HomeMy WebLinkAboutMinutes - 2016.11.01 - 39349Oakland County Parks and Recreation Commission
Regular Meeting
November 1, 2016
Chairman Fisher called the meeting to order at 2:02 p.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,
COMMISSION MEMBERS ABSENT WITH NOTICE:
Robert E. Kostin, Jim Nash
ALSO PRESENT:
Parks and Recreation
OC Corporation Counsel
OC Fiscal Services
OC Purchasing
Oakland County Credit Union
Citizen
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
Jen Myers, Architectural Engineer III
Desiree Stanfield, Supervisor -Communications & Marketing
Jody Hall, Financial Attorney
Jeff Phelps, Parks and Rec. Fiscal Coordinator
Scott Guzzy, Administrator of Purchasing
Andy Krumwiede, Buyer II
Allan McMorris
Susan Lett
Moved by Mr. VanderVeen, supported by Mr. Potts to approve the agenda with the
following changes: Add the backup documents for Items 8 A-E Monthly Financial
Reports for 09/30/16 FM12 FY16, and Item 10 C Fiscal Sustainability Work Group;
Remove Item 9 D Proposed Residential Lease Renewal at Highland Oaks — Podina.
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, Nash, 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 OCPR
Commission Regular Meeting of October 4, 2016, as submitted.
(OCPR Commission Meeting, November 1, 2016)
Page 2
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, Nash, 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 the mParks Administrative Team and the Charter Township of Oakland Parks
and Recreation Commission, congratulating Oakland County Parks and Recreation on the 50th
Anniversary. In addition, staff presented a video from Click On Detroit of "Scrattie the Dog"
heading to Orion Oaks Dog Park with his owner. This video has received more than 1,682,000
views on the internet.
The Commission presented a resolution to Allan McMorris of The Oakland County Credit Union
for its generous sponsorship and support of Oakland County Parks and Recreation in 2016.
At the request of Chairman Fisher, Parks and Recreation Fiscal Services Coordinator Jeff
Phelps provided an update on the status of the FY 2016 Budget, the financial reporting, the
2017 budget, Net Unrestricted Balance, and comparisons from 2016 to 2017. All indicators
show we will be in accordance with the amended policy for the budget and the Use of Fund
Balance.
CONSENT AGENDA:
Moved by Mr. Scott, supported by Mr. McGillivray to approve Items 8A through 8J under
Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 09/30/16 (FM 12, FY16)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
09/30/16 (FM 12, FY16)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
09/30/16 (FM 12, FY16)
D. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
09/30/16 (FM 12, FY16)
E. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position For Month Ending 09/30/16 (FM 12, FY16)
F. FY 2017 CIP Schedule Update
G. FY 2017 Non-CIP Maintenance Projects Update
H. Monthly Purchasing Reports for Month Ending 08/31/16 (FM 11, FY16)
(OCPR Commission Meeting, November 1, 2016)
Page 3
I. FY 2016/17 CIP Project Approvals:
1. Glen Oaks Bride's and Groom's Room Construction (not to Exceed $40,000)
J. Monthly Food & Beverage Vendor Sales Reports: 08/31/16 (FM 11, FY16)
1. Katherine's
2. MMD
3. Oak Management
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Proposed FY 2017 Fees and Charges
Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the proposed 2017 Fees
and Charges as recommended, effective January 1, 2017; and
Approve waiving the park entrance fees for day -use parks only for the Oakland County
Parks and Recreation 2017 Appreciation Days as follows:
2017 Appreciation Days
Veteran's Day —November 11, 2017
Thanksgiving Day, November 23, 2017
Christmas Eve, December 24, 2017
Christmas Day, December 25, 2017
New Year's Eve, December 31, 2017
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
The Commission requested staff to provide hourly costs and expenses associated with the use
of OCPR facilities including setup, tear down, cleaning, and any associated costs for events.
Request to Reconsider Approved 2017 OCPR Annual Vehicle Permit Fees
Moved by Mr. Fisher, supported by Mr. Scott to reconsider the 2017 Annual Vehicle
Permit Fees that were approved at the August 10, 2016 OCPR Commission meeting.
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, November 1, 2016)
Page 4
Commissioner VanderVeen recommended the fees be amended to include a procedure
for Oakland County patrons to buy one annual vehicle pass at the regular rate, and get
one at half price, only one additional at the reduced rate purchased at the same time as
the initial pass is purchased.
Moved by Mr. Fowkes, supported by Mr. Scott to revise the 2017 Annual Vehicle
Permit Fees previously approved at the August 10, 2016, OCPR Commission meeting
as follows: Resident Annual Vehicle Permit $30 and one (1) additional (per
household) Annual Vehicle Permit at the time of purchase for $15.
Type of Permit
Approved
2017 Rate
Daily Motor Vehicle Fees - ALL Parks
Resident Discount
$ 5 /car/day
Regular Fee (Non -Resident)
$12/car/day
Sr. Citizen/Individuals with Disabilities/Military/Veterans
$ 4 /car/day
Special Fireworks Fee
$15 /car/day
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 - when purchased with 15Y pass at full rate
- (one per household) Buy One - Get One Half Off
.$15
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, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, November 1, 2016)
Page 5
Proposed Purchase of Stage/Showmobile
Moved by Mr. Scott, supported by Mr. Fowkes to approve the purchase of a mobile
stage from Century Industries, of Sellersburg, Indiana for a total cost of $116,306, and
approve reassigning the existing mobile stage purchased in 1990 to Groveland Oaks for
use as a permanent band stage. Funding for this mobile stage will come from the Net
Position — Unrestricted, Amount available for Capital Equipment and will be transferred
from net to capital equipment budget line item.
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed OCPR Historic Asset List
Moved by Mr. Fowkes, supported by Mr. Baumhart to not designate OCPR properties as
historic assets as a general practice; and as improvements come up for
buildings/structures the Commission will consider them on a case -by -case basis.
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, Nash, 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 Concept Plan for White Lake Oaks and Proposed Concept Plan for Glen Oaks
The Commission received and filed the Proposed Park Concept Plan: 2018-2022 OCPRC
Comprehensive Master Plan (3 & 4 of 13) Proposed Concept Plan for White Lake Oaks and
Proposed Concept Plan for Glen Oaks.
Staff advised the Commission the Proposed Park Concept Plan for Groveland Oaks will be
presented at the December 2017 OCPR Commission meeting and would be received at the
January 2017 OCPR Commission meeting.
Pending FY 2017 CIP Project Summary
Chief of Park Facilities Maintenance and Development Mike Donnellon submitted a listing of the
Pending FY 2017 OCPRC Capital Improvement Projects with updated pictures. The
Commission received and filed this report.
Commissioner Potts requested staff provide a cost analysis for the cost of improvements done
in the current year versus the cost if a project is deferred 5 or 10 years into the future.
(OCPR Commission Meeting, November 1, 2016)
Page 6
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:
• Proposed January 2017 OCPR Commission meeting date
• Status of the OCPR Key Initiatives updated format — red section is most current
• OCPR Marketing and Branding Group will meet at Skidmore Studio in Detroit
• Direction of Sponsorship Program — proposed goals and procedures for additional
sponsorships, and partnership opportunities, possible consultant to assist in increased
sponsorships
• Status of proposed tenant at Waterford Oaks Greenhouse
• Proposed sign on private property regarding proposed ORV facility
• New Chief of Recreation Programs and Services is Brandy Boyd. She will be attending
the December OCPRC Meeting
• mParks Annual Conference will be held at the Amway Grand in Grand Rapids Tuesday,
January 31- Friday, February 3, 2017. If OCPR Commissioners are interested in
attending please let staff know so we can process the registration
• FY 2017 Operating Budget Books will be distributed at the December OCPRC meeting
• Draft of 2016 OCPRC Annual Report
Participation and Program Review FY2017, Month - October
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 Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on the OCPR
Fiscal Sustainability, including a Financial Activity Monthly Comparison Report. In addition, staff
is evaluating the best method for replacing golf carts — renting/leasing versus purchasing. Other
topics addressed included:
• Possibly utilizing Red Oaks Nature Center for rental opportunities
• Repurposing the conference centers; Future use of Grill Rooms and Banquet Center
area of the facilities; Operations, staffing, etc.
• Evaluate the possible repurposing of Red Oaks Golf Course and possible future
construction projects by the OC Water Resources Commission
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 and possible alternatives
(OCPR Commission Meeting, November 1, 2016)
Page 7
• Nature Center repurposing possibilities
• OCPRC Key Initiatives
• ORV Update, possibility of MDNR covering greater percentage of financial losses due to
less acreage and smaller footprint of the proposed facility
• OCPRC Marketing and Branding Strategy and roles of consultant during this process
• Update on Normandy Oaks
• Proposed South Oakland County Strategy and the plan to schedule visits with the south
Oakland County parks and recreation directors in December
OLD BUSINESS:
There was no old business to address.
NEW BUSINESS:
There was no new business to report.
CLOSED SESSION:
Moved by Mr. Fowkes, supported by Mr. McGillivray to adjourn to Closed Session to review a
Legal Opinion/Memorandum from Corporation Counsel and for a Personnel Evaluation for the
OCPR Executive Officer.
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous roll call vote.
Meeting adjourned to Closed Session at 3:52 p.m.
Meeting reconvened to Open Session at 4:50 p.m.
Requested Amendment to Food and Beverage
Services Contract
Moved by Mrs. Long, supported by Mr. Potts to keep the current contract in place for
Katherine's Catering LLC, the food and beverage services vendor at Lyon Oaks and
White Lake Oaks.
AYES: Baumhart, Fisher, Fowkes, Long, Nash, Scott, VanderVeen (7)
NAYS: McGillivray (1)
Motion carried.
(OCPR Commission Meeting, November 1, 2016)
Page 8
Personnel Evaluation — Executive Officer
Moved by Mr. Potts, supported by Mr. Fowkes to approve the Personnel Evaluation for
OCPR Executive Officer Daniel Stencil.
AYES: Baumhart, Fisher, Fowkes, Long, McGillivray, Nash, Scott, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
ADJOURNMENT:
Meeting adjourned at 4:54 p.m.
,1`in A. Scott, Secretary Vicky Valko,'Recording Secretary