HomeMy WebLinkAboutMinutes - 2016.05.03 - 39342Oakland County Parks and Recreation Commission
Regular Meeting
May 3, 2016
Chairman Fisher called the meeting to order at 9:34 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,
Executive Committee Member Gary McGillivray, A. David Baumhart III, Ronald Fowkes,
Robert E. Kostin, Christine Long, David Potts
COMMISSION MEMBERS ABSENT WITH NOTICE:
Jim Nash
ALSO PRESENT:
Parks and Recreation
OC Corporation Counsel
OC Fiscal Services
OC Human Resources
OC Purchasing
Oakland County 4-H Fair
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Rec. Operations
Brittany Bird, Natural Resources Coordinator
Phil Castonia, Chief of Business Operations
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Jim Dunleavy, Chief -Park Operations & Maint.-North District
Terry Fields, Chief -Recreation Programs and Services
Tom Hughes, Chief -Park Operations & Maint.-South District
Melissa Prowse, Supervisor of Planning
Desiree Stanfield, Supervisor of Communications & Mrktg.
Jody Hall, Attorney
Jeff Phelps, Parks and Rec. Fiscal Coordinator
Sara Kohn, Human Resources Analyst I
Andy Krumwiede, Buyer II
L C Scramlin, Director
Moved by Mr. Scott, supported by Mr. Kostin to approve the agenda as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of the OCPRC
Regular meeting of April 5, 2016, with the following change - under REGULAR AGENDA:
Southeast Michigan Parks System Collaborative Initiative Overview -Brief PowerPoint, insert the
following paragraph at the end of that section:
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, May 3, 2016)
Page 2
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
L C Scramlin, Director of the Oakland County 4-H Fair Association, advised the Commission that the
2016 Oakland County 4-H Fair will be held at Springfield Oaks July 8 — 16, 2016.
CONSENT AGENDA:
Moved by Mrs. Long, supported by Mr. VanderVeen to approve Items 7A through 7K
under Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for
Month Ending 03/31/16 (FM 06, FY16)
B. OCPR Monthly Revenue and Expenditure Comparison Report for
Month Ending 03/31/16 (FM 06, FY16)
C. Monthly Revenue and Expenditure Average Comparison Report for
Month Ending 03/31/16 (FM 06, FY16)
D. Capital Improvement Projects Budget to Actual Report & Statement of
Net Position For Month Ending 03/31/16 (FM 06, FY16)
E. FY 2016 CIP Schedule Update
F. FY 2016 Non-CIP Maintenance Projects Update
G. Monthly Purchasing Reports for Month Ending 02/29/2016 (FM 05, FY16)
H. Monthly Food & Beverage Vendor Sales Reports for Month Ending
02/29/16 (FM05, FY16):
1. Katherine's Catering
2. Oak Management
Temporary Use Permits with Sale of Alcohol:
1. Clarkston SCAMP Oakland Uncorked @ County Farmer's Market 08/05/16
2. Clarkston SCAMP Half Back Roads Marathon @ Independence Oaks 11/13/16
J. Proposed Invasive Plant Treatment Project Contract — Highland Oaks
K. Proposed Invasive Plant Treatment Project Contract — Orion Oaks
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, May 3, 2016)
Page 3
REGULAR AGENDA:
Conceptual Approval of Proposed FY 2017-19 OCPRC Budget
1. Capital Equipment Budget
2 Capital Improvement Projects/Maintenance Management Plan Budget
The Commission reviewed the proposed FY 2017-2019 OCPR Commission Budget, which includes the
Capital Equipment Budget and the Capital Improvement Projects/Maintenance Management Plan Budget.
Parks and Recreation Fiscal Services Coordinator Jeff Phelps advised the Commission we recently
received new favorable projections on the proposed property tax revenues for 2017, and as a result some
of the pages in the proposed FY 2017-2019 OCPR Commission Budget will be changed to reflect those
new figures. Chairman Fisher asked if the projected 2021 Unrestricted Net Assets and the Expenses
would include 6 months of operating revenue in the Unrestricted Net Assets, as had been previously
requested by the Commission in accordance to the most recent policy amendments. Based on the new
figures received from the County Executive's Office the numbers may be modified to reflect those target
figures. It was recommended that we that we reduce expenses in the budget in order to have the 6 month
fund balance by 2021.
Due to the recent cuts in the budget by staff, and the proposed increases in property tax revenues staff
felt that the figures would fall in line with the new policy. Chairman Fisher requested staff to include the
new revised numbers on the proposed FY 2017-19 OCPRC Budget and postpone consideration until the
June 7, 2016 OCPR Commission meeting.
Moved by Mr. Scott, supported by Mr. Fowkes to postpone action on the proposed FY 2017-2019
OCPR Commission Budget, which includes the Capital Equipment Budget and the Capital
Improvement Projects/Maintenance Management Plan Budget until the June 7, 2016 OCPR
Commission meeting.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed License Agreement — Asplund Tree Expert Company
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the proposed license agreement
and attached exhibits for Asplundh Tree Expert Company, for use of the property adjacent to the
maintenance yard at Orion Oaks County Park for staging and vehicle/equipment storage.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed National Parks and Recreation Month Resolution - July 2016
Moved by Mr. McGillivray, supported by Mr. Baumhart adopt the following resolution in support of
proclaiming July 2016 as National Recreation and Parks Month, and forward it to the Oakland
County Board of Commissioners for final approval:
WHEREAS, the Oakland County Parks and Recreation Commission's mission is to
provide all residents of Oakland County with recreational, leisure, and learning
experiences, parks, open spaces, and facilities, resulting in a comprehensive county park
system that enhances quality of life; and
(OCPR Commission Meeting, May 3, 2016)
Page 4
WHEREAS, in 2016, the Oakland County Parks and Recreation Commission is celebrating 50
years of providing innovative recreational experiences, facilities, and programs for the residents
of Oakland County; and
WHEREAS, parks, recreation activities, and leisure experiences provide opportunities for
young people to live, grow, and develop into contributing members of society; and
WHEREAS, parks and recreation creates lifelines and continued life experiences for
older members of our community; and
WHEREAS, parks and recreation generates opportunities for people to come together
and experience a sense of community through fun recreational pursuits; and
WHEREAS, parks and recreation agencies provide outlets for physical activities,
socialization, and stress -reducing experiences; and
WHEREAS, parks, playgrounds, nature trails, open spaces, community and cultural
centers, and historic sites make communities attractive and desirable places to live, work,
play, and visit, in a manner that contributes to our ongoing economic vitality; and
WHEREAS, parks, greenways, and open spaces provide a welcome respite from our
fast -paced, high-tech lifestyles while simultaneously protecting and preserving our natural
environment; and
WHEREAS, parks and recreation agencies touch the lives of individuals, families, groups,
and the entire community, which positively impacts upon the social, economic, health,
and environmental quality of our community.
NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation
Commission proclaims July 2016 as Recreation and Parks Month and encourages all
citizens to celebrate healthy, active lifestyles by participating in their choice of recreation
and park activities.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Pendina Capital Proiects Summa
Chief of Park Facilities Maintenance and Development Mike Donnellon presented the Pending Capital
Projects Summary report.
Communications & Marketing Update Presentation
Supervisor of Communications and Marketing Desiree Stanfield provided an extensive update on the
Oakland County Parks and Recreation Communications and Marketing initiatives. The areas covered in
this presentation included Marketing and Advertising Evaluation Methods, 2015 Strategy Review, 2016
Golf Marketing Strategy, 2016 Waterpark Marketing Strategy, 2016 Campgrounds Marketing Strategy
and a Skidmore Branding Project Update.
Proposed Residential Lease - Waterford Oaks 2930 Watkins Lake Road / Brad Lowe
Moved by Mr. Fowkes, supported by Mr. McGillivray to adopt the following resolution approving
the Residential Lease with Brad Lowe for the Waterford Oaks Residential Property located at
(OCPR Commission Meeting, May 3, 2016)
Page 5
2930 Watkins Lake Road, Waterford, MI 48328 for a 5-year term effective May 15, 2016, and
forward it to the Oakland County Board of Commissioners for final approval:
WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park; and
WHEREAS, a 1,432-square foot house, identified as 2930 Watkins Lake Road, Waterford, MI
48328, is located on the grounds of Waterford Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease
said house located at 2930 Watkins Lake Road, Waterford, MI 48328 to Brad Lowe for a
period commencing May 15, 2016 through December 31, 2021; and
WHEREAS, under the terms and conditions of the attached Lease Agreement Brad Lowe will
pay rent as follows:
May 15, 2016 — December 31, 2016
$914.00
January 1, 2017 — December 31, 2017
$932.00
January 1, 2018 — December 31, 2018
$951.00
January 1, 2019 — December 31, 2019
$970.00
January 1, 2020 — December 31, 2020
$989.00
January 1, 2021 — December 31, 2021
$1,009.00
each month and pay all utility costs; and
WHEREAS, the Departments of Facilities Management and Corporation Counsel have reviewed
and/or prepared all necessary documents related to the attached lease agreement; and
WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission
and the Department of Facilities Management that the Oakland County Board of Commissioners
accept and approve the terms and conditions of the attached Lease Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve and
authorize the attached Lease Agreement between the County of Oakland and Brad Lowe.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County
Parks and Recreation Rental House Revenue fund line item.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Discussion on Springfield Oaks Ellis Barn Preservation Easement and Lift Exemption.
There are two issues regarding the Springfield Oaks Ellis Barn currently under consideration. The first is
the Ellis Barn Preservation Easement. Corporation Jody Hall and the Commission worked out some
proposed language regarding the preservation easement to make sure we are not obligated to spend all
our money at the Ellis Barn in advance of important projects that we need to maintain in our parks
system. We have not yet received a response back regarding these proposed revisions.
The second item is the ADA Vertical Lift Exemption. We are dealing with the State of Michigan
Construction code requirements for the handicapped and also the Federal Government in terms of
accessibility. There was a meeting at the Ellis Barn with some Commissioners, staff and the architect
which was a productive discussion. We are focusing at this point on two different avenues:
(OCPR Commission Meeting, May 3, 2016)
Page 6
1. Provide some alternate means of bringing handicapped people into the second floor by way of
using handicap golf carts going up the existing ramp.
2. Determine whether or not we want to have some kind of hiatus on using the 2"d floor to see how
that affects rentals. The 2"d floor provides a great deal of opportunity for that barn because it's a
magnificent showpiece, and to do that could be a problem. But on the other hand the exemption
we have on the lift from the State of Michigan expires in February 2019, which means that for all
of next year and all of 2018 we can rent both floors and not have a problem. The question is do
we want to see what happens in 2019 and 2020 if we don't use 2"d floor. It's obviously not a
decision that needs to be made today, especially if we are successful in exploring the alternate
means of getting people up to the 2" floor.
At this point the estimated cost to put in the lift in is approximately $192,000 and we have $190,000
budgeted. In addition, there would be annual maintenance costs for this lift.
The fact is that we are never going to be able to generate enough income to pay for this project - either
for ramp for a lift. Commissioner Fowkes advised he felt this board has to make decision on whether or
not this is a benefit for county residents - that's the only way we can justify spending $200K on the lift
because we will never recoup enough revenues to break even. If we are going to use the upstairs and
downstairs we need to put in ADA accessibility - either a ramp or a lift. .
Chairman Fisher advised there is a third avenue that would be to let people that are interested in barns
and historic preservation form some kind of support group to help finance this project.
LC Scramlin, Director of the Oakland County 4-H Fair reminded the Commission that the community
originally came up with funds for the Ellis Barn for excavating; engineering; discounts for concrete and
footings; plans for masonry; and the use of Oakland County Trustee labor. It would be a shame to lose
the ability to use upper floor area. This facility is a true asset and we need to reach out to folks for help.
Mr. Scramlin advised the Commission he felt the Fair Board would certainly help raise funds for this
project.
The Commission requested staff to rekindle the fund raising efforts launched 10+ years ago and look at
strategies as to how we could potentially get donations for the needed improvements at the Ellis Barn.
REPORTS:
Executive Officer's Report
In addition to the items included in the Executive Officer's Report filed in the agenda packet, Executive
Officer Daniel Stencil provided a historical spotlight, in conjunction with the OCPR 50th Anniversary on
OC Parks as shown on the cover of the current OCPR agenda packet.
Participation and Program Review
The Participation and Program Review report for April 2016 was received.
Staff reported one of the Recreation Supervisors in the South Office at Catalpa Oaks will be
leaving and that position will not be filled. In addition, staff will evaluate the benefits and cost to
determine if that office should remain open. If in the future it is determined that positon is needed
staff will come back to the Commission with a request.
The Commission requested staff include information on the scheduled bus replacement program
and possible bus leasing program on the June OCPR Commission meeting agenda.
(OCPR Commission Meeting, May 3, 2016)
Page 7
Parks Fiscal Sustainabilitv (Finance and Service Deliverv) Committee_ Update
Manager of Parks and Recreation Operations Sue Wells provided an update on the progress of the Parks
Fiscal Sustainability including capital equipment, fleet vehicles, show mobiles and stages, the list of new
equipment needed, revenue sources, season passes at the golf courses, golf loyalty cards, and possible
pilot programs. In addition she reported on part-time staffing, the ability to recruit new pa -time staff
especially in the lifeguard positons, the impact on the OCPR revenues and working with HR on possible
recruitment/retention opportunities.
Vice Chairman VanderVeen thanked staff for the report on the status of the Annual Vehicle Permits to
date. Based on the amount of sales he suggested OCPR offer a program that would allow a patron to
purchase one Annual Vehicle Permit at full price, and then purchase a second at half price as long as it
was for a second car in the same family/household. Staff will include this proposal in the proposed
recommendation on the 2017 Fees and Charges in the fall.
Executive Committee Update
There was no report from the Executive Committee due to vacation schedules.
OLD BUSINESS:
Proposed OCPR Historical Structures/Photographs
Staff presented a list of proposed historic OCPR structures/assets, maps of each park showing the
location of the assets and photographs of each asset, as requested by the Commission at the March
OCPR Commission meeting. The Commission requested this item be placed on the Executive
Committee meeting agenda of May 24, 2016, in order to start discussion on the justification for placing
any structures on the list or removing them from consideration.
NEW BUSINESS:
Vice Chairman VanderVeen suggested it would be a good time to update the pictures of the Oakland
County Parks that are currently hanging in the Oakland County facility cafeteria.
Commissioner McGillivray thanked OCPR staff for their assistance at the Red Oaks Nature Center Park
Cleanup. He said staff and volunteers did an outstanding job.
Commissioner Kostin advised there is a new food provider at the Oakland County Courthouse and the
change to the new vendor appears to be working very well.
ADJOURNMENT:
Meeting adjourned at 11:16 a.m.
John A. Scott, Secretary Vicky ValkYec6rding Secretary