HomeMy WebLinkAboutMinutes - 2017.05.03 - 39358Oakland County Parks and Recreation Commission
Regular Meeting
May 3, 2017
Chairman Fisher called the meeting to order at 1:03 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, 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
Oakland County Corporation Counsel
Oakland County Facilities Mgmt.
Oakland County Fair Association
City of Madison Heights
Lafayette Market
Katherine's Catering Oakland LLC
APPROVAL OF AGENDA:
Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Brittany Bird, Natural Resources
Brandy Boyd, Chief -Recreation Programs & Services
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
Jen Meyers, Architectural Engineer III
Jeff Phelps, Parks and Recreation Fiscal Services Coordinator
Jody Hall, Financial Attorney
Paul Zachos, Property Management Specialist
LC Scramlin, General Manager
Joseph Vitale, Director of Public Works
Audra Westberg
Kyle Westberg
Katherine Farrell
Moved by Mr. McGillivray, supported by Mr. VanderVeen to approve the agenda with the
following change: Move Item 13. Closed Session before Item 8.Consent Agenda
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, McGillivray, Potts, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve the minutes of the OCPR
Commission Regular Meeting of April 5, 2017 with the following change:
Add further clarification at the end of the motion on the additional funds for Capital Improvements,
as follows:
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 Projects - 2018, 2019, 2020, 2021, 2022
(OCPR Commission Meeting, May 3, 2017)
Page 2
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, McGillivray, Potts, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
Commissioner Kostin expressed his appreciation for being appointed the Commissioner to ride in the
helicopter for the 2017 Great Marshmallow Drop at Catalpa Oaks. He advised that he had a terrific day
and thanked OCPR staff and the airport staff for all their assistance, and also for the opportunity to
represent the Commission during this event.
INTRODUCTION:
Introduction — User Support Specialist I — Alex Pard
Sue Wells, Manager of Parks and Recreation introduced Alex Pardy who was recently hired as a User
Support Specialist I. Alex will be primarily assisting with the administration and support of RecTrac. He
has a Bachelor's Degree in Parks and Recreation and an Associate's Degree in Computer Information
Systems. Alex also worked with OCPR as a part-time employee and will bring valuable experiences from
internships with Disney World and the Detroit Tigers. Alex will be a great asset to the Oakland County
Parks system and will be able to use his unique background in parks and recreation and IT to support our
staff and customers.
CLOSED SESSION:
Moved by Mr. Potts, supported by Mr. McGillivray to adjourn to Closed Session to review Attorney
Client Privileged Information.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, McGillivray, Potts, VanderVeen (8)
NAYS: (0)
Motion carried on a unanimous roll call vote.
Meeting adjourned to Closed Session at 1:12 p.m.
Meeting reconvened to Open Session at 1:50 p.m.
Moved by Mr. Fowkes, supported by Mr. Crawford to proceed as discussed in closed session.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mr. Crawford to approve Items 8A through 8Q under
Consent Agenda, as follows:
(OCPR Commission Meeting, May 3, 2017)
Page 3
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month
Ending 03/31/17 (FM 06, FY17)
B. Monthly Revenue and Expenditure Comparison Report by Budget Center for Month
Ending 03/31/17 (FM 06, FY17)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending
03/31/17 (FM 06, FY17)
D. Monthly Capital Equipment Report for Month Ending 03/31/17 (FM 6, FY 2017)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
03/31/17 (FM 6, FY 2017)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 03/31/17 (FM 06, FY17)
G. FY 2017 CIP Schedule Update
H. FY 2017 Non-CIP Maintenance Projects Update
I. Monthly Purchasing Reports for Month Ending 02/28/17 (FM 05, FY17)
J. Monthly Food & Beverage Vendor Sales Reports 02/28/17 (FM 05, FY17):
1. Katherine's
2. Fuller Oak Management
3. MMD
K. FY 2017 CIP Project Approval:
1. Proposed Amendment to Agreement between Oakland County Parks and Recreation
Commission on the Oakland County 4-H Fair Association for the Springfield Oaks
Fair Grounds/Activity Center Pavement Improvements - (Construction Approval)
L. Proposed 2017 Natural Resources Contracted Invasive Species Treatments:
1. Highland Oaks —Phragmites, Oriental Bittersweet, Swallow Wort
2. Independence Oaks- Phragmites, Oriental Bittersweet, Swallow Wort
3. Orion Oaks- Phragmites, Oriental Bittersweet
M. National Parks and Recreation Month - July 2017
N. Sponsorship Agreement -The Filippis Foundation for 2017 Wheelchair Daze Picnic
at Independence Oaks
O. FY2017 2nd Quarter Facilities Maintenance Amendment
P. FY 2017 Fiscal Services 2nd Quarter Financial Forecast
Q. Proposed Residential Lease - Addison Oaks — Viacheslav (Slava) Atkins-Dovbenko
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Food and Beverage Catering RFP Recommendation: Approval of Vendor for Lyon Oaks Conference
[;PntPr
Moved by Mr. Fowkes, supported by Mr. McGillivray to approve the proposed Conference Center
Food and Beverage Catering Services Contract for Lyon Oaks with Katherine's Catering Oakland
County, LLC of Ann Arbor, MI, as presented.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, May 3, 2017)
Page 4
Food and Beverage Catering RFP Recommendation: Approval of Vendor for White Lake Oaks
Conference Center
Moved by Mr. Fowkes, supported by Mr. Potts to approve the proposed Conference Center Food
and Beverage Catering Services Contract for White Lake Oaks with Lafayette Market of Pontiac,
MI as presented.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Waterford Oaks Conceptual Park Plan
The purpose of the Park Plan is to primarily focus on the long-term stability, management and
programming of existing assets and facilities. Operational and facility improvements are designed to meet
the recreational needs of county residents and to be welcoming to people of all abilities, ages and
cultures.
Park 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
• Evaluation of performance metrics
Waterford Oaks Park Plan Vision:
• The natural features of Waterford Oaks are maintained and enhanced and are an integral
part of the Waterford Oaks experience
• Trail connectivity is increased and wayfinding is improved throughout the park and between
facilities
• Accessibility is enhanced throughout the park and the park is well-known for barrier -free
experiences and facilities
• With the completion of certain improvements Waterford Oaks has been converted to a day -
use park, with revenue from the collection of vehicle pass fees and increased attendance
making the park more sustainable
• Waterford Oaks is an important component of the Oakland County campus and a resource
for outdoor recreation for Oakland County employees and their families
• Waterford Oaks is the administrative hub of the Oakland County Parks system and
contributes to the efficient operation of all parks
• The Oakland County Farmer's Market at Waterford Oaks contributes to the economic
prosperity of the local agricultural community, provides a wide array of healthy seasonal
products, participates in partnerships that promote healthy living, and connects with
underserved communities through food assistance programs
• Facility improvements and improvements to business and operating practices increase
customer satisfaction of existing visitor populations; draw new target populations to the park;
and create new programmatic and revenue -generation opportunities
Moved by Mr. Fowkes, supported by Mr. McGillivray to receive and file the Waterford Oaks
Conceptual Park Plan.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, May 3, 2017)
Page 5
The Commission requested staff provide information on the rental history for the facilities at Waterford
Oaks County Park. In addition, the Commission requested staff research the feasibility and cost to put in
an entrance to Waterford Oaks County Park from Telegraph Road, just west of the railroad overpass on
Telegraph Road, which is west of Dixie Highway.
FY 2017 CIP Project Approval: 1 Independence Oaks - Maintenance Building Roof Replacement
(Conceptual Approval); 2. Red Oaks Golf Course Maintenance Building Roof Replacement
(Conceptual Approval): 3 Red Oaks Nature Center Roof Replacement (Conceptual Approval)
Moved by Mrs. Long, supported by Mr. Baumhart to approve proceeding with the bidding for the
FY2017 roofing projects consisting of the Independence Oaks — Maintenance Building (Main);
Red Oaks Golf Course — Maintenance Building; and Red Oaks Nature Center. Final construction
costs will be brought back to the Commission for final approval.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Request for 2017 Non -Budgeted Capital Equipment -Flail Mower/Facilities Maintenance
Moved by Mrs. Long, supported by Mr. Fowkes to approve the purchase of a 30" Bobcat Flail
Mower Attachment for Facilities Maintenance from Carleton Equipment Company of Livonia, MI in
the amount of $5,966 utilizing available favorability in the 2017 Capital Equipment Budget.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed 2017 Arts Beats and Eats Sponsorship
Moved by Mr. Nash, supported by Mr. McGillivray to approve the In -Kind Donation —Trade of
Service under the RAPP Program for 3 units for 6 days, for the 2017 Arts Beats and Eats event in
Royal Oak, in exchange for publicity and sponsorship recognition for Oakland County Parks and
Recreation.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts (9)
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 Cooperative Agreement with mParks for Archery Program
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the Cooperative Agreement for
an Archery Program between Michigan Recreation and Park Association (mParks) and Oakland
County Parks and Recreation.
(OCPR Commission Meeting, May 3, 2017)
Page 6
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed FY 2018-2020 OCPRC Budget Study Session III
At a meeting which included Chairman Fisher, Vice Chairman VanderVeen, Executive Officer Stencil and
Chief of Park Facilities Maintenance and Development Mike Donnellon, it was recommended to schedule
a Special OCPR Commission Meeting to discuss FY2018-FY2022 Capital Improvement Program (CIP) &
Maintenance Management Plan - Proposed Project Lists, with a date to be determined for the purpose of
allowing the Commission to review, comment and adjust the following Capital Improvement Program
(CIP) and Maintenance Project lists:
1.1.1.CIP Project list (Current Budget Target of $1,500,000)
1.1.2.CIP Park Enhancement Project List ($750,000)
1.1.3.Maintenance Project List (Average Budget Target of $700,000)
1.1.4.Maintenance Park Enhancement Project List ($250,000)
By holding a special meeting it would allow staff to revise and split the current recommended lists of
Capital Improvement Program (CIP) ($2,250,000) and Maintenance ($950,000) projects as revised on
April 12, 2017, into the above project lists.
Moved by Mr. McGillivray, supported by Mr. Baumhart to schedule a special OCPRC meeting for
the purpose of Commission review, comment and adjustment of the following Capital
Improvement Program and Maintenance Project lists, if needed, and to approve the Maintenance
Enhancement Funding of $250,000 for the OCPR Operating:
• CIP Project list (Current Budget Target of $1,500,000)
• CIP Park Enhancement Project List ($750,000)
• Maintenance Project List (Average Budget Target of $700,000)
• Maintenance Park Enhancement Project List ($250,000)
And to approve the following FY2018-FY2020 Budget Amendment/Adjustment:
Cost Center
Dept. # Program Account
Revenue PUB Planned Use of Balance 5060666
Expense FM Facilities Maintenance 5060910
160666 665882 Planned Use of Balance
160430 730198 Building Maintenance Charges
Amount
$250,000
$250,000
The additional funding for these Enhancement Projects will be on annual basis and will also be
subject to the availability of funds that would result in compliance with OCPRC budget
Policy,
Staff will continue to work on the recommended project listing for the additional Enhancement
Funding and the Commission will determine if the special meeting is needed.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
(OCPR Commission Meeting, May 3, 2017)
Page 7
Millage Renewal/Taxable Value Calculations
Fiscal Services Coordinator Jeffrey Phelps provided information on OCPR Property Tax Levy
budget -to -actual comparisons and timing of collections for FY2018-2020. At the June 7, 2017
OCPRC meeting staff will be asking the Commission to approve a resolution to direct staff to
place the OCPR millage renewal on the ballot. We will also provide a timeline of actions staff will
be taking for the millage approval process.
Proposed City of Madison Heights/Red Oaks Nature Center — Storm Sewer Extension Improvements
Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the payment for the Red Oaks
Nature Center Storm Sewer Extension Project, as managed by the City of Madison Heights, from
the OCPR Commission FY2017 Capital Improvement Program fund in the amount not to exceed
$23,527, to be paid to the City of Madison Heights upon acceptance of the completed work and
pursuant the current lease agreement.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Nash, Potts (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
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:
• The OCPR Campgrounds opened last weekend
• Executive Committee Meeting is scheduled for May 16, 2017 @ 2:00
• Next Commission meeting is June 7, 2017
• OCPR was contacted by another county regarding purchasing the proposed logo that
was recommended to OCPR earlier this year
• Meeting on June 15, 2017 at 8:30 a.m. with the OC Board of Commissioners Republican
Caucus regarding their input on the South Oakland Strategy and the 5-Year Recreation
Plan
• Action by the City of Madison Heights on the SOCCRA property
• OCPR is the recipient of 2017 NaCo Achievement Award for the Oakland University-
OUCARES Day Camp Training for staff working with participants with Autism
• Clarkston Area Optimist Club Grants for OCPR: Archery Enhancement and Fishing
Derby June 17`h, 2017 at Independence Oaks North
• Executive Officer's Improved Plan on Organizational Alignment
Participation and Program Review FY 2017, Month 07 April 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.
Proposed Independence Oaks Conceptual Park Plan and Orion Oaks Conceptual Park Plan
Staff presented the Proposed Independence Oaks and Orion Oaks Conceptual Park Plans, which are
numbers 7 & 8 of 13, for the Commission's review. This item will be placed on the June 7, 2017 OCPR
Commission agenda to receive and file.
(OCPR Commission Meeting, May 3, 2017)
Page 8
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on the Fiscal Sustainability
Work Groups last meeting on April 19, 2017. Topics included evaluating facilities, which facility to look at
first to possibly repurpose, lease or divest. Staff is putting together a template in order to be able to
evaluate all facilities very thoroughly and in the same manner. In addition, staff is also evaluating the
programs and maintenance issues.
Executive Committee Update
There was no new information to report from the Executive Committee.
OLD BUSINESS:
There was no old business to address.
NEW BUSINESS:
There was no new business to report.
ADJOURNMENT:
Meeting adjourned at 3:18 p.m.
Ron �9wkes, Secretary Vicky Valko, Recording Secretary