HomeMy WebLinkAboutMinutes - 2015.11.10 - 39336Oakland County Parks and Recreation Commission
Regular Meeting
November 10, 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,
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
OC Corporation Counsel
Oakland County Fair
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Rec. Operations
Zach Crane, Architectural Engineer II
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
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Jen Myers, Architectural Engineer II
Desiree Stanfield, Supervisor — Marketing & Comm.
Jody Hall, Financial Attorney
Andy Krumwiede, Buyer II
L C Scramlin, Director
Moved by Mrs. Long, supported by Mr. Fowkes to approve the agenda with the following
change:
Under Regular Agenda - Move Item 81 Proposed Purchase of Oak Management Used
Food & Beverage Equipment, Furniture and Miscellaneous Accessories — Lyon
Oaks/White Lake Oaks, to just after Item 8 A Appointment of 4th OCPRC Member to the
Executive Committee
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
(Commission Meeting, November 10, 2015)
Page 2
APPROVAL OF MINUTES:
Moved by Mr. Kostin, supported by Mr. Scott to approve the minutes of the Regular
Meeting of October 13, 2015, with the following changes:
Page 5 - Evaluation, Review and Recommendation of Waterford Oaks Master Plan
Design Competition, correct the vote on the motion to:
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott (7)
NAYS: Potts, VanderVeen (2)
Motion carried on a voice vote.
Page 10 - OCPRC/City of Royal Oak Ad Hoc Committee, correct the vote on the
motion to:
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, Scott (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
LC Scramlin, Director of the Oakland County Fair, and Executive Committee for the Michigan
State Fair, provided an update on the Michigan State Fair and also thanked the OCPR
Commission for the support, assistance and sponsorship this year to the Michigan State Fair.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Mr. Kostin to remove Item 7 I-1 Addison Oaks Fuel
Tank Replacement —Construction Approval from the Consent Agenda, and approve
Items 7 A — 7 H and Items 7 I-2 thru 7I-4 under the Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 09/30/15 (FM12, FY15)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
09/30/15 (FM12, FY15)
C. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 09/30/15 (FM12, FY15)
(Commission Meeting, November 10, 2015)
Page 3
D. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position for Month Ending 09/30/15 (FM12, FY15)
E. FY 2015 Year -End Budget Amendments
F. FY 2015 CIP Schedule Update
G. FY 2015 Maintenance Management Plan/Projects Update
H. Monthly Purchasing Reports for Month Ending 09/30/15 (FM12, FY15)
2. Addison Oaks — Boat Launch Accessible — RP Grant $($55,000) -
Construction Approval
3. Addison Oaks — Fishing Dock Replacement — RP Grant ($60,000) -
Construction Approval
4. Independence Oaks — Boat Launch — MNRTF Grant ($60,000) -
Construction Approval
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
7 I-1Addison Oaks Fuel Tank Replacement —Construction Approval
Moved by Mr. Nash, supported by Mr. Baumhart to amend the existing budget of
CIP#2095 Addison Oaks — Fuel Tank Replacement, created November 6, 2014, from
$65,000 to $90,620. This amendment reflects an increase of $25,620 as anticipated in
the FY2016 Capital Improvement Program Management Plan. Funding is available from
Net Position — Unrestricted, Amount available for Capital Improvement and Capital
Equipment.
Annual Contracts $ 8,800.00
Permitting $ 500.00
Matzak Inc. of Ray, MI $69,500.00
Project Contingency $11,820.00
Total Project Costs $90,620.00
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(Commission Meeting, November 10, 2015)
Page 4
REGULAR AGENDA:
Appointment of 4th OCPR Commission Member to the Executive Committee
Moved by Mr. Fisher, supported by Mr. Potts to appoint OCPR Commissioner
Gary McGillivray to the Oakland County Parks and Recreation Commission
Executive Committee,
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Purchase of Oak Management Used Food & Beverage Equipment, Furniture and
Miscellaneous Accessories — Lyon Oaks/White Lake Oaks
Staff is recommending the Commission approve the proposed Bill of Sale for the purchase
of the personal property at Lyon Oaks and White Lake Oaks, as outlined in the proposed
exhibits from Oak Management. In addition, Oak Management requested that OCPR
improve the vacant apartment on the second floor of the Glen Oaks Conference Center to a
Brides Room, and the existing Brides Room remodeled into a Grooms Room, similar to
what currently exists at the Addison Oaks Conference Center. It has been estimated that
the cost for these renovations would be approximately $40,000 ($35,000 + $5,000 for
contingency).
The funds for this proposed purchase of the used decorations/furniture/equipment will come
from 2016 Operating Budget as follows:
Lyon Oaks/Small Tools $5,000
White Lake Oaks/Small Tools $5,000
Funds for the proposed improvements to the Glen Oaks Brides Room and Grooms Room
will be included in the Proposed 2017 CIP Budget.
The Commission reviewed the proposal and the estimated value of the used equipment,
furniture and miscellaneous accessories at Lyon Oaks and White Lake Oaks Conference
Centers from Oak Management and also the request for upgrades at the existing facilities
for the brides and grooms rooms. It was reported that to purchase these items and to
replace what is currently in the facilities would be at a much greater cost. In addition, staff
advised that the improvements being requested at the facilities could be completed by
OCPR staff at a reduced cost.
At the request of the Commission staff will research the used furniture/equipment market
and report if there are any other options.
In light of the concern for budget overages, and the low priority of the capital improvement in
question, Chairman Fisher suggested that OCPR offer $10,000 in cash plus a credit of up to
$25,000 for the upgrade to the existing facility for the brides and grooms rooms.
(Commission Meeting, November 10, 2015)
Page 5
Moved by Mrs. Long, supported by Mr. Kostin to approve the proposed Bill of Sale
for the purchase of the personal property at Lyon Oaks and White Lake Oaks, as
outlined in Exhibit A and Exhibit B, from Oak Management.
AYES: Baumhart, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (9)
NAYS: Fisher (1)
Motion carried on a voice vote.
Second Amendment to the Oakland County Fair Cooperative Agreement - Temporary Winter
Storage Program
Moved by Mrs. Long, supported by Mr. Fowkes to approve the Second Amendment to
the Oakland County Fair Cooperative Agreement between Oakland County Parks and
Recreation Commission and Oakland County 4-H Fair Association, allowing the
Oakland County Fair Association to provide temporary winter indoor storage of RV
equipment, for the fee of $5,000 for the time period of October 2015 to April 2016.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed 2016 Fees and Charges
Moved by Mr. McGillivray, supported by Mr. Kostin to approve the proposed 2016 Fees
and Charges for implementation on January 1, 2016, with the clarification that the Half
Day Rental at Springfield Oaks Facility Rental - Ellis Barn is for 4 hours.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Commissioner VanderVeen requested a report on the numbers of resident and non-resident
park patrons that visited the Oakland County Waterparks in 2015.
Proposed Residential Lease Agreement Renewals — Oakland County Parks Property:
1 Hatt lease — Groveland Oaks; 2. Foshia Lease — Springfield Oaks
Moved by Mrs. Long, supported by Mr. VanderVeen to adopt the following
resolution approving the Residential Lease with Robert and Cattie Hatt for the
Groveland Oaks Residential Property located at 6000 Grange Hall Road, Holly,
MI 48442 for a 5-year term effective January 1, 2016, which will be forwarded to
the Oakland County Board of Commissioners for final approval, and
(Commission Meeting, November 10, 2015)
Page 6
Moved by Mrs. Long, supported by Mr. VanderVeen to adopt the following
resolution approving the Residential Lease with Terry and Martha Foshia for
the Springfield Oaks Residential Property located at 12080 Clark Road,
Davisburg, MI 48350 for a 5-year term effective January 1, 2016, which will be
forwarded to the Oakland County Board of Commissioners for final approval.
RESIDENTIAL LEASE — HATT — GROVELAND OAKS
WHEREAS the County of Oakland is the owner of Groveland Oaks County Park; and
WHEREAS a 1,100-square foot house, identified as 6000 Grange Hall Road, Holly, MI
48442, is located on the grounds of Groveland Oaks County Park; and
WHEREAS it is the desire of the Oakland County Parks and Recreation Commission to
lease said house located at 6000 Grange Hall Road, Holly, MI 48442 to Robert and
Cattie Hatt for a period commencing January 1, 2016 through December 31, 2020; and
WHEREAS under the terms and conditions of the
and Cattie Hatt will pay rent as follows:
January 1, 2016 — December 31, 2016
January 1, 2017 — December 31, 2017
January 1, 2018 — December 31, 2018
January 1, 2019 —December 31, 2019
January 1, 2020 — December 31, 202C
each month and pay all utility costs; and
attached Lease Agreement Robert
$718.00
$732.00
$747.00
$762.00
$777.00
WHEREAS the Departments of Facilities Management and Corporation Counsel have
reviewed and/or prepared all necessary documents related to the attached lease
agreement; and
WHEREAS it is the recommendation of the Oakland County Parks and Recreation
Commission and the Department of Facilities Management that the Oakland County
Board of Commissioners accept and approve the terms and conditions of the attached
Lease Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve
and authorize the attached Lease Agreement between the County of Oakland and Robert
and Cattie Hatt.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland
County Parks and Recreation Rental House Revenue fund line item.
RESIDENTIAL LEASE — FOSHIA — SPRINGFIELD OAKS
WHEREAS the County of Oakland is the owner of Springfield Oaks County Park; and
WHEREAS a 1,344-square foot house, identified as 12080 Clark Road, Davisburg, MI,
48350, is located on the grounds of Springfield Oaks County Park; and
WHEREAS it is the desire of the Oakland County Parks and Recreation Commission to
(Commission Meeting, November 10, 2015)
Page 7
lease said house located at 12080 Clark Road, Davisburg, MI 48350 to Terry and
Martha Foshia for a period commencing January 1, 2016 through December 31, 2020;
and
WHEREAS under the terms and conditions of the attached Lease Agreement Terry and
Martha Foshia will pay rent as follows:
January 1, 2016 — December 31, 2016
$793.00
January 1, 2017 — December 31, 2017
$809.00
January 1, 2018 — December 31, 2018
$826.00
January 1, 2019 — December 31, 2019
$842.00
January 1, 2020 — December 31, 2020
$859.00
each month and pay all utility costs; and
WHEREAS the Departments of Facilities Management and Corporation Counsel have
reviewed and/or prepared all necessary documents related to the attached lease
agreement; and
WHEREAS it is the recommendation of the Oakland County Parks and Recreation
Commission and the Department of Facilities Management that the Oakland County
Board of Commissioners accept and approve the terms and conditions of the attached
Lease Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve
and authorize the attached Lease Agreement between the County of Oakland and Terry
and Martha Foshia.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland
County Parks and Recreation Rental House Revenue fund line item.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Chairman Fisher requested staff to provide a clarification on when OCPR leases of residential
facilities would require a security deposit.
Oakland County Sheriffs Office Contract 1-Year Extension
Moved by Mr. Scott, supported by Mr. McGillivray to approve the proposed contract with
the Oakland County Sheriffs Office for Law Enforcement Services with the OCPR
Commission for 2016 at the rates provided in the proposed contract and listed below:
Rates for Services in Calendar Year
2016
Monthly Rate for 1 Sergeant and 3 Deputy I I's
$43,144.00
Hourly Rate for each PTNE Park Deputy II
$20.02
Hourly Rate for each PTNE Park Deputy 1
$17.50
Hourly Rate for each PTNE Mounted Deputy
$17.50
(Commission Meeting, November 10, 2015)
Page 8
Houriv Overtime Rate(s
Sergeant
$78.11
Deputy II
$65.64
PTNE Park Deputy II
$30.03
PTNE Park Deputy 1
$26.25
PTNE Mounted Deputy
$26.25
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Service Portfolio Update: Proposed Sponsorship Policy Amendment — Policy 09-006
Project Advisor Becky Stepp reviewed the proposed Sponsorship Policy Amendment which
included a definition of sponsorship, asset inventory, types of advertising and a possible RFP
process. The Commission indicated they would like a bit more time for review and to also clarify
a few items before approving. This item will be postponed until the December OCPRC
meeting. In the meantime, staff and the Commission will schedule a meeting which will provide
an opportunity for additional clarification on the recommended changes.
Pending Capital Projects Summary
Chief of Park Facilities Maintenance and Development Mike Donnellon presented the
Pending Capital Projects Summary. The Commission requested staff include a key or legend
for the project abbreviations or acronyms with all future project listings to help identify projects
and locations.
50th Anniversary Promotional Campaign
OCPR Project Advisor Victor Chiasson and Supervisor of Marketing and Communications
Desiree Stanfield provided the Commission with an update on the status of the promotional
plans for the OCPR 50th Anniversary celebration in 2016. Included in this presentation was a
recommendation for the approval of 2016 Appreciation Days which will provide free park entry
into Oakland County Parks Day -Use Parks for several dates in 2016, a discounted price for a
50th Anniversary Parks Passbook to invite our citizens to sample a number of park facilities at a
discounted rate, and also plans to develop a historical publication to trace Oakland County
Parks history over the last 50 years.
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the following
2016 Appreciation Days providing free park entry into the Oakland County Parks
Day -Use Parks: Grandparents Day (September 11); Veteran's Day (November 11);
Thanksgiving (November 24); Christmas Eve (December 24); Christmas Day
(December 25); and New Year's Eve (December 31); and
(Commission Meeting, November 10, 2015)
Page 9
Approve the sale of the OCPR 2016 501h Anniversary Parks Passbook at a discounted
price of $15 each, recognizing the true value is well in excess of $50.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott,
VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Communications & Marketing Presentation (Semi -Annual)
Supervisor of Marketing and Communications Desiree Stanfield made a presentation on the
status of OCPR Communications and Marketing. Topics covered included Employee
Recruitment, Waterpark Attendance and Record Numbers in Earned Media Value. In addition
she covered the top three initiatives for 2016: Branding and Marketing, Oakland County Parks
and Recreation 501h Anniversary Celebration in 2016 and Finding an "In" to Schools/Reaching
Families.
The Commission requested staff to report back and verify if the Oakland County Parks and
Recreation telephone numbers are on the promotional vehicle wraps. In addition, the Branding
and Marketing Committee will bring a recommendation on a marketing firm to the Commission
at the December OCPRC meeting.
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:
• 2016 OCPRC Proposed Meeting dates/times
• HCMA-OCPR joint Park Perks pass sales analysis
• Annual Oakland County Auction/OCPR asset sales results
BMX Race on Halloween Oakland Press article
• Acquisition of property in White Lake Township
• Update on OCPR Volunteer Policy and point redemption
Participation and Program Review FY 2015, Month 12
The Participation and Program Review report for September 2015 was received.
Parks Finance and Service Delivery Committee Update
Manager of Parks and Recreation Operations Sue Wells provided an update on the progress of
the Parks Finance and Service Delivery Committee. This committee is currently evaluating
(Commission Meeting, November 10, 2015)
Page 10
what could be eliminated from the budget for cost savings, and possible options to generate
more revenue. In addition, staff will be reviewing existing programs and participation to
determine what programs should be continued and which could be discontinued. Staff will also
be proposing no lifeguards at Independence Beach starting the summer of 2016. They will also
evaluate and prioritize full-time and part-time staffing, evaluate concessions, hours of operations
and determine what processes could be streamlined to be more effective and also save costs.
Executive Committee Update
Chairman Fisher informed that the Executive Committee reviewed the Normandy Oaks
discussions with the City of Royal Oak. It was recommended that sponsorship funds or
donations, along with fees and charges, should be the way OCPR should make its share of
the contribution to any agreed upon plan. No commitment has been made with the City of
Royal Oak at this time.
He also provided an update on the status of the discussions with the State of Michigan DNR
on the proposed ORV facility, consideration of what to do with the first year's revenues, the
inclusion of a clause for OCPR to opt out, possible grants that might be available and the
commitment from the MDNR on maintenance costs.
NEW BUSINESS:
The Commission will be determining the 2016 OCPR Commission meeting dates and
times at the December Commission meeting.
OLD BUSINESS:
There was no new business to report.
ADJOURNMENT:
Meeting adjourned at 4:00 p.m.
John A. Scott, Secretary Vicky Valko,l Rec'brd`rhg'Se&etary