HomeMy WebLinkAboutMinutes - 2016.02.02 - 39339Oakland County Parks and Recreation Commission
Regular Meeting
February 2, 2016
Chairman Fisher called the meeting to order at 9:32 a.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 Fiscal Services
OC Human Resources
OC Purchasing
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
Melissa Prowse, Supervisor of Planning
Jeff Phelps, Parks and Rec. Fiscal Coordinator
Sara Kohn, Human Resources Analyst I
Andy Krumwiede, Buyer II
Moved by Mr. Kostin, supported by Mr. Scott to approve the agenda with the following change:
Add Item 8 E Temporary Use Permits and Request to Sell Alcohol on Commission Property —
Leaping Leprechaun 5K — Ribbit Racing and Clarkston SCAMP
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
The Commission deferred approval of the minutes from the January 12, 2016 meeting until the OPRC
meeting on March 1, 2016.
PUBLIC COMMENTS:
There were no comments from the public.
(OCPR Commission Meeting, February 2, 2016)
Page 2
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mr. VanderVeen to remove Item 7 H and approve Items 7 A—G
and 7 I under Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 12/31/15 (FM 03, FY16)
B. OCPR Monthly Revenue and Expenditure Comparison Report for Month
Ending 12/31/15 (FM 03, FY16)
C. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 12/31/15 (FM 03, FY16)
D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 12/31/15 (FM 03, FY16)
E. FY 2016 CIP Schedule Update
F. FY 2016 Non-CIP Maintenance Projects Update
G. Monthly Purchasing Reports for Month Ending 12/31/15 (FM 03, FY16)
Recommendation on National Volunteer Week April 9-16, 2016Y 2016 Proposed Capital
Equipment Purchase:
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Item 7 H — 1st Quarter FY 2016 Uncollectible Debt Write -Off
The Commission requested staff to have Corporation Counsel investigate if further collection options or
actions are available in this matter.
Recovery Park: Staff advised the Commission that Recovery Park is currently behind on the latest
payment pursuant to their Promissory Note. The Commission requested staff to investigate and report
back on the next step if they fail to make the agreed upon payments under the Promissory Note.
REGULAR AGENDA:
Proposed 2017 Strategic Staff Allocation Plan (SSAP) — Conceptual Approval
This document is part of the budget process plan. There are no anticipated staff changes in this
proposed plan. As approval of this plan is subject to review at the OCPR Executive Committee it
was recommended to postpone approval until the March OCPRC meeting.
Moved by Mr. Potts, supported by Mrs. Long to postpone consideration of the Proposed
2017 Strategic Staff Allocation Plan until the March 1, 2016 OCPR meeting.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, February 2, 2016)
Page 3
Commissioner McGillivray requested staff provide a report showing the total number of OCPR employees
for the last five years.
Proposed 2016 OCPR Park Rules and Regulations
Staff advised that in Section 4, Paragraph 1, the sentence, Permits for seven days or unless may be
approved by the Commission Executive Officer, pursuant to Commission policies, should be changed to
Permits for seven days or less may be approved by the Commission Executive Officer, pursuant to
Commission policies.
Moved by Mr. Scott, supported by Mr. McGillivray to approve the following resolution approving
the revisions to the Oakland County Parks and Recreation General Information and Regulations,
with the correction to Section 4, Paragraph 1, changing the word unless to less, and forward it to
the Oakland County Board of Commissioners for final approval:
WHEREAS the Oakland County Parks and Recreation Commission was established by the
Oakland County Board of Supervisors in 1966 under P.A. 261; and
WHEREAS P. A. 261 includes a provision to allow county parks commissions to make rules for
the protection, regulation and control of all its facilities and areas with the approval of the Oakland
County Board of Commissioners; and
WHEREAS the Oakland County Parks and Recreation Commission has established rules and
regulations for this protection, regulation and control; and
WHEREAS revisions for clarification purposes are requested, which have been reviewed and
approved by the Oakland County Corporation Counsel.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission approves the revisions to the General Information and Regulations as reviewed by
Oakland County Corporation Counsel.
NOW THEREFORE BE IT FURTHER RESOLVED that these revised General Information and
Regulations be forwarded to the Oakland County Board of Commissioners for approval.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Debt Write -Off: Melanie Alexander/Darlene Miller Installment Rental Agreement
Moved by Mr. Kostin, supported by Mr. Baumhart to approve the write-off of the uncollectible debt
from Darlene Miller for past due rent at Independence Oaks -North, 9965 Sashabaw Road,
Clarkston, MI in the amount of $2,937.59, and forward it to the Oakland County Board of
Commissioners for final approval.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
The Commission requested that staff investigate creating a policy which would require security deposits
for all residential rental facilities.
(OCPR Commission Meeting, February 2, 2016)
Page 4
Pending Capital Projects Summary
Chief of Park Facilities Maintenance and Development Mike Donnellon presented the Pending Capital
Projects Summary report.
Temporary Use Permits and Request to Sell Alcohol on Commission Property — Leaping Leprechaun 5K
— Ribbit Racing and Clarkston SCAMP
This item was added to the agenda due to a recent partnership between SCAMP and Ribbit Racing for a
5K race at Waterford Oaks on March 12, 2016.
Moved by Mrs. Long, supported by Mr. McGillivray to approve 1.) The sale of alcohol on OCPRC
property 2.) The Temporary Use Permit for Clarkston SCAMP for the beer tent, and 3.) The
Temporary Use Permit for Ribbit Racing for the Leaping Leprechaun 5K Race at Waterford Oaks
County Park on March 12, 2016, subject to receipt of all required documents and the approval by
Oakland County Corporation Counsel and Oakland County Risk Management and Safety.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, Scott, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
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:
• OCPR Sheriff's Office 2015 Parks Unit Annual Report
• NRPA study on Passion People have for Parks and Recreation Programs article
• Report on past OCPR Consultants
• Springfield Oaks Golf Starter Facility — insurance reimbursement estimate and possible trailer
purchase for temporary operations
• Commission's request to tour Springfield Oaks Club House
• OCPRC Agenda cover depicting OCPR Commissions over the past 50 years
• OCPRC vehicle license plate holders for the 50th Anniversary
• mParks awards for 2015
• Corrected Parks Access Permit Program Report for 2015
• Springfield Oaks Dam repair in conjunction with OC Water Resources Commission and
Springfield Township — culvert underneath Davisburg Road
• April 5 OCPRC meeting will be held at Glen Oaks at 10:30 a.m.
• Article on OCPR Waterparks in World Waterparks magazine
• Letter of appreciation for OCPR Managed Deer Hunt program
Vice -Chairman VanderVeen advised there were 55,000 attendants at the 2016 Fire and Ice Festival in
downtown Rochester; 830 runners at the Brooksie Way Run; cross-country skiing; snow shoeing; tube
sledding; ice skating; Ice -Sculpting Competition with four colleges competing; dog sleds; food tent which
was very crowded; and great fireworks which were coordinated by a new vendor this year.
(OCPR Commission Meeting, February 2, 2016)
Page 5
Participation and Program Review FY 2016, Month 04
The Participation and Program Review report for January 2016 was received.
The Commission requested staff to place additional signs at OCPR lakes warning patrons of the
dangers of the ice on the lakes during the winter season.
Parks Fiscal Sustainability (Finance and Service Delivery) Committee Update
Manager of Parks and Recreation Operations Sue Wells provided an update on the progress of the Parks
Fiscal Sustainability Workgroup. She advised the committee and staff have been working diligently on
the budget adjustments and cuts to decrease the reliance on fund balance. Staff is also evaluating the
current programs and services to determine which programs should be continued, and if any should be
discontinued. In addition, staff is looking at the possibility of renting out versus potentially closing any
facilities.
Chairman Fisher provided a summary of this process - that capital maintenance is part of operations, and
that along with capital improvements must be factored in to the operating budget to avoid taking money
out of the Unrestricted Net Asset Funds; all of that will come in to balance the budget and be achieved;
although this will not occur overnight. It was agreed that this was feasible and doable by the FY 2020
budget, and that this should be included as an amendment to the OCPR Commission Budget Policy.
Executive Committee Update
Chairman Fisher provided some highlights on the items being reviewed by the Executive Committee.
At the last meeting they encouraged expediting the process of creating an RFP for the Ernst House and
the Independence Oaks -North Manor House and make them income producing facilities. It has been
proposed to evaluate if these facilities could be leased/rented and provide a credit on rent for
renovations to the facility.
In addition, they reviewed the Historic Assets Work Group (HAWG) and concluded since we have so
few historic structures the scope of that activity should be confined to identifying structures in park,
creating a list and a map and then bring the information back to the Commission. The Commission will
then approve any action on these facilities and deal with each accordingly.
The consensus of the Commission was that meeting twice per month, as they have been, could be a bit
excessive. That staff should prepare the list and map and then submit them to the Commission for their
review, with no further action unless directed by the Commission.
NEW BUSINESS:
Commissioner Fowkes expressed his thanks to staff on their efforts on the recent budget reductions,
advised that the Commission knows how difficult and challenging the task is, and that we are on the all
right track with our budget. It is not easy an easy task however the Commission appreciates all the
hard work and efforts.
OLD BUSINESS:
There was no new business to report.
(OCPR Commission Meeting, February 2, 2016)
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ADJOURNMENT:
Meeting adjourned at 10:34 a.m.
Johr A. Scott, Secretary Vicky Valko, Recprding Secretary