HomeMy WebLinkAboutMinutes - 2013.03.06 - 39291OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
March 6, 2013
Chairman Fisher called the meeting to order at 9:08 a.m. in dining room C of the Orion Center in Lake Orion.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary John Scott, A. David Baumhart III,
Robert Kostin, Christine Long, Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT:
Gregory Jamian, Chairperson Emeritus Pecky D. Lewis, Jr.
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Mike Donnellon, Chief -Parks Fac., Maint. & Develop.
Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District
Jon Noyes, Supervisor — Planning
Jennifer Myers, Architectural Engineer II
Zach Crane, Architectural Engineer II
Phil Castonia, Business Development Representative
Melissa Prowse, Business Development Representative
Karen Kohn, Supervisor —Administrative Services
Donna Folland, Project Advisor
OC Purchasing Scott Guzzy, Administrator - Purchasing
Orion Township Chris Barnett, Supervisor
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. McGillivray to approve the agenda as presented.
AYES: Baumhart, Fisher, Kostin, Long, McGillivray, Scott (6)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Scott, supported by Mr. Kostin to approve the minutes of the meeting of
February 6, 2013, as written.
AYES: Baumhart, Fisher, Kostin, Long, McGillivray, Scott (6)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS/INTRODUCTIONS:
Chairman Fisher congratulated Commissioner Baumhart on his re -appointment to the Parks Commission for a
three-year term.
Orion Township Supervisor Chris Barnett welcomed the Parks Commission to the Orion Center and provided
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information on the center and its uses. Executive Officer Stencil thanked Supervisor Barnett and his staff for
their welcome and the opportunity to hold the meeting at their facility.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Mr. Kostin to approve the Consent Agenda, including the
Internal Service & Department Funds Journal Entry Register for Month Ending 01/31/13 (FM
04, FY 13) and Payment Register for Month Ending 01/31/13 (FM 04, FY 13); Monthly
Financial Statements for Month Ending 01/31/13 (FM 04, FY 13); Monthly Average
Comparison Report; 1st Quarter Financial Forecast; and 1 s' Quarter Amendments.
AYES: Baumhart, Fisher, Kostin, Long, McGillivray, Scott, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
Proposed Red Oaks Vision and Plan Concepts:
Project Advisor Donna Folland reviewed the planning process completed for the Red Oaks Vision and Plan to
date, including details on the comments received during the public comment period. Staff received 77
comments on the plan during the time frame for public input, including many positive responses in support of
the vision, with some reiterating the importance of different components of the plan to them. We also received
a few comments identifying concerns, including 3 or 4 expressing concern about taking resources from the
Wint Nature Center for use at the Red Oaks Nature Center.
Comments were tracked by ZIP code only; future comment periods may include opportunities to gather
additional demographic information.
In response to a request from Commissioner McGillivray, Donna will trace for his information the comments
expressing concern about the resources being taken from the Wint Nature Center to the Red Oaks Nature
Center.
Donna provided information on the next steps in the planning process through December, sharing details and
projected timelines for facility action plans, including grant proposals, budgets, and capital projects. In addition,
staff will begin the park master planning process for Addison, Groveland, and Springfield Oaks, which will be
completed concurrently; the service portfolio development process; and the evaluation of performance
indicators, including the development of the dashboard and the monthly data reports.
Executive Officer Dan Stencil emphasized the new dashboard reports will have a very different format from
the current activity reports; staff and Commission will be unable to compare the information provided in the
new reports to the prior activity reports. The new monthly reports will be coming online in July, with the first
report presented to the Commission in August.
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the Red Oaks Vision and
Plan Concepts.
Staff will provide Commissioner McGillivray a comprehensive list of events and outreach programs scheduled
at the Red Oaks Nature Center.
AYES: Baumhart, Fisher, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8)
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NAYS: (0)
Motion carried on a voice vote.
Donna also announced the Five-year Recreation Master Plan has been submitted to the state. The Oakland
County Board of Commissioners is expected to formally approve the plan at its March 7, 2013 meeting.
Special Event Alcohol License/Applications:
The Oakland Parks Foundation requested the sale of alcohol be approved for three upcoming events being
held on Parks Commission property. Per the Park Rules and Regulations (approved by the Oakland County
Board of Commissioners at their January 23, 2013 meeting), such use shall be permitted only with the
approval by the Parks and Recreation Commission. Per Michigan Liquor Control Commission (MLCC)
regulations (and the Parks Rules and Regulations), the applicant for this type of "special permit' from the
MLCC must be made by a non-profit organization. Staff will work with the Foundation to ensure the license is
secured and documented in Parks files, and that all insurance requirements are met as set forth by Risk
Management.
The three events where this use is being requested are: Cinco de Mayo Celebration at the Oakland County
Market on May 3, 2013; Clarkston SCAMP Concours in the Park at Springfield Oaks on July 26, 2013; and
Oakland Uncorked at the Oakland County Market on August 2, 2013.
Parks staff will work closely with Corporation Counsel and Risk Management to create partnership
agreements outlining the details and any special requirements of the events. The partnership agreements will
be presented at the April Parks Commission meeting for approval.
Business Development Representative Melissa Prowse detailed a recommended process by which
organizations may apply for this type of use for approval by the Parks Commission. Once that use is approved,
the applicant will provide staff with the proper documentation (most notably the insurance certificate and copy
of the MLCC license) prior to the event. Risk Management will review each event application for insurance
requirements on a case -by -case basis.
In order for organizations to receive a special one -day license from the MLCC, they have to provide proof of
their non-profit status as well as a resolution from their governing body indicating their intention for the event
and special license. Therefore, by requiring a copy of the MLCC license, the Parks Commission will be
provided this additional detail.
The Consumption of Alcohol Policy is currently being revised based on the new Rules and Regulations and is
anticipated to be presented at the April Parks Commission meeting for approval.
Moved by Mr. Nash, supported by Mr. Scott to approve the requests from the Oakland Parks
Foundation for the sale of alcoholic beverages on Oakland County Parks and Recreation
Commission property for three events: Cinco de Mayo at the Oakland County Market on May
3, 2013; the SCAMP Concours in the Park at Springfield Oaks on July26, 2013; and Oakland
Uncorked at the Oakland County Market on August 2, 2013, contingent upon review and
approval of Risk Management and the receipt of the completed application and appropriate
insurance documents.
AYES: Baumhart, Fisher, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
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Five -Year Proposed Technology Master Plan, 2013-2017:
Business Development Representative Phil Castonia presented the proposed Five -Year Technology Master
Plan for 2013-2017.
In 2008, the Parks Commission significantly invested in the development and implementation of an enhanced
and standardized technology suite with the assistance of a master plan developed through Oakland County
Information Technology (OCIT). Major accomplishments included the implementation of RecTrac,
incorporating our point -of -sale, reservations, and registrations. Staff also implemented the Collaborative Asset
Management System (CAMS) for work orders and asset management, brought Internet connectivity to the
parks that were previously without connection, and launched a rebranded website.
The proposed plan looks similar to the park master plans being developed by staff, with the content derived
from discussions with OCIT. We are also relying on field staff to let us know what technology might be useful
to help us and our guests.
The three major goals of the proposed plan are:
1. Implement technology as an amenity, i.e.
a. Wi-Fi for park visitors
b. Online camping reservations (WebTrac)
2. Implement technology to gain efficiencies, i.e.
a. Energy Management System
b. Work order system with mobile capabilities
3. Implement technology to gain understanding, i.e.
a. Staff to support the technology, its continued maintenance, and data
After discussion, staff was directed to complete a project cost analysis, including expenditures and potential
savings, for the five years of the plan, and to present the plan and analysis in two months' time.
Moved by Mrs. Long, supported by Mr. McGillivray to receive and file the Five -Year Proposed
Technology Master Plan for 2013-2017.
AYES: Baumhart, Fisher, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
Food and Beveraae Committee Status Update:
Business Development Representative Phil Castonia briefly related the historical information on the project,
including the division of the food and beverage into four categories: vending, concession operations, approved
caterers list, and the banquet services and grill room operations.
Phil updated the Commission on the concession operations, including the challenges experienced at
Springfield Oaks Golf Course last year, and the plans to re -open the halfway house for food and beverage
service this year while still having the upstairs at the clubhouse open in the afternoons and evenings.
At the November 28, 2012 Commission meeting, the Parks Commission directed the Committee to reject the
bids received for the banquet services and grill room operations and rebid. The Committee evaluated the
comments received at that time and focused on refining the Request for Proposal (RFP) for clarity and
conciseness, plus expanding the scope to attract more vendors. The RFP will be for a ten-year contract with
an optional five-year renewal. The contract will have to go to the Oakland County Board of Commissioners for
approval.
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The Committee recommended the longer term of ten years in response to comments received from vendors
requesting consideration of the longer term in order to attract better staff and to provide greater stability to their
operations. Too, the contract allows for the option of being released, if necessary.
The Committee will be responsible for reviewing the RFPs, and then bringing a recommendation to the
Commission for consideration.
Commission concurred with the Committee's recommendation to send out the RFPs.
Orion Oaks Doa Park Pavilion Construction Proiect:
Chief of Parks Facilities Maintenance and Development Mike Donnellon provided a brief history of the Orion
Oaks Dog Park and the revenues generated by the park. He provided the background on the pavilion project,
which will include a retail office, vending area, and pavilion. He detailed a number of the changes in the
expanded scope of the project from its original design completed in 2009, indicating the new design should
better fit the operational and IT needs of staff. He also provided a comparison of construction costs for similar
projects both within our parks and on other local park agencies.
Staff requested Commission approval to award the contract to construct the pavilion at the Orion Oaks Dog
Park, including a retail office and vending area, to the pre -qualified annual construction management team of
The George W. Auch Company in the amount of $256,130.00 plus a five percent contingency of $12,806.50,
for a total approval project budget of $268,936.50; and approve the transfer of $138,936.50 from the Capital
Improvement Projects (CIP) Budget Contingency to the Orion Oaks Dog Park Pavilion CIP project.
The following concerns/issues were noted:
• Recognition of the need for this facility vs. proposed cost
• The feasibility of adding onto the existing restroom facility
• . Opportunity for partnership
• More economical design
• Need/ability to enclose the pavilion area seasonally
Moved by Mrs. Long, supported by Mr. Kostin to have staff revisit the design of the proposed
Orion Oaks Dog Park Pavilion Project and bring it back for review at the May 2013
Commission meeting.
AYES: Baumhart, Fisher, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
Glen Oaks Irriaation Pond Dredaina Maintenance Proiect:
Chief of Parks Facilities Maintenance and Development Mike Donnellon reported on the status of the irrigation
pond dredging project at Glen Oaks Golf Course, including the testing results indicating contaminated soils,
the expanded scope of the project to remove the soils from the site, and the decision to temporarily clear the
irrigation pond by moving sediment away from the intake pipe by mechanical means to create a void/hole large
enough for the volume of water sufficient for irrigation for the current golf season. In anticipation of the frost
laws going into effect, and other construction notifications from the City of Farmington Hills, staff proceeded
with the temporary clearing of the irrigation pond for the spring/summer operations through the assistance of
our construction management team of Frank Rewold and Sons.
Staff requested Commission approval of the expenditure of $27,840.00 to Frank Rewold and Sons for the
temporary clearing of the irrigation pond.
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Moved by Mr. VanderVeen, supported by Mr. Kostin to approve the expenditure of
$27,840.00 to Frank Rewold and Sons for the temporary clearing of the irrigation pond at
Glen Oaks Golf Course.
AYES: Baumhart, Fisher, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
Mr. Donnellon noted the estimated costs for the hydraulic dredge/removal are between $150,000 and
$175,000.
STAFF REPORTS:
Activity Report:
The Activity Report for February (FM 5, FY 13) was accepted as filed.
Volunteer Summary Report:
The Volunteer Summary Report for 2012 was accepted as filed.
Executive Officer's Report:
In addition to the Executive Officer's report filed in the agenda, the following information was noted:
---This past weekend The Oakland Press published an eight -page section devoted to local recreation
opportunities. Approximately 2/3 of the coverage was either content or photos about Oakland County Parks.
This was an initiative made available through the efforts of Communications/Marketing Supervisor
Desiree Stanfield and her staff.
---The National Recreation and Park Association is working diligently to get all agencies to participate in the
Park and Recreation Operating Ratio and Geographic Information System (PRORAGIS), a benchmarking tool
for national recreation standards.
---Enbridge is busy with their replacement pipeline installation project at Rose Oaks; they are experiencing
some issues with horizontal drilling. Parks and Enbridge staff had a conference call on March 5 to discuss the
issues. Enbridge staff indicated they are bringing in their "A team" staff to do the work rather than relying on
their contractor, who has more limited equipment and experience. Enbridge officials assured our staff the work
will be done in a way to minimize the effect on the environment and avoid an open cut.
---Independence Township Safety Path Committee may be interested in a possible collaboration to extend
their safety path that currently terminates at the entrance to Independence Oaks up to Oak Hill Road. They
may possibly submit a grant for Land and Water Conservation, Transportation Enhancement Activities, or
Michigan Natural Resources Trust funds for the project.
---The Oxford Leader published an article today on the proposed acquisition of the Koenig Gravel Mining site
to share information on the general scope of the project and put the public on notice for their opportunity to
participate with comments. This proposed acquisition is the MDNR's #1 project statewide. Information will be
provided as available.
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Executive Committee Update:
---Heard a preliminary run through on the service portfolio project/cost recovery project that will be discussed
at the special meeting on March 27. Consultant was asked to ensure terminologywill be clarified and at a level
easily understood by all.
--Had an opportunity to meet with representatives from the George W. Auch Company, one of the two
construction managers under contract with the county. They provided very good justification for the use of
their service.
---Attended the MRPA Conference and also had the opportunity to speak with the MDNR staff regarding the
Koenig property.
---Met recently with Larry Obrecht, regarding the progress of the safety path project on Adams Road in
Oakland Township. There are two property owners holding up the project, and Mr. Obrecht is working to get
the issue solved.
OLD BUSINESS:
None
NEW BUSINESS:
In response to Commissioner McGillivray's inquiry about discussions with the Sheriff's Office for law
enforcement needs at the Koenig site, Executive Officer Stencil indicated the Sheriff's Office has already been
involved in the discussions.
The next Commission meeting will be 9:00 a.m. on Wednesday, April 10 at the Park Commission's
administration office.
Meeting was adjourned at 11:35 a.m. to a park tour of Orion Oaks.
John Scott, oecretft Karen S. Kohn CAP -OM, Recording Secretary
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