HomeMy WebLinkAboutMinutes - 2015.04.14 - 39326Oakland County Parks and Recreation Commission Meeting
April 14, 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, Robert E. Kostin, Christine Long, Gary McGillivray,
Jim Nash, David Potts
COMMISSION MEMBERS ABSENT WITH NOTICE:
None
ALSO PRESENT:
Parks and Recreation
OC Corporation Counsel
OC Fiscal Services
Oakland County Purchasing
Katherine's Catering
Emmet's Energy
Oakland County Fair
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks & Recreation Operations
Jeremy Brown, Assistant Park Supervisor
Phil Castonia, Chief of Business Operations
D.J. Coffey, Park Supervisor
Andrea Craft, Office Assistant/Receptionist
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Ryan Danescu, Asst. Park Supervisor
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 II
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
Pam Weipert, Compliance Officer
Scott Guzzy
Katherine Farrell
John Curtis
Rick Bray
LC Scramlin, Director
Moved by Mr. Fowkes, supported by Mr. Scott to approve the agenda with the following changes:
• Add Item 8 C - Introduction of Andrea Craft, Office Assistant/Receptionist
• Remove Item 10G under Regular Agenda - Semi Annual Communications and
Marketing Presentation
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Nash, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, April 14, 2015)
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of the OCPR
Regular Commission Meeting of March 10, 2015.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Nash, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
PRESENTATION:
Jeremy Brown, Assistant Park Supervisor at the County Market, introduced Rick Bray of
Emmet's Energy (Waterford). Emmet's Energy was the Winter Classic BBQ Cook -off Sponsor on
March 15, 2015 at the Oakland County Market. Staff presented Mr. Bray with a plaque in
appreciation of his generous donation of prize money for the event.
INTRODUCTIONS:
Red Oaks Park Supervisor Matt Pardy introduced Ryan Danescu the new Red Oaks Assistant Park
Supervisor. In his new role Ryan will support the operations of Red Oaks County Park, which includes
the golf course, nature center, youth soccer complex, dog park and waterpark. Primarily, he will
supervise the operations of Red Oaks Waterpark, including staff recruitment, training, hiring, scheduling,
and oversight, as well as coordinating Oakland County Parks lifeguard training program.
Jim Dunleavy, Chief of Park Operations and Maintenance, North District introduced Donald "D.J." Coffey,
the new Independence/Orion Oaks Park Supervisor. DJ is currently responsible for making the transition
from winter operations to summer operations, including hiring and training summer staff. DJ will also
begin meeting with staff on upcoming events and rental operations. His initial goals will be to understand
our current park operations focusing on the maintenance and operation of Independence Oaks and Orion
Oaks.
Karen Kohn, Supervisor — Administrative Services introduced Andrea Craft the new Office
Assistant/Receptionist. Andrea will be working at the front desk of the OCPR Administration
Office.
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. Nash to approve Items 9 A-G under the Consent
Agenda as follows:
9A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for
Month Ending 02/28/15 (FM 05, FYI 5)
9B. Monthly Revenue and Expenditure Comparison Report for Month Ending
02/28/15 (FM 05, FY15)
9C. Monthly Revenue and Expenditure Average Comparison Report for
Month Ending 02/28/15 (FM 05 FY15)
(Commission Meeting, April 14, 2015)
9D. Capital Improvement Projects Budget to Actual Report & Statement of
Net Position For Month Ending 02/28/15 (FM 05, FY15)
9E. FY 2015 CIP Schedule Update
9F. FY 2015 Non-CIP Maintenance Projects Update
9G. Revised FY 2015 Vehicle Budget Amendment
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
Temporary Use Permits — With Request for Alcohol Sales:
1. Michigan Antiques Festival, May 2015/0akland County Fair Association
2. State Figure 8 Championship September 2015 / Oakland County Fair Association
3. Michigan Antiques Festival October 2015 / Oakland County Fair Association
4. Back Roads Half Marathon November 8, 2015 / SCAMP/Clarkston State Bank -
Independence Oaks
Moved by Mrs. Long, supported by Mr. VanderVeen to approve the temporary use permits as
follows:
Approve 1.) The sale of alcohol on OCPRC property, and 2.) The corresponding Temporary
Use Permit for a craft beer tent at the Michigan Antiques Festival at Springfield Oaks County Park
May 1-3, 2015, and
Approve both the 1.) Sale of alcohol on OCPRC property, and 2.) The corresponding Temporary
Use Permit for the craft beer tent at the State Figure 8 Championship at Springfield Oaks on
September 12, 2015, and
Approve both the 1.) Sale of alcohol on OCPRC property, and 2.) The corresponding
Temporary Use Permit for the craft beer tent at the Michigan Antiques Festival at Springfield
Oaks, October 2-4, 2015, and
Approve both the 1.) The sale of alcohol on OCPRC property, and 2.) The corresponding
Temporary Use Permit for Clarkston SCAMP for a craft beer tent at the Back Roads Half
Marathon at Independence Oaks on November 8, 2015.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, April 14, 2015)
FY 2015 CIP Project Approval: Addison Oaks -Kitchen Storage Unit -Conceptual Approval
Moved by Mr. McGillivray, supported by Mr. Scott to conceptually approve the Addison Oaks
Conference Center Kitchen Storage Facility project.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote
Food & Beverage - Proposed Contract with Katherine's Catering (Ann Arbor)
- White Lake Oaks and Lyon Oaks Banquet and Grill Room Operations
Moved by Mr. Scott, supported by Mr. Baumhart
proposed Conference Center and Grill Room Food
White Lake Oaks with Katherine's Catering of Ann
County Board of Commissioners for final approval:
to adopt the following resolution to approve the
and Beverage Services Contract for Lyon Oaks and
Arbor as presented, and forward it to the Oakland
WHEREAS the County and E.A. Fuller Oak Management Corporation ("Oak Management")
entered into a lease dated December 14, 2006 (MR # 06245) and amended January 1, 2008
("Lease") for food and beverages services for Oakland County Parks and Recreation Commission
("OCPRC") facilities; and
WHEREAS the Lease provides for an expiration on December 31, 2015; and
WHEREAS the Oakland County Board of Commissioners passed Miscellaneous Resolution
#06245 stating, "...no further extensions beyond December 31, 2015 shall be made to this lease
without an appropriate RFP process" and that current Oakland County Purchasing Policies would
be followed; and
WHEREAS Oakland County Parks and Recreation formed a Food and Beverage Committee
comprised of key administration and operations staff and Parks Commissioners and enlisted the
assistance of Oakland County's Purchasing Division, Health Division, and Corporation Counsel;
and
WHEREAS the Committee subsequently developed a combined golf operations and food and
beverage Request for Proposal for the operation of White Lake Oaks and Lyon Oaks; and
WHEREAS, after determining it would be in the best interest of Oakland County Parks and
Recreation to continue to operate the golf courses in house, the Committee advertised the food
and beverage opportunity to the vendors who responded to our Approved Caterer Request For
Proposal; and
WHEREAS two additional bids were received and after the evaluation process, a tentative
agreement was negotiated; and
WHEREAS it is the recommendation of the Oakland County Parks and Recreation Commission
that the Oakland County Board of Commissioners approve and authorize the Oakland County
Parks and Recreation Commission to enter into a license agreement and professional services
contract with Katherine's Catering of Ann Arbor for the operation of the Lyon Oaks Grill Room and
Conference Center and the White Lake Oaks Conference Center and Grill Room for a five-year
(Commission Meeting, April 14, 2015)
contract beginning January 1, 2016, with two optional five-year extensions at the Oakland County
Parks and Recreation Commission's sole discretion.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission recommends the Oakland County Board of Commissioners approve and authorize
the Oakland County Parks and Recreation Commission to enter into a license agreement and
professional services contract with Katherine's Catering of Ann Arbor for the operation of the
Lyon Oaks Grill Room and Conference Center and the White Lake Oaks Conference Center and
Grill Room for a five-year contract beginning January 1, 2016, with two optional five-year
extensions at the Oakland County Parks and Recreation Commission's sole discretion.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Potts, Scott, VanderVeen (9)
NAYS: McGillivray (1)
Motion carried on a voice vote
The Commission requested staff provide an estimate on revenues/expenditures for Food and Beverage
services at White Lake Oaks and Lyon Oaks for Katherine's contract for the first five years.
FY 2015 Pending CIP Project Report
Staff presented a monthly report that highlights all of the capital projects staff is working on, and also a
program management report to help identify the projects that are part of a budgeted program. The
Commission received this report.
Update on CAPRA - Commission for Accreditation of Parks and Recreation Agencies
(National Parks & Recreation Association)
Staff provided information about becoming certified through CAPRA - Commission for Accreditation of
Parks and Recreation Agencies - which is affiliated with National Recreation and Parks Association.
Certification from CAPRA is one of the OCPR key initiatives previously presented to the Commission.
This certification is a means of OCPR adapting the best practices used across the country for efficiency
and effectiveness, and also creating a sustainability plan. If it is determined this is something the
Commission desires, staff will present a resolution for Commission's approval to proceed with certification
in June.
The Commission requested, before a decision is made on proceeding with the application, that staff
report back on specific costs/fees for certification, the amount of staff time required to complete the
process, benefits for OCPRC, as well as CAPRA's background.
OC Market Programming and Operations Presentation
Assistant Park Supervisor Jeremy Brown provided a presentation on the programs and operation of the
Oakland County Market.
In addition, staff has noticed an increased amount of vehicles using the County Market parking lot as a
cut -through to avoid the traffic light at the intersection of Pontiac Lake Road and County Center Drive
West. For the safety of Market vendors and patrons visiting the facility, it has been determined that signs
will be installed informing the public that cut -through traffic is prohibited.
Identification of OUR Marketing Goals/Marketing Committee Update
The Marketing Committee is in the process of reviewing Requests for Proposal (RFP's) from other entities
in order to develop a draft for OCPRC. Their goal is to have a draft ready to present to the Commission
at the end of May. The broader effort of this committee is to do more in the branding and marketing areas
(Commission Meeting, April 14, 2015)
for Oakland County Parks. Chairman Fisher asked the Commission if any of the members not currently
on the committee would like to become part of the committee and Commissioner Potts indicated he
would. Chairman Fisher added Commissioner Potts to this committee.
Proposed OCPRC Study Sessions - April 28 and May 26, 2015
Moved by Mr. VanderVeen, supported by Mr. Baumhart to approve two OCPR Commission study
sessions — one on Wednesday, April 29, 2015 at 2:00 p.m., and one on Wednesday, May 27,
2015 at 2:00 p.m., for the purpose of presenting and reviewing the proposed FY 2016-2018
OCPR Commission Budget.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote
STAFF REPORTS:
Executive Officer Report
In addition to the items included in the Executive Officer's Report filed in the agenda, the following
information was noted:
- June 16 OCPRC meeting will be at 9:00 a.m.
- If Commissioners are interested in attending the Special Park Districts Forum be sure to contact
the Executive Office so reservations can be made. Special Park Districts Forum scheduled for
June 8-12, 2015
- Staff provided a report/update on the Davis House and possible options for roof replacement
- Staff is working on updating the OCPR Commissioner's Manual
- May 12 OCPRC meeting will be at Red Oaks Nature Center with the Connector Trail dedication
ceremony immediately following the Commission meeting
- Staff will be providing monthly Temporary Use Permit reports in the agenda packets
Participation and Program Review FY 2015, Month 06
The Participation and Program Review report for March 2015 was received.
Food -Beverage -Golf Committee Update
There was no additional information to provide on the Food and Beverage Committee
Executive Committee Update
Chairman Fisher advised the Commission that the March Executive Committee meeting included
a review of the April OCPRC Agenda and a discussion on the ORV project and the meeting with
MDNR representatives in Lansing on April 1, specifically that the ORV facility would serve
residents of southeast Michigan, Ohio and possibly Canada. Oakland County should not bear the
entire burden of the cost to renovate this facility, but shared with all parties involved.
Representatives from the MDNR agreed and felt the sharing could be for both the expenses and
the profits. OCPR representatives will be working very diligently to ensure that the section used
for the Dixie Gully Run events be included in Phase I of the project.
(Commission Meeting, April 14, 2015)
Proposed Waterford Oaks Greenhouse License Agreement with RecoverVPark
A meeting was held with staff, Chairman Fisher, Vice Chairman VanderVeen, Corporation
Counsel and Recovery Park representative to discuss the status of the Waterford Oaks
Greenhouse License Agreement. As a result of that meeting, it was recommended the
Commission discuss this further in closed session.
CLOSED SESSION:
Moved by Mr. Fowkes, supported by Mr. Scott to adjourn to a Closed Session for the purpose of
discussing a legal matter.
ROLL CALL VOTE:
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Nash, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a voice vote.
The meeting adjourned to closed session at 3:30 p.m.
The meeting reconvened to open session at 4:07 p.m.
OLD BUSINESS
There was no old business.
NEW BUSINESS
There was no new business to report.
ADJOURNMENT:
Meetinq adjour►W at 4:4.7 p.m.
Johri'A. Scott, Secretary VICKY va1K0, Kecorarng aecrelaiy