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HomeMy WebLinkAboutMinutes - 2018.07.11 - 39372 Oakland County Parks and Recreation Commission Regular Meeting July 11, 2018 Chairman Fisher called the meeting to order at 1:07 p.m. in the Oakland County Parks and Recreation Springfield Oaks Activity Center/Carousel 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, Christine Long, Jim Nash COMMISSION MEMBERS ABSENT WITH NOTICE: Robert E. Kostin, Andrea LaFontaine ALSO PRESENT: Parks and Recreation Daniel J. Stencil, Executive Officer Sue Wells, Manager of Parks and Recreation Operations Phil Castonia, Chief-Business Operations Laurie Cooper, Asst. Park Supervisor- 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 Steve Whaley, Park Supervisor – Springfield Oaks OC Corporation Counsel Jody Hall, Financial Attorney OC Facilities, Maint. & Operations Paul Zachos, Property Management Specialist OC Fiscal Services Jeff Phelps, P & R Fiscal Coordinator Oakland Urban Growers, Inc. Bruce Ellwanger Mike Skinner White Lake Township Rik Kowall, Township Supervisor Residents Sam & Maggie Moraco APPROVAL OF AGENDA: Moved by Mrs. Long, supported by Mr. VanderVeen to approve the agenda with the following change: Move the Closed Session to later in the meeting right before Old Business. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. APPROVAL OF MINUTES: Moved by Mr. Crawford, supported by Mr. McGillivray to approve the minutes of the OCPR Commission Regular Meeting of June 6, 2018, and the Special Meeting of June 25, 2018, as submitted. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. 7 OCPR Commission Meeting, July 11, 2018 Page 2 PUBLIC COMMENTS: LC Scramlin, General Manager of the Oakland County 4H Fair Association, welcomed the Commission to the 2018 Oakland County 4H Fair. He provided an update on the 4H organization, the plans for the 2018 Oakland County Fair, opening weekend of the Fair, and advised that a new record was set this year for attendance. Mr. Scramlin expressed his appreciation to the OCPR Commission for all the assistance from the Oakland County Parks staff. Chief of Park Maintenance and Development-North District Jim Dunleavy introduced the following Springfield Oaks staff members: Park Supervisor Steve Whaley, Assistant Park Supervisor Laurie Cooper and Lisa Vanella (SP) POSITION and thanked them for all their hard work in getting the park and buildings ready for the fair and the Commission meeting. Oakland County Sheriff’s Office provided a report on the Oakland County Sheriff’s Office Canine Division. OCSO Sergeant Roddy along with a few of the canine officers and their handlers explained the training process for the officers and the dogs, and also the patrol practices and procedures. Commissioner Nash thanked OCPR staff for all the help provided at the Art Fish Fun event at Beaudette Park in Pontiac. 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. Moved by Mrs. Long, supported by Mr. Fowkes to receive and file the .Capital Improvement Expense Summary Report. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. CONSENT AGENDA: Moved by Mr. Fowkes, supported by Mr. McGillivray to approve Items 9 A through 9 K under Consent Agenda, as follows: A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending 05/31/18 (FM 08 FY18) B. Monthly Revenue and Expenditure Comparison Report for Month Ending 05/31/18 (FM 08 FY18) C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 05/31/18 (FM 08 FY18) D. Monthly Capital Equipment Report for Month Ending 05/31/18 (FM 08 FY18) E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending 05/31/18 (FM 08 FY18) F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position For Month Ending 05/31/18 (FM 08 FY18) G. CIP Approval Schedule Update H. Maintenance Program Budget Report Update I. Monthly Purchasing Reports for Month Ending 04/30/18 (FM 07 FY18) J. Monthly Food & Beverage Vendor Sales Reports 04/30/18 (FM 07 FY18) 1. Katherine's 2. Lafayette Market 3. Fuller Oak Management K. FY 2018-2024 Depreciation Schedule 8 OCPR Commission Meeting, July 11, 2018 Page 3 AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. REGULAR AGENDA: CIP/Maintenance Project Approvals: Addison Oaks – Adam’s Lake Playground (FY2019 $260,000) (Conceptual Approval) Moved by Mr. Fowkes, supported by Mr. McGillivray to grant Conceptual Approval and authorize proceeding with construction drawings and bidding for the Adams Lake playground replacement project. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Red Oaks Nature Center – Exhibit Remodeling ($18,000) (Conceptual Approval) - FY2018 Enhancement Project Moved by Mr. McGillivray, supported by Mr. Baumhart to grant Conceptual Approval and authorize proceeding with construction documents and bidding for the Red Oaks Nature Center Exhibit Improvements Project; the project will be brought back to the Commission for final construction approval prior to proceeding with construction. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Springfield Oaks Golf Course Irrigation Replacement (FY2019 $70,000) (Conceptual Approval) Moved by Mr. Fowkes, supported by Mr. VanderVeen to grant Conceptual Approval and authorize proceeding with construction drawings, specifications and bidding for the Springfield Oaks Golf Course Irrigation system upgrades. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. FY2019 Public Address System Replacement (Conceptual Approval) a. Red Oaks Waterpark ($90,000) (Conceptual Approval) b. Springfield Oaks Activity Center ($60,000) (Conceptual Approval) c. Waterford Oaks Waterpark ($65,000) (Conceptual Approval) . Moved by Mr. Crawford, supported by Mr. Fowkes to grant Conceptual Approval and authorize proceeding with construction drawings, specifications and bidding for the Red Oaks Waterpark, Springfield Oaks Activity Center/Fairgrounds and Waterford Oaks Waterpark Public Address system replacement, and to also obtain alternate bids for additional speakers just outside the gates of the parks, and at the dog parks, which could be used for announcements. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. 9 OCPR Commission Meeting, July 11, 2018 Page 4 Independence Oaks Safety Path – Independence Township/Oakland County (General Approval) Easement and Bill of Sale The Inter-Local Agreement between Independence Township and Oakland County for the Safety Path along Sashabaw Road near Independence Oaks Park requires the County to transfer ownership of the Safety Path to the Township upon completion. After the transfer of ownership, the Township will be responsible for all maintenance and operations of the Safety Path. An easement and bill of sale are required to transfer ownership of the Safety Path and allow the Township to operate and maintain the portions of the Safety Path that are constructed on County-owned property and outside of the Sashabaw Road right-of-way. The Easement and Bill of Sale agreements are required to transfer future maintenance and operation responsibilities of the Safety Path from Oakland County to the Charter Township of Independence. The Commission requested Corporation Counsel to include language in both the Easement and Bill of Sale clarifying that Independence Township would be exclusively responsible for the maintenance and operations of the Safety Path, and the County will not be responsible for the maintenance and operation, Moved by Mr. Fowkes, supported by Mr. VanderVeen to approve the Easement and Bill of Sale for the Sashabaw Road Safety Path near Independence Oaks Park and adopt the following resolution with the modification that Corporation Counsel would add language to both documents stating that Independence Township will be exclusively responsible for the maintenance and operations of the Safety Path and the County is not responsible for maintenance and operation of the Safety Path, and forward it to the Oakland County Board of Commissioners for final approval: WHEREAS, Oakland County and the Charter Township of Independence (“Township”) entered into an Interlocal Agreement for the creation of a Safety Path; and WHEREAS, the Interlocal Agreement requires the County to transfer ownership of the Safety Path to the Township upon completion; and WHEREAS, after the transfer of ownership, the Interlocal Agreement requires the Township to maintain and operate the Safety Path at its sole cost; and WHEREAS, the attached easement is required because portions of the Safety Path are built outside the Sashabaw Road right-of-way on County-owned property; and WHEREAS, the attached Bill of Sale, Assignment and Dedication (“Bill of Sale”) is required to transfer ownership to the Township; and WHEREAS, the retained company of Nowak & Fraus Engineering, Inc. reviewed and prepared all field surveys and easement descriptions; and WHEREAS, the Department of Corporation Counsel has reviewed and/or prepared all necessary legal documents related to the Bill of Sale and Easement. NOW THEREFORE BE IT RESOLVED that the Oakland County Parks and Recreation Commission recommends, as required by the Interlocal Agreement, that the Oakland County Board of Commissioners approve of the attached Bill of Sale and Easement and directs its Chairperson to immediately sign these documents. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) 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. He advised there was one change to the report for the decorative concrete project at Red Oak Golf Course. The Commission received and filed this report. 10 OCPR Commission Meeting, July 11, 2018 Page 5 Proposed Partnership Policy Update The Oakland County Parks and Recreation Commission Partnership Policy was developed and approved in 2009. While the purpose and principals in the policy hold true, the detail in the procedures and partnership categories listed has proven to be less effective for how we operate as a park system. Therefore, the current policy needs to be updated. Staff proposed an update to the policy which makes it more user-friendly for staff and more applicable to the types of partnerships we have, and those we are looking to develop in the future. There was a great deal of discussion regarding the approval process for future partnerships and the best way to implement it moving forward. The Commission requested staff to revise the policy to include some of the suggestions made in order to best serve the OCPR Commission, staff, and future partnerships. In addition, the Commission requested staff to present a listing of all current OCPR existing partnerships and present it with the revised policy. Moved by Mr. Fowkes, supported by Mr. Baumhart to postpone this item until the August Commission meeting, and direct staff to re-present the policy with the recommended revisions along with the listing of existing OCPR partnerships. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Request from Oakland Urban Growers for Amendment to Waterford Oaks Greenhouse and Residential Lease Agreement Oakland Urban Growers (OUG), the company currently leasing the Waterford Oaks Greenhouse and Residential house, has requested an amendment to their current lease for the Greenhouse and the residential house. They have requested a deferment of rent to a later period in the lease. Oakland Urban Growers also inquired if the Commission would agree to have the utilities in the County’s name versus their name. Current standard for County rental property is to have the utilities in the Tenant’s name. In addition, OUG asked if the Commission would agree to a third year of deferment if OUG would agree to make repairs to the Greenhouse roof. After a lengthy discussion on this matter the Commission advised they would consider a deferment of the rent to a later point in the lease, and would consider a third year of deferral if they did repairs to the roof of the Greenhouse, but was not in favor of transferring the utilities to the County’s name instead of OUG. Commissioner Long expressed concern regarding allowing this sort of agreement to benefit a private company and using public funds to help in this deferment request. In addition, Commissioner McGillivray advised that Corporation Counsel should weigh-in on this request before any decision is made regarding this request. A suggestion was offered by Commissioner Fowkes that any deferment on their rent would be contingent upon all of the utilities being paid up to date. The Commission requested Oakland Urban Growers to evaluate this request moving forward and get back with OCPR Administration to advise if they want to move forward with their request. This item will be placed back on an OCPR Commission meeting agenda once we have heard Oakland Urban Growers determination on moving forward with this request for deferment. .. Bailey House Proposal Update At the June 6, 2018 Commission meeting, staff presented a proposal from Preservation Clarkston for the future of the Bailey House. Preservation Clarkston is proposing acquiring 2 parcels of property adjacent to the park and “swapping” them for an acre site at the Bailey House. This proposed swap would potentially meet the needs of the Michigan Department of Natural Resources (MDNR), Oakland County Parks and Recreation and Preservation Clarkston. Preservation Clarkston is proposing to continue to renovate and rehab the house after the swap and eventually sell it to a private landowner, putting it back on the tax rolls as a private residence. The swap for other property adjacent to the park could potentially provide mitigation for this conversion. The MDNR has indicated that preliminarily this is an acceptable solution. 11 OCPR Commission Meeting, July 11, 2018 Page 6 It is estimated that it would cost approximately $36,000 to proceed with this proposal for the acquisition, conversion mitigation and land swap. Preservation Clarkston has indicated that they would be requesting that OCPRC utilize some of the $20,000 originally budgeted for demolition of the house to assist with this process. Moved by Mr. McGillivray, supported by Mr. Nash to conceptually approve proceeding to the next step with this proposed land swap of land near the Bailey House site subject to a not-to-exceed amount of $40,000 contribution by Oakland County Parks and Recreation, and subject to the approval by the Michigan Department of Natural Resources regarding the land conversion. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. CLOSED SESSION: Moved by Mr. Fowkes, supported by Mrs. Long to adjourn to Closed Session to evaluate potential real estate property acquisitions. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous roll call vote. Meeting adjourned to Closed Session at 2:22 p.m. Meeting reconvened to Open Session at 3:14 p.m. Ad Hoc Committee Moved by Mr. Fowkes, supported by Mr. McGillivray to set up an Ad Hoc Committee to have discussions with the City of Royal Oak consisting of Chairman Fisher, Commissioner Baumhart, Commissioner McGillivray, and Executive Officer Daniel Stencil to have discussions consistent with the items discussed in Closed Session. AYES: Baumhart, Crawford, Fisher, Fowkes, Long, McGillivray, Nash, VanderVeen (8) NAYS: (0) Motion carried on a unanimous voice vote. Proposal for Possible Land Acquisition Moved by Mr. Fowkes, to give OC Property Management Specialist Paul Zachos the authority to proceed with the real estate proposal discussed in Closed Session. Motion died for lack of support. This matter will be discussed at a future meeting. 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: 12 OCPR Commission Meeting, July 11, 2018 Page 7 • The next OCPR Commission meeting on August 1, 2018, 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 July 16, 2018 at 2:00 p.m. at the OCPR Administration Building Commission Meeting Room. • The 2018 National Parks and Recreation Association (NRPA) Annual Meeting will be in September in Indianapolis, Indiana. Fiscal Sustainability Work Group Manager of Parks and Recreation Operations Sue Wells provided a brief update on the status of the activities of the Fiscal Sustainability Work Group. She thanked the Commission members that are involved with this work group and the meetings. ADJOURNMENT: Meeting adjourned at 3:27 p.m. Ron Fowkes, Secretary Vicky Valko, Recording Secretary 13