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Home My WebLink AboutMinutes - 2012.12.12 - 39288OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING December 12, 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. Sandy Dorey, Recreation Program Supervisor Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District Terry Fields, Chief -Recreation Programs & Services Larry Gee, Chief, Parks Ops. & Maint — S. District Linda Hegstrom, Project Advisor Jon Noyes, Supervisor - Planning Karen Kohn, Supervisor —Administrative Services Patricia Lindsay, Technical Aide Melissa Prowse, Bus. Development Representative Jeff Phelps, Supervisor II Jody Hall, Financial Attorney Scott Guzzy, Administrator Moved by Mr. Kostin, supported by Mrs. Long, to approve the agenda with the following changes: Add: Break At the Discretion of the Chair, and 10:00 a.m. Closed Session: Legal Opinion AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Moved by Mrs. Long, supported by Mr. Wilson to approve the minutes from the Special OCPR Commission meeting of November 28, 2012, as presented. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. 5-1 (Commission Meeting, December 12, 2012) PUBLIC COMMENTS: There were no questions or comments from the public. PRESENTATION: Oakland County Parks and Recreation Commission Members: The Commission recognized Commissioner John P. McCulloch for his 12 years of service on the Commission and for all his contributions while serving as an OCPR Commissioner. Chairman Fisher indicated that a plaque would be presented to Mr. McCulloch at the upcoming holiday luncheon. The Commission also recognized Commissioner Eric Wilson for his 2 years of service on the Oakland County Parks and Recreation Commission. Mr. Wilson was presented with a plaque in appreciation for his service to the Commission. CONSENT AGENDA: Moved by Mr. McCulloch, supported by Mrs. Long to approve items 7A through 7E under the Consent Agenda as follows: • Internal Service & Department Funds Journal Entry Register for Month Ending 10/31/12 (FM 01, FY 2013) • Payment Register for Month Ending 10/31/12 (FM 01, FY 2013) • Monthly Financial Statements for Month Ending 10/31/12 (FM 01 FY 13) • Monthly Average Comparison Report • FY 2012 Oakland County Parks Year End Report • 3`d Quarter, 4th Quarter and FT 2012 Year -End Contributions Reports AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA: Recommendations on Procedures/Project Timeline from Food & Beverage Committee: Staff provided a recommendation on an outline to the Commission for the Food & Beverage Committee detailing the purpose, the plan moving forward, the committee structure, internal/external communications procedures, committee processes and guidelines, committee meeting dates and times, and the RFP timeline projection. Moved by Mr. Scott, supported by Mrs. Long to approve the proposal of the Food and Beverage Committee that outlines the Committee Structure, Communications, Process and Guidelines, as well as the tentative RFP timeline. Some Commissioners expressed concern that the same result would be achieved if the RFP procedure started all over again and the project was rebid. There was further discussion justifying going back out to bid for the Food and Beverage services contracts, how it would be determined which vendor would service certain facilities, if potential bidders could bid on individual locations, and whether local businesses would be provided an opportunity to bid on the contract. In addition, questions were raised regarding the voting and non -voting members of the Food and Beverage Committee. As a result, it was recommended that the Purchasing Division staff member be a non -voting member. 5-2 (Commission Meeting, December 12, 2012) Moved by Mr. Scott, supported Mr. Lewis to amend the original motion to include, the Purchasing Division staff member be a non -voting member of the Food and Beverage Committee. ROLL CALL VOTE: AYES: Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: Baumhart (1) A sufficient majority having voted, the motion carried. Vote on motion as amended, to approve the proposal of the Food and Beverage Committee that outlines the Committee Structure, Communications, Process and Guidelines, as well as the tentative RFP timeline, and the Purchasing Division staff member act as a non -voting member of the Food and Beverage Committee. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. Proposed 2013 Fees & Charges: Moved by Mr. Wilson, supported by Mrs. Long, to approve the proposed 2013 Fees and Charges, as recommended, effective January 1, 2013. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. Detroit Edison (DTE) Easement — Catalpa Oaks: Moved by Mr. Wilson, supported by Mrs. Long to approve the following resolution granting a utility easement for underground electrical service for the new Catalpa Oaks Development to the Detroit Edison Company (DTE) and forward it to the Oakland County Board of Commissioners for final approval: REQUEST FOR NON-EXCLUSIVE UNDERGROUND EASEMENT FOR ELECTRICAL UTILITY SERVICE TO THE DETROIT EDISON COMPANY CATALPA OAKS COUNTY PARK WHEREAS, the County of Oakland is the owner of Catalpa Oaks County Park located in the City of Southfield; and WHEREAS, The Detroit Edison Company completed the installation of electrical utility service to the Catalpa Oaks County Park for the Phase I Development Project; and WHEREAS, the electrical utility requires a 10-ft. wide non-exclusive underground easement to permit construction, installation, operation, maintenance, replacement and removal of underground electric utility line facilities and related appurtenances; and WHEREAS, the Oakland County Parks and Recreation Commission staff and The Detroit Edison Company have agreed upon a route for the said underground electrical utility service, which is necessary for the new facilities at Catalpa Oaks County Park; and 5-3 (Commission Meeting, December 12, 2012) WHEREAS, the Departments of Facilities Management and Corporation Counsel have reviewed and/or prepared all necessary documents related to the granting of the easement. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby requests that the Oakland County Board of Commissioners authorize and approve the granting of the attached easement for underground non-exclusive electrical utility service and related appurtenances to The Detroit Edison Company for the sum of one dollar. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners direct its Chairperson or designee to execute the attached easement for underground non-exclusive electrical utility service and related appurtenances. The Commission questioned if advance notice could be provided when DTE was going to access the property for maintenance or repair issues. Corporation Counsel Attorney Jody Hall indicated that she was advised that DTE would not provide advance notice. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. City of Farmington Hills Construction License Request: Moved by Mr. McCulloch, supported by Mr. McGillivray, to approve the Construction License Agreement from the City of Farmington Hills, contingent upon the amendment requested by the Commission to insert language in the second paragraph of the letter further describing the project and detailing the purpose of the license. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. Proposed 2013 Grant Projects: Business Development Representative Melissa Prowse provided an update on the proposed 2013 grant projects. The proposed grant projects include: Boathouse on Buhl Lake (Addison Oaks), Groveland Oaks Concession Play Lot, Addison Oaks Acquisition for north/south trail connector to the Polly Ann Trail and Groveland Oaks Group and Day Use restroom/shower facility. Staff will bring these proposed projects back to the Commission for final approval in the spring. Program Sponsorship Donation from Barrick Oil -Royal Oak/BP Oil — Paralympic Sports Expo/Clinics: Moved by Mr. Baumhart, supported by Mr. VanderVeen to adopt the resolution to recommend acceptance of the BP Fueling Grant of $20,000 for recreational opportunities for Disabled Veterans. WHEREAS, the Oakland County Parks and Recreation Commission has been nominated by Barrick Enterprise, a local BP Branded Marketer, for a grant through the BP Fueling Communities Program; and WHEREAS, the BP Fueling Communities Program provides grants to local organizations that are nominated by BP's Branded Marketers to support the communities in which they do business; and 5-4 (Commission Meeting, December 12, 2012) WHEREAS, the Fueling Communities Program gives back to local organizations that support health, education, youth, food and housing to spread charity and goodwill; and WHEREAS, the Oakland County Parks and Recreation Commission has been approved as a recipient of a $20,000 grant; and WHEREAS, the grant will fund the Disabled Veteran's Sport Initiative, which will include Paralympic Experience Sports Expo (kickoff event), Paralympic sports clinic series, and social opportunities. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission recommends acceptance of the $20,000 BP Fueling Communities Program grant to fund the Disabled Veteran's Sport Initiative. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners authorize and accept the $20,000 BP Fueling Communities Program grant award. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. Michiqan Department of Natural Resources' (MDNR) Michiqan Natural Resources Trust Fund (MNRTF) Land Acquisition Proposal Update: This item was postponed from the December 12, 2012, OCPR Commission meeting. Since that time the MDNR has decided not to pursue the acquisition of the $4,000,000 grant for this project. STAFF REPORTS: Activity Report FY 2013, Month 02: Moved by Mrs. Long, supported by Mr. VanderVeen, to receive and file the Activity Report for FY 2013, Month 02. AYES: Baumhart, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote Waterpark Operations Update: Moved by Mr. Wilson, supported by Mr. McGillivray, to receive and file the Waterpark Operations Update. AYES: Baumhart, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. 5-5 (Commission Meeting, December 12, 2012) Executive Officer's Report: Moved by Mr. Scott, supported by Mr. Baumhart, to receive and file the Executive Officer's Report. AYES: Baumhart, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (9) NAYS: (0) Motion carried on a voice vote. OLD BUSINESS: There was no old business to be reported. NEW BUSINESS: There was discussion among the Commission members regarding the mailing and delivery of the Commission Agenda packets, and the possibility of changing to electronic packets. CLOSED SESSION: Moved by Mr. VanderVeen, supported by Mr. Baumhart, to adjourn to Closed Session to discuss a legal opinion. 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 10:06 a.m. to a closed session. Moved by Mr. VanderVeen, supported by Mr. Scott, to reconvene the Commission Meeting at 10:34 a.m. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Moved by Mr. Baumhart, supported by Mr. VanderVeen to direct Counsel to proceed in accordance with the recommendations of Legal Counsel regarding the Catalpa Oaks construction project. Mr. VanderVeen recommended some type of synopsis on what has occurred on this project be created and sent to Purchasing, Facilities and any other agency in the County that uses contractors. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McCulloch, McGillivray, Scott, VanderVeen, Wilson (10) NAYS: (0) Motion carried on a voice vote. Chief of Parks Facilities Maintenance and Development Mike Donnellon provided the Commission with an update on the status of the Catalpa Oaks construction project. Ft (Commission Meeting, December 12, 2012) ADJOURNMENT: Meeting adjourned at 10:42 a.m. J. David VanderVeen, Secretary Vicky Valko, 9ecording Secretary 5-7