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Home My WebLink AboutMinutes - 2018.04.04 - 39367 Oakland County Parks and Recreation Commission Regular Meeting April 4, 2018 Chairman Fisher called the meeting to order at 1:07 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 Sarah Cook-Maylen, Natural Resource Coordinator Zach Crane, Architectural Engineer II Steve Dendler, Automobile Mechanic 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 4-H Fair Association LC Scramlin, General Manager APPROVAL OF AGENDA: Moved by Ms. McGillivray, supported by Mr. Fowkes, to approve the agenda as submitted. 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. Fowkes, supported by Mr. Crawford to approve the minutes of the OCPR Commission Regular Meeting of March 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. 7 OCPR Commission Meeting, April 4, 2018 Page 2 INTRODUCTIONS: Chief of Business Operations Phil Castonia introduced Victoria Martin, the new full time Office Assistant I in Administration. Victoria has worked for Oakland County Parks since May of 2015 as a part time Summer Business Assistant and Seasonal Program Specialist as the Assistant Volunteer Coordinator. In her new role, Victoria will be reporting to the Chief of Business Operations in Administration. She will be responsible for assisting with administrative support for the Executive Officer, Manager of Parks and Recreation Operations and Executive Secretary as well as the front desk reception, general phone and email support. 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. Kostin to approve Items 9 A through 9 M under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 02/28/18 (FM 05, FY18) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 02/28/18 (FM 05, FY18) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 02/28/18 (FM 05, FY18) D. Monthly Capital Equipment Report for Month Ending 02/28/18 (FM 05, FY18) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 02/28/18 (FM 05, FY18) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 02/28/18 (FM 05, FY18) G. CIP Approval Schedule Update H. Maintenance Program Budget Report Update I. Monthly Purchasing Reports for Month Ending 01/31/18 (FM 04 FY18) J. Monthly Food & Beverage Vendor Sales Reports 01/31/18 (FM 04, FY18) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management K. CIP/Operating Project Approvals: 1. Orion Oaks - FY2018 Enhancement Project – Dog Park Swim Dock Replacement ($55,000) (Construction Approval) 2. Natural Resources – Invasive Species Control Projects ($152,000) (Conceptual Approval) L. Approval of Discount for 2nd OCPR Vehicle Permit Purchased for Seniors/Adaptive/Active Military/Veterans M. All Facility/Property Use Agreements - Approval of Events with Alcohol Sales: 1. Backroads Half-Marathon @ Independence Oaks - November 11, 2018 2. St. Stephen Lutheran Church Lobsterfest @ Independence Oaks - August 11, 2018 3. OC Fair/Michigan Antiques Festival @ Springfield Oaks Ellis Barn - May 4-6, 2018 4. OC Fair/Michigan Antiques Festival @ Springfield Oaks Ellis Barn - October 5-7, 2018 N. Proposed Language for Oakland County Parks and Recreation Millage Renewal 2022-2031 (See modified motion on this topic below) Vote on Motion on Consent Agenda Items except as noted above on the Proposed Language for Oakland County Parks and Recreation Millage Renewal 2022-2031. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 8 OCPR Commission Meeting, April 4, 2018 Page 3 9 N. Proposed Language for Oakland County Parks and Recreation Millage Renewal 2022-2031 (Item 9N was removed from the Consent Agenda) As directed by the OCPR Commission at the March 7, 2018, OCPR Commission meeting, Corporation Counsel Attorney Jody Hall drafted language for a proposed millage renewal to be placed on the ballot for the August 7, 2018 Primary Election. The proposed language is as follows: Proposed Ballot Language OAKLAND COUNTY PARKS AND RECREATION MILLAGE RENEWAL FOR THE PURPOSE OF OPERATING, MAINTAINING, IMPROVING AND ACQUIRING PARKS AND RECREATION AREAS AND FACILITIES IN OAKLAND COUNTY, MICHIGAN The Oakland County Parks and Recreation Commission was created in 1966 pursuant to Public Act 261 of 1965. Since 1967, there has been a separately dedicated parks and recreation millage. The current millage will expire on December 31, 2021. Accordingly, shall the current millage of <insert 2018 value> mills be renewed for a period of ten (10) years from 2022 to 2031, for the purpose of operating, maintaining, improving and acquiring parks and recreation areas and facilities in Oakland County, Michigan? The <insert 2018 value> mills are equal to $ <insert 2018 value> cents per $1,000.00 of taxable value. The millage, if renewed, will generate approximately <insert $ amount based on 2018 values > in 2022. Revenue from this millage will be disbursed only to the County of Oakland to be used solely for the purpose of funding the Oakland County Parks and Recreation Commission. This renewal is a continuation of the previous increase of the constitutional tax limitation on the total amount of general ad valorem taxes, which may be imposed each year for all purposes upon taxable property in Oakland County, Michigan as set forth in Section 6, Article 9 of the Michigan Constitution. Moved by Mr. Kostin, supported by Mr. Baumhart to approve the proposed language for Oakland County Parks and Recreation Millage Renewal 2022-2031 for the August 7, 2018 Primary Election, and forward it to the Oakland County Board of Commissioners for final approval. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. The Commission requested staff prepare a document with bullet points including OCPR history and facts that could be provided to Oakland County residents. REGULAR AGENDA: CIP/Maintenance Project Approvals: Addison Oaks – Adam’s Lake Lodge & Picnic Area Improvements – Phase I Project ($167,000) Adams Lake Shoreline Restoration (Construction Approval) The Commission conceptually approved in February to improve the Addison Oaks experience as it relates to campground and day-use guests of the park. Therefore, staff recommended the first phase of the project to include the Adams Lake Shoreline Restoration and the addition of a fishing dock and trail. This construction approval recommendation is only for the shoreline restoration portion of Phase I, since this restoration needs to be completed prior to spring park operations and guest use. Moved by Mr. Fowkes, supported by Mr. Baumhart to proceed with the installation of the Adams Lake Shoreline Restoration project as identified for a not to exceed total project amount of $82,286, as follows: 9 OCPR Commission Meeting, April 4, 2018 Page 4 Item Description Budget Amount Design/Permitting $4,000 Adams Lake Shoreline Restoration – Material Allowance $40,000 Adams Lake Shoreline Restoration – Annual Contracts $28,806 Adams Lake Fish Habitat $2,000 Sub-Total: $74,806 10% Contingency $7,480 Project Budget: $82,286 AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Chairman Fisher requested staff to add additional funds to the future OCPR Trail Projects to allow for the installation of boardwalks in the low-lying areas near the water. Red Oaks Waterpark–Waterslide Structure Repair - Painting and Rust Repair Project Phases II and III (Construction Approval) ($160,000) Staff recommended approval of the design, construction and inspection for the restoration of the waterslide structure and stair tower at the Red Oaks Waterpark. The structure was inspected by a structural engineer and this restoration was identified as needed in the near future. This will be Phases II and III of the project. Moved by Mr. Fowkes, supported by Mr. Baumhart to award a contract to National Restoration, Inc. of Milford, MI in the amount of $187,250 for the Red Oaks Waterpark – Waterslide Structure Painting and Rust Repair Project, Phases II and III Project, total project costs are $226,966 as follows: And, move to amend the operating budget and adjust Net Position – Unrestricted as follows: Operating Budget: Revenues: FY2018 FY2019 50800-5060666-160666-665882 Planned Use of Balance ($160,000) ($66,966) Expenses: 50800-5060910-160430-730789 General Program Administration ($160,000) ($66,966) $ - 0 - $ - 0 - Net Position – Unrestricted: Active Capital Improvement Projects $226,966 Undesignated ($226,966) $ - 0 - Remaining FY2019 operating favorability of $133,034 ($360,000 original operating budget less $226,966 capital improvement project) will be incorporated into the FY2019 budget process. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Item Cost Engineering and construction administration $28,908 Construction Contract National Restoration, Inc. Milford, MI $187,250 5% contingency $10,808 Total $226,966 10 OCPR Commission Meeting, April 4, 2018 Page 5 Red Oaks & Waterford Oaks Waterpark- FY2018 Enhancement Project – Family Restrooms ($110,000) (Conceptual Approval) Staff requested approval to reconfigure the bathhouses to provide three accessible family restrooms at Red Oaks Waterpark and three accessible family restrooms at Waterford Oaks Waterpark. Moved by Mr. Fowkes, supported by Mr. Baumhart to proceed with construction documents and bidding for the family restroom projects at Red Oaks Waterpark and Waterford Oaks Waterpark. This project will be brought back to the Commission for construction approval prior to awarding contracts for construction. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Springfield Oaks Park – Ellis Barn ADA Vertical Lift ($140,000) (Construction Approval) Staff recommended the installation of a vertical lift in the Ellis Barn and Springfield Oaks to satisfy local, state and federal accessibility requirements. The lift will create opportunities to expand use of the barn and to welcome people of all abilities. Moved by Mr. Fowkes, supported by Mr. Baumhart to approve proceeding with construction for CIP #2753 Ellis Barn Vertical Lift project at Springfield Oaks, and award a contract to National Restoration, Inc. of Milford, MI for $87,850 with a total project cost of $104,450 as follows: 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 OCPRC Capital Improvement Projects with updated pictures. He also provided a listing of proposed Capital Improvement Projects and Maintenance Management Projects for FY 2019, including the project scopes. This listing was created to provide the Commission an opportunity to review and prioritize the proposed projects. After the Commission’s review, staff will make a few minor revisions as recommended by the Commission before presenting it to the Commission for Conceptual Approval at the June meeting as part of the budget process. The Commission received and filed this information. 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: Item Cost Architectural and Structural Construction Administration $6,104 Electrical Construction Administration $1,000 Construction Contract - National Restoration, Inc. Milford, MI $87,850 10% contingency $9,496 Total $104,450 11 OCPR Commission Meeting, April 4, 2018 Page 6 • Next OCPR Commission meeting is May 2, 2018, and the next OCPR Executive Committee meeting is April 18, 2018 at 1:30 p.m. • The next Budget Study Session is scheduled on Wednesday, April 18, 2018 at 12: noon • Update on the Great Marshmallow Drop at Catalpa Oaks • The next joint meeting with the MDNR on the proposed ORV Park is scheduled for April 25, 2018 Executive Officer Daniel Stencil advised staff is currently working on preparing a report for the Commission on the OCPR activities, events and collaborations provided in southeast Oakland County. It was suggested by the Commission that staff also include possible recommendations on opportunities for these types of activities in southeast Oakland County in the future. It was recommended that this information also be provided to the OC BOC Caucus Committees. This information could also be compiled into a bullet-point list and provided to Oakland County residents. Commissioner McGillivray asked staff to check on selling OCPR Annual Vehicle Permits at all city, village, township halls in Oakland County. Fiscal Sustainability Work Group Manager of Parks and Recreation Operations Sue Wells provided an update on the status of the activities of the Fiscal Sustainability Work Group. The Work Group is working on evaluating repurposing some of OCPR’s facilities. Staff has obtained information on the history of restaurants that have opened and closed in the area, and also reviewed trends in the industry. The next meeting will be May 2, 2018, just prior to the OCPR Commission meeting. Executive Committee Update Chairman Fisher provided an update on the items discussed at the last Executive Committee meeting. The topics included the Committee spending a good amount of time reviewing the Proposed FY 2019 Capital Improvements Project and Major Maintenance Project list and scopes, which was very informative and productive. They also reviewed the proposed plans for the parking lot improvements at Glen Oaks Golf Course. OLD BUSINESS There was no old business to report. NEW BUSINESS There was no new business. ADJOURNMENT: Meeting adjourned at 2:06 p.m. Ron Fowkes, Secretary Vicky Valko, Recording Secretary 12