HomeMy WebLinkAboutMinutes - 2016.03.01 - 39340Oakland County Parks and Recreation Commission
Regular Meeting
March 1, 2016
Chairman Fisher called the meeting to order at 9:35 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, A. David Baumhart III, Ronald Fowkes,
Robert E. Kostin, Christine Long, Jim Nash, David Potts
COMMISSION MEMBERS ABSENT WITH NOTICE:
Secretary John A. Scott, Executive Committee Member Gary McGillivray
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services
OC Human Resources
OC Purchasing
OC Facilities Maint. & Operations
Oakland Press
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.
Terry Fields, Chief -Recreation Programs and Services
Donna Folland, Senior Planner
Melissa Prowse, Supervisor of Planning
Jen Myers, Architectural Engineer II
Jeff Phelps, Parks and Rec. Fiscal Coordinator
Sara Kohn, Human Resources Analyst I
Andy Krumwiede, Buyer II
Paul Zachos, Property Mgmt. Specialist
Aftab Borka, Multi -Media Journalist with the Oakland Press
Moved by Mr. Baumhart, supported by Mr. Kostin to approve the agenda with the following
change:
Add Item 6 B. Introduction: Ariane Fountain, Central Employee Records Coordinator
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Fowkes, supported by Mr. Kostin to approve the minutes of the OCPRC
Regular meeting of January 12, 2106, and the minutes of the OCPRC Regular
meeting of February 02, 2016.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, March 1, 2016)
Page 2
PUBLIC COMMENTS:
Presentation
Chairman Fisher and Executive Officer Stencil presented Aftab Borka, Multi -Media Journalist with the
Oakland Press of South Oakland County, with the 2016 mParks Media Advocate Award. This award was
announced at the 2016 mParks Annual Conference in Traverse City in February, mParks is the statewide
professional parks and recreation organization.
Introduction
Manager of Parks and Recreation Operations Sue Wells introduced Ariane Fountain who was recently
hired as the new Central Employee Records Coordinator for Parks and Recreation. Ariane previously
worked at the Oakland County Water Resources Commission for 13 years.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Mr. Fowkes to remove Items 7E, 7F, 7G-1 and 7G-4 and
approve Items 7A, 7B, 7C, 7D, 7 G-2, and 7 G-3 under Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 01/01/16 (FM 04, FY16)
B. OCPR Monthly Revenue and Expenditure Comparison Report for Month
Ending 01/01/16 (FM 04, FY16)
C. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 01/01/16 (FM 04, FY16)
D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 01/01/16 (FM 04, FY16)
G. OCPR — Parks and Recreation - FY 2016 Fiscal Services First Quarter Financial
Forecast:
1) FY2016 Operating Budget Amendment — To reduce the amount of
Planned Use of Balance.
2) FY2016 Depreciation Budget Amendment — To increase the depreciation
budget reflecting the large number of recent CIP project closings
3) FY2016 Facilities and Maintenance 1st Quarter Allocation — To allocate the
Facilities Maintenance budget for Building and Grounds Maintenance based
on cost center activity.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Items 7 E, 7 F, 7 G-1, and 7 G-4
E. FY 2016 CIP Schedule Update: For the Glen Oaks Brides Room Renovation project - the
Commission wants the project amount clarified that it is an amount not to exceed $40,000; and
Springfield Oaks Ellis Barn Accessibility — should not appear on this schedule as a capital
maintenance project yet, this item should be removed from the report.
F. FY 2016 Non-CIP Maintenance Projects Update: The Commission requested
clarification on the term Variance on this report, and then asked if both Variance and Balance
could appear on the report.
(OCPR Commission Meeting, March 1, 2016)
Page 3
G. OCPR — Parks and Recreation - FY 2016 Fiscal Services First Quarter Financial
Forecast:
1) FY2016 Operating Budget Amendment — To reduce the amount of
Planned Use of Balance. The Commission was very pleased at the cost savings and
requested staff to explain the savings and the proposed amendment. The Commission
commended all staff for their hard work in accomplishing these reductions.
4) FY 2016 Fringe Benefit Retirement Amendment: A revised document on the FY 2016
Fringe Benefit Retirement Amendment which provided detailed amounts on the amendment
was distributed at the meeting.
Move to Mr. VanderVeen, supported by Mr. Fowkes to approve 7E as modified, 7F as modified,
7 G-1 and 7 G-4
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
OCPR Historic Asset List and Maps
Staff presented a listing of the proposed OCPR Historic Asset List and Maps of the locations of the
facilities. Staff confirmed for that the Commission the purpose of creating an OCPRC Historic Asset
list is for preserving certain historic resources for the benefit of the future. Commissioner Fisher
inquired about the Ernst House, asking whether staff could provide information on the historic
characteristics of this house, aside from age, that should be preserved for the future.
The Commission postponed any action on this item until staff presents pictures of all of the proposed
historic facilities.
Springfield Oaks Ellis Barn — ADA AccessibilityNertical Lift
Staff requested authorization to apply for a permanent exception from the Michigan Barrier Free Design Code
to the Michigan Barrier Free Design Board, for accessibility between the two floors of the Ellis Barn at
Springfield Oaks, due to financial hardship.
Chairman Fisher appointed a committee of Commissioners Fowkes, VanderVeen and Chairman Fisher to
pursue an exception from the elevator requirement in the barrier free regulations. The committee will work
with Corporation Counsel Attorney Jody Hall to get a clear statement of the criteria or alternatives for the ADA
accessibility at Springfield Oaks Ellis Barn, and make a recommendation to the Commission on further
pursuits.
The Commission also asked about the possibilities of sponsorships or grants for the improvements to the barn.
ADA Improvements — Independence Oaks — Twin Chimneys Universally Accessible Improvements
(Conceptual Approval)
Moved by Mrs. Long, supported by Mr. Baumhart to proceed with the Phase I Construction of the
Twin Chimneys Americans with Disabilities Act Improvements project at Independence Oaks
using in-house staff and annual contracts. Total project costs are $156,689,
(OCPR Commission Meeting, March 1, 2016)
Page 4
Asphalt
Bush Brothers
Annual contract
20788 Osmus
$ 35,000
Asphalt Paving, Inc.
Farmington Hills, 48336
Concrete
In-house staff
$ 45,000
Crushed limestone
F.J. Lafontaine & Sons
Landscaping Company
Annual contract
P.O. Box 1126
Farmington, MI 48332
$ 17,500
Restroom improvements
In-house staff
$ 15,000
Pavilion improvements
In-house staff
$ 8,000
In house installation and
In-house staff
$ 12,000
equipment
Site survey and design
Giffels Webster
Annual contract
28 W. Adams, Suite 1200
$ 13,327
Engineering
Detroit, MI 48226
Architectural survey and
Stephen Auger &
Associates Architects,
Annual contract
214 S. Broadway, Suite 110
$ 3,400
design
Inc.
Lake Orion, MI 48362
5% Contingency
$ 7,462
Total
$156,689
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Potts, 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 RFP and Timeline for Greenhouse Proposal
Staff presented the proposed Request for Proposal (RFP) for the Waterford Oaks Greenhouse proposal.
The Chairperson requested staff talk to the Waterford Township officials and get their approval to use the
house as a private office space in writing. If a response is received on the RFP staff would bring their
recommendation back to the Commission at the August meeting to approve a lease agreement for the
greenhouse and house, which would then be forwarded to the Oakland County Board of Commissioners
for final approval.
Moved by Mr. Fowkes, supported by Mr. Potts to approve the Request for Proposal (RFP) for
Greenhouse Operations or Removal as presented, and with the assistance of Oakland County
Purchasing release the RFP through the Michigan Intergovernmental Trade Network (MITN) on
March 2, 2016, with a due date of March 31, 2016 at 3:00 p.m.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Potts, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, March 1, 2016)
Page 5
Proposed FY 2017 Strategic Staffing Allocation Plan — Conceptual Approval
This report was submitted as part of the budgeting process to show the Commission where the most
costly and most valuable resources are allocated across the 34 budget centers. We are currently at 73
full-time employees, and 529 PTNE/seasonal employees. Staff will provide Executive Summaries at the
Budget Study Sessions which will include the staffing for the 34 budget centers.
The Commission requested additional information regarding one of the positions listed on the
organizational chart that represents a change from the charts presented before this meeting, and the
duties and responsibilities of that position. As this is a personnel matter Human Resources staff
requested this matter be discussed at the Executive Committee meeting or possibly in a Closed Session.
This item was referred to the Executive Committee to review, conduct research on this matter and bring
back a recommendation to the Commission at a future meeting.
Manager of Parks and Recreation Operations Sue Wells provided a summary of the proposed 2017
OCPRC staffing:
• 5 Full time positions are not funded, or on hold at this time
• There are no new part-time positions
• If we move forward with the proposed ORV project we will need to create 10 PTNE Park Helper
positions and 2 Seasonal Program Specialists to operate the ORV Park. This will be included in
the salaries of the proposed budget for the ORV Park. These positions will be dedicated to the
ORV Budget - revenues will offset expenses.
Park Planning Update/Date Report Update
Staff provided a very general update on the Planning Division of Parks and Recreation, the staff, and
projects currently underway. Topics covered included 5-Year Parks and Recreation Master Plan; Park
Planning; Resource Development; Service Portfolio/Cost Recovery; Metrics & Data; Facility & Asset
Management Support; and Project Support for Capital, Maintenance, and Operations projects. Staff also
provided a listing of future updates for Commission approvals which are required for grants and for our 5-
Year Parks and Recreation Master Plan with the Michigan Department of Natural Resources.
REPORTS:
Executive Officer's Report
In addition to the items included in the Executive Officer's Report filed in the agenda packet, the following
information was noted:
• Annual Marshmallow Drop at Catalpa Oaks on March 25, 2016
• April 5, 2016 OCPRC meeting at Glen Oaks at 10:30 a.m. — kick off of OCPRC 50`h Anniversary
Celebration at 9:00 a.m. that day.
• New signs on Telegraph Road advertising the OCPR 50th Anniversary
• Review of Upper Bushman Catch and Release program
• OCPRC Budget Study Session I — Wednesday, March 16, 2016 at 2:00 p.m.
• OCPRC Budget Study Session II — Wednesday, April 13, 2016 at 2:00 p.m.
• County Market Edible WOW culinary classes
• Update on overview of Communications/Marketing/Branding presentation by Skidmore Studios
on March 16, 2016 at the end of Budget Study Session I
Commissioner Baumhart requested staff provide further clarification on how OCPR pays for legal services
with Oakland County Corporation Counsel.
(OCPR Commission Meeting, March 1, 2016)
Page 6
Participation and Program Review FY 2016, Month 04
The Participation and Program Review report for January 2016 was received.
Commissioner Baumhart advised the Michigan Senior Olympics is interested in including Platform
Tennis in their list of activities for competition.
Parks Fiscal Sustainabilitv (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. The group will be meeting the following week and reviewing the
following: Sponsors for Events (i.e. Marshmallow Drop); evaluating contracting boat rentals; Evaluate if
Electronic Pay stations could be added to additional parks; vehicle fees at Waterford Oaks; renegotiating
current contracts; and leasing buses. We have been advised some school districts are looking into
starting school before Labor Day, which could negatively impact revenues, especially at the waterparks
and campgrounds. The Commission requested the names of the legislators sponsoring this bill.
Commissioner Kostin requested a quarterly update to see how new banquet provider Katherine's is doing
since the start of the new contract.
Executive Committee Update
Chairman Fisher provided an update on the items being reviewed by the Executive Committee. Those
topics included Strategic Staffing Allocation Plan; the proposed leases for the Independence Oaks
Manor House and the Ernst House; OCPR/Royal Oak meeting on Normandy Oaks and Mark Twain
Dog Park; review of OCPRC meeting minutes; status of the proposed ORV project, the property
acquisition, and the suggestion to develop a process for naming the site; suggestion that property
acquisitions be finalized before a public hearing is scheduled; and an analysis of the requirement of an
Ellis Barn historic preservation easement.
NEW BUSINESS:
Commissioner Potts requested staff provide information on the history of outreach to minority
communities, what our efforts have been to maximize the use of OCPR parks in the minority
communities in Oakland County.
OLD BUSINESS:
There was no new business to report.
CLOSED SESSION:
Moved by Mr. Fowkes, supported by Mr. Potts to adjourn to Closed Session.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Potts, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous roll call vote.
Meeting adjourned to Closed Session at 11:30 a.m.
Meeting reconvened to Open Session at 11:59 a.m.
(OCPR Commission Meeting, March 1, 2016)
Page 7
ADJOURNMENT:
Meeting adjourned at 11:59 a.m.
John A. Scott, Secretary Vicky V�l%d, Recording Secretary