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Home My WebLink AboutMinutes - 2013.06.05 - 39297Oakland County Parks and Recreation Commission June 5, 2013 Chairman Fisher called the meeting to order at 9:10 a.m. in the Garden Room of the Buhl Estate at Addison Oaks County Park. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary John A. Scott, A. David Baumhart, Ron Fowkes, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT: Christine Long ALSO PRESENT: Parks and Recreation: Oakland County Corporation Counsel OC Fiscal Services Oakland Parks Foundation Oakland County 4-H Fair APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of P & R Operations Boyd Brokenshaw, Parks Supervisor Phil Castonia, Business Development Rep. John Ceglarek, Intern 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 Eric Jaros, Intern Stephanie Mackey, Business Development Rep. Jen Myers, Architectural Engineer Melissa Prowse, Business Development Rep. Jon Noyes, Supervisor of Planning Jody Hall, Assistant Corporation Counsel Jeff Phelps, Supervisor II Noreen Keating, Executive Director LC Scramlin, Director Moved by Mr. Kostin, supported by Mr. McGillivray to approve the agenda with the following change: Move Item 10E: Ellis Barn Improvements to Item 10 A AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott (8) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Mr. Scott to approve the minutes of the Regular OCPR Commission meeting of May 1, 2013. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott (8) NAYS: (0) Motion carried on a voice vote. 5-4 (Commission Meeting, June 5, 2013) PUBLIC COMMENTS: LC Scamlin, General Manager of the Oakland County Fair, informed the Commission that the 2013 Oakland County Fair will run for 11 days starting on July 4'h and then invited the Commission to attend. He advised of the VIP/Media Day, Nashville in the Neighborhood concert, Park Day for special needs children, and the food drive — if a person donates five cans of food they could receive $8 off the price of an armband for the rides. Mr. Scramlin also thanked the Commission for all of the support they have provided to the Oakland County Fair over the past several years. Noreen Keating, Executive Director of the Oakland Parks Foundation, advised the Commission of the Foundation's monthly meetings. The next meeting will be held on June 26, 2013, at 8:30 a.m. at the Ernst House on Scott Lake Road. She mentioned that the biggest item the Foundation needs now is public awareness of the Oakland Parks Foundation. Chairman Fisher informed the Commission that he received a copy of the Oakland Lakefront Magazine that has a monthly calendar which is filled with a great deal of Oakland County Parks and Recreation events. He commended the Communications and Marketing staff on a great job on this publication. RECOGNITION: Executive Officer Daniel Stencil recognized the outstanding service of Kyle Roberts, a Seasonal Program Specialist/Assistant Park Supervisor at Addison Oaks. Due to illness Mr. Roberts was not able to attend the meeting; therefore the plaque honoring Mr. Roberts and his 29 years of dedicated service to Addison Oaks County Park was presented to his supervisor Boyd Brokenshaw. INTRODUCTIONS: Business Development Representative Stephanie Mackey introduced Eric Jaros, a student at Michigan State University. Eric is majoring in Business and Human Capital. He has previously served as a Program Leader in Mobile Recreation. Eric will be working as an intern in the OCPR Business Strategies and Development section until the end of the summer. Supervisor of Planning Jon Noyes introduced John Ceglarek, a student at Western Illinois University. John will be working as an intern for the summer in the OCPR Planning Division and will be working on park visioning, facilities concept projects, and public engagement projects. CONSENT AGENDA: Moved by Mr. Nash, supported by Mr. Fowkes, to approve items 9A through 9D under the Consent Agenda as follows: • Internal Service & Department Funds Journal Entry Register for Month Ending 04/30/13 (FM 07, FY 2013) • Payment Register for Month Ending 04/30/13 (FM 07, FY 2013) • Monthly Financial Statements for Month Ending 04/30/13 (FM 07 FY 13) • Monthly Average Comparison Report • 2"d Quarter Contributions Report AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. 5-5 (Commission Meeting, June 5, 2013) REGULAR AGENDA ELLIS BARN IMPROVEMENTS: Staff provided the Commission with a detailed update on the proposed improvements to the Ellis Barn at Springfield Oaks County Park. The proposed improvements include the following items: Fire Detection/Alarm System $ 41,400 Lightning Protection 12,000 Stairway Enclosure & Building Separation 116,984 General Conditions 21,656 Construction Management Fee 6,145 Construction Subtotal $ 198,185 Consultant Fees $ 41,433 Township Permit Fees Waived Consultant/Permit Subtotal $ 41,433 Project Costs $239,618* *This total does not include code compliance alterations relative to structural reinforcement or the Michigan Barrier Free Code. These improvements/upgrades will allow the use of the building for public purposes. The OCPR staff previously scheduled an event later in June, which will not be able to be held unless these improvements are made to the building. In addition, with these proposed improvements there will be many opportunities for future events. Commissioner Lewis requested a business plan on this project to be submitted to the Commission on how staff plans to recoup the investment. Moved by Mr. Scott, supported by Mr. Baumhart to approve a contract to Frank Rewold & Sons, Inc. for the completion of the above -listed code compliance items for the Ellis Barn in the amount of $239,618, plus a 5% contingency of $11,981, for a total approved amount of $251,599; and approve the transfer of $251,599 from the adopted FY2103 CIP Reserve to the Springfield Oaks -Ellis Barn Improvement Project. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Chairman Fisher commended staff on the reports received to date on this project, and advised that continuing this process will minimize any future problems or misunderstandings. Assistant Corporation Counsel Jody Hall informed the Commission the preservation easement on this project will be brought back to the Commission for approval in July or August. BUDGET STUDY SESSION #3-FY2014 STAFFING RECOMMENDATIONS/CONCEPTUAL APPROVAL OF FY 2014-2016 BUDGET: Discussion on FY 2014-2016 Proposed Budget included: • Recap of Budget Process including previous Budget Study Sessions with the OCPR Commission on April 24 and May 22 • Proposed FY 2014-2016 Budget Staffing requests • Outline of Proposed Budget Schedule hearings with Fiscal Services and the County Board of Commissioners mt (Commission Meeting, June 5, 2013) • Costs associated with Salaries and Fringe Benefits, including new health care requirements • Relationship of the Budget with the Cost Recovery Plan Staff also provided updates on Recreation Programs and Services, Nature Center Operations and the Oakland County Market. Staff requested conceptual approval of the Proposed OCPRC FY2014-2016 Budget so the budget can be sent to Fiscal Services Management and Budget, and then to the County Executive's Office to be included for approval by the Oakland County Board of Commissioners in July. Moved by Mr. Scott, supported by Mr. McGillivray to conceptually approve the Proposed FY 2014-2016 OCPRC Budget. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. FIVE-YEAR TECHNOLOGY MASTER PLAN: Moved by Mr. Kostin, supported by Mr. Nash to approve the Oakland County Parks and Recreation FY2013-2017 Five -Year Technology Master Plan. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. ORION OAKS DOG PARK PAVILION CONSTRUCTION PROJECT: Moved by Mr. Lewis, supported by Mr. Kostin to award George W. Auch Company the bid for the Orion Oaks Dog Park Pavilion Construction project in the amount of $227,261 which includes a 5% contingency; and approve the transfer of $121,261 from the Capital Improvement Plan Reserve to the Orion Oaks Dog Park Pavilion Construction Project for a total project budget of $251,261. AYES: Baumhart, Fisher, Fowkes, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. STAFF REPORTS PARTICIPATION AND PROGRAM REVIEW: The Participation and Program Review report for May 2013 was received and filed. 5-7 (Commission Meeting, June 5, 2013) PURCHASING UPDATE: The 2d Quarter Fiscal Year 2013 Purchasing Activity Report was received as filed. EXECUTIVE OFFICER'S REPORT: Executive Officer Dan Stencil provided the following updates to the Commission: - Upcoming Events scheduled for OCPR - Nashville in the Neighborhood Concert at Independence Oaks County Park on June 8, 2013 - Activities of Communications and Marketing Division - Upcoming Michigan Golf Hall of Fame presentation - Count Your Steps recognition at the Detroit Zoo - Wayne State Urban Coyote Program — monitoring a collared coyote and tracking movement in the area - Red Oaks Golf Course Meter charges update - OCPR Five -Year Recreation Master Plan approved by the MDNR, which allows OCPR to be grant eligible - Service Portfolio Consultant Karon Badalamenti will attend a future meeting to provide an update on the project - Plan for upcoming project scopes which will be presented to the Executive Committee just prior to formal OCPRC approval - Update on the proposed Adventure Recreation Project in Oxford Township in partnership with the MDNR, including the public meetings NEW BUSINESS: Commissioner McGillivray identified the disproportionate amount of programs at Wint Nature Center as compared to those at the Red Oaks Nature Center. Staff indicated that plans are in place working on providing additional programs at Red Oaks Nature Center comparable to those at Wint Nature Center. ADJOURNMENT: Meeting adjourned at 10:55 a.m. - _4by A. S'cou, Se'crefary Vicky Valko, qecAing Sec�btary 5-8