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HomeMy WebLinkAboutMinutes - 2013.04.10 - 39292OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING April 10, 2013 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 J. David VanderVeen, Secretary John A. Scott, A. David Baumhart III, Gregory Jamian, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long, Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT WITH NOTICE: None ALSO PRESENT: Parks and Recreation OC Fiscal Services Oakland Historical Commission Oakland County 4-H Fair Association APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager, P & R Operations Zach Crane, Architectural Engineer II Mike Donnellon, Chief -Parks Fac., Maint. & Develop. Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District Terry Fields, Chief -Recreation Programs & Services Larry Gee, Chief, Parks Ops. & Maint. — S. District Karen Kohn, Supervisor of Administrative Services Todd Moss, Intern Jon Noyes, Supervisor — Planning Katie Pardy, Parks Supervisor Melissa Prowse, Business Development Rep. Jeff Phelps, Supervisor II Lynn Sonkiss, Chief of Fiscal Services Jennifer Radcliff LC Scramlin, Director Moved by Mr. Scott, supported by Mr. Kostin to approve the agenda with the following changes: Remove Item 9A: Update /Revisions to OCPR Commission Policies Add New Item: Residential Lease -Independence Oaks -North Manor House AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott (7) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Moved by Mr. Scott, supported by Mr. Baumhart to approve the minutes from the Regular OCPR Commission meeting of March 6, 2013. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott (7) NAYS: (0) Motion carried on a voice vote. 5-1 (Commission Meeting, April 10, 2013) PUBLIC COMMENTS: Jennifer Radcliff, representing the Oakland County Historical Commission, advised that the Historical Commission has been collaborating with OCPR staff and Oakland Parks Foundation to celebrate all the treasures in the Oakland County parks. A history corps has been formed of dedicated volunteers doing research in the County parks that will help in the planning of these sites. They have contributed funds for the creation of interpretive displays which will travel around the county to inform county residents of the park resources. Ms. Radcliff advised of the collaboration with Waterford Schools on an archeological dig at the original site of the Ellis Farm privy. She also advised that the historical group is working on generating awareness of the Ellis Family farm and support buildings. The group is working on long-term sustainability for historical buildings and encouraging people to use these facilities as public gathering places for tours and public access. She explained how historical buildings are now being used for weddings, family reunions, festivals, picnics, corporate retreats, sleepovers by Boy Scout and Girl Scout troops and for holiday parties. The Ellis barn has generated 440,000 visitors providing the opportunity to learn of farming and equestrian history. Over 100 requests to use the facility as a wedding venue have been turned away. The potential revenue for the use of this facility is estimated to be about $1,500 per use. On behalf of the Historical Commission Ms. Radcliff thanked the OCPR Commission for the commitment shown to Oakland County's heritage, which has led to the preservation of one of the most outstanding barns in southeast Michigan — a unique landmark for Oakland County. The Historical Commission is glad the OCPR Commission is considering improvements to the barn structure, which will support the sustainability of the structure. Ms. Radcliff also informed the OCPR Commission that the Historical Commission is glad to join in the work to make Oakland County Parks shine. PRESENTATION: Vice Chairman VanderVeen presented the OCPR Commission and 'staff with a plaque on behalf of the 2012 Brooksie Way Half Marathon/5K/1 Mile Race. This plaque is in recognition of being a sponsor and partner in the event which took place on Sunday, September 30, 2012. Oakland County Parks and Recreation supplied equipment, staff support, and displays in support of this event. Commissioner VanderVeen advised that the 2013 Brooksie Way Half Marathon/5K/1 Mile Race is scheduled for Sunday, September 29, 2013. CONSENT AGENDA: Moved by Mrs. Long, supported by Mr. Jamian, to approve items 8A through 8D under the Consent Agenda as follows: • Internal Service & Department Funds Journal Entry Register for Month Ending 02/28/13 (FM 05, FY 13) • Payment Register for Month Ending 02/28/13 (FM 05, FY 13) • Monthly Financial Statements for Month Ending 02/28/13 (FM 05, FY13) • Monthly Average Comparison Report • Contributions 1st Quarter Report AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA OAKLAND COUNTY MARKET REGULATIONS: Manager of Parks and Recreation Operations Sue Wells advised the Commission that the proposed updates to the Oakland County Market Regulations, which are separate from the OCPR Rules and 5-2 (Commission Meeting, April 10, 2013) Regulations, are being updated for the regulation of the Oakland County Market. These are revisions to the existing regulations from the previous management and will tighten some regulations, create some new regulations, and provide consistency and equity with the vendors. These proposed changes are also being updated to address health and safety concerns. Executive Officer indicated that OCPR staff will perform an annual review of these regulations. Moved by Mr. Lewis, supported by Mr. Scott to approve the Oakland County Market Regulations, which have been reviewed and recommended by Corporation Counsel, as submitted. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. HIGHLAND OAKS AND ROSE OAKS TRAIL CONSTRUCTION CONTRACT: Moved by Mrs. Long, supported by Mr. McGillivray to award the contract for Phase One Trail Construction of approximately 11,500 linear feet of aggregate trails at Highland Oaks and 16,000 linear feet of aggregate trails at Rose Oaks to connect the boardwalks, docks and overlooks at the two parks to the lowest qualified vendor, Inland Lakes Landscaping Corporation, in the amount of $197,693.90 with a 10% contingency of $19,769.39 for a total approved amount of $217,463.29. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. TEMPORARY USE PERMITS: Moved by Mr. Scott, supported by Mrs. Long to approve Temporary Use Permits, Items 9C through 9H, contingent upon compliance of all requirements from Corporation Counsel and Risk Management, as follows: Item 9C: Temporary Use Permit/Cinco de Mayo at the County Market 05/3/13 Item 9D: Temporary Use Permit/SCAMP Car Show at Springfield Oaks 07/26/13 Item 9E: Temporary Use Permit/Oakland Uncorked Event at the County Market 08/02/13 Item 9 F: Temporary Use Permit/SCAMP/Springfield Oaks - Gala - Ellis Barn Item 9G: Temporary Use Permit/Springfield Oaks - Arena — Concours in the Park Item 9H: Temporary Use Permit/Independence Oaks -North Manor House AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. RESIDENTIAL LEASE — INDEPENDENCE OAKS -NORTH MANOR HOUSE: 5-3 (Commission Meeting, April 10, 2013) Moved by Mr. VanderVeen, supported by Mrs. Long to adopt the following resolution approving the Residential Lease with Dr. Kathleen Akin for the Independence Oaks Residential Property located at 10275 Sashabaw Road, Clarkston, MI 48348 for a 10-week term effective May 25, 2013: RESIDENTIAL LEASE — AKIN — INDEPENDENCE OAKS WHEREAS, the County of Oakland is the owner of Independence Oaks County Park; and WHEREAS, a 1313-square foot portion of the Estate House, 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 Dr. Kathleen Akin for a period commencing May 25, 2013 through August 3, 2013; and WHEREAS, under the terms and conditions of the attached Lease Agreement Dr. Kathleen Akin will pay rent as follows: May 25, 2013 — May 31, 2013 $187.50 (pro -rated) June 1, 2013 — June 30, 2013 $750.00 per month July 1, 2013 — July 31, 2013 $750.00 per month August 1, 2013 — August 3, 2013 $100.00 (pro -rated) 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 Dr. Kathleen Akin. 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, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. PROJECTED ELLIS BARN IMPROVEMENTS REPORT: Planning Supervisor Jon Noyes provided an update to the Commission on the history of the Ellis Barn including the relocation to Springfield Oaks, the TEA Grant used for relocation, and the donations received to support the relocation of the structure. Jon also advised of the inquiries received from the public for uses of the structure which include weddings, fairs, festivals, etc. In addition he advised of the roadblocks staff has faced which prohibit the facility from being used as originally planned due to code requirements. After meeting with local officials, staff has been working on preparing an estimate of cost for proposed improvements to the Ellis Barn structure in order to bring the structure up to code. The cost of improvements at this time has been estimated at approximately $395,000, which includes an elevator lift, fire suppression, alarm upgrades, and stairway enclosure. Staff is also working on finding ways to decrease the actual cost for the improvements. There was general concern by the OCPR Commission of the amount of funds previously expended on the 5-4 (Commission Meeting, April 10, 2013) project, the actual amount of donations received, and the commitments made in the past that have not been honored. This project was presented to the Commission for informational purposes and will be brought back at a future meeting when additional information is available. MICHIGAN DEPT. OF NATURAL RESOURCES LANDOWNER INCENTIVE PROGRAM (LIP) GRANT ACCEPTANCE: Moved by Mr. Jamian, supported by Mrs. Long to approve the following resolution to accept the Michigan Department of Natural Resources Landowner Incentive Program (LIP) grant for the prescribed burns at Independence Oaks County Park in the amount of $3,400: IN SUPPORT OF THE ACCEPTANCE OF A MICHIGAN DEPARTMENT OF NATURAL RESOURCES AND ENVIRONMENT LANDOWNER INCENTIVE PROGRAM GRANT INVASIVE SPECIES CONTROL AT INDEPENDENCE OAKS COUNTY PARK WHEREAS, the Oakland County Parks and Recreation Commission has identified and established priorities for the stewardship and maintenance of park natural resources within the adopted Recreation Master Plan; and; WHEREAS, the Oakland County Parks and Recreation Commission recommends the acceptance of the following grant award from the Department of Natural Resources and Environment for a $3,400 grant: INVASIVE SPECIES CONTROL AT INDEPENDENCE OAKS COUNTY PARK NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Oakland County Board of Commissioners authorize and accept the Michigan Department of Natural Resources and Environment Landowner Incentive Program grant award. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Board of Commissioners direct its Chairperson or designee to execute said grant agreement on behalf of the County of Oakland. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. BRIEF FY 2014-2016 BUDGET KICK-OFF/OVERVIEW: Executive Officer Dan Stencil informed the Commission of the process of preparing the FY 2014 Budget as well as when the Budget Study Sessions are scheduled. The first session will be on April 24, 2013 and the second will be on May 22, 2013. Lynn Sonkiss, Chief of Oakland County Fiscal Services, shared with the Commission the unrestricted net assets for Oakland County Parks have grown from $13 million to almost $30.6 million. The GFOA recommends no less than 45 days of working capital in an enterprise fund. Oakland County Parks and Recreation is in a very healthy financial position with 1 % year worth of working capital in the enterprise fund. 5-5 (Commission Meeting, April 10, 2013) Dan Stencil also advised that over the last several years the staffing levels have decreased yet responsibilities have increased. Therefore, staff will be requesting additional positions in the FY 2014 Budget in order to support those services. STAFF REPORTS ACTIVITY REPORT FY 2013, MONTH 06, MARCH 2O13: The Activity Report for FY 2013, Month 06, March 2013 was received and filed. 2013 Oakland Countv Market Update: Jeremy Brown, Oakland County Market Manager provided an update to the Commission on the status of the Market Operations. He also advised of the upcoming special events that are scheduled at the Market. He advised he has also been working with Communications and Marketing to install signs and artwork which will be displayed to highlight other OCPR amenities, in addition to the future use of Bridge Cards at the Market and a new program to utilize the OCPR buses to bring people to the Market that do not have transportation. Commission had a brief discussion about the use of the facility by the Flea Market and other groups. Red Oaks Nature Center Update Manager of Parks and Recreation Operations Sue Wells provided an update on the Red Oaks Nature Center Park and programming. The new theme at the Nature Center, Urban Wilderness, will focus on education programming. The facility was closed for a short period of time for cleaning, painting, reorganization, and installation of new displays. These improvements were made to provide better customer service and accommodate the needs for the educational programs. In addition, a new gate and trail system has been installed connecting a local church to the Nature Center, alleviating the need for patrons to walk up to 13 Mile to access the Nature Center. Staff has been working diligently to obtain sponsorships to help offset the cost of programs. Donations were recently received from Wild Birds Unlimited and Oakland Parks Foundation. Volunteers at the Red Oaks Nature Center were honored in March in Lansing by the Michigan Recreation and Parks Association with a Community Service Award. Programs provided at the Nature Center are well received, and we currently have waiting lists for some programs due to their popularity. In addition, staff will also be providing OC Express as an opportunity for some patrons without available transportation to visit the Nature Center and attend programs. Executive Officer's Report In addition to the items in the Executive Officer's Report filed in the agenda, the following information was noted: - OCPR Communications and Marketing division has been creating marketing plans for all aspects including the County Market, golf courses, and campgrounds - OCPR Beer Can Wraps will be placed on all sales at OCPR Golf Courses - National Volunteer Week April 20-28, 2013 - Consideration of possible land acquisition opportunities including ORV sites - Staff again received the prestigious 2012 Golden International Aquatic Safety Award for operations and training at the OCPR water parks - Service portfolio workshop and public hearings scheduled for April 16, 17, and 18, 2013 - Organizational Meeting with SEMCOG, MDNR and HCMA with effort on comprehensive inventory in southeast Michigan and how recreation services and programs are provided, including 5-6 (Commission Meeting, April 10, 2013) opportunities for collaboration with Michigan Department of Natural Resources - Proposals for Food and Beverage contract are due April 11, 2013 OLD BUSINESS: There was no old business to report. UPDATE FROM OCPRC EXECUTIVE COMMITTEE: Chairman Fisher advised that staff provided the Executive Committee with an update on the planning initiatives which led to a productive discussion on inter -relationships with all the OCPR plans. Additional updates will be provided to the Executive Committee before the final draft is provided to the Commission. NEW BUSINESS Commissioner McGillivray advised that the Red Oaks Nature Center Clean -Up will be on Sunday, April 28, 2013 from 9:00 a.m.-4:00 p.m. This is the 4th consecutive year for this clean-up. In addition, Mr. McGillivray wanted to make sure that the informational DVD on Oakland County Parks is distributed in order to market the Oakland County parks and services. ADJOURNMENT: Meeting adjourned at 10:30 a.m. John A. Scott, Secretary Vicky Valko, Re¢oraing Secretary 5-7