HomeMy WebLinkAboutMinutes - 2017.03.01 - 39354Oakland County Parks and Recreation Commission
Regular Meeting
March 1, 2017
Chairman Fisher called the meeting to order at 2:03 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 Ronald Fowkes,
A. David Baumhart 111, Robert E. Kostin, Jim Nash, David Potts
COMMISSION MEMBERS ABSENT WITH NOTICE:
Executive Committee Member Gary McGillivray, Hugh D. Crawford, Christine Long
ALSO PRESENT:
Parks and Recreation
OC Corporation Counsel
OC Fiscal Services
OC Purchasing
Oakland County Fair Association
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Doug Ammon, Park Supervisor
Brandy Boyd, Chief -Recreation Programs & Services
Phil Castonia, Chief -Business Operations
Jen Myers, Architectural Engineer III
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Shane Eliassen, Skilled Maintenance Mech II
Linda Hegstrom, Project Advisor
Tom Hughes, Chief -Park Operations& Maint.-S. District
Desiree Stanfield, Supervisor — Communications & Marketing
Jody Hall, Financial Attorney
Jeff Phelps, Parks and Recreation Fiscal Services Coordinator
Andy Krumwiede, Buyer II
LC Scramlin, General Manager
Moved by Mr. Fowkes, supported by Mr. Kostin to approve the agenda as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, Nash, Potts, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Regular Meeting of February 1, 2017
Moved by Mr. Fowkes, supported by Mr. Kostin to approve the minutes of the OCPR Commission
Regular Meeting of February 1, 2017 as submitted.
AYES: Baumhart, Fisher, Fowkes, Kostin, Nash, Potts, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, March 1, 2017)
Page 2
Vice Chairman VanderVeen asked staff to verify the costs associated with changing the Oakland County
Parks and Recreation logo. Staff advised the estimated cost to change the logo would be approximately
$350,000-$400,000. Chairman Fisher advised that after the March 1, 2017 Marketing & Branding
Committee meeting plans for use of a new logo have been placed on hold. The Committee will continue
to work with OCPR Administration with further exploration and research on a new logo; however it is
much too late in the year to start changing things this year. Staff will only purchase the minimum amount
of items with our current logo in order to get through the year.
PUBLIC COMMENTS:
There were no comments from the public.
PRESENTATIONS - 2017 mParks Awards:
2017 mParks Golden Wrench Award - Design/Construction of Accessible Hay Wagons
Executive Officer Daniel Stencil recognized several OCPR staff members present that participated in and
were instrumental in improving Americans With Disabilities (ADA) operational and maintenance
enhancements for park facilities and services. This year OCPR received the 2017 mParks Golden
Wrench award for the ADA accessible hay wagons which was coordinated through the efforts of the
OCPR ADA Committee. Staff present included Mike Donnellon, Jen Myers, Colin Gibbs, Steve Dendler,
Ken Stratton, Mike Couturier, Scott Dean, Laurie Cooper, Shane Eliasson and Linda Hegstrom.
2017 mParks Park Design Award - Water and Trail Accessibility Improvements
Executive Office Daniel Stencil presented the 2017 mParks Park Design Award which OCPR received as
a result of the efforts to improve handicapped accessibility and access to OCPR facilities and programs.
These improvements included paving handicapped parking spaces in a gravel parking lot and providing
an accessible route to a facility, dock or canoe launch at Addison Oaks, Independence Oaks and
Groveland Oaks. The work on these improvements was coordinated through the OCPR ADA Committee.
2017 mParks Recreation Leadership Award - Terry Fields
This item was postponed until the April 5, 2017 OCPR Commission meeting.
CONSENT AGENDA:
Moved by Mr. VanderVeen, supported by Mr. Nash to approve Items 8A through 8Q under
Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for
Month Ending 01/31/17 (FM 04, FY17)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
01/31/17 (FM 04, FY17)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
01/31/17 (FM 04, FY17)
D. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 01/31/17 (FM 04, FY17)
E. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 01/31/17 (FM 04, FY17)
FY 2017 CIP Schedule Update
(OCPR Commission Meeting, March 1, 2017)
Page 3
G. FY 2017 Non-CIP Maintenance Projects Update
H. Monthly Purchasing Reports for Month Ending 12/31/16 (FM 03, FY17)
I. Monthly Food & Beverage Vendor Sales Reports 12/31/16 (FM 03, FY17)
1. Katherine's
2. Fuller Oak Management
3. MMD
J. FY 2017 CIP Project Approvals:
1. Groveland Oaks — Fence Line Replacement ($70,000) (Construction Approval)
2. Groveland Oaks — Devil's Island Yurt ($55,000) (Conceptual/Construction Approval)
3. Red Oaks — Walk-in Freezer ($44,110) (Construction Approval)
K. FY 2017 1 st Quarter Contributions Report
L. FY 2017 1st Quarter Sponsorship Report
M. FY 2017 1 st Quarter Temporary Use Permit Revenue Report
N. FY 2017 1 st Quarter Facilities Maintenance Amendment and Red Oaks Waterpark
Amendment
O. Recommendation on National Volunteer Week April 22-30, 2017
P. Fiscal Services FY 2017 1st Quarter Financial Forecast
Q. FY 2017 1 st Quarter Fringe Benefit Amendment — Retirement
AYES: Baumhart, Fisher, Fowkes, Kostin, Nash, Potts, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Proposed Springfield Oaks Ellis Barn Historic Preservation Easement
The Historic Preservation Easement presented for the Ellis Barn at Springfield Oaks will be for a period of
38 years. Normally this easement would have been 50 years, however the State agreed to start the
easement from the date the grant was awarded.
Moved by Mr. Fowkes, supported by Mr. Baumhart to adopt the following resolution approving the
Historic Preservation Easement for the Ellis Barn at Springfield Oaks County Park, and forward it
to the Oakland County Board of Commissioners for final approval and signature:
WHEREAS in August 2002, the Oakland County Board of Commissioners, via MR#02192,
approved the acceptance of a Michigan Department of Transportation, Transportation
Enhancement Project (TEP) grant funding the relocation of the Ellis Barn to Springfield Oaks
County Park; and
WHEREAS in October 2004, the Oakland County Board of Commissioners, via MR#04289,
authorized the Oakland County Parks and Recreation Commission to accept the donation of the
Ellis Barn; and
(OCPR Commission Meeting, March 1, 2017)
Page 4
WHEREAS the contract for the TEP grant required that the owner of the Ellis Barn execute a
Historic Preservation Easement for the purpose of insuring that the historic property will be
preserved; and
WHEREAS the easement has been negotiated with the Michigan State Housing Development
Authority, acting through the State Historic Preservation Office, and has been reviewed by
Corporation Counsel;
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners authorize and
approve the Historic Preservation Easement for the Ellis Barn at Springfield Oaks County Park.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission
hereby requests the Oakland County Board of Commissioners direct it's Chairperson or designee
to execute said Historic Preservation Agreement on behalf of Oakland County.
AYES: Baumhart, Fisher, Fowkes, Kostin, Nash, Potts, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Commissioner Potts requested staff provide a detailed report of the total amount of expenses OCPR has
spent on the Ellis Barn to date. Staff agreed to email the total amounts requested to the Commission in
the next few days.
Proposed Revised Residential Property Lease Polic
The original OCPR Residential Property Lease Policy was approved in April 2009. The purpose of the
policy is to set forth procedures and guidelines to manage residential properties located on Oakland
County Parks property. The policy was last updated in 2013 in order to include additional language that
allows the Commission final authorization on declaring a property available for lease.
The policy is being brought back for a few minor changes after some questions were raised at a recent
Oakland County Board of Commissioners Finance Committee meeting. The proposed changes are listed
below:
• Changed the reference from the Internal Services Section to the Chief of Parks and Recreation
Business Operations
• Eliminated the tiers for discount percentages based on employment classification to a flat percent
for all tenants performing residential duties. This was to eliminate any potential tax implications
for employees receiving a taxable benefit.
• Included language to clarify that the Market Lease Rate will be re-evaluated each time a lease is
done including each time it is renewed.
• Change the term Value of Residential Property to Market Lease Rate to clarify it is a leased
market rate.
• Include a statement that there shall be no employer/employee relationship relative to the
Residential Leases.
Moved by Mr. Baumhart, supported by Mr. VanderVeen to approve the proposed changes to the
existing OCPR Residential Property Lease Policy including the items listed above.
AYES: Baumhart, Fisher, Fowkes, Kostin, Nash, Potts, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, March 1, 2017)
Page 5
After a discussion with Corporation Counsel Attorney Jody Hall regarding the requirement of a
security deposit for the residential rental units, Chairman Fisher requested staff to monitor the leases
and payment history. If there are significant changes then staff will bring this matter back to the
Commission for re-evaluation of requiring a security deposit for the residential leases.
Proposed Residential Lease - Highland Oaks/Podina
Moved by Mr. Baumhart, supported by Mr. VanderVeen to adopt the following resolution
approving the Residential Lease with John and Carolyn Podina for the Highland Oaks
Residential Property located at 6555 North Milford Road, Holly, MI 48442 for a 5-year term
effective March 1, 2017 through December 31, 2021, and forward it to the Oakland County Board
of Commissioners for final approval:
WHEREAS, the County of Oakland is the owner of Highland Oaks County Park; and
WHEREAS, a 927-square foot house, identified as 6555 North Milford Road, Holly, Michigan
48442, is located on the grounds of Highland Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease
said house located at 6555 North Milford Road, Holly, Michigan 48442 to John and Carolyn
Podina for a period commencing March 1, 2017 through December 31, 2021; and
WHEREAS, under the terms and conditions of the attached Lease Agreement John and Carolyn
Podina will pay rent as follows:
March 1, 2017 — December 31, 2017 $700.00 per month
January 1, 2018 — December 31, 2018 $714.00 per month
January 1, 2019 — December 31, 2019 $728.00 per month
January 1, 2020 — December 31, 2020 $743.00 per month
January 1, 2021 — December 31, 2021 $758.00 per month
each month and pay all utility costs; 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 the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve and
authorize the attached Lease Agreement between the County of Oakland and John and Carolyn
Podina.
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, Fisher, Fowkes, Kostin, Nash, Potts, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, March 1, 2017)
Page 6
Proposed Residential Lease - Waterford Oaks/Rowland
Moved by Mr. Baumhart, supported by Mr. VanderVeen to adopt the following resolution
approving the Residential Lease with Chris Rowland for the Waterford Oaks Residential
Property located at 2866 Watkins Lake Road, Waterford, MI 48328 for a 5-year term effective
January 1, 2017 through December 31, 2021 and forward it to the Oakland County Board of
Commissioners for final approval.
WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park; and
WHEREAS, a 759-square foot house, identified as 2866 Watkins Lake Road, Waterford, MI
48328, is located on the grounds of Waterford Oaks County Park; and
WHEREAS, it is the desire of the Oakland County Parks and Recreation Commission to lease
said house located at 2866 Watkins Lake Road, Waterford, MI 48328 to Chris Rowland for a
period commencing January 1, 2017 through December 31, 2021; and
WHEREAS, under the terms and conditions of the attached Lease Agreement Chris Rowland will
pay rent as follows:
January 1, 2017 — December 31, 2017 $587.00 per month
January 1, 2018 — December 31, 2018 $598.00 per month
January 1, 2019 — December 31, 2019 $609.00 per month
January 1, 2020 — December 31, 2020 $621.00 per month
January 1, 2021 — December 31, 2021 $633.00 per month
each month and pay all utility costs; 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 the Oakland County Parks and Recreation
Commission hereby recommends the Oakland County Board of Commissioners approve and
authorize the attached Lease Agreement between the County of Oakland and Chris Rowland.
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, Fisher, Fowkes, Kostin, Nash, Potts, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
2016 Golf Operations Report
OCPR Golf Course staff provided a review of golf operations for 2016, 2015 and 2014, which included a
comparison of annual park visits, revenues, and expenditures for Springfield Oaks, White Lake Oaks,
Lyon Oaks, Glen Oaks and Red Oaks golf operations. In addition, staff provided information on the
features at each location and information about available programing.
Commissioner Fowkes requested staff to provide the figures for the Administrative Costs for each of the
cost centers which would assist the Commission in their evaluation of each of the parks. This would
provide a true picture of what it costs to run each park/facility. Staff advised they will include those figures
in a presentation for the Conference Centers which will be on the May 2017 OCPRC meeting agenda.
(OCPR Commission Meeting, March 1, 2017)
Page 7
Vice Chairman VanderVeen requested staff include an additional column in the financial reporting for the
OCPR facilities. He would like to see the following included in the report:
Revenues / Expenditures / Difference / Depreciation / Grand Total
The Commission received and filed the Oakland County Parks and Recreation 2016 Golf Operations
Report.
Proposed Golf Course Golf Cart Purchase:
Glen Oaks/Lyon Oaks/ Red Oaks/White Lake Oaks/Springfield Oaks
Moved by Mr. VanderVeen, supported by Mr. Kostin to approve the purchase of one hundred
seventy (170) total golf carts for Lyon Oaks, Red Oaks and Springfield Oaks in the amount of
$472,425 from Spartan Distributors of Auburn Hills, MI with $200,000 to be charged to the
Expendable Equipment line item #750154 and the remaining $272,425 to be funded from
Unrestricted Net Assets.
Parks and Recreation Commission
FY2017 Planned Use of Balance Account Activity
Approved
Action
Amendments
Adopted Budget
MR#16336 Katherine's Contract Amendment
adj. of write-off, Dec 9, 2016
$
(23,705)
Parks Commission - February Consent Agenda
1st Quarter Forecast Budget Amendments
$
27,277
Parks Commission - March Consent Agenda
Red Oaks Waterpark Revenue amendment
$
(100,000)
Parks Commission - March Consent Agenda
Fringe Benefit - Retirement amendment
$
(163,949)
Golf Cart Replacement
$
272,425
Total Amendments to Planned Use of Balance
FY2017
Amended
Budget
$ 2,022,599
$ 12,048
Amended Budget - Planned Use of Balance $ 2,034,647
Commissioner Potts requested staff to provide a detailed analysis which would show the possible savings
of purchasing the golf carts now on a 5-year lease versus paying cash today.
AYES: Baumhart, Fisher, Fowkes, Kostin, Nash, VanderVeen (6)
NAYS: Potts (1)
Motion carried on a voice vote.
(OCPR Commission Meeting, March 1, 2017)
Page 8
FY 2017 CIP Project Construction Approvals: Red Oaks —
Slide Structure Repair (Phase 1)/Splashtown Play Structure ($70 000) (Conceptual/Construction
Moved by Mr. Fowkes, supported by Mr. Potts to proceed with critical repairs to the waterslide
structure and Splashtown play structure at Red Oaks Waterpark prior to the park opening in May
2017 and award National Restoration Inc. of Milford, MI a contract for the repairs in the amount of
$39,770, total project costs are as follows:
Construction
Design and inspections
5% Contingency
Total
$44,770
$31,400
$ 3,809
$79,979
AYES: Baumhart, Fisher, Fowkes, Kostin, Nash, Potts, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Chairman Fisher requested in the future if staff has an analysis or evaluation performed on any of our
buildings or facilities that those reports are included in the material provided to the Commission for the
agenda packet.
The Commission requested staff to come back next month with a report on the Glen Oaks improvement
project and all other possible alternative projects so the Commission can evaluate all the projects and the
priorities at the same time.
Pending FY 2017 CIP Project Summary Report
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.
REPORTS:
Executive Officer 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:
• April 14, 2017 OCPR Great Marshmallow Drop at Catalpa Oaks County Park 10:00 a.m.
• Request from the Commission to reschedule the April Executive Committee of April18
and OCPR Commission Budget meeting of April 19. Staff will contact the Commission
members to find an acceptable date for these meetings.
• Update on Marketing and Branding Committee — request to be presented to the
Commission in April for consideration of third and final phase of assistance from
Skidmore Studio; currently placing the logo on hold; minimum orders placed for items
with logo.
• ORV — Proposed Memorandum of Understanding, leading into a lease with the MDNR for
the proposed ORV facility. This item will be presented to the OC Board of
Commissioners for their approval.
• Sponsorship RFP will be released shortly by OC Purchasing
• Greenhouse Project — meeting Monday March 6, 2017 to review a draft of a possible
lease
(OCPR Commission Meeting, March 1, 2017)
Page 9
• Budget Study Session on March 15, 2017 — Staff will provide an overview of current
financial position; future projections of fund balance; future projects; etc.
• Update on negotiations with vendors for food and beverage services for White Lake Oaks
and Lyon Oaks; possible repurposing the facility or lease options; multi -purposing of
facilities with alternative revenue generating options at parks
• Capital Improvement and Maintenance Project Priorities — FY 2017 project listing, as well
as alternative options for FY 2017 in lieu of current projects will be presented to the
Commission at the April meeting
• Visits with Southeast Oakland Communities — Update on those communities staff has
already met with, those to be scheduled and a report to the OC BOC Democratic and
Republican Caucuses to get stakeholder input for the OCPR 5-Year Master Recreation
Plan.
• Future use of our facilities by other entities for their annual business meetings
• Oakland County Sheriff's Office taping of training at Lookout Lodge on Channel 4 at
11:00 p.m. on March 1, 2017
• Independence Township/Independence Oaks Safety Path Open House meeting - and the
possibility of combining this project with other Township paving projects
• Letter received from a patron regarding the condition of the carpeting at Lyon Oaks
FY 2016 Dashboard and Data Book
The FY 2016 Dashboard and Data Book was submitted for the Commission's review. This document
will be submitted annually to provide information on OCPR facilities including campgrounds, golf
courses, day use and dog parks, waterparks, facility rentals, farmers market, and recreation
programs and services. It is a comprehensive reference for information about the Oakland County Parks
system and individual park properties. It compiles data that can be used to evaluate the performance of
current facilities and services, as well as potential need for additional facilities and services. If the
Commission has any questions on this document they should contact either Daniel Stencil or
Donna Folland.
The Commission received and filed the FY2016 Dashboard and Data Book.
Participation and Program Review FY 2017 Month 04 January 2017
The Participation and Program Review report as presented by Chief of Park Operations and Maintenance —
South District Tom Hughes and Chief of Recreation Programs and Services Brandy Boyd was received.
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on the Fiscal Sustainability
and the matters currently being addressed by the work group/committee. Those include:
Repurposing facilities - Red Oaks
o Future Drain Construction
o Dog Park Locations
o Future Club House Location
o Driving Range
o Possible Revenue if not used as a golf course; expense to operate the facility
o Construction costs if the Dog Park is relocated
Repurposing facilities - White Lake Oaks/Lyon Oaks
o Virtual Golf
o Lessons
o Possible contracted services for operations
o Maintaining the operation for Grill Room and companion programs/services
Budgetary Reallocation of Administrative Costs for all facilities
Budgetary Reallocation of Millage Revenues
(OCPR Commission Meeting, March 1, 2017)
Page 10
• RFP for possible leasing of facility for other operation - i.e. restaurant, senior daycare, etc.
• Possible limitations for leases if the facilities are repurposed
• Turning golf courses into campground or site condominium sites
Executive Committee Update
Chairman Fisher provided the following information in the spirit of trying to be constructive and attempting
to make things right and head in the right direction.
ORV Discussion at the February 1, 2017 OCPRC Meeting
• The Executive Committee directed staff to make a presentation on the ORV regarding when
OCPR learned about the reduced amount of acreage for the proposed ORV facility
• OCPRC's conceptual approval previously given may or may not be valid due to reduced
footprint of the park — needed to confirm with the Commission if it was still their wish to
proceed with the reduced amount of acreage for the park
• Staff didn't make the presentation on the requested topic — made a presentation on the
project but didn't clarify the reduction of property or further approval by the Commission.
Executive Committee confirmed the reason for the presentation
• Why wasn't the presentation done as the Commission requested - there must have been a
misunderstanding
Ellis Barn Lift
• At the meeting in August 2016 there was discussion on the Ellis Barn and the need to install
access to and keep using the 2°d floor and provide handicapped accessibility.
• Cost for this Lift was estimated at approximately $190,000
• OCPRC put together a committee to figure out how finance the improvement to the facility —
possibly find outside sources
• At the August 2016 meeting 14-15 possible outside sources were identified and staff was
directed to make contacts with these sources and then have a follow up meeting
• That meeting was canceled and not rescheduled
• When asked how things were going with contacting outside sources there was no response
• It was placed on the agenda for the February 15 Executive Committee meeting
• When asked about the status staff advised they weren't making contact as they didn't think it
was a good idea — even though they were directed to make the contacts
Glen Oaks Parking Lot Drainage
• Initial estimates for the project went from $500,000 to $1 million in relatively short time
• Due to the impact on budget staff was asked to consider breaking the project down into
segments - do the portions that are more urgent now — do other portions in later budget
years, etc.
• No response for over 2-3 months — asked again and then placed on February 15 Executive
Committee meeting agenda
• When asked what part of the Glen Oaks project is an emergency, that we absolutely need to
do now — the answer was the entire project was an emergency — nothing less
Chairman Fisher advised it is his observation, and again this is being offered in the spirit of being
constructive and moving things in the right direction, that the directions of the Commission are not being
carried out by staff. The Commission indicated that it is their statutory obligation to oversee and be
responsible for the parks. If clear direction is given by the Commission - staff needs to follow through as
requested.
(OCPR Commission Meeting, March 1, 2017)
Page 11
Chairman Fisher expressed in offering this up, in the spirit of trying to be constructive to move
forward, he thinks what we really need to have is an understanding that if the staff doesn't want to
follow a Commission position, then we have to have a discussion about it at the time. If staff has
a good reason we can have an open discussion, but at the end of the day when the discussion is
over staff has to follow the Commission's direction
Commissioner Fowkes informed that he was notified by another Oakland County department that OCPR
was approached in the last month or so by an organization that wanted to donate trees for one of our
parks . This matter was not brought in front of this board and it appears as if the offer was declined. He
would like to find out more information about the donation of the trees. Executive Officer Daniel Stencil
indicated he had not been made aware of the matter, would do some research and then report back to
the Commission.
OLD BUSINESS:
There was no old business to address.
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Vice Chairman VanderVeen advised the County Executive's Office received an invitation from the
Michigan Department of Natural Resources for a stakeholder input meeting at the Holly Recreation Area
on March 7, 2017.
Executive officer Daniel Stencil advised the MDNR is going through their master plan for the Holly
Recreation Area. They are going through all of their property statewide on a 5-year rotation. Executive
Officer Daniel Stencil and OCPR staff will be attending this meeting.
Proposed ORV Facility
Commissioner Kostin informed the Chairman he was a little confused about the ORV topic previously
discussed in the meeting. He recalled in a previous meeting staff indicated there would be less useable
acreage for the proposed facility. His understanding was that we already had a meeting with the DNR,
which was a very positive meeting, and they answered our questions appropriately. He didn't understand
that the Commission was expecting another report from staff for this meeting.
There were things covered in the meeting with the DNR that were different such as the amount of time it
has taken to finalize the lease and changes in terms of the 5-year lease due to extended extractions from
the site. It sounded, although it was considerably different in the total number of acres, that it would be
constructed from the standpoint that there was still very adequate property available at the site and
compared it to The Mounds in Genesee County. His understanding was that there would be another
meeting with the DNR to talk about some of the issues that changed, and although the total number of
acres were less but it didn't diminish the potential for the park.
The Commission continued the discussion on the matter which included these points:
• At the February meeting there was no real direction from the Commission.
• Chairman Fisher and Ron Olson of the DNR had a discussion and both understood and
agreed that the reduction in acreage was not anything the DNR was intending to do, that the
other part of the puzzle was that there was going to be considerably more acreage available
early on in the project.
• Ron Olson confirmed the additional acreage was going to be the acreage contributed by
Groveland Township, almost 100 acres.
• Nobody followed up with the Township to get their commitment for this contribution.
• We did hear of a plan for a fire station on the Township property.
(OCPR Commission Meeting, March 1, 2017)
Page 12
• Need to have a follow-up meeting with Groveland Township Supervisor DePalma regarding
the Township property and any future contribution for the project.
• The original grant was only written for $2.9 million which equated to approximately 300 acres
of land — until 2021 will only get 122 acres because of the extended leases on the property.
• OCPRC needs to determine the true value of this park, i.e. the difference in value of the park
with only 122 versus 300 acres.
• The next meeting with the DNR need to discuss the Memorandum of Understanding (MOU)
• Evaluate the total amount of acres for the park now and compare to the arrangement
previously made with the DNR
ADJOURNMENT:
Meeting adjourned at 4:02 p.m.
Ron Fowkes, Secretary Vicky Valko, Ricording Secretary