HomeMy WebLinkAboutMinutes - 2017.04.05 - 39357Oakland County Parks and Recreation Commission
Regular Meeting
April 5, 2017
Chairman Fisher called the meeting to order at 1:02 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 Ronald Fowkes, Executive
Committee Member Gary McGillivray, A. David Baumhart III, Hugh D. Crawford, Robert E. Kostin,
Christine Long, Jim Nash, David Potts
COMMISSION MEMBERS ABSENT WITH NOTICE:
None
ALSO PRESENT:
Parks and Recreation
OC Fiscal Services
OC Human Resources
Oakland County Fair Association
City of Southfield Parks & Recreation
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Brandy Boyd, Chief -Recreation Programs & Services
Phil Castonia, Chief -Business Operations
Zach Crane, Architectural Engineer II
Jim Dunleavy, Chief -Park Operations & Maint.-N. District
Mike Donnellon, Chief -Park Facilities Maint. & Dev.
Tom Hughes, Chief -Park Operations & Maint.-S. District
Pat Lindsay, Communications & Marketing Technical Assistant
Desiree Stanfield, Supervisor — Communications & Marketing
Jeff Phelps, Parks and Recreation Fiscal Services Coordinator
Sara Kohn, Human Resources Analyst II
LC Scramlin, General Manager
Terry Fields, Director of Parks and Recreation
Moved by Mr. Kostin, supported by Mr. Nash to approve the revised agenda with the following
change: Remove Item 9.a.1. Proposed Schubert Property Acquisition — Amendment to Restrictive
Covenant.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Crawford to approve the minutes of the OCPR
Commission Regular Meeting of March 1, 2017 as submitted.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, April 5, 2017)
Page 2
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the minutes of the OCPR
Commission Budget Study Session Meeting of March 15, 2017 as submitted.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
Oakland County 4-H Fair Association General Manager LC Scramlin invited the OCPR Commission to a
tour of the Fairgrounds at Springfield Oaks on July 12, 2017 at 11:30 a.m. just prior to the OCPR
Commission meeting which will be held at the Springfield Oaks Activity Center.
Mr. Scramlin also advised the Commission the 2017 Michigan State Fair will be August 30, 2017 and will
run through Labor Day.
PRESENTATION/INTRODUCTION:
Introduction — Natural Resource Coordinator — Sarah Cook
Chief of Park Facilities Maintenance and Development Mike Donnellon introduced Sarah Cook who was
recently hired as the new OCPR Natural Resource Coordinator. Sarah is a graduate of the University of
Michigan, with a Bachelor's Degree in Program in the Environment. She has over 8 years of experience in
natural resource management and recreational and educational programming; assisted federal, state and
local agencies in the implementation of coastal habitat restoration projects at 14 locations across the great
lakes basin; developed and executed ecological management plans for 2000 acres of natural areas and
preserves at 23 locations, including budgeting, grant writing, project management, recruiting, training, and
scheduling of full-time/part-time staff and volunteers; and as the Site Coordinator for an after school
environmental program for at -risk youth, she developed, coordinated and managed staff for seasonal
educational and recreational programs for approximately 50 students daily.
AWARD PRESENTATION:
2017 mParks Recreation Leadership Award - Terry Fields
Southfield Parks and Recreation Director Terry Fields (former Oakland County Parks and Recreation
Chief of Recreation Programs and Services) received the 2017 mParks Recreation Leadership Award at
the 2017 Michigan Recreation and Parks Association (MRPA) Trade Show and Conference. Ms. Fields
attended the meeting and was re -presented the plaque by Chairman Gerald Fisher and Executive Officer
Daniel Stencil.
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mrs. Long to approve Items 8A through 8L under Consent
Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for
Month Ending 02/28/17 (FM 05, FY17)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
02/28/17 (FM 05, FY17)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
(OCPR Commission Meeting, April 5, 2017)
Page 3
02/28/17 (FM 05, FY17)
D. Monthly Revenue and Expenditure Average Comparison Report for Month
Ending 02/28/17 (FM 05, FY17)
E. Capital Improvement Projects Budget to Actual Report & Statement of Net
Position For Month Ending 02/28/17 (FM 05, FY17)
F. FY 2017 CIP Schedule Update
G. FY 2017 Non-CIP Maintenance Projects Update
H. Monthly Purchasing Reports for Month Ending 01/31/17 (FM 04, FY17)
I. Monthly Food & Beverage Vendor Sales Reports 01/31/17 (FM 04, FY17)
1. Katherine's
2. Oak Management
3. MMD
J. FY 2017 C I P Project Approvals:
1, Independence Oaks —Twin Chimney Dock Replacement ($82,000)
(Construction Approval)
2. Proposed Groveland Oaks ARC Flash Study and Labeling
K. Request for Facility/Property Use Agreements with Alcohol Sales:
1. Michigan Antique Festival -Springfield Oaks May 5-7, and October 6-8, 2017
2. Oakland Uncorked -Oakland County Farmer's Market, August 4, 2017
3. SCAMP/Clarkston State Bank Back Roads Half Marathon -
Independence Oaks, November 12, 2017
4. SCAMP Home Tour Patron's Evening - Springfield Oaks Ellis Barn, June 3, 2017
5. St. Stephen Lutheran Church Lobster Bake Fundraiser -
Waterford Oaks, August 18, 2017
L. OCPR Proposed Sponsorship Approvals:
1. Oakland County Credit Union
2. Genisys Credit Union
3. KIND, LLC
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Discussion on Oakland County Parks and Recreation Logo
Supervisor of Communications and Marketing Desiree Stanfield and Oakland County Graphic Artist
Pamela Tremble presented several examples of a proposed new OCPR logo. At previous Commission
meetings, at the recommendation of consultant Skidmore Studio, it was proposed to launch a new OCPR
logo in red. There was concern about not using the Oakland County standard colors for logos - which are
blue, green and orange. There was also concern about the costs associated with changing the logo on
signs, buildings, uniforms, stationary, etc. Ms. Tremble advised that the current logo, which has been
used for approximately 15 years, is federally registered with the trademark office. She suggested OCPR
keep the existing logo, pull out certain elements to make it a mark to stand out on its own, incorporate it
into the branding and marketing materials, and give it a fresh and new look and feeling. By doing this and
using one very identifiable logo it could be used throughout the entire County Parks system to become
very uniform logo.
Commissioner Baumhart suggested that with all the future uses of the logo to add the tagline "An
Oakland County Park", while Commissioner Kostin suggested using 1 of 13". This kind of detail for the
logo will be worked out with the committee.
(OCPR Commission Meeting, April 5, 2017)
Page 4
Moved by Mr. Crawford, supported by Mr. McGillivray to retain the existing Oakland County Parks
and Recreation logo and adapt it as presented today.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Countvwide Survev Bid/Recommendation
As a requirement of the 5-Year Parks and Recreation Master Plan, OCPR staff and OC Purchasing
released an RFP for the development, execution and analysis of a countywide survey on the Parks and
Recreation trends, needs, usage and priorities. There will be separate surveys for the residential
community and for the business community. The Commission suggested staff and any consultants work
with Oakland County Economic Development on the business survey. Staff advised after this process is
complete OCPR will have Master Plans for all 13 OCPR parks.
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the award of the Countywide
Resident Survey contract to ETC Institute of Olathe, Kansas for a total cost of $40,860; the
Resident Survey portion will be $26,340 with a sample size of 800, and the Business Survey
portion will be $14,520 with a sample size of 400. Funds for this project are included in the FY
2017 Administrative Services Adopted.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Staff advised they would provide a draft of the questions to be included in the surveys to the Commission
in the packets for the next Commission meeting. The Commission advised staff that they would need the
draft of the questions in advance of receiving the agenda packets.
Proposed Springfield Oaks Activity Center (SAC) Water Tower Improvements Project
Conceptual Approval. includes approval of Dixon desiqn/enqineerinq contract) ($35,000
Moved by Mr. Crawford, supported by Mr. McGillivray to award the design/engineering for the
Springfield Oaks Water Tower Repairs to Dixon Engineering, Inc. of Grand Rapids, MI, in
accordance with their annual contract with Oakland County, in the amount of $23,442. Funds for
this portion of the project are included in the Design/Engineering portion of the FY2017 Adopted
CIP Management Plan; and
Move to proceed with the necessary construction documents and bidding for the Springfield Oaks
Water Tower Repairs, for a total estimated project amount of $293,137, including
design/engineering, with staff reporting back to the Commission for final approval of the project.
Funds for this portion of the project are included in the Proposed FY 2018 and FY 2019 CIP
Management Plan, and
Move to direct staff to report back to the Commission on the estimated cost for painting or the
installation of a logo on the water tower.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, April 5, 2017)
Page 5
Discussion of Proposed FY 2017, 2018, 2019, 2020 Budget Modifications:
1. Proposed Additional CIP/Maintenance Management Funding for 2017, 2018, 2019, 2020
2. Proposed OCPR Organizational Chart Modifications
3. Proposed FY 2017 Capital Improvement Projects/Maintenance Management Plan
4 Staff Recommendations for CIP & Maintenance Protects - 2018, 2019, 2020, 2021, 2022
1. Proposed Additional CIP/Maintenance Management Funding for 2017, 2018, 2019, 2020
Chairman Fisher introduced to the Executive Committee to budget potentially $750,000 more for Capital
Improvement Projects and also to budget potentially $250,000 more for Capital Maintenance projects. At
that meeting he asked Fiscal Services Coordinator Jeff Phelps to advise if these additional funding would
be feasible and conform with the budget policy in terms of the Net Unrestricted amounts over time, and if
it was the Commission would ask staff to present a list of a variety of projects to the Commission so they
would be able to analyze the list of projects. Chairman Fisher suggested limiting the action to Jeff Phelps'
presentation then staff will know what funds are available and could bring back proposed projects for the
Commission's consideration. It is being proposed that the additional funding should be used for projects
over and above what staff had previously recommended.
Jeff Phelps advised due to current spending, the OCPR Budget Policy and anticipated tax revenues,
OCPR is in a good position to comply with Chairman Fisher's proposal for adding additional funds in the
Capital Improvement Projects and Capital Maintenance budgets.
After a very detailed discussion regarding proposed projects, prioritization, costs, current and future
millages, and maintaining the Oakland County Parks as a "First Class Parks System", the Commission
recommended moving forward with a motion to proceed.
Moved by Mr. Fowkes, supported by Mr. Potts to move forward with the concept of contributing
up to $750,000 additional funding for Capital Improvement Projects and up to $250,000 additional
funding for Capital Maintenance projects on an annual basis for projects that have priority under
the revised review scope subject to availability of funds that would result in compliance with
OCPRC budget policy.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
2. Proposed OCPR Organizational Chart Modifications
At the last Executive Committee meeting the OCPR Organizational Chart was discussed. Previously
directly reporting to the Executive Officer was Fiscal Services/Budget, Communications/Marketing and
Planning. Facilities Maintenance and Development reported directly to Sue Wells, Manager of Parks and
Recreation Operations. It was suggested to move the Capital Improvements aspect, which is the largest
part of the OCPR budget, to report directly to the Executive Officer, and continue to have the Operations
aspect continue to report to the Manager of Parks and Recreation Operations.
Moved by Mr. Fowkes, supported by Mr. Baumhart to approve the FY 2017 OCPR Organizational
Staffing Chart
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, April 5, 2017)
Page 6
3. Proposed FY 2017 Capital Improvement Projects/Maintenance Management Plan
As requested by the Executive Committee staff presented a list of projects to be started in FY 2017 in lieu
of doing the Glen Oaks Parking Lot paving improvements. Chairman Fisher recommended deferring this
item till the next Commission meeting to have an opportunity to review the list in detail and prioritize.
Commissioner Long advised that due to the limited construction season there was concern of postponing
these projects.
Moved by Mrs. Long, supported by Mr. McGillivray to approve the list of Capital Improvement
Projects presented in the amount of $536,350, including a $16,650 contingency in FY2017,
according to OCPR Commission policy for project approvals, and
Approve the list of Maintenance Projects presented in the amount of $133,650, including a
$16,650 contingency in FY2017, according to OCPR Commission policy for project approvals,
and
Approve increasing the FY2017 operating budget by $133,650, while reducing the FY2017
Capital Improvement Management Plan & Budget to $1,366,350.
FY2017
Budget Amendment Budget
Cost Center Dept # Program Account Amendment
Revenues: PUB Planned Use of Balance 5060666 160666 665882 Planned Use of Balance $ 133,650
Expenses: FM Facilities Maintenance 5060910 160430 730198 Building Maintenance Charges $ 133,650
AYES: Baumhart, Crawford, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (9)
NAYS: Fisher (1)
Motion carried on a unanimous voice vote.
4. Staff Recommendations for CIP & Maintenance Projects - 2018, 2019, 2020, 2021, 2022
It was determined that Staff Recommendations for CIP & Maintenance Projects-2018, 2019, 2020, 2021,
2022, the information included on Pages 377 — 387 would be postponed until the next Commission
meeting.
Proposed Revision to Resolution on OCPR Grill Room Staffing - Lyon Oaks/White Lake Oaks
Moved by Mr. Fowkes, supported by Mrs. Long to approve the following resolution on the creation
of White Lake Oaks and Lyon Oaks Grill Room positions and forward it to the Oakland County
Board of Commissioners for final approval:
WHEREAS the Parks Commission and Human Resources Department have identified an
omission on Miscellaneous Resolution #17036 that created Grill Room operations and staffing at
White Lake and Lyon Oaks; and
WHEREAS the Fiscal Note included on the approved resolution illustrated that two (2) Proprietary
Revenue (PR) Funded Part -Time Non -Eligible (PTNE) 1,000 hours per year Seasonal Program
Specialist positions were to have been created; and
WHEREAS the written resolution did not address the request in the "WHEREAS" and the "BE IT
FURTHER RESOLVED" statements; and
WHEREAS the Parks & Recreation and Human Resources Departments are presenting this new
resolution to formally create the two (2) missing positions and add additional hours to four (4)
positions; and
(OCPR Commission Meeting, April 5, 2017)
Page 7
WHEREAS it is proposed to create one (1) PR funded PTNE 1,000 hours per year Seasonal
Program Specialist at White Lake Oaks and one (1) PR funded PTNE 1,000 hours per year
Seasonal Program Specialist at Lyon Oaks; and
WHEREAS these positions will provide essential operation functions for the grill rooms, the
existing grill room staff, and to provide operational support between the grill room and the Parks
Supervisor on site; and
WHEREAS the operational revenue funds from Lyon Oaks and White Lake Oaks Conference
Center and from Parks and Recreation Planned Use of Balance is available to cover the cost of
the positions to be created as originally cited; and
WHEREAS Parks & Recreation has requested to add 500 hours to each of the following
positions: two (2) Second Cook (5060426-11903 and 5060456-11914) and two (2) Parks Helper
positions (#5060426-11909 and 5060456-11920).
WHEREAS operational revenue funds from Lyon Oaks and White Lake Oaks Conference Center
and from Parks and Recreation Planned Use of Balance is available to cover the cost of the
position creation and modifications presented.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission approves creating the following PR funded Part -Time Non -Eligible positions:
# Of Positions Classification Hours Per Year Park and Department #
1 Seasonal Program Specialist 1,000 White Lake Oaks (#5060426)
1 Seasonal Program Specialist 1,000 Lyon Oaks (#5060456)
BE IT FURTHER RESOLVED to add 500 hours to each of the following four (4) positions:
Position Number Classification
5060426-11903 Second Cook
5060426-11909 Parks Helper
5060456-11914 Second Cook
5060456-11920 Parks Helper
BE IT FURTHER RESOLVED that these revisions for staffing at Lyon Oaks and White Lake Oaks
Conference Center be forwarded to the Oakland County Board of Commissioners for final
approval.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
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.
Proposed FY 2018-2020 OCPRC Budget Study Session II
Executive Officer Daniel Stencil, Fiscal Services Coordinator Jeff Phelps and staff gave a presentation on
the Proposed FY 2018-2020 OCPRC Budget and focused on the following areas:
• FY 2018-2020 Budget Process/Schedule
• Proposed Facilities Maintenance
• Proposed Capital Equipment
(OCPR Commission Meeting, April 5, 2017)
Page 8
• Proposed FY 2018 Individual Operating Budget Centers - Recreation including:
o Recreation Programs & Services
o Catalpa Oaks
o Red Oaks Waterpark
o Waterford Oaks BMX
o Waterford Oaks Waterpark
o Waterford Oaks Farmer's Market
The Commission directed staff to allocate funds in the FY 2018 budget to install an electronic pay station
at Addison Oaks.
Executive Officer Daniel Stencil advised that due to the fact that the proposed ORV facility has not been
finalized the proposed budget center for ORV will not be included in the FY 2018 budget. It was
suggested that the funds be placed in reserve and to earmark the funds for that project if it does occur in
that fiscal year. If/when the ORV project is approved by the Commission, the operating budget can be
amended as needed to provide for staffing and operational monies.
Mr. Stencil also provided the Commission with an update on the next steps in the budget process and
reminded them the next Budget Study Session will be included in the May 3, 2017 OCPR Commission
meeting.
The Commission inquired about the OCPR Commission agenda packets becoming electronic in the
future versus having paper packets. Executive Officer Daniel Stencil advised funds have been included
in the proposed FY 2018 OCPRC budget for this enhancement.
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.
• Temporary Use Permits will now be Property/Facility Use Agreements
• Plans to schedule a meeting with Groveland Township and the MDNR to discuss a future
possible lease for the Proposed ORV facility
• Update on status of sponsorships
• Proposed new use/lease for Waterford Oaks Greenhouse, include the cost of utilities in
the lease agreement
• Update on meetings with communities in south Oakland County
• Democratic Caucus Meeting at Red Oaks Nature Center on April 12, 2017
• Update on status of notice from MLCC
• Update on Dashboard and Data Book — Revised page replacement
• Meeting with Waterford and White Lake on the Pontiac Lake Gateway project to replace
the M59 Bridge near White Lake Oaks
• Consumers Energy proposed natural gas line west side of Oakland County — does not
involve any park sites
• Request from Arts Beats and Eats for use of OCPR show mobiles
Participation and Program Review FY 2017, Month 05 February 2017
The Participation and Program Review report as presented by Chief of Park Operations and Maintenance —
South District Tom Hughes, Chief of Park Operations and Maintenance —North District Jim Dunleavy and Chief
of Recreation Programs and Services Brandy Boyd was received.
(OCPR Commission Meeting, April 5, 2017)
Page 9
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on the challenge OCPR is
experiencing in hiring part time staff - especially the Lifeguard positions. Staff is working with Human
Resources to try other methods to fill those positions. The Commission offered several options on areas
to place advertisements for these positions. Sue advised she would keep the Commission updated on
the status of this matter.
Report on Volunteer Services
The Commission received the report from staff on the update on OCPR Volunteer Services.
Waterford Oaks Conceptual Park Plan
Staff presented the Proposed Waterford Oaks Conceptual Park Plan, which is number 6 of 13,
for the Commission's review. This item will be placed on the May 3, 2017 OCPR Commission
agenda to receive and file.
Executive Committee Update
Chairman Fisher informed the Commission that staff is working on setting up a meeting with Groveland
Township, Michigan Department of Natural Resources and Oakland County Parks and Recreation. The
purpose of this meeting is to discuss the proposed ORV Park and the current parcels of land being
proposed for the park footprint.
OLD BUSINESS:
There was no old business to address.
NEW BUSINESS:
Current OCPR Commission Workgroups
The Commission was provided a list of current OCPR workgroups and was advised if they would like to
participate on any of these workgroups please advise Executive Officer Daniel Stencil, and also which
committee they would prefer.
Chief of Business Operations Phil Gastonia provided an update on the status of the food and
beverage/catering vendors at White Lake Oaks and Lyon Oaks. The committee has conducted
interviews and is working on finalizing the negotiations for these contracts. At this point the committee is
proposing 2-year contracts with 2-year renewals. The Commission asked staff to make sure there is an
escape clause in case things don't work out with the contractor. Staff advised that clause has been
included. Staff will present a recommendation to the Commission for their approval at the May 3, 2017,
OCPRC meeting.
ADJOURNMENT:
Meeting adjourned at 3:42 p.m.
Ron Fowkes, Secretary Vicky Valko„Recording Secretary