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HomeMy WebLinkAboutMinutes - 2015.10.13 - 39335Oakland County Parks and Recreation Commission Regular Meeting October 13, 2015 Chairman Fisher called the meeting to order at 2:02 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, Gary McGillivray, Jim Nash, David Potts COMMISSION MEMBERS ABSENT WITH NOTICE: Christine Long ALSO PRESENT: Parks and Recreation OC Facilities Maint. & Operations OC Human Resources OC Management & Budget OC Fiscal Services OC Purchasing Resident/OCPR Volunteer Resident Russell Design Wakely Associates APPROVAL OF AGENDA: 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 -Recreation Programs and Services Donna Folland, Senior Planner Linda Hegstrom, Project Advisor Tom Hughes, Chief -Park Ops. & Maint.- S. District Pecky D. Lewis, Jr., Former Chairperson Emeritus Jen Myers, Architectural Engineer II Paul Zachos, Property Mgmt. Specialist Sara Kohn, Human Resources Analyst I Laurie Van Pelt, Director of Mgmt. & Budget Lynn Sonkiss, Manager of Fiscal Services Scott Guzzy, Administrator of Purchasing Andy Krumwiede, Buyer II Sandra Cline Vivian Lewis Marc Russell Jose S. Melero Moved by Mr. Scott, supported by Mr. VanderVeen to approve the agenda with the following change: Remove Item 9 B-4 Springfield Oaks Park — Ellis Barn Accessibility AYES: Baumhart, Fisher, Fowkes, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. (Commission Meeting, October 13, 2015) Page 2 APPROVAL OF MINUTES: Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the minutes of the Regular Meeting of September 8, 2015, with the following changes: Under Consent Agenda — change Mrs. Long/Mr. Kostin to Mr. Fowkes/Mr. McGillivray and under Draft Purchasing Policy — Purchasing Limits Procedure delete the second sentence of the motion (Any PUFGhases over the amount of $5,000 aFe te be presented to the ChairpeFsen for approval prior to the ) AYES: Baumhart, Fisher, Fowkes, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. PUBLIC COMMENTS: OCPR Volunteer and resident Sandra Cline requested the Commission review the recent changes to the OCPR Volunteer Point System to permit volunteers to use the yurts and cabins at the campgrounds on weekends and prime time at no cost but allowing the volunteers to utilize their earned volunteer points. Chairman Fisher indicated he would have staff review the policy and recent changes and place it on the November OCPR Commission agenda for an update to the Commission. PRESENTATIONS: Chairman Fisher announced that former Chairperson Emeritus Pecky D. Lewis, Jr. received the Outstanding Public Official award from National Association of County Parks and Recreation Officials in 2011, he received the 2015 National Association of County Parks and Recreation Organization 2015 Professional Lifetime Award, and was inducted into the mParks (formerly the Michigan Recreation and Park Association) Hall of Fame on October 1, 2015. The Commission congratulated Mr. Lewis on these very well deserved awards, thanked him for his many dedicated years of service to Oakland County Parks and presented him with his awards. In addition, longtime OCPR volunteer and former employee Portia Fields —Anderson was also inducted into the mParks (formerly the Michigan Recreation and Park Association) Hall of Fame on October 1, 2015. The Commission thanked Ms. Fields -Anderson for all of her hard work and efforts on behalf of OCPR as a volunteer and employee and presented her with her award. Representative Kathy Crawford was also inducted into the mParks Hall of Fame on October 1, 2015, however she was unable to attend the meeting. The Commission will present her with her award at a future meeting. CONSENT AGENDA: Moved by Mr. Kostin, supported by Mr. McGillivray to approve Items 8 A — 8 1 under the Consent Agenda, with a revision to Item 8 H-1 Red Oaks Water Park Lazy River Cable Fence Installation which clarifies the allocation of funds for the project from 2015 Capital Improvement Project #2164 in the amount of $37,858, as follows: (Commission Meeting, October 13, 2015) Page 3 A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 08/31/15 (FM11, FY15) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 08/31/15 (FM11, FY15) C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 08/31/15 (FM11, FY15) D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending 08/31/15 (FM11, FY15) E. FY 2015 CIP Schedule Update F. FY 2015 Maintenance Management Plan/Projects Update G. Monthly Purchasing $5,000-$19,999 Report for Month Ending 08/31/15 (FM 11, FY 15) H. Purchasing Procedure Approvals 1. Red Oaks Waterpark Fence Installation 2. 2016 Glen Oaks, Lyon Oaks, Red Oaks, Springfield Oaks, White Lake Oaks Golf Course Fertilizer/Pesticide Pre -Season Purchase Request for Temporary Use Permit at Waterford Oaks Park: St. Stephen Lutheran Church Lobsterfest — October 3, 2015 AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: Review of Budget Process and Use of Fund Balance: Director of Oakland County Management and Budget Laurie VanPelt, and Oakland County Manager of Fiscal Services Lynn Sonkiss gave a presentation regarding the use of fund balance in the budgeting process in order to provide further insight and explanation of the County's budget process. In addition Ms. VanPelt also provided information on depreciation, capital improvement projects, working capital needs and how it relates to the fund balance, capital planning, best practice recommendations from the Government Finance Officers Association and possible long term financial policies the Commission may consider in the future. The Commission thanked Ms. VanPelt and Ms. Sonkiss for a very informative and comprehensive presentation. The Commission proposed having a special OCPR Commission meeting in the future with Ms. VanPelt to review the topics she covered in further detail. (Commission Meeting, October 13, 2015) Page 4 FY 2015 CIP Project Approvals: Red Oaks Waterpark Wave Pool Equipment Installation - Electrical (Const. Approval) Moved by Mr. Fowkes, supported by Mr. Nash to award a construction contract in the amount of $55,060 to B&B Pools and Spas located at 29440 Six Mile Road, Livonia, MI 48152 for the wave generation equipment installation, bond and permitting contingency at the Red Oaks Waterpark Wave Pool; and Move to award a construction contract in the amount of $43,457 to Wade's Electrical Contracting Inc., located at 60880 Van Dyke Road, Washington, MI 48094 for the wave generation equipment electrical installation including contingency at the Red Oaks Waterpark Wave Pool. Total project costs are $380,743 as follows: Equipment $259,130 Construction $ 98,517 Design $ 4,965 5% Contingency $ 18,131 Total $380,743 AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Red Oaks Waterpark Ornamental Cable Railing & Handrail - Lazy River Bridge (Construction Approval) Moved by Mr. Potts, supported by Mr. Scott to continue with the previously awarded contract to Future Fence Company located at 23450 Regency Park Drive, Warren, MI 48089 in the amount of $68,613 for the Ornamental Cable Railing installation at the Red Oaks Waterpark - Lazy River Bridge. Total project costs are $77,000. Construction Contingency Total $68,613 $ 8,387 $77,000 AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Independence Oaks-ADA Improvements -Upper Bushman (Construction Approval) Moved by Mr. VanderVeen, supported by Mr. McGillivray to award a construction contract in the amount of $17,855 to FJ Lafontaine and Sons Landscaping located at 24265 Creekside Drive, Farmington Hills, MI 48336 for the Upper Bushman ADA project at Independence Oaks. Total project costs are $25,141 as follows: (Commission Meeting, October 13, 2015) Page 5 Construction $22,855 10% Contingency $ 2,286 Total $25,141 AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. FY 2016 Capital Equipment Purchase: 12 Cubic Yard Dump Truck Moved by Mr. Fowkes, supported by Mr. VanderVeen to purchase a twelve (12) cubic yard dump truck from the Water Resources Commission in the amount of $42,000 utilizing funds taken from the FY 2016 Capital Equipment Budget by removing two pieces of equipment from the FY 2016 Capital Equipment Budget (the Ventrac Utility Tractor at $34,000 and the Smitcho Sweeper at $30,000 - a total of $64,000). AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Evaluation. Review and Recommendation of Waterford Oaks Master Plan Design Competition Senior Planner Donna Folland provided the Commission with an update on the status of the Waterford Oaks Master Plan Design Competition and the evaluation process. Moved by Mr. Kostin, supported by Mr. Nash to approve the payment of $10,000 each to Russell Design, LAP and OHM Advisors design firms for their work on the Waterford Oaks Master Plan Design competition, and that the Committee selected Russell Design as the lead design team, however no final selection of a firm would be made at this time. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott (7) NAYS: Potts, VanderVeen (2) Motion carried on a voice vote. OCPRC By-laws Amendment Moved by Mr. McGillivray, supported by Mr. Potts to approve the following amendments to the OCPR Commission Bylaws in Article VII and Article VIII: (Commission Meeting, October 13, 2015) Page 6 Article Vll Officers Section 1. Election of Officers. The Commissioners shall elect, at their first meeting of the year, a Chairperson, Vice Chairperson, and Secretary. All officers are eligible for re-election. Election to office shall be by majority vote and candidates need not be present. Section 2. Term of Office. Officers shall take office immediately following their election and shall hold office for a term of one (1) year. Section 3. Vacancy. Any office that becomes vacant shall be filled by special election by the Commission at any meeting. Each person so elected to fill a vacancy shall remain in office until the regular election of officers at the first meeting of the year. Section 4. Duties. a. The Chairperson shall preside at all meetings, except for the election of the office of Chairperson itself; appoint committees and perform such other duties as may be directed by the Commission. b. In the temporary absence of the Chairperson, the Vice Chairperson shall assume the responsibilities of the Chairperson. c. The Secretary shall keep, in good detail, minutes of all meetings or shall delegate authority to do so to a qualified recorder. [Modify and move to Article VIII Committees] [Delete Article Vll Officers, Section 5, Chairperson Emeritus]Article Vlll Committees. Section 1. Executive Committee. The Chairperson, Vice Chairperson, Secretary and one (1) additional Commission member shall serve as the Executive Committee of the Commission. The one (1) additional member of the Executive Committee shall be appointed by the Commission each year at the time of the annual election of Commission officers. Section 2. Other Committees. The Commission may establish standing committees and special committees which shall meet at the call of their respective chairs, or at the direction of the Commission. Committees shall be appointed by the Chairperson. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Proposed OCPR Purchasing Procedures Moved by Mr. Scott, supported by Mr. Fowkes to approve the proposed Oakland County Parks and Recreation Purchasing Procedures as follows: (Commission Meeting, October 13, 2015) Page 7 The following is intended as a supplement to the Oakland County Purchasing Policy applicable only to Oakland County Parks and Recreation: Definition: • For purposes of interpreting this Procedure, the word "Purchase" shall mean a single expenditure for any OCPR capital project or new operational expense such as for capital maintenance, or acquisition of capital equipment or material used for a park or recreation purposes, services (not including in-house action), or consultant acquisition. Z) The Administration shall be authorized to approve a purchase of up to $20,000, provided that such purchase has been approved as part of the budget for the period in which the expenditure. is made. A list of each single purchase between the amounts of $5,000-$20,000 shall be provided to the Commission within 45 days following the date of the purchase, as part of the Monthly Update on Purchases at the Commission meetings. Purchases of $20,001 — 99,999, shall be approved in advance by the OCPRC, and for such purpose may be placed on a Consent Agenda of the Commission. Purchases of $100,000 or more shall be approved in advance by the OCPRC as part of the Commission's Regular Agenda, If an expenditure is proposed for a purpose that is not included within the definition of "purchase," as specified above, it shall be approved in advance by the OCPRC as part of the Commission's Regular Agenda. In the event the Executive Officer determines that it is necessary to make an emergency purchase, the Executive Officer or his designee may contact the OCPRC Chairperson (or Vice -Chairperson if the Chairperson is not available) to seek an agreement that the purchase should be made on an emergency basis. If such agreement is provided by the Chairperson (or Vice -Chairperson), the purchase may be made, and the OCPRC shall be requested to ratify the purchase at the next regular or special meeting of the Commission. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. 2015 Oakland County CISMA Agreement and Memorandum of Understanding Moved by Mr. Fowkes, supported by Mr. Nash to approve and sign the 2015 Oakland County Invasive Species Management Area (OC CISMA) Memorandum of Understanding. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott (8) NAYS: (0) Motion carried on a unanimous voice vote. (Commission Meeting, October 13, 2015) Page 8 Pending Capital Protects Summary Chief of Park Facilities Maintenance and Development Mike Donnellon presented the Pending Capital Projects Summary. 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: • Sponsorship with Michigan State Fair and Arts Beats and Eats • Madison Heights Open House at Red Oaks Nature Center • Retired OCPR equipment disposed of through the auction process • New vinyl vehicle wraps • Update on fire at Springfield Oaks Starter Facility • Tour of Groveland Oaks and Proposed Off Road Vehicle Facility on October 29, 2015 • Update on OCPR 50th Anniversary events Participation and Program Review FY 2015, Month 11 The Participation and Program Review report for August 2015 was received. Operational & Financial Efficiencies Manager of Parks and Recreation Operations Sue Wells advised the Commission an operational and financial efficiencies workgroup has been created to explore and implement efforts to reduce expenses and increase revenue opportunities. On a monthly basis the workgroup will provide an update on the status of the operational and financial efficiencies. The workgroup is currently identifying a wide spectrum of opportunities that will be prioritized and implemented. The goal is to maintain the assets we have now. Additional areas of review for the committee include: • Evaluate ways to do things differently • Generate more revenue • Create more efficiencies within our organization • Evaluate staffing (both full and part time) • Evaluate existing facilities and programs • Include a component of a business plan within our master plans The Commission requested that the committee prepare a report identifying priorities, and provide recommendations and suggestion from the group in summary form to the Commission at the monthly meetings. Executive Committee Update Chairman Fisher informed that the Executive Committee discussed the matters that appeared on the October OCPRC Agenda. He also provided an update on the status of the discussions with the State of Michigan DNR on the proposed ORV facility, each party's expectations, review of possible arrangements, land acquisition/lease possibilities, and determining the best possible time to arrange a public meeting. (Commission Meeting, October 13, 2015) Page 9 NEW BUSINESS: There was no new business to report. OLD BUSINESS: Commission McGillivray advised that he had some concerns about the cuts in the Volunteer Program. At the request of Chairman Fisher Supervisor of Planning Melissa Prowse provided a brief update on the following items: Greenhouses: Recovery Park is in the facility until the end of October. Staff is evaluating bringing a Request for Proposal for the deconstruction or removal of the greenhouses. A local hospital has shown some interest in using the facility. Chairman Fisher requested staff have a discussion with the Commission before proceeding on an RFP process. Ernst House: Staff has an estimate of approximately $25,000 to bring it up to code to be able to rent it out. The Commission asked if we could rent it out at a reduced rate if the renter were to make some of the improvements. Staff advised they would evaluate this with Corporation Counsel and report back to the Commission. Manor House at Independence Oaks: Staff is currently evaluating the possibility of using it as a rental house. There may be some issues that would have to be addressed before it can be rented. Chairman Fisher requested staff submit a report on the two rental properties which includes a review from Corporation Counsel. Parks Foundation: The Foundation continues to raise funds each year. They are currently working with Children's Village and looking into additional ways to bring the children to our parks. The board is rarely meeting. A question was raised on how we could assist to get the board more active. The Foundation is currently looking for new members so the organization could become more active and assist with raising funds for the parks. CLOSED SESSION: Moved by Mr. Scott, supported by Mr. Fowkes to adjourn to Closed Session for the purpose of discussing potential property acquisition. ROLL CALL VOTE: AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott (8) NAYS: (0) Motion carried on a roll call vote. The meeting adjourned to closed session at 4:35 p.m. The meeting reconvened to open session at 4:51 p.m. (Commission Meeting, October 13, 2015) Page 10 Moved by Mr. Scott, supported by Mr. Fowkes to form an OCPRC ad hoc committee and meet with the representatives of the City of Royal Oak regarding the former Normandy Oaks Golf Course property. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott (8) NAYS: (0) Motion carried on a unanimous voice vote. ADJOURNMENT: Meeting adjourned at 4:52 p.m. Jqi n A. Scott, Secretary Vicky Valko, `Recording Secretary