HomeMy WebLinkAboutMinutes - 2015.03.10 - 39324Oakland County Parks and Recreation Commission Meeting
March 10, 2015
Chairman Fisher called the meeting to order at 2:00 p.m. in the Buffet Room at the White Lake
Oaks Banquet and Conference Center.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary John A. Scott,
A. David Baumhart III, Ronald Fowkes, Robert E. Kostin, Christine Long, Gary McGillivray,
Phil Sanzica (representing Jim Nash)
COMMISSION MEMBERS ABSENT WITH NOTICE:
Chairperson Emeritus Pecky D. Lewis, Jr.
ALSO PRESENT:
Parks and Recreation
OC Corporation Counsel
OC Fiscal Services
Oakland County Purchasing
Oakland County Facilities Management
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks & Recreation
Operations
Phil Castonia, Chief of Business Operations
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint.- N. District
Julee Erskine, Volunteer Services Rec. Specialist
Terry Fields, Chief-Rec. Programs & Services
Donna Folland, Senior Planner
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Karen Kohn, Supervisor —Administrative Services
Stephanie Mackey, Business Development Rep.
Matt Pardy, Park Supervisor
Melissa Prowse, Supervisor of Planning
Desiree Stanfield, Supervisor -Comm. & Marketing
Jody Hall, Financial Attorney - Corp. Counsel
Jeff Phelps, Parks and Rec. Fiscal Coordinator
Andy Krumwiede, Buyer II
Paul Zachos, Property Management Specialist
Moved by Mr. Scott, supported by Mr. Fowkes to approve the agenda with the following
change:
• Remove Item 9D under Regular Agenda - Proposed Waterford Oaks
Greenhouse Lease with Recovery Park
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, March 10, 2015)
APPROVAL OF MINUTES:
Moved by Mrs. Long, supported by Mr. Baumhart to approve the minutes of the OCPR
Regular Commission Meeting of February 10, 2015, with the following change:
• Under New Business, change the date of the event at Beaudette Park in Pontiac
from February 14, 2015 to June 6, 2015.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
PRESENTATIONS/INTRODUCTIONS:
Presentation - 2015 Michigan Recreation and Parks Association (MRPA) Awards
Supervisor of Communications and Marketing Desiree Stanfield presented the
Commission with the 2015 MRPA awards Oakland County Parks and Recreation
received at the 2015 MRPA Trade Show and Conference in February. The awards
received include:
1. State Elected Official: Ruth Johnson, Michigan Secretary of State
(OCPR Nomination)
2. Commitment to Excellence Award: Daniel Stencil
3. New Professional: Matt Pardy
4. Marketing Award Media Advocate: Lisa LaGrou, Oakland County Moms
5. Marketing Award Best Video: Dixie Gully Run
6. Programmy Outreach Partnership: Recreation Assistance Partnership
Program
7. Programmy Health/Wellness Program: River Walk at Red Oaks Waterpark
Introduction
Staff introduced Andy Krumwiede, Buyer, from Oakland County Purchasing. Andy is the
Oakland County Purchasing Buyer recently assigned to Parks and Recreation to assist
with the purchasing process including bids and RFP's. Andy advised he will be
attending the OCPR Commission meetings to be kept apprised of the purchasing activity
at 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.
(Commission Meeting, March 10, 2015)
Moved by Mrs. Long, supported by Mr. Kostin to remove Items 8 E FY 2015 CIP
Schedule Update, and 8 F FY 2015 Non-CIP Maintenance Projects Update, and
approve Items 8 A-D and Items 8 G-K under the Consent Agenda as follows:
8A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for
Month Ending 01/31/15 (FM 04, FY15)
8B. Monthly Revenue and Expenditure Comparison Report for Month Ending
01/31/15 (FM 04, FY15)
8C. Monthly Revenue and Expenditure Average Comparison Report for
Month Ending 01/31/15 (FM 04, FY15)
8D. Capital Improvement Projects Budget to Actual Report & Statement of
Net Position For Month Ending 01/31/15 (FM 04, FY15)
8G. 1 st Quarter Contributions Report
8H. 1 st Quarter Temporary Use Permit Report
81. 1 st Quarter Sponsorship Report
8J. 1 st Quarter Purchasing Report
8K. Budget Amendment — Allocation of FY2015 Salaries and Fringe Budget -
Based on FY2014 Actual Data
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
8E. FY 2015 CIP Schedule Update — As the Waterford Oaks/Springfield Oaks
Greenhouse Operation Lease item was removed from the agenda — this item should be
removed from the CIP Maintenance Projects Schedule, and the Red Oaks Nature
Center Parking lot is being postponed until details can be resolved with the City of
Madison Heights.
8 F. FY 2015 Non-CIP Maintenance Projects Update (for projects under $100,000) —
Staff clarified that budgeted amounts listed over $100,000 don't mean that will be the
cost of specific projects, but that the budgeted amount could be for multiple projects in
multiple parks, i.e. parking lot projects could apply to the cost of parking lot
improvements in several parks.
Moved by Mr. VanderVeen, supported by Mr. Fowkes to approve 8 E and 8F as
modified.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, March 10, 2015)
REGULAR AGENDA:
Reschedule June 9, 2015 OCPR Commission Meeting
Moved by Mrs. Long, supported by Mr
OCPR Commission meeting date from
to Tuesday, June 16, 2015 at 9:00 a.m.
Fowkes to reschedule the June 2015
Tuesday, June, 9, 2015 at 2:00 p.m.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Addison Oaks Telecommunications Tower Site Lease Extension
Moved by Mrs. Long, supported by Mr. Baumhart to adopt the following
resolution approving the amendment to the License Agreement with SBA Steel,
LLC regarding the Communications Tower at Addison Oaks, and forward it to the
Oakland County Board of Commissioners for final approval:
WHEREAS the Oakland County Parks and Recreation Commission contracted with
Sprint Spectrum, LP to construct, own, operate and maintain a communications tower at
Addison Oaks County Park (M.R. #04088); and
WHEREAS the License Agreement was purchased by SBA Steel LLC on November 13,
2009; and
WHEREAS an amendment to the License Agreement has been proposed which would
grant an extension for four (4) additional successive terms of five (5) years (20 years
total). Upon full execution of the Amendment, SBA shall pay to the Oakland County
Parks and Recreation Commission a one-time payment of Five Thousand Dollars
($5,000). Commencing on September 27, 2019, and each anniversary of such date
thereafter, Owner's License Fee and Co -Location Fee shall increase three percent (3%).
All escalations provided therein shall be in lieu of and not in addition to any escalations
currently provided in the Agreement. Total revenue of this lease from September 27,
2019 to September 2043 is $1,197,749; and
WHEREAS Corporation Counsel has reviewed and/or prepared all necessary
documents related to the Amendment.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission recommends the Oakland County Board of Commissioners approve the
Amendment to the License Agreement between SBA Steel LLC and the Oakland County
Parks and Recreation Commission.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, March 10, 2015)
Fiscal 2015 Capital Equipment Purchases: Facilities Maintenance Wood Chipper,
Facilities Maintenance Stump Grinder, Independence Oaks Utility Vehicle
Moved by Mr. Baumhart, supported by Mr. Fowkes to:
• Award the bid for a wood chipper to Morbark Incorporated of Winn, Michigan in
the amount of $45,255, and
• Award the bid for a stump grinder to Morbark Incorporated of Winn, Michigan in
the amount of $15,957.
• Award the bid to Spartan Distributors Inc., in the amount of $25,260 for the
purchase of one (1) Toro Workman utility vehicle.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Proposed Volunteer Policy Amendment
Moved by Mrs. Long, supported by Mr. Sanzica to approve the proposed amendments to
the Oakland County Parks and Recreation Volunteer Policy.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
FY 2015 PENDING CIP Project Report
Staff provided an update on the FY 2015 Pending CIP projects. The Commission asked for
further clarification on the roofing projects, specifically the Davis House at Springfield Oaks.
The Commission expressed concern about the cost of the roof replacement and also asked staff
and Corporation Counsel to research and report back if there are any historic restrictions if any
modifications are made to the house. In addition, the Commission requested the Ernst House
be removed from this list.
Moved by Mrs. Long, supported by Mr. Scott to receive and file this report, as amended
with the recommendations from the Commission.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, March 10, 2015)
Proposal to Implement "Swim At Your Own Risk" Program at Addison Oaks
Moved by Mrs. Long, supported by Mr. Scott to approve the proposal to implement a
"Swim At Your Own Risk" Program at Addison Oaks, and allow staff to operate the
beach at Addison Oaks without lifeguards during the 2015 operating season.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Proposed FY 2015 Key Initiatives
The Commission has been discussing establishing OCPRC key initiatives in order to
keep everybody moving in a consistent but limited direction, and to focus on what is
important. A preliminary list of five (5) potential key initiatives have been identified and
were presented at the February 10, 2015 Commission meeting; they are listed below
along with additional information:
1. Food Services: Including the contracts for food and beverage and concessions.
2. ORV Proposal: We need to establish a name that more clearly reflects or describes
what this is, and what we will be doing to draw the people into the park.
3. Marketing: Need to establish goals of what we want to achieve. A new meeting of the
committee will be scheduled before the April 14, 2015 OCPR Commission meeting.
4. County -wide Survey: To be performed by a professional selected by RFP in which the
Commission should, as a group, be actively engaged. This would be to determine the
residents' wants from Parks and Recreation, and what is best for economic
development.
5. Accreditation: This is through the National Recreation and Parks Association (NRPA)
and insures policies, plans, and processes are in writing. There are approximately 150
standards that agencies are evaluated on to receive this certification. The advantage for
accreditation is sustainability with processes in place for future agency success. This
could also be used for promotional and marketing purposes. Staff will bring back
additional information on this topic to the April 14, 2015, OCPR Commission meeting.
Moved by Mr. McGillivray, supported by Mrs. Long, to receive and file this key
initiatives list.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
STAFF REPORTS:
Participation and Program Review FY 2015, Month 04
The Participation and Program Review report for February 2015 was received.
(Commission Meeting, March 10, 2015)
Food -Beverage -Golf Committee Update
Chief of Business Operations Phil Castonia provided an update on the Food -Beverage -Golf
projects including the following items:
• Status of Springfield Oaks Food and Beverage Operations with MMD Food
Service
• Staff held a tour of the Conference Centers at White Lake and Lyon Oaks with
Katherine's of Ann Arbor - negotiations are progressing smoothly
• The plan is to bring the agreement with Katherine's of Ann Arbor to the OCPR
Commission meeting in April for approval
Executive Officer Report
In addition to the items included in the Executive Officer's Report filed in the agenda, the
following information was noted:
- Thank you letter from County Executive L. Brooks Patterson for OCPR Staff assistance at
2015 Fire & Ice Festival
- Fat Tire Bike activities at Addison Oaks County Park
- Update on Oakland Parks Foundation activities
- Scheduling 2015 Budget Study Session meetings with OCPR Commission
- Michigan Farm Market Association Certification Program at Waterford Oaks
- Virtual tour of White Lake Oaks facility at the end of the meeting
- Special Park Districts Forum scheduled for June 8-12, 2015
Executive Committee Update
Chairman Fisher advised the Commission that the February 24 Executive Committee
meeting included a review of the most recent Food & Beverage update and
recommendation, the review of the proposed Greenhouse Operation Lease, marketing
and the goals for OC Parks, the five key initiatives, and discussion of the March 10,
OCPRC agenda items.
NEW BUSINESS
There was no new business to report.
OLD BUSINESS
Commissioner Long provided an update on the status of the Oakland County Board of
Commissioner's appointment to the OCPR Commission. A new OCPR Commissioner
will be appointed and will be able to attend the April OCPR Commission meeting.
(Commission Meeting, March 10, 2015)
CLOSED SESSION:
Moved by Mr. Scott, supported by Mr. VanderVeen to adjourn to a Closed Session
for the purpose of discussing possible land acquisition.
ROLL CALL VOTE:
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Sanzica, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
The meeting adjourned to closed session at 3:40 p.m.
The meeting reconvened to open session at 4:07 p.m.
ADJOURNMENT:
Meeting adjourned at 4:07 p.m.
Jlafin A. Scott, Secretary Vicky Valko, fzecording Secretary