HomeMy WebLinkAboutMinutes - 2015.05.27 - 39330Oakland County Parks and Recreation Commission
Special Meeting
May 27, 2015
Chairman Fisher called the special budget study session 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, Jim Nash, David Potts
COMMISSION MEMBERS ABSENT WITH NOTICE:
Gary McGillivray
ALSO PRESENT:
Parks and Recreation 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
Melissa Prowse, Supervisor of Planning
OC Fiscal Services Jeff Phelps, Parks and Rec. Fiscal Coordinator
OC Purchasing Joan Daniels
APPROVAL OF AGENDA:
Moved by Mr. Fowkes, supported by Mr. Scott to approve the agenda as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the minutes of the
April 29, 2015 Special OCPR Commission meeting.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Special Commission Meeting, May 27, 2015)
Page 2
PUBLIC COMMENTS:
Executive Officer Daniel Stencil announced the bird flu epidemic is going to affect the Oakland
County Fair. There will be no live poultry at the Fair, which will be held at Springfield Oaks
County Park. The Oakland County Fair Association is currently working through the process
with the officials from the State.
REGULAR AGENDA:
Proaosed FY 2016-2018 OCPRC Budqet
Executive Officer Daniel Stencil provided a review of the proposed 2016-2018 OCPR budget
process and schedule, including the two budget study sessions with the Commission.
After review of the Unrestricted Net Position Projection with the Executive Committee, it was
determined that the floor/minimum balance for the Unrestricted Net Position forecast, in keeping
with the current OCPR policy, is an amount equal to six months of the current Parks and
Recreation Commission Operating Budget. That figure is a little over $24 million, and we are
we are well within the guidelines and recommendations of the Government Finance Officers
Association (GFOA). Several reductions in the capital improvement budget were made in order
to fall within this number. Funds for land acquisition will come from the Unrestricted Net Position
line item in the budget. Chairman Fisher reminded the Commission that funds for the proposed
ORV Park are not currently included in this proposed budget. If the Commission decides to
proceed on this project, those funds would need to be identified and included in this proposed
budget.
It was recommended that for the 2017-2019 budget process the schedule needs to be moved
up earlier in the year in order to better coordinate with the Human Resources and County
Executive's budget schedules and timelines. The Commission suggested adding OCPR
Commission Budget Process/Schedule to the list of the existing Key Initiatives.
Discussion continued regarding the revenues versus expenditures, and alternate ways to
increase revenues to cover the increasing expenses, or possibly making additional cuts in this
proposed budget.
Jeff Phelps, Fiscal Services Coordinator for Parks and Recreation, reviewed both current and
prior year history of the fund balance, millage revenues, salaries and fringe benefits,
depreciation, capital and maintenance management plans, as well as projections in future
anticipated increases. The OCPR proposed 2016-2018 budget must be submitted to the
County Executive by July 1,, 2015 in order to be included in the proposed Oakland County
Budget for review by the Oakland County Board of Commissioners.
The Commission requested staff provide a report that would show the figures for the nature
centers, both separate and combined, for operations, programs, etc. including the total net
loss/gain for the nature centers. It would be greatly appreciated if the report could include the
numbers before and after the addition of the Red Oaks Nature Center.
In addition, the Commission requested a report showing the total expenditures, total revenues
and net gain/loss figures for each of the budget centers in this proposed budget at the next
Commission meeting.
(Special Commission Meeting, May 27, 2015)
Page 3
Conceptual approval of this proposed FY 2016-2018 OCPR Budget will be on the June 16, 2015
OCPR Commission agenda.
A meeting with the Michigan Department of Natural Resources and Oakland County Parks and
Recreation is scheduled later in the week on the proposed Groveland Oaks ORV facility. Items
that need to be discussed and worked out between the two entities include using a consultant to
operate the facility, the sharing of expenses/revenues, costs for improvements, and estimated
expenses for operations. Depending on how the MDNR and OCPR decide to move ahead on
this project, appropriate funds will need to be included in this proposed budget. The
Commission indicated we need to make the best deal possible for the time being. Depending
on how negotiations proceed, this could include scheduling a public hearing. Additional items of
concern identified by the Commission were: having an exit strategy in case it doesn't work out;
sharing of revenues and expenses; creating a business plan; and evaluating current trends in
the industry.
Commissioner VanderVeen requested the amount of money that staff can spend on a capital
items without coming to the Commission for approval needs to be addressed. Currently staff is
using a $100,000 threshold, which follows the Oakland County Purchasing Policy. The
Commission would like to have that number lowered and have the OCPR purchasing policy
modified to include that number. In addition, he would like the approval for out-of-state travel for
staff included in this discussion. This item will be brought up at a future meeting and included
with the Key Initiatives.
Proposed Marketing and Branding Request for Proposal (RFP)
Moved by Mr. Scott, supported by Mr. Potts not to approve the proposed Marketing and
Branding Request for Proposal (RFP) to develop a system -wide marketing plan; and
define, evaluate, develop and implement an Oakland County Parks and Recreation
Brand.
AYES: Baumhart, Potts, Scott (3)
NAYS: Fisher, Fowkes, Kostin, Nash, VanderVeen (5)
Motion failed on a roll call vote.
Moved by Mr. Fowkes, supported by Mr. Nash to approve the proposed Marketing and
Branding Request for Proposal (RFP) to develop a system -wide marketing plan; and
define, evaluate, develop and implement an Oakland County Parks and Recreation
Brand, and include a qualification provision in the RFP.
AYES: Baumhart, Fisher, Fowkes, Kostin, Nash, Scott, VanderVeen (7)
NAYS: Potts (1)
Motion carried on a voice vote.
OLD BUSINESS
There was no old business to report.
(Special Commission Meeting, May 27, 2015)
Page 4
NEW BUSINESS
Executive Officer Daniel Stencil informed the Commission of the following:
• The next OCPR Commission meeting is scheduled on June 16, 2015 at 9:00 a.m. in the
OCPR Administration Building.
• The July 14, 2015 meeting will be held at the Administration Building at 2:00 p.m.
• The next Executive Committee meeting will be Wednesday, June 24, 2015 at 10:00 a.m.
• A photograph of the new Commission will be taken at the June 16 Commission meeting —
business attire.
• A new Accounts Payable report was submitted to the Commission for their review.
• A tour of the parks is being offered to the Commission members to review new CIP and
Maintenance Projects. It was requested the Commission submit the form indicating their
preferred date and park.
• Special Park Districts Forum is scheduled the week of June 8, 2015. Please contact staff if
you plan to attend.
• General RV on M-59 will be sending a letter regarding a violation on a water retention pond
on their property resulting in an issue on Hole #9 at White Lake Oaks Golf Course
ADJOURNMENT:
Meeting adjourned at 3:50 p.m.
Johp-A. Scott, Secretary Vicky Valko, Recording Secretary