HomeMy WebLinkAboutMinutes - 2013.10.02 - 39301Oakland County Parks and Recreation Commission
October 2, 2013
Commissioner John Scott called the meeting to order at 9:05 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:
None
ALSO PRESENT:
Parks and Recreation:
OC Fiscal Services
Oakland County Corporation Counsel
Vandeveer Garzia
DiClemente Siegel Design
Frank Rewold and Sons
George W. Auch Company
GreenPlay, LLC
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Phil Castonia, Business Development Rep.
Zach Crane, Architectural Engineer II
Jim Dunleavy, Chief, Parks Ops. & Maint. — N. District
Terry Fields, Chief -Recreation Programs & Services
Donna Folland, Project Advisor
Linda Hegstrom, Project Advisor
Karen Kohn, Supervisor — Administrative Services
Stephanie Mackey, Business Development Rep.
Jennifer Myers, Architectural Engineer II
Melissa Prowse, Business Development Rep.
Jeff Phelps, Supervisor II
Jody Hall
John Lynch
David Houbeck
Lee Mamola
Paul Weisenbach
Danielle Nokielski
Karon Badalamenti
Moved by Mrs. Long, supported by Mr. Scott, to approve the agenda with the following change:
Add under Old Business: Groveland Oaks Section C Restroom/Shower Renovations — Update
AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mrs. Long, supported by Mr. McGillivray, to approve the minutes of the OCPR Regular
Commission Meeting of September 4, 2013, as submitted.
AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, October 2, 2013)
PUBLIC COMMENTS:
There were no questions or comments from the public.
CONSENT AGENDA:
Moved by Mr. Kostin, supported by Mrs. Long, to approve items 7A through 8D under the
Consent Agenda as follows:
• Internal Service & Department Funds Journal Entry Register for Month Ending 08/31/13
(FM 11, FY 2013)
• Payment Register for Month Ending 08/31/13 (FM 11, FY 2013)
• Monthly Financial Statements for Month Ending 08/31/13 (FM 11 FY 13)
• Monthly Average Comparison Report
• Capital Improvement Projects & Statement of Net Position Report
AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
CLOSED SESSION:
Moved by Mr. Scott, supported by Mr. VanderVeen, to adjourn to a Closed Session for
the purpose of discussing a legal opinion with Oakland County Corporation Counsel.
ROLL CALL VOTE:
AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The meeting was adjourned to a closed session at 9:08 a.m.
Moved by Mr. VanderVeen, supported by Mr. Scott, to reconvene the Commission Meeting to
open session.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
The meeting re -convened to open session at 9:20 a.m.
Proposed Bernco Construction Settlement
Moved by Mr. Kostin, supported by Mr. Scott, to accept the settlement arrangement with
Bernco Construction which was presented to the OCPR Commission by legal counsel.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, October 2, 2013)
Construction/Renovation Approvals:
1. Addison Oaks Banquet Center Renovations
After discussion on whether to proceed with a portion of the Addison Oaks Banquet Center Renovation
project as recommended by staff, or to proceed with the entire project, the Commission determined they
were in favor of proceeding with the whole project that was outlined in the memo submitted by staff for a
total construction cost of $672,228.
Moved by Mr. Scott, supported by Mr. Baumhart, to award the contract for the Addison Oaks
Banquet Center Renovations for project design, interior renovation/construction, structural
repair, furniture/artwork and contingency for a total approved project construction cost of
$672,228 to George W. Auch Company, which includes a transfer of $250,108 from the Net
Position -Unrestricted Funds to the Capital Improvement Project for the Addison Oaks Conference
Center -Interior Renovations.
The Commission asked staff if they felt confident the project could stay within this proposed budget,
which includes additional funds for allowances. Staff indicated they will stay within this proposed budget
of $672,228.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
2. Glen Oaks Banquet Center Renovations
The Commission indicated they wanted to proceed with the entire Glen Oaks Banquet Center Renovation
project, instead of constructing the project in phases, as recommended by staff.
Moved by Mr. Lewis, supported by Mr. Jamian, to award the contract for the Glen Oaks Interior
Renovations for renovation/construction, furniture/artwork, lighting and contingency for a total
approved project construction cost of $577,404 to Frank Rewold & Sons, Inc., which includes a
transfer of $156,294 from the Net Position -Unrestricted Funds to the Capital Improvement Project
for the Glen Oaks Conference Center -Interior Renovations.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Springfield Oaks Davisburg Dan Improvements/Affidavit to Clarify Quit Claim Deed
(Mill Pond Dam) Mill Pond Fiscal Responsibilities
Moved by Mrs. Long, supported by Mr. Baumhart, to approve the following resolution granting
approval of the Affidavit of Clarification of financial responsibility to the 1984 Quick Claim Deed
for the Springfield Oaks Davisburg Dam, as drafted by Oakland County Corporation Counsel, and
forward it to the Oakland County Board of Commissioners for final approval:
REQUEST FOR APPROVAL OF AFFIDAVIT OF CLARIFICATION
OF FINANCIAL RESPONSIBILITY FOR
DAVISBURG DAM — SPRINGFIELD OAKS COUNTY PARK
WHEREAS, the County of Oakland owns property located along Andersonville Road in
Springfield Township known as Springfield Oaks County Park; and
(Commission Meeting, October 2, 2013)
WHEREAS, a seven -acre portion of the property identified as the Davisburg Mill Pond
site was conveyed by Quit Claim Deed to the Charter Township of Springfield on
March 1, 1984; and
WHEREAS, the Davisburg Mill Pond site included the Mill Pond Dam, which creates the
primary east -west Davisburg Road connection; and
WHEREAS, Oakland County Parks and Recreation has been responsible for the required
inspection and maintenance of the dam since 2000, as required by the Michigan
Department of Natural Resources; and
WHEREAS, Parks staff, with the assistance of Oakland County Corporation Counsel and
Oakland County Property Management, verified that the County of Oakland owns the
property of the dam, however the deed language was interpreted to read that the Charter
Township of Springfield and Springfield Township Parks and Recreation are financially
obligated for the maintenance of the existing dam; and
WHEREAS, on February 23, 1984, the Oakland County Board of Commissioners
adopted Miscellaneous Resolution # 84037 stating the financial obligation for
maintenance and repair of the dam shall be split based on the frontage of the Mill Pond;
and
WHEREAS, that split is calculated based on GIS data to be 55% Oakland County Parks
and Recreation Commission and 45% Charter Township of Springfield; and
WHEREAS, an Affidavit of Clarification was drafted by Oakland County Corporation
Counsel clarifying the financial, maintenance, and repair obligations of the dam by the
two agencies; and
WHEREAS, maintenance of the dam supports Chapter 2.1.6 of the Parks Commission's
2008 Strategic Master Plan with direction to maintain and update the parks infrastructure;
and
WHEREAS, in collaboration with the Charter Township of Springfield, Parks staff will be
working to identify and prioritize maintenance and repairs to the dam, as well as to
research any funding opportunities; and
WHEREAS, the Affidavit of Clarification of financial responsibility for the dam supports
Chapter 2.1.7 of the Parks Commission's 2008 Strategic Master Plan with direction for
partnering and sharing maintenance costs; and
WHEREAS, the Charter Township of Springfield, at its July 11, 2013 Township Board
Meeting, approved the Affidavit of Clarification, contingent upon approval by the Oakland
County Parks and Recreation Commission and the Oakland County Board of
Commissioners.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve
the Affidavit of Clarification of financial responsibility, including maintenance and
operational responsibility, to the 1984 Quit Claim Deed for the Davisburg Mill Pond Dam
at Springfield Oaks County Park as drafted by the Oakland County Corporation Counsel
and approved by the Charter Township of Springfield.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, October 2, 2013)
Temporary Use Permit — Leadership Oakland/County Market
Moved by Mr. McGillivray, supported by Mr. Baumhart, to approve the Temporary Use Permit for
Leadership Oakland's use of the Oakland County Market on October 23, 2013, for the Leadership
Oakland's "Oktoberfest" event.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Independence Oaks Safety Path — Michigan Department of Transportation (MDOT) Grant
Resolution in Support of Transportation Alternatives Program (TAP)
Moved by Mr. VanderVeen, supported by Mr. Scott, to adopt the following resolution
recommending support of the application for Independence Township and the Road Commission
for Oakland County to seek funding from the Michigan Department of Transportation (MDOT)
Transportation Alternatives Program (TAP) for construction of a pathway along Sashabaw Road
at Independence Oaks County Park, connecting the north and south units of the park and
providing non -motorized park access.
WHEREAS, the Road Commission for Oakland County and Oakland County Parks and
Recreation Commission have been notified by the Michigan Department of Transportation that
application for cost sharing grants from the Transportation Alternatives Program may be
submitted by October 31, 2013; and
WHEREAS, the Oakland County Parks and Recreation Commission has identified and
established priorities for improvements within the adopted FY 2013-2017 Five -Year Recreation
Plan and the adopted FY 2014-2016 Capital Improvement Program Budget, including
construction of a pathway along Sashabaw Road connecting the north and south portions of
Independence Oaks County Park; and
WHEREAS, the Road Commission for Oakland County is an eligible applicant for the
Transportation Alternatives Program; and
WHEREAS, the Road Commission for Oakland County will submit an application to the
Transportation Alternatives Program in the amount of $900,000 (57% of estimated total project
cost of $1,586,335), Independence Township will commit to a match of $300,000 (19% of
estimated total project cost) and Oakland County Parks and Recreation Commission will commit
to a match of $386,335 (24% of estimated total project cost); and
WHEREAS, the grant agency requires a resolution from the Oakland County Parks and
Recreation Commission in support of the application.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends support of the Road Commission for Oakland County's
(RCOC) application for the Transportation Alternatives Program (TAP) grant application to the
Michigan Department of Transportation (MDOT), and commits to a 24% match estimated at
$386,335 for the construction of the safety path along Sashabaw Road connecting the north and
south portions of Independence Oaks County Park.
Staff advised they will come back to the OCPR Commission in early 2014 for approval of the engineering
survey contract for this project, and in the fall of 2014 for approval of the construction contract.
(Commission Meeting, October 2, 2013)
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Service Portfolio Proiect Update — Karon Badalamenti, GreenPlav LLC
Karon Badalamenti, consultant from GreenPlay LLC, provided the Commission with an update on the
status of the Service Portfolio. A big portion of this process is identifying what services OCPR currently
provides, what services should be provided, what services should be improved upon, and what if anything
should be added to the services currently being provided. Part of this assessment is reviewing what is
currently being offered by the public sector, the private sector, and the non-profit sector and then
comparing like or similar services. Those services are then compared against the current OCPR
Commission's values, visions and mission statement. In addition, it needs to be determined if the services
provided are financially sustainable.
Staff is also working with Karon on determining alternate ways for increasing revenue which could include
additional fees and charges, 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.
All of this information gathered will then be put into a matrix, which will be a very useful tool for staff when
creating budgets in the future.
Ms. Badalamenti will continue working with staff on this project and will report back to the Commission on
the waterpark analysis at the November Commission meeting, and if all goes well, present the final
recommendation to the OCPR Commission in December.
Proposed 2014 OCPR Commission & Executive Committee Meeting Dates
Moved by Mr. Jamian, supported by Mr. Baumhart, to approve the 2014 Oakland County Parks
and Recreation Commission and Executive Committee meeting dates.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
STAFF REPORTS:
Participation and Program Review FY 2013, Month 11
The Participation and Program Review report for August 2013 was received.
Update on Food and Beverage Contract
Staff informed the Commission the Food and Beverage Committee negotiations are continuing and then
provided an update on the status of those negotiations. Some of the recent concerns of the OCPR
Commission have been included in the list of items currently being negotiated. Commission directed staff
that if negotiations are not successful with the first vendor to report back to the Commission before
proceeding to negotiations with the second vendor.
Virtual Tour
Staff updated the Commission on the Banquet Center 3600virtual tours that are now available on the
OCPR website. This is a new tool that provides a visual tour of the inside of our facilities which could also
be used as another tool for marketing of the facilities. Commission also recommended virtual tours of the
other amenities available at Oakland County Parks including the trails and campgrounds.
(Commission Meeting, October 2, 2013)
Quarterly Dashboard and Monthly Data Report
Staff provided the Commission with an update on the Quarterly Dashboard and Monthly Data Report.
This report will replace the old activity report. The intent of this report is to tie in the daily transactions
from the RecTrac program to the OCPR historical data in order to provide status reports to the
Commission, show trends from year to year, and aid in decision making and setting priorities. This
process will also allow staff to tie into the cost recovery analysis and the OCPR mission, goals and
objectives. Staff is currently inputting data manually from prior years and creating baseline and target
figures. The goal is that this tool will also aid in the organizational sustainability of Oakland County Parks.
Executive Officer's Report:
In addition to the items included in the Executive Officer's Report filed in the agenda, the following
information was noted:
- Red Oaks Waterpark and Natural Resources Trust Fund trail project along John R and Dequindre
roads by the Waterpark and Dog Park
- Additional parking options near the Red Oaks Waterpark
- Possible ATT sites in Oakland County Park could result in approximately $100,000 in annual
revenue
- National Recreation and Park Association Congress in Houston, Texas October 8-10, 2013
- OCPR will be receiving two National Association of County Parks and Recreation Officials
(NACPRO) awards: one for the OC Express program and one for Red Oaks Park facility for being
one of the most unique recreation experiences in the country, due to the multiple amenities at the
site
- Energy conservation best practices in the designs and operations of OCPR facilities
OLD BUSINESS:
Groveland Oaks -Section C Restroom/Shower Renovations — Update
The Commission discussed this project at the September 4, 2013, OCPR Commission meeting and
directed staff to work on reducing the total project cost for this project including evaluating value
engineering, paying particular attention to the green features of this project, and to report back to the
Commission on the cost savings at this meeting. Staff reported they have been working with our
consultants and have identified potential construction cost savings of $101,874, less design fees for the
value engineering of $20,000 for a net potential savings of $82,874.
Moved by Mr. Scott, supported by Mrs. Long, to ratify the approval of the total costs for the Groveland
Oaks -Section C Restroom/Shower Renovations approved at the September 4, 2013, meeting in the
amount of $542,754.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
NEW BUSINESS:
Mr. Jamian asked if there was a demand to have the Oakland County Market open for one additional day
per week during the summer months.
Mr. Kostin advised that it appeared that the City of Detroit was closer to having a lease agreement with
the Michigan Department of Natural Resources for Belle Isle.
Mr. VanderVeen informed the Commission that Oakland County now has exceeded Kent County for
vehicle/deer crashes.
(Commission Meeting, October 2, 2013)
Mr. McGillivray advised of an event he attended at Independence Oaks for Youth Assistance
Coordinating Counsel. He received many comments from the other participants at this event that they
were not aware of the wonderful Oakland County parks and facilities. It was recommended that OCPR
needs to work harder on marketing and promoting the parks and facilities, possibly including television
ads, billboards or 3600 tours of the parks.
Mr. McGillivray also requested a report from the Executive Officer on weddings held at Oakland County
facilities — where they were held, when they were held, total numbers, etc. Commission felt we need to
get the word out on the availability of our facilities for weddings.
ADJOURNMENT:
Meeting adjourned at 11:20 a.m.
Joky( A. Scott, Secretary Vicky Valko, Recording Secretary