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HomeMy WebLinkAboutMinutes - 2018.05.02 - 39369 Oakland County Parks and Recreation Commission Regular Meeting May 2, 2018 Chairman Fisher called the 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, 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 Mike Donnellon, Chief-Park Facilities Maint. & Dev. Jim Dunleavy, Chief-Park Operations & Maint.-N. District Tom Hughes, Chief-Park Operations & Maint.-S. District Luke Murchie, Groundskeeper II Jen Myers, Architectural Engineer II Melissa Prowse, Supervisor of Planning Kegan Schildberg, Groundskeeper II 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 APPROVAL OF AGENDA: Moved by Mr. Crawford, supported by Mr. McGillivray 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. VanderVeen, supported by Mr. Fowkes to approve the minutes of the OCPR Commission Regular Meeting of April 4, 2018, with the following change: Page 4, Addison Oaks – Adam’s Lake Lodge & Picnic Area Improvements – Phase I Project ($167,000) Adams Lake Shoreline Restoration (Construction Approval) – change the last paragraph as follows: Chairman Fisher requested staff to provide an estimate of the additional funds to the OCPR Trail Project on the Crooked Lake Trail at Independence Oaks to allow for the installation of a boardwalk in the low-lying area near the water to provide a bypass around the hill on the southwest part of the trail for the benefit of physically challenged users of the trail. 9 OCPR Commission Meeting, May 2, 2018 Page 2 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. The Commission received and filed the Capital Improvement Expense Summary. CONSENT AGENDA: Moved by Mr. Fowkes, supported by Mr. Crawford to approve Items 8 A through 8 N under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 03/31/18 (FM 06, FY18) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 03/31/18 (FM 06, FY18) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 03/31/18 (FM 06, FY18) D. Monthly Capital Equipment Report for Month Ending 03/31/18 (FM 06, FY18) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 03/31/18 (FM 06, FY18) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 03/31/18 (FM 06, FY18) G. CIP Approval Schedule Update H. Maintenance Program Budget Report Update I. Monthly Purchasing Reports for Month Ending 02/28/18 (FM 05 FY18) J. Monthly Food & Beverage Vendor Sales Reports 02/28/18 (FM 05 FY18) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management K. CIP/Maintenance Project Approvals: 1. Natural Resource – Invasive Species Control Projects ($152,000) (Construction Approval) L. Transfer of OCPR Positions M. Approval of Event with Alcohol Sales: SCAMP Oakland Uncorked @ Oakland County Farmers Market - August 3, 2018 N. Request for Approval of Use of Gasoline Powered Motorized Watercrafts on Stewart Lake at Groveland Oaks Park - Spray Masters Water Ski Show on July 7, 2018 AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 10 OCPR Commission Meeting, May 2, 2018 Page 3 REGULAR AGENDA: Moved by Mrs. Long, supported by Mr. McGillivray to adopt the proposed resolution in support of proclaiming July 2018 as National Recreation and Parks Month, and forward it to the Oakland County Board of Commissioners for final approval. WHEREAS, the Oakland County Parks and Recreation Commission’s mission is to provide all residents of Oakland County with recreational, leisure, and learning experiences, parks, open spaces, and facilities, resulting in a comprehensive county park system that enhances quality of life; and WHEREAS, for over 50 years the Oakland County Parks and Recreation Commission has been providing innovative recreational experiences, facilities, and programs for the residents of Oakland County; and WHEREAS, parks, recreation activities, and leisure experiences provide opportunities for young people to live, grow, and develop into contributing members of society; and WHEREAS, parks and recreation creates lifelines and continued life experiences for older members of our community; and WHEREAS, parks and recreation generates opportunities for people to come together and experience a sense of community through fun recreational pursuits; and WHEREAS, parks and recreation agencies provide outlets for physical activities, socialization, and stress-reducing experiences; and WHEREAS, parks, playgrounds, nature trails, open spaces, community and cultural centers, and historic sites make communities attractive and desirable places to live, work, play, and visit, in a manner that contributes to our ongoing economic vitality; and WHEREAS, parks, greenways, and open spaces provide a welcome respite from our fast-paced, high-tech lifestyles while simultaneously protecting and preserving our natural environment; and WHEREAS, parks and recreation agencies touch the lives of individuals, families, groups, and the entire community, which positively impacts upon the social, economic, health, and environmental quality of our community. NOW THEREFORE BE IT RESOLVED, that the Oakland County Parks and Recreation Commission proclaims July 2018 as Recreation and Parks Month and encourages all citizens to celebrate healthy, active lifestyles by participating in their choice of recreation and park activities. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. CIP/Maintenance Project Approvals: Independence Oaks & Orion Oaks - FY2018 Enhancement Project - FY2018 Trail Enhancement Projects ($202,000) (Construction Approval) Moved by Mr. Crawford, supported by Mr. Kostin to award a contract for the FY2018 Trail Enhancement Projects to FJ LaFontaine and Sons of Farmington Hills, MI for a contract amount of $141,948 and a not to exceed total project amount of $181,641; and Move to conceptually approve adding the cost for the design of the boardwalk for the additional loop section; and 11 OCPR Commission Meeting, May 2, 2018 Page 4 Move to amend the operating budget and adjust Net Position – Unrestricted as follows: Revenues: FY2018 50800-5060666-160666-665882 Planned Use of Balance ($27,745) Expenses: 50800-5060910-160430-730789 General Program Administration ($27,745) $ - 0 - Net Position – Unrestricted: Active Capital Improvement Projects $27,745 Undesignated ($27,745) $ - 0 - Commissioner LaFontaine advised that she is not related to the contractor on this projector, FJ LaFontaine. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Springfield Oaks – Clubhouse Improvements Staff presented a planning review for proposed improvements to the Springfield Oaks Golf Course Clubhouse, which is an overview of potential options for the Clubhouse. This plan was provided as a resource to help explain the proposed project/enhancements in a way that will improve outcomes and provide critical information to the Commission regarding the project’s relevance to the goals and objectives of the OCPR Commission. After a brief discussion the Commission referred the matter to the OCPR Commission Executive Committee to discuss at its meeting on May 14, 2018, which will be held at the Springfield Oaks Golf Course Clubhouse. Glen Oaks Parking Lot Improvements (Conceptual Approval) Moved by Mr. Fowkes, supported by Mr. Baumhart to grant Conceptual Approval to proceed with final construction documents and bidding for the Glen Oaks Parking Lot Renovation – Phase I & II in the estimated amount of $490,131 for a total project cost of $519,965; which includes the FY2014 approved expenditures of $29,834. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Chairman Fisher requested that staff contact the City of Farmington Hills before any engineering and design is started on this project to confirm everything with them including the changes to the original plan. The changes that are being implemented were suggested by Farmington Hills representatives, which include removing the turn- around island in front of the banquet facility, leaving the traffic ingress/egress where it currently is located, and also moving the fence to create more site distance. Pending Capital Improvement Project Report 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. The Commission received and filed this information. 12 OCPR Commission Meeting, May 2, 2018 Page 5 2018 Double Up Food Bucks Grant Acceptance - Oakland County Farmers Market The Double Up Food Bucks program is administered by the Fair Food Network with funding from the US Department of Agriculture. The purpose of the program is to improve the nutrition of low-income families and the bottom lines of local farmers. The program increases low-income shoppers’ purchasing power for fruits and vegetables while supporting local growers by increasing the value of “food stamps” for healthy foods. The program matches families spending on these items. The funding is used to reimburse market vendors who accept these benefits. OCPR began this program with Fair Food Network in 2015 and it has been very well received by market- goers. This year’s funding allocation is once again $15,000. Moved by Ms. LaFontaine, supported by Mr. Crawford to adopt the following resolution recommending the Oakland County Board of Commissioners approve and accept the grant of $15,000 from the Fair Food Network for the 2018 Double Up Food Bucks program. A budget amendment is not required since these are pass-through funds. WHEREAS, the Oakland County Parks and Recreation Commission has been notified of the award of $15,000 from the Fair Food Network through its Double Up Food Bucks Program; and WHEREAS, the Double Up Food Bucks Program helps to improve the nutrition of low-income families while promoting local farmers; and WHEREAS, encouraging healthy lifestyles is a main component of the mission of the Oakland County Parks and Recreation Commission; and WHEREAS, the Double Up Food Bucks Program award provides matching dollars for SNAP benefits recipients to spend on fresh fruits and vegetables at the Oakland County Farmers Market. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission hereby recommends the Oakland County Board of Commissioners authorize and accept the award of $15,000 from the Fair Food Network’s Double Up Food Bucks Program. 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: • The next OCPR Commission meeting is June 6, 2018, and the next OCPR Executive Committee meeting is May 14, 2018 at 12:00 noon at Springfield Oaks Clubhouse. • Conceptual approval of the proposed FY 2019-2021 OCPR Operating Budget will be on the June 6, 2018 OCPRC meeting agenda. • The broad overall objective of the Strategic Action Plan is to outline a plan for the Parks and Recreation Commission and staff to improve and enhance programs, services and facilities through the 5-Year Master Plan. These are the actions to accomplish the items outlined in the 5-Year Plan. This fits in with the Organizational Alignment so we can all see what work is being accomplished. • In the Strategic Action Plan there is a typo in Objective 5: Communications and Marketing regarding Twitter and Instagram. Revised numbers were distributed to the Commission at the meeting. • The Commission requested staff to maintain focus on providing services in the southeast portion of the county. • The free woodchip program has been cancelled in order to address invasive species control. The Commission requested when OCPR policies are changed that the Commission be informed of the recommended changes before the news goes out to the public. 13 OCPR Commission Meeting, May 2, 2018 Page 6 • Update on Natural Resources current activities, prescribed burns and invasive species treatments. There will be a full report on Natural Resources at the June OCPR Commission meeting. • Status on filling the vacant Lifeguard positions and the recruiting efforts in collaboration with OC Human Resources Department. 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 grill room operations and the possible repurposing of some facilities or operations for other uses or activities. The Commission requested that staff prepare a report of the demographics of the individuals using OCPR facilities and attending OCPR events. Activity Participation and Program Review 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 provided an update on the parks, facilities, events and programs. Vice Chairman VanderVeen advised he has been informed that the condition of White Lake Oaks Golf Course is good and Springfield Oaks Golf Course is in marvelous shape. Commissioner McGillivray requested staff to follow up on possible complaints received regarding individuals playing FootGolf. Report on OCPR Activities in Southeast Oakland County It was recommended the Commission have another opportunity to review this topic more in depth at another meeting before any action was taken by the Commission. No action was taken and this topic will be reviewed at a future Executive Committee meeting or OCPR Commission meeting. Manager of Parks and Recreation Sue Wells informed the Commission if there is any information not included in the report that they would like to see, please advise staff and we will get the information and have it included in the report. Commissioner McGillivray reported he has heard from several elected officials that are not currently receiving information on OCPR events, programs and activities. Staff was directed to evaluate and determine the best way to get the information out to the public as well as all the elected officials in the local communities, school board members and city council members in Oakland County so they are aware of what OCPR has to offer. Executive Committee Update Chairman Fisher provided an update on the items discussed at the last Executive Committee meeting. The topics included the Glen Oaks Parking Lot Improvements Project, the OCPR Capital Improvement Project and Maintenance Management List, and the southeast Oakland County strategy. Chairman Fisher also updated the Commission on the recent meeting on proposed ORV Park. The joint OCPRC/DNR Committee formed to work on the details for the proposed ORV facility reached a unanimous recommendation on the name of the proposed ORV facility. There were a total of 15 names recommended for the committee to consider. The recommendation of the joint MDNR/OCPR ORV Committee was to use the name Holly Oaks ORV Park for the proposed ORV facility. Moved by Mr. McGillivray, supported by Mr. VanderVeen that the recommendation of the OCPR Commission is to use the name HOLLY OAKS ORV PARK for the proposed ORV facility, and further recommends: The component parts of the name can be explained as follows: • "Holly" - A well-known area in southeast Michigan, with freeway signs and the familiar Mt Holly Ski Area located immediately adjacent. • "Oaks" - The "brand" for Oakland County Parks 14 OCPR Commission Meeting, May 2, 2018 Page 7 • "ORV" - A self-identifying description of the use • "Park" - A clarification that it's a public facility Accompanying the name will be the description: "A partnership between Oakland County Parks and Recreation Commission and the Michigan Department of Natural Resources." In the event we find an appropriate entity interested in acquiring naming rights for the facility, the Committee proposes that the above name would not be altered, but a "tag" line would be added, something similar to the effect of "Powered by ________". Naming rights for various portions of the facility should also be considered. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. OLD BUSINESS There was no old business to report. NEW BUSINESS Commissioner Kostin commended OCPR staff on all the hard work done recently on the invasive species removal and the controlled burn at Independence Oaks Park. The area is more open and looks so much nicer as a result. ADJOURNMENT: Meeting adjourned at 2:34 p.m. Ron Fowkes, Secretary Vicky Valko, Recording Secretary 15