HomeMy WebLinkAboutMinutes - 2018.03.07 - 39366 Oakland County Parks and Recreation Commission
Regular Meeting
March 7, 2018
Chairman Fisher called the meeting to order at 1:00 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, Andrea LaFontaine,
Christine Long, Jim Nash
COMMISSION MEMBERS ABSENT WITH NOTICE:
None
ALSO PRESENT:
Parks and Recreation Daniel J. Stencil, Executive Officer
Sue Wells, Manager of Parks and Recreation Operations
Phil Castonia, Chief-Business Operations
Zach Crane, Architectural Engineer II
Mike Donnellon, Chief-Park Facilities Maint. & Dev.
Jim Dunleavy, Chief-Park Operations & Maint.-N. District
Tom Hughes, Chief-Park Operations & Maint.-S. District
Jen Myers, Architectural Engineer II
Melissa Prowse, Supervisor of Planning
Brandy Sotke-Boyd, Chief-Recreation Programs & Services
Desiree Stanfield, Supervisor-Communications & Marketing
OC Fiscal Services Jeff Phelps, P & R Fiscal Coordinator
OC Purchasing Andy Krumwiede, Buyer II
OC Circuit Court Honorable Judge Wendy Potts
Former OCPR Commission Member David Potts
Oakland County Credit Union Alan McMorris, President/CEO
PRESENTATIONS:
Recognition of Former OCPR Commissioner David W. Potts
Chairman Fisher introduced former Oakland County Parks and Recreation Commissioner David W. Potts.
Chairman Fisher thanked former OCPR Commissioner David W. Potts for all his efforts, his dedication, and for all
his years of service to Oakland County Parks, the Commission, and the residents of Oakland County. On behalf of
the Commission, Chairman Fisher presented Mr. Potts with a plaque in appreciation for his years of service to
Oakland County Parks.
Sponsorship Recognition - Oakland County Credit Union
The Commission recognized the generous support of the Oakland County Credit Union (OCCU) in the sponsorship
of three OCPR events in 2017. OCCU was the presenting sponsor for the Marshmallow Drop at Catalpa Oaks, a
sponsor for the Spring Flower Day at the County Farmers Market and also the Drive-In Movie at the Market. Their
sponsorship of OCPR events helps ensure these events continue and are as successful and fun for our park
patrons as possible. The Commission presented a plaque to Alan McMorris, President/CEO of Oakland County
Credit Union and expressed their appreciation to OCCU for its continued support.
APPROVAL OF AGENDA:
Moved by Mrs. Long, supported by Mr. Kostin, to approve the agenda with the following changes:
Remove Item 10 E-3 Sponsorship Agreement: The Filippis Foundation, and Item 11 E Closed Session –
Proposed Real Estate Acquisition.
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OCPR Commission Meeting, March 7, 2018
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AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
APPROVAL OF MINUTES:
Moved by Mr. McGillivray, supported by Mr. Fowkes to approve the minutes of the OCPR Commission
Regular Meeting of February 7, 2018, as submitted.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
PUBLIC COMMENTS:
There were no comments from the public.
COMMUNICATIONS:
Capital Improvement Expense Summary
Fiscal Services Coordinator Jeff Phelps presented the Capital Improvement Expense Summary which lists the
capital project agenda items requiring approval and the financial impact on the Amount Available for Capital
Improvement and Capital Equipment.
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mr. Crawford to approve Items 9 A through 9 N under
Consent Agenda, as follows:
A.OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 01/31/18
(FM 04, FY18)
B.Monthly Revenue and Expenditure Comparison Report for Month Ending 01/31/18 (FM 04, FY18)
C.Monthly Revenue and Expenditure Report by Line Item for Month Ending 01/31/18 (FM 04, FY18)
D.Monthly Capital Equipment Report for Month Ending 01/31/18 (FM 04, FY18)
E.Monthly Revenue-and Expenditure Average Comparison Report For Month Ending 01/31/18
(FM 04, FY18)
F.Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month
Ending 01/31/18 (FM 04, FY18)
G.CIP Approval Schedule Update
H.Maintenance Program Budget Report Update
I.Monthly Purchasing Reports for Month Ending 12/31/17 (FM 03, FY18)
J.Monthly Food & Beverage Vendor Sales Reports 12/31/17 (FM 03, FY18)
1.Katherine's
2.Lafayette Market
3.Fuller Oak Management
K.FY 2018 1st Quarter Financial Forecast and Budget Amendment
L.FY 2018 1st Quarter Contributions Report
M. Recommendation on National Volunteer Week April 15-22, 2018
N.Bailey House Quarterly Report (see modified motion on this topic below)
Additional discussion or action on Consent Agenda Items:
The Commission requested staff to pull the recommendation for approval of the Springfield Oaks Clubhouse
renovations off the CIP Approval Schedule for the May OCPRC meeting agenda in order to provide the
Commission the opportunity to brainstorm and discuss the project conceptually in further detail and to determine
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OCPR Commission Meeting, March 7, 2018
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what function it should provide. This would also give the Commission the ability to determine what the scope
should be for the project before it is presented for approval. Staff will present a recommended scope of the project
at the May meeting for the Commission to evaluate.
Quarterly Report on the Bailey House from Sam Moraco, MLC Building: The Commission approved allowing
Mr. Moraco and the volunteers working to preserve and restore the Bailey House an extension of time to develop a
course of action and to finalize a plan and all related work for the future of the Bailey House for up to two years
provided the terms are incorporated into a written agreement; it is mothballed by January 31, 2018; progress
continues on their plans; the group submits a written status report to the OCPR Commission on a quarterly basis -
the first of each month of the quarter; and Oakland County Risk Management reviews and agrees to the plan
and/or agreement. As requested, a report on the progress made at the Bailey House since the November meeting
was submitted. The Commission expressed concern that the report did not include the information requested and
that the groups objectives should be modified to address their primary function in their agreement with the OCPR
Commission, which was to salvage the building and move it to another spot.
Moved by Mr. Fowkes, supported by Mr. Baumhart to direct Mr. Sam Moraco and the volunteer group
working on the Bailey House to modify their report to address their primary function in their agreement with
the OCPR Commission and state what they have done to date to achieve the ultimate objective, which was
to salvage the building and move it to another spot.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Motion on Consent Agenda Items except as noted above on the CIP Approval Schedule and the Bailey House
Quarterly Report:
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
REGULAR AGENDA:
CIP/Maintenance Project Approvals:
Addison Oaks - Boathouse Replacement ($20,000) ( Construction Approval)
Staff recommended the removal of the existing 100 square foot modified trailer boat rental shack and construct an
expanded 800 square foot pole barn structure with a Tudor-style exterior finish at Addison Oaks Park.
Moved by Mr. Baumhart, supported by Mr. Crawford to proceed with the construction of the boathouse
project at Addison Oaks Park, total project costs are $130,000 as follows:
Item Cost
In-house work $ 37,800
Permits $ 12,000
Design $ 9,000
Electrical work $ 45,000
Mechanical work $ 20,000
5% contingency $ 6,200
Total $ 130,000
Requested amount is available in the Capital Improvement Program funding.
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OCPR Commission Meeting, March 7, 2018
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AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Red Oaks Maintenance Building Roof Replacement-Change Order - Approval
Due to extensive corrosion on the some of the steel structural members on the Red Oaks Maintenance
Building Roof Replacement, exterior cladding and insulation were replaced as part of this project. As a
result, staff requested the Commission approve a change order in the amount of $9,136.
Moved by Mr. Fowkes, supported by Mr. Baumhart to approve a change order to the Red Oaks Golf
Course Maintenance Building Roof project, CIP #2649, in the amount of $9,136.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Proposed Purchase of a Slush Machine - Groveland Oaks ($11,200)
Moved by Mr. McGillivray, supported by Mr. Fowkes to approve the purchase of a Frozen Beverage
Machine for Groveland Oaks Concession in the total amount of $11,200 with funds from the FY 2018
Capital Equipment Budget from Net Position –Unrestricted (Amount Available for Capital Improvement and
Capital Equipment).
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Pending Capital Improvement Project Report
1.FY 2019-2023 Project Scopes/Descriptions
Chief of Park Facilities Maintenance and Development Mike Donnellon submitted a listing of the Pending FY 2017
OCPRC Capital Improvement Projects with updated pictures, which now includes the Groveland Oaks Network
Upgrade and the FY 2017 Concession Restroom Improvements at Groveland Oaks. He also provided a listing of
proposed Capital projects for FY 2019 including the project scopes. This listing will provide the Commission an
opportunity to review and prioritize the proposed projects prior to the budget workshops in April.
Groveland Oaks/ RCOC-Tripp Road Temporary Construction License
Staff recommended the Commission approve a temporary construction license for the Road Commission of
Oakland County (RCOC) to perform road upgrades along Tripp Road north of Groveland Oaks County Park. The
impact of this temporary license will be minimal to County Park property and the potential improvements for water
quality, fish passage and road runoff would be beneficial. The license would allow RCOC to utilize a small portion
of park property (including cutting trees) to replace two deteriorating culverts, grade soil and install erosion control
measures.
Moved by Mr. VanderVeen, supported by Mr. Baumhart to approve a Temporary Construction License for
the Road Commission of Oakland County (RCOC) to perform road upgrades along Tripp Road north of
Groveland Oaks County Park.
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OCPR Commission Meeting, March 7, 2018
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AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Sponsorship Agreements: Genisys Credit Union and General RV
Pursuant to the OCPRC Sponsorship Policy, updated in August 2016, all sponsorship agreements with a value of
more than $5,000 annually are to be brought to the Commission for approval.
Moved by Mr. Nash, supported by Mr. McGillivray to approve the 2018 Sponsorship Agreement with
Genisys Credit Union, and the 2018 Sponsorship Agreement with General RV White Lake.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
Request for Providing Promotional Waterpark Passes at Marshmallow Drop
In the past staff has provided a treat bag to youth participants at the Great Marshmallow Drop that included a
coupon that admits one individual free admission to either Red Oaks or Waterford Oaks Waterpark. Staff
requested the Commission’s approval to continue the distribution of the “One free entry into an Oakland County
Waterpark” Coupon to be handed out at the 2018 Marshmallow Drop.
Moved by Ms. LaFontaine, supported by Mr. Kostin to approve the continuation of the distribution of the
“One free entry into an Oakland County Waterpark” Coupon to be handed out at the 2018 Marshmallow
Drop.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
RFP for ORV Planning and Design
The OCPR ORV Committee which consists of consists of Gerald Fisher, Dave VanderVeen, Ron Fowkes,
Bob Kostin, Dan Stencil, Sue Wells, Melissa Prowse, Mike Donnellon and Jon Noyes recommended the services of
a consultant to assist with the evaluation, design and engineering to develop and open the proposed ORV Park in
Groveland and Holly townships. The Committee recommended the following scope of services, which may be
phased in over time:
• Site design/engineering for access, circulation and parking
• Assessment and evaluation of existing and proposed ORV trails, circulation and features
• Development and construction phasing plan
• Special user-group activity assessment and evaluation
• As-needed design/engineering review for existing/additional features
A contract recommendation may be brought back to the Commission as early as May if an agreement with the
Michigan Department of Natural Resources (MDNR) is in place. If no agreement is reached, no award will be
made.
Moved by Mr. VanderVeen, supported by Mr. Fowkes to approve the proposed RFP for
Off-Road Vehicle Consulting Services and direct staff to work with Oakland County Purchasing to procure
bids.
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OCPR Commission Meeting, March 7, 2018
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AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
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:
• Next OCPR Commission meeting is April 4, 2018, and the next OCPR Executive Committee meeting is
March 19, 2018
• The first Budget Study Session is scheduled on Wednesday, April 4, 2018 at 11:30 a.m. before the regular
OCPR Commission meeting
• The second Budget Study session is scheduled on Wednesday, April 18, 2018 at 12:00 noon
• OCPR received a check from Kirk Gibson for the Springfield Oaks Ellis Barn, in accordance with his
agreement with OCPR
• Staff will provide a report at the next Commission meeting on properties in the southeast quadrant of
Oakland County
• Staff has scheduled a Disc Golf workshop as a fact finding mission to help evaluate future opportunities
Participation and Program Review FY 2018
Chief of Park Operations and Maintenance-North District Jim Dunleavy, Chief of Park Operations and Maintenance-
South District Tom Hughes, and Chief of Recreation Programs and Services Brandy Boyd made a presentation on the
parks, facilities, events and programs for the first quarter of 2018.
Commissioner Crawford expressed the events and programs presented are all fantastic programs; however there is a
lack of programs and events in the southeast and southwest sections of Oakland County. Staff advised they have been
reviewing the programs and have been focusing on creating new events and programs in the southern portion of the
county.
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells advised there was a meeting of the Fiscal Sustainability
Work Group prior to this Commission meeting and provided an update on the progress of the Fiscal Sustainability
Committee. The group did an initial review of the cost recovery numbers as compared to last year, which could be
a good tool to help evaluate if OCPR should keep, change or eliminate a program. There was also extensive
discussion on the evaluation of facilities, golf courses, banquet facilities, and waterparks. The committee is
recommending OCPR prioritize what is most important to evaluate, do the research and come back to the
Commission with its recommendations.
Chairman Fisher requested the Sustainability Committee submit its findings and recommendations to the
Commission and to also do some research on possible repurposing of some of our facilities.
The Commission asked about the schedule and timing for the next OCPR millage renewal for either the primary or
general election. Commissioner McGillivray recommended we set up a committee with Commission and staff to
review how to proceed with the millage renewal process.
Moved by Mr. Fowkes, supported by Mr. Crawford to direct OC Corporation Counsel Jody Hall to create a
draft of lawful language for the renewal of the current Oakland County Parks and Recreation millage
without an increase or override, to submit to the Oakland County Board of Commissioner for the primary
election and submit it before the May elections deadline.
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OCPR Commission Meeting, March 7, 2018
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AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Executive Committee Update
Chairman Fisher advised that some of the items discussed at the last Executive Committee meeting have already
been discussed previously in this meeting. In addition, there was discussion on the future of Normandy Oaks in
Royal Oak. There was also extensive discussion on the Glen Oaks Parking Lot improvements, and the possibility
of the need to reconsider or revise the project. There was a suggestion of possibly performing the work over a
period of a few years, and also not having to revise the entrance off 13 Mile Road. This project will be brought back
to the Executive Committee for further evaluation.
OLD BUSINESS
There was no old business to report.
NEW BUSINESS
There was no new business.
ADJOURNMENT:
Meeting adjourned at 2:34 p.m.
Ron Fowkes, Secretary Vicky Valko, Recording Secretary
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