HomeMy WebLinkAboutMinutes - 2016.01.12 - 39338Oakland County Parks and Recreation Commission
Regular Meeting
January 12, 2016
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
COMMISSION MEMBERS ABSENT WITH NOTICE:
Christine Long, David Potts
ALSO PRESENT:
Parks and Recreation
OC Corporation Counsel
OC Facilities Maint. & Operations
OC Fiscal Services
OC Human Resources
OC Risk Management
Groveland Township
Huttenlochers Insurance Co.
Michigan Dept. of Natural Resources
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
John Haney, Recreation Program Supervisor
Tom Hughes, Chief -Park Ops. & Maint.- S. District
Jen Myers, Architectural Engineer II
Melissa Prowse, Supervisor of Planning
Tom Rymsza, Food & Beverage Coordinator
Desiree Stanfield, Supervisor, Comm. & Marketing
Jody Hall, Financial Attorney
Paul Zachos, Property Mgmt. Specialist
Jeff Phelps, Parks and Rec. Fiscal Coordinator
Sara Kohn, Human Resources Analyst I
Andy Krumwiede, Buyer II
Bob Erlenbeck, Insurance and Safety Coordinator
Bob DePalma, Supervisor
Jim Huttenlocher
Ron Olson, Director
Jacklin Blodgett
Jason Fleming
Scott Pratt
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the agenda as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, January 12, 2016)
Page 2
APPROVAL OF MINUTES:
Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the minutes of the Regular OCPR
Commission meetings of November 10, 2015, and December 8, 2015 as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
Executive Officer Daniel Stencil provided an update on the kickoff of the Oakland County Parks and
Recreation's 50th Anniversary celebration, and several of the historical spotlights of OCPR since 1966.
ELECTION OF OFFICERS:
Commissioner Fowkes assumed the Chair for the purpose of the election of officers for 2016.
Nominations were opened for the position of Chairman, Vice Chairman and Secretary. Mr. Kostin
nominated Gerald Fisher as Chairman, J. David VanderVeen as Vice Chairman and John Scott as
Secretary. Nominations were closed.
Moved by Mr. Kostin, supported by Mr. Baumhart, to elect Gerald Fisher as Chairman,
J. David VanderVeen as Vice Chairman and John Scott as Secretary of the Oakland County
Parks and Recreation Commission for 2016.
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Chairman Fisher resumed the position of Chairman.
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve Items 8 A— H under Consent
Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 11/30/15 (FM 02, FY16)
B. OCPR Monthly Revenue and Expenditure Comparison Report for Month
Ending 11/30/15 (FM 02, FY16)
C. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 11/30/15 (FM 02, FY16)
D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 11/30/15 (FM 02, FY16)
E. FY 2016 CIP Schedule Update
F. FY 2016 Non-CIP Maintenance Projects Update
G. Monthly Purchasing Reports for Month Ending 11/30/15 (FM 02, FY 16)
(OCPR Commission Meeting, January 12, 2016)
Page 3
H. FY 2016 Proposed Capital Equipment Purchase:
1. 2 - Jacobsen Greensking IV Plus Greensmowers
2. 1 - John Deere Tractor
3. 1 - Toro Groundsmaster Rough Mower
4. 1 - Toro Reelmaster Fairways Mower
5. 1 - Toro Greensmaster Greensmower
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Proposed 2016 Recreation Assistance Partnership Program (R.A.P.P.)
Moved by Mr. VanderVeen, supported by Mr. Baumhart to approve the continuation of the
support for the Recreation Assistance Partnership Program (RAPP) and authorize the
expenditure of the FY 2016 budgeted funds in the Recreation Programs and Services
Department in the amount of $150,000.
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
The Commission advised this a great program and if staff sees they are running short on funds for this
program during the year, to come back to the Commission and request additional funds.
Groveland Oaks West — ORV Consideration of Conceptual Approval
Chairperson Fisher introduced this agenda item by identifying the key representatives of the MDNR, and
thanking them for the outstanding cooperation in working toward the proposed conceptual agreement
being considered by the Commission. In addition to OCPR Staff, the three -Commissioner committee
appointed to work on this project — Bob Kostin, Ron Fowkes, and Jerry Fisher —worked with MDNR
officials to put this together. The two sides have worked out bullet points that represent a conceptual
understanding on the key points of this deal, subject to Commission approval. MDNR officials will provide
the background of the State's pursuit of an ORV site in Southeast Michigan, and review the conceptual
points being presented to the Commission today.
OCPR staff, Michigan Department of Natural Resources staff, and the OCPR Commission provided an
update on the current status of the proposed Groveland Oaks West ORV facility. The project started as a
result of the desire to provide an ORV — Off -the -Road Vehicle motorized trail experience for people in
southeast Michigan. This is a unique collaborative opportunity between the State of Michigan and
Oakland County Parks and Recreation to create a variety of experiences not currently available with
MDNR and OCPR in Southeast Michigan. Representatives from both entities have met and discussed in
detail the possibilities and have drafted a list of bullet points including the vision and goals of both entities
for this proposed facility.
(OCPR Commission Meeting, January 12, 2016)
Page 4
Discussions are continuing between the MDNR and OCPR and additional topics that need to be finalized
are: the budget, funding sources, staffing, the use of volunteers at the proposed facility, grant
opportunities, sponsorship opportunities, schedule, property acquisitions, best practices for the operation
of the facility, a termination clause, rules and regulations, length of the property lease, and grant
opportunities for a Parks Foundation as a 501( c ) 3 organization. In addition, the Commission asked for
clarification from OC Risk Management on possible liability issues. OC Risk Management Insurance and
Safety Coordinator Bob Erlenbeck, and Jim Huttenlocher from Huttenlocher Insurance indicated they
have reviewed this matter extensively and there are no additional exposures that don't already exist in
other Park operations. Once these matters have been resolved a public hearing could be scheduled to
provide information and invite input from the public.
Commissioner Kostin presented his view of the significant demand for an ORV facility in Oakland County,
and that he expects this new project to be very successful.
Moved by Mr. Fowkes, supported by Mr. McGillivray to conceptually approve the Document of
Understanding Between the State of Michigan -Department of Natural Resources and Oakland
County Parks and Recreation Dated December 1, 2016, for the purpose of moving forward on the
proposed Groveland Oaks West — ORV Facility, based upon the following information:
DOCUMENT OF UNDERSTANDING
BETWEEN
STATE OF MICHIGAN - DEPARTMENT OF NATURAL RESOURCES
AND
OAKLAND COUNTY PARKS AND RECREATION
December 1, 2015
1. Acquisition - $2.9 million Trust Fund established
A. DNR to acquire all projects properties within scope of project
2. Development
A. OCPR and DNR establish a steering Steering team Team made up of OCPR staff & commissioners and
DNR staff. DNR-PRD will appoint state members and OCPRC will appoint OCPR members. Subject to
approval of budget, policies and rules by DNR-PRD and OCPRC, the Steering Team shall make
decisions on the planning, development, and operation of the project. If there is a deadlock in decision
making by the Steering Team, this deadlock will be resolved by the DNR-PRD Chief and OCPRC Chair.
B. OCPR and DNR to establish an advisory Advisory board Board made of users. The Advisory Board
shall make recommendations to the Steering Team.
C. Use fiscal year 2016 funds ($160,000 granted to DNR-PRD; no OCPR match required) to begin
portions of Phase I of the project, subsequent years may require 0 to 50% match. 2016 funds may be
encumbered across fiscal years and will be expended to the total amount as necessary.
1. Identify options to use in-house construction crews, volunteer and sponsors to design area,
erect items such as temporary gates, marketing, awareness, etc.
2. Options may be reviewed prior to developing, and any and all development shall be in
accordance with the mutually approved development plan, as it may be amended by mutual
agreement.
D. Need to establish OCPR as a grant sponsor for routine funding for maintenance, grading, and signing
1. Other grants available for other funding sources — ORV Safety and Law Enforcement
E. Continue to research best management practices
1. Strategies to run a profitable ORV enterprise
2. Rentals of ORV units
3. Operations and food concessions
4. Work with clubs on development, cross media, motocross, 4x4, etc.
5. Utilize existing State contract with Global Management Amusement Professionals to work
withmake recommendations to Steering Team, along with stakeholders and existing
commercial parks to build infrastructure needs. GMAP is already under contract with Oakland
County and is familiar with all the players.
(OCPR Commission Meeting, January 12, 2016)
Page 5
3. Lease - Components
A. Once the land is purchased it will be designated as a State Park, exempt from recreation passport.
"Recreation passport fee" means a state park and state -operated public boating access site recreation
passport fee paid under section 805 of the Michigan vehicle code, 1949 PA 300, MCL 257.805, or under
rules promulgated under section 74120(2). The park will also be exempt from the Oakland County
vehicle pass.
B. The park to be called a "State/County park" - operated by OCPR
a. State and County logos at park entrance
b. Could have a sponsor and offer naming rights
c. The new park will have a unique name and brand to recognize both the State and County
interests
C. The townships have ordinances that govern reclamation of the land by the current owners or operators
• Reclamation is to be required in order to minimize expenses of establishing new facility.
• Townships may have an interest to partner to the extent agreed and negotiated by DNR-OCPR
• There should be discussions with Townships to determine whether they wish to become a risk
partner in the venture. Return to Townships not clear, but will include tax enhancements on
surrounding properties if this venture is successful.
D. The facility will be developed to offer the public the following off -road vehicle (ORV) activities:
1. The ORV activities described on the attached Exhibit, with the specific type and location of facilities
to be created in accordance with a mutually agreeable development plan.
2. There is not a requirement to expand to an "adventure recreation park," but will be a future mutual
agreeable option
E. The lease will be drafted while the acquisition process occurs
F. Governance model with operational standards to be approved by DNR-PRD and OCPRC
1. Create policy, practice, and rules based on both entities current policies
2. Lease will be amended as property is acquired and operational needs are assessed
3. Roles:
• DNR — Property acquisition and enforcement as lessor
• OCPR —Operations
✓ Operational plan as part of the requirements of the lease. Both parties
should develop the plan together and be involved with approval of any
subsequent changes.
✓ Overhead cost must be established and agreed upon as they relate to
expenditures within this lease
✓ OCPR will appropriate operational expense consistent with a budget plan
developed with the approval of both DNR and OCPR. For purposes of
developing this joint budget plan, it is intended that, aside from the use of in
house staff time, OCPR will not be required to budget for operational
expenses before October 1, 2016 (which marks the beginning of the OCPR
2016-2017 budget).
✓ Once the overhead costs are established, DNR-PRD will contribute 50% of
the deficit. If operations are running towards a deficit, both parties will review
all expenditures. Monthly reporting will be reviewed.
✓ Each year, revenues will offset operational costs for the first year and
subsequent years
✓ Consider all safety requirements and checkpoint needs
✓ Establish events policy and process, reporting requirements
✓ Address subsequent years for budgeting and other parts of the lease
G. Naming rights and other commercial sponsorship opportunities may be specified and encouraged as
part of the lease. Need to ensure that we align with DNR and OCPR policies.
H. With permission from the Oakland County Board of Commissioners (BOC), there should be an attempt
to draft a provision that will permit DNR and OCPR make "administrative changes" in the technical
aspects of the infrastructure and operation consistent with the approved OCPR Budget in order to allow
ongoing adjustments to be made during the course of the lease without the necessity of amending the
lease which would trigger BOC reviews and approvals.
(OCPR Commission Meeting, January 12, 2016)
Page 6
I. Shared responsibilities could include:
1. Marketing - Establish some required marketing and advertising for facility - should be jointly
funded and executed by both parties
2. Insurance requirements for this operation — OCPR and DNR are self -insured. OCPR will
consult with Oakland County Risk Management as needed for each aspect of the facility
(operation, events, rentals, etc.)
3. OCPR and DNR-PRD work together to determine if there are areas for co -operations
a. Services — mowing, trash, etc. Look to leverage existing services performed
by both DNR and OCPR in the surrounding area.
J. Revenues
1. Generated through entry fees, concessions, and other sources - Oakland County Fiscal
Services will create a unique budget center for the proposed ORV facility, and revenue agreed
to be allocated to the joint entity will be credited to this budget center allocated to this facility.
An end of year analysis will identify revenue in excess of expenses, which will be shown as a
line item as "Illustrative Net Position - Unrestricted" for this budget center.
2. Event revenues - designation of these revenues by DNR-PRD and OCPRC may vary
depending on who produces the event - i.e. volunteer or other groups
3. ORV permits and trail sticker revenues - will be retained by the state as legislatively required.
ORV fees support grant funding that this facility would be eligible for.
K. Termination
1. A clause may include reimbursement of non -depreciated value in infrastructure development
only if there is a contribution to infrastructure. Should not include operational or utility costs.
2. Established period of time (90 days preferred) to begin the process. This process should
include appraisal of the property, including infrastructure value. Both parties should split the
cost of the appraisal and agree on the established appraiser.
3. DRAFT LANGUAGE:
a. DNR may terminate:
1. If OCPR is notified in writing at least one hundred eighty (180) days prior to the
effective date of termination and any one of the following occur:
a. OCPR provided DNR with information, in its application for this Arrangement
or at any time during the Arrangement term, that was materially false or
fraudulent.
b. The Premises are no longer being used for the purposes identified in this
Arrangement.
c. OCPR materially fails to perform any of its obligations under this
Arrangement, and such failure is not cured within one hundred eighty (180)
calendar days after written notice of default to OCPR.
d. If OCPR or any subcontractor, manufacturer or supplier of OCPR appears in
the register compiled by the Michigan Department of Labor and Economic
Growth, pursuant to 1980 PA 278, as amended, MCL 423.321 et seq.; MSA
17.458(21) et seq. (Employers Engaging in Unfair Labor Practices Act).
DNR may terminate this Arrangement provided OCPR is notified, in writing,
at least ninety (180) days prior to the effective date of termination,
2. If DNR deems termination is in the best interest of the State of Michigan, subject to
other provisions in agreement.
3. DNR may also terminate this Arrangement for non -appropriation of funding.
4. If DNR terminates this Arrangement in the absence of wrongdoing by OCPR, and not
for another reason expressly authorized above, the State of Michigan shall reimburse
to OCPR the following:
a. If the notice is sent following the date of this Arrangement, DNR shall
reimburse the lessee the non -depreciated value of the amount of capital
improvement contributions made by OCPR, beginning at the point prior to
receiving the termination notice for the development and establishment of
the use, and for the development and establishment of any other use(s)
agreed upon in writing by the parties.
b. OCPR may terminate:
1. If DNR is notified in writing at least one hundred eighty (180) days prior to the
effective date of termination and any one of the following occur:
(OCPR Commission Meeting, January 12, 2016)
Page 7
a. The Premises are no longer being used for the purposes identified in this
Arrangement.
b. DNR provided OCPR with information in negotiations leading to the
execution of this Arrangement or at any time during the Arrangement term,
that was materially false or fraudulent.
c. DNR materially fails to perform any of its obligations under this Arrangement,
and such failure is not cured within hundred eighty (180) calendar days after
written notice of default to DNR.
d. OCPR may terminate this Arrangement provided DNR is notified, in writing,
at least one hundred eighty (180) days prior to the effective date of
termination, if OCPR deems termination is in the best interest of the County
of Oakland, State of Michigan.
e. In the event the lease is terminated as either an issue of any net revenues
as a result of the operation of the facility must transfer back to the DNR to
assist with the future use of the facility.
L. Indemnification: this is part of boilerplate language as the lessor [OC Corp Counsel to provide
input]
M. Term of the lease — needs to be established. Standard 10 to 25 year lease with options of
additional 15 years in 5 year increments
N. Lease will be reviewed annually
O. Add audit requirements to the lease
P. The lease can be amended, and administrative changes may be made [with BOC approval], with
mutual agreement
4. Volunteers
A. OCPR and DNR-PRD establish a volunteer plan for initial development and possible extend as a
"friends group"
B. OCPR and DNR-PRD will collaboratively work to establish 5103c 501(c) (3) federal tax status for the
friends group. Need to ensure there is an MOU between the established volunteer or "friends group"
with OCPR and DNR.
C. Recruit willing partners who have ORV experiences and work within non-profit organizations
D. Members would work with OCPR and DNR to establish events. They should also be utilized to lead
public support efforts for this operation (as opposed to OCPR or DNR).
E. Foundations and philanthropists; offer area for course challenges and other funding opportunities and
sponsorships
5. Overall Planning
A. Establish timeframes for all components
B. Establish roles and leads
C. Establish a joint master plan
D. Establish steering team (see above)
E. Establish advisory board (see above)
F. Timeline for future action
1. Resolve the language for this bullet point memo
2. Conduct a meeting with OCPR Commission and DNR reps to ensure that the Commission has
a good understanding. This would be followed by a conceptual approval — January 12th
3. OCPR would conduct a public hearing with DNR reps present (this would not be an Oakland
County Board of Commissioner hearing because the lease would not yet have been approved
by OCPRC and referred to the BOC)
4. After the "deals" have been completed for the property purchases, DNR and OCPR
Commissioner Representatives and Staff would finalize the lease
5. Lease to be approved by DNR and OCPRC
6. Submission of lease to BOC for approval
*Recreation — Link to MDNR Recreation Passport Legislation (Eff. Oct. 1, 2010)
(OCPR Commission Meeting, January 12, 2016)
Page 8
EXHIBIT_
ORV ACTIVITES THAT MAY BE OFFERED AT THE SITE
The following types of ORV activities are intended to be provided at this site. The sequence of providing facilities for
respective vehicles will be determined as part of the process of preparing the development plan by mutual agreement
of the parties, taking into consideration such things as property availability, budgeting, location of properties, and the
like.
SUVs: Full -Size Four -Wheel Drive Vehicles, Sport Utility Vehicles and
Specialty Vehicles such as Dune Buggies
SUVs are characterized by a width of 60" or more. Many of these
vehicles are licensed as on -road vehicles by the Secretary of State and
off -road use is often secondary to transportation or work uses (Nelson,
Stynes, Wu, McCarty, & Hughes, 2010).
UTVs: Utility Terrain Vehicles, Utility Vehicles, Side -by -Sides
UTVs are 50" or wider (typically 54 to 65 inches) and accommodate an
operator and one or more passengers. The greater width makes many
existing ATV trails inaccessible. The greater weight and the braking and
roll cage system is more like a car than an ATV (Nelson, Stynes, Wu,
McCarty, & Hughes, 2010).
ATVs: All -Terrain Vehicles, Quads, 4-Wheelers
ATVs are four wheeled vehicles with a tread width of 48" or less that are
designed for one operator. The basic vehicle has seen innovation in
suspension, braking, horsepower and fuel efficiency. Many after -market
products are design to assist in a growing range of land management,
transportation and recreational pursuits, as well as trail and scramble
area riding (Nelson, Stynes, Wu, McCarty, & Hughes, 2010).
Motorcycles
Two -wheeled motorcycles include those specifically designed for off -
road situations and those designed for dual purpose both on and off
road (Nelson, Stynes, Wu, McCarty, & Hughes, 2010). Motorcycles that
can be used on roads are termed "street -legal."
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote
(OCPR Commission Meeting, January 12, 2016)
Page 9
Proposed Recommendation No Life Guards at Independence Oaks — "Swim At Your Own Risk"
Moved by Mr. Kostin, supported by Mr. Baumhart to approve the proposal to implement a
"Swim At Your Own Risk" program at Independence Oaks.
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Purchase Agreement — Land Purchase Girl Scouts/White Lake Oaks
Moved by Mr. Scott, supported by Mr. Baumhart to authorize the purchase of a 40.2 acre
parcel split off from the Girl Scouts parent parcel which will be combined with the 192 acres
of White Lake Oaks for a total of 235.98 acres or rounded to 236 acres (minus the .22 acres
giving back to the Girl Scouts), located at 8545 Highland Road in White Lake, Michigan 48386
from the Girl Scouts of Southeastern Michigan, a Michigan non-profit organization, for the cost
of One Dollar ($1.00), closing costs, the release of an existing reverter, and the transfer of
approximately 9,796 square feet of County -owned property to the Girl Scouts of Southeastern
Michigan, by adopting the following resolution approving the Purchase Agreement, and forward
it on to the Oakland County Board of Commissioners for final approval; and
Move to approve the creation of a capital project for $25,000 for the property acquisition,
boundary surveys, appraisals, environmental assessment, closing costs and title policy; and
Move to approve the creation of a capital project for $16,000 for delineation fencing and signage.
WHEREAS the Oakland County Parks and Recreation Commission has identified priorities for
acquisition of park lands to provide county -wide recreational experiences and protect natural
resources within the adopted 2013-2017 5-year Recreation Plan; and
WHEREAS the Oakland County Parks and Recreation Commission has identified and
established priorities for acquisition or management of land to provide trail and/or green
infrastructure connectivity within the adopted 2013-2017 5-year Recreation Plan; and
WHEREAS the Girl Scouts of Southeast Michigan owns 47.5 acres of property at 8545 Highland
Road in White Lake, Michigan adjacent to White Lake Oaks County Park and is willing to convey
40.2 acres to Oakland County pursuant to the terms and conditions contained in the attached
Purchase Agreement; and
WHEREAS the acquisition of the 40.2 acres aligns with the 2013-2017 5-year Recreation Plan.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby requests the Oakland County Board of Commissioners approve the attached
Purchase Agreement for a 40.2-acre parcel located at 8545 Highland Road in White Lake,
Michigan 48386 from the Girl Scouts of Southeastern Michigan, pursuant to the terms and
conditions outlined in the Purchase Agreement.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission
hereby requests the Board of Commissioners direct it's Chairperson or designee to execute said
Purchase Agreement on behalf of the County of Oakland.
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, January 12, 2016)
Page 10
Proposed FY 2016 Capital Equipment Purchase: Toro Workman Utility Vehicle for Glen Oaks
Moved by Mr. VanderVeen, supported by Mr. McGillivray to approve the purchase of a Toro
HD Workman Utility Vehicle for Glen Oaks Golf Course from Spartan Distributors of Auburn Hills,
MI in the amount of $24,202.20 utilizing funds taken from the FY2016 Capital Equipment Budget
by removing the Toro 3500-D from the FY2016 Proposed Capital Equipment Budget.
YES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
FY 2015 CIP Project Approvals: Addison Oaks Maintenance Yard Improvements —Construction Approval
Moved by Mr. Baumhart, supported by Mr. Scott to approve proceeding with the Phase I
implementation of the Maintenance Yard Parking Improvements project at Addison Oaks using
in-house staff and annual contracts. Total project costs are $113,411 as follows:
Storm utilities
Ahern Contracting Inc.
Annual
Contract
25875 New Forest Court
Chesterfield, MI 48051
$84,045
Pre -construction services
George W Auch
Annual
PO Box 430719
$2 985
Company
Contract
Pontiac, MI 48343
Site survey and design
Anderson, Eckstein and
Annual
51301 Schoenherr
$15,980
Westrick, Inc.
Contract
Shelby Twp., MI 48315
In-house site work and
$5,000
materials
5% Contingency
$5,401
Total
$113,411
YES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
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.
Proposed Canada Goose Hunt at Addison Oaks
Moved by Mr. McGillivray, supported by Mr. Scott to approve a pilot 2016 late -season goose hunt
at Addison Oaks County Park.
YES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Staff advised the program will be evaluated and a recommendation for future, additional controlled goose
management hunts will be provided to the Commission at the July 2016 OCPRC Meeting as part of the
annual Natural Resources Update
(OCPR Commission Meeting, January 12, 2016)
Page 11
Recommendation on Proposed Marketing/Branding Consultant
At the December 2015 OCPR Commission meeting the Commission considered a request from staff to
hire a Marketing and Branding consultant to create a comprehensive marketing plan and brand
assessment and development. Staff was asked to contact representatives from Skidmore Studio to see if
certain areas could be divided and bid separately in order to better manage those segments and the
expenses associated for each section. Those areas are as follows:
A. Provide the information up to recommending whether we actually need a logo change
B. Assist us with the process of changing the logo - if the Commission determines to
change the logo
Staff provided the Commission the response from Skidmore Studio regarding that request. The
Commission also had several questions on the process for branding, creation of a new logo for Oakland
County Parks, and the possibility of utilizing in-house Oakland County departments to possibly assist with
the creation of a new logo.
Moved by Mr. Fowkes, supported by Mr. McGillivray to authorize staff to negotiate a scope of
work with a not -to -exceed amount of $150,000, in segments, with the first segment to be $68,000
with Skidmore Studio for the Marketing Plan and Brand Assessment and Development.
YES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Staff advised the Commission that OC Corporation Counsel has recommended County departments look
at the feasibility of registering and/or trademarking intellectual properties. Staff will report back as more
information becomes available.
Proposed 2016 OCPR Commission Meeting Dates
Moved by Mr. McGillivray, supported by Mr. Fowkes to approve the 2016 OCPRC meeting dates
as follows:
The first Tuesday of each month at 9:30 a.m., with the following exceptions:
June 7 at 2:00 p.m.
August 2 at 2:00 p.m.
November 1 at 2:00 p.m.
Budget study sessions: Wednesday, March 16 at 2:00
Wednesday, April 13 at 2:00
The Executive Committee meeting dates will be approved at their first meeting scheduled on
Tuesday, January 26, 2016 at 2:00 p.m.
YES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, January 12, 2016)
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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:
• Fire & Ice Festival in downtown Rochester
• mParks Annual Conference in Traverse City February 16-19, 2016
• OCPR Executive Officer Daniel Stencil will be awarded the 2016 Fellowship at the mParks
Annual Conference
• Summer application process for OCPR part-time positions — already received 85 applications for
lifeguards
• Oak Management/OCPR Parks System received the 2016 Wedding Wire Couples Choice Award
• OCPR FY 2016 Operating Budgets distributed
• Transfer of Liquor Licenses complete from Fuller Management to Katherine's
• Article on OCPR programs and services in Prosper Magazine
Participation and Program Review FY 2016, Month 02
The Participation and Program Review report for November 2015 was received.
The 2016 Marshmallow Drop at Catalpa Oaks will be on March 25, 2016. Commissioner Kostin
will ride in the helicopter in 2016 and Commissioner McGillivray will ride in the helicopter in 2017.
Food and Beverage Concessions Annual Update Report
Chief of Business Operations Phil Castonia and Food & Beverage Coordinator Tom Rymsza provided the
2015 Annual Update Report on the Concession Operations, including season highlights and a financial
overview of each of the OCPR Food & Beverage operations.
Data Report (Includes Dashboard) Update
The Data Report and Dashboard Update item was postponed until the next OCPR Commission
meeting.
Executive Committee Update
Chairman Fisher informed that the Executive Committee has been monitoring the following items:
• OCPR department staffing
• Leasing of the Manor House at Independence Oaks -North and the Ernst House at Waterford
Oaks — these are moving forward and in a positive direction
• Parks Foundation
• Green House Promissory Note — first installment of past due rent has been received
Parks Fiscal Sustainability (Finance and Service Delivery) Committee Update
Moved by Mr. Scott, supported by Mr. Kostin to appoint additional representative from the
OCPR Commission to the Fiscal Sustainability Comm ittee/workg rou p along with Mr. McGillivray,
and Mr. VanderVeen, and to appoint Mr. Potts to this committee.
YES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
(OCPR Commission Meeting, January 12, 2016)
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Motion carried on a unanimous voice vote.
Manager of Parks and Recreation Operations Sue Wells provided an update on the progress of the Parks
Fiscal sustainability work group. The following topics were highlighted:
• Staff has been reviewing their budgets line item by line item and are working on finding areas to
reduce the reliance on Fund Balance down to zero in the next 3-4 years
• Evaluation of programs and services to determine if they should be continued or not
• Evaluate full-time and part-time positions
• Possible areas of increased revenues with additional sponsorships
• Impact of Depreciation and Capital expenses on the Budget
• ORV Park — how this proposed facility will impact the budget
• Review fees and charges to determine if they are appropriate for the services provided
There was a discussion with the Commission and staff regarding the cuts staff is being asked to make in
their budgets and the possibility of acquiring new facilities such as the proposed ORV Park, and the
necessary funds for these types of new projects. The Commission advised that for the proposed ORV
park OCPR would advance the first year's operating funds, which will be reimbursed to OCPR from the
MDNR at the end of the first year's operation, and there will also be grants and sponsorships available. If
at the end of the first year there is a loss, the DNR would share half of the expenses and reimburse
OCPR those funds. At this point it is not anticipated that there would be a need to spend any new money.
In addition, Commissioner VanderVeen reminded that that will also be a termination clause built into the
agreement if it was determined to sever the relationship or cancel our participation in the project.
NEW BUSINESS:
There was no new business to report.
OLD BUSINESS:
There was no new business to report.
CLOSED SESSION:
Moved by Mr. Fowkes, supported by Mr. Scott to adjourn to Closed Session for the Annual
Executive Officer's Performance Evaluation.
ROLL CALL VOTE:
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a roll call vote.
The meeting adjourned to closed session at 4:30 p.m.
The meeting reconvened to open session at 4:40 p.m.
(OCPR Commission Meeting, January 12, 2016)
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ADJOURNMENT:
Meeting adjourned at 4:41 p.m.
John A. Scott, Secretary Vicky Valko,,Recording Secretary