HomeMy WebLinkAboutMinutes - 2015.08.11 - 39333Oakland County Parks and Recreation Commission
Regular Meeting
August 11, 2015
Chairman Fisher called the meeting to order at 2:03 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 Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Rec. Operations
Phil Gastonia, Chief of Business Operations
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Jim Dunleavy, Chief -Park Ops. & Maint.- N. District
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Karen Kohn, Supervisor -Administrative Services
Jen Myers, Architectural Engineer II
Desiree Stanfield, Supervisor -Comm. & Marketing
OC Fiscal Services Jeff Phelps, Parks and Rec. Fiscal Coordinator
OC Purchasing Andy Krumwiede, Buyer II
APPROVAL OF AGENDA:
Moved by Mr. Scott, supported by Mr. Kostin to approve the agenda as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of
the Regular Meeting of June 16, 2015, and the minutes of the Regular Meeting of
July 14, 2015 as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(Commission Meeting, August 11, 2014)
Page 2
PUBLIC COMMENTS:
There were no comments from the public.
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. Kostin to remove items 7 G, H and J, and
approve Items 7 A, B, C, D, E, F and I under the Consent Agenda as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 06/30/15 (FM 09, FY15)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
06/30/15 (FM 09, FY15)
C. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 06/30/15 (FM 09, FY15)
D. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position For Month Ending 06/30/15 (FM 09, FY15)
E. FY 2015 CIP Schedule Update
F. FY 2015 Non-CIP Maintenance Projects Update
I. FY 2015 3`d Quarter Budget Amendment — Expensing of CIP #
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
FY 2015 3`d Quarter Facilities Maintenance Budget Amendment
The Commission questioned if when there is a park -wide program on this listing such as parking
lot improvements, is the approval by the Commission for each project, or is the approval by the
program as a whole. Staff indicated the Commission has been approving the programs as a
whole. In addition, staff advised they are working on creating a more detailed report that would
provide more detailed information on each project. The Commission requested that future
approvals for individual projects be submitted to the Commission under the new spending
threshold being proposed.
(Commission Meeting, August 11, 2014)
Page 3
FY 2015 3`d Quarter Green Fund Budqet Amendment
The Commission asked for clarification on the Green Fund projects. Staff indicated these are
funds for projects that save the parks system money mostly in utility costs such as the new style
of light bulbs or energy efficient appliances, etc. These funds have not been budgeted for in
2016.
FY 2015 3`d Quarter OCPR Purchasing Activity Report
This report is for blanket order contracts the County of Oakland uses that may have multiple
department users. The Commission requested the report to be modified to include the Parks'
Estimated Contract Usage, which would then clarify the amounts allocated only to Parks and
Recreation.
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve Items 7 G, H and J as
follows:
G. FY 2015 3`d Quarter Facilities Maintenance Budget Amendment
H. FY 2015 3`d Quarter Green Fund Budget Amendment
J. FY 2015 3`d Quarter OCPR Purchasing Activity Report
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
2016 Proposed Annual Vehicle Permit Fees Pricing Structure
Each year staff evaluates OCPR vehicle permit fees to determine if there is a need to increase
the amount for the following year.
The Commission advised they did not want to see an increase in the fees for Oakland County
residents for 2016, due to the fact that residents are already paying the OCPR taxes.
Moved by Mr. Fowkes, supported by Mrs. Long to leave the resident fees for OCPR
2016 daily and annual park permit fees in place as they are now with no increase from
2015 to 2016, to increase only the non-resident rates, and to approve the new Volume
Group Rates as follows:
*OCPR Non -Resident Annual Motor Vehicle permits $48.00
*Non -Resident Senior Citizen/Adaptive/Active Military Annual
Motor Vehicle Permit $32.00
*Non -Resident Daily Motor Vehicle Permit $12.00
*Non -Resident Annual Motor Vehicle Permit
Second Vehicle Discount $38.00
(Commission Meeting, August 11, 2014)
Page 4
* Group Discount for blocks of Annual Vehicle Passes as follows:
25-100 passes/ $25 each
101-250 passes/$20 each
251-500 passes/$15 each
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Staff advised Huron Clinton Metroparks Authority has not yet made a determination on the 2016
fees for the joint Parks Perks Pass so no recommendation was made at this time. When a
determination is made staff will bring a recommendation back to the Commission on the 2016
joint Parks Perks Pass fees.
Proposed FY 2015 Americans with Disabilities Act (ADA) Transition Program — Scope Change
Moved by Mr. Fowkes, supported by Mr. Kostin to approve the removal of two child
accessible beach chairs from the FY2015 Barrier Removal Project List, and replace
them with one accessible stand-up golf cart, with no change to the program budget.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
The Commission requested a report back from staff in the spring on the frequency of use on this
new accessible stand-up golf cart.
Pending Capital Projects Summary
The Commission requested that a cover sheet be included in the agenda packet with this report
in the future. In addition, it was requested that the report include the percentage of completion
for each project, and to remove the $60,200 amount for the Springfield Oaks Davis House
roofing project.
Discussion of Proposed Finance/Budget Committee
It had been suggested at a prior Commission meeting to consider establishing a budget
committee to assist with the budget process and to provide the Commission with a broader
knowledge of the budget schedule and procedures, the Capital Improvement Program, the
project selection and approval process and the equipment purchase procedures. After a
lengthy discussion it was recommended instead to add an additional OCPR Commission
(Commission Meeting, August 11, 2014)
Page 5
member to the Executive Committee to work with staff on these matters. In order to add an
additional member to the Executive Committee an amendment of the OCPR Commission
By -Laws would be required. Staff was directed to place the proposed amendment of the
OCPR Commission By -Laws on the September 8, 2015 OCPRC agenda to start the process.
Thirty days written notice is required for an amendment and would also require a 2/3 vote of the
Commission. If approved the amendment would become effective upon approval.
Discussion of Proposed OCPR Purchasing Procedure to Modify Expenditure Approval Limits
At several previous OCPR Commission meetings the Commission requested the evaluation of
the QCPRC purchasing procedure expenditure approval limits — specifically the expenditure
limit approvals by OCPRC staff. It was even requested to evaluate and compare our process
with other Oakland County Departments. This topic was discussed at the Oakland County
Board of Commissioners Finance Committee however; no action was taken because the topic
was tabled.
It was recommended to refer this item to the Executive Committee, have them look at all options
and report back with a recommendation to the Commission at the September 8, 2015 meeting,
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:
• Update on the revenues from the SPDF sessions
• Volunteer Services Coordinator has increased the amount of OCPR volunteers to over
1,000
• Pecky D. Lewis, Jr. to receive an award from MRPA and MACPRO, which will be
presented to Mr. Lewis at the October OCPRC meeting
• Possible location of DTE solar farms on Parks property
• Recovery Park to vacate the Green Houses the end of October - staff will be evaluating
and providing a recommendation on the future use of the facility
• Evaluation of Oakland County Historical Society assets - determine what to do with
them and possibly liquidate them
• Staff is evaluating the finalists in the Waterford Oaks Master Plan Design Competition
October Commission Meeting Location Change
Moved by Mr. Fowkes, supported by Mr. VanderVeen to move the location of the October
OCPRC meeting from Groveland to Waterford Oaks in the Administration Building.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(Commission Meeting, August 11, 2014)
Page 6
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 at the last OCPRC meeting a motion was approved to send the
ORV matter back to the Commission members of the ORV Committee. A memo was sent to
the MDNR asking for a meeting to try to get more details, especially on the financial aspects,
so an informed decision could be made on this matter. It was also concluded it would be
more sensible to wait until we have more information before a public hearing is scheduled.
OLD BUSINESS:
There was no old business to report.
NEW BUSINESS:
There was no old business to report.
ADJOURNMENT:
Meeting adjourned at 3:45 p.m.
John A. Scott, Secretary Vicky Valko„Recording Secretary