HomeMy WebLinkAboutMinutes - 2015.04.29 - 39328Oakland County Parks and Recreation Commission
Special Meeting
April 29, 2015
Chairman Fisher called the meeting to order at 2:00 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, Gary McGillivray, Jim Nash,
David Potts
COMMISSION MEMBERS ABSENT WITH NOTICE:
Christine Long
ALSO PRESENT:
Parks and Recreation
OC Corporation Counsel
OC Fiscal Services
Jaffe Raitt Heuer & Weiss Law Firm
RecoveryPark
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-Rec. Programs & Services
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Jen Myers, Architectural Engineer
Melissa Prowse, Supervisor of Planning
Desiree Stanfield, Supervisor -Comm. & Marketing
Jody Hall, Financial Attorney - Corp. Counsel
Jeff Phelps, Parks and Rec. Fiscal Coordinator
Judith Greenstone Miller
George Gardiner
Annie Hakim
Anna Kohn
Michelle Lutz
Charles Wilson
Gary Wozniak
Moved by Mr. Scott, supported by Mr. Kostin to approve the agenda as submitted.
AYES: Fisher, Fowkes, Kostin, McGillivray, Potts, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
(Special Commission Meeting, April 29, 2015)
Page 2
REGULAR AGENDA:
Proposed Waterford Oaks Greenhouse License Agreement: RecoveryPark Presentation
Chairman Fisher provided an introduction on this matter citing the following:
• The well-defined mission of OCPRC is to provide activities and operate places that are
for parks and recreation purposes
• OCPRC's principle funding source is a dedicated millage for these purposes
• Consistent with this mission and funding, several acres of property that happened to
have greenhouses were acquired by OCPR, and that property is now part of Waterford
Oaks
• On December 10, 2014, the Commission authorized staff to negotiate a proposed lease
with RecoveryPark that would provide access to the greenhouses and related property,
with the proposed lease to be presented at the January 2015 OCPR Commission
meeting for approval
• Before a lease was presented, RecoveryPark was granted access to the Waterford Oaks
Greenhouse complex via a temporary use permit
• This permit commenced on December 19, 2014, and in the absence of a lease ended on
March 31, 2015
• A lease has not been executed between the Parties
• By the clear terms of the temporary permit, the only basis for access to the property,
RecoveryPark's right to access the property ended March 31, 2015
• The question now presented for hearing is whether authorizing a private entity to
conduct a business on OCPR property that is not for parks and recreation purposes is
within the policies and mission of the Commission
Moved by Mr. Fowkes, supported by Mr. Kostin that the OCPR Executive Officer,
acting with the assistance of Oakland County Corporation Counsel is directed to
take all actions necessary and appropriate to ensure that RecoveryPark leaves
and vacates the Oakland County/OCPR Commission property known as
Waterford Oaks Greenhouse complex on May 31, 2015.
Discussion continued on a possible resolution to the lease agreement/temporary use permit with
RecoveryPark, alternate end dates for RecoveryPark to vacate the property, and the connection
to the OCPR mission statement and RecoveryPark's use of the property. The existing
Temporary Use Permit expired on March 31, 2015 and the Lease Agreement has not been
approved. Representatives from RecoveryPark expressed concern about the planting cycles
and the existing plantings if they are to be relocated.
In response to a question from the Commission, Gary Wozniak from RecoveryPark
acknowledged that the Temporary Use Permit had expired and that they did not have a Lease
Agreement. When asked by the Commission what would be an acceptable time without any
damage to the plantings to leave the property, Mr. Wozniak responded December 31, 2015.
There was further discussion on determining a possible alternate end date for RecoveryPark to
vacate the property and other possible conditions or restrictions.
(Special Commission Meeting, April 29, 2015)
Page 3
Moved by Mr. Fowkes, supported by Mr. Kostin to amend the motion to include
that the Commission directs the Executive Officer and Corporation Counsel to
negotiate to extend the end date for RecoveryPark to leave the Waterford Oaks
Greenhouse Complex property on October 31, 2015, and that RecoveryPark will
voluntarily vacate the property, sign the release and remove all plantings.
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Vote on the motion as amended:
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
The finalized agreement will be presented at the May 12, 2015 OCPR Commission meeting for
final approval.
Proposed Ratification of Revised Oakland County Board of Commissioners' Resolution
on OCPR Request for Approval to Enter into a License Agreement and Professional
Services Contract with Katherine's Catering for Food and Beverage Services
The OCPR Commission approved the License Agreement and Professional Services
Contract with Katherine's Catering for Food and Beverage Services at White Lake Oaks
and Lyon Oaks Banquet and Grill Room facilities at the OCPRC meeting of April 14,
2015. The resolution was then forwarded to the Oakland County Board of
Commissioners for final approval. Upon review by the staff at the Board of
Commissioners office a few minor changes were made to the resolution. The changes
recommended did not appear to have any substantive impact on the intent, nor do they
appear to conflict with the action by the OCPR Commission.
Moved by Mr. Nash, supported by Mr. Scott to approve the proposed changes to
the Oakland County Board of Commissioners' Resolution on OCPR Request for
Approval to Enter into a License Agreement and Professional Services Contract
with Katherine's Catering for Food and Beverage Services as recommended by
the Board of Commissioners.
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Special Commission Meeting, April 29, 2015)
Page 4
Proposed FY 2016-2018 OCPR Commission Budget Presentation:
OCPR Budget 101 Orientation Manual Distribution /Overview; Malor Maintenance Program;
Capital Improvement Plan; Capital Equipment
Executive Officer Daniel Stencil and Fiscal Services Coordinator Jeff Phelps provided an
overview of the OCPR budget process and reviewed the steps for preparing and managing
a budget, the annual budget cycle, and identified the fiscal year - October 1 through
September 30. This review included Capital Improvement and Capital Maintenance items.
Additional items presented included:
• Current status of the projected revenues
• Maximum allowable tax levy - which was reduced from .2415 to .2410 due to Headlee
limitations
• With the FY 2016-2018 Proposed budget, staff is proposing to levy the full amount
allowable
• 2016 fees and charges will be presented to the Commission in November/December this
year
• A large portion of revenues are obtained from the fees and charges for programs
and services, with approximately $8.7 million from fees charges and approximately
$11.7 million from the millage levy
• Proposed Capital Equipment requested for FY 2016-2018
• Communications and Marketing portion of the budget will now be separated to better
track those expenses
After the presentation the Commission requested staff prioritize the Capital Improvement
Projects (CIP's) and focus on the OCPRC key initiatives.
Staff advised the Commission that over the last few years, expenses were kept at a minimum as
a result of capital and maintenance projects being put on hold. Staff proposed projects in this
budget that will focus on maintaining the OCPR facilities and parks.
Overview of May 27, 2015 OCPRC Budget Study Session
— Proposed Operating Budget FY 2016-2018
The Proposed OCPR Commission FY 2016-2018 Operating Budget will be reviewed at the
May 27, 2015 OCPR Special Budget Study Session Commission meeting, as well as a five-year
projection of revenues and expenses.
Executive Officer Daniel Stencil informed the Commission if, upon further review of the
proposed FY 2016-2018 Budget they have any questions, please contact staff.
After review of the Proposed FY 2016-2018 Operating Budget, staff will provide a Conceptual
Budget for Operations, CIP's and Capital Equipment for OCPRC conceptual approval at the
June 16 meeting. It will then be presented to the Board of Commissioners for their review, with
final OCPRC approval at the September meeting.
(Special Commission Meeting, April 29, 2015)
Page 5
NEW BUSINESS
Commissioner Fowkes requested staff consider providing a detailed report to the
Commission for OCPR expenditures.
OLD BUSINESS
The Commission requested staff provide a timeline for the proposed Adventure
Recreation ORV facility at Groveland Oaks. The project is precipitated on the land
purchase by the Michigan Department of Natural Resources. Staff is anticipating
opening possibly October 2017 if everything can be ironed out with the MDNR and
Groveland Township.
Chairman Fisher provided an update on the status of the discussions on the proposed
Groveland Oaks Adventure Recreation Park facility in collaboration with the Michigan
Department of Natural Resources, including a proposed lease as well as possible liability
issues. If this project occurs it would be the first operating partnership between the State
of Michigan and a county. This would be a state park managed by Oakland County.
Chairman Fisher indicated he is working on setting up a meeting with OCPR
Commissioner Fowkes, Executive Officer Stencil, Groveland Township and the MDNR to
further the discussions.
ADJOURNMENT:
Meeting adjourned at 4:40 p.m.
John P, Scott, Secretdr� Vicky Valko,"Reco(ding Secretary