HomeMy WebLinkAboutMinutes - 2016.06.07 - 39344Oakland County Parks and Recreation Commission
Regular Meeting
June 7, 2016
Chairman Fisher called the meeting to order at 2:08 p.m. in the meeting room at the Independence Oaks
Lewis E. Wint Nature Center.
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:
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ALSO PRESENT:
Parks and Recreation
OC Corporation Counsel
OC Fiscal Services
OC Human Resources
OC Purchasing
Oakland County 4-H Fair Association
Oakland Aquaponics
Oakland County Historical Comm.
Oakland County Citizen
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Phil Castonia, Chief of Business Operations
D J Coffey, Independence Oaks Park Supervisor
Zach Crane, Architectural Engineer II
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Jim Dunleavy, Chief -Park Operations & Maint.-North District
Terry Fields, Chief -Recreation Programs and Services
John Haney, Recreation Program Supervisor
Tom Hughes, Chief -Park Operations & Maint.-South District
Karen Kohn, Supervisor Admin. Services - Retired
Melissa Prowse, Supervisor of Planning
Desiree Stanfield, Supervisor of Communications & Mrktg.
Brendan Westley, Intern
Jody Hall, Attorney
Jeff Phelps, Parks and Rec. Fiscal Coordinator
Sara Kohn, Human Resources Analyst I
Andy Krumwiede, Buyer II
L C Scramlin, Director
Loren Hotchkiss
Bruce Ellwinger
Jeff Ellwinger
Carol Egbo
Jennifer Radcliff
Arthur (Sonny) Kohn
Moved by Mr. Fowkes, supported by Mr. McGillivray 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.
(OCPR Commission Meeting, June 7, 2016)
Page 2
APPROVAL OF MINUTES:
Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the minutes of the OCPRC
Regular Meeting of May 3, 2016, with the following change - under REGULAR AGENDA:
Discussion on Springfield Oaks Ellis Barn_ Preservation Easement and Lift Exemption - replace
the sixth paragraph on Page 6 as follows:
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.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
LC Scramlin, Director of the Oakland County 4H Fair Association, advised the Commission that the
2016 Oakland County Fair will be held at Springfield Oaks County Park July 8 —17, 2016.
INTRODUCTION:
Chief of Park Operations & Maintenance -North District Jim Dunleavy introduced Brendan Westley who
was recently hired as an OCPR Intern. Brendan is a senior at East Stroudsburg University in Northeast
Pennsylvania majoring in Recreation and Leisure Management. While at OCPR he will be working on
Emergency Action Plans, Special Events and Campground Recreation Programs.
PRESENTATIONS:
1. OCPR 50th Anniversary Testimonials: Supervisor of Communications and Marketing
Desiree Stanfield displayed testimonials from Oakland County Executive L. Brooks Patterson,
Mojo in the Morning from 95.5 FM Radio, and Steve Grunwald from 99.5 WYCD FM Radio all
congratulating Oakland County Parks and Recreation on the 50th Anniversary.
2. mParks Community Service Award: This honor was awarded to OCPR Historical Corps
representative/volunteer Carol Egbo at the April 20, 2016 mParks for all of her assistance with the
historical aspects of Oakland County Parks.
3. Waterford Community Recognition Award - 50th Anniversary. Oakland County Parks and Recreation
received a Waterford Township Annual Recognition Award from Waterford Township and the
Waterford Chamber of Commerce, in recognition of the OCPR 50th Anniversary and also for providing
parks and recreation programs.
4. Recognition of Karen Kohn, Supervisor of Administrative Services — Retirement: Chief of Business
Operations Phil Castonia presented Karen Kohn a plaque congratulating her on her retirement after
40+ years of working at Oakland County Parks and Recreation.
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mr. Scott to approve Items 9A through 9Q under Consent
Agenda, as follows:
(OCPR Commission Meeting, June 7, 2016)
Page 3
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
04/30/16 (FM 07, FY16)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
04/30/16 (FM 07, FY16)
C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
04/30/16 (FM 07, FY16)
D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 04/30/16 (FM 07, FY16)
E. FY 2016 CIP Schedule Update
F. FY 2015 Non-CIP Maintenance Projects Update
G. Fiscal Services 2nd Quarter Financial Forecast Report
H. 2nd Quarter Facilities Budget Amendment/Transfer
I. Monthly Purchasing Reports for Month Ending 03/31/16 (FM 06, FY16)
J. Monthly Food & Beverage Vendor Sales Reports 03/31/16 (FM 06, FY16):
1. Katherine's
2. MMD
3, Oak Management
K. FY 2015 CIP Project Approvals: Groveland Oaks Fishing Pier (Construction Approval)
L. Temporary Use Permits w/Alcohol Sales:
St. Stephens Church - 06/18/16 - Lobsterfest at Waterford Oaks
M. Quarterly Sponsorship Recognition - Resolutions:
1. Oakland County Credit Union
2. Genisys Credit Union
N. FY 2016 2nd Quarter Contributions Report
O. FY 2016 2nd Quarter Sponsorship Report
P. FY 2016 2nd Quarter Temporary Use Permit Revenue Report
Q. 2nd Quarter FY 2016 Uncollectible Debt Write-off
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Conceptual Approval of Proposed FY 2017-2019 Budget/Proposed FY 2017 Capital Equipment
Budget/Proposed FY 2017 Capital Improvement Projects/Maintenance Management Plan Budget/
Updates to FY2020 and FY2021 Net Position — Unrestricted Projections
The FY2017-FY2019 budget included with this packet differs from the budget document presented
May 3, 2016 by the following amounts:
(OCPR Commission Meeting, June 7, 2016)
Page 4
Parks and Recreation Commission FY2017-FY2019 Budget
Document Comparson
Revenue and Expense Budget:
FY2017
FY2018
FY2019
May 3, 2016 Budget Document
$ 24,373,953 $
24,857,740 $
24,417,689
June 7, 2016 Budget Document
25,180,953
25,282,515
24,303,982
Sum of Adjustments
$ 807,000 $
424,775 $
(113,707)
These changes reflect the additional property taxes, adjustments in salaries and fringe benefits in the
Operating Budget, Depreciation, the costs associated with the Independence Oaks Safety Path, the
proposed ORV Park, the Capital Impact on the Fund Balance and Planned Use of Fund Balance.
After review of the Proposed FY 2017-2019 OCPR Commission Budget staff recommended the .
Commission conceptually approve the Proposed FY 2017-2019 OCPR Commission Budget and forward
it to the Oakland County Board of Commissioners for the July 1, 2016, submittal deadline and OC BOC
for final approval on September 22, 2016. Revisions may still be made as long as they are submitted
before the Board of Commissioners approval in September.
Moved by Mrs. Long, supported by Mr. McGillivray to conceptually approve the Proposed
FY 2017-2019 Oakland County Parks and Recreation Commission Budget in the amount of
$25,180,953; the Proposed FY2017 Capital Equipment Budget in the amount of $250,000; and
the Proposed FY2017 Capital Improvement Projects/Maintenance Management Plan Budget in
the amounts of $1,500,000 for Capital Improvement Projects and $680,500 for the Maintenance
Management Plan, and forward it to the Oakland County Board of Commissioners for inclusion in
the Oakland County Executive's recommended FY 2017-2019 Proposed Budget.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Bus Lease
Moved by Mr. Baumhart, supported by Mr. Potts to award the bid to lease a 38-passenger
commercial bus, to replace Bus #04-901 a 2004 School Bus, from CH&H Leasing/Fleet Solutions
the leasing division for Hoekstra Transportation from Grand Rapids, Michigan, at a cost of
$1,697.13 per month for a 3-year lease period, for a total of $61,096.68. Funds for this lease
would come from the FY 2016 Equipment Maintenance line item.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Commissioner Fowkes advised staff that he appreciated all the hard work on this year's budget and he
thanked them for all their efforts.
Proposed Oakland Countv 4H Fair Association Cooperative Agreement and Lease - Springfield Oaks
Chairman Fisher asked staff if we have evaluated what the cost is to OCPR and what we have
contributed for this Fair. Staff advised we have and will follow up with a report to the Commission
showing the associated costs.
Moved by Mrs. Long, supported by Mr. Scott to approve the following resolution approving a
Lease Agreement between the Oakland County 4-H Fair Association and Oakland County Parks
(OCPR Commission Meeting, June 7, 2016)
Page 5
and Recreation Commission at Springfield Oaks Park, to become effective January 1, 2017 for a
five-year agreement, with a five-year renewal option, and forward it to the Oakland County Board
of Commissioners for final approval:
WHEREAS the County of Oakland is the owner of Springfield Oaks County Park located in the
Charter Township of Springfield, Oakland County; and
WHEREAS, the Oakland County Fair, facilitated by the Oakland County 4-H Fair Association,
meets the Oakland County Parks and Recreation Commission's Strategic Plan objectives in the
areas of Partnerships, Special Events, and Youth Programming and supports the Michigan State
University Extension's (MSUE) mission of help(ing) people improve their lives through an
educational process that applies knowledge to critical issues, needs and opportunities; and
WHEREAS, the current lease agreement between Oakland County Parks and Recreation
Commission and the Oakland County 4-H Fair Association is expiring on December 31, 2016;
and
WHEREAS, the Oakland County Parks and Recreation Commission wishes to enter into a five-
year agreement with a five-year renewable option with the Oakland County 4-H Fair Association
as stated in the attached Agreement; and
WHEREAS, Corporation Counsel has reviewed and/or prepared all necessary documents related
to the attached Agreement; and
WHEREAS, it is the recommendation of the Oakland County Parks and Recreation Commission
that the Oakland County Board of Commissioners accepts and approves the terms and
conditions of the attached Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approves and
authorizes the attached Agreement between Oakland County Parks and Recreation Commission
and the Oakland County 4-H Fair Association.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission
recommends the Oakland County Board of Commissioners directs its Chairperson or designee to
execute the attached Agreement.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Pending Capital Projects SummaN
Chief of Park Facilities Maintenance and Development Mike Donnellon presented the Pending
Capital Projects Summary report.
Vice Chairman VanderVeen asked for an update on the status of the proposed sponsorship from
Oakland County Credit Union. Staff advised we are working on a proposed policy and are having
conversations with the Credit Union on a variety of projects.
Waterford Oaks Greenhouse RFP Proposal Presentation
Staff provided the Commission with the background on previous operations at the Greenhouse, including
alternate options for the best optimal use of the facility. A Request for Proposal (RFP) was released for
(OCPR Commission Meeting, June 7, 2016)
Page 6
an operations lease or a deconstruct/removal option. Only one operational lease was received from
Oakland Aquaponics.
Bruce Ellwinger and Jeff Ellwinger of Oakland Aquaponics provided an outline of the potential lease
operations at the Waterford Oaks Greenhouse. This included the aquaponics operations with fish
breeding, filtration and organic farming using the waste byproducts for fertilization in an urban setting.
Chairman Fisher wanted it noted that the Commission is not interested in selling any part of the Waterford
Oaks property; this will only be for the lease of the facility.
Staff requested approval to proceed with negotiations on the operational lease of the Waterford Oaks
Greenhouse with Oakland Aquaponics and bring back to the Commission in August or September for
approval. The Commission requested staff include an aspect of education and recreation as part of the
negotiated lease.
Moved by Mr. McGillivray, supported by Mr. Fowkes to direct staff to negotiate a lease agreement
with Oakland Aquaponics for the operation of the Greenhouses at Waterford Oaks, and bring
back to the OCPR Commission for approval and referral to the Oakland County Board of
Commissioners for final approval.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Commissioners that will serve on the committee for the Waterford Oaks Greenhouse lease negotiations
are Commissioner Baumhart and Commissioner Potts.
Proposed Addison Oaks Park Plan: 2018-2022 OCPRC Comprehensive
Master Plan (1 of 13)
This item was postponed until the July 5, 2016 OCPR Commission meeting.
Proposed Nature Center Interpretive Services Program & Operations Re -Visioning
Staff provided a report on the proposed improvements at the Red Oaks and Lewis E. Wint Nature
Centers. The plan is to refresh, repackage and update the Nature Center and the exhibits. By doing this
it is anticipated that it could increase the activity in the facilities, attract new patrons and also bring former
patrons back. Staff informed the Commission that there are funds currently budgeted in 2017 to perform
these improvements at a cost of $17,500 per facility.
Staff also advised they are visiting other nature centers to evaluate other options and determine what is
working best at those facilities.
Chairman Fisher requested this item be referred to the OCPR Executive Committee to talk about the
potential for bringing people in and potential increase in visitor numbers before we authorize an RFP for
this work, more specifically where people will come from, and how many will come. This type of
information could justify making the investment in the facilities.
Moved by Mr. Fowkes, supported by Mr. Potts to refer this matter to the Executive Committee
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, June 7, 2016)
Page 7
Proposed Resolution Approving the Interlocal Agreement on the Independence Oaks Safety Path with
Independence Township
Moved by Mr. Fowkes, supported by Mrs. Long to approve the following resolution recommending
approval of an Interlocal Agreement between the Charter Township of Independence and
Oakland County on the Independence Oaks Safety Path Project, along Sashabaw Road by
Independence Oaks County Park, which recognizes a $600,000 contribution from the Charter
Township of Independence as part of the Interlocal Agreement; and
Move to approve a FY2018 budget amendment to decrease the Planned Use of Balance
operating revenue account and to recognize an operating contribution in the amount of $600,000
from the Charter Township of Independence as part of the Interlocal Agreement pertaining to the
Independence Oaks Safety Path project, and forward this matter to the Oakland County Board of
Commissioners for final approval.
Revenue:
Cost
Center
PUB
ADM
Department Program Account Account Name
5060666 160666 665882 Planned Use of Balance
Revised
FY 2018 FY2018
Rec. FY 2018 Rec.
Budget Amendment Budget
$1,224,688 $ (600,000) $ 624,688
5060101 160000 650104 Contributions Operating - 600,000
WHEREAS the County of Oakland is the owner of Independence Oaks County Park located in
the Charter Township of Independence, Oakland County; and
WHEREAS the Charter Township of Independence is proposing the construction of a safety path
extension from the entrance of Independence Oaks County Park north to Oak Hill Road along
Sashabaw Road adjacent to the park; and
WHEREAS one of the strategies in the Oakland County Parks and Recreation Commission's
adopted Strategic Master Plan is to "work with county departments, state and local agencies,
community leaders and non-profit organizations to complete and promote the Oak Routes Trail
Network in Oakland County;" and
WHEREAS this proposed portion of the safety path is included as a proposed extension of the
Oak Routes Trail Network; and
WHEREAS this proposed portion of the safety path will provide connectivity between the main
park at Independence Oaks County Park and Independence Oaks -North; and
WHEREAS an interlocal agreement has been proposed as a joint agreement between Oakland
County and the Charter Township of Independence for this construction project; and
WHEREAS Oakland County Corporation Counsel has reviewed the interlocal agreement; and
WHEREAS the Charter Township of Independence has committed $600,000 towards the
construction project; and
WHEREAS at its April 13, 2016 meeting, the Oakland County Parks and Recreation Commission
approved an amendment to the FY2016 budget for use in executing the agreement, including a
recognition of the $600,000 contribution from Independence Township as part of the agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners authorize and
approve the attached Agreement for Independence Safety Path Project between Oakland County
(OCPR Commission Meeting, June 7, 2016)
Page 8
and Charter Township of Independence for the construction of a safety path along Sashabaw
Road adjacent to Independence Oaks County Park.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission
recommends the Oakland County Board of Commissioners directs its Chairperson or designee to
execute the attached interlocal agreement.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
REPORTS:
The following reports were included in the agenda packet in written form:
Executive Officer Report: This written report was included in the agenda packet
• Participation and Program Review
OLD BUSINESS:
There was no old business to address.
NEW BUSINESS:
Staff requested the Commission bring their Addison Oaks Park Master Plan book back to the July 5, 2016
OCPR Commission meeting.
Proposed OCPR Commission Meeting Date Changes:
—July 5 2016 OCPRC Meeting Date (Possibly 07/12/16 (aD, 2:00 PM)
2016 Oakland County Fair at Springfield Oaks Activity Center
—September 6 2016 OCPRC Meeting Date (Possibly 9/13/16 (c 9:00 AM)
No action was taken on this item.
ADJOURNMENT:
Meeting adjourned at 4:00 p.m.
'John A. Scott, Secretary Vicky Valko, iRec6frding Secretary