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HomeMy WebLinkAboutMinutes - 2014.02.05 - 39306Oakland County Parks and Recreation Commission Meeting February 5, 2014 Chairman Fisher called the meeting to order at 9:07 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, Christine Long, Gary McGillivray, Philip Sanzica COMMISSION MEMBERS ABSENT WITH NOTICE: Chairperson Emeritus Pecky D. Lewis, Jr. ALSO PRESENT: Parks and Recreation OC Fiscal Services OC Facilities Maintenance & Operations OC Corporation Counsel OC Health Department OC Purchasing OC Sheriff's Office OC Water Resources Commissioner Oakland County Fair Michigan Recreation & Parks Assoc. Waterford Area Chamber of Commerce APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of Parks & Recreation Operations Jeremy Brown, Assistant Parks Supervisor Phil Castonia, Business Development Rep. 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 Tom Hughes, Chief -Park Ops. & Maint.- S. District Terry Fields, Chief -Recreation Programs & Services Karen Kohn, Supervisor — Administrative Services Jennifer Myers, Architectural Engineer II Jon Noyes, Supervisor of Parks and Recreation Planning Katie Pardy, Parks Supervisor Melissa Prowse, Business Development Rep. Desiree Stanfield, Supervisor -Mktg. & Communications Laurie Stasiak, Recreation Program Supervisor Jeff Phelps, Supervisor II Paul Zachos Jody Hall Lisa McKay-Chiasson Scott Guzzy Sgt. Kelly Sexton Deputy Luke Decker Philip Sanzica LC Scramlin Ann Conklin Marie Hauswirth Moved by Mr. Scott, supported by Mr. Kostin, to approve the agenda with the following changes: Remove Item 9 F: Michigan Department of Agriculture and Rural Development Regional Food System Grant Remove Item 10 E: Proposed 2014 Michigan Natural Resources Trust Fund Application — Land Acquisition Add Item 11 A-1: Brief Fire & Ice Presentation AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Sanzica, Scott (7) NAYS: (0) Motion carried on a voice vote. 5-1 (Commission Meeting, February 5, 2014) APPROVAL OF MINUTES: Moved by Mr. Jamian, supported by Mr. Baumhart, to approve the minutes of the OCPR Regular Commission Meeting of January 15, 2014, with the following change: Under 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. AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Sanzica, Scott (7) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: Lisa McKay-Chiasson, of the Oakland County Health Department clarified that the program reported in the Executive Officer's Report for WIC was not a "partnership" and was not a program of the Oakland County Parks. The Health Department received a grant, and would use the monies to purchase park entry passes from OCPR, and OCPR would not be contributing any money to this program. PRESENTATIONS: Communitv Partner Award - Waterford Chamber of Commerce Marie Hauswirth, Executive Director of the Waterford Area Chamber of Commerce, presented the OCPR Commission with the Waterford Area Chamber of Commerce Community Partner Award. This award was in honor of the sold out Oakland Uncorked event which was held at the Oakland County Market on August 2, 2013. Michigan Recreation and Parks Association (MRPA) Ann Conklin, Chief Operating Officer of the Michigan Recreation and Parks Association (MRPA), presented the following awards that were presented to Oakland County Parks and Recreation at the 2014 MRPA Annual Conference in Traverse City: MRPA Media Award — presented to writer Sharon Greene of The Oakland Press for her articles written on the Oakland County Parks Equestrian Trails MRPA Programming Award - presented for the Fire & Ice Festival in Rochester MRPA Historic Preservation Award— for leadership in preserving the past and the heritage of Oakland County, specifically for the Ellis Barn and the Ernst Barn In addition, OCPR Project Advisor Victor Chiasson was presented with the MRPA Commitment to Excellence Award. This award is given to a professional who has demonstrated long-standing commitment to excellence and support to the profession. 5-2 (Commission Meeting, February 5, 2014) Ms. Conklin informed the Commission that Oakland County standards in parks and recreation in the state of Michigan, strong supporter of the parks and recreation profession. NEW STAFF INTRODUCTION: New South District Chief — Tom Hughes Parks and Recreation has set the bar for the and thanked the Commission for being such a Executive Officer Daniel Stencil introduced Tom Hughes who was recently promoted to the position of OCPR Chief of Operations and Maintenance in the South District. Tom will report to Manager of Parks and Recreations Operations Manager Sue Wells. CONSENT AGENDA: Moved by Mr. Scott, supported by Mrs. Long to approve Items 9 A-E under the Consent Agenda as follows: • OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending12/31/13 (FM 03, FY14) • Monthly Revenue and Expenditure Comparison Report for Month Ending 12/31/13 (FM 03, FY14) • Monthly Revenue and Expenditure Average Comparison Report for Month Ending 12/31/13 (FM 03, FY14) • Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 12/31/13 (FM 03, FY14) • FY 2014 1 st Quarter Facilities and Maintenance Budget Amendment AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: OCPRC 2014 Proposed Rules & Regulations The Commission recommended changes to the 2014 Proposed Rules & Regulations, as follows: • Page 8 Section 17. Fishing, Paragraph 3 - Change word harvested to removed • Page 11 Section 27. Animals and Birds, Paragraph 4f -Remove No large dogs allowed, - Paragraph 4k — Change may be asked to leave the Dog Park to shall leave upon request. Moved by Mr. Scott, supported by Mr. McGillivray to approve the following resolution on the revisions to the Oakland County Parks and Recreation General Information and Regulations and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS, the Oakland County Parks and Recreation Commission was established by the Oakland County Board of Supervisors in 1966 under P.A. 261; and WHEREAS, P. A. 261 includes a provision to allow county parks commissions to make rules for the protection, regulation and control of all its facilities and areas with the approval of the Oakland County Board of Commissioners; and WHEREAS, the Oakland County Parks and Recreation Commission has established rules and regulations for this protection, regulation and control; and 5-3 (Commission Meeting, February 5, 2014) WHEREAS, revisions for clarification purposes are requested, which have been reviewed and approved by the Oakland County Corporation Counsel. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves the revisions to the General Information and Regulations as reviewed by Oakland County Corporation Counsel. NOW THEREFORE BE IT FURTHER RESOLVED that these revised General Information and Regulations be forwarded to the Oakland County Board of Commissioners for approval. AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Commission requested staff to consider alternate options for vehicle access. INTRODUCTIONS: (continued) Deputy II Luke Decker, Oakland County Sheriff's Office Parks Division Executive Officer Daniel Stencil introduced Oakland County Sheriff's Office Deputy II Luke Decker, who was recently promoted to the position of Deputy II for the Oakland County Sheriff's Office Parks Division. Request to Purchase Sweeper and Debris Blower for Lyon Oaks Golf Course and Park Moved by Mrs. Long, supported by Mr. Jamian to approve the purchase of the Smithco Sweep Star from Midwest Golf and Turf of Novi, MI for Lyon Oaks Golf Course and park, for a total cost of $23,325; and the purchase of the Toro Pro Force Debris Blower from Bader & Sons Co. of South Lyon, MI for the total cost of $6,428. AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Request to Purchase Climbing Tower Moved by Mr. Baumhart, supported by Mr. Scott to award the bid for the purchase of a Climbing Tower, for Mobile Recreation from Extreme Engineering of Penryn, California, for a total purchase price of $37,929.85 from the FY 2013 Operating Equipment line item. AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Request for 2014 RAPP Program Moved by Mr. Kostin, supported by Mr. Baumhart to approve the continuation of the support for the 2014 Recreation Assistance Partnership Program (RAPP) and authorize the expenditure of the budgeted funds in the Recreation Programs and Services Department in the amount of $150,000. 5-4 (Commission Meeting, February 5, 2014) AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Construction Approval: Springfield Oaks Ellis Barn Improvements Phase II and Phase III Moved by Mr. Scott, supported by Mr. Baumhart, to award a construction contract for the Springfield Oaks Ellis Barn Phases II and III improvements to include Base Bids 1 and 2 to Frank Rewold and Sons, with a total project cost of $549,847.50, subject to the total being reduced due to the potential of receiving a temporary barrier -free exception for 60 months from the State of Michigan, with the amount of money being confirmed at the next OCPR Commission meeting. AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Approval of License for Davey Tree — Orion Oaks Moved by Mr. Scott, supported by Mr. VanderVeen, to approve the proposed License Agreement with Davey Tree for the usage of 1.5 acres of Orion Oaks for the staging and storage of tree -trimming trucks and equipment, AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. STAFF REPORTS: 2013 Recreation Program and Event Highlights & 2014 Overview Presentation Terry Fields, Chief of Recreation Programs and Services, and John Haney, Recreation Program Supervisor, made a presentation on the 2013 Recreation Programs that occurred in the Oakland County Parks and services provided to patrons. They also provided information on new programs and services proposed for 2014. Brief Fire & Ice Event Presentation — by Vice Chairman J. David VanderVeen Commissioner VanderVeen gave a presentation on the 2014 Fire & Ice Festival held in downtown Rochester on January 24-26, 2014. Commissioner VanderVeen also commended all the OCPR staff and volunteers who worked so hard and helped make this event such a huge success. Participation and Program Review FY 2014, Month 03 The Participation and Program Review report for FY 2014, Month 03 was received. 5-5 (Commission Meeting, February 5, 2014) Food and Beverage Committee Update Final approval for the Food and Beverage Contract with Oak Management, LLC for Addison Oaks and Glen Oaks is on the Planning & Building Committee meeting agenda for Thursday, February 6, 2014. The Food and Beverage Committee has reviewed the scope of work for the remaining facilities and now has a Request for Qualifications for consulting services for the remaining Food and Beverage facilities. The final report from the consultant, Profitable Food Facilities, is being reviewed by the Food and Beverage Committee, and it is the Committee's goal is to bring the final report to the OCPR Commission in March. 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: - Meeting with Madison Heights representatives to discuss the storm water project at Red Oaks - Oakland County Sheriff's Office Annual Report for OC Parks division - Proposed OCPRC staff reorganization - OCPRC website enhancement in order to be more user friendly - OCPR Deer Management Program — 850 pounds of venison were donated to local food banks - Executive Officer to sit on MDEQ Advisory Committee for Campground Regulations Workgroup - OCPRC Blog and educational displays for the Parks system - Video segment for State of the County Address - March 5, 2014 OCPRC Commission meeting will be held at Glen Oaks Conference Center in Farmington Hills, MI - Orange County, California will be hosting the Special Parks District Forum scheduled for April 29 — May 2, 2014 OCPRC Executive Committee Update Chairman Fisher provided the following update from the January 21, 2014, Executive Committee meeting: The Committee discussed made suggestions that could enhance the review and efficiency of the consideration of the possibility of the purchase of property near Highland Oaks. In addition, there have been further discussions with Oakland Parks Foundation regarding resource support from Oakland County Parks. The Committee has evaluated this request and also reviewed it with Corporation Counsel. There is a very narrow opportunity to provide the support being requested. The Commission is waiting to hear back from Oakland Parks Foundation on whether they would be agreeable to the very limited availability of support based on statutory obligations/limitations. OLD BUSINESS: There was no old business to report. NEW BUSINESS: There will be a Special OCPR Commission meeting on February 19, 2014, at 10:30 a.m. to discuss OCPR Maintenance and Capital Improvement projects for the rest of this budget year. CLOSED SESSION: Moved by Mr. Jamian, supported by Mr. Scott, to adjourn to a Closed Session for the purpose of discussing possible property acquisition. 5-6 (Commission Meeting, February 5, 2014) ROLL CALL VOTE: AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9) NAYS: (0) A sufficient majority having voted, the motion carried. The meeting was adjourned to a closed session at 10:50 a.m. Moved by Mr. Scott, supported by Mr. VanderVeen, to reconvene the Commission Meeting to open session. AYES: Baumhart, Fisher, Jamian, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9) NAYS: (0) A sufficient majority having voted, the motion carried. The meeting re -convened to open session at 11:10 a.m. ADJOURNMENT: Meeting adjourned at 11:10 a.m. _John A. Scott, Secretary Vicky Valko, )kecdrding Secretary 5-7