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HomeMy WebLinkAboutMinutes - 2016.09.06 - 39347Oakland County Parks and Recreation Commission Regular Meeting September 6, 2016 Chairman Fisher called the meeting to order at 9:39 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, Ronald Fowkes, Christine Long, Jim Nash David Potts COMMISSION MEMBERS ABSENT WITH NOTICE: A. David Baumhart III, Robert E. Kostin ALSO PRESENT: Parks and Recreation Oakland County Corp. Counsel Oakland County Facilities Mgmt. OC Fiscal Services Oakland County Purchasing 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. Jim Dunleavy, Chief -Park Operations & Maint.-N. District John Haney, Recreation Program Supervisor Tom Hughes, Chief -Park Operations & Maint.-S. District Desiree Stanfield, Supervisor -Communications & Marketing Jody Hall, Attorney Paul Zachos, Property Management Specialist Jeff Phelps, Parks and Rec. Fiscal Coordinator Andy Krumwiede, Buyer II Moved by Mr. Scott, supported by Mr. McGillivray to approve the agenda with the following change: Remove Item 9 F - Proposed RFP for Countywide Survey. AYES: Fisher, Fowkes, Long, McGillivray, Nash, Potts, Scott (7) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the minutes of the OCPRC Regular Meeting of August 10, 2016, with the following changes: Page 3 of the minutes REGULAR AGENDA: Update on marketing & Branding Effort — Skidmore Studios, change the 5th sentence to: The Commission requested that a major focus be placed on contacting representatives from the Oakland County business community. (OCPR Commission Meeting, September 6, 2016) Page 2 Page 6 of the minutes Proposed Key Initiatives, add the following sentence to the end of the first paragraph: The Executive Officer will be responsible for personally managing these matters. AYES: Fisher, Fowkes, Long, McGillivray, Nash, Potts, Scott (7) NAYS: (0) Motion carried on a unanimous voice vote. PUBLIC COMMENTS: There were no comments from the public. PRESENTATIONS: OCPR 50th Anniversary Testimonials: Communications and Marketing staff submitted testimonials from Robert DePalma, Supervisor of Groveland Township; and Monica Drake, Communications Representative at the State of Michigan and Community Page Editor for the Oakland Press, congratulating Oakland County Parks and Recreation on the 50th Anniversary. CONSENT AGENDA: Moved by Mr. Fowkes, supported by Mr. Nash to approve Items 8A through 8M under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report by Budget Center for Month Ending 07/31/16 (FM 10, FY16) B. Monthly Revenue and Expenditure Comparison Report by Budget Center for Month Ending 07/31/16 (FM 10, FY16) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 07/31/16 (FM 10, FY16) D. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 07/31/16 (FM 10, FY16) E. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 07/31/16 (FM 10, FY16) F. Fiscal Services 3rd Quarter Financial Forecast G. FY 2016 CIP Schedule Update H. FY 2016 Non-CIP Maintenance Projects Update I. Monthly Purchasing Reports for Month Ending 06/30/16 (FM 09, FY16) J. Monthly Food & Beverage Vendor Sales Reports 06/30/16 (FM 09, FY16): 1. Katherine's 2. MMD 3. Fuller Oak Management (OCPR Commission Meeting, September 6, 2016) Page 3 K. FY 2016 3rd Quarter Contributions Report L. FY 2016 3rd Quarter Temporary Use Permit Revenue Report M. Temporary Use Permit to Sell Alcohol in OC Parks - Troops Need Love Too at Springfield Oaks October 1, 2016 (In association with Michigan Antiques Festival) AYES: Fisher, Fowkes, Long, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. The Commission requested staff to prepare a comparison report of the revenues for the food and beverage providers at Lyon Oaks and White Lake Oaks for the last 5 years. REGULAR AGENDA: Final 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 Proiections Moved by Mrs. Long, supported by Mr. Fowkes to approve the Fiscal Year 2017-2019 Oakland County Parks and Recreation Proposed Operating Budget and adopt the following Fiscal Year 2017 General Appropriations Act resolution balancing total appropriations with available resources $25,180,953; and Approve FY 2017 Proposed Capital Equipment Plan budget at $250,000, as detailed on page 30 of the operating budget document; and Approve and proceed with the Fiscal Year 2017 4-Year Conceptual Capital Improvement Plan and FY 2017 Maintenance Management Plan. WHEREAS in accordance with the provisions of Public Act 261 of 1965, the County and Regional Parks Act, and Public Act 621 of 1978 (as amended), the Uniform Budgeting and Accounting Act for Local Government, and the By -Laws of the Oakland County Parks and Recreation Commission approved January 12, 2011, it is the responsibility of the Oakland County Parks and Recreation Commission to amend and adopt the annual Oakland County Parks and Recreation Commission Budget; and WHEREAS, the Parks and Recreation Executive Officer received budget requests from all Parks and Recreation Budget Units, and the Parks and Recreation Executive Officer and his staff has prepared and submitted in detail the Parks and Recreation Executive Officer's Fiscal Year 2017 Budget Recommendation to the Oakland County Parks and Recreation Commission; and WHEREAS, the Oakland County Parks and Recreation Commission has reviewed in detail the Parks and Recreation Executive Officer's Fiscal Year 2017 Budget Recommendation as shown on Schedules A, B, C, D, E, F, and G, hereby annexed and made part of the General Appropriations Act for Fiscal Year 2017; and (OCPR Commission Meeting, September 6, 2016) Page 4 WHEREAS supplemental summaries and data contained herein are for informational purposes only, and are not part of the General Appropriations Act for Fiscal Year 2017. NOW THEREFORE BE IT RESOLVED the Oakland County Parks and Recreation Commission, after due deliberation, does hereby amend and adopt the Fiscal Year 2017 General Appropriations Act balancing total appropriations with available resources at $25,180,953. BE IT FURTHER RESOLVED that as stated in the Commission By -Laws, appropriations accumulated within the department will be deemed maximum authorization to incur expenditures. The Parks and Recreation Executive Officer or his designated Fiscal Officer shall exercise supervision and control of all budgeted expenditures with each Budget Unit, and at no time shall the expenditures exceed the total appropriation for the department as originally amended or adopted by the Oakland County Parks and Recreation Commission. AYES: Fisher, Fowkes, Long, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Proposed Temporary Work Space License with DTE Energy at Lyon Oaks Park This request is for DTE Energy to do repairs in the existing easement at Lyon Oaks Park to the existing 30" natural gas line. This is a temporary work space license for them to work outside the existing utility easement. The work is anticipated to be completed by the end of November 2016. Staff confirmed for the Commission that DTE Energy would restore the work space to the condition the property was before construction started. Moved by Mr. McGillivray, supported by Mr. VanderVeen to approve the proposed Temporary Work Space License between Oakland County Parks and Recreation and DTE Energy for the use of County property, outside the existing utility easement at Lyon Oaks County Park, to replace the existing natural gas line(s). AYES: Fisher, Fowkes, Long, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Proposed Park Concept Plan: 2018-2022 OCPRC Comprehensive Master Plan (3 & 4 of 13) — Proposed Park Concept Plan for Glen Oaks and Proposed Park Concept Plan for White Lake Oaks Staff gave a brief presentation on the Proposed Park Concept Plan: 2018-2022 OCPRC Comprehensive Master Plan for Glen Oaks Park Concept Plan and White Lake Oaks Park Concept Plan which are #3 & #4 of the 13 plans. Concepts from these park plans will be incorporated into the 5-Year Parks and Recreation Master Plan 2018-2022. The purpose of the Park Plans is to primarily focus on the long-term stability, management and programming of existing assets and facilities. Operational and facility improvements are (OCPR Commission Meeting, September 6, 2016) Page 5 designed to meet the recreational needs of county residents and to be welcoming to people of all abilities, ages and cultures. The 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; and evaluation of performance metrics. Key highlights for the park plans are as follows: Glen Oaks Park Plan: ✓ Preservation of woods, wetlands and open space ✓ Parking lot meets capacity needs and stormwater best practices are in place ✓ Enhanced accessibility for persons of all abilities ✓ Long-term golf strategy and updated golf course design ✓ Golf programs and leagues help grow participation in golf ✓ Stewardship actions are part of regional watershed and water quality conservation efforts ✓ Public can access West Park Area through trail access and stewardship activities ✓ Conference Center customer service and marketing strategies enhance customer service and increase use of facility ✓ New programmatic and revenue -generating opportunities White Lake Oaks Park Plan: ✓ Preservation of woods, wetlands and open space ✓ Parking lot meets capacity needs and pedestrians cross Pontiac Lake Road safely ✓ Enhanced accessibility for persons of all abilities ✓ Long-term golf strategy and updated golf course design ✓ Golf programs and leagues help grow participation in golf ✓ Stewardship actions are part of regional watershed and water quality conservation efforts ✓ Public can access for Girl Scout property through trail access and stewardship activities ✓ Conference Center customer service and marketing strategies enhance customer service and increase use of facility ✓ New programmatic and revenue -generating opportunities The Commission suggested having specialty days at the parks to help increase attendance and participation in programs at the parks. No action was taken on this matter. The Commission requested this item be postponed until the November 1, 2016 OCPRC meeting agenda. They also requested to receive the future park plans in one month and consider approval at the following meeting. Proposed 2016 Fair Food Network Double -Up Food Bucks Program Grant Moved by Mrs. Long, supported by Mr. McGillivray to approve the following resolution authorizing and approving the 2016 Fair Food Network Double Up Food Bucks grant award and forward it to the Oakland County Board of Commissioners for final approval and execution: WHEREAS, the Oakland County Parks and Recreation Commission has been notified of the award of $15,000 from the Fair Food Network through its Double Up Food Bucks Program; and (OCPR Commission Meeting, September 6, 2016) Page 6 WHEREAS, the Double Up Food Bucks Program helps to improve the nutrition of low- income families while promoting local farmers; and WHEREAS, the Double Up Food Bucks Program award provides matching dollars for SNAP benefits recipients to spend on fresh fruits and vegetables at the Oakland County Farmers Market; NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners authorize and accept the award of $15,000 from the Fair Food Network's Double Up Food Bucks Program. AYES: Fisher, Fowkes, Long, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Oakland County Sheriff Office 2nd Contract Amendment 2016 Moved by Mr. Scott, supported by Mr. Fowkes to approve the Oakland County Parks and Recreation Commission Contract for Oakland County Sheriff Law Enforcement Services 2016 — Amendment #2 for law enforcement services in the Oakland County Parks, to reclassify one contracted Deputy II to a Lieutenant for an additional cost of $17,431 annually, to be invoiced monthly ($1,452.58) for the remainder of this contract (December 31, 2016). AYES: Fisher, Fowkes, Long, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Pending 2016 CIP Project Summary Chief of Park Facilities Maintenance and Development Mike Donnellon submitted a listing of the Pending OCPRC Capital Improvement Projects with updated pictures. The Commission received and filed this report. 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: The Upcoming Events Reports are now being submitted two months at a time - the current month and the next month. The difference in the amount for the Temporary Use Permit fees reflects the new rates for the 2017 Rentals Thank you to the Commissioners and Staff that attended the 50th Anniversary picnic (OCPR Commission Meeting, September 6, 2016) Page 7 • Update on the OCPR Key Initiatives: Marketing & Branding project/ Proposed ORV facility — status of purchase agreements; project business plan; anticipated schedules; grant status/Sponsorship program and policy • Greenhouse project update/possible repurposing of the nature center at Independence Oaks, regardless of what happens there will be no impact on OCPR staff • Proposed FY 2018-2020 Budget schedule • Capital Improvement and Major Maintenance project planning — staff to provide a list of multiple projects so the Commission could review and offer input on which projects are selected • Update on South Oakland County Recreation Strategy including budget, programs and collaboration. The intent is not to take over CVT parks Chairman Fisher expressed his appreciation to Executive Officer Daniel Stencil for providing this information to the Commission. It has been very helpful. Participation and Program Review The Participation and Program Review report as presented by Chief of Park Operations and Maintenance —North District Jim Dunleavy and Chief of Park Operations and Maintenance -South District Tom Hughes was received. Fiscal Sustainabilitv Work Grou 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 July 31, 2016, as compared to July 31, 2015. In addition, staff is now working on the proposed fees and charges for 2017 which will be presented at the November meeting. The Commission suggested OCPR staff investigate the possibility of the registration for OCPR annual vehicle permits through the State of Michigan license plate registry. Discussion continued on the new bulk rate discounts on annual vehicle permits, possibly including a buy one get one half off of the permits, incorporating the permits into wellness program, and promoting them to Human Resource departments for businesses in Oakland County. Other topics being considered are the possible options for repurposing the Independence Oaks Nature Center, the need to evaluate Red Oaks Golf Course and determine other options available for this course. It was suggested that staff seek other options available throughout the nation to see if there are any new trends. Also staff will be recommending early purchases of fertilizers in order to obtain a sizeable discount on the cost. OLD BUSINESS: There was no old business to address. NEW BUSINESS: There was no new business to report. (OCPR Commission Meeting, September 6, 2016) Page 8 CLOSED SESSION: Moved by Mr. Scott, supported by Mr. VanderVeen to adjourn to Closed Session. AYES: Fisher, Fowkes, Long, McGillivray, Nash, Potts, Scott, VanderVeen (8) NAYS: (0) Motion carried on a unanimous roll call vote. Meeting adjourned to Closed Session at 10:56 a.m. Meeting reconvened to Open Session at 11:42 a.m. ADJOURNMENT: Meeting adjourned at 11:42 a.m. John A. Scott, Secretary Vicky Valko, Re,Lcording Secretary e