HomeMy WebLinkAboutMinutes - 2015.06.16 - 39331Oakland County Parks and Recreation Commission
Regular Meeting
June 16, 2016
Chairman Fisher called the meeting to order at 9:05 a.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,
David Potts
COMMISSION MEMBERS ABSENT WITH NOTICE:
Jim Nash
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Brittany Bird, Natural Resources Planner
Phil Gastonia, Chief of Business Operations
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint.- N. District
Julee Erskine, Volunteer Services Recreation
Specialist
OC Corporation Counsel
OC Fiscal Services
OC Fiscal Services
OC Purchasing
Landscape Architects & Planners, Inc.
LAP/Street Level LLC
APPROVAL OF AGENDA:
Terry Fields, Chief-Rec. Programs & Services
John Haney, Recreation Program Supervisor
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Stephanie Mackey, Business Development Rep.
Jen Myers, Architectural Engineer
Desiree Stanfield, Supervisor -Comm. & Marketing
Evan Sweet, College Intern
Mackenzie Wireman, College Intern
Jody Hall, Financial Attorney - Corp. Counsel
Jeff Phelps, Parks and Rec. Fiscal Coordinator
Lynn Sonkiss, Manager of Fiscal Services
Andy Krumwiede, Buyer II
Bob Ford
Pete Bosheff
Moved by Mr. Kostin, supported by Mr. VanderVeen to approve the revised agenda with
the following changes:
- Remove Item 10 E Service Portfolio Policy and Temporary Use Permit Update
7 Days or Less
- Remove Item 10 F Pending Capital Projects Summary
AYES: Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, June 16, 2015)
Page 2
APPROVAL OF MINUTES:
Moved by Mr. Kostin, supported by Mr. Potts to postpone approval of the
minutes from the Regular Meeting of May 12, 2015, until the Commission meeting
of July 14, 2015.
AYES: Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
PUBLIC COMMENTS:
Executive Officer Daniel Stencil advised that the Oakland County Fair at Springfield Oaks
County Park is scheduled for July 3-12, 2015,
He also thanked the Commissioners who were able to participate in the Special Park Districts
Forum and advised we have received many very positive comments on the success of the
sessions.
INTRODUCTIONS:
Evan Sweet - Recreation Proarams & Services Intern
Recreation Program Supervisor John Haney introduced College Intern Evan Sweet. Evan is a
junior at Eastern Michigan University majoring in Recreation and Park Management and will be
completing a 15-week internship in the Recreation Programs and Services division.
Mackenzie Wireman, College Intern
Supervisor -Communications and Marketing Desiree Stanfield introduced College Intern
Mackenzie Wireman. Mackenzie is a senior at Central Michigan University majoring in Public
Relations and will be doing an 11-week internship in the Communications and Marketing unit.
She will be working on social media and be focusing on the upcoming Media Days.
Desiree also informed that the media event scheduled with Radio Station 95.5 at Red Oaks
Waterpark was rained out and has been rescheduled to Friday, July 24, 2015.
PRESENTATIONS:
Executive Officer Daniel Stencil announced the following 2015 Michigan Recreation and Parks
Association (MRPA) Community Service Awards:
Clarkston Scamp
CRAMBA - Clinton River Area Mountain Bike Association
Oakland County History Corps
Chairman Fisher also announced the 2015 National Parks and Recreation Association (NRPA)
Hall of Fame Award was announced and former OCPR Commission Chairperson Emeritus
Pecky D. Lewis, Jr. will be this year's recipient.
(Commission Meeting, June 16, 2015)
Page 3
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. Fowkes to remove Item 9-J from Consent
Agenda, combine consideration of this with Item 10 A Conceptual Approval of
FY 2016-2018 OCPRC Budget, and approve Items 9 A-1 under the Consent
Agenda as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 04/30/15 (FM 07, FY15)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
04/30/15 (FM 07, FY15)
C. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 04/30/15 (FM 07, FY15)
D. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position For Month Ending 04/30/15 (FM 07, FY15)
E. FY 2015 CIP Schedule Update
F. FY 2015 Non-CIP Maintenance Projects Update
G. FY 2015 2nd Quarter Contributions Report
H. FY 2015 2nd Quarter Temporary Use Permit Report
I. FY 2015 2nd Quarter Sponsorship Report
AYES: Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a voice vote.
REGULAR AGENDA:
Conceptual Approval of FY 2016-2018 OCPRC Budget
The Commission reviewed the proposed FY 2016-2018 OCPR Commission Budget, which
included a $1.6 million reduction from the proposed budget previously submitted, a reduction in
capital investment to $1.5 million, and a reduction in capital equipment to $250,000. This
included a review of the proposed revenues, fund balance, unrestricted net assets, fees and
charges, sponsorships, Capital Improvement projects and Major Maintenance projects.
(Commission Meeting, June 16, 2015)
Page 4
Moved by McGillivray, supported by Mr. Kostin to conceptually approve the proposed
FY 2016-2018 OCPR Commission Budget.
AYES: Baumhart, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (8)
NAYS: Fisher (1)
Motion carried on a roll call vote.
The Commission discussed the possibility of creating a budget task force committee to review
the OCPR budget process, to determine if the budget schedule should be modified next year to
provide the proposed budget information earlier in the year which would allow additional time for
review, and if the staff authorized spending limits should be modified. It was determined this
would be discussed further by the Executive Committee and the Commission before a decision
is made.
FY 2015 Third Quarter Financial Forecast Budget Amendment
Moved by Mrs. Long, supported by Mr. Scott to approve the FY 2015 Third Quarter
Financial Forecast Budget Amendment in the amount of $1,601.123.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
FY 2015 CIP Project Approvals:
1. Red Oaks Water Park - Wave Equipment - Conceptual Approval
Moved by Mr. Fowkes, supported by Mr. Scott to conceptually approve the Wave Pool —
Wave Equipment Replacement project at Red Oaks. Staff will proceed with bidding the
project, and will bring the total proposed construction costs for Construction Approval to
the Commission at a future meeting.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
2. Addison Oaks Maintenance Yard and Fuel Tanks - Conceptual Approval
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the design for the
creation of the construction documents for the Maintenance Yard Parking Improvements
and conceptually approve the Fuel Tank Replacement projects at Addison Oaks.
(Commission Meeting, June 16, 2015)
Page 5
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Katherine's of Oakland County LLC License Agreement (Lyon Oaks/White Lake Oaks
Moved by Mrs. Long, supported by Mr. VanderVeen to approve the proposed license
agreement for Katherine's Catering for Lyon Oaks and White Lake Oaks food and
beverage operations, as presented, to allow Katherine's Catering the opportunity to
schedule bookings for 2016 as soon as possible.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
Acceptance of MNRTF 2014 Groveland Oaks Fishing Pier Grant
Moved by Mr. Scott, supported by Mr. VanderVeen to approve the following resolution
accepting the Michigan Natural Resources Trust Fund grant in the amount of $36,300 for
a universally accessible fishing pier at Groveland Oaks County Park:
WHEREAS, the Oakland County Parks and Recreation Commission has been notified of
the award of the TF14-0066 Universally Accessible Fishing Pier Grant from the Michigan
Natural Resources Trust Fund; and
WHEREAS, the thirty-six thousand three hundred dollar ($36,300) grant will help offset
the cost of a universally accessible fishing pier at Groveland Oaks County Park; and
WHEREAS, the matching funds of twelve thousand two hundred dollars ($12,200) for
the universally accessible fishing pier are allocated from the Parks and Recreation fund;
and
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners authorize
and accept the TF14-0066 Universally Accessible Fishing Pier Grant.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation
Commission hereby requests the Board of Commissioners direct its Chairperson or
designee to execute said grant agreement on behalf of the County of Oakland.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a voice vote.
(Commission Meeting, June 16, 2015)
Page 6
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:
• General RV Center retention pond filled in near White Lake Oaks Golf Course
• Barrier Free entrance requirements for Ellis Barn at Springfield Oaks; public access;
possible elevator; exception requests from the State of Michigan
• Headlee impact on tax revenues for OCPR
• Collaboration efforts between OCPR and OC Economic Development — put on hold until
we receive RFP's for marketing and branding
• Michigan Health and Human Services food grant pilot for administration and
educational material for healthy food choices at OCPR parks and facilities
• Update on OCPR Commission Key Initiatives
Participation and Program Review FY 2015, Month 08
The Participation and Program Review report for May 2015 was received.
Volunteer Services Report
Volunteer Services Recreation Specialist Julee Erskine did a presentation on volunteer
services, programs and training. She also updated the Commission on her plans for new
directions for Volunteers services including technology, the use of ambassadors and the
collaboration with other divisions within OC Parks.
Executive Committee Update
Chairman Fisher advised the Executive Committee reviewed the budget at their last meeting.
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
Executive Officer Daniel Stencil and staff shared some information learned from other
attendees at the SPDF sessions. In addition, as a result of the combined efforts with the
MDNR, HCMA and OCPR during SPDF, the three entities have created a committee
and agreed to meet on a regular basis to help improve in collaboration to help enhance
services and programs.
(Commission Meeting, June 16, 2015)
Page 7
CLOSED SESSION:
Moved by Mr. Scott, supported by Mr. Fowkes to adjourn to a Closed Session for the
purpose of discussing possible collaboration efforts.
ROLL CALL VOTE:
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried.
The meeting adjourned to closed session at 10:55 a.m.
The meeting reconvened to open session at 11:40 a.m.
ADJOURNMENT:
Meeting adjourned at 11:40 a.m.
John A. Scott, Secretary Vicky Valk% Recording Secretary