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HomeMy WebLinkAboutMinutes - 2013.11.06 - 39302Oakland County Parks and Recreation Commission November 6, 2013 Chairman Fisher called the meeting to order at 9:01 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 Sheriff's Office George W. Auch Company ECT Oakland Parks Foundation APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Phil Castonia, Business Development Rep. Zach Crane, Architectural Engineer II Mike Donnellon, Chief -Park Facilities Maint. & Dev. Terry Fields, Chief -Recreation Programs & Services Donna Folland, Project Advisor Karen Kohn, Supervisor — Administrative Services Patricia Lindsay, Technical Assistant Stephanie Mackey, Business Development Rep. Jennifer Myers, Architectural Engineer II Melissa Prowse, Business Development Rep. Jeff Phelps, Supervisor II Sgt. Kelly Sexton Danielle Nokielski Alice Bailey Noreen Keating Moved by Mr. Scott, supported by Mr. Baumhart, to approve the agenda as submitted. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) 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 Regular Commission Meeting of October 2, 2013, as submitted. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: There were no questions or comments from the public. (Commission Meeting, November 6, 2013) PRESENTATIONS: A. Award from MSU Cooperative Extension - Friend of 4H Executive Officer Daniel Stencil presented an award Oakland County Parks and Recreation received on October 12, 2013, at the Annual Oakland County Cooperative MSU Extension Service Award - 2013 Friend of 4H Award for the longstanding support of the Oakland County Fair as well as the 4H programs countywide. B. 2013 Shining Light Award - Noreen Keating Mr. Stencil introduced Noreen Keating, Director of Oakland County Parks Foundation. At a banquet on October 10, 2013, Ms. Keating received the Eleanor Josaitis 2013 Shining Light Unsung Hero Award. C. National Association of County Parks & Recreation Officials (NACPRO) Awards: At the National Park and Recreation Association Conference in Houston, Texas Oakland County Parks and Recreation Association received two awards from the National Association of County Parks and Recreation Officials Association. The first award was for Red Oaks County Park for its design and the unique adaptive re -use of what was once unusable land to what is now 201 acres which hosts a dog park, a waterpark, a nature center, a youth soccer complex and a 9-hole golf course. It is truly a treasure that the OC Parks system has in a very urban part of southeast Oakland County. The second award was for Urban Recreation for providing services and programs to residents of Oakland County through OC Parks Express, the mobile recreation initiative to use the Oakland County Parks and Recreation buses as a means of bringing people to our parks and programs. CONSENT AGENDA: Moved by Mr. VanderVeen, supported by Mr. Jamian, to approve items 8 A, 8 B, 8 E and 8 F under the Consent Agenda as follows: • Internal Service & Department Funds Journal Entry Register for Month Ending 09/30/13 (FM 12, FY 2013) • Payment Register for Month Ending 09/30/13 (FM 12, FY 2013) • Monthly Financial Statements for Month Ending 09/30/13 (FM 12 FY 13) • FY 2013 Budget Transfer - $12,000 Market Grant Money Transfer • FY 2013 Budget Amendment — College Intern Pay Rate AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. • Monthly Average Comparison Report: Commission inquired about the reduction in the amounts on the Monthly Average Revenue. Staff indicated that the reduction was primarily due to Golf and Waterpark revenues, which were down due to the weather. • Capital Improvement Projects & Statement of Net Position Report: Staff clarified the figures on this report and explained that we use the best practices from the Government Finance Officers Association (GFOA) as outlined in the policy which was adopted by the Commission. (Commission Meeting, November 6, 2013) Moved by Mr. Lewis, supported by Mrs. Long, to approve items 8 C - Monthly Average Comparison Report, and 8 D - Capital Improvement Projects & Statement of Net Position Report. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA: 2013-2015 Oakland County Sherriff's Office/Oakland County Parks and Recreation Contract Amendment for Deputy Staffing - Resolution Chairman Fisher requested the wording in the fourth paragraph of the Oakland County Sherriff's Office/Oakland County Parks and Recreation Contract for Deputy Staffing Amendment #1 as follows: IN WITNESS WHEREOF, Gerald A. Fisher, Chairman of the Parks and Recreation Commission, hereby acknowledges that he hereby executes this Amendment on behalf of the Commission, which binds the Commission to the terms and conditions of this Amendment. Moved by Mr. Fisher, supported by Mr. Kostin, to approve the following resolution authorizing contract Amendment #1 with the Oakland County Sheriff's Office for Law Enforcement Services with the Oakland County Parks and Recreation Commission for 2014-2015 at the rates provided in the proposed amendment which includes the recommended changes in the fourth paragraph of the Amendment: WHEREAS the Oakland County Parks and Recreation Commission has contracted with the Oakland County Sheriff's Office to provide law enforcement services for the Parks (Oakland County Board of Commissioners M.R. #12318); and WHEREAS this Contract provided that an amendment to this Contract must be approved by a resolution of the Oakland County Board of Commissioners and the Parks and Recreation Commission; and WHEREAS the Parks and Recreation Commission is requesting approval of a proposed amendment to the contract which would add one (1) FTE Deputy II (no -fill) effective February 1, 2014 to December 31, 2015 bringing the number of full-time contracted staff to four (4); and WHEREAS the Sheriff has agreed to add one (1) FTE Deputy II (no -fill) for the Parks and Recreation Commission under the terms of this contract. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby approve the amendment to the original contract for the Oakland County Sheriff's Office 2013-2015 Law Enforcement Services Agreement to add one (1) FTE Deputy II (no -fill) on February 1, 2014 to December 31, 2015, and to authorize Chairman Gerald A. Fisher to execute the amendment. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby recommend the Oakland County Board of Commissioners approve an amendment to the original contract for the Oakland County Sheriff's Office 2013-2015 Law Enforcement Services Agreement with the Oakland County Parks and Recreation Commission to add one (1) FTE Deputy 11 (no -fill) on February 1, 2014 to December 31, 2015, and to authorize Chairman Michael J. Gingell to execute the amendment. BE IT FURTHER RESOLVED that one (1) GF/GP FTE Deputy II position be created in the Patrol Services Division/Parks (4030616) of the Sheriff's Office for the period February 1, 2014 to December 31, 2015. (Commission Meeting, November 6, 2013) BE IT FURTHER RESOLVED that one (1) marked four-wheel drive Tahoe with MDC, Camera, mobile and prep radio be added to the county fleet. BE IT FURTHER RESOLVED that this amendment will take effect February 1, 2014. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. BP Fueling Communities Donation Moved by Mr. McGillivray, supported by Mr. Nash to approve the following resolution to accept the $20,000 donation from BP Fueling for recreation opportunities for Disabled Veterans: 2013 BP FUELING COMMUNITIES 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 donation will fund the Disabled Veteran's Sport Initiative; and 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, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Conceptual Construction Approvals: Campground Recreation Pavilion - Addison Oaks Moved by Scott, supported by Mr. VanderVeen, to conceptually approve proceeding with the Addison Oaks Campground Recreation Pavilion project by completing the necessary construction documents by a designer, to be determined, and bidding for construction by George W. Auch Company. Final presentation of all project related costs will be brought to the Commission for construction approval at a date to be determined. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, November 6, 2013) Storm Water Reclamation/Irrigation - Red Oaks Moved by Mr. Baumhart, supported by Mr. McGillivray to conceptually approve proceeding with the Red Oaks Storm Water Reclamation project by soliciting the necessary request for proposal for design engineering services to develop the final construction documents with pre -construction services by George W. Auch Company. Final presentation of all project related costs will be brought to the Commission for construction approval at a date to be determined. AYES: Baumhart, Fisher, Jamian, Long, McGillivray, Nash, Scott, VanderVeen (8) NAYS: Lewis (1) Motion carried on a voice vote. Connector Trail (13 Mile-Deguindre Roads) - Red Oaks Moved by Mr. Jamian, supported by Mr. Baumhart, to conceptually approve proceeding with the necessary construction documents by Giffels-Webster Engineers and bidding for construction by George W. Auch Company for the Red Oaks Connector Trail project, contingent upon staff presenting all project related costs for Commission approval of construction. AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) 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 September 2013 was received. Master Plannina & Desian/Construction Process Staff provided a presentation on how the design and construction process relates to master planning, and the relationship between the 15-Year Forecast and the budgeting process. Staff also detailed the multi- step process of the necessary approvals for staff to move forward to complete and implement the various budgeted projects. Food and Beverage Committee Update Update on Food and Beverage Contract Staff provided the Commission with a report on some preliminary figures for events held at the OCPR facilities. In addition, the Commission received an update on the status of the Food and Beverage Committee negotiations. Staff also advised that Kosch Hospitality, the vendor for concessions at the waterparks, Groveland Oaks and Springfield Oaks Golf Course has provided a 365 day notice that they wish to terminate their contract at those facilities. Kosch is under contract to provide services through the 2014 operating season. Temporary Use Permit Report/Update Staff submitted a report to the Commission on the status of the OCPR Temporary Use Permits. This is the report that was requested by the Commission after the Temporary Use Permit process was approved. Staff has requested that these reports be submitted on a quarterly basis rather than a monthly basis. (Commission Meeting, November 6, 2013) Moved by Mr. Baumhart, supported by Mrs. Long, to receive the OCPR Temporary Use Permit reports on a quarterly basis. AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. Service Portfolio Update Staff provided the Commission with an update on the status of the Service Portfolio project. In addition, an unexpected delay has caused the final presentation of the project to the OCPR Commission to be postponed until January 2014. Staff will continue to work with the consultants of GreenPlay, LLC in order to finalize the project. 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: - Glamorous Camping — a unit will be available in December at Waterford Oaks for a few weeks. Staff will be seeking feedback regarding the possible use of these units at OCPR parks. Commissioners are encouraged to tour the unit. - Addison Oaks Conference Center Roof project will be presented to the Commission at the January 2014 Commission meeting. - The joint OCPR/HCMA permit sales for 2013 are up in all categories - Public Land Strategy Committee the Executive Director has served on is working on a collaborative effort with the MDNR on several opportunities in Oakland County - Sue Wells recognized by the Department of Recreation, Parks and Leisure Services at Central Michigan University for her many years of service on their Advisory Board. - Meeting change for Dec 4 10:30 a.m. - OCPR featured in MDNR publication Reelin Michigan Fisheries - Four individuals were cited for fishing at Independence Oaks for violating the Catch and Release guidelines - Draft of 2013 OCPR Commission Annual Report - Proposed budget amendment for expanding services of OCPR Communications and Marketing - Update on process of hiring a Food and Beverage Consultant OLD BUSINESS: Clarification of Minutes of October 2, 2013 OCPR Commission Meeting: Moved by Mrs. Long, supported by Mr. Jamian, to amend the motion for the Groveland Oaks Section C Restroom/Shower Renovations -Update at the October 2, 2013, OCPR Commission meeting to include the design costs as follows: Move 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 $582,281. AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, November 6, 2013) NEW BUSINESS There was no new business to report. CLOSED SESSION: Moved by Mr. Jamian, supported by Mr. VanderVeen, to adjourn to a Closed Session for the purpose of discussing a personnel matter. ROLL CALL VOTE: AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) A sufficient majority having voted, the motion carried. The meeting was adjourned to a closed session at 11:27 a.m. Moved by Mr. McGillivray, supported by Mr. Jamian, to reconvene the Commission Meeting to open session. AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) A sufficient majority having voted, the motion carried. The meeting re -convened to open session at 12:05 p.m. ADJOURNMENT: Meeting adjourned at 12:05 p.m. Sohn A. Scott, Secretary Vicky Valko, Rhcording Secretary