HomeMy WebLinkAboutMinutes - 2014.03.05 - 39309Oakland County Parks and Recreation Commission Meeting
March 5, 2014
Chairman Fisher called the meeting to order at 9:27 a.m. at Glen Oaks Conference Center.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary John A. Scott, Robert E. Kostin,
Chairperson Emeritus Pecky D. Lewis, Jr. Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
A. David Baumhart III, Gregory Jamian, Christine Long
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services
OC Facilities Maintenance & Operations
University of Michigan -Flint
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks & Recreation Operations
Phil Castonia, Business Development Rep.
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint.- N. District
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Terry Fields, Chief -Recreation Programs & Services
Donna Folland, Project Advisor
Jennifer Myers, Architectural Engineer II
Melissa Prowse, Business Development Rep.
Jeff Phelps, Supervisor II
Paul Zachos
Sara McDonnell
Moved by Mr. Scott, supported by Mr. Kostin, to approve the agenda with the following changes:
Change Items 8 E-G under Consent Agenda from "Approval' to "Receive & File."
AYES: Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. VanderVeen to approve the minutes of the Special OCPR
Commission meeting of February 19, 2014.
AYES: Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
(Commission Meeting, March 5, 2014)
PRESENTATIONS:
J. David VanderVeen, Chairman -Fire & Ice Committee
Manager of Parks and Recreation Operations Sue Wells presented Vice Chairman J. David VanderVeen with
a plaque in appreciation for all his efforts and leadership as chairman of the 2014 Fire & Ice Festival
Committee. Vice Chairman VanderVeen indicated he appreciated all the assistance from the Parks and
Recreation staff and volunteers. He also expressed that this recognition is a "team" award.
CONSENT AGENDA:
Moved by Mr. Scott, supported by Mr. Nash to approve Items 8 A-G, as modified, under the
Consent Agenda as follows:
• OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending1/31/14 (FM 04, FY14)
• Monthly Revenue and Expenditure Comparison Report for Month Ending 1/31/14
(FM 04, FY14)
• Monthly Revenue and Expenditure Average Comparison Report for Month Ending
1/31/14 (FM 04, FY14)
• Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 1/31/14 (FM 04, FY14)
• FY 2014 1 st Quarter Financial Forecast
• OCPR 2014 1st Quarter Temporary Use Permits
• OCPR 2014 15t Quarter Contributions Report
AYES: Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
Bid: Golf Carts
Moved by Mr. VanderVeen, supported by Mr. McGillivray, to approve the purchase of 50 golf carts
from Midwest Golf & Turf of Novi, MI for a bid price of $213,500 with a trade-in value for 42 golf carts
of $44,500, for a total net purchase price of $169,000.
AYES: Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
2014 Michigan Natural Resources Trust Fund — Groveland Fishing Dock Grant Application
Moved by Mr. Kostin, supported by Mr. Nash to approve the following resolution authorizing the
application to the Michigan Natural Resources Trust Fund for a $36,300 grant to construct a
universally accessible fishing pier at Groveland Oaks County Park:
(Commission Meeting, March 5, 2014)
APPLICATION FOR A 2014 MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT
GRANT FOR THE OAKLAND COUNTY PARKS AND RECREATION UNIVERSALLY ACCESSIBLE
FISHING PIER PROJECT AT GROVELAND OAKS COUNTY PARK
WHEREAS, the Oakland County Parks and Recreation Commission has been notified by the
Department of Natural Resources that application for cost -sharing grants from the 2014 Michigan
Natural Resources Trust Fund Program may be submitted by April 1, 2014; and
WHEREAS, the Oakland County Parks and Recreation Commission has identified and established
priorities for improvements within the adopted 2013-2017 5-year Recreation Plan and the adopted
2014-2015 Capital Improvement Program Budget Plan; and
WHEREAS, the Oakland County Parks and Recreation Commission recommends the filing of the
following application to the Department of Natural Resources for $36,300 grant (75% of total project
costs) from the 2014 Michigan Natural Resources Trust Fund Program with a local match made up of
$7,900 of in-house labor and $4,300 from the Parks and Recreation Fund (25%); and
WHEREAS, the grant agency requires a resolution from the Governing Body in support of the
application.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission
hereby requests the Oakland County Board of Commissioners authorize and approve the 2014
Michigan Natural Resources Trust Fund Program development grant application.
AYES: Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
Addison Oaks Master Planning: Draft Vision and Objectives
Project Advisor Donna Folland provided the Commission with a summary of the overall process of the
Addison Oaks Master Planning process, public engagement results, park vision, objectives and
performance metrics.
Staff is also working together to refine the procedures in order to have a smooth transition for taking
projects from the master planning process, to the CIP process, to the design and construction process.
Commissioner Fisher requested that in addition to the public's involvement, the Commission be
involved in the brainstorming section of the process. Staff reassured the Commission that after each
phase of the process the information would be brought back before the Commission for their input and
review.
The Commission requested the following changes to the document:
• Page 32, 1st bullet point: Based on the belief... - delete the entire bullet point
• Page 32, 2"d Bullet Point: Includes the promise that the public's contribution will influence
the decision. Change to: The public's contribution will be considered in the decision.
• Page 32, 4th Bullet Point: Move this Bullet Point up to become the 1st Bullet Point
• Page 32, 1. Gain Internal Commitment, 1st Bullet Point: Change to, Identify the public
stakeholders.
(Commission Meeting, March 5, 2014)
It was requested that non -Addison Oaks users also be included in the survey, in order to provide
OCPR with information on what potential users may want or are looking for, or what they don't want or
don't like in our parks.
Commissioner Fisher inquired if there was any thought about having general brainstorming sessions
about what direction to go in the parks, including getting the OCPR Commission and members of the
public involved. Staff advised the Commission that would be part of the process.
Revisions to the draft document that will be brought back to the Commission will reflect Oakland
County Parks and Recreation processes and procedures.
The proposed schedule for the Addison Oaks Master Planning process is:
• Provide a draft for review at the next OCPRC Executive Committee Meeting
• Report back to the Commission with an entire Master Plan Document
• Hold an Open House in June/July
• Refine and finalize the evaluation in August
• Bring the final Plan to the Commission in September so that it may be incorporated
into the Capital Improvement Plan and Budgets
At the end of the presentation Donna informed the Commission that she will bring a draft OCPR Public
Engagement Philosophy Statement to the next Executive Committee and OCPR Commission meeting.
Temporary Use Permits:
Sprinafield Oaks Antiaue Show Mav 3-4. 2014/Oakland Parks Foundation Temporary Use
Permit & Alcohol Sales Request
This request has been withdrawn, therefore no action is required at this time; however, it may be brought back
at a later time for another charitable organization.
El Centro La Familia-Cinco de Mavo Event 05/05/14 — Waterford Oaks Countv Market —
Temporary Use Permit & Alcohol Sales Request
Chairman Fisher indicated on Page 75, item 3.7 Alcohol Use; there is no mention whose responsibility
it is to obtain the Michigan Liquor Control Commission License for the Temporary Use Permits. He
requested that it be included in the agreement.
Moved by Mr. VanderVeen, supported by Mr. Scott to approve the sale of alcohol on Oakland
County Parks and Recreation property, and the corresponding Temporary Use Permit, for the
use of the Oakland County Market for the Cinco de Mayo event to be held May 2, 2014,
subject to the changes as recommended by Chairman Fisher.
AYES: Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (7)
NAYS: (0)
Motion carried on a voice vote.
STAFF REPORTS:
Participation and Program Review FY 2014, Month 04
The Participation and Program Review report for FY 2014, Month 04 was received.
(Commission Meeting, March 5, 2014)
Food and Beverage Committee Uodate
Business Development Representative Phil Castonia provided a Food and Beverage Committee
update. The agreement between Oak Management and Oakland County Parks and Recreation for
food services at Glen Oaks and Addison Oaks effective January 1, 2016, has been approved and
executed by the Oakland County Board of Commissioners.
The next meeting of the Food and Beverage Committee will be immediately following the OCPRC
Meeting on March 12, 2014, to review the analysis from Profitable Food Facilities (PFF), our
consultants who did an evaluation of our operations last fall.
The Requests for Qualifications (RFQ) for food and beverage consultants have been received and
referred to the Food and Beverage subcommittee. The subcommittee will be evaluating them and
report back with a recommendation to the Food and Beverage Committee.
Land Acquisition — Review Process Presentation
Executive Officer Stencil advised that this is an effort to formalize how the OCPR Commission and
staff look at the acquisition of property within Oakland County. The idea is to have the process driven
by OCPR taking a calculated look at opportunities versus reacting to opportunities to purchase when
an opportunity is brought to our attention. Some of the proposed steps would include:
• Create a system for evaluating individual opportunities and take action
• Take a more proactive look at opportunities
• Use OCPR Commission closed sessions to talk about opportunities
• Put together an acquisition team to research properties, then review with Property Specialist
Paul Zachos and Corporation Counsel Jody Hall
• Bring to the Commission for final decision on acquisition
Chairman Fisher expressed his preference that a formal part of the procedure includes acquisition
opportunities are brought to the Commission early on in the process, and that the Commission be part
of the decision process.
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:
- OCPR Marshmallow Drop is scheduled for Friday, April 18, 2014, at Catalpa Oaks
- The grant for the Red Oaks Connector Trail from the Michigan Department of Natural
Resources Trust Fund was approved
- We have applied for a grant with the Dana and Christopher Reeves Foundation for an
accessible lift for OCPR Therapeutic Programs which could provide access to hay wagons,
pontoons, etc.
- Oakland Parks Foundation next meeting will be March 19,, 2014
- We are evaluating a proposal from ITC for trail signage and nature programs in the parks
system
- Ellis Barn barrier -free exception meeting with the State of Michigan is scheduled for
March 21, 2014
- Staff will report back to the Commission on Annual Vehicle Permits at the May OCPRC
meeting
- Report on OCPR volunteers which reflects over $150,000 increase in value of volunteer
hours for 2013
- Letter of appreciation from County Executive L. Brooks Patterson for the work and efforts
provided by OCPR staff for the 2014 Fire & Ice event
- 2014 Special Park Districts Forum (SPDF) will be held in Orange County, California from
April 29 — May 2, 2014; registrations are now being accepted
(Commission Meeting, March 5, 2014)
- OCPR will be partnering with HCMA and MDNR for the 2015 SPDF event June 8-12, 2014
- Michigan Barn Preservation Network has scheduled a tour of Ellis Barn and VanHoosen Barn
- Special OCPR Commission meeting scheduled for March 12, 2014, for a presentation on
OCPR Communications and Marketing
- Update on meeting with the City of Madison Heights representatives on storm water
reclamation at Red Oaks
- A site tour of the Glen Oaks facility immediately following the meeting
OCPRC Executive Committee Update
Chairman Fisher provided the following update from the Executive Committee meeting of February 19, 2014.
The Executive Committee discussed the proposal of the Groveland off -road vehicle project. The consensus is
that this would be a revenue neutral arrangement for the park; it is not a project that OCPRC will be
sponsoring. It should pay for itself. The Committee wanted to make sure this was quite clear. In addition,
Planning Supervisor Jon Noyes made a presentation on an indoor walking facility that would benefit both
people and their canine companions. This will be further explored to see if it will be a practical arrangement.
OLD BUSINESS:
There was no old business to report.
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Vice Chairman VanderVeen informed the Commission he had requested a report showing the history of the
OCPRC unrestricted net assets and its reliance on operating subsidies. A copy of that report has been
submitted to the Commission and indicates that the operating subsidy has gone down consistently since 2008,
and unrestricted net assets are going up. Vice Chairman VanderVeen wanted to acknowledge that OCPR is
now operating in a much better financial position.
Commissioner McGillivray indicated that one year after OCPR taking over the Red Oaks Nature Center we still
do not have a full-time Parks Naturalist at the facility nor are there any school programs. When the City of
Madison Heights was running the facility there were more activities taking place. He expressed that he is a
little disappointed that more is not being done at this facility, is curious why this has not been addressed, and
wants to know when these things will occur. Chairman Fisher requested if this item could be addressed at the
next Executive Committee meeting. Commissioner McGillivray agreed, as long as he can be made aware of
the discussion and the outcome.
Manager of Parks and Recreation Operations Sue Wells indicated we are currently conducting interviews to fill
the Parks Naturalist position, and the staff at Recreation Programs and Services (RPS) is working very hard at
creating programs for that facility.
Commissioner Kostin commented on the OCPR nepotism policy — he found it interesting that Commissioners'
relatives could be employed at an OCPR facility, but administrative employees' relatives could not.
ADJOURNMENT:
Meeting adjourned at 11:15 a.m.
Jo A. Scott, Secretary Vicky Valko, ecor mg Secretary