HomeMy WebLinkAboutMinutes - 2014.08.06 - 39320OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING
August 6, 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,
Gregory Jamian, Robert E. Kostin, Chairperson Emeritus Pecky D. Lewis, Jr., Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
Christine Long
ALSO PRESENT:
Oakland County Parks and Recreation
Oakland County Fiscal Services
Oakland County Corporation Counsel
Oakland County Credit Union
O.C. Facilities Maintenance
Barrick Enterprises
Common Ground
Global Mgmt. Amusement Professionals
Leadership Oakland
Oakland County Fair
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.
Sandy Dorey, Recreation Program Supervisor
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
Karen Kohn, Supervisor -Administrative Services
Jennifer Myers, Landscape Architecture II
Melissa Prowse, Business Development Representative
Paul Simpson, Recreation Program Supervisor
Laurie Stasiak, Recreation Program Supervisor
Becky Stepp, Project Advisor
Jeff Phelps, Fiscal Services Supervisor II
Jody Hall, Asst. Corporation Counsel
Allan McMorris
Austin Amene, Facilities Engineer II
Bob Barrick
Kristin Maguar
Reggie Harrison
Ken Handler, President
Chris Scharrer
LC Scramlin, Director
Moved by Mr. Scott, supported by Mr. VanderVeen to approve the agenda.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, August 6, 2014)
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of the Oakland County Parks
and Recreation Commission meeting of July 9, 2014, with the following revision:
OCPRC Executive Committee Update (REVISED)
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,
nammittee requested staff to provide additional information on the ORV event that is sGheduled on
August 9, 2014 in Greveland Township. In addition, the committee requested staff to provide a
significant amount of additional information for the ORV issue for Phase I and Phase 11 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.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
The minutes of June 18, 2014 OCPR Commission meeting will be considered for approval at the
September 3, 2014 OCPR Commission meeting.
PUBLIC COMMENTS
Oakland County Fair Executive Director LC Scramlin thanked the Commission for having the July meeting at the
Springfield Activity Center. He informed the Commission the fair had a record attendance this year that exceeded
120,000. Mr. Scramlin indicated the Parks and Recreation staff did a fantastic job supporting and promoting the fair
this year and expressed his appreciation to OCPR for all of the support. He also advised the Commission that the
Michigan State Fair will be in Novi this year starting Thursday, August 28, 2014.
Business Development Representative Melissa Prowse introduced Reggie Harrison and Chris Sharrer from
Leadership Oakland. The 2014 Leadership Oakland class presented a plaque to the Commission in appreciation
of the support of their class program which focused on bringing underprivileged youth in Oakland County to
Independence Oaks County Park.
SPONSORSHIP RECOGNITIONS:
Chief of Recreation Programs and Services Terry Fields and Recreation Program Supervisor Sandy Dorey
presented a plaque to Bob Barrick of Barrick Oil -Royal Oak in appreciation of their contribution to Oakland County
Parks and Recreation. Barrick Oil -Royal Oak contributed funds in 2014, which were dedicated to programs and
events for disabled veterans.
Terry Fields and Recreation Program Supervisor Laurie Stasiak presented a plaque to
Mr. Alan McMorris, President and CEO of Oakland County Credit Union in appreciation of their contribution to
Oakland County Parks for the 2014 OCPRC Marshmallow Drop and other recreation programs. Mr. McMorris
informed the Commission that, with the anticipated growth of the Credit Union within Oakland County, the Credit
(Commission Meeting, August 6, 2014)
Union will continue to pay it forward and make additional contributions to Oakland County Parks in 2015 for
recreation programs and events.
CONSENT AGENDA:
Moved by Mr. Jamian, supported by Mr. McGillivray to approve Items 8 A-F under the Consent
Agenda as follows:
• Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for
Month Ending 06/30/14 (FM 09, FY14)
• Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month Ending
06/30/14 (FM 09, FY14)
• Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 06/30/14 (FM 09, FY14)
• Capital Improvement Projects Budget to Actual Report & Statement of Net Position for
Month Ending 06/30/14 (FM 09, FY14)
• FY 2014 Non-CIP Projects Update
• Preliminary CIP Schedule
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
Conceptual Approval -Proposed FY 2015 CIP & Maintenance Management Plans
Moved by Mr. Scott, supported by Mr. Jamian to conceptually approve the proposed Oakland County Parks
and Recreation Capital Improvement Projects and Maintenance Management Plans for Fiscal Year 2015.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Temporary Use Permit w/Alcohol Sales Requested:
1. O.C. Fair — Demolition Derby Figure 8 State Championship — September 6, 2014
2. O.C. Fair — Handcrafters Unlimited Show — September 26-27, 2014
3 Clarkston Historical Society Barn Dance — October 18 2014
Moved by Mr. Baumhart, supported by Mr. VanderVeen to approve:
Both the 1.) Sale of alcohol on OCPR property and 2.) The corresponding Temporary Use Permit for
a beer tent at the Demolition Derby Figure 8 Race Championships at Springfield Oaks County Park
September 6, 2014, with a rain date of September 7, 2014; and
Both the 1.) Sale of alcohol on OCPR property and 2.) The corresponding Temporary Use Permit for the
use of the Livestock Barn at Springfield Oaks County Park to host a beer tent at the Handcrafters Unlimited
Show September 27-28, 2014; and
(Commission Meeting, August 6, 2014)
Both the 1.) Sale of alcohol on OCPR property and 2.) The corresponding Temporary Use Permit for the
Clarkston Historical Society Barn Dance at the Ellis Barn on October 18, 2014.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Waterford Oaks Design Competition/Park Development Plan
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 to the
participants.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott (8)
NAYS: VanderVeen (1)
Motion carried on a voice vote.
Golf Course Master Planning Phase I Review
Senior Planner Donna Folland provided an update on the Golf Course Park Master Planning: Phase I, including the
development of baseline documentation, a public engagement plan, marketing, concept development, and the goal
for a possible capital improvement process.
Residential Leases: 1. Independence Oaks North/Guest House — Wonch;
2. Waterford Oaks — Rowland; 3. White Lake Oaks — Ratledge
Moved by Mr. VanderVeen, supported by Mr. Scott to adopt the following resolutions approving the
residential leases for the 1. Independence Oaks North/Guest House — Cecelia Wonch and Tyler Williams;
2. Waterford Oaks — Ila Rowland; and 3. White Lake Oaks — Brian Ratledge:
RESIDENTIAL LEASE — WONCH — INDEPENDENCE OAKS
WHEREAS, the County of Oakland is the owner of Independence Oaks County Park; and
WHEREAS, a 1368-square foot house, identified as 10275 Sashabaw Road, Clarkston, MI 48348, is
located on the grounds of Independence Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house
located at 10275 Sashabaw Road, Waterford, MI 48386 to Cecilia Wonch and Tyler Williams for a
period commencing September 1, 2014 through December 31, 2019; and
WHEREAS, under the terms and conditions of the attached Lease Agreement Cecilia Wonch and Tyler
Williams will pay rent as follows:
September 1, 2014 — December 31, 2015 $638.00 per month
January 1, 2016 — December 31, 2016
$650.00 per month
January 1, 2017 — December 31, 2017
$663.00 per month
January 1, 2018 — December 31, 2018
$677.00 per month
January 1, 2019 — December 31, 2019
$690.00 per month
each month and pay all utility costs; and
(Commission Meeting, August 6, 2014)
WHEREAS, the Departments of Facilities Management and Corporation Counsel have reviewed and/or
prepared all necessary documents related to the attached lease agreement; 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 accept and
approve the terms and conditions of the attached Lease Agreement.
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 Cecilia Wonch and Tyler Williams.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and
Recreation Rental House Revenue fund line item.
RESIDENTIAL LEASE — ROWLAND — WATERFORD OAKS
WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park; and
WHEREAS, a 759-square foot house, identified as 2866 Watkins Lake Road, Waterford, MI 48328, is
located on the grounds of Waterford Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house
located at 2866 Watkins Lake Road, Waterford, MI 48386 to Ila Rowland for a period commencing
January 1, 2015 through December 31, 2019; and
WHEREAS, under the terms and conditions of the attached Lease Agreement Ila Rowland will pay rent as
follows:
January 1, 2015 — December 31, 2015
$776.00 per month
January 1, 2016 — December 31, 2016
$791.00 per month
January 1, 2017 — December 31, 2017
$807.00 per month
January 1, 2018 — December 31, 2018
$823.00 per month
January 1, 2019 — December 31, 2019
$840.00 per month
each month and pay all utility costs; and
WHEREAS, the Departments of Facilities Management and Corporation Counsel have reviewed and/or
prepared all necessary documents related to the attached lease agreement; 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 accept and
approve the terms and conditions of the attached Lease Agreement.
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 Ila Rowland.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and
Recreation Rental House Revenue fund line item.
RESIDENTIAL LEASE — RATLEDGE — WHITE LAKE OAKS
WHEREAS, the County of Oakland is the owner of White Lake Oaks County Park; and
(Commission Meeting, August 6, 2014)
WHEREAS, a 600-square foot house, identified as 1540 Orchard Street, White Lake, MI 48386, is
located on the grounds of White Lake Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house
located at 1540 Orchard Street, White Lake, MI 48386 to Brian Ratledge for a period commencing
January 1, 2015 through December 31, 2019; and
WHEREAS, under the terms and conditions of the attached Lease Agreement
Brian Ratledge will pay rent as follows:
January 1, 2015 — December 31, 2015 $446.00 per month
January 1, 2016 — December 31, 2016 $455.00 per month
January 1, 2017 — December 31, 2017 $464.00 per month
January 1, 2018 — December 31, 2018 $474.00 per month
January 1, 2019 — December 31, 2019 $483.00 per month
each month and pay all utility costs; and
WHEREAS, the Departments of Facilities Management and Corporation Counsel have reviewed and/or
prepared all necessary documents related to the attached lease agreement; 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 accept and
approve the terms and conditions of the attached Lease Agreement.
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 Brian Ratledge.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County Parks and
Recreation Rental House Revenue fund line item.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Natural Resources Herpetological Study Phase I — Request for Contract Approval
Moved by Mr. Baumhart, supported by Mr. Lewis to approve the contract for Environmental Consulting and
Technology Inc., for completion of herpetological survey services at 12 Oakland County Parks (all parks
except Catalpa Oaks), in the amount not to exceed $170,000.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Oakland School District Technical Construction Training Agreement
After a brief discussion on the Oakland School District Technical Construction Training Agreement, the Commission
postponed consideration of this item until the September 3, 2014, OCPRC meeting in order to receive clarification
of some of the language within the agreement.
(Commission Meeting, August 6, 2014)
FY 2014 Pavement Management Program — Addison Oaks Entrance Drive Repaving
Moved by Mr. Nash, supported by Mr. McGillivray to award a contract for the Addison Oaks -Pavement
Management Program Entrance Drive Replacement to Hutch Paving, Inc. of Warren, Michigan in the
amount of $120,509, for a total project cost of $139,384.
Construction $120,509
Design 6,250
Subtotal $126,759
Contingency 12,625
Total $139,384
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Play Lot Replacement Projects: Groveland Oaks Concession Play Lot and Independence Oaks Twin
Chimneys Play Lot
Moved by Mr. Kostin, supported by Mr. McGillivray to award a contract to Miracle Midwest for the
Groveland Oaks Concession Play Lot and the Independence Oaks Twin Chimneys Play Lot Replacement
Projects for an amount not to exceed $281,000.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Request to Purchase Portable Waterslide
Moved by Mr. Jamian, supported by Mr. Scott to award the purchase of an inflatable waterslide for Addison
Oaks to Free Style Slides in the amount of $69,000.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Approval of Silverdome Auction Equipment and Supplies Purchases
Moved by Mr. VanderVeen, supported by Mr. Scott to approve the purchase of the items acquired from
the Silverdome Auction in the amount of $16,251.51 and authorize sending the Exception Report to the
Oakland County Board of Commissioners Finance Committee for final approval.
AYES: Baumhart, Fisher, Jamian, Kostin, Lewis, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, August 6, 2014)
STAFF REPORTS:
Participation and Program Review FY 2014, Month 09
The Participation and Program Review report for FY 2014, Month 09 was received.
CIP Quarterly Report
Mike Donnellon, Chief -Park Facilities Maintenance and Development provided an update on the Oakland County
Parks and Recreation Capital Improvement Projects Plan, including project costs and contingencies.
Food and Beverage Committee/Consultant Update
Chairman Fisher indicated there was a considerable amount of discussion on this topic at the Executive Committee
meeting.
Business Development Representative Phil Castonia, and food and beverage consultant Kenny Handler, of Global
Management Amusement Professionals, advised that the Food and Beverage Committee will be meeting
immediately following the Commission meeting to start the negotiation process with Rose Foote Catering from
Westland, the proposed vendor for food and beverage operations at Springfield Oaks Golf Course. They also
provided additional information on the evaluation of current facilities, working with staff on the budget for new
proposed operations, the Request for Proposal (RFP) for Lyon Oaks and White Lake Oaks, and creating a list of
preferred caterers and qualified vendors for food and beverage operations.
FootGolf Presentation — New Recreation Opportunity
Chief of Park Operations and Maintenance - South District Tom Hughes, Project Advisor Becky Stepp, and
Recreation Program Supervisor Paul Simpson provided a presentation on FootGolf. This is a relatively
new recreational activity which is a combination of soccer and golf played at a golf course. Staff is planning to
introduce this program at Red Oaks Golf Course and launch the program in late September. With minimal capital
outlay this new activity could be added at Red Oaks Golf Course and could increase activity and revenues, and
also bring new patrons to the golf course that have an interest in soccer and have never played golf. It will also
allow families to play golf and FootGolf simultaneously, increasing the possibility for more quality family time. The
same rules and etiquette for golf apply to FootGolf.
There are currently 13 golf courses in Michigan that offer FootGolf, none within a 1-hour driving radius of Red Oaks
Golf Course.
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:
- Thank you to Commissioner John Scott for attending and participating in the BMX anniversary celebration at
Waterford Oaks.
- Community Service Video from Groveland Township Supervisor Bob DePalma regarding the proposed ORV
site.
- Upcoming Conferences: National Recreation and Parks Association national conference in Charlotte, NC
October 14-16, 2014; and World Water Park national conference in Nevada October 27-30, 2014.
Commissioners please contact staff if you are interested in attending
- Dreams and Wings Program partnership/collaborative program with OCPR and the Oakland County
International Airport
- Service Portfolio - should be ready to report back to Commission at the meeting in September
- New promotional videos for Waterford Oaks BMX and Red Oaks Waterpark
(Commission Meeting, August 6, 2014)
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
There was no new business to report.
ADJOURNMENT:
Meeting adjourned at 11:17 a.m.
Sohn A. Scott, Secretary Vi,ky Valko,'Recohding Secretary