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HomeMy WebLinkAboutMinutes - 2012.11.28 - 39287OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING November 28. 2012 Chairman Fisher called the meeting to order at 9:04 a.m. in the Commission meeting room at the Oakland County Parks and Recreation Administration Office. 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., Christine Long, Gary McGillivray, John Scott, Eric Wilson COMMISSION MEMBERS ABSENT WITH NOTICE: None ALSO PRESENT: Parks and Recreation OC Fiscal Services OC Corporation Counsel OC Purchasing APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager, P & R Operations Phil Castonia, Bus. Development Representative Mike Donnellon, Chief -Parks Fac., Maint. & Develop. Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District Terry Fields, Chief -Recreation Programs & Services Donna Folland, Project Advisor Jon Noyes, Supervisor - Planning Karen Kohn, Supervisor —Administrative Services Patricia Lindsay, Technical Aide Stephanie Mackey, Bus. Development Representative Melissa Prowse, Bus. Development Representative Jeff Phelps, Supervisor II Jody Hall, Financial Attorney Scott Guzzy, Administrator Moved by Mr. Kostin, supported by Mr. McGillivray, to approve the agenda with the following change: Add Item 8 F— Purchase of Manitowac Ice Machine — Catalpa Oaks AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Moved by Mr. Scott, supported by Mr. Wilson to approve the minutes from the OCPR Commission meeting of November 7, 2012, as presented. AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. 5-1 (Commission Meeting, November 28, 2012) PUBLIC COMMENTS: There were no questions or comments from the public. PRESENTATION: Chairman Gerald Fisher — North Oakland Headwaters Land Conservancy (NOHLC) Trailblazer — 40tAnniversary: Executive Officer Dan Stencil informed the Commission of Chairman Fisher's service on the North Oakland Headwaters Land Conservancy, having served on the NOHLC Board and also the Auditors Committee. Throughout NOHLC's formative years he guided the organization with his deep knowledge of wetland and environmental law which he combined with a zeal for land and water preservation. During the time Mr. Fisher served, the Conservancy expanded from 20 to 50 land holdings. The Commission commended Chairman Gerald Fisher for his recognition by the North Oakland Headwaters Land Conservancy as a trailblazer in organizing the conservancy in its early years (est. 1972). REGULAR AGENDA: Update on Banquet Services/Grill Room Operations: Addison, Glen, Lyon and White Lake Oaks: Staff provided a report to the Commission on the history of the Oakland County Parks and Recreation food and beverage contract, which dated back to 1974. A Food and Beverage Committee was appointed this year in order to prepare a Request for Proposal and go out for bids for the food and beverage needs of the parks system. The final phase of the bid process is the banquet services/grill room operations. After extensive evaluation of the bids submitted and the options available, the Committee recommended splitting the bids as follows: Award Kosch Hospitality the management of operations at Glen Oaks and White Lake Oaks Banquet Centers and Grill Rooms, and Oak Management Corporation the continued operation of Addison Oaks Conference Center and Lyon Oaks Banquet Center and Grill Room. The Commission discussed in detail the proposal submitted by the Food & Beverage Committee. Moved by Mr. McCulloch, supported by Mrs. Long, to reject the bids and go out for bids again. ROLL CALL VOTE: AYES: Baumhart, Kostin, Lewis, Long, McCulloch, Wilson (6) NAYS: Fisher, McGillivray, Scott, VanderVeen (4) A sufficient majority having voted, the motion carried. Five -Year Recreation Plan 2013 — 2017 Goals & Objectives: Project Advisor Donna Folland updated the Commission on the status of the Five -Year Recreation Plan including transitioning from the Strategic Plan to the Five -Year Recreation Plan. She also outlined the next three (3) steps of the process 1. Opportunity for Detailed Comments from Commission 2. Dashboard for Future Reporting on Results: To be used to report on the progress in accomplishing the outcomes of the Recreation Plan 3. Dashboard of Preliminary Report of 2008-2012 Results: To be used to provide a progress report on the implementation of the 2008 Strategic Plan 5-2 (Commission Meeting, November 28, 2012) In addition, she informed the Commission of the anticipated timeline for the plan for 2013. 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. 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. Moved by Mr. McCulloch, supported by Mrs. Long, to receive and file this report. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. Proposed 2013 Rules & Regulations Revisions: Chief of Parks Operations and Maintenance — S. District Jim Dunleavy presented the proposed revisions to the Oakland County Parks General Information and Regulations booklet. These revisions were reviewed and recommended by Corporation Counsel. The modifications proposed are in the following Sections: 6, 11, 13, 24, 27, and 40. Moved by Mr. Wilson, supported by Mr. VanderVeen to adopt the following resolution on the revisions to the Oakland County Parks and Recreation General Information and Regulations: WHEREAS, the Oakland County Parks and Recreation Commission was established by the Oakland County Board of Supervisors in 1966 under P.A. 261; and WHEREAS, P. A. 261 includes a provision to allow county parks commissions to make rules for the protection, regulation and control of all its facilities and areas with the approval of the Oakland County Board of Commissioners; and WHEREAS, the Oakland County Parks and Recreation Commission has established rules and regulations for this protection, regulation and control; and WHEREAS, revisions for clarification purposes are requested, which have been reviewed and approved by the Oakland County Corporation Counsel, and WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission that these revised General Information and Regulations be forwarded to the Oakland County Board of Commissioners to accept and approve. 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 revisions to the General Information and Regulations for Oakland County Parks. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. 5-3 (Commission Meeting, November 28, 2012) Proposed 2013 Fees and Charges: This item was postponed until the OCPR Commission meeting of December 12, 2012. Michigan Department of Natural Resources' (MDNR) Michigan Natural Resources Trust Fund (MNRTF) Land Acquisition Proposal Update: This item was postponed until the OCPR Commission meeting of December 12, 2012. Purchase of Manitowac Ice Machine — Catalpa Oaks: Moved by Mr. McCulloch, supported by Mr. Wilson to approve the purchase of one (1) Manitowac Ice Machine for Catalpa Oaks Concession Building from Douglas Equipment in the amount of $6,762 and approve the following budget amendment: FY2013 Budget Amendment: Revise the FY 2013 Capital Equipment Budget, found on Page 26, of the FY 2013-2015 Adopted Operating Budget and Capital Improvement Budget, to include the purchase of one (1) Manitowac Ice Machine in the amount of $6,762. The machine will be located at the Catalpa Oaks Concession Building. Funding is available in the Unrestricted Net Assets Operating Reserve Account. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote, STAFF REPORTS: Executive Officer's Report: In addition to the items in the Executive Officer's Report filed in the agenda, the following information was noted: - Oakland County Parks Paradise Peninsula appeared in a national magazine article - 5-Year Utility Comparison for reducing utility charges - Catalpa Oaks Construction project is approximately 95% complete - A proposal for a $20,000 donation for disabled veterans for Paralympic sporting events/clinics - Update on concession vendor contracts - Possible DNR 2012 Recreation Passport Program Grant - $45,000 for Accessibility Improvements - Update on Deer Management Program at Addison Oaks and Independence Oaks OLD BUSINESS: There was no old business to be reported. NEW BUSINESS: Commissioner VanderVeen suggested that perhaps an informational sign be installed in the parks indicating the dates for the Managed Deer Hunts. 5-4 (Commission Meeting, November 28, 2012) CLOSED SESSION: Moved by Mr. Baumhart, supported by Mr. VanderVeen to adjourn to Closed Session to discuss a personnel matter. Chairman Fisher indicated that the employee had requested in writing a closed session for this matter. ROLL CALL VOTE: AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) A sufficient majority having voted, the motion carried. The meeting was adjourned at 10:55 a.m. to a closed session. Moved by Mr. VanderVeen, supported by Mr. Scott, to reconvene the Commission Meeting at 12:00 p.m. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) ADJOURNMENT: Meeting adjourned at 12:00 p.m. J. David VanderVeen, Secretary Vicky Valko„J co ing Secretary 5-5