HomeMy WebLinkAboutMinutes - 2016.04.05 - 39341Oakland County Parks and Recreation Commission
Regular Meeting
April 5, 2016
Chairman Fisher called the meeting to order at 10:49 a.m. in the Grill Room of the Glen Oaks Conference
Center.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, A. David Baumhart III, Ronald Fowkes,
Robert E. Kostin, Christine Long, Executive Committee Member Gary McGillivray, Jim Nash,
David Potts
COMMISSION MEMBERS ABSENT WITH NOTICE:
Secretary John A. Scott
ALSO PRESENT:
Parks and Recreation
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Rec. Operations
Doug Ammon, Supervisor, Glen Oaks Golf Course
Mike Boyd, Park Supervisor —Waterford Oaks
Jeremy Brown, Asst. Park Supv, Waterford -Farmer's Market
Phil Castonia, Chief of Business Operations
Zach Crane, Architectural Engineer II
Jim Dunleavy, Chief -Park Operations & Maint.- North District
Mike Donnellon, Chief -Park Facilities Maint. & Development
Terry Fields, Chief -Recreation Programs and Services
Tom Hughes, Chief -Park Operations & Maint.- South District
Melissa Prowse, Supervisor of Planning
Karen Kohn, Supervisor of Administrative Services
Carrie Hunter, Office Assistant II
Desiree Stanfield, Supervisor, Comm. & Mrktg.
OC Fiscal Services
Jeff Phelps, Parks and Rec. Fiscal Coordinator
OC Human Resources
Sara Kohn, Human Resources Analyst I
OC Information Technology
Phil Bertolini, Deputy County Executive II
Jennifer Wills, Supervisor I
Casey Zakens, Supervisor 11
mParks
Ann Conklin, Chief Operating Officer
Michigan Representative
Kathy Crawford
Hugh Crawford
APPROVAL OF AGENDA:
Moved by Mrs. Long, Supported by Mr. Fowkes to approve the agenda with the following change:
Move item 10A under Regular Agenda - Proposed Oakland County Information
Technology/Oakland County Parks and Recreation Website Replacement Collaboration, up
immediately after Item 8 A Introduction: Aaron Bush - Lyon Oaks Park Supervisor/PGA Golf Pro.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, April 5, 2016)
Page 2
APPROVAL OF MINUTES:
Moved by Mrs. Long supported by Mr. Fowkes to approve the minutes of the OCPRC
Regular meeting of March 1, 2016.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
PRESENTATIONS:
Ann Conklin, Chief Operating Officer of mParks, was in attendance to present the following 2016 mParks
Awards. These awards were announced at the 2016 mParks Annual Conference in Traverse City in
February. mParks is the statewide professional parks and recreation organization.
1. Marketing Award Integrated Marketing Campaign-OCPR Waterpark Season Pass Promotion
2. Marketing Award Outstanding Video - OCPR By the Numbers
3. Innovative Recreation Programing Award - Annual Butterfl� Parade
4. State Elected Official — Michigan State Representative-38t District Kathy Crawford
5. Fellowship Award — Daniel Stencil, CPRE, OCPR Executive Officer
INTRODUCTION:
Chief of Park Operations & Maintenance -South District Tom Hughes introduced Aaron Bush, the new full
time Park Supervisor for Lyon Oaks. Aaron has a Bachelor's Degree in Marketing from University of
Michigan -Flint, has 17 years of experience working as a Head Professional in the golf industry, with the
last 8 years at Forest Lake Country Club in Bloomfield Hills. In his new role, Aaron will be responsible for
the grounds and building maintenance operations of Lyon Oaks Golf Course. He will also be responsible
for the maintenance of Lyon Oaks Park, including soccer fields, cricket fields, day use park, and dog park.
Proposed Oakland County Information Technology/Oakland County Parks and Recreation Website
Replacement Collaboration
Phil Bertolini, Deputy County Executive II of Oakland County Information Technology, and OCPR Chief of
Business Operations Phil Castonia gave a presentation on a proposed new platform for an updated
OCPR website. This would be a joint venture with Oakland County Information Technology with shared
costs, would include program updates/upgrades, and would be an overall facelift to the existing
DestinationOakland.com website. This proposed enhancement is estimated to take approximately 4-5
months to complete and would make the existing website more user friendly and easier to navigate.
Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve the attached scope and
approach for the development of a new Parks and Recreation website, and request to amend the
FY2016 budget $60,000 by increasing Planned Use of Balance account and the Information
Technology Development line item in the Administrative Services Budget Center, as presented
below. Budget amendment will be part of the Fiscal Services 2"d Quarter Financial Forecast
budget amendment.
FY2016 Budget Amendment
Revenue:
50800-5060666-160666-665882 Planned Use of Balance $60,000
60 000
(OCPR Commission Meeting, April 5, 2016)
Page 3
Expense:
50800-5060101-160000-773630 Info Tech Development $60,000
60 000
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
CONSENT AGENDA:
Moved by Mr. McGillivray, supported by Mr. VanderVeen to approve Items 9A through 9L
under Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 02/29/16 (FM 05, FY16)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
02/29/16 (FM 05, FY16)
C. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 02/29/16 (FM 05, FY16)
D. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position For Month Ending 02/29/16 (FM 05, FY16)
E. FY 2016 CIP Schedule Update
F. FY 2016 Non-CIP Maintenance Projects Update
G. Monthly Purchasing Reports for Month Ending 01/31/16 (FM 04, FY16)
H. Temporary Use Permits w/Alcohol Sales:
1. Michigan Antiques and Collectibles Festival
- Springfield Oaks April 28-May 1, 2016
2. Michigan Antiques and Collectibles Festival
- Springfield Oaks October 2-4, 2016
I. FY 2016 1 st Quarter Contributions Report
J. FY 2016 1 st Quarter Sponsorship Report
K. FY 2016 1 st Quarter Temporary Use Permit Revenue Report
L. Proposed Waterford Oaks County Farmer's Market Paving
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Southeast Michiaan Parks Svstem Collaborative Initiative Overview -Brief PowerPoint
Chief Operations Officer of mParks Ann Conklin and Executive Officer Daniel Stencil gave a
presentation on the collaboration efforts of Oakland County Parks and Recreation, Huron Clinton
Metropolitan Authority, and the Michigan Department of Natural Resources. These efforts have
created a partnership with these entities to work together and pool resources to allow better
results on grants, projects, programs and services - working jointly instead of all working as
individuals. This effort was initiated as a result of the 2011 Blue Ribbon Report from the
Governor's office.
Chairperson Fisher pointed out that we are now engaged in a marketing/branding effort, in part to
distinguish OCPR parks from all others in the County, and he asked whether any aspect of this proposed
collaborative initiative would weaken this effort. Executive. Officer Stencil stated very strongly that this
would not happen.
(OCPR Commission Meeting, April 5, 2016)
Page 4
Proposed 2016 Oakland County Sheriffs Office Contract Amendment #1
Moved by Mr. Kostin, supported by Mr. Baumhart to approve the proposed 2016 Contract
Amendment #1 with the Oakland County Sheriffs Office for Law Enforcement Services with the
Oakland County Parks and Recreation Commission for 2016 at the rates listed below:
Rates for Services in Calendar Year
Hourly Rate for each PTNE Park Deputy II
Hourly Rate for each PTNE Park Deputy I
Hourly Rate for each PTNE Mounted Deputy
Hourlv Overtime Rate(s)
PTNE Park Deputy II
PTNE Park Deputy I
PTNE Mounted Deputy
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Intellectual Property Service Mark Registration Inventory & Proposed Process
2016
$20.02
$17.50
$17.50
$30.03
$26.25
$26.25
Moved by Mr. Baumhart, supported by Mr. Fowkes to authorize OCPR staff to work with Oakland
County Corporation Counsel to complete the registrations of the service marks for Oakland
County Park names, as recommended, in an amount not to exceed $3,575.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Springfield Oaks Golf Course Concessions Starter Facility - Trailer Purchase
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the purchase of a Concession
Trailer and equipment from Concession Nation, Inc. of Fort Lauderdale, Florida for a total cost of
$39,500. Staff will utilize $29,190 in funds from the FY2016 Operating Equipment budget, and
$10,310 will be funded by the FY2016 Springfield Oaks Concession Expendable Equipment
budget. A FY2016 Operating Budget amendment is not necessary for the operating
equipment purchase of $10,310 at this time, as anticipated favorability in the FY2016
Operating budget will absorb this one-time cost.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Commissioner Potts inquired about the current amount of insurance coverage on this facility and also
other OCPR facilities. He felt we need to make sure we have replacement value or enhancement value
(OCPR Commission Meeting, April 5, 2016)
Page 5
coverage on all of our existing facilities in the future.
Proposed 50th Anniversary Celebration:
1. Red Oaks Waterpark Discounted Entry Fee June 15-19, 2016
Moved by Mr. McGillivray, supported by Mrs. Long to approve a 50% discount to all resident and
non-resident general admission rates for the dates of June 15 through June 19, 2016, at Red
Oaks Waterpark to promote the Oakland County Parks 50th Anniversary Celebration, as follows:
Proposed Red Oaks Waterpark Reduced Rates for the
Oakland County Parks 50th Anniversary Celebration
General Admission Rates
Weekend
50th Anniversary
Weekda
50th Anniversary
Regular Rate
$20.00
$10.00
$17.00
$8.50
Regular Senior 62+ / Military Rate
$18.00
$9.00
$15.00
$7.50
OC Resident Rate
$14.00
$7.00
$11.00
$5.50
OC Resident Senior 62+ Militar Rate
1 $12.00
1 $6.00
1 $9.00
1 $4.50
Twili ht Rates After 4:Qp_pml
Weekdays Only
50th Anniversary
Regular Rate
$14.00
$7.00
OC Resident Rate
$8.00
$4.00
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
2. Independence Oaks Waiver of Vehicle Entry Fee for OCPRC Homecoming Picnic -August 7, 2016
Moved by Mr. McGillivray, supported by Mrs. Long to approve waving the park entry fee at
Independence Oaks County Park on Sunday, August 7, 2016 ONLY, for the Homecoming
Picnic for the past and present OCPR Commissioners, past and present staff and volunteers.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
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 packet, the following
information was noted:
• Report on OCPR Annual vehicle permit sales report — for second/additional passes
• Annual Spring Clean-up at Red Oaks Nature Center and Park April 24, 2016
• Earth Day April 22
• Golf Courses opened March 17, 2016
(OCPR Commission Meeting, April 5, 2016)
Page 6
Chairman Fisher asked if a patron purchases a combined OCPR/HCMA annual vehicle permit could they
obtain an OCPR annual vehicle permit at the same time at a discounted rate. He requested staff bring
back a recommendation on the purchase of two annual vehicle permits at the same time- one combined
OCPR/HCMA and a second one, an OCPR annual vehicle permit at a discounted rate.
OC Parks Fiscal Sustainabilitv Workqrou
Manager of Parks and Recreation Operations Sue Wells provided an update to the Commission
on the Fiscal Sustainability Workgroup. The next meeting of the group will be April 12, 2016 at
1:00 pm. In addition, the AMT group has added this topic to their weekly agenda to review new
projects and unexpected items which may not be budgeted. The group then coordinates a
strategy for bringing those matters to the Commission, including how those items will be
budgeted.
Participation and Program Review FY 2016, Month 05
The Participation and Program Review report for February 2016 was received.
County Farmer's Market Update
Assistant Park Supervisor Jeremy Brown provided a report on the activities, events and programs
at the Oakland County Farmer's Market.
Vice Chairman VanderVeen asked about the status of the fence/screening around by Redwood
Grill. He requested that staff make sure that it is aesthetically pleasing from the street and
parking lot.
Executive Committee Update
Chairman Fisher provided an update on the OCPRC Executive Committee. The committee has been
reviewing the Springfield Oaks Ellis Barn, more specifically the Preservation Easement language and
the exemption from the requirement for an elevator/lift in the facility. At the time the grant was awarded
to Oakland County to move the barn to Springfield Oaks, the intention was to approve a conservation
easement to restrict the use of the barn, prohibit changes to the structure, and make sure it was
maintained as it was intended. This conservation easement was not formalized and has recently
resurfaced. The language in the easement states the County would assume all costs necessary to
preserve the historic integrity of the features, materials, appearance, workmanship and environment of
the property pursuant to federal regulation, and also that the grantor assumes the cost of the continued
maintenance and repair of the property so as to keep it in a sound state of affairs and preserve the
architectural and historical integrity of the property. As this could put a financial hardship on the OCPR
budget, we are working with Jody Hall from Corporation Counsel on modifying the language which
would allow the actions to be taken in our discretion to be able to prioritize the timing and importance of
the projects, which would change the character of the easement. We need to make sure we don't
compromise our budgetary expenses. Once the wording is finalized this document will be sent to the
attorney on this matter. We will report back when more information becomes available.
We had a meeting at the Ellis Barn regarding the exemption for the elevator/lift requirement with
Chairman Fisher, Vice Chair VanderVeen, Commissioner Fowkes, Daniel Stencil, Darlene Rowley and
the County Architect. We are still working on this matter and are hopeful that we can make a
recommendation on this matter, and determine how to approach this so we can reduce the
expenditures without unreasonably reducing the offering of the facility. The exemption from the barrier
free status expires in February 2019, so we need to keep on this and create a nice compromise on
how we spend, and also offer the full advantage of the barn.
NEW BUSINESS:
The next OCPR Commission Budget Study Session meeting is scheduled for April 13, 2016 at 2:00 p.m.
at the OCPRC Administration Building.
(OCPR Commission Meeting, April 5, 2016)
Page 7
OLD BUSINESS:
There was no old business to report.
ADJOURNMENT:
Meeting adjourned at 12:15 p.m.
/ � V
John A. Scott, Secretary Vicky Valko, Re ordi g Secretary