HomeMy WebLinkAboutMinutes - 2014.01.15 - 39305Oakland County Parks and Recreation Commission Meeting
January 15, 2014
Chairman Fisher called the meeting to order at 9:08 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 WITH NOTICE:
None
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services
OC Facilities Maintenance & Operations
OC Corporation Counsel
OC Compliance Office
OC Purchasing
Oakland County Fair
George W. Auch Company
Design Resources, Inc.
Frank Rewold & Sons
JFR/H2A Architects
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks & Recreation Operations
Brittany Bird, Natural Resources Planner
Phil Castonia, Business Development Rep.
Zach Crane, Architectural Engineer II
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Sandy Dorey, Recreation Program Supervisor
Jim Dunleavy, Chief -Park Ops. & Maint.- N. District
John Haney, Recreation Program Supervisor
Terry Fields, Chief -Recreation Programs & Services
Karen Kohn, Supervisor — Administrative Services
Erin Lavender, Natural Resources Technician
Stephanie Mackey, Business Development Rep.
Jennifer Myers, Architectural Engineer II
Melissa Prowse, Business Development Rep.
Matt Reynolds, Intern - Waterparks
Meagan Shafto, Communications & Marketing Assistant
Desiree Stanfield, Supervisor -Mktg. & Communications
Laurie Stasiak, Recreation Program Supervisor
Jeff Phelps, Supervisor II
Paul Zachos
Jody Hall
Pam Weipert
Scott Guzzy
LC Scramlin
Danielle Nokielski
Jay Noonan
Paul Weisenbach
Jackie Hoist
Moved by Mrs. Long, supported by Mr. Kostin, to approve the agenda with the following change:
Change Item 10 C 2 - Construction Approval: Ellis Barn Phase II and Phase III from Approval to
Conceptual Approval.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, January 15, 2014)
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Baumhart, to approve the minutes of the OCPR Regular
Commission Meeting of December 4, 2013, as submitted.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
LC Scramlin, Executive Director of the Oakland County 4H Fair, informed the Commission that
Lisa Scramlin has been appointed as the new Executive Director of the Association of Fairs.
ELECTION OF OFFICERS:
Moved by Mr. VanderVeen, supported by Mr. Scott, to have Chairperson Emeritus Pecky Lewis chair
the meeting for the purpose of election of OCPR Commission officers for 2014.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Chairman Emeritus Lewis assumed the Chair for the purpose of election of officers for 2014. Nominations
were opened for the position of Chairman, Vice Chairman and Secretary. Mr. Kostin nominated Gerald Fisher
as Chairman, J. David VanderVeen as Vice Chairman and John Scott as Secretary. Nominations were closed.
Moved by Mr. Kostin, supported by Mr. Jamian, to elect Gerald Fisher as Chairman,
J. David VanderVeen as Vice Chairman and John Scott as Secretary of the Oakland County Parks
and Recreation Commission for 2014.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Chairman Fisher resumed the position of Chairman.
NEW STAFF INTRODUCTION:
Manager of Parks and Recreation Operations Sue Wells introduced Matt Reynolds, a student from
Central Michigan University pursuing a degree in Parks and Recreation with an emphasis in
Commercial Recreation, who was recently hired as a Parks and Recreation Intern. Matt has worked
for OCPR during the summer for several years working his way up from Attendant to Manager at the
Red Oaks Waterpark. Matt will be working for 30 weeks as an Intern with the waterparks staff.
Executive Officer Daniel Stencil introduced Paul Zachos, Oakland County Property Management
Specialist. Paul was recently hired at Oakland County Facilities Maintenance & Operations to fill the
vacancy created when Mike Hughson retired.
(Commission Meeting, January 15, 2014)
Supervisor of Communications and Marketing Desiree Stanfield introduced Meagan Shafto who was hired as
the new Communications and Marketing Assistant. Meagan will be working primarily with marketing and
social media and focusing on marketing plans for the core revenue and services area.
CONSENT AGENDA:
Moved by Mr. Scott, supported by Mr. VanderVeen to approve Items 9 A-F under the Consent
Agenda as follows:
• OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
11/30/13 (FM 02, FY14)
• Monthly Revenue and Expenditure Comparison Report for Month Ending
11/30/13 (FM 02, FY14)
• Monthly Revenue and Expenditure Average Comparison Report for Month Ending
11/30/13 (FM 02, FY14)
• Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 11/30/13 (FM 02, FY14)
• FY 2013 Annual Contributions
• Purchasing Update
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Request to Purchase 43-Passenger Touring Bus
Moved by Mr. Baumhart, supported by Mr. McGillivray to award the bid for the purchase of a
43-Passenger Touring Bus, to replace the 2001 Transit Bus #927 (which will be used as a
backup bus), from Mobility Transportation Services of Canton, Michigan, at a cost of $199,696
from the FY 2013 Operating Equipment line item.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Reauest to Purchase Replacement Mowers for Sprinqfield Oaks and White Lake Oaks Golf
Courses
Moved by Mrs. Long, supported by Mr. Scott, to approve the purchase of two Toro 4500 D
58 HP mowers with a 109-inch cutting width from Spartan Distributors for the total cost of
$110,792.20, with the existing rough mowers to be evaluated as back-up mowers or sent to
the Oakland County auction, and approve the transfer of $10,792.20 from the Operating
Contingency.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(Commission Meeting, January 15, 2014)
Construction Approvals:
Addison Oaks Conference Center Roof Replacement
Moved by Mr. McGillivray, supported by Mr. Scott, to award a contract to
George W. Auch Company for Base Bid 1 and Base Bid 2 to remove and replace the roofing
and lightning protection at the Addison Oaks Conference/Banquet Center and original
Buhl Estate House, Phase I and Phase II, for a total project cost of $799,295.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Ellis Barn Phase II and Phase III — Conceptual Approval
Moved by Mrs. Long, supported by Mr. Jamian, to award conceptual approval of Phase II and
Phase III of the construction for Springfield Oaks Ellis Barn.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, Nash, Scott, VanderVeen (9)
NAYS: McGillivray (1)
Motion carried on a unanimous voice vote.
Red Oaks Trail
Moved by Mr. McGillivray, supported by Mr. Kostin, to award a contract for the Red Oaks -Michigan
Natural Resources Trust Fund (MNRTF) Connector Trail to George W. Auch Company in the amount
of $397,122, with a MN4RTF Grant in the amount of $128,722 for Base Bid and Alternate #1, subject
to plan approval and receiving the grant from the Michigan Department of Natural Resources.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Food and Beverage Contract
Moved by Mr. Scott, supported by Mr. Baumhart, to amend the resolution for the Food and Beverage
Contract to include the following paragraph:
Whereas, the Committee did not reach an agreement and has not made a recommendation at this
time regarding the facilities at Lyon Oaks and White Lake Oaks, and further action regarding such
facilities will be the subject of deliberations of the Committee in the immediate future.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(Commission Meeting, January 15, 2014)
Moved by Mr. Lewis, supported by Mr. Kostin to approve the following resolution approving the
proposed Conference Center and Grill Room Food and Beverage Services Contract with
Fuller Oak Management, LLC for Addison Oaks and Glen Oaks as amended, and forward it to the
Oakland County Board of Commissioners for final approval:
REQUEST FOR APPROVAL TO ENTER INTO A LICENSE AGREEMENT AND PROFESSIONAL
SERVICES CONTRACT WITH OAK MANAGEMENT FOR FOOD AND BEVERAGE SERVICES
WHEREAS the County and E.A. Fuller Oak Management Corporation ("Oak Management") entered
into a lease dated December 14, 2006 (MR # 06245) and amended January 1, 2008 ("Lease") for food
and beverages services for Oakland County Parks and Recreation Commission ("OCPRC") facilities;
and
WHEREAS the Lease provides for an expiration on December 31, 2015; and
WHEREAS the Oakland County Board of Commissioners passed Miscellaneous Resolution #06245
stating, "...no further extensions beyond December 31, 2015 shall be made to this lease without an
appropriate RFP process' and that current Oakland County Purchasing Policies would be followed;
and
WHEREAS Oakland County Parks and Recreation formed a Food and Beverage Committee
comprised of key administration and operations staff and Parks Commissioners and enlisted the
assistance of Oakland County's Purchasing Division, Health Division, and Corporation Counsel; and
WHEREAS the Committee developed, then re -designed a Request for Proposal, developed evaluation
criteria, and accepted bids in April 2013; and
WHEREAS, the Committee did not reach an agreement and has not made a recommendation at this
time regarding the facilities at Lyon Oaks and White Lake Oaks, and further action regarding such
facilities will be the subject of deliberations of the Committee in the immediate future; and
WHEREAS after the evaluation process, a tentative agreement was negotiated; and
WHEREAS the Food and Beverage Committee recommends entering into a license agreement and
professional services contract with Oak Management Corporation for the continued operation of
Addison Oaks Conference Center and the Glen Oaks Conference Center and Grill Room for a ten-
year contract beginning January 1, 2016, with an optional five-year extension at the Oakland County
Parks and Recreation Commission's sole discretion.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission
recommends that the Oakland County Board of Commissioners hereby approve and authorize the
Oakland County Parks and Recreation Commission enter into a license agreement and professional
services contract with Oak Management Corporation for the continued operation of Addison Oaks
Conference Center and the Glen Oaks Conference Center and Grill Room for a ten-year contract
beginning January 1, 2016, with an optional five-year extension at the Oakland County Parks and
Recreation Commission's sole discretion.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, VanderVeen (9)
NAYS: McGillivray (1)
Motion carried.
Establish Dates for OCPRC Budaet Studv Session/Special Meetina for CIP/Maior Maintenance
Projects
Moved by Mrs. Long, supported by Mr. Baumhart to set special OCPR Commission
meetings on Wednesday, February 19, 2014, at 10:30 a.m. for a budget study session on the
CIP/Major Maintenance projects, and on Wednesday, March 12, 2014, at
(Commission Meeting, January 15, 2014)
10:00 a.m. for a Comprehensive Communications and Marketing Plan.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
2014 Appreciation Days/Waiver of Day Use Fees
Moved by Mr. McGillivray, supported by Mr. Kostin, to approve the 2014 Oakland County
Parks Appreciation Days as follows:
Veterans Day Tuesday, November 11, 2014
Thanksgiving Day Thursday, November 27, 2014
Christmas Eve Wednesday, December 24, 2014
Christmas Day Thursday, December 25, 2014
New Year's Eve Wednesday, December 31, 2014
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Natural Resources Management Presentation
Natural Resources Planner Brittany Bird and Natural Resources Technician Erin Lavender provided an
update on the Natural Resources Photo Monitoring Program currently underway in Oakland County
Parks. This program is a tool used by the Natural Resources staff to assess and track management
activities, which consists of collecting photographic data where on -the -ground management has been
performed, then analyzing the photos to assist with future management practices/goal setting.
CIP/Major Maintenance Presentation
Mike Donnellon, Chief of Park Facilities Maintenance and Development provided the Commission with
an update on the status of current Capital Improvement and Major Maintenance projects in Oakland
County Parks.
2013 Recreation Proaram and Event Hiahliahts & 2014 Overview Presentation
This item was rescheduled for the February 5, 2014 OCPR Commission meeting.
STAFF REPORTS:
Participation and Program Review FY 2014, Month 02
The Participation and Program Review report for November 2013 was received.
Food and Beverage Committee Update
There were no further details provided on this topic.
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:
(Commission Meeting, January 15, 2014)
- Glamorous Camping — a camping unit will be available at Waterford Oaks until mid January
2014 for viewing
- Michigan Barn Preservation Network is planning a tour of the Ellis Barn at Springfield Oaks
and the Ernst Barn at Waterford Oaks
- Road Commission for Oakland County Strategic Planning Process
- OCPRC 2013 Annual Report
- Contractor utilized for uncollectible funds was successful on the trial basis
- 2014 County Market Programs
OCPRC Executive Committee Update
Chairman Fisher provided the Commission with an update on the status of the request for support presented
by the Executive Director of the Oakland Parks Foundation to the OCPRC. Considering that the Foundation is
a nongovernment organization that is not under the control of the Commission, the Executive Committee has
recognized that in order to remain within the statutory limits of the Commission's authority, and protect the
interests of the taxpayers, a careful framework is needed if any resources are provided to the Foundation in
order to get that organization on its feet. After some discussion, the Executive Committee developed what
appeared to be a workable framework and provided it to the Foundation for its review. The Foundation has a
meeting to discuss this concept on January 29, 2014. If the Foundation is in agreement, the Executive
Committee will work with Corporation Counsel on a formal arrangement to present to the full Commission for
consideration.
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
Commissioner McGillivray advised of difficulties he experienced with the OCPRC website while attempting to
register and obtain information for an event in December 2013. Staff indicated they would look into the
problem and try to resolve any issues to avoid future problems.
ADJOURNMENT:
Meeting adjourned at 11:36 a.m.
JohnX. Scott, Secretary Vicky Valko, Recording Secretary