HomeMy WebLinkAboutMinutes - 2018.08.01 - 39373 Oakland County Parks and Recreation Commission
Regular Meeting
August 1, 2018
Chairman Fisher called the meeting to order at 1:03 p.m. in the Independence Oaks Wint Nature Center 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 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
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 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 County Purchasing Andy Krumwiede, Buyer II
Oakland County 4-H Fair LC Scramlin, General Manager
APPROVAL OF AGENDA:
Moved by Ms. LaFontaine, 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. McGillivray to approve the minutes of the OCPR Commission Regular
Meeting of July 11, 2018, with the following change:
On Page 6, the first paragraph, add the following sentence at the end of the paragraph: It is understood that
State approval of the conversion may not be complete for more than one year.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
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OCPR Commission Meeting, August 1, 2018
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PUBLIC COMMENTS:
LC Scramlin, General Manager of the Oakland County 4H Fair Association, thanked the Commission for having the July
Commission meeting at Springfield Oaks and for all the support OCPR has provided to the Fair Association over the
years. He also provided an update on the preliminary numbers for the 2018 Oakland County 4H Fair, as well as an
update on the plans for the 2018 Michigan State Fair which will start on August 30, 2018.
Chief of Park Maintenance and Development-North District Jim Dunleavy introduced the following Independence Oaks
staff members: Park Supervisor DJ Coffey, Office Assistant II Carrie Hunter, Parks Crew Chief Dave Patnaude and
thanked them for all their hard work in getting the park and facility ready for the Safety Path Dedication and the
Commission meeting.
Chief of Recreation Programs and Services Brandy Sotke-Boyd introduced Recreation Program Supervisor
Lynn Conover who is in charge of Nature Education. Ms. Conover has worked at Oakland County Parks and Recreation
for over 34 years.
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 requested additional information to be included in this report including the current
financial position from month-to-month, as well as the current unrestricted net position numbers. The Commission
received and filed this report.
CONSENT AGENDA:
Moved by Mr. Fowkes, supported by Mr. Kostin to approve Items 8 A through 8 K under Consent Agenda, as
follows:
A. OCPR Monthly Revenue and Expenditure Budget to Actual Report for Month Ending
06/30/18 (FM 09 FY18)
B. Monthly Revenue and Expenditure Comparison Report for Month Ending 06/30/18 (FM 09 FY18)
C. Monthly Revenue and Expenditure Report by Line Item for Month Ending 06/30/18 (FM 09 FY18)
D. Monthly Capital Equipment Report for Month Ending 06/30/18 (FM 09 FY18)
E. Monthly Revenue and Expenditure Average Comparison Report for Month Ending
06/30/18 (FM 09 FY18)
F. Capital Improvement Projects Budget to Actual Report & Statement of Net Position
For Month Ending 06/30/18 (FM 09 FY18)
G. CIP Approval Schedule Update
H. Maintenance Program Budget Report Update
I. Monthly Purchasing Reports for Month Ending 05/31/18 (FM 08 FY18)
J. Monthly Food & Beverage Vendor Sales Reports 05/31/18 (FM 08 FY18)
1. Katherine's
2. Lafayette Market
3. Fuller Oak Management
K. FY2018 3rd Quarter General Program Administration Amendment
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, Nash, VanderVeen (10)
NAYS: (0)
Motion carried on a unanimous voice vote.
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OCPR Commission Meeting, August 1, 2018
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REGULAR AGENDA:
Proposed 2019 Rates for OCPR Annual Motor Vehicle Fee/Vehicle Permits
Moved by Mr. McGillivray, supported by Mr. VanderVeen to approve the proposed fees for the OCPR Resident
Annual Motor Vehicle, Resident Senior Citizen/Adaptive/Active Military Annual Motor Vehicle, and Second
Vehicle Discount Annual Motor Vehicle passes and non-resident Annual Vehicle Passes for FY2019, as listed
below; and authorize the payment to local government agencies for $1.00 per pass for each pass they sell which
will be included in their Park Access Permit Agreement with Oakland County Parks and Recreation and paid at
the end of each season:
Type of Permit Current
Fee
Proposed
Fees Revenue Revenue
Year to Date
Projected
Revenue
Daily Motor Vehicle
Fees ALL Parks 2017 2018 2019
Resident Discount $ 5/car/day $ 5/car/day $151,410 $97,461 $155,952
Regular Fee (Non-
Resident) $12/car/day $12/car/day $62,353 $31,662 $64,223
Sr. Citizen/Adaptive/
Military $ 4 /car/day $ 4/car/day $11,436 $4,972 $17,779
Annual Motor Vehicle
Permit ALL Parks
Resident Discount $30 $30 $255,837 $200,304 $263,512
Regular Fee (Non-
Resident) $48 $48 $17,472 $13,392 $17,996
Sr. Citizen/Adaptive/
Military (Resident) $22 $22 $42,547 $47,560 $43,823
Sr. Citizen/Adaptive/
Military
(Non-Resident)
$32 $32 $5,680 $3,614 $5,850
Second Vehicle Discount
(Resident) $15 $15 $11,973 $16,987 $17,496
Second Vehicle Discount
(Non-Resident) $32 $32 $224 $302 $334
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:
Waterpark Family Restrooms *ENHANCEMENT PROJECT - FY2018 Red Oaks Waterpark* ($150,000)
(Construction Approval)
Moved by Mr. Kostin, supported by Mr. Baumhart to approve proceeding with the construction of
the family restroom project at Red Oaks Waterpark; including awarding a construction contract to Howell
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OCPR Commission Meeting, August 1, 2018
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Construction Services of Howell, Michigan in the amount of $163,500.00; total project costs
of $190,680 are listed below:
And, approve funding of the project from net position in the amount of $40,680:
Net Position – Unrestricted (Undesignated):
Undesignated $11,748,901
Less Project Amount ($40,680)
Revised Undesignated $11,708,221
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. He advised of the following changes to the report: Independence Oaks
Twin Chimney site improvements are being postponed until some drainage issues are resolved; and the Red Oaks
Nature Center HVAC System replacement, pending some air quality monitoring and code requirements. The Red Oaks
HVAC project will be presented to the Commission at the September OCPRC meeting for insulation improvements to
help offset the comfort levels of the building.
Proposed Partnership Policy Update – (Postponed from July 11, 2018):
Approval of Proposed Revisions to OCPR Partnership Policy& Procedures
Staff introduced the topic and explained areas where the proposed changes were made including adding additional
language for Commission approval process, for the Commission to see all partnerships before they are approved, types
of organizations with which to partner, timeframes, consideration of a dollar amount threshold for approvals, funds
over/above certain dollar amount commitment would require Commission approval, etc.
Chairman Fisher recommended a revision to Page 105 at the end of Paragraphs F and H, to add at the end of the
paragraphs, “as determined by the Oakland County Parks and Recreation Commission.” He also recommended a
revision to Paragraph I - to add…. “either pending or reasonably expected within twelve (12) months”, and to include if
anything is inconsistent with any of the County’s policy on these, it will go with the current County’s policy.
The same changes recommended for the Partnership Policy will also be changed in the Sponsorship Policy.
Moved by Mr. McGillivray, supported by Mr. Fowkes to approve the changes as recommended by the
Commission above to both the Sponsorship and Partnership policies, and bring them back at the September
Commission meeting under Consent Agenda for final approval.
Item Red Oaks
CIP #2670
Design $14,000
Construction $163,500
Permits $2,100
Testing $2,000
5% Contingency $9,080
Total $190,680
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OCPR Commission Meeting, August 1, 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 Existing OCPR Partnerships &
Approval of Request for OC International Airport Partnership for 2018 Kid Zone
Vice Chairman VanderVeen asked Corporation Counsel Attorney Jody Hall if there would be a conflict or if it would be
inappropriate if Commissioners Crawford, Long and VanderVeen voted on this matter because they all serve on the
Airport Committee. Attorney Hall advised there would not be a conflict nor would it be inappropriate for those members
to vote on this matter.
Moved by Mrs. Long, supported by Mr. Crawford to approve the Oakland County Parks and Recreation
partnerships with the 2018 Brooksie Way Race and the 2018 Arts, Beats & Eats festival; and
Approve the 2018 partnership with Oakland County Parks and Recreation and the Oakland County International
Airport for the Kid Zone event.
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:
• Friday, August 3, 2018, is the Oakland Uncorked Event at the Oakland County Farmers Market.
• Saturday, August 4, 2018, Summer Days Picnic for the Adaptive Recreation Program at Independence Oaks
County Park.
• The next OCPR Commission meeting will be September 5, 2018 at the OCPR Administration Building.
• The next OCPR Executive Committee meeting is August 13, 2018 at 10:00 a.m. at the OCPR Administration
Building Commission Meeting Room.
• Update on the Oakland Urban Growers request for an amendment to their lease at the Waterford Oaks
Greenhouse and residential house. This matter will be on the September OCPRC meeting agenda for the
Commission’s approval.
• Update on CSX Railroad drawing down the water levels in the wetlands area in Highland Oaks County Park.
• OCPR and MDNR ORV Steering Committee meeting on Monday, August 6, 2018 at 2:00 p.m. in Hartland, MI
Fiscal Sustainability Work Group
Manager of Parks and Recreation Operations Sue Wells provided a new report which will now break down the financial
information by park. Chairman Fisher requested staff consider adding another colum n, showing the balance without the
expense for depreciation.
There was also discussion on evaluating future and alternate uses of the parks and facilities. The Commission
requested staff to provide the number of people served at each of our facilities and parks before any decisions are made.
In addition, it was requested that staff provide the number of outings/events that we have where the requirements for
food are greater than the capacity of the grill rooms. Staff responded there are not many of those situations. The
Commission also requested staff to prepare an analysis of use, revenues, and expenses for each of the facilities. The
Commission determined they would review the analysis of White Lake Oaks first.
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OCPR Commission Meeting, August 1, 2018
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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 Sotke-Boyd provided an update on the parks,
facilities, events and programs.
Oakland University OCPR Survey Data Analysis Project Report
OCPR staff worked with Oakland University Professor Matthew Fails to create a project for his political science
undergraduate students to perform detailed data analysis of our 2017 county-wide survey data. Professor Fails
was looking for real-world data that the students could relate to, and for an opportunity for the students to provide
some analysis that might be useful for Oakland County Parks and Recreation. Staff presented a summary of the
project and the results the students found. The report provided some highlights of what the students concluded
from the data, as well as some recommendations from the students on ways to improve future OCPR surveys.
Chairman Fisher requested staff provide the numbers for the frequency of use of the OCPR parks for people that
live north of M-59.
Executive Committee Update
Chairman Fisher advised that the Commission created an ad hoc sub-committee to work on and evaluate Normandy
Oaks at the July 11, 2018, Commission meeting. He has been in touch with the city attorney and is waiting to hear a
response from him when he returns from vacation.
Another matter discussed was regarding projects staff has requested that have not been budgeted, and the Executive
Commission has requested that staff make every effort to evaluate the priority of the projects and that we stay within the
existing budget.
Most of the other items discussed at the Executive Committee meeting have already been discussed earlier in the
meeting.
Southeast Oakland County Report
Staff provided an updated report on the events, programs and activities in southeast Oakland County. In addition, staff
provided data on the population and tax millage revenues collected from the southeast portion of the county, as well as
OCPR funds spent on capital improvement projects in southeast Oakland County.
The Commission requested staff provide numbers on the users of all parks for patrons from the southeast portion of the
county, and also numbers of what portion of the county patrons live and which parks they frequent. Staff advised this
type of information may not be available based on how the information is stored in the computer system, but heat maps
could be provided for attendance at the campgrounds or programs which require registration.
CLOSED SESSION:
Moved by Mr. VanderVeen, supported by Mr. Fowkes to adjourn to Closed Session to evaluate potential real
estate property acquisitions.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous roll call vote.
Meeting adjourned to Closed Session at 2:50 p.m.
Meeting reconvened to Open Session at 3:10 p.m.
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OCPR Commission Meeting, August 1, 2018
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Proposal for Possible Land Acquisition
Moved by Mr. Fowkes, supported by Mrs. Long that the Commission take no action on the proposed property
acquisition at this time.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, McGillivray, VanderVeen (9)
NAYS: (0)
Motion carried on a unanimous voice vote.
Moved by Mr. Crawford, supported by Mr. Kostin to take no action on property near Lyon Oaks.
AYES: Baumhart, Crawford, Fisher, Fowkes, Kostin, LaFontaine, Long, VanderVeen (8)
NAYS: McGillivray (1)
Motion carried.
ADJOURNMENT:
Meeting adjourned at 3:15 p.m.
Ron Fowkes, Secretary Vicky Valko, Recording Secretary
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