue Wells, Manager of Parks and Recreation Operations, presented an update to the Commission on the
status of Red Oaks Nature Center. Staff is focusing on volunteer training programs, customer service, animal
care, maintenance, and identifying tasks for volunteers. Staff has identified several maintenance issues that
need to be addressed. We are planning to close the facility for one week in February to clean, paint and set
up new displays. We have also been working with the Madison Heights Women's Club — they will be
decorating the facility for the holidays. As part of the plan to improve the marketing of the facility, we have
been obtaining email addresses of those patrons that have visited the Nature Center; they will be used when
we send out email blasts. Fall programs have been outlined for nature education, and staff is in the process of
planning the winter programs. The objectives and matrix for both nature center facilities will be brought back
to the Commission in January. Staff is currently evaluating the use and activities at both facilities and would
like to keep the programs and hours of operation comparable.
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(Commission Meeting, November 7, 2012)
Executive Officer Dan Stencil advised that aft(
job in the transition of the nature center with the
changeover has been pretty seamless.
Executive Officer's Report:
In addition to the items in the Executive Officer's Report filed in the agenda, the following information was
noted:
- With the acquisition of the County Market and the great summer we had, the Commission
has set a record for attendance at the Parks System in 2012 at 1,808,000 visitors
- OCPR did not receive the Department of Agriculture County Market Grant — staff will apply
again next year
- Construction is proceeding at the Catalpa Oaks construction site, including sidewalks,
driveway curb cuts and utilities
- Staff provided a maintenance program for the Catalpa Oaks facility
- Holiday Lunch December 20, 2012 at 12:00 noon. Invitations will be sent out to the
Commission
- Special OCPRC Meeting on November 28, 2012
- The Deer Management Programs, for both shotgun and muzzle, at Addison Oaks and
Independence Oaks, are scheduled to begin this month. The dates are:
o Addison Oaks: November 15, 20, 27, 29 and December 11 and 13
o Independence Oaks: November 19,21,26,28 and December 10 and 12
Moved by Mr. Scott, supported by Mr. McGillivray to receive and file the Executive Officer's Report.
AYES: Baumhart, Kostin, Lewis, McCulloch, McGillivray, Scott, VanderVeen, Wilson (8)
NAYS: (0)
Motion carried on a voice vote.
NEW BUSINESS:
Mr. Kostin indicated that the new paving at Independence Oaks is great and the contractors did a nicejob with
the transition from one level of paving to the next.
OLD BUSINESS:
There was no old business to be reported.
Meeting adjourned at 10:00 a.m.
J. David VanderVeen, Secretary Vicky Valk9!Pec6rding Secretary
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