HomeMy WebLinkAboutMinutes - 2013.09.04 - 39300Oakland County Parks and Recreation Commission
September 4, 2013
Commissioner John Scott called the meeting to order at 9:02 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 111, Gregory Jamian, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr.,
Christine Long, Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT:
None
ALSO PRESENT:
Parks and Recreation:
Daniel Stencil, Executive Officer
Sue Wells, Manager of P & R Operations
Jeremy Brown, Assistant Park Supervisor
Phil Gastonia, Business Development Rep.
Zach Crane, Architectural Engineer 11
Mike Donnellon, Chief -Parks Fac. Maint. & Dev.
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 — Administrative Services
Stephanie Loria, Recreation and Trails Planner
Katie Pardy, Park Supervisor
Melissa Prowse, Business Development Rep,
Stephanie Mackey, Business Development Rep.
OC Fiscal Services
Jeff Phelps, Supervisor II
DiClemente Siegel
Laurie R. Orr
Lee Mamola
Design Resources
David Donnellon
Jay Noonan
Frank Rewold and Sons
Paul Weisenbach
George W. Auch Company
James Munchiando
Danielle Nokielski
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. Nash, to approve the agenda with the following change:
Remove Item 9 A: Final Completion of Bernco Contract
AYES: Kostin, Lewis, Long, McGillivray, Nash, Scott (6)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Nash, to approve the minutes of the OCPR Regular
Commission Meeting of August 7, 2013, with the following correction:
Remove Ron Fowkes and add Gregory Jamian under Commission Members Present
(Commission Meeting, September 4, 2013)
AYES: Kostin, Lewis, Long, McGillivray, Nash, Scott (6)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no questions or comments from the public
PRESENTATIONS:
Mike Donnellon — Forgotten Harvest
Executive Officer Daniel Stencil presented a plaque to Mike Donnellon, Chief of Parks Facilities
Maintenance and Development, from Forgotten Harvest. This was in honor of the cooperative efforts of
OCPR staff with WAM (Weekend Alternatives for Misdemeanants) Department of Corrections Program at
the Springfield Oaks Community Garden which was led by Mike Donnellon. More than 50,000 pounds of
fresh produce was donated to families in need in southeast Michigan from this 6-7 acre garden in 2012.
Staff Retirement Announcement
Executive Officer Daniel Stencil advised the Commission that Chief of Park Operations and Maintenance
— South District Larry Gee will be retiring after 38.5 years of supporting Oakland County Parks and
Recreation. Mr. Gee advised that he has had a great career and has loved working at Oakland County
Parks and Recreation.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Mr. Kostin, to approve items 8A through 8E under the
Consent Agenda as follows:
• Internal Service & Department Funds Journal Entry Register for Month Ending 07/31/13
(FM 10, FY 2013)
• Payment Register for Month Ending 07/31/13 (FM 10, FY 2013)
• Monthly Financial Statements for Month Ending 07/31/13 (FM 10 FY 13)
• Monthly Average Comparison Report
• Contributions 3`d Quarter Report
• FY 2013 Budget Amendment
AYES: Baumhart, Kostin, Lewis, Long, McGillivray, Nash, Scott (7)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
Service Portfolio Update
Karon Badalamenti, our consultant from GreenPlay LLC, provided the Commission with an update on the
status of the Service Portfolio. She informed the Commission that this is a work in progress and is still
being fine-tuned. She reminded the Commission that the foundation of this process is based on the
OCPR Commission's values, visions and mission statement. We are we currently in the process of the
cost recovery portion of the Service Portfolio. She indicated there could be alternate ways for increasing
revenue and providing additional services to our constituents. In addition to fees and charges this could
also include alternative funding sources such as grants, sponsorships and donations. OCPR's current
use of volunteers is replacing the need for additional paid employees and is a cost savings in itself. The
(Commission Meeting, September 4, 2013)
Cost Recovery team is currently working on determining our existing cost recovery numbers as well as
the goals for cost recovery for our current programs and services. Karon outlined some examples of
nationwide percentages on cost recovery and some examples of targets OCPR could aim for in specific
areas. The ultimate goal on cost recovery is to break even.
Ms. Badalamenti will continue working with the Cost Recovery team and will report back to the
Commission as the process continues.
Final Approval of FY 2014-2016 OCPR Budget
Moved by Mr. Scott, supported by Mr. Jamian, to approve the Fiscal Year 2014-2016 Proposed
Budget and adopt the Fiscal Year 2014 General Appropriations Act resolution balancing total
appropriations with available resources at $25,774,494.
OAKLAND COUNTY PARKS AND RECREATION COMMISSION
FISCAL YEAR 2014 BUDGET
GENERAL APPROPRIATIONS ACT
WHEREAS in accordance with the provisions of Public Act 261 of 1965, the County and Regional
Parks Act, and Public Act 621 of 1978 (as amended), the Uniform Budgeting and Accounting Act
for Local Government, and the By -Laws of the Oakland County Parks and Recreation
Commission approved January 12, 2011, it is the responsibility of the Oakland County Parks and
Recreation Commission to amend and adopt the annual Oakland County Parks and Recreation
Commission Budget; and
WHEREAS, the Parks and Recreation Executive Officer received budget requests from all Parks
and Recreation Budget Units, and the Parks and Recreation Executive Officer and his staff has
prepared and submitted in detail the Parks and Recreation Executive Officer's Fiscal Year 2014
Budget Recommendation to the Oakland County Parks and Recreation Commission; and
WHEREAS, the Oakland County Parks and Recreation Commission has reviewed in detail the
Parks and Recreation Executive Officer's Fiscal Year 2014 Budget Recommendation as shown
on Schedules A, B, C, D, E, F, and G, hereby annexed and made part of the General
Appropriations Act for Fiscal Year 2014; and
WHEREAS supplemental summaries and data contained herein are for informational purposes
only, and are not part of the General Appropriations Act for Fiscal Year 2014.
NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation Commission,
after due deliberation, does hereby amend and adopt the Fiscal Year 2014 General
Appropriations Act balancing total appropriations with available resources at $25,774,494,
BE IT FURTHER RESOLVED that as stated in the Commission By -Laws, appropriations
accumulated within the department will be deemed maximum authorization to incur expenditures.
The Parks and Recreation Executive Officer or his designated Fiscal Officer shall exercise
supervision and control of all budgeted expenditures with each Budget Unit, and at no time shall
the expenditures exceed the total appropriation for the department as originally amended or
adopted by the Oakland County Parks and Recreation Commission.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, September 4, 2013)
Final Approval of Management Plan and 15-Year Forecast:
1. FY 2014-2028 Capital Improvement & Maintenance Program
2. FY 2014-2028 Maintenance Program
Moved by Mrs. Long, supported by Mr. Scott to approve and proceed with the Capital
Improvement and Maintenance Management Plans for Fiscal Year 2014.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Conceptual Approvals:
Addison Oaks Banquet Center Renovations and Glen Oaks Banquet Center Renovations
Moved by Mr. Lewis, supported by Mr. Scott to approve proceeding with the necessary
construction documents by DiClemente Siegel Design (DSD) and bidding for construction by
George W. Auch, contingent upon staff presenting all project related costs for Commission
approval of construction, and to proceed with the necessary construction documents by
DiClemente Siegel Design and bidding for construction by Frank Rewold & Son, contingent upon
staff presenting total project costs for Commission approval of construction.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Construction Proiect Approvals:
Glen Oaks HVAC Replacement
Moved by Mr. Lewis, supported by Mr. Baumhart, to award construction to Frank Rewold & Sons,
Inc. in the amount not to exceed $264,464, which includes a 10% contingency, for the Glen Oaks
Conference Center HVAC replacement project, with total project costs including design fees
estimated at $290,939.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Groveland Oaks Section C Restroom
Staff informed the Commission this project is to renovate the restroom facility in Section C at Groveland
Oaks County Park. These improvements would make the facility more energy efficient, bring the building
up to code and upgrade the fixtures within the building. After evaluating the proposed construction and
the associated costs of the project, the Commission asked staff for information on the return on
investment for these proposed improvements.
A motion made by Mr. Jamian to approve the project failed due to lack of support.
(Commission Meeting, September 4, 2013)
Springfield Oaks Main Arena Bleacher Replacement
Moved by Mr. Lewis, supported by Mr. Jamian to award construction to
Frank Rewold & Sons, Inc. in the amount not to exceed $558,168.00 which includes a
5% contingency, for the Springfield Oaks Activity Center -Main Arena Bleacher Replacement
Project.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Groveland Oaks Section C Restroom (continued)
Moved by Mr. Jamian, supported by Mrs. Long to reconsider the Groveland Oaks Section C
Restroom project.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Commission requested additional information from staff regarding the construction and the project costs
for the Groveland Oaks Section C Restroom project.
Moved by Mr. Jamian, supported by Mrs. Long, to move forward with the Groveland Oaks
Section C Restroom project, subject to staff working on reducing the total project cost including
evaluating value engineering, paying particular attention to the green features of this project, and
reporting back to the Commission on the cost savings for this project, at the October 2, 2013,
OCPR Commission meeting
ROLL CALL VOTE:
AYES: Baumhart, Fisher, Jamian, Kostin, Long, Nash, Scott, VanderVeen (8)
NAYS: Lewis, McGillivray (2)
Motion carried on a Roll Call vote.
Oakland County Market — Flea Market Discontinuation Proposals
As a result of declining participation by vendors and attendance by the public, staff has recommended the
Flea Market activities be discontinued at the Oakland County Flea Market effective May 1, 2014.
Moved by Mr. Kostin, supported by Mr. Lewis, to discontinue the operations of the Flea Market at
the Oakland County Market effective May 1, 2014.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
The Commission directed staff to report back on the alternative programs to be held at the County Market
facility in lieu of the Flea Market activity, which will be ready for May 1, 2014.
(Commission Meeting, September 4, 2013)
December 2013 OCPR Commission Meeting Schedule Change (Time Change)
Moved by Mr. VanderVeen, supported by Mr. Baumhart to reschedule the Oakland County Parks
and Recreation Commission meeting scheduled for 9:00 a.m. on Wednesday, December 4, 2013,
to 10:30 a.m. on Wednesday, December 4, 2013.
AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
Other Power Driven Mobility Devices (OPDMD) Policy Revision — to Comply with Americans with
Disabilities Act (ADA)
Moved by Mr. Scott, supported by Mr. McGillivray, to approve the revised Other Power Driven
Mobility Device Policy to comply with Americans with Disabilities Act (ADA), as submitted.
AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
Request for Sale of Alcohol on Oakland Countv Parks and Recreation Property — Leadership
Oakland
Moved by Mr. Scott, supported by Mr. Baumhart, to approve the request from
Leadership Oakland to host an "Oktoberfest" fundraiser at the Oakland County Market on the
evening of Wednesday, October 23, 2013, and sell alcohol on Oakland County Parks and
Recreation Commission property, subject to the conditions of the existing policy.
AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
STAFF REPORTS:
Participation and Proqram Review FY 2013, Month 10
The Participation and Program Review report for July 2013 was received.
Update on Food and Beverage Contract
Staff informed the Commission the Food and Beverage Negotiations Committee will be meeting for
contract negotiations immediately following the Commission meeting. The Committee will provide an
update on the progress at the October 2, 2013, OCPR Commission meeting.
Executive Officer's Report:
In addition to the items in the Executive Officer's Report filed in the agenda, the following information was
noted:
- Upcoming Recreation Program Services events
- Road Commission for Oakland County's grant opportunity with the Michigan Department of
Transportation for a safety path at Independence Oaks County Park/Partnership with OCPR
Commission and Independence Township
(Commission Meeting, September 4, 2013)
Noreen Keating, Executive Director for Oakland Parks Foundation, has been selected to receive the
Eleanor Josaitis Unsung Hero award on October 10, 2013, in Dearborn
Monthly Update Report for OCPR Commission on Capital Improvement Projects
OCPR sponsorship for Arts Beats & Eats Salute to Veterans event
NEW BUSINESS:
Commissioner VanderVeen informed the Commission of a letter he received from Ken Rogers, Executive
Director of Automation Alley. Mr. Rogers commended the Oakland County Parks and Recreation
Management team and staff on the great job regarding their participation in recent events including the
Oakland County Fair and the Oakland County Air Show. He also appreciated the efforts put into the care
and maintenance of Independence Oaks County Park. Mr. Rogers expressed his appreciation for the
staff enriching the quality of life for Oakland County residents.
Commissioner McGillivray informed the Commission that the Youth Assistance Coordinating Council has
scheduled a walk and birthday bash at Independence Oaks County Park on September 22, 2013, at
12:30 p.m. He also advised that he has received very positive comments from the Youth Assistance
representatives about Independence Oaks County Park
Commissioner Kostin advised that Independence Township officials are very supportive of the safety path
that is proposed on Sashabaw Road near Independence Oaks.
OLD BUSINESS:
There was no old business to report.
ADJOURNMENT:
Meeting adjourned at 11:20 a.m.
Joq A. Scott, Secretary Vicky Valko,' "ing Secretary