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HomeMy WebLinkAboutMinutes - 2018.06.06 - 39370 Oakland County Parks and Recreation Commission Regular Meeting June 6, 2018 Chairman Fisher called the meeting to order at 1:05 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 Joe Campion, Parks Crew Chief Zach Crane, Architectural Engineer II Mike Donnellon, Chief-Park Facilities Maint. & Dev. Jim Dunleavy, Chief-Park Operations & Maint.-N. District Donna Folland, Senior Planner 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 Corporation Counsel Jody Hall, Financial Attorney OC Fiscal Services Jeff Phelps, P & R Fiscal Coordinator Springfield Township Laura Moreau, Township Clerk Oakland Urban Growers, Inc. Bruce Ellwanger PEA, Inc. Jeff Smith Lynn Whipple Residents Barbara Petroff Maggie Moraco Sam Moraco Clarice Humphrey Jennifer DeNio Bob Mancino Theresa Traczynski Nicole Breadon Holly Grote APPROVAL OF AGENDA: Moved by Mr. Fowkes, supported by Mr. Kostin to approve the agenda with the following change: Remove Item 9I under Regular Agenda, Request from Oakland Urban Growers Regarding Waterford Oaks Green House Lease Modifications at the request of Oakland Urban Growers management. AYES: Baumhart, Fisher, Fowkes, Kostin, LaFontaine, McGillivray (6) NAYS: (0) Motion carried on a unanimous voice vote. 8 OCPR Commission Meeting, June 6, 2018 Page 2 APPROVAL OF MINUTES: Moved by Mr. McGillivray, supported by Mr. Baumhart to approve the minutes of the OCPR Commission Regular Meeting of May 2, 2018. AYES: Baumhart, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash (7) NAYS: (0) Motion carried on a unanimous voice vote. PUBLIC COMMENTS: Due to the fact that there were several people in the audience to hear the discussion on the Bailey House, Chairman Fisher suggested that Item 9E - Quarterly Update on the Bailey House be moved up in the agenda before Item 9 A. There were no objections. There were no additional 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. There were no adjustments to this report. The Commission received and filed the Capital Improvement Expense Summary. CONSENT AGENDA: Moved by Mr. McGillivray, supported by Mr. Nash to approve Items 8 A through 8 P under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 04/30/18 (FM 07, FY18) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 04/30/18 (FM 07, FY18) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 04/30/18 (FM 07, FY18) D. Monthly Capital Equipment Report for Month Ending 04/30/18 (FM 07, FY18) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 04/30/18 (FM 07, FY18) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position for Month Ending 04/30/18 (FM 07, FY18) G. CIP Approval Schedule Update H. Maintenance Program Budget Report Update I. Monthly Purchasing Reports for Month Ending 03/31/18 (FM 06, FY18) J. Monthly Food & Beverage Vendor Sales Reports for Month Ending 03/31/18 (FM 06, FY18) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management K. Fiscal Services 2nd Quarter Financial Forecast L. FY 2018 2nd Quarter Uncollectible Debt Write-Offs M. FY2018 2nd Quarter Facilities Maintenance Amendment N. FY2018 2nd Quarter Contributions Report O. FY2018 2nd Quarter Sponsorship Report P. Red Oaks Waterpark–Waterslide Structure Restoration Phase I: Prior Year Adjustment (FY2017) AYES: Baumhart, Fisher, Fowkes, Kostin, LaFontaine, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. 9 OCPR Commission Meeting, June 6, 2018 Page 3 REGULAR AGENDA: Quarterly Update on the Bailey House Due to the number of people attending the meeting for the Update on the Bailey House this item was moved up in the agenda to before Item 9A under Regular Agenda At the November 2017 OCPRC meeting, the Commission 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 2 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, Mr. Moraco has prepared a report on the progress made with the Bailey House since the March 7, 2018, Commission meeting, where the 1st quarterly report was presented. Mr. Moraco presented a few options including the purchase of property by their group and essentially swapping the land purchased with the OCPR for the Bailey House. The Commission could conceptually support the process and requested staff to provide additional information on this concept including: - Verification of minimum zoning requirements for the parcels - Verification if DNR is interested - based on appraisal results - Subject to DNR approval of conversion of land - Provide who will bear all expense for appraisals, closing, etc. - List all expenses that would be incurred by all parties - See a layout of the entire plan - Prepare a timeline including all steps and also include the MDNR approval timeline - List all parties involved - Identify the impact on park - What steps will be taken to protect the house from the park, and the house from the park - Status of safety path if this conversion occurs - List all the steps necessary to accomplish this request - Maintain waterfront access - to be included in park property - Mr. Moraco is requesting funds from OCPR for repairs on building/roof and an extension of time required for repairs. He is also requesting OCPR pay funds originally allocated for the demolition to him for legal expenses for a proposed land swap. The Commission directed OCPR staff and Mr. Moraco to prepare and present the requested information (details, process and timelines), and this matter will be discussed further at the June 18, 2018 OCPR Executive Committee Meeting. Proposed OCPR FY 2019-2021 Budget: • Conceptual Approval of Proposed OCPR FY 2019-2021 Operating Budget • Conceptual Approval of Proposed FY2019-2023 Capital Improvement Program & Maintenance Management Projects Plan • Conceptual Approval of Proposed FY2019 Capital Equipment Budget The proposed OCPR FY2019-FY2021 budget was submitted for conceptual approval and is the result of an ongoing process consisting of reviews of business operations, financial planning, and staff and Parks Commission input and review. Highlights of the proposed FY2019-FY2021 budget are as follows: 1) After review of the Proposed FY 2019-2021 OCPR Commission Budget it is recommended to conceptually approve this document and forward it to the Oakland County Board of Commissioners for the July 1, 2018, submittal deadline, and Property Tax Levy – Based on revised estimates of taxable value the account has been adjusted as follows: FY2019 - $12,900,000 FY2020 - $13,157,500 FY2021 - $13,420,150 10 OCPR Commission Meeting, June 6, 2018 Page 4 2) Salaries, Fringe Benefits and Operating Budget – The FY2019 budget includes a general salary increase of 2% and a 1% increase for both FY2020 and FY2021. FY2019 Position requests submitted to Human Resources for consideration have an estimated total cost of $31,014. 3) Depreciation – Overall depreciation is projected to decline by ($370,139) in FY2019, ($179,460) in FY2020 and ($98,530) in FY2021 due to fixed assets becoming fully depreciated. Adjustments to the Depreciation budget will be made on a quarterly basis dependent on the level of active projects completed and closed to fixed assets. 4) Capital Impact on Fund Balance – The FY2019 annual Capital Improvement budget is set at $2,630,000 and $442,950 for Capital Equipment is budgeted. 5) Planned Use of Balance – Planned Use of Balance is budgeted as follows: FY2019 - $1,832,119 FY2020 - $1,683,383 FY2021 - $1,455,212 After approval by the OCPR Commission, the proposed FY 2019-2021 budget will be sent to the Oakland County Board of Commissioners for final approval in September 2018. Modifications or changes may be made to the proposed budget document as long as they are before the Board of Commissioners approval in September. Moved by Mrs. Long, supported by Mr. Fowkes to conceptually approve the Proposed FY 2019-2020 Oakland County Parks and Recreation Commission Budget in the amount of $26,055,287; the Proposed FY2019 Capital Equipment Budget in the amount of $442,950; and the Proposed FY2019 Capital Improvement Projects/Maintenance Management Plan Budget in the amounts of $2,630,000 for Capital Improvement Projects and $1,050,000 for the Maintenance Management Plan, and forward it to the Oakland County Board of Commissioners for inclusion in the Oakland County Executive’s recommended FY 2019-2021 Proposed Budget. 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: 1. Addison Oaks – Adam’s Lake Lodge & Picnic Area Improvements – Phase I ($167,000) (Construction Approval) - Fishing Dock and Trail (Construction Approval) Moved by Mr. Baumhart, supported by Mr. VanderVeen to proceed with the installation of the Addison Oaks - Adams Lake Fishing Dock & Trail project as identified for a not to exceed total project amount of $84,640.55: Item Description Budget Amount Fishing Dock System – Marine Aluminum Extrusion $62,040.55 8’W Aggregate Trail – Annual Contracts $8,200.00 Fishing Dock Boardwalk Sections – In-House/Annual Contracts $14,400.00 Project Budget: $84,640.55 AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 2. Catalpa Oaks - FY2018 Enhancement Projects: Sports Field Grading & Irrigation and Perimeter Pathway (Conceptual Approval Moved by Mr. Crawford, supported by Mr. Nash to conceptually approve proceeding with construction drawings and specifications for all 4 soccer fields and the perimeter pathway at Catalpa Oaks Park; and 11 OCPR Commission Meeting, June 6, 2018 Page 5 Approve proceeding with the bid process for Catalpa Oaks Phase 1A East Soccer Fields - estimated construction amount of $313,580; and Catalpa Oaks Phase 1 B Perimeter Pathway - estimated construction amount of $148,260; for a total estimated construction amount of $461,840 which will result in a total estimated project cost of $524,660. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 3. Springfield Oaks – Mill Pond - Dam Feasibility Study: Request for Qualifications (RFQ) (Conceptual Approval) Oakland County Parks and Recreation jointly manages the Davisburg/Mill Pond Dam with the Charter Township of Springfield (CTS). The agreement, executed in July 2015, specifies cost-sharing between the two parties for repair and maintenance of the dam. OCPRC is responsible for fifty-five percent (55%) of the financial obligation, and CTS is responsible for forty-five percent (45%). OCPRC staff has been in discussion with CTS regarding exploring options for both continuing maintenance/operation and removal of the Mill Pond Dam, which is located on Davisburg Road between Mill Pond Park on the south and Rotary Park on the north, just east of downtown Davisburg. Due to the age of the dam and information from a 2011 engineering study, the dam appears to have deficiencies and associated safety/liability issues. The Mill Pond Dam is owned by OCPRC and jointly operated and maintained with the CTS. Rotary Park, located on the outfall side of the dam is owned, operated and maintained by OCPRC while the Mill Pond Park located upstream from the dam is owned, operated and maintained by CTS. OCPRC currently has $30,000 forecasted for FY2019 for a feasibility/engineering study for the dam. Per the agreement, CTS will contribute 45% of project costs. OCPRC and CTS are jointly exploring all options for this dam to enhance/expand recreation value, support a vibrant and attractive downtown, recognize/respect historical significance, protect and improve ecological/environmental health, promote pedestrian connectivity and minimize short-term and long-term maintenance and capital investment. Initial options include but are not limited to: 1. Evaluation of the costs of dam inspection and maintenance of the dam, including aquatic m aintenance of the Mill Pond. 2. Identification/confirmation of future maintenance and improvements required for the continual operation of the dam. 3. The potential ecological benefits to removing the dam and restoring the natural landscape of the Shiawassee River. 4. The potential recreational opportunities that may be provided if the dam is removed and the riverbank restored. 5. Identify and review potential funding sources for either the maintenance/improvement of the existing dam or removal of the dam. Springfield Township Clerk Laura Moreau was present and advised the Township is in favor of moving forward with the RFQ and looking at better options for the future of the dam. Moved by Mr. VanderVeen, supported by Mr. Baumhart to approve the release of the Mill Pond Dam Feasibility Study Request for Qualifications (RFQ) through Oakland County Purchasing by a qualified consultant to complete a full analysis of the different potential options for the future of the dam . 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 Chief of Park Facilities Maintenance and Development Mike Donnellon submitted a listing of the Pending OCPRC Capital Improvement Projects with updated pictures. 12 OCPR Commission Meeting, June 6, 2018 Page 6 Moved by Mr. McGillivray, supported by Mr. Crawford to receive and file the Pending Capital Improvement Project Report. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. Proposed Cash and Payment Card Industry (PCI) Commission Policy Amendment Oakland County Parks and Recreation has had an Operations Policy since 2011 that outlines the procedures that cash handlers will use for the safe handling of funds managed on behalf of Oakland County, and provides requirements for secure credit card handling to achieve compliance with Payment Card Industry data security standards. This policy is broken into sections on Cash Management and Payment Card Industry Compliance, and outlines many details of processing and securing cash and credit card information. This is the policy that Oakland County Compliance Office – Auditing Unit uses when they do audits of our facilities and operations. At the request of Auditing and Oakland County Fiscal Services the following language was added to the policy to ensure there is an approval process for discounts, promotions, and coupons: II. A. 7. All discounts, promotions, coupons, or other physical documents that reduce the price of a service must be pre-approved by the Executive Officer or designee, and Fiscal Services-Parks and Recreation Accounting. a. Once approved, discounts are coded by the Communications and Marketing department. b. The Business Operations Unit sets up service item codes in RecTrac for all approved discounts. c. The revenue supervisor or designated authorized employee reconciles discounts with revenue records and submits them with the Financial Revenue Summary (FRS) required by F/S – P&R Accounting. The Commission directed staff to add the requirement for staff to provide a report to the Commission in the Executive Officer’s Report in the Commission Agenda Packet for any discounts, promotions or coupons. Moved by Mrs. Long, supported by Mr. Nash to approve the Cash and Payment Card Industry (PCI) Policy with the additional change to the policy to add the requirement that staff provide a report to the Commission in the Executive Officer’s Report in the Commission Agenda Packet for any discounts, promotions or coupons. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. FY2017 OCPR Dashboard & Data Book on Oakland County Parks and Recreation Programs The Dashboard and Data Book is a comprehensive reference for information about the Oakland County Parks system and individual park properties. It compiles data that can be used to evaluate the performance of current facilities and services, as well as potential need for additional facilities and services. In most cases, trends over the most recent three years have been included. The Commission requested staff provide a report of the total of all visitors to Oakland County Parks for the last five years. Moved by Mr. Baumhart, supported by Mr. Fowkes to receive and file the OCPR FY2017 Dashboard and Data Book. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10) NAYS: (0) Motion carried on a unanimous voice vote. 13 OCPR Commission Meeting, June 6, 2018 Page 7 Red Oaks Waterpark Bulk Ticket Refund Agreement with the City of Madison Heights Oakland County Parks and Recreation has an established bulk ticket purchase rate. To receive a bulk ticket discount a group must purchase a minimum of 500 tickets through advanced purchase. The bulk purchase allows for a $4 discount based on weekend rate and residency. This fee was created and approved as part of the 2018 Fees and Charges. The City of Madison Heights implemented a City program where they purchase waterpark tickets in bulk at the approved reduced rate for their residents and provide them at a discounted rate. Last year they purchased 981 tickets for their residents and would like to take part in the bulk discount pricing this year. This year the City of Madison Heights has requested the ability to return any unused purchased waterpark tickets over the 500 minimum requirement for a refund after the season. Last year they had 28 unused waterpark tickets left over from the program. An agreement was created by OC Corporation Counsel to allow for this request for the refund of unused bulk tickets. The agreement has been reviewed and signed by the City of Madison Heights. Moved by Mr. McGillivray, supported by Mr. Fowkes to approve the proposed Memorandum of Agreement between the City of Madison Heights and Oakland County Parks and Recreation for the approval to refund unused bulk discount Red Oaks Waterpark tickets. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Approval of Proposed Partnership Agreement for Rhythm and Rhymes Music Festival Event with the City of Southfield and the City of Oak Park An initiative of the OCPR Commission is to heighten programming and special events in the southeast portion of Oakland County. A partnership is being formed between OCPR, the City of Southfield, and the City of Oak Park for a special event. Staff plans to collaborate with additional communities in the future to also become involved in this special event. A one-day music festival is being planned on Saturday, July 21, 2018, at the Southfield Civic Center where 5 musical acts will perform. The event will host two local acts, two regional acts and one nationally known act. The event will also host a vendor market place for participants to shop local vendors of art, crafts and assorted goods. Concertgoers will also be able to enjoy some great food from 5 food vendors and enjoy delicious treats from a dessert vendor. As part of the agreement OCPR would contribute $15,000 towards the expenses of the music festival. The direct expenses of the one-day festival are $30,000. Some of the major expenses include musical acts, staging, lighting, and marketing. The City of Southfield is contributing $7,500 plus the cost of the facility and grounds, emergency services and public works. All agencies are contributing staff, department resources and physical items including tents, generators, golf carts, etc. The rest of the funds will be covered by sponsorship of the event. It is the intent that this program will grow over time to a two-day event, then possibly a three-day festival. Moved by Ms. LaFontaine, supported by Mrs. Long to approve the proposed Partnership Agreement for the Rhythm & Rhymes Music Festival event with the City of Southfield and the City of Oak Park on Saturday, July 21, 2018 at the Southfield Civic Center. AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, VanderVeen (9) NAYS: (0) Motion carried on a unanimous voice vote. Natural Resources Management Update Natural Resources Coordinator Sarah Cook-Maylen provided an overview of the OCPR Natural Resources management, investments, benefits and highlights for 2017. 14 OCPR Commission Meeting, June 6, 2018 Page 8 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 July 11, 2018, at the Springfield Oaks Activity Center/Carousel Room at 1:00 p.m., starting with a tour of the Oakland County Fair at approximately 11:30 a.m. • The August 1, 2018, OCPR Commission meeting will be held at the Independence Township Wint Nature Center at 1:00 p.m. and will be held in conjunction with a Safety Path Dedication at 11:00 a.m. A tour of the park and Nature Center will also be conducted. • The next OCPR Executive Committee meeting is June 18, 2018 at 2:00 p.m. at the OCPR Administration Building Commission Meeting Room. • Update on new logo for Springfield Oaks water tower. • Both Red Oaks and Waterford Oaks Waterparks will open this Saturday – June 9, 2018. • Introduction of Joe Campion, Crew Chief of White Lake Oaks, with 44 years of service to Oakland County. Parks and Recreation. 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. At their last meeting it was decided that the two (2) OCPR Commissions on the committee would meet prior to the next meeting. As the Commissioners have met, the committee will regroup and provide feedback.to the Commission. In addition, staff has prepared information on potential revenues and expenses for the operations of the conference centers. Following up on a suggestion from Chairman Fisher, Ms. Wells advised the committee will have a conversation on setting a goal for savings from year-to-year, over and above any savings from the operating budget. 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. The Commission asked staff if inspections could be scheduled earlier in the year next year, and in the future, to avoid what happened this year with the Groveland Oaks Water Slide, and also consider possibly adding a zip line in lieu of the water slide at the park. In addition, the Commission requested staff to provide the numbers for golf leagues at Oakland County Golf Courses for this year versus last year. Executive Committee Update Chairman Fisher provided an update on the items discussed at the last Executive Committee meeting. The topics included the Springfield Oaks Golf Course Clubhouse. There are no recommendations at this time on what to do with the facility; however the Executive Committee is still looking at alternatives. Oakland Urban Growers made a presentation on the Greenhouse and residential property at Waterford Oaks and their request to amend their lease. Commissioner Long expressed concern about Oakland County taxpayer money subsidizing a private for-profit business Chairman Fisher also provided an update on the status of the proposed Holly Oaks ORV facility. OLD BUSINESS There was no old business to report. 15 OCPR Commission Meeting, June 6, 2018 Page 9 NEW BUSINESS Commissioner Nash advised the Commission the Oakland County Water Resources Commission will be hosting the Art Fish Fun event at Beaudette Park in Pontiac on Saturday, June 9, 2018 from 11:00am – 4:00 pm. All are welcome to attend. Commissioner McGillivray asked if there are any plans to expand the Disc Golf program to other Oakland County Parks. As it is a relatively inexpensive activity, it would be a great addition to a lot of our other parks. ADJOURNMENT: Meeting adjourned at 3:30 p.m. Ron Fowkes, Secretary Vicky Valko, Recording Secretary 16