HomeMy WebLinkAboutMinutes - 2015.02.10 - 39325Oakland County Parks and Recreation Commission Meeting
February 10, 2015
Chairman Fisher called the meeting to order at 2:04 p.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, Ronald Fowkes, Chairperson Emeritus Pecky D. Lewis, Jr., Christine Long,
Gary McGillivray, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
Robert E. Kostin
ALSO PRESENT:
Parks and Recreation:
OC Corporation Counsel
OC Fiscal Services
George W. Auch Company
Professional Engineering Associates
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
Terry Fields, Chief -Recreation Programs & Services
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Karen Kohn, Supervisor —Administrative Services
Jen Myers, Architectural Engineer 11
Melissa Prowse, Supervisor of Planning
Thomas Rymsza, Food & Beverage Coordinator
Desiree Stanfield, Supervisor -Comm. & Marketing
Jody Hall, Asst. Corporation Counsel
Jeff Phelps, Supervisor II
Danielle Eschner
Kevin Staley
Moved by Mr. Scott, supported by Mr. VanderVeen, to approve the agenda with the following
changes:
• Move Item 9J under Consent Agenda to Item 10F under Regular Agenda
• Remove Item 10 B-1 under Regular Agenda Red Oaks Nature Center -Parking Lot
Design -Conceptual Approval
AYES: Baumhart, Fisher, Fowkes, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. VanderVeen to approve the minutes of the OCPR
Regular Commission Meeting of January 13, 2015, as submitted.
AYES: Baumhart, Fisher, Fowkes, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, February 10, 2015)
PUBLIC COMMENTS:
There were no comments from the public
INTRODUCTION:
Chief of Business Operations Phil Castonia introduced Thomas Rymsza the new Food and Beverage
Coordinator. Thomas comes to OCPR with years of experience as a manager of general operations
of a long-term care facility's kitchen and dining room, a chef, a cook, a bartender and also has over
16 years as a journeyman electrician. His primary responsibilities will be to implement the concession
operations at the waterparks and campgrounds.
PRESENTATION: 2015 Fire & Ice
Vice Chairperson VanderVeen provided a presentation on the 2015 Annual Fire & Ice Festival event held
in downtown Rochester January 23-25, 2015. He expressed a very special thank you to Oakland County
Parks' staff for all of their hard work and dedication in making the event a huge success.
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.
Moved by Mrs. Long, supported by Mr. Scott to approve Items 9 A-1 under the Consent
Agenda as follows:
9A. Motion - Receive and file the Fiscal Services OCPR Monthly Revenue and
Expenditure Budget to Actual Report for Month Ending 12/31/15 (FM 03, FY15)
9B. Motion - Receive and file the Fiscal Services Monthly Revenue and Expenditure
Comparison Report for Month Ending 12/31/15 (FM 03 FY15)
9C. Motion - Receive and file the Fiscal Services Monthly Revenue and Expenditure
Average Comparison Report for Month Ending 12/31/15 (FM 03, FY15)
9D. Motion - Receive and file the Capital Improvement Projects Budget to Actual Report
& Statement of Net Position for Month Ending 12/31/15 (FM 03, FY15)
9 E. Motion — Approve the budget amendment for the purchase of seven (7) replacement
trucks in the amount of $203 161(Annual Replacement Program)
9 F. Motion — Approve the budget amendment for the FY2015 1st Quarter Facilities
maintenance transfer in the amount of $68,546
9 G. Motion — Receive and file the Fiscal Services 1st Quarter Financial Forecast
9 H. Motion — Receive and file the OCPR FY 2015 Non-CIP Maintenance Protects
Update
91. Motion — Receive and file the OCPR FY 2015 CIP Schedule Update
AYES: Baumhart, Fisher, Fowkes, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, February 10, 2015)
REGULAR AGENDA:
FY 2015 Pending CIP Budget Project Report
Chief of Park Facilities Maintenance and Development Mike Donnellon provided an update on the
FY 2015 OCPRC pending Capital Improvement Projects.
FY 2015 CIP Project Approvals:
Glen Oaks Golf Course & Conference Center— Parking Lot Design — Conceptual Approval
Moved by Mr. Nash, supported by Mr. Lewis to proceed with the necessary construction
documents by Professional Engineering Associates (PEA) and bidding, for construction for the
Glen Oaks Parking Lot Improvements Project, contingent upon staff presenting all project -related
costs for construction to the OCPR Commission for final approval.
AYES: Baumhart, Fisher, Fowkes, Lewis, Long, Nash, VanderVeen (7)
NAYS: McGillivray (1)
Motion carried on a voice vote.
Mr. Nash requested staff to look into the possibility of changing the island in the parking lot to a bio-swale.
Red/Waterford/Groveland Oaks — Concession Remodel — Phase I — Construction Approval
Move by Mrs. Long, supported by Mr. Baumhart to:
Award a construction contract to George W. Auch Company in the amount of $57,604 for the
Red Oaks — Phase I — Concession Remodeling, for a total project cost of $97,290, as follows:
Design (JFR): $ 12,164
Equipment: $ 22,889
Construction: $ 57,604
Contingency (5%): $ 4,633
Total: $ 97,290
Award a construction contract to George W. Auch Company in the amount of $65,054 for the
Waterford Oaks — Phase I — Concession Remodeling, for a total project cost of $104,099, as
follows:
Design (WA): $ 14,000
Equipment: $ 20,087
Construction: $ 65,054
Contingency (5%): 4,958
Total: $104,099
Award a construction contract to George W. Auch Company in the amount of $75,096 for the
Groveland Oaks - Phase I Concession Remodeling, for a total project cost of $114,595, as
follows:
Design (SAA):
$ 12,000
Equipment:
$ 22,042
Construction:
$ 75,096
5% Contingency
5,457
Total Project Costs
$114,595
AYES: Baumhart, Fisher, Fowkes, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, February 10, 2015)
Proposed Michigan Natural Resources Trust Fund 2015 Grant Application — Independence Oaks
Dock Replacement
Moved by Mrs. Long, supported by Mr. Baumhart to approve the following resolution
authorizing the application to the Michigan Natural Resources Trust Fund (MNRTF) for a
$50,000 grant, to construct a universally accessible fishing pier/boat dock at
Independence Oaks County Park, and forward it to the Oakland County Board of
Commissioners for final approval:
2015 MICHIGAN NATURAL RESOURCES TRUST FUND DEVELOPMENT GRANT
FOR THE OAKLAND COUNTY PARKS AND RECREATION
UNIVERSALLY ACCESSIBLE FISHING PIER/BOAT DOCK PROJECT
AT INDEPENDENCE OAKS COUNTY PARK
WHEREAS, the Oakland County Parks and Recreation Commission has been notified by
the Department of Natural Resources that application for cost -sharing grants from the
2015 Michigan Natural Resources Trust Fund Program may be submitted by April 1,
2015; and
WHEREAS, the Oakland County Parks and Recreation Commission has identified and
established priorities for improvements within the adopted 2013-2017 5-year Recreation
Plan and the adopted 2015 Capital Improvement Program Budget Plan; and
WHEREAS, the Oakland County Parks and Recreation Commission recommends the
filing of the following application to the Department of Natural Resources for a $50,000
grant (62% of total project costs) from the 2015 Michigan Natural Resources Trust Fund
Program with a local match made up of $31,200 from the Parks and Recreation Fund
(38%); and
WHEREAS, the grant agency requires a resolution from the Governing Body in support of
the application.
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 2015 Michigan Natural Resources Trust Fund Program development
grant application.
AYES: Baumhart, Fisher, Fowkes, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
Proposed Unrestricted Net Asset Policy Revision
Moved by Mr. Fowkes, supported by Mrs. Long to approve the proposed revisions to the
Oakland County Parks and Recreation Commission Unrestricted Net Asset Policy with the
following additional changes:
Section V. Procedures: Amount Available for Capital Improvement Plan, change "...Parks and
Recreation Operating Budget..." to "...Parks and Recreation Commission Operating Budget...",
and
Section VI. Uses, change "...extraordinary or unplanned capital purchases as approved the
Board." to "...extraordinary or unplanned capital purchases as approved by the Parks and
Recreation Commission."
(Commission Meeting, February 10, 2015)
AYES: Baumhart, Fisher, Fowkes, Lewis, Long, McGillivray, Nash, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
Proposed 2015 Key Initiatives
The Commission requested that important OCPRC projects and programs, or key initiatives, be
identified and that staff provide monthly updates on those items and possibly discuss in depth at
future study sessions. The preliminary list of those key initiatives is as follows:
1. Food Services, including the contracts for food and beverage and concessions
2. The ORV Proposal, referred to as Groveland Oaks West
3. Marketing (a long-standing Commission objective)
4. County -wide survey (to be performed by a professional selected by RFP) in which the
Commission should, as a group, be actively engaged
5. Accreditation
After a brief discussion on these items Chairman Fisher provided an update on Item #3- Marketing. The
Marketing Committee met prior to the Commission meeting in order to discuss an RFP for Marketing and
Branding. As a result it was requested that the OCPR Commission members review and evaluate the list
and provide input on these proposed goals and initiatives.
OUR Marketing Request for Proposal
Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the following on OCPR
Branding and Marketing:
1. Considering that Branding and Marketing are actually two parts of the same effort,
and that it makes more sense to retain and coordinate with one expert than two, the
pursuit of expertise for the Commission shall be accomplished by preparing a
combined RFP for Branding and Marketing, to be approved by the Commission.
In order to clarify the policy of the Commission, and provide prospective experts with
clear guidance for their advice and counsel on Branding and Marketing, the
Commission must reaffirm and clarify in simple and straightforward terms the goals of
the Commission to include in the combined Branding and Marketing RFP, with the
effort to reaffirm and clarify such goals to be done in one of our first Commission
work sessions scheduled by the Chair and Executive Officer.
3. Considering that the survey desired by the Commission for Master Planning and
other purposes is so closely aligned with Branding and Marketing, the administration
and staff shall hold all efforts on the survey in abeyance until the Commission has the
opportunity to receive advice on this subject from the expert ultimately selected for
Branding and Marketing.
AYES: Baumhart, Fisher, Fowkes, Lewis, Long, McGillivray, Nash, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, February 10, 2015)
STAFF REPORTS:
Participation and Program Review FY 2015, Month 04
The Participation and Program Review report for January 2015 was received.
Food —Beverage -Golf Committee/Consultant Update
Chief of Business Operations Phil Gastonia provided an update on the status of the Food- Beverage -Golf
projects including the following:
• Soft Drink Contract Negotiations
• Negotiations with food service provider for Springfield Oaks
• Liquor license procedures
• New Food & Beverage Coordinator
• Creation of a master list of approved caterers for use by OC Parks and other Oakland County
Departments
He also informed the Commission that a Food and Beverage Committee meeting would be held
immediately following the OCPR Commission meeting.
Commercial Film and Photography Permit Process Review
Supervisor of Planning Melissa Prowse provided an update on the OCPR Commercial Film and
Photography Permit Review Process to date. She advised the process used is modeled after the
National Park Service in determining rates for commercial film and photography within the park system.
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:
- Special Park Districts Forum scheduled for June 8-12, 2015
- MRPA Trade Show and Conference in Lansing, February 10-13, 2015
- Deer Management Program and Census
- New wood -burning heating system at Wint Nature Center
- Local school district field trips utilizing OCPR buses
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
Commissioner Long provided an update on the application process for the open Parks and Recreation
Commissioner position. The Oakland County Board of Commissioners is reviewing the applications and
will possibly be making an appointment to fill the vacancy in March or April.
Commissioner Nash informed the Commission there will be a non-profit art, fish and fun event at
Beaudette Park in Pontiac the weekend of June 6, 2015.
Commissioner Fowkes expressed his appreciation for the warm welcome and assistance he has received
from fellow Commissioners since being appointed to the Parks and Recreation Commission.
(Commission Meeting, February 10, 2015)
CLOSED SESSION:
Moved by Mr. Scott, supported by Mr. Lewis to adjourn to a Closed Session for the
purpose of discussing possible land acquisition.
ROLL CALL VOTE:
AYES: Baumhart, Fisher, Fowkes, Lewis, Long, McGillivray, Nash, VanderVeen,
Scott (9)
NAYS: (0)
A sufficient majority having voted, the motion carried.
The meeting was adjourned to a closed session at 3:34 p.m.
The meeting re -convened to open session at 3:58 p.m.
ADJOURNMENT:
Meeting adjourned at 4:01 p.m.
JohnA. Scott, Secretary Vicky Valko, Necording Secretary