HomeMy WebLinkAboutMinutes - 2017.08.02 - 39360 Oakland County Parks and Recreation Commission
Regular Meeting
August 2, 2017
Chairman Fisher called the meeting to order at 1:03 p.m. in the Oakland County Parks and Recreation
Commission Administration Building Commission Meeting Room.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary Ron Fowkes, Executive
Committee Member Gary McGillivray, A. David Baumhart III, Hugh D. Crawford, Robert E. Kostin,
Christine Long
COMMISSION MEMBERS ABSENT WITH NOTICE:
Jim Nash
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Brandy Boyd, Chief-Recreation Programs & Services
Phil Castonia, Chief-Business Operations
Sarah Cook, Natural Resources Coordinator
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 Myers, Architectural Engineer III
Melissa Prowse, Supervisor of Planning
Desiree Stanfield, Supervisor- Communications & Marketing
OC Fiscal Services Jeff Phelps, Parks and Recreation Fiscal Services Coordinator
OC Corporation Counsel Jody Hall, Financial Attorney
Oakland County Historical Comm. Rich Stamps
APPROVAL OF AGENDA:
Moved by Mr. Crawford, supported by Mr. Fowkes to approve the agenda as submitted.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. VanderVeen, supported by Mr. McGillivray to approve the minutes of the OCPR
Commission Regular Meeting of July 12, 2017, with the following changes:
Page 4 of the minutes under REGULAR AGENDA/Bailey House Alternatives, remove the
following paragraph:
Following a discussion on possible alternatives for the property, it was recommended that the
property could be used as a rest station along the pathway and a kiosk or memorial be
constructed providing information on the history of the Bailey family.
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And replace it with this paragraph:
Following a preliminary discussion of alternatives, Chairperson Fisher recommended that
the property in the area of the current house could be improved as a safety path rest
station, with a kiosk containing a recitation of the history of the Bailey family and
associated village. He stated that he had spoken to the Independence Township
Supervisor, who indicated that he fully supported this arrangement, and that it was
consistent with Township safety path planning. Chairperson Fisher asked the
representative of the Oakland County Historical Commission who was present for the
meeting for an evaluation of this idea, and he indicated that, if the house needed to be
removed, this rest station and historical kiosk concept represented a good proposal.
And also to correct Mrs. Long’s vote to a yes vote on the CIP project.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
Mr. Rich Stamps advised the Commission he has a greater appreciation for what they do after attending
the July 12, 2017 OCPR Commission meeting at Springfield Oaks. In addition, he advised that in 2020 it
will be Oakland County’s Bicentennial. The Oakland County Board of Commissioners has formed a
discovery committee to make preparations on how we would celebrate the Bicentennial. He asked how
OCPR could contribute to this celebration using funding, logos and fundraising. Chairman Fisher
suggested he also include the Oakland County 4-H Fair in the discussions, and also have Executive
Officer Daniel Stencil as a representative from Oakland County Parks and Recreation on this committee.
INTRODUCTIONS:
Technical Assistant/ FOM - Timothy Rogers
Chief of Park Facilities, Maintenance & Development Mike Donnellon introduced Timothy Rogers who
was recently hired as a Technical Assistant in Facilities, Operations and Maintenance. Tim will support
the staff currently located in the Facilities Operations and Maintenance Building. He previously worked at
OC Health Division’s Emergency Preparedness Unit as a Technical Assistant. Tim has over 18 years of
construction experience and was previously a part-time employee at the Lyon Oaks Golf Course as a
Grounds Equipment Mechanic.
Intern/FOM - Ted Stawiarski
Mike Donnellon also introduced Mr. Thaddeus (Ted) Stawiarski. Ted was recently hired as a Part-time
Architectural Intern for the Facilities Maintenance, Project Management Group. He will be assisting our
project management staff with the creation of conceptual and construction computer aided
drawings/details. Mr. Stawiarski is currently in his second year of attending the University of Detroit-Mercy
5-year Architecture Program, minoring in Philosophy. He has previously worked as a Groundskeeper for
the Franklin Hills Country Club and as a Woodshop Assistant for the UDM Student Work Study Program.
General Maintenance Mechanic - Slava Atkins-Dovbenko
Chief of Park Operations and Maintenance for the South District Tom Hughes introduced
Slava Atkins-Dovbenko. Slava joins OCPR as a full time General Maintenance Mechanic at Addison
Oaks County Park. Slava has worked for OCPR as a part-time employee since 2009. He worked as a
lifeguard at Waterford Oaks and Addison Oaks, and also as a Parks Helper at Addison Oaks. In his new
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role, Slava will be responsible for the grounds and building maintenance repairs at Addison Oaks and the
Buhl Estate.
CONSENT AGENDA
Moved by Mr. Kostin, supported by Mr. McGillivray to approve Items 8A through 8M under
Consent Agenda, as follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
06/30/17 (FM 09, FY17)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending
06/30/17 (FM 09, FY17)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 06/30/17
(FM 09, FY17)
D. Monthly Capital Equipment Report for Month Ending 06/30/17 (FM 09, FY17)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
06/30/17 (FM 09, FY17)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 06/30/17 (FM 09, FY17)
G. FY 2017 CIP/Maintenance Program Schedule Update
H. FY 2017 Maintenance Program Budget Report Update
I. Monthly Purchasing Reports for Month Ending 05/31/17 (FM 08, FY17)
J. Monthly Food & Beverage Vendor Sales Reports 05/31/17 (FM 08, FY17)
1. Katherine's
2. MMD
3. Fuller Oak Management
K. FY 2017 CIP Project Approvals:
1. Facilities Maintenance Wood Shop Ventilation System Replacement ($30,000)
(Conceptual Approval)
2. Groveland Oaks Yurt #2 ($55,000) (Conceptual Approval)
3. Independence Oaks Boathouse Window Replacement (Construction Approval)
($40,000)
L. Unrestricted Net Position Actual/Forecast
M. RPS Mobile Trailer Budget Amendment ($7,414.00)
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
Dixie Heritage Corridor Project – Overview
At the July 12, 2017 Commission meeting, the Commission approved Oakland County Parks’
participation in a collaborative planning process to help shape the future of the Dixie Highway Corridor in
Groveland and Holly (and potentially Springfield) Townships. This project stems largely from the
anticipated increase in development along Dixie Highway spurred by the development of the proposed
ORV Park. Groveland Township will be updating its Township Master Plan and corridor planning will be a
component.
Oakland County Economic Development and Community Affairs has coordinated the services of
Dan Marriott, of Paul Daniel Marriott + Associates to help with the planning for the future of the corridor.
Mr. Marriott provided an overview of his experience and also his plans during this process.
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Proposed Waterford Oaks Greenhouse Lease
Moved by Mr. Potts, supported by Mr. Fowkes to adopt the following resolutions recommending
approval of the Waterford Oaks Greenhouse Lease and Residential Lease with Oakland Urban
Growers as presented, that these leases have to be signed by the tenant and the security deposit
paid by October 1, 2017, and forward it to the Oakland County Board of Commissioners for final
approval:
RESIDENTIAL LEASE – OAKLAND URBAN GROWERS - WATERFORD OAKS
WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park; and
WHEREAS, a 1,392 square foot house, identified as 1580 Scott Lake Road, Waterford, MI
48328, is located on the grounds of Waterford Oaks County Park; and
WHEREAS, Oakland Urban Growers has expressed a desire to lease this house, along with its
separate lease for the greenhouses and surrounding land at Waterford Oaks;
WHEREAS, the lease of the house will allow Oakland Urban Growers to have a caretaker near its
greenhouse operations on a 24-hour basis; and
WHEREAS, Oakland County Parks and Recreation Commission (“OCPRC”) staff with the
assistance of Corporation Counsel negotiated the attached Lease, in compliance with the
OCPRC residential lease policy; and
WHEREAS, the attached Lease is for the house located at 1580 Scott Lake Road, Waterford, MI
48328 for a period commencing October 1, 2017 through December 31, 2027 and
WHEREAS, the Lease requires Oakland Urban Growers to pay the following rent along with all
utility costs:
October 1, 2017 – December 31, 2018 $1,350 per month
January 1, 2019 – December 31, 2019 $1,377 per month
January 1, 2020 – December 31, 2020 $1,405 per month
January 1, 2021 – December 31, 2021 $1,433 per month
January 1, 2022 – December 31, 2022 $1,461 per month
January 1, 2023 – December 31, 2023 $1,491 per month
January 1, 2024 – December 31, 2024 $1,520 per month
January 1, 2025 – December 31, 2025 $1,551 per month
January 1, 2026 – December 31, 2026 $1,582 per month
January 1, 2027 – December 31, 2027 $1,613 per month
WHEREAS, the monthly rent amounts are based on a market analysis from the Oakland County
Property Manager; and
WHEREAS, OCPRC staff recommends that the attached Lease be approved by OCPRC and
forwarded to the Oakland County Board of Commissioners for review and approval.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission approves the attached Lease and directs that it be forwarded to the Oakland County
Board of Commissioners for review and approval.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission
recommends that the Oakland County Board of Commissioners approve and authorize the attached
Lease Agreement between the County of Oakland and Oakland Urban Growers.
BE IT FURTHER RESOLVED that the rent amount received be deposited in the Oakland County
Parks and Recreation Rental House Revenue fund line item.
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GREENHOUSE LEASE – OAKLAND URBAN GROWERS- WATERFORD OAKS
WHEREAS, the County of Oakland is the owner of Waterford Oaks County Park; and
WHEREAS, the Oakland County Purchasing Unit released a request for proposal (RFP) for
an operation lease or deconstruction and removal of the greenhouses located at 1580
Scott Lake Road, Waterford Oaks County Park; and
WHEREAS, one proposal from Oakland Aquaponics (now Oakland Urban Growers) was received
to lease the greenhouses and surrounding property; and
WHEREAS, Oakland County Parks and Recreation Commission (“OCPRC”) staff with the
assistance of Corporation Counsel negotiated the attached Lease for the greenhouses and
surrounding property; and
WHEREAS, the Lease requires Oakland Urban Growers to pay the following rent along with all
utility and maintenance/repair costs for the greenhouses:
October 1, 2017 – December 31, 2018 $750 per month
January 1, 2019 – December 31, 2019 $765 per month
January 1, 2020 – December 31, 2020 $780 per month
January 1, 2021 – December 31, 2021 $796 per month
January 1, 2022 – December 31, 2022 $812 per month
January 1, 2023 – December 31, 2023 $828 per month
January 1, 2024 – December 31, 2024 $845 per month
January 1, 2025 – December 31, 2025 $862 per month
January 1, 2026 – December 31, 2026 $879 per month
January 1, 2027 – December 31, 2027 $896 per month
WHEREAS, the monthly rent amounts were set to cover OCPRC costs, plus an administrative
fee; and
WHEREAS, OCPRC staff recommends that the attached Lease be approved by OCPRC and
forwarded to the Oakland County Board of Commissioners for review and approval.
NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation
Commission approves the attached Lease and directs that it be forwarded to the Oakland County
Board of Commissioners for review and approval.
BE IT FURTHER RESOLVED that the Oakland County Parks and Recreation Commission
recommends the Oakland County Board of Commissioners approve and authorize the attached
Lease Agreement between the County of Oakland and Oakland Urban Growers.
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, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
FY 2018 Proposed Capital Improvement Program and Maintenance Enhancement Project List
The Commission requested this item be postponed and asked that staff schedule a special meeting in
order to provide the Commission an opportunity to review this material in detail.
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A Special OCPR Commission meeting has been scheduled for Tuesday, August 15, 2017 at 1:00 p.m. at
the OCPR Administration Building in the Commission meeting room for the purpose of reviewing the FY
2018 Proposed Capital Improvement Program and Maintenance Enhancement Project List
FY 2017 CIP Project Construction Approval:
1. FY2017 Budgeted Roof Replacements (Construction Approval)
a. Independence Oaks – Maintenance Building (Main) ($95,000)
b. Red Oaks Golf Course – Maintenance Building ($65,000)
c. Red Oaks Nature Center ($56,000) .
Moved by Mrs. Long, supported by Mr. Potts to proceed with the FY2017 Roofing Projects,
including awarding a roofing contract to Howell Construction Services, LLC of Howell, MI in the
amount of $131,809; total construction costs are $147,220 as follows:
Roofing contract $131,809
Testing $ 2,400
Repairs $ 6,000
Project Contingency 5% $ 7,011
Total Project Costs $147,220
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Chairman Fisher requested staff prepare a reporting mechanism that would inform the Commission of
how the approval of each project would impact the Unrestricted Net Asset.
2. FY2017 Enhanced/Additional Roof Replacements (Conceptual Approval)
a. Lyon Oaks – Park Office
b. Springfield Oaks Golf Course – Maintenance Building North
c. Springfield Oaks Golf Course – Maintenance Building South .
Moved by Mr. Fowkes, supported by Mrs. Long to approve item 2b. - Springfield Oaks Golf
Course – Maintenance Building North, and item 2c. - Springfield Oaks Golf Course –
Maintenance Building South; and
Remove item 2a Lyon Oaks – Park Office and defer it until the special meeting on August 15,
2017; and
Proceed with the FY2017 Enhancement Roofing Projects for Springfield Oaks Golf Course
Maintenance Building North and Springfield Oaks Golf Course Maintenance Building South and
award a roofing contract to Howell Construction Services, LLC of Howell, MI in the amount of
$56,750. Total construction costs are $63,893as follows:
Roofing contract $56,750
Testing $ 1,100
Repairs $ 3,000
Project Contingency 5% $ 3,043
Total Project Costs $63,893
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
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Chairman Fisher reminded staff that the Enhancement Projects that will be recommended by staff, and
will be discussed at the Special Commission meeting on August 15, 2017, are supposed to enhance the
appearance of the parks system, so he reminded staff to focus less on maintenance items and more
items such as trails, which will provide an added enhancement or amenity in the parks.
3. Independence Oaks Safety Path Construction Licenses
a. International Transmission Company (ITC)
b. Private Residence - 9919 Sashabaw Road .
Staff advised that we do not have the necessary documents so Item 3a - . International Transmission
Company (ITC), is being removed from consideration at this time. When we do receive the documents
staff will re-present this item.
Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve the temporary construction
license for Parcel No. 08-03-401-001, 9919 Sashabaw Road, to permit the construction of the
Independence Oaks Safety Path by OCPR.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
4. Addison Oaks Maintenance Yard Improvements Phase II ($65,000)
(Construction Approval) .
Moved by Mr. McGillivray, supported by Mr. Baumhart to award a contract to
F. Allied Construction contractor of Clarkston, MI in the amount of $76,850 for the maintenance
yard phase II project at Addison Oaks; total project costs are as follows:
Construction $76,850
5% Contingency $ 3,843
Phase I Overage $ 5,744
Total $86,437
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
5. FY2017 Walk In Freezer/Refrigerators (Conceptual Approval)
a. Springfield Oaks Road House ($45,000)
b. Waterford Oaks Wave Pool Concession ($45,000) .
Moved by Mr. Kostin, supported by Mrs. Long to conceptually approve the walk-in freezers and
refrigerator at Springfield Oaks and Waterford Oaks and to complete the bid process; the projects
will be brought back to the Commission for construction approval.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Pending Capital Improvement Project 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.
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Proposed Conceptual Park Plans for Springfield Oaks and Lyon Oaks (10 & 11 of 13)
(Note: Highland Oaks and Rose Oaks will be included in the 5 Year Master Plan)
Staff provided the proposed Conceptual Park Plans for Springfield Oaks and Lyon Oaks (10 & 11 of 13),
which are on the agenda for the Commission to receive and file. Concepts from the Springfield Oaks and
Lyon Oaks Conceptual Park Plans will be incorporated into the 5-Year Parks and Recreation Master Plan
2018-2022. The vision and facility concepts within the Springfield Oaks and Lyon Oaks Conceptual Park
Plans are as follows:
Lyon Oaks Park Plan: Vision
Lyon Oaks County Park provides visitors with a variety of recreational experiences in a natural
setting. Over the next ten years, Oakland County Parks and Recreation will provide services and
facilities that complement the distinctive character of Lyon Oaks, while increasing the long-term
sustainability of the park and the Oakland County Parks system. The park vision looks forward
ten years and describes the park after the recommended actions of the park planning process
have been success fully implement:
• The natural features of Lyon Oaks are maintained and enhanced and are an integral part
of the Lyon Oaks experience
• Implementation of a long-term golf strategy and design update has adapted the Golf
Course to meet the needs of current-day golfers and provided a rich selection of golf
experiences focused on the next generation of golfers
• The Dog Park is a rich environment for visitors and their dogs to spend quality time
together dog licensure requirements are understood and accepted by Dog Park visitors
and have helped to increase the number of licensed dogs in Oakland County
• Implementation of customer service and marketing strategies for the Conference Center,
developed collaboratively with the contracted vendor, have enhanced the customer’s
experience and increased the number and variety of scheduled events
• Accessibility is enhanced throughout the park and the park is well-known for barrier-free
experiences and facilities
• Updates at Lyon Oaks are consistent with the terms of conservation easements held by
Michigan Department of Natural Resources and Michigan Department of Environmental
Quality and in compliance with Michigan Natural Resources Trust Fund project
agreements
• 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
Springfield Oaks Park Plan: Vision
Springfield Oaks County Park is a destination for events, golf, and the county fair in north central
Oakland County. Over the next ten years, Oakland County Parks and Recreation will provide
services and facilities that complement the distinctive character of Springfield Oaks, while
increasing the long-term sustainability of the park and the Oakland County Parks system. The
park vision looks forward ten years and describes the park after the recommended actions of the
park planning process have been success fully implement:
• The natural features and rural atmosphere of Springfield Oaks are maintained and
enhanced and are an integral part of the Springfield Oaks experience
• Implementation of a long-term golf strategy and design update has adapted the Golf
Course to meet the needs of current-day golfers and provided a rich selection of golf
experiences focused on the next generation of golfers
• The Activity Center, Fairgrounds and Ellis Barn are well-known destinations for a wide
variety of public and private events
• Implementation of customer service and marketing strategies for the Roadhouse,
developed collaboratively with the contracted vendor, have enhanced the customer’s
experience and increased the number of customers and scheduled events year-round
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• Public access to the Davis House has increased and the house is managed according to
best practices for publicly-owned historic resources
• Accessibility is enhanced throughout the park and the park is well-known for barrier-free
experiences and facilities
• 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
Melissa Prowse advised the Commission full draft of the 5-Year Master Recreation Plan will be distributed
to the Commission in September with the agenda packets; in October staff will provide a brief
presentation and request the Commission to review the plan, and staff will request authorization to go out
for public comment; and in December staff will schedule a public hearing.
Chairman Fisher advised the sooner staff gets the plan out to the Commission the better opportunity they
will have to review the entire document.
Proposed Recommendation for FY 2018 Annual Vehicle Perm its
Moved by Mr. VanderVeen, supported by Mr. Kostin to approve the fees for the OCPR
Resident Annual Motor Vehicl e, Resident Senior Citizen/Adaptive/Active Military
Annual Motor Vehicle, and Second Vehicle Discount Annual Motor Vehicle Passes
and non-resident Annual Vehicle Passes for FY2018, as listed below, providing an
anticipated increase in revenue of $31,132.
Type of Permit
Current
Fee
Proposed
Fees Revenue
Revenue
Year to
Date
Projected
Revenue
Projected
Increase
in
Revenue
Daily Motor Vehicle Fees
ALL Parks 2016 2017 2018
Resident Discount $ 5 /car/day $ 5 /car/day
$
166,510 $77,380 $171,505 $4,995
Regular Fee (Non-Resident) $12/car/day $12/car/day $ 56,134 $20,059 $57,817 $1,683
Sr. Citizen/Adaptive/ Military $ 4 /car/day $ 4/car/day $ 12,436 $3,948 $12,809 $373
Special Fireworks Fee $15/car/day $15/car/day $20,324 $-0- $27,000 $6,676
Annual Motor Vehicle Permit
ALL Parks
Resident Discount $30 $30
$
202,771 $203,470 $208,854 $6,083
Regular Fee (Non-Resident) $48 $48 $ 13,857 $13,008 $14,272 $415
Sr. Citizen/Adaptive/ Military
(Resident) $22 $22 $ 37,374 $42,447 $42,470 $5,096
Sr. Citizen/Adaptive/ Military
(Non-Resident) $32 $32 $ 1,907 $3,680 $4,486 $2,579
Second Vehicle Discount
(Resident) $15 $15 $ 12,320 $ 15,973 $15,400 $3,080
Second Vehicle Discount (Non-
Resident) $38 $38 $ 38 $ 128 $190 $152
Total Estimated
Revenue
$
523,671 $380,093 $554,803 $31,132
Total Estimated Increase in Revenue with Proposed Fees $31,132
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AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Southeast Oakland Strategy Preliminary Report
OCPR staff has been meeting with the local communities in southeast Oakland County since fall of 2016.
During these meetings the local communities were asked a series of questions and given an opportunity
to talk with staff about their recreation plans, needs, and challenges in their communities. The goal of
these meetings (as well as meetings with both caucuses of the OC Board of Commissioners) was to gain
a better understanding of the local community needs and challenges to help in the development of a
Southeast Oakland County Strategy for Oakland County Parks to incorporate into our Five Year
Recreation Master Plan.
Several common topics discussed at these meetings include the need for additional indoor and outdoor
recreation space, staffing, support of programs and special events, transportation, playgrounds and trails.
Overall the local communities appear to be very satisfied with the support they currently receive from
Oakland County Parks and Recreation.
The next steps on this project will be that the information will be folded into the 5-Year Master Recreation
Plan.
Chairman Fisher requested the last action on page 292 be removed from the draft.
Communications & Marketing Update
Supervisor of Communications & Marketing Desiree Stanfield provided an update on the status of the
staffing, projects and procedures for the Communications and Marketing division. In addition she
provided examples of how staff has been incorporating recommendations provided by our consultant,
Mark Ostach of Skidmore Studio, to increase the number of people reached in our marketing and
promotional campaigns. This also included the expanded reach to County residents resulting from
additional social media tools and techniques.
Natural Resources Management Report
Natural Resources Coordinator Sarah Cook, and previous Natural Resources Coordinator Brittany Bird
gave a presentation on the current status of Natural Resources programs, accomplishments over the past
year and plans for FY2018. They also provided an overview on the budget and staffing as well as a brief
look at each Natural Resources program.
Commissioner Baumhart thanked staff for providing this very informative update on the Natural
Resources Management division of Oakland County Parks.
Proposed Draft of Oakland County Business Survey Questions
At the April 2017 OCPRC meeting the Commission approved a contract with ETC Institute for the
development, implementation and analysis of 2 surveys – one for residents, and one geared toward the
business community. The Marketing and Branding Committee had a kick-off conference call with ETC,
where the committee reviewed a draft survey and provided feedback to ETC. Dan Riley from Oakland
County Economic Development and Community Affairs participated in the meeting and shared that the
County has a list of businesses that OCPR would be able to utilize for the survey. This survey is
proposed to be an online survey.
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Chairman Fisher suggested the following changes to the proposed list of questions starting on Page 320:
Question 2: Change to ….How would you describe your level of awareness for benefits to your
business
Question 4. End the question with …. for the benefit of your business.
Question 5. Amend to …..greatest value to your business in Oakland County
Question 28. Wellness program for your employees – please reword it to relate it to Parks
Question 29. Could 29 and 29a be combined and possibly tie in to relating to our ability to provide
services for people from foreign countries
Moved by Mr. Crawford, supported by Mr. Fowkes to approve the Draft Oakland County Business
Survey Questions in concept, with the changes noted above, and have staff bring the revised
document back to the Commission.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, Long, McGillivray, Potts, VanderVeen (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 September 6, 2017 OCPRC meeting will be held at the 1:00 pm at the OCPR
Administration Building
• The Special OCPRC meeting on August 15, 2017 to review the Enhanced OCPR
Projects
• Key Initiatives – Items older than 6 months will be removed on future listings
• Oak Routes Countywide Trail System
• Organizational Alignments project with OC Human Resources will be presented in
October.
• Donation for barrier free access at Groveland Oaks beach with a recognition event on
August 23, 2107
• Waterpark Wheelchair Donation from Quality Home Medical
• Former OCPR Commissioner Velma Austin passed away at 100 years old
• Pure Michigan sign at Farmers Market will be moved to Pontiac Lake Road for better
visibility and easier driving route for residents
• Tax Increment Finance Authority captures
• HCMA requested OCPR to participate in their 5-year Master Recreation Plan process
• Parking overflow at Farmer’s Market no longer allowed at OC IT
• Status of gas Golf Carts at Springfield Oaks Golf Course
• Status of the sale of the Schubert Property: It has been on the market for a while –
Commission advised they have no objection to adjusting the price to expedite the sale of
the property
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Participation and Program Review FY 2017, Month 09 June 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.
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided an update on Fiscal Sustainability,
Financial Activity Monthly Comparison and also a summary on the allocation of the Administrative
Revenue and Expense as requested by Commissioner Fowkes.
At the last Workgroup meeting we focused on Red Oaks Golf course and Waterford Oaks Water Park.
The sub committees are meeting next month to further evaluate these locations expenses, revenues and
any possible alternatives. We will bring our recommendations back to the Commission next month.
Commissioner Fowkes suggested to start using year-end figures on an annual basis and then allocate the
numbers across the parks divisions for both expenses and revenues.
Conference Center/Grill Rooms/Concessions Update
Staff provided an update on the food and beverage and grill room services by the contractors, Katherine’s
Catering, MMD and also the transition at White Lake Oaks from Katherine’s to Lafayette. Revenues are
on track with what was previously budgeted.
Executive Committee Update
Chairman Fisher advised at the last Executive Committee meeting there was a lot of discussion on the
Greenhouse leases as well as the CIP Maintenance Projects. These discussions were very productive
and informative. He also advised we are still waiting to finalize a meeting with one of the property owners
near the proposed ORV park.
OLD BUSINESS
There was no old business to address.
NEW BUSINESS
There was no new business to report.
ADJOURNMENT:
Meeting adjourned at 3:34 p.m.
Ron Fowkes, Secretary Vicky Valko, Recording Secretary
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Oakland County Parks and Recreation Commission
Special Meeting
August 15, 2017
Chairman Fisher called the special meeting to order at 1:04 p.m. in the Oakland County Parks and
Recreation Administration Building Commission Meeting Room.
COMMISSION MEMBERS PRESENT:
Chairman Gerald Fisher, Vice Chairman J. David VanderVeen, Secretary Ron Fowkes, Executive
Committee Member Gary McGillivray, A. David Baumhart III, Hugh D. Crawford, Robert E. Kostin
COMMISSION MEMBERS ABSENT WITH NOTICE:
Christine Long, Jim Nash, David Potts
ALSO PRESENT:
Parks and Recreation Daniel Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Phil Castonia, Chief-Business Operations
Mike Donnellon, Chief-Park Facilities Maint. & Dev.
Tom Hughes, Chief-Park Operations & Maint.-S. District
Desiree Stanfield, Supervisor- Communications & Marketing
OC Fiscal Services Jeff Phelps, Parks and Recreation Fiscal Services Coordinator
APPROVAL OF AGENDA:
Moved by Mr. Crawford, supported by Mr. Kostin to approve the agenda with the following
changes:
6. A. FY 2018 2022 Proposed ENHANCED Capital Improvement Program and
Maintenance Project List
B. Lyon Oaks Modular BUILDING Restroom/Former Nature Center/OFFICE
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
REGULAR AGENDA:
FY 2018 Proposed Enhanced Capital Improvement Program and Maintenance Project List
The purpose of this meeting was to give the Commission the opportunity to review in detail the OCPRC
FY 2018 Enhanced Capital and Maintenance Project List. When creating this proposed list staff focused
on investment in the south, and new and improved projects such as trails.
Chairman Fisher suggested staff consider creating a way to better inform the public of what is available at
each park or facility by adding an information board, kiosk or digital sign listing the amenities at each of
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Page 2
our parks or facilities. This could also possibly create opportunities for partnerships with other entities
with signage such as the Road Commission for Oakland County, increasing opportunities to promote
OCPR programs and events.
The Commission requested staff to report back with a draft proposed concept design; using a ceiling
figure of $100,000, for possible improvements at Addison Oaks beach area. After reviewing the list of
projects recommended by staff, and considering possible alternate uses for several of the parks or
facilities, the Commission prioritized which projects would be proposed for FY 2018.
Moved by Mr. McGillivray, supported by Mr. Baumhart to conceptually approve the following
projects and amounts for FY 2018 Enhanced Capital Improvement Projects and FY 2018
Enhanced Maintenance Projects and direct staff to bring them back to the Commission ta the
September6, 2017 OCPRC meeting:
CIP Projects for FY 2018
Addison Oaks Adams Lake Beach Improvements $100,000 (for concepts)
Catalpa Perimeter Pathway $136,000
Catalpa Sports Fields $200,000
Orion Oaks Dog Park Swim Dock $30,000
Red Oaks Nature Center Exhibits $18,000
Waterford Oaks Concessions $50,000
Waterford Oaks Waterpark Family Restroom $60,000
Subtotal $594,000
Trail Improvements (staff to recommend) $150,000
Total CIP for FY2018 $744,000
Maintenance Projects for FY 2018
Addison Oaks Conference Center Stucco Repair $10,000
Catalpa Oaks Pavilion Landscape Improvements $10,000
Glen Oaks Clubhouse Exterior Stone Repair $10,000
Red Oaks Waterpark Wave Pool Resurfacing $168,000
Trail Improvements $52,000
Total Maintenance Projects for FY 2018 $250,000
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, McGillivray, VanderVeen (7)
NAYS: (0)
Motion carried on a unanimous voice vote.
Lyon Oaks Modular Building/Former Nature Center/Office
There was no action taken on the Lyon Oaks Modular Building/Former Nature Center/Office. The
Commission requested staff to place this item on the September 6, 2017 OCPR Commission meeting
Agenda.
OLD BUSINESS:
There was no old business to address.
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Page 3
NEW BUSINESS
There was no new business to address.
ADJOURNMENT:
The meeting adjourned at 2:04 p.m.
Ron Fowkes, Secretary Vicky Valko, Recording Secretary
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