HomeMy WebLinkAboutMinutes - 2016.08.10 - 39346Oakland County Parks and Recreation Commission
Regular Meeting
August 10, 2016
Chairman Fisher called the meeting to order at 2:09 p.m. in the Commission meeting room at
the
Oakland County Parks and Recreation Administration Office.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Secretary John A. Scott, A. David Baumhart III, Ronald Fowkes,
Robert E. Kostin, Christine Long, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
Vice Chairman J. David VanderVeen, Executive Committee Member Gary McGillivray,
David Potts
ALSO PRESENT:
Parks and Recreation
Oakland County Corp. Counsel
Oakland County Purchasing
International Order of Alhambra
Skidmore Studio
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Phil Castonia, Chief of Business Operations
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Sandy Dorey, Recreation Program Supervisor
Jim Dunleavy, Chief -Park Operations & Maint.-N. District
Terry Fields, Chief -Recreation Programs and Services
Meghan Fitzgerald, Intern
Tom Hughes, Chief -Park Operations & Maint.-S. District
Jen Myers, Architectural Engineer II
Jon Noyes, Principal Planner
Jody Hall, Attorney
Scott Guzzy, Administrator -Purchasing
Lou Schneider
Dennis Dopke
Mark Ostach, Account Team
Moved by Mr. Scott, supported by Mr. Nash to approve the agenda as submitted.
AYES: Baumhart, Fisher Fowkes, Kostin, Nash Scott (6)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, August 10, 2016)
Page 2
APPROVAL OF MINUTES:
Moved by Mr. Baumhart, supported by Mr. Kostin to approve the minutes of the OCPRC
Regular Meeting of July 5, 2016, as submitted.
AYES: Baumhart, Fisher Fowkes, Kostin, Nash Scott (6)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
PRESENTATIONS:
1. OCPR 50th Anniversary Testimonials: Communications and Marketing staff submitted
testimonials from Six Rivers Land Conservancy, Kristin Pierce of Channel 7 News, Kendall
Pritchard who got a hole -in -one at Springfield Oaks, and also a group of patrons that have
camped at Groveland Oaks for over 30 years all congratulating Oakland County Parks and
Recreation on the 50'h Anniversary.
2. 2016 mParks Community Service Award -International Order of the Alhambra, Denia of
Southfield, MI:
Recreation Program Supervisor Sandy Dorey presented the 2016 mParks Community
Service Award to the International Order of the Alhambra, Denia of Southfield, MI
representatives Lou Schneider and Dennis Dopke. Their organization provides funds to pay
for Oakland County Parks and Recreation Adaptive Programs.
INTRODUCTION:
Principal Planner Jon Noyes introduced OCPR Intern Meghan Fitzgerald. Meghan is a junior at
Grand Valley State University, majoring in Hospitality and Tourism, with a minor in History. She
provided an update to the Commission on the projects she has been working on during her
internship at Oakland County Parks and Recreation including researching alternative sources of
funding for park projects including the Ellis Barn and also some history based programs.
CONSENT AGENDA:
Moved by Mr. Kostin, supported by Mr. Scott to remove Item # 9K and approve Items 9A
through 9J under Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
06/30/16 (FM 09, FY16)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
06/30/16 (FM 09, FY16)
C. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
06/30/16 (FM 09, FY16)
D. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 06/30/16 (FM 09, FY16)
(OCPR Commission Meeting, August 10, 2016)
Page 3
E. FY 2016 CIP Schedule Update
F. FY 2016 Non-CIP Maintenance Projects Update
G. 3rd Quarter Building/Grounds Maintenance Allocation Amendment
H. Monthly Purchasing Reports for Month Ending 05/31/16 (FM 08, FY16)
I. Monthly Food & Beverage Vendor Sales Reports 05/31/16 (FM 08, FY16):
1. Katherine's
2. MMD
3. Oak Management
J. Temporary Use Permit: Clarkston Historical Society Barn Dance @ Ellis Barn
at Springfield Oaks Ellis Barn on October 15, 2016
AYES: Baumhart, Fisher, Fowkes, Kostin, Nash, Scott (6)
NAYS: (0)
Motion carried on a unanimous voice vote.
FY 2016 CIP Proiect Approvals: 1. Glen Oaks Bride/Groom Room - Conceptual Approval
This item was presented for conceptual approval and will be brought back before the
Commission for approval of the construction costs. The Commission requested the motion on
this item be modified to include, "in an amount not to exceed $40,000".
Moved by Mr. Fowkes, supported by Mr. Nash to approve continuing with the design and
bidding of the Glen Oaks Bride's/Groom's Room — Interior Renovation project for a cost
not to exceed $40,000.
AYES: Baumhart, Fowkes, Kostin, Long, Nash, Scott (6)
NAYS: Fisher (1)
Motion carried on a voice vote.
REGULAR AGENDA:
Update on Marketing & Branding Effort - Skidmore Studios
Mark Ostach, Director of Accounts from Skidmore Studio, provided an update to the
Commission on the Oakland County Parks and Recreation Marketing and Branding initiative,
focusing on the first of the three phases. This phase is the research and discovery phase of the
branding project. Moving forward there will be competitor research, surveys of users and non-
users, and interviews with various individuals including OCPR Commission members.
Mr. Ostach also provided details on the panel discussion recently held with partners,
constituents and a few business representatives. The Commission requested that a major
focus be placed on contacting representatives from the Oakland County business community. It
was also suggested that staff and/or representatives from Skidmore studio reach out to
Automation Alley, Medical Mainstreet, Fortune 500, the new Cultural League and other business
groups within Oakland County to receive their feedback.
(OCPR Commission Meeting, August 10, 2016)
Page 4
The presentation of just the findings from the discovery phase is scheduled for the
October 4, 2016 OCPR Commission meeting.
FY 2017 Proposal for Annual/Daily Vehicle Permit Fees
Moved by Mrs. Long, supported by Mr. Fowkes to approve the 2017 Annual Vehicle
Permit Fees for Oakland County Parks as follows:
Type of Permit
Approved
2017 Rate
Daily Motor Vehicle Fees - ALL Parks
Resident Discount
$ 5 /car/da
Regular Fee (Non -Resident)
$12/car/da
Sr. Citizen/Individuals with Disabilities/Military/Veterans
$ 4 /car/da
Special Fireworks Fee
$15 /car/da
Annual Motor Vehicle Permit - ALL Parks
Resident Discount
$30
Regular Fee (Non -Resident)
$48
Sr. Citizen/Individuals with Disabilities/Military/Veterans
Resident
$22
Sr. Citizen/Individuals with Disabilities/Military/Veterans (Non-
Resident
$32
Parks Perks Pass
$59
Resident Second Vehicle Discount
$20
Non -Resident Second Vehicle Discount
$38
Oakland County Oakfit Wellness Program
$20
Group Discounts Vehicle Permits:
Quantity:
Approved
Rate
25-100
$25
101-250
$20
251-500
$15
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Scott (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed OCPR Certificate of Inclusion — MDNR Conservation Candidate Agreement with
Assurances for the Eastern Massasauga Rattlesnake
Moved by Mr. Baumhart, supported by Mrs. Long to approve the following resolution
authorizing the County of Oakland Eastern Massasauga Rattlesnake Implementation
Plan (EMRIP), MDNR EMR Certificate of Inclusion Candidate with Assurances
Agreement (Cl CCAA) Application and forward it to the Oakland County Board of
Commissioners for final approval:
(OCPR Commission Meeting, August 10, 2016)
Page 5
WHEREAS the Michigan Department of Natural Resources and Fish and Wildlife
Service anticipate Federal Listing of the Eastern Massasauga Rattlesnake (EMR) in
September of 2016; and
WHEREAS the County of Oakland is a known stronghold for the EMR; and
WHEREAS the Oakland County Parks and Recreation Commission, the Oakland County
Aviation Division, and the Oakland County Facilities & Maintenance Division operate
land interests where the EMR has been documented and where potentially suitable
habitat for the species exists; and
WHEREAS the Incidental Take Permit (ITP) associated with Michigan Department of
Natural Resource's Candidate Conservation Agreement with Assurances (CCAA) for the
EMR outlines a process for "participants" to partake in the CCAA; and
WHEREAS upon listing of the EMR, the Michigan DNR's Incidental Take Permit (ITP),
which was issued by the U.S. Fish and Wildlife Service (FWS), will become valid; and
WHEREAS to be included under the CCAA, a prospective partner must provide a
Eastern Massasauga Rattlesnake Implementation Plan (EMRIP); and
WHEREAS the Plan will be reviewed by the DNR and the FWS to ensure that the
EMRIP is consistent with the CCAA; and
WHEREAS after the EMRIP is approved and signed, the partner will sign a Certificate of
Inclusion (CI), in which the partner agrees to abide by the EMRIP, ITP, and the CCAA;
and
WHEREAS, application to the Michigan Department of Natural Resources (MDNR) for a
Certificate of Inclusion (CI) in the Eastern Massasauga Rattlesnake (EMR) Conservation
Candidate Agreement with Assurances (CCAA), will benefit The County of Oakland by
mitigating future accidental rattlesnake takings upon Federal listing of the EMR; and
WHEREAS, the Oakland County Parks and Recreation Commission, Oakland County
Aviation Division, and Oakland County Facilities Maintenance and Operations Division
have provided content for, and reviewed the document:
THE COUNTY OF OAKLAND EASTERN MASSASAUGA RATTLESNAKE
IMPLEMENTATION PLAN (EMRIP)
WHEREAS, the resulting Cl EMR Implementation Plan meets land management
practices already in place on lands operated by the Oakland County Parks and
Recreation Commission, Oakland County Aviation Division, and Oakland County
Facilities Maintenance and Operations Division.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission approves the ratification of The County of Oakland Eastern Massasauga
Rattlesnake Implementation Plan (EMRIP) and application to the Michigan Department
of Natural Resource for Certificate of Inclusion in the Eastern Massasauga Conservation
Candidate with Agreement with Assurances and hereby recommends the Oakland
County Board of Commissioners approves and authorizes this application.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation
Commission recommends the Oakland County Board of Commissioners direct its
Chairperson or designee to execute the attached letter to the Michigan Department of
Natural Resources and Fish and Wildlife Service requesting issuance of a Certificate of
Inclusion (CI) under the MDNR Conservation Candidate with Assurances Agreement
(CCAA) for the Eastern Massasauga Rattlesnake (EMR).
(OCPR Commission Meeting, August 10, 2016)
Page 6
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Scott (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Purchase of Capital Equipment for Glen Oaks Golf Course: Food Steamer -
Conference Center Kitchen
Moved by Mrs. Long, supported by Mr. Scott to approve the purchase of 2016 Capital
Equipment as follows: one (1) Southbend Model # SX 34-EC Two Compartment Food
Steamer for Glen Oaks Conference Center from Douglas Equipment of Bluefield, West
Virginia, for the amount of $8,703.25 utilizing funds from Unrestricted Net Assets.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Scott (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Sponsorship/Naming Rights & Gift Policy
Staff presented a draft of a Sponsorship/Naming Rights & Gift Policy which included the
revisions that were recommended at the Executive Committee meeting on July 20, 2016. The
draft of the policy was also forwarded to Jody Hall at Corporation Counsel for her review. The
document includes the changes recommended by Ms. Hall.
Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the proposed OCPRC
Sponsorship/Naming Rights & Gift Policy, as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Scott (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Key Initiatives
A suggested list of OCPRC Key Initiatives which was discussed at the July 20, 2016 OCPRC
Executive Committee, July 20, 2016 was presented. These items are to take priority and to be
reported on monthly in the agenda packets, as well as verbal reports as needed from the
Executive Officer at the Commission meetings. This will also provide the opportunity for
everyone to stay abreast of these topics. The Executive Officer will be responsible for
personally managing these matters.
• Marketing and Branding Program
• ORV Project
• Sponsorship Program
• Greenhouse Project
• Nature Centers
• Preparation and Administration of Budget
• Establishing Capital Improvement and Maintenance Priorities
• South Oakland County Strategy
(OCPR Commission Meeting, August 10, 2016)
Page 7
At the request of the Commission a brief update was provided on the proposed operations at
the Waterford Oaks Greenhouse. The proposed vendor is currently working on securing
funding for the project. We are waiting on finalizing too many aspects of the agreement until
they have secured financial funding of the project. There are also a few issues that need to be
cleared up with the Waterford Township officials on the Consent Judgment before negotiations
are started. Waterford Township officials have requested to review the documents before final
approval is requested from the Oakland County Board of Commissioners.
Update on the Proposed ORV Park: The project is currently focused on approximately 400
acres. A purchase agreement has been executed for Steve Stolaruk for 98 acres, and there is
also a current purchase agreement for Holly Disposal, which they are close to executing. This
could also include several years of sand and gravel excavation. The project is continuing to
evolve. Staff has a meeting with MDNR staff on August 22 and we should find out more
information at that meeting.
Moved by Mr. Fowkes, supported by Mr. Kostin to approve the list of OCPRC Key
Initiatives as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Scott (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
FY 2016 CIP Project Approvals:
1. Addison Oaks Maintenance Yard Improvements - Change Order
Moved by Mrs. Long, supported by Mr. Fowkes to approve a project change order in the
net amount of $10,431.50 for the proper disposal of fuel contaminated soils from the
Addison Oaks Maintenance Yard Improvements — Phase I (CIP #2023), for a total
project cost of $123,842.50.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Scott (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Pending CIP Project Summary
Staff submitted a listing of the Pending OCPRC Capital Improvement Projects with update
pictures.
Moved by Mr. Scott, supported by Mr. Fowkes to receive and file the Pending CIP
Project Summary Report.
AYES: Baumhart, Fisher, Fowkes, Kostin, Long, Nash, Scott (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, August 10, 2016)
Page 8
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:
• September OCPR Commission meeting will be at the OCPRC Administration office in
Waterford
• Possible bonus for part-time employees next year to keep staff past the Labor Day
holiday.
• OCPR collaboration with communities for events such as Woodward Dream Cruise,
Adaptive Programs, etc.
• OCPR Butterfly Parade at Red Oaks Nature Center
• Olympic Day at Catalpa Oaks/Paralympic Sports events
• Air Fair event at Groveland Oaks with General RV and Genisys Credit Union as
sponsors. Attendance was in excess of 2,000 people
Participation and Program Review
The Participation and Program Review report was received.
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update to the Commission
on the OCPR Fiscal Sustainability including a report on the finances through June 30, 2016, as
compared to June 30, 2015. Topics covered included annual water bills for the golf courses,
catering services, market analysis on OCPR fees and charges, maintenance issues, and
community outreach with business individuals and Oakland County Economic Development, as
well as creating new sponsorship opportunities.
Executive Committee Update
Chairman Fisher provided an update to the Commission on the items discussed at the
Executive Committee meeting. Those items include:
• Nature Center improvements
• Sponsorship Policy
• Development of OCPRC Key Initiatives —to be included in the Executive Officer's
Report as well as verbal updates as requested by the Commission.
• Update on Normandy Oak
• Proposed lease on the Independence Oaks North Manor House — meeting with MDNR
staff to evaluate possible alternative options.
• Possible relief on the lift requirements at Ellis Barn
The Commission presented Chief or Recreation Programs Terry Fields with a plaque and
thanked her for her years of dedicated service to Oakland County Parks and Recreation. Ms.
Fields has been hired as the new Parks and Recreation Director for the City of Southfield.
OLD BUSINESS:
There was no old business to address.
(OCPR Commission Meeting, August 10, 2016)
Page 9
NEW BUSINESS:
There was no new business report.
ADJOURNMENT:
Meeting adjourned at 3:50 p.m.
John A. Scott, Secretary Vicky Valko, Recording Secretary