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HomeMy WebLinkAboutMinutes - 2013.05.01 - 39295OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING MaV 1, 2013 Chairman Fisher called the meeting to order at 9:10 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., Gary McGillivray COMMISSION MEMBERS ABSENT: Christine Long, Jim Nash ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Sue Wells, Manager, P & R Operations 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 John Haney, Recreation Program Supervisor Carrie Hunter, Reception — Office Assistant I Karen Kohn, Supervisor of Administrative Services Jen Myers, Architectural Engineer II Jon Noyes, Supervisor — Planning Melissa Prowse, Business Development Rep. OC Fiscal Services Jeff Phelps, Supervisor II APPROVAL OF AGENDA: Moved by Mr. Kostin, supported by Mr. Scott to approve the agenda with the following changes: Remove Item 5: Approval of April 10, 2013 Minutes, and Remove Item 9B: Orion Oaks Dog Park Pavilion Construction Project w/Cost Estimates AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. —a". 4 [We0kh I if, I =1 � 11 %3 Chairman Fisher advised of the Cinco de Mayo event scheduled the evening of Friday, May 3, 2013, at the Oakland County Market in partnership with OCPR Commission, Oakland Parks Foundation and the Central Multi -Cultural La Familia organization. Commissioner Jamian reported on the centennial celebration honoring the 100th anniversary of the Road Commission for Oakland County (RCOC). This special meeting will be held on Tuesday, May 7, 2013, at 9:00 a.m., the exact date of the first RCOC meeting 100 years ago. This event will be held at the 13 Mile and Lahser Road RCOC office. The public is invited. Mr. Kostin commended the staff on the successful controlled burn of 85 acres at Independence Oaks County Park. Executive Officer Stencil advised that OCPR staff obtained the necessary permits from the local municipality and also sent out notification to the surrounding property owners to advise of the prescribed/controlled burns that are scheduled at the County Parks. 5-1 (Commission Meeting, May 1, 2013) INTRODUCTIONS: Terry Fields, Chief of Recreation Programs and Services, introduced John Haney who was recently promoted to the position of Recreation Program Supervisor for Mobile Recreation. He will be overseeing all Mobile Recreation services, the RAPP Program, all mandatory training for summer Mobile Recreation staff, training and testing with Oakland County Sheriff's Office and parks staff, the grant program and special events. John also has the responsibility of the administration of approximately 50 part-time staff. John has worked for Oakland County Parks and Recreation for three summers in Mobile Recreation. He previously served as the Seasonal Supervisor in 2012. Karen Kohn, Supervisor of Administrative Services, introduced Carrie Hunter who was recently hired as a full-time Office Assistant in the Administration office, serving as our new public face in the reception area. Among her duties in her new position she will greet visitors; answer incoming calls; sell park passes to walk-in customers; process online park pass orders; assist in the preparation of the Commission meeting packets; and order office supplies. Carrie has worked as an administrative assistant for high-level executives and most recently as a quality assurance technician at a medical bill review company. CONSENT AGENDA: Moved by Mr. Jamian, supported by Mr. McGillivray, to approve items 8A through 8D under the Consent Agenda as follows: • Internal Service & Department Funds Journal Entry Register for Month Ending 03/31/13 (FM 06, FY 13); • Payment Register for Month Ending 03/31/13 (FM 06, FY 13) • Monthly Financial Statements for Month Ending 03/31/13 (FM 06, FY13) • Monthly Average Comparison Report • 2"d Quarter Financial Forecast AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA RESOLUTION RECOGNIZING JULY AS "NATIONAL PARKS AND RECREATION MONTH": Moved by Mr. VanderVeen, supported by Mr. Baumhart to adopt the following resolution in support of proclaiming July 2013 as National Recreation and Parks Month: RESOLUTION RECOGNIZING JULY AS NATIONAL RECREATION AND PARKS MONTH WHEREAS, the Oakland County Parks and Recreation Commission's mission is to provide all residents of Oakland County with recreational, leisure, and learning experiences, parks, open spaces, and facilities, resulting in a comprehensive county park system that enhances quality of life; and WHEREAS, parks, recreation activities, and leisure experiences provide opportunities for young people to live, grow, and develop into contributing members of society; and WHEREAS, parks and recreation creates lifelines and continued life experiences for older members of our community; and 5-2 (Commission Meeting, May 1, 2013) WHEREAS, parks and recreation generates opportunities for people to come together and experience a sense of community through fun recreational pursuits; and WHEREAS, parks and recreation agencies provide outlets for physical activities, socialization, and stress -reducing experiences; and WHEREAS, parks, playgrounds, nature trails, open spaces, community and cultural centers, and historic sites make communities attractive and desirable places to live, work, play, and visit, in a manner that contributes to our ongoing economic vitality; and WHEREAS, parks, greenways, and open spaces provide a welcome respite from our fast -paced, high-tech lifestyles while simultaneously protecting and preserving our natural environment; and WHEREAS, parks and recreation agencies touch the lives of individuals, families, groups, and the entire community, which positively impacts upon the social, economic, health, and environmental quality of our community. NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation Commission proclaims July as National Recreation and Parks Month and encourages all citizens to celebrate healthy, active lifestyles by participating in their choice of recreation and park activities. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. DONATION ACCEPTANCE RESOLUTION BP FUEL: Melissa Prowse, Business Development Representative, advised of OCPRC's ongoing partnership with the U.S. Paralympics, and as a result Oakland County Parks and Recreation has been selected to receive a donation through BP Fuel to fund the Disabled Veterans Sports Initiative. This contribution from BP Fuel was presented and approved by the Oakland County Parks and Recreation Commission in December 2012 as a grant. Since that time it has come to staff's attention that BP does not have a standard grant agreement for this program. Instead, BP would like Oakland County to consider this contribution a charitable donation through its Fueling Communities Program. Moved by Mr. Kostin, supported by Mr. Baumhart to approve the attached proposed resolution to accept the $20,000 donation from BP Fuel for recreational opportunities for Disabled Veterans: RESOLUTION BP DONATION ACCEPTANCE WHEREAS, the Oakland County Parks and Recreation Commission has been nominated by Barrick Enterprise, a local BP Branded Marketer, for a donation through the BP Fueling Communities Program; and WHEREAS, the BP Fueling Communities Program provides monetary donations to local organizations that are nominated by BP's Branded Marketers to support the communities in which they do business; and 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 donation from the Fueling Communities Program; and 5-3 (Commission Meeting, May 1, 2013) WHEREAS, the donation 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 donation 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 donation. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. TEMPORARY USE PERMIT —ARCHEOLOGICAL DIG — RBI-33 LLC: Jon Noyes, Supervisor of Planning, informed the Commission of OCPR's request to RBI-33 for a Temporary Use Permit to use the old Ellis Barn site for an archeological dig. This will be in conjunction with Oakland Parks Foundation, Oakland County Historical Commission, Waterford Schools and Oakland University for an archeological excavation of the old Ellis Family privy at 9331 Dixie Hwy, Clarkston Michigan. Any artifacts discovered will be displayed at the SCAMP 2013 Designer Showcase (July 19-28, 2013), which will be held at the old Ellis Family Farmhouse, now in private ownership. Moved by Mr. Scott, supported by Mr. Baumhart to approve the Temporary Use Permit for Oakland County Parks and Recreation from RBI-33 for the purpose of facilitating the archeological dig of the Ellis Family Privy. AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Scott, VanderVeen (7) NAYS: Lewis (1) Motion carried on a voice vote. PROPOSED TEMPORARY USE PERMIT APPROVAL AND EXECUTION: Staff submitted a proposed Temporary Use Permit template which has been developed through collaboration with Corporation Counsel and Risk Management. Staff is requesting the Commission's approval for OCPR staff to coordinate and approve (with Corporation Counsel and Risk Management's sign -off) Temporary Use Permits, except in cases where there will be alcohol sales. Requests for permits that would include the sale of alcohol would be required to have Commission approval. Moved by Mr. VanderVeen, supported by Mr. Scott to approve the Temporary Use Permit template form and language. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. The Commission further discussed whether the Commission should be involved in the approval of all permits or if staff should review and approve the permits, with concurrence from Corporation Counsel and Risk Management. Some Commission members noted that it wouldn't be in the best interest of patrons 5-4 (Commission Meeting, May 1, 2013) having delays in the approval process due to the Commission having to approve all permits versus staff approving the permits. Staff would be able to approve permits more frequently and applicants would not have to wait for the monthly Commission meetings in order to receive approval. It was suggested that staff draft a policy and also make a list of items that could be approved by staff and those that should be approved by the Commission. Moved by Mr. McGillivray, supported by Mr. VanderVeen to have staff come back to the Commission with a policy on the Temporary Use Permits that includes a list of approved items that staff will approve, and also to approve the Temporary Use Permit for filming in Addison Oaks County Park. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. STAFF REPORTS PARTICIPATION AND PROGRAM OVERVIEW FY 2013, MONTH 06. MARCH 2O13: The Participation and Program Overview FY 2013, Month 06 was received and filed. Staff and Commission also discussed the new format for park surveys and receiving input from park patrons. Executive Officer's Report In addition to the items in the Executive Officer's Report filed in the agenda, the following information was noted: - Update on the Commission meeting on Wednesday, August 8, 2013, at the OC Health Department including the grand opening of the Catalpa Oaks facility and the public celebration scheduled for Friday, August 9 at 6:00 p.m. - Update on Cost Recovery Sessions and public participation - Process for delivery of Commission agenda packets - Michigan Golf Hall of Fame application process - Water meter concerns at Red Oaks Golf Course - Organizational meeting for SEMCOG parks and recreation groups creating a comprehensive inventory and planning process in southeast Michigan. - Nashville in the Neighborhood scheduled for June 8, 2013 at Independence Oaks - Proposed project planned in conjunction with Michigan Department of Natural Resources for a multi -use adventure park in Oxford Township, scheduled public meetings and possible tour of site - Springfield Oaks L.U.S.T. Restrictive Covenant (Deed Restriction) - MDNR Strategic Land Management plan concentrating on acquisitions in southeast Michigan OLD BUSINESS There was no old business to report. NEW BUSINES Commissioner McGillivray advised that the Red Oaks Nature clean- up went very well. There were a total of 136 volunteers in the clean-up. Commissioner McGillivray commended all the work on the clean-up. Center and Friendship Woods Park and OCPR staff members assisting volunteers and staff for all the hard 5-5 (Commission Meeting, May 1, 2013) Chairman Fisher requested a financial report on the Oakland County Market detailing the expenses and revenues for the first year of operation. The next regular OCPR Commission meeting will be held on June 5, 2013, at Addison Oaks County Park with a dedication ceremony for the Connector Trail system immediately following the meeting. Commissioner Baumhart advised that he attended the Cost Recovery sessions and felt that OCPR staff was very well trained and did a remarkable job moderating the public groups during the sessions. Chairman Fisher informed the Commission that the Executive Committee met with Springfield Township Supervisor Collin Walls on the Ellis Barn project. There will be another meeting with all the stakeholders including the construction management team in order to try to do an expedited, efficient job on the Ellis Barn project with the least amount of red tape possible. ADJOURNMENT: Meeting adjourned at 10:20 a.m. �bh,WA. Scott, "Secveiary Vicky Valko, Repordino'Secretar�" 5-6