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HomeMy WebLinkAboutMinutes - 2015.07.14 - 39332Oakland County Parks and Recreation Commission Regular Meeting July 14, 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, Christine Long, Gary McGillivray, David Potts COMMISSION MEMBERS ABSENT WITH NOTICE: Jim Nash ALSO PRESENT: Parks and Recreation Daniel Stencil, Executive Officer Sue Wells, Manager of Parks and Rec. Operations Brittany Bird, Natural Resources Planner 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 Donna Folland, Senior Planner Tom Hughes, Chief -Park Ops. & Maint.- S. District Jon Noyes, Principal Planner Desiree Stanfield, Supervisor -Comm. & Marketing OC Corporation Counsel Jody Hall, Financial Attorney - Corp. Counsel OC Facilities Maint. & Operations Paul Zachos, Property Mgmt. Specialist OC Fiscal Services Jeff Phelps, Parks and Rec. Fiscal Coordinator OC Human Resources Sara Kohn, Human Resources Analyst I OC Risk Management Bob Erlenbeck, Insurance and Safety Coordinator OC Purchasing Andy Krumwiede, Buyer II Michigan Dept. of Natural Resources Ron Olson, Director Jacklin Blodgett Huttenlocher Group Jim Huttenlocher Oakland County Fair LC Scramlin, Director Great Lakes 4WD Assoc. Mike Olmstead Jason Jablonski Paul Hittie AMW 44 Matt Kachman McKenzie Larson Alex Brody Jacob Brown Blake Lankton Jared Petiprin Resident Jim Kitson Dana Waxim Michael Scheth (Commission Meeting, July 14, 2015) Page 2 ALSO PRESENT (continued): Resident Tech -Came Groveland Township APPROVAL OF AGENDA: Jiri Muller Daryl Heck Wendi Mann Steve Mann Rob Angell Jason Bell Doug Johnson Dave Bowman Bob DePalma, Supervisor Moved by Mr. McGillivary, supported by Mr. Fowkes to approve the agenda as submitted. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. Fowkes, supported by Mr. Kostin to approve the minutes of the Regular Meeting of May 12, 2015 as submitted, and the minutes of the Special Meeting of May 27, 2015 with the following change: Page 13 of the agenda packet — Proposed FY 2016-2018 OCPRC Budget, second paragraph - change the term "target balance" to "floor/minimum balance". AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. PUBLIC COMMENTS: Oakland County Fair Director LC Scramlin advised the 2015 Oakland County Fair was a great success. There was a record attendance this year of 122,000 with Saturday's figures at 17,500. Mr. Scramlin thanked the OCPR staff for all the assistance during the Fair. He informed that the OC Fair Board has signed a 10-year contract with Big Rock Amusements for the County Fair. He also advised he and the OC Fair staff would love to work with the OCPR staff to help celebrate Oakland County Parks and Recreation's 50th Anniversary. (Commission Meeting, July 14, 2015) Page 3 INTRODUCTION: Manager of Parks and Recreation Operations Sue Wells introduced Human Resources Analyst Sara Kohn. Sara will now be attending some of the OCPR Commission meetings and will be available to answer any questions the Commission may have regarding Human Resources. CONSENT AGENDA: All items are considered to be routine by the OCPR Commission and are enacted by one motion. There is no separate discussion of these items unless a Commission member so requests, in which event the item is removed from the Consent Agenda and considered in its normal sequence on the agenda. Moved by Mrs. Long, supported by Mr. Scott Agenda to approve Items 8 A-F under the Consent Agenda as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 05/31/15 (FM 08, FY15) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 05/31/15 (FM 08, FY15) C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 05/31/15 (FM 08, FY15) D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 05/31/15 (FM 08, FY15) E. FY 2015 CIP Schedule Update F. FY 2015 Non-CIP Maintenance Projects Update AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: Proposed Groveland Oaks West/ORV Business Plan Presentation & Discussion The Commission received comments from local residents Jared Petiprin and Mike Olmstead, who are also members of ORV groups, regarding the proposed ORV project near Groveland Oaks County Park. Residents present expressed their interest and their desire for the Commission to proceed with the proposed project. The Commission discussed possible alternate options including collaborative efforts with the Michigan Department of Natural Resources and/or a private vendor. Key areas of concern for the Commission include operational costs, possible revenues, the budget, shared expenses/revenues with the MDNR, liability and risk management issues, which amenities or (Commission Meeting, July 14, 2015) Page 4 capital improvements to consider first, access and permit (s) for the park, hours of operation, staffing and the ability or right to terminate for either party. This is the first meeting at which this ORV proposal has been presented to OCPRC, and the Commission members on the ORV Committee (Commissioners Kostin, Fowkes, and Fisher) have not had an opportunity to discuss the DNR Memo of June 30, 2015, or the OCPR Business Plan of June 29, 2015. The DNR has now formally presented two alternatives for development and operation of the proposed ORV facility. The Commission has received input today from the MDNR and Staff on the MDNR Memo of June 30, 2015 or the OCPR Business Plan of June 29, 2015. The Commission members on the ORV Committee of the Commission should be given the opportunity to review the proposal as now postured, formulate a recommendation, and make a presentation to the Commission at the Commission's August 11, 2015 meeting. Moved by Mr. Scott, supported by Mr. Fowkes to refer the ORV proposal to the Commission's members on the ORV Committee, consisting of Commissioners Kostin, Fowkes, and Fisher, to consider at least the following issues, and report back to the full Commission with a proposal for action at the August 11, 2015 Commission meeting: 1. Budget related issues: o Potential OCPRC expenditures in the 2016 budget period, if any, for: ■ Capital improvement in excess of the $160,000 DNR grant for first year. ■ Operation ■ Any other OCPR costs anticipated in first year o Clarify budget expectations during the rest of the 5-year planning period. o Regarding OCPR in-house efforts and contracted services — set not to exceed value for first year 2. Right to Terminate: Clarify right of OCPR to terminate/escape if things not going well (recovery of monies paid -in for capital in early years). Not addressed in Business Plan. 3. Seek to clarify, simplify, and limit uncertainties for the two alternatives for development and operation of facility: (1) Contract by RFP to 3`d party, with DNR and OCPRC serving "front door" managing body; and (2) Partnership arrangement between DNR & OCPR. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9) NAYS: None (0) Motion carried on a unanimous voice vote. After the ORV Committee and the Commission have had a chance to review the information they will determine how best to receive public input and how best to proceed on the proposed project. (Commission Meeting, July 14, 2015) Page 5 Pathwav to a Healthier Michigan Grant Acceptance — Catalpa Oaks Moved by Mrs. Long, supported by Mr. Scott to approve the following resolution accepting the Michigan Recreation and Park Association: A Pathway to a Healthier Michigan $9,200 grant to establish a walking program at Catalpa Oaks County Park and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS, the Oakland County Parks and Recreation Commission has been notified of the award of a Michigan Recreation and Park Association: A Pathway to a Healthier Michigan grant award; and WHEREAS, the $9,200 grant will support the creation of a walking program at Catalpa Oaks County Park; and WHEREAS, there is no grant match requirement; 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 Michigan Recreation and Park Association: A Pathway to a Healthier Michigan Grant of $9,200. 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: None (0) Motion carried on a unanimous voice vote. Parks Healthy Food Service Guidelines Demonstration Protect Proposal/Donation Acceptance Moved by Mrs. Long, supported by Mr. Scott to approve the following resolution for the Parks Healthy Food Service Guidelines Demonstration Project donation and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS there is a new demonstration partnership available between the Michigan Department of Health and Human Services, Michigan Recreation and Park Association, Oakland County Health Division, and the Oakland County Parks and Recreation Commission; and WHEREAS this partnership would provide a donation valued at $20,000 in product, equipment and marketing materials to the Oakland County Parks and Recreation Commission to market and introduce healthier food options at Red Oaks Waterpark and Groveland Oaks Campground concessions; and WHEREAS this donation would include product (food), additional equipment, and marketing/education materials; and (Commission Meeting, July 14, 2015) Page 6 WHEREAS the Oakland County Parks and Recreation Commission has identified fitness and wellness as a core recreation service in its Strategic Master Plan; and WHEREAS this project meets the Parks Commission's Strategic Master Plan strategy to increase revenue resources by developing new or alternative revenue funds to support operational costs, including grants, donations, sponsorships, etc. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission recommends the Oakland County Board of Commissioners approve and accept the Parks Healthy Food Service Guidelines Demonstration Project donation of product, equipment and marketing materials valued at $20,000 from the Michigan Recreation and Park Association. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9) NAYS: None (0) Motion carried on a unanimous voice vote. Road Commission for Oakland County (RCOC) and Oakland County Cooperative Invasive Species Management Area (OC CISMA) Grant Acceptance Moved by Mr. Fowkes, supported by Mr. Kostin to approve the following resolution accepting $5,882 from the Road Commission for Oakland County's Right -of -Way Treatment Fund for invasive species treatment at Addison, Independence, Orion and Rose Oaks County Parks: WHEREAS, the Oakland County Parks and Recreation Commission has been notified of the award of $5,868 from the Road Commission for Oakland County through it's Invasive Species Rights -of -Way Treatment Fund; and WHEREAS, the five thousand eight hundred sixty eight dollar ($5,868) award will help offset the cost of invasive species treatment at Addison, Independence, Orion and Rose Oaks County Parks; and WHEREAS, the matching funds of four thousand eight hundred thirty ($4,830) for the invasive species treatment are allocated from the Parks and Recreation fund; 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 fund award of $5,882 from the Road Commission for Oakland County's Invasive Species Rights -of -Way Treatment Fund. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9) NAYS: None (0) Motion carried on a unanimous voice vote. (Commission Meeting, July 14, 2015) Page 7 Temporary Use Permit for Alcohol —Oakland Uncorked —Clarkston SCAMP Permit August 7, 2015 and Temporary Use Permit for Alcohol —Clarkston Community Historical Society-2015 Ellis Barn Hoedown October 17, 2015 Moved by Mr. VanderVeen, supported by Mr. Fowkes to approve both the 1.) Sale of alcohol on OCPRC property and 2.) The corresponding Temporary Use Permit for the August 7, 2015, Clarkston SCAMP Oakland Uncorked event at the Oakland County Market; and Approve both the 1.) Sale of alcohol on OCPRC property and 2.) The corresponding Temporary Use Permit for the October 17, 2015, Ellis Barn Hoedown at Springfield Oaks County Park for the Clarkston Community Historical Society in partnership with OCPR. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9) NAYS: None (0) Motion carried on a unanimous voice vote. The Commission recommended Temporary Use Permits be placed under Consent Agenda on future agendas, and to also make sure the permit fees in the future include sufficient funds to cover staff time and any related costs. Temporary Use Permit Policy Update Moved by Mr. Baumhart, supported by Mr. Fowkes to approve the continued use and approval by staff of Temporary Use Permits for special activities and events on OCPR Commission property in instances where alcohol is not served, and where the permit is for a period of not more than 7 days. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9) NAYS: None (0) Motion carried on a unanimous voice vote. The Commission directed staff if individuals are using the parks for senior class pictures or wedding pictures a permit and fee scheduled should be created and liability issues should be reviewed with OC Risk Management. Staff indicated they are in the process of creating that fee schedule. Natural Resources Presentation Natural Resources Planner Brittany Bird provided an update on OCPR natural resources including the herpetological study, invasive species, endangered species, aquatic surveys and new programs and possible funding. Proposed OCPR 50th Anniversary Celebration Update Executive Officer Daniel Stencil updated the Commission on the initiatives and possible opportunities staff is looking into to promote OCPR's 50th Anniversary celebration in August of (Commission Meeting, July 14, 2015) Page 8 2016, including possible appreciation day and a large family reunion -type event. Staff is also evaluating any associated costs or fees and possible partnerships or sponsorships. We will provide additional information as it becomes available. Discussion for Appointing a Finance Committee to Assist with Budget Process The Commission reviewed a Proposed 2017-2019 Budget Schedule provided by Executive Officer Daniel Stencil and also some questions raised about the OCPR budget process. The Commission expressed a desire to have the budget process started earlier in the year to provide additional time to review the proposed budget before it is forwarded to the OC Board of Commissioners for final approval. Some members of the Commission felt the creation of a Budget /Finance Committee could address some of their concerns, while some were not in favor of creating a committee. It was decided to place this item on the August 11, 2015 OCPR Commission meeting agenda for further consideration. STAFF REPORTS: 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: • Photograph of OCPR Commission will be taken at August 11, 2015 Commission meeting • MDNR Indoor Adventure Park dedication July 16 @ 1:00 p.m. in Detroit • OC Board of Commissioners and OC BOC Committees recently changed to using iPads for their agenda packets — OCPR will work on changing the OCPRC agenda packets to the same format • HCMA, MDNR and OCPR have created a committee for researching further collaborative efforts • Former OCPRC Chairperson Emeritus Pecky Lewis, Jr. will be presented with 2 awards at the October 2015 meeting • Waterford Oaks Design Competition — interviews will be held Friday August 7th with 3 firms • Live broadcast at Red Oaks Park has been rescheduled to July 24, 2015 • Comprehensive report on Nature Centers will be included in the August 11, 2015 agenda packet • OC Board of Commissioners Planning & Building Committee was unanimously supportive of proceeding with negotiations or a proposed lease, whichever direction the OCPR Commission chooses, for the proposed ORV facility Participation and Program Review FY 2015, Month 09 The Participation and Program Review report for June 2015 was received. Executive Committee Update Chairman Fisher advised the Executive Committee discussed budgeting and finance, the proposed ORV facility, and the possibility of creating an OCPR Finance Committee. (Commission Meeting, July 14, 2015) Page 9 Chairman Fisher also requested the topic of Purchasing Policy Amendment —Authorization of Purchasing/Spending limits be placed on the August 11, 2015 OCPRC Agenda. OLD BUSINESS: There was no old business to report. NEW BUSINESS: Commissioner VanderVeen advised the County has been reviewing the car policy - in particular the section on take-home vehicles. As a result of this review Parks and Recreation has reduced the number of take-home vehicles from 11 down to 4. Mr. VanderVeen wanted to commend OCPR staff for their efforts in reducing the number of take-home vehicles. CLOSED SESSION: Moved by Mr. Fowkes, supported by Mr. Baumhart to adjourn to Closed Session for the purpose of discussing potential property acquisition. ROLL CALL VOTE: AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a roll call vote. The meeting adjourned to closed session at 4:45 p.m. The meeting reconvened to open session at 5:05 p.m. ADJOURNMENT: Meeting adjourned at 5:05 p.m. John A. Scott, Secretary Vicky Valko;JRecording Secretary