HomeMy WebLinkAboutMinutes - 2014.06.04 - 39315OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
June 4 and 10, 2014
Chairman Fisher called the meeting to order at 9:06 a.m. in the Rose Township municipal offices.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J
A. David Baumhart III, Gregory Jamian, Robert
Christine Long, Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
None
ALSO PRESENT:
Oakland County Parks and Recreation
Oakland County Fiscal Services
Oakland County Human Resources
Global Mgmt. Amusement Professionals
Oakland County Fair
APPROVAL OF AGENDA:
David VanderVeen, Secretary John A. Scott,
E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr.,
Daniel Stencil, Executive Officer
Sue Wells, Manager of P & R Operations
Phil Castonia, Business Development Rep.
Zach Crane, Landscape Architect II
Jim Dunleavy, Chief -Park Ops. & Maint. - N. District
Terry Fields, Chief -Recreation Programs and Services
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Donna Folland, Senior Planner
Carrie Hunter, Office Assistant I
Sheila Leddy, Central Employee Records Coordinator
Jennifer Myers, Landscape Architecture II
Darryn Horvath, Intern
Brandy Sotke-Boyd, Project Advisor
Desiree Stanfield, Supervisor -Comm. & Mrktg.
Jeff Phelps, Fiscal Services Supervisor II
Lori Taylor, Manager of Human Resources
Ken Handler, President
Bob Mark, Consultant
LC Scramlin, Director
Moved by Mrs. Long, supported by Mr. Scott to approve the agenda as submitted.
AYES: Fisher, Jamian, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Jamian to approve the minutes of the Oakland County Parks
and Recreation Commission Budget Study Session of May 7, 2014.
(Commission Meeting, June 4 and 10, 2014)
AYES: Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS
LC Scramlin, Director of the Oakland County Fair, informed the Commission of the very positive experience he and
his family recently had at his daughter's wedding reception, which was held at Springfield Oaks Ellis Barn. He
expressed his sincere appreciation to the Commission and staff for making the event possible.
Mr. Scramlin also advised the Commission of the 2014 Oakland County Fair, which will be held July 4-13, 2014, at
Springfield Oaks County Park. He invited the OCPR Commission to have the July 9, 2014, OCPR Commission
meeting at the Springfield Oaks facility and participate in a tour of the fairgrounds immediately after the meeting.
INTRODUCTIONS:
Executive Officer Daniel Stencil introduced Rose Township Supervisor Paul Gambka and Township Clerk Debbie
Miller, and thanked them for their hospitality and allowing the Oakland County Parks and Recreation Commission to
conduct the OCPR Commission meeting at the Rose Township facility.
Mr. Stencil also introduced Donna Folland, who was recently hired as the Senior Planner. Donna has worked for
Oakland County Parks and Recreation for four years as a Project Advisor. She will be responsible for the OCPR
strategic planning, 5-year recreation plans and all of our master plans.
CONSENT AGENDA:
Moved by Mr. Kostin, supported by Mrs. Long to approve Items 8 A-H under the Consent Agenda
as follows:
• Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for
Month Ending 04/30/14 (FM 07, FY14)
• Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month Ending
04/30/14 (FM 07, FY14)
• Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 04/30/14 (FM 07, FY14)
• Capital Improvement Projects Budget to Actual Report & Statement of Net Position for
Month Ending 04/30/14
• 2nd Quarter Contributions Report
• 2"d Quarter Temporary Use Permit Report
• FY 2014 Non-CIP Projects Update
• Preliminary CIP Schedule (previously listed under the EOR)
AYES: Fisher, Baumhart, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
Item 8 I — Property Tax Levy 2nd Quarter Amendment will be considered later in the meeting.
(Commission Meeting, June 4 and 10, 2014)
REGULAR AGENDA:
Conceptual Approval of Proposed FY 2015-2017 OCPR Budget
Executive Officer Daniel Stencil presented the Proposed FY 2015-2017 Oakland County Parks and
Recreation Budget and provided an overview of the budget process. This is a three-year fiscal budget which will
commence October 1, 2014 and go through September 30, 2015 for the first year. The proposed budget is in the
amount of $26,999,991 which includes a projected 3% salary increase for staff. The Operating Subsidy
dependency on tax millage used for the budget has been reduced from 72% in 2003 to 54% in 2013. All operating
budget classifications in FY 2016 and FY 2017 remain the same as FY 2015, with the exception of Salaries and
Fringes, which are proposed to increase by 2% in FY 2016, and 1 % in FY 2017. The current benefit rate for full-
time eligible employees is 38% of the employee's salary, plus $15,000.
Property tax revenues represent the single largest portion of revenues in the budget, which is approximately
$11,000,000. Projections for revenues based upon taxable value this year were less than anticipated — by 0.3%.
Preliminary revenue projections are estimated at a decrease of 0.09% for FY 2015, and 4% increases for FY 2016
and 2017. More detail has been included this year for the conference centers and concessions so expenses and
revenues created by these venues could be more readily identified.
Manager of Parks and Recreation Operations Sue Wells provided high-level budget highlights for the Proposed
FY 2015-2017 Budget, including the proposed staffing changes, which would realign certain personnel in Parks and
Recreation and also permit site -based management proposed for each of the 13 parks. She also provided
Oakland County Human Resources staffing guidelines for full-time and part-time employees. Supervisor of Fiscal
Services Jeff Phelps explained the process of how employee salaries and fringe benefits are allocated within the
budget. In addition, staff provided details on the proposed food and beverage operations/staffing which have been
included in the proposed budget.
The Commission requested staff to provide:
• Numbers for the anticipated cost savings to the organization if all of the new positions are filled with
existing OCPR staff, and if the resulting vacancies are not filled
• Further clarification on each of the new positions: what positions are being added, deleted and reclassified
• A snapshot of the increase in the budget for Marketing: where it came from, and what is the intended use
The Commission also discussed the need to establish a minimum and/or maximum level for the OCPRC Fund
Balance and the need to operate on a balanced budget, and requested this item be placed on a future OCPR
Commission agenda.
It was suggested by the Commission that the process for budget preparation start earlier next year in order to
provide sufficient time for review before it has to be submitted to the Oakland County Board of Commissioners for
final approval.
Property Tax Levy 2nd Quarter Amendment
Moved by Mr. Scott, supported by Mr. Jamian to approve Item 8 I - Property Tax Levy 2nd Quarter
Amendment.
AYES: Fisher, Baumhart, Jamian, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, June 4 and 10, 2014)
Meeting was recessed at 10:43 a.m. until June 10, 2014 at 9:00 a.m. at the Oakland County Parks and Recreation
Administration Office.
The meeting was reconvened on Tuesday, June 10, 2014 at the Oakland County Parks and Recreation
Administration Office. Chairman Fisher called the meeting to order at 9:07 a.m.
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:
Jim Nash
ALSO PRESENT:
Oakland County Parks and Recreation
Oakland County Board of Commissioners
Oakland County Fiscal Services
Oakland County Human Resources
George W. Auch Company
Frank Rewold & Sons Company
Daniel Stencil, Executive Officer
Sue Wells, Manager of P & R Operations
Phil Castonia, Business Development Rep.
Zach Crane, Landscape Architect II
Jim Dunleavy, Chief -Park Ops. & Maint. - N. District
Terry Fields, Chief -Recreation Programs and Services
Darryn Horvath, Intern
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Donna Folland, Project Advisor
Sheila Leddy, Central Employee Records Coordinator
Jennifer Myers, Landscape Architecture II
Helen Hanger
Jeff Phelps, Supervisor II
Lori Taylor, Manager of Human Resources
Roland Alix
Danielle Nokielski
Gene Ferrara
Conceptual Approval of Proposed FY 2015-2017 OCPRC Budget (Continued)
Discussions with the Commission and staff continued on the following items pertaining to the Proposed FY 2015-
2017 OCPRC Budget:
• The process of accounting for Planned Use of Fund Balance, millage rate revenues and fees/charges
within the Proposed FY 2015-2017 Budget
• Proposed 2015 Staffing Allocation Plan and costs associated with the proposed changes
• Proposed staffing plans for Food & Beverage Concession operations at Springfield Oaks, Groveland Oaks
and both Waterparks
• Operating OCPR on a balanced budget without the use of Fund Balance
• Proposed Capital Improvement Plan and the impact on the budget/Fund Balance
• Timeframe for approval of the budget for OCPR Commission and Oakland County Board of Commissioners
• Recommendation for staff to review the budget and report back with modifications where revenues equal
expenditures and the dependency on Fund Balance is reduced
(Commission Meeting, June 4 and 10, 2014)
There was discussion on the possibility of taking out the proposed staffing changes from the budget approval
process at this time and conceptually approving the budget, leaving in the 3% salary increase that is proposed for
FY 2015.
On June 4, 2014, the Commission requested staff to report back on the possible savings if the two Grade 12
positions proposed for FY 2015 were filled by internal staff; and those two resulting vacant positions were not filled;
and the Food & Beverage Concession positions were not filled. It was reported that by taking out the proposed
Food & Beverage Concession positions, and not filling the 2 internal positions which would be vacated by filing the
two Grade 12 positions internally, there could be a cost savings of $177,000. With these proposed staffing
changes the net increase would be only $10,000.
Staff also proposed that after the first quarter of FY 2015 Budget, staff will analyze the salaries and fringes based
upon the actuals figures of FY 2014..
The Oakland County Human Resources department has reviewed and concur with all the proposed changes.
Staff confirmed that any future changes to the FY 2015 budget may be made by an amendment throughout the
year.
Moved by Mr. McGillivray, and supported by Mr. Baumhart to conceptually approve the Proposed FY 2015
Strategic Staffing Allocation Plan, minus Food and Beverage Concessions staffing, at a cost of no more
than $10,000.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Staff was directed to report back to the Commission with a proposal for the Food and Beverage allocations at a
future meeting. Staff will also report back at the June 18, 2014 OCPR Commission meeting with a proposal for a
balanced FY 2015-2017 OCPRC Budget, using Capital and other items to balance the proposed budget without
using Fund Balance.
Moved by Mr. Baumhart, supported by Mr. Scott to postpone further consideration of the Proposed
FY 2015-2017 OCPR Budget until June 18, 2014 at 9:00 a.m.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Proposed Off -Road Vehicle Event
Commission directed staff to place the discussion of the Proposed Off -Road Vehicle project in Groveland
Township on the agenda for the June 18, 2014 OCPR Commission meeting.
Construction Approval: Addison Oaks Campground Recreation Pavilion
Moved by Mrs. Long, supported by Mr. Baumhart to award George W. Auch Company a construction
contract for the Addison Oaks Campground Recreation Pavilion in the amount of $376,591 to include Base
Bid 1. Total project costs are as follows:
(Commission Meeting, June 4 and 10, 2014)
Item
Cost
Construction
$376,591
Design
$ 17,860
Site Investigation
$ 3,191
Sub -total
$397,642
5% Contingency
$ 19,882
Total
$417,524
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Construction Conceptual Approval: Addison Oaks Park Pull -Through Sites and Concrete Pads
Moved by Mr. Scott, supported by Mrs. Long, to grant conceptual approval to proceed with the necessary
construction documents by Giffels Webster Engineers and bidding for construction for the Addison Oaks
Campground pull -through sites and concrete pads, contingent upon staff presenting all project related costs
for Commission approval of construction.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Construction Conceptual Approval: Groveland Oaks Utility Improvements
Moved by Mrs. Long, supported by Mr. Scott to grant conceptual approval to proceed with the necessary
construction documents by Hubbell, Roth and Clark and bidding by Frank Rewold and Son for campground
utility upgrades to Groveland Oaks Section C, with final Commission construction approval anticipated in
September, 2014, and to prepare, design and bid all items separately for the project.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Construction Conceptual Approval: Groveland Oaks Concession & Playground Replacement &
Independence Oaks Playground Replacement
Moved by Mr. Baumhart, supported by Mr. Kostin to grant conceptual approval to proceed with the
necessary construction and bid documents for replacement of the Concession Play Lot at Groveland Oaks,
and Twin Chimneys Play Lot at Independence Oaks, contingent upon staff presenting all project -related
costs for Commission approval of construction.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, June 4 and 10, 2014)
Groveland Oaks Section C Restroom/Shower Renovation — Change Order Approval
Moved by Mrs. Long, supported by Mr. Scott, to increase the contract for Frank Rewold and Son in the
amount of $30,194, and increase project costs in the amount of $1,500. (Total increase $30,194 + $1,500
_ $31,694) Total project costs are as follows:
Item
Cost
Construction
$540,754
Design
$41,527
Subtotal
$582,281
Construction
$30,194
Design and testing
$1,500
Total
$613,975
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS (0):
Motion carried on a voice vote.
Independence Oaks Park Master Planning: Phase I Commission Review
Staff requested Commission approval to initiate the Phase I Master Plan public engagement process at
Independence Oaks, and to proceed to Phase II.
Moved Mr. Kostin, supported by Mr. VanderVeen to authorize staff to launch public engagement at
Independence Oaks and proceed to Phase II of the Park Master Planning Process.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, Long, McGillivray, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
The Commission requested newspaper ads and newspaper articles be included on page 2, #8 of the Independence
Oaks County Park User Survey which is located on page 178 of the agenda packet.
STAFF REPORTS:
Participation and Program Review FY 2014, Month 07
The Participation and Program Review report for April 2014 was received.
Update on Food and Beverage Contract
Staff provided an update on the status of the Food and Beverage Consultant and the bids for Springfield Oaks. Bid
results were disappointing; the Food & Beverage Committee will reconvene to discuss the next appropriate steps in
the process and evaluate alternate options.
(Commission Meeting, June 4 and 10, 2014)
July OCPR Commission Meeting Location
Moved by Mr. Kostin, supported by Mr. VanderVeen to move the location of the July 9, 2014, OCPR
Commission meeting to Springfield Oaks Activity Center.
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 in the Executive Officer's Report included in the agenda packet, the following information
was noted:
- Reminder - July OCPR Commission meeting will be held at Springfield Oaks Activity
Center on July 9, 2014 at 9 a.m.
- Planners Gathering at Highland Oaks hosted by with OCPR and OC Economic Development and
Community Affairs for local planners and local officials
- Proposed Red Oaks parking lot improvements project 50/50 sharing in the planning process with the
City of Madison Heights
- GreenPlay, LLC informed staff that our consultant, Karon Badalamenti, passed away
after a brief illness
OLD BUSINESS:
Staff provided the Commission with an update on the status of the Water Reclamation Project with the City of
Madison Heights.
NEW BUSINESS:
There was no new business to report.
ADJOURNMENT
The meeting adjourned at 11:58 a.m.
John A. Sco`ft, Secretary Vicky Valko, kcording Secretary