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HomeMy WebLinkAboutMinutes - 2016.07.05 - 39345Oakland County Parks and Recreation Commission Regular Meeting July 5, 2016 Vice Chairman VanderVeen 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, Secretary John A. Scott, Executive Committee Member Gary McGillivray, A. David Baumhart III, Ronald Fowkes, Robert E. Kostin, Christine Long, Jim Nash COMMISSION MEMBERS ABSENT WITH NOTICE: David Potts ALSO PRESENT: Parks and Recreation OC Fiscal Services Oakland County MSU Extension APPROVAL OF AGENDA: Daniel Stencil, Executive Officer Jeremy Brown, Asst. Park Supv.—W/O Farmers Market Phil Castonia, Chief of Business Operations 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 Tom Hughes, Chief -Park Operations & Maint.-South District Jen Myers, Architectural Engineer II Meagan Murphy, Comm. & Mrktg. Assistant Jeff Phelps, Parks and Rec. Fiscal Coordinator Robin Danto Carol Lenchek Moved by Mr. Scott, supported by Mr. McGillivray to approve the agenda as submitted. AYES: Baumhart, Fowkes, Kostin, McGillivray, Potts, Scott, VanderVeen (7) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the minutes of the OCPRC Regular Meeting of June 7, 2016, as submitted. AYES: Baumhart, Fowkes, Kostin, McGillivray, Potts, Scott, VanderVeen (7) NAYS: (0) Motion carried on a unanimous voice vote. PUBLIC COMMENTS: There were no comments from the public. (OCPR Commission Meeting, July 5, 2016) Page 2 PRESENTATIONS: 1. OCPR 50th Anniversary Testimonials: Communications and Marketing Assistant Meagan Murphy displayed testimonials from OCPR BMX Volunteers, Disney star Peyton List, and Waterford Oaks Waterpark patrons all congratulating Oakland County Parks and Recreation on the 50th Anniversary. 2. Recognition of Oakland County Sheriff's Office Sergeant Kelly Sexton for completion of a 10-week national credit hour program at Northwestern University's School of Police Staff and Command. 3. Recognition of Oakland County Sheriff's Office Deputy Storm: Deputy Bill Storm, Part-time OCSO Deputy for Oakland County Parks was recognized for receiving the 2016 OCSO Part-time Deputy of the Year Award. Deputy Storm has 28 years of service with the OCSO Oakland County Parks division. 4. Michigan State University Extension — Robin Danto and Carol Lenchek: Assistant Parks Supervisor and Oakland County Farmers Market Manager Jeremy Brown, presented Robin Danto, MSUE Health & Nutrition Educator and Carol Lenchek, Supervisor for Oakland County Master Gardener program with the mParks Community Service Award which recognizes individuals and groups who show outstanding support to public recreation and park programs in their community. The MSU Extension Service has had a presence at the Oakland County Farmers Market for the past few years providing free educational programs to teach both children and adults about the nutritional value of produce, gardening tips or how to select produce at the market and how to use their purchases at home. INTRODUCTION: The introduction of OCPR Intern Meghan Fitzgerald was postponed until the August 10, 2016 Commission meeting. CONSENT AGENDA: Moved by Mrs. Long, supported by Mr. Fowkes to approve Items 9A through 9H under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 05/31/16 (FM 08, FY16) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 05/31/16 (FM 08, FY16) C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 05/31/16 (FM 08, FY16) D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 05/31/16 (FM 08, FY16) E. FY 2016 CIP Schedule Update F. FY 2016 Non-CIP Maintenance Projects Update G. Monthly Purchasing Reports for Month Ending 04/30/16 (FM 07, FY16) H. Monthly Food & Beverage Vendor Sales Reports 04/30/16 (FM 07, FY16): 1. Katherine's 2. Fuller Oak Management 3. MMD (OCPR Commission Meeting, July 5, 2016) Page 3 AYES: Baumhart, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: Proposed RFP for Engineering/Design Independence Oaks Sashabaw Safety Path — Independence Township/Oakland County & Timeline — at Independence Oaks County Park Moved by Mr. Fowkes, supported by Mr. Nash to approve the release of the Request for Proposal (RFP) through Oakland County Purchasing for the design/engineering of the Independence Oaks Sashabaw Safety Path. A recommendation to award a design/engineering contract will be brought back to the Commission at a later date. AYES: Baumhart, Fowkes, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Proposed RFP for Independence Oaks — North Bailey House Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the release of the Request for Proposal (RFP) through Oakland County Purchasing for solicitation of groups interested in the purchase, relocation, or deconstruction of the Bailey House at Independence Oaks North. AYES: Baumhart, Fowkes, Kostin, Long, McGillivray, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Proposed RFP for Independence Oaks North Manor House — Executive Estate Development Lease Staff presented a proposal to proceed with a Request for Qualifications (RFQ) for the Independence Oaks -North Manor House: Executive Estate Development Lease through Oakland County Purchasing. The intent was to determine the most qualified individual or organization to perform the necessary property development and management for leasing the estate. Once the most qualified individual or organization for the lease was selected, a monthly fee and lease period could be negotiated in the best interest of the County. The Commission requested a report from staff on other options that might be available for the property. Moved by Mr. Fowkes, supported by Mr. Baumhart to table this item in order to provide the staff and Commission the opportunity to research and discuss other options available for this property at minimal costs. AYES: Baumhart, Fowkes, Kostin, Long, McGillivray, Nash Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Proposed Residential Lease Renewal — Independence Oaks Kristi Ottman Leahy Moved by Mr. McGillivray, supported by Mr. Baumhart to adopt the following resolution approving the Residential Lease with Kristy Ottman Leahy for the Independence Oaks (OCPR Commission Meeting, July 5, 2016) Page 4 Residential Property located at 5511 Oakhill Road, Clarkston, MI 48348 effective September 15, 2016 through December 31, 2017, and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS, the County of Oakland is the owner of Independence Oaks County Park; and WHEREAS, a 760-square foot house, identified as 5511 Oakhill Road, Clarkston, MI 48348, is located on the grounds of Independence Oaks County Park; and WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease said house located at 5511 Oakhill Road, Clarkston, MI 48348 to Kristy Ottman Leahy for a period commencing September 15, 2016 through December 31, 2017; and WHEREAS, under the terms and conditions of the attached Lease Agreement Kristy Ottman Leahy will pay rent as follows: September 15, 2016 — December 31, 2016 $773.00 January 1, 2017 — December 31, 2017 $788,00 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 Commission hereby recommends the Oakland authorize the attached Lease Agreement Kristy Ottman Leahy. the Oakland County Parks and Recreation County Board of Commissioners approve and between the County of Oakland and 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, Fowkes, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Governmental Interlocal Agreement with Groveland Township for Controlled Burns at Groveland Oaks County Park for Invasive Species Control Moved by Mrs. Long, supported by Mr. Scott to approve the following resolution recommending approval of the Agreement.for Controlled Burn at Groveland Oaks County Park Between Oakland County and Township of Groveland, and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS Oakland County Parks and Recreation regularly conducts prescribed burns of its parklands to maintain biodiversity, rehabilitate vegetation and control invasive species; and WHEREAS Groveland Township has an interest in conducting prescribed burns at Groveland Oaks County Park as part of its Fire Department training program; and (OCPR Commission Meeting, July 5, 2016) Page 5 WHEREAS utilizing Groveland Township to conduct prescribed burning at Groveland Oaks will save county resources and provide valuable training to the Groveland Township Fire Department; and WHEREAS the Oakland County Parks and Recreation 5-Year Recreation Master Plan calls for the continuation of active natural resource management including prescribed burning. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves the Agreement for Controlled Burn at Groveland Oaks County Park Between Oakland County and Township of Groveland. AYES: Baumhart, Fowkes, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. 2015 Michigan Department of Natural Resources OC CISMA Michigan Invasive Species Grant Program Award — Match Funding Moved by Mr. McGillivray, supported by Mr. Nash to approve the following resolution recommending the approval of $52,304 ($43,804 in budgeted on -the -ground natural resource management expenditures, $8,500 in office space value) in match funding for invasive species management at five (5) Oakland County Parks as part of the Oakland County Cooperative Invasive Species Management Area's Michigan Invasive Species Grant Program 2015 grant award and forward it to the Oakland County Board of Commissioners for final approval. WHEREAS Oakland County Parks and Recreation utilizes best practices to manage invasive species throughout the 13 county parks as part of its annual and ongoing park maintenance; and WHEREAS Oakland County Parks and Recreation is a member of the Oakland County Cooperative Invasive Species Management Area whose purpose is to work toward addressing the effects of invasive species across jurisdictional boundaries through programs, education and outreach, and securing grant funding to support these efforts; and WHEREAS the Oakland County Cooperative Invasive Species Management Area was awarded a 2015 grant from the Michigan Department of Natural Resources Michigan Invasive Species Grant Program; and WHEREAS Oakland County Parks and Recreation is recognized as contributing match to the grant in the form of on -the -ground invasive species management ($43,804) and in -kind office space (valued at $8,500); and WHEREAS Oakland County Parks and Recreation will be reimbursed $10,941 for treatment of swallow -wort and phragmites at five (5) County Parks as part of the grant award. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission approves the grant match in the amount of $52,304 ($43,804 in on -the -ground invasive species management and $8,500 in in -kind office space value) for the Michigan Department of Natural Resources Michigan Invasive Species Grant Program grant award to the Oakland County Cooperative Invasive Species Management Area. (OCPR Commission Meeting, July 5, 2016) Page 6 AYES: Baumhart, Fowkes, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. FY2016 CIP Project Approval: Addison Oaks Fuel Tank Replacement Change Order Moved by Mr. Fowkes, supported by Mr. McGillivray to approve a project change order for the Addison Oaks Fuel Tank Replacement in the net amount of $15,039.06 for the proper testing and disposal of fuel contaminated soils, for a total project cost of $105,659.06, as follows: Change Order Annual Contracts $ 11,214.28 Matzak, Inc. $ 15,644.78 Total Change Order $ 26,859.06 15% Contingency-$11,820.00 Net Change Order $ 15,039.06 AYES: Baumhart, Fowkes, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Pending CIP Project Summary Chief of Park Facilities Maintenance and Development Mike Donnellon presented the Pending Capital Improvement Projects Summary Report. Moved by Mrs. Long, supported by Mr. Fowkes to receive and file the Pending Capital Improvement Projects Summary Report. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Proposed Park Concept Plan: 2018-2022 OCPRC Comprehensive Master Plan (1 and 2 of 13) Addison Oaks Park Concept Plan and Catalpa Oaks Park Concept Plan Staff presented proposed park concept plans for Addison Oaks and Catalpa Oaks parks. The plan is to incorporate concepts from the Addison Oaks and Catalpa Oaks park plans into the 5-Year Parks and Recreation Master Plan 2018-2022. Individual park plans are primarily focused on the long-term stability, management and programming of existing assets and facilities. Operational and facility improvements are designed to meet the recreational needs of county residents and to be welcoming to people of all abilities, ages and cultures. All of the park plans and master plans will be done by OCPR staff. The Park plans are based on: ✓ The policies, goals and objectives of the Oakland County Parks and Recreation Commission ✓ Current conditions of the park and its assets and facilities ✓ Accessibility assessments and ADA transition plans ✓ Public engagement and recreational trends ✓ Evaluation of performance metrics (OCPR Commission Meeting, July 5, 2016) Page 7 Addison Oaks Park Plan: Vision ✓ Preservation of natural and historic character ✓ Four season outdoor adventure recreation ✓ Enhanced accessibility for persons of all abilities ✓ Enhanced connectivity throughout park ✓ Regional trail connectivity ✓ Increased customer satisfaction ✓ Use of park by new populations ✓ New programmatic and revenue -generating opportunities Catalpa Oaks Park Plan: Vision ✓ Enjoyment of greenspace in an urban setting ✓ Scheduled outdoor recreation programming ✓ Enhanced accessibility for persons of all abilities ✓ Trails and access routes connected to local pathways and public transit ✓ Stormwater best management practices in place ✓ Increased maintenance cost-effectiveness with on -site storage and maintenance facilities ✓ Improved maintenance of sports fields increases quality of user experience and revenue to park ✓ Long-term strategy for sports fields area, based on outcomes, has determined whether to maintain status quo, increase capital investment in sports fields, or transition to a different recreational focus ✓ Increased customer satisfaction ✓ Use of park by new populations ✓ New programmatic and revenue -generating opportunities Staff also provided information on possible areas to focus on for future improvements or enhancements within the parks, the possible phasing in of when improvements could be made, as well as possible collaborative programs that could be coordinated within each park. Moved by Mr. Scott, supported by Mr. McGillivray to receive and file the Proposed Park Concept Plan: 2018-2022 OCPRC Comprehensive Master Plan (1 and 2 of 13) Addison Oaks Park Concept Plan and Catalpa Oaks Park Concept Plan. AYES: Baumhart, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Scott, VanderVeen (9) 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 packet, Executive Officer Daniel Stencil provided an update on the following items: • Some of the Oak Trees at the White Lake Oaks Golf Course have Oak Wilt Disease and those effected will be removed • Addison Oaks Wetland Mitigation application with the Michigan Department of Natural Resources • OCPR staff Key Projects • Oakland Schools Student Educational Program with OCPR • Key Initiatives - the Commission expressed interest in providing input and feedback • September OCPR Commission meeting will be September 6, 2016 at 9:30 a.m. at the OCPRC Administration Office (OCPR Commission Meeting, July 5, 2016) Page 8 • Sales are going well on the 50th Anniversary Groupon Passbook Sales • Proposed TIF (Tax Increment Finance) Revenue Captures in Oakland County communities and the Oakland County Opt Out option that is available • Upcoming interviews with marketing consultant Skidmore Studios with the Commission and key staff Update on Proposed OCPR Website Upgrades Chief of Business Operations Phil Castonia advised the Commission there has not been a lot of forward movement on the OCPR website. Oakland County IT has just finalized the OC H/R's website. We are currently looking at what should be added as well as what should be deleted. We are still planning on a September 30-October 1 launch. In addition, the marketing and branding consultant could evaluate what we have and offer suggestions on where it could be improved. Participation and Program Review The Participation and Program Review report was received. Executive Committee Update Chairman Fisher provided an update to the Commission on the items discussed at the Executive Committee meeting. Those items include: • Staff will be providing additional information to the Commission on the proposed updates to the Red Oaks/Wint Nature Centers facilities • There has not been much activity on the proposed ORV Park — things have stalled due to the negotiations with the MDNR and the property owners. Revised offers were recently made and a response from the property owners is expected within 30 days • The Request for Proposal for the Independence Oaks Manor House was tabled. Staff is working on setting up a meeting with the State on any possible rulings or grant restrictions about future use of the land/buildings. • Preservation Easement at the Ellis Barn — we are working with Corporation Counsel on possible modifications to this easement • Proposed policy for sponsorships and naming rights for OCPR facilities — this will be brought back for Commission review and approval at a future meeting OLD BUSINESS: There was no old business to address. NEW BUSINESS: There was no new business report. ADJOURNMENT: Meeting adjourned at 11:12 a.m. (_,,---"O-h'n A. Scott, Secretary Vicky Valko, Rebording Secretary J