HomeMy WebLinkAboutMinutes - 2014.04.02 - 39311Oakland County Parks and Recreation Commission Meeting
April 2, 2014
Chairman Fisher called the meeting to order at 9:03 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, Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long, Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
Robert E. Kostin
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services
OC Facilities Maintenance & Operations
Oakland County 4-H Fair Association
Graber & Associates, LLC
Auch & Associates
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.
Sandy Dorey, Recreation Program Supervisor
Jim Dunleavy, Chief -Park Ops. & Maint.- N. District
Terry Fields, Chief -Recreation Programs & Services
Donna Folland, Project Advisor
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Jennifer Myers, Architectural Engineer II
Melissa Prowse, Business Development Rep.
Jeff Phelps, Supervisor 11
Paul Zachos
LC Scramlin, Director
Geoff Graber
Danielle Nokielski
Moved by Mr. Scott, supported by Mr. VanderVeen, to approve the agenda with the following changes:
Change Items: 8 B-1.B to Item 8 C; Item 8C to Item 8D; and Item 8D to Item 8E.
AYES: Fisher, Baumhart, Jamian, Lewis, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Scott, supported by Mr. Jamian to approve the minutes of the Special OCPR
Commission meeting of March 12, 2014, with the following change:
Delete the last paragraph under Communications and Marketing
AYES: Fisher, Baumhart, Jamian, Lewis, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, April 2, 2014)
PUBLIC COMMENTS:
Sandy Dorey, Recreation Program Supervisor, informed the Commission of the upcoming
Marshmallow Drop event scheduled at Catalpa Oaks on Friday, April 18, 2014, at 10:00 a.m. and
invited them to attend the festivities. She also informed the Commission that Oakland County Credit
Union will be one of the sponsors of the event. Vice Chairman VanderVeen will be assisting with
dropping the marshmallows over Catalpa Oaks Park from the helicopter.
Commissioner McGillivray informed the Commission of the Red Oaks Nature Center and
George W. Suarez Friendship Woods Spring Cleanup that is scheduled on Sunday, April 27, 2014, at
9:00 a.m.
CONSENT AGENDA:
Moved by Mr. Jamian, supported by Mr. Baumhart to approve Items 7 A-H under the Consent
Agenda as follows:
• Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for
Month Ending 02/28/14 (FM 05, FY14)
• Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month
Ending 02/28/14 (FM 05, FY14)
• Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for
Month Ending 02/28/14 (FM 05, FY14)
• Fiscal Services Capital Improvement Projects Budget to Actual Report & Statement of
Net Position For Month Ending 02/28/14 (FM 05, FY14)
• FY 2014 Non-CIP Projects Update
• Preliminary CIP Schedule (previously listed under the EOR)
• Proposed OCPRC Meeting Site Location for May and June OCPRC Meetings
• Profitable Foods Evaluation Report for OCPRC Concession/Banquet Operations
AYES: Fisher, Baumhart, Jamian, Lewis, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
Process for Master Planning and Implementation of Individual Parks
Project Advisor Donna Folland provided the Commission with an update on the process for the Master
Planning and implementation process of the individual Oakland County Parks. The update is intended to
provide a structure and schedule for staff to provide park master planning deliverables to the Commission and
to request input and/or decisions from the Commission. Donna explained that with the recent changes there
will be six phases in the overall process. Those include:
1. Pre -Planning
Year 1
II. Inventory and Analysis
Year 1
III. Concept Development
Year 2
IV. Concept Refinement
Years 2-3
V. Forecasting
Year 3
Vl. Evaluation
Years 3-11
Before anything is finalized in this process and goes out for public engagement it will be brought back for the
Commission to review.
(Commission Meeting, April 2, 2014)
Construction Renovation Approval: Conceptual Approval- Glen Oaks, White Lake Oaks and
Springfield Oaks Golf Course Irrigation Replacement -Phase I
Moved by Mr. Baumhart, supported by Mr. Jamian to approve proceeding with the necessary
construction documents by Graber & Associates, LLC, and bidding for construction for the
Glen Oaks, Springfield Oaks and White Lake Oaks Golf Course Irrigation Replacement —
Phase I, contingent upon staff presenting all project related costs for Commission
approval of construction.
AYES: Fisher, Baumhart, Jamian, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Waterford Oaks Master Plan RFQ and Enterprise Management Proposal - Informational
Staff presented a draft of a Request for Qualifications (RFQ) for the Waterford Oaks Master Plan and
Enterprise Management. This proposal is a different process for obtaining consultant assistance to
help with master planning where it goes beyond the scope of staff's expertise. Staff has been working
with our consultant from PROS Consulting and he has recommended this process.
A committee consisting of staff, our consultant and Commission member(s) would be involved in the
process. This process would give designers an opportunity to participate in a competition to prepare a
plan which would provide the basics of a master plan to meet our goals. They will also be required to
provide business planning. Then the committee would then select one design and a specific designer
that would assist in the implementation of the plan. This proposal would also allow staff to take
necessary steps to improve cost recovery and utilize at every park, where applicable.
The document would be the property of Oakland County Parks and Recreation. OCPR has utilized
this method in the past at Red Oaks Waterpark.
Commissioner Jamian asked if we could involve some of the local universities to see if they would be
able to offer additional information or assistance. Staff indicated they would check with Oakland
County Purchasing regarding this matter.
The Commission requested this item be placed on the next regular OCPR Commission meeting
agenda on May 7, 2014, in order to obtain more information on this process from PROS Consulting.
Temporary Use Permits
Leadership Oakland Oktoberfest and Oakland County 4H Fair Association Permit for Michigan
Antiques Festival
Moved by Mr. McGillivray, supported by Mrs. Long to approve the sale of alcohol on OCPRC
property and the corresponding Temporary Use Permit for the use of the County Market for
the Oktoberfest event to be held October 22, 2014; and
Approve the sale of alcohol on OCPRC property, and the corresponding Temporary Use
Permit for the Oakland County 4H Fair Association to host craft beer sales at the Michigan
Antiques Festival at Springfield Oaks County Park May 3-4, 2014, and October 4-5, 2014.
AYES: Fisher, Baumhart, Jamian, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, April 2, 2014)
Oakland Parks Foundation Lease Amendment Request
Oakland Parks Foundation submitted a request to reduce the amount of monthly rent they are paying
for the Ernst house. This request would also reduce the space they would utilize within the building
from 717 sq. ft. to 112 sq. ft. After discussion Commissioner McGillivray requested additional
information on the Foundation including the number of members, how much money they have raised,
and what they have done with any funds raised to date.
Moved by Mr. Lewis, supported by Mrs. Long, to postpone action on this matter until the next
regular OCPR Commission meeting.
AYES: Fisher, Baumhart, Jamian, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
It was also requested that representatives from the Oakland Parks Foundation Board be present at the
meeting when this is brought back to the Commission.
STAFF REPORTS:
Participation and Program Review FY 2014, Month 05
The Participation and Program Review report for FY 2014, Month 05 was received.
Food and Beverage Committee Update
Business Development Representative Phil Castonia provided a Food and Beverage Committee
update. A new sub -committee of the Food and Beverage Committee has been formed to review the
Request for Qualifications (RFQ) in order to help evaluate the current OCPR Food and Beverage
facilities. All but the banquet facilities are contracted out. The plan is to have a recommendation in
June and be in operation before late summer.
Commissioner Jamian requested that staff put together a chart showing where we are in the Food and
Beverage process, showing what is done, what needs to be done and what areas need more focus.
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:
- Update on the exception approval from the Michigan Barrier Free Design Board and
Springfield Township Board on the vertical platform lift at the Ellis Barn at Springfield Oaks
- A new OCPR Naturalist and Recreation Specialist have been hired and will be present at the
next regular Commission meeting to be introduced to the Commissioners
- Stephen Whaley has been promoted to the Park Supervisor position to replace Tom Hughes
who was recently promoted to Chief -Park Operations and Maintenance-S. District
- Update on Red Oaks Nature Center operations
- Update on timeline for the Service Portfolio
- OCPR Commission Budget work study sessions scheduled for April 23, 2014 and
May 21, 2014
- Reminder for the OCPR Marshmallow Drop scheduled Friday, April 18, 2014, at Catalpa Oaks
OCPRC Executive Committee Update
Chairman Fisher advised the Commission that the discussion at the last Executive Committee meeting
primarily focused around the upcoming OCPR Commission agendas and content.
(Commission Meeting, April 2, 2014)
CIP/Maintenance Protects Quarterly Update
Mike Donnellon, Chief of Park Facilities Maintenance and Development gave a presentation and
update on the status of the CIP/Maintenance projects in the Oakland County Parks.
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
There was no new business to report.
CLOSED SESSION:
Moved by Mr. Scott, supported by Mrs. Long, to adjourn to a Closed Session for the purpose
of discussing possible land acquisition.
ROLL CALL VOTE:
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The meeting was adjourned to a closed session at 10:38 a.m.
Moved by Mr. Scott, supported by Mr. VanderVeen, to reconvene the Commission Meeting to Open
Session.
ROLL CALL VOTE:
AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The meeting re -convened to open session at 11:33 a.m.
ADJOURNMENT:
Meeting adjourned at_11:33 a.m.
John A. Scott, Secretary Vicky Valko, Recording Secretary