HomeMy WebLinkAboutMinutes - 2016.10.04 - 39348Oakland County Parks and Recreation Commission
Regular Meeting
October 4, 2016
Chairman Fisher called the meeting to order at 9:30 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, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
Christine Long, David Potts
ALSO PRESENT:
Parks and Recreation
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
Tom Hughes, Chief -Park Operations & Maint.-S. District
Pat Lindsay, Comm. & Mrktg. Technical Assistant
Stephanie Mackey, Business Development Rep.
Desiree Stanfield, Supervisor -Communications & Marketing
OC Fiscal Services
Jeff Phelps, Parks and Rec. Fiscal Coordinator
OC Equalization
David Hieber, Equalization Officer
OC Purchasing
Andy Krumwiede, Buyer II
OU Cares
Kristin Rohrbeck, Oakland University
Skidmore Studio
Mark Ostach
Kacha Azema
Jessica Prost
Alyssa Smith
APPROVAL OF AGENDA:
Moved by Mr. Scott, supported by Mr. McGillivray to approve the agenda with the
following changes: Add Item 7 C. Oakland County Sheriff's Office/Parks Division -
Promotions, Add Item 7 D. Report on Oakland County Heritage Festival, and
Remove Item 9 C-2 Glen Oaks Parking Lot Improvements.
AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, October 4, 2016)
Page 2
APPROVAL OF MINUTES:
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the minutes of the
OCPR Commission Regular Meeting of September 6, 2016, as submitted.
AYES: Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (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 Tiffany Esshaki, Newspaper Reporter for C & G Newspapers, and
Tom Jackson, the first employee of the OC Parks system, congratulating Oakland County
Parks and Recreation on the 50th Anniversary.
Sandy Dorey, Recreation Program Supervisor, presented the National Association of County
Parks and Recreation Officials 2016 Removing Barriers Award to Kristin Rohrbeck of Oakland
University OU Cares for hosting camps for children with Autism Spectrum Disorders, and for
their assistance in training OCPR staff working with individuals with Autism Spectrum Disorders.
Executive Officer Daniel Stencil announced the promotion of Oakland County
Sheriff's Office/OCPR Sergeant Kelly Sexton to the rank of Lieutenant, and also the addition of
Sergeant Dave Roddy to the Oakland County Sheriff's Office/OCPR team.
Oakland County Heritage Festival Update: OCPR Commissioner Robert Kostin thanked the
OCPR Commission for sponsoring his attendance at the Oakland County Heritage Festival.
The program provided a great deal of history on the Dixie Highway Corridor in Northern Oakland
County, the (Ingomar Farm's) Ellis Barn at Springfield Oaks, and an update on the proposed
Off Road Vehicle facility near Groveland Oaks Park.
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve Items 8A through 8K
under Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report by Budget
Center for Month Ending 08/31/16 (FM 11, FY16)
B. Monthly Revenue and Expenditure Comparison Report by Budget Center for
Month Ending 08/31/16 (FM 11, FY16)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
08/31/16 (FM 11, FY16)
D. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 08/31/16 (FM 11, FY16)
(OCPR Commission Meeting, October 4, 2016)
Page 3
E. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position For Month Ending 08/31/16 (FM 11, FYI 6)
F. FY 2016/17 CIP Schedule Update
G. FY 2016/17 Non-CIP Maintenance Projects Update
H. Monthly Purchasing Reports for Month Ending 07/31/16 (FM 10, FYI 6)
I. Monthly Food & Beverage Vendor Sales Reports 07/31/16 (FM 10, FY16):
1. Katherine's
2. MMD
3. Fuller Oak Management
J. Proposed FY 2017 Budget Amendment for the OC Sheriffs Office Contract
Amendment #2 for Law Enforcement Services for Oakland County Parks &
Recreation Commission
K. Proposed 2017 Golf Course Fertilizer/Pesticide Sales Incentive Purchase
(FY2016 purchase for 2017 activity - early due to sales incentive/discount)
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
David Hieber, OC Equalization - Taxable Value/State Equalized Value/OCPR Millage Rate
David Hieber, Equalization Officer from Oakland County Equalization, made a presentation to
the Commission on taxable value and state equalized value, and how these items relate to the
Oakland County Parks and Recreation millage rate and the revenues OCPR receives each year
from the annual collection of property taxes. Mr. Hieber also provided some history on the
amounts levied and collected each year and the impact on those collections as a result of the
economic downturn. He also explained how the tax revenues are reduced due to Michigan Tax
Tribunals, captures from Downtown Development Authorities, Tax Increment Finance
Authorities, delinquent payments and foreclosures. In addition, Mr. Hieber explained the
process of how the Headlee Amendment and Proposal A of 1994 all tie into the assessment and
collection process of the tax revenues, and the impact those reductions have made upon the
OCPR tax revenues. Based upon these items Mr. Hieber indicated he does not anticipate the
levels of the tax revenues will return to what they were in 2007 until 2021.
The Commission expressed their appreciation to Mr. Hieber for attending the meeting and for
providing the information about the tax millage and assessment process.
Skidmore Marketing/Branding Presentation
Kacha Azema, from Skidmore Studio, gave a presentation to update the Commission on the
status of the Marketing and Branding Initiative; Phase One of the Branding Project is Discovery
(OCPR Commission Meeting, October 4, 2016)
Page 4
— how the brand is perceived in the community. This section identifies how we communicate
with our patrons, the awareness and perception of Oakland County Parks in the community, and
how that awareness and perception translates into the numbers for attendance at parks and
programs, Highlights of the Phase One section included the following:
• The visual brand of Oakland County Parks is in need of updating
• Patrons want to have recreation facilities close to home
• The strongest marketing tool for OCPR is word of mouth from our patrons
• Those who do visit the parks, visit often
• Business participation at the parks is primarily to host company/corporate events
• There is often confusion about municipal, county and state parks. Even though a park
may be close in proximity to their home, patrons aren't sure which type of park it is
• The items/tools that do the best (largest percentage) for promotion of the parks and
services are those that cost very little. Those that cost more do not have much more of
an impact on the promotion of the parks
• There are several naming challenges in OCPR Marketing/Branding and logos. A more
consistent logo, tagline or name references would help eliminate that type of confusion.
(i.e. DestinationOakland.com; OC Parks, Red Oaks Waterpark, etc.)
• Our patrons feel we have clean, safe, family friendly parks that are affordable
• Our patrons believe we provide beautiful, natural recreation facilities
• Cross -promotion of our facilities and services within the parks could help enhance
visitor numbers
Kacha also outlined the items that would be included in the second phase of the project. Those
items include marketing strategy, implementation and evaluation, brand blueprint and
culturalization plan. The estimated cost for the second phase of the project is approximately
$82,000.
The Commission advised of the importance in following through on this project and to make
sure the money spent will work well for Oakland County Parks. In addition, Kacha advised the
Commission that some of the obstacles identified with the business community in the first phase
of the project would be included in Phase II, as well as how they may be overcome and
remedied.
Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the second phase of the
OCPR Branding/Marketing initiative with Skidmore Studio (marketing strategy,
implementation and evaluation, brand blueprint and culturalization plan) at a cost not to
exceed $82,000. Funds are available in the FY 2017 Adopted Budget Contracted
Services Account #730373 in the Administrative Services Cost Center 5060101.
AYES: Baumhart, Fisher, Fowkes, Kostin, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, October 4, 2016)
Page 5
FY 2017 CIP Project Construction Approvals:
1 Independence Oaks Safety Path Engineering Contract Recommendation
Moved by Mr. Fowkes, supported by Mr. Nash to award a design/engineering contract
for the Independence Oaks Safety Path project to Nowak and Fraus Engineers of
Pontiac, MI for the total contract cost amount not to exceed $83,266.00.
AYES: Fisher, Fowkes, McGillivray, Nash, Scott, VanderVeen (6)
NAYS: (0)
Motion carried on a unanimous voice vote.
Pending FY 2016/17 CIP Protect Summary
Chief of Park Facilities Maintenance and Development Mike Donnellon submitted a listing of the
Pending FY 2016/17 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:
• Status of the OCPR Key Initiatives:
OCPR Marketing and Branding Program Initiative
The proposed ORV facility project near Groveland Oaks County Park
The OCPR Sponsorship Program
Update on the status of the Waterford Oaks Greenhouse Project
Recent discussions on the repurposing of the Nature Centers
Plans for the preparation and administration of the OCPR Budget
Establishing Capital Improvement and Maintenance Project Priorities
Recent discussions on the southeast Oakland County strategy
• Meeting with local city, village, township Parks and Recreation Directors
• The launch of the new OCPR website on November 1, 2016
• New tornado siren installed at Highland Oaks courtesy of Homeland Security
• MLCC non-compliance notice issued to Katherine's Catering regarding employee
training
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.
(OCPR Commission Meeting, October 4, 2016)
Page 6
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on the OCPR
Fiscal Sustainability including a report on the finances through August 31, 2016, as compared to
August 31, 2015. Staff is currently working on the recommendations for the proposed fees and
charges for 2017, which will be presented at the November OCPRC meeting. Due to the FY
2016 year-end process the financial figures will not be available in November, but will be
presented in December. Staff is also evaluating the possible alternatives for the repurposing of
several OCPR facilities.
Executive Committee Update
Chairman Fisher provided an update on the matters that were discussed at the last Executive
Committee Meeting. Those topics included:
• Request from Katherine's Catering to re-evaluate their current agreement for food and
beverage services at White Lake Oaks and Lyon Oaks
• Proposed multi -purposing of the Independence Oaks Wint Nature Center
• Consideration of a strategy for southeast Oakland County
• Proposed ORV facility project status
• Potential lease and/or modifications of the Independence Oaks North Manor House
• Discussion of the proposed Historic Asset list for park structures
OLD BUSINESS:
There was no old business to address.
NEW BUSINESS:
There was no new business to report.
ADJOURNMENT:
Meetina adiourned at 11:59 a.m.
L�bhn A. Scott, Secretary Vicky Valk - rding Secretary
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