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HomeMy WebLinkAboutMinutes - 2014.09.03 - 39319OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING September 3, 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, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long, Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT WITH NOTICE: Gregory Jamian ALSO PRESENT: Oakland County Parks and Recreation Oakland County Fiscal Services Oakland County Corporation Counsel Oakland County Facilities Maintenance & Operations Frank Rewold & Sons George W. Auch Company Graber & Associates Groveland Township Great Lakes 4WD Association Oakland County Resident University of Michigan -Flint APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of P & R Operations Brittany Bird, Natural Resources Planner Phil Gastonia, Business Development Rep. Andrea Clinton, Intern Zach Crane, Landscape Architect II Mike Donnellon, Chief -Park Facilities Maint. & Dev. Jim Dunleavy, Chief -Park Ops. & Maint. - N. District Julee Erskine, Volunteer Services Coordinator Terry Fields, Chief -Recreation Programs and Services Donna Folland, Senior Planner Darryn Horvath, Intern Tom Hughes, Chief -Park Ops. & Maint.- S. District Karen Kohn, Supervisor -Administrative Services Stephanie Mackey, Business Development Rep. Jennifer Myers, Landscape Architecture II Jon Noyes, Supervisor of Planning Melissa Prowse, Business Development Representative Jeff Phelps, Fiscal Services Supervisor II Lori Taylor Paul Zachos Paul Weisenbach Danielle Nokielski Geoff Graber Robert DePalma, Township Supervisor Paul Hittie Dana Waxim Jim Kitson Leyla Sanker Moved by Mr. Nash, supported by Mrs. Long to approve the agenda. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, September 3, 2014) APPROVAL OF MINUTES: Minutes of Special Meetina of June 18, 2014 and Minutes of Regular Meeting August 6, 2014 Moved by Mr. Scott, supported by Mr. VanderVeen to approve the minutes from the Special OCPRC Meeting of June 18, 2014, and the minutes of Regular OCPRC Meeting of August 6, 2014, with the following corrections: August 6, 2014 OCPRC Regular Meeting Waterford Oaks Design Competition/Park Development Plan — change to: Moved by Mr. Jamian, supported by Mr. McGillivray to approve the Waterford Oaks Design Competition/Park Development Plan in the total amount of $45,000 for the development of the Waterford Oaks Master Plan, to be awarded among three participants, with a minimum payment of $10,000 each to the participants. And also correct the listing for the Commissioners present/vote on the motions as Mrs. Long did not attend the meeting. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS Oakland County resident Jim Kitson spoke to the Commission regarding the ORV event held on August 9, 2014, in Groveland Township. He expressed that Oakland County Parks and Recreation put on a fabulous event. Staff did a great job and he believes this was the most organized ORV event he has attended. PRESENTATION OF AWARDS: 2014 National Association of County Parks and Recreation Officials Award: Executive Officer Daniel Stencil informed the Commission that Oakland Parks and Recreation received two awards from the National Association of County Parks and Recreation (NACPRO) and presented Chairman Fisher with the awards. The first one was for the 2014 Historical/Cultural Facility Award — Ellis Barn/Oakland County Parks and Recreation for the Ellis Barn preservation, and for having a historical presence in Oakland County. The second was for the 2014 Marketing Award — County Market Collaborative with SMART/Oakland County Parks and Recreation, which was for the Oakland County Market's collaborative efforts with SMART on the Sunflower Program. INTRODUCTIONS: Business Development Representative Stephanie Mackey introduced Julee Erskine who was recently hired as the full-time Volunteer Services Coordinator. In addition, Ms. Mackey introduced Intern Andrea Clinton who will be completing a 12-week internship with Oakland County Parks and Recreation in Nature Education and Planning. CONSENT AGENDA: Moved by Mr. VanderVeen, supported by Mrs. Long to approve Items 9 A - M under the Consent Agenda as follows: (Commission Meeting, September 3, 2014) • Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending July 2014 (FM 10, FY14) • Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month Ending July 2014 (FM 10, FY14) • Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for Month Ending July 2014 (FM 10, FY14) • Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending July 2014 (FM 10, FY14) • FY 2014 3`d Quarter Financial Forecast • FY 2014 3`d Quarter Contributions Report • FY 2014 3d Quarter Temporary Use Permit Report • FY 2014 3`d Quarter Sponsorships Report • FY 2014 Non-CIP Projects Update • Preliminary CIP Schedule • FY 2014 3d Quarter Facilities Maintenance Budget Amendments • FY 2014 P Quarter Operating Equipment Budget Transfer • FY 2014 3rd Quarter Purchasing Report AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA: FY 2015 Oakland County Parks and Recreation Commission Operating Budget and FY 2015 Conceptual CIP & FY 2015 Maintenance Management Plan Moved by Mr. Scott, supported by Mr. Nash to conceptually approve the Fiscal Year 2015-2017 Oakland County Parks and Recreation Proposed Operating Budget and adopt the following Fiscal Year 2015 General Appropriations Act resolution balancing total appropriations with available resources at $25,151,352: OAKLAND COUNTY PARKS AND RECREATION COMMISSION FISCAL YEAR 2015 BUDGET GENERAL APPROPRIATIONS ACT WHEREAS in accordance with the provisions of Public Act 261 of 1965, the County and Regional Parks Act, and Public Act 621 of 1978 (as amended), the Uniform Budgeting and Accounting Act for Local Government, and the By -Laws of the Oakland County Parks and Recreation Commission approved January 12, 2011, it is the responsibility of the Oakland County Parks and Recreation Commission to amend and adopt the annual Oakland County Parks and Recreation Commission Budget; and WHEREAS, the Parks and Recreation Executive Officer received budget requests from all Parks and Recreation Budget Units, and the Parks and Recreation Executive Officer and his staff has prepared and submitted in detail the Parks and Recreation Executive Officer's Fiscal Year 2015 Budget Recommendation to the Oakland County Parks and Recreation Commission; and WHEREAS, the Oakland County Parks and Recreation Commission has reviewed in detail the Parks and Recreation Executive Officer's Fiscal Year 2015 Budget Recommendation as shown on Schedules A, B, C, D, E, F, and G, hereby annexed and made part of the General Appropriations Act for Fiscal Year 2015; and WHEREAS supplemental summaries and data contained herein are for informational purposes only, and are not part of the General Appropriations Act for Fiscal Year 2015. (Commission Meeting, September 3, 2014) NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation Commission, after due deliberation, does hereby amend and adopt the Fiscal Year 2015 General Appropriations Act balancing total appropriations with available resources at $25,151,352. BE IT FURTHER RESOLVED that as stated in the Commission By -Laws, appropriations accumulated within the department will be deemed maximum authorization to incur expenditures. The Parks and Recreation Executive Officer or his designated Fiscal Officer shall exercise supervision and control of all budgeted expenditures with each Budget Unit, and at no time shall the expenditures exceed the total appropriation for the department as originally amended or adopted by the Oakland County Parks and Recreation Commission. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Move by Mr. Scott, supported by Mr. Nash to conceptually approve and proceed with the Fiscal Year 2015 15-Year Conceptual Capital Improvement Plan and FY 2015 Maintenance Management Plan. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Food and Beverage Operations Recommendations: 1. FY 2015 Budget Resolution — Self Operations for Red Oaks Waterpark, Waterford Oaks Waterpark, Groveland Oaks Park Moved by Mr. McGillivray, supported by Mr. Kostin to adopt the following resolution for the creation of new budgets and new positions for the self -operation of Parks Concession Operations at Groveland Oaks, Waterford Oaks and Red Oaks as presented, and refer it to the Oakland County Board of Commissioners for final approval: FOOD AND BEVERAGE SERVICES POSITION CREATIONS AND TRANSFERS WHEREAS Oakland County Parks & Recreation strives to be recognized as a "World Class" park system that provides quality services in all areas; and WHEREAS In the fall of 2013, Oakland County Parks & Recreation received notice that Kosch Catering would be exercising their right to terminate the operations for concessions with the required 365 day notice; and WHEREAS the Parks and Recreation Commission's Food & Beverage Committee decided to prepare and issue an RFP for contracting a food and beverage consultant to assist with the evaluation of all park operations that provide food and beverage service; and. WHEREAS Global Management Amusement Professionals was chosen as that vendor and WHEREAS the Oakland County Parks & Recreation retained Global Management Amusement Professionals to assist in developing a first-class food and beverage operations at the golf courses, campgrounds and waterparks; and (Commission Meeting, September 3, 2014) WHEREAS consultants and staff spent a number of days visiting, observing, and evaluating the food and beverage operations at all Parks & Recreation locations and have recommended to the Food & Beverage Committee to move to self -operation of the concessions at Groveland Oaks Campground, Red Oaks Waterpark and Waterford Oaks Waterpark; and WHEREAS the BUSINESS reasons for this recommendation are: • Very limited number of bid responses have been received in the past • Previous vendors were not focused on providing the best customer service and food quality, given that their primary focus was on banquet operations, causing damage to the customer experience and image that Parks is left to repair. • Oakland County Parks historically has only received a small amount of commission revenue from this operation and has not been able to cover costs of providing food and beverage, with this plan we believe we can fully cover our costs and help offset some the expenses from operating the rest of each park. • An investment is needed in each facility to modernize them and allow for a better customer experience, many facilities have not been updated since they were originally built 25-30 years ago. • With the help of experts in the field, Parks will be able to at least break even or return a respectful net of revenue over expenses after getting established while also providing a better experience for the guests and; WHEREAS in order to successfully track the success and transition from a 3rd party operator to self - operations, Oakland County Parks & Recreation is recommending the creation of three (3) new budget centers for all related revenues and expenditures relative to concession operations; and WHEREAS within these new budget centers, positions will be created and transferred to allow for the tracking of labor costs as shown below; and. 5060420 P & R Groveland Oaks Park Concessions GRC 5060431 P & R Red Oaks Waterpark Concessions RWC 5060437 P & R Waterford Waterpark Concessions WWC WHEREAS this reorganization creates and realigns positions to meet the requirements of this new food and beverage services plan; and NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners approves the Parks & Recreation Department position creations and transfers as shown below: 1. To create three (3) new budget centers for all revenues and expenditures related to concession operations including staffing: 5060420 P & R Groveland Oaks Park Concessions GRC 5060431 P & R Red Oaks Waterpark Concessions RWC 5060437 P & R Waterford Waterpark Concessions MC 2. a. To create the following new classifications: Classification Title Salary Grade/Range Overtime Exemption Food and Beverage Coordinator 09 Non Exempt Food Service Worker $10.50 per hour Base Non Exempt $11.10 per hour 1 Year (Commission Meeting, September 3, 2014) b. To create the following full-time eligible Proprietary (PR) funded position: Location Name Quantity Position Title Number 1 Food and Beverage Administrative Services Coordinator (5060101) To create the following PTNE 1,000 hour per year Proprietary (PR) funded positions: Quantity Position Title Location Name 2 Food Service Worker Waterford Waterpark Concessions (5060437) 3 Food Service Worker Red Oaks Waterpark Concessions (5060431) 2 Food Service Worker Groveland Oaks Park Concessions (5060420) 1 Seasonal Program Specialist Groveland Oaks Park Concessions (5060420) 1 Seasonal Program Specialist Waterford Waterpark Concessions (5060437) 1 Seasonal Program Specialist Red Oaks Waterpark Concessions (5060431) 4. To transfer the following positions within Parks & Recreation: From To Position # Position Title Unit Location # Unit Name Unit cation # Unit Name 04345 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions 04350 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions 04351 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions 04445 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions 05813 Parks & Rec 5060831 Red Oaks Waterpark 5060431 Red Oaks Waterpark Attendant Concessions 04218 Parks & Rec 5060326 White Lakes Oaks 5060431 Red Oaks Waterpark Attendant Golf Course Concessions 07013 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04233 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04230 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04231 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions (Commission Meeting, September 3, 2014) From To Position # Position Title Unit cation # Unit Name Unit cation # Unit Name 04232 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04239 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 06773 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 04229 Parks & Rec 5060327 Glen Oaks Golf 5060431 Red Oaks Waterpark Attendant Course Concessions 09745 Parks & Rec 5060330 Springfield Oaks 5060431 Red Oaks Waterpark Attendant Golf Course Concessions 09743 Parks & Rec 5060330 Springfield Oaks 5060420 Groveland Oaks Park Attendant Golf Course Concessions 09741 Parks & Rec 5060330 Springfield Oaks 5060420 Groveland Oaks Park Attendant Golf Course Concessions 09742 Parks & Rec 5060330 Springfield Oaks 5060420 Groveland Oaks Park Attendant Golf Course Concessions 09744 Parks & Rec 5060330 Springfield Oaks 5060420 Groveland Oaks Park Attendant Golf Course Concessions 09968 Parks & Rec 5060356 Lyon Oaks Golf 5060420 Groveland Oaks Park Attendant Course Concessions 08164 Parks & Rec 5060837 Waterford Oaks 5060437 Waterford Waterpark Attendant Waterpark Concessions 08165 Parks & Rec 5060837 Waterford Oaks 5060437 Waterford Waterpark Attendant Waterpark Concessions 08166 Parks & Rec 5060837 Waterford Oaks 5060437 Waterford Waterpark Attendant Waterpark Concessions 08167 Parks & Rec 5060837 Waterford Oaks 5060437 Waterford Waterpark Attendant Waterpark Concessions 08168 Parks & Rec 5060837 Waterford Oaks 5060437 Waterford Waterpark Attendant Waterpark Concessions 06441 Parks & Rec 5060715 Addison Oaks Park 5060437 Waterford Waterpark Attendant Concessions 06430 Parks & Rec 5060715 Addison Oaks Park 5060437 Waterford Waterpark Attendant Concessions 06429 Parks & Rec 5060715 Addison Oaks Park 5060437 Waterford Waterpark Attendant Concessions 07962 Parks & Rec 5060755 Lyon Oaks Park 5060437 Waterford Waterpark Attendant Concessions 09970 Parks & Rec 5060356 Lyon Oaks Golf 5060437 Waterford Waterpark Attendant Course Concessions Parks & Rec Waterford Oaks Waterford Waterpark 09951 Attendant 5060735 Activity Center & 5060437 Concessions Park Parks & Rec Waterford Oaks Waterford Waterpark 09952 Attendant 5060735 Activity Center & 5060437 Concessions Park (Commission Meeting, September 3, 2014) — REVISED AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. 2. Springfield Oaks Golf Course Food and Beverage Service Contract Moved by Mr. Lewis, supported by Mr. Scott to Move to approve the Springfield Oaks Grille Room & Halfway House License and Professional Services Contract with Rose Foote Catering for one year beginning November 2014, with the option for 4 additional 1 year renewal periods. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. The Food and Beverage Committee will now be creating an approved caterers list for all OCPRC facilities. The Commission asked if OCPR would be obtaining total management of the golf courses, along with the food and beverage services, should the Commission change the charge of the Food and Beverage Committee in order to broaden the focus/responsibility of the Committee and to allow consideration of other items including maintenance, standards, equipment, pro shop operations, etc. Executive Officer Daniel Stencil will check into this and report back to the Commission. 2015 Proposed Fees and Charges — Annual Vehicle Permits Moved by Mrs. Long, supported by Mr. Lewis to approve maintaining the current fees for the OCPR Resident Annual Motor Vehicle, Resident Senior Citizen/Adaptive /Active Military Annual Motor Vehicle, Regular (non-resident) and Senior Citizen/Adaptive/Active Military (non-resident) Annual Motor Vehicle passes; and adding a secondary Resident Annual Motor Vehicle pass to be used for a second car in the same household for a reduced fee of $20.00 once a primary pass has been purchased at the regular fee for FY2015 for residents, and Non -Resident fee for the secondary pass to be $36.00 AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Request for Second ORV Adventure Recreation Event in Groveland Township Staff provided a brief report on the ORV event that was held on August 9, 2014, in Groveland Township and played a video that was recorded from an unmanned aerial vehicle during the event. Staff has proposed and is requesting Commission's approval to hold another event the first weekend in November 2014. Staff clarified for the Commission the names and types of vehicles which were used at the first event and those proposed for the second event, and also updated the Commission on the results of the surveys taken at the event. The first event was by invitation only and the second event is proposed to be open to the public. The Commission requested further information on the insurance costs for the events and also requested input from Oakland County Risk Management on this matter. In addition, the Commission would like to see the statistics for the statewide registrations on ORV-type vehicles with the State of Michigan going back to 2000. They also (Commission Meeting, September 3, 2014) AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. 2. Springfield Oaks Golf Course Food and Beverage Service Contract Moved by Mr. Lewis, supported by Mr. Scott to Move to approve the Springfield Oaks Grille Room & Halfway House License and Professional Services Contract with Rose Foote Catering for one year beginning November 2014, with the option for 4 additional 1 year renewal periods. AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. The Food and Beverage Committee will now be creating an approved caterers list for all OCPRC facilities. The Commission asked if OCPR would be obtaining total management of the golf courses, along with the food and beverage services, should the Commission change the charge of the Food and Beverage Committee in order to broaden the focus/responsibility of the Committee and to allow consideration of other items including maintenance, standards, equipment, pro shop operations, etc. Executive Officer Daniel Stencil will check into this and report back to the Commission. 2015 Proposed Fees and Charges — Annual Vehicle Permits Moved by Mrs. Long, supported by Mr. Lewis to approve maintaining the current fees for the OCPR Resident Annual Motor Vehicle, Resident Senior Citizen/Adaptive /Active Military Annual Motor Vehicle, Regular (non-resident) and Senior Citizen/Adaptive/Active Military (non-resident) Annual Motor Vehicle passes; and adding a secondary Resident Annual Motor Vehicle pass to be used for a second car in the same household for a reduced fee of $20.00 once a primary pass has been purchased at the regular fee for FY2015 for residents, and Non -Resident fee for the secondary pass to be $36.00 AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Request for Second ORV Adventure Recreation Event in Groveland Township See correction on page 119 Staff provided a brief report on the ORV event that was held on August 9, 2014, in Groveland Township and played a video that was recorded from an unmanned aerial vehicle during the event. Staff has proposed and is requesting Commission's approval to hold another event the first weekend in November 2014. Staff clarified for the Commission the names and types of vehicles which were used at the first event and those proposed for the second event, and also updated the Commission on the results of the surveys taken at the event. The first event was by invitation only and the second event is proposed to be open to the public. The Commission requested further information on the insurance costs for the events and also requested input from Oakland County Risk Management on this matter. In addition, the Commission would like to see the statistics for the statewide registrations on ORV-type vehicles with the State of Michigan going back to 2000. They also (Commission Meeting, September 3, 2014) — REVISED requested staff provide the actual costs and revenues for this proposed project, and whether it will be self- sustaining. The Commission would also like staff to pursue discussions and/or negotiations with the Department of Natural Resources regarding the DNR underwriting any OCPR losses regarding this proposed project. Some of the Commissioners that attended the first event felt staff did a fabulous job; however there are still concerns among the Commissioners for more permanent ORV activities regarding the recovery of costs and expenses, the types of vehicles that will be permitted, insurance and liability issues and the policing of underage drivers. Moved by Mr. Scott, supported by Mrs. Long to approve the completion of a second demonstration event on the Dixie Gully Run site the weekend of November 1, 2014, and that this event will be open to the public in order to gain knowledge in public use of a proposed ORV park in Groveland Township. This approval does not represent an approval for any further ORV activities by OCPR including Phase I and Phase 11, with the budget for the second event as follows: Proposed Budget - November 1 ORV Event Revenue Sponsorships $ 9,000 Vendor Fees $ 400 Vehicle Registrations $ 5,000 TOTAL $ 14,400 Expense Event Expense $ 15,000 Insurance $ 9,000 TOTAL $ 20,000 NET INCOME $ (9,600) AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Master Plan/Public Engagement Program Update Senior Planner Donna Folland provided an update on OCPRC's master planning and public engagement strategy and program. This included the work plan for master planning and public engagement, a projected timeline for continued progress, an inventory of the public engagement strategies that are in use or are planned and the status of each, and the engagement of target audiences. Purchase of Two Ice/Water Vending Machines: Moved by Mr. McGillivray, supported by Mr. Nash to approve the purchase of two (2) Akoona/Ekoice water and ice vending machines from Icy Placements of St. Petersburg, Florida for $27,425 each for a total amount not to exceed $54,850; and transfer $54,850 from the Amount Available for Capital Improvement and Capital Equipment account to Capital Equipment for this purchase. AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, September 3, 2014) requested staff provide the actual costs and revenues for this proposed project, and whether it will be self- sustaining. The Commission would also like staff to pursue discussions and/or negotiations with the Department of Natural Resources regarding the DNR underwriting any OCPR losses regarding this proposed project. Some of the Commissioners that attended the first event felt staff did a fabulous job; however there are still concerns among the Commissioners regarding the types of vehicles that will be permitted, insurance and liability issues and the policing of underage drivers. Moved by Mr. Scott, supported by Mrs. Long to approve the completion of a second event on the Dixie Gully Run site the weekend of November 1, 2014, and that this event will be open to the public in order to gain knowledge in public use of a proposed ORV park in Groveland Township, with the budget for the second event as follows: Proposed Budget - November 1 ORV Event Revenue Sponsorships $ 9,000 Vendor Fees $ 400 Vehicle Registrations $ 5,000 TOTAL $ 14,400 Expense Event Expense $ 15,000 Insurance $ 9,000 TOTAL $ 20,000 NET INCOME $ (9,600) AYES: Baumhart, Fisher, Kostin, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a voice vote. Master Plan/Public Engagement Program Update Senior Planner Donna Folland provided an update on OCPRC's master planning and public engagement strategy and program. This included the work plan for master planning and public engagement, a projected timeline for continued progress, an inventory of the public engagement strategies that are in use or are planned and the status of each, and the engagement of target audiences. Purchase of Two Ice/Water Vending Machines: Moved by Mr. McGillivray, supported by Mr. Nash to approve the purchase of two (2) Akoona/Ekoice water and ice vending machines from Icy Placements of St. Petersburg, Florida for $27,425 each for a total amount not to exceed $54,850; and transfer $54,850 from the Amount Available for Capital Improvement and Capital Equipment account to Capital Equipment for this purchase. AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, September 3, 2014) Commission requested staff to report back on the return on investment figures and the maintenance and service figures for these vending machines after one year. Construction Approval: Addison Oaks Campground Pull Through Sites and Concrete Pad Development Moved by Mr. Lewis, supported by Mr. Kostin to award a construction contract to George W. Auch Company for the Addison Oaks Pull Through Sites and Concrete Pads project for an amount not to exceed $227,897; and to approve the total project cost of $248,167. AYES: Baumhart, Fisher, Kostin, Lewis, Nash, Scott, VanderVeen (7) NAYS: McGillivray (1) Motion carried on a voice vote. 2 Glen Oaks Springfield Oaks & White Lake Oaks Golf Course Irrigation Replacement Moved by Mr. VanderVeen, supported by Mr. McGillivray to approve the contract for the Irrigation Replacement Projects at Glen Oaks, Springfield Oaks and White Lake Oaks Golf Courses to Marc Dutton Irrigation Inc. for an amount not to exceed $327,576; and to approve the total project cost of $404,714. AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. 3. Red Oaks Nature Center Temporary Flooring Installation Moved by Mr. Lewis, supported by Mr. Baumhart to award a contract to provide a removable flooring system for the Red Oaks Nature Center meeting room to ID3 Group of Atlanta, Georgia in the amount of $45, 355. AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. Glen Oaks Irrigation Pond Dredge Change Order Moved by Mr. McGillivray, supported by Mr. Baumhart to approve Change Order #1, as an increase to the construction contract for the Glen Oaks Golf Course Pond Dredge Project to Frank Rewold & Sons, Inc. in the amount not to exceed $31,499.11. This change order will bring the total approved project cost amount to $327,417.71 AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, September 3, 2014) — REVISED Temporary Use Permit — Clarkston SCAMP/Alcohol Sales Request at Clarkston Back Roads Half Marathon Event 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 a beer tent at the Clarkston State Bank Back Roads Half Marathon on November 9, 2014 at Independence Oaks County Park. AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. STAFF REPORTS: Participation and Program Review FY 2014, Month 09 The Participation and Program Review report for FY 2014, Month 10 was received. 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: - Natural Resources group at Independence Oaks: Volunteers from Chrysler assisted with the elimination of invasive species in the park - Storm damage at South Health Office in Southfield — OCPR offices/storage area suffered damage in the lower level of the building due to the recent storms - Coordination of recruitment efforts with Oakland County Human Resources Division for OCPR seasonal and part-time positions - Staff is working on the schedule for the Proposed 2015 Commission meeting dates for Commission's approval - October 1, 2014 OCPR Commission meeting will be held at Independence Oaks Lewis E. Wint Nature Center Executive Committee Update Chairman Fisher advised the Commission the Executive Committee focused on two items at the last meeting. The first item was budget issues concerning the use and amount of the fund balance, which was a result of the FY 2015 Budget discussions at the Commission meetings. The second item was the ORV event the best wa�, to presen - k3formation and what additional k4f9rmation was nee the written request to staff for detailed cost and expense information. OLD BUSINESS: There was no old business to report. NEW BUSINESS: There was no new business to report. CLOSED SESSION: Moved by Mr. Kostin, supported by Mr. Scott to adjourn to a Closed Session for the purpose of discussing possible land acquisition. (Commission Meeting, September 3, 2014) Temporary Use Permit — Clarkston SCAMP/Alcohol Sales Request at Clarkston Back Roads Half Marathon Event 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 a beer tent at the Clarkston State Bank Back Roads Half Marathon on November 9, 2014 at Independence Oaks County Park. AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. STAFF REPORTS: Participation and Program Review FY 2014, Month 09 The Participation and Program Review report for FY 2014, Month 10 was received. 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: - Natural Resources group at Independence Oaks: Volunteers from Chrysler assisted with the elimination of invasive species in the park - Storm damage at South Health Office in Southfield — OCPR offices/storage area suffered damage in the lower level of the building due to the recent storms - Coordination of recruitment efforts with Oakland County Human Resources Division for OCPR seasonal and part-time positions - Staff is working on the schedule for the Proposed 2015 Commission meeting dates for Commission's approval - October 1, 2014 OCPR Commission meeting will be held at Independence Oaks Lewis E. Wint Nature Center Executive Committee Update Chairman Fisher advised the Commission the Executive Committee focused on two items at the last meeting. The first item was budget issues concerning the use and amount of the fund balance, which was a result of the FY 2015 Budget discussions at the Commission meetings. The second item was the ORV event - the best way to present information and what additional information was needed. OLD BUSINESS: There was no old business to report. NEW BUSINESS: There was no new business to report. CLOSED SESSION: Moved by Mr. Kostin, supported by Mr. Scott to adjourn to a Closed Session for the purpose of discussing possible land acquisition. (Commission Meeting, September 3, 2014) ROLL CALL VOTE: AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Scott, VanderVeen (7) NAYS: (0) A sufficient majority having voted, the motion carried. The meeting was adjourned to a closed session at 11:23 a.m. Moved by Mr. VanderVeen, supported by Mr. Scott, to reconvene the Commission Meeting to Open Session. ROLL CALL VOTE: AYES: Baumhart, Fisher, Kostin, Lewis, McGillivray, Scott, VanderVeen (7) NAYS: (0) A sufficient majority having voted, the motion carried. The meeting re -convened to open session at 12:15 p.m. ADJOURNMENT: Meeting adjourned at 12:16 a.m. Join A. S.,Gdit, Secretary' Vicky Valko, Recording Secretary