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HomeMy WebLinkAboutMinutes - 2013.08.07 - 39299Oakland County Parks and Recreation Commission August 7, 2013 Chairman Fisher called the meeting to order at 9:10 a.m. in the South Oakland County Health Office meeting room. COMMISSION MEMBERS PRESENT: Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary John A. Scott, A. David Baumhart, Gregory Jamian, Robert E. Kostin, Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT: Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long ALSO PRESENT: Parks and Recreation: Daniel Stencil, Executive Officer Sue Wells, Manager of P & R Operations Phil Castonia, Business Development Rep. Mike Donnellon, Chief -Parks Fac. Maint. & Dev. Sandy Dorey, Recreation Program Supervisor Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District Terry Fields, Chief -Recreation Programs & Services Tom Garvey, Maint. Supv.- Glen/Red/Catalpa Oaks Larry Gee, Chief, Parks Ops. & Maint. — S. District Melissa Humbyrd, Seasonal Program Specialist Sean Kammer, Summer Clerical Asst. Jen Myers, Architectural Engineer II Melissa Prowse, Business Development Rep. Jonathon Rabedeau, Parks Helper Jeff Sant, Intern Laurie Stasiak, Recreation Program Supervisor OC Fiscal Services Jeff Phelps, Supervisor II Oakland County Fair LC Scramlin, Director APPROVAL OF AGENDA: Moved by Mr. Kostin, supported by Mr. VanderVeen to approve the agenda as submitted. AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Mr. Baumhart, to approve the minutes of the OCPR Special Commission Meeting of April 24, 2013, and the minutes of the OCPR Regular Commission Meeting of July 10, 2013. AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, August 7, 2013) PUBLIC COMMENTS: LC Scramlin, Director of the Oakland County Fair, provided the OCPR Commission with an update on the 2013 Oakland County Fair. Mr. Scramlin indicated they broke the record in attendance this year with 110,000 patrons, 8,000 higher than the attendance in 2012. He also advised that over $150,000 was awarded to the youth in Oakland Count for scholarships. The Fair Board has proposed that the 2014 Oakland County Fair will start on July 4 and will run for 10 days. The Fair schedule will be finalized this fall. STAFF INTRODUCTIONS: Chief of OCPR Recreation Programs and Services Terry Fields introduced members of the Recreation Programs and Services staff who were present. Those members included: Sandy Dorey, Recreation Program Supervisor Laurie Stasiak, Recreation Program Supervisor Melissa Humbyrd, Seasonal Program Specialist Jonathon Rabedeau, Parks Helper Sean Kammer, Summer Clerical Assistant Jeff Sant, Intern — Grand Valley State Tom Garvey, Maintenance Supervisor - Red Oaks/Catalpa Oaks/Glen Oaks Commission members also commended staff on the great job hosting the Wheelchair Daze Event at Independence Oaks on August 3, 2013. There were 1,800 participants and over 150 volunteers. This was the 30th year for OCPR hosting this event and was the best example of staff collaboration and team approach for hosting events. CONSENT AGENDA: Moved by Mr. Jamian, supported by Mr. Scott, to approve items 7A through 7F under the Consent Agenda as follows: • Internal Service & Department Funds Journal Entry Register for Month Ending 06/30/13 (FM 09, FY 2013) • Payment Register for Month Ending 06/30/13 (FM 09, FY 2013) • Monthly Financial Statements for Month Ending 06/30/13 (FM 09 FY 13) • Monthly Average Comparison Report • 3`d Quarter Financial Forecast • FY 2013 Budget Amendment • OCPR Uncollectible NSF Check Write Off for 3`d Quarter FY 2013 AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA: Recommendation from Food & Beverage Committee — Banquet Services Contract/Resolution Staff reported that the Food and Beverage Committee is ready to move forward and start negotiations with the leading vendor, Oak Management, for food and beverage services for Oakland County Parks. If negotiations are not successful with the first vendor then the Committee will proceed with negotiations with the second vendor, Kosch Hospitality. If negotiations are not successful with the second vendor the matter will be referred back to the OCPR Commission for further deliberations. The existing contract expires December 31, 2015. (Commission Meeting, August 7, 2013) Moved by Mr. Scott, supported by Mr. Jamian to approve the following resolution: Food and Beverage Committee Recommendations on Negotiations WHEREAS, in 1974 the Oakland County Parks and Recreation Commission contracted with Oak Management Corporation, formerly known as Laffrey, Werthman, and Fuller, Inc., to provide food and beverage services at the Oakland County Park facilities, including all banquet and concession services; and WHEREAS, extensions to the contract between the Oakland County Parks and Recreation Commission and Oak Management Corp. had been negotiated and approved by the Commission throughout the contract's term; and WHEREAS, the Oakland County Board of Commissioners adopted Miscellaneous Resolution #06245, which prohibited further extensions "beyond December 31, 2015... without an appropriate Request For Proposal process"; and WHEREAS, in January, 2013 a Food and Beverage Committee comprised of key administrative staff, operations staff and Commissioners, with the assistance of Oakland County's Purchasing Division, Health Division and Corporation Counsel, developed a Request For Proposal based on the needs of the Park System and research completed on national best practices; and WHEREAS, the Request for Proposal for Full Service Food Operations for Addison Oaks Conference Center, Glen Oaks Golf Course, Lyon Oaks Golf Course and White Lake Oaks Golf Course was released by Oakland County Parks and the Oakland County Purchasing Division pursuant to the purchasing policies and procedures; and WHEREAS, the Committee evaluated each applicant according to developed criteria and selected two vendors to interview; and WHEREAS, interviews were conducted to discuss the proposals and gain a better understanding of each vendor's proposal. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission authorize the Food and Beverage Negotiations Sub -Committee to enter into negotiations for a License Agreement and Professional Services Contract with Oak Management Corporation for the potential food and beverage operation of the Addison Oaks Conference Center, Lyon Oaks, Glen Oaks, and White Lake Oaks banquet centers and grill rooms; and BE IT FURTHER RESOLVED that, in accordance with Oakland County Purchasing Division's policies, should the negotiations with Oak Management Corporation be unsuccessful, the Food and Beverage Negotiations Sub -Committee is approved to enter into negotiations with the next qualified vendor, Kosch Hospitality. If the negotiations with Kosch Hospitality are not successful, the matter of providing food and beverage services at the Oakland County Park facilities shall be returned to the Oakland County Parks and Recreation Commission for further deliberations. AYES: Baumhart, Fisher, Jamian, Kostin, Nash, Scott, VanderVeen (7) NAYS: McGillivray (1) Motion carried on a voice vote. Conceptual Construction Project Approvals: Addison Oaks Campground — Recreation Pavilion Project/Red Oaks Storm Water Reclamation Project/ Groveland Oaks Section C Restroom/Shower Renovation & Campground Utility Improvement Project/ Springfield Oaks Main Arena Bleacher Replacement (Commission Meeting, August 7, 2013) Moved by Mr. Jamian, supported by Mr. McGillivray to postpone consideration of these projects until the September OCPR Commission meeting in order to allow staff the opportunity to provide the Commission with additional information on these projects. Executive Officer Daniel Stencil indicated that delaying the projects will negatively impact the camping season for 2014. Commission members felt that additional information would be necessary in order to make an educated decision on the project, including how each project relates to the Strategic Master Plan and the 5-Year Recreation Plan, as well as why the costs of the projects have increased. Staff informed the Commission that there are also issues with compliance with the Americans with Disabilities Act (ADA) on these projects, and delaying them would cause a hardship on the construction timeframe and completion dates. Moved by Mr. Scott, supported by Mr. Baumhart, to amend the motion to move forward on the Groveland Oaks and Springfield Oaks projects and postpone consideration of the Addison Oaks and Red Oaks projects until the September OCPR Commission meeting. AYES: Baumhart, Fisher, Jamian, McGillivray, Nash, Scott, VanderVeen (7) NAYS: Kostin (1) Motion carried on a voice vote. Vote on Amended Motion: AYES: Baumhart, Fisher, Jamian, McGillivray, Nash, Scott, VanderVeen (7) NAYS: Kostin (1) Motion carried on a voice vote. Moved by Mr. VanderVeen, supported by Mr. Nash, to grant conceptual approval of Groveland Oaks Section C Restroom/Shower Renovation and Campground Utility Improvement Project and Springfield Oaks Main Arena Bleacher Replacement. AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. Independence Oaks Pathwav Protect — Grant Match Staff provided an update on the status of the grant and partnership opportunity for the Independence Oaks Pathway Project along the west side of Sashabaw Road at Independence Oaks County Park. This proposed pathway would run from the main entrance to Independence Oaks County Park north to the entrance at Independence Oaks -North. This would include a possible road crossing to connect to an existing sidewalk on the east side of Sashabaw Road that runs north to Oakhill Road. Currently there is no access between the two sections of the park. The Road Commission for Oakland County would apply for this grant on behalf of OCPRC. The project was proposed as an 8-foot pathway and boardwalk, estimated at $1.1 million. It was budgeted at $90,000 for design and $900,000 for construction - for a total estimate of a little under $1 million. The MDOT Transportation Alternatives Program (TAP) requires a 10-foot pathway with two -foot shoulders on each side which would be 14-foot trail and 14-foot boardwalk, which raises the cost of the project significantly. The estimate for design is $115,000 and construction at about $1.5 million. By partnering with MDOT, RCOC and Independence Township it is estimated that our total estimated cost would be approximately $500,000. (Commission Meeting, August 7, 2013) Included in the agenda packet is a resolution from Independence Township stating they would provide $300,000 toward this project. STAFF REPORTS: Participation and Program Review The Participation and Program Review report for June 2013 was received. Commissioner Kostin commended staff on all of the Parks and Recreation programs being offered. EXECUTIVE OFFICER'S REPORT: In addition to the items in the Executive Officer's Report filed in the agenda, the following information was noted: - Possible leased office space options for Independence Oaks Upper Bushman Manor House and zoning ordinance requirements with North Oakland Headwaters Land Conservancy, Oakland County Conservation District and Six Rivers Regional Land Conservancy joint opportunities - Park Master Plan Updates and public engagement interviews - Great Lakes Restoration Initiative $1,600 contribution for educational signs at boat launches - Status of Flea Market at Oakland County Market - Partnership with Arts Beats and Eats event Labor Day Weekend - Additional FY 2014 Budget Capital Equipment Expenditures proposed - Potential telecommunications tower at Springfield Oaks update - Oakland Parks Foundation appointed Gerald Fisher as Ex-Officio as Chairman of Oakland County Parks and Recreation Commission - Red Oaks Waterpark parking opportunities with surrounding property owners - Ellis Barn Code compliance requirements update - Public hearings for the proposed Oxford Adventure Recreation Park on August 13`n and 14tn - Update on Oakland Uncorked event at the Oakland County Market, possible improvements to the facility and opportunities for events at the facility - Catalpa Oaks Construction Project Dedication Ceremony immediately following the Commission meeting and Grand Re -Opening event scheduled Friday, August 9, 2013 NEW BUSINESS: Commissioner McGillivray inquired about the possibility of placing a one -page advertisement in the local newspaper to market the special events at Oakland County Parks in order to inform the public of the activities and events. OLD BUSINESS: There was no old business to report. ADJOURNMENT: Meeting adjourned at 10:57 a.m. John A. Scott, Secretary Vicky Valko,jReZo&ding Secretary