HomeMy WebLinkAboutMinutes - 2014.07.09 - 39318OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
July 9, 2014
Chairman Fisher called the meeting to order at 9:07 a.m. in the Oakland County Springfield Oaks Activity
Center Carousel Room.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary John A. Scott,
A. David Baumhart III, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr.,
Christine Long, Gary McGillivray
COMMISSION MEMBERS ABSENT WITH NOTICE:
Gregory Jamian, Jim Nash
ALSO PRESENT:
Oakland County Parks and Recreation
Oakland County Fiscal Services
Oakland County Corporation Counsel
Global Mgmt. Amusement Professionals
Oakland County Fair
Frank Rewold & Sons
GreenPlay, LLC
Springfield Township
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, 'Manager of P & R Operations
Brittany Bird, Natural Resources Planner
Phil Castonia, Business Development Rep.
Zach Crane, Landscape Architect II
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint. - N. District
Terry Fields, Chief -Recreation Programs and Services
Donna Folland, Senior Planner
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Carrie Hunter, Office Assistant I
Haley Kitsch, Communications & Marketing Intern
Karen Kohn, Supervisor -Administrative Services
Jennifer Myers, Landscape Architecture 11
Jon Noyes, Supervisor -Planning
Melissa Prowse, Business Development Representative
Desiree Stanfield, Supervisor -Communications & Marketing
Becky Stepp, Project Advisor
Steve Whaley, Park Supervisor
Jeff Phelps, Fiscal Services Supervisor II
Jody Hall, Asst. Corporation Counsel
Ken Handler, President
Jim Holmes, Marketing Consultant
LC Scramlin, Director
Steven Haverstick
Chris Dropinski, Partner
Tom Graham, Fire Chief
Moved by Mr. Kostin, supported by Mr. Scott to approve the agenda with the following changes:
Item 7 B — Change Presenter to T. Hughes
Item 9 F — Change from Approval to Approval/BOC
(Commission Meeting, July 9, 2014)
Item 5 - Remove the Minutes from the Special OCPRC Meeting of June 18, 2014
AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS (0):
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mrs. Long, supported by Mr. McGillivray to approve the minutes of the Oakland County
Parks and Recreation Commission meetings of June 4 and June 10, 2014.
AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS (0):
Motion carried on a voice vote.
PUBLIC COMMENTS
There were no comments from the public
INTRODUCTIONS:
Executive Officer Daniel Stencil introduced LC Scramlin, Director of the Oakland County 4H Fair
Association. Mr. Scramlin then introduced: members of the Oakland County Fair Board; 2014 Fair
Queen Katlynn Kroll; 2014 Fair King Noah Peterson; Matt McDonagh, of Big Rock Amusements —
Manager of the new carnival company that organized the 2014 Oakland County Fair; and Lisa Scramlin,
the Executive Director of the Michigan Association of Fairs and Expos.
In addition, Executive Officer Daniel Stencil introduced the following new staff members
• Shawn Reiner, Golf Intern
• Steve Whaley, Park Supervisor at Springfield Oaks Supervisor
• Haley Kitsch, Communications and Marketing Intern
Mr. Stencil thanked Mr. Scramlin and the Fair Board for their hospitality and for hosting the Oakland
County Parks and Recreation Commission for the July OCPR Commission meeting.
CONSENT AGENDA:
Moved by Mr. VanderVeen, supported by Mr. Scott to approve Items 8 A-G under the
Consent Agenda as follows:
• Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report
for Month Ending 05/31 /14 (FM 08, FY14)
• Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month
Ending 05/31/14 (FM 08, FY14)
(Commission Meeting, July 9, 2014)
• Fiscal Services Monthly Revenue and Expenditure Average Comparison Report
for Month Ending 05/31/14 (FM 08, FY14)
• Capital Improvement Projects Budget to Actual Report & Statement of Net Position
for Month Ending 05/31/14 (FM 08, FY14)
• FY 2014 Non-CIP Projects Update
• Preliminary CIP Schedule (previously listed under the EOR)
• 3`d Quarter Non -Sufficient Funds Check Write -Off
AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS (0):
Motion carried on a voice vote.
REGULAR AGENDA:
Service Portfolio Final Report (Draft)
Executive Officer Daniel Stencil and Business Development Representative Melissa Prowse introduced
Chris Dropinski, consultant from GreenPlay, LLC. Chris provided an update and overview of the Service
Portfolio Final Report draft. This Final Report details the purpose, methodology, process and goals for
the Commission and staff which is a result of the data collection, analysis and discussions completed
over the last 18 months. It will also provide a framework and broad goals for continuing to improve cost
recovery, analyze and assess current and future services, and make sound business decisions in the
coming years. Staff will continue to analyze cost recovery on an annual basis as part of the budget
process and also review and revise the Service Portfolio annually, making adjustments as markets,
needs and priorities of the OCPR organization change.
It was determined the Commission would delay any action until the report includes information on all of
the parks, not just Addison Oaks.
Red Oaks Nature Center — Parking Lot Design
Moved by Mr. Kostin, supported by Mr. Baumhart to award a design/engineering contract to
Professional Engineers Association, Inc. (PEA) for a contract amount not to exceed $48,400 for
the Red Oaks Nature Center Parking Lot Expansion Project, contingent upon receiving approval
from the City of Madison Heights at their August 11, 2014 City Council Meeting.
AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS (0):
Motion carried on a voice vote.
(Commission Meeting, July 9, 2014)
Glen Oaks Golf Course & Conference Center — Parking Lot Design
Moved by Mr. Kostin, supported by Mrs. Long to award a design/engineering contract to
Professional Engineers Association, Inc. (PEA) for a not to exceed contract amount of $35,800
for the Glen Oaks Golf Course and Conference Center Parking Lot Improvements project.
AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS (0):
Motion carried on a voice vote.
Construction Approval — Glen Oaks Golf Course Bridge #13
Moved by Mr. Lewis, supported by Mr. Kostin to award a construction contact to Frank Rewold &
Sons, Inc. in the amount not to exceed $208,383 which includes a $25,000 contingency, for the
Glen Oaks Golf Course Bridge #13 Replacement Project.
AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS (0):
Motion carried on a voice vote.
The Commission requested staff to provide an update on the status of the contingency amounts for the
projects that have been approved in 2014. This report should include the total contingency amount for
each project and the percentages of what was spent.
Purchase of Four Portable Light Towers
Moved by Mr. VanderVeen, supported by Mr. Baumhart to award the bid for four portable light
towers to Evergreen Services of New York, in the amount of $32,000 with the warranty work to be
completed in Michigan at the local Wacker Nueson supplier in Sterling Heights, unless the local
Southfield company will meet the warranty stated in the Evergreen Services Bid.
AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS (0):
Motion carried on a voice vote.
Michigan Department of Natural Resources Recreation Improvement Fund Grant Award
Moved by Mrs. Long, supported by Mr. Kostin to approve the following resolution authorizing the
acceptance of the Michigan Department of Natural Resources Recreation Improvement Fund for
a $20,000 grant to support site -work for an ORV demonstration event site and training facility in
Groveland Township:
(Commission Meeting, July 9, 2014)
WHEREAS, the Oakland County Parks and Recreation Commission has been notified by the
Michigan Department of Natural Resources that it was awarded a grant through the Recreation
Improvement Fund; and
WHEREAS, the Oakland County Parks and Recreation Commission is developing an ORV
demonstration and training site in partnership with the Michigan Department of Natural
Resources; and
WHEREAS, the Oakland County Parks and Recreation Commission recommends the
acceptance of the following grant from the Department of Natural Resources for $20,000 from
the Michigan Department of Natural Resources Recreation Improvement Fund; and
WHEREAS, the grant agency requires a resolution from the Governing Body to accept the grant
award.
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 Michigan Department of Natural Resources Recreation Improvement Fund grant
award.
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
grant agreement on behalf of the County of Oakland.
AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS (0):
Motion carried on a voice vote.
The Commission requested staff to obtain a list of the State of Michigan Off Road Vehicle Registrations
as well as the Oakland County Off Road Vehicle Registrations, in order to see the trend of the industry.
License Agreement w/Landowner — Use of Property in Groveland for ORV Test Event with
Groveland Township and Bedrock Express
Moved by Mr. Kostin, supported by Mrs. Long to approve both 9G1 and 9G2, to approve the
License Agreements with Bedrock Express Limited and Groveland Township, and directs its
Chairperson or his or her designee to immediately execute the attached License Agreements with
Bedrock Express Limited and Groveland Township.
AYES: Baumhart, Fisher, Kostin, Long, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS (0):
Motion carried on a voice vote.
(Commission Meeting, July 9, 2014)
STAFF REPORTS:
Participation and Program Review FY 2014, Month 06
The Participation and Program Review report for FY 2014, Month 06 was received.
Food and Beveraae Committee/Consultant Update
Business Development Representative Phil Castonia introduced Food and Beverage consultants
Kenny Handler and Jimmy Holmes of Global Management Amusement Professionals. These
consultants will be assisting the Food and Beverage Committee in evaluating Rose Foote
Catering, from Westland, for the Springfield Oaks concessions. The committee also advised they
plan to have a backup plan to bundle multiple location facilities if negotiations are not successful
with this vendor. The committee will report back to the Commission at the meeting in August.
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:
- July is National Parks and Recreation Month
- Update on the OCPR Dashboard with the first draft to the Commission before January 2015,
which will include cost recovery as one of the indicators
- Update on Red Oaks Connector Trail and proposed dedication ceremony scheduled for the
Fall 2014
- Meeting with Madison Heights representatives to discuss the storm water project at Red Oaks
- Presentation on FootGolf at the August OCPR Commission meeting
- Status of Normandy Oaks in Royal Oak
Natural Resources Management Program
Brittany Bird, Natural Resources Planner, gave a presentation and an update on the accomplishments of
the Natural Resources team over the last year.
OCPRC Executive Committee Update
Chairman Fisher provided the Commission with an update from the last Executive Committee meeting.
There were two major items of interest. The first was establishing a budget policy that will include more
clarification on the use of fund balance and also setting a standard on the minimum fund balance. The
second item was the Off Road Vehicle event and the proposal for Phase I and Phase II In addition, the
committee requested staff to provide a significant amount of additional information for the ORV issue for
Phase I and Phase II as well as for the August 9 event in Groveland Township: (1) the number of
Oakland County residents that would benefit, and (2) more complete revenue and expense information
needed in order to avoid making a commitment approaching two million dollars that appears will turn into
another major subsidy - which would be taking OCPR in exactly the opposite direction we have sought to
go, especially if we would be serving a relatively small number of Oakland County residents. Staff is to
report back to the Executive Committee at its September, 2014 meeting.
(Commission Meeting, July 9, 2014)
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
There was no new business to report.
ADJOURNMENT:
Meeting adjourned at 11:35 a.m. to tour Springfield Oaks Park and the Oakland County Fair operations.
John A. Scott, Secretary Vicky Valko, jding Secretary