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Home My WebLink AboutMinutes - 2015.12.08 - 39337Oakland County Parks and Recreation Commission Regular Meeting December 8, 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, Christine Long, Gary McGillivray, Jim Nash, David Potts COMMISSION MEMBERS ABSENT WITH NOTICE: None ALSO PRESENT: Parks and Recreation OC Corporation Counsel Oakland County Purchasing Oakland County Human Resources Oakland County Historical Comm./OU Oakland County Historical Commission APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Sue Wells, Manager of Parks and Rec. Operations 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 Sara Kohn, Human Resources Analyst I Carol Egbo Jennifer Radcliff Moved by Mr. VanderVeen, supported by Mr. Baumhart to approve the agenda with the following change: Remove Item 12 — Closed Session AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Approval of the minutes from the Regular OCPR Commission meeting of November 10, 2016 was postponed until the January 12, 2016 meeting. PUBLIC COMMENTS: There were no comments from the public. (Commission Meeting, December 8, 2015) Page 2 CONSENT AGENDA: Moved by Mrs. Long, supported by Mr. Potts to remove Items 7 B - Monthly Revenue and Expenditure Comparison Report for Month Ending 10/01/15 (FM 01, FY16); 7 1 - Monthly Purchasing Report for Month Ending 10/31/15 (FM 01, FY16); and 7 N - OCPR FY 2015 Year -End Sponsorships from the Consent Agenda, and approve Items 7A, 7C —7H, 7J — 7M and 70 — 7P under the Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 10/01/15 (FM 01, FY16) C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 10/01/15 (FM 01, FY16) D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 10/01/15 (FM 01, FY16) E. FY 2016 CIP Schedule Update F. FY 2016 Maintenance Management Plan/Projects Update G. Fiscal Services 4th Quarter Financial Forecast H. FY 2015 4th Quarter Non -Sufficient Funds Check Write -Off J. OCPR 4th Quarter FY2015 Contributions K. OCPR 4th Quarter FY2015 Sponsorships L. OCPR 4th Quarter FY2015 Temporary Use Permits M. OCPR FY 2015 Year -End Contributions 0. OCPR FY 2015 Year -End Temporary Use Permits P. CIP Project Approval: Addison Oaks — ADA Improvements — Adams Lake Beach & Picnic Area AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. B. Monthly Revenue and Expenditure Comparison Report for Month Ending 10/01/15 (FM 01, FY16) Commissioner Fowkes asked staff to clarify the revenues for Food Services for October. Staff explained this represents the quarterly payments for Food Services from Oak Management and since this is the first month in the quarter there would be no revenues received yet. I. Monthly Purchasing Report for Month Ending 10/31/15 (FM 01, FY16) Chairman Fisher asked for clarification of when the policy was adopted for presenting the purchasing activity reports. Staff clarified that the initial policy for presenting the reports for purchasing activity was established in 2008, however the requirement for submitting the details on purchasing contacts and details of spending activity between $5,000-$19,999 was established in 2015. (Commission Meeting, December 8, 2015) Page 3 N. OCPR FY 2015 Year -End Sponsorships The Commission discussed sending a letter of appreciation or possibly a resolution for future contributions or sponsorships. Staff indicated letters are sent out when funds are received. Moved by Mr. Fowkes, supported by Mr. Baumhart to send a letter and a resolution from the OCPR Commission for contributions over $1,000 and a letter for contributions under $1,000. AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, VanderVeen (7) NAYS: Long, Potts, Scott (3) Motion carried on a voice vote. Moved by Mr. Fowkes, supported by Mr. Nash to receive and file Consent Agenda Items 7B, 7 I, and 7 N. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: Historical Assets Work Group (H.A.W.G.) Goals and Objectives Staff provided an update on the HAWG committee, the work done to date and their proposed goals and objectives and recommended policies for the process of evaluation, determination and use of OCPRC's historic assets and structures. This also includes the maintenance and interpretation and prioritization of historic assets, how they would fit into OCPRC's mission and the service portfolio, and also an interpretive plan to make the public aware of the OCPRC historic resources. The Commission had several questions and concerns about a third party group creating standards that could have a financial impact on the OCPRC Budget. Also, who would be determining if something would be deemed "historic"? It was determined that the first step would be to do an inventory of current assets and then step back and identify if grants might be available to assist with the financial implications, and then a case by case analysis would be done after the inventory was finished. Moved by Mr. McGillivray, supported by Mr. Baumhart to receive and file the information on the Oakland County Parks and Recreation Historic Asset Work Group. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Approval of 2016 OCPRC Meeting Dates It was requested that staff prepare additional calendars with alternate days and dates for the OCPRC 2016 proposed meeting dates for consideration at the January 2016 meeting. (Commission Meeting, December 8, 2015) Page 4 Moved by Mr. Fowkes, supported by Mr. McGillivray to postpone consideration of the proposed 2016 OCPR Commission meeting dates until the January 2016 meeting, and schedule the first OCPRC meeting of 2016 on January 12, 2016 at 2:00 p.m. at the OCPR Administration Office in the Commission Meeting Room. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. License Agreement for Katherine's Catering at Lyon Oaks and White Lake Oaks Moved by Mr. VanderVeen, supported by Mrs. Long to approve the proposed License Agreement for Katherine's Catering granting them access to, and use of the facilities, at Lyon Oaks and White Lake Oaks Conference Centers for December 2015. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Conceptual FY 2017 CIP/Maintenance Management Plan The submittal of this information is usually done in June as part of the budgetary process. Since the 2017 budget process is being expedited; staff is submitting the Conceptual FY 2017 CIP/Maintenance Management Plan for the Commissioner's review. The Commission inquired how items appear on the list. Staff advised of the process of how projects are proposed and added to the list. The Commission expressed a desire to have input on what will appear on this list in the future. Conceptual FY 2017 Capital Equipment Plan Staff presented a 5-year Capital Equipment Plan to help forecast the future of existing equipment. The Commission advised they appreciate all the details on the information submitted for the FY 2017 Capital Equipment Plan. Staff advised if the ORV project is approved that any Capital Equipment needed would come out of the $250,000 proposed Capital Equipment allotment. OCPR Organizational/Staffing Chart Staff provided the Commission with an updated OCPR Organizational Chart showing current full-time and part-time staff. Staff has been working very diligently to identify areas to create more efficiencies, and reviewing hours and positions needed for the 2017 Budget. It was also noted that if the ORV project does proceed then additional part-time staff would need to be hired. Commissioner Fowkes requested a listing of all of the consultants currently working with OCPRC. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. (Commission Meeting, December 8, 2015) Page 5 Marketina & Branding Committee Recommendation Staff and the Marketing and Branding Committee received and reviewed 3 bids as a result of a Request for Proposal to hire a Marketing and Branding consultant to create a comprehensive marketing plan and brand assessment and development. The three bids were from Skidmore Studio; DBA Worldwide; and Group[eX]. After review of all three bids the Committee recommended Skidmore Studio based upon a $150,000 not -to -exceed amount. There was discussion between the Commission and staff about what would be included, what would be appropriate at this time, and whether or not we should embark upon creating a new logo for Parks and Recreation. If we were to change our logo there would be a great deal of expense for changing the park signs, road signs, vehicle markings, stationary, business cards, etc. It was also suggested that possibly an in-house Oakland County department could assist with this portion of the bid. The Commission requested staff to contact the representatives of Skidmore Studio to see if they would separate out the bid as follows: A. Provide the information up to recommending whether we actually need a logo change, and B. Assist us with the process of changing the logo - if the Commission determines to change the logo Moved by Mr. VanderVeen, supported by Mr. McGillivray to requested staff to contact the representatives of Skidmore Studio to see if they would separate out the bid and price quote as follows: A. Provide the information up to recommending whether we actually need a logo change, and B. Assist with the process of changing the logo - if the Commission determines to change the logo at this time. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Pending Capital Projects Summary Chief of Park Facilities Maintenance and Development Mike Donnellon presented the Pending Capital Projects Summary report. 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: • Summer application process for OCPR part-time positions • Starter Shack that burned in October at Springfield Oaks • Annual Holiday Party • Proposed ORV facility fees and charges • Possibility of leasing buses for reduced costs • Clarkston SCAMP Helping Hands Award • New blinds in OCPR Commission meeting room • DRAFT of 2015 OCPRC Annual Report • January 12, 2016 first OCPRC meeting in 2016 (Commission Meeting, December 8, 2015) Page 6 • Holiday Hours: Offices Closed Christmas Eve, Christmas Day, New Year's Eve, New Year's Day • OCPR Commissioners Baumhart and Scott were reappointed to the OCPR Commission • Normandy Oaks, Mark Twain, Red Oaks, Catalpa Oaks park tour • Trademarks for OCPRC property • Hunting opportunities and wild -life management for Canada Goose Hunt in OCPRC Parks • Promissory Note for Past Due Amounts from Recovery Park • Annual Staff meeting Friday, December 11, 2015 • OCPRC Budget Acronym charts • Operating Budgets distributed at January meeting The Commission requested staff to research if a potential tenant could pay for improvements at existing facilities in lieu of rent. There was discussion on the process and involvement by the Commission members and the ORV Committee on the status of the ORV proposed project and the negotiations with the Michigan Department of Natural Resources. Participation and Program Review FY 2016, Month 01 The Participation and Program Review report for October 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. She also thanked new member Commissioner McGillivray for attending the last meeting. Mr. McGillivray suggested that an additional Commission member would be beneficial on this committee. Chairman Fisher appointed Vice Chairman VanderVeen to also serve on the Park Finance and Service Delivery Committee. For planning purposes, staff is evaluating and determining the cost to mothball OCPRC facilities; determining if other individuals could utilize or rent out some of our facilities; evaluating what could be eliminated from the budget for cost savings, and possible options to generate more revenue; possible No Lifeguard at Addison Oaks; reviewing existing programs and participation to determine what programs should be continued and alternate program options for possible cost savings; and potential revenue generation through group sales and sponsorships. Executive Committee Update Chairman Fisher informed that the Executive Committee reviewed the following: • Discussion of the Capital and Operating Budgets • Improvements at the Oakland County Market • Discussions on updating leases with the Manor House at Independence North and the Ernst House, potential income producing properties • Discussion on various Royal Oak properties • Review of the status of the Oakland Parks Foundation - with former Commission member Pecky Lewis serving on this board • Recommendation on Greenhouses • Review of sponsorship funds (Commission Meeting, December 8, 2015) Page 7 NEW BUSINESS: There was no new business to report. OLD BUSINESS: There was no new business to report. ADJOURNMENT: Meeting adjourned at 3:57 p.m. �Fohn.A. Scott, Secretary Vicky Valk v, ecordTng"S&cretary