HomeMy WebLinkAboutMinutes - 2013.12.04 - 39303Oakland County Parks and Recreation Commission Meeting
December 4, 2013
Chairman Fisher called the meeting to order at 10:33 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, A. David Baumhart III, Gregory Jamian,
Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long, Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
Robert E. Kostin, Secretary John A. Scott
ALSO PRESENT:
Parks and Recreation
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks & Recreation Operations
Brandy Boyd, Project Advisor
Phil Castonia, Business Development Rep.
Zach Crane, Architectural Engineer II
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint.- N. District
Terry Fields, Chief -Recreation Programs & Services
Karen Kohn, Supervisor — Administrative Services
Sheila Leddy, Central Employee Records Coordinator
Stephanie Mackey, Business Development Rep.
Jennifer Myers, Architectural Engineer II
Melissa Prowse, Business Development Rep.
Desiree Stanfield, Supervisor -Mktg. & Communications
OC Fiscal Services
Jeff Phelps, Supervisor II
George W. Auch Company
Danielle Nokielski
Design Resources, Inc.
David Donnellon
GreenPlay, LLC
Chris Dropinski
Wilderness Cabins
Carl Cyrowski
Carey DePalma
Barnie Leahy
Reese Aldrich
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. Jamian, to approve the agenda with the following change:
Add under REGULAR AGENDA: Item 9 F - Springfield Township Reservoir Street Vacation
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, 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
Regular Commission Meeting of November 6, 2013, as submitted.
(Commission Meeting, December 4, 2013)
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
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Carl Cyrowksi from Wilderness Cabins introduced Carey DePalma, Reese Aldrich and Barney
Leahy, his associates from Wilderness Cabins. Mr. Cyrowski advised the Commission of the new
Wilderness Cabins camping unit which will be on display in front of the OCPR Facilities
Maintenance Building until early January 2014. This is to provide the public with an opportunity to
view the camping unit and also provide input on the desirability of placing these units within
Oakland County Parks campgrounds.
NEW STAFF INTRODUCTION:
Executive Officer Daniel Stencil introduced Sheila Leddy who was recently hired as the Central
Employee Records Coordinator for Oakland County Parks and Recreation. Sheila has worked for
Oakland County for over 15 years, previously working for the Oakland County Sheriff's Office and
most recently at Children's Village where she served as the Central Employee Records
Coordinator.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Mr. Nash to approve Items 8 A-F under the Consent
Agenda as follows:
• OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 10/31/13 (FM 01, FY14)
• Monthly Revenue and Expenditure Comparison Report for Month Ending
10/31/13 (FM 01, FY14)
• Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 10/31/13 (FM 01, FY14)
• Capital Improvement Projects Budget to Actual Report & Statement of Net
Position For Month Ending 10/31/13 (FM 01, FY14)
• OCPR FY 2013 Year -End Report
• FY 2013 4th Quarter Contributions
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
Service Portfolio Update
Ms. Chris Dropinski, Senior Principal and Managing Partner of GreenPlay LLC, who has replaced
Karon Badalamenti on the Service Portfolio project for Oakland County Parks and Recreation,
provided the Commission with an update on the progress of the project over the last few months,
which included Part II — Service Assessment. This tool will determine how OCPR provides
services and also service delivery methods. Chris explained that cost recovery is not
accomplished just through fees and charges it also includes efficiencies, cost savings, cost
avoidance, revenue obtained through other sources, including grants/donations/sponsorships and
a strong emphasis is placed on marketing. This is a business tool which staff can use moving
forward and is very effective in planning and analyzing proposals for future projects and services.
(Commission Meeting, December 4, 2013)
Purchase Electronic Pay Stations - Red Oaks Dog Park and Orion Oaks Dog Park
Staff requested authorization to purchase additional electronic pay stations to be located at Red
Oaks Dog Park and Orion Oaks Dog Park in order to provide additional services to OCPR
patrons. OCPR currently has an electronic pay station at Lyon Oaks so patrons may purchase
day use permits at the park when staff are not present, which has proven to be very effective and
beneficial for park patrons.
Moved by Mr. McGillivray, supported by Mr. VanderVeen, to approve the purchase of two
LUKE II Digital Pay Stations from Traffic and Safety Control System, Inc. of Wixom,
Michigan for the total purchase price of $31,926.
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
Residential Lease Independence Oaks (Park Supervisor's House) - A. Stepp
Moved by Mr. Lewis, supported by Mr. Baumhart to adopt the following resolution
approving the Residential Lease for Aaron and Kyla Stepp for the Independence Oaks
Residential Property located at 9489 Sashabaw Road, Clarkston, Michigan, 48348 for a
5-year term effective January 1, 2014, and forward it to the Oakland County Board of
Commissioners for final approval:
RESIDENTIAL LEASE — STEPP — INDEPENDENCE OAKS
WHEREAS, the County of Oakland is the owner of Independence Oaks County Park; and
WHEREAS, a 1200-square foot house, identified as 9489 Sashabaw Road, Clarkston Michigan,
48348, is located on the grounds of Independence Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease
said house located at 9489 Sashabaw Road, Clarkston Michigan, 48348 to AARON AND
KYLA STEPP for a period commencing January 1, 2014 through December 31, 2018; and
WHEREAS, under the terms and conditions of the attached Lease Agreement
AARON AND KYLA STEPP will pay rent as follows:
January 1, 2014 — December 31, 2014
$785.00
per month
January 1, 2015 — December 31, 2015
$816.00
per month
January 1, 2016 — December 31, 2016
$832.00
per month
January 1, 2017 — December 31, 2017
$848.00
per month
January 1, 2018 — December 31, 2018
$865.00
per month
each month and pay all utility costs; and
WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission
and the Department of Facilities Management that the Oakland County Board of Commissioners
accept and approve the terms and conditions of the attached Lease Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve and
authorize the attached Lease Agreement between the County of Oakland and AARON AND
KYLA STEPP.
(Commission Meeting, December 4, 2013)
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County
Parks and Recreation Rental House Revenue fund line item.
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Construction/Renovation Approvals:
Conceptual Approval - Addison Oaks Conference Center Roof Replacement
Staff requested Conceptual Approval of the Addison Oaks Conference Center Roof Replacement
project. The original roof on this building was installed in 1927 and needs to be replaced. In
addition, it was determined that the original material contained asbestos and will need to be
abated. With events already scheduled for spring 2014 at this facility, staff requested the
Commission's Conceptual Approval in order to move forward on this project. Staff advised the
Commission that the difference in the cost from the original budget was because the original
budget only included Phase I of the project, which addressed only the older portion of the roof,
and this budget estimate also includes Phase II of the project.
Moved by Mr. Jamian, supported by Mrs. Long, to grant Conceptual Approval of the
Addison Oaks Conference Center Roof Replacement project.
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Construction Approval - Hiahland Oaks Central Parking Lot - Change Order #1
Moved by Mr. Jamian, supported by Mr. McGillivray, to transfer $34,590 from Net Position -
Unrestricted Fund to the CIP Project #1752 for the Highland Oaks -Centralized Gravel Parking
Lot, Change Order #1.
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed 2014 Fees & Charges
Moved by Mr. Nash, supported by Mr. Baumhart, to approve the proposed 2014 Fees
and Charges, as recommended, effective January 1, 2014.
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
(Commission Meeting, December 4, 2013)
Springfield Township Reservoir Street Vacation
Moved by Mr. Jamian, supported by Mr. VanderVeen, to approve the following resolution
for the lawsuit and consent judgment by Springfield Township to vacate and acquire
Reservoir Street, and direct the OCPR Chairman to execute the consent judgment on
behalf of the OCPR Commission:
LAWSUIT AND CONSENT JUDGMENT BY SPRINGFIELD TOWNSHIP
TO VACATE AND ACQUIRE RESERVOIR STREET
WHEREAS, on November 27, 2013, Oakland County Corporation Counsel was served with a
lawsuit (Case Number 13-137528-CH) by Springfield Township to vacate and acquire title to
Reservoir Street (located in Springfield Township) and a consent judgment; and
WHEREAS, this lawsuit does not seek any money or particular action from the Oakland County
Parks and Recreation Commission or Oakland County, just consent to the vacation of Reservoir
Street; and
WHEREAS, on April 14, 1982, the Springfield Township Board passed a resolution vacating
Reservoir Street; and
WHEREAS, pursuant to Michigan law all property owners or interest holders within 300 feet of the
property to be vacated must be named as a defendant in the lawsuit to vacate and acquire title to
the property in question; and
WHEREAS, attached to this resolution are two maps illustrating the property in question and the
location of the property to Springfield Oaks County Parks; and
WHEREAS, Springfield Township is requesting that a consent judgment be executed in this
matter; and
WHEREAS, the lawsuit and the execution of the consent judgment will not affect any real
property which is under the custody, control and management of the Commission; and
WHEREAS, it is the recommendation of Corporation Counsel not to contest this lawsuit and to
have the Chairperson of the Commission execute the consent judgment.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission directs its Chairperson to execute the consent judgment in Case Number
13-137528-CH.
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
STAFF REPORTS:
Participation and Program Review FY 2014, Month 01
The Participation and Program Review report for October 2013 was received.
(Commission Meeting, December 4, 2013)
Food and Beverage Committee Update
Staff provided the Commission with a report on the status of the negotiations with the proposed vendor
for the Food and Beverage contract for Addison Oaks and Glen Oaks. The attorneys are in the process
of fine-tuning the final language in the proposed contract. Once the contract has been finalized it will be
brought back to the Commission for final approval.
In the next phase the Committee will determine the needs for the remaining facilities.
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 camping unit will be available at Waterford Oaks until January 2, 2014.
Staff will be seeking feedback from the public regarding the possible use of these units at OCPR
parks.
- Ellis Barn Phase II Improvements - A lift vs. ramping in the barn, and Phase III Improvements —
Framing to install structural support of the second floor for additional capacity. This will be presented
to the Commission at the January 15, 2014, OCPR Commission meeting.
- Commission Approval Schedule for Capital Improvement Projects.
- Final 2013 OCPR Commission Annual Report will be distributed in January 8, 2014.
- RFP with Purchasing Division for Contract Sales and Sponsorships for additional revenue
- OCPR Phase II for staff reorganization
- 2013 Spring and Online County Auction proceeds
- CSX/Rose Oaks grade crossing agreement at Rose Oaks Park
- 1" Annual Holiday Shopping at the County Market December 19, 2013, from 4:30-8:30 p.m.
- Update on vandalism at Catalpa Oaks facility
- State of Michigan press conference on Tuesday, December 10, 2013, regarding the operation of
Belle Isle
- 2013 Annual Staff Business Meeting
- Possible AT&T Tower locations at Oakland County parks
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
Executive Committee Update
Chairman Fisher provided an update to the Commission on the topics that were addressed at the
Executive Committee meeting on November 20, 2013. Those topics included:
- Solutions for avoiding surprises on CIP Projects costs and the possibility of having additional budget
study sessions in 2014 to discuss Capital Improvement projects. One meeting could be scheduled in
the next couple of months and one at FY 2015 Budget preparation time.
- Addison Oaks Pavilion Project — project design and cost.
- Red Oaks Irrigation System/Watering Alternatives — possible options on retention pond vs. the
installation of separate maintenance meters and arranging a meeting with the City of Madison
Heights officials on this matter.
Other New Business
Staff is in the process of scheduling a meeting with Oakland County Commissioners, Water Resources
representatives and OCPR officials with SOCRRA, regarding a collaborative use of SOCRRA property
located near Red Oaks County Park.
(Commission Meeting, December 4, 2013)
ADJOURNMENT:
Meeting adjourned at 12:35 p.m.
Jo�WA. Scott, Secretary Vicky Valko, Flec4ding Secr tary