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Home My WebLink AboutMinutes - 2014.11.05 - 39322OAKLAND COUNTY PARKS AND RECREATION COMMISSION MEETING November 5, 2014 Vice Chairman VanderVeen 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, Gary McGillivray, Jim Nash COMMISSION MEMBERS ABSENT WITH NOTICE: Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long ALSO PRESENT: Oakland County Parks and Recreation Oakland County Fiscal Services Oakland County Corporation Counsel Wright & Filippis APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of P & R Operations Phil Castonia, Business Development Rep. Sandy Dorey, Recreation Program Supervisor 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 Nawrocki, Recreation Specialist Meagan Shafto, Comm. & Mrktg. Technical Assistant Desiree Stanfield, Supervisor -Comm. & Marketing Jeff Phelps, Fiscal Services Supervisor II Jody Hall, Asst. Corporation Counsel Nancy Hakala Moved by Mr. Kostin, supported by Mr. Jamian to approve the agenda as submitted. AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. APPROVAL OF MINUTES: Regular OCRC Meeting September 3, 2014 Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of the October 1, 2014, OCPR Commission meeting as submitted. (Commission Meeting, November 5, 2014) YES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. PUBLIC COMMENTS: Commissioner Baumhart congratulated Commissioners Scott, McGillivray and Long on their successes in the November 4, 2014 Oakland County Board of Commissioners election. PRESENTATION: Sandy Dorey, Recreation Program Supervisor, presented a plaque to Nancy Hakala of Wright & Filippis/Filippis Foundation in recognition of their 2014 sponsorship of $10,000 for Adaptive Recreation Programs with Oakland County Parks and Recreation. 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. 8A. Motion - Receive and file the Fiscal Services OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending September 30 2014 (FM 12 FY14) 8B. Motion - Receive and file the Fiscal Services Monthly Revenue and Expenditure Comparison Report for Month Ending September 30, 2014 (FM 12, FY14) 8C. Motion - Receive and file the Fiscal Services Monthly Revenue and Expenditure Average Comparison Report for Month Ending September 30 2014 (FM 12, FY14) 8D. Motion - Receive and file the Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending September 30, 2014 (FM 12, FY14) 8E. Motion - Receive and file the FY 2014 Non-CIP Projects Update 8F. Motion - Receive and file the Preliminary CIP Schedule 8G. Motion — Approve the Facilities Maintenance Transfer to the cost centers specified below: (Commission Meeting, November 5, 2014) Cost Center Dept Program Account Amount Cost Center Dept Program Account Amount ACC 5060417 160044 730198 $ 29,731.00 RDD 5060729 160070 730814 $ 984.00 160044 730198 $ 1,094.00 RDG 5060328 160010 730198 $ 2,972.00 ACC 5060417 RDG 5060751 160010 730814 $ ACC 5060417 160044 730198 $ 234.00 RDP 5060751 16000.730814 $ 1,357.00 1,57.00 ACC 5060417 160044 730198 $ 1,031.00 RDP 5060751 160070 730814 $ 5,013.00 ACC 5060417 160044 730198 $ 25,050.00 RDP 5060751 160070 730814 $ 464.00 ACC 5060417 160044 730198 $ 574.00 RDP 5060751 160070 730814 $ 1,004.00 ACC 5060417 160044 730814 $ 61,297.00 RDP 5060751 160070 730814 $ 18,888.00 ADD' 5060715 160070 730198 $ 3,820.00 RSE 5060760; 160070 730814 $ 2,115.00 ADD 5060715 160070 730814 $ 40,810.00 RSE 5060760, 160070 730814 $ 836.00 ADD 5060715 160070 730814 $ 960.00 RSE 5060760 160070 730814 $ 1,004.00 730814 $ 1,004.00 RSE 5060760 160070 730814 $ 19,861.00 ADD 5060715 160070 RWP 5060831 160210730198 $ 2,480.00 CAT 5060870 160210730814 $ 1,004.00 RWP 5060831 160210 730814 $ 9,470.00 GLC 5060427 160044 730198 $ 6,400.00 SAC 5060430 160044 730198 $ 15,680.00 GLG 5060327' 160010 730814 $ 464.00 SAC 5060430 160044 730814 $ 4,348,00 GLG' 5060327 160010 730814 $ 1,004.00 SAC 5060430 160044 730198 $ 3,500.00 GRV 5060720 160070 730814 $ 464.00 SAC 5060430 160044,730814 $ 14,622.00 GRV 5060720 160070 730814 $ 1,004.00 SPG 5060330 160010 730814 $ 477.00 GRV 5060720 160070 730814 $ 2,130.00 SPG 5060330 160010 730814 $ 1,212.00 H GH 5060765 160070 730814 $ 1,919.00 SPG 5060330 160010 730814 $ 472.00 $ 557.00 SPG 5060330 160010 730814 $ 765.00 HG H' 5060765 160070 730814 SPG 5060330 160010 730814 $ 464.00 HG H' 5060765 160070 730814 $ 1,004.00 SPG 5060330 160010 730814 $ 1,004.00 HGH 5060765 160070 730814 $ 23,882.00 SPG 5060330 160010 730198 $ 21,391.00 IN D' 5060725' 160070 730814 $ 2,520.00 W BX 5060845 160210 730814 $ 10,404.00 IN D' 5060725 160070 730198 $ 3,450.00 W LG 5060326 160010 730198 $ 4,080.00 IN D', 5060725 160070 730814 $ 660.00 W LG 5060326 160010 730814 $ 464.00 IN D' 5060725 160070 730814 $ 6,000.00 W LG 5060326 160010,730814 $ 1,004.00 IN D' 5060725 160070 730814 $ 35,770.00 W TR 5060735' 1600701730198 $ 25,615.00 IN D 5060725 160070 730814 $ 560.00 W TR 5060735 160070 730814 $ 14,697.00 $ 1,004.00 W TR 5060735 160070730814 $ 5,656.00 IN D' 5060725 160070 730814 W TR 5060735 160070 730814 $ 464.00 LYP' 5060755 160070 730814 $ 836.00 W TR 5060735 160070 730814 $ 1,004.00 LYPI 5060755 160070 730814 $ 1,004,00 W TR 5060735 160070 730198 $ 7,800.00 O RN' 5060724' 160070 730814 $ 36,885.00 FM 5060910 160430 730198 $(509,764.00); ORN 5060724 160070 730814 $ 898.00 ORN' 5060724 160070 730814 $ 1,004.00 TOTAL $ 8H. Motion —Approve the transfer of funds from the account 50800-5060101-160000-730789 General Program Administration in the amount of $30 935 to cost centers incurring "Green Initiatives Internal Fund" related expenses in FY2014, as specified below: Cost Center Dept Program Account ADM 5060101 ' 160000 730789 General Program Administration ADM 5060101 160000 730198 Building Maintenance Charges ADM 5060101 160000 750399 Office Supplies ADM 5060101 160000 750504 Small Tools SPG '5060330 ' 160010 730814 Grounds Maintenance SPG 5060330 160010 730198 Building Maintenance Charges WLG r506O326 ' 160010 130814 Grounds Maintenance GRV r506O720 ' 160070 730198 Building Maintenance Charges IND '5060725 ' 160070 750504 Small Tools SAC '5060732 ` 160070 730198 Building Maintenance Charges WTR 5060735 160070 750504 Small Tools Total Amount $ (30, 935.00) $ 20,974.00 $ 1,403.00 $ 399.00 $ 568.00 $ 1,989.00 $ 1,481.00 $ 1,106.00 $ 1,507.00 $ 960.00 $ 548.00 -id, to transfer from the Amount Available for Capital Improvement and Capital Equipment in the amount of $70,369.84 to the items specified below: (Commission Meeting, November 5, 2014) ITAL 110PROVEMENT/EOUIPWNT: GmWand Oaks Park GRV CAP#1967 $ 153519.54 G*Wand Oaks Part{ GRV Capital Equipment GL 165200 $ 27,425.00 Addison Oaks Patk ADD Capital Equipnient GL 165200 $ 27,425.00 TOTAL $ 70,369.&4 Moved by Mr. Scott, supported by Mr. Jamian to approve Items 8 A-H under the Consent Agenda. Commissioner VanderVeen requested that the Golf Course revenues and expenses and the Conference Center revenues and expenses be listed separately on the financial reports in the future. AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. REGULAR AGENDA: roposed FY 2015 Fees and Charges Moved by Mr. Baumhart, supported by Mr. Nash to approve the proposed 2015 Fees and Charges, as recommended, effective January 1, 2015. The Commission and Executive Officer Daniel Stencil commended staff for all the hard work in compiling the data and preparing the reports for the 2015 OCPR Fees and Charges. AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. Glow -in -the -Dark Putt -Putt Golf Equipment Purchase Moved by Mr. McGillivray, supported by Mr. VanderVeen to award the bid for the purchase of Cosmic Putt -Putt Golf Lighting from Off Course Productions of LaGrange, Kentucky, at a cost of $6,663.81, and to transfer $6,663.81 from the Amount Available for Capital Improvement and Operating Equipment to the FY 2015 Operating Equipment Budget. AYES: Baumhart, Fisher, Jamian, Kostin, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a voice vote. (Commission Meeting, November 5, 2014) STAFF REPORTS: Participation and Program Review FY 2014, Month 12 Staff provided the Participation and Program Review report for FY 2014, Month 12 that included a photo presentation of recent programs and events. In conjunction with Oakland Parks Foundation, OCPR conducted a Photo Contest of pictures taken in Oakland County Parks with assistance from photographer Linda Solomon and Tony Bennett at The Somerset Collection. The first -place winner was a 16-year old high school student from Brandon Township. Staff indicated it was a great event and has plans for this event again in 2015. A draft of the 2014 Annual Report was submitted to the Commission. Staff requested input and suggestions for modifications to be submitted to staff before November 20, 2014. After having a discussion on the proposed Off Road Vehicle Park, Commissioner VanderVeen requested staff provide the total number of registered vehicles in southeast Michigan that have an ORV sticker issued by the State of Michigan. ommissioner Kostin advised that he attended the Dixie Gully Run II event the weekend of November 1st and had wonderful things to say about the event. Commissioner Jamian expressed that he is concerned we may be missing some of the core things to offer at the nature centers. We should be providing state-of-the-art displays at our nature centers and facilities. OCPR needs to beef up what we have — have first-class educational exhibits, presentations and amenities. RPS will be preparing a plan for 2015 and beyond and also conducting brainstorming sessions. Staff will be looking at all future events and beef things up to make it a first-class experience for the patrons. Commissioner McGillivray suggested the Red Oaks Nature Center and park area would be a great location to promote a haunted hayride in the future. It could bring in more people to the Red Oaks Nature Center facility and quite possibly raise more funds in the process. He also commended staff on the great job at the facility and the trails. In addition, he had received a request that the tree house be brought back in to the Red Oaks Nature Center. Commissioners VanderVeen and McGillivray both commended the Recreation Programs staff for doing a great a great job with the programs and events. Chairman Fisher expressed that the Commission is looking forward to receiving the financial information on the ORV's in order to determine if the proposed facility will be able to break even and support itself, as this would be a long-term project. (Commission Meeting, November 5, 2014) ommunications and Marketing Updates Desiree Stanfield provided an update on the status of the OCPR Communications and Marketing. Some of the key areas included promotions on the Ellis Barn for weddings, rebranding and renaming of the waterparks which includes a contest and developing new logos, special events, radio announcements, broadcasts, heroes weekend, butterfly event press release e-blasts and Facebook. The Commission questioned who actually has the authorization to name the parks. Staff indicated they would check it out and report back to the Commission. Other topics included: logos for branding initiatives, season passes, revamping webpages, group sales and sponsorships. The Commission asked about the status of the Marketing Committee, what happened and where do we stand today and also the survey that was to be sent out. Staff is currently making final revisions to the draft of the RFP and will be reporting back to the Executive Committee next month. The Commission requested that for the photo contest next year that staff include the name of the park where the pictures were taken. Commissioner Jamian inquired as to whether our staff had contacted the Oakland County Board of Commissioners regarding collaboration with marketing and branding — countywide — possibly branding the County and the Parks in the same manner. CIP/Maintenance Projects Quarterly Update Chief of Park Facilities Maintenance and Development Mike Donnellon provided the Commission with an update on the OCPR Capital Improvement Plan and Maintenance projects in 2014 and those planned for 2015. This also includes those projects that have been finalized and closed out in the financial system. Commissioner Fisher requested when a project is closed out in the future that a report be included in the agenda packet that shows if the project was completed over/under budget, if it was completed ahead of schedule and if any of the contingency funds were used. It was also requested that an annual report with this information be completed by the end of the each fiscal year, which is September 30tn Food / Beverage / Golf Update Staff advised that the Food and Beverage Committee is still working on the following: Finalizing the RFP for White Lake Oaks and Lyon Oaks for food and beverage operations and golf services. • On -site visits of facilities on November 20th • The bids will be due December 1st • Food and Beverage Committee meeting December 10tn after the OCPR Commission meeting (Commission Meeting, November 5, 2014) • Rose Foote Catering is now at Springfield Oaks and getting prepared for next season • Catering recruitment for preferred catering list • Self -Operations for Concessions for waterparks and campgrounds 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: - Addison Oaks Kitchen Storage Unit, put an addition on building - Design Competition for Waterford Oaks — there were 6 submittals - Communications & Marketing now provide full-length stories of innovations at OC Parks - County market article in RPS magazine - Joint Permit Sales final report for 2014 - Updated general brochure and campground brochure Executive Committee Update Chairman Fisher advised the Executive Committee discussed creating a Nature Center Committee -id was seeking volunteers from the Commission to serve on the committee. It was determined that 6ommissioner McGillivray, Commissioner Baumhart and Chairman Fisher will serve on the committee. In addition, the Executive Committee has been working on amending the Unrestricted Net Asset Policy and will be bringing a recommendation to the Commission in the next few months. There was also discussion on the financial report for the ORV, the Marketing & Branding Committee and the primary focus of that committee, and the annual process of the Executive Officer's evaluation. Proposed 2015 OCPR Commission Meeting Schedule The December OCPRC meeting will be on the second Wednesday - December 10, 2014, at Waterford Oaks. It is being proposed to schedule the 2015 OCPRC meetings on the second Tuesday of each month. The Oakland County Board of Commissioners will make committee appointments in December. The OCPR Commission could determine the best dates for the 2015 meetings after those appointments are made. It was recommended that discussion on this topic be postponed until the December OCPRC meeting. OLD BUSINESS: 1. here was no old business to report. (Commission Meeting, November 5, 2014) NEW BUSINESS: There was no new business to report. ADJOURNMENT: Meeting adiourned at 10:40 a.m. John A. Scott, Secretary Vicky Valko, Plecording Secretary