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HomeMy WebLinkAboutMinutes - 2014.05.07 - 39313Oakland County Parks and Recreation Commission Meeting May 7, 2014 Chairman Fisher called the meeting to order at 9:04 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 ALSO PRESENT: Parks and Recreation OC Corporation Counsel OC Fiscal Services OC Facilities Maintenance & Operations Frank Rewold & Sons Giffels Webster Oakland County 4-H Fair Association Oakland Township Parks & Recreation Oakland Township Parks & Recreation 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. Jim Dunleavy, Chief -Park Ops. & Maint.- N. District Terry Fields, Chief -Recreation Programs & Services Donna Folland, Project Advisor Sarah Hodges, Parks Naturalist Darryn Horvath, Intern Tom Hughes, Chief -Park Ops. & Maint.- S. District Karen Kohn, Supervisor -Administrative Services Jennifer Myers, Architectural Engineer II Melissa Nawrocki, Recreation Specialist Melissa Prowse, Business Development Rep. Kegan Schildberg, Groundskeeper II Natural Resources Jody Hall, Financial Attorney Jeff Phelps, Supervisor II Paul Zachos Paul Weisenbach Jason Mayer LC Scramlin, Director Mindy Milos Dale, Director Alice Tomboulian, Commissioner Moved by Mr. Jamian, supported by Mr. McGillivray, to approve the agenda with the following changes: Delete Item 9 A - Waterford Oaks Development Plan RFQ & Enterprise Management Proposal; Move Item 9 H -Proposed Adventure Recreation Facility Update to Item 10 D1; Add Item 10 C1 - Lifeguard Update; Add Item 10 D2 - Nature Center Expense/Revenue Update; Add Item 10 D3 — Oakland Parks Foundation Update AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott (7) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, May 7, 2014) APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of the OCPR Commission Budget Study Session of April 23, 2014. AYES: Fisher, Baumhart, Jamian, Lewis, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: LC Scramlin, Director of the Oakland County 4-H Fair, advised that the first antique show was held at the Ellis Barn at Springfield Oaks and even though the weather wasn't the best there was great attendance. In addition, there were very positive comments regarding the improvements that have been made to the facility. INTRODUCTIONS: Chief of Recreation Programs and Services Terry Fields introduced the following two new OCPR staff members: Sarah Hodges, Parks Naturalist, is a graduate of the University of Michigan/Dearborn with a degree in Environmental Science, minor in Communications and a GIS Certification. Her work history includes being a Restoration Tech at the International Wildlife Refuge, Interpretive Guide at Cedar Campus, Floodplain Analyst at U-M Dearborn, Naturalist at the Environmental Interpretive Center — Dearborn, and Youth Leader at the Detroit Rescue Mission. Staff is looking forward to having Sarah join the Naturalist team and work together toward the goal of building a full menu of nature programs and services at the Red Oaks Nature Center. Melissa Nawrocki, Recreation Specialist, graduated from Tarleton State University in Stephenville, Texas with a Bachelor of Science degree in Biology. She was hired at the Wint Nature Center in December of 2009, moved to Volunteer Services as the Assistant Volunteer Coordinator in April 2012, and then on to Mobile Recreation in April of 2013. Melissa was recently hired as the full-time Recreation Specialist and will be assisting in the implementation and development of special events and programs. Brittany Bird, Natural Resources Planner introduced Keegan Schildberg. Kegan attended Western Michigan University and majored in both Environmental Studies and Natural Resource Management. He worked for the Kalamazoo Nature Center then briefly worked for the Michigan Department of Natural Resources and the City of Ann Arbor's Natural Area Preservation department, before accepting his current position of Groundskeeper II Natural Resources with Oakland County Parks and Recreation. Darryn Horvath, Summer Intern for Facilities Operations Maintenance, is a University of Detroit Mercy Architecture student. Dennis has 5 years' experience at Red Oaks Waterpark as a Lifeguard. Darryn will be working primarily with Jen Myers, Architecture Engineer II. CONSENT AGENDA: Moved by Mr. Kostin, supported by Mr. Scott to approve Items 8 A-K under the Consent Agenda as follows: • Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 03/31/14 (FM 06, FY14) • Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month Ending 03/31/14 (FM 06, FY14) • Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for Month Ending 03/31/14 (FM 06, FY14) (Commission Meeting, May 7, 2014) • Fiscal Services Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 03/31/14 (FM 06, FY14) • FY 2014 2°d Quarter Facilities Maintenance Amendment • Fiscal Services FY 2014 2"d Quarter Financial Forecast • FY 2014 2"d Quarter Budget Amendment to Expense Projects Classified as Capital Improvement Projects • FY 2014 Non-CIP Projects Update • Preliminary CIP Schedule (previously listed under the EOR) • OCPR Outstanding Receivable Write Off - E.A.S.Y. Summer Camp • FY 2014 1s` & 2"d Quarter Purchasing Report AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA: Temporary Use Permit and Authorization for Sale of Alcohol — Great Lakes Agricultural Fair Farm to Fork Event — Oakland County Market Moved by Mr. Scott, supported by Mr. VanderVeen, to approve both the 1). Sale of alcohol on OCPRC property, and 2). The corresponding Temporary Use Permit for the use of the County Market for the Farm to Fork event to be held September 24, 2014. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Construction/Renovation Project Approvals: Conceptual Approval — Glen Oaks Golf Course #13 Bridge Replacement Moved by Mr. Nash, supported by Mr. Jamian, to proceed with the necessary construction documents by Giffels Webster Engineers and bidding for construction for the Glen Oaks Golf Course Bridge Replacement #13, contingent upon staff presenting all project related costs for Commission approval of construction. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Construction Approval — Red Oaks Waterpark Shade Structure Replacements Moved by Mr. McGillivray, supported by Mr. Scott, to award a construction. contract to Playworld Midstates in the amount of $117,335.65 for the Red Oaks Waterpark River/Kiddie Pool Shade Structure Replacement and Entrance Shade Structures, plus a 10% contingency of $11,733.57, for a not to exceed approved project amount of $129,069.22. Total project costs including design fees are included in this amount. (Commission Meeting, May 7, 2014) AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Addison Oaks Master Planning: Draft Facility, Operating and Business Concepts — Request Authorization to Solicit Public Comment Project Advisor Donna Folland provided the Commission with an update on the draft of the Addison Oaks Master Planning Facility, Operating and Business Concepts. Donna also requested input from the Commission on the document and authorization to solicit public comment on the draft Vision and Concepts by hosting a public open house at Addison Oaks in September 2014. Moved by Mr. VanderVeen, supported by Mr. Baumhart, to authorize staff to solicit public comment on the Addison Oaks Vision and Vision and Concepts. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Resolution Recognizing July as National Recreation and Parks Month Moved by Mrs. Long, supported by Mr. Scott, to adopt the following resolution in support of proclaiming July 2014 as National Recreation and Parks Month, and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS, the Oakland County Parks and Recreation Commission's mission is to provide all residents of Oakland County with recreational, leisure, and learning experiences, parks, open spaces, and facilities, resulting in a comprehensive county park system that enhances quality of life; and WHEREAS, parks, recreation activities, and leisure experiences provide opportunities for young people to live, grow, and develop into contributing members of society; and WHEREAS, parks and recreation creates lifelines and continued life experiences for older members of our community; and WHEREAS, parks and recreation generates opportunities for people to come together and experience a sense of community through fun recreational pursuits; and WHEREAS, parks and recreation agencies provide outlets for physical activities, socialization, and stress -reducing experiences; and WHEREAS, parks, playgrounds, nature trails, open spaces, community and cultural centers, and historic sites make communities attractive and desirable places to live, work, play, and visit, in a manner that contributes to our ongoing economic vitality; and WHEREAS, parks, greenways, and open spaces provide a welcome respite from our fast - paced, high-tech lifestyles while simultaneously protecting and preserving our natural environment; and WHEREAS, parks and recreation agencies touch the lives of individuals, families, groups, and the entire community, which positively impacts upon the social, economic, health, and environmental quality of our community. (Commission Meeting, May 7, 2014) NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation Commission proclaims July as Recreation and Parks Month and encourages all citizens to celebrate healthy, active lifestyles by participating in their choice of recreation and park activities. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10) NAYS: (0) Motion carried on a voice vote. Proposed Oakland County 4-H Fair Association Lease Amendment Moved by Mrs. Long, supported by Mr. Kostin, to adopt the following resolution approving lease amendment #1 with the Oakland County 4-H Fair Association for Building E at Springfield Oaks County Park, located at 12451 Andersonville Road, Davisburg, MI 48350 and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS, the County of Oakland isthe owner of Springfield Oaks County Park; and WHEREAS, a building, identified as Building E at 12451 Andersonville Road, Davisburg, Michigan 48350, is located on the grounds of Springfield Oaks County Park; and WHEREAS, the Oakland County Parks and Recreation Commission approved a lease of said building (Building E) located at 12451 Andersonville Road, Davisburg, Michigan 48350, to the Oakland County 4-H Fair Association for a period commencing March 26, 2009 through September 30, 2014 at the February 11, 2009 meeting; 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 accepts and approves the terms and conditions of the attached Lease Amendment #1. 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 the Oakland County 4-H Fair Association. BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission hereby requests the Board of Commissioners direct its Chairperson or designee to execute said lease on behalf of the County of Oakland. AYES: Fisher, Baumhart, Jamian, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Request to Increase OCPR Vehicle Fleet At the January 15, 2014, OCPR Commission meeting the Commission approved the purchase of a new Parks and Recreation -owned vehicle, a 2014 passenger bus which will replace bus 98-910 in the regular service rotation. Staff has requested authorization to keep the existing passenger bus 98-910 in the Parks Vehicle Fleet and use it for emergency backup in order to assist with staffing and cost savings, plus continuing a high level of customer satisfaction. (Commission Meeting, May 7, 2014) Staff confirmed to the Commission this request to increase the Vehicle Fleet will not be adding any new or additional vehicles; we are just retaining an old vehicle to use for emergency backup and to provide additional customer service. Moved by Mr. Baumhart, supported by Mr. McGillivray to adopt the following resolution for Oakland County Parks and Recreation Vehicle Fleet Expansion and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS, the Oakland County Board of Commissioners adopted a lease vehicle policy through Miscellaneous Resolution #93239, which was amended by Miscellaneous Resolution #94357 and requires additional vehicles to be approved by the Board of Commissioners; and WHEREAS, the Oakland County Parks and Recreation Commission has approved the addition of a new Parks and Recreation -owned vehicle, a 2014 passenger bus which will replace bus 98-910 in the regular service rotation; and WHEREAS, Parks and Recreation is requesting to keep bus 98-910 in the fleet for emergency backup, which will assist with staffing and costing savings plus continuing a high level of customer satisfaction; and WHEREAS, the vehicle will be assigned to the Recreation Unit and will increase the overall Parks and Recreation fleet size to 65; and WHEREAS, as required by policy, the County Executive's Department of Central Services has reviewed the request and determined it is justified within the policy. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby approves the non -retirement of bus 98-910 and recommends the Oakland County Board of Commissioners approves and authorizes the Park and Recreation vehicle fleet expansion by one to 65. AYES: Fisher, Baumhart, Jamian, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. STAFF REPORTS: Participation and Program Review FY 2014, Month 06 The Participation and Program Review report for FY 2014, Month 06 was received. Public Comment Alice Tomboulian, Oakland Township Parks and Recreation Commission member and former Oakland County Parks and Recreation Commission member, informed the Commission that Oakland Township Parks and Recreation is currently working on their master plan. She expressed interest in having a dog park located within their community and would like to work together with the OCPR Commission in order to avoid the duplication of services within their community. Food and Beverage Committee Update Business Development Representative Phil Castonia provided the Commission with a Food and Beverage Committee update. The committee sent out a new Request for Proposal (RFP) for food and (Commission Meeting, May 7, 2014) beverage services at Springfield Oaks and has extended the deadline until June 5, 2014 in order to recruit additional vendors. The subcommittee has selected Kenny Handler, a consultant, to assist in contacting additional vendors for the food and beverage services. This consultant will be at the June OCPRC Commission meeting. The consultant will first focus on White Lake Oaks, Lyon Oaks, Springfield Oaks and then move on to the evaluation of concessions of waterparks and campgrounds in order to assist in determining the option of self -operation at the food and beverage locations. The committee has not yet determined the length of the contracts for services at these facilities. In addition, Phil reviewed the report that was requested by Commissioner Jamian showing the status of 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: - Shortage of Lifeguards at the beaches and waterparks - Springfield Oaks Ellis Barn Temporary Exception Report and Temporary Certificate of Occupancy - GreenPlay, LLC consultant Chris Dropinski will be attending July OCPRC meeting - Oakland County Market Newsletter for vendors - Mini Media Event Initiatives sponsored by the Communications and Marketing division - Prescribed burns at Oakland County Parks - Clean up and community service days at Oakland County Parks facilities - Collaborative SEMCOG Planning Session at Lyon Oaks - quarterly events hosted by OCPRC system with other local and regional parks systems - June 4, 2014, OCPRC meeting will be at Rose Township at 9:00 a.m. - June 4, 2014 Park Improvement and Trail Enhancement dedication at Highland/Rose Oaks at 11:00 a.m. - Annual OCPRC Commission photo at Trail/Park dedication ceremony on June 4, 2014 - OCPRC Budget Study Session on May 21, 2014 Lifeguard Update Manager of Parks and Recreation Operations Sue Wells provided the Commission with an update on the hiring process for lifeguards at Oakland County Parks facilities. We are experiencing a shortage of applicants for lifeguards, and staff is working with Oakland County Human Resources staff to increase efforts to meet the necessary minimum positions in order to have appropriate coverage at our beaches and waterparks. OCPRC Executive Committee Update: Off -Road Vehicle Park Update The Executive Committee requested and was provided preliminary information from staff regarding the proposed Off -Road Vehicle Park including estimates for expenditures and revenues for the development, operations and maintenance as well as insurance posts for the proposed park. Before pursuing this project further the Commission would like to take a closer look at the finances for this proposed facility. It was requested if there are any questions regarding this material to refer them to Chairman Fisher so they may be addressed at the next Executive Committee meeting. The Commission also addressed concerns about staffing proposed for this facility. In addition, Commissioner McGillivray requested to receive the number of potential users for this type of facility, and if there are sufficient patrons that would use this type of park. (Commission Meeting, May 7, 2014) Nature Center Expenses/Revenues Update Staff provided the Commission with an update on the OCPR Nature Center expenses and revenues for both Red Oaks Nature Center and Wint Nature Center. With the recent addition of the Red Oaks Nature Center the Commission wanted to periodically review the expenses in order to determine if there is a need to expand the scope of services and programs at the Nature Centers, which could also potentially bring in additional revenues. Oakland Parks Foundation Update Commissioner Fisher recently had a meeting with some Oakland Parks Foundation representatives with a few moments of optimism with regards to their sustainability. At this point plans have not been finalized, however as he hears more from the Foundation he will forward the information on to the Commission. OLD BUSINESS: Springfield Oaks Ellis Barn Phase III: Structural Restoration (Amended Motion) Moved by Mr. VanderVeen, supported by Mr. Scott, to amend the previous February 5, 2014, Commission approval motion by awarding Frank Rewold and Sons a construction contract for base bid 2, only, for the Springfield Oaks Ellis Barn Phase III to construct the structural reinforcing, reducing the approved total project amount to $426,828.00 as follows: Item Cost Construction $315,161.00 Design $32,880.00 Structural testing $16,480.00 Site plan review costs $8,295.00 Township final site plan approval condition costs $33,686.00 Sub -total $406,502.00 5% Contingency $20,326.00 Total $426,828.00 AYES: Fisher, Baumhart, Jamian, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. NEW BUSINESS: Commissioner McGillivray expressed his thanks and appreciation to Executive Officer Daniel Stencil and all of the Oakland County Parks and Recreation staff that participated in the Red Oaks Nature Center cleanup. CLOSED SESSION: Moved by Mrs. Long, supported by Mr. Kostin, to adjourn to a Closed Session for the purpose of discussing possible land acquisition. (Commission Meeting, May 7, 2014) ROLL CALL VOTE: AYES: Baumhart, Fisher, Kostin, 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 10:53 a.m. Moved by Mr. Kostin, supported by Mrs. Long, to reconvene the Commission Meeting to Open Session. ROLL CALL VOTE: AYES: Baumhart, Fisher, Kostin, 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 11:34 a.m. ADJOURNMENT: Meeting adjourned at 11:34 a.m. Jorn,X. Scott, Secretary Vicky Valko, fkec&ding Secretary