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Home My WebLink AboutMinutes - 2015.09.08 - 39334Oakland County Parks and Recreation Commission Regular Meeting September 8, 2015 Chairman Fisher called the meeting to order at 2:01 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, Ronald Fowkes, Robert E. Kostin, Gary McGillivray, Jim Nash, David Potts COMMISSION MEMBERS ABSENT WITH NOTICE: A. David Baumhart III, Christine Long ALSO PRESENT: Parks and Recreation OC Corporation Counsel OC Fiscal Services OC Purchasing Independence Township APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of Parks and Rec. Operations Phil Castonia, Chief of Business Operations Zach Crane, Architectural Engineer II Mike Donnellon, Chief -Park Facilities Maint. & Dev. Jim Dunleavy, Chief -Park Ops. & Maint.- N. District Terry Fields, Chief -Recreation Programs and Services Tom Hughes, Chief -Park Ops. & Maint.- S. District Jen Myers, Architectural Engineer II Jody Hall, Financial Attorney Lynn Sonkiss, Manager of Fiscal Services Scott Guzzy, Administrator of Purchasing Andy Krumwiede, Buyer II Pat Kittle, Township Supervisor Moved by Mr. Kostin, supported by Mr. Potts to approve the agenda as submitted. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve the minutes of the Regular Meeting of August 11, 2015, as submitted. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. (Commission Meeting, September 8, 2015) Page 2 PUBLIC COMMENTS: Independence Township Supervisor Pat Kittle informed the Commission he was attending regarding the Agreement for Independence Safety Path Project between Oakland County and Charter Township of Independence. He advised that he could not stay for the entire meeting but wanted to express to the Commission that the Independence Township Board is committed to the Interlocal Agreement for the Springfield Oaks Safety Pathway on Sashabaw Road near Independence Oaks County Park. They have $600,000 available for the project and are ready to go forward on the project; they are just waiting on the OCPR Commission's final decision. CONSENT AGENDA: Moved by Mr. Fowkes, supported by Mr. McGillivray to approve Items 7 A — 7 J under the Consent Agenda as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 07/31/15 (FM10, FY15) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 07/31/15 (FM10, FY15) C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 07/31/15 (FM10, FY15) D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending 07/31/15 (FM10, FY15) E. FY 2015 CIP Schedule Update F. FY 2015 Non-CIP Maintenance Projects Update G. 3`d Quarter Contributions Report H. Td Quarter Temporary Use Permits Report I. 3`d Quarter Sponsorships Report J. Fiscal Services Td Quarter Financial Forecast AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: Adoption of the FY 2016-2018 OCPR Commission Budget: (Commission Meeting, September 8, 2015) Page 3 Operating Budget Moved by Mr. McGillivray, supported by Mr. Scott to approve the Fiscal Year 2016- 2018 Oakland County Parks and Recreation Proposed Operating Budget and adopt the following Fiscal Year 2016 General Appropriations Act resolution balancing total appropriations with available resources at $24,283,545: OAKLAND COUNTY PARKS AND RECREATION COMMISSION FISCAL YEAR 2016 BUDGET GENERAL APPROPRIATIONS ACT WHEREAS in accordance with the provisions of Public Act 261 of 1965, the County and Regional Parks Act, and Public Act 621 of 1978 (as amended), the Uniform Budgeting and Accounting Act for Local Government, and the most recently revised By -Laws of the Oakland County Parks and Recreation Commission approved January 12, 2011, it is the responsibility of the Oakland County Parks and Recreation Commission to amend and adopt the annual Oakland County Parks and Recreation Commission Budget; and WHEREAS, the Parks and Recreation Executive Officer received budget requests from all Parks and Recreation Budget Units, and the Parks and Recreation Executive Officer and his staff has prepared and submitted in detail the Parks and Recreation Executive Officer's Fiscal Year 2016 Budget Recommendation to the Oakland County Parks and Recreation Commission; and WHEREAS, the Oakland County Parks and Recreation Commission has reviewed in detail the Parks and Recreation Executive Officer's Fiscal Year 2016 Budget Recommendation as shown on Schedules A, B, C, D, E, F, and G, hereby annexed and made part of the General Appropriations Act for Fiscal Year 2016; and WHEREAS supplemental summaries and data contained herein are for informational purposes only, and are not part of the General Appropriations Act for Fiscal Year 2016. NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation Commission, after due deliberation, does hereby amend and adopt the Fiscal Year 2016 General Appropriations Act balancing total appropriations with available resources at $24,283,545. BE IT FURTHER RESOLVED that as stated in the Commission By -Laws, appropriations accumulated within the department will be deemed maximum authorization to incur expenditures. The Parks and Recreation Executive Officer or his designated Fiscal Officer shall exercise supervision and control of all budgeted expenditures with each Budget Unit, and at no time shall the expenditures exceed the total appropriation for the department as originally amended or adopted by the Oakland County Parks and Recreation Commission. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. (Commission Meeting, September 8, 2015) Page 4 The Commission requested staff to show the Depreciation as a separate line item in future OCPRC budgets. In addition, it was requested that staff prepare a report listing the OCPRC auction items for the last 5 years, including the 2015 year-to-date amounts and the asset purchase price. Capital Equipment Moved by Mr. Fowkes, supported by Mr. Potts to approve the FY 2016 Proposed Capital Equipment Plan in the amount of $398,000. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. FY 2016 Conceptual Capital Improvement Plan and Maintenance Management Plan Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve and proceed with the Fiscal Year 2016 Conceptual Capital Improvement Plan. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Moved by Mr. Fowkes, supported by Mr. Potts to receive and file the forecast for the subsequent three years of the FY 2016 Conceptual Capital Improvement Plan and Maintenance Management Plan. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote, Draft Purchasing Policy — Purchasing Limits Procedure Moved by Mr. Fowkes, supported by Mr. Potts to postpone action on the Draft Purchasing Policy — Purchasing Limits Procedure until the October Commission meeting. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. (Commission Meeting, September 8, 2015) Page 5 FY 2015 CIP Proiect Approvals: Independence Oaks — Safety Path — Interlocal Agreement Moved by Mr. Fowkes, supported by Mr. Nash to postpone action on the Independence Oaks — Safety Path — Interlocal Agreement until April 2016 to look at the cash situation, and to see if there are any redesign opportunities that would reduce the cost of the project. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Lyon Oaks — West Norton Drain Bridge (Change Order) and Groveland Oaks/Waterford Oaks/Red Oaks — Concessions Phase I (Change Order) Moved by Mr. Fowkes, supported by Mr. Potts to approve increasing the CIP #813 — Lyon Oaks West Norton Drain Bridge Project Budget from $40,000 to $53,400.44 and close the project, and Approve a change order in the amount of $1,980.48 for the Groveland Oaks Concession Remodel Phase I Project, and Approve a change order in the amount of $11,150.52 for the Red Oaks Waterpark Concession Remodel Phase I project, and Approve a change order in the amount of $1,449.82 for the Waterford Oaks Waterpark Concession Remodel Phase I project. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Red Oaks Water Park — Wave Equipment — Construction Approval Moved by Mr. Fowkes, supported by Mr. Potts to approve the amount of $259,130 to purchase wave generation equipment for the Red Oaks Wave Pool at Red Oaks Waterpark from Aquatic Development Group. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote, Consideration of the bid for the construction contract for the wave generation equipment installation at Red Oaks Wave Pool will be postponed until the October Commission meeting. (Commission Meeting, September 8, 2015) Page 6 Pendina Caoital Proiects Summar Staff advised the Commission the changes requested last month have been included in the report. Those changes include a cover memo and the percent complete for each project. Discussion of Proposed OCPRC Bylaws Amendment The proposed changes of the OCPR Bylaws include the removal of the position of Chairperson Emeritus, adding another OCPR Commission member to the Executive Committee under the Committee section versus the Officers section, and the guidelines for the meetings of the Committees. Moved by Mr. Potts, supported by Mr. VanderVeen to place the proposed amendments to the OCPR Commission Bylaws on the October 13, 2015 OCPRC agenda for approval. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Springfield Oaks Ellis Barn 2017 Rental Fees Moved by Mr. VanderVeen, supported by Mr. Scott to approve an increase of the fee for Springfield Oaks Ellis Barn Rental for 2017 to $4,500 (Friday noon -Sunday noon) with the addition of weekday daily rental fees of $1,000 for both levels of the barn for 6 hours; $500 per barn level for 6 hours; $250 per barn level for 3 hours; and $100 for additional hours; $400 event camping fee for 10 sites (Friday noon thru Sunday noon). AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. The Commission requested staff bring back information of a switchback possibility in the barn with a diagram and also to explore the possibility of requesting an exemption or historical waiver for the required lift or internal switchback in the barn. Proposed Parks Perks Pass Rates Moved by Mr. McGillivray, supported by Mr. Potts to approve the Oakland County Parks and Recreation Commission's fees for the sale of each joint Parks Perks Pass in the amount of $59. AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. (Commission Meeting, September 8, 2015) Page 7 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: • Two Dog Swims at the Waterford Oaks and Red Oaks Waterparks • Pending Temporary Use Permits • Change of the name of the County Market to Oakland County Farmer's Market — refer to the Marketing Committee • October OCPR Commission meeting location will be at Waterford Oaks Administration Office building • Southeast Michigan Collaboration meetings have started including HCMA, MDNR and OCPR • Executive Officer presentation to Oakland County Treasurers Association on Oakland County Parks • Senior Citizens day at Michigan State Fair • Arts Beats & Eats Salute to the Veterans • Michigan Recreation and Parks Association Hall of Fame on October 1, 2015 • Next OCPRC meetings - October 13`h @ 2:00 and November 101h at 2:00 Executive Committee Update Chairman Fisher informed that the Executive Committee discussed the status of the request from the City of Royal Oak on Normandy Oaks, and asked staff to prepare a list of bullet points from Madison Heights for comparison with the request/discussions with the City of Royal Oak officials. The Executive Committee plans to bring back a recommendation on how to proceed on this matter and will be appointing a committee to work with Royal Oak officials. OLD BUSINESS: There was no old business to report. NEW BUSINESS: There was no new business to report. ADJOURNMENT: Meeting adjourned at 3:29 p.m. John A. Scott, Secretary Vicky Valko, "Recording Secretary