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HomeMy WebLinkAboutMinutes - 2014.12.10 - 39314OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING December 10, 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 COMMISSION MEMBERS ABSENT WITH NOTICE: 17P711Wi ALSO PRESENT: Oakland County Parks and Recreation Oakland County Fiscal Services Oakland County Corporation Counsel Oakland County Facilities Management Recovery Park Oakland County Citizen Oakland County Citizen APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of P & R Operations Boyd Brokenshaw, Groveland Oaks Park Supv. Phil Castonia, Business Development Rep. Mike Donnellon, Chief -Park Fac. Maint. & Dev. Jim Dunleavy, Chief -Park Ops. & Maint. - N. District Terry Fields, Chief-Rec. Programs and Services Tom Hughes, Chief -Park Ops. & Maint.- S. District Karen Kohn, Supervisor -Administrative Services Melissa Prowse, Supv. Parks & Rec. Planning Darlene Rowley, White Lake Oaks Park Supv. Paul Simpson, Lyon Oaks Golf Course Supv. Jeff Phelps, Fiscal Services Coordinator Jody Hall, Asst. Corporation Counsel Paul Zachos, Property Management Specialist Gary Wozniak Vivian Lewis Sal Delia Moved by Mr. VanderVeen, supported by Mr. Jamian to approve the agenda as submitted. AYES: Baumhart, Fisher, Lewis, Long, McGillivray, Scott, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Regular OCPRC Meeting November 5, 2014 Moved by Mr. McGillivray, supported by Mr. Scott to approve the minutes of the November 5, 2014, OCPR Commission meeting with the following change: (Commission Meeting, December 10, 2014) Change the first paragraph under Executive Committee Update to: Chairman Fisher advised the Executive Committee discussed creating a Nature Center Committee and was seeking volunteers from the Commission to serve on the committee. It was determined that Commissioner McGillivray, Commissioner Baumhart and Chairman Fisher will serve on the committee. AYES: Baumhart, Fisher, Lewis, Long, McGillivray, Scott, VanderVeen (7) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: Salvatore Delia requested the Commission consider naming the proposed new ORV facility at Groveland Oaks West after Stan and Iris Ovshinsky. Mr. Delia expressed he felt that due to their contributions to local business and new technology the proposed facility should be named in honor of Mr. and Mrs. Ovshinsky. The Commission informed Mr. Delia the proposed park is very preliminary at this point and thanked him for his suggestion. RECOGNITIONS: OCPR Commissioner Gregory Jamian, the current representative from the Road Commission for Oakland County, will be leaving the board after two years of service. The Commission and staff recognized Mr. Jamian for his service to the Oakland County Parks and Recreation Commission and presented him with an engraved ,jalking stick and plaque. Mr. Jamian thanked the Commission and advised this was the greatest group to cork for as a board member. Chairman Fisher also reported that Chairperson Emeritus Pecky D. Lewis, Jr. will be retiring from the OCPR Commission after serving on the OCPR Commission for 33 years. The Commission will have a lunch in honor of Mr. Lewis for his dedication and many years of service to Oakland County Parks and Recreation Commission. Chairman Fisher also introduced Mr. Lewis' wife Vivian Lewis, who was present for the meeting. CONSENT AGENDA: All items are considered to be routine by the OCPR Commission and will be enacted by one motion. There will be no separate discussion of these items unless a Commission member so requests, in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda. 7A. Motion - Receive and file the Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending October 31 2014 (FM 01, FY15) 7B. Motion - Receive and file the Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month Ending October 31 2014 (FM 01, FY15) 7C. Motion - Receive and file the Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for Month Ending October 31 2014 (FM 01 FY15) 7D. Motion - Receive and file the Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending October 31, 2014 (FM 01, FY15) 7E. Motion - Receive and file the FY 2014 4th Quarter Contributions Report (Commission Meeting, December 10, 2014) F. Motion - Receive and file the FY 2014 4ch Quarter Temporary Use Permit Report 7G. Motion - Receive and file the FY 2014 4th Quarter Sponsorship Revenue Report 7H. Motion - Receive and file the FY 2014 Year -End Contributions Report 71. Motion - Receive and file the FY 2014 Year -End Temporary Use Permit Report 7J. Motion - Receive and file the FY 2014 Year -End Sponsorship Revenue Report 7K. Motion - Receive and file the FY 2015 Non-CIP Protects Update 7L. Motion - Receive and file the Preliminary CIP Schedule 7M. Motion - Receive and file the FY 2014 Fiscal Services Year -End Report 7N. Motion - Receive and file the FY 2014 41h Quarter Purchasing Report Moved by Mrs. Long, supported by Mr. Jamian to approve Items 7 A-N under the Consent Agenda. AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Scott, VanderVeen (8) NAYS: (0) ,lotion carried on a voice vote. REGULAR AGENDA: Proposed FY 2015 Rules and Regulations Moved by Mr. Lewis, supported by Mr. Baumhart to approve the following resolution on the revisions to the Oakland County Parks and Recreation General Information and Regulations (Rules & 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 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 Rules and Regulations as reviewed by Oakland County Corporation Counsel. NOW THEREFORE BE IT FURTHER RESOLVED that these revised Rules and Regulations be forwarded to the Oakland County Board of Commissioners for approval. (Commission Meeting, December 10, 2014) AYES: Baumhart, Fisher, Jamian, Lewis, Long, McGillivray, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. Project Construction Approval: Groveland Oaks Campground Utilities Staff provided an update on the status of Groveland Oaks campground and the current amenities. As the utilities were installed in the 1980's, staff is proposing to make improvements to keep up with the marketplace, stay competitive with other campgrounds in the area, improve customer service and reduce staff costs. The proposed improvements include water, sanitary sewer hook-ups, electrical and Wi-Fi. Moved by Mr. Scott, supported by Mr. Baumhart to award a construction contract to Frank Rewold and Son for all bids for the Groveland Oaks Campground Utilities — electrical/H2O pedestal system, sanitary system and Wi-Fi - in the amount of $1,468,469.00. The total project costs are $1,549,641.00 as follows (with construction to start immediately to finish for the 2015 camping season): Item Cost Construction $1,468,469.00 Design $72,392.00 Permitting $1,070.00 Sub -total $1,542,031.00 .05% Contingency $7,710.00 Total $1,549,641.00 AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. OCPR Commission Proposed 2015 Meeting Dates In accordance with the OCPR Commission Bylaws, the meeting dates will be considered and approved at the January 2015 OCPR meeting. In addition, it is being proposed that the meeting day will change from the first Wednesday of each month at 9:00 a.m. to the second Tuesday of each month at 2:00 p.m., and the Executive Committee meetings will also change from Wednesdays to Tuesdays. STAFF REPORTS: Participation and Program Review FY 2014, Month 12 Staff provided the Participation and Program Review report for FY 2014, Month 12, which included a photo presentation of recent programs and events. Pood and Beverage Committee/Consultant Update Staff advised that the Food and Beverage Committee is still working on the following: (Commission Meeting, December 10, 2014) • Bids for White Lake Oaks and Lyon Oaks for food and beverage operations and golf services — five bids were received- staff is evaluating and will report back after that has been finalized. • Top three bids will be brought back for interviews with the Committee and staff. Commissioner VanderVeen reminded the Commission this process has been going on for over two years, with the previous recommendation being rejected by the majority of the Commission. It is his hope that this process can finally be brought to a resolution very soon. Golf 2013-2014 Report Staff provided an overview of the five Oakland County Parks Golf Courses including course history, staffing levels, volunteer participation, opening dates, programs and events, budget expenditures, revenues and depreciation. Staff will provide a report to the Commission which will show the 18-hole equivalent rounds for each golf course. Proposed Adventure Recreation Park — Groveland Oaks West Report/Update/Projected Process Timeline Staff provided an update on the status of the proposed Adventure Recreation Park facility at Groveland Oaks West. In addition, staff informed the Commission that the Michigan Natural Resources Trust Fund approved the Michigan Department of Natural Resources' (MDNR) $2.9 million grant application for the proposed ORV facility at Groveland Oaks and our $36,000 fishing pier development project. Moving forward staff will: • Continue master planning of Groveland Oaks West to create concepts for the proposed facility • Form a joint work team with the MDNR and OCPR • Meet with the joint MDNR/OCPR work team on January 22, 2015 • Work in collaboration with the MDNR to create a business plan within the next couple of months which will prepare a timeline for the proposed facility. Chairman Fisher requested and Melissa Prowse agreed to factor into the timeline a presentation to the OCPR Commission and review/approval by the Commission on the business plan — by April 1, 2015. Chairman Fisher reported that he and Mr. Kostin will be part of the Adventure Recreation committee/work team. Ron Olson, MDNR Parks and Recreation Director, advised that the MDNR would like to align opportunities with where the population resides, as identified in the state trail plans, and creating an ORV facility in the Groveland Oaks West area would be a great opportunity. In creating the proposed business plan, the objective is to operate on a concept of self-supporting basis — to align it so it can be successful. As the business plan is developed there are three key items: Operate ourselves (collaborative with MDNR/OCPR); consider contracting out with an RFP process; include snowmobiling opportunities and club participation, which could include a private operator or MDNR operation. This model in creating this facility as a collaborative process could be looked upon as something unique to create an affordable access to adventure recreation. Commissioner VanderVeen requested Mr. Olson provide a response on the following items: • What are the trends in ORV's in southeast Michigan, in terms of ownership and use, particularly ownership? • You want an operation that pays for itself — in the case of Silver Lake — do you lease that out? Mr. Olson's response: No — the current corporate partners (four operators) offer rides, own the (Commission Meeting, December 10, 2014) equipment and pay the MDNR a percentage of the gross revenues. They also have access to the dunes area. If they do not break even, who pays /makes up the difference? Mr. Olson indicated that we want to go into this so we don't have to make up the difference. At Silver Lake we actually make more revenue than we collect over many, many years. Revenues go into a larger pot and are shared among the parks. MDNR is committed to make sure that this works. We have to work that into the business plan. We have to reduce the risk and, to the best of our ability, make this work. • The MDNR now has a $2.9 million grant to buy this property — are you going to lease this operation to Oakland County, as the lessee, to operate the facility, is that the basic concept? Mr. Olson responded yes, or a combination of something, but that would be the idea. The general concept would be to enter into some sort of a lease that would have the stipulations in there and part of that would be driven by how we operate the place. Until we map out the business plan, it is premature. Mr. VanderVeen informed Mr. Olson one of the things the Commission will be looking for is what happens if we enter into it very optimistically and it doesn't work — is there some kind of escape? Mr. Olson advised those things could all be included into the business plan. Executive Officer Stencil informed the Commission that this proposed agreement could be similar to the lease e have with the City of Madison Heights for the Red Oaks Nature Center, where responsibilities are outlined .,nd costs could be shared, and agree to a concept for a conceptual master plan. Chairman Fisher thanked Mr. Olson for attending and providing the information. Mr. Olson indicated that he and staff will all be working on the business plan and timeline in order to meet the April 1, 2015 deadline. Dixie Gully Run II Event Outcomes Report Staff presented a report which is a compilation of the outcomes for the two Dixie Gully Run ORV events held on August 9 and November 1-2, 2014, at Groveland Oaks West, which include the preliminary market analysis, and the two Dixie Gully Run surveys. Staff advised we will be hosting an open house on this project after April 1 similar to what was done at Addison Oaks. A 2014 study indicated most people would use all - terrain vehicles. The Commission expressed, for safety reasons, their concern of the type of vehicles which would be used at this proposed facility. The Commission asked if we move forward on this project what type of park passes would be utilized by the public for this facility. Staff indicated they are evaluating all options available. Oakland County Community Development is currently evaluating a corollary project of applying the "Main Street Program" along the Dixie corridor with multiple communities that would help to develop and determine the impact on local businesses. Mr. Kostin noted that it is an important fact that the weather at the second event was much worse than at the first event and the attendance numbers were much higher. Commissioner McGillivray requested to see an analysis of park entry fees for other similar facilities in the area so we could establish our rates within the current market rates. iakland County Parks and Recreation Greenhouse Update Moved by Mr. Scott, supported by Mr. VanderVeen to authorize staff to negotiate a proposed lease with (Commission Meeting, December 10, 2014) Recovery Park for the operation of the greenhouses at Waterford Oaks and Springfield Oaks to be presented at the January 2015 OCPR Commission meeting for approval. If negotiations fail, staff will move on to negotiations with the next company, Natural Conservation Services. AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. 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: - Special Park Districts Forum conference scheduled for June 8-12, 2015 - 2014 OCPR Annual Business meeting December 11, 2014 at the Waterford Oaks Activity Center - MRPA New Professional Award will be presented to Matt Pardy at the Annual Conference & Trade Show - OCPR Golf Courses are now closed for the season - Waterford Oaks Design Master Plan RFQ— 6 bids were received and staff will provide updates on the process - Grant opportunities for Michigan Invasive Species - $3.6 million in state funds are available to apply for abatement of invasive species through competitive grant process - Report and update on OCPR items sold in the annual 2014 Oakland County Auction - Catalpa Oaks Field Sports Complex parking lot and storm water improvements New publications on the Buhl Estate at Addison Oaks - paid for with donations Communications and Marketing Committee initiatives - Final draft of 2014 OCPR Annual Report - Possible archery hunting opportunities within Oakland County Parks - Annual Holiday Lunch - Report on Fiscal 2016 Budget/3-year budget cycle; proposed target figures for revenues, expenditures, and staff costs to start the budget process in February 2015. Staff to provide Commission with breakdown of costs for Operations and Capital projects. - Update on status of Royal Oak's Normandy Oaks parkland — public meeting scheduled at Royal Oak on December 11, 2014 at 7 p.m. Executive Committee Update Chairman Fisher informed the Commission the Executive Committee had further discussion on the Planned Use of Fund Balance Policy and staff will bring back the Committee's recommended changes for further review. Chairman Fisher also advised we have been informed the Oakland County Board of Commissioners will most likely appoint a replacement for retiring OCPR Commissioner and Chairperson Emeritus Pecky D. Lewis, Jr. at their meeting in January 2015. OLD BUSINESS: There was no old business to report. ,EW BUSINESS: There was no new business to report. (Commission Meeting, December 10, 2014) 'LOSED SESSION: Moved by Mr. Scott, supported by Mr. Kostin to adjourn to a Closed Session for the purpose of discussing possible land acquisition and a personnel matter. ROLL CALL VOTE: AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Scott (7) NAYS: (0) A sufficient majority having voted, the motion carried. The meeting was adjourned to a closed session at 11:36 a.m. Moved by Mr. Kostin, supported by Mr. McGillivray, to reconvene the Commission Meeting to Open Session. ROLL CALL VOTE: AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Scott (7) NAYS: (0) '� sufficient majority having voted, the motion carried. The meeting re -convened to open session at 11:58 a.m. Possible Land Acquisition Moved by Mr. Kostin, supported by Mr. McGillivray to direct Property Management Specialist Paul Zachos to proceed with the next steps for the proposed property acquisition as discussed in Closed Session. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Scott (7) NAYS: (0) Motion carried on a voice vote. ADJOURNMENT: Meeting adjourned at 12:00 p.m. JQW A. Scott, Secretary Vicky Val o, ecorct-Ino Secretary